City of Cranston. Request For Proposal. For. Fire Alarm Cable Installation

Transcription

1 City of Cranston Request For Proposal For Fire Alarm Cable Installation August 2005 DIVISION OF CONTRACT & PURCHASE CITY HALL CRANSTON, RHODE ISLAND Mark J. Marchesi Purchasing Agent Stephen P. Laffey Mayor Prepared by: Broad Reach, 5 Division Street, East Greenwich, RI (401) OWNERSHIP AND USE OF DOCUMENTS: DRAWINGS AND SPECIFICATIONS, AS INSTRUMENTS OF PROFESSIONAL SERVICE, ARE AND SHALL REMAIN THE PROPERTY OF BROAD REACH. THESE DOCUMENTS ARE NOT TO BE USED, IN WHOLE OR IN PART, FOR ANY OTHER PROJECTS OR PURPOSES, OR BY ANY OTHER PARTIES, THAN THOSE PROPERLY AUTHORIZED BY CONTRACT, WITHOUT THE EXPRESS AUTHORIZATION OF BROAD REACH.

2 Table of Contents 1 Invitation to Bid General Terms and Conditions Scope of Work General Vendor Task List Vendor Information and Qualifications Installation Practices General Requirements Cable and Termination Specifications Testing and Documentation Requirements General Bidder s Blank Appendix A Prepared by: Broad Reach, 5 Division Street, East Greenwich, RI (401) OWNERSHIP AND USE OF DOCUMENTS: DRAWINGS AND SPECIFICATIONS, AS INSTRUMENTS OF PROFESSIONAL SERVICE, ARE AND SHALL REMAIN THE PROPERTY OF BROAD REACH. THESE DOCUMENTS ARE NOT TO BE USED, IN WHOLE OR IN PART, FOR ANY OTHER PROJECTS OR PURPOSES, OR BY ANY OTHER PARTIES, THAN THOSE PROPERLY AUTHORIZED BY CONTRACT, WITHOUT THE EXPRESS AUTHORIZATION OF BROAD REACH.

3 1 Invitation to Bid RFP for FIRE ALARM CABLE INSTALLATION Sealed bids, in triplicate, plainly marked, "Sealed Bid RFP for Fire Alarm Cable Installation" will be received until 4:30 p.m., prevailing time, August 16, 2005, at the office of the Purchasing Agent, Room 202, City Hall, Cranston, R.I. At 5:30 p.m. they will be opened publicly at a meeting of the Board of Contract and Purchase, Third Floor, City Hall. Copies of specifications must be obtained at the above office on and after August 4, 2005 between the hours of 8:30 a.m. and 4:30 p.m. There will be a pre-proposal conference held at 11 AM on August 9, 2005, in the Council Chambers, City Hall, 869 Park Avenue, Cranston, RI.. No bid may be withdrawn for a period of sixty (60) days subsequent to the opening thereof without permission of the Board of Contract & Purchase. This is an evaluated bid with a weighted scale. The winning Bidder will be selected based upon the following selection and evaluation criteria: Cost of Primary Run 20% Cost of Options 20% Time of Delivery 20% Bidder Stability and Experience 20% References 20% Total 100% The City reserves the right to reject any or all bids, waive any informalities in the bidding, or accept the bid deemed to be in the best interest of the City. 2 General Terms and Conditions 1. RECEIPT AND OPENING OF PROPOSALS: Sealed Bids (Proposals) will be accepted and time stamped upon receipt in the office of the Purchasing Agent, City Hall, Cranston, Rhode Island, until the time indicated on the attached Advertisement for Bids, for the commodities, equipment or services listed in the specifications, and will then be publicly opened and read at a meeting of the Board of Contract and Purchase. 2. FORM OF BID: City of Cranston Page 1

