Juba RC Data Cabling SOW .pdf

1. Purpose

The purpose of this Statement of Work is to acquire the services of an Information Technology

(IT) contractor for the design and installation of CAT 7 and Fiber cabling at the US Mission

Residential compound (hereinafter called RC) located in Juba, South Sudan in support of

USAID/South Sudan Information Technology Network and Services.

Offerors are required to visit the site to participate in this solicitation. The offeror can coordinate with USAID/South Sudan to verify the current condition and extent of the works under this award. The contract will be a firm-fixed price (FFP) type contract payable in USD.

2. Background

The RC IT infrastructure serves over 120 users and covers over 80 housing units and common areas with an average of five data connections per unit for wired devices (desk phone, Wi-Fi

Access Point, AID net, TV and conference units for meeting rooms). Current cabling infrastructure was installed over eight (8) years ago with regular, mostly unplanned, additions of new cabling and network nodes, but no upgrade has taken place.

3. Scope of Work

The work includes replacing the existing cabling infrastructure on the RC. The contractor is required to supply and install all resources including tools, labor, materials, and equipment necessary for the work including supervision during installation. The work includes but not limited to:

1. Site surveying and preparation of designs (30%, 80% and 100%) and specifications for the review of USAID IT team and construction team.

2. Below the ground Installation of proper conduits (or pipes) for CAT 7 cable runs, fiber runs, TV data cabling and secured air-conditioned outdoor rack units. Work shall include the excavation, sand bedding around the conduits, and backfilling of the earth material to its initial condition.

3. The contractor shall replace all damaged manholes associated with this work with new manholes. The work shall include the installation of new reinforcement bars, C25 grade concrete and manhole cover as well as cart away of unwanted materials.

4. The installation of CAT 7 cables (maximum of 100 meters per run), fiber cables, and other types of cables as per Agency and industry standards to support the information technology needs on the RC.

5. The contractor shall conduct quality control testing (including tests to ensure continuity and attenuation) and place information tape (saying “Caution! Cables Below”) at about

10cm above the conduits before executing the backfilling work.

6. The contractor shall prepare as-built drawings showing the location, types, and number of conduits installed for the compound.

7. The Contractor must follow all applicable safety regulations and all employees on the job site must have and use all personal protective equipment (PPE).

8. The contractor must provide all technical safety rules in construction areas, protection barriers and safety signs such as temporary plastic fencing mesh and plastic tape, to mark the areas under construction.

9. Any areas or existing installations damaged during the execution of the working must be restored to its original condition by the Contractor.

10. The contractor must ensure that the existing networks remain operational for the continuity of internet services while the contractor is performing all necessary work required.

4. Specifications

4.1. General

The contractor must coordinate with the USAID IT and construction Team regarding the following sub-activities and deliverables:

● Project Management, Scheduling, and Quality Assurance.

● Inspections and Tests.

● Final Acceptance and Work Closeout.

● Warranty for hardware and systems as installed.

● Deliverables – (i.e., Drawings, Test Reports, Schedule, Reports, etc.).

● Coordinate work with relevant USAID offices and teams.

4.2. Trenching works

The existing underground conduits have average diameters of 3” PVC pipes and are approximately 60mm deep. Most conduits are either buried by earth and/or concrete. These conduits originate and terminate at a manhole (approximately 60cm x 45cm x 50cm). Currently, the conduits are filled up by the cables passing through them.. There is no more space in them to introduce new cables. The contractor must install (new) conduit runs and construct new manholes to accommodate the new cabling; however in some sections, there may be spaces to accommodate additional cables. It is estimated that 550m of new conduits will be required and an average of 15 new manholes need to be constructed. A schematic layout plan of the proposed new conduit runs is provided as an attachment. However, the contractor is required to design the routing of the cable and the manholes, considering the most efficient routing option. The new manholes and the existing ones must be made waterproof and provide protection against damage from rodents. All unused existing conduit runs and cabling must be decommissioned after testing is completed and the new cabling is fully operational.

Where the contractor will add additional conduits, all underground utilities must be considered by the contractor before starting excavating the trenching to ensure there is no damage or disruption. The contractor should allow for excavation in-hard/concrete.

● The contractor must prepare, uniform digging and trenching at the correct elevation is essential.

● Due to topographic site conditions the trenching process will require an extensive use of hand tools.

● The depth of the trench will not be less than 65 cm deep and 50 cm wide for cable trenching. Where the new line crosses existing utility lines the dimension of the trench will be determined on the ground and the contractor should seek COR approval.

● The contractor shall supply and place sand for bedding around the conduits and place warning tape before completing backfilling.

● The contractor must remove all the excess soil, remaining from the backfilling of the trenches and manholes; and any other unwanted materials and dispose of them in approved locations by the host country/state government.

● The contractors shall replace any paving stone/block removed during the excavation and construction of the new ducting and manhole and resulting operation thereof.

4.3. Preparation before conduit installation

● Obtain written approval for the preparation works before installation from the COR.

● Identify existing underground utilities such as buried cables and pipes.

● Investigate the soil condition in order to determine the installation depth, whether duct should be used, the type of conduits to be used, and hand tools needed for digging.

4.4. Partial concrete works.

The contractor is required to construct a concrete curb with reinforcement bars for any additional manholes.. The concrete curb will protect the conduits from potential damages. The new curb will be on top of the existing trench.

At the crossing of a road or a walkway (if any), the contractor shall use concrete or steel sleeves [subject to the approval of the material by the COR] equal to the crossing width to run the conduits.

4.5. Soft Backfilling of Trenches (Dry sand surrounding the pipe)

● Every section of the conduit must be covered as soon as possible after being lowered into the trench, but no section of the conduit is to be covered without inspection and approval of the COR. Each section is to be backfilled with dry sand after the conduit has been placed in its final position on the trench bottom.

● Backfilling with dry sand must be done carefully to prevent displacement of the conduit or injury to the conduit and their coating. The backfill material is to completely fill the entire space between the conduit and the trench surfaces, without leaving any voids.

● Backfilling of dry sand will form the bed for laying conduit and be backfilled in the surrounding of the conduit to a minimum of 4.5 cm high from the trench bottom. The remaining height is to be backfilled with the excavated material and well compacted.

4.6. Cabling Requirements

Cabling tasks will include:

● Data Cabling using CAT 7 (4 Pair) for 500 existing drops in all the housing units and 10

Optical Multimode 3 (OM3) fiber cables runs from the Core Switch in the Server Room to the Telecom Racks. Larger housing units ( 5 houses) will require additional drops as will be indicated in the different areas of the drops. These cables will be pulled within the existing ducting system and where necessary new ducts will be installed, terminated, and tested. They will be machine labeled. Total number of drops shall be indicated on a map and identified on the telecom rack outdoor units.

● CAT 7 cable runs: From each unit, house, conference room, or common area as indicated in attachment 7.2 to the outdoor Telecommunications/rack location.

● Fiber runs: Two (2) fiber runs (OM3) from each indoor a/o outdoor

Telecommunications/rack to the USAID Server room that terminates at the Patch Panel.

● Installing indoor and outdoor Telecommunications/Racks in appropriate areas.

● Cleaning of all existing ducting and conduit systems .

● Data Cabling. Material acquisition, installation, and test of copper and Multimode (MM) fiber cabling in accordance with industry standards. The Contractor must procure, install, and test all data cabling to RC’s point of demarcation. Total number of drops as indicated in attachment.

● Cable tray cable support devices and systems.

● Patch panels, Racks, and cabinets for new hardware.

● All indoor and outdoor Telecom racks to be provided by Contractor for housing of

Switches and Routers.

● Air Conditioning to outdoor Telecom units/racks will be provided by USAID.

● Power requirements – Dedicated circuits will be provided by USAID

● Switches and routers will be provided by USAID

4.7. Cable Testing Requirements; Category 7 Copper Cable

The Category 7 portion of the cabling system must comply with the link and channel performance requirements of ANSI/TIA/EIA 568-B.2-1 “Performance Specifications for 4-pair 100 Ohm

Category 7 Cabling.”

