TEHACHAPI VALLEY HEALTH DISTRICT (TVHD) Data Network and Unified Communication Systems

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1 TEHACHAPI VALLEY HEALTH DISTRICT (TVHD) Data Network and Unified Communication Systems Request for Proposal April 28, 2016 Prepared for: TVHD & SHP Project Management 201 Continental Blvd. Suite 120 El Segundo California fax Copyright

2 TABLE OF CONTENTS Section Page Introduction 1 Selection Process 1 Project Schedule 1 I. Bid Submission Details 2 II. Contractor Qualifications & BID Requirements 2 A. General Bid Requirements 2 B. Compliance with the Specifications 2 C. Certification 3 D. Price Schedules 3 E. Acceptance of Bids 3 F. Bidder Selection Criteria 3 G. Bidder Qualifications 3 H. Personnel 3 I. Compliance with this Specification 4 J. Permits and Fees 4 K. Price Summary Schedules 4 L. Bid Documents 4 M. Bidder Requests for Information (RFI) 6 N. Other Bid Requirements 6 Pricing Schedules 7 Signature Block 9 Additional Documents 10 The following documents are also included in this RFP: 10 TVHD Network and Phone Specifications 10 TVHD Construction Schedule 10 TVHD Terms and Conditions 10 TVHD Low-Voltage Technology Floor Plans 10 Cisco BoM s: Base BOM and Add/Alt BoM s 10

3 TVHD Page 1 of 10 INTRODUCTION Tehachapi Valley Health District is building a new Greenfield Hospital to serve the community. This document is intended to assist TVHD to select a vendor who will be responsible for the provision of the data networking equipment and provision and installation of the VoIP telephone and unified communications system as outlined in this document and its associated attachments. SELECTION PROCESS All Bidders are to review this Request for Proposal and its attached documentation and provide a response based on the timeline below. All responses are to be provided electronically in PDF (or equivalent) format by (12Mbyte limit) to Roozbeh Afzal at Vantage Technology Consulting Group Each Bidder is to provide two documents one document shall be the response to the requirements of this request for proposal document, with the second document being the pricing data requested. This is to allow the bids to be reviewed by the team without pricing information influencing the review. Item Date (subject to change without notice) Issue document to Bidders Friday April 29 Questions due from Bidders EoD Thursday May 5 Responses to Questions issued 12pm Monday May 9 Bids Due from Bidders (by ) 9am, Wednesday May 18 Internal Review of Bids Wednesday May 18 Tues May 24 Award/Recommendation Wednesday May 25 Bidders are invited to submit questions per the timeline above. Please submit all questions to Roozbeh Afzal at Questions will be compiled and answered, with all questions and answers provided to all bidders, per the timeline. Questions will not be accepted after the question due date listed above. Bidders are requested not to contact TVHD and/or any other members of the design and construction team with regard to this Request for Proposal during this process. PROJECT SCHEDULE See attached TVHD Construction Schedule documents for all current construction milestone. The IT Integrator shall coordinate with TVHD, SHP Project Development (the Project Manager), Bernards (the General Contractor), SWA (the Architect), and any other trades when planning and performing work on site. Following award of the contract, the IT Integrator shall provide a detailed Project Schedule indicating the anticipated timeframe for installation, testing and commissioning of the data network system. The Project Schedule shall provide an itemized task list broken down into daily increments and shall include all significant milestones in the project. The IT Integrator will be required to maintain the Project Schedule for the duration of the work and shall submit updates on a weekly basis.

