FIBER_OPTIC_CABLE_AND_MICRODUCT.pdf

COMPETITIVE BID

FURNISH AND DELIVER

FIBER OPTIC CABLE AND MICRODUCT

FOR THE

INFORMATION TECHNOLOGY DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - FIBER OPTIC CABLE AND MICRODUCT Release Date: Thursday, March 28, 2024

Attachments:

A - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022 E - DoIT_Technical_Questionnaire (2)

1. Notice Inviting Bids

For

FIBER OPTIC CABLE AND MICRODUCT

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Information Technology Department and will receive sealed bids prior to 3:00 pm, Thursday, April 18, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "FIBER OPTIC CABLE AND MICRODUCT" Project ID: 2024-IFB-MS-0175.

1. Summary

The City of Pasadena is inviting qualified vendors to submit bids for the supply of fiber optic cable, microduct, and aerial duct components as needed to meet the requirements of our infrastructure upgrade and expansion projects. This initiative aims to enhance our network capabilities and meet the growing demands of our customers.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Bidder's Submittals/Checklist. Bids will be received prior to the time and date in this Notice Inviting Bids and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/85310

Addenda shall be acknowledged via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena/projects/85310). Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. Pre-bid Conference

See the Timeline in the section named "Instructions to Bidders." If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline Instructions to Bidders of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/governments/portal/pasadena/projects/85310?section=767342 https://procurement.opengov.com/portal/pasadena/projects/85310 https://procurement.opengov.com/portal/pasadena/projects/85310 https://procurement.opengov.com/governments/portal/pasadena/projects/85310?section=767338 https://procurement.opengov.com/governments/portal/pasadena/projects/85310?section=767338

4. Deadline for Questions

The deadline to submit questions related to this solicitation is Thursday, April 11, 2024, prior to 3:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena) Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

5. Release Date

Release Dated: Thursday, March 28, 2024

MIGUEL MÁRQUEZ

City Manager https://procurement.opengov.com/governments/portal/pasadena

2. Instructions to Bidders

1. Summary

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Information Technology Department and will receive sealed bids prior to but not later than 3:00 pm, Thursday, April 18, 2024 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "FIBER OPTIC CABLE AND MICRODUCT" Project ID: 2024-IFB-MS-0175.

Submittal Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 3:00 pm on Thursday, April 18, 2024 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/85310

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• PROJECT TITLE: FIBER OPTIC CABLE AND MICRODUCT

• DEPARTMENT: Information Technology Department

• RELEASE DATE: Thursday, March 28, 2024

• CONTACT: David Bond

The City of Pasadena is inviting qualified vendors to submit bids for the supply of fiber optic cable, microduct, and aerial duct components as needed to meet the requirements of our infrastructure upgrade and expansion projects. This initiative aims to enhance our network capabilities and meet the growing demands of our customers.

2. Contact Information

Dealine for Questions https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/85310?section=undefined https://procurement.opengov.com/portal/pasadena/projects/85310 https://procurement.opengov.com/portal/pasadena

The deadline to submit questions related to this solicitation is Thursday, April 11, 2024, prior to 3:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays

David Bond IT Analyst Email: dbond@cityofpasadena.net Phone: (626) 744-7150 Department:

Information Technology Department

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 3:00 pm onThursday, April 18, 2024.

https://procurement.opengov.com/portal/pasadena mailto:dbond@cityofpasadena.net tel:(626)744-7150

Release Project Date March 28, 2024

Pre-Bid Meeting (Non-Mandatory) April 4, 2024, 11:00amhttps://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OG M4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0 ?context=%7b%22Tid%22%3a%2282d9fc00-2c66- 4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd0 8-0cac-43f4-90d6-62f3afc1843d%22%7d

Question Submission Deadline April 11, 2024, 3:00pm

Bid Submission Deadline April 18, 2024, 3:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE2NWNlNzUtMDk5MC00OGM4LWI5NmMtYTliMDE1MDBiZDQz%40thread.v2/0?context=%7b%22Tid%22%3a%2282d9fc00-2c66-4402-a28f-c6bcdc32e491%22%2c%22Oid%22%3a%22c3a2dd08-0cac-43f4-90d6-62f3afc1843d%22%7d

3. General Instructions

1. Pre-Bid Meeting

See the "Timeline" in the Introduction section (#Instructions to Bidders). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

2. General Bid Requirements

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 120 days after opening.

