REQUEST FOR PROPOSALS OREGON CITY ANNEX FIBER OPTIC ENGINEERING & INSTALLATION. Date Due: Friday, September 8, Time Due: 4:00 p.m.

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1 Information Technology 625 Center Street Oregon City OR Ph (503) fax (503) REQUEST FOR PROPOSALS OREGON CITY ANNEX FIBER OPTIC ENGINEERING & INSTALLATION Date Due: Friday, September 8, 2017 Time Due: 4:00 p.m. RFP.Docx - 1 -

2 CITY OF OREGON CITY OF OREGON CITY REQUEST FOR PROPOSALS OREGON CITY ANNEX FIBER OPTIC ENGINEERING & INSTALLATION The City of Oregon City (City), Oregon invites proposals for provision of professional services associated with purchasing and installing a fiber optic extension from 320 Warner-Milne Road to a new location at 698 Warner Parrott (Mt. Pleasant School annex). The City intends to enter into a Personal Services Agreement with the selected contractor (Contractor) to start work as early as October, 2017, and be completed by March, Submissions may be accepted electronically via or in hard copy form no later than 4:00 p.m. (local time), on Friday, September 8, Submissions received after this time will be considered non-responsive and will be returned without review. Hard copy submissions should be addressed to: David Knoll, IT Supervisor City of Oregon City 625 Center Street Oregon City, OR For hard copy submissions, please submit three copies of your bid proposal and enclose in an enveloped that is clearly identified with "Sealed Bid Oregon City Annex Fiber Optic Engineering & Installation." The envelope must be date/time stamped by the City Hall receptionist. submissions should be sent to David Knoll at dknoll@orcity.org. Technical questions about this RFP should be directed to David Knoll at dknoll@orcity.org or Brian Russell brussell@orcity.org. Process questions concerning this RFP should be directed to Pam Harris at pharris@orcity.org. More information can be found on the City s RFP/Bids web site at RFP.Docx - 2 -

3 CITY OF OREGON CITY OF OREGON CITY REQUEST FOR PROPOSALS OREGON CITY ANNEX FIBER OPTIC ENGINEERING & INSTALLATION The City of Oregon City (City), Oregon invites proposals for provision of professional services associated with purchasing and installing a fiber optic extension from 320 Warner-Milne Road to a new location at 698 Warner Parrott (Mt. Pleasant School annex). Proposals for this work should be submitted no later than 4:00 p.m., on Friday, September 8, SECTION 1: Project Summary... 4 SECTION 2: Background... 4 SECTION 3: Scope of Work... 5 SECTION 4: Contract... 6 SECTION 5: Cost... 6 SECTION 6: Submittal Requirements... 6 SECTION 7: Submission Process... 7 SECTION 8: Evaluation/Selection Criteria & Process... 8 RFP.Docx - 3 -

4 CITY OF OREGON CITY REQUEST FOR PROPOSALS SECTION 1: PROJECT SUMMARY The City of Oregon City has a 48-strand fiber optic installation terminated at our current Police Station at 320 Warner Milne Road. We wish to install an entirely new 48-strand fiber extension to a new facility at 698 Warner Parrott Road (the Mt. Pleasant School annex). The scope of this proposal includes the following: installation of 48-strand fiber to include a 200-foot coil at the new location prior to termination point, installation of a termination panel and cassettes at both ends, and providing strand tests and labelling upon completion. A map of the project is below. No slicing of fiber strands is anticipated for this installation only termination at both ends. Map of New Fiber Installation Route 320 Warner Milne Road to 698 Warner Parrot Road Oregon City, Oregon SECTION 2: BACKGROUND The City of Oregon City is requesting bids in the form of a turnkey solution for the design and installation of a 48-strand fiber connecting an existing location with a new location. The City considers turnkey to be the hand off of terminated, labelled, and tested fiber connections. This request covers the design, engineering, aerial and/or underground construction, and splicing as required to meet the stated objective. The City is requesting a bid for aerial fiber installation, but would entertain an underground option if costs are comparable, and should existing conduit exist that is available for use. The City is remodeling the annex location at Mt. Pleasant School, with construction to begin in October and be completed by March. The Contractor should be able to work within existing project work to accomplish the installation tasks. RFP.Docx - 4 -

