HomeMy WebLinkAboutE-7 Staff Report - RFP for Telecommunications SystemCONSENT ITEM
E-7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ANN GRAF, DIRECTOR OF INFORMATION TECHNOLOGY &
LIBRARY SERVICES
DATE: JULY 15, 2019
SUBJECT: AUTHORIZATION TO RELEASE A REQUEST FOR PROPOSAL FOR
TELECOMMUNICATIONS SYSTEM AND A REQUEST FOR PROPOSAL FOR A
STRUCTURED CABLING INFRASTRUCTURE REPLACEMENT
BACKGROUND:
The City has an aging telecommunications system purchased approximately 25 years ago. Support for
software and hardware is end of life, the vendor has limited support available and parts will become
difficult to find as the system continues to age. The system no longer meets the City’s operational
needs. Staff have completed a detailed review of the existing telecommunications system and
equipment and evaluated alternatives and options regarding the existing system.
RECOMMENDATION:
Staff recommends the City Council take the following actions:
1)Authorize staff to release a Request for Proposal for a Telecommunications System; and
2)Authorize staff to release a Request for Proposal for a Structured Cabling Replacement and
Installation.
ANALYSIS:
In November of 2018 the City Manager executed an agreement with Client First to a provide
Telecommunication operational needs assessment and strategy for replacement services for the existing
phone system, including the development of an RFP. The network infrastructure was reviewed, and
recommendations were made to upgrade or replace equipment that will support a new Voice Over
Internet Protocol (VoIP) system. In order to support this technology all buildings cabling infrastructure
must be upgraded from CAT5 cable to CAT6a cabling, in addition fiber connectivity upgrades are
required in certain areas. The proposed action authorizes staff to circulate a Request for Proposals
APPROVED
CITY COUNCIL
7/15/2019
Request for Proposal Telecommunications System
and Structured Cabling Replacement
July 15, 2019
(RFP) seeking experienced vendor(s) to provide proposals to replace the Telecommunications System,
and a separate RFP to provide Structured Cabling Replacement and Installation upgrade to support this
technology.
FISCAL IMPACT:
There is no fiscal impact associated with authorizing Staff to solicit proposals. Once proposals are
received and reviewed by Staff, an agenda report will be provided to the City Council which will
outline potential fiscal impact.
Prepared by: Reviewed and Approved:
Ann Graf Sergio Gonzalez
Director of Information Technology City Manager
& Library Services
Attachment:
1)Request For Proposal Telecommunication System
2)Request For Proposal Structured Cabling Replacement
City of Azusa
VoIP Telecommunications System
Request for Proposals
July 16, 2019
Attachment 1
City of Azusa Telecommunications System RFP
ClientFirst Technology Consulting Group, LLC, 1181 California Ave., Suite 270, Corona, CA 92881 •
Fax (888) 478-0495 • www.clientfirstcg.com
July 16, 2019
REQUEST FOR PROPOSALS for a Telecommunications System
Dear Vendors:
The City of Azusa is currently accepting proposals for a new Telecommunications System. The
City may award the contract to a single contractor for the entire system. Specifications and RFP
documents are available at the City.
The City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
https://azusaca.gov/749/BidRequest-For-Proposals
Proposal instructions are contained in the Request for Proposals (RFP) document. Please
provide the requested information in the prescribed written format. Failure to comply with the
prescribed format may result in disqualification.
Pre-Proposal Vendor Conference: The City will conduct a mandatory pre-proposal
vendor conference on July 23, 2019 at 10 am PST at City Hall 213 E. Foothill Blvd.,
Azusa, CA. Vendors who wish to attend this meeting should RSVP to The City of Azusa at
VoIPnetworkRFP@AzusaCA.Gov
Notification Announcements – It is recommended that in order to receive future
updates, each vendor must be registered at VoIPnetworkRFP@AzusaCA.Gov
Questions: All pre-submittal questions must be sent to VoIPnetworkRFP@AzusaCA.Gov
received by 5:00 p.m. PST, July 25, 2019. Questions received after this deadline will not
be accepted.
