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HomeMy WebLinkAboutRFP - 7213 FIBER OPTICS SPLICING AND RELATED SERVICESF6rt of �� Purchasing REQUEST FOR PROPOSAL Fiber optics splicing and related services City of Fort Collins, Utilities Department RFP 7213 Financial Services Purchasing Division 215 N. Mason St. 2Id Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221,6707 kgov.com/purchasing PROPOSAL DUE DATE: 3:00 p.m. (our clock) Tuesday, March 15, 2011 SA rev03/10 8. Review and Assessment - Service Providers will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal show an understanding of the objectives, methodology to be used, and results that are desired by the Utilities? 3.0 Assigned Personnel Does the person(s) who will be working on the projects have the necessary skills, training, and/or certifications? 1.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the Service Provider available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the Service Provider interested and are they capable of doing the work in the required time frame? 2.0 Firm Capability Does the Service Provider have the support capabilities required by the Utilities? Has the Service Provider done previous projects of this type and scope? Does the Service Provider have the necessary tools, equipment, and vehicles? 2.0 Cost and Do the proposed cost and work hours compare favorably with Work Hours the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase'? SA rev03/10 9. Reference Evaluation - (Top Ranked Service Provider) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? How would you rate the quality of their work? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? If deadlines were not met, what was the cause? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Please describe any problems or issues encountered. Budget Was the original Scope of Work completed within the project budget? If not, can you describe the reasons for any cost overruns? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were any problems corrected quickly and effectively? SA rev03/10 Exhibit "A" SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of pages and incorporated herein by this reference. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) pages, and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 12 SA rev03/10 4. Contract Period. [Option 2] This Agreement shall commence , 200 and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. [Early Termination clause here as an option] 6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: Copy to: Service Provider: City of Fort Collins City of Fort Collins Attn: Purchasing Attn: PO Box 580 PO Box 580 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service l3 SA rev03/10 Providers obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit "A", consisting of pages, and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Providers compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 12. Warranty. 14 SA rev03/10 a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. C. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 13. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 14. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party; the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15 SA rev03/10 15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 17. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 18. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. SA rev03/10 19. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of 17 SA rev03/10 receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department') made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 20. Red Flags Rules. Service Provider must implement reasonable policies and procedures to detect, prevent and mitigate the risk of identity theft in compliance with the Identity Theft Red Flags Rules found at 16 Code of Federal Regulations part 681. Further, Service Provider must take appropriate steps to mitigate identity theft if it occurs with one or more of the City's covered accounts. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "" - Confidentiality, consisting of one (1) page, and Exhibit "_", Federal Requirements, consisting of three (3) pages attached hereto and incorporated herein by this reference. 18 SA rev03/10 ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney ATTEST: CORPORATE SECRETARY CITY OF FORT COLLINS, COLORADO a municipal corporation By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing and Risk Management 0 PRINT NAME CORPORATE PRESIDENT OR VICE PRESIDENT (Corporate Seal) m 10UTM- ik11KII Fiber optics splicing and related services REQUEST FOR PROPOSAL Written proposals, five (5) copies will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock)Tuesday, March 15, 2010. Proposal No.7213. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the proposal should be directed to Eric Dahlgren, Telecommunications Systems Administrator, City of Fort Collins Utilities, (970) 221-6712 or edahlgren@fcgov.com. Questions regarding proposal submittal or process should be directed to Opal Dick, CPPO, Senior Buyer, (970) 221-6778, odick@fcgov.com. A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage, www,fcgov.com/eprocurement Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Proposal. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management SA rev03110 Exhibit "B" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs) Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. Professional By: SA rev03/10 User Acceptance The attached forms consisting of pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. City of Fort Collins By: Director of Purchasing and Risk Management (if over $60,000.00) Date: Exhibit "C" INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. SA rev03/10 Exhibit "D" CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City') pursuant to this Agreement (the "Agreement"), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as "information") that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) . The Service Provider shall not disclose any such information to any person not having a legitimate need -to - know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City's remedies at law for a breach of the Service Provider's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law. SA rev03/10 3 Exhibit "E" FEDERAL REQUIREMENTS "American Recovery and Reinvestment Act of 2009" Procurement Provisions: This contract is funded by the "American Recovery and Reinvestment Act of 2009" (ARRA). In compliance with the ARRA contractors and subcontractor must adhere to the following provisions: ARRA TITLE XV—ACCOUNTABILITY AND TRANSPARENCY BUY AMERICAN SEC. 1605. USE OF AMERICAN IRON, STEEL, AND MANUFACTURED GOODS. (a) None of the funds appropriated or otherwise made available by this Act may be used for a project for the construction, alteration, maintenance, or repair of a public building or public work unless all of the iron, steel, and manufactured goods used in the project are produced in the United States. (b) Subsection (a) shall not apply in any case or category of cases in which the head of the Federal department or agency involved finds that— (1) applying subsection (a) would be inconsistent with the public interest; (2) iron, steel, and the relevant manufactured goods are not produced in the United States in sufficient and reasonably available quantities and of a satisfactory quality; or (3) inclusion of iron, steel, and manufactured goods produced in the United States will increase the cost of the overall project by more than 25 percent. (c) If the head of a Federal department or agency determines that it is necessary to waive the application of subsection (a) based on a finding under subsection (b), the head of the department or agency shall publish in the Federal Register a detailed written justification as to why the provision is being waived. (d) This section shall be applied in a manner consistent with United States obligations under international agreements. WAGE RATE REQUIREMENTS SEC. 1606. Notwithstanding any other provision of law and in a manner consistent with other provisions in this Act, all laborers and mechanics employed by contractors and subcontractors on projects funded directly by or assisted in whole or in part by and through the Federal Government pursuant to this Act shall be paid wages at rates not less than those prevailing on projects of a character similar in the locality as determined by the Secretary of Labor in accordance with subchapter IV of chapter 31 of title 40, United States Code. With respect to the labor standards specified in this section, the Secretary of Labor shall have the authority SA rev03/10 and functions set forth in Reorganization Plan Numbered 14 of 1950 (64 Stat. 1267; 5 U.S.C. App.) and section 3145 of title 40, United States Code. ECONOMIC STABILIZATION CONTRACTING SEC. 1611. HIRING AMERICAN WORKERS IN COMPANIES RECEIVING TARP FUNDING. (a) SHORT TITLE. —This section may be cited as the "Employ American Workers Act". (b) PROHIBITION.— (1) IN GENERAL. —Notwithstanding any other provision of law, it shall be unlawful for any recipient of funding under title I of the Emergency Economic Stabilization Act of 2008 (Public Law 110-343) or section 13 of the Federal Reserve Act (12 U.S.C. 342 et seq.) to hire any nonimmigrant described in section 101(a)(15)(h)(i)(b) of the Immigration and Nationality Act (8 U.S.C. 1101(a)(15)(h)(i)(b)) unless the recipient is in compliance with the requirements for an H-1 B dependent employer (as defined in section 212(n)(3) of such Act (8 U.S.C. 1182(n)(3))), except that the second sentence of section 212(n)(1)(E)(ii) of such Act shall not apply. (2) DEFINED TERM. —In this subsection, the term "hire" means to permit a new employee to commence a period of employment. GENERAL CONSTRUCTION REQUIREMENTS Compliance with Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60). (All construction contracts awarded in excess of $10,000 by grantees and their contractors or subgrantees) Compliance with the Copeland "Anti -Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3). (All contracts and subgrants for construction or repair) SA rev03/10 (5) Compliance with the Davis -Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR Part 5). (Construction contracts in excess of $2000 awarded by grantees and subgrantees when required by Federal grant program legislation) Example: for Larimer County, Colorado * ELE00068-009 06/01/2010 Rates Fringes ELECTRICIAN (Including Low Voltage Wiring and Installation of Communications Systems, Security Systems, Telephones, and Temperature Controls) ....... $ 31.60 12.32 (6) Compliance with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor regulations (29 CFR Part 5). (Construction contracts awarded by grantees and subgrantees in excess of $2000, and in excess of $2500 for other contracts which involve the employment of mechanics or laborers) SA rev03/10 Fiber optics splicing and related services 1. General Information - The City of Fort Collins, Utilities Department is requesting proposals to establish a Primary Service Provider for fiber optics splicing and related services. The Service Provider must also have the background and skills to assist the Utilities in fiber optics system related activities such as the development of splice plans, patch panel design, cost estimating, and suggestions regarding fiber optic equipment choices, documentation of work, and labeling for fiber identification purposes. Depending upon the specific project at any given time, if the project is funded wholly or in part by Federal funds, the Service Provider must be prepared to meet Federal regulations with respect to the payment of Davis -Bacon wages, Buy American and Buy America requirements, and any other Federal requirements which may apply to that given project (see Exhibit "E" for examples). 