Description

This is a Request forProposals (RFP) used when County expenditure will be more than $150,000 for the initial term of the resulting contract. PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event. INTRODUCTION AND BACKGROUND: The Multnomah County Office of Information Technology provides low voltage Telecommunications infrastructure and Wide Area Network services within County owned, leased and partner-occupied buildings.   Multnomah County is soliciting proposals for a vendor to aid and assist with the installation and maintenance of the County’s Telecommunications Infrastructures.  These infrastructures include (but are not limited to), Category 5E, 6, 6a & UTP Cabling plants, Conventional Single mode and Multi-Mode Fiber Optic Cabling plants. CURRENT SERVICES/SOLUTION: Not applicable to this sourcing event. MULTNOMAH COUNTY TECHNICAL ENVIRONMENT Not applicable to this sourcing event. FUNDING Adequate funding has been budgeted for the purchase of these services. SOLUTION REQUIREMENTS/SCOPE OF WORK Proposers must demonstrate experience and knowledge of high-speed voice and data cabling systems, including copper, single and multi-mode fiber optics, equipment room assemblies, hub terminations, connectors, supported pathway installations, and other related areas.  Proposers must demonstrate experience and knowledge in testing installations of components and source documentation verification. This document defines the cabling system and subsystem components as including cables, termination hardware, supporting hardware and miscellaneous materials that the Contractor will furnish to complete the installation of a telecommunications system supporting voice and data services.  The intent of this RFP is to provide all of the pertinent information to allow the Contractor to bid the labor, material supervision, tooling and miscellaneous mounting hardware and consumables for a complete and operable system.  It is the responsibility of the Contractor to provide any and all items required for a complete system. Coordination and Access shall be controlled by Multnomah County.  Access shall include, but not be limited to, the Associated Main Communications Facility, Main Distribution Facility, Intermediate Distribution Facility, Vaults, Tunnels, Enclosures, Telecommunication Rooms, Raceways and Related Infrastructures.  Multnomah County shall be responsible for coordination of scheduling and work. Staffing:  The Contractor must maintain a fully staffed and equipped organization capable of performing all work requested, including:  A) Current status with the warranting manufacturer Commscope Network Infrastructure Systems; Uniprise and Systimax SCS Solutions. B) These companies shall be current with installation crew that must be staffed with technicians who have completed their required Commscope training courses. C) The contractor shall be able to retain a Registered Communications Distribution Designer (RCDD) certified by and in current good standing with the Building Industry Consulting Service International (BICSI).    The RCDD can be a direct employee of the Contractor or (i.e. a RCDD Consultant/Sub-Contractor is acceptable). A current RCDD certificate must be provided with each proposal over $25,000.The RCDD shall inspect the work in progress and shall certify the work at the completion of each project. D) All contractor employees who will be working or visiting any Multnomah County facilities will have to pass a background security check that will be administered by the County. 3. Response Time:  Multnomah County will require the dispatch of a qualified maintenance or Repair Technician to any of the Multnomah County Facilities within four (4) hours of an Emergency request during Installation, Acceptance or Warranty Periods. 4. Sub-Contracting:  Multnomah County SHALL NOT ALLOW subcontracting for any portions of work.  The following exceptions are acceptable with prior written consent from Multnomah County IT Infrastructure Designer: A) Seismic Upgrades or Engineered Seismic Protection Systems; B) Termination of Service End Grounding, Bonding or Arresting Systems; C) Gypsum or Lath & Plaster Cutting, Patching or Finishes; D) Concrete or Asphalt Cutting, Patching or Finishes; E) Roof-Top Penetrations and Sealing; F) Extensive EMT/PVC/Rigid Conduit Installation(s); G) Fire-Caulking or Fire-Proofing of Entrance Flanges; and H) Bluebeam or any Document Control of Multnomah County Properties.  5. Documentation:  The Contractor must maintain a capability for providing shop drawings which show complete system plan views indicating intra- and inter-building pathways, closet layouts, equipment layouts, device layout raceway routing and sizing.  6. The Contractor As-Built Drawings & Bluebeam Software A) Multnomah County requires As-Built and Document Drawings upon the Substantial Completion of all projects.  Multnomah County shall provide, in electronic format using Bluebeam software, PDF’s or hard copy, all plans, specifications, added, modifications and related documents to the Contractor. B) It shall be the Contractor’s responsibility to use Bluebeam for modifications and markups to be provided back to Multnomah County IT personnel.    It shall be the Contractor’s responsibility to notify Multnomah County in writing one (1) Week prior to the need of such documents. It shall be the Contractor’s responsibility to maintain the As-Built set of documents used for project status and Multnomah County Review during the course of the project(s).  