HomeMy WebLinkAbout14C-Information Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: JANIS INGELS,
I.S. DIRECTOR
Dept: ADMIN/INFORMATION
SERVICES DIVISION
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Subject: RESOLUTION
AUTHORIZING THE PURCHASE AND
IMPLEMENTATION OF A NEW LOCAL
AREA NETWORK BACKBONE FROM
ACCENT COMPUTER SOLUTIONS.
Date: August 13th 2002
M/CC Meeting Date: September 23rd 2002
Synopsis of Previous Council Action:
On August 5th 1997, the Mayor and Common Council approved resolution 97-241
approving the purchase of an upgrade to the City's computer network and
purchase of office automation hardware and software.
Recommended Motion:
Adopt resolution,
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Contact person: .14NI~ INr.1=1 ~
Supporting data attached: Staff Report Ward:
FUNDING REQUIREMENTS: Amount: $259,394.63
Source: (Acct. No.)
(A,..,..t nccu~rirtinn)
Finance:
Council Notes:
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Agenda Item No. J L/ e '
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing a
contract with Accent Computer Solutions for the purchase and implementation of a Local Area
Network backbone.
BACKGROUND:
City Network Upgrade
The City's current network was purchased and installed in 1997. It has served the City well, but
is no longer capable of meeting the demands of modem software applications. Usage has also
increased dramatically on an annual basis over the five-year period.
The network currently experiences "time out" sessions in which it basically stops functioning
until it can catch up with the traffic demand. The addition of new, modem CAD, RMS, Police
Imaging, City Imaging, and Water Imaging systems will cause the network to begin experiencing
significant downtime, if not eliminate its functionality altogether. This would negatively impact
the ability of all departments to perform their day to day operations.
The upgrade to a modem "port switched" network with a high speed backbone will resolve the
current network related issues, and is projected to meet the City's needs for a minimum of
another five years. New switching technology, as specified in the bid specifications, will
increase the performance of the new network by a factor of 32 compared to the existing network
speed. This upgrade is mandatory for future applications that are graphic intensive such as
document imaging and the Police department's automated vehicle location system.
IS Staff developed an RFP that was sent to 19 vendors, as well as to the San Bernardino
Chamber of Commerce, for distribution. It was also posted on the Internet. A total of 12
responses were received.
Vendor Name Location Tech. Score Three Year Cost
IBM Costa Mesa 85 $382,989.35
Accent Computers Rancho Cucamonga 84 $239,394.63
Expanets Tustin 82 $492,327.00 .
Pacific Coast Cabling Chatsworth 75 $410,605.03 .
Verizon Ontario 75 $460,059.79 .
SBC Anaheim 71 $798,845.51 .
NIC Anaheim 70 $413,165.91 .
Spectrum Corona 69 $510,070.74
I ntratech Huntington Beach 64 $513,548.80 .
Burtronics San Bemardino 62 $280,220.00 . ..
GE Capital Riverside 61 $1,765,315.38
Computer Options San Bemardino 54 $658,057.50 ...-.
. Indicates extrapolated 3 year maintenance figures
.. Cost reflects 1 % local vendor reduction
... Does not include year 2 and 3 maintenance
The proposals were rated based on:
. technical merit, meeting or exceeding technical specifications
. firm's experience with network projects of similar complexity and scope
. completeness of response
. cost
Technical review and rating was performed by the IS Network Systems Administrator and the IS
Public Safety Systems Manager. Exhibit A and B attached.
The technical requirements were set based on specifications necessary in order to:
. meet the current known network capacity deficiency
. accommodate the known 02/03 additions of a new CAD, RMS, and automated
vehicle locater system for PD; and PD, Water, and City document imaging
systems
. provide capacity for future projected growth beyond 02/03
The top three bids all represent technical solutions that staff feels has the ability to meet the
City's projected needs for the next five years. Therefore, staff recommends award to the lower
bid of the three, Accent Computer Solutions.
FINANCIAL IMPACT
Due to the complexity of the project, a contingency fund of $20,000.00 is included in the total
cost of $259,394.63.
Refer to the details of the funding for this and other 02/03 proposed technology projects
within a separate item on this agenda, prepared by the Finance Director.
RECOMMENDATION:
Adopt resolution.
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SECTION IV. EVALUATION AND AWARD
Exhibit B
A. EVALUATION CRITERIA
1. Capabilities of Firm to Effectively Complete the Project
Requirements - 30%
Depth of Offeror's understanding of, and ability to manage, City's
requirements; ability to meet task deadlines; utility of suggested
enhancements or technical innovations.
2. Qualifications of Firm/Related Experience - 30%
Experience in providing services similar to those requested herein;
experience working with public agencies; strength and stability of the firm;
strength, stability, experience and technical competence of
subcontractors; assessment by client references; qualifications of project
staff; key personnel's level of involvement in performing related work; logic
of project organization; adequacy of labor commitment.
3. Reasonableness of Cost and Price - 25%
Reasonableness of the individual firm-fixed prices, and competitiveness of
quoted prices with other proposals received; adequacy of the data in
support of figures quoted; basis on which prices are quoted.
4. Completeness of Response - 15%
Completeness of response in accordance with RFP instructions;
exceptions to or deviations from the RFP requirements which the Offeror
cannot or will not accommodate; inclusion of required licenses and
certifications; other relevant factors not considered elsewhere.
B. EVALUATION PROCEDURE
City staff in accordance with the above criteria will evaluate all proposals
received as specified. The evaluators in applying the major criteria to the
proposals may consider additional sub-criteria beyond those listed. During the
evaluation period, the City may require an on-site visit andtor tour of the Offeror's
place of business. Offerors should be aware, however, that award may be made
without vendor visits, interviews, or further discussions.
.
C. AWARD
Depending on the dollar amounts of the offers received, City staff will
either select the vendor best meeting the above-specified criteria or
submit to City Council, for consideration and selection, the offer(s) judged
by staff to be the most competitive.
The City reserves the right to withdraw this RFP at any time without prior
notice and, furthermore, makes no representations that any contract(s) will
be awarded to any Offerors responding to this RFP. The City expressly
reserves the right to postpone proposal opening for its own convenience,
to waive any informality or irregularity in the proposals received, and to
reject any and all proposals responding to this RFP without indicating any
reasons for such rejection.
The City also reserves the riaht to award its total reauirement amona
two or more Offerors as City staff may deem to be in its best
interests. In addition, negotiations mayor may not be conducted with
Offerors; therefore, the proposal submitted should contain the Offerors
most favorable terms and conditions, since the selection and award may
be made without discussion with any Offeror.
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1.1 PAYMENT SCHEDULE:
Exhibit C
. A twenty percent (20%)
complete execution of the
down payment
agreement.
upon
. An additional thirty-five percent (35%) payment
upon completion of fiber inspection and
delivery of all hardware.
. An additional thirty percent (30%) payment upon
completion of the fnitial installation and a
complete cut over of the system.
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. A final fifteen percent (15%) payment,
thirty-five (35) days after acceptance of the
entire system and as-built documents are
delivered.
1.2
WORK SCHEDULE:
. T Equals the date the agreement is approved by
City of San Bernardino Mayor and Common
Council.
. T+7 Hardware ordered by Accent with staging
to take place at the City of San Bernardino
City Hall.
. T+14 Dark fiber checked at City Hall and at the
Main Police Station.
. T+28 Hardware received at City Hall.
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. T+35 Hardware backbone and edge devices
installed and tested. Router installed and
configured by City Staff.
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. T+42 Begin cutover of servers and clients to
new network.
. T+49 Complete cut over.
. T+63 Final system acceptance.
1.3 STAFFING OF PROJECT:
Paul Sheppard (resume in RFP response) will be
responsible for the overall project management of
the network backbone project and the supervision
of the project team. Mr. Sheppard will be
available via cell phone at all times during the
duration of the project.
The project team will consist of structured
cabling engineers and HP certified service
engineers.