4 TVHD Page 2 of 10 I. BID SUBMISSION DETAILS Bidder s proposals shall be ed (via or FTP transfer service such as Hightail or Dropbox) to no later than 9am PST on May 18, Direct s shall be in PDF format (not.zip) and shall be under 12MB in size or to be ed notifying of FTP transfer (transfer expected in separate ). II. CONTRACTOR QUALIFICATIONS & BID REQUIREMENTS A. General Bid Requirements 1. Provide a fully broken out and detailed fee for the scope as described in the attached TVHD Network and Phone RFP. 2. Bids shall be submitted in accordance with the instructions outlined in the Request for Proposal and attached documents. 3. Bids received by the Owner that omit any portion of these submittal requirements may be deemed non-responsive. 4. The cost for preparing any Bid shall be borne solely by the Bidder. No part of the cost of preparing the Bid shall be incorporated into the Bid itself. 5. Bidder warrants upon submission of Bid that the Bidder has reviewed all construction drawings, construction specifications, system description documents, and related contract documents for the Project and that the Bid submitted is inclusive of all labor, materials and supplies required to deliver the complete operational Data Network and VoIP Unified Communications Systems as specified. 6. All equipment and materials proposed and supplied by the Bidder shall be new, in current production, and shall meet or exceed the technical and functional performance requirements outlined in this Request for Proposal and in the drawings and specifications attached to this document. B. Compliance with the Specifications 1. The IT Integrator shall comply with the attached Specification in all respects. Where specifically indicated, the IT Integrator shall provide the information requested describing how compliance will be achieved. Where it is not possible to comply fully, the IT Integrator shall offer a suitable alternative stating clearly how it differs from the specification and state whether or not the item can be made fully compliant, and if so, at what cost. 2. Where IT Integrator alternatives are offered, the IT Integrator shall clearly indicate the differences in cost and functionality between the requirement and the IT Integrator alternative. 3. Where alternative equipment is specified, the IT Integrator shall provide complete product data and performance information sufficient to enable TVHD to assess the acceptability of the

5 TVHD Page 3 of 10 C. Certification The IT Integrator shall be a Gold or higher Cisco Partner. D. Price Schedules 1. The IT Integrator is responsible for providing a completed Price Schedule outlining all costs associated with installing the network and user equipment in the Hospital. The Pricing Schedule must be complete and comprehensive allowing TVHD to evaluate the costs for the systems. The IT Integrator may also provide a Pricing Schedule in its own format, but must also provide line item pricing in the attached format. 2. Prices for all components, including options, shall be provided and shall include all applicable prices, taxes, installation, commissioning, programming, configuration and other costs. The price provided for the data network systems shall be for a complete system E. Acceptance of Bids TVHD reserves the right not to accept any offer and reserves the right to reject any or all bids, request a new round of bids or to request any or all bidders to submit a revised best and final bid. TVHD will not be obliged to give explanations should your proposal be rejected. F. Bidder Selection Criteria The successful Bidder shall be contracted to perform the Work based on their bid s attention to the following criteria: 1. Data networking and VoIP UC telephony equipment pricing 2. Clarity and thoroughness of the Bid in response to the requirements of this Specification. 3. Qualifications and experience of the team 4. References 5. Owners subjective assessment of how well they would be able to work with the bidder and the proposed project team G. Bidder Qualifications 1. Bidder shall have a minimum of three (3) years experience with the design, engineering, assembly, installation and support of Data Network and VoIP Unified Communications Systems of similar or greater complexity to those identified in this Specification. 2. The Bidder shall be able to provide the necessary professional design, engineering, fabrication, installation, and project management personnel to execute the Work and to guarantee a complete, functional system in compliance with the intent of this Specification. 3. The Bidder shall be licensed with all agencies having jurisdiction over the Work. 4. The Bidder must hold a current C7 low voltage license. 5. The Bidder shall hold current and valid manufacturer certifications for all system components greater than $5000 in value. H. Personnel

