Network Maintenance, Support, Installations and Parts | RFP - TI-24-497 | Template v11.30.23 | 1

City of

Long Beach Request for Proposals RFP - TI-24-497

Network Maintenance, Support, Installations and

Parts

Network Maintenance, Support, Installations and Parts |

RFP - TI-24-497 | Template v11.30.23 | 1

Overview

Summary

The Technology and Innovation Department (TID) seeks proposals from qualified firms to provide network maintenance, installations, structured cabling (indoor and outdoor), and support services for the Network Services Division (NSD), including voice systems and security camera installations.

Key Dates

Release Date: 11:00 AM, March 11, 2025

Pre-Proposal Meeting: 10:00 AM March 25, 2025

Questions Due to the City: 11:00 AM, April 8, 2025

Proposals Due: 11:00AM May 13, 2025

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

Official Contact

Janet Kariuki rfppurchasing@longbeach.gov

All communication with the City related to this RFP must be directed to the contact listed above.

mailto:rfppurchasing@longbeach.gov

RFP - TI-24-497 | Template v11.30.23 | 2

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

RFP - TI-24-497 | Template v11.30.23 | 3

Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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The Opportunity

1.1 Project Summary

The City of Long Beach (City) invites proposals from qualified firms to provide a comprehensive range of services for the NSD, in TID. These services include network maintenance, installations, and ongoing support. Additionally, the scope includes structured cabling solutions, covering both inside and outside cabling, as well as support for voice systems and security camera installations.

1.2 Background

NSD supports the enterprise network across more than 130 citywide facilities, providing services such as voice, data, cabling installations, phone requests, security camera installations and maintenance, network connectivity, and Wi-Fi services. NSD also handles maintenance requests, including addressing damaged fiber optic or copper cables, restoring dial tone functionality, and repairing security cameras. These services are provided across various environments, including offices, parks, traffic signals, and construction sites.

In 2020, TID issued two Request for Proposals (RFPs) to support the Telecommunications

Division and Wireless Divisions operations:

• City-Wide Fiber Optic Cabling RFP: Enabled contractors to assist with cabling installations for the division (then called Telecommunications Division).

• Video Surveillance Installation, Repair, and Maintenance RFP: Supported the

Security Infrastructure Group (previously under the Wireless Division) in managing camera requests, installations, and repairs.

In 2023, the Security Infrastructure Group was integrated into NSD to align services such as network connectivity for voice, data, security, fiber, and cameras. This integration has streamlined operations and created an opportunity to merge these existing contracts into a single RFP, reflecting the expanded scope of services and addressing evolving departmental needs.

Needs Statement: The City seeks contractors to provide camera repair, installation, cabling, and fiber services. The services will also include services such as rack and stack installations, voice system repairs, and advanced camera analytics programming to meet the growing needs of City departments.

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1.3 Goals

• To provide quality and thorough installation of network infrastructure and systems in the City.

• The Awarded Contractor(s) will commit to providing collaborative project planning that addresses the priority needs of the City.

• Open and frequent communication with the City.

1.4 Award Terms

This contract will be for a period of five years with the option to renew for five additional one-year periods. The total contract term will not exceed ten years.

2 Scope of Work

2.1 Description of Services

Multiple contractors may be selected to carry out services described in the scope of work, including project specifications for this RFP. While the Contractor may specialize in a specific type of service, it is preferred that the Contractor be able to provide a range of services as identified in the scope of work, including project specifications. Contractors shall indicate which services/tasks they intend to deliver in Attachment E.

2.1.1 Security Camera System Installation, Repair, Maintenance and Parts:

o The contractor shall install new security camera systems and maintain existing systems on an as-needed basis.

o Contractor shall provide support for inside and outside building security systems, pole-mounted systems, cellular, wired, and wireless systems.

o Contractor shall provide Installation and maintenance of Automatic License

Plate Reader (ALPR) systems.

o Contractor shall troubleshoot and repair camera system issues to minimize downtime and disruption to security camera systems.

o Contractor shall provide parts, or labor or parts and labor for any related security camera systems and repairs o Contractor shall configure AI and Analytics parameters on security systems o Contractor shall provide licensing and maintenance support associated with security camera systems, including but not limited to Genetec and

Cradlepoint.

v11.30.23 | 6 o Contractor shall be able to dispatch their technician within two hours and be on-site within four hours for as-needed repairs.

o Contractor shall dispatch their technician and be on site for a request within one business day.

o Contractors shall provide proposals within two weeks for small projects.

o Contractors shall provide proposals within three weeks for medium projects.

o Contractors shall provide proposals within four weeks for large projects.