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The structured cabling staff will be managed by
Paul Sheppard (resume in RFP response). The
structured cabling staff will insure the
integrity of the dark fiber that will be used for
the new backbone equipment. The structured
cabling staff will also be responsible to re-
arrange data racks to accommodate the new
equipment. Mr. Webber will be available during
the entire duration of the project via cell
phone.
The service engineering staff will be managed by
simon Foord, MCSE (resume in RFP response). The
service engineering staff will include George
Mellot, MCSE who will be on-site during the
majority of the installation. Both Mr. Foord and
Mr. Mellot will be available via cell phones
during the duration of the installation.
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Responsible employees will not be substituted
without prior notice to and approval by
responsible City of San Bernardino contact.
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Accent Compute~ Solutions will commit necessary
labor and resources to complete the entire
project in a timely and professional manner.
1.4 WORK PLAN:
Accent Computer Solutions is very sensitive
the needs of the City of San Bernardino and
draw from experience on similar projects
completed for other governmental agencies.
work plan has been prepared to ensure very
minimal after hour interruption of service.
to
will
The
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Accent Computer Solutions will ensure each "dark"
fiber strand needed for the connection between
switches is tested to meet ANSI/TIA/EIA 568-B
standards. Corrective action necessary short of
replacing fiber between switch locations is
included in the price of this quote. All new
equipment will be installed in parallel to
existing equipment. These tasks will be
completed by the structured cabling staff that
will be managed by Paul Sheppard.
All hardware and cabling installations will be
performed in accordance with federal, state and
local laws and building codes.
All programming, installation and testing of
installed switches will be completed prior to any
City of San Bernardino users being moved to the
new backbone. City of San Bernardino contact
will be asked to perform testing of new backbone
and approve same prior to any users being moved.
This process will not impact the existing network
or users. These tasks will be completed by the
service engineering staff that will be be managed
by Simon Foord, MCSE.
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The entire project is estimated to be completed
within six weeks upon equipment staging,
providing there is no significant problem
discovered with the existing installed fiber.
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Final system acceptance will be determined by
City IS staff.
Representative of The
City of San Bernardino
Representative of Accent
Computer Solutions Inc.
Date
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EXHIBIT D
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PROPOSAL
DESIGNED &
SUBMITTED BY
ACCENT
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San Bertnal' 't'no
AUGUST 13, 2002
July 18, 2002
SUBJECT: REQUEST FOR PROPOSALS RFP F-03-004
Gentlemen/Ladies:
The City of San Bernardino (City) invites proposals from qualified vendors for:
Network Backbone
on behalf of the City Information Services Department.
Please read this entire RFP package, paying particular attention to due dates,
the Instructions to Offerors, Technical Specifications, General Specifications and
Proposal/Price Forms. Proposals must include all requested information and
forms, and must be signed by an authorized agent of the offering company in
order to be considered responsive.
Sincerely.
Marsha Zeller
Purchasing Manager
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AUTHORIZING A CONTRACT WITH ACCENT
COMPUTER SOLUTIONS FOR PURCHASE AND IMPLEMENTATION OF A
LOCAL AREA NETWORK BACKBONE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION I: That Accent Computer Solutions is the selected source for
purchase and implementation of a network backbone. Pursuant to this determination,
the Purchasing Manager is hereby authorized to issue a Purchase Order and Service
Agreement (a copy of which is attached hereto as Exhibit "A" and incorporated in full
herein) to Accent Computer Solutions in an amount not to exceed $239,394.63 for
purchase and implementation of a new local area network backbone. A contingency
fund of in the amount $20,000.00 is also being requested. This amounts to less than
10% of the total project budget and is standard in network projects of this scope.
SECTION 2: Resolution of the Mayor and Common Council of t\1e City of
San Bernardino authorizing a contract with Accent Computer Solutions for purchase
and implementation of a local area network backbone. The Purchase Order shall
reference the number of this Resolution and shall incorporate the terms and conditions
of the Bid Specification # F-03-004 which is on file in the City Clerk's Office.
SECTION 3: The authorization to execute the above referenced agree-
ment order is rescinded if it is not executed within ninety (90) days of the passage
of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING A CONTRACT WITH ACCENT
COMPUTER SOLUTIONS FOR THE PURCHASE AND IMPLEMENTATION OF
A LOCAL AREA NETWORK BACKBONE.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by
The Mayor and Common Council of the City of San Bernardino at a
meeting thereof, held on the
day of
, 2002, by the
following vote, to wit:
Council Members
Aves
Navs
Abstain
Absent
ESTRADA
LIEN
McGINNIS
DERRY
SUAREZ
ANDERSON
McCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this day of
,2002.
Judith Valles, Mayor
City of San Bernardino
Approved as to form and legal content:
James F. Penman, City Attorney
BY: j,/
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Hewlett Packard Equipment
PART NO DECRIPTION QTY PRICE EXT PRICE
HP J4138A HP ProCurve Routing Switch 9308M
HP ProCurve 9300 Mini-GBIC Red. Mgt.
Mod.
HP ProCurve 9300 Mini-GBIC Module
HP ProCurve 9300 1000Base-T Module
HP ProCurve 9300 Redundant Power
Supply
HP ProCurve Switch 4108GL-Bundle
HP ProCurve Swtich 4148GL
HP ProCurve Switch GL Transceiver
module
HP ProCurve Switch GL 100/1000-T
module
HP ProCurve Switch GL 101100-TX module
HP ProCurve Switch RPS
HP ProCurve Gigabit-SX-LC Mini-GBIC
HP ProCurve Gigabit-LX-LC Mini-GBIC
HP ProCurve Gigabit-LX Transceiver
H P ProCurve Gigabit-SX Transceiver
HP ProCurve Switch Gig Stacking kit
HP J4857 A
HP J4856A
HP J4842A
HP J4147A
HP J4861A
HP J4888A
HP J4864A
HP J4863A
HP J4862A
HP J4839A
HP J4858A
HP J4859A
HP J4132A
HP J4131B
C HP J4116A
HP J4861A
HP J4863A
HP J4839A
HP J4131B
HP J4132A
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Spares
HP ProCurve Switch 4108GL-Bundle
HP ProCurve Switch GL 1 00/1 OOO-T
module
HP ProCurve Switch RPS
HP ProCurve Gigabit-SX Transceiver
HP ProCurve Gigabit-LX Transceiver
1
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3
1
12
1
2
6
16
13
5
3
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2
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2
2
$9,433.40
$10,69791
$7,30931
$7,536.63
$2,258.36
$4,128.53
$2,663.11
$567.61
$709.69
$998.33
$731.93
$319.01
$705.29
$731.93
$279.05
$165.83
$4,128.53
$709.69
$731.93
$279.05
$73193
$9,433.40
$10,697.91
$7,309.31
$22,609.90
$2,258.36
$49,542.41
$2,663.11
$1,135.22
$4,258.14
$15,973.34
$9,515.14
$1,595.07
$2,115.88
$2,195.80
$3,069.59
$331.67
$144,704.26
$12,385.59
$709.69
$731.93
$558.11
$1,463.87
$15,849.20
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Cisco Equipment
EXT
PART NO DECRIP nON QTY PRIL;E PRICE
MDF ROUTER
CISC03745 CISCO 3700 SERIES 4-SLOT APPLICATION SERVICE ROUTER 1 $8,493,30 $8,493,30
CON-SNT-3745 8X5 NBD SVC, CISCO 3745 4 SLOT APPL. SVS RTR 1 $1,560.65 $1,560,65
PWR.3745-AC/2 REDUNDANT AC SYSTEM POWER SUPPLY FOR THE CISCO 3745 1 $603.53 $603,53
CAB-AC POWER CORD, 11 OV 2 $60.71 121.42
S374C-12208T CISCO 3745 SERIES 10S IP 1 $214.04 $214.04
NM-2W 2 WAN CARD SLOT NETWORK MODULE (NO LAN) 1 $1,061.67 $1,061.67
VWIC-2MFT-T1 2-PORT RJ-48 MULTIFLEX TRUNK-T1 4 $1,760.12 7040.49
PWR-3745-AC AC POWER SUPPLY FOR THE CISCO 3745 1 $603.53 $603.53
$19,698.63
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SECTION I.
