25_021 RFP CABLE PLANT INFRASTRUCTURE Q_A.docx

QUESTION & ANSWERS

25-021 ERATE CABLE PLANT

Below are some questions and clarification we have for this E-Rate project.

· There is no qualification noted for the type of cable being remediated but can be assumed to be category cable. Please confirm that cables are 4-pair category copper cables? The majority of the cable to be removed will be either Cat5, Cat5e, or Cat6.

· Is the assumption correct that all remediated cables are on patch panels and not on 110 blocks, 66 blocks or other styles of termination hardware? Drops terminate on Cat5e and Cat6 punch-down style patch panels or in modular keystone patch panels.

· Confirm that 2.1.A provides layout and list of all cables to be remediated? There will be a walk-through at each location to determine which cables need to be addressed.

· Do we need to confirm at both the station end and the closet that there are not connections? Drops will be potentially active in the closet until removed by the awarded contractor. Confirmation at the station end is critical.

· For termination points, do we assume that all cabling only has termination points at faceplate and patch panel in closet? Yes, though some terminations may be above the grid with network biscuits.

· If all cables are removed from wall jack, are we to replace faceplate with a blank? Correct. A combination of blank keystones, blank series II Ortronic insert modules, and blank faceplates will be needed for this project.

· If partial removal at wall jack, do we consolidate remaining cables starting at position 1? Yes.

· For patch panel consolidation, do we take that last cable in the closet and move it to an open positions? (i.e. A18 is open so we move the last cable in C34 to A18, last cable moves) Correct.

· For cables that are relocating at the patch panel, do we have update any labeling other than the wall jack faceplate? The wall jack only. If the drop is above the grid, an additional label on the ceiling grid will also be updated.

· For cables that are relocating on patch panel, do we assume the existing patching will reach the new port location? Will HCSD have available cords if needed? All cables will reach. Every closet uses only 1’ cables to 1u switches.

· Will the service provider get any proceeds from the recycling plan? Service providers are responsible for removing all cable offsite.

· Will we be able to complete this project during summer break working daytime schedule? Please confirm schedule times we will be able to access sites. The project start date will be subject to funding commitment notification. When students or teachers are not present, buildings will be available at anytime. During school days, buildings will be available from after school till 5:00am.

· 2.1.1.a - Does this mean that all schools may not be released upon award? The list includes all potential locations of maintenance.

· 2.2.c - Who are the installed manufacturers at the schools in scope? There is a mixture in the buildings. There is a large quantity of Ortronics Series II equipment, as well as various keystone manufacturers.

· 2.2.d - Will a PM's contact number and escalation list be sufficient for this requirement? We have an tollfree number but it is not manned 24/7. The contractor will need to provide two additional contacts if the service call number is not manned 24/7.

· Appendix F - A Lit Fiber Option is listed in the title, does this apply to this RFP? If so, please detail. This is an error on the RFP and should be disregarded.

General Project Understanding

1. Scope Definition: Are all 2000 cables evenly distributed across the school locations, or is the distribution uneven? If uneven, can we get a detailed breakdown by location? Walk-throughs will determine the distribution. The list of schools is potential locations that will have work performed.

1. Access and Permissions: Will access to facilities be unrestricted during the project, or will specific permissions or coordination with staff be required? There will be coordination for each building. The contractor will be given building-specific key access during the time of that particular location.

1. Work Schedule: What are the acceptable working hours for remediation (e.g., off-hours, weekends)? Can the work be scheduled by grouping certain locations at a time? What is the timeline expected for the entire remediation of all locations? Within months, or over the time period of the year? The project will be expected to be completed within the 9 months of from start date. The buildings are available after school hours until 5:00am. On noninstructional days, the buildings are available 24 hours. The preference is for one location to be worked on at a time.

1. Facility Maps: Are detailed facility floor plans or cable layout maps available for each location? If not, how will these be created or provided?

1. Condition Assessment: What is the current state of cable organization and management (e.g., are the cables tangled, neatly tied, combed cable, or in poor condition)? Conditions will vary between buildings. Organization from patch panel to switch is neat. Organization prior to the patch panel varies by location. Most closets should be above average in neatness.

1. New Cabling: Who is installing new cabling to replace the remediated cable? Is there another bid for installing new cable? We recommend installing new cable while also remediating the old cable. This project does not include installing new cable.

Task-Specific Queries

1. Cable Review:

0. How long is the review process expected to take for each facility, and what level of input or oversight is required from the district during this stage? A walk-through before the project will be completed with HCSD personnel and the contractor. Estimated 1-4 hours, depending on building size.

1. Equipment Check:

1. Is there a standard protocol for reporting connected equipment, and who will handle disconnection in those cases? A walk-through prior to the start of the project will determine if any equipment will need to be removed. Equipment at station point will be disconnected by HCSD staff.

1. Cable Termination Points:

2. How many wall jacks, patch panels, and termination points are typically present per location? This will be determined with a walk-through at the time of project start.

2. Are these points easily accessible, or are there areas that may require additional time for access (e.g., ceilings, locked rooms)? Drops are located throughout the school building. Typical drops are running from the closet to the ceiling and down to the classroom. Keys will be provided for building access.

1. Cable Management:

3. What is the current condition of cable ties or cable management fixtures? Will additional time be required to address tightly bound or inaccessible cables? Condition varies at each closet. Enough time should be factored to remove cable and bundle cable orderly once completed neatly.

1. Cable Removal:

4. What is the average length of the cable runs to be removed? This will vary depending on room location. Length will not exceed 300’.

4. Are there specific pathways (e.g., conduits, trays) that may pose challenges, such as tight spaces or fragile walls? Most cables are above the ceiling grid. All pathways should remain neat once removal is completed.

4. Are there other cables in the same pathways that need to remain undisturbed? Yes, some data cables will need to remain undisturbed.

1. Patch Panel Consolidation:

5. How many patch panels require consolidation? This will be determined during the walk-through of the building. It will be determined by the location of the drop that needs to be removed.

5. Are relabeling materials (e.g., labels, markers) and standards provided, or does the vendor need to supply them? Vendor must provide labels and a label maker.

Reporting and Communication

1. Reporting Requirements:

0. Is reporting expected daily, weekly, or upon completion of each facility? Weekly

1. Unexpected Situations:

1. Is there a designated District contact available during the work to resolve such issues promptly? Yes Labor and Resource Considerations

1. Team Size:

0. Will the District provide any staff support or supervision during the work, if required? None should be required.

1. Travel Between Locations:

1. What is the average travel distance between school locations? Projects will be conducted at one location at a time.

1. Are there expected delays due to traffic or security procedures at each facility? No.

1. Downtime Allowance:

2. Are pre-arranged outages allowed for every facility, and how much time is allocated for coordination and approvals? Downtime will only be permissible during after-school hours.

1. Training and Safety:

3. Are there specific safety protocols or training requirements that workers must adhere to while on site? No.

Contingency Planning

1. Change Management:

0. What is the process if additional cables are identified for remediation beyond the original 2000? The project will not exceed 2000.

0. Are there contingency plans or budgets for unforeseen delays or obstacles? No.

These questions should help establish a detailed understanding of the project's requirements and scope, enabling an accurate labor hour estimation.