After July 1, 2016 or upon receipt of approval from USAC

Transcription

1 1 General Conditions 1.1 Purpose and Scope Fresno Economic Opportunities Commission, also known as Fresno EOC, has prepared the following Request for Proposal (RFP) document for the procurement of a leased, fiber optic wide area network system for the transmission of data, voice and video for all Head Start sites. A complete list of current Head Start locations is in Section Fresno EOC seeks a quality vendor with experience in multi-site installations, and capabilities to provide responsive service for the network systems installed. The wide area network system must meet open industry standards, and meet the requirements established by Fresno EOC as described on the following pages. This is a 3 5 year project and should be completed by June 30, This RFP sets forth: 1. The process whereby invited parties may respond. 2. Instructions regarding the required form and content of vendor proposals. 3. The functional and performance criteria for required system and hardware. Upon completion of the RFP process, Fresno EOC may contract with selected vendor to provide the system and hardware. The successful response will include solutions for the proper management, maintenance and monitoring of the system. The selected vendor will be responsible for all design work, procurement of equipment, installation, and cutover details including all planning, maintenance, and training. 1.2 Schedule of Events The estimated schedule of events through implementation is outlined below. RFP Issued Deadline for Questions March 1, 2016 Proposals 2:00PM March 22, 2016 Declaration of Successful Vendor June 8, 2016 Begin Installation Complete Installation June 30, 2021 Fresno EOC Acceptance of system August 31, Communications Regarding RFP 1 After July 1, 2016 or upon receipt of approval from USAC RFP will be posted the Fresno EOC s main website. Vendors shall provide one signed original, one printed copy, and one electronic format copy of the proposal. Proposals must be received at the following address no later than 2:00 PM on March 8, Vendors are solely responsible for ensuring that proposals are delivered on time. Delays caused by any delivery service, including the US Postal Service, will not be grounds for an extension of the deadline. Proposals submitted after the deadline may be rejected. Proposals sent via or FAX will not be accepted.

2 Sealed proposals must be delivered to: Request For Proposal (RFP) Fresno EOC Attn: Greg Streets 1920 Mariposa Mall, #320 Fresno, Ca Upon release of this RFP all vendor communications concerning this acquisition shall be directed to: Greg Streets 1920 Mariposa Mall, #320 Fresno, Ca Phone: Vendors who seek information, clarification, or interpretations from Fresno EOC employees are advised that such material is used at the vendor's own risk and Fresno EOC shall not be bound by any such representations. Questions concerning the RFP must be submitted in writing (may be faxed or sent via ) in advance of the RFP due date. The deadline for questions is March 1, Copies of questions relevant to the RFP process that may impact a response will be distributed to all participating vendors via Fresno EOC s website. Any revisions to the RFP will be issued in the form of an addendum and will be distributed to all vendors prior to the Response Due Date. Fresno EOC reserves the right to obtain clarification of any point in a vendor's proposal or to obtain additional information necessary to properly evaluate a proposal. Failure of a vendor to respond to such a request for additional information or clarification may result in rejection of the vendor's proposal. Fresno EOC s retention of this right shall in no way reduce the responsibility of vendors to submit complete, accurate and clear proposals. The proposal must include the name of the specific individual who will act as the primary contact for the vendor during proposal evaluation. The proposal must identify the contact's position in the organization, telephone number, fax number, and address, if available. 2 Right to Reject Fresno County Economic Opportunities Commission reserves the right but not the obligation to reject any and all proposals, for any reason or no reason, received in response to this RFP. A contract for the accepted proposal will be based upon the factors described in this RFP. The Fresno County Economic Opportunities Commission reserves the right to waive informalities or irregularities in proposals. In the case of deviation from the enclosed specifications, the bidders shall indicate in writing any exception to the specifications. If no exception(s) is noted, it is understood that the specification will be complied with in detail as requested WITH NO EXCEPTION. 2

