Fiber Optic Cabling System Specification Request for Proposal · Fiber Optic Cabling System...

GRAND RAPIDS PUBLIC SCHOOLS

Fiber Optic Cabling System Specification

Request for Proposal

December 2014

Grand Rapids Public Schools Structured Fiber Optic Cabling System Specification - RFP Page 2

December 2014

GRAND RAPIDS PUBLIC SCHOOLS

TABLE OF CONTENTS

SECTION I - GENERAL TERMS AND CONDITIONS Page

1. General Requirements ......................................................................................... 4

SECTION II – FIBER OPTIC CABLING

2. Fiber Optic Cabling ............................................................................................ 20 4. Documentation ................................................................................................... 25

5. Acceptance/Testing ........................................................................................... 26 6. Cabling System Costs ........................................................................................ 27 7. Vendor Profile .................................................................................................... 28

8. References and Subcontractors ......................................................................... 29

9. Service Rates and Response ............................................................................. 30

SECTION III - APPENDICES Appendix A – Scope of Work ............................................................................ 32

Appendix B – Scope of Work ............................................................................ 33

Appendix C – Scope of Work ............................................................................ 34

Grand Rapids Public Schools SECTION I Structured Fiber Optic Cabling System Specification - RFP Page 3

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SECTION I - GENERAL TERMS AND CONDITIONS


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1. GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Grand Rapids Public Schools (here after referred to as “Owner”, also as “District”) to solicit proposals from qualified vendors for:

A structured fiber optic cabling system for projects listed in Section III - Appendices. The types of projects are representative of the type of work GRPS expects to be required

between 7/1/2015 and 6/30/2016. The purpose of this Request for Proposal (RFP) is to obtain network designs, functional characteristics, and associated costs for a scalable network for all district facilities.

This RFP is for Fiber Optic Cabling. Bidders may partner with other providers. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime Vendor/contact for the District must be detailed. Grand Rapids Public Schools reserves the right to "unbundle" the responses and proceed with the providers deemed most suitable.

1.2 DEADLINE FOR PROPOSALS

Three (3) copies of the vendor's proposal must be submitted by 2:00 PM EST, February 9,

2015. Copies shall be submitted to:

Ms. Sharol Hawley Grand Rapids Public Schools Purchasing Department 1331 Franklin SE Grand Rapids, MI 49506

All proposals must contain the wording Fiber Optic Cabling Proposal on the envelope/package.

1.5 PERFORMANCE TERMS

1.5.1 The Contractor is responsible for any required permits, fees, notices, etc., for any Federal, State, or local government agency having jurisdiction over the project.

1.5.2 The Contractor shall be responsible for maintaining an environment in compliance with all rules, regulations, and codes covering an occupied school facility.

1.5.3 During Contractor’s performance of the Work, Owner will continue to occupy the existing building. The Contractor shall provide labor and materials to construct, maintain and remove necessary temporary enclosures as necessary to comply with State of Michigan Fire Code and prevent dust or debris in the construction areas from entering the remainder of the building.

1.5.4 Prevailing wage is required.

1.5.5 Safety shall be the responsibility of the Contractor. Contractor shall be responsible for all


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means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety related.

1.5.6 It shall be the responsibility of the Contractor or subcontractor to pay any and all costs incurred from the clean-up related to any environmental hazard created by means of release, spill, leak or any other means of contamination caused by accident or neglect of the Contractor or subcontractor. It shall be the responsibility of the Contractor or subcontractor to dispose of any product and/or material following EPA, DNR and local applicable laws and regulations. It shall be the responsibility of the Contractor or subcontractor to maintain, on-site, a bloodborne pathogen plan and all necessary safety supplies associated with any spill or clean up that may occur.

1.5.7 In accordance with MIOSHA regulations pertaining to the “Michigan Right to Know Law” the Owner has posted Material Safety Data Sheets for any hazardous chemicals in their workplace. The Contractor shall designate a coordinator to oversee the institution and maintenance of a similar program for the areas in which construction work will take place.

1.5.8 No asbestos containing materials shall be purchased or installed as part of this project. The Contractor shall be required to certify that no asbestos containing materials have been installed in this project. Approved certification shall be on file with the Owner prior to consideration for final payment.

1.5.9 The Grand Rapids Public Schools, as an Equal Opportunity Affirmative Action Employer, complies with federal and state laws prohibiting discrimination, including Title IV and Title VII (with amendments) of the 1964 Civil Rights Act, Title IX of the Educational Amendment of 1972, Section 504 of the Rehabilitation Act of 1973 and Veterans Readjustment Act of 1974 as amended 38 USC20-12 and the Americans with Disabilities Act of 1990.

1.5.10 No smoking is permitted in buildings or on school grounds.

1.5.11 During the school day, limit operations to those methods and procedures which will not adversely and unduly affect the environment of the Owner’s occupied space, including noise, dust, lighting hazards and other undesirable effects and conditions.

1.5.12 Vendors must complete all work by June 30, 2016.

1.6 INSPECTION OF WORKSITE

Vendors that interested in bidding on this project must send me an email – see Section 1.7 for

contact information, no later than Thursday January 15, 2015. Premise walk-through of sites will be scheduled after that date. Prints of the buildings will be provided at time of the walk-through. Before submitting bids, each bidder shall review all floor plans of the proposed work to arrive at a clear understanding of the conditions under which the work is to be done. Bidders will be held to have satisfied themselves as to all conditions affecting the execution of the work. Claims for extra payments based on lack of knowledge of existing circumstances will not be allowed.