Category 7 cabling systems must be performance verified using an automated test set. This test set must be capable of testing for the continuity and length parameters defined above and provide results for the following tests.

● Insertion Loss

● Pair-to-Pair Near End Crosstalk (NEXT)

● Power Sum Near End Crosstalk (PSNEXT)

● Equal Level Far End Crosstalk (ELFEXT)

● Power Sum Equal Level Far End Crosstalk (PSELFEXT)

● Return Loss

Test results must be documented and printed properly. The printed test results must include all tests performed, the expected test result, and the actual test result achieved.

4.8. Cable Testing Requirements: Fiber Optic Cable

Each fiber strand must be tested for attenuation with an optical power meter and light source.

Cable length must be verified using sheath markings. If splices are used, splice attenuation must be verified with an Optical Time Domain Reflectometer (OTDR).

Horizontal distribution multimode optical fiber attenuation must be measured in bidirectional at either 850 nanometers (nm) or 1300 nm using an LED light source and power meter. Single mode optical fiber attenuation must be measured in bidirectional at 1310 nanometers (nm) or 1550 nanometers (nm) using an LED light source and power meters.

Backbone multimode fiber must be tested at both 850 nm and 1300 nm in one direction. Test set-up and performance must be conducted in accordance with ANSI/TIA/EIA-526-14 Standard.

5. Planning and Work Schedules

This section describes the full range of Contractor support services, equipment, and equipment services that must be provided under this Contract.

5.1. Task 1 – RC Data Cabling, Planning and Design

In the planning and design task, the contractor must provide periodic updates on identified key milestones to the USAID Contracting Officer’s Representative (COR).

5.1.1. Project Management Requirements

The Contractor must provide a Project Management Plan and submit the plan with its proposal.

The Contractor must develop milestones for mobilization, Trenching, duct laying, and the installation schedule for all cable and wiring tasks. The schedule will at a minimum identify material procurement and receipt (clearly identify long lead material items), pulling cable horizontals and verticals, installation of equipment racks, any equipment installations, pulling and termination of cable backbones, work area outlet cable terminations, test data accumulation

(Power Meter, Media Converter for Data only), and manning levels for assigned tasks.

The Contractor must submit weekly status progress reports to the USAID COR.

Project Management/Kick-Off Meeting: Within seven (7) business days following the Notice to proceed, the Contractor must attend a Kick-Off Meeting to review task order goals and objectives, and to discuss technical requirements, administrative matters, security requirements, Government Furnished Information (GFI)/Government Furnished Materials (GFM)/GFE, the milestone schedule, review cycles, and invoicing and on a weekly basis.

The Contractor must develop technical reports as directed by the USAID/South Sudan

Contracting Office.

5.1.2. Project Design Requirements

The Contractor must provide project planning and design services. The Contractor will carry out a survey of the existing ducting at the RC and where necessary will add additional Conduits.

The Contractor must provide an overall cable and wiring design that supports industry performance standards and focuses on current and future technology evolutions The Contractor must provide documentation that includes available overall cable and wiring options, including fiber backbone, vertical riser cable, cable management cabinet racks, and a horizontal cable design for USAID/South Sudan review and acceptance in advance of the installation. The

Contractor is not limited to the minimum requirements and can make suggestions

The Contractor must specify power requirements to specified rack locations using 220/240v voltage, and document these in a power requirements specification. The contractor shall coordinate with the electrical upgrade team (design or construction) to ensure compliance and compatibility.

The Contractor must provide a detailed materials list covering the expected equipment, racks, copper and/or fiber cables, patch panels, and other materials necessary to complete the task.

The results of this effort must include the preparation and delivery of the following documentation:

● Inventories

● High-level Cable and Wiring Design

● Cable Run Specifications

● Power Requirements Specification

● Materials List

5.1.3. Site Survey

The Contractor must conduct a pre-award site survey at the RC:

● The Contractor must coordinate with the Mission designated POC for the installation. The

Contractor shall contact the site POC prior to the survey.