3 2.1 Small, Women, and/or Minority-Owned Business Request For Proposal (RFP) Efforts will be made by Fresno EOC to utilize small businesses, women and minority-owned businesses, with the consideration that the primary responsibility is the most favorable return to the Fresno EOC. A Bidder qualifies as a small business firm, if it meets the definition of "small business" as established by the Small Business Administration (13 CFR ), by having average annual receipts for the last three fiscal years of less than four million dollars. 2.2 Price All prices and quotations must be typed or written in ink. No erasures or correction fluid is permitted. Errors may be crossed out and corrections printed in ink by the person signing the proposal. Quote on each item separately. Prices should be stated in units specific herein. 2.3 Time Time of delivery is a part of the consideration and must be stated in definite terms and must be adhered to. 2.4 Authorized Proposals All proposals must be dated and signed with the firm's name and by a responsible officer or employee. 2.5 Notification of Award It is expected that a decision selecting the successful firm will be made within eight (8) weeks of the closing date from the receipt of proposals. Award will be made to the responsible Bidder whose service, delivery, and cost is most compatible with Fresno EOC. Fresno EOC will be the sole judge in making this determination. 2.6 Patent Indemnity The Bidder shall hold Fresno EOC, its officers, agents, servants and employees, harmless from liabilities of any nature or kind on account of use of any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, article of appliance furnished or used under this RFP. 2.7 Rights and Remedies of Fresno County Economic Opportunities Commission for Default In case of default for any reason including circumstances beyond the control of Bidder or Fresno EOC, or contract violation or breach of contract by Bidder, Fresno EOC may procure the articles or services form another source and may recover the loss occasioned thereby from any unpaid balance due the Bidder or by proceedings against performance bond of Bidder, if any, or by suit against Bidder. The prices paid by Fresno EOC shall be considered the prevailing market price at the time such purchase is made. 3

4 2.8 Inspection 4 Request For Proposal (RFP) Inspections on deliveries or services or offer for such, which do not meet specifications, will be at the expense of the Bidder. 3 Background of Entity Fresno Economic Opportunities Commission is a nonprofit organization that services primarily Fresno County in California. Fresno County Economic Opportunities Commission is a private, nonprofit corporation and has been determined to be exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code. It is governed by a 24-member volunteer Board of Directors. Administrative offices and records are located at 1920 Mariposa Mall, Fresno, CA. Over forty (40) other owned and leased program locations are located throughout the Fresno County area. Its annual budget is approximately $100 million with over 1,300 employees. 4 Compliance Certification/Assurances Bidder, if awarded this contract, agrees that during the performance of this Agreement, shall not unlawfully discriminate, harass or allow harassment, against any employee or applicant for employment because of sex, race, color, ancestry, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition (cancer), age (over 40), marital status, and denial of family care leave. Bidder shall insure that the evaluation and treatment of their employees and applicants for employment are free from such discrimination and harassment. Bidder shall comply with the provisions of the Fair Employment and Housing Act (Government Code et seq.) and the applicable regulations promulgated there under (California code of Regulations, Title 2, Section et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, Section (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are incorporated into this contract by reference and made a part hereof as if set forth in full. Bidder shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. Bidder hereby certifies compliance with the following: Federal Executive Order 11246, as amended by Executive Order 11375, relating to equal employment opportunity. Title VI and Title Vii of the Civil Rights Act of 1964, as amended. Rehabilitation Act of 1973, as amended. Vietnam Era Veterans readjustment Assistance Act of 1972, as amended. Title 41, Code of Federal Regulations (CFR), Chapter 60, Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor as amended. Public Law , Americans with Disabilities Act of Codes and Standards It shall be the responsibility of the Vendor to identify all codes, and/or agencies having jurisdiction and governing the execution of this proposal and to insure conformance with those codes and