INSTRUCTIONS TO OFFERORS
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A.
I. INSTRUCTIONS TO OFFERORS
Pre-proposal Conference
A pre-proposal conference will be held at 10:00 AM, Thursday, July 25,
2002 at City of San Bernardino's Purchasing Division, 300 N. "0" Street,
4th floor, San Bernardino, CA 92418 All prospective Offerors are highly
encouraged to attend the pre-proposal conference.
B. Examination of Proposal Documents
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1. By submitting a proposal, the Offeror represents that it has
thoroughly examined and become familiar with the work required
under this RFP and that it is capable of performing quality work to
achieve the City's objectives.
2. The City reserves the right to remove from its mailing list for future
RFP's, for an undetermined period of time, the name of any Offeror
for failure to accept a contract, failure to respond to two (2)
consecutive RFP's and/or unsatisfactory performance. Please note
that a "No Offer" is considered a response.
C.
Addenda
Any City changes to the requirements will be made by written addendum
to this RFP. Any written addenda issued pertaining to this RFP shall be
incorporated into the terms and conditions of any resulting Agreement.
The City will not be bound to any modifications to or deviations from the
requirements set forth in this RFP as the result of oral instruction.
D. Clarifications
1. Examination of Documents
Should an Offeror require clarifications of this RFP, the Offeror shall
notify the City in writing in accordance with Section 0.2 below.
Should it be found that the point in question is not clearly and fully
set forth, the City will issue a written addendum clarifying the matter
which will be sent to all persons who have requested the RFP.
2.
Submittinq Reauests
a. With the exception of oral questions asked at any
preproposal conferences, all questions, clarifications or
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E.
comments shall be put in writing and must be received by
the City no later than August 1, 2002, and be addressed as
follows:
City of San Bernardino
300 North "D" Street
4th floor, Attn: Sheila A. Futch
San Bernardino, CA 92418
b. The exterior envelope of all requests for clarifications,
questions and comments must be clearly labeled, "Not an
Offer." The City is not responsible for failure to respond to a
request that has not been labeled as such.
The City will also accept questions sent by facsimile
machines; however, the City no later than the date and time
specified above must receive all faxed questions. Send
facsimile transmissions to (909) 384-5043, attention Sheila
A. Futch.
c. Inquiries received after August 1, 2002 will not be accepted.
3.
City Responses
Responses from the City will be communicated in writing to all
recipients of this RFP, and will be postmarked no later than August
6, 2002.
Submission of Proposals
1. Oate and Time
All proposals are to be submitted to City of San Bernardino,
Attention:Sheila A. Futch. Proposals received after 3:00 p.m.,
Tuesday, August 13, 2002, will be rejected by the City as non-
responsive.
2. Address
Proposals shall be addressed as follows:
City of San Bernardino
300 N. "0" Street, 4th floor
San Bernardino, CA 92418.
Proposals may be delivered in person to the Purchasing
Department, 4th floor of the above address.
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3. Identification of Proposals
Offeror shall submit a proposal package consisting of:
a) A signed original and one (1) copy of its proposal, and
b) A completed and signed Price form in a sealed envelope,
separate from the proposals, marked "Price Form".
The proposal package shall be addressed as shown above, bearing
the Offeror's name and address and clearly marked as follows:
"RFP F-03-004:
Network Backbone"
4. Acceptance of Proposals
a. The City reserves the right to accept or reject any and all
proposals, or any item or part thereof, or to waive any
informalities or irregularities in proposals.
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b. The City reserves the right to withdraw this RFP at any time
without prior notice and the City makes no representations
that any contract will be awarded to any Offeror responding
to this RFP.
c. The City reserves the right to postpone proposal opening for
its own convenience.
F.
Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Offeror
in:
1. Preparing its proposal in response to this RFP;
2. Submitting that proposal to City;
3. Negotiating with City any matter related to this proposal; or
4. Any other expenses incurred by the Offeror prior to date of award, if
any, of the Agreement.
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The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Offeror in the preparation of its proposal. Offeror shall not
include any such expenses as part of its proposal.
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G. Contract Award
Issuance of this RFP and receipt of proposals does not commit the City to
award an Agreement. The City reserves the right to postpone proposal
opening for its own convenience, to accept or reject any or all proposals
received in response to this RFP, to negotiate with other than the selected
Offeror(s) should negotiations with the selected Offeror(s) be terminated,
to negotiate with more than one Offeror simultaneously, or to cancel all or
part of this RFP. The City also reserves the riqht to apportion the
award amonq two or more Offerors.
H. Acceptance of Order
The successful Offeror will be required to accept a Purchase Order and/or
a written Agreement in accordance with and including as a part thereof the
published notice of Request for Proposals, including all requirements.
conditions and specifications contained therein, with no exceptions other
than those specifically listed in the written purchase order and/or
Agreement.
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SECTION II.
TECHNICAL SPECIFICATIONS
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City Network Request for Proposal LAN Hardware
The City of San Bernardino is requesting proposals for a turn key data network
backbone including edge devices for their local area network. Proposals will include a
collapsed backbone switch and devices for 10 IDF's. All IDF's will connect to the MDF
(City Hall basement and location of collapsed backbone switch) using either multi-mode
or single mode fiber. All connections to servers will be made over giga-bit or 100
megabit Ethernet copper connections. All connections to desktop computers and printers
will be made over 10 or 100 megabit Ethernet copper connections. As an option, or as a
totally separate RFP, the City would have interest in reviewing proposals that would have
converged network capability (Voice over IP).
CURRENT NETWORK INFRASTRUCTURE:
The City's current network includes an FDOl backbone and 10 megabit
connections to the desktop. A combination of single and multi-mode fiber and category V
twisted pair cable is utilized. Some of the City's servers are on FDDI or CDDI
connections to the backbone, others utilize a 10 or 100 megabit Ethernet connection. The
City will be responsible for procuring and installing gigabit network interface cards in
servers that require them. There is currently a firewall between the MDF and the IDF's at
the Police Department (PDl and PD2); a router or layer 3 switch will replace the firewall.
TERMS and DEFINITIONS:
For the purpose of this document the following will be accepted.
. IDF: Intermediate distribution frame. Network devices connect to the MDF
network device (or collapsed backbone) and provide 10/100 megabit Ethernet
ports.
. MDF: Main distribution frame. Network device is the collapsed backbone switch
and connects servers, IDF devices and 10/100 megabit user ports to the network.
. Gigabit Ethernet is rated at 1000 megabits per second.
. Fast Ethernet is rated at 100 megabits per second.
. Ethernet is rated at 10 megabits per second.
. 10/100 Ethernet ports can provide 10 or 100 megabit connections and will run at
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the higher speed if possible (autosensing).
. Copper connection is a connection using twisted pair copper wiring. This can be
Category 5 or Category 5e.
. All fiber tenninai'boxes at the City of San Bernardino currently use ST
connectors.
. Layer 2 switching: Packet routing based on layer 2 infonnation. (MAC address
based switching).
. Layer 3 switching: Packet routing based on layer 3 infonnation. (In this case
layer 3 IP subnet routing.)
. GBIC: Gigabit interface converter.
. End to end QoS : A network that provides for prioritization of packets for high
voice and video quality. This prioritization would be recognized from edge to
edge of the network.
. Converged network: A network designed to efficiently transport voice video and
data across a common infrastructure. Packet prioritization is an integral
component of a converged network.
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KEY DECISION CRITERIA
Vendor Experience: Evaluation of the vendor's experience in designing,
building and maintaining intelligent and stable network infrastructures.