The Field Foreman and Superintendent shall ensure this demand is complied with. It shall be the Contractor’s responsibility to make any As-Built Drawings available to the IT Designated Representative of Multnomah County upon any request during the course of the project(s). Contractor shall prepare drawings using Bluebeam software compatible with Multnomah County latest release.  At final project completion, copies of the Bluebeam drawings, and any related documentations, shall be delivered to Multnomah County in an electronic format and hard copies to be mounted in each ER/TR when a project is completed. C) The Contractor shall perform testing in all Medias and associated installed components; and provide an electronic format copy to Multnomah County at final completion or upon written request with receipt. Testing shall include: All copper/fiber testing should be done with the Fluke Networks DSX2-8000 Series including CertiFiber Pro or equivalent with the current version of software. D) The Contractor shall provide a Google Sheets® spreadsheet “Termination Identification” Schedule listing all terminations and their respective numbering upon substantial completion of each project or work order. 7. Multnomah County Telecommunication Standards and Regulatory Standards A) Multnomah County Telecommunication Standards and Regulatory Requirements shall govern all Project Installations.  All work shall be performed in accordance with the latest revisions of all-governing codes and standards.  The following industry standards, codes and regulations shall apply: National Electrical Code (NEC) NEC Article 800 Entrance Cable Protection Standards National Fire Protection Agency (NFPA) – 70, National Electrical Code NFPA 78 Lightning Protection Code NFPA 101 Life Safety Code Telecommunications Industry Association (TIA) Building Industry Consulting Services, International (BICSI) Telecommunications Distribution Methods Manual (TDMM) TIA/EIA-568-B.2-1 Additional Transmission Performance Specifications for 4-Pair 100 Ohm Enhanced Category 6 Cabling TIA/EIA-569A Commercial Building Standard for Telecommunications Pathways and Spaces TIA/EIA-606 Administration Standard for the Telecommunications Infrastructure of Commercial Buildings TIA/EIA-607 Commercial Building Grounding and Bonding Requirements for Telecommunications TIA/EIA-758 Customer Owned Outside Plant Telecommunications Cabling Standard International Code Conference (ICC), IBC, IFC and IMC where governed Multnomah County Specialty Code Multnomah County Department of Information Technology Networking Group B) In the absence of specifications, the Building Industry Consulting Service International/Telecommunication Distribution Methods Manual (BICSI/TDMM) shall prevail and first quality materials and workmanship shall be supplied by Contractor. C) Should the requirements of this specification or the construction drawings conflict with governing codes and regulations, the more stringent shall apply.  Nothing in the construction drawings or this section shall be construed to permit work not conforming to all governing codes and regulations.  If maintaining the integrity of the codes and regulations has an associated cost impact, no work shall commence without the approval of Multnomah County. D) All work within this section shall be strictly controlled by Multnomah County.  It shall be the responsibility of the Contractor to inform Multnomah County prior to the commencement of all work in the Telecommunications Facilities including, but not limited to, the pre-installation and daily coordination efforts.  Multnomah County maintains the rights to require coordination drawings at no additional expense to Multnomah County should the Contractor fail to properly coordinate the initial work. E) Coordination Drawings: Should coordination drawings become necessary, the Contractor shall prepare and submit drawings to Multnomah County for review and approval. F) Contractor shall maintain an ongoing inspection and testing program.  This Quality Assurance program shall be made part of the Contractor’s closeout requirements. 8. Project  and Work Planning:  A pre-construction conference shall be included prior to all new construction or large remodeling projects with the following guidelines: A) One (1) week prior to commencing any Telecommunication related work or other work within the Telecommunications sections, the Contractor shall convene a Pre-Installation Conference.  At a minimum, the following personnel shall attend the Pre-Installation Conference: Multnomah County Senior Network Administrator (or other appointed Project Manager), the Contractor Project Manager, Contractor Superintendent, and Contractor General Foreman. B) During the course of all project work, Vendor’s Project Manager and Field Foreman will attend a weekly status meeting.  These meetings will be scheduled by Multnomah County for one (1) hour per week.  