4 Proposals shall be submitted in duplicate, on the form provided, with supplemental information, drawings, warranties and other required documentation, literature and material to be provided, with the bid, on the bidders own form. 3. SUBMISSION OF BIDS: a. Envelopes containing bids must be sealed and addressed to the Office of the Purchasing Agent, City Hall, 869 Park Avenue, Cranston, RI, 02910, and must be marked with the name and address of the bidder, date and hour of opening, and name of item in bid call. b. The Purchasing Agent will decide when the specified time has arrived to open bids, and no bid received thereafter will be considered. c. Any bidder may withdraw his bid by written request at any time prior to the advertised time for opening. Telephonic bids, amendments, or withdrawals will not be accepted. d. Unless otherwise specified, no bid may be withdrawn for a period of sixty (60) days from time of bid opening. e. Negligence on the part of the bidder in preparing the bid confers no rights for the withdrawal of the bid after it has been opened. f. Proposals received prior to the time opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a proposal not properly addressed and identified. g. Any deviation from the Specifications must be noted in writing and attached as part of the bid proposal. The Bidder shall indicate the item or part with the deviation and indicate how the bid will deviate from Specifications. 4. RHODE ISLAND SALES TAX: The City is exempt from the payment of the Rhode Island Sales Tax under the 1956 General Laws of the State of Rhode Island, , Paragraph I, as amended. 5. FEDERAL EXCISE TAXES: The City is exempt from the payment of any excise tax or federal transportation taxes. The price bid must be exclusive of taxes and will be so construed. 6. QUALIFICATION OF BIDDERS: The owner may make such investigations as it deems necessary to determine the ability of the bidder to perform the work. The bidder shall furnish the City with all such information and data for the purpose as may be requested. 7. ADDENDA AND INTERPRETATIONS: City of Cranston Page 2

5 No interpretation on the meaning of the Plans, Specifications or other Contract Document will be made to any bidder orally. Every request for such interpretations should be in writing, addressed to the Purchasing Agent, Room 202, 869 Park Avenue, Cranston, RI, 02910, and to be given consideration must be received at least seven (7) days prior to the date fixed for the opening of the bids. All questions pertaining to the specifications or proposal procedure should be first directed to the Purchasing Agent. Where information from the Purchasing Agent differs from information from any other source, the information from the Purchasing Agent prevails. The City is not responsible for information obtained from any other source. 8. AWARD OF BIDS: The City reserves the right to award in whole or in part. 9. DELIVERY: All bids are to be FOB various locations within the City of Cranston, delivery to be supplied with the Purchase Order. No extra charges for delivery, handling or other services will be honored. Only inside delivery and set-up, where required, will be accepted. TAILGATE DELIVERIES WILL BE REFUSED. The vendor must notify the City of Cranston 24 hours prior to delivery. All claims for damage in transit shall be the responsibility of the successful bidder. The City will not make payment on damaged goods, they must be replaced or adjustments made at the option of the City. The City of Cranston is only represented by the Division of Contract and Purchase in these matters and that division, or its appointed representative or agent, shall be the only entity to negotiate any settlements. Deliveries must be made during normal working hours. 10. HOLD HARMLESS: The contractor shall be responsible for his work and every part thereof, and for all materials, tools, appliances, and property of every description used in connection therewith. The contractor agrees to indemnify and save harmless the City of Cranston, its employees and agents, against loss or expense by reason of the liability imposed by law upon the contractor, all sub-contractors, or owner for damage because of bodily injuries, including person or persons, or on account of damage to property arising out of or in consequence of the performance of this work whether such injuries to persons or damage to property are due or claimed to be due to any negligence, including gross negligence, of a sub-contractor, the owner, the general contractor, his or their employees or agents, or any other person. Please submit bid proposal page and any brochures in TRIPLICATE. City of Cranston Page 3

6 3 Scope of Work 3.1 General The City of Cranston is seeking qualified contractors to provide the installation of fiber cable to several locations in the City for the purposes of augmenting the existing fire alarm cable. The cable is to be installed on existing poles utilizing the City s rights-ofway for attachments. The contractor will be required to perform the installation and test the cable to assure conformance to specifications. The City may elect to purchase the cable separately or have it supplied by the contractor. In addition, the City may request the contractor, as part of this project, to pull the cable into specified locations and perform terminations. The following map shows the route of the primary installation (12.0 miles 1 ). 1 1 Loop length is a general estimate only, and does not include service loops, provisions for intermediate drops, etc. Vendor is responsible for calculating appropriate cable lengths. City of Cranston Page 4