2.1.2 OSP/Indoor Infrastructure Cabling Systems:

o Contractor shall Install and maintain Category 6/6A cabling, network jacks, cabling racks, copper terminations, and cable management solutions.

o Contractor shall furnish and install MPOE/IDF build-outs, installation of four post racks, electrical outlet installation, bonding, and grounding.

o Provide support for TID to re-assign workspaces, add devices (e.g., multi-function printers), and interconnect services (e.g., cable TV, telecommunication vendors, and internet service providers) within City facilities, including campus environments with multiple buildings and floors.

o Installation of fiber, single mode, Mini Extend, and Duraline products.

o Provision of materials and labor for the installation of data, telecommunications, and optical fiber cabling at various City locations, and outdoor locations on as-needed basis.

2.1.3 OSP Construction and Maintenance.

o Provision permits, as-builts, and all necessary documentation for boring, trenching, asphalt, and concrete restoration.

o Ability to have staff available during an outage situation caused by vandalism, cut fiber optic cable, etc. The contractor must be equipped with heavy machinery to bore, trench, and missile during an emergency to restore outage.

o Knowledge of troubleshooting fiber optic cable with OTDR and having fusion splicers (staff) available to dispatch within an emergency and within a reasonable ETA.

o The firm must be certified to enter confined spaces such as manholes, attic spaces, etc., and the firm must possess the use of bucket trucks. The firm must adhere by all CAL OSHA requirements.

v11.30.23 | 7 o Installation, repair, troubleshooting, and upgrading of dense wavelength-division multiplexing (DWDM) equipment.

o Provide licensing and maintenance costs but not limited to ADVA, Adtran, and

Cisco DWDM hardware.

o Adherence to product manufacture specifications, Systimax, Corning, and

Duraline standards, and high-quality workmanship requirements.

o The contractor shall be available to dispatch their technician for emergency fiber repairs in the field within one hour and be onsite within three hours.

2.1.4 Voice Systems, Installation, Repairs and Maintenance

o Provide installation for deploying Cisco phones for moves, adds, and changes.

o Provide services for troubleshooting, identifying, tracing, and toning dial tone.

o Installation of analog telephone adapter(ATA), including plane old telephone lines.

o Installation of talk phone or SIP phones and intercoms, IP paging configurations, and deployments.

o The contractor will be able to dispatch their technician within two hours and be onsite within four hours for needed repairs.

o The contractor shall dispatch their technician and be on site for a request within one business day.

2.1.5 Network Maintenance, Support, Installation, and Parts:

o Provision of ongoing network maintenance and support services to ensure optimal performance and reliability of the City’s network infrastructure on an as-needed basis.

o Installation of network components and systems as required to enhance or expand the existing network infrastructure, including Wi-Fi access points.

o Supply of necessary parts and equipment for network installation, maintenance, and support tasks.

o Provide parts only for any network systems.

o Provide uninterruptible power supply (UPS) in MDF, IDF, and other City locations as required by NDS.

v11.30.23 | 8 o Provide licensing and subscriptions but not limited to Cisco.

o Troubleshooting and repair of network issues to minimize downtime and disruption to City operations.

o Document all network-related projects and maintenance for record-keeping and future reference.

o Install and upgrade network equipment, including routers, switches, and Wi-Fi access points.

o Ensure compatibility and integration of new network equipment with existing infrastructure.

o The contractor shall dispatch their technician within two hours and be onsite within four hours for needed repairs.

o The contractor shall dispatch their technician and be on site for a request within one business day.

2.2 2.2 Project Specification

A. General Requirements o Contractor shall ensure that all equipment, materials, supplies, and consumables meet or exceed all applicable manufacturer’s published specifications and industry standards for the required work.

o Contractor shall use only brand new, factory-sealed products unless TID Manager or designee authorizes otherwise.

o Please note that detailed product requirements are stated throughout the

Specifications and Scope of Work section.

o Contractors shall provide proposals within two weeks for small projects.

o Contractors shall provide proposals within three weeks for medium projects.

o Contractors shall provide proposals within four weeks for large projects.

B. Safety Requirements

1. Please note that it is the Contractor’s responsibility to be fully self informed regarding all legal and industry standard requirements regarding all applicable safety requirements enforce at the time of work being done.

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2. The Contractor shall exercise all necessary and reasonable precautions regarding the safety of persons and property in the performance of the contract requirements and while on site.

C. Firestops Requirements

1. Prior to installing the firestop, and in coordination with the NSD, the contractor shall develop a drawing of all proposed firestops, clearly identifying all components that would breach the firestop.

2. The contractor shall ensure that the appropriate firestop system is installed according to the manufacturer’s specifications and all legal requirements.