Scalability: Scalable, modular network design will be an important factor in
awarding this contract. Easily upgraded finnware and hardware modules are important
features for this network design.
Leading Edge Technology: In an effort to maximize the proposed network
useful life, technology that is leading edge is important to the City.
Price: While this RFP will not automatically be awarded to the low bidder, price
and value are very important factors in awarding this contract.
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Converged Networking Capable: While not a mandatory feature, a network
proposed that is capable of end to end QoS, and capable of converged networking would
be considered a premium feature in any proposed network. This feature could be quoted
as an option or as a separate RFP. If a proposed network is not end to end QoS capable,
any components that are converged capable should be listed as such.
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HARDW ARE REQUIREMENTS AND FEATURES:
All network devices will be full wire speed port switched. All IDF devices should
have built in web browser interfaces for management and monitoring. All network
devices should support SMON and RMON groups 1,2,3 and 9. All IDF devices should
support COP (Cisco Discovery Protocol) or equivalent. All network devices will include
redundant power supplies and support hot swappable modules. The collapsed backbone
switch must provide layer 2 and 3 switching. IDF network devices must be layer 2
switches. Hardware that supports converged network (Voice over IP) will be considered,
but is not mandatory. All hardware should be rack mountable in industry standard 19 inch
racks.
OTHER REQUIREMENTS:
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Any required device management software will be included in the vendor's
proposal. A quote for year one, two and three maintenance will also be included in the
vendor's proposal. Any training that City staff may require due to specialized equipment
or software will also be included in the proposal. All network integration fees will be
included in the proposal. The vendor will also provide conceptual drawings of the
configuration that is being proposed. A list of equipment retired from service by the City
is included with this packet. If the vendor elects to award a credit to the City for this
equipment, it should be detailed in the vendors proposal. Three complete set of as-built
diagrams will also be required upon completion of the project.
MAINTENANCE PERFORMANCE REQUIREMENTS:
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The following are minimum requirements for parameters concerning hardware
maintenance support:
Initial maintenance call must be answered by a live dispatcher or technical
support person. Return call from a field technician must be made within I hour of placing
the initial support call. Field technician must be on site within 4 hours of placing the
original support call. Dispatching facility should be open 24 hours a day, 7 days a week.
Field technician offices should be no more than 45 miles in distance from the City of San
Bernardino City Hall. The warehouse responsible for maintaining the supply of spare
parts should reside in the southern half of California.
All hardware will be on a 8 hours a day and 5 days a week coverage except for the
collapsed backbone (MDF) and devices installed at Police Department IDF's (POI and
PD2) and the central router which will be covered 24 hours 7 days a week.
If maintenance is provided as an OEM lifetime warranty utilizing support calls
and mail out of replacement parts, the vendor should include in their quote a supply of
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on-site replacement parts amounting to 8% of the installed equipment (or a maximum of
3 and a minimum of I of anyone type of part).
PERFORMANCE SPECIFICA nONS:
The collapsed backbone switch will have a throughput capacity of at least 94
million packets per second and be able to provide up to 56 gigabit Ethernet ports (using
GBIC modules). The IDF switches (the exception being PD3) will have a minimum
throughput capacity of 64 million packets per second and be able to provide up to 168
10/100 Ethernet ports (utilizing one 8 pin modular plug per port) after necessary modules
have been installed. The IDF switch will also be able to interface gigabit Ethernet
through GBIC modules. (If the IDF switches are using stackable modules, each stack
should be able to move 350,000 packets per second per port.)
PORT COUNTS:
MDF: The MDF will be required to provide 24 gigabit copper ports for
connection of the city's existing server farm. It will provide all necessary gigabit fiber
ports (multi or single mode) to connect the devices in IDF's and provide room for 6
additional fiber gigabit ports. Also needed at the MDF will be 120 1011 00 Ethernet ports.
These can be provided with a separate chassis or within the backbone switch.
IDF:
PDI: The first floor Police IDF will need to have 192 10/100 Ethernet ports and
16 gigabit ports (copper). It will connect to IDF PD2 with multi-mode fiber (75 meter run
length).
PD2: The second floor Police IDF will need to have 192 10/100 Ethernet ports
and 16 gigabit ports (copper). It will connect to IDF PDl with multi-mode fiber (75 meter
run length), to the MDF using single fiber (1400 meters run length) and connect to IDF
PD3 with multi-mode fiber (150 meter run length).
PD3: The "B" bldg IDF will need to have 32 10/100 Ethernet ports. It will
connect to PD2 with multi-mode fiber (ISO meter run length).
CH3: The third floor City Hall IDF will need to have 160 101100 Ethernet ports
and connect to the MDF with Multi-mode fiber (50 meter run length).
CH4: The forth floor City Hall IDF will need to have 120 1011 00 Ethernet ports
and will connect to the MDF with multi-mode fiber (60 meter run length).
CH5: The fifth floor City Hall IDF will need to have 120 10/100 Ethernet ports
and will connect to the MDF with multi-mode fiber (70 meter run length).
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EDA: The EDA IDF will need to have 96 10/100 Ethernet ports and will connect
to the MDF with Multi-mode fiber (225 meter run length).
WYI: The Water Yards !OF number I will need to have 72 10/100 Ethernet
ports and will connect to the MDF with single mode fiber (600 meter run length) and to
the WY2 with multi-mode fiber (140 meter run length).
WY2: The Water Yards !OF number 2 will need to have 72 10/100 Ethernet
ports and will connect to WYI with multi-mode fiber (140 meter run length).
WRP: The Water Reclamation Plant will need to have 96 10/1 00 Ethernet ports
and will connect to the MDF with single mode fiber (4000 meter run length).
OTHER INCLUDED HARDWARE:
A
A Cisco 3745 router or equivalent (proposed router must be able to
handle a minimum of 8 data circuits and interface to both frame relay
and point to point circuits.). The router will be able to interface 7 T1
frame relay circuits and I point to point T1 circuit. All appropriate
software should be included with this item. The Router will also
connect to the backbone switch in the MDF. The router should be
configured with all needed add on cards and adapter, and configured
with a redundant power supply. The City staff will be responsible for
configuring the router. The router should have integrated CSU's or
include cables that will connect to CSU's that have Y.35 connectors.
Section II: Technical Specification
Question 9308 4108
1. Is YOUT proposed equipment port Yes Yes
switched?
2. Does your proposed equipment Yes Yes
support full wire speed switching? Throughput 96 Mpps Throughput Up to
256Gbps backplane 71.4Mpps
36.6Gbos Switch Fabric
3. Does your proposed backbone Yes -
core switch support layer 2 and IP Layer 3 Routing
layer 3 switching? (stalic. RIP. RIPv2. OSPf.
mullicaslllPX. AooleTalk
4. Does your proposed equipment Yes Yes
support SMON and RMON groups
1,2,3 and 9?
C 5. DOl:s your proposed equipment Yes Yes
support COP (Cisco discovery
rotocol)?
6. Does your proposed equipment Yes Yes
su ort hot swa able modules?
7. Does your proposed equipment Yes Yes
support Qos (quality of service for Supports 802. I pond Allows real-time traffic
converged networks)'? Layer 4 prioritization classification into 8
priority levels mapped
103 ueues
8. Is your proposed hardware rack Yes Yes
mountable in industry standard 19
inch racks?
9. Have you included all device Yes Yes
management software that may be TopTools is included free Top Tools is included free
needed to manage your proposed of charge of charge
network?
10. Have you included a list of Yes Yes
training costs for any training
classes and costs that City staff
may need to manage the network
QU have ro ased?
1 \. Have you included all network Yes Yes
iute ration fees?
12. Have you included hardware Yes Yes
maintenance costs for year one,
C two and three?
13. Does the equipment you Yes
proposed for the backbone switch Throughput Up to
provide a throughput capacity of at 96Mpps
least 94M s?
. -
14. Does the equipment you Yes
proposed for IDF switches provide Throughput Up to
a throughput capacity of at least 64 71.4MppS
million ackets er second?
