REQUEST FOR PROPOSALS City of Puyallup City-Owned Fiber Infrastructure Evaluation Project Due Date: Friday, September 29, 2017; No later than 4:00 PM City of Puyallup 333 S Meridian Puyallup, WA 98371
Contents Request for Proposal Notice 3 Introduction 3 Project Description 3 Scope of Work 4 Submittal Requirements 5 Minimum Proposal Requirements 7 Vendor Responsibilities 7 Selection Procedure 8 Evaluation Criteria 8 Award Process 9 Contact Information 9 2
1 Request for Proposal Notice This Request for Proposal (RFP) is the official notification of services needed for the City of Puyallup City- Owned Fiber Evaluation Project. City of Puyallup issues this RFP to request a proposal from vendors qualified to provide equipment and services as described within this document. A proposal submittal indicates that the vendor desires to be considered for the needed services. A proposal submittal does not guarantee that the vendor will be contracted to perform the service. 2 Introduction The City of Puyallup is located in the Greater Seattle-Tacoma metropolitan area of western Washington at the foot of scenic Mount Rainier, 10 miles east of Tacoma and approximately 35 miles south of Seattle. Over the years, the city gained prominence as a regional commercial and service center for Eastern Pierce County. Puyallup continues to serve its residents and neighbors with a strong, diversified economy. Currently, 14 separate facilities owned and operated by the city municipal government are connected by a variety of telecommunication mediums. In addition, a coordinated and integrated system of traffic signal controls are being expanded to assist traffic flow. A vendor is needed to evaluate the existing fiber, fiber capable routes (existing conduit), fiber connectivity to 5 non-connected sites and 70 signalized intersections (Some currently connected using a radio system). This Request for Proposal (RFP) invites proposed submittals from vendors interested in evaluating the city s current fiber infrastructure and providing a comprehensive set of recommendations for future fiber expansion that will meet the City s data connectivity requirements. Cost estimates will be required for the purpose of budgeting only at this time. This RFP is for evaluation only and does not necessarily anticipate that the vendor will execute recommendations proposed. This document outlines the brief project description, statement of work, submittal requirements and proposal format. Detailed vendor responsibilities and evaluation criteria are described. Vendors submitting a proposal shall meet all the requirements and submit the proposal in the format outlined in this document to be evaluated. 3 Project Description The City of Puyallup is seeking to establish a 5-year plan to add fiber infrastructure to city assets for the purpose of connecting sites and signalized intersections with City Hall and Public Works. In addition, a redundant path between City Hall and Public Works must be identified with a cost estimate for implementation within 6 months of evaluation. Some GIS data is available containing current infrastructure and is available on request. 3
4 Scope of Work Proposals that provide a complete comprehensive response to this Scope of Work will be given priority. The specific requirements are listed in the table below. Description Requirements 1 o Map of existing city owned fiber infrastructure Can Vendor Meet (Y/N) Vendor Comments 2 o Map of existing connections between separate city facilities 3 o Map of existing conduit that may or may not contain fiber, including current available unused capacity of existing conduit. 4 o Map of recommended conduit additions 5 o Map of recommended fiber additions including fiber count. 6 o Recommendation for fiber termination hardware 7 o Recommendation for fiber switching hardware 8 o Projected cost for installation of new conduit and fiber by facility, intersection or route 9 o Propose a second fiber route to complete the ring between City Hall and Public Works. This item should address adding other sites and intersections along the route and be prices separately (as described in item 8). 4
5 Submittal Requirements This section provides the guidelines of the request for proposal submittals. It summarizes the format of the document; how the response should be structured; the minimum requirements to satisfy to be considered for RFP evaluation; and location and due date to submit the proposal. 5.1 General Structure Proposals shall be submitted on, or the ability to directly print on, eight and one-half by eleven-inch (8 ½ x 11 ) paper using standard margins with tabs separating the major sections of the proposal, except as described below. All pages must be double-sided. Font shall be no less than font size 12. The major sections of the proposal are to be submitted in the order noted below: 1. Cover Letter 2. Project Team Structure 3. Staff Qualification and Experience 4. Project Approach 5. Project Work Plan 6. System Functional Requirements 7. Project Schedule 8. Project Cost 9. References Proposals shall provide information in the same order as presented above with the same headings. 