3. The contractor shall seal all partial or complete penetrations through any fire-rated building structures, including walls, floors, and ceilings, with an appropriate firestop system.

4. The Contractor shall ensure that all penetrating items, including, without limitation, riser slots and sleeves, cables, conduit, cable tray, raceways, etc., are properly fire-stopped.

5. The fire-stopping shall meet the requirements of the National Electric Code, and all

Federal, State, and local codes. In the event of a conflict, the more stringent fire-stopping requirement shall prevail.

6. The contractor shall remedy, at the contractor’s sole expense, any defective installed firestop systems to the satisfaction of the City’s inspector.

D. Environmental Requirements

1. Contractor shall comply with all current applicable local, state, and federal requirements.

2. Contractor shall transport, store, apply, and dispose of hazardous materials as required by law.

3. Contractor shall ensure that all appropriate measures are taken to fully protect all persons and adjacent areas before, during, and after work including that are in, near, or within possible sphere that could be affected by work.

4. Contractor shall remove from the work site and properly dispose of all spent materials, hazardous materials, debris, and the like on a daily basis. The contractor shall not accumulate waste materials unless TID Manager or designee authorizes otherwise.

5. Contractor shall not reuse any removed materials unless TID Manager or designee authorizes otherwise.

6. Contractor shall contain, containerize where applicable, and minimize or eliminate wastes, spills, residues, hazardous materials, and fumes at the jobsite.

E. Security Requirements v11.30.23 | 10

1. The contractor shall not admit any unauthorized person into the work area.

2. Contractors must pass a Livescan conducted by the Police Department.

3. Contractors will be issued a City ID badge upon clearing Live Scan.

4. Contractors shall wear a City issued ID badge within the City at all times.

F. Protecting Areas

1. Contractor shall protect all persons and property in, near, or within possible sphere of the work.

2. The contractor shall remove the protective materials immediately after the final work has been completed in a given project area.

3. The contractor shall be responsible for all work, materials, and equipment as they are under the Contractor’s care, custody, and control until project acceptance by the

City.

4. The contractor shall deliver all materials in the original, unopened containers with the manufacturer’s name, labels, product identification, and batch numbers.

5. The contractor shall remove damaged material from the site and replace it immediately.

6. The Contractor shall store, at the Contractor’s sole risk, materials and equipment needed for the project. The Contractor shall store all materials off the ground, protect materials from rain, freezing or excessive heat.

7. The contractor shall stage material on the site to ensure uninterrupted progress of the work.

8. Contractor shall remove all materials, tools, and equipment immediately after work is completed.

G. Industry Standards and Applicable Documents

1. The cabling system described in this specification is derived in part from the recommendations made in industry standard documents. The referenced documents below, or their latest revisions, are incorporated herein by reference.

a. The Data Drop Specification, associated drawings

b. ANSI/TIA/EIA-568-B, Commercial Building Telecommunications Cabling

Standard

c. TIA/TSB-140, Additional Guidelines for Field-Testing Length, Loss And Polarity

Of Optical Fiber Cabling Systems.

d. ANSI/TIA/EIA 568-B.2-1, Performance Specification for 4-Pair 100 Ohm

Category 6 Cabling

e. ANSI/TIA/EIA-569-B, Commercial Building Standard for Telecommunications

Pathways and Spaces.

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f. ANSI/TIA/EIA-606-A, Administration Standard for the Telecommunications

Infrastructure of Commercial Buildings.

g. ANSI/J-STD-607-A, Commercial Building Grounding (Earthing) and Bonding

Requirements for Telecommunications

h. Building Industries Consulting Services International (BICSI)

Telecommunications Distribution Methods Manual (TDMM) – 10th edition

i. National Fire Protection Agency (NFPA) – NFPA 70, National Electrical Code

(NEC) – 2002

2. Please note, that in the event of a conflict between applicable documents, the order of the list above shall dictate the order of precedence in resolving conflicts.

3. Please note that in the event a conflict exists between this document and any of the documents listed above are in conflict, the more stringent requirement shall apply.

Contractor shall adhere to the most recent version available

H. Site Conditions:

1. Please note that any given site’s conditions will vary significantly from location to location, floor to floor, and from time to time; various working conditions exist, but generally the areas are office spaces and these spaces may be occupied by City employees and the Public; environmental conditions will vary for each location.

2. The contractor shall inspect each site prior to providing subsequent quotations to ensure that you have factored in all the requirements.

3. Contractor’s submission of a bid constitutes acknowledgment of the site conditions requirements and will have incorporated the site condition into your bid.