1 S. Does your proposed backbone Yes
have the potential to provide S6 8-porl modules
gigabit ports (fiber or copper)? (mox is 64 ports per
switch
16. Does your proposed IDF
equipment have the potential to
provide 168 10/100 megabit
Ethernet ports?
17. Does your proposed equipment
support GBIC interface adapters?
18. Does your proposed network
equipment support 8 pin modular
jacks for copper Ethernet
C connections?
19. Does your proposed equipment Yes Yes
su ort a web browser interface
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for device management?
20. Is your proposed router a Cisco Yes Yes
product?
21. Does your proposed router use Yes Yes
the Cisco 10S software?
22. Does your proposed router Yes Yes
support and include integrated
CSU!DSU's?
23. How many packets per second Throughput 96 pps -
will your proposed MDF core
switch transport across it's
backolane?
24. Do you propose hub type or - Chassis Based
stackable switches for the IDF's?
25. How many packets per second - Throughput Up to
will your proposed IDF switches 71.4Mpps
orocess?
26. When making a hardware Person Person
service call, is the first contact
made \vith a person or a
computerized answering system?
27. \Vhat is the maximum amount 1 Hour 1 Hour
of time before the first call back is
made when a service call has been
olaced?
Question 9308 4108
28. What is the amount of 4 Hours or less 4 Hours or less
time before a field technician
is on site after a service call
has been olaced?
29. What is the distance (in 21 miles 21 miles
miles)
from the City of San
Bernardino to
the location where the field
technicians are dispatched
from?
30. Will your integration staff Yes Yes
work during non-office hours
to
install the oroposed network?
31. Does the bidder support Bidder supports Bidder supports
the installed hardware installed hardware
installed hardware or use
business
partners? If a business
partner,
who is it? And where are they
located?
32. Does the bidder maintain Yes Yes
a web site? If yes, what is the www.teamaccent.com www.teamaccent.com
url?
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33. What is the number of 5 5
qualified field technicians
dispatched from the local
facility"
34. How many installations 15-20 15-20
of this
scope has yonr company
performed')
35. List 3to 5 cnstomer 1JWe R Drayage 3) Porsche, North America
references for network Mary Anne Fox Shannon Donovan
projects of similar scope, 909.477.6767 770-290.3652
21 The Timberland Co 4JThar Calitornia
include contact names and Heather Johnson Doug Krause
phone numbers. 909.974.0486 909.697.4190
36. Are you giving the City N/A N/A
on equipment taken out of
service? And do you show
the credit as a line item in the
RFP?
37. Ifthe city has any Christopher C. Rill or Paul Sheppard
questions regarding your 9375 Archibald Ave. 9375 Archibald Ave.
proposa I, who Suite 200 Suite 200
should the city contact to Rancho Cucamonga Rancho Cucamonga
clarify responses or resolve
questions? 909-481-4368 909-481-4368
(Name, address, phone, E- chrisr@teamaccent.com pauls@teamaccent.com
mail)
38. Is your proposed solution Yes Yes
end to end QoS capable?
39. What QoS standards is 802.1p 802.1p
your network based on?
40. Does your equipment No No
provide "in. line" power for
phone operation?
Question 9308 4108
4 I. Will any hardware proposed in No No
you solution need to be replaced to
implement a voice over IP
network? If yes, please list
eQuipment.
42. What expenditures would be HP has a partnership HP has a partnership
required to implement a 400 phone with Mitel Networks with Mitel Networks
system on your proposed network? providing VolP providing VolP
solutions. solutions.
Expenditures required Expenditures
lBO. reauired lBO.
43. What expenditures would be HP has a partnership HP has a partnership
required to implement a voice mail with Mitel Networks with Mitel Networks
system for 400 users. providing V olP providing VolP
solutions. solutions.
Expenditures required Expenditures
TBO. reauired TBO.
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44. What is your final all inclusive
price quote for this proposed
network? All hardware, software, $239,394.63 -
training, year 1 maintenance,
design, installation, integration,
asbuilts, tax, shipping and all other
costs?
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Dec Networking Equipment
The following equipment should be considered for trade in after the new network has
been fully brought on line. The part numbers listed are DEC (Compaq) part numbers.
1. 8 Dechub 900's
2. 25 900 hub power supply
3.8 FDDl VNSwitches
4. 29 900TP port switches
5.4 Decserver 900 MC
6. 1 VNSwitch 900XX
7. 2 8 Port central site router
DMHUB-AA
H7894-MA
DVNEF-MM
DETPJ-MA
DSRVX-MA
DVNXX-MX
DEZ8R-RB
Backbone Gigaswitch (FDDl)
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8. 1 4 port no PMDs GigaSw
9. 1 GigaSwitch SCP Module
10. 1 GigaSwitch 20 amp power supply
11. 1 GigaSwitch FDDl LC
12.6 FDDl (MMF) PMD
13.6 UTP ModPMD
DEFGA-EA
DEFGP-AA
DEFGB-DA
DEFGL-BA
DEFXM-AA
DEFXU-BA
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City of San Bernardino
Network Diagram
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Ofl EDA
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SECTION III.
PROPOSAL CONTENT AND FORMS
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A.
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III. PROPOSAL CONTENT AND FORMS
PROPOSAL FORMAT AND CONTENT
1. Presentation
Proposals shall be typed, double spaced, and submitted on 8-1/2" x
11" size paper. Offers should not include any unnecessarily
elaborate or promotional material. Information should be presented
in the order in which it is requested. Lengthy narrative is
discouraged, and presentations should be brief and concise.
Proposals should not exceed fifty (50) pages in length, excluding
any appendices.
2. Letter of Transmittal
A Letter of Transmittal shall be included with the proposal, addressed
to Sheila A. Futch, and must, at a minimum, contain the following:
a. Identification of Offeror, including name, address and
telephone;
b. Proposed working relationship between Offeror and
subcontractors, if applicable;
c. Acknowledgment of receipt of all RFP addenda, if any;
d. Name, title, address and telephone number of contact
person during period of proposal evaluation;
e. A statement to the effect that the proposal shall remain valid
for a period of not less than 90 days from the date of
submittal; and
f. Signature of a person authorized to bind Offeror to the terms
of the proposal.
3. Technical Proposal-Paul
a. Qualifications, Related Experience and References of
Offeror
This section of the proposal should establish the ability of
Offeror to satisfactorily perform the required work by reasons
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of: experience in performing work of a similar nature;
demonstrated competence in the services to be provided;
strength and stability of the firm; staffing capability; work
load; record of meeting schedules on similar projects; and
supportive client reference.
Offeror shall:
(1) Provide a brief profile of the firm, including the types
of services offered; the year founded; form of the
organization (corporation, partnership, sole
proprietorship); number, size and location of offices;
number of employees:
Accent Response:
-Accent Computer Solutions has one location, located in
Rancho Cucamonga, CA and employs approximately 30
employees.
-Please see appendices that provide additional requested
information
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(2) Provide a general description of the firm's financial
condition; identify any conditions (e.g., bankruptcy,
pending litigation, planned office closures, impending
merger) that may impede Offeror's ability to complete
the project;
(3) Describe the firm's experience in performing work of a
similar nature to that solicited in this RFP, and
highlight the participation in such work by the key
personnel proposed for assignment to this project;
Accent Response: Please see attached resumes and
applicable references for similar nature work
(4) Identify subcontractors by company name, address,
contact person, telephone number and project
function and describe Offeror's experience working
with each subcontractor:
Accent Response: Not Applicable
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(5) Provide, as a minimum, three (3) written testimonials
as references from the project manager for each
project cited as related experience; reference shall
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of the person(s) at the client organization who is most
knowledgeable about the work performed. Offeror
may also supply references from other work not cited
In this section as related experience.
b. Proposed StaffinQ and Proiect OrQanization
This section of the proposal should establish the
qualifications of the proposed project staff.