5.1.1 Cover Letter The cover letter shall be signed and dated by a person authorized to legally bind the vendor to a contractual relationship, e.g., the president or executive director or a principal of a corporation; the managing partner if a partnership; or the proprietor if a sole proprietorship. The cover letter shall include the following information about the vendor and any proposed subcontractors: Name, address, principal place of business, contact information of legal entity or individual with who contract would be written. Legal status of the vendor (sole proprietorship, partnership, corporation, etc.). Location of the facility from which the service will be provided. Identify any current or former City employees employed by or on the vendor agencies governing board as of the date of the proposal or during the previous twelve (12) months. Acknowledgement that the vendor will conform to all terms and conditions set forth in the Request for Proposals, unless otherwise agreed by the City. 5.1.2 Project Team Structure Provide a description of the proposed project team structure including any subcontractors. Include the persons who will be responsible for field work, documentation and research. The City expects that the 5
lead proposer will be providing at least 70 percent of the services. Provide the experiences the vendor and the subcontractors (if any) have in the following areas: Fiber Infrastructure design and implementation Municipal traffic control Geospatial documentation Fiber Ring implementation Provide detailed information if the vendor has had a contract terminated for default in the last five (5) years. Termination for default is defined as notice to stop performance due to the vendor s nonperformance or poor performance. Submit full details of the terms for default including the other party's name, address, and phone number. The City will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience. 5.1.3 Staff Qualifications and Experience Identify staff who will be assigned to the potential contract, including subcontractors, indicating the responsibilities and qualifications of such personnel. Include information on the team s skills and experiences in design; research; significant accomplishments; and any other pertinent information. The City requires that staff identified in submitter s proposal will actually perform the assigned work. Any staff substitution must have the prior approval of the City. 5.1.4 Project Approach Provide a complete description of the proposed approach and methodology for the project. This section should express the vendor s understanding of the proposed project. 5.1.5 Project Work Plan Provide all project requirements and the proposed tasks, services, etc. necessary to accomplish the scope of the project defined in this RFP. This section of the proposal shall provide details to the evaluation team about the vendor s knowledge of the subjects and skills necessary to successfully complete the project. Include any required involvement of City staff. Vendor shall provide a detailed description of training and certifications possessed by the persons assigned to the project. 5.1.6 System Functional Requirements The proposal shall meet the requirements as described in the Scope of Work section of this document. This section will fully describe how the proposal meets the requirements of the Statement of Work. 5.1.7 Project Schedule Include a project schedule indicating how the project schedule will be met; when the elements of the work will be complete; and when deliverables, if any, will be provided. The required start date will be no later than November 15, 2017. 5.1.8 Project Cost The RFP evaluation process is designed to award this procurement to the vendor whose proposal best meets the requirements of this RFP provided the cost is within the budget. The proposal shall include all 6
costs for collecting and reporting information as require by the Scope of Work. No recommendations or estimates of proposed improvements or additions should be included in this section. Vendors are required to collect and pay Washington state sales tax, if applicable. Costs for subcontractors are to be broken out separately. 5.1.9 References Provide a list of at least two previous fiber design and or implementation or consultation in the USA. Provide details of the installation including the size of the project and type of environment. Provide contact information for the establishments where the work was performed including contact person s name, address, email, and phone number. 5.2 Minimum Proposal Requirements The COFIE Project requires compliance with the following Minimum Requirements. The vendor must have provided at least two fiber evaluations, designs, implementation or similar in the United States within the last five years. The vendor must have existing personnel living within the United States. The proposal must use standard industry vernacular. The proposal must meet the mandatory requirements as listed in the SOW. These Minimum Requirements must be met. City of Puyallup reserves the right to reject any and all responses that do not meet or exceed the Minimum Requirements listed. 