5 agencies. At a minimum, the execution of this RFP and all acts of the Vendor selected to perform work described herein, shall conform with and/or follow the guidelines of the following: Federal Communications Commission (FCC) OSHA Electronic Industries Association (EIA) American National Standards Institute (ANSI) National and Local Electrical Codes, including NFPA 70 City/County of Fresno Ordinances as applicable Applicable Regulations of the California Department of Labor and Industries State and Federal Anti-Discrimination Laws This list is not exclusive. 6 Proposal Format It is essential that Fresno EOC be able to easily match a vendor's response with this RFP's requirements for information. Proposals should be submitted on 8.5 by 11 inch paper. Foldouts for charts, tables, spreadsheets, and single line diagrams are acceptable. 6.1 Introduction and Procedures This includes the Title Page (Attachment A) and a Proposal Overview, not to exceed three pages, identifying the primary reasons why the proposal will best meets the needs of Fresno EOC. 6.2 Vendor Requirements / Information This includes the Vendor and Manufacturer Background Information, general vendor and project requirements, maintenance and service response, and the Customer Reference List. 6.3 System Specifications Provide information about the specifications of the network system to be installed and provided to Fresno EOC. 6.4 Terms and Conditions The total system cost (Attachment B) must include non-recurring and monthly, recurring charges related to installation and implementation providing the system. Any hardware cost should be included. 7 Evaluation Criteria Fresno EOC will initially evaluate the proposals for requirements compliance and technical merit. Proposals deemed acceptable will be reviewed to establish life cycle costs. Fresno EOC will then select a vendor finalist that may be asked to present and demonstrate the products and services included in their proposal. The demonstrations must focus on the ability of the proposed systems to meet Fresno EOC s functional requirements while providing easy and flexible operation for the users. 5

6 6 Request For Proposal (RFP) A contract shall be awarded to the most responsible and responsive vendor based upon but not limited to, the following criteria: The non-recurring, installation cost and recurring, life cycle costs for all products and services considered or proposed. The quality of the system proposed and their conformity with technical specifications. Ongoing servicing and maintenance resources, capability and capacity. The character, integrity, reputation, judgment, experience and efficiency of the vendor. The quality of performance on similar contracts. Such other information as may be secured and having a bearing on the decision to award the contract. 8 Acceptance of Bid (Award) Fresno EOC intends to award a contract to the lowest bidder. Fresno EOC has the right to waive any informality and irregularity in any proposal(s) received and to accept the proposal which is in our best interests. 9 Information Requested From Bidder In order to get a uniform review process and to obtain the maximum degree of comparability, proposals must be organized in the manner specified. Please keep submittals brief and concise. The bidder s name, business address to office to provide services under contract, name of contact person and telephone number. General description of the firm, including size, number of employees, organization, other business or services, type of organization (franchise, corporation, partnership, etc.) and other relevant descriptive material. Describe your employee turnover experience in support staff within the last three years and a rationale for the turnover level. Identify the key staff and office location that will work on this account, if selected. Include a listing of third party companies which your firm does business and the years associated with each company. 10 Technical Proposal Information Describe the bidder s experience and capabilities, particularly with public and/or non-profit entity employers. Narrative description of the bidder s understanding of the services FCEOC is seeking. A detailed plan and schedule of when, where and how work on each of the tasks will be accomplished based on the bidder s understanding of the tasks. Include an explanation of your key staff s responsibilities in performing the tasks. Proposed techniques and methodology to be used for each task should be stated. Provide an implementation schedule including timeframes for each of the services proposed. Include a timeline to identify key dates for completion of critical tasks. State any difficulties foreseen in performing the designated tasks.