Offeror shall:
(1 ) Provide education, experience and applicable
professional credentials of project staff;
(2) Furnish brief resumes (not more than two [2] pages
each) for the proposed Project Manager and other
key personnel;
(3) Indicate adequacy of labor resources utilizing a table
projecting the labor-hour allocation to the project by
C individual task;
(4) Identify key personnel proposed to perform the work
in the specified tasks and include major areas of
subcontract work; .
(5) Include a project organization chart which clearly
delineates communication/reporting relationships
among the project staff; and
(6) Include a statement that key personnel will be
available to the extent proposed for the duration of the
project acknowledging that no person designated as
"key" to the project shall be removed or replaced
without the prior written concurrence of the City.
c. Work Plan
Offeror shall provide a narrative, which addresses the Scope
of Work and shows Offeror understands the City's needs
and requirements.
C Offeror shall:
o
(1) Describe the approach to completing the tasks
specified in the Technical Specifications;
(2) Outline sequentially the activities that would be
undertaken in completing the tasks and specify who
would perform them; and
(3) Furnish a schedule for completing the tasks in terms
of elapsed weeks from the commencement date.
Offeror may also propose enhancement or procedural or
technical innovations to the Technical Specifications that do
not materially deviate from the objectives or required content
of the project.
d.
Exceptions/Deviations
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State any exceptions to or deviations from the requirements
of this RFP, segregating "technical" exceptions from
"contractual" exceptions. Where Offeror wishes to propose
alternative approaches to meeting the City's technical or
contractual requirements, these should be thoroughly
explained.
4. Appendices
Information considered by Offeror to be pertinent to this project and
which has not been specifically solicited in any of the
aforementioned sections may be placed in a separate appendix
section. Offerors are cautioned, however, that this does not
constitute an invitation to submit large amounts of extraneous
materials; appendices should be relevant and brief.
B. LICENSING AND CERTIFICATION REQUIREMENTS
By submitting a proposal, offeror warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing
under the scope and specifications of this RFP are currently held by
offeror, and are valid and in full force and effect. Copies or legitimate
proof of such licensure and/or certification shall be included in offeror's
proposal. Proposals lackina copies and/or proof of said licenses
and/or certifications may be deemed non-responsive and mav be
reiected.
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C.
COST AND PRICE FORMS
Offeror shall complete the Price Form in its entirety including: 1) all
individual tasks listed and total price; 2) basis on which prices are quoted;
and 3) Offeror's identification information including a binding signature.
Offeror shall state cash discounts offered. Unless discount payment terms
are offered, payment terms shall be "Net 30 Days". Payment due dates,
including discount period. will be computed from date of City acceptance
of the required services or of a correct and complete invoice, whichever is
later, to the date City's check is mailed. Any discounts taken will be taken
on full amount of invoice, unless other charges are itemized and discount
thereon is disallowed.
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PRICE FORM
(To be submitted with proposal documents)
REQUEST FOR PROPOSALS:
RFP F-03-004
DESCRIPTION OF WORK:
Network Backbone
OFFEROR'S NAME/ADDRESS:
ACCENT COMPUTER SOLUTIONS, INC.
9375 Archibald Avenue Suite 200
Rancho Cucamonga, CA 91730
909.481.4368 Voice
909.481.4376 Fax
800.481.4369 Toll Free
NAME/TELEPHONE NO. OF
AUTHORIZED REPRESENTATIVE
PAUL SHEPPARD-VICE PRESIDENT
ACCENT COMPUTER SOLUTIONS, INC.
909.481.4368 Voice
909.481.4376 Fax
800.481.4369 Toll Free
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ANNUAL PURCHASE ORDER
Effective on or about July 1, 2002 through July 30, 2003 plus two single year options, for
City's partial requirements, on an as-needed basis, with no guaranteed usage for
Document Imaging.
Option year one, if exercised, shall be effective July 1, 2003 through July 30, 2004. Option
year two, if exercised, shall be effective July 1, 2004 through July 30, 2005. Actual option
year pricing shall be negotiated with the successful Offeror(s) prior to exercising of any
given option year. Option years shall become effective only upon issuance by the City of a
duly authorized
Purchase Order.
Please provide detailed Firm Fixed Price cost information in the spaces provided below,
and any other incidental or additional costs required to complete the Technical
Specification requirements.
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Item Description
Cost
001a Hardware-Hewlett Packard
$ 144.704.26
001 b Hardware-Cisco
$ 19.698.63
002 Software
$ 0
003 Training
$ 2.400.00
004 Maintenance for 3 Years on HP 9308 $ 16.973.00
(24x7 with 4 Hour Response)
(Additional Spares have been included as replacements for all other HP
equipment which is covered by an HP lifetime warranty)
C 005 Design ~ 2.000.00
006 Installation
.$ 21.000.00
007 Integration (Included in Installation Price)
.$
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008 Asbuilts
.$ 2.800.00
009 Other Cost-Spares
.$ 15.849.20
010 Other Cost
$
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011 Tax (7.75%)
$ 13,969.54
012 Shipping
$
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013 TOTAL
$ 239,394.63
Are there any other additional or incidental costs that will be required ~our firm in
order to meet the requirements of the Technical Specifications? Yes ~
(Circle one). If you answered "Yes", please provide detail of said additional costs:
Please indicate any elements of the Technical Specifications that cannot be met by your
firm.
N/A
Have you included in your proposal all informational items and forms as requested?~
No . (Circle one). If you answered "No., please explain:
This offer shall remain firm for 90 days from RFP close date.
Terms and conditions as set forth in this RFP apply to this proposal.
Cash discount allowable is 2% in the event the City agrees to and makes
payment to the Accent Computer Solutions, Inc. within ten (10) working days of receipt of
material and approval of invoice; unless otherwise stated, payment terms
are: Net thirty (30) days.
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In signing this proposal, Offeror warrants that all certifications and documents requested
herein are attached and properly completed and signed.
From time to time, the City may issue one or more addenda to this RFP. Below, please
indicate all Addenda to this RFP received by your firm, and the date said Addenda
was/were received.
Verification of Addenda Received
Addenda No: 1
Addenda No:
Addenda No:
Received on: 8/6/02
Received on:
Received on:
URE:
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NT SIGNER'S NAME AND TITLE:
Paul Sheppard
Vice President
DATE SIGNED:
8/12/02
COMPANY NAME & ADDRESS:
ACCENT Computer Solutions, Inc.
9375 Archibald Avenue, Suite 200
Rancho Cucamonga, CA 91730
PHONE: 909.481.4368
FAX: 909.481.4376
IF NOT SUBMITTING AN OFFER, PLEASE STATE REASON (S) BELOW:
N/A
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NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned hereby
states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free competitive
bidding in connection with RFP F-03-004.
Business Name A",c".J Co~.....~,... ~Lt"'s.I_<..
B~siness Address <i3~1.e A".,. ",;;00. R....~,~o
Signature of offeror X .---=~ -/
y -
1;;tJ V:c.- G.)""P /J 10, ;!'J<:r~.'~~ fA ?:<.sCJ7
Place of Residence
C Subscribed and sworn before me this I L day of ~'-) 11 I J '\.\-- , 2002.
Notary Public in and for the County of )lA v' \)C y "" 1'-.\0' J, ~ < ,State of California.
C.....CA...........,O (/.
91730
My commission expires
1'\ 0',- I \ \
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~ - - - - - ~~R7>.;O;S; - ~
" Commluion'1300404
I Notaty Public - C.lifami. ~
~ S8n a.m.n1ino County i
_ _ _ _My~_~~17:~
f~JM 9~,_N,i~p.~
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SECTION IV.
EVALUATION AND AWARD
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SECTION IV. EVALUATION AND AWARD
A.
EVALUATION CRITERIA
1.
Capabilities of Firm to Effectively Complete the Project
Requirements. 30%
Depth of Offeror's understanding of, and ability to manage, City's
requirements; ability to meet task deadlines; utility of suggested
enhancements or technical innovations.