2. General Background Information - The City of Fort Collins Utilities, in partnership with the Platte River Power Authority, has constructed an extensive fiber optics infrastructure consisting of a 26.2 mile, 144-strand backbone loop within the City of Fort Collins which connects electric substations and various other City facilities. Lateral fiber cables attached to the backbone loop serve a large variety of both public and private commercial agencies. There is frequent need to design and build fiber connections to additional agencies and facilities. In addition, two large projects, funded in part by Federal grants are currently in the planning stages: the Mason Street Corridor Bus Rapid Transit (BRT) project, and the Utilities' Smart Grid metering project. Both of these projects will require extensive fiber construction, splicing, and related work. The Utilities is seeking a Service Provider with extensive skills, knowledge, and hands- on experience in the area of building, testing, documenting, troubleshooting, and repairing fiber optics infrastructure including suggestions regarding route planning, system design details, methods and procedures. The Service Provider's primary duties will be in system construction activities which may include cable, patch panel, and splice enclosure preparation, fiber splicing, terminations, optical loss testing, troubleshooting, and documentation. However, the Utilities is also interested in a Service Provider that can offer suggestions and brainstorm options related to the planning, design, troubleshooting, and repair of complex fiber optics systems including new additions and occasional redesign/rebuilding and/or repair of existing systems and subsystems on a project by project basis. SA rev03/10 3. Examples of Potential Work Assignments - Work assignments may include: - Perform the splicing of single -mode and multi -mode fiber strands using both fusion and mechanical splicing methods. - Build and install a variety of fiber connectors such as ST, SC, LC, and other connectors the City may decide to use in the future. - Assist with the design of, and have hands-on responsibility for building fiber patch panels, patch cords, pigtails, splice trays, and splice enclosures for both inside and outside fiber optics plant as requested. - Test and troubleshoot fiber optics cables and connectors using a variety of test equipment including OTDRs, light source and power meters, optical fiber identifiers, laser devices, viewing scopes, and visual fault indicators in order to determine and document optical losses, span distances, and system trouble points. - Make repairs to damaged fiber cables, bad splice points, dirty or poorly - constructed connectors and other fiber related infrastructure as required. - Offer suggestions regarding the design of and planning for new fiber infrastructure including splice plans, fiber routes, and suggested equipment and configurations. - Offer suggestions and advice regarding materials, equipment, procedures, and practices keeping in mind the City's accepted standards and industry best practices. Note: All work performed by the Service Provider must conform to accepted applicable industry standards (e.g. ETA, IMSA, FDA, BICSI), industry best practices, and the City's Telecommunications Building and Network Standards and other applicable equipment standards and specifications. 4. Proposal Guidelines — The City of Fort Collins, Utilities Department is soliciting proposals to select a Service Provider for fiber optics splicing and related services at various locations in and around Fort Collins. Service providers shall answer questions 1 through 9 on the following Proposal Sheets and supply all requested work history and certification information. Please feel free to attach a resume(s) and any additional information as you see fit. It is the Utilities' intent to enter into a Service Agreement with a Service Provider based on the most responsive and responsible Service Provider that meets the requirements set forth in this proposal. n SA rev03/10 4.a. Proposal Sheet Fiber optics splicing and related services (Please answer the following questions and number appropriately) Name, work history, relevant professional training, and industry certifications of the person who will be the primary contact person for the Utilities and who will have primary responsibility for requested Work Orders. Preference will be given to Service Providers who have advanced certifications such as Fiber Optics Instructor Certification from the State of Colorado Schools of Occupation and Education. Preference will also be given to Service Providers who have a working knowledge of the fiber optics infrastructure in the City of Fort Collins and surrounding areas. Name, work history, relevant professional training, and industry certifications of any and all technical experts who will perform the actual hands-on work related to the requested Work Orders. If the hands-on technician is the same person as in Question 1, just state "same as Question 1." If other technicians will be used by the primary contact person, include the requested information for each of them. The same preference statements made in Question 1 apply. 3. Provide descriptions of at least three (3) large-scale fiber optics projects where the person listed in Question 1 had primary technical responsibility for hands-on fiber work including splicing, terminations, cable preparation, testing, labeling, and documentation. If the person listed in Question 1 was not the hands-on technician for the project, please describe the circumstances. Be specific about the scope and scale of the project including information such as type and feet of fiber cable for the project, overhead or underground construction, number of splices, number and type of connectors, and any other technical details that will help the reader evaluate your technical competency. a. For each project, include dates that the work was performed and the job location. b. For each project, include the name and phone number or other contact information for the Project Manager or Project Supervisor. 