7 List the name(s) and professional qualifications of the primary staff that will be assigned to FCEOC. Include job title, current responsibilities, total years experience, years with this firm, degrees and certifications, professional affiliations, and any other relevant information. Provide a list of other key personnel who will be assigned to Fresno EOC s account. Describe which major functions and tasks will be performed by the primary account representatives and other key personnel. Describe any services or portion of services that will be performed by a sub-contracting firm, and provide relevant information on such firm s qualifications and personnel. Briefly describe the firm s computer resources, including equipment, software and communication capabilities. Provide a description of the I.T. support services available and contingency plans in the event of problems during normal processing. 11 General Implementation Requirements With submission of a proposal, the Vendor understands and agrees to the following; It shall be the responsibility of the Vendor to design, furnish, install, and test all aspects of the installed network fiber cabling and hardware electronics as outlined in this RFP. This RFP is intended to represent a functional description and performance criteria for systems required. The Vendor shall conduct actual system engineering and design activities that will lead to the final system configuration. The Vendor accepts any available blueprint and/or site plans provided by the Fresno EOC as guidelines only, and accepts that the plans are not guaranteed to be an accurate representation of all conditions. The Vendor shall provide all supervision, labor, materials, equipment, and testing instrumentation required for the work associated with this RFP. The Vendor shall secure all permits, inspections, and authorizations required to complete its work associated with this RFP, at no additional cost to Fresno EOC. Pursuant to RCW 39.12, no worker, laborer, or mechanic employed in the performance of any part of the contract shall be paid less than the prevailing rate of wage as determined by the Industrial Statistician of the Department of Labor and Industries. All vendors working on any Fresno EOC site shall abide by all agency rules and State regulations. Buildings and grounds are tobacco-free and drug-free areas. In addition, weapons and alcohol are prohibited. Any workers who might come in contact with children on any Fresno EOC sites must have undertaken a criminal background check to be on file with the Vendor. No workers convicted of crimes against children will be allowed on any Fresno Economic Opportunities Commission site. All vendor employees must carry picture ID and wear identification badge at all times. Vendor is responsible for confirming the location of existing utilities prior to commencing work. Vendor agrees to repair and restore any utilities damaged during construction. Vendor shall make NO penetration of walls, floors, or ceilings without the prior consent of Fresno EOC. 7

8 Access hours to Fresno EOC Head Start sites will be from 8:00 a.m. to 5:00 p.m. Monday through Friday. Vendor shall provide a complete work schedule before execution of any work. Format of the schedule should be Gantt, and a two-week look-ahead schedule should be provided on a weekly basis while the work is undergoing. 12 Customer References Fresno EOC is specifically interested in the Vendor s experiences and responsibilities in designing and implementing systems that are comparable to the project outlined in this RFP. The Vendor must submit a minimum of four (maximum of ten) relevant references of customers where the Vendor provided a similar system (same make and/or model) within the last three years and is presently in use. The following information is required for each reference: Company Name and City Contact Name and Telephone Number System Size and Type Date of Installation 13 General System Specifications 13.1 General System Design The proposed fiber optic network can be comprised of underground fiber, aerial fiber, or a combination of the two. Underground installation will be preferred wherever possible. Appropriate electronics must be provided on all ends of the network (buildings and hub). The electronics must be able to hand off a Gigabit Ethernet connection to the Fresno EOC s internal networks and provide a minimum of 1000 megabits per second data rate for Fresno EOC and a minimum of 100 megabits per second data rate for all Head Start sites with an option for 1000 megabits per second data rate without replacement of equipment. The provider will be responsible for bringing the WAN service into the school buildings and to Fresno EOC existing equipment. Vendors must be able to install fiber to 100% of all Head Start sites Installation Cabling All buried fiber optic cable must be buried with an associated locator wire. Ensure that all cables meet generally accepted industry standards and specifications. Any exposed conduit shall be metal conduit. Buried installations shall be at least 36 below grade. Place fiber optic warning tape 24 above conduit/inner duct. Seal all conduits and inner ducts to prevent water intrusion. All grounds must be returned to original conditions after construction is complete. All MDF locations shall be clean, free of debris and wire scraps, and properly labeled and marked. 8