4. Installation equipment, materials, and products will ONLY be allowed to be kept in specified areas. Hallways, office areas, lobbies, etc., are not suitable for storage, and the City will NOT be held liable for missing or stolen equipment.

5. The Contractor will exercise reasonable care to avoid damaging City facilities and is responsible for the timely repair of damage to the City facilities. The Contractor must immediately report to the City any damage to the facility that may exist or may occur during the occupancy of the quarters.

6. At the end of each shift or workday, the Contractor will be required to remove trash, debris, spent reels, and all other refuse related to this installation and, at a minimum, broom clean work areas. The Contractors are to supply their own tools and equipment, especially brooms, dustpans, ladders, etc. Upon completion of the work, the Contractor must remove all tools, equipment and rubbish, and debris from the premises and must leave the premises clean and neat.

7. The contractor shall obtain the City’s permission before cutting into or through any part of a building structure, such as beams, girders, concrete, or tile floors, partitions, and ceilings.

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8. Contractor must provide protection to prevent dust from migrating from the work area into other areas of the building e.g. provide a temporary structure/enclosure is to be erected to contain all indoor core-boring locations, for any work that will cause noticeable dust near work areas, e.g. indoor core-boring. Timely cleanup of debris related to boring is the responsibility of the contractor. The work area is to be cleaned and returned to an “as found” condition. This will include but not be limited to water control and abatement, floor washing, vacuuming, carpet cleaning, furniture dusting, furniture cleaning and furniture washing by a professional cleaning service as needed

I. Working Days and Hours

1. The contractor shall coordinate work schedules with the assigned TID Manager or designee and perform work only during approved days and times.

2. The contractor shall perform the work on non-City holidays, Monday through Friday, 7:00 a.m. to 4:30 p.m.; the contractor must vacate the premises by 5:00 p.m. each day;

unless the City requests otherwise.

3. The Contractor shall perform the work, if the City requires, during days and or times other than above at the same material costs but at the overtime rates as indicated on the price sheet; the contractor must vacate the premises as indicated by the City

Technology and Innovation Department Manager or designee.

4. The contractor shall minimize interruptions to the City operations during work performance; the Contractor shall perform work after-hours on holidays and/or weekends as needed.

5. Contractor shall perform work, if City requires, during days and or times other than above, at the same material costs, including applicable overtime rates.

J. Special Safety Requirements

1. Cutting, Boring, Grinding

a. The Contractor must obtain the TID’s Manager or designee’s permission before cutting, boring, or grinding any part of the building structure.

b. The contractor shall provide all required protection equipment and materials including but not limited to a temporary structure/enclosure to prevent dust migration into other areas of the building resulting from work performance. The contractor shall ensure that all affected work areas are clean and returned to their pre-work condition.

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K. Traffic Management

To ensure the safety of personnel, the public, and infrastructure, all contractors must comply with the following traffic management safety guidelines when performing work that impacts traffic flow. Failure to comply with these requirements may result in work stoppage and penalties.

1. Compliance with Local and Federal Regulations

Contractors must adhere to the California Manual on Uniform Traffic Control

Devices (CA MUTCD), Occupational Safety and Health Administration (OSHA) regulations, and any other applicable federal, state, or local laws regarding traffic safety.

2. Traffic Control Plan (TCP)

a. Submit a detailed Traffic Control Plan for approval prior to commencing any work that impacts traffic.

b. The TCP must outline methods to safely redirect traffic, protect workers, and minimize public inconvenience.

3. Use of Traffic Control Devices

a. Deploy appropriate signs, cones, barricades, and flaggers as specified in the approved TCP.

b. Ensure all devices meet standards outlined in the CA MUTCD and are in good working condition.

4. Flaggers and Traffic Escorts

a. Provide trained and certified flaggers if required.

b. Traffic escorts must be used for projects involving heavy equipment or vehicles crossing active traffic lanes.

5. Worksite Lighting and Visibility

a. Ensure proper lighting at worksites during low-visibility conditions.

b. All personnel working near traffic must wear high-visibility apparel compliant with ANSI/ISEA standards.

6. Public Communication and Notifications

a. Notify the public and affected stakeholders about traffic impacts well in advance.

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b. Use signage, announcements, or digital communication methods to provide updates on road closures or detours.

7. Emergency Access

a. Always maintain clear access for emergency vehicles.

b. Coordinate with local emergency services for any planned disruptions.

8. Inspection and Monitoring

a. Designate a safety officer to inspect and monitor the implementation of the

Traffic Control Plan throughout the project duration.

b. Address any non-compliance or safety concerns immediately.