7 In addition, the City may elect to have the contractor install a second loop (5.3 miles 2 ). The route for this optional installation is indicated on the map below. Note that a portion of this loop will run concurrent to the primary loop (along Scituate Avenue), and the Fire Station at Scituate and Comstock will be connected to both loops. 3.2 Vendor Task List Install 36 strand singlemode fiber cable, to be supplied by the City, along the primary route specified by the map above, leaving service loops at the locations listed below of sufficient length to be brought into the buildings at a future time for termination. Service loops should also be included at regular intervals according to industry standards Highway Department at 929 Phenix Avenue 2 Loop length is a general estimate only, and does not include service loops, provisions for intermediate drops, etc. Vendor is responsible for calculating appropriate cable lengths. City of Cranston Page 5

8 Fire station at intersection of Scituate Avenue and Comstock Parkway Communications tower at 575 Seven Mile Road Testing of installed cable as specified herein. If cable is supplied by the City, testing is to be performed prior to and after cable installation Documentation of installation as specified herein Option: Provide singlemode fiber cable, 8.5/125 nm, OCC BX-36 strand, to be used for the primary installation Option: Install and terminate fiber at the locations listed under above. Unless otherwise approved by the City, cable should be brought in directly to the building and not spliced from the outside pole. Assume both sides of the loop (72 strands total) will be terminated in a fiber cabinet. Contractor will supply a wall mounted fiber cabinet for each location of sufficient size to support future growth (capacity for 144 strands) Option: Install 36 strand singlemode fiber cable along the secondary route as specified by the map above, leaving service loops at the locations listed below of sufficient length to be brought into the buildings at a future time for termination. Service loops should also be included at regular intervals according to industry standards Fire station at intersection of Scituate Avenue and Comstock Parkway Sewer pumping station at 36 Starline Way Communications tower on Cella Lane Orchard Farms School at 1555 Scituate Avenue Option: Provide singlemode fiber cable, 8.5/125 nm, OCC BX-36 strand, to be used for the secondary installation Option: Install and terminate fiber at the locations listed below. Unless otherwise approved by the City, cable should be brought in directly to the building and not spliced from the outside pole. Assume both sides of the loop (72 strands total) will be terminated in a fiber cabinet. Contractor will supply a wall mounted fiber cabinet for each location of sufficient size to support future growth (capacity for 144 strands) Fire station at intersection of Scituate Avenue and Comstock Parkway City of Cranston Page 6

9 Sewer pumping station at 36 Starline Way Communications tower on Cella Lane Option: The City may request additional fiber installation, cabling, and/or building termination at locations not previously specified. If possible, provide unit pricing for additional work as follows. (If it is not possible to provide unit pricing using this breakdown, you may provide an alternate unit pricing breakdown) Singlemode fiber cable, 8.5/125nm, OCC BX-36 strand or approved equivalent, per foot Installation, testing, and documentation of fiber cable on existing utility poles (per foot, per pole, per mile, or similar measure) Termination of fiber cabling into single location. Assume fiber from service loop outside location to be brought into building, with both ends of fiber loop being terminated in fiber cabinet (72 strands total), and include testing and documentation of terminated fibers as specified herein. Include price of lockable, wall mounted fiber cabinet with capacity of 144 strands, and any necessary consumables. 3.3 Vendor Information and Qualifications Vendors must include in their proposal an itemized response to each of the items in Section 1.3. Failure to respond to each item may be a reason to disqualify the response References: The bidder must supply references for three projects that are similar in size and scope to this project. Include contact names and telephone numbers Experience Installing Networks: The bidder must indicate experience with communication networks installation in a wide area environment, especially in Rhode Island. This will help determine the bidder's experience with local building codes and specific requirements in public buildings Bidder must supply names and experience summaries of all key persons to be assigned to this project, such as project managers, supervisors, persons performing fiber terminations, etc. Bidder must list all certifications and licenses held by such individuals. [These certifications will be verified in the field by City staff.] City of Cranston Page 7

