Town of Mountain Village, Colorado Request for Proposals Broadband System Wholesale Bandwidth Provider Contact: Direct Questions to: Steven LeHane Email: SLeHane@mtnvillage.org Phone: 970-369-8240 Submit Proposals Via Email to: Submit proposals electronically via PDF format to the above contact email address. Hard copy proposals will not be considered. Late proposals will not be considered. Issue Date 2/1/2019 Pre-Proposal Conference There will be no pre-proposal conference Deadline for Questions: 2/18/2019 Proposal Due Date and Time: Not Later than 2:00 PM Mountain Time, 3/8/2019 Anticipated Contract Start: Upon provider selection and completion of negotiated contract The Town reserves the right to adjust the evaluation period and anticipated contract start date. Any other date changer will be made by addenda. 1
Table of Contents 1 INTRODUCTION...3 2 STATEMENT OF WORK...4 3 PROPOSAL FORMAT AND SUBMISSION...6 4 PROPOSAL EVALUATION...7 5 SOLICITATION TERMS AND CONDITIONS...8 2
1 Introduction The Town of Mountain Village (hereafter the Town or TMV ) seeks to enter into a contractual relationship with a duly qualified provider of Internet bandwidth and connectivity in support of the Town s role as an Internet Service Provider via its municipal broadband system. Contract Term The Town intends to award a single contract as a result of this RFP. The contract term will be three (3) years with one (1) optional three year renewal. Background 1.2.1 About the Town of Mountain Village Proposers are encouraged to visit the Town s website (www.townofmountainvillage.com) and learn about the Town s history, our strategic plan, projects and initiatives. 1.2.2 Project/Contract Background TMV is located in the Southwest corner of Colorado at the base of Telluride Ski Resort. The 3.27 square mile Town is home to 1300 residents plus non-resident property owners, businesses and guests. Broadband services are currently provided via a hybrid fiber-coax system that TMV intends to upgrade to last-mile FTTP over the next several years. Broadband services being provided include traditional pay-tv, Internet, and voice services to the citizens and businesses located within TMV but also many TMV facilities in support of water and sewer, broadband and cable, infant and child care, transportation services including a gondola, police, parks and recreation, finance, administration, planning and development services, marketing and business development, public works, housing authority including a 200 plus unit rental property owned and operated by TMV and other TMV related services. RFP Questions, Clarifications and Changes Any Proposer requiring clarification of the information provided in this solicitation must submit specific questions or comments in writing (preferably in email) to the Contact shown on page 1 of this document. The deadline for submitting such questions is also shown on page 1 of this document. 1.3.1 Changes to the RFP and Addenda If the Town determines that additional information or clarification to the RFP is necessary, or if changes are made to the RFP, such information will be supplied in addenda, posted as specified on page 1 of this RFP. Addenda shall have the same binding effect as though contained in this RFP. The Town shall issue all addenda not less than five (5) days prior to Proposals Due. Verbal statements made by the Town s representatives are not binding on the Town unless confirmed by written addendum. 3
2 Statement of Work Overview The Town currently offers Internet services to both residential and commercial end users and has satisfied the initial term of its current contracts for bandwidth. Additionally, TMV is initiating an upgrade to its broadband system to implement last-mile Fiber-to-the-Premises (FTTP) as an upgrade from the current Hybrid Fiber Coax (HFC) architecture. As such, the Town seeks competitive proposals for providing reliable, scalable, and protected connectivity and bandwidth. It is expected that the FTTP system upgrade will begin in mid- 2019. Scope of Work and Proposal Content Contractor will provide the Town the following deliverables that should be addressed in detail in their proposal: 2.2.1 Transport Circuits & Bandwidth a. Primary circuit: A Location: At the discretion of the proposer to accommodate cost-effective bandwidth. Z Location: The circuit shall terminate at Town facilities located at 317 Adams Ranch Road, Mountain Village, Colorado 81435 The capacity of the primary circuit shall be 10Gbps Proposers must provide CDR (committed data rate) pricing in the form of a recurring fee for the transport circuit (exclusive of bandwidth) Proposers are encouraged to additionally provide burstable pricing (with monthly pricing at the 95 th percentile) on the transport circuit as an option for the Town instead of CDR pricing. Pricing tier thresholds are at the discretion of the proposers but must include a 3Gbps or lower threshold tier. Other Fees: If a non-recurring fee is required, proposers should identify it. If there are equipment fees, proposers should identify the specific electronics required and the fee structure (e.g. recurring versus non-recurring) and amount. b. Secondary Circuit/Protection/Diverse Routing: The Town is seeking route diversity to sustain connectivity in the event of an outage/fiber cut involving the primary circuit. Proposers are encouraged to include a secondary circuit but the Town will consider proposals that are not protected. A Location: Ideally different from the primary circuit A location, but must utilize a different route if so. Z Location: The circuit shall terminate at Town facilities located at 317 Adams Ranch Road, Mountain Village, Colorado 81435 The capacity of the secondary circuit shall be 5Gbps. Pricing shall be CDR. c. Bandwidth: Proposers should include bandwidth as a separately quoted recurring fee to the circuit fee. For each of the transport circuits, the A location of the bandwidth shall be identified. Proposers should identify the bandwidth provider(s) they are interconnecting with at the A location(s). 2.2.2 Circuit Route Proposers shall provide a high-level route map indicating the route for each transport circuit and the A location(s). 4
