THE US VIRGIN ISLANDS NEXT GENERATION NETWORK - vingn OFFICE OF PROCUREMENT REQUEST FOR PROPOSALS: vingn-arra-btop-2011-508 REQUEST FOR PROPOSALS FOR
TABLE OF CONTENTS VOLUME I BACKGROUND AND PROPOSAL TECHNICAL SPECIFICATIONS 1. INTRODUCTION... 3 1.1 USVI BTOP awards... 4 1.1.1 About The Comprehensive Community Infrastructure Project:... 4 2. SERVICES REQUESTED... 5 2.1 Proposal Tasking... 5 2.1.1 Task 1: Procurement of all Fiber Optic Cables for the CCI Project... 5 2.1.1.1 Purchase Schedule... 6 2.1.1.2 Training... 6 2.1.1.3 Material Deliveries... 7 2.1.1.4 Warranty... 7 1. QUESTIONS AND SCHEDULE... 8 2. PROPOSAL CONTENTS... 8 3. RFP RESPONSE PACKAGING... 9 4. EVALUATION PROCESS... 10 4.1 Evaluation Process and Criteria... 10 4.2 Evaluation Timelines... 10 4.3 Compliance with Terms and Conditions... 11 Page 2 of 12
VOLUME I BACKGROUND AND PROPOSAL TECHNICAL SPECIFICATIONS 1. INTRODUCTION This request for proposals covers the services to procure all fiber optic cables for the Comprehensive Community Infrastructure (CCI) project. ABOUT vingn The Virgin Islands Next Generation Network (vingn), Inc. is a public corporation, a wholly owned subsidiary of the Virgin Islands Public Finance Authority organized to construct and manage a middle mile fiber optic network in order to provide reliable high speed internet connections at affordable prices and equal terms to all retail providers and public infrastructure stewards who will in turn provide service to residents, businesses and the Government of the Virgin Islands. The services provided by vingn create the wherewithal for distance learning, on line training and technical opportunities to residents and citizens of all ages and socioeconomic levels. The efforts of the vingn also extend to increased capability for the University, the public school system and library system through citizen accessible learning programs, state of the art facilities, computing equipment and internet services. In essence, the ViNGN will provide the capability for Virgin Islands residents, visitors, government and businesses to access state of the art tools and internet accessible services through internet service providers at reduced costs. The NTIA BTOP Program The American Recovery and Reinvestment Act provided the Department of Commerce s National Telecommunications and Information Administration (NTIA) and the U.S. Department of Agriculture s Rural Utilities Service (RUS) with $7.2 billion to expand access to broadband services in the United States. Of those funds, the Act provided $4.7 billion to NTIA to support the deployment of broadband infrastructure, enhance and expand public computer centers, encourage sustainable adoption of broadband service, and develop and maintain a nationwide public map of broadband service capability and availability. NTIA will make all grant awards by September 30, 2010. NTIA administers the Broadband Technology Opportunities Program (BTOP) within three project categories: Comprehensive Community Infrastructure (CCI): Deploy new or improved broadband Internet facilities (e.g., laying new fiber-optic cables and/or upgrading wireless towers) and to connect community anchor institutions such as schools, libraries, hospitals, and public safety facilities. These networks help ensure sustainable community growth and provide the foundation for enhanced household and business broadband Internet services. Page 3 of 12
Public Computer Centers (PCC): Establish new public computer facilities or upgrade existing ones that provide broadband access to the general public or to specific vulnerable populations, such as low-income individuals, the unemployed, seniors, children, minorities, and people with disabilities. Sustainable Broadband Adoption (SBA): Focus on increasing broadband Internet usage and adoption, including among vulnerable populations where broadband technology traditionally has been underutilized. Many projects include digital literacy training and outreach campaigns to increase the relevance of broadband in people s everyday lives. In the long term, these Recovery Act investments will help bridge the digital divide, improve access to education and healthcare services, and boost economic development for communities held back by limited or no access to broadband communities that would otherwise be left behind. For example, the investments made in broadband infrastructure, public computer centers, and sustainable adoption will: Provide job training to the unemployed or under-employed, Help school children access the materials they need to learn, Allow rural doctors to connect to more specialized medical centers, Allow small businesses to offer their services to national and international markets, and Encourage broadband based entrepreneurship through the development of home based businesses to advanced developers housed at vingn s incubator facilities. The VIPFA applied for and was awarded funds in all three of these categories. 