● In performing a basic or complex site survey, the Contractor must dispatch qualified technician(s) to USAID/South Sudan RC, assess the site conditions, and prepare a site survey report.

● Site survey results must be provided to USAID/South Sudan within 5 working days following the survey.

● Included in a site survey report, the Contractor must get the topology and verify the

USAID/South Sudan RC wiring and other underlying resources needed for coordinated reuse as appropriate; this includes but is not limited to USAID/South Sudan interface equipment compatibility (switches and routers, ) equipment requirements, space and power requirements, uninterrupted power supply (UPS), server location,.

5.2. Task 2 – Technical Cable and Wiring Requirements

The following subtasks must be performed by the Contractor in accordance with the general requirements described below.

This task will be started on the day of the notice to proceed and be completed in 120 calendar days from start date.

5.2.1. Internet Fiber Backbone Cabling:

Contractor should run all cabling in the existing conduit. All cabling should be rated for all-weather, outdoor use.

● Run 12 strand Multimode mode cable from the Core Switch to the access switches in the Outdoor Telecom Racks

● Complete termination of multimode fibers

● Document and label all terminations

5.2.2. Install copper Cat7 Cabling:

Contractor should run all cabling in the installed conduits. All cabling should be rated for all-weather, outdoor use.

● Run 4 CAT7 copper cables from the access switches in the Outdoor Telecom Racks to the Houses

● Terminate the CAT7 copper cables on the Patch panels at the Outdoor Telecommunications racks

● Terminate the CAT7 cables in the Hooches on faceplates

● Test In each house all the connections at all locations to ensure that they are terminated correctly.

5.2.3. Remove Old Cables and Infrastructure:

● Disconnect and remove the existing house cable from the IDFs on the lower berm and rear of House 4.

● Remove the old copper cable from the access switches to the Houses for both Telephone and wifi

● Remove unneeded fiber cables and infrastructure in each house

The Contractor must machine label all cables IAW cable run sheets at both ends of the cable run, two inches behind the connector boot. The Contractor will be liable for additional work required if cables are not labeled properly at both ends at the patch panel, Telecom Rack, core switch and the equipment side..

Contractors are responsible for off-site disposal of refuse generated in the performance of their duties. The Contractor must exercise reasonable effort to use equipment and practices that reduce impact upon the environment. Scrap wire, empty cans, plastic ware and shrink wrap, paper products, etc must be collected by the Contractor.

Contractors must present and conduct themselves in a professional manner all times while in the

US Mission

Contractor must adhere to Occupational Safety and Health Administration (OSHA) safety regulations and precautions, while working inside and/or outside of the USAID/South Sudan RC location. Take standard precautions for electrical, trip and fall hazards. Wear appropriate safety equipment as required.

Seal all openings and penetrations created during the installation to meet or exceed applicable local fire code regulations.

The Contractor must repair or replace any items they have been damaged or destroyed during the performance of this contract.

USAID/South Sudan will perform a post-installation inspection prior to the completion of the contract and shall validate with a task completion letter to all parties by the CO.

Any design and installation changes that result in a deviation from wiring Package must first be approved in writing by the COR. The installation Contractor must maintain a MASTER Installation and Design Package (Working Copy) on site that accurately reflects engineering or installation redlines change(s) presentable for daily review by USAID/South Sudan or for later incorporation into the final drawing package.

5.2.4. Network Infrastructure

The fiber network cabling portion of this task must consist of installing OM3 fiber cable and CAT

7 to support communications network enclaves and drops. Each network (desk phone, Wifi

Access Point, AIDnet, TV and conference units) must have a built-in cable expansion potential at the backbone consolidation points. The Contractor must pull the MPO-to-MPO cable backbones

Copper or fiber strand counts to the zone patch panels distribution box enclosures. All fiber optic

OM3 Multimode and CAT 7 cabling must be plenum/Indoor-outdoor as required. Installed cabling, including equipment patch cables, must be labeled per the cable run sheets using machine-generated labels.

