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HomeMy WebLinkAboutSpecifications0 I� U i S\ !'- F L0F n Z CITY OF SUNNY ISLES BEACH WIRELESS ISLAND: SOLUTION STRATEGY AND DESIGN FOR WIRELESS BROADBAND TELECOMMUNICATIONS INFRASTRUCTURE City of Sunny Isles Beach Request For Proposals No. 06 -05 -01 May 22, 2006 INTRODUCTION The City of Sunny Isles Beach (hereafter referred to as "The City ") is seeking proposals to prepare a solution strategy and design which would be used to facilitate the creation of a wireless broadband telecommunications infrastructure for City government, private businesses, and Sunny Isles Beach residents in a non - proprietary environment. The City seeks an experienced System Integrator with wireless broadband deployment experience to provide consulting services. The selected vendor will be expected to provide solution strategy and design services which will provide for the following: • Prepare a master project plan for the strategy and design • Assess Community Need for a WiFi Network and Potential Benefits • Identify Best Practices and Business Models from other Communities • Preparation of business case • Assess Existing City Telecommunications Planning, Infrastructure, and Initiatives • Perform a detailed wireless /RF site survey • Recommend Options for a Community Wireless Broadband Communications System • Compare Options and Implementation Plans for Each Recommended Option • Provide the Recommended Design for the Wireless Broadband Solution • Provide estimated costs for budgeting purposes, for both the initial required capital expenditure as well as the ongoing operating and maintenance expenses for the recommended design, for periods of 3 years and 5 years. • Provide a detailed project plan for implementation of the recommended design, to be included as a part of the construction /bid documents • Prepare construction /bid documents for the City to issue a formal bid for construction and operation of the wireless broadband telecommunications infrastructure The Integrator will also be required to provide presentations on the recommendations and conclusions of the Strategy and Design to City decision makers, community stakeholders, and others in a public setting, and possibly on various occasions. OBJECTIVES To address the issues identified by The City and achieve the goals stated by The City, the Solution Strategy and Design will make recommendations regarding City participation in a wireless broadband network that will be guided by the following general criteria for selecting a solution (in order of highest to lowest importance to the City): • Public safety utilization (including security and roaming aspects related thereto) • Other city worker utilization (building inspectors, lifeguards, city shuttle busses, etc) • Affordability • Reliability • Public Access • Flexible, open standards based network • Open access by residential high -rises located within city limits, to allow them to tie -in to the network with their own existing or new infrastructure I BACKGROUND INFORMATION Sunny Isles Beach, the City of Sun and Sea, is located on a barrier island in the northeast corner of Miami -Dade County, bounded by the Atlantic Ocean on the east and the Intracoastal Waterway on the west. Golden Beach lies to the north, Bal Harbour and Haulover Park are immediately to the south. Sunny Isles Beach is midway between downtown Miami and Fort Lauderdale with easy access to business centers, entertainment, sports and recreational facilities, and tourist attractions. Residents and visitors can fly into either Miami International or Fort Lauderdale/ Hollywood International airports, or cruise into the Port of Miami or Port Everglades and be in Sunny Isles Beach within 20 to 30 minutes. Almost one million vacationers visit Sunny Isles Beach annually to enjoy the 2 '/z mile -long fine sand beach and outdoor amenities such as water sports, boating, fishing, and tennis as well as the abundant shopping, dining and entertainment options nearby. The landmark fishing pier is a local favorite while the beautiful Samson Oceanfront Park provides a children's play area and space to relax; meet friends and enjoy the sunrise. The City is experiencing a major redevelopment renaissance on the east side of Collins Avenue, the main thoroughfare. Zoning laws ensure that view corridors and beach access pathways will always offer residents a life with a view. To the west of Collins Avenue, the City is building parks, improving the infrastructure and laying the groundwork for future redevelopment. The emphasis of most of the redevelopment is on residential condominium construction. The City is steadily replacing outdated motels with luxury residential oceanfront development. Much of the residential construction is not for year -round occupancy, however the statistics show a steady growth in young families who desire to be near the ocean. SCHEDULE OF EVENTS The City intends this procurement to progress in a series of orderly steps. The schedule below has been developed in order to provide adequate information for vendors to prepare definitive proposals and to permit the City to fully consider various factors that may affect its decision. However, should conditions warrant changing any of these dates, proposing vendors will be notified. Date Event May 22, 2006 RFP Issued May 30, 2006 Pre -Bid Conference June 15, 2006 Deadline for submission of questions June 22, 2006 Deadline for submission of proposals Week of June 26 Vendor Presentations REQUIRED PROPOSAL FORMAT In order to maintain comparability, enhance