1.1 USVI BTOP awards 1.1.1 About The Comprehensive Community Infrastructure Project: On August 18, 2010, the PFA/OEO was awarded a federal grant for the Comprehensive Community Infrastructure (CCI) grant. The PFA established a wholly owned subsidiary, the Virgin Islands Next Generation Network (vingn) that will implement and manage all BTOP funds. The vingn program is encapsulated in the following paragraphs: Hurricanes and other heavy storms in the U.S. Virgin Islands often disable communications systems until aerial wiring can be restored, leaving key institutions like hospitals and public safety agencies without essential broadband services when they are most needed. The vingn project proposes to deploy a high-speed fiber network to the islands of St. Thomas, St. Croix, and St. John, creating a territory-wide middle mile network and connecting community anchor institutions with reliable high-speed Internet services. The project also intends to strengthen the Virgin Islands external broadband connections through use of 3,720 miles of undersea cable to Florida and Puerto Rico. Page 4 of 12
vingn also proposes to: Construct a 244-mile fiber network and utilize over 3,000 miles of existing fiber strands to offer speeds between 10 Mbps and 10 Gbps to anchor institutions and local Internet service providers. Encourage economic development by utilizing several small business and/or Small Disadvantaged Business (SDB) partners and enable access to online educational, healthcare, and government services to residents facing high unemployment and poverty rates. Facilitate more affordable and accessible broadband service for up to approximately 43,000 households and 2,500 businesses by enabling local Internet service providers to utilize the project s open network. Provide direct connections to as many as 325 anchor institution locations, including as many as 42 public safety entities, 92 K-12 schools, seven libraries, four colleges, 19 healthcare facilities, and 123 government buildings and centers. 2. SERVICES REQUESTED The following describes the technical services requested in this RFP: 2.1 Proposal Tasking The Contractor must address the following task activities and information that are the subject of this proposal: The Contractor must furnish, package and ship all Fiber Optic Cables as detailed in Appendix A of this request. For the CCI project at a minimum, the Contractor s activities include: Meeting or Exceeding Lead Times Packaging Cable Reels for Shipment to Two Locations in the USVI Providing Fixed Prices for the Project Term Meeting or Exceeding the Required Warranty Furnishing Material Specifications and Data Sheet Specifications Training 2.1.1 Task 1: Procurement of all Fiber Optic Cables for the CCI Project The Bidder s RFP response should be prepared simply and economically, providing straightforward and concise descriptions of the Bidder s capabilities to satisfy the requirements of this RFP. False or inaccurate information will result in the rejection of the Bidder s response. Once the bid has been submitted, material, process, design changes or product substitutions may not be made without prior written consent of vingn. Page 5 of 12
Bidders should carefully examine this RFP. It is the Bidder's responsibility to become familiar with the material requirements of vingn and other factors that may impact the delivery of services and products. It will be assumed that the Bidders have done such inspection through examinations, inquiries and investigation. Bidders shall address all items as specified in this RFP. Failure to address specified items may disqualify a Bidder from further consideration. Submission of a proposal shall constitute evidence that the Bidder has made all the above-mentioned examinations and is free of any uncertainty with respect to conditions which would affect the execution and completion of this project. vingn reserves the right to modify or change any information presented in this RFP as more information becomes available. Any RFP modifications will be provided to all potential bidders by email. The Bidder shall be fully responsible for all costs incurred in the development and submission of the proposal or any other costs incurred by the Bidder prior to issuance of an agreement or contract. vingn shall not assume any contractual obligation as a result of the issuance of this proposal request, the preparation or submission of a proposal by a Bidder, the evaluation of proposals or final selection. This Task will be conducted per the following schedule and activities associated with delivery: RFP Issued and Available May 20, 2010 Deadline for Questions and clarifying inquiries May 25, 2011 Solicitation Responses Due June 6, 2011 Vendor Selection June 7, 2011 First Purchase Order Issued (Up to 75% of total) June 14, 2011 2.1.1.1 Purchase Schedule Material will be purchased in three or less separate purchase orders with the final quantities settled with the final purchase order. The quantities provided in Appendix A are for bidding purposes only and do not represent final purchase quantities. Any one item may differ significantly, +/- 20%, from the quantity listed. The prices provided in the Bidders proposal shall remain in effect for eighteen months from time of bid. 2.1.1.2 Training The Bidder shall provide required handling and installation documentation. If onsite training is requested by vingn, a separate request will be made. Page 6 of 12
