HomeMy WebLinkAboutD. MAVERICK COMMUNICATIONS - UPGRADE NETWORK INFRASTRUCTURE WITHIN CITY HALL & ANNEXCITY OF PORT ARTHUR, TEXAS
MAYOR AND CITY COUNCIL COMMUNICATIONS
Date:
8/28/2009 Reference No. Subject
Recommending approval of payment to install and configure page
1 of 2
networking, firewall, VPN equipment required to upgrade the
network infrastructure within City Hall and the annex, in the amount
of $18,525.56.
RECOMMENDATION:
Information Technology recommends City Council approves payment of $18,525.56 to
Maverick Communications for the installation of networking, firewall and VPN and
equipment.
BACKGROUND:
„^,.
On July 29, 2009 the City received bids for the installation and configuration of networking,
firewall and VPN equipment, in the City Hall and Annex buildings. Bids were received from
the following companies:
Genesis Business Communications Systems Houston, TX $27,815.72
National Networks, LLC Nederland, TX $18,271.30
NWN Corporation Houston, TX $34,883.00
CMS IP Technologies Beaumont, TX $36,573.00
Maverick Communications Beaumont, TX $18,525.56
Allied Electrical Systems Beaumont, TX $89,611.00
Four brands of networking equipment were proposed (Cisco, Enterasys, HP, SonicWall). Of
those proposing equipment of a preferred brand and a single brand solution, Maverick
Communications is the vendor of choice.
Information Technology recommends City Council approve payment of $18,525.56 to
Maverick Communications for the installation and configuration of networking, firewall, and
VPN equipment in the City Hall -and Annex buildings.
BUDGET/FISCAL EFFECT:
Funds for this purchase are available in the 2008-2009 budget account 301-1601-591-54-00.
STAFF/EMPLOYEE EFFECT:
Nona
SUMMARY:
Information Technology recommends City Council approve payment of $18,525.56.00 to
Maverick Communications for the installation and configuration of networking, firewall, and
VPN equipment in the City Hall and Annex buildings.
Fay Young
Information Technology Manager
A~iAdn.f~ :P~f~.6J~(//
y
Deborah Echols
Dtrector of Finance
Prepazed by: Disposition by Council: Processed:
Approved by:
( )Approve ( )Other (Describe)
City Secretary
Date:
Date: Reference No. Subject Page
8/28/2009 Recommending approval of payment to install and configure 2 of 2
networking, fuewall, VPN equipment required to upgrade the
network infrastructure within City Hall and the annex, in the amount
of $18,525.56.
waver
~Q~IUIlIC3~10Y1S, ~~,
PO Box 2233 Beaumont T'X 77704
Once: (409) 840.5223 Fax (409)840-5205
maverickinacom
Name /Address
Citv of Port Arthur
Attn: Accounts Payable
P.O. Box 1089
Port Arthur, TX 77641-1089
Filename Customer Contact
Fay
Job Descriptiorr Oty TO~I
This estimate is based upon Maverick Corrununications, Inc -Physical Installation
of network equipment in City Hall and Amex Building racks
- Configuration of switches [o current design of network (single vlan for offices,
connection to remote locations). Any additional design or setup will be charged
separately Price is good for 30 days from Date on quote.
Changes to scope of project as defined in this quote will be quoted and chazged
separately.
'Labor -Kinetic Installation, Config time
Labor is estimated -Client will only be charged for actual time spent, not to exceed
quoted amount.'
ENTSYS-B3G124-24 - 24 PORT 1 0/1 0011 0 00 B3 STACKABLE SWITCH - 3 3,998.40
ENTSYS-B3G124j18 - 48 PORT 10/100/1000 B3 STACKABLE SWITCH 4 8,426.80
ENTSYS-C2CAB-SHORT - Enterasys Stacking cable for 2 147.16
connecting adjacent switches m a stack (30cm) -compatible with B2B3/C2/C3
ENTSYS-MGBIC-LCOI - 1 Gb, 1000Base-SX, IEEE 802.3 SM,850 nm Short 6 1,456.80
Wave Length, 220/550 M, LC SFP
- ~-
ENTSYS-X.SR-1840-VPN - XSR Security Router, incl. EOS 1PRouting, VPN, 2 ~ ~ - ~ -" l 1,567.15
10/100 ports, 2 WAN slots, rack mount, VPNaccelerator, SMB Flash, 64MB
DRAM
Acceptance of Estimate -The above prices, specifications, conditions and attachments are
Subtotal
satisfactory and aze hereby accepted. Maverick is authorized to do the work as specified
f invoice date
ithi
30 d
d
i
.
ays o
n
ue w
Note: Full payment
s
* Material ricin is ood for 30 da s from date of estimate. Sales Tax (8.25%)
Total
Without regard [o any other provision of this Agreement, Owner shall be liable to
Contactor for additional costs incurred by Contractor as the result of any increase m
the ate of an applicable state or local sales, excise or use tax that occurs after the
effective date of this Agreement.