1.7 BID CLARIFICATIONS All inquiries regarding this proposal must be emailed to:


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James R. Schalk

Grand Rapids Public Schools 1331 Franklin SE Grand Rapids, MI 49506

[email protected]

1.8 PROPOSAL FORMAT To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.8.1 Bidder Response Forms Supplied with the RFP are Bidder Response Forms. These forms provide the format for the response and must be completed and submitted for your base bid proposal to be considered. Exceptions to specifications shall be noted here. Add/Alternate designs may be quoted separately as an attachment.

1.8.2 System Literature and Brochures The bid response is to include appropriate brochures and other manufacturer documentation to help illustrate and describe the system and its capabilities.

1.8.3 Cutsheets Technical documentation (specification sheets) shall be included for all major components in vendor response to proposal.

1.8.4 Bill of Material

A complete bill of material must be included with the bid response. It shall be organized by system component to include:

A. System Component Name/Desc. (indicate if proprietary equipment) B. Quantity Quoted C. Unit Price D. Extended Price.

1.8.5 Description of Technical Solution

For each section the bidder is responding to, there is to be a brief narrative explaining the proposed design and any unique strengths/weaknesses that those reviewing it shall be aware of.

1.8.6 Diagram of Design For each section where requested, the bidder shall submit a diagram of their design providing a pictorial representation of their proposed solution.


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1.8.7 Implementation Schedule

The bidders shall attach an anticipated schedule for implementation. All requests for time

extensions shall be submitted to the person identified in Section 1.7.

1.8.8 Additional Information Additional information may be provided at the Vendor's discretion including Add/Alternate designs.

1.10 CONFIDENTIAL INFORMATION

Information contained in the vendor’s proposal which is company confidential must be clearly

identified in the proposal itself. The Owner will be free to use all information in the vendor's

proposal for the Owner’s purposes.

1.11 RIGHT TO REQUEST ADDITIONAL INFORMATION

The Owner reserves the right to request any additional information which might be deemed

necessary after the completion of this document.

1.12 RIGHT OF REFUSAL

Owner reserves the right to refuse any or all proposals in their entirety, or to select certain

equipment or software products from various vendor proposals, based on the best interests of

the Owner and at the sole discretion of the Owner.

1.13 PROPOSAL PREPARATION COSTS The Vendor is responsible for any and all costs incurred by the Vendor or his/her

subcontractors in responding to this request for proposal. This includes any demonstration

and/or interviews.

1.14 SYSTEM DESIGN COSTS

The successful Vendor shall be responsible for all design, information gathering, and required

programming to achieve a successful implementation. This cost must be included in the base

bid.

1.15 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 120 calendar days in

duration.

1.16 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made.

Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all

sites, unpacking, setup, installation, operation, testing, cleanup and training.


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1.17 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc. that will be necessary to make the

system specified fully operational as determined by the Owner, for the intent, function and

purposes stated herein.

1.18 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Owner does not pay sales use tax. All other taxes, fees, permits and shipping costs, etc. shall

be included.

1.19 PURCHASE QUANTITIES

The Owner reserves the right to adjust upward by two (2) times, or downward by twenty five

(25%) percent, the quantities of items purchased including wiring drops without altering the unit

purchase price upon award and throughout the contract period.

1.20 CONTRACT REQUIREMENTS

The Owner considers this RFP legally binding and will require that this Request for Proposal

and the resulting Vendor Proposal be included as addenda to any subsequent contracts

between the Vendor(s) and the Owner. It shall be understood by the Vendor(s) that this means

that the Owner expects the Vendor(s) to satisfy substantially all requirements and reports listed

herein. Exceptions shall be explicitly noted in the Vendor Proposals. Lack of exceptions listed

on the “Compliance Exceptions” form in the RFP Compliance Summary Sheet will be

considered acceptance of all of the specifications as presented in this RFP

Minimally, the contract must contain the following language and respective components:

A. Identification of Parties to the Agreement Clause - Both the Vendor and Owner

shall be clearly identified by name. Neither of the identified parties to the Agreement

shall assign or encumber any of its rights, or delegate or subcontract any of its

duties defined in the Agreement, in whole or in part, to other third parties unless the

other party to the Agreement gives prior written consent. Subject to the foregoing

covenant against assignment and delegation, the rights created by the Agreement

shall pass to the benefit of the identified party and the duties and obligations

resulting from the Agreement shall bind the identified party and their respective

successors and assignees.

B. Entire Agreement Clause - This Agreement, including appendices and referenced

attachments, constitutes the entire Agreement between the Owner and Vendor and

supersedes all proposals, presentations, representations, and communications,

whether oral or in writing, between the parties on this subject.

C. Agreement Extension and Modification Clause - The Agreement may be modified

or extended in accordance with the following procedures. In the event that all

parties to the Agreement agree that such changes would be of a minor and

nonmaterial nature, such changes may be effected by a written statement which


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describes the situation and is signed, prior to the effectiveness, by all parties. In the

event that the changes are determined by either or all parties to the Agreement to be

of a major or complex nature, then the change shall be by formal amendment of the

Agreement signed by the parties and made a permanent part of the Agreement.

D. Term of the Agreement Clause - The term of the support agreement shall be

clearly identified in the contract, but shall not be for less than one (1) year from the

effective date.

E. Applicable and Governing Law Clause - The Agreement shall be subject to all

laws of the Federal Government of the United States of America and to the laws of

the State of Michigan. All duties of either party shall be legally performable in

Michigan. The applicable law for any legal disputes arising out of this contract shall

be the law of (and all actions hereunder shall be brought in) the State of Michigan,

and the form and venue for such disputes shall be of the appropriate Owner, county

or justice court.

F. Notices Clause -All notices or communications required or permitted as a part of

the Agreement shall be in writing (unless another verifiable medium is expressly

authorized) and shall be deemed delivered when:

1) Actually received, or

2) Upon receipt by sender of a certified mail, return receipt signed by an

employee or agent of the party, or

3) If not actually received, 10 days after deposit with the United States Postal

Service authorized mail center with proper postage (certified mail, return

receipt requested) affixed and addressed to the respective other party at the

address set out in the section of the Agreement titled "Identification of the

Parties to the Agreement" or such other address as the party may have

designated by notice or Agreement amendment to the other party, or

4) Upon delivery by the Owner of the notice to an authorized Vendor

representative while at Owner site.

Consequences to be borne due to failure to receive a notice due to improper notification by the

intended receiving party of a new address will be borne by the intended receiving party.

1.21 SURVIVAL CLAUSE

All duties and responsibilities of any party which, either expressly or by their nature, extend into

the future, shall extend beyond and survive the end of the contract term or cancellation of this

Agreement.

1.22 FORCE MAJEURE CLAUSE

Timely performance is essential to the successful initial implementation and ongoing operation

of the network described herein. However, neither the Owner or the Contractor/Vendor will be

liable for delays in performing its obligations under this Agreement to the extent that the delay is

caused by force majeure. All requests for time extensions shall be submitted to the person

identified in Section 1.7.


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1.22.1 Force Majeure Requisites

Force majeure shall not be allowed unless:

A. Within three (3) calendar days of the occurrence of force majeure, the party whose

performance is delayed thereby shall provide the other party or parties with written

notice explaining the cause and extent thereof, as well as a request for a time

extension equal to the estimated duration of the force majeure events.

B. Within seven (7) calendar days after the cessation of the force majeure event, the

party whose performance was delayed shall provide the other party written notice of

the time at which force majeure ceased and a complete explanation of all pertinent

events pertaining to the entire force majeure situation.

1.22.2 120 Day Maximum

Under no circumstances shall delays caused by a force majeure extend beyond one hundred-

twenty (120) days from the scheduled delivery or completion date of a task, unless by prior [to

the one hundred-twenty (120) days] written notice of permission of the other party. Failure to

secure this written prior permission, even in the case of force majeure, shall constitute default

by the party failing to meet the requirement.

1.22.3 Right of Cancellation

Either the Owner or the Contractor/Vendor shall have the right to cancel the contract

Agreement if Force Majeure suspends performance of scheduled tasks by one or more parties

for a period of one hundred-twenty (120) or more days from the scheduled date of the task. If a

cancellation due to a Force Majeure occurs before title passes to the Owner, the Vendor may

keep any parts of the system as it can salvage, but must remove same at its own expense. If

cancellation occurs due to a Force Majeure after title passes to the Owner, the system shall

remain with the Owner and the Vendor shall be entitled to any such payments as have accrued

according to the payment schedule.

1.23 INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services

adequate to accomplish the requirements as set forth in the Request for Proposals and the

Vendor response to the Request for Proposals. Parties agree that where there is a conflict

between terms of this Agreement and the information presented in the referenced documents,

this Agreement shall take precedence. The parties also agree that where there is not a conflict

between this Agreement and the information presented in the referenced documents, that all

terms, conditions and offers presented in the Vendor's proposal shall herein be referenced to

the Agreement and shall be binding upon all parties to the Agreement.

1.24 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of

this Agreement. It will be possible to allow for minor variances from this implementation

schedule as mutually agreed upon by both parties and confirmed by prior written notice. The


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equipment shall be installed and placed into good working order by representatives of the

Vendor. During the time period where the equipment is in transit and until the equipment is fully

installed in good working order, the Vendor and its insurer shall be responsible for the

equipment and relieve the Owner of responsibility for all risk or loss or damage to the

equipment. In addition, Vendor shall hold the Owner and agents harmless from any risk of loss

or damage arising out of occurrences during the installation of the equipment.

1.25 SHIPPING OF EQUIPMENT

All shipping and insurance costs to and from the site shall be included in the Vendor's proposal.

All payments to shipping agents and for insurance fees shall be made directly by the Vendor.

The Owner shall make no payments to any firm concerning the shipment, installation and

delivery of equipment which is not a part of this Agreement and for which exact payments are

not described. Vendor shall be responsible for all arrangements for the shipment and receipt of

equipment to Owner' prepared site. Recognizing that Owner staff have little prior experience or

training in this technology, the Vendor shall provide all properly trained representatives to

unpack all items of equipment and place this equipment in the proper locations. The Vendor

shall also be responsible for removal of all debris and packing materials from the site resulting

from the installation of the equipment. The Owner, at its option, may require the Vendor to

provide certificates describing, to the satisfaction of the Owner, evidence of proper (as required

by the State of Michigan) worker's compensation and liability insurance for all Vendor staff and

representatives involved in the installation of the computer equipment and software. The

Owner shall be named as an additional insured and as the Certificate Holder for all work under

this Agreement. For additional insurance requirements refer to Section 1.34 Insurance.

1.26 NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the

other party in meeting scheduled tasks or responsibilities defined in the Agreement. Under no

circumstances, however, shall any parties to the Agreement forfeit or cancel any right

presented in the Agreement by delaying or failing to exercise the right or by not immediately

and promptly notifying the other party in the event of a default. In the event that a party to the

Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a

subsequent time, enforce the right. The payment of funds to the Vendor by Owner shall in no

way be interpreted as acceptance of the system or the waiver of performance requirements.