2.1.1.3 Material Deliveries Materials are to be FOB US Virgin Islands. When the Purchase Order is issued, the specific delivery location will be provided. It is expected that materials will be delivered to both St. Thomas and St. Croix. Purchase Orders will be for FOB USVI. Material delivery schedules are critical to the evaluation, award and success of the vingn project. Bidders are to provide firm lead times with their proposals. 2.1.1.4 Warranty To protect the investment of vingn, the successful Bidder shall warrant all products sold free of any security interest and will make available all transferable warranties made to bidder by the manufacturer of all goods purchased. Bidder shall make no express or implied warranties, and specifically make no implied warranties of merchantability or fitness for purpose. All Fiber Optic cables shall carry a 20 year warranty. Please complete the unit pricing form provided by Appendix A. The pricing structure is broken into sections. Proposals shall include: Lead Times from Purchase Order Issuance to Material Delivery Shipping Arrangements Unit Prices Manufacture s name & part number Warranty Compliance Documentation Specifications Sheets and Data Sheets Material Stock & Return Policies Estimated Shipping Times and Costs to St. Croix & St. Thomas Any Purchase Order Requirements that will improve schedules and/or price Page 7 of 12
VOLUME II PROPOSAL SUBMISSION REQUIREMENTS AND RESPONSIVENESS Proposals will be considered responsive by conforming to all the submittal requirements contained in this RFP. 1. QUESTIONS AND SCHEDULE 1.1 All questions regarding this solicitation must be submitted in writing or by email to: Mr. Julito A. Francis, President The Virgin Islands Next Generation Network c/o VI Public Finance Authority 32-34 Kongens Gade St. Thomas, Virgin Islands jafrancis@vingn.com; jsalter@aeg.cc 1.2 Proposals received after the date and time of June 6, 2011, 4:00 p.m., will not be accepted. The vingn accepts no liability for costs associated with late proposals or for costs associated with proposal preparation. The vingn reserved the right to reject any and all parts of proposals submitted. 1.3 The following schedule will govern critical dates of this solicitation: RFP Issued and Available May 20, 2010 Deadline for Questions and clarifying inquiries May 25, 2011 Solicitation Responses Due June 6, 2011 Vendor Selection June 7, 2011 First Purchase Order Issued (Up to 75% of total) June 14, 2011 2. PROPOSAL CONTENTS In order to be considered responsive, RFP responses shall consist of the following: PART 1 Technical Proposal 1. Transmittal/Cover Letter Describing Response and Ability to Provide All the Services Requested with any attestation described in this solicitation 2. Vendor company profile 3. Reference of no Less than 3 Past Performance Projects Page 8 of 12
4. Detailed Description for Manufacturing and Delivery Logistics to the US Virgin Islands. 5. Vendor Credentials and Resume of Point of Contact Assigned to the Project PART II Price Proposal 1. Transmittal/Cover Letter 2. The respondents shall provide information on any current litigation or prior litigation within the past 3 years wherein respondent is named as a defendant or in which a counterclaim is asserted against it and a statement that it is not currently, nor has it ever been, debarred, suspended, or otherwise ineligible for participation in any public programs authorized by federal or local laws, codes or Executive Orders including Title 31 V.I.C. Chapter 23 or Executive Order 12549 and 44 CFR Part 17. 3. Pricing commensurate with deliverables and the tasks identified in this RFP. 4. The Price Proposal shall consist primarily of a completed submission of Appendix A. 3. RFP RESPONSE PACKAGING An original and (4) copies of the responses must be delivered to the address identified below and labeled as such: vingn-arra-btop-2011-508 RESPONSE TO REQUEST FOR PROPOSALS FOR PROCUREMENT OF FIBER OPTIC CABLES PART I TECHNICAL PROPOSAL THE VIRGIN ISLANDS NEXT GENERATION NETWORK c/o VIRGIN ISLANDS PUBLIC FINANCE AUTHORITY 32-33 KONGENS GADE, GOVERNMENT HILL CHARLOTTE AMALIE, ST. THOMAS 00802 ATTN: BID OPENING June 6, 2011, 4:00 p.m. AND vingn-arra-btop-2011-508 RESPONSE TO REQUEST FOR PROPOSALS FOR PROCUREMENT OF FIBER OPTIC CABLES PART II PRICE PROPOSAL THE VIRGIN ISLANDS NEXT GENERATION NETWORK c/o THE VIRGIN ISLANDS PUBLIC FINANCE AUTHORITY 32-33 KONGENS GADE, GOVERNMENT HILL CHARLOTTE AMALIE, ST. THOMAS 00802 ATTN: BID OPENING June 6, 2011, 4:00 p.m. Page 9 of 12