Customer Signature:
Date of Acceptance:
Firm Quote
Date Estimate #
7/27/2009 3195
Maverick Job#
I Customer PO# I
Authorized Signature:
Page 1
ave rim
~.
mmu~uu4ns, ~1
PO Boa 2233 Beaumont TX 77704
Oftice: (409) 840-5223 Faz (409)840-5205
mavericldnc.com
Name/Address
City of Port Arthur
Attn: Accounts Payable
P.O. Box 1089
Port Arthur, TX 77641-1089
Filename Customer Contact
Fay
Job Description Oty Total
ENTSYS-XSR-I8XX-FW - Ftrewall Code upgrade for XSR1800 Series 1 340.90
ENTSYS-XSR-128MB-MEM - 128 Mb Memory upgrade for XSR-1850 1 488.05
ENTSYS-NS-SU-10 - - NetSight Single User ]0-devices (Console I 488.05
with single client (on same machine as server) plus PM and IM)
I
259.25
ENTSYS-SN-03 - SupportNetdates:9/l/2009 - 8/31/2010 1 153.00
ENTSYS-ES-SAS-S00 - - SUPPORTNET SOFTWARE
SUBSCRIPTION Term LengOr: 12 months. 9/1/2009 - 8/31/2010
12
1,200.00
Kinetic Installation
Acceptance of Estimate -The above prices, speci£cations, conditions and attachments are
SUbtO~)
satisfactory and are hereby accepted. Maverick is authorized to do the work as specified. $18,525.56
Note: Full payment is due within 30 days of invoice date.
* Material ricin is ood for 30 da s from date of estimate. Sales Tax (8.25%) $o.oo
Without re¢ard to any other provision of this Agreement, Owner shall be liable to TOtaI ~ - - $18,525.56
Contractor for additional costs incurred by Contractor as the result of any increase in
the rate of an applicable state or local sales, excise or use tax that occurs after the
effective date of this Agreement.
Customer Signature:
Date of Acceptance:
Firm Quote
Date Estimate #
7/27/2009 3195
Maverick Job#
I Customer PO# I
Authorized Signature:
Page 2
Purchasing Division
444 4`n Street 2nd Floor
Port Arthur, Texas
(409) 983-8160
Today's Date: July 31, 2009
Advertisement Dates: July 12, 2009 and July 19, 2009
Attached is the bid tabulation &
copies of the bids for:
IT
IT Network Infrastructure Upgrade
Bid Opening Date: July 29, 2009
shawna(rt~a
wna Tubbs
Sh ortarthur.net
,
a
Purchasing Manager
Clifton Williams, cwilliams(n ~portarthur.net
Senior Purchasing Agent
Yolanda Scypion, yolanda(~ aortarthur.net
Purchasing Agent Assistant
Deborah Freeman, dfreeman (n~portarthur.net
Purchasing Secretary
(409) 983-8162
(409) 983-8161
(409) 983-8177
(409)983-8160
The enclosed INVITATIdN TO BID (ITB) and accompanying GENERAL INSTRUCTIONS,
CONDITIONS SPECIFICATIONS, aze for your convenience in submitting bids for the enclosed
referenced services for the City of Port Arthur.
Bids must be signed by a person having auttsority to bind the firm in a contract. Bids shall be
placed in a sealed envelope, with the Vendor's name and address ir. the upper left-hand comer of
the envelope.
i1LL tS1UJ lvl V J ~ nn l\Llila ~ vv •,.. -..-- _ _ _ _ _
OPENING DATE AND TIME. [t is the sole responsibility of the firm to ensure that the sealed
ITB submittal arrives at "the above location by specified deadline regazdless of delivery method
chosen by the firm. Faxed or electronically transmitted ITB submittals will not be accepted.
Shawna Tubbs
Purchasing Manager
Page ~ of l8
CITY OF PORT ARTHUR TEXAS
Bid Tabulation
IT Network Infrastructure Upgrade
Bid Opening Date: July 29, 2009
Names of Bidders
Allied Discovery
Genesis Business
Communications National NWN CMS IP Maverick Electrical Information
Item # Descri lion S stems Networks LLC Cor oration Technolo ies Communications S stems Technolo ies
1. Cablin $44 467.59 $46 436.00 $52 600.00 860 657.00 $61 662.09 71 550.00 $115 99.59
Network,
Firewall and
2. VPN
$27 815.72
$16 271.30
$34 863.00
$36 573.00
$16 525.56
889 611.00
$19 148.03
Bid Bond or
3. Cashier Check
Yes
Yes
Yes
Yes
Yes
Yes
No
Location Houston TX Nederland TX Houston TX Beaumont TX Beaumont TX Beaumont TX Nederland TX
7 / Oq
S awns Tubbs, Purchasing Manager Date
Page I of 1
Invitation to Bid
TT NETWORK INFRASTRUCTURE UPGRADE
NO BID is submitted:
_ this time only
not this commodity/service only
FAILURE TO RESPOND TO BID SOLICITATIONS FOR TWO (2) BID PERIODS MAY
RESULT IN REMOVAL FROM THE. VENDOR' S LIST. However, if you are removed you
will be reinstated upon request. If not submitting a bid, please complete the questionnaire at the
bottom of this page.