Any contact or attempt to contact any other employees of the City that could be interpreted
as being made for the purpose of securing privileged information or advantages in the
Proposal process will result in the immediate disqualification of the Respondent.
Proposals Due: One (1) original, Three (3) printed copies, and one (1) electronic copy on
CD/Memory Stick of your proposal must be received no later than 5:00 p.m. PST, August
21, 2019.
Thank you for your participation. We look forward to reviewing your proposal.
Sincerely,
City of Azusa
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 3 of 62
TABLE OF CONTENTS
1. OBJECTIVES AND PROCESS SCHEDULE ................................................................................................................... 4
Purpose .................................................................................................................... 4
Objective .................................................................................................................. 5
General Process and Schedule .................................................................................... 5
2. EVALUATION CRITERIA ............................................................................................................................................ 6
Evaluation Criteria ..................................................................................................... 6
3. PROPOSAL INSTRUCTIONS ....................................................................................................................................... 7
General Proposal Instructions and Due Dates ............................................................... 7
Proposal Format ........................................................................................................ 7
4. DATA NETWORK REQUIREMENTS ............................................................................................................................ 9
4.1. Requirements .................................................................................................. 9
4.2. Description of Current Technology: .................................................................... 9
4.3. Network Description ........................................................................................ 10
4.4. Network Switching .......................................................................................... 10
4.5. Scope of Work ................................................................................................ 10
4.6. Design and Discovery Phase - City Responsibilities ............................................. 12
4.7. Switch Implementation - Vendor Responsibilities................................................ 13
4.8. Data Center Core Switch Implementation - Vendor Responsibilities ...................... 13
4.9. Post-Installation Support - Vendor Responsibilities ............................................. 14
4.10. Network Design and Switch Installation - City Responsibilities ............................. 15
5. TELECOM SYSTEM SPECIFICATIONS ....................................................................................................................... 17
Telecommunications System RFP Specifications and Proposal Requirements .................. 17
5.1. General Instructions ........................................................................................ 17
5.2. Instructions to Proposer ................................................................................... 18
5.3. Voice Requirements ......................................................................................... 23
5.4. Voice Mail System ........................................................................................... 41
5.5. Redundancy and Disaster Recovery Issues ........................................................ 46
5.6. Hosted-Solution Proposals ................................................................................ 47
5.7. Maintenance and Warranty .............................................................................. 49
5.8. Pricing ............................................................................................................ 51
5.9. Delivery and Installation .................................................................................. 55
6. DISCLOSURES AND CONTRACTUAL REQUIREMENTS ............................................................................................... 58
7. REQUIRED FORMS ................................................................................................................................................. 61
7.1. Contractor Information .................................................................................... 62
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 4 of 62
1. Objectives and Process Schedule
Purpose
This information was developed in a format to facilitate the preparation of responses to this
Request for Proposals (RFP) and the subsequent evaluation of those responses.
Because there are several vendors who provide the type of systems the City’s needs, it is the
City’s desire to meet our future telecommunications needs through this competitive selection
process. The requirements noted in this RFP are designed to assist in the selection of the
vendor that best meets the City's needs.
The City of Azusa currently has an Avaya Definity Telecommunications System serving the City’s
operations in 18 sites. The system has been in use for many years. The City has determined
that the existing systems are end-of-life, obsolete and no longer supported. This hardware and
software obsolescence requires the City to replace the existing systems with new products.
To address this issue, the City has decided to obtain proposals from qualified
telecommunications system dealers to provide proposals for new systems.
Vendors can propose an upgrade/update to the existing Avaya systems if there are reasonable
upgrade approaches. Vendors proposing an upgrade that assumes the use of any existing
Avaya hardware, software or phones must provide detailed information regarding the specific
equipment that will be reused/retained.
This RFP document describes the requirements of the City for an IP-based telecommunication
system and associated Data Network hardware. All features/functions discussed in this RFP
shall be provided in the proposed solution unless specifically noted. The proposed IP
telecommunications system shall support all the required call processing, voice, and unified
messaging, system services, management, and administrative feature requirements stated in
the RFP.