L. Cabling

1. Cabling shall include but not be limited to, cabling (e.g., CAT 6/6A, 25/50/100 pair voice cable, etc.), patch panels, voice and data outlets, conduit, equipment racks and ladders, 66 and 110 punch down block, testing, labeling, and documenting.

2. The Contractor shall perform work in strict compliance with all applicable Project

Specifications listed herein.

3. The contractor must adhere to any applicable Federal, State, and Local laws, codes, and regulations.

4. The City’s buildings have a wide variation of ages and construction methods, so cable routes transition through various spaces such as, but not limited to, hard-lid and suspended ceilings, under floors, and through walls of various construction. Cabling must be routed efficiently, but also neatly, using existing cable routes.

5. The contractor shall ensure that the allowable bend radius specified for Category

6/6A cable is not exceeded.

6. The contractor shall ensure that the allowable bend radius specified for Fiberoptic cabling/jumpers is not exceeded.

7. The Contractor shall coil cable, as appropriate, in either the box at the termination point or the ceiling above or below the drop location.

8. Contractor shall maintain the cable jacket as close as reasonably possible to the termination point.

9. Contractor shall avoid cable splices unless absolutely necessary. The City must give written approval for any splicing and reserves the right to reject any splicing request.

If splicing is allowed, Contractor will ensure that any required cable splices are in accessible locations and housed in an enclosure intended and suitable for the purpose.

10. Contractor shall support cable bundles with a J-hook or trapeze system for all v11.30.23 | 15 horizontal cables at four foot intervals maximum using Stiffy or Pencil rods; ensure that cables do not rest on acoustic ceiling grids or panels.

11. Contractor shall ensure that cable is installed above all fire sprinklers; not attached to any ancillary equipment or hardware; does not interfere with any valves, fire alarm conduit, boxes, or other control devices; is not attached to ceiling grid or lighting support wires.

12. The Contractor shall install clips to properly support the cabling.

13. Contractor shall provide Ten-foot cat 6 patch cables for each workstation And 3ft cat

6A for AP’s.

14. Contractor shall provide cross-connect cables between patch panels and network equipment, divide total numbers of cables pulled into three different lengths. Two foot patch cables, Three-foot patch cables and Four-foot ComScope low density patch cables.

15. Contractor shall ensure that 4” minimum diameter conduits are used in all closets. If a different size conduit is needed the vendor must give written request to the City and the City reserves the right to reject any request.

16. Contractor shall ensure that all data backbone conduits are located adjacent to the

17. Contractor shall ensure that all voice conduits are located adjacent to the voice termination fields.

18. Contractor shall provide ladders and wall mount management rings to ensure proper support and dress cables from conduits to racks and frames.

19. Contractor shall not exceed the recommended pulling tension of the cable manufacturer. Any cable that exhibits evidence of cuts, crimps, severe abrasions, and damage due to exceeding the manufacturer’s specified pulling tension shall be replaced at the contractor’s expense.

20. Contractor shall install, dress, and terminate all station cabling in a professional manner, using practices of good craftsmanship.

21. Communications cabling must cross power cables/conduits, they shall cross at right angles (90-degrees) to the power runs. A 12-inch minimum separation between power cables/conduits and communications cabling shall be maintained when following the same route.

22. Grounding of all equipment racks shall be installed in accordance with all manufacturer’s specifications and recommendations, the National Electrical Code, and accepted industry standards for grounding communications cables and ancillary devices.

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23. All work must be approved and coordinated by the assigned TID Manager or his/her designate. Any work that has the potential to disrupt normal City operations, shall be scheduled and performed so as to minimize work interruptions, including performing work after hours on holidays and/or weekends.

24. The contractor must remove all old cabling from the workstation back to the communication room where the new cabling is installed.

M. Material

1. Copper: Furnish only SYSTIMAX GigaSpeed XL 2071e category 6 plenum rated Gray for data, Blue for voice cabling, and SYSTIMAX GigaSpeed X10D category 6A for

Access Points (WIFI) for use on this procurement; there are NO substitutions on this procurement, and NO alternate bids will be considered.

2. Fiber: Shall include but not be limited to Corning ALTOS Fast Access Tight-Buffered cable plenum (Indoor), ALTOS Fast Access Tight/Loose-Buffered Cable, MiniXtend®

HD Cable with Binderless* FastAccess® Technology(Outdoor) or 12 SM STRAND

FREEDOM ONE OSP for use on this procurement. Suitable equivalent fiber cables manufacturers are acceptable at the City’s discretion and must be approved.

3. The City will accept only the first quality “New” equipment and materials for installation under this bid. Equipment and materials must not be used, pre-owned, returned, re-manufactured, reconditioned or have had its serial numbers registered as sold to a previous customer or vendor. The City reserves the right to verify origin and condition of all equipment and materials at any time.