9 13.3 Fresno EOC Head Start Current Locations Request For Proposal (RFP) HEAD START SITES ADDRESS CONTACT PERSON PHONE and FAX AREA II (CC) Ted C. Wills Community Center 770 N. San Pablo Fresno, CA Linda Sandoval HS FAX BROOKS CANTUA STATE PRESCHOOL CARUTHERS (SD) 1504 N. Weber Fresno, CA Cantua Elementary School W. Clarkson Ave. Cantua Creek, CA Caruthers Elementary School 2420 W. Clemenceau Ave. P.O. Box 550 Caruthers, CA Eva Zinzun (Acting C/D) Christina Romero HS FAX Office Office FAX HS Hirma De La Cruz FAX USD CEDARWOOD (C) El Encino Baptist Church 2063 S. Cedar Fresno, CA Rachel Martinez HS FAX CITRUS (SD) A.L. Conner Elementary School 112-4th St. Orange Cove, CA Guadalupe Dickerson HS FAX CLOVIS (SD) Sierra Vista Elementary School 510 Barstow Clovis, CA Terry Avellar HS FAX COLLEGE COMMUNITY College Community Church 2529 Willow Ave. Clovis, CA Belinda Woodard HS HS FAX DAKOTA CIRCLE ESTELLE DAILEY 4156 E. Dakota Fresno, CA Community United Church of Christ 5550 N Fresno St. Fresno, CA Lao Cha (CD) Sandra Fierro HS FAX HS FAX FIREBAUGH (SD) FRANKLIN Hazel Bailey Elementary School 1725 Saipan Ave. Firebaugh, CA Martin St. Fresno, CA Guadalupe Nunez HS FAX Patricia Williams HS FAX

10 GARDEN WAY (C) New Harvest Community Church 1441 N. Chestnut Fresno, CA Brenda Easter HS FAX HOME BASE ADMIN OFFICES E.FRESNO A E.FRESNO B FOWLER FRANKLIN KERMAN SANGER 4273 W. Richert, Suite # 107 & 108 Fresno, CA W. Richert, Suite # 107 & 108 Fresno, CA E. Merced St. Fowler, CA W. Clemenceau Ave. P.O. Box 550 Caruthers, CA Madera Ave Kerman, CA Lee Thor E. Fresno FAX Veronica Galvan E. Fresno B FAX Patricia Arambula-Vega Maria Zarate Fowler FAX Franklin Franklin FAX Denise Davis Kerman FAX E. Annadale, #101 Maria Aguilar Sanger Sanger, CA FAX HURON (SD) IVY (CC) Huron Elementary School P. O. Box Palmer St. Huron, Beverly Curts CA (Acting T/D) Ivy Community Center 1350 E. Annadale Fresno, CA Patricia Ybarra HS FAX HS FAX JEFFERSON (SD) Jefferson Elementary School 1240 E. Washington St. Reedley, CA Adriana Gomez HS...A HS...B FAX KINGS CANYON 4995 E. Balch Fresno, CA Estelle Dailey HS FAX LA COLONIA (CC) La Colonia Community Center 8770 S. Mendocino Parlier, CA Elena Elizondo HS FAX MADISON (SD) MAPLE VISTA (C) MENDOTA (CC) Madison Elementary School 388 S. Brawley Fresno, CA Sierra Vista United Methodist 4609 E. Illinois Fresno, CA Mendota Farm Labor Bldg. 295 W. Tuft Mendota, CA Susan McDonald HS FAX USD Tamikio Simpson HS FAX Mercedes Martinez HS FAX