5.3 Response Preparation Requirements Provide four hard copies or one digital copy in PDF form. On the front of each envelope or in the subject line, clearly note the following information: City of Puyallup COFIE ATTN: Clay Doolittle 5.4 Submission Location, Date and Time Proposals are due no later than 4:00 p.m. on Friday, September 29, 2017. Proposals must be delivered to City Clerk s Office, 4 th Floor, Puyallup City Hall, 333 S. Meridian Puyallup, WA 98371 or emailed to Clay Doolittle cdoolittle@ci.puyallup.wa.us. Proposer is responsible for verifying that emails have been delivered to the City. 6 Vendor Responsibilities This section defines the vendor responsibilities for this project. The vendor shall be responsible for all the tasks associated with information delivery as documented in the Statement of Work. 6.1 Information Verification and Delivery The vendor shall verify research with source attribution. Recommendations for hardware shall be accompanied by printouts or links to current manufacturer s data. Any failure or lack of performance to meet the stated requirements shall be immediately recorded and the vendor shall prepare a report stating why a Statement of Work requirement was not met. The 7
report shall include a proposed solution to resolve the deficiency and shall be submitted to the City within one week of the discovery. The vendor shall prepare a report and develop a plan to provide similar information requirements the vendor cannot meet. 6.2 Presentation & Warranty The vendor shall provide up to 4 meetings with city personnel either in-person or via web conference to present and discuss the completed project findings and recommendations. The vendor shall warranty that the information is true and correct as known at the time of the submission. 7 Selection Procedure Vendor will be selected for work described in this RFP based on the evaluation of the proposals. The proposals will be initially reviewed by Information Technology and Engineering Personnel to determine if mandatory requirements are met. Failure to meet mandatory requirements or to provide a resolution to a failure may result in the proposal being rejected. In the event that all proposals do not meet one or more of the mandatory requirements, City of Puyallup will continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP. Accepted proposals will be reviewed and scored against the criteria stated in section 8. The City of Puyallup may review references and request presentations. The City may request a demonstration from the vendor as part of the review process. The resulting information will be used to score the proposals. 8 Evaluation Criteria This section describes the criteria to be used to evaluate each proposal. A detailed point system to score the proposals is provided. Table 1 COFIE System Evaluation Criteria Criteria No Evaluation Criteria Total Points Proposal Points 1 Meeting SOW Requirements 50 2 Vendor Experience and Capabilities 20 3 Project Approach 20 4 Work Plan 20 5 Cost 40 6 References 10 7 Warrantee 10 Total 170 8.1 Meeting Statement of Work Requirements A score of 0 to 50 will be given based on the number of requirements in the Statement of Work are met. 8.2 Vendor Experience and Capabilities A score between 0 to 20 will be given for this section. Each vendor will be evaluated and scored based on the information provided in the Cover Letter, Project Team Structure, Staff Qualification and Experience section. 8
8.3 Project Approach A score between 0 to 20 will be given for this section. Each vendor will be evaluated based on their project understanding and approach. 8.4 Work Plan A score between 0 to 20 will be given for this section. The proposals will be evaluated based on the detail work plan provided. This section will be thoroughly reviewed to see if the tasks, activities, and support listed in this section will satisfy the City s needs. 8.5 Cost Each vendor will be scored based on the information submitted under Project Costs 5.1.8. A score between 0 to 40 will be provided for the total cost of developing the evaluation and recommendations. The lowest proposed cost will get the full score and other proposed cost will get a factored score based on the lowest proposed cost. The City of Puyallup will review the Estimated Cost section and will score it based on the submitted responses for the Total Cost listed. 8.6 References A score between 0 and 10 will be given for this section. Each vendor will be scored based on the information submitted under the reference section. The City of Puyallup will review the submitted information and may contact the agencies to get information about fiber infrastructure design, implementation or consultations. 8.7 Warrantee A score between 0 and 10 will be given for this section. Each vendor will be scored based on the information submitted under the Warrantee section related to accuracy of information provided. 9 Award Process The award may be granted to one of the top three highest scoring vendors. Final selection will be made by the IT and Engineering personnel after the interview process is complete. The City may or may not request best and final offers. If best and final offers are requested, the final offers will be evaluated against the stated criteria, scored, and ranked. The award will then be granted to the proposer selected through the interview process. 10 Contact Information Further enquiries and questions concerning this RFP must be submitted in writing via email by Monday, September 20, 2017 to: Clay Doolittle, Project Manager Email: cdoolittle@ci.puyallup.wa.us http://www.cityofpuyallup.org City will respond to the questions and clarification requests to all vendors by Monday, September 25, 2017. 9