submit response to: request for proposal document

1 RFP DU21-09 Campus Fiber Upgrade

Drew University

SUBMIT RESPONSE TO:

Electronic Submission:

([email protected])

DREW UNIVERSITY PROCUREMENT SERVICES

36 Madison Avenue

Madison, NJ 07940

(973) 408-3309

REQUEST FOR PROPOSAL DOCUMENT

(“Solicitation”)

RFP No.

DU21-09

PROPOSAL SUBMISSION DUE (Date and Time):

Friday, November 20, 2020 no later than 3:00 PM EST

SOLICITATION TITLE: Campus Fiber Upgrade

Please refer to the above address for Response opening location

AUTHORIZED DREW REPRESENTATIVE Deborah Tavera, Director of Procurement Services

VENDOR’S LEGAL NAME

VENDOR’S MAILING ADDRESS

VENDOR’S CITY, STATE, ZIP

VENDOR’S WEB ADDRESS

VENDOR’S E-MAIL ADDRESS

VENDOR’S FACSIMILE

VENDOR’S TELEPHONE NUMBER

VENDOR’S TOLL FREE NUMBER

By signing this document, I certify that this solicitation response (“response”) is made without prior understanding, agreement,

or connection with any corporation firm, or person submitting a response for the same materials, supplies or equipment, and is

in all respects fair and without collusion or fraud. I agree to abide by all conditions of this competitive solicitation and certify

that I am authorized to sign this solicitation response for the Vendor and that the Vendor is in compliance with all requirements

of the competitive solicitation, including but not limited to, certification requirements.

AUTHORIZED SIGNATURE (MANUAL)

PRINT NAME AND TITLE

DATE SIGNED


Drew University

DREW UNIVERSITY

REQUEST FOR PROPOSAL NUMBER: RFP# DU21-09

FOR

CAMPUS FIBER UPGRADE


Drew University

Section 1

Overview

1.1 Statement of Objective

Drew University, herein referred to as University, is seeking Proposals from contractors having suitable

qualifications and experience providing services in accordance with the terms, conditions and requirements

set forth in the RFP. This RFP provides sufficient information for interested parties to prepare and submit

proposals for consideration by the University.

1.2 Schedule of Events

The following Schedule of Events represents Drew’s best estimate of the schedule that will be followed.

All times indicated are Eastern Standard Time. Drew reserves the right to adjust the schedule as deemed

necessary.

1.3 Mandatory Pre-Bid Meeting and Site Visit

University will hold a pre – bid meeting and site visit will be Thursday, November 5th at 10:30 AM and

Friday, November 6th at 1:30 PM at the Pepin Building located at Drew University, 36 Madison Ave.,

Madison NJ 07940.

In consideration of social distance requirements, all attendees are required to wear a face mask while on

campus. Each Proposer must schedule their site visit by emailing Mr. Paul Coen, Director of

Infrastructure and Technology Services, [email protected] to secure their meeting time slot.

Each Proposer must comply with the University’s COVID-19 Vendor Guidelines as listed:

http://www.drew.edu/1/emergency-information/coronavirus-disease-2019-covid-19-2/campus-health-

safety-guidelines/

1.4 Drew Environment

Drew University, a Phi Beta Kappa liberal arts university, includes the College of Liberal Arts, the Drew

Theological School and the Caspersen School of Graduate Studies. Drew is located on a beautiful, wooded,

186-acre campus in Madison, New Jersey, a thriving small town close to New York City. It has a total

enrollment of more than 2,000 students and has 145 full-time faculty members, 94% of whom hold the

terminal degree in their field. The Theological and Caspersen Schools offer MA and PhD degrees and the

College confers BA degrees in 30 disciplines.