3. Funding Source

This procurement is funded by:City of Pasadena. Vendors must submit all required document with their proposal.

4. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

5. Acceptance of Conditions

By submitting a bid, each bidder expressly agrees to and accepts the following conditions:

A. All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the City;

B. The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

C. The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications;

https://procurement.opengov.com/portal/pasadena/projects/85310?section=767338

D. The City reserves the right to solely judge the bidder's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

E. The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

F. This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder in the preparation and submission of a bid.

6. Truth and Accuracy of Representation

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder.

7. City Changes to the Bid Documents

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each bidder. A bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal.

8. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified as the "Project Contact" (David Bond), above.

Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project, FIBER OPTIC CABLE AND MICRODUCT, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

9. Notice Regarding Disclosure of Contents of Document

All bids accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

A. The quality of the material offered;

B. The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

C. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

D. The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

E. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

F. The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

G. Litigation by the bidder on previous orders or contracts with the City;

H. The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Errors and Omissions

Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

12. Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

13. Taxes

Price bid shall include all federal, state, local and other taxes.

14. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

15. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

16. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

17. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period for this solicitation (FIBER OPTIC CABLE AND MICRODUCT; 2024-IFB-MS-0175), the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

18. Protest Procedure https://secure.procurenow.com/portal/pasadena/projects/85310?section=undefined

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

4. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

4. PRICE ADJUSTMENTS

At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

5. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

6. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

7. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

8. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for three years from the date of execution by the City. The contract may be extended for two optional one-year extension periods subject to the approval of the City Manager.

9. WARRANTY

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

10. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective.

All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

11. RECEIVING AND INSPECTION:

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and deliver materials at no additional cost to the City.

12. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) with their bid in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period, the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations at $25,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

4. SAMPLE CONTRACT

A sample of the contract the successful bidder or proposer will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://procurement.opengov.com/governments/portal/pasadena/projects/85310?section=undefined https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

https://invoice.cityofpasadena.net/PortalGuide.pdf

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

11. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

12. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

13. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

14. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

15. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

16. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

17. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

18. Recycled Product Procurement Mandates Pertaining to Local Governments [22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, PCC Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

19. Compliance with the Levine Act (Government Code Section 84308) https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

20. AVAILABILITY OF FUNDS

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

21. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named FIBER OPTIC CABLE AND MICRODUCT in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

6. Information Technology Requirements

1. Technical Questionnaire Form

This form is only required for the purchases of technology. The City of Pasadena Department of Information Technology (DoIT) is tasked with reviewing all IT solutions proposed for use by the City. DoIT uses this questionnaire to assess various business, security, and/or operational impacts of bidder or proposer proposed technology solutions, SaaS offerings, software or hardware that will reside on the City’s servers and/or network, that will integrate to the City’s existing applications, servers and/or network, or that may have an impact on the City’s ability to conduct business. This questionnaire is also used to identify and distinguish at an early stage in the evaluation process the potential roles and responsibilities of the City and the proposer.

If selected, proposers are required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the section named "Submittal/Checklist." When completing the questionnaire, please note:

• Section 4.0 must be completed for externally hosted/SAAS applications; and

• Section 5.0 must be completed for City hosted/on-premises software

2. Data Security for Printers/Copiers/Scanners

This section is only required for the lease/purchase of Printers/Copiers/Scanners.

All devices or associated storage media which is replaced or removed must be sanitized in accordance with the "clear", "purge" or "destroy" categories of sanitization as defined in the NIST SP 800-88 publication "Guidelines for Media Sanitization". Sanitization of media must be certified by the Contractor and signed documentation detailing the device(s), media and category of sanitization must be provided to the Department of Information Technology (DoIT).

Documentation of bulk or blanket sanitization is not acceptable.

All equipment must be configured such that the hard drive or associated storage media is encrypted or such encryption can be enabled by DoIT at will. All equipment must be configured to permit hard drive or associated storage media to be removed by a DoIT technician if necessary.

Temporary removal of equipment, such as for maintenance or repair, is subject to data sanitization requirements as stated above.

All device hard drives or associated storage media shall be left in DoIT’s possession at the end of the any lease, rental, or other time-limited usage agreement, if specified by the City.

All administrative accounts on equipment must be configured with non-default password, complex passwords, and the account names and passwords provided to DoIT.