Notice
In the event you desire not to submit a bid, we would appreciate yoar response regarding
the reason (s). Your assistance in completing and returning this form in an envelope
marked with the enclosed bid would be appreciated.
(To be Completed ONLY IF YOU DO NOT BID.) Yes No
"Does our com an rovide this roduct or services?
Were the s ecifications clear?
Were the s ecifications too restrictive?
Does the Ci a its bills on time?
Do ou desire to remain on the bid list for this roduct or service?
i
~ Does our resent work load ermit additional work?
Comments/Other Su estions:
Company Name:
Person Completing Form: I Telephone:
Mailing Address: I Email:
City, State, Zip Code: I Date:
Page 3 of 18
MANDATORY
PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference between Representatives of the City of Port Arthur, Texas
and prospective bidders for: IT NETWORK INFRASTRUCTURE UPGRADE will be held in
the fifth {5`~) floor conference room of City Hall which is located at 444 4~` St., Port Arthur,
Texas on Thursday, JWy23, 2009 at 10:00 A.M.
The purpose of the Mandatory Pre-Bid Conference is to make certain that the scope of
work is fully understood, to answer any questions, to clarify the intent of the Contract
Documents, and to resolve any problems that may affect the project. No addendum will be issued
at this meeting; but subsequent thereto, the Purchasing Manager, if necessary, will issue. an
addendum(s) to clarify the intent of the Contract Documents.
Bids received from firms or individuals not listed on the roll of attendees of the
Mandatory Pre-Bid Conference will be rejected and returned unopened to the bidder.
Page 4 of 1 R
CITY OF PORT ARTHUR
GENERAL INFORMATION:
NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor famish the
City of Port Arthur the required information specified in Bid or Proposal Specifications
listed in this Bid Package.
The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient information
to prepaze SEALED BIDS [N DUPLICATE for famishing: TT NET~'o~
INFRASTRUCTURE UPGRADE
Bids must he in a sealed envelope addressed fo the City Secretary, City of Port Arthur, P.O. Box
1089, Port Arthur, Texas 77641. Bids shall be received no later than Wednesday Julv 29, 2009,
at 3:0 .m.. Bids received after the closing time specified will. be returned to the bidder
unopened and claims of mail delays wilt not constitute an exception. Bid pmposa! MUST BE
SIGNED BY BIDDER.
All bids meeting the intent of this request for bid will be considered for award- BIDDERS
TAKING EXCEPTION- TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS,
SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The
absence of such a list shall indicate that the bidder has not taken exceptions and the City shall
hold the bidder responsible to perform in strict accordance with the specifications of the
invitation. The -City reserves the right to accept any and ail or none of the
exception(s)/substitutions(s) deemed to be in the best interest of the City of Port Arthur.
Bids cannot be altered or amended after submission deadline. Any interlnreations, alteration, or
erasure made before opening time must be initialed by the signer of the bid, guaranteeing
authenticity.
The City reserves the right to:
1. Reject any and alt bids and to make no awazd if it deems such action to be in
its best interest.
2. Award bids on the lump sum or unit price basis, whichever is in the best
interest of the City.
3. Reject any or all bids and to waive informalities or defects in bids or to accept
such bids as it shall deem to be in the best interests of the City.
4. Award bids to bidders whose principal place of business is in the City of Port
Arthur and whose bid is within 5% of the lowest bid price.
The awazd shall be made to the responsible vendor(s) whose bid is determined to be lowest offer,
taking into consideration the relative importance of price, conformance to specifications and
capability-and experience of the contractor.
Page 5 of 1R
TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, .the terms "Bid" and
Proposal" shall be equivalent.
Bidders are cautioned to read the information contained in this LCB carefully and to submit a
complete response to all requirements and questions as directed.
CONFLICT OF INTEREST: No public official shall have interest in this contract, in
accordance with Vemon's Texas Cade Annotated, Local Government Code Title 5, Subtitle C,
Chapter 171.
ETHICS: The bidder shall not offer or accept gifts or anything of value nor enter into any
business arrangement with any employee, official or agent of the City of Port Arthur.