11 MOLLY NEVAREZ (C) MOSQUEDA (CC) PINEDALE (SD) Central Community Church 4710 N. Polk Avenue Fresno, CA Mosqueda Community Center 4676 E. Butler Fresno, CA Pinedale Elementary School 7171 N. Sugarpine Pinedale, CA Guadalupe Alcorta HS FAX Maninder Kaur Mari Cruz Soto HS FAX HS HS FAX RAMACHER (SD) Ramacher Educational Complex 710 N. Hughes Fresno, CA Mai Amy Vang HS FAX REEDLEY ROMAIN (CC) ROOSEVELT (SD) SAN JOAQUIN (SD) SANGER (C) SEQUOIA (C) WASHINGTON (SD) WILSON (SD) YOSEMITE Full Day (C) 144 S. Sunset Reedley, CA Romain Playground 745 N. First St. Fresno, CA Selma U.S.D. Roosevelt School 1701 Alton St., Ste. A Selma, CA San Joaquin Elementary School 8535 S. Ninth, P.O. Box 739 San Joaquin, CA Iglesia La Roca 3037 S. Orchid Sanger, CA First Congregational Church 2121 N. Van Ness Fresno, CA Selma U.S.D. Washington 1420 Second St. Selma, CA Selma U.S.D. Wilson School 1325 Stillman Selma, CA Fresno Iglesia Del Nazareno 4718 E. Yale Fresno, CA MAINTENANCE SERVICES 5244 E. Pine Fresno, CA Gloria Martinez Miriam Silva Maria Isabel Marmolejo Selena Hernandez (Acting T/D) HS FAX HS FAX HS FAX USD HS FAX USD Ramona Sauceda HS...A HS...B FAX Ruth Hickingbottom Esperanza Silva Angelita Rodriguez HS FAX HS FAX USD HS FAX USD Lisa Garza HS FAX EOC Warehouse

12 14 Terms, Conditions and Pricing 14.1 Financing Request For Proposal (RFP) Fresno EOC desires to lease the fiber optic network system described within this RFP. Vendors should provide a lease term of 5 years (60 Months) and be willing to extend the term if mutually agreeable. This system is E-Rate eligible as Telecommunication Services when leased. The successful bidder must be an eligible common carrier as designated by the FCC Schools and Libraries Division and agrees to receive portion of the payment for services provided by this proposal directly from the Universal Service Fund and/or its agents. Fresno EOC and the successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program System Acceptance Once the installation has been completed, acceptance testing shall be performed upon the system. This test and verification period, if successful, shall consist of thirty consecutive days of normal traffic load with no major component failures and no major alarm indications. Fresno EOC shall accept the installed system after a signed letter of official system certification with successful acceptance test results, accompanied by two sets of as-built documentation provided by the Vendor, is received, reviewed with the Vendor and accepted in writing by Fresno EOC. Service shall commence concurrent with a dated Letter of Acceptance issued by Fresno EOC to the Vendor. This letter will constitute Fresno EOC s formal acceptance of the system Total Costs Both the recurring, monthly costs and the non-recurring costs associated with the installation of Fresno EOC s network system need to be indicated on Attachment B. 12

13 ATTACHMENT A Fresno Economic Opportunities Commission Leased Fiber Optic Wide Area Network System RFP Response Form - Title Page (Insert in front of proposal, per Section 6.1) The undersigned agrees to furnish the enclosed items at the price stated, subject to the conditions and requirements of this proposal. The proposal must be signed by someone with the authority to legally bind the Vendor. Bidder Identification and Authorized Signature System Proposed: Firm Name: Address: Signed By: Printed Name: Title: Date: Please indicate person to be contacted by Fresno EOC concerning any part of this RFP or the proposal: Name: Title: Telephone: Fax Number: 13

14 ATTACHMENT B Fresno Economic Opportunities Commission Leased Fiber Optic Wide Area Network System Proposed Costs Lease rates are for a complete network system to include all material, labor, electronic equipment, FDP s, ongoing maintenance for the duration of the lease, fiber optic cable and associated hardware, parts, pieces and labor to provide a lease of an active network system as described in this RFP. Please provide total non-recurring costs required to install and deliver system: $ Provide monthly, recurring costs for the duration of the proposed agreement: $ Please provide costs associated for any additional sites: Non-recurring: $ Recurring - monthly: $ 14

15 Request For Proposal (RFP) AUTHORIZATION: The undersigned hereby asserts that he/she is duly authorized to submit this proposal, that all information contained in it is true, correct and complete, and that the undersigned is authorized to enter into a contract with Fresno Economic Opportunities Commission should he/she be selected and approved for services, as negotiated. Name of Vendor Name of Principal/CEO/Owner Print Signature Title Address Date Phone City/State/Zip License # (if applicable) FAX 15