1.27 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS INDEMNIFICATION

The Vendor, at its own expense, shall completely and entirely defend the Owner from any claim

or suit brought against the Owner arising from claims of violation of United States patents or

copyrights resulting from the Vendor or the Owner use of any equipment, technology,

documentation, and/or data developed in connection with the services and products described

in this Agreement. The Owner will provide the Vendor with a written notice of any such claim or

suit. The Owner will also assist the Vendor, in all reasonable ways, in the preparation of

information helpful to the Vendor in defending the Owner against this suit.

In the event that the Owner is required to pay monies, in defending such claims, resulting from

the Vendor being uncooperative or unsuccessful in representing the Owner's interest, or in the


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event that the Owner is ordered to pay damages as a result of a judgment arising out of an

infringement of patents and/or copyrights, Vendor agrees to fully reimburse Owner for all

monies expended in connection with these matters. The Owner retains the right to offset

against any amounts owed Vendor any such monies expended by the Owner in defending itself

against such claims. Should a court order be issued against the Owner restricting the Owner's

use of any product of a claim, and should the Vendor determine not to further appeal the claim

issue, at the Owner's sole option the Vendor shall provide, at the Vendor's sole expense, the

following:

A. Purchase for the Owner the rights to continue using the contested product(s), or

B. Provide substitute products to the Owner which are, in the Owner's sole opinion, of

equal or greater quality, or

C. Refund all monies paid to the Vendor for the product(s) subject to the court action.

The Vendor shall also pay to the Owner all reasonable related losses related to the

product(s) and for all reasonable expenses related to the installation and conversion

to the new product(s).

1.28 NONDISCRIMINATION BY VENDORS OR AGENTS OF VENDOR

Neither the Vendor nor anyone with whom the Vendor shall contract shall discriminate against

any person employed or applying for employment concerning the performance of the Vendor

responsibilities under this Agreement. This discrimination prohibition shall apply to all matters

of initial employment, tenure and terms of employment, or otherwise with respect to any matter

directly or indirectly relating to employment concerning race, color, sex, religion, age, national

origin, or ancestry. A breach of this covenant may be regarded as a default by the Vendor of

this Agreement.

1.29 SUBCONTRACTORS

Vendors may use subcontractors in connection with the work performed under this Agreement.

When using subcontractors, however, the Vendor must obtain written prior approval from the

Owner for activities or duties to take place at the Owner site. In using subcontractors, the

Vendor agrees to be responsible for all their acts and omissions to the same extent as if the

subcontractors were employees of the Vendor.

1.30 EFFECT OF REGULATION

Should any local, state, or national regulatory authority having jurisdiction over the Owner enter

a valid and enforceable order upon the Owner which has the effect of changing or superseding

any term or condition of this Agreement, such order shall be complied with, but only so long as

such order remains in effect and only to the extent actually necessary under the law. In such

event, this Agreement shall remain in effect, unless the effect of the order is to deprive the

Owner of a material part of its Agreement with the Vendor. In the event this order results in

depriving the Owner of materials or raising their costs beyond that defined in this Agreement,

the Owner shall have the right to rescind all or part of this Agreement (if such a rescission is

practical) or to end the Agreement term upon thirty (30) days written prior notice to the Vendor.

Should the Agreement be terminated under such circumstances, the Owner shall be absolved


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of all penalties and financial assessments related to cancellation of the Agreement.

1.31 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system

that is the subject of this Agreement shall be accomplished by a cooperative effort. To most

effectively manage this complicated process, the Vendor shall designate a single representative

to act as an ex-officio member of the Owner project management team and who shall have the

authority to act on behalf of the Vendor on all matters pertaining to this Agreement. In the event

that an employee of the Vendor is, in the opinion of the Owner, uncooperative, inept,

incompetent, or otherwise unacceptable, the Vendor agrees to remove such person from

responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15)

days, fill this representative vacancy as described above. Regardless of who the Vendor has

designated as the representative, the Vendor organization remains the ultimate responsible

party for performing the tasks and responsibilities presented in this Agreement.

1.32 ASSIGNMENTS

Owner and the Vendor each binds themselves, their partners, successors, and other legal

representatives to all covenants, agreements, and obligations contained in this Agreement.

1.33 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of Owner but an independent Contractor.

The Vendor shall not pledge or attempt to pledge the credit of Owner or in any other way

attempt to bind the Owner.

1.34 INSURANCE

The Vendor must have adequate insurance, for damage or loss, for all equipment and other

valuables, until such time as the Owner receives good and clear title. In defining insurance

coverage, the Vendor shall secure full replacement value for the system without the

requirement that the Owner be responsible for any payments or deductibles. In the event that it

is necessary to make a claim under this policy, any funds received by the Vendor shall be used

to secure replacement equipment for the Owner.

The Vendor agrees to hold harmless and defend the Owner and its agents, officials and

employees from any liability, claim or injury, related to or caused by fault or negligence of

Vendor employees or subcontractors. The insurance policy shall make clear this coverage of

the Owner installation. The insurance policy shall be initiated prior to the installation of the

system and maintained until final acceptance of the system by the Owner according to the

prescribed procedures. Prior to beginning work, the Vendor shall furnish to the Owner a copy of

the insurance policy and all subsequent changes or updates.

In order to demonstrate this responsibility, the successful bidder shall provide from insurance

companies licensed and “admitted” to do business with the State of Michigan, insurance

certificates or minimum insurance coverage as follows:


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COMPREHENSIVE GENERAL LIABILITY

Each Occurrence Aggregate

Bodily Injury Liability $ 500,000 $ 1,000,000

Property Damage $ 500,000 $ 1,000,000

OR

Bodily Injury & Property Damage Combined $ 1,000,000 $ 1,000,000

AUTOMOBILE LIABILITY


Bodily Injury (Per Person) $ 500,000

Bodily Injury (Per Accident) $ 1,000,000

Property Damage $ 500,000

OR

Bodily Injury & Combined Damage $ 1,000,000

EXCESS LIABILITY


True Commercial Umbrella Coverage $ 1,000,000 $ 1,000,000

WORKER’S COMPENSATION & EMPLOYER’S LIABILITY

Each Accident $ 500,000

Disease – Policy Limit $ 500,000

Disease – Each Employee $ 500,000

The following language shall be indicated on all certificates of insurance from successful

bidders:

“The Grand Rapids Public School District, its elected or appointed officials, employees

and volunteers are included as insured with regards to damages and defense claims

arising from: (a) activities performed by or on behalf of the named insured, (b) products

and completed operations of the named insured, or (c) premises owned, leased, or used

by the named insured”.

1.35 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The Owner has presented detailed technical specifications of the particular purpose for which

the network and technology is intended. The Owner has provided detailed descriptions and

criteria of how the system can be defined to accomplish particular purpose. The Owner has also

defined the exact procedures and techniques to be employed in testing whether the system has

achieved the defined performance of this particular purpose. Given this advanced preparation


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concerning, and documentation about the Owner's particular purpose, the Vendor at the time

this Agreement is in force has (1) reason and opportunity to know the particular purpose for

which products are required, and (2) that the Owner is relying on the Vendor's experience and

knowledge of these products to provide those which are most suitable and appropriate.

Therefore, the Vendor warrants that the system is fit for the purposes for which it is intended as

described in this document.

1.36 WARRANTY

The Vendor warrants that all components provided under this Agreement, whether installed

initially or under subsequent purchase orders, shall be: newly manufactured equipment or

assembled from newly manufactured parts; approved by Underwriter's Laboratories; and, will

be free from defects in workmanship or material for a period of a minimum 12 months (365

calendar days) from the date of final system acceptance by the Owner. During this 12 month

warranty period, the Vendor shall furnish all replacement new parts, shipping costs, repaired

parts, service labor, travel costs, and other repair costs at no cost to the Owner. At the

conclusion of the warranty period, the Owner will consider Vendor support under a separate

maintenance agreement.

1.37 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by Owner after the installation of

the equipment, training, and successful completion of the following performance examinations:

system hardware examination, performance examination, system functional competence

examination, system capacity examination, full-load processing capacity examination, system

availability examination, approval of as-builts, training, and system documentation. The Owner

and its consultants shall be the sole judge of whether all conditions for final acceptance criteria

have been met.

1.38 STANDARD FORMS AND CONTRACTS

Any forms and contracts the Vendor(s) proposes to include as part of any agreement resulting

from this bid between the Vendor(s) and the Owner must be submitted as part of the proposal.

Any forms and contracts not submitted as part of the bid and subsequently presented for

inclusion may be rejected. This requirement includes, but is not limited to, the following types of

forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support

agreements.

1.39 NON-COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee

arrangement with any firm or person concerning the obtaining of this Agreement. In addition,

the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion

affidavit, in a form acceptable to Owner, that the Vendor firm has received from Owner no

incentive or special payments, or considerations not related to the provision of automation

systems and services described in this Agreement (see Bidder Response Form).

1.40 ADVERTISEMENT


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The laws of the State of Michigan, Owner purchasing policies and the legal advertisement for

contractors and purchases, are made a part of any agreement entered into the same respect as

if specifically set forth in that agreement.

1.41 SELECTION CRITERION

Owner intends to enter into a long term relationship with a well-established vendor whose

products, features, design philosophy and support policies come closest to meeting the

Owner's needs. The selected vendor must be a well-established, financially stable firm

committed to technology for school Owners, will have a commitment to attracting and retaining

an excellent staff of technical and product support personnel, and will have a proven track

record of support from installation planning through implementation and ongoing use. There

shall also be evidence of responsiveness to clients' suggestions for improvements. Finally,

there must be a good fit between vendor staff and the Owner's staff to assure a good working

relationship.

The Vendors will be evaluated based on the following selection criteria:

1.41.1 Compliance to Specifications

a) Technical Requirements

b) Proposal Requirements

1. Submission deadline compliance

2. Proposal format

3. Bid summary

4. Completeness of information supplied

5. Complete "bill of material"

1.41.2 Availability of Quality Systems

a) Hardware

1. Flexible

2. Robust

3. Easy to learn and use

4. Works well with other systems

5. Easy to customize

b) Availability of Future Enhancements

1.41.3 Implementation Support

a) Commitment of Local Personnel

b) Implementation Time Frame

c) Technical Training

d) User Training

1.41.4 Operations Support

a) Availability of Support Personnel

1. Local support

2. Proven responsiveness

3. Response time guarantees

b) Operational Guarantees


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1. Overall system availability

2. Real-time response time

c) Internal Organization

1. Size

2. Reputation

3. Specialization

4. Financial viability

d) Availability of Comprehensive Documentation

1. User procedures

2. System administration

3. System documentation

1.41.5 Experience

a) Overall Experience

b) Local Experience

c) Vertical Market Experience

d) Turnkey Solution

1.41.6 Cost

a) Initial System Price and Implementation Fees

b) Annual Support Fees

c) Ongoing Operation

d) Maintenance Costs

e) Payment Terms

1.42 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for rejection of

the proposal.

The Owner reserves the right to accept the Vendor's replacement of any component if it is

considered equal or superior to the specifications. Such acceptance will be in writing.

1.43 PAYMENT TERMS

It is the intent of the Owner to negotiate a payment scheduled based upon the following

milestones:

A. Contract Initiation

B. Installation

C. Acceptance Testing

D. Minimum 10% Retainage - 90 days from final system acceptance

1.43.1 Outright Purchase

Provide total outright purchase price of the total base bid proposal.


December 2014

1.43.2 Leasing

The Owner may wish to pursue leasing as a method of securing the proposed system. Leasing

rates may be requested of the finalist bidder(s) before a final decision is made.

1.45 UNIVERSAL SERVICE FUND and FCC It is the District’s intent to apply for Universal Service Fund (USF) discounts for the projects specified in this RFP. Vendors shall meet all requirements, complete all forms as required of Service Providers by the USF, and make all accommodations necessary for USF eligibility and funding. Vendors must provide their Service Provider Identification Number (SPIN) on the Bidder Response Form.

Costs associated with administrative work required by the vendor(s) to maintain USF eligibility

and/or receive USF discounts must be included in the base bid.

GRPS will need from each vendor for all FRNs a letter to serve as a ‘contract’ for services

contingent of SLD approval of our application. Both parties must sign the contract before GRPS

submits the 471 form.

Vendors who are on the FCC “red light” list because the owe the FCC money will not be

allowed to bid. If a vendor finds itself on the FCC “red light” list, it is grounds for terminating the

contract.

1.46 CRIMINAL HISTORY CHECKS The vendor shall provide, at the vendor’s expense, criminal history record checks for all

personnel working on or in the owner’s facilities. All criminal history record checks must be

furnished to the owner prior to any vendor employee, or vendor subcontractor’s employee,

beginning work on or in the owner’s facilities.

This criminal history record check for any vendor employee or vendor subcontractor’s employee

must be uneventful or the aforementioned employee will not be allowed to work on or in the

owner’s facilities.

Grand Rapids Public Schools SECTION II Structured Fiber Optic Cabling System Specification - RFP Page 19

December 2014

SECTION II – FIBER OPTIC CABLING


December 2014

2. FIBER OPTIC CABLING

2.1 GENERAL DESCRIPTION

This section describes the technical and operational standards of the various components of

the SYSTIMAX SCS LazrSPEED Fiber Optic Cabling System to be proposed for Grand Rapids

Public Schools. No alternate designs may be quoted. For the purposes of this RFP, this

specification will involve the sites listed in Section III – Appendices.

This scope of work for these sites shall include:

SYSTIMAX SCS LazrSPEED optical fiber cabling between wiring closets (MDF and IDFs)

The SYSTIMAX SCS LazrSPEED installation shall be certified by the manufacturer’s

certification program for a minimum 20 year warranty on the entire channel. This certification

must be delivered to:

James R. Schalk

Grand Rapids Public Schools 1331 Franklin SE

Grand Rapids, MI 49506

2.2 CABLE DESIGN

2.2.1 Project Design

Bidders shall design, furnish, and install the cable infrastructure for the Owner in accordance

within the parameters addressed by this specification.

2.2.2 Site Floorplans

See Section 1.6 Inspection of Worksite

2.2.3 Building Walk-Through

See Section 1.6 Inspection of Worksite

2.2.6 Plenum Rated Cable

Bidders shall quote using plenum rated cables in all buildings.

2.2.7 Surface Raceway

Cable shall be “fished” through walls where possible. Bidders shall be responsible for

determining where to quote surface raceway. Raceway will be secured to non-wood surfaces

with screws and anchors. Surface raceway will be secured every 16 inches. On solid wood

surfaces screws shall be used.


December 2014

2.5 FIBER BACKBONE

Intra-building fiber backbone shall link the MDF to the IDF(s). The fiber backbone consists of

the transmission media between these locations and the associated connecting hardware used

to terminate this media. The contractor will use SYSTIMAX LazrSPEED fiber optic cabling,

SYSTIMAX LazrSPEED fiber optic patch panels and SYSTIMAX LazrSPEED fiber optic patch

cords specified in sections 2.5.1, 2.5.2 and 2.5.3 immediately following. All fiber optic cables

shall be terminated with SYSTIMAX LazrSPEED LC connectors

2.5.1 Specifications - Fiber Optic Backbone Cabling

All fiber optic cabling shall be installed using innerduct. Both cable and innerduct shall require a

plenum rated insulation.

For distances less than 150 meters the fiber optic cable shall be of the type:

SYSTIMAX LazrSPEED 150 Multimode Fiber Optic Plenum Cable.

Product Number Material ID

5301-024A-HPAQ 700009715

Type: Multimode

Core Diameter: 50 µm

Cladding Diameter: 125 µm

Strand Count: 24 Strand

Innerduct: Required

Insulation Rating: Plenum

For distances 150 meters and greater but less than 300 meters the fiber optic cable shall be of

the type:



5301-024A-ZPAQ 700009699

Type: Multimode

Core Diameter: 50 µm

Cladding Diameter: 125 µm

Strand Count: 24 Strand

Innerduct: Required

Insulation Rating: Plenum

2.5.2 Fiber Optic Patch Panels

Fiber optic cables in each MDF/IDF shall be fully terminated into a fiber optic patch panel


December 2014

shelf providing a flexible point for cross connection or inter-connection of fiber optic cables for

premise applications.

Fiber optic patch panel shelf shall consist of:

SYSTIMAX LazrSPEED Sliding Combination Shelf


600BLS 600BLS/MM/LC-48

Mounting Type: Rack mount (19”)

Connector Type: LC Type

Connector Quantity: 48

Sliding Combination Shelf Lid Cover


Lid Cover 108565458

2.5.3 Fiber Patch Cords

Contractor shall supply patch cords for cross connection or inter-connection of fiber connector

panels.

For the MDF, the Contractor shall provide one (1) dual strand fiber patch cord for each IDF. For

each IDF, the Contractor shall provide one (1) dual strand fiber patch cord.

The fiber patch cords shall be of the type:

SYSTIMAX LazrSPEED Duplex 1.6mm LC/SC Minicords


MZ2LC-SC-10 108573809

Configuration: Duplex (2 fiber strands)

Connector: LC/SC Type

Patch cord length: 10 feet (3 meters)

SYSTIMAX LazrSPEED Duplex 1.6mm LC/LC Minicords


ML1LC-LC-10 107736753

Configuration: Duplex (2 fiber strands)

Connector: LC/LC Type

Patch cord length: 10 feet (3 meters)


December 2014

2.5.4 Cutsheet - Fiber Optic Backbone Cabling and Fiber Patch Cords

Submit a cutsheet with your proposal on the:



SYSTIMAX LazrSPEED Sliding Combination Shelf

SYSTIMAX LazrSPEED Duplex 1.6mm LC/SC Minicords

SYSTIMAX LazrSPEED Duplex 1.6mm LC/LC Minicords

Plenum Innerduct

The Bidder shall provide a Certified SYSTIMAX SCS GigaSPEED installation with a minimum

20 year warranty on the entire channel.

2.9 INSTALLATION REQUIREMENTS

The Contractor will adhere to the installation requirements that follow below.

2.9.4 Continuous Runs

Each run of cable between the termination block and the communications outlet shall be

continuous without any joints or splices.

2.9.5 Coring

The Contractor shall be responsible for any required coring and is to identify and include these

costs in the base bid. All cores are to be fitted with sleeves, bushings, and fire stopping. All

work must comply with the EIA/TIA-569 standard and city, state and federal building codes.

Coring and all associated requirements including sleeves, bushings, and fire stopping is to be

quoted on a per unit basis for 2", and 4" diameter cores. No cores will be smaller than 2” in

diameter. No core will exceed 40% fill.

A per unit cost is to be included in the bid response form.

2.9.6 Fire Stopping

Any walls penetrated to facilitate the routing of communication wiring shall, upon completion of

that wiring, be fire stopped using approved methods as outlined in the EIA/TIA-569 standard

Annex A, National Electric Code, and all applicable State, County, and City ordinances. The

Contractor shall be responsible for fire stopping all penetrations that are used for routing of the

Contractors cable regardless of who made the penetration access.

No penetrations are to occur in an elevator shaft or elevator mechanical room.

2.9.6.1 Cutsheet - Fire Stopping

Submit a cutsheet with your proposal on all Fire Stopping materials used.


December 2014

2.9.8 Horizontal Distances.

For horizontal distances greater than 100 meters 24 strand SYSTIMAX LazrSPEED 300 multimode fiber optic cable shall be used. This same fiber optic cable shall directly link all IDFs to the MDF within buildings and between buildings on the same location.

2.9.9 Horizontal Routing

Vendors will remove and reinstall ceiling tiles as needed. Vendors will replace any tile damaged

during removal, storage or reinstallation with new tile in the original style with no cost to the

Owner.

2.9.10 Topology

Fiber optic cable shall directly link all IDFs to the MDF.

2.10 WARRANTY

Minimally, the SYSTIMAX CSC LazrSPEED installation must include SYSTIMAX’s Certification

including a 20 year warranty on all material and labor. The Certification must be through

SYSTIMAX. The certification must be delivered to:

James R. Schalk

Grand Rapids Public Schools 1331 Franklin SE



December 2014

4. DOCUMENTATION The Contractor shall submit to the person identified in Section 1.7 system documentation as

detailed in the following sections:

4.1 AS-BUILT DOCUMENTATION & DRAWINGS

4.1.1 Equipment Manuals All equipment manuals supplied by the manufacturer shall be delivered to the Owner. The successful Vendor shall supply an inventory list of all such documentation including the number of copies of each item. A set of Original Equipment Manufacturer (OEM) manuals shall be supplied per building for each unit of equipment installed.

4.1.2 Inventory Records The successful Vendor shall provide the Owner with documentation for each component provided. An inventory list of all Original Equipment Manufacturer (OEM) equipment shall be supplied clearly indicating manufacturer, model, serial number, and installation location. Any custom equipment shall be identified, described and located.

4.1.3 “As Built” Documentation

The successful Vendor shall supply complete documentation of installation, configuration information, and troubleshooting tips within an easily accessed manual(s). The documentation package shall provide the District with a comprehensive guide(s) for all operation and maintenance procedures for the "as built" system.

4.1.4 Drawings

The Contractor shall prepare complete field installation drawings. As-built drawings shall be

documented on Owner-provided architectural blueprints/building floor plans on either diskette or

via email using AutoCAD format version 14.0. The Contractor shall document all IDF/MDF

locations with routing of all fiber cable runs.

The fiber optic cable layout will be a separate layer in the CAD drawing.