2. Qualifications of Firm/Related Experience. 30%
Experience in providing services similar to those requested herein;
experience working with public agencies; strength and stability of the firm;
strength, stability, experience and technical competence of
subcontractors; assessment by client references; qualifications of project
staff; key personnel's level of involvement in performing related work; logic
of project organization; adequacy of labor commitment.
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3.
Reasonableness of Cost and Price. 25%
Reasonableness of the individual firm-fixed prices, and competitiveness of
quoted prices with other proposals received; adequacy of the data in
support of figures quoted; basis on which prices are quoted.
4. Completeness of Response - 15%
Completeness of response in accordance with RFP instructions;
exceptions to or deviations from the RFP requirements which the Offeror
cannot or will not accommodate; inclusion of required licenses and
certifications; other relevant factors not considered elsewhere.
B. EVALUATION PROCEDURE
City staff in accordance with the above criteria will evaluate all proposals
received as specified. The evaluators in applying the major criteria to the
proposals may consider additional sub-criteria beyond those listed. During the
evaluation period, the City may require an on-site visit and/or tour of the Offeror's
place of business. Offerors should be aware, however, that award may be made
without vendor visits, interviews, or further discussions.
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C.
AWARD
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Depending on the dollar amounts of the offers received, City staff will
either select the vendor best meeting the above-specified criteria or
submit to City Council, for consideration and selection, the offer(s) judged
by staff to be the most competitive.
The City reserves the right to withdraw this RFP at any time without prior
notice and, furthermore, makes no representations that any contract(s) will
be awarded to any Offerors responding to this RFP. The City expressly
reserves the right to postpone proposal opening for its own convenience,
to waive any informality or irregularity in the proposals received, and to
reject any and all proposals responding to this RFP without indicating any
reasons for such rejection.
The City also reserves the riQht to award its total reauirement amona
two or more Offerors as City staff may deem to be in its best
interests. In addition, negotiations mayor may not be conducted with
Offerors; therefore, the proposal submitted should contain the Offerors
most favorable terms and conditions, since the selection and award may
be made without discussion with any Offeror.
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SECTION V.
GENERAL SPECIFICATIONS
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GENERAL SPECIFICATIONS
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1. Each proposal shall be in accordance with Request for Proposals (RFP)
Number F-03-004. All specifications are minimum. Offerors are expected to
meet or exceed these specifications as written. Offeror shall attach to
proposal a complete detailed itemization and explanation for each and every
deviation or variation from the RFP specifications and requirements.
Conditional proposals, or those that take exception to the RFP specifications
and requirements, may be considered non-responsive and may be rejected.
2. The City reserves the right to accept or reject any and all proposals and to
award a contract to the offeror who best meets our requirements. This may
include waiver of minor irregularities or discrepancies, or nonconformity to
specifications in appropriate circumstances. Purchase shall be on a best buy
basis after due consideration of all relevant factors, including but not limited
to, workmanship, accessibility of parts and service, known evidence of
manufacturer's or offeror's responsibility and record, durability and known
operational record of product and suitability as well as conformity to City
needs and requirements. In all cases the best interest of the City shall prevail
in all contract awards.
3. The City of San Bernardino reserves the right to purchase more or less than
the quantities specified
at unit prices offered.
4. Proposals shall be firm offers, subject to acceptance or rejection within 90
days of the opening thereof.
5. Regular dealer. No offeror shall be acceptable who is not a reputable
manufacturer, dealer or provider of services of such items as submitted for
proposal consideration.
6. All materials, workmanship and finish entering into the construction of the
equipment must be of the best of these respective kinds and must conform to
the character of the equipment and the service for which it is intended to be
used and shall be produced by use of the current manufacturing processes.
"Seconds", factory rejects, and substandard goods are not acceptable.
7. Each offeror shall submit with his proposal a copy of the proposed product
specifications, complete detailed drawings, and other descriptive matter in
sufficient detail to clearly describe the equipment, materials, services and
parts offered.
8. Manufacturer and/or Contractor (Contractor) shall defend any and all suits
and assume all liability for any and all claims made against the City of San
Bernardino. or any of its officials or agents for the use of any patented
process, device or article forming a part of equipment or any item furnished
under the contract.
9. Each offeror must state in his proposal the guaranteed delivery date of
product and/or services in number of calendar days from the date of contract
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execution by the City of San Bernardino, time is of the essence relative to this
contract. Contractor shall prosecute the work continuously and diligently and
shall deliver the offered items at the earliest possible date following the award
of the contract.
10. Each offeror shall list in his proposal all factory, manufacturer's and/or
dealer's warranty and/or guarantee coverage and shall submit such written
documents evidencing the same attached to the proposal.
11. Contractor shall furnish and deliver to the City complete equipment and/or
services as proposed and awarded, ready for installation and fully equipped
as detailed in these specifications.
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall
be fully prepaid), and shall include all discounts. Offer shall include California
sales tax, where applicable, computed at the rate of 7.75% (this will normally
be shown as a separate line item on the price form).
13. City shall make payment within thirty (30) days after the complete delivery
and acceptance of the specified items by the City of San Bernardino and
receipt of the offeror's priced invoice.
14. All "standard equipment" is included in any offer. Offerors furnishing
proposals under these specifications shall supply all items advertised as
"standard" equipment and/or services even if such items are not stipulated in
the specifications, unless otherwise clearly excepted in the proposal.
15. The items which the offeror proposes to furnish the City must comply in all
respects with the appropriate safety regulations of all regulatory commissions
of the Federal Government and the State of California, whether such safety
features and/or items have been specifically outlined in these specifications or
not.
16. Contractor delivering equipment and/or services pursuant to this RFP
specifications shall guarantee that equipment and/or services meet
specifications as set forth herein. If it is found that equipment and/or services
delivered do not meet requirements of these specifications the Contractor
shall be required to correct the same at their own expense.
17. By submitting a bid, each offeror agrees that in the event complete delivery is
not made within the time or times set forth pursuant to this specification,
damage will be sustained by the City, and that it is, and will be impractical and
extremely difficult to ascertain the actual damage which the City will sustain in
the event of and by reason of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes.
injunctions, government controls, or by reason of any cause or circumstance
beyond the control of the contractor, the time for delivery may be extended (in
the City's sole discretion) by a number of days to be determined in each
instance by mutual written agreement between the Contractor and the
Purchasing Manager of the City of San Bernardino. The City shall not
unreasonably refuse such extension.
19. Contract. Each proposal shall be submitted and received with the
understanding that acceptance by the City of San Bernardino of proposal in
response to this solicitation shall constitute a contract between the Contractor
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and the City. This shall bind the Contractor to furnish and deliver at the prices
offered and in complete accordance with all provisions of RFP No. F-03-004.
In most cases the basis of award will be the City's standard purchase order
that mayor may not incorporate this solicitation by reference.
20. Prohibited interest. No member, officer, or employee of the City or of any
agency of the City during his tenure or for one year thereafter shall have any
interest, direct or indirect in this contract or the proceeds thereof.
Furthermore, the parties hereto covenant and agree that to their knowledge
no board member, officer or employee of the City has any interest, whether
contractual, non-contractual, financial or otherwise, in this transaction, or in
the business of the contracting party other than the City, and that if any such
interest comes to the knowledge of either party at any time, a full and
complete disclosure of all such information will be made in writing to the other
party or parties, even if such interest would not be considered a conflict of
interest under Article 4(commencing with Section 1090) or Article 4.6
(commencing with Section 1120) of Division 4 otTitle I of the Government
Code of the State of California.