2.2.3 IPv4 Addresses The Town may require IPv4 addresses from the proposer. Each proposer should indicate the following: Whether or not the proposer can provide IPv4 addresses The quantity of addresses that can be provided (e.g. /20 block) If the addresses can be sold, leased or either The pricing terms for providing IP addresses 2.2.4 Service Level Agreement Proposers should identify the specific service level terms they are agreeable to contractually commit to if selected as the bandwidth provider. These terms (target levels and credits) will be subsequently incorporated into the contractual agreement between the Town and the service provider. 2.2.5 Scalability Proposers are asked to identify any scalability limitations regarding the primary and secondary transport circuits over the long term. 2.2.6 Term of Agreement The contract term will be three (3) years with one (1) optional three year renewal. 5
3 Proposal Format and Submission Town Proposal Standards Proposal will be submitted electronically. See directions in 3.6. Proposal addresses all evaluation criteria in the order presented in this RFP. Proposal is 25 pages or less in length, not including attachments. Please do not include sales or promotional materials as part of proposal unless requested. These standards are recommended. Proposals not conforming to these standards may receive lower scores if, for example, proposals are overly lengthy or responses to evaluation questions are not easily located within the proposal Proposal Content Checklist This is a summary of the items which should be included in your proposal: Cover Letter Proposer point of contact and indication of binding proposal signed by an authorized representative Provide narrative responses to Written Written Responses to Section 2.2 scope (your own evaluation criteria form/format) Attachment A Draft contract Proposal Submission Once you have completed your proposal, submit your proposal and all attachments electronically as specified on page 1 of this RFP. Do not submit proposals in hardcopy. Hardcopy proposals shall not be accepted for this RFP process. If you have questions about submitting, you may submit questions to the RFP contact listed on page 1 of this RFP. It is the Proposer s sole responsibility to ensure that its proposal is delivered prior to the RFP closing date and time. Proposals not submitted by the due date and time shall be considered late. Late proposals shall be ineligible for award consideration. 6
4 Proposal Evaluation Clarification of Responses If the Town deems one or more proposal needs clarification, it will request such clarification in writing. The Town will afford the Proposer(s) contacted an opportunity to respond with the necessary clarification. Proposal Evaluation An Evaluation Committee, consisting of not less than three individuals, will evaluate the written proposals. Each evaluator will independently evaluate and score proposals in accordance with the Evaluation Criteria. The Town may assign certain evaluators specific Evaluation Criteria, in alignment with the evaluator s expertise. Evaluation and Award Each evaluator will independently score each written proposal in accordance with the evaluation criteria, and will then sum their scores. The scores of all evaluators will then be totaled. The Town will issue a Notice of Intent to award to the firm with the highest score and in the best interest of the Town. Best and Final Offers At its sole discretion, the Town may require best and final Offers (BAFO). All proposers within the current Competitive Range, after evaluation of the previous tier, will be invited to submit BAFO. In the event BAFO are requested, the Town will provide a response deadline. If the Town is dissatisfied with the BAFO received, the Town may require another submission of BAFO. Unless a Proposer submits a notice of withdrawal, or a BAFO, prior to the deadline, the Proposer s immediately previous Offer will be construed as their BAFO. References The Town reserves the right to investigate references, including customers other than those listed in a Proposer s submission. This inquiry may include without limitation, investigation of past performance of any Proposer with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, completion or delivery of a project on schedule, and its lawful payment of employees and subcontractors. Notification of Intent to Award and Negotiation 4.6.1 Notification of Intent to Award The Town shall notify Proposers of its Intent to Award by emailing such notification to the email address provided. 4.6.2 Negotiable Items The Town reserves the right to negotiate final contract terms with the selected Proposer(s) to the fullest extent allowed by law and as in the best interest of the Town. 4.6.3 Contract The contract will be on a form acceptable to the TMV and approved to the Town Attorney s office. 7
5 Solicitation Terms and Conditions Proposer Cost of Response Preparation Proposers will bear sole responsibility for all costs incurred in preparing and providing their proposals in response to this RFP. Submitted Materials are Town Property All materials submitted for any proportion of a Proposal in response to this RFP, or during any tier of this solicitation, will become the property of the Town and will not be returned to proposers. Proposal Validity Proposals will remain valid for a period of 120 Days following the Proposal submission deadline. Solicitation Cancellation, Rejection of a Proposal or All Proposals The Town may cancel the Procurement or reject any or all Proposals at its sole discretion. The Town is not liable to any Proposer for any loss or expense caused by or resulting from the cancellation of a solicitation or rejection of a Proposal. Disputes In case of any doubt or difference of opinion as to: The items or service to be furnished under this RFP, or the interpretation of the provisions of the RFP, the decision of the Town will be final and binding upon all parties. Publicity News releases relating to this RFP will not be made without prior approval by, and in coordination with, the Town. 8