the review process, enable the City to perform a fair analysis and evaluation of proposals, it is required that proposals be organized in a uniform format. Each vendor must furnish all requested information in the following format. I. Business Proposal a. Introductory Letter b. Executive Summary c. Vendor Qualifications and Experience Summary d. Project Approach and Plan of Work i. Project Management Structure and organization of assigned staff ii. Understanding of the project and the tasks to be performed iii. Sensitivity to public concerns iv. Sample similar project plan v. Sample similar project schedule e. References f. Personnel Qualifications IL Technical Proposal a. Project Scope - overview of deliverable components b. Communication Plan — define what regular communications will be required, what format (meeting, report, conference call, etc), and required attendees. c. Detailed wireless site survey — methodology d. Recommended design — methodology i. Backbone ii. Backhaul iii. WLAN Security iv. Wireless mesh III. Cost Proposal IV. Additional Information SCOPE OF SERVICES The Scope of Services to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project. The following work tasks are assumed necessary to prepare the Wireless Broadband Solution Strategy and Design: I. Assess Community Need for a WiFi Network and Potential Benefits a. Describe residential and business access to wireless broadband networks, e.g., WiFi hotspots. b. Project demand for wireless broadband services from all sectors of the community: i. Individuals ii. Businesses iii. Schools, colleges and universities iv. Community based organizations v. Community media vi. Government c. Prioritize City drivers justifying a Wireless Broadband Network II. Identify Best Practices and Business Models from other Communities d. Identify the best practices and business models that other jurisdictions have employed from among the broad range of approaches to creating community wireless broadband networks. e. Review potential ownership and operating structure for The City including, but not limited to: i. 100% municipal ownership and operation of the network ii. 100% community based non -profit ownership and operation of the network iii. public /private partnerships between local government and a private entity that owns and operates the network iv. a hybrid where the municipality owns and a private entity operates the network (by "municipality," we include all units of local government, including counties, municipal utilities, utility districts and joint power -like arrangements.) III. Assess Existing Telecommunications Planning, Infrastructure, and Initiatives f. Evaluate existing telecommunications strategies and plans, The City's initiatives, supporting studies, as well as plans of major City departments and agencies, such as Public Safety, Department of Public Works, the Public Schools and any other departments that have plans in place for wireless communication. g. Estimate The City's current wireless related expenditures. h. Review and evaluate the telecommunications assets The City owns or has access to that are being used or could be used to meet its internal telecommunications needs or to serve the public, including but not limited to: i. fiber optic cable ii. conduit suitable for fiber iii. radio communications facilities iv. towers, poles and buildings suitable for installing radio communications facilities. i. Explore and discuss opportunities for The City to make its telecommunications assets available to third parties and how this might be done in a way that is compatible with or can support a wireless network. j. Describe opportunities for expanding The City's telecommunications assets in conjunction with ongoing or planned Public Works infrastructure projects. k. Identify alternative private sector mounting assets IV. Recommend Options for a Community Wireless Broadband Communications System in Sunny Isles Beach 1. Recommend two options for The City (based on The City's needs) from among the best practices and business models in other jurisdictions and explain the differences between them. m. Briefly explain the business model for each option. n. Explain how services will be offered. o. Rank the options based on their ability to meet the objectives described in the introduction and their likelihood of success. Ideally, the options should represent a range in cost and risk to The City. V. Compare Options and Plans for Implementation of Each Recommended Option Closely examine the three most promising options for The City's needs by presenting implementation plans and requirements for each option. For each option, describe a plan for installing, maintaining and operating a wireless broadband system. The plan should specifically include: p. proposed technical standards q. the bandwidth that will be available to individual users r. a specific plan for meeting The City's internal needs s. the geographical reach of the system beyond The City to meet City agency needs t. provisions for ensuring that data is secure u. the use of City telecommunications assets, such as conduit, and poles v. a schedule for installation and activation of the network w. a plan for operating, monitoring and maintaining the network x. the proposed operating and business support systems VI. Provide the Design for the recommended Wireless Broadband Solution Architect and design the recommended solution to include all components of the City Wireless Broadband Solution and related capital and ongoing operations and management strategy. Provide