21. One Document. These specifications, the notice inviting proposals, RFP F-03-
004, the contractor's proposal, the written agreement executed by the parties,
the purchase order and all documents referred to in the complete
specifications and purchase order, and all modifications of said documents
shall be construed together as one document. Anything called for in anyone
of said documents shall be deemed to be required equally as if called for in
all. Anything necessary to complete the work properly shall be performed by
the contractor, whether specifically set out in the contract or not. All sections
of the specifications shall be read as constituting a whole and not as an
aggregation of individual parts, and whatever is specified in one section shall
be construed as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all
proposals.
23. Prompt payment. Each offeror may stipulate in the proposal a percentage
prompt payment discount to be taken by the City in the event the City makes
payment to the Contractor within ten (10) working days of receipt of material
and approval of invoice. For the purpose of this provision, payment is
deemed to be made on the date of mailing of the City check. NOTE: prompt
payment discounts will only be used during bid evaluation in the case of
ties.
24. Inquiries. Direct all inquiries to Sheila A. Futch at 909-384-5085. Technical
questions may be sent via fax to 909-384-5043. The answers to material
questions will be provided to all potential offerors.
25. Proposal/Price forms. No proposal will be acceptable unless prices are
submitted on the pricing forms furnished herein, the pricing forms are
submitted in a separate sealed envelope, and all required forms are
completed and included with proposal. Deliver all proposals, signed and
sealed to the Purchasing Division, Finance Department at 300 North "D"
Street, 4th Floor, City Hall, San Bernardino, California 92418. CLEARLY
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MARK THE SPECIFICATION TITLE NETWORK BACKBONE AND
NUMBER (F-03-004) ON THE OUTSIDE OF THE ENVELOPE.
26. Time. All proposals must be received in the Purchasing Division no later than
August 13, 2002 at 3:00 PM where at such time and said place proposals will
be publicly opened, examined and declared. Any proposal may be withdrawn
by offeror prior to the above scheduled time for the opening of proposals. Any
proposal received after that time and date specified shall NOT be considered.
27. The City of San Bernardino reserves the right at its own discretion to award
separate contracts for each category, or to award multiple contracts, or to
award one contract for furnishing and delivering of all equipment and/or
services in all categories.
28. Equipment. In the purchase of equipment, Contractor shall be required to
furnish one (1 ) OPERATORS MANUAL and one (1) PARTS MANUAL for all
equipment offered.
29. In submitting a proposal to a public purchasing body, the offeror agrees that if
the proposal is accepted, it will assign to the purchasing body all rights, title,
and interest in and to all causes of action it may have under Section 4 of the
Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2,
commencing with Section 16700 of Part 2 of Division 7 of the Business and
Professions Code), arising from purchases of goods, materials, or services by
the offeror for sale to the purchasing body pursuant to the proposal. Such
assignment shall be made and become effective at the time the purchasing
body tenders final payment to the offeror.
30. CONTRACTOR shall indemnify, defend and hold City, its officers, employees
and agents harmless from any claim, demand, liability, suit, judgment or
expense (including, without limitation, reasonable costs of defense) arising
out of or related to Contractor's performance of this agreement, except that
such duty to indemnify, defend and hold harmless shall not apply where injury
to person or property is caused by City's willful misconduct or sole
negligence. The costs, salary and expenses of the City Attorney and
members of his office in enforcing this Agreement on behalf of the City shall
be considered as "attorney's fees" for the purposes of this paragraph.
31. While not restricting or limiting the foregoing, during the term of this
Agreement, Contractor shall maintain in effect policies of comprehensive
public, general, and automobile liability insurance, in the amount of
$1,000,000 combined single limit, and statutory worker's compensation
coverage, and shall file copies of said pOlicies with the City's Risk Manager
prior to undertaking any work under this Agreement. The policies shall name
the City as an additional insured and shall provide for ten- (10) day
notification to the City if said policies are terminated or materially altered.
32. FAITHFUL PERFORMANCE BOND. Not required. The Contractor will be
required to furnish a cashier's check, certified check or faithful performance
bond made payable to the City of San Bernardino in an amount equal to
100% of the proposal price to insure the contractor's faithful performance of
this contract. Said surety shall be subject to the approval of the City of San
Bernardino, bonds shall be in accordance with Ordinance No. 821, Section
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2400, and the corporation issuing said bond shall have a rating in Best's most
recent insurance guide of "A" or better.
33. Written contract documents, duly authorized and signed by the appropriate
authority, constitute the complete and entire agreement(s) that may result
from the RFP.
34. City may, at its discretion, exercise option year renewals for up to 5 years, in
one-year increments.
35. By submitting a proposal, offeror warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing under
the scope and specifications of this RFP are currently held by offeror, and are
valid and in full force and effect. Copies or legitimate proof of such licensure
and/or certification shall be included in offeror's proposal. Proposals lackinq
copies and/or proof of said licenses and/or certifications may be
deemed non-responsive and may be reiected.
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ACCENT
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ACCENT
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Letter of
Transmittal
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......u ~ SoIudoru
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9375 Archibald Ayenue Sui Ie 200
Rancho Cucamollga, CA 91730
909.481.4368 Voice
909.481.4376 Fax
800.481.4369 Toll Free
ACCEt'rr
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LETTER OF TRANSMITTAL
To Sheila A. Futch,
Accent Computer Solutions, Ine. is delighted to have the opportunity to bid on RFP F-03-004
Network Backbone.
The City has requested the following information be provided with the proposal:
a) Identification of Offeror, including name, address and telephone:
ACCENT Computer Solutions, Inc.
9375 Archibald Avenue Suite 200
Rancho Cucamonga, CA 91730
909.481.4368 Voice
909.481.4376 Fax
800.481.4369 Toll Free
b) Proposed working relationship between Offeror and subcontractors, if applicable:
Not Applicable
c) Acknowledgment of receipt of all RFP addenda, if any;
Accent Computer Solutions, Inc. received Addendum #1 to RFQ F-03-004 on August
6, 2002.
d) Name, title, address and telephone number of contact person during period of proposal
evaluation:
Christopher C. Rill
Account Executive
ACCENT COMPUTER SOLUTIONS, INC.
9375 Archibald Avenue Suite 200
Rancho Cucamonga, CA 91730
909.481.4368 Voice
909.481.4376 Fax
800.481.4369 Toll Free
Cell: 909.560.4432
e-mail: chrisr(1ilteamaccent.com
Accent Computer Solutions, Inc.
Page 1 of2
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e) A statement to the effect that the proposal shall remain valid for a period of not less
than 90 days from the date of submittal:
Accent Computer Solutions Inc. states that the proposal our proposal submitted on
August 13, 2002 shall remain valid for a period of not less than 90 days from the
date of submittal
f) Signature of a person authorized to bind Offeror to the terms of the proposal.
Respectfully Submitted,
Accen~ter S
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tions, Inc.:
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Paul Sheppard
Vice President
Accent Computer Solutions, Inc.
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Accent Computer Solutions, Inc.
Page 2 of2
** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): <1. 2 50~
Item # \4 C
Resolution # 2(:0 Z - 306
Vote:
Ayes 1-1
Nays h-
Abstain
h
Absent ..0.
Change to motion to amend original documents:
Reso. # On Attachments: -=-- Contract term: -
Note on Resolution of Attachment stored separately: -=-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W/COUNTY By:
NullNoid After: -
Date Sent to Mayor: q, :? 4-0./
Date of Mayor's Signature: q -;}S -0:;)
Date of Clerk/CDC Signature: q ,,;) b -0;).
Reso. Log Updated: /
Seal Impressed: ,/
Date MemolLla!er Sent for Signature:
60 Day Reminder Letter Sent on 3
90 Day Reminder Letter Sent on 45th day:
See Attached:
See Attached:
Attached:
Date Returned:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
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Yes L No By-L
No v ,
Yes By !
--r-
Yes No .....iL By =7=
Yes No / By
Yes No y B~
Copies Distributed to:
City Attorney I
Parks & Rec.
Code Compliance Dev. Services
Police Public Services Water
EDA
Finance
y
MIS /'
Others:
Notes:
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File: ~ Date: ~
Revised 01/12/01