Telecommunications_Services_for_The_Tampa_Convention_Center.pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Telecommunications Services for The Tampa Convention Center

26-P-00184

Convention & Tourism

Celeste Gibbons-People, Certified Senior Procurement Analyst

2555 East Hanna Ave

Tampa, FL 33610

Phone: (813) 274-8834

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE_ADA

B - DMI-40-Form-LOI-Letter-of-Intent_SLBE_ADA

C - DMI-71-Form-for-RFQ-RFP-Evaluation-Points-V5-SLBE_ADA

D - ADA Requirements

E - Exhibit A - TCC Floor Plans (1)

F - Exhibit B - Gross Sales

G - Exhibit C - Asset Inventory

H - Exhibit D - Definitions

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Telecommunications Services for The Tampa Convention Center, RFP # 26-P-00184 will be received by the

Director of Purchasing, City of Tampa, until Thursday, April 30, 2026; 3:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten business days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Celeste Gibbons-People (celeste.gibbons-peoples@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. PRE-PROPOSAL CONFERENCE

A PRE-PROPOSAL CONFERENCE will be held at 10:00 am,Thursday, April 9, 2026, at Tampa Convention Center, Executive

Conference Room 301 - 333 South Franklin Street, Tampa, Florida 33602. Parking is at the expense of the attendee not the City of Tampa. to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

1.3. SITE VISIT

A SITE VISIT shall immediately follow the pre-proposal conference. This shall be the only site visit for Proposers prior to the RFP opening.

1.4. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

The City of Tampa (“City”) is seeking proposals from firms qualified and experienced in providing reliable, high performance, highly redundant Telecom/Internet Services (Services) at the Tampa Convention Center ("TCC"). Services will be available for patrons attending conventions, trade shows, meetings, hybrid events, banquets, family entertainment events, sporting events, etc., along with those living and working in the downtown area.

TCC wants to enter into an exclusive relationship with a Proposer to provide these services at the Tampa Convention Center (TCC), located at 333 South Franklin Street, Tampa, Florida 33602.

The City will enter into a hybrid commission profit arrangement with the Successful Proposer. TCC will have active oversight in the day-to-day operations of the Successful Proposer and final authority to direct planning, budgets, and operational issues.

The goal is to provide the highest quality of technology in both product and services and to maximize the financial return to the City. The

City recognizes the rapid pace of change in the technologies involved in providing these services. The City wishes to ensure a world-class digital experience for all stakeholders and to have the infrastructure capable of handling current demand and evolving with future technology. It is the City's expectation that the Successful Proposer will update the technology and services as needed to ensure that

TCC has state-of-the-art Services and to deliver reliable, scalable, and secure connectivity to support meeting planners, exhibitors, and attendees.

Timeline:

Release Project Date: March 23, 2026

Pre-Proposal Conference (Non-Mandatory): April 9, 2026, 10:00am

Tampa Convention Center, Executive Conference

Room 301 - 333 South Franklin Street, Tampa, Florida

33602. Parking is at the expense of the attendee not the City of Tampa.

Question Submission Deadline: April 16, 2026, 4:00pm

Response Submission Deadline: April 30, 2026, 3:00pm

2.2. BACKGROUND

The mission of TCC is to have a major economic impact for Tampa and the surrounding region. Our vision is to be an industry leading facility that promotes a culture of hospitality, service, and partnership. It is the goal of TCC to secure, enhance, and increase business while providing an environment that will create opportunities for repeat clients to the venue. TCC is seeking to partner with a firm/individual that shares TCC's dedication and vision with the services we are seeking.

2.3. SCOPE OF WORK

The Successful Proposer shall provide all labor, materials, equipment and services necessary for the provision of the Services in TCC and be of the highest quality prevailing in the industry. The Successful Proposer will be responsible for the following:

1. Telecommunications Services Obligations

A. The Successful Proposer shall provide all labor, materials, equipment, and services necessary for the provision of

Communications Services in the Facility of the highest quality prevailing in the industry. Except as otherwise specified in this RFP, The Successful Proposer shall bear the costs of offering, providing, installing, operating and maintaining the equipment and systems for the Customer.

B. The Successful Proposer will be responsible for providing the Customer order forms and will manage, at the Successful

Proposer's expense, the system by which the orders are presented to the Customer, and how these forms are obtained, serviced and billed. TCC Executive Director must give approval of this system before and during its implementation.

C. The Successful Proposer will professionally staff a "service desk" with knowledgeable personnel during all Facility Event

Periods, at times designated by Licensees, without any additional charges. The Successful Proposer shall provide the "service desk" phone at no charge.

D. The Successful Proposer will monitor all Exhibitor installations during the Event Period to ensure there are no unsafe or hazardous connections made by the Successful Proposer, Licensees, or Exhibitors. If such connections are noticed, the

Successful Proposer will be responsible for resolving the unsafe situation, with the assistance of the City if necessary.

E. The Successful Proposer will immediately remove all temporary Equipment following its disconnection at the conclusion of each Licensee event.

F. The Successful Proposer will have offices staffed on-site with sufficient staff to provide services Monday through Friday, 8:00 AM until 5:00 PM along with coverage for all event hours if deemed necessary by show orders and/or client needs. On call 24/7.

G. The Successful Proposer shall keep all such records as will enable the City as well as the Successful Proposer to ascertain and determine, accurately and clearly, the amount of money payable to the City hereunder. These records shall be available for inspection at any time during regular business hours.

H. The Successful Proposer shall provide the TCC Executive Director with a description of the Successful Proposer's cash and sales record system. The Successful Proposer's event record shall record each and every transaction, and shall be accessible to, and subject to, periodic audit by City representatives.

I. Integration with event technology platforms (apps, lead retrieval, wayfinding).

J. Support for hybrid/virtual events with high-capacity uplinks.

K. Roadmap for adoption of Wi-Fi 7, private 5G, and IoT readiness.

2. Equipment And Installation of Equipment

A. Equipment, furnishings, and fixtures provided by the Successful Proposer shall remain the property of the Successful

Proposer. Title to all furniture, furnishings, and fixtures provided by the Successful Proposer pertaining to the providing of

Communications Services shall remain the property of the Successful Proposer.

B. The configuration, location, installation and construction of all of the Successful Proposer's equipment and system in TCC shall be performed:

i. In accordance with floor plans and specifications approved by the TCC Executive Director.

ii. In such a manner as will not create any hazardous condition or interfere with or impair the operation of the heating, ventilation, air conditioning, plumbing, electrical, fire protection, life safety, security, public utilities or other systems in TCC, or interfere with the use and occupancy in common areas in TCC or the premises of any Customer.

iii. In compliance with all applicable laws, codes and regulations.

iv. In such a manner as will not directly or indirectly interfere with, delay, restrict, or impose any expense, work or obligations upon City in the construction, use or operation of the Facility.

v. Equipment, wires, and fibers will be appropriately labeled to avoid conflation with City-owned infrastructure.

C. The Successful Proposer shall be liable for and responsible for any damages to TCC (interior/exterior) that results from its actions.

D. The Successful Proposer shall keep its working areas free from debris of any kind and shall remove from TCC, in a manner acceptable to the TCC Executive Director, all refuse and debris resulting from its work at TCC by contractors or mechanics approved by the City.

E. The Successful Proposer may modify or replace any or all elements of its equipment or systems from time to time; provided, however, that all such modifications or replacements shall be performed:

i. At the Successful Proposer's sole expense.

ii. So that such modifications and replacements will be equal or better in quality of service and telecommunications to the original equipment or systems.

iii. In the case of any such modifications or replacements which upon installation would alter the appearance of the exterior or interior visible surfaces of TCC, only upon the receipt of the express written approval of the TCC Executive

Director and in accordance with all conditions which the TCC Executive Director, in his or her sole discretion, may impose. No cutting, drilling, notching, or altering of any kind shall be done to TCC without prior written permission from the TCC Executive Director.

F. Any proposal to replace the data switches also must be approved by the TCC Executive Director.

G. The Successful Proposer shall be liable for and responsible for any damages to the TCC (interior/exterior) and its components that result from its actions and shall take corrective action to repair or replace at its own expense and with prior approval of the TCC Executive Director.

H. The Successful Proposer shall keep its working areas free from debris of any kind and shall remove from the TCC, in a manner acceptable to the TCC Executive Director, all refuse and debris resulting from its work at the TCC.

3. Personnel And Labor

A. The Successful Proposer must provide qualified technicians and workers as needed to satisfy the requirements of this RFP professionally, successfully and in compliance with industry standard. TCC reserves the right to request personnel changes when it's in the best interest of TCC.

B. All personnel are to wear uniforms at the Successful Proposer's expense and carry photo identification badges. The City will provide identification badges, but the Successful Proposer will be responsible for the cost of replacing lost badges, at $10 per badge. Uniforms and badges must be approved by the TCC Executive Director.

C. All personnel will be required to be properly trained in the operation of the Facility and will adhere to the Facility Rules and

Regulations without exception.

D. The Successful Proposer must submit its safety policy and program (disaster recovery policy), which is subject to the TCC

Executive Director's approval within 30 days after the effective date of the Agreement. The Successful Proposer must ensure that the facilities and equipment will be used in a safe manner, creating no hazards or safety violations.

E. All personnel will be required to be properly trained in the operation of the Facility and will adhere to the Facility Rules and

Regulations without exception. At all times during the Agreement Term and any Renewal Term, the Successful Proposer shall employ an active, qualified, competent, and experienced manager or supervisor ("General Manager") who will be in the Facility office daily, except for periods of sick leave, vacation, or training. The General Manager" shall supervise the

Communications Services operations and represent and act for the Successful Proposer in matters pertaining to day-to day operations under the Agreement. The General Manager shall be dedicated solely to the services required by the Agreement and shall not work at any of the Successful Proposer's other project locations. Any change of General Manager is subject to the prior written approval of the TCC Executive Director.

F. The Successful Proposer's General Manager should be available by main telephone during normal business hours but should also be available by cell phone at all times. Key personnel must be accessible at all times.

G. The Successful Proposer will be responsible for all actions of its full-time, part time, or temporary personnel, including but not limited to, employees, agent's sub-contractors.

H. The Successful Proposer is responsible for their own IP address scheme on their own support network and also the customer’s network.

4. Basic Customer Services

A. 24/7 onsite technical support during events.

B. Dedicated exhibitor support (help desk, advance ordering, booth setup).

C. Attendee-friendly Wi-Fi login (simple captive portal, integration with event apps).

D. Tiered bandwidth options for exhibitors and hybrid events (e.g., live streaming).

E. The Successful Proposer shall provide services designed for 24/7 operation, including, but not limited to, the:

i. High-capacity, redundant internet connectivity (multi-gigabit, scalable).

ii. Venue-wide enterprise-grade Wi-Fi (Wi-Fi 6E or higher).

iii. Seamless coverage across exhibit halls, meeting rooms, public areas, and outdoor event spaces.

iv. Wired connections available for exhibitors, production crews, and VIP areas.

v. Network segmentation (attendees, exhibitors, organizers, media, etc.).

vi. Single line and multi-line telephone service.

vii. Long distance service.

viii. Ring down circuits.

ix. Call forwarding - don't answer.

x. Direct inward and outward dialing.

xi. Station-to-station dialing.

xii. Toll restrictions.

xiii. Internet access.

xiv. Voice mail.

xv. Networking.

xvi. Dedicated lines for modems or other appliances.

xvii. Cellular phones.

xviii. Expedited charges.

5. Voice Services Specifications

A. The voice services equipment of choice by the Successful Proposer shall support all features and services as listed in 5.4 above. The Equipment should be redundant in nature and shall be designed for 7 by 24 hours a day operation.

B. The system shall have the capability for remote maintenance, testing and routine changes.

6. Voice Technical Requirements

A. The system shall have at a minimum, all the capabilities, features and functions described herein.

7. System Features

A. The following capabilities must be available on the proposed system, as standard features:

i. Caller ID.

ii. Call Forwarding All Calls (internal and external).

iii. Malicious Call Trace.

iv. Remote Access (hardware included).

v. Uniform Dial Plan.

vi. Calling Line ID.

vii. Network Call Redirection - Call Forward All Calls, Busy and No Answer.

viii. Network Call Trace and Call Diagnostics.

ix. Conference Calling.

x. Line/Feature Status Indication.

xi. Ringer Cutoff.

xii. Volume Control (handset, speaker and ringer).

8. System Traffic Measurement

A. The system shall collect traffic data to help monitor the usage of hardware components and system features. The traffic management system shall be capable of polling the online Customer-defined intervals on a 24-hour basis.

9. Conference Bridge

A. A user-friendly, programmable conference bridge that allows an attendant to link up to a minimum of 12 different people on a single conference call is required. This requirement is based on any combination for both internal and external calls.

B. The unit shall be programmable, under the control of an operator, for various sizes of conferences.

C. The conference bridge shall support a "Meet-Me" type mode; calls can be connected automatically or screened by the operator.

D. Conference monitoring shall be allowed for transmission quality.

10. Voice Mail System

A. Mail or Voice Messaging System (VMS), required by Customer, is a convenient method of message taking and information exchange without the intervention of an attendant. An efficient voice messaging system must be provided.

B. The VMS must be available to users and outside callers via direct access 24 hours per day, seven days per week.

C. The VMS shall provide functions directed by touch-tone telephones. The system shall also be configured to effectively process calls from rotary-dial telephones to "default" targets.

D. Voice System Configuration

i. Analog Ports – 24

ii. Voice Ports – 100

iii. Conference Bridge – 6

iv. Voice mail users – 100

v. Mail Storage - 10 hours

vi. Telephone sets – 100

11. DATA SERVICES

1. The Convention Center has an infrastructure that supports gigabit speed throughout its meeting room and ballroom spaces. The backbone consists of single and multimode fiber. Typically, meeting rooms and most suites, as well as registration areas, are equipped with RJ45 ports that allow easy access to the backbone. Both fiber and data connections are also readily available within all exhibit halls. The aforementioned cabling and infrastructure are the property of the TCC.

2. Reliability & Redundancy

A. Redundant fiber entry points with diverse routing.

B. Backup power for critical networking equipment.

C. 24/7 monitoring of network performance and uptime.

3. Security & Compliance

A. WPA3 encryption and other industry-standard security protocols.

B. DDoS mitigation and intrusion detection.

C. Compliance with SOC 2, ISO/IEC 27001, or equivalent.

D. Data privacy policies in line with applicable regulations (e.g., GDPR, CCPA).

4. The Successful Proposer shall provide, as a minimum, the TCC with all electronics that drive the data gear as it relates to the gigabit backbone and offer gigabit-related services for the Customers:

A. Gigabit core switch and blade located in the MDF.

B. Gigabit edge switches as necessary to support provisioning services from approximately 9 IDFs throughout TCC.

C. UPS power for IDFs with a minimum of two (2) hours capacity and the MDF with a minimum of six (6) hour capacity.

5. Additionally, The Successful Proposer shall provide:

A. Testing equipment.

B. Physical Layer gear (switches, patch cables, media converters, etc.) as necessary to provide services to clients.

C. Physical Layer maintenance, repair, additions and modifications as needed to provide services to the clients. This includes but not limited to devices, cabling (Cat3, CatSE, Cat6, Coax, Fiber, etc.), wall jacks, and face plates. This also includes the aesthetics of wall jacks, face plates, and any other physical layer item in any Customer area; including but not limited to exhibit rooms, meeting rooms, ballrooms, concourses, etc.).

D. Complete network monitoring (NOC).

E. In-user comprehensive billing system.

F. Minimum symmetrical bandwidth equivalent of 50 Mbps form a Level One ISP. This bandwidth should be expandable to 1

Gbps to s support specific TCC events.

G. VLAN capability.

H. IPS (Intrusion Prevention System).

I. VPS (Virus Protection Services).

J. Cyber Cafe Services - Provide Internet and email access to event attendees.

6. Other Required Services. The Successful Proposer must provide the following Services:

A. Customer Service Requirements. Shall include the following:

i. Market and promote TCC event technology services.

ii. Facilitate Customer contact/meetings/focus groups.

iii. Conduct Customer surveys at least quarterly.

iv. Take telecommunications (Telecom) and Internet Service Provider (ISP} orders, recommend services and assist in service selection.

v. Maintain orders to reference back to for Customers in years to come.

vi. Confirm orders.

vii. Fulfill orders.

viii. Manage all aspects of the service.

ix. Verify Customer satisfaction, remedy issues, when appropriate.

x. Follow up after each event with Customer for feedback/survey, publish reports and analysis for staff and public presentation.

xi. Serve as liaison with Customers, civic groups and other governments, as required.

xii. Maintain continuous dialogue and communications with Customers with timely updates.

xiii. Prepare various media presentations to City staff and general public as required and approved by TCC.

B. Basic Service Requirements. The Successful Proposer will be required to:

i. Provide Strategic Direction & act as TCC technology (telecom and ISP) consultant and business partner for event services.

ii. Prepare and perform yearly goals as approved by TCC.

iii. Prepare detailed financial forecasts and analysis.

iv. Identify trends and analyze their impact on operations and capital.

v. Develop policy and action recommendations, present findings in oral, print, or multimedia.

vi. Attend meetings and respond to all inquiries, as directed.

vii. Coordinate with other public agencies when required.

viii. Monitoring.

ix. Fault Isolation.

x. Fault Notification.

xi. Fault restoration-logical fault restoration - physical.

xii. Maintenance - break/fix, repair/replace.

xiii. Asset reporting.

xiv. Change management - logical.

xv. Change management - physical.

xvi. Configuration back-up.

xvii. Performance reporting.

xviii. Security policy and patching.

xix. Fraud management.

C. Detailed Service Requirements. The Successful Proposer will be required to:

i. Manage Data Services - Premise-based IP management service including ISP services.

ii. Multiple locations throughout TCC property.

iii. Manage takeover of existing support services. Currently the City's T&I Department handles the support services so they will work with the Successful Proposer to transition.

D. Services

i. Standalone or in combination with managed WAN/CAM/LAN.

ii. Comprehensive Management of Services.

iii. Planning and Design.

iv. Implementation - Technology Network.

v. Implementation - Customer Network.

vi. Implementation - Administrative Network.

vii. Implementation - Voice Network.

viii. Implementation - Wireless Network 802.11a, 802.11b, 802.11g, 802.11n (Wi-Fi 4), 802.11ac (Wi-Fi 5), and 802.11ax

(Wi-Fi 6) as needed).

ix. Implementation - Wired Data Network including ISP services from core to the premise.

x. Program Management.

xi. Fault Problem Management.

xii. Configuration/patch/release.

xiii. Accounting.

xiv. Performance reporting.

xv. Security.

xvi. Voice quality.

xvii. Service Level Agreements (SLA).

xviii. Additional Services.

xix. Network analysis - Life Cycle Management (LCM).

xx. IP Communications - Consulting Manager WAN/CAM.

xxi. Manage LAN.

xxii. Manage Security (IP).

E. Maintenance Service Requirements. The Successful Proposer will be required to:

i. Break fix based on time and material or under contract with out-of-band Network Operations Center (NOC) monitoring.

ii. Proactive monitoring of device and network.

iii. Root cause analysis, problem/incident correlation and remediation.

iv. Configuration management.

v. Patch management.

vi. Back-up.

vii. Fraud detection, financial compliance (PCI), representing TCC during incidents/audits.

viii. Performance reporting.

ix. SLA.

F. All equipment shall be owned and operated by the Successful Proposer. The following equipment must be on-site: On-Site

Equipment and Ongoing Maintenance.

i. Managed Devices.

ii. Routers.

iii. Switches.

iv. Wireless Access Points.

v. Wireless Controller.

vi. PBX.

vii. IP Telephones.

viii. Analog Phones.

ix. Digital Phones.

x. Call Detail Reporting.

xi. E.911 Systems.

xii. Voice Recording System.

xiii. Any additional Structured Cabling System (SCS) as required.

xiv. Backbone Cabling.

xv. Fiber.

xvi. Copper.

xvii. Coax.

xviii. Horizontal Cabling.

xix. Cable Management.

xx. Miscellaneous CPE Equipment.

2.4. STRUCTURED CABLING ENVIRONMENT

The Successful Proposer will provide all active and or passive electronic equipment and components to support all voice and data infrastructure requirements addressed within this RFP. The Tampa Convention Center operates under two separate data networks; City and Event Services. The City's intent is to keep the existing networks separate from one another. One will be identified as the Event

Services Network for which this RFP is addressing. The other will be the City network which will remain in place to serve TCC offices and its own internal operational functions.

1. All existing electrical, conduits, innerduct, fiber, copper and coax backbone including horizontal cabling will remain in place and may be utilized as part of this contract.

A. PLEASE NOTE: The ONLY exception is that all existing and dedicated cabling infrastructure currently in place that is being utilized to support all TCC staff (administration, sales and operations offices) WILL NOT BE used as part of this RFP. The

Successful Proposer will need to determine cabling infrastructure requirements prior to execution of contract.

B. All active and passive electronics including but not limited to, power supplies, power cords, external components, peripheral equipment, printers, keyboards, PCs, monitors, hard drives, servers including patch cords, wire management, patch panels, cabinets, relay rack, shelves, ladder racks, and fiber jumpers will be taken out immediately following the execution of the contract. Only the active/passive equipment and its components supporting City staff will remain in place and WILL NOT be part of this RFP.

2.5. INTERNET SERVICE REQUIREMENTS TO THE PREMISE

The Successful Proposer is required to provide a dedicated fiber optic internet access point(s) into the premise that will range from 50 to

500 Mbps. The required Internet Services are:

1. The ISP will have symmetrical up and download speeds up to 500 Mbps.

2. End-to-end IP connectivity with redundancy to prevent single points of failure.

3. Ability to isolate networks and fence off Internet access between Customers.

4. Domain Name Services resolution (DNS), both forward and reverse.

5. Support of high demand bandwidth applications (Video).

6. Able to support VoIP.

7. Must provide a range of 256 (class C) IP addresses.

8. Real-time usage reports and aggregated and detail consumption data for billing.

9. Network to be 24/7 with monitoring alerts to The Successful Proposer and TCC staff for detected problems.

10. Local call-in help desk operational 24/7 with on on-site support.

11. Any delivery, programming and installation of services to accomplish this project must be provided to TCC with no interruptions of current services.

2.6. CITY REQUIREMENTS

1. The RFP is designed to allow the Proposer the greatest degree of creativity in meeting the requirements of TCC and its

Customers.

2. TCC data closets may be co-occupied by City and Event Services equipment. The two networks are NOT to be connected to each other, known as air gapped.

3. The Successful Proposer will manage all activities associated with the daily and event-related operations of the Services.

4. Off premise services from TCC may not be permitted subject to the approval of the TCC Executive Director.

5. The Successful Proposer and the City recognize the importance of high-quality products and services for the long-term success of TCC. Accordingly, provisions of this RFP relating to Telcom/Internet Services including staffing levels and appearance of staff persons are considered material terms of the Agreement.

6. The Successful Proposer shall be required to fund the necessary improvements for the build out of their office/storage area as per its own requirement and per the approval of the TCC Executive Director. The Successful Proposer will supply its own furniture and supplies and will be responsible for maintaining its office/storage area in a clean and orderly fashion.

7. The City encourages the Successful Proposer to carefully review all aspects of the Services prior to making recommendations.

Inventory of equipment needed to adequately supply the overall operation at TCC is the sole responsibility of the Successful

Proposer.

8. The Successful Proposer shall monitor and provide support during the setup of the event, the time of the event happening, and the tear down of the event, to assure that the Services performs as expected and to make repairs and adjustments, as may be required.

9. The Successful Proposer shall respond in a timely and efficient manner to any contracted service maintenance request by a

Customer or TCC. The TCC Executive Director shall determine the maximum allowable response time.

10. The Successful Proposer will have the responsibility of bidding on business at TCC that is generated by Visit Tampa Bay, destination marketing organization for the City, and the TCC Marketing Department. Proposers are encouraged to demonstrate their ability within the sales and marketing areas of the Telecommunication and Internet business. The current Booking Policies and Procedures give priority to conventions that have the greatest economic impact for the Tampa area over local or public events, which do not greatly impact Tampa's economy. The Successful Proposer will maintain constant communication with TCC staff to maximize sales opportunities such as site visits, planning sessions, and internal communications.

11. The following EXHIBITS are provided for informational purposes only. The City is providing this information with no warranties, either express or implied, as to their accuracy or reliability. Failure of the City to meet the projections does not relieve the

Successful Proposer from the obligation to comply with the Agreement. The Successful Proposer will be expected to make every effort to increase gross sales through an aggressive marketing plan, as a benefit to both the Successful Proposer and TCC. In any case, TCC makes no representation as to the potential value of the awarded Agreement.

A. Exhibit A – TCC Floor Plans

B. Exhibit B – Gross Sales

C. Exhibit C - Asset Inventory

12. At times, City Departments conduct meetings or internal city business/functions at the Facility during normal business hours as needed. Examples are; Managers Meetings, City Council Meetings and Pre-Bid Meetings to name a few. The Successful Proposer will provide Services if needed at no additional cost to City Departments or TCC.

13. Service Rates Adjustments

A. The Successful Proposer may raise rates for services only with the TCC Executive Director's prior written approval. The

Successful Proposer may increase service rates only with the prior written approval of the TCC Executive Director. The

Successful Proposer must provide the TCC Executive Director with at least thirty (30) days written notice of any proposed rate increase, including the justification for the increase, before such increase may take effect.

14. Emergency Services

A. The Successful Proposer shall provide emergency telecommunications repair service to TCC if this service is required by, or requested in writing by, the TCC Executive Director.

2.7. FINANCIAL TERMS/REVENUE SHARE STRUCTURE

The Agreement will be structured so that the Successful Proposer receives the Gross Sales/Revenue and pays a percentage to the City in the form of a commission.

The Successful Proposer will:

1. On or before the 15th day of each month that the Agreement is in effect, the Successful Proposer shall submit to the City a detailed statement showing all Gross Receipts attributable to work performed for Licensees through direct services during the preceding calendar month. Said report shall be submitted on forms approved by the City and shall be accompanied by payment to the City of an amount equal to the Applicable Percentage of the Gross Sales/Revenue of the preceding month.

2. In the event the Agreement term does not coincide with whole calendar months, payments due to the City for any fractional portion of a month shall be the pro rata Applicable Percentage of the Gross Sales/Revenue for the particular fraction of the month.

3. Any amount not paid within fifteen (15) days of its due date shall accrue interest at a rate of eighteen percent (18%) per annum. Failure to remit payment in accordance with this section shall constitute a material breach of this Agreement.

4. The Successful Proposer shall submit to the City, on or before November 15 of each year during the term of this Agreement, a statement prepared by a Certified Public Accountant setting forth the Gross Sales/Revenue for the period from October 1 through September 30 of the preceding fiscal year, or, in the case of a partial year, for the portion of the fiscal year during which this Agreement was in effect. The statement shall be used to verify that all payments were accurately reported, collected, and remitted to the City and shall be prepared in strict accordance with generally accepted accounting principles, without exception.

5. The Successful Proposer shall, upon reasonable advance written notice, make available to the City or its auditors, at all reasonable times, any financial and/or statistical reports and permit the inspection and copying of such documents.

6. At all times during the Agreement term, and for two (2) years after its expiration, the Contractor shall make available, at a location within the City of Tampa, Florida, separate and accurate daily records of Gross Sales/Revenue as herein defined. The

Contractor shall maintain these records for inspection or auditing purposes and make them available to the City at any time during regular business hours.

7. Upon written notice at any time during the Agreement term or within two (2) years after its expiration, the TCC Executive

Director may cause, without initial cost to the Contractor, an inspection and audit to be made of the books and records of the

Contractor relating to its Telecommunications Services operations. Such audit shall be made to determine the correctness for the preceding year(s).

8. If, as a result of such inspection and audit, it is established that additional fees are due to the City, the Contractor shall, upon written notice from the City, pay such additional fees plus a late charge within 30 days of such written notice. Additional fees are related to any errors of recorded receipts or miscalculations of revenue and/or expense.

9. The late charge will be the City's lost earnings on the fees not paid to the City. This late charge will be calculated from the time the fees were due until the time paid to the City. The late charge assessment will be based on the City's current investment of its pooled cash earnings. If the audit reveals a difference of more than one percent between Gross

Sales/Revenue reported by the Contractor and Gross Sales/Revenue as determined by the audit, the cost of the audit shall be paid by the Contractor.

2.8. STANDARD OPERATIONS POLICY

1. The City's Customers shall not be infringed upon by any activity of the Successful Proposer or any of its employees, agents or subcontractors. The activities of the Successful Proposer shall be such as to render service to the Customers in a dignified and professional manner; and no undue pressure, coercion or persuasion shall be used by the Successful Proposer in an attempt to influence the Customers to use the services or products of the Successful Proposer. All Successful Proposer's sales shall be conducted and operated within the rules and regulations as promulgated by the TCC Executive Director or their duly authorized representatives from time to time and shall in no way interfere with the orderly operation of any event. The sales shall be conducted at such times from and at such locations as are designated by the TCC Executive Director.

2. The Successful Proposer shall at all times exercise total independent, prudent, and reasonable experienced judgment in the operation of its business. The Successful Proposer shall at all times use only qualified and supervised personnel with training and experience.

3. The Successful Proposer will operate the spaces designated for the Services at TCC, in a manner consistent with convenience and safety of the public and show management during designated TCC events, and at such other times as shall be required by the TCC Executive Director.

4. All Subcontractors of the Successful Proposer require the approval of the TCC Executive Director.

5. The Successful Proposer shall employ a highly skilled professional full-time, on-site management staff possessing the necessary experience and expertise to provide the overall management of a first-class operation. The TCC Executive Director shall have the right of approval for all key staff positions.

6. All employees of the Successful Proposer shall be neatly attired in uniforms the design of which shall be subject to the prior approval of the TCC Executive Director. The Successful Proposer's management personnel shall be neatly attired in normal business attire at all times. The TCC Executive Director shall have the right to require specific uniform attire for the employees of the Successful Proposer.

7. The TCC Executive Director shall have the right to require any employee(s) of the Successful Proposer to permanently leave

TCC's premises whenever it appears in the best interest of City.

8. The Successful Proposer shall train and closely supervise all its employees, agents and subcontractors so that they are aware of and habitually practice the high standards of cleanliness, courtesy, and service required.

9. The Successful Proposer shall employ and compensate its own employees, and all said employees shall meet all the requirements set out herein. The employees shall be neat and clean in appearance and courteous towards the Customers, the public, and their fellow employees. All employees of the Successful Proposer shall enter and leave TCC via the entrance(s) so designated by the TCC Executive Director. Only those employees actually working shall be permitted in TCC without charge, and any such employees observed in TCC at events in which they are not working may be removed by the TCC Executive Director or his/her duly authorized representative. At no time will the Successful Proposer permit the free entrance of any person not an employee for such event or events, and no surplus of employees will be permitted for any event, except for training purposes approved by the TCC Executive Director. The TCC Executive Director reserves the right to forbid any individual from entering TCC, other than as a Customer, if such individual is considered by the TCC Executive Director to be unsatisfactory or not in the best interest of TCC. Drinking alcoholic beverages and/or the use of illegal substances by employees of the Successful Proposer will not be tolerated, and infractions will cause immediate removal from TCC. TCC Executive Director reserves the right at all times to require any employee of the Successful Proposer to immediately leave the premises.

10. Parking is not provided to contracted employees working at TCC. The Successful Proposer is responsible for advising staff of parking options available near TCC (i.e. location, costs) or providing alternative solutions at their own expense.

11. The Successful Proposer shall not subscribe to any personnel policy which permits or allows for the promotion, demotion, employment, dismissal or laying off of any individual due to race, creed, color, national origin, sexual orientation, age, sex, or which is in violation of applicable laws concerning the employment of individuals with disabilities.

12. The Successful Proposer shall employ an on-site Telecommunication and Internet Manager(s) at TCC at all times during the term of this Agreement. The Manager is required to remain on-site.

13. The Telecommunication and Internet Manager(s), Successful Proposer's key staff, and all on-site staff, are to be issued cell phones by the Successful Proposer and are considered "on call" for the betterment of the business, whenever needed by TCC staff. On-site employees will also have radios on the City frequency to keep in constant communication with City staff.

14. If at any time the TCC Executive Director determines that the Manager is unsatisfactory, the Successful Proposer shall within 30 days replace him/her with one who is satisfactory to the TCC Executive Director. The City shall not be liable to the Successful

Proposer if any Manager's contract with the Successful Proposer is breached and/or modified and/or terminated.

15. The Successful Proposer is required to have senior level management visit the on-site Manager at TCC a minimum of once every

3 months (4 times a year).

16. In the event the Successful Proposer desires to sub-license or assign any part of TCC's Services, the Successful Proposer must request permission from the TCC Executive Director.

17. The TCC Executive Director reserves the right to issue rules and regulations governing the general provision of

Telecommunication and Internet operations, so as to maintain a consistency of kind and quality of service, adequacy of number of personnel providing service, compatibility of products with the events at TCC and other parameters of service which rules and regulations shall be adhered to by the Successful Proposer.

18. The Successful Proposer shall within 3 months of signing the Agreement, as a professional entity engaged in the operation of

Telecommunication and Internet Services at TCC, develop a Convention Center Operations Manual (the Manual). The Manual is to set policy and procedures and establish minimum acceptable operational standards. The TCC Executive Director will have final authority in determining the minimum acceptable operational standards.

19. The Successful Proposer shall provide Services requested internally by TCC as part of its in-house activities. The charge to TCC for said services shall be "at cost".

20. It is the intent of the City that the Successful Proposer's operation at TCC provides a level of quality and high standards of service that are equal to or exceed the levels of same in nearby hotels and competing convention centers. Some specific requirements for the Successful Proposer are the following:

A. 24-hour on-call ability, participation in all Site Visits, follow up contact with in-house providers, service recovery system, and responsive communication with TCC staff regarding details of Services related event planning.

B. All Services are to be provided with the safety and security of in-house providers and Customers as a priority.

21. The Successful Proposer will provide not less than four (4) radios with back-up batteries and chargers that are compatible to

TCC channels to stay in communication with TCC staff.

2.9. RECORDS, ACCOUNTING AND AUDITING

1. The Successful Proposer's operations must conform to the laws, ordinances and regulations of the City, the State of Florida and the Federal Government. The Successful Proposer shall be subject to rules and regulations which may be set up by the TCC

Executive Director. The Successful Proposer must procure and keep in force during the entire period of the Agreement all permits and license required by the laws and regulations of the City and the State of Florida, at the Successful Proposer's cost.

2. The Successful Proposer shall use an electronic point of sale system that meets the approval of the TCC Executive Director.

3. The Successful Proposer will provide all necessary equipment to meet the needs of TCC and its Customers.

4. The Successful Proposer shall maintain an original set of books and records of sales, receipts, and inventory regarding operations at TCC, all in accordance with Generally Accepted Accounting Principles (GAAP).

5. The Successful Proposer will provide the following reporting:

A. Revenue reports detailing the event name, event type, equipment used, and gross sales by category generated by show on a weekly basis; this report will be supplied 48 hours after the completion of the established week.

B. The Successful Proposer shall submit a written monthly statement of Gross Sales to the TCC Executive Director no later than the 15th of each month covering the entire preceding month and shall pay the City the guaranteed percentage of

Gross Sales.

C. The Successful Proposer shall provide the City with a Revenue Budget for the following year, (October 1 through September

30) by March 30th annually. A marketing and operations plan must be submitted annually, as part of…