6 TVHD Page 4 of The Bidder shall confirm explicitly that the personnel who shall be employed to carry out the Work are suitably trained and experienced in the management and execution of a project of this nature, and in the installation and maintenance of equipment of the type being provided in order to carry out all Work in a competent manner. Refer to specification for more requirements regarding personnel qualifications. 2. All Bidder personnel conducting Work on-site shall be required to complete all safety training required by the General Contractor. 3. All Work associated with the Project shall be undertaken by the Integrator. Subcontracting any of the Work shall only be allowed with the prior written agreement of the Owner. Each Bidder shall, as a part of their Bid, clearly indicate any parts of the Work that they propose to sub-contract to another entity. 4. All Bidder personnel assigned to the work shall have completed all appropriate training as required by the manufacturer and shall be certified on the equipment being installed. Personnel working with Cisco equipment shall be certified by Cisco. 5. Copies of all relevant training certification shall be available for viewing by TVHD and/or its representatives for all personnel. Where such certification is not available for review, the person concerned shall not carry out installation, configuration or testing activities until the certification has been provided. 6. All Bidder personnel shall wear identification badges, and appropriate work attire which identifies the Installation company. I. Compliance with this Specification The Bidder shall comply with this Specification in all respects and shall provide a statement which confirms compliance with the requirements of the Specification. Where it is not possible to comply fully, the Bidder shall: 1. Offer a suitable alternative stating clearly how it differs from the Specification. 2. State whether or not the item can be made fully compliant, and if so, at what cost. J. Permits and Fees The IT Integrator shall obtain any permits and pay any fees required for the installation of the data network and UC system. K. Price Summary Schedules 1. The Bidder shall provide the pricing summary information as delineated in the Price Summary Schedules provided as part of this document. 2. Prices for all components, including material, freight, taxes, installation, commissioning, programming, configuration, training, warranty, and other costs shall be itemized elsewhere in the Bid documents. L. Bid Documents Bidders shall a completed package that shall include the following items as a minimum: 1. Submit a Statement of Compliance confirming that the submitted Bid conforms to the requirements laid out in this Specification.

7 TVHD Page 5 of Submit Bidder's company literature describing the firm's qualifications, experience and approach to providing the systems and services required for the Project. 3. Submit a list of relevant project experience and client references describing a minimum of three (3) similar projects successfully undertaken and completed by the Bidder within the last three (3) years. The Owner reserves the right to request a tour to be conducted by the Bidder of any of the completed projects presented by the Bidder. The following information shall be provided regarding each project presented: a) Project name and location b) Client/Owner reference, including contact name and telephone number c) Contract value and duration d) Description of the project and summary of the Data Network and VoIP Unified Communications Systems Systems scope 4. Submit resumes for key personnel proposed for the Project from both the Bidding Contractor as well as any required sub-contractors (if any). As a minimum, this shall include the Project Principal, Project Manager, Lead Engineer, Senior Installation Technician (Field Foreman), and Service Manager. Resumes shall identify each individual's technical qualifications, years with the firm and specific project experience. 5. Submit a description of Bidder's client/customer support capabilities and services. This may include the following: a) Number of service technicians on staff b) Typical service response time c) Manufacturer service/repair authorizations d) Training resources e) Owner support resources (e.g., help desk, replacement equipment) f) Loaner equipment services 6. Submit a list of any anticipated work on the Project that the Bidder may subcontract. For all subcontracted work, Bidder shall describe the work and identify the proposed subcontractor. Bidder shall provide appropriate qualification information pertaining to the specific portion each subcontracting firm is being contracted for. 7. Bidders shall submit proposal pricing information in accordance with the following: a) Each piece of equipment shall be individually priced in the itemized equipment lists submitted. Sub totals shall be provided for each unique system and sub system as defined within this Specification. b) Proposal pricing shall include separately itemized costs for providing warranty support as described elsewhere in this Specification. c) Proposal pricing shall separately itemize incremental costs associated with on-site installation work performed outside stated allotted construction hours and/or any overtime work required to meet the indicated schedule. 8. Other bid submittal requirements:

8 TVHD Page 6 of 10 a) Bidder shall submit a Warranty Statement clearly identifying any exclusions or conditions affecting warranty of the Data Network and VoIP Unified Communications Systems Systems. Minimum warranty coverage (Basic Warranty) is defined in the Specification. Bids submitted that do not include Basic Warranty coverage may be deemed non-responsive. b) Bidder shall submit descriptions and pricing for any Extended Warranty and Software Maintenance coverage or other support that extends beyond the coverage of Basic Warranty and may be available at the Owner s option. Owner shall retain the right to accept or reject Extended Warranty, Software Maintenance and supplemental support services as proposed up until commencement of Basic Warranty. c) Bidder shall identify in the Bid submittal any long lead equipment items that may adversely affect the schedule and completion of the Work. d) All other submittal requirements as may be delineated in the Owner s documentation as presented with this Specification and invitation to bid. M. Bidder Requests for Information (RFI) Bidders may submit questions and requests for information or clarification of the requirements of this Specification. Bidder Requests for Information must be submitted in writing on or before the designated deadline date, and in accordance with the procedures identified in the cover documentation provided by the owner with this Specification. The Consultant shall respond in a single written response to all requests received by deadline date. Responses shall be circulated to all bidders shortly following the deadline date. Requests received by the Consultant after the cut-off date shall not be considered or responded to unless it is determined by the owner that the matter raised has a critical impact on the requirements of the Specification or the bidding process. N. Other Bid Requirements In addition to the Bid requirements delineated in this Specification, the Owner may, in the cover documentation presented with this Specification, identify other requirements that must be fulfilled by the Bidder. Bids received that do not comply with all stated requirements may be disqualified. Owner may request corrective measures to be performed by Bidder of noncompliant Bids and re-submit.

9 TVHD Page 7 of 10 PRICING SCHEDULES Each Bidder shall complete the following pricing schedule: Item Description Extended Price 1.0 Wired Network $ 1.1 Wireless Network $ 1.2 Oberon Enclosures $ 2.0 Unified Communications $ 3.0 UPS $ 4.0 Patch cords $ Sub-Total (Equipment) $ 5.0 Professional Services $ 6.0 Warranty/Service Coverage $ Sub-Total (Service) $ 7.0 Delivery and other Misc Charges $ 8.0 Tax $ TOTAL BID PRICE $ 9.0 Add/Alt 1 (VSS Core based Net) $ 9.1 Add/Alt 2 (UC as Standalone) $ In addition, each bidder shall provide the following: 1. Provide a description of the background of your organization including: a. History b. Headquarters location c. Scope of services and products provided d. Relationships with other telecommunications and data companies e. Support and service presence around TVHD 2. Details on the proposed UPS including cut-sheets and a bill of materials reflecting list and discounted pricing. 3. Provide a detailed breakdown of the professional services proposed including a breakout by

10 TVHD Page 8 of 10 title with an estimated number of hours and hourly rate. 4. Complete the BoM spreadsheet included as attachment X, Y and Z to reflect actual discounted pricing for each line item.

11 TVHD Page 9 of 10 SIGNATURE BLOCK Offerors must complete and sign this page and include it with their technical and financial proposals. I certify our company s receipt of (number) modifications to this RFP. This proposal is valid until (at least for 90 days) By signing below, I confirm that this is a true and valid proposal, that I am authorized to sign this proposal on behalf of the organization, and that the company agrees to all terms & conditions in this RFP except where expressly described to the contrary in Compliance, above. Original Signature by Authorized Officer/Agent Vendor s Tax ID Number (FEIN) Type or printed name of person signing Company Name Title Phone Number Vendor Mailing Address Address City, State, Zip Website Address

12 TVHD Page 10 of 10 ADDITIONAL DOCUMENTS The following documents are also included in this RFP: TVHD Network and Phone Specifications TVHD Construction Schedule TVHD Terms and Conditions TVHD Low-Voltage Technology Floor Plans Cisco BoM s: Base BOM and Add/Alt BoM s

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