10 3.3.4 Bidder must provide information on all relevant certifications held by the firm (e.g., BICSI certification) Bidder must provide a list of the tools used to perform all cable installation and testing required in this solicitation. Vendor must state how many of each tool is owned by the firm Bidder must identify any portions of the project that will be subcontracted to another entity for completion (i.e. cable installation, fiber terminations, etc.). Subcontractors must be identified by company name, and references provided Provide an estimate of the duration of the project, and identify the human resources that will be allocated to the project (i.e., a 2 person crew for 2 weeks for terminations, etc.). Include the time required to order and obtain the cabling and equipment necessary to complete the work (for options where contractor will be providing the cable and/or performing terminations) The City requires, at a minimum, a 15-year manufacturer s warranty on materials and performance of the fiber cabling system. Vendor shall detail the terms of this warranty with their bid response. Include manufacturer validation/registration procedures The City also requires that the Contractor warrant the remaining system components and installation labor, for a period of 12 months Bidder must provide, for approval by the City, the name and version of the CAD software package that will be used to develop the As-Built diagrams that are a deliverable on this project Bidder will provide the response time of vendor personnel to respond to a service call placed by City personnel to address a warranted component. Response time is calculated from the time the call is placed and received by the bidder until the time the bidder's personnel arrive at the work site. 4 Installation Practices 4.1 General Requirements Where appropriate, owner's representative(s) will verify vendor trade license and audit certified payrolls for prevailing wage conformance The vendor must possess a valid Rhode Island Telecommunications Systems Contractor license and all employees working on this job must City of Cranston Page 8

11 possess the appropriate Rhode Island Telecommunications license for the level of work they are performing The vendor must be certified by the manufacturer to install the products and components used on this project It is the responsibility of each bidding vendor to read and understand the requirements of the entire bid document and any appendices or forthcoming addenda as it will be incorporated into the contract documents Maps of cable routes, building locations, and cable run lengths within this RFP are estimates and included for reference purposes only. The contractor is required to perform a site visit to determine the detailed information necessary to provide an accurate response The bidder is responsible for obtaining all federal, state, and municipal permits and inspections as mandated by law, with the exception of the rights-of-way for attachment to the utility poles, which the City will obtain Vendor will submit, for approval by the City, specification sheets for all materials used under this project. Any materials used without prior approval may have to be replaced at the vendor's expense without jeopardizing the project schedule All work on this project must conform to all applicable Federal, State of Rhode Island and Providence Plantations, City of Providence and all local laws, ordinances and to the regulations of the local utility companies. Specifically, the work and materials must be in accordance with the most recently updated requirements of the National Bureau of Fire Underwriters, Occupational Safety & Hazards Administration (OSHA), the National Electrical Code and the recommendation of Bell System Practice and the requirements listed in the table below: Standard EIA/TIA 568A, CSA T529 IEEE 803.3z EIA/TIA 569, CSA T530 EIA/TIA 606, CSA T528 EIA/TIA 607, CSA T527 EIA/TIA TSB36 Description Building Wiring Standard for Gigabit Ethernet over Optical Fiber Pathways and Spaces Administration Grounding and Bonding Cable Transmission Characteristics City of Cranston Page 9

12 EIA/TIA TSB40 TSB72 TSB75 NEC Handbook Including but not limited to: NEC , NEC NEC Conduit Fill ASTM E-814 Connecting Hardware Optical Fiber Guidelines Cabling Practices for Open Spaces Firestopping material meeting this standard In the event that a conflict or interpretive difference occurs between the EIA/TIA documents and the BICSI Telecommunications Distribution Methods Manual, the EIA/TIA 568 and 569 documents shall prevail The Licensee shall adhere to all requirements of the most recent edition of the National Electrical Safety Code (NESC) and the Manual of Construction Procedures (Blue Book), published by Telcordia Technologies Inc Contractor shall coordinate closely with the City s project manager for all activities, and especially those that may have / cause impact on the existing data network. 4.2 Cable and Termination Specifications Fiber will be installed on poles utilizing the City s existing rights-of-way for attachment. Cable shall be lashed to the existing messenger for the fire alarm cable Contractor shall leave service loops at the desired locations as described previously in this RFP, and at regular intervals according to industry standards. Contractor should specify the recommended length and interval of service loops in the response Splices should be kept to a minimum. Any splices that are required shall be fusion spliced unless otherwise approved by the City s Project Manager. No single splice shall exceed 0.1dB loss For in-building termination options, Contractor will furnish and install Corning/Siecor UniCam SC connectors or approved equivalent. Contractor shall provide all consumables and equipment associated with installing the connectors. The City must approve any substitutions in writing. City of Cranston Page 10

