Camping_World_Stadium_Converged_Network_System_(CNS)_Design_and_Installation_Project_(Addendum_#2_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0578

CAMPING WORLD STADIUM CONVERGED NETWORK SYSTEM (CNS)

DESIGN AND INSTALLATION PROJECT

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

RFP26-0578

CAMPING WORLD STADIUM CONVERGED NETWORK SYSTEM (CNS)

DESIGN AND INSTALLATION PROJECT

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

Camping World Stadium Converged Network System (CNS) Design and Installation Project

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

46. PRICING PROPOSAL

Attachments:

A - Exhibit 4 - CWS Pre-Proposal Conference Map

B - Exhibit 1 - Contract

C - Exhibit #2 - NDA - CWS

D - Exhibit 3 - CWS Event Schedule

1. INTRODUCTION

1.1. Summary

City of Orlando is seeking proposals from qualified vendors for the installation of a comprehensive network and wi-fi system at Camping World Stadium (“Stadium”) which is currently under renovation in Orlando FL. The objective is to replace the core network, including all edge switching, and the wi-fi system in the stadium. The goal is an elevated, more reliable fan experience that is expected in a world class facility

1.2. Background

The project involves the design and installation of a robust network and wi-fi infrastructure for an approximately 66,000-seat outdoor football stadium, including switches, wi-fi access points, and related equipment, to ensure seamless connectivity for fans, staff, and vendors within the Stadium. This network will be a net new endeavor. This system is intended to be a turnkey system. There will be no requirements for ongoing support for this system after the installation and initial operating period. We will be utilizing the building’s existing fiber backbone, but none of the Cat5/6 cable will be reused. This project cutover needs to be incredibly well coordinated with City of Orlando as there will be events occurring during the renovation that will use the old network. As part of the design, we would like a proposed cutover plan to be submitted that achieves our proposed schedule while working around active construction and events.

The system will be 100% operational by July of 2027. Camping World Stadium will be hosting the Jacksonville Jaguars for the entire 2027 season so this date cannot be missed under any circumstances.

The Selected Vendor will contract through City of Orlando for business terms of the agreement including, but not limited to, technical design review with owner and project team, installation of the system, coordination with internal and external stakeholders, and initial support of the system through a contracted number of events. The Selected Vendor will coordinate with owner’s representatives (Legends Global), low voltage design and engineering contractors (Henderson), construction manager (Barton Mallow / AECOM), and others as necessary to ensure successful completion of the scope of work within the project schedule and project budget.

The Selected Vendor will provide a project manager as a single point of contact to work with ownership and the project team throughout the entire project. The PM will attend meetings both on-site and virtual as necessary and will be on-site as necessary throughout the construction process.

1.3. Contact Information

Direct inquiries to the following:

Lindsey Hladik, CPPB, FCCM

Procurement Agent II

400 S. Orange Ave, 4th Floor

Orlando, FL 32801

Email: lindsey.hladik@orlando.gov

Phone: (407) 246-2332

Department:

Orlando Venues

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date September 9, 2026

Pre-Proposal Meeting (Mandatory) September 23, 2026, 10:00am

The Mandatory Pre-Proposal Meeting will be held in the FCS Varsity Club, located at:

One Citrus Bowl Place

Orlando, FL 32805

Enter through McCracken Field entrance

(corner of Tampa Ave & Long St.) and park in Lot 6. Transportation & Parking Map provided as Exhibit 4.

ALL MANDATORY REQUIREMENTS

STATED IN SECTION 6.5 Mandatory Pre-

Proposal Conference Requirements MUST

BE RECIEVED BY THE REQUIRED DATE

PROVIDED OR YOU WILL NOT ENTER

THE STADIUM FOR THE

WALKTHROUGH

Question Submission Deadline September 28, 2026, 5:00pm mailto:lindsey.hladik@orlando.gov tel:(407)246-2332

Proposal Submission Deadline October 27, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2507558

04227148?p=1rhqbJiyrZ9WxeJNpe

Meeting ID: 250 755 804 227 148

Passcode: 78Jz6cQ2

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 250 755 804 227 148

Passcode: 78Jz6cQ2

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

https://teams.microsoft.com/meet/250755804227148?p=1rhqbJiyrZ9WxeJNpe https://teams.microsoft.com/meet/250755804227148?p=1rhqbJiyrZ9WxeJNpe http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a one-time purchase.

4. MANDATORY MINIMUM QUALIFICATIONS

The following mandatory minimum qualifications have been established. Subject to the

City’s right to waive minor irregularities, Proposers that do not meet the mandatory minimum qualifications will be deemed non-responsive and will not be considered for further evaluation.

A. The Proposer must have successfully completed at least three (3) comparable

Converged Network System (CNS) Design-and-Install projects within the past five (5) years, with at least one (1) of the three projects involving a stadium, arena, convention center, airport, or similar high-density public assembly facility with a capacity of 25,000 persons or more. Documentation must be submitted with your response.

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. SCOPE OF SERVICES

The Contractor shall design, engineer, furnish, install, configure, test, document, train, and turn over a fully operational, turnkey wired and wireless network infrastructure for the Camping World Stadium. The system should meet all performance, security, redundancy, aesthetic, and operational requirements as outlined in this RFP. Work should include all labor, materials, equipment, coordination, supervision, commissioning, documentation, and training necessary for successful delivery.

5.2. Project Coordination

The Contractor shall plan to participate in all required project management activities including but not limited to:

• Progress meetings with City of Orlando – Venues, engineering teams, general contractor, and other stakeholders.

• Submittal schedules and change-management workflows.

• Coordination with all trades (low-voltage contractor, electricians, MEP, architect, broadcast integrators, DAS providers, POS vendors, ticketing teams, and operations).

• Compliance with construction schedules, site safety, security protocols, and all required permitting.

• The Contractor acknowledges that Camping World Stadium will remain an active construction site throughout significant portions of the Project. All work should be carefully planned and coordinated with the Owner, Owner's Representative, Construction Manager/General Contractor, other contractors, consultants, technology vendors, and other project stakeholders to avoid conflicts, delays, rework, or interference with ongoing construction activities.

• Camping World Stadium may also remain operational for scheduled events and other activities during portions of the Project. The Contractor should coordinate work with Orlando Venues to ensure that construction activities do not adversely impact scheduled events, public safety, critical building systems, or stadium operations.

5.3. Document Review

The Contractor shall conduct a comprehensive review of all design and current construction documents to assess the specific requirements and challenges of the stadium's structure. This will include requirements gathering with the owner, engineering, and development teams, and with vendors in the stadium, as well as any management groups that may come on board.

5.4. Design

Using the initial design documents from the engineering team as a base and working with the project’s development and engineering teams and with the City of Orlando - Venues

IT engineering team, the Contractor shall develop a detailed network and Wi-Fi system design that meets the stadium's capacity and coverage needs, considering peak usage during events. Final submissions should be provided in AutoCAD-compatible formats.

Design documents should also consider redundancy and failover design and spectrum management plan addressing Wi-Fi, Bluetooth, IoT, and crowd interference.

5.5. Core Wired Network

The core wired network will consist of, but not limited to the following:

1. Network core with redundant uplinks to all edge switching and accepting feeds from redundant internet providers as provided by City of Orlando -

Venues.

2. Network must be able to accept multiple 100GB connections from internet providers.

3. A minimum of 1Gbps per port to the endpoints, using Category 6A cabling compliant with ANSI/TIA standards for cable color and labeling.

4. A minimum of Class 6 Power over Ethernet on every user-facing copper switchport.

5. A robust security methodology to be agreed upon by City of Orlando -

Venues, their network vendor team, and the low voltage designer.

Methodology should meet standards as set by the NIST Cybersecurity

Framework, but prospective bidders should also detail which other standards can be conformed to.

6. Cisco Catalyst is the preferred switchgear for City of Orlando - Venues to match the networks operating at other City of Orlando - Venues controlled venues.

5.6. Wireless Network

The Wi-Fi network will service the bowl seating, suite seating areas and concourses, back of house areas, entry points into the stadium, as well as wireless coverage in the plaza to a pre-defined point on a Wi-Fi coverage map that will be provided and should include the entirety of the building structure, front of house, back of house, in-bowl, gates, and a

100-ft perimeter outside of the building and gates. Full sideline coverage will be required. It should be capable of providing a minimum throughput of 10Mbps per connected device in a full stadium, at a ratio of a maximum 100 connected devices per 1 access point, but preferably 80 per AP.

1. This network shall use the latest available technology conforming to current established standards at the time of deployment.

2. This network shall run a minimum of Wi-Fi 7.

3. This network shall be optimized to remove any dead zones.

a. Initial optimization should be with an empty building

b. Subsequent optimizations should be with heavily attended events.

4. This network shall provide Wi-Fi user onboarding statistics and analytics including Hamina/Ekahau maps and Cisco dashboard.

5. The network shall include the ability to route to a "splash page" if required.

6. This network shall deploy all new electronics. No existing electronics should be considered unless it is with the approval of City of Orlando - Venues and its advisors.

a. City-owned assets are end of life. The Contractor shall plan for disposal of old City-owned assets where disposal or recycling is required.

b. Existing cabling from MDF to IDF and IDF to Endpoints will be used for both fiber and ethernet. New cabling shall be installed in areas as needed.

7. Installation of this network shall account for the aesthetics of the stadium and should be designed to be as aesthetically pleasing as possible without sacrificing performance.

a. City of Orlando - Venues and the architect must review all AP placements for aesthetics and design intent.

8. Wi-Fi equipment preference is Cisco.

5.7. Network Traffic Use Case Expectations

A. Fan interaction and streaming traffic, as typical for a football stadium / event venue of this size.

B. Point Of Sale traffic for the food & beverage vendors and for the retail vendors in the stadium. (Note: PCI compliance must be maintained for these systems.) POS vendors may choose to use Wi-Fi or hard lines.

C. Ticketing, including the Box Office and wireless ticket scanning at the entrances

D. Internet Protocol Television (IPTV)

E. League specific technologies (NFL/NCAA/FIFA/etc.)

F. Conference Room network and control traffic

G. Office traffic for employees and contractors

H. Building Automation and Building Management traffic

I. Security traffic, including ingress scanning, access controls, and security cameras.

J. Possible use of Wi-Fi triangulation/beaconing

K. Full SMPTE 2110 readiness is not considered at this time, but a plan to deliver broadcast traffic during certain events will be in scope.

5.8. Equipment Bill of Materials Delivery

The Contractor shall provide a full and complete Bill of Materials (BOM) for the network and wi-fi system to City of Orlando - Venues representatives and to the engineering team for review. The BOM shall include all switches, access points, optics, interface cables, and all additional equipment required for the installation and implementation of this network as per the selected design. Materials should be delivered in a "just-in-time" fashion and storage location for materials will be agreed upon between Contractor and

City of Orlando - Venues representatives as materials arrive based on availability.

• The Contractor shall supply only new and unused hardware (no damaged and/or factory reconditioned equipment) in the manufacturer’s original packaging, with all of the manufacturer’s original paperwork and accessories.

• Software products or licensing shall contain no computer viruses, other

‘containments’ including any codes, or instructions that may be used to access, modify, delete, damage, or disable the City’s systems.

• Software or licensing shall be registered to the City, and shall not be registered to the supplier or any other parties.

• The Contractor shall work with the City and the manufacturer to develop a delivery schedule for hardware, software, and licensing; with software and licensing to become effective at a City-specified date. Manufacturer warranty shall become effective upon implementation of the hardware and the agreed upon production turn-up date.

• The Contractor shall keep the City apprised of manufacturer lead times on a regular basis, and work with the City to minimize lead times to the greatest extent possible.

• The Contractor shall notify the City of the expected total lead time for one hundred percent (100 %) order fulfillment, at the time of order placement by the

City, as well as the expected fulfillment percent (%) and time schedule for any partial fulfillment shipments during the total order lead time, if applicable.

• During the course of the project, the City reserves the right to modify the quantity of any item.

• Bid prices shall include all shipping and/or delivery charges. Charges for next day or early next day shipping shall only be permitted with prior approval by the

City.

• All deliveries shall be shipped F.O.B. Destination, freight prepaid, with the

Contractor paying all freight charges; collect shipments will not be accepted. It is agreed by the parties hereto that delivery by the Contractor to a common carrier does not constitute delivery to the City. Any claim for loss or damage shall be between the Contractor and the carrier.

• The City reserves the right to determine aspects of shipping (e.g., boxes versus pallets; maximum height, length, width, weight; etc.) to meet the City’s requirements, at the City’s sole discretion.

• The Contractor shall coordinate delivery times and dates with the City. If the equipment or components are damaged or unacceptable, the Contractor shall correct the deficiencies cited by the City, or provide brand-new replacement equipment, at the City’s sole discretion.

• No deliveries shall be scheduled for, or accepted by the City on the following City holidays, unless given specific written approval by the City, in advance:

A. New Year’s Day; Martin Luther King, Jr. Day; Memorial Day; Juneteenth, Independence Day; Labor Day; Thanksgiving Day; Day after Thanksgiving;

Christmas Eve; Christmas Day.

• Equipment shall be delivered with manufacturer's and/or Contractor's label intact and legible. Labels shall be affixed to the outside of the package stating the name and address of manufacturer and/or Contractor. All materials shall be shipped in packaging properly designed to protect against damage. Any equipment found to be damaged or missing shall be replaced by the Contractor at no expense to the City.

• Equipment that arrives in a ‘dead-on arrival’ (DOA) condition shall be returned at the Contractor’s expense, and replaced with new, identical equipment, within thirty (30) days.

• The City may request, and Contractor agrees to deliver hardware to multiple locations, as required to complete the project.

5.9. Frequency Design Review

Within 45 days of award, the Contractor shall provide a full radio frequency (RF) design to City of Orlando - Venues/Legends Global for review. The Contractor shall work with the project team for modeling, clash detection and integration of the design into official project documents.

The design shall account for coordination with and limitation of interference with other

RF-based systems, including but not limited to the following:

• Cellular DAS

• Emergency responder DAS and radio systems

• Operational radio systems

• Radio/TV broadcast systems

• In-house broadcast and camera systems, including but not limited to Fancams, crowd cameras, etc.

• Wireless microphones

5.10. Installation

Execute the installation of the network and Wi-Fi infrastructure, mounting of switching, access points, and other equipment in bowl, concourse, back of house, and plaza areas, including NEMA rated weatherproofing where necessary; ALL cable patching in Main

Distribution Frame (MDF) and Intermedia Distribution Frames (IDFs); and configuration to ensure optimal performance, meeting all established scheduling milestones. Add alternates will have specific installation types covered.

A. Contractor and their subcontractors shall coordinate with the structured cabling vendor to ensure proper cabling is delivered to all locations with proper and desired terminations for equipment connectivity. The Contractor owns the final field cable, installation and all weatherproofing from the gang box to the equipment for all endpoints. Cable runs and management are in place and will be observable during site visit at the mandatory pre-bid conference.

1. The parties acknowledge and agree that extension or addition of electrical service needed for the Wi-Fi and Network System shall be the responsibility of the selected Contractor. If necessary, City of Orlando - Venues will provide an approved vendor list for subcontracting and selected subcontractor will also be responsible for any required additional cable runs or management.

B. The Contractor and their subcontractors shall install switches, access points, and all other project-related network gear into the IDFs and in the common areas.

C. The Contractor and their subcontractors shall coordinate with City of Orlando -

Venues, the Construction Manager, and the architect to coordinate equipment installation and work in an integrated fashion.

D. The Contractor shall furnish all labor, ladders, high reach lifts, scaffolding, supplies, tools, equipment, supervision, travel, toll charges, parking fees, dumpsters and disposal fees to perform this Work as outlined herein, at no additional cost to the City.

E. The Contractor shall ensure that all jobsite personnel are properly attired and professional in appearance at all times while on-site at the Camping World

Stadium. At a minimum, personnel shall:

1. Wear company-branded shirts or clearly identifiable tag (Company's name and logo with employee name).

2. Wear long pants.

3. Wear closed-toe work shoes appropriate for construction environments.

4. Utilize all required personal protective equipment (PPE) in accordance with

Occupational Safety and Health Administration (OSHA) standards and site-specific safety requirements.

5. Not smoke on property.

6. Not eat on property unless approved by the City.

All personnel shall be clean, presentable, and conduct themselves in a professional manner consistent with working in a public-facing, high-profile venue. Failure to comply with these requirements may result in removal of personnel from the site at the discretion of the City’s Project Management team.

F. Laydown and Staging Areas: The City will work in good faith with the Contractor to identify and provide reasonable laydown and staging space for dumpsters, materials, equipment, and related project needs. However, all such space allocations are subject to availability and are contingent upon the Stadium event calendar, operational requirements, and the needs of touring productions. The

Contractor shall be responsible for coordinating all staging activities with the

City’s Project Manager and must remain flexible to accommodate event-related adjustments.

G. Inspections and Job Standards: The Contractor shall give twenty-four (24) hour advance notification to the City’s Project Manager of each phase of Completed

Work. Such action will not cause a delay in the Work by the Contractor. The

City’s Project Management shall respond to an inspection call from the

Contractor within twenty-four (24) hours, excluding weekends, at which time a site inspection will be scheduled. The City reserves the right to perform inspections at any time during the project. The City reserves the right to inquire and be advised by the Contractor on any methods being used to complete any phase of the project. The City reserves the right to authorize additional security infrastructure or related Work identified during the course of this project. If unforeseen conditions or additional areas require replacement, such Work may be incorporated into the Contract through a written Addendum. Authorization to proceed with additional work shall be issued only through a formally executed

Addendum approved by the City.

H. Contractor Access Requirements: City of Orlando Venues requires all

Contractors, defined as any non-Orlando Venues employee providing services or performing Work onsite to be credentialed, logged, and monitored throughout their presence at any Orlando Venues property. Unauthorized access, credential sharing, or unescorted movement is strictly prohibited.

1. Pre-Authorization. Contractors must submit an access request a minimum of forty-eight (48) hours prior to the Contractor's arrival. The request must include the Contractor's full legal name, company, Scope of Work, onsite supervisor, requested access areas, and duration of access, and must be approved by the responsible department supervisor.

2. Check-In. Upon arrival, all Contractors must report to the Security

Entrance/Loading Dock at the corner of S Tampa Ave and Long St, present a valid government-issued photo ID, and submit to bag screening and walkthrough metal detection. Contractors will be logged in the Visitor Access

Log and issued either a Temporary Visitor Pass (valid for the date of issue only) or, for long-term engagements, an Orlando Venues ID Card may be issued at the request of the responsible department. All credentials must be visibly displayed at all times while onsite and returned to Security prior to departure.

3. Building Entry and Screening Requirements All persons, vehicles, deliveries, mail, bags, packages, gifts, articles, and service animals are subject to search upon entering the Facility. All items are subject to inspection prior to being permitted to enter or re-enter the Facility. All persons entering the Facility are subject to security screening through Walk-Through Metal Detectors (WTMD), Weapons Detection Systems (WDS), or similar technologies on a continuous

24-hours-a-day, 7-days-a-week basis. Secondary screening shall be conducted using hand-held metal detection wands or pat-down procedures, as warranted.

I. Progress Updates: Written weekly updates will be required to be provided by email from the Contractor’s project manager to Orlando Venues and the design consultant (emails to be provided at time of contract) no later than 4:00 PM

Eastern Standard Time every Friday. Update should include:

1. Work completed during the week.

2. Work scheduled to be completed the following week.

3. Any work delays foreseen by selected Contractor and options to resolve.

4. Anything needed from Camping World Stadium staff or design consultant to ensure work is completed on time.

5. Weekly project meetings will be required to ensure smooth coordination between Contractor and Orlando Venues. Meetings will be scheduled upon contract award.

J. Communication: All communication to the client in reference to this project must copy design consultant team.

K. Compliance and Labor Standards: All installations must comply with local, state, and federal regulations, including but not limited to:

1. NFPA

2. ADA

3. NEC and applicable building codes.

4. Contractor staff must be background checked as well as properly licensed, bonded, and insured.

5.11. Testing and Quality Assurance

The Contractor shall conduct thorough testing of the entire core wired network and Wi-Fi system once installed and activated to identify and remedy any issues. Testing should occur both with covered areas empty and with covered areas full during events and include throughput, latency, jitter, and packet loss thresholds.

A. Contractor shall provide testing plans and tolerances to City of Orlando - Venues.

B. All equipment required for testing shall be provided by the Contractor.

C. Testing shall include provision of full coverage maps through Ekahau/Hamina.

D. Received Signal Strength Indicator shall be -67 dBm or better.

E. Empty area testing can be scheduled any time after install. The Contractor shall be required to coordinate with the Orlando Venues per the event schedule to arrange times and dates for any testing, repairs or updates. There shall be no travel or additional fees.

F. Contractor shall be required to be onsite for four (4) large-scale stadium events after installation completion to ensure solution management and to provide troubleshooting at no charge to the City. The Contractor shall be required to coordinate with the Orlando Venues per the event schedule to arrange times and dates for any testing, repairs or updates. There shall be no travel or additional fees.

G. Wi-Fi usage reports along with Wi-Fi heat maps should be provided after initial configuration and after each test to the designated City of Orlando - Venues representative.

H. The Contractor shall also conduct comprehensive testing of the core wired network to validate performance, resiliency, and compliance with the specified requirements. Testing shall include throughput, latency, packet loss, failover/redundancy, and connectivity validation under normal and peak conditions. The Contractor shall document test results, identify deficiencies, and remediate any issues prior to final acceptance.

5.12. Documentation

The Contractor shall provide comprehensive documentation, including:

A. As-built drawings

B. RF heat maps

C. Final AP locations and antenna configurations

D. Switch/router/firewall configurations

E. VLAN/IP addressing documentation

F. Fiber and copper test results

G. Wireless controller/cloud configuration

H. Wi-Fi 7 RF design parameters

I. Network diagrams

J. Equipment inventory, serial numbers, and warranty information

K. Administrative credentials and licensing information

L. Configuration backups

M. OEM support contract information

N. Troubleshooting documentation

O. Training for the third-party MSP

P. Matrix correlating AP name to MAC address to physical location to port ID to switchport.

Documentation should be provided both as physical hard copy and digital download.

5.13. Training

The Contractor shall train City of Orlando - Venues staff and any other owner-specified personnel on the operation, maintenance, and troubleshooting of the installed network and Wi-Fi system. Training may be required to be recorded, at the preference of the City or its agents.

5.14. Warranty and Support

The Contractor shall provide a minimum two-year warranty commencing upon final acceptance of the complete system. The warranty shall cover all design, engineering, installation, configuration, programming, workmanship, integration, an system performance deficiencies attributable to the Contractor or its subcontractors. Warranty services shall be provided at no additional cost to the City.

The Contractor shall provide a ninety (90) day post-implementation stabilization period following final acceptance and shall work collaboratively with the City of Orlando - Venues and their third party network maintenance provider to identify and resolve system performance, configuration, integration, and installation issues.

Manufacturer hardware warranties, software subscriptions, licensing, and OEM technical support shall be provided for the period specified in the contract documents and shall be registered directly to the City where permitted. All warranty and support entitlements shall be fully transferrable or accessible to the City's designated third-party maintenance provider.

Warranties shall meet the following requirements:

A. Manufacturer Hardware Warranty: Minimum 3-5 years or manufacturer's standard, whichever is greater.

B. Software and licensing: Minimum 3-5 years purchased with project.

C. OEM Technical Support: 3-5 years.

D. Post Go-Live Stabilization: 90 days.

E. Critical issue response during Stabilization shall be provided within 30 minutes to

1 hour of contact.

F. Non-critical warranty response shall be provided within 4 business hours of contact.

G. Defective Equipment: Advance replacement or Next Business Day where available.

H. Configuration/design defects: Corrected by Contractor at no cost.

5.15. Spare Parts

The Contractor shall provide and maintain a spare parts inventory to support the network infrastructure and minimize service interruptions resulting from hardware failures.

At a minimum, the spare inventory shall include:

• Two (2) spare 48-port network switches, identical in make, model, and configuration to the switches deployed as part of the project.

• Two (2) spare wireless access points for each AP model deployed as part of the project. For example, if three different AP models are deployed, the

Contractor shall provide two (2) spare units of each model.

• All spare equipment shall be new, unused, and fully compatible with the installed infrastructure.

• Spare equipment shall include all required licenses, subscriptions, mounting hardware, power supplies, and accessories necessary to place the equipment into service.

• Spare equipment shall be configured or capable of being configured to match the production environment and shall be compatible with the applicable network management and monitoring platforms.

• The Contractor shall clearly identify, label, and document all spare equipment and provide an inventory list including manufacturer, model number, serial number, and quantity.

• Spare equipment shall be delivered to and stored at a location designated by the

Owner prior to project completion and final acceptance.

Any spare equipment utilized during the warranty or support period shall be replaced by the Contractor at no additional cost to the Owner.

5.16. Turnkey Intent/Handoff

THIS IS INTENDED TO BE A TURNKEY SYSTEM. Upon completion of all efforts, the system (all materials, design, system accounts and password lists, and documentation specified in Section 5.12, etc.) shall be handed off to the City’s network operations agent and City of Orlando - Venues. There should be a documented handoff process that will require documented deletion of all accounts and passwords installed on the system by the Contractor that are non-critical to system operation. All system or elevated access accounts must have documented proof of password changes of these accounts to the network operations team.

Successful handoff to the third-party maintenance provider is a condition of final acceptance and final payment.

5.17. Optional Scope of Work

At the City's sole discretion, the City may choose to exercise its option for the inclusion of the following:

• Design and install a UPS solution for IDF and MDF locations with a one (1) hour runtime.

5.18. Proposed Milestone Payment Schedule

The City's proposed milestone payment schedule is as follows:

Phase / Work Component

Design, RF surveys, engineering & approved design documents 10%

Equipment procurement/approved stored materials delivered and inspected by City/Owner's

Rep

30%

Hardware Install - 50% completion 20%

Hardware Install - 100% completion 15%

Testing, commissioning, & performance validation 15%

Documentation, training, & operational handoff 5%

Final acceptance/Close out 5%

6. PRE-PROPOSAL CONFERENCE

6.1. Date

The Mandatory Pre-Proposal Meeting will be held in the FCS Varsity Club, located at:

One Citrus Bowl Place Orlando, FL 32805 Enter through McCracken Field entrance

(corner of Tampa Ave & Long St.) and park in Lot 6. Transportation & Parking Map provided as Exhibit 4. ALL MANDATORY REQUIREMENTS STATED IN SECTION 6.5

Mandatory Pre-Proposal Conference Requirements MUST BE RECIEVED BY THE

REQUIRED DATE PROVIDED OR YOU WILL NOT ENTER THE STADIUM FOR THE

WALKTHROUGH on Wednesday, September 23, 2026 at 10:00 am.

In order to be considered present for a Mandatory Pre-Proposal Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation

Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

NOTE: This pre-proposal conference has MANDATORY requirements for admission and participation in Section 6.5 Mandatory Pre-Proposal Conference

Requirements.

6.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

6.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Lindsey Hladik, CPPB, FCCM, Procurement Agent II

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2332

Fax: (407) 246-2869

Email: lindsey.hladik@orlando.gov

Website: http://www.orlando.gov/procurement/ http://www.orlando.gov/procurement/

6.5. Mandatory Pre-Proposal Conference Requirements

Due to the need to ensure confidentiality regarding the Camping World Stadium's security measures, the following Mandatory Requirements have been established for

Respondents to attend the Mandatory Pre-Proposal Conference:

MANDATORY REQUIREMENTS:

A. Proposers MUST have at least one company representative attend the

Mandatory Pre-Proposal Conference.

B. Proposers MUST return a signed Company NDA. See Exhibit "2" for the NDA.

C. Proposer MUST return a completed Pre-Proposal Meeting Attendance

Form. See Attachment "I" in the Vendor Questionnaire for the form.

PLEASE NOTE: DUE DATE: Mandatory Requirements A, B, and C must be received by 5:00 PM, September 21, 2026, local time Orlando, FL.

Proposers are required to submit these documents via email to Lindsey Hladik at

Lindsey.Hladik@orlando.gov. If these items are not received in its entirety the

Representatives will not be allowed access to the property, and may have their Proposals deemed nonresponsive.

7. PROPOSAL DUE DATE AND TIME

7.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Tuesday, October

27, 2026. Proposals received after this date and time, will not be considered.

7.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams mailto:Lindsey.Hladik@orlando.gov https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

7.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

8. PROPOSAL PREPARATION AND FORMAT

8.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

8.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

8.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to the Confidential and/or

Proprietary Information Exemption Form, a Proposer asserting any exemptions from public disclosure regarding any portions of its Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

9. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

9.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0578, Camping World Stadium

Converged Network System (CNS) Design and Installation Project

9.2. Table of Contents

Include a clear identification of the material by section and by page number.

9.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

9.4. Mandatory Minimum Qualification Documentation

Provide documentation as necessary for the City to verify that the mandatory minimum qualifications in section titled "Mandatory Minimum Qualifications," have been met.

Documentation must be clear and specific and for every referenced facility, include facility name, contact name, title, address, and current phone number.

9.5. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

9.6. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

9.7. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

9.8. Confidential…