5 SECTION 3: SCOPE OF WORK 3.1 General Requirements The Contractor is being asked to provide the following: o Hardware at both locations including termination panels, cassettes, any other equipment needed for completion o Single-mode fiber shall be used. o A network rack is already mounted and available for use in the data room on Warner-Parrot. Access to the data room will need to be worked out with the existing project work being performed at that location. Access to the existing location is available. o A 200-foot coil of extra fiber prior to the termination point. The intent would be to move the termination location at some point in the future. o Utility permits for any pole attachments, and installation of necessary utility pole tags/labels. The Contractor is responsible for obtaining and paying for any/all City, County, State, and Utility permits necessary to complete the installation. Prior to any underground work, the Contractor must call to have existing utilities located. It is the Contractor s responsibility to locate private facilities on private property. Contractor must make calls for locates far enough in advance as to not delay the project waiting for locate tickets to clear. Calling locates to assist in engineering and design of underground facilities is acceptable if it reduces overall costs. All work designed and performed shall be in accordance with the most recent industry standards and Federal, State, and City codes and ordinances. The Contractor is responsible to determine and adhere to the most recent release of codes when developing their bid. If the Contractor (or subcontractor) identify items in the drawings or specifications, construction of which would be a code violation, they are to immediately bring them to the attention of the Project Manager. The Contractor is responsible for temporary traffic control (pedestrian and vehicle) based on the standards set forth in the 2011 issue of the ODOT Oregon Temporary Traffic Control Handbook. A proposed route will be provided for each site, however, the Contractor shall determine the most feasible and cost efficient route to complete each lateral. The Contractor will clear work areas of any hazards/refuse prior to the end of each day s construction. The Contractor is responsible for researching and resolving all Right-of-Way requirements before beginning of construction. At project completion, the Contractor will provide to the City the following: o Fiber strand mapping and labeling to/from termination points o Reports on successful network speed testing for each site o Reports on successful final inspections for each site 3.2 Installation Requirements (for underground, if applicable) RFP.Docx - 5 -

6 Conduits entering and exiting vaults must be sealed to prevent water and debris from migrating into the duct system. Contractor will use 2 conduit size standard unless otherwise specified. All underground conduit must be buried a minimum of 36 deep. Locate wire/locatable mule tape must be placed the entire length of any underground conduit according to generally accepted construction procedures. Contractor shall verify said wire/tape after project completion. All disturbed surfaces shall be restored to their pre-construction condition, including permanent restoration of asphalt and concrete surfaces. Trenches in grassy areas must be filled and re-seeded per industry standard practices. All sequential markings must be recorded on the as-built drawings. 3.3 Site Visit An opportunity to visit each site will be provided to contractors on Thursday, August 31, at 1:00 p.m. starting at the Mt. Pleasant School site (698 Warner Parrott School Annex building) and then proceeding to 320 Warner Milne Road. An opportunity will be provided to see the location of expected fiber connections at that time. All contractors looking to provide proposals are encouraged to attend. Please RSVP to attend this site visit by ing David Knoll at dknoll@orcity.org. SECTION 4: CONTRACT The City intends to enter into a Personal Services Agreement with the selected Contractor. This agreement will commence once it is fully executed and a start date has been mutually agreed upon. The Agreement will remain in effect until project completion. The project will be complete when the Contractor has delivered to the City the following: 1. Terminated fiber connectivity between the two facilities 2. Fiber strand mapping and labeling to/from termination points 3. Report on final successful network testing 4. Report on successful final inspections SECTION 5: COST Contractors will submit an all-inclusive bid for each individual location based on the general, installation, and site-specific requirements listed in Section 3. SECTION 6: SUBMITTAL REQUIREMENTS Bid Proposals must include the following information: RFP.Docx - 6 -

7 An introductory letter with the company s name, address, phone, and fax numbers included. A name, address, and phone number of the company point of contact for this project is also required. A statement which indicates the proposal and bid price shall be valid and binding for six (6) months following the proposal due date. A statement of the qualifications and experience of the firm on projects similar in scope and nature, including information regarding the firm s organizational staffing. Names, contact information, and qualifications of personnel to be assigned to the project. Names, qualifications, and experience of outside contractors/subcontractors, if proposed to be used on the project, and their degree of participation. Summary of design plans for each location. All drawings and documentation produced will remain the sole property of the City of Oregon City. Not to exceed contract value for each of the three facilities on the completed Bid Proposal Form (Exhibit C). SECTION 7: SUBMISSION PROCESS Bid Proposals must be received no later than 4:00 p.m. (local time) on Friday, September 8, Bids may be submitted in hard copy form or electronically via . Bid proposals received after the designated date and time will be returned unopened. Hard copy Proposals must be in ink or typewritten, shall be double-sided and printed on recycled paper wherever possible, three copies must be included with submission, and should be enclosed in an envelope that is clearly marked on the outside as "Sealed Bid Oregon City Annex Fiber Optic Engineering & Installation." Hard copy Proposals may be mailed or delivered personally to the following address: David Knoll, IT Supervisor City of Oregon City 625 Center Street Oregon City, OR All proposals become part of the public file for the project, without obligation to the City of Oregon City. Electronic bids will be accepted via and the date/time stamp of receipt will apply. Please send them to dknoll@orcity.org. The City reserves the right to reject any or all submittals for good cause, in the public interest, and is not liable for any costs incurred by the Contractor in the submittal preparation. RFP.Docx - 7 -

8 A City of Oregon City Business License is required. Chapter 5.04 of the City Code states that no person shall do business within the City without a current, valid City license. No contracts shall be signed prior to the obtaining of the City of Oregon City Business License. Questions regarding this RFP shall be directed to David Knoll at dknoll@orcity.org. Interpretations or clarifications considered necessary by the City in response to such questions will be issued by Addenda, posted to the City s Bids/RFPs web site, and made available to all parties recorded by the City as having received the bid package. Questions received less than five calendar days prior to the date of bid opening may not be answered. Only questions answered by formal written Addenda will be binding. Oral statements and other interpretations or clarifications may not be relied upon and will not be binding or legally effective. If discrepancies or omissions are found or there is doubt as to the true meaning of any part of this bid package, a request for clarification or interpretation shall be submitted to the City no later than five calendar days prior to the date of bid opening. SECTION 8: EVALUATION/SELECTION CRITERIA & PROCESS Contracting is to be on a competitive basis. From the proposals received, the City will select the most qualified firm that is the most responsive to the submittal requirements. The Not to Exceed Proposal Value will be the City s lead consideration. Qualified firms unfamiliar to the City may be interviewed and further evaluated by the City. They will be evaluated based on their qualifications and experience on projects similar in scope and nature, on testimonials related to their responsiveness to service needs, and on their ability to perform the work. The City will work with the firm who is determined to be most competitive to negotiate the final contract details. If such negotiations are not successful, the City will then enter into negotiations with the firm determined to be the second most competitive. As part of the consideration for entering into a Personal Services Agreement with the successful firm, the firm is required to sign an agreement including the indemnification and hold harmless language and to obtain insurance with an insurer or insurers satisfactory to the City as set forth in Exhibit B. Failure to meet the insurance regulations as set forth shall result in the proposer s loss of contract award. Attachments: 1. Exhibit A Draft Personal Services Agreement 2. Exhibit B - Standard Conditions to the Oregon City Personal Services Agreement RFP.Docx - 8 -