The bidder s name and contact information must also be clearly visible on the envelope. Responses must be concise, written on 8½ x 11 inch paper; Times New Roman 12 Point. 4. EVALUATION PROCESS 4.1 Evaluation Process and Criteria 4.1.1 The evaluation committee will evaluate each responsive bid. After submission and review of Responses, interviews or oral presentations may be requested. 4.1.2 Bidders responses to the RFP must demonstrate a clear and complete understanding of the goals of the overall project. 4.1.3 The following criteria and corresponding weights will be prime in selecting a vendor: Applicant Experience and Qualifications 20% Capability to Meet Delivery Schedule 25% Price 30 % Warranty 20% Other Requested Items 5% 4.1.4 The Owner reserves the right to (i) vary the weights assigned to these criteria; and (ii) consider such other relevant factors as it deems appropriate in order to hire the best value vendor for these services. vingn may or may not seek additional information from respondents prior to making a selection. 4.1.5 The Owner expects to make one award for these services. However, if in the best interest of the vingn, multiple awards may result. 4.1.6 This RFP does not commit vingn to select any organization, award any work order, pay any costs incurred in preparing a response, or procure or contract for any services or supplies. 4.1.7 The Owner reserves the right to accept or reject any or all submittals received, cancel or modify the RFP in part or in its entirety, or change the RFP guidelines, when it is in the best interests of vingn to do so. 4.2 Evaluation Timelines 4.2.1 The Request for Proposal (RFP) timelines and terms are provided as follows: RFP Issued and Available May 20, 2010 Deadline for Questions and clarifying inquiries May 25, 2011 Solicitation Responses Due June 6, 2011 Vendor Selection June 7, 2011 First Purchase Order Issued (Up to 75% of total) June 14, 2011 Page 10 of 12
4.3 Compliance with Terms and Conditions 4.3.1 A statement signed by an authorized representative of the Vendor indicating compliance with the terms, conditions and specifications contained in this RFP must be presented in the response. A signature by an authorized representative shall satisfy this requirement. 4.3.2 Any and all data, materials, and documentation submitted to vingn in response to this RFP shall become VINGN s property and shall be subject to public disclosure. 4.3.3 Respondents please note: By executing the statement required in 4.3.1 above, and submitting a response to this RFP, the vendor certifies that it : 4.3.3.1 Acknowledges and understands the procedures for handling materials submitted to vingn; 4.3.3.2 Agrees to be bound by those procedures, and 4.3.3.3 Agrees that vingn shall not be liable under any circumstances for the disclosure of any materials submitted to it pursuant to this RFP or upon Contractor s selection. 4.3.4 The Owner reserves the right to contact all references submitted in the Vendor s response. 4.3.5 The Owner intends to enter a firm contract with the successful bidder. Submittal of a proposal reflects an agreement to enter a contract for the services post any discussions required by the vingn. Note to Bidders: Strong consideration is given to Vendors demonstrating an understanding and experience with the BTOP process and the USVI environment. The successful bidder will need to show strength in all areas described for the assignment as the Owner intends to make one award. Any unique qualifications and experience that distinguish your team s ability to provide the requested technical and consulting services should be highlighted in the appropriate section of your proposal. Page 11 of 12
APPENDIX A FIBER OPTIC MATERIAL PRICING DOCUMENT Appendix A Pricing Summary Assumptions: 72 Miles Aerial 70 Miles UG (New & Existing Plant) 102 Miles Drop (Aerial & UG) Appx 500 Anchor Institution Connections (Includes: Schools, Public Safety Entities, Government Buildings, etc.) Description Part Number QTY UOM 288-Count ADSS Single mode, Double Jacket Fiber 190,000 FT 144-Count ADSS Single mode, Double Jacket Fiber 120,000 FT 48-Count ADSS Singlemode, Double Jacket Fiber 185,000 FT 24-Count ADSS Singlemode, Double Jacket Fiber 240,000 FT 12-Count ADSS Singlemode, Double Jacket Fiber 110,000 FT 12-Count Flat-Drop Cable 165,000 FT 4-Count Flat-Drop Cable 385,000 FT Unit Price Total Price Note 1: All cable will operate on wavelength of 1310 nanometers at.35 db or better and 1550 nanometers at.25 db or better per kilometer loss per individual fiber per reel length; only zero or low water peak cable to be used on this project. All distribution cable will be non-armored, double-jacketed, all dielectric self-support type, dry core, meeting RUS PE90 specification, and to be on the RUS list of approved materials. All drop cable is to be dielectric with embedded tracer wire. Note 2: Quantities provided in Appendix A are only estimated and are subject to change as engineering is finalized. Note 3: It is the intent of vingn to procure an initial seed order before engineering is complete to keep pace with a strict project timeline. The remaining quantities will be ordered when deemed appropriate by vingn. Page 12 of 12