This RFP is intended to provide a standard base from which to evaluate alternatives for the
telecommunications system and to allow the Respondent flexibility in proposing the most
appropriate and cost-effective system.
It is the responsibility of the Respondents to address all aspects of this RFP.
The City currently has 18 locations involved in this procurement connected with various network
connections City Owned Fiber Optic Cable
The City would like a new telecommunications system that uses VoIP technology. The
Proposed system can be a premises based or Cloud/Hosted solution. The City intends to use
best practices approach to the deployment of VoIP and integrate voice and data onto the same
data network.
Any proposal for a new telecommunications system must use survivable remote technology for
the telecommunications system for each location. In the event of a loss of the WAN
connection, the VoIP telecommunications system shall allow ALL system users in each location
to access local analog Plain Old Telephone Service (POTS) lines that will be available in each
City site.
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 5 of 62
Objective
The objective of the City is to acquire a new or upgraded, state of the art telecommunications
system to serve the staff and administrative operations of the City. This document contains the
system specifications and the requested format for vendor proposals. If additional features or
equipment are believed to be appropriate for the City’s operations, please quote them as
options and include supporting justification and cost detail.
The City of Azusa reserves the right to the following:
Accept the proposal that is, in its judgment, the best and most favorable to the interests
of the City;
To reject the low price proposal;
To accept any item of any proposal;
To reject any and all proposals;
To waive irregularities and informalities in any Proposal submitted or in the Request for
Proposals process.
General Process and Schedule
During the selection process, the City will review the submitted proposals and systems. Using
subsequent interviews, demonstrations, reference checks, and site visits, the City will then pick
a final preferred vendor. The City will negotiate final pricing and terms and conditions with the
preferred vendor. The following is the current estimated schedule, as defined by the City, and
can be changed at its discretion:
Estimated Selection Process Step Date(s)
Release and Issuance of the Request for Proposals (RFP) July 16, 2019
Pre-Proposal Vendor Conference July 23, 2019
Final Date for Vendors to Submit Questions July 25, 2019
Date for Publishing Answers to Vendors’ Questions July 31, 2019
Proposals Due August 21, 2019
Vendor Demonstration Meetings (if applicable) September-October 2019
Final Vendor Selection October 2019
Estimated Approval October 2019
Implementation Start October/November 2019
Table 1 – Estimated Selection Schedule
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 6 of 62
2. Evaluation Criteria
Evaluation Criteria
All proposals will be evaluated using the following general evaluation Criteria:
Complied with format complete proposal and letter of introduction
Overall system design and adherence to RFP
Fit of technology/solution proposed
Installation procedures and personnel installation timeframe system testing/turn-up
System training after sale support – warranty, maintenance, upgrades
Similar projects – references – company experience
Pricing (provide pricing in separate envelope)
The evaluation process will consist of review and evaluation of proposals received by a team
consisting of City personnel and consultants.
Project Cost will be evaluated based on initial purchase and installation price and total cost of
ownership over five years.
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 7 of 62
3. Proposal Instructions
This section outlines the information that must be included in the Proposal. Vendors should
review this list to ensure that their Proposals include all requested information prior to
submission.
General Proposal Instructions and Due Dates
Questions: All questions should be directed to VOIPnetworkRFP@azusaca.gov no later than
5:00 p.m. PST July 25, 2019. Questions received after this deadline will not be accepted.
Answers to submitted questions will be posted on the City’s website and a link published
via email on July 31, 2019 will be Posted on the City’s website.
Printed Proposals Due: One (1) original, three (3) printed copies, and one (1)
electronic version on a CD/Memory Stick in Word or PDF format must be received no
later than 5:00 p.m. PST, August 21, 2019 addressed to:
City Clerk
City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
Requests for extension of the submission date will not be granted unless deemed in the best
interests of the City. Vendors submitting proposals should allow for normal mail or delivery
time to ensure timely receipt of their proposal.