Contractor must provide configuration printouts in hard copy form of all settings for any TCP/IP functions, including but not limited to network configurations, static routes, SMTP, SNMP, scan-to-file, etc., and storage media encryption configurations. Printouts must be delivered to DoIT when equipment configuration is complete and “ready for operation”.

7. Bid Specifications

1. BID SPECIFICATIONS FOR: FIBER OPTIC CABLE AND MICRODUCT

SCOPE OF WORK

The City of Pasadena’s Department of Information Technology is continuing to expand its fiber optic network. The City will require a variety of fiber optic cable types and quantities, as described in the Bidder’s Price Proposal.

The City also requires microduct and aerial duct, described below under headings "Microduct" and "Ariel" respectively, and related installation materials.

The City anticipates that it will begin placing orders on a project by project basis with the successful bidder immediately upon contract execution, and will continue to place orders over 24 months.

IMPORTANT! The City makes no guarantee as to the quantity of materials that will be purchased from the successful bidder, or the dollar amount that will be expended with them. Quantities appearing on the Bidder’s Proposal are estimates of possible quantity requirements over the 36 month period. Actual order quantities will be determined as needed. (See section regarding BID

PROPOSAL)

All of the fiber optic cable purchased under this specification must meet the reel, test, mechanical, physical, and optical requirements outlined below.

REEL REQUIREMENTS

The fiber optic cable shall be supplied on industry standard wooden cable reels. Each end of the cable shall have end seals, either end caps or pulling grips, in order to prevent moisture ingress during shipping, storage, or installation. The top end of the cable shall be securely fastened to the inside of the reel flange to prevent the cable from becoming loose in transit or during handling.

Each wooden reel shall be permanently marked with the following information:

• City of Pasadena Pasadena, California

• An arrow and the wording “CABLE END” to indicate the position of the outside cable end.

• An arrow and the wording “ROLL THIS WAY” to indicate the direction the reel should be rolled to prevent loosening of the cable.

• Reel number

LENGTHS PER REEL

Actual lengths will be determined at the time of order. The following minimum reel lengths shall apply:

• Cable - Minimum put-ups per reel shall not exceed 2,000 feet.

• Microduct and Aerial Duct - Minimum put-ups per reel shall not exceed 5,000 feet.

TEST REQUIREMENTS

Prior to shipping, the Contractor shall verify that the cable manufacturer’s specifications and manufacturer-provided certification test results meet the minimum technical specifications of the City.

Each cable shall have a copy of the manufacturer’s certified test results securely fastened to the reel in a waterproof wrapping. The Contractor must provide the City with a detailed shipping document that shall include the following information at a minimum:

• Manufacturer’s part or product number

• Date of manufacture

• Customer name

• Ordered length

• Customer order number

• Shipped length

• Number of fiber strands

• Cable construction

• Gross weight

• Net weight

• Inspected by signature

WARRANTIES

The supplier shall replace at no cost to the City any material that has been damaged during shipment, is defective, or fails to meet the test requirements and construction parameters.

FIBER OPTIC CABLE CONSTRUCTION PARAMETERS

The cable shall be an all-dielectric, optical cable designed for the high-speed transmission of voice, data, and video communications. The cable shall combine a loose buffer tube fiber construction with a UV rated outer jacket and shall be designed for aerial installations or high strength duct installations. The following are the City’s minimum requirements and features for the fiber cable.

Optical Fiber Each cable shall meet, or exceed, all current EIA/TIA, and ITU G.652 D industry standards for fiber optic telecommunications, and shall meet ANSI/ICEA-640, and GR-20 design and test criteria. Each optical fiber shall be a single mode, glass fiber with a protective outer coating. No fiber splices are allowed in a continuous length of cable.

NOTE: The City of Pasadena does not utilize “Bend Insensitive” fiber optic cable in its network. All proposed fiber optic cables shall be fully G.652 compatible, to minimize splicing difficulties in the field

Buffer Requirements Each standard loose tube cable provided shall incorporate a fully water-blocked, gel-free loose tube design. The cable core shall also have a water-blocking technology to prevent moisture entry and migration in the cable. Micro-core cables may incorporate a gel-filled tube design.

Outer Covering The cable outer jacket shall be composed of high modulus, medium density polyethylene (MDPE) suitable for installation in induced electrical fields up to 12 KV potential to ground.