13 4.2.5 For in-building termination options, new fiber cable cabinets shall be wall mounted at each location. If there is an existing fiber cabinet or related networking equipment already installed within the building, the new cabinet should be mounted in close proximity to the existing equipment. Contractor shall provide fiber cabinets that have a capacity of 144 fibers The cabinets should be lockable to prevent any access to the fiber without a key. Contractor must submit samples of any fiber cabinets to be used on this job. The City s Project Manager must approve cabinet selection Contractor shall not exceed bend radius specifications of the fiber manufacturer when installing fibers. 5 Testing and Documentation Requirements 5.1 General All testing specified herein is to be documented. Date, time, technician, test set identifier and, for OTDR tests, the technician and the witness are to be logged. The test log file is one of the deliverables required for system acceptance and job completion certification Hard copy and magnetic versions of all test results are to be provided. Vendor shall also keep a copy of all test records. Owner must approve format of electronic copy While progress payments may be approved as appropriate, the final payment shall not be processed until the set of As-Built diagrams, attenuation test results, and the Letter of Guarantee/ Warranty are received and accepted by the City Bandwidth testing should be provided for all fiber cable. Factory test documentation from the individual reels is acceptable All fiber optic cabling shall be tested using EIA 455 Standard Test Procedures for Fiber Optic Fibers, Cables, Transducers, Connecting and Terminating Devices The installing contractor will be responsible for the integrity of the fiber optic cable upon completion of the installation. For this reason, the installing contractor shall OTDR test all strands of fiber optic cable at the following points: Upon delivery of fiber to contractor, perform OTDR tests to document the condition of the fiber (this condition applies only to City of Cranston Page 11

14 the case where the City is providing the fiber to be installed by the contractor) Upon completion of the cable installation (and any optional terminations) by the contractor In addition to the OTDR tests above, Insertion loss testing, in both directions (FOTP-171) shall be performed on all terminated fibers. The City will require re-termination of any connectors whose loss exceeds standard practice tolerances or manufacturers specifications Fiber Optic counts, run lengths, and attenuation test results are to be entered into Microsoft Excel compatible spreadsheet format by the bidder and delivered on disk or CD as part of the deliverables All OTDR trace results shall be delivered in a binder, with each strand and location clearly identifiable, for acceptance by the City. City of Cranston Page 12

15 Request for Proposal Fire Alarm Cable Installation Bidder s Blank Description Unit Price Extended Installation of cable (primary loop) $ $ Testing and documentation (primary loop) $ $ Total cost, primary loop installation/testing $ Option: OCC BX-36 Single Mode Fiber Optic Cable (primary loop) $ /ft $ Specify recommended length, and interval, of service loops, Option: In-building fiber terminations for primary loop Highway Dept 929 Phenix Ave. Fire Station Scituate Ave/Comstock Pkwy Communications Tower 575 Seven Mile Road Lockable, wall mount fiber cabinet, capacity 144 strands $ ea $ Additional materials/consumables Installation/termination Testing/documentation Total cost, in-building termination for primary loop $ /site $ $ /site $ $ /site $ $ Option: Installation of cable (second loop) $ $ Testing and documentation (second loop) $ $ Total cost, second loop installation/testing $ City of Cranston Page 13

16 Option: OCC BX-36 Single Mode Fiber Optic Cable (second loop) Option: In-building fiber terminations for second loop Fire Station Scituate Ave/Comstock Pkwy Communications Tower Cella Lane Sewer Pumping Station 36 Starline Way $ /ft $ Lockable, wall mount fiber cabinet, capacity 144 strands $ ea $ Additional materials/consumables Installation/termination Testing/documentation Total cost, in building termination for second loop $ /site $ $ /site $ $ /site $ $ Option: Unit pricing for additional work OCC BX-36 Single Mode Fiber Optic Cable Installation, Testing, Documentation of additional cable on existing poles In-building installation, termination, testing, documentation (using requirements as specified) $ /ft $ per $ /site Additional/Alternate unit pricing may be specified below. Please adjust the form as necessary. City of Cranston Page 14