Proposal Format
Proposals should follow the Request for Proposals format provided in Section 4.
Please include a Table of Contents at the beginning of the proposal clearly outlining the
contents of each section.
Please provide the following sections, at a minimum:
Understanding of Project Objectives
Response to Telecom System Specifications
Disclosures and Contractual Requirements
Appendices
All proposals must be signed by a duly authorized official representing the vendor
Only written communication from the City may be considered binding. The City reserves the
right to terminate the selection process at any time and to reject any or all proposals. The
contract will be awarded to the vendor whose overall proposal best meets the requirements of
the City.
The City shall not be liable for any pre-contract costs incurred by interested vendors
participating in the selection process.
The contents of each vendor's proposal to the City, including technical specifications for
hardware and software and software maintenance fees, shall remain valid for a minimum of 120
calendar days from the Proposal due date.
Vendors should provide copies of all sample contracts for application software and software
support. Please note that all contracts are subject to negotiation.
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The City will require the vendor selected to agree to include the contents of this Request for
Proposals and all representations, warranties, and commitments in the Proposal and related
correspondences as contractual obligations when developing final written contracts for services,
equipment, and software.
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 9 of 62
4. Data Network Requirements
4.1. Requirements
4.1.1. The City wishes to implement a VoIP system and new data network equipment
as part of this procurement.
4.1.2. Following is a drawing of the current data network for the City.
4.2. Description of Current Technology:
4.2.1. The City of Azusa implemented a Avaya Definity Digital PBX many years ago.
The system has served the City extremely well but has aged to a point that the
technology is no longer current. The system supports 483 stations across 18
City locations.
The City has centralized voicemail and the majority of the locations are
networked together to allow 4 digit dialing between phones on the system(s).
The City intends to install the new VoIP telephone system in the Light & Water
Department Data Center and will work with the existing carrier to either relocate
the existing PRI’s to this specific location or replace the PRI’s with SIP services.
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 10 of 62
Please propose the option for the City to install a secondary core system in the
City Hall Data Center. This secondary location should provide the City with
complete redundancy of the entire system including call control and voicemail.
4.2.2. As part of this procurement, the City will be upgrading the existing data network
switch infrastructure to provide POE and QOS features and capabilities. The
selected vendor will be required to install and program the proposed network
switch hardware, UPS equipment and work with the City to design the subnet
and IP addressing plan for the entire City. The subnet and IP address plan will
include data, voice, IP-based security cameras, Wireless Access Points, HVAC
and potentially some IP-based door access equipment.
4.2.3. The City will also be purchasing additional UPS equipment to address any new or
updated network design requirements. The needed UPS equipment is listed with
the needed data network equipment in the pricing section of this RFP.
4.2.4. The City will be upgrading all of the voice/data cable infrastructure for all
buildings and will be releasing a separate RFP and specification document to
obtain competitive proposals for this work. The selected vendor to provide the
telecommunications system and data network equipment will be required to
coordinate installation and project planning activities with the selected cable
contractor.
4.3. Network Description
4.3.1. As you can see, all of the major City buildings are connected with City Owned
Private Fiber Optic Cable for WAN data network connections.
4.3.2. Many of the closets within the various buildings are connected via fiber.
4.3.3. Vendors should assume that City will have upgraded the necessary copper and
fiber optic infrastructure in City Facilities to support a VoIP Telecomm System.
4.3.4. As part of the data network implementation, the selected vendor must provide
documentation related to data network requirements, such as recommended
QoS templates, and be available to City staff for application support throughout
the process.
4.4. Network Switching
4.4.1. Routing updates to incorporate new VLANs
4.4.2. Data Center Switching
4.4.3. In conjunction with the City Project Manager and Key Stakeholders, the
selected vendor’s Professional Services team will participate in the development
of an overall installation schedule not to exceed 3 months in duration: this
includes a Network Design Review Workshop whereby City-provided
documentation is carefully considered and amended, as