City of Huntsville 448 Hwy 75 North Huntsville, Texas 77320 936-291-5423/5495 Fax: 936-291-3019 Billie F. Smith e-mail: bsmith@huntsvilletx.gov Saul Soto e-mail: ssoto@huntsvilletx.gov INVITATION FOR SEALED BID - BID NO. 09-32 North Loop Fiber Pull RETURN SEALED BID TO: City of Huntsville City Secretary 1212 Avenue M Huntsville, Texas 77340 Sealed bids shall be received no later than: 1:30 P.M., Central Time, Wednesday, June 22, 2009 MARK ENVELOPE: "BID NO. 09-32 ALL PAGES MUST BE INITIALED AND RETURNED, IF NOT BID WILL BE REJECTED. Bidding Requirements: THE CITY OF HUNTSVILLE appreciates your time effort in preparing a bid. Please note that all bids must be received at the designated location by the deadline shown. Bids received after the deadline will not be considered for the award of the contract, shall be considered void unacceptable. Late bids properly identified will be returned unopened to bidder. It is the sole responsibility of the bidder to have bid packet delivered to specified location not later than specified time. THE CITY OF HUNTSVILLE is aware of the time effort you expend in preparing submitting bids to the City. Please let us know of any bid requirements which are causing you difficulty in responding to our bids. We want to make the process as easy painless as possible so that all responsible vendors can compete for the City's business. BIDS WILL BE publically opened a reading is scheduled to be held in the City Hall, 1212 Avenue M, Huntsville, Texas. You are invited to attend. IF YOU DO NOT WISH to bid at this time, but wish to remain on the bid list for this commodity, please submit a "No Bid" by the same time at the same location as stated for bidding. Information on which commodities services we purchase is available from the PURCHASING OFFICE. You may register on the City s vendor management program at www.bidsync.com. IT IS UNDERSTOOD that the City of Huntsville, Texas reserves the right to reject any or all bids for any or all products /or services covered in this bid request to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City of Huntsville. If less than three bids are received, the City of Huntsville reserves the right to extend the bid opening date as it deems to be in the best interest of the City. If the awarded vendor is unable to meet the requirements of the City services/product may be purchased from next available vendor. The City of Huntsville reserves the right to award in whole or parts as it Page 1 of 10 Bid 09-32 VENDOR NAME: INT:
shall deem to be in the best interests of the City. TO OBTAIN BID TABULATION results, please log on to our website at http://www.huntsvilletx.gov/business/bids rfps/bid_tabulations/. If you have any other questions, please contact the Purchasing Office, Billie F. Smith at (936) 291-5495 or e-mail bsmith@huntsvilletx.gov or Saul Soto at (936) 291-5423 or e-mail ssoto@huntsvilletx.gov. WORK IS TO begin only after City Council approval TENTATIVE SCHEDULE OF EVENTS: June 14 - Post Bids June 15 - Advertise Bids June 24 - Open Bids July 2 - Present to Council July 7 - Issue Purchase Order Page 2 of 10 Bid 09-32 VENDOR NAME: INT:
TO BE COMPLETED BY BIDDER COMPANY NAME: DATE: BIDDERS PRINTED NAME: SIGNATURE: TITLE: E-MAIL: ADDRESS: CITY/STATE/ZIP: TELEPHONE: FAX: EXCEPTIONS/COMMENTS: BID AWARD: City of Huntsville reserves the right to award bids on the lump sum or by phase, whichever is in the best interest of the City. Total Phase 1: Total Phase 2: Page 3 of 10 Bid 09-32 VENDOR NAME: INT:
North Loop Fiber Project PART 1 GENERAL 1.1 RELATED DOCUMENTS A. This project shall comply with best practices as described by ANSI/ICEA/EIA/TIA stards including but not limited to: ANSI/EIA/TIA-568-2001, Commercial Building Telecommunications Cabling Stard or its most recent successor document; ICEA S-87-640-2005 Optical Fiber outside Plant Communications Cable or its most recent successor document; ANSI/EIA/TIA-569-2000, Commercial Building Telecommunications Pathways Spaces or its most recent successor document; ANSI/EIA/TIA-606-1993, Administration Stard for the Telecommunications Infrastructure of Commercial Buildings or its most recent successor document. B. The Contractor shall fully comply with the requirements of the City of Huntsville Information Technology, who will hereinafter be referred to as CoH-IT, shall maintain contact with the designated representative of the CoH - IT, C. The Contractor shall be responsible for arranging the equipment, material, apparatus into the given project restraints per specifications provided by CoH-IT. D. The Contractor, by submitting a bid on this work, certifies that they are a Corning Cable Systems Extended Warranty Program (EWP) installer. 