Fiber Network enclaves must be terminated with industry standard LC color-coded, keyed connectors and cabling must be installed in accordance with the methodology specified in the provided drawing package and IAW connector find number specified in the cable run sheets. CAT

7 must be terminated with color coded RJ-45 connectors IAW Installation Design package. No deviations from the specified installation methodology or parts/material list are permitted without prior approval of the COR.

The Contractor must install patch cables from the data equipment ports to the patch panels’ IAW cable run sheets (for active ports only). Patch cabling must be neatly dressed and accurately labeled IAW provided network cable run sheets.

Cabling criteria: Each network connector must be color coded and keyed to system classification as below:-

● [AIDnet] – BLUE

● [Wireless/Access Point] – RED

● [TV Wired data cable] – GREY

● [Video-Teleconferencing units in conference rooms] – ORANGE

All ethernet patch cables must be installed and labeled at the work area outlets. In open office areas, the cables must be installed in the work area outlet and secured with cabling clips underneath the surface of the work area. In private units, houses, conference rooms and common areas where wall boxes are installed, the cables must be installed in the work area outlet and clipped to the face of the wall box.

The Contractor must segregate network cables in the cable tray system by bundling each network’s cable into separate groupings. The Contractor must segregate network cables in J-hooks by utilizing each J-hook for one network only. The Contractor must secure cable to tray system utilizing color-coded tie wraps as specified above:

The Contractor must provide a service loop for each cable pulled at each end of ten (10) feet.

5.2.5. Installation of Racks and Trays

Purchase, provide and install cable tray over the designated equipment racks in the outdoor

Telecommunications/racks unit and USAID Server room. Cable trays must be installed using manufacturers' support and grounding requirements and connect to the office or residential cable tray system. The contractor is responsible for Purchasing and installing a cable tray to the entire perimeter of the data closet’s interior. The data closet cable tray supports must be secured into wall studs.

The contractor is responsible for Purchasing and installing outdoor equipment racks with the appropriate amount of vertical management channels as specified in the network design drawing package. Racks will be secured to the floor and grounded IAW ANSI/TIA/EIA-607 Commercial

Building Grounding and Bonding Requirements for Telecommunications. Network racks must meet Red/Black separation requirement of one meter, minimum.

5.2.6. Equipment Installation

USAID/South Sudan will provide data communications equipment, switches and routers that will be installed in each outdoor and indoor telecommunication/racks by the Contractor.

5.2.7. Testing

The Contractor must provide all required tools and test equipment. Each fiber cable installed must be tested to ensure compliance for end-to-end continuity, loss, and correct polarity. Copies of the test results recorded must be turned over to the COR. Cables must meet the requirements of AB-BA polarity with no greater than 3db end to end combined signal loss for each cable run.

If the results are not in this range it will be documented as a failure. Contractor must run a media converter test to ensure correct polarity.

The Contractor is required to perform polarity testing on the first End to (Workstation ethernet

Patch Cord – Backbone-Horizontal-Workstation Patch Cord) circuits of each network enclave to ensure proper termination. The results of the testing must be provided to USAID/South Sudan by the Contractor’s designated onsite representative verifying correct polarity.

The Contractor is required to perform power meter testing on the first End To End (Equipment

Connect Patch Cord – Backbone – Horizontal – Workstation Patch Cord (PC)) circuits of each network enclave to ensure compliance with loss constraints. This deliverable must be provided to the Contractor’s designated onsite representative (COR) to verify correct polarity.

NOTE: End-to-end means all cables installed including pre-terminated jumpers from switch to patch panels and Work Area Outlet to Personal computer (PC)

5.2.8. Develop Labeling Scheme

The Contractor is required to develop and submit for approval to the COR a labeling scheme for the cable installation. Voice and Data outlets and cables must be labeled using the same labeling scheme. At a minimum, the labeling system must clearly identify all components of the system:

racks, cables, panels and outlets. The labeling system must also designate the cable origin and destination and a unique identifier for each cable within the system. Racks and patch panels must be labeled to identify the location within the cabling system infrastructure. All labeling information must be recorded on the as-built drawings and all test documents are required to reflect the appropriate labeling scheme. The labeling must be machine-generated and affixed to the cable, faceplate, patch panel, rack or other hardware.