Circumstances may require more, or fewer, meetings as determined by the complexity and pace of the project. C) Within seven (7) days of authorization to begin work, the Contractor will provide a set of project documents, including: Complete manufacturer’s product literature (not Distributor’s Catalog Sheets) for all Cable, Cable Supports, Cable Tray, Ladder Racking, Equipment Racks, Equipment Cabinets, Patch Panels, Horizontal Wire managers, Vertical Wire Managers, Outlet Devices, Modular Jacks and all other Equipment or Materials required to complete the installation; Drawings showing complete Telecommunications Equipment layout within the MCF/MDF/IDFs; A drawing showing all complete Intra- and Inter-Building Pathways, Raceway Routing and Sizing, and all Point-to-Point Cabling Systems; A spreadsheet showing all jack termination IDs; Substitutions at time of Submittal shall not be considered unless initiated by Multnomah County; A Time-Scaled Construction Schedule indicating construction phases and specific deadlines related to the Project shall be provided by the Contractor; and At a minimum – the Construction Schedule shall include the following milestones.  Prior to the start of each task, work shall be reviewed and approved by Multnomah County. 1) Start and Completion of MCF cable feed to building MDF 2) Start and Completion of EF/ER/TR (MDF/IDF) Layout’s 3) Start and Completion of Vertical Riser Cable Installation 4) Start and Completion of Station Cable Installation 5) Start and Completion of Station Cable Terminations 6) Start and Completion of Outlet Terminations and Labeling 7) Start and Completion of Testing with Preliminary reports issued to IT Staff 8) Start and Completion of all required Permit Inspections and QA Inspections 9. Project Completion:  Prior to the substantial completion of each project or work order, the Contractor shall submit the following inspection and test documentation for review and approval: A) Inspection and testing reports, and other data which certifies that the materials supplied and the work performed conform to Contract Requirements; B) Documentation certifying that material acceptance testing was conducted IAW the Manufacturer’s Warranty requirements; and C)  Documentation certifying all Permits and Sub-Systems have been inspected by the Authority Having Jurisdiction, and have successfully complied with the NEC and UBC codes. 10. Inspection and Final Acceptance: A)  The Contractor shall request interim inspections by Multnomah County throughout the course of the installation. The Contractor shall incorporate in the Construction Schedule a minimum of a 4-Week period for final review and inspection process.  During this period, Multnomah County shall review the project completion, submittals and conduct on-site inspections. Multnomah County shall generate “Punch-List” or materials and workmanship that are not acceptable.  The Contractor at no additional cost to Multnomah County shall correct any part of the system, materials or workmanship not meeting the requirements of this section. A follow-up inspection shall be made by Multnomah County after the Contractor has made all corrections indicated on the “Punch-List”.  This review and inspection process shall be repeated as required until final acceptance is granted. B)  Test Verification:  Upon receipt of Test Documentation, Multnomah County shall perform spot-testing of a representative sample of the cabling system to validate test results provided in the test documents.  Multnomah Testing will use the same method employed by the Contractor.  Minor variations will be allowed to account for differences in test equipment.  If significant discrepancies are found, the Contractor shall be notified for resolution.  All cables that are installed must be tested and documentation will be provided to Multnomah County. All copper/fiber testing should be done with the Fluke DSX2-8000 or equivalent with the current version of software.            C) System Warranty:  Multnomah County approved Contractor shall always maintain an active status with Commscope, including all training requirements, for the duration of the structured cabling project.  Staff each installation crew with the required number of trained personnel, in accordance with the Commscope CPP contract agreement, to support the 25-year system warranty requirements.  The Contractor shall submit all documentation to support the warranty requirements in accordance with Commscopes’ manufacturer’s Uniprise & Systimax warranty, and apply for said warranty on behalf of Multnomah County.  The warranty shall cover the components and labor associated with the repair/replacement of any failed link that is a valid warranty claim submitted within the warranty period. D)  System Performance:  During the 4-Week period between the final inspection and delivery of the test and as-built documentation, Multnomah County will activate the cabling system.  Multnomah County will validate operation of the cabling system during this period. E)  O&M Manuals shall be provided by the Contractor to Multnomah County including Record Drawings, Letter of Certificate and Test Results. F)  Record Drawings shall be provided by the Contractor to Multnomah County including: Actual routing and mounting of all raceways and cable trays. Actual cable type, label numbers and routing. Actual system cabling diagrams, connection diagrams and interface of all components in the system, including the layout of components in the EF/ER/TRs (MCF/MDF/IDFs). PRE-AWARD RISK ASSESSMENT Successful proposers whose contract award includes federal funding (as identified by a Catalog of Federal Domestic Assistance number) will be subject to a PreAward Risk Assessment (which includes an evaluation of financial stability, quality of financial /management systems, experience with federal funds, reports and findings from audits) completed by Multnomah County (if one has not been submitted in the last year) prior to the issuance of a contract. Contractors who fail to submit the required documents will not be eligible for a contract from the County. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS Timely submission of responsive, responsible offers is the only minimum requirement for this sourcing event. FISCAL REQUIREMENTS AND REPORTING Not applicable to this sourcing event. PERFORMANCE MEASURES/PERFORMANCE CONTRACTING Not applicable to this sourcing event CONTRACT NEGOTIATION The County will initiate contract negotiations with the responsive and responsible Supplier with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Supplier. This process may continue until a contract agreement is reached.  Multnomah County reserves the right to score the acceptance of its standard contract terms and conditions as a part of this sourcing event. CONTRACT AWARD County is seeking to award one contract through this sourcing event.  Award, as determined by the County, will be made to the responsible Supplier whose Proposal the County determines is most advantageous to the County based on the evaluation process and evaluation factors described in this sourcing event. Multnomah County strongly encourages the participation of Minority-Owned, Women-Owned, and Emerging Small Businesses and Organizations in providing these services. The resulting contract may be available for use cooperatively by other jurisdictions. CONTRACT TERM The contract term will be negotiated at time of contract award and will be dependent upon the product and/or services provided. The Negotiated contract term will be in compliance with all public procurement laws and Multnomah County PCRB public contracting rules. COMPENSATION AND METHOD OF PAYMENT Compensation method for implementation services and hardware: deliverables-based payments upon acceptance with a not to exceed cap. Compensation method for ongoing services, software maintenance and support or subscriptions, etc. will be subject to negotiation once the County has selected a Supplier. INSURANCE REQUIREMENTS The Supplier awarded a Contract as a result of this sourcing event will be required to provide at a minimum the insurance outlined in the table below. The type of insurance required will depend on the type of services and or products provided under the contract which will be negotiated during the contract process. Type of Insurance Per Occurrence Aggregate Professional Liability $1,000,000 $2,000,000 Commercial General Liability $1,000,000 $2,000,000 Cyber Liability (only if Software as a Service) $5,000,000 $10,000,000 Workers Compensation Required  MULTI-STAGE SOURCING EVENT SUMMARY Multnomah County will follow a multi-stage sourcing event that incorporates the following potential steps in the Multco Marketplace Supplier Portal: ●     Panel Questionnaire Solution and Supplier Research (Unscored) ●     Autoscored Supplier Qualification based on Solution Requirements ●     Scripted Remote Demo ●     Site Visit(s) ●     Panel Questionnaire Proposal Solution Requirements ●     Panel Questionnaire Proposal Doing Business with Multnomah County ●     Oral Evaluation ●     Pricing Evaluation ●     Best and Final Offer (BAFO) The purpose of a multistage process is to identify and adjust the competitive range between proposed solutions based on the evaluation of each stage with the goal of identifying the most advantageous solution at the conclusion of the process. The first stage for this Sourcing Event will be an Autoscored Supplier Qualification based on Solution Requirements. The follow-on stages will be determined based on the results of the first stage. Multnomah County reserves its right, at its sole discretion, to modify, combine, adjust, re-order, repeat, re-schedule or cancel individual steps by written notification to all affected parties.  Multnomah County may, at its sole discretion, make an award at such time as the most advantageous solution for the County has been identified through this competitive process. EVALUATION PROCESS AND CRITERIA Proposed solutions will be evaluated using a combination of auto-scoring and scoring by an evaluation panel depending on the stage.  Scores of each stage will be added together for a total score for all stages excluding BAFO.  If the County uses an optional BAFO process, prior scores will be considered but a new score will be determined based on evaluation of Best and Final Offers. Multnomah County is seeking a solution and/or services that meets or exceeds its identified requirements in this Description based on the judgment of the evaluators and the score of the supplier’s offer determined by this process, at a cost that is deemed by evaluators to be reasonable, responsible and optimal for purchase with public dollars. DETERMINATION OF COMPETITIVE RANGE Multnomah County will determine Competitive Range based on a natural break in scores for those proposers that are determined to be closely competitive and have a reasonable chance to be the Most Advantageous Proposer. At the conclusion of each stage, all proposers will receive notification of which Proposers have been determined to comprise Competitive Range.  Proposers determined to be within the Competitive Range will continue to the next stage unless the County chooses to make an award.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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