17 Appendix A CITY OF CRANSTON, RHODE ISLAND CHARTER (SECTION DIVISION OF CONTRACT AND PURCHASE) (A) (B) The division of contract and purchase shall consist of the purchasing agent who shall be the head of the division, and such other employees as may be provided by ordinance, from time to time. The purchasing agent shall be a person skilled in the areas of governmental or private business purchasing and property control and accountability and he/she shall have such other skills as the city council may from time to time require by ordinance. He/she shall be appointed for an indefinite term by the Director of Finance as provided in Sec The Board of Contract and Purchase shall consist of the following members: 1) The Director of Public Works. 2) The Director of Finance. 3) The president of the council or his designee. 4) One (1) member of the minority party of the council to be appointed in the month of January of each year by the minority leader of the council or if there be no such a minority member of the council then the appointment shall be made by the city chairman of the political party whose endorsed candidate for a city wide council seat received the most votes next after the lowest number of votes cast by the electorate for a successful candidate for a city wide council seat in the preceding election or his designee. 5) Two (2) private citizens, who shall be persons skilled in governmental or private business purchasing and property control and accountability appointed in the month of January of each year by the leader of the majority party in the council. 6) One (1) private citizen, who shall be a person skilled in governmental or private business purchasing and property control and accountability, appointed in the month of January of each year by the council minority leader or if there be no such a minority member of the council then the appointment shall be made by the city chairmen of the political party whose endorsed candidate for a city wide council seat received the most votes next after the lowest number of votes cast by the electorate for a successful candidate for a citywide council seat in the preceding election or his designee. Any vacancy on the Board of Contract and Purchase shall be filled in the same manner as the original appointment for the remainder of the unexpired term. C) The Board of Contract and Purchase shall meet at least twice a month and such meetings shall be held no earlier than 5:00 p.m. Eastern Standard Time and its agenda shall be advertised in a paper of local circulation at least one (1) week prior to the meeting. The exact time, date, place and conduct of said meetings shall be specified by ordinance. All meetings of the Board of Contract and Purchase shall conform in all respects to the State of Rhode Island Open Meetings Law. D) All contracts awarded by the Board of Contract and Purchase must contain a starting date and a termination or completion date. Any contract which does not have a starting date or termination or completion date shall be void. No contract awarded by the Board of Contract and Purchase shall be extended past its termination date or completion date unless an extension is granted by the Board of Contract and Purchase at a regularly scheduled meeting of the Board. Any contract extended past its termination or completion date without a proper vote of the Board shall be void. E) No contract awarded by the Board of Contract and Purchase shall be extended or amended if the result of said extension or amendment is to materially alter the terms of the original contract. A material alteration for the purposes of this section is an alteration or extension of a contract which increases the original contract amount by more than fifteen (15%) percent. Any contract which the Board wishes to materially alter must be rebid pursuant to the terms and conditions set forth in Section 7.09 of this Charter for awarding contracts. Any contract which is materially altered and City of Cranston Page 15

18 which has not been rebid is void. F) All bid packages or Request for Proposals issued by the Purchasing Agent, the Board of Contract and Purchase, the various Departments or Divisions of City Government or any Board or Commission created by Charter or Ordinance shall include in their bid packages or Request for Proposals a copy of this section, Section 7.07 entitled, Division of Contract and Purchase. All bidders who receive a bid package or a Request for Proposal and bid shall be presumed to know that any contract which violates any provision of this section is void. G) Any contract which violates the provisions of this section shall be deemed void and the City Solicitor at the direction of the Mayor or City Council, by a majority vote of the council, shall commence suit to recover all moneys expended by the city pursuant to the terms of said void contract. (Reso. No , , approved at referendum ). <End RFP> City of Cranston Page 16