4. Provide any other information about the person(s) named in Question and 2 that would be helpful in evaluating that person's skills and experience level related to fiber optics. This could include information such as supervisory experience, the training of others regarding fiber optics industry standards and procedures, relevant research efforts, speaking engagements at industry seminars, or similar information. SA rev03/10 4.a. Proposal Sheet (Continued - Please answer the following questions and number appropriately) Fiber optics splicing and related services 5. The successful Service Provider must provide a mobile, protected environment for field splicing activities. Most outside splice closures in Fort Collins are located in telecom vaults or handholes that are next to or near paved roadways. However, the Service Provider may be requested to perform work at a location that would be difficult to access with a vehicle. a. Please describe the vehicle(s), trailer(s), or other means that you own or lease that you will normally be using as a work platform. b. Describe how you will control the work environment if the work location is not accessible by a vehicle. 6. Please provide your best estimates for the following: a. What is your average response time for non -emergency work orders? b. How quickly can you respond to emergency work orders? c. What is your availability throughout a normal year? Are there periods when you would not be available? 7. Do you have a competent, experienced, and certified back-up person that the Utilities can call upon in the event you are not available (if yes, please include that person's information in Question 2, above.) Please note that the use of subcontractors will not be allowed without the prior written consent of the Project Manager. 8. The Service Provider will be expected to supply all tools, equipment, vehicles, and supplies necessary to perform the work. Describe the following equipment that you will be using: a. Fusion splicer — manufacturer, model, date of last calibration. b. OTDR — manufacturer, model, date of last calibration. c. Other specialized equipment including fiber optics test equipment. SA rev03/10 4.a. Proposal sheet (Continued -Please answer the following questions and number appropriately) Fiber optics splicing and related services 9. The Service Provider will supply current pricing for the following tasks: a. Fusion splicing, single -mode fiber Number of strands Cost per strand Comments 1-12 13-24 25-36 37-48 49-72 73-96 97-144 >144 b. OTDR test single -mode fiber strands on reel (including the supplying of test documentation on disc and hard copy in a format to be agreed upon) Number of strands Cost per strand Comments 1-12 13-24 25-36 37-48 49-72 73-96 97-144 >144 c. Build SC connectors in the field Number of connectors Cost per connector Comments 1-12 13-24 25-36 37-48 SA rev03/10 d. Other typical cost items Activity Cost per Comments Unit Open/close a splice enclosure Mobilization charge to Fort Collins location Splice case/cable/splice tray prep Light source/power meter test on 2 strands of installed SM fiber (Note: for this example, assume end points are 5 miles apart) Labor hours, 8 Am — 5 PM (for activities not otherwise specified) Labor hours, 5 PM — 8 AM (off hours) (for activities not otherwise specified) Percentage added to materials cost for ordering, handling, storage, and delivery to site SA rev03/10 5. Work Order Service Agreement and Work Orders - Please review the enclosed Work Order Service Agreement (Exhibit "A") carefully. The awarded Service Provider must enter into a Work Order Service Agreement with the City of Fort Collins and will be expected to sign the Agreement without revision. The awarded Service Provider will be contacted by the Project Manager on a project -by -project basis and asked to provide a price quote for each project, based on the rates to be agreed upon by the parties, which will become part of the signed Work Order Service Agreement. The Service Provider will advise the Project Manager if they cannot provide a quote for a given project or are unable to provide the work requested, in which case the Project Manager will contact another Service Provider. A Work Order form will be completed and signed for each project in accordance with the Service Agreement. The Service Provider's inability to quote on a specific project will not affect their status as the awarded Service Provider for subsequent projects. Needed service from the Service Provider during the contract period will be requested through issuance of Work Orders (see sample form, Exhibit "B"). There is no guaranteed minimum or maximum amount of services to be ordered. No individual work order exceeding $60,000 will be issued. The Utilities reserves the right to supply any or all of the materials needed on a given project. The City reserves the right to independently contract any services rather than issuing work to the Service Provider pursuant to the award of this RFP and the attached Service Agreement. Nothing within the awarded Agreement shall obligate the City of Fort Collins to have any particular service performed by the awarded Service Provider. 6. Insurance Requirements - The awarded Service Provider must provide the required Certificate of Liability Insurance (Exhibit "C") naming the City as an Additional Insured. 7. Term of Agreement - This Service Agreement will be effective for one year from the date of signing. At the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Pricing changes shall be negotiated by and agreed to by both parties and may not exceed the Denver -Boulder CPI-U as published by the Colorado State Planning and Budgeting Office. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. SA rev03/10