5.2.9. General Cabling

The Contractor is required to procure and install cables from the server Room to the Outdoor switch cabinets and from the access switches in the Switch cabinets to the Hooches and the

Houses. A spreadsheet with the drops will be provided.

This effort will consist of various copper and fiber cables including but not limited to CAT-7, CAT-

7 and Indoor/Outdoor fiber. This installation must include pulling of fiber cables to main complex locations and outbuildings in accordance with the Installation and Design Package

The Contractor must provide a service loop for each cable pulled at each end of ten (10) feet.

The Contractor must install J-hooks at 5-foot intervals to support non-CAT 7 cabling as required.

This cable must not be installed in the same J-hooks as data cables.

The Contractor is required to provide a lift to support installation of cables in high bay areas and others not accessible by a ladder at the RC. The Contractor must follow all OSHA fall protection requirements.

6. Material and Equipment

6.1. Government Furnished Information (GFI)

https://docs.google.com/document/d/1zQnqSSX56ArLCVAzzvVVjxBljJCDzrMI/edit#heading=h.2lwamvv

USAID/South Sudan will provide technical data, applicable documents, plans, regulations, specifications, Site floor plans, specifications, and references that will be needed for the work..

6.2. Contractor Furnished Equipment (CFE)

The Contractor is required to furnish all necessary tools, equipment and materials required for performing all work associated with the completion of this requirement, which also includes testing and installation

The Contractor is required to purchase, transport store, inventory, and handle installation material that is identified as CFE. Excess materials and prescribed spares must be turned over to

USAID/South Sudan at the completion of the project. Material turned over at the completion of the project must be thoroughly documented including description, part numbers, and quantities.

6.3. Contractor Furnished Items (CFI)

Prior to the start of the work (minimum of 5 working days) the contractor must provide the list of all employees, vehicles, and tools scheduled to enter the RC premises. These need to be cleared with the Embassy security office.

7. Restoring the area in original conditions.

The contractor must restore all the affected areas by the work in its original site conditions this includes backfilling and grassing. The contractor must remove and dispose off-site all inert debris, which will remain after the demolition process.

Contractor will clean and clear all work areas at the end of each day and on completion of the project.

8. Project Monitoring

Point of Contact: The COR will be the main point of contact for this Project. The Contractor must report to the COR on (a) status of the Project, (b) changes in Schedule, (c) accidents and safety issues, (d) disruptions to utility services; and any information necessary for Project.

Key Personnel: The Contractor will staff the site, full-time, with a competent senior manager who must perform project management. Remote project management is not an option. This individual must keep a detailed written history of the project and is required to update the COR weekly.

Site Security: The site security is provided by the RSO but the Contractor is responsible for giving access to its site within the compound to ensure no unauthorized access to their work sites. The Contractor is 100% responsible for securing their working materials and equipment.

Any damage to facilities or infrastructure, which happens due to a lack of security, will be the responsibility of the Contractor to correct.

Contractor Staff Entrance: The Contractor must abide by US Embassy security regulations related to the work including providing names of staff and vehicles one week prior to when work is to be performed

9. As-built construction documents

As-built drawings, models, and documentation must be delivered to the USG as part of the permanent project record. USG shall be the exclusive owner of this documentation

Contractor must provide O&M manuals electronically related to project installed equipment.

This must include warranty documentation, warranty registration and information and/or documentation required for the USG to exercise such warranty rights. The following contract specifications shall be referenced (see Attachment 2): Section 017705 Closeout Procedures.

10. Warranty

All equipment must be supplied with a full warranty as provided by the manufacturer. All warranties must be transferred to the Government from the Contractor before acceptance of the project.

Membrane aerated biofilm reactor membranes must have at least a 15-year prorated warranty coverage.

All workmanship and installations must include a one year warranty from the date the

Contractor handed over the works to USAID.