Action Date / Time

Pre – Bid Meeting See below dates

Written Questions Due Tuesday, November 10, 2020

Response to Written Questions Friday, November 13, 2020

Bid Due Date and Time Friday, November 20, 2020

Notice of Award (on or about) December 2020

mailto:[email protected]

http://www.drew.edu/1/emergency-information/coronavirus-disease-2019-covid-19-2/campus-health-safety-guidelines/

http://www.drew.edu/1/emergency-information/coronavirus-disease-2019-covid-19-2/campus-health-safety-guidelines/


Drew University

Drew is dedicated to exceptional faculty mentorship, a commitment to connecting the campus with the

community and a focus on experiential learning. Particularly noteworthy opportunities for undergraduates

include the Charles A. Dana Research Institute for Scientists Emeriti (RISE), home of 2015 Nobel Prize

Winner for Medicine and Drew Fellow William Campbell, the Drew Summer Science Institute, the Center

for Civic Engagement, as well as the Wall Street Semester, Semester at the United Nations, Semester on

Contemporary Art and Semester on Communications and Media in New York City and several international

semester programs. The University also houses the Center for Civic Engagement, the Drew Summer

Science Institute, the Center on Religion, Culture & Conflict, the Center for Holocaust/Genocide Study and

the Shakespeare Theatre of New Jersey, an independent professional theater, as well as the United

Methodist Archives and History Center and one of the country’s leading concentrations of materials on

Willa Cather. For more about Drew, please visit www.drew.edu.

This space intentionally left blank.

http://www.drew.edu/


Drew University

Section 2

Specifications

2.1 General

The minimum requirements and specifications for the Services, as well as certain requests for information

to be provided by Proposer as part of its proposal, are set forth below.

2.2 Minimum Requirements

Each proposal must include information that clearly indicates that Proposer meets each of the following

minimum qualification requirements:

2.2.1 In order to bid this project, your company must have attended the mandatory pre-bid meeting. Prior

experience with projects of similar size and scope specifications outlined for this project is also required.

2.3 Scope of Work

Drew University is requesting proposals for campus fiber upgrades between campus buildings. The

qualified bidder will install, terminate, and test outside and inside fiber optic cable on campus to buildings

not already connected by single mode fiber.

Outdoor / Between Buildings

Provide and install 12 strands / 6 pair of single mode cable from each documented campus hub to the

specified building. The University has existing conduit and utility access holes that will be used for

between-building connections. All cabling will be terminated in existing racks. All fiber pairs will be

terminated with LC single-mode fiber optic fusion spliced pigtail connectors in vendor provided LC-

duplex panels. Recent work has used Corning panels, and we would prefer the same be used in this project.

If there is no existing space in racks, we will be determining on a case-by-case basis if we will need

additional racks, if some existing equipment or older patch panels could be removed to clear space, and

would be willing to entertain proposals to use an existing panel if deemed appropriate. Any removal of

existing fiber patch panels will be scheduled with Drew University with the goal of minimizing service

disruptions and providing ample notice to building occupants.

Indoor / Riser

Provide and install 12 strands of plenum-rated, single-mode fiber optic cable in the specified locations,

terminating in existing racks. All fiber pairs will be terminated with LC single-mode fiber optic fusion

spliced pigtail connectors in vendor provided 1U LC-duplex panels. If there is no existing space in racks,

we will be determining on a case-by-case basis if we will need additional racks or if some existing

equipment or older patch panels could be removed to clear space. As above, any removal of existing fiber

patch panels will be scheduled with Drew University with the goal of minimizing service disruptions and

providing ample notice to building occupants. Vendor proposals to reuse existing panels may be considered

if appropriate.


Drew University

Testing

All installed strands will be tested to industry standards, and test reports will be provided to the University

for review and approval. All panels and fiber termination will be clearly labeled with machine-printed labels

to identify type and destination.

Outdoor Cabling

The following buildings as specified Exhibit 1 - Buildings will be connected to the documented hub with

12 strands of single mode fiber, matching the specifications above. We are also noting buildings which

appear on the interior/riser cable chart below. A cad drawing of the campus communications paths will be

provided for this request for proposal upon request. Note that only the paths marked for fiber

(purple/magenta) are available for this project.

In the absence of explicit specifications contained within in this RFP, proposers must adhere to industry

best practice and follow all applicable local, state and federal regulations as it relates to the scope of this

RFP.


Drew University

Section 3

Evaluation Criteria

3.1 Pricing

Suppliers are required to provide a detailed price estimate. Failure to provide a detailed pricing sheet will

result in the Vendor’s bid being rejected without further consideration.

3.2 Past Performance and References

Please provide a list of three academic institutions who have received services on similar engagements as

the one outlined by this RFP and include the information below.

a. Client name and address

b. Contact name

c. Telephone number

d. Email address

e. Length of time using your services

f. Brief description of the services provided

Failure to provide suitable references to Drew University will result in the Proposer’s bid being rejected

without further consideration.