4. Contractor shall furnish connectivity items including without limitation modular jacks, inserts, splices, modular patch panels, and the like, which are fully compatible with and meet or better then manufactures listed above specifications and warranty requirements.

5. Contractor shall furnish all other components required to complete the project that meet or better then manufactures listed above requirements to ensure that the warranty is not voided and is intact.

6. Contractor shall bid on all or none (no exclusions).

7. If awarded, when providing quotes on actual jobs, if items are not listed on the Bid

Line Items, the Contractor shall show manufacturer’s list price, so we can apply your quoted discount and calculate item price to the City. Pricing should include consumables, such as screws, washers, etc. necessary to complete the requirements of the given jobs, in all subsequent quotations.

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N. Terminating

1. Contractor shall terminate the connections all work areas, other than the

Communications room, with Category 6/6A, RJ45 modular inserts that have data inserts that are Orange in color and the voice inserts that are Blue in color.

2. Contractor shall ensure that the inserts are placed in a 4 or 6 -port white faceplate for hard wall installations and in surface-mounted boxes attached to the bottom of the kick plate for workstation installations.

3. Contractor shall terminate the Category 6 cable, in the Communications room, on the new 48-port patch panels, Category 6A cable, in the Communications room, on the new 24 PORT INSERT STYLE PATCH PANEL.

O. Labeling

1. The Contractor shall adhere to existing labeling scheme, or if none, develop a labeling scheme, with unique identifiers for each cable in the system, in coordination with the assigned TID Manager or designee, clearly identifying all components of the system including without limitation: the faceplates, patch panels, blocks, and cables according to the corresponding jack number and labeling scheme.

2. Contractor shall implement the labeling scheme without deviation; bring any unavoidable deviations to the attention of the NSD for consideration.

3. Contractor shall utilize a P-Touch printed labeling system or equivalent.

4. Contractor shall update the labeling scheme as changes are made.

5. Contractor shall ensure that the labeling scheme is documented according to the

Documentation section below.

P. Testing

1. Test Equipment:

a. Contractor must ensure that all test equipment meets or betters the cable manufacturer’s requirements and is approved by the NSD prior to use.

b. Contractor must ensure that all calibrations of the test equipment are up-to date prior to use.

c. Contractor must ensure that all persons utilizing the test equipment are fully trained on its use.

d. Contractor must test all installed components according to the cable manufacturer’s requirements and approved by the NSD.

e. All Category 6/6A station cables shall be tested and certified for compliance with the proposed standards for EIA/TIA Category-6 cabling. The contractor must retest any failures of tests at the contractor’s sole expense.

f. Any cable failing shall be replaced at Contractor’s expense.

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g. Please note: payment will be withheld until all components have passed all tests satisfactorily.

h. Contractor shall provide a printed or electronic copy of the test results of the newly installed category 6/6A and Fiber cables and termination points to the

NSD or designee within two business days after the tests have been completed. The test results shall include the following minimum tests:

o Date of test.

o Length o Propagation Delay o Delay Skew o Impedance o Attenuation o Tester manufacturer, model, serial number, hardware and software versions o Insertion Loss o Pair-to-Pair Near End Crosstalk (NEXT) o Power Sum Near End Crosstalk (PSNEXT) o Equal Level Far End Crosstalk (ELFEXT) o Power sum Equal Level Far End Crosstalk (PSELFEXT) o Return Loss o Shield Continuity o The most up-to-date requirements as promulgated o Db loss

i. Please note that a PASS test is considered 100% passing all testing requirements and a FAIL test is considered anything less than 100%. The city reserves the right to observe any part of the cabling process, including testing of cabling.

j. Please note that all test results must ultimately pass to the satisfaction of all pending warranty requirements.

Q. Documenting:

1. Contractor must include major heading tabs: Test Calibration.

2. Contractor must include sections with the major heading tabs: by test types.

3. Contractor must ensure that the failed tests and the related pass tests are in succession.

4. Contractor must provide documentation of the test equipment used by name, manufacturer, model number, last calibration date.

5. Contractor must use PDF format or other requested format.

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6. The contractor must provide the documentation within three calendar weeks after the completion of the project for review by the NSD.

7. The Contractor must provide and upload subsequent documentation updates

(annotated version and date) for a given project by a means acceptable to the NSD.

8. The contractor must provide the documentation within three calendar weeks after the completion of the project for review by NSD.

R. WARRANTY/MAINTENANCE AND SERVICE

1. Contractor must warrant, for a minimum of one year from the date of acceptance, all work, including labor and materials, at the contractor's sole expense.

2. The contractor shall submit all documentation to support the warranty in accordance with all manufacturers’ warranty requirements.

3. The contractor shall perform all in-warranty work within seven calendar days after written notification from the City representative and at the contractor’s sole expense.

4. Contractor shall facilitate a 25-year performance warranty to be established between the City and the manufacturer (CommScope and Corning).

5. Contractor shall provide an extended 25-years warranty for all components used in the installation from the date of acceptance (CommScope and Corning).

APPENDICES

Appendix 1: Shoreline Drive Camera Upgrade Cost Proposal Sample

Appendix 2: Fiber Project Cost Proposal Sample

Appendix 3: Repairs Request Cost Proposal Sample

Appendix 4: 2nd Street Fiber Communication Plan

Appendix 5: Facility Move Project Cost Proposal Sample

Appendix 6: WAP Location Drawing

Appendix 7: Data Drops Drawing

Appendix 8: Camera Location Drawing

2.3 Performance Metrics & Contract Management

2.3.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor during the contract. This list is an indication of the performance metrics of interest to the City and is not exhaustive or final. As a part of a response to this v11.30.23 | 20

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties, and may be adjusted over time as needed.

METRIC DESCRIPTION TARGET DATA SOURCE

1. Response Time Measure the time taken by the contractor to respond to requests, proposals, and emergency repairs.

90% of proposal requests should be completed within two to four weeks, depending on the project.

90% of emergency requests responded to within 2 hours.

90% of requests are completed within 2 days.

Request, proposal, and emergency logs will be maintained by the City

2. Installation quality

Assess the adherence to industry and City standards and completeness of installations.

100% compliance with City standards.

Inspections are to be performed by

City staff once the installation is complete

3. Work

Completion

Timeline.

Track the percentage of projects or maintenance completed within the agreed timeline.

95% of projects are completed on schedule.

Project schedules and progress reports

2.3.2 Contract Management

Communication and Management: The City is committed to fostering a collaborative partnership with the Awarded Contractor to ensure the successful implementation of the contract’s goals. Open, consistent communication and proactive management are essential to achieving project milestones and addressing challenges effectively.

1. Regular Progress Meetings v11.30.23 | 21

a. Frequency: Weekly progress meetings will be held during the initial stages of the project to ensure alignment and smooth implementation. As the project advances, meeting frequency may transition to bi-weekly or monthly, depending on progress and milestones.

b. Participants: Meetings will include key City representatives such as the

Project Manager, relevant departmental leads, and any technical advisors. The

Contractor is expected to bring their Project Manager, Site Supervisors, and other relevant team members.

c. Format: Meetings will be conducted in a hybrid format, combining in-person and virtual options to accommodate schedules while maintaining efficiency.

2. Progress Tracking and Reporting

a. Contractors will provide weekly written status reports, highlighting completed tasks, upcoming activities, and any potential risks or delays.

b. The City will review these reports and provide prompt feedback or clarifications as needed.

3. Proactive Challenge Resolution

a. Both parties will actively identify and address challenges through a solution-oriented approach.

b. A joint escalation framework will be established to ensure timely resolution of critical issues, including defined response times and decision-making authority.

4. Collaborative Course Corrections

a. When adjustments are necessary, the City and the Contractor will work together to revise plans and set new objectives while maintaining the overall project time line and goals.

b. Change requests will be reviewed and approved through a transparent process to minimize disruptions.

5. Open Communication Channels

a. A designated point of contact from both the City and the Contractor will facilitate clear and efficient communication.

b. Email updates, phone calls, and an agreed-upon project management platform will be used for real-time information sharing.

v11.30.23 | 22

This collaborative approach ensures a strong partnership between the City and the

Awarded Contractor, fostering trust, accountability, and the shared commitment to achieving the contract’s objectives.

2.3.3 Contract Payment

The City of Long Beach issues payment based upon services rendered. After a contract is finalized and work is performed, the Contractor should invoice the City. The City will remit payment within 30 calendar days of being billed.

3 How We Choose

3.1 Minimum Qualifications

The minimum qualifications required proposers must meet to be eligible are listed below:

• Qualification to conduct business in the City of Long Beach.

• Not having been debarred by Federal, State, or local government

• Proof of all certifications must be submitted with the proposal. Multiple Contractors may be selected to carry out services described in Section 2.1.

• A minimum of 3 years experience in performing the services outlined under section

2.1.

• Contractors submitting proposals for section 2.1.2 must be Systimax Duraline and

Corning certified for indoor/outdoor cabling and fiber-related cabling projects.

• Contractors submitting proposals for section 2.1.3 must be Corning and Duraline certified.

• Contractors providing services for sections 2.1.1 and 2.1.2. must have a C-7 license.

• Contractors providing services for section 2.1.1 must have a C-10 license

• Experience in delivering the needed services to other government, public sector, or private utility organizations.

• Contractors must have OSP knowledge and experience to execute, maintain and support underground infrastructure and must have heavy equipment to support City needs. This includes Category 6/6A cabling, data/phone jacks, network racks, and the associated items and materials for various City locations, including individual facilities and City’s campus locations with multiple buildings, on an as-needed basis

• The Awarded Contractor(s) must demonstrate expertise to perform complex technology installations in one, some, or all the following: cabling, trenching, boring, rack/stack, cameras installations, network installation, fiber repairs, phone deployments, and AI integration for security cameras.

v11.30.23 | 23

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Demonstrate experience in performing the work described in this RFP for other government agencies, public-facing, or private utility organizations.

• Demonstrate the availability of sufficient staffing to complete the anticipated projects, repairs, and requests.

• Demonstrate ability to install hardware and provide quality assurance assessment of installed hardware.

• Proposers organizational history, customer base, and financial stability.

30%

2. Method of Approach

• Ability to coordinate and execute the services they will provide NSD

• Ability to handle delays and unforeseen circumstances.

• Proven ability to have minimal change orders that are not related to unforeseen circumstances. Ability to provide timely resolution for repairs

• Ability to provide professional installations

• Proven ability to Conduct thorough testing and quality assurance for projects and requests.

40%

3. Communications & Reporting

• Ability to assign staff that will communicate with NSD staff regularly on projects, requests, and services.

• Ability to provide schedules and reports

• Ability to maintain open lines of communication through a designated project manager or point of contact.

• Demonstrates ability to document all completed work, including as-built diagrams, testing results, and maintenance records.

• Demonstrates ability to ensure rapid notification and escalation protocols for unforeseen issues or delays.

20%

4. Reasonableness of Cost 10% v11.30.23 | 24

3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses which submit proposals for services for the City of Long Beach.

• Local Business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the Solicitation response (see Attachment A) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations for all purchases funded in full or a fraction thereof by any tidelands fund, by any grant funds, nor by any funds received from the State of California.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC)

& DATE LOCATION / ADDITIONAL INFORMATION

Release date 11:00 AM, March 11, Optional Info Session, Pre-Proposal Meeting or Site Walk

10:00 AM,

March 25,

• Meeting will be conducted virtually via Microsoft

TEAMS

• Join on a computer or mobile app: Click here to join the meeting: Join the meeting now

• Join by Phone: 238 381 672 344 ; Conference ID

948 987 262#

• Objective of the meeting:

• Provide general project overview and explain the scope of services;

• Provide overview of Labor Compliance, Project

Labor Agreement, and Disadvantaged Business

Enterprise requirements;

• Allow for general questions and answers. to written questions received by the deadline for questions.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2ZkYjBiMGQtMGMzOS00YjA3LWFiNjEtYWRhNWJiMGE1YWM2%40thread.v2/0?context=%7b%22Tid%22%3a%22313f11c3-4268-4f6a-8d3b-c7e650183e78%22%2c%22Oid%22%3a%229cbc300b-2310-488f-933d-b90cd258c469%22%7d v11.30.23 | 25

Questions due to the

City

11:00 AM,

April 8,

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A April 29,

• Responses to the questions will be posted on

LongBeachBuys.com.

Proposals due 11:00 AM, May 13,

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com indicating that the proposal was submitted successfully.

The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review Narrative

& Cost Proposals to select the proposal that best meets the needs of the City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews/ Demos/

Site Visits

TBD • The City may interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com mailto:LBPurchasing@longbeach.gov v11.30.23 | 26

• Negotiations shall be confidential and not subject to disclosure to competing Contractors unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal. The intent of the debrief is to provide the Proposer with constructive feedback to equip them with information to effectively meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal Under section 2.2, each proposer may provide one or more services. The appendices include three project examples and one request example. The proposer can offer cost proposals for one or all examples in the appendices section. Please submit each cost proposal separately.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting v11.30.23 | 27 documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preferences Program

☐ D. Proof of registration with the California Department of Industrial Relations (DIR)

(provided by the Contractor)

☐ E. Line of Service

☐ F. Current Contractors C-7 License (provided by the Contractor)

☐ G. Current Contractors C-10 License (provided by the Contractor)

☐ H. Current Systimax Certification (provided by the Contractor)

☐ I. Current Corning Certification (provided by the Contractor)

☐ J. Current Duraline Certification (provided by the Contractor)

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and…