MINll4NM STANDARDS FOR RESPONSIBLE PROSPECTIVE B@DERS: A
prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder
must meet the following requirements:
1. Be able to comply with the required or proposed delivery schedule.
2. Have a satisfactory record of performance.
3. Have a satisfactory record of integrity and ethics.
4. Be otherwise qualified and eligible to receive an awazd.
5. Be engaged in a full -time business and can assume liabilities for any performance or
warranty service required.
6. The City Council shall not awazd a contract to a company that is in arrears in its
obligations to the City.
7. No payments shall be made to any person of public moneys under any contract by
the City with such person until such person has paid all obligations and debts
owed to the City, or has made satisfactory arrangements to pay the same.
Any interpretations, corrections or changes to the ITB and Specifications will be made by
addenda. Sole issuing authority of addenda shall be vests in the City of Port Arthur Purchasing
Manager. Addenda will be mailed to all who are known to have received a copy of the ITB.
Offeror's shall acknowledge receipt of all addenda.
BONA FIDE BU~1~iGJa -inns ~,.~h••••~ •,-•• •.-- - -- -
PRINCIPAL PLACE OF BUSINESS: The official business address (office location and office
personnel) shall be a Port Arthur address, the principal storage place or facility for the equipment
shall be in Port Arthur andlor the place of domicile for the principal business owner(s) shall be in
port Arthur or such other definition or interpretation as is provided by state law.
PRICES: The bidder should show in the proposal both the oral price and tote! amount, where
required, of each item listed. In the event of error or discrepancy in the mathematics, the unit
price shall prevail.
PURCHASE ORDER: A purchase orders) shall be generated by the City of Port Arthur to the
successful bidder. The purchase order number must appear on all itemized invoices.
Page 6 of 18
INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn: Information
Technology, P. O. Box 1089, Port Arthur, Texas 77641.
-PAYMENT: Payment will be made upon receipt of the original invoice and the acceptance of
the goods or services by the City of Port Arthur.
SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and
Federal Excise Tax; therefore the proposal shall not include Sales Tax.
VENUE: 'This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Port Arthur, Texas, Jefferson County.
COMPLIANCE- WITH LAWS: The Contractor shall comply with all a~rplicable laws,
ordinances, rues, orders, regulations and codes of the federal, state and local governments
relating to performance of work herein.
INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no
other officer, employee or agent of the City who exercises any functions or responsibilities in
connection with the planning and carrying out of the program, shall have any personal financial
interest, direct or indirect, in this. Contract; and, the Contractor shall take appropriate steps to
assure compliance.
DELINOUEh"P PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances
prohibits the Gity from granting any license, privilege or paying money to any-one owing
delinquent taxes, paving assessments or any money to the City until such debts are paid or until
satisfactory arrangements for payment has been made. Bidders must complete and sign the
AFFIDAVIT included as part of this ITB.
QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically
understood and agreed that these quantities are approximate and any additional quantities will be
paid for at the quoted price. It is further understood that the contractor shall not have any claim
against the City of Port Arthur for quantities less than the estimated amount.
All bids-wiD remain in effect for one year.
SHIPPING INFORititATION: Atl bids are to be F.O.B., City of Port Arthur, Port Arthur,
Texas 77640
INCORPORATION OF PROVISIONS REQUIRED BY -LAW: Each provision and clause
required by law to be inserted into the Contract shall be deemed to be enacted herein and the
Contract shall be read and enforced as though each were included herein. If, through mistake or
otherwise, any such provision is not inserted or is not correctly inserted the Contract shall be
amended to make such insertion on application by either party.
Page 7 of I S
CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike
manner, perform all work and famish all supplies and materials, machinery, equipment, facilities
and means, except as herein otherwise expressly specified, necessary or proper to perform and
complete all the work required by this Contract, in accordance with the provisions of this
Contract and said specifications.
The apparent silence of these specifications as to any detail or to the apparent omission from it of
a detailed description concerning any point shall be regarded as meaning that only the best
commercial practices aze to prevail.
While the purpose of the specifications i to indicate minimum requirements in the way of
capability, performance, conshvction, and other details, its use is not intended to deprive the City
of port Psthur the uption of selecting goods~hiclt may be caasidered more suitable for the
purpose involved.
In the event of conflicts between the written bid proposal and information obtained verbally, the
vendor is specifically advised that the written bid proposal will prevail in the determination of
the successful bidder.
Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color,
or national origin, be excluded from participation in, be denied the benefits of, or be subjected to
discrimination under any program or activity receiving Federal financial assistance.
TER11'IINATION FOR CAUSE: If, through any cause, the Contractor shall. fail to fulfill in a
timely and. proper manner his obligations under this contract, or if the Contractor shall violate
any of the covenants, agreements or stipulations of this contract, the City shad thereupon have
the right to terminate this contract by giving written notice to the Contractor of such termination
and specifying the effective date thereof. at least fifteen (IS) days before the effective date of
such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to
the City for damages sustained by the City by virtue of any breach of the contract by the
Contractor, and the City may withhold any payments to the Contractor for the purpose of set-off
until such time as the exact amount of damages due the City from the Contractor is determined.
TERMINATION FOR CONVENIENCE: The City may terminate this contract at any time
giving at least thirty (30) days notice in writing to the Contractor. If the Contract is terminated
by the City as provided herein, the Contractor will be paid for the service that it has performed
up to the termination date. If this contract is terminated due to fault of the Contractor, the
previous paragraph hereofrelative to termination. shall apply.
RELEASES AND RECEIPTS: The City of Port Arthur before making payments may require
the- Contractor to furnish releases or receipts for any or all persons performing work and
supplying material or service to the Contractor, or any sub-contractors for work under this
contract, if this is deemed necessary to protect its interests.
Page 8 of 18
CARE OF WORK: The Contractor shall be responsible for all damages to person or property
that occurs as a result of his fault or negligence in connection with the work performed until
completion and final acceptance by the City.
SUB-CONTRACTS: The Contractor shall not execute an agreement with any sub-contractor
or permit any sub-contractor to perform any work included in this Contract unfil he has received
from the City ofPort Arthur written approval of such agreement.
INSURANCE: All insurance must be written by an insurer licensed to conduct business in the
State of Texas, unless otherwise permitted by Owner. The Contract shall, at his own expense,
purchase, maintain and keep in force insurance that will protect against injury and/or damages
which may arise out of or result from operations under this contract, whether the operations be
by hims?I f or by any subcontractor or by anyone directly or indirectly employed by any of them,
or by anyone for whose acts any of them may tie liable, of the following types and limits
Commercial General Liability occuaence type insurance City of Port Arthur, its
officers, agents, and employees must be named as an additional insured):
a. Bodily injury $500,000 single limit per occurrence or $500,000 each
persom'$500,000 per occurrence for contracts of $100,000 or less; or
Bodily injury $1,000,000 single limit per occurrence or $500,000 each
person /$1,000,000 per occurrence for contracts in excess of $100,000; and,
b. Property Damage $100,000 per occurrence regardless of contract amount; and,
c. Minimum aggregate policy yeaz limit of $1,000,OOU for contracts of
$100,000 or less; or, Minimum aggregate policy year limit of $2,000,000
for contracts in excess of $100,000.
2. Commercial Automobile Liability Insurance (Including owned, non-owned and
hired vehicles wverage's).
a. Minitnum combined single limit of $500,000 per occurrence, for bodily
injury and property damage.
b. If individual limits are provided, minimum limits are $300,000 per person,
$500,000 per occurrence for bodily injury and $100,000 per occurrence for
property damage.
Contractor shall cause Contractor's insurance company or insurance agent to fill in all
information required (including names of insurance agency, wntractor and insurance companies,
and policy numbers, effective dates and expiration dates) and to date and sign and do all other
things necessary to complete and make into valid certificates of insurance and pertaining to the
above listed items, .and before commencing any of the work and within the time otherwise
specified, Contractor shall file completed certificates of insurance with the Owner.
Page 9 of 18
i
None of the provisions in said certificate of insurance should be altered or modified in any
respect except as herein expressly authorized. Said CERTIFICATE OF NSURANCE Eonn
should contain a provision that coverage afforded under the policies will not be altered, modified
or canceled unless at least fifteen (15) days prior written notice has been given to the City of Port
Arthur. Contractor "shall also file with the City of Port Arthur valid CERTIFICATE OF
INSURANCE on like form from or for all Subcontractors and showing the Subcontractor (s) as
the Insured. Said completed CERTIFICATE OF INSURANCE Form (s) shall in any event be
filed with the City of Port Arthur not more than ten (10) days after execution of this Contract.
NOTICE TO PROCEED: Notice to Proceed shall be issued within ten (10) days of the
execution of the Contract by OWNER. Should there be any reasons why Notice to Proceed
cannot be issued within such period, the time may be extended by mutual agreement between
OWNER and CO2~"CRACTOR.
CELL PHONE OR PAGER: The Contractor must have a working cell phone or pager
available Moaday through Friday from 8:00 a.m. to 5:00 p.m. so that the City will be able to
contact the contractor.
Page 10 of IR
Citv of Port Arthur
Network Infrastructure Upgrade Project
The general scope of services for this bid is a turnkey solution that includes installing,
terminating, testing and documenting fiber optic cable and plenum CAT6 cabling. In addition to
cabling, services also include the installation and configuration of network devices.
The City seeks a Tum-Key solution to:
• Replace its existing CATS;e data connections in City Hatl and City Hall Annex with
CAT6 cabling
• Establish an MDF on the second t7oor of City Hall
• Establish an ~F on the first flour of City Hall
• Establish an IDF on the fourth floor of City Half
• install fiber between MDF in City Hall to IDF on second floor of City Hall Annex
• Install fiberbetween new MDF and IDFs located in City Hall
• Install networking equipment (switches, racks, patch panels, etc.) to accommodate new
network structure
• Provide gigabit connecti~zty to desktops
• Firewall
Virtual Private Network Services (VPN) for remote sites
At a minimum, the total cost proposal should include all vests associated with installation,
itemized cost data for cable, attachment hardware, equipment, delivery charges, if any,
configuration and setup charges, termination, documentation, basic maintenance and support for
first year of service and any other costs associated with providing atom-key salution. Any cost
that would be part of your solution must be included in your cost proposal. The cost proposat
should itemize any expenses related to travel, lodging and per diem. Statements such as "travel
and travel related expenses will be billed at our cost..."may not be considered responsive to our
request for complete cost information. Bids should also indicate if any transfer of knowledge is
included.
All equipment quoted in bids must be new with full manufacturer's warranty or better.
Manufacturer's waaan[y, as well as any additional warranties, should be fully described in the
bid. All equipment must also be operational in our network environment. Vendor must be able to
troubleshoot and correct any problems arising with the installation and ensure the ability to
provide full support on the product after completion of project. Annual support costs should be
provided and will be considered as paR of the selection criteria
Please organize bids as separate projects and include warranty and support information. Bidders
may bid on one or both projects. Projects are:
1. A bid for all fiber and copper related work to include supplies, temtinarion and testing.
2. A bid for network equipment (i.e. switches, firewall, VPN) to include installation and
configuration.
PagelloflS
The successful bidder(s) must follow all Institute of Electrical and Electronics Engineers (IEEE)
standards. The successful cable bidder will need to terminate and test the cable and pro~~de
detailed test results and documentation as part of the deliverables.
BID ONE -CABLING
Bids for this should include all equipment including fiber boxes, racks, mounting equipment,
punch down panels and wire management needed to complete the installation. The actual number
of drops needed is presented below. Bid should also include the removal of old cabling. Cable to
be removed includes cable from drops that are being replaced and old, telephone cabling that is
no longer in use.
All cable and fiber must be industry-certified, tested and fu11_y documented upon completion of
installation. Finished cables aze to be labeled for easy identification. Bidder should state any
documented, industry certifications for cable and fiber installation.
If winning bidder is not the wirming vendor for the LAN equipment, then the cable installer must
work with the equipment vendor to ensure a seamless and coordinated installation of network
equipment.
Fiber and CAT6 Minimum Requirements
• Relocation of current Fiber connection used to connect Police Deparhnent to City Hall,
from old MDF location to new MDF ]ovation. (All located on second floor of City Hall)
• Run 6 strand multimode fiber from 2nd floor MDF to new IDF locations on h' and 4d'
floor of City Hall and to .IDF located on 2nd floor of City Hall Annex building
• Terminate fiber optic cable with connectors. Copper cabling will be plenum rated
Category 6 and terminated to Category 6 inserts on user end and Category 6 style patch
panels in IDF/MDF.
• Provide CAT6 patch cables for end user devices such as desktops and printers
• Basement
o Replace 3 old network drops
o Add l 1 new network drops
o Remove old cabling
o CAT6 drops will be terminated on l~ floor IDF
• First Floor
o Replace 8 current network drops
o Add 1 new network drop
o Remove old cabling
o Wall mount communications rack, patch panels and fiber box for IDF
o Cat6 drops will be terminated on 2nd floor MDF
Page 1? of 1 R
• Second Floor
o Replace 23 old network drops
o Add 10 new network drops
o Remove old cabling
0 2-7ft new communications racks with wire management
o Provide and install CAT6 Patch Panels
• Third Floor
o Replace 14 old network drops
o Add 4 new network drops
o Remove old cabling
o CAT6 drops will be terminated on 2nd floor MDF
• Fourth Floor
o Replace 19 old network drops
o Add 12 new network drops
o Remove old cabling
o Wall mount communications rack, patch panels and fiber box for IDF
• Fifth Floor
o Replace 3 old network drops
o Remove cabling for 15 old network drops
o CAT6 drops will be terminated on 4th floor IDF
• First Floor Annex
o Replace 45 old network drops
o Remove old cabling
• Second Floor Annex
o Replace 29 old network drops
o Add 6 new network drops
o Remove old cabling
o Patch panels and fiber box for IDF
o Provide and install CAT6 patch panels
• City Hall
o Remove old AT&T line not being used between floors in City Hall
o Reroute current fiber connection used to connect the police department to City
Hall, from current MDF to new MDF. Both rooms aze located on the second floor
of City Hall
Page 13 of 18
r.
B[D TWO -NETWORK, FIREWALL AND VPN
Bidders for networking equipment must be a vendor certified partner Installation and
configuration must be perfotmed_by vendor certified technician. All equipment should include
maintenance and support. For Example: Cisco equipment is to include SmartNet and Brocade
equipment is to include TechNet GOLD. The, preferred equipment vendor is Cisw. However
equivalent equipment by other industry leaders will be considered.
All devices are to be configured to provide the best security and quality of network services. The
current network environment consists of one (1) fiber connection between City Hall and the
Police department, and one (I) Linksvs router connected to a cable modem for intemet access.
Wireless access is provided in council chamber room, located on the fifth floor, through the use
of a Cisco 210b Wireless LAN Controllerand a Cisco Aironet l 142 Wireless access point. Once
this project is completed, Linksys router and cable modem will be replaced with a Cisco 3825
and three (3) bonded Tls for intemet connectivity. LAN will also be expanded to include Tl
connectivity for at teast seven (7) remote sites. All devices will need to be configured to work in
both the cun•ent and stated future network. environment.
If winning bidder is not the winning vendor for the cabling, then the vendor must work w~ih the
cabling vendor to ensure a seamless and coordinated installation of neRvork equipment.
Planned Network will include:
• MDF on floor 2 of City Hall
• IDF on floor 1 of City Hall Annex
• IDFs on floors f and 4 of City Hall building
• Provide gigabit Ethernet connecti~lty to desktops
• Firewall
• VPN to accommodate users at remote sites
Page I4 of 18
CITY OF PORT ARTHUR TEXAS
BID SHEET
BID FOR: IT NETWORK INFRASTRUCTURE UPGRADE
BID OPENING DATE: Jlllv29.?009
Item # Description Cost
i. Cabling $
2. Network, F'vewall and VPN $
Receipt of addenda is acknowledged:
No. 1 Dated
COMPANY'NAME
Received
STREET ADDRESS
SIGNATURE OF BIDDER
P.O. BOX
(PRINT OR TYPE NAME) C[TY STATE ZIP
TITLE AREA CODE TELEPHONE NO.
EMAIL
Page 15 of 18
BID OPENING DATE: 3uly 29, 2009
CTTY OF PORT ARTHER
INSTRUCTIONS TO BIDDER
Bidders aze requested to furnish their complete REMff TO ADDRESS and
TAX IDENTIFICATION NUM1IBER as indicated below:
REM1`I' PAYMEirT TO:
COMPANY
ADDRESS
CITY/STATEiZIP
SEND PURCHASE ORDER TO:
COMPANY
ADDRESS
CIi'Y/STATE/ZIP
TAX IDENTIFICATION NUMBER
Page 16 of 18
AFFIDAVIT
All pages in the offeror's bid proposal wntaining statements, letters, etc.
shall be signed by a duly authorized officer of the company, whose
signature is binding on the bid proposal.
T'he undersigned offers and agrees to one of the following:
I hereby certify that I do not Gave outstanding debts with the
City of Port Arthur. Further, l agree to pay succeeding debts
as they become due during this agreement.
I hereby certify that I do have outstanding debts with the
City of Port Arthur and agree to pay said debts prior to
execution of this agreement. I further agree to pay succeeding debts
as they become due.
I hereby certify that I do have outstanding debts with the
City of Port Arthur and agree to enter into an agreement for
the payment of said debts. I further ogee to pay succeeding
debts as they become due.
NAME OF OFFEROR: _
TITLE
ADDRESS
CITY/STATE/ZIP
TELEPHONE NUMBER _
SIGNATURE
STATE
COUNTY
SUBSCRIBED AND SWORN to before me by the above named
on this the
day of , 20_
Notary Public
RETURN THIS AFFIDAVIT AS PART OF TAE BID PROPOSAL
YOUR BID WILL BE DISQUALIFIED IF NOT COMPLETED
Page 17 of 18
CONFLICT OF INTEREST QUESTIONNAIRE FORi~t CIQ
~', For Vendor or other person doing business with local governmental entity
III This questionnaire reflects changes made to the law by H.B. 1491, 80 Leg., Regulaz.Session.
This questionnaire is being filed in accordance with Chaplet 176, Local Government Code by a person who has a business
relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section
176.006 (a}.
By law this questionnaire must 6e filed with the records administrator of the local governmental entity not later than the 7'" business
day after the date the person becomes aware of facts that require the statement [0 6e filed. See Section 176.006, Local Government
i Cade.
A person commits an offense if the person knowingly violates Section 176.006, Local Government Codc. An offense under this
i seetior, is a Class C misdemeanor. _ . _ .. J
1. Name of person who has a business relationship with local governmental eunty. ~
~ 2. ^ Check this box if you are filing an update to a previously filed questionnaire.
(ihe ]aw requires that yvu 51e an updated completed quescionnaitz with the appropriate filing authority not later than
7'" business day after the date the origittally filed questionnaire becomes incomplete or inaccurate.)
3. tiame of local a government officer with whom filer bas employment or business relationship.
Nante of Officer
~ This section (item 3 including subparts A, B. C, & D) must be completed for each officer with whom the filer has an etrrployrnent
or other business relationship as defined by Section 176.001 (1-a). Local Government Code. Attach additional pages to this Form
CIQ as necessary.
i A. Is the local government officer named in this section receiving or likely to receive taxable income. other than investment i
income, from the filer of the questionnaire?
j ~ Yes ~ No
B. Is the filer of the questionnaire receiving or tikely [o receivx taxable income, other than investment income, from the Bler of
the questionnaire? _
Yes ~ No
C. Is the filer of this quesdonrtaire employed by a corporation or other
^ Yes ^ No
D. Describe each employment or business relationship with the local government officer named in this seciiun.
~ 4.
j Signature of person doing business with the governmental entity Date
Page I R of 18
CITY OF PORT ARTHUR, TEXAS
ADDENDUM NO.ONE (I)
DATE: JULY 24, 2009
MIS DIVISION
Bid Proposal For: IT Network Infrastructure Upgrade
The following clarifications, amendments, deletions, additions, revision and/or
modifications aze made a part of the contract documents and change the original
documents only in the manner and to the extent hereinafter stated and shall be
incorporated in the contract documents:
Provisions of this addendum shall take precedenceUESTED TO ACKNOWLEDGE
contract documents and all BIDDERS ARE REQ
SAID PROVISIONS IN THE SUBMISSION OF THEIR BID.
1. Page 14 -Planned Network will include-2nd Bullet.
States: "fDF of floor 1 of City Hail Annex" and it should state "IDF of floor 2 of City
Hall Annex"
2. Fiber optic cable will 6e multimode 50 micron.
3. Color of cable to be used in the ceilings is yellow.
4. Color of wall plates will be ivory with an option for stainless steel plates.
5. Color of data jacks for the walls will be blue.
6. Patch cables connecting end-user device (i.e. desktop, printer) aze to be 10 Feet in
length and must be the same color. Preferable cable colors aze black, grey and ivory
7. P_ERFORMAIVCE A1V ll YA Y MEIV t Is V tr U tc~v ultcr,inr,n i o:
If the contract exceedstwenty-five thousand dollars ($25,000) a payment bond is
required. If the contract exceeds one hundred thousand dollars ($100,000) a
performance bond is required. Performance and Payment Bonds shall be famished
on prescribed forms in the amount of one hundred percent (100%) of the contract
price with corporate surety duly authorized to do business in the State of Texas.
Attorneys-in-fact who sign bonds must file with each bond a certified and effective
date copy of their Power of Attorney.
Page 1 oft
8. On page 13, the number of drops to be replaced on the First floor of the Annex is
incorrectly stated as 45. The correct number is 34.
9. BID SECURITY AND LIQUIDATED DAMAGES:
Bids shall be accompanied by a btd guarantee of not less than five percent (5%) of the
amount of the total bid which shall be a certified check or cashiei s check payable
without recourse to the City of Port Arthur, or a bid bond with corporate surety
authorized to conduct business in Texas. Said security shall be submitted with the
understanding that it shall guarantee that the bidder will not withdraw this bid within
thirty (30) days after the date of the opening of the bids. If a bid is accepted, the
bidder will enter into a forma] contract with the OWNER, famish required bonds and
insurance and commence work at the specified time; and in the event of the
withdrawal of said bid within said period, or the failure to enter into said contract,
famish said bonds and insurance and commence work within the time specified, the
Bidder shall be liable to the OWNER for the difference between the amount specified
in the bid in the amount for which the OWNER may otherwise procure the required
work. Checks of all except the three lowest responsible bidders will be returned. When
the contract is executed, the checks of the two remaining unsuccessful bidders will be
returned. The successful bidder check will be returned when formal contract, bonds,
and insurance aze approved, and work has commenced within the time specified. The
bidder to whom the awazd is made shall execute and return the formal contract with
the OWNER and furnish performance and payment bonds and required insurance
documents within ten (10) days after the prescribed forms aze presented to bidder for
signature.
Shawna Tubbs, Purchasing Manager
Page 2 of 2