3.3. Work Experience

Please provide information that will enable us to evaluate your company’s track record and capabilities.

Provide detailed description of value added services that will differentiate your company from your

competitors. Provide list of other Higher Education experience.

Provide a list of work previously completed at Drew University. Previous work, when, how many times

and was it similar work.

3.4 Technical Criteria

a. Number of W-2 Technicians

b. Percentage of Technicians OSHA-10 Certified

c. Are the Lead Technician and Foreman assigned to project OSHA-30 Certified?

d. Number of technicians and Foreman certified relevant to this project

3.5 Proposed Staffing Approach

Provide an outline of a proposed staffing for this engagement and include the below information.

a. Resource skillset

b. Project role and responsibility

c. Number of years of experience relevant to this project


Drew University

Drew University will award based on the vendor submission that best meets the needs of the University

with regard to the RFP specifications, and not necessarily the lowest price though price will be a priority

factor.


Drew University

Section 4

Notice to Proposers

4. Submittal Requirements

Proposals must be provided electronically. Proposal sections must be clearly labeled and must follow the

below format and content requirements:

Section I of all bidder responses shall include the following:

a. Appendix I – Bidder’s Bid Proposal: By submitting an application with a signed cover letter,

you indicate full knowledge of this RFP, including appendices

Section II of all bid submissions shall include the following:

b. Qualifications

c. Technical Capability and Experience

Provide a brief history of your company, including number of years in business, an organization

chart of your company, a summary of the project team background, and a project list containing

three (3) to five (5) projects completed by your company that best represents a similar scope.

For each project include the following: Project name, location, time frame and completion date;

Reference name and contact information; Project overall scope; Discuss issues or aspects that

would demonstrate your ability to deliver creative solutions; Final cost of project

d. Capacity to Perform the Work

Illustrate an understanding of the scope of work and the ability to undertake the job duties

indicated in Exhibit A – Scope of Work. Provide an estimated project schedule indicating

critical dates and milestones. Such schedule should detail each phase needed to complete a

task.

Section III of all bid submissions shall include the following:

e. Business License

Evidence of Insurance

Completed Vendor Registration Form.

Section IV of all bid submissions shall include the following:

f. Cost Proposal

Cost proposals shall be inclusive of all costs including travel, licenses, insurance,

administrative, and other ancillary costs. For the purposes of this contract, full service shall

mean that the Contractor’s bid price includes: all labor cost; reporting or other requirements;

all overhead costs. Details of service not explicitly stated in these specifications, but deemed

to be understood by the Contractor are included herein.


Drew University

Section 5

Proposal Communication and Submission Instructions

5.1 Questions / Inquiries and/or Clarifications

All questions must be submitted in writing, citing the particular RFP section. Prospective bidders should

note that all clarifications, including those relating to the terms and conditions of the contract, are to be

resolved prior to the submission of an application. Questions / inquiries and/or requests for clarification

will only be accepted via email and must be submitted to the following email address: [email protected]

with the subject line of “RFP DU21-09. Official answers to questions will be provided via addendum.

Answers will be emailed to all organizations who received this solicitation via email.

University will provide responses as soon as practicable following the Question Deadline. University

intends to respond to all timely submitted questions. However, University reserves the right to decline to

respond to any question.

5.2 Prevailing Wage Information

The New Jersey Prevailing Wage Act is hereby made part of this RFP document and contract entered into

on behalf of Drew University through the Office of Procurement Services. The bidder’s signature on this

proposal is their guarantee that the contractor and any subcontractors employed to perform the work covered

by this RFP will comply with the provisions of the Prevailing Wage Act, where required.

Prospective bidders are required to submit their cost proposals inclusive of the applicable prevailing wage

rates in effect on the date the contract is awarded. Rates may change between the time of issuance of the

determination and the award of the contract. Therefore, prospective bidders must verify that the rates

contained in the cost proposal are in effect for the specific location the work is being performed prior to the

award of the contract.

5.3 Performance Bond

A performance bond in the amount of the full amount (100%) of the contract price shall be executed and

submitted to the Office of Procurement Services within fifteen (15) days from contract award date. Cash or

certified check, in the full amount of the contract price, may be submitted as part of the contract in place of

a bond within fifteen (15) days from contract award date. Failure to submit performance security may result

in cancellation of contract and forfeiture of guaranty.

5.4 Insurance Requirements

Bidder must provide evidence of their ability to supply a current insurance policy, and must be insurable in

the following amounts for these services:

A statement from the supplier’s insurance carrier must be submitted as Evidence of Insurance. Statement

shall list Drew University as an additional insured.



Drew University

All insurance shall be provided by an insurer(s) acceptable to Drew, and shall provide for thirty (30) days

prior to notice of cancellation to Drew. Upon award, Contractor shall deliver to Drew a certificate or policy

of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms

and conditions of the insurance and shall do nothing to impair or invalidate the coverage.

Drew University shall be named as Additional Insured under any General Liability, Auto and Umbrella

Policies.

5.5 Statement of Agreement

With submission of a Proposal, the Contractor agrees they have carefully examined the solicitation and the

Bidder agrees that it is the Bidder’s responsibility to request clarification on any issues in any section of the

solicitation with which the Bidder disagrees or needs clarified. This Bidder also understands that failure to

mention these items in the Bid will be interpreted to mean that the Bidder is in full agreement with the

terms, conditions, specifications and requirements. With submission of a Bid, the Bidder hereby certifies:

(a) that this Bid is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or

corporation; (b) that Bidder has not directly or indirectly included or solicited any other Bidder to put in a

false or insincere Bid; (c) that Bidder has not solicited or induced any person, firm, or corporation to refrain

from sending a Bid.

5.6 Bid Submission & Instructions

To be considered, all Proposals must be submitted in the manner set forth in this solicitation. It is the

Bidder’s responsibility to ensure that Bids arrive on or before specified time. Applications must be

submitted via email to [email protected] with the subject line of “Response Enclosed for RFP DU21-09

[Insert Vendor Name]”.



Drew University

EXHIBIT A

BUILDINGS

Building Hub Interior riser Number of stands Notes

Asbury Learning

Center

No 12

Hoyt Learning

Center

Yes 12

Tipple Hall Pepin No 12

Baldwin Hall Holloway No 12

Brown Hall Holloway Yes 12

Eberhardt Holloway No 12

Townhouse B Holloway No 12 Is adjacent to Eberhardt

Foster Hall Holloway No 12

Haselton Hall Holloway No 12

Hurst Hall Holloway No 12

McClintock Holloway No 12

Riker Hall Holloway Yes 12

Simon Forum/Baldwin Gym Holloway Yes 12 Ground floor entry, MDF is

Mechanical 203.

Tolley Hall Holloway No 12

Welch Hall Holloway No 12


Drew University

EXHIBIT B

BID PROPOSAL

We, _________ (hereinafter called “Bidder”), the undersigned, proposed to furnish all services as needed

for the complete performance, as specified in the bidding documents for the total lump sum of:

$ __________.

Having examined the specifications and scope of the work of the Proposal, and being familiar with all of

the conditions surrounding the locations, including the availability of personnel, equipment, materials and

supplies, and at the price stated in this Bid Proposal, proposes to enter into a Contract with Drew University

to provide the necessary means to complete the Work.

Bidder agrees that the cost of any Work performed, services provided or expenses incurred, which are not

specifically delineated in the Request for Proposals, but which are incidental to the scope, intent, and

completion of the Contract shall be deemed to have been included in the prices.

Bidder further proposes and agrees hereby to promptly commence the Work within ten (10) calendar days

from receipt of Notice to Proceed and to complete the Work no later than end of December 2020.

Bidder confirms acceptance of University’s standard payment terms of “NET 30 days”. University will be

entitled to withhold five percent (5%) of the total payment due under the Agreement until after University’s

acceptance of the final work product.

Bidder assumes the responsibility to acknowledge all addenda prior to submittal of Bid, and accepts that

failure to acknowledge receipt of each and every addendum individually, is grounds for finding the Bid

non-responsive. All relevant and significant questions will be answered in writing and issued in an

addendum.

Bidder agrees that its pricing shall be held for no less than one hundred eighty (180) days after bid due date.

submit response to: request for proposal document

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