1.2 SUBMITTALS A. The Contractor s proposal shall provide submittals to CoH-IT for all materials equipment to be provided installed by the Contractor on this project, to include but not to be limited by the following list: fiber optic cable, fan-out kits, copper locate wire, protectors, hanger devices, conduit, equipment cabinets or racks all rack component parts. B. The Contractor shall be responsible for determining distances between existing pull boxes the resulting total of the entire fiber run. For linear feet, hereinafter referred to as LF, estimates, attached North Loop Fiber aerial. C. Upon completion of the work but before final payment, the Contractor shall provide the following "As-Built" in both electronic format hard copy: Wire / Cable Routing Diagram showing locations of any new or pertinent man holes, conduits, pull boxes, chases, the cable pathways between them. D. The Contractor must supply a copy of the Contractor s Liability Insurance with a minimum amount of 1,000.00.00. Page 4 of 10 Bid 09-32 VENDOR NAME: INT:
E. The Contractor to provide a performance bond in the amount of five (5) percent of submitted bid total. F. The Contractor to provide a payment bond in the amount of five (5) percent of submitted bid total. PART 2 - SCOPE OF WORK The Contractor shall perform the following work: A. The Contractor shall be responsible for pulling three 1 corrugated interducts the length of the entire existing conduit with an existing pull string inside conduit per the attached route map. #14 gauge bare copper wire shall be pulled the length of the entire existing conduit for the purpose of locates, when the interducts are pulled. Each interduct shall be distinguishable from the other by means of color (blue, orange, black). Fiber optic cable shall be run within the blue interduct. All unused interduct shall be left with an intact pull string to facilitate future pulls. B. All fiber runs from intermediate distribution frame (IDF) data closets to the main distribution frame (MDF) shall be home runs. C. All runs shall be complete from end to end. CoH-IT must be notified approve any special cases that require a splice. If a splice is required, the splice must be a fusion splice maintain no more than a 0.2 db of loss. D. All fiber strs shall be terminated as listed in Section 3.2B. NOTE: Section 3.2B4 applies to phase 2, which is to be bid separately. See Parts 6 7. E. When crossing through a ceiling, or other areas requiring additional protection, rigid metal conduit or electrical metal conduit (EMT) shall be supplied to protect fiber reduce the potential for damage. F. Penetrations through or into firewalls shall be sleeved /or fire stopped per the referenced codes stards. All firewall penetrations must be pre-approved by CoH -IT G. All conduits in pertinent manholes or those connecting to exterior locations, whether in use or empty, shall be sealed with waterproof sealant at each end. H. The contactor shall provide to CoH-IT a submittal stating the type of equipment to be used for testing fiber optic cabling prior to the beginning of testing. The test results shall be provided in paper electronic format, verifying the compliance of every cable system. I. The contractor shall complete fiber run testing without interfering with leased fiber currently in use. Upon completion the fiber run testing, down time should be limited to the time it takes to transition fiber patch cables to new termination points, the cycling of switching equipment. Page 5 of 10 Bid 09-32 VENDOR NAME: INT:
PART 3 - MATERIALS 3.1 All materials shall comply with: ANSI/ICEA S-87-640, Optical Fiber outside Plant Communications Cable, ANSI/EIA/TIA-569, Commercial Building Stard for Telecommunications Pathways Spaces, ANSI/EIA/TIA-606, Administration Stard for the Telecommunications Infrastructure of Commercial Buildings, ANSI/TIA/EIA-607, Commercial Building Grounding Bonding Requirements for Telecommunications the National Electrical Code ANSI/NFPA-70. 3.2 All materials used shall meet required specifications defined herein approved by CoH-IT prior to installation. A. Any Fiber Optic Cable run between buildings in underground conduit shall be 48 SM Loose Tube, 048EW4-T4101D20 by Corning. There shall be a service loop of 15 feet routed appropriately in the telecommunications closets at each end of the fiber run. There shall be a minimum service loop of 6 feet routed appropriately in every subsequent pull box. The fiber should be terminated with LC connectors must be installed certified by a Corning Certified Installer said installer must provide the Corning 25 year warranty on all fiber, connectors, hardware terminations. All power meter OTDR readings shall be submitted to COH-IT as well as a copy of any other tests given to Corning for certification. B. The Fiber trays shall be Corning Fiber Optic enclosure with LC connector panels corresponding to size type of fiber. Acceptable part number is CCH-CP24-A9. Enclosure shall be sized to location requirements as follows: 1. Police Department - Corning Fiber Optic locking enclosure part number is CCH- 04U six CCH-CP24-D3 LC duplex adapters will ceramic sleeves. 2. Aquatic Center - Corning Fiber Optic locking enclosure part number is CCH-03U five CCH-CP24-D3 LC duplex adapters will ceramic sleeves. 3. Municipal Court - Corning Fiber Optic locking enclosure part number is CCH-04U six CCH-CP24-D3 LC duplex adapters will ceramic sleeves. 4. Service Center - Corning Fiber Optic locking enclosure part number is CCH-04U six CCH-CP24-D3 LC duplex adapters will ceramic sleeves. PART 4 - COORDINATION: A. General: Prior to installation of fiber system components, coordinate with CoH-IT. Where minor modifications to provisions are required, they shall be made at no cost as a matter of job coordination. Page 6 of 10 Bid 09-32 VENDOR NAME: INT:
B. Building Service: Provisions for voice/data cable entry to the building shall be coordinated with CoH-IT, prior to installation. PART 5 - WARRANTIES The Corning Certified Contractor said installer must provide in writing the Corning 25 year warranty on all fiber, connectors, hardware terminations. All power meter OTDR readings shall be submitted to COH-IT as well as a copy of any other tests given to Corning for certification. PART 6 - LINEAR FOOT BREAKOUT (Phase 1) Item No. 1 Approximate Quantities 12,000 LF Unit Description Unit Price Total - Figures Words Furnish all materials, labor equipment Install 48 str Corning single mode OSP Dry block, #048EW4-T4101D20. Continuous between switches inside bldg. to inside bldg. No splices, includes stard testing between terminus points. 2 33,000 LF 3 12,000 LF Purchase Furnish 1 HDPE Inner duct with min. ½ 1250lbs mule (pull) rope in each inner duct. Furnish all materials, labor equipment pull install 3-1 Interducts (Item 2) locate wire (Item 4) from pull box to pull box in existing min. 4 conduits. Existing pull rope in conduits 4 12,000 LF Purchase Furnish #14 gauge insulated braided locate wire. TOTAL PHASE 1 (figures) TOTAL PHASE 1 (words) Contractors Signature Date Dollars Page 7 of 10 Bid 09-32 VENDOR NAME: INT:
PART 7 - LINEAR FOOT BREAKOUT (Phase 2) Item No. 1 Approximate Quantities 4,500 LF Unit Description Unit Price Total - Figures Words Furnish all materials, labor equipment Install 48 str Corning single mode OSP Dry block, #048EW4-T4101D20. Continuous between switches inside bldg. to inside bldg. No splices, includes stard testing between terminus points. 2 13,500 LF 3 4,500 LF Purchase Furnish 1 HDPE Inner duct with min. ½ 1250lbs mule (pull) rope in each inner duct. Furnish all materials, labor equipment pull install 3-1 Interducts (Item 2) locate wire (Item 4) from pull box to pull box in existing min. 4 conduits. Existing pull rope in conduits 4 4,500 LF Purchase Furnish #14 gauge insulated braided locate wire. TOTAL PHASE 2 (figures) TOTAL PHASE 2 (words) Contractors Signature Date Dollars Page 8 of 10 Bid 09-32 VENDOR NAME: INT:
1. FUNDING: Award funding of the project is pending City of Huntsville Council approval. State of Texas statutes prohibit the obligation expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current City of Huntsville fiscal year shall be subject to budget approval. 2. LATE BIDS: Bids received after submission deadline will be considered void unacceptable. City of Huntsville is not responsible for lateness or non-delivery of mail, carrier, etc., the date/time stamp in the City Secretary's Office shall be the official time of receipt. 3. ALTERING BIDS: Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. 4. WITHDRAWAL OF BID: A bid may not be withdrawn or canceled by the bidder without the permission of the City. 5. SALES TAX: City of Huntsville is exempt by law from payment of Texas Sales Tax Federal Excise Tax. 6. REFERENCES: City of Huntsville may requests bidder to supply, with this ITB, a list of at least three (3) references where like services have been supplied by their firm. Include name of firm, address, telephone number contact person. 7. CONSIDERATION OF LOCATION OF BIDDER S PRINCIPAL PLACE OF BUSINESS. (Chapter 271, Local Government Code) In purchasing under this title, if the City receives one or more bids from a bidder whose principal place of business is in the local government whose bid is within three percent of the lowest bid price received from a bidder who is not a resident of the local government, the City may enter into a contract with: 1) the lowest bidder, or 2) the bidder who is in the local government whose bid is within three percent of the lowest bidder who is not a resident of the TERMS & CONDITIONS local government. 8. BID AWARD: City of Huntsville reserves the right to award bids on the lump sum or unit price basis, whichever is in the best interest of the City. 9. CONTRACT: This bid, when properly accepted by City of Huntsville, shall constitute a contract equally binding between the successful bidder City of Huntsville. No different or additional terms will become a part of this contract with the exception of Change Orders. 10. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing. 11. IF DURING THE life of the contract, the successful bidder's net prices to other customers for items awarded herein are reduced below the contracted price, it is understood agreed that the benefits of such reduction shall be extended to City of Huntsville. 12. A PRICE redetermination may be considered by City of Huntsville only at the anniversary date of the contract shall be substantiated in writing (i.e., manufacturer's direct cost, postage rates, Railroad Commission Rates, Wage/Labor Rates, etc.). The bidder's past history of honoring contracts at the bid price will be an important consideration in the evaluation of the lowest best bid. City of Huntsville reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the City. 13. DELIVERY: All delivery freight charges (FOB City of Huntsville designated location) are to be included in the bid price. 14. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5. Subtitle C, Chapter 171. 15. AMENDMENTS to Chapter 176 of the Texas Local Government Code require a person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity to submit a Conflict of Interest Questionnaire to the appropriate records administrator of the City not later than the seventh business day after the date the person begins contract discussions or negotiations with the local governmental entity, or submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential agreement with the local governmental entity. For purposes of this bid, you may submit the completed form with your response. Each vendor is responsible for verifying they are using the most current form available from www.ethics.state.tx.us. This legislation is subject to change each vendor should consult their own attorney regarding the current law. This statement is provided for information purposes only. 16.EXCEPTIONS/SUBSTITUTIONS: All bids meeting the intent of this invitation to bid will be considered for award. Bidders taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. The absence of such a list shall indicate that the bidder has not taken exceptions shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. City of Huntsville reserves the right to accept any all or none of the exception(s)/substitution(s) deemed to be in the best interest of the City. 17. BRAND NAMES: Whenever in this invitation, any particular materials, process /or equipment are indicated or specified by patent, proprietary or br name, or by name of manufacture, such wording Page 9 of 10 Bid 09-32 VENDOR NAME: INT:
will be deemed to be used for the purpose of facilitating description of the materials, process /or equipment desired will be deemed to be followed by the words or equal. 18. ADDENDA: Any interpretations, corrections or changes to this Invitation for Bid Specifications will be made by addenda. Sole issuing authority of addenda shall be vested by City of Huntsville Purchasing Agent. Addenda will be mailed to all who are known to have received a copy of this Invitation for Bid. Bidders shall acknowledge receipt of all addenda. 19. BID MUST COMPLY with all federal, state, county local laws concerning these types of service. 20. DESIGN, STRENGTH, QUALITY of materials must conform to the highest stards of manufacturing practice. 21. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1) Have adequate financial resources, or the ability to obtain such resources as required; 2) Be able to comply with the required or proposed delivery schedule; 3) Have a satisfactory record of performance; 4) Have a satisfactory record of integrity ethics; 5) Be otherwise qualified eligible to receive an award. City of Huntsville may request representation other information sufficient to determine bidder's ability to meet the minimum stards listed above. 22. BIDDER SHALL PROVIDE with this bid response, all documentation required by this ITB. Failure to provide this information may result in rejection of bid. 23. PACKING SLIPS or other suitable shipping documents shall accompany each special order shipment shall show: (1) name address of successful bidder, (b) name address of receiving department /or delivery location, (c) City of Huntsville Purchase Order number, (d) descriptive information as to the item(s) delivered, including product code, item number, quantity, number of containers, etc. 24. INVOICES shall show all information as stated above, shall be issued for each purchase order shall be mailed directly to the City of Huntsville Finance Department, 1212 Avenue M, Huntsville, Texas 77340. 25. PAYMENT will be made upon receipt acceptance by the City of item(s) ordered receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Article 601lf V.T.C.S. 26. ITEMS supplied under this contract shall be subject to the City's approval. Items found defective or not meeting specifications shall be picked up replaced by the successful bidder at the next service date at no expense to the City. If item is not picked up within reasonable time after notification, the item will become a donation to the City for disposition. 27. SAMPLES: When requested, samples shall be furnished free of expense to City of Huntsville. 28. WARRANTY: Successful bidder shall warrant that all items/services shall conform to the proposed specifications /or all warranties as stated in the Uniform Commercial Code be free from all defects in material, workmanship title. 29. REMEDIES: The successful bidder City of Huntsville agree that both parties have all rights, duties, remedies available as stated in the Uniform Commercial Code. 30. VENUE: This agreement will be governed construed according to the laws of the State of Texas. This agreement is performable in City of Huntsville, Texas. 31. ASSIGNMENT: The successful bidder shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of City of Huntsville. 32. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. 33. INDEMNIFICATION AGREEMENT The Contractor agrees to indemnify, hold harmless defend the City of Huntsville, its officers, agents employees, both past present, from against liability for any all claims, liens, suits, dems, actions for damages, injuries to persons (including death), property damage (including loss of use), expenses, (including court costs, attorneys fees other reasonable costs of litigation) arising out of or resulting from Contractor s work activities conducted in connection with or incidental to this Contract from any liability arising out of or resulting from intentional acts or negligence of the Contractor, including all such causes of action based upon common, constitutional, or statutory law, or based in whole or in part upon the negligent or intentional acts or omissions of Contractor, including but not limited to its officers, agents, employees, subcontractors, licensees, invitees, other persons. It is the express intention of the parties hereto, both the City the Contractor, that the indemnity provided for in this Contract indemnifies protects the City from the consequences of the City s own negligence. Page 10 of 10 Bid 09-32 VENDOR NAME: INT: