INVITATION FOR BID FOR

SOUTHWESTERN PENNSYLVANIA EMERGENCY RESPONSE GROUP(SWPAERG) ESINET CABLING PROJECT

ISSUING OFFICE

PENNSYLVANIA EMERGENCY MANAGEMENT AGENCY (PEMA), BUREAU OF FINANCIAL MANAGEMENT, PROCUREMENT DIVISION

IFB NUMBER

6100022962

DATE OF ISSUANCE

8/31/12

INVITATION FOR BID

FOR

SWPAERG ESINET CABLING PROJECT

TABLE OF CONTENTS

CALENDAR OF EVENTSPage3

PART I - GENERAL INFORMATIONPage 4

PART II - SPECIFICATIONSPage 8

APPENDIX A, TERMS AND CONDITIONS

APPENDIX B, STATE OF MANUFACTURE CHART

APPENDIX C, COST MATRIX

APPENDIXD, LOBBY CERTIFICATION FORM

APPENDIX E, DISCLOSURE OF LOBBYING ACTIVITIES

APPENDIX F, SITE VISIT LOCATIONS

APPENDIX G, PROOF OF VISIT FORM

CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity / Responsibility / Date
Site Visits—At each location – See Attachment F for dates and times. / Issuing Office/Potential Bidders / 9/7/12 through 9/13/12
Deadline to submit questions via email to ith the subject line “IFB 6100022962 Question” / Bidders / 9/14/12
Answers to potential bidder questions posted to the eMarketplace websiteno later than this date. / Issuing Office / 9/18/12
Please monitor the eMarketplacewebsite for all communications regarding this IFB. / Bidders / On going
Bids must be received by the Issuing Office at:
PASupplierPortal website no later than this date. / Bidders / 9/20/12
4:00 PM

PART I

GENERAL INFORMATION

I-1.Purpose

This Invitation for Bids (IFB) provides to those interested in submitting bids for the subject procurement (Bidders) sufficient information to enable them to prepare and submit bids for the PEMA Bureau of Financial Management, Procurement Division’sconsideration on behalf of the Commonwealth of Pennsylvania ("Commonwealth") to satisfy a need for Southwestern Pennsylvania Emergency Response Group (SWPAERG)ESINetCabling Project (Project).

I-2.Issuing Office

The PEMA Bureau of Financial Management, Procurement Division(Issuing Office) has issued this IFB on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this IFB is Patti Miller , 2605 Interstate Drive, Harrisburg PA 17110, the Issuing Officer for this IFB. Please refer all inquiries to the Issuing Officer via email.

I-3.Problem Statement

The purpose of the IFB is to procure cable, equipment and other related services, including installation, to support a diverse internet protocol (IP) network in Western Pennsylvania. Additional detail is provided in Part II of this IFB.

I-4.Site Visit

There will be no pre-proposal conference for this IFB. If there are any questions, please refer them to the Issuing Officer via email.

Site visits will be held on September 7 – September 13, 2012 at the locations and times listed in Appendix F. Please contact Patrick Thompson at (412)-656-7895 for any questions concerning these site visits.Site visits are mandatory. A “Proof of Visit” form is attached as Exhibit G. Bidders must attend the site visits and attach the Proof of Visit form to their bids. Bids that do not include the completed Proof of Visit forms will be rejected.

I-5.Questions and Answers

If a Bidder has any questions regarding this IFB, the Bidder must submit the questions by email (with the subject line "“IFB 6100022962 Question”) to the email address specified in the Calendar of Events. If the Bidder has questions, they must be submitted via email no later than the date and time specified in the Calendar of Events. The Biddermay not attempt to contact the Issuing Officer by any other means. The Issuing Officer will post the answers to the eMarketplace website. A Bidder who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its bid will not be responsive or competitive because the Commonwealth is not able to respond before the bid receipt date or in sufficient time for the Bidder to prepare a responsive or competitive bid. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Bidder to specific provisions in the IFB. To the extent that the Issuing Officer decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer will be provided to all Bidders through an addendum.

All questions and responses posted on the eMarketplacewebsite are considered an addendum to, and part of, this IFB. Each Bidderis responsible to monitor the eMarketplace website for new or revised IFB information. The Issuing Office will not be bound by any verbal information nor any written information that is not either contained within the IFB or formally issued as an addendum by the Issuing Office. The Issuing Office will not consider questions to be a protest of the specifications or of the solicitation.

I-6.Addenda to IFB

If the Issuing Office deems it necessary to revise any part of this IFB before the due date, the Issuing Office will post an addendum to the eMarketplacewebsite. Answers to the questions asked during the questions and answer period will also be posted to the eMarketplacewebsite as an addendum to the IFB.

I-7.Electronic Version of IFB

This IFB is being made available by electronic means. The Bidder acknowledges and accepts full responsibility to insure that no changes are made to the IFB. In the event of a conflict between a version of the IFB in the Bidder's possession and the Issuing Office's version of the IFB, the Issuing Office's version will govern.

I-8.Awards

This will be a single award IFB. The award will be made to the Bidder with the lowest total bid.

I-9.Response Date

A bidder’s electronic bid must be submitted via the PASupplierPortal website on or before the due date specified in the Calendar of Events. Any bid submitted to the Issuing Office in hardcopy format will be rejected.

I-10.Incurring Costs

The Issuing Office is not liable for any costs the Bidder incurs in preparation and submission of its bid, in participating in the IFB process or in anticipation of award of a purchase order.

I-11.Restriction of Contact

From the issue date of this IFB until the Issuing Office selects a bid for award, the Issuing Officer is the sole point of contact concerning this IFB. Any violation of this condition may be cause for the Issuing Office to reject the offending bidders bid. If the Issuing Office later discovers that the bidder has engaged in any violations of this condition, the Issuing Office may reject the offending bidders bid or rescind the contract award. Bidders must agree not to distribute any part of their bids beyond the Issuing Office. Any bidder who shares information contained in its bid with other Commonwealth personnel and/or competing bidder personnel may be disqualified.

I-12.Prime Bidder Responsibilities

The Bidder will be required to assume responsibility for all services offered in its bid whether it provides them itself or by subcontract. The Issuing Office and Project Manager will consider the Bidder to be the sole point of contact with regard to contractual and purchase order matters.

I-13.Resources

The Biddermust provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I-12.

I-14.Discussions for Clarification

Bidders may be required to make an oral or written clarification of their bid to the Issuing Office to ensure thorough mutual understanding and bidder responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to issuance of a purchase order.

I-15.Term

The contract or purchase order resulting from this IFB will commence on the effective date, as defined in Appendix A – Terms and Conditions, and will end on November 30, 2012. No work may begin or be reimbursed prior to issuance of the purchase order. Final payment will not be made until all work has been successfully completed.

I-16.Terms and Conditions

The requirements and terms and conditions of Appendix A – Terms and Conditionswill govern the purchase order issued as a result of this IFB.

I-17.Rejection Of Bids

The Issuing Office reserves the right, in its sole and complete discretion, to reject any bid received in response to this IFB.

I-18.Information Technology Bulletins

This IFB is subject to the Information Technology Bulletins (ITB’s) issued by the Office of Administration, Office for Information Technology (OA-OIT). ITB’s may be found at

All bids are submitted on the basis that all ITBs are applicable to this procurement. It is the responsibility of the Bidder to read and be familiar with the ITBs. Notwithstanding the foregoing, if the Bidder believes that any ITB is not applicable to this procurement, it must list all such ITBs in its bid, and explain why it believes the ITB is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITB not be considered applicable to the procurement. The Bidder’s failure to list an ITB will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITB.

I-19.Bidding Reference Material

Bidding Process Reference Guide

Supplier Response to a Solicitation - Brochure

Attaching Follow-On Documents to your Bid

Bidding Frequently Asked Questions (FAQ's)

Page 1 of 20

PART II

SPECIFICATIONS

II-1.Objectives

  1. General: The Pennsylvania Emergency Management Agency (PEMA) seeks acontractor to provide and completecable, equipment and other related services, including installation by November 30, 2012, to support a diverse internet protocol (IP) network in Western Pennsylvania.
  1. Specific:

a.This project will support the Emergency Services IP Network (ESInet) which is an essential building block to establish a fully functional Next Generation 911 (NG9-1-1).

b.PEMA intends to reduce the cost for cabling, equipment and other related services, by channeling the volume of demand for the ten (10) participating locations throughout the Commonwealth.

II-2. Insurance and Performance Bond Requirements

  1. Insurance Requirement

The awarded Bidder shall purchase and maintain at its expense the following types of insurance, issued by companies acceptable to PEMA and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania.

  1. Worker’s Compensation Insurance for all of the Contractor’s employees and those of any subcontractor, engaged in work at the site of the project in accordance with the Worker’s Compensation Act of 1915 and any supplements or amendments thereto.
  1. Public liability and property damage insurance to protect the Commonwealth, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property, including loss of use resulting from any property damage, which may arise from operations under this contract whether such operation be by the Contractor, by any subcontractor or by anyone directly or indirectly employed by either. The limits of such insurance shall be in an amount not less than $500,000 each person and $2,000,000 each occurrence, personal injury and property damage combined.

Such policies shall be occurrence rather than claims-made policies and shall name the Commonwealth of Pennsylvania as an additional insured. The insurance shall not contain any endorsements or any other form designed to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to the work performed for the Commonwealth.

Prior to commencement of work under this contract, the Contractor shall provide PEMA with current certificates of insurance. These certificates shall contain a provision that coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days’ written notice has been given to the Department.

Paragraph c. below shall apply if the project includes a complete in place installation where the vendor is using motor vehicles on Commonwealth Highways/property to apply the product.

