RFQ 194354 Traffic Network Communication Switch Replacement/Update

The City of Palo Alto Office of Transportation (in Santa Clara County, California) is issuing Request for Quotes (RFQ) 194354 for the procurement and delivery of approximately 105 network edge switches, 4 core/hub switches, 212 fiber transceivers, and power supplies to replace aging traffic signal communication equipment at the city's 102 signalized intersections and primary operating facilities. The existing switches are approximately twelve years old and have exceeded their recommended service life of six to ten years; replacement is necessary to maintain secure and stable communications between field devices and the traffic management center, support real-time operations and system monitoring, and ensure compatibility with current and emerging Intelligent Transportation System (ITS) technologies. All equipment must be manufactured by EtherWAN, with specified models including the EX78934X-CIN2 edge switches, EG97023-CIN core switches, and SFPTIS10M-CIN fiber transceivers, and must comply with NEMA, ANSI, ISO 45001:2018, ISO 9001:2015, ISO 14001:2015, and ISO/IEC 27001:2013 standards with UL listing. Deliverables include comprehensive operation and maintenance manuals in PDF format, network management software for remote operation and monitoring, complimentary firmware upgrades and remote technical support for the life of the product, and onsite manufacturer technical support including infrastructure review, Layer 2/3 network design, IP and VLAN addressing scheme creation, and equipment configuration and testing prior to field installation. All equipment must feature a limited lifetime warranty with a minimum Mean Time Between Failures of 1,000,000 hours and must be delivered to the City Municipal Service Center on weekdays between 8:00 a.m. and 3:30 p.m. The question submission deadline is May 6, 2026, at 1:00 p.m., with quotes due May 20, 2026, at 3:00 p.m., submitted electronically through the City's OpenGov portal; the contract will be awarded to the lowest responsive and responsible bidder on an F.O.B. Destination, Freight Prepaid basis with Net 30 payment terms and pricing firm and fixed for the entire 12-month contract term, extendable for an additional year.

The solicitation does not identify set-asides for disadvantaged enterprises or restrictions on bidder eligibility, though all vendors must comply with the City's nondiscrimination and equal opportunity regulations under Executive Order 11246 and must meet stringent insurance requirements including General Liability coverage with minimum limits of $1,000,000 per occurrence, Automobile Liability at $1,000,000, Worker's Compensation at statutory limits, and Professional Liability at $1,000,000, with the City named as additional insured on all policies except Worker's Compensation and Employer's Liability. Vendors must also comply with the City's Environmentally Preferred Purchasing Requirements, including use of 30% post-consumer recycled content paper, Forest Stewardship Council-certified packaging, prohibition of expanded foam plastics, reusable pallet programs, and ENERGY STAR or Water Sense-compliant products, with liquidated damages ranging from $30 to $262 for non-compliance. The City has secured regional grant funding through Santa Clara County's Measure B - Local Streets and Roads program to fully fund the hardware costs of this project, indicating the procurement is fully funded; however, no specific budget range or award value is disclosed in the solicitation documents. No incumbent vendor or current contractor is identified, and all equipment must integrate with the city's existing centralized traffic management system and support compatibility with current and emerging ITS technologies. The City retains the right to terminate the agreement with or without cause upon ten days' written notice, and all equipment will be subject to inspection and testing upon receipt to verify compliance with specifications.