4.2 CABLE RECORDS

The Contractor shall provide the Owner with a detailed cable record spreadsheet documenting

the installation and the labeling scheme that was used.


December 2014

5. ACCEPTANCE/TESTING

5.1 ACCEPTANCE CRITERIA

Upon completion of work and prior to the final acceptance review, the Contractor will submit to

the Owner:

A. All As-built files/drawings

B. Cable Records

C. Testing Results

5.2 TESTING

5.2.2 Fiber Backbone and Horizontal Distribution

Testing of fiber shall be performed prior to system cut over. All fibers shall include bi-directional

testing at:

Multi mode: Both 850nm and 1300nm wave length

All tests must be conducted from end to end. This must be performed with a light source and

power meter. All tests must conform to specifications of EIA/TIA, IEEE, and ANSI.

5.2.4 Submission of Testing Results

Test results are to be submitted to:

Mr. James R. Schalk

Grand Rapids Public Schools

1331 Franklin SE


5.3 FINAL ACCEPTANCE

The Contractor shall demonstrate that all work is complete, free from physical and electrical

defects or deficiencies and in satisfactory operating condition. Owner shall be allowed to

inspect and test the work performed and to notify Contractor of any deficiencies. Owner or their

designated representative will be the sole judge as to whether the work has been completed

properly. All material or equipment that is deemed not to comply with this RFP will be replaced

by the Contractor, at no charge to Owner, prior to final payment.

Final payment will be made within 90 days after the Contractor has achieved final completion as

determined by the Owner and supplied necessary submittals/warranties/guarantees as may be

required elsewhere in the contract documents. 10% of value of work completed and acceptable

will be retained by Owner until final payment.


December 2014

6. CABLING SYSTEM COSTS

6.1 PURCHASE PRICE – CABLING

Respond on the Bidder Response Form. Provide all costs associated with the equipment and

services specified in chapters 2 – 5. Provide the following information:

A complete, itemized equipment list for each site listed in Appendices A - C.

Your base bid amount for each site listed in Appendices A - C.

If any miscellaneous costs need to be included, be sure to identify and explain them.

6.2 MAINTENANCE COSTS

No maintenance pricing shall be required. A minimum one year warranty on material and

workmanship is required on everything provided except for the SYSTIMAX LazrSPEED

installation which is to have a minimum certified 20 year warranty.

6.3 EXECUTIVE OVERVIEW

Provide a narrative explanation of your quote for this section.


December 2014

7. VENDOR PROFILE

Respond on the Bidder Response Form.


December 2014

8. REFERENCES AND SUBCONTRACTORS

Respond on the Bidder Response Form.


December 2014

9. SERVICE RATES AND RESPONSE

Respond on the Bidder Response Form. Bidders are to include service rates and response

times for non-warranty work.

Grand Rapids Public Schools SECTION V Structured Fiber Optic Cabling System Specification - RFP Page 31

December 2014

SECTION III - APPENDICES


December 2014

APPENDIX A

Scope of Work

Central High School / Fountain Elementary Fiber

Submit total cost of labor, total cost of material, total cost of project and material list.

Install new 12 strand (6 pair) multi-mode fiber optic cable thru the existing tunnels between the Central High School MDF and the Fountain Elementary School MDF. Install new 1" innerduct as needed to protect the fiber in the open area. The fiber cable will be one continuous piece without any splices. Drawings of the Central High School and the Fountain Elementary School buildings will be provided.


December 2014

APPENDIX B Scope of Work

Fiber Optic Cable Installation For Lincoln Campus (Northern Route)


24 strand (12 pair) multimode fiber optic cable extending from the MDF in the Lincoln Elementary building to the MDF in the Lincoln Kent Vocational Options building. 24 strand (12 pair) multimode fiber optic cable extending from the MDF in the Lincoln Elementary building to the MDF in the Lincoln Developmental building. 12 strand (6 pair) multimode fiber optic cable extending from the MDF in the Lincoln Developmental building to the MDF in the Lincoln Central Facility building. The fiber optic cable will be buried between buildings. Upon entry into the building there will be installed a transition splice from outside to inside multimode fiber optic cable. Within each building the inside fiber optic cable will be in flexible innerduct. The fiber optic cable will be terminated in SYSTIMAX fiber termination trays with SYSTIMAX LC ends. Drawings of the Lincoln Campus site and all buildings will be provided. A layer detailing the location of the fiber optic cable runs will be created and submitted in electronic format to: James R. Schalk


[email protected]

APPENDIX C


December 2014

Scope of Work

Fiber Optic Cable Installation For Lincoln Campus (Southern Route)


24 strand (12 pair) multimode fiber optic cable extending from the MDF in the Lincoln Elementary building to the MDF in the Lincoln Developmental building. 24 strand (12 pair) multimode fiber optic cable extending from the MDF in the Lincoln Elementary building to the MDF in the Lincoln Kent Vocational Options building. 12 strand (6 pair) multimode fiber optic cable extending from the MDF in the Lincoln Vocational Options building to the MDF in the Lincoln Central Facility building. The fiber optic cable will be buried between buildings. Upon entry into the building there will be installed a transition splice from outside to inside multimode fiber optic cable. Within each building the inside fiber optic cable will be in flexible innerduct. The fiber optic cable will be terminated in SYSTIMAX fiber termination trays with SYSTIMAX LC ends. Drawings of the Lincoln Campus site and all buildings will be provided. A layer detailing the location of the fiber optic cable runs will be created and submitted in electronic format to: James R. Schalk


[email protected]

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