  1. Comprehensive Automobile Liability Insurance to protect the Commonwealth and the Contractor from claims for damages for personal injury (including bodily injury or death) and damage to property, including loss of use resulting from any property damage, which may arise from the use of Contractor owned or leased vehicles in the performance of this contract whether such operation be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The limits of such insurance shall be in an amount not less than $500,000 each person and $2,000,000 dollars each occurrence, personal injury and property damage combined. Such policies shall be occurrence rather than claims-made policies and shall name the Commonwealth of Pennsylvania as an additional insured.
  1. Performance Bond

The awarded Bidder shall provide PEMA with a Performance Bond executed by a surety company authorized to do business in the Commonwealth of Pennsylvania and made payable to PEMA in the amount of one hundred percent (100%) of the contract value within fourteen (14) days of notice of award of contract. PEMA may collect on the bond if the awarded contractor fails to perform the services as required by this IFB or if the awarded contractor fails to honor the price guarantees and/or satisfy the performance guarantees in the contract resulting from this IFB, which must be extended to the Counties per the requirements of this IFB.

Failure to furnish the required performance bond within the required fourteen (14) day time frame shall be considered a failure to perform a contractual obligation which may result in termination of the contract and award to another bidder. In the event of termination and re-award for failure to provide a performance bond, the Contractor shall be responsible for any increase in cost to the Commonwealth. Where the Contractor does not comply with the requirements of the contract, the amount of the performance bond shall be paid to the Commonwealth as liquidated damages for the contractor‘s failure to comply, or the Commonwealth may, at its sole option, sue the contractor or its surety for the damages it has suffered for any breach of contract.

II-3.Nature and Scope of the Project

This procurement includes provision of cabling materials along with installation services in ten (10) locations in Western Pennsylvania per the requirements of this contract. Performance period will end and project must be completed by November 30, 2012.

II-4.Requirements

  1. Physical Cable Requirements:

a.Cable shall be plenum rated.

b.The Biddermust provide 24 port Cat 6 Patch Panel that will be located in the equipment room.

c.The Biddermust abide by quantities that are listed in the individual site instructions provided in Section II-4.

d.The Patch Panel must be located in the equipment cabinet that the PBX vendor will be providing.

e.Velcro cable ties must be used in this installation.

f.There must be no nylon cable ties used.

g.Use the maximum length of 100 meters for Cat 6 cable for calculations.

II-5.Tasks

  1. General Installation Tasks:

The Biddermust, at a minimum, perform the following tasks at all sites as part of the cabling installation process.

a.The Biddermust coordinate the Patch Panel installation with the PBX vendor.

b.The Biddermust obtain agency approvals for labeling schemes and records during the implementation/installation process.

c.The Cat 6 runs must be tested and certified by the bidder that they meet Cat 6 standards.

d.The Biddermust provide a written and electronic version of the report for each site.The report will contain:

  1. Test and certification confirmation by bidder that Cat 6 runs meet the Cat 6 standards.
  2. Labeling and marking description of the cable itself
  3. Labeling and marking description of the cable and the physical routes through the building
  4. Location of the cables in the building, at the “outlets” and in the racks in the telecommunication room
  5. It will have a cable pair test result showing the electrical levels (corresponding to expected performance levels) from end to end that were identified through the tests
  6. Approximate punch down or splice information
  7. Patch panel connectivity identification
  8. Date
  9. Each cable length
  10. Each cable type
  1. New Category 6 Wiring Runs

The Biddermust install cabling specific to instructions for each site, as provided in this section.

  1. Allegheny County:

Installations must occur at the following locations:

Allegheny County Primary Public Safety Answering Point (PSAP)

400 N Lexington Ave.

Pittsburgh, PA 15208

Phones at the Call Taker and Supervisor Positions:

a.One (1) Cat 6 run to the location of the sixty eight (68) phones for the 911 locations.

b.Install two (2) each 48 port Cat 6 patch panels in the existing 19” relay rack in the phone equipment room to support the above runs.

c.At the Call taker position install in a deep surface box with a face plate that supports six (6) jacks.

d.Install blank covers in the other five (5) ports.

e.Total of Cat 6 wire runs will be sixty eight (68) Cat 6 wire runs at Allegheny County PSAP.

Site Requirements Table

Allegheny County N Lexington Ave
Phones at the Call Taker and Supervisor Positions / Foot / Each / PK
Cat 6 Plenum Wire / 24,000'
Wall Plate 6 Port / 68
Blanks for above box (10/ pk) / 34
Cat 6 snap-in Jack (25/pk) / 2
Cat 6 snap-in Jack / 24
Surface Mount Box 2.44 Deep / 70
48 port patch panel / 2
Velcro 75' (75’ roll/ pk) / 1
1U Patch Panel Management / 4

Emergency Operations Center (EOC) Wiring Cabinet:

  1. Remove the Cat 3 feeder cable from the equipment room to the EOC wiring cabinet that supports the current Toshiba phones.
  2. Remove the Cat 6 patch panel that the Cat 3 wire is punched down on in the EOC wiring cabinet
  3. Install one (1) 6 strand mm fiber from phone equipment room to wiring cabinet in the EOC to the equipment room <350’
  4. Provide two (2) 19’ fiber patch panels
  5. Terminate one side of the fiber in a rack mount fiber patch panel in the wiring cabinet in the EOC room. The other end in a fiber patch panel in an existing 19” relay rack in the phone equipment room.

Site Requirements Table