The City's cost of installing and maintaining the wireless broadband system - should include all relevant factors. TERMS AND CONDITIONS Authorized Contact All questions about this Request for Proposals (RFP) shall be submitted in writing to: Name Derrick Arias Title IT Director Address City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 Fax Number 305 - 792 -1644 Email Address Wifi- rfp @sibfl.net No contact with any person other than the Authorized Contact is permitted until such time as the City Manager or his designee makes a written recommendation of award or rejection of bids. Violation of this provision may be grounds for immediate disqualification. Closing Date All PROPOSALS ARE DUE AND MUST BE SUBMITTED TO City Clerk , AT City of Sunny Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, FL 33160 , NO LATER THAN JUNE 22, 2006 AT 10:00 AM. ANY PROPOSALS RECEIVED AFTER THAT TIME WILL BE REJECTED. THE CITY IS UNDER NO OBLIGATION TO RETURN PROPOSALS. Mandatory Proposal Response Requirements • Proposal with information regarding proposer's plan to comply with the requirements of the Scope of Work and the RFP. • Company profile including, but not limited to, a business overview, age of business, names addresses of persons having a financial interest in the company, state of incorporation, number of employees, annual revenue of the firm, summary of experience provided to government agencies, any other information that will permit the City to make a determination of the capability of the proposer to meet the contractual requirements. • Biography of the key personnel proposed to provide the Services to the City and those persons experienced in providing the Services requested by this RFP. • Cost analysis the Services requested. This should include all fees and costs associated with the proposal for both the initial required capital expenditure as well as the ongoing operating and maintenance expenses for the recommended design, for periods of 3 years and 5 years, hourly rates of principals, associates and support staff providing the Services. If the firm is proposing a fixed annual fee for services then the firm shall provide the basis and what Services will be included in the fixed fee. • Two (2) years of the most recent annual financial statement since the last available financial statement. • List of clients and references including the names, titles, addresses and phone numbers of key contacts for five (5) clients that are existing customers of the proposer's firm and the identification of any customer /clients that have terminated services in the past two years. Incomplete information All information requested shall be submitted. Failure to submit all of the information requested may result in disqualification, a request for prompt submission of missing information or materials or lowered evaluation of the proposal. The City may reject proposals that are substantially incomplete or lack essential information. Ownership of Material All data, material and documentation originated and prepared for the City in response to this RFP shall exclusively belong to the City. Withdrawn Proposals A proposer may withdraw its proposal at any time prior to the due date specified for the Closing Date for the acceptance of the proposals. Modification of Proposal No proposal shall be modified after the Closing Date, except at the request of the City or with the City's written consent. Rejection of All Bids The City reserves the right, for any or no reason and in its sole and absolute discretion, to: (1) amend, in whole or in part, withdraw or cancel this RFP and (2) accept or reject any and all proposals prior to the execution of the Contract with the Successful Proposer(s), for any reason and with no penalty to the City. Selection of Successful Proposer(s) Notwithstanding any other provision of this RFP, the City reserves the right to award this contract to the Sucessful Proposer(s) that best meets the requirements of this RFP, and not necessarily to the lowest bidder. Once a Successful Proposer(s) has been selected, the City Manager will issue a Notice of Recommendation of Award to the City Commission. The award recommendation will be considered by the City Commission. The City Commission may award the contract in whole to one Successful Proposer or in part to several Successful Proposers. Neither the City Manager's recommendation of award or the award by the City Commission shall bind the City until the Contract is approved by the City Commission and is thereafter executed by the Mayor. Negotiation with the Successful Proposer(s) The City reserves the right to negotiate the terms and conditions of the contract with selected proposer(s), if any. These negotiations could include all aspects of the Services and fees. Neither the selection of a proposer to negotiate or subsequent negotiations shall bind the City until the Contract is approved by the City Commission and is thereafter executed by the Mayor. Compliance with Laws This RFP and any resulting Contract shall be governed in all respects by the applicable laws and shall be performed in compliance with all applicable federal, state, and local laws, rules and regulations. Additional Provisions Proposers are advised that from the date of the issuance of this RFP and until the City Manager makes a recommendation to the City Commission regarding the award or rejection of proposals received, there shall be no contact with the City and its personnel except as shall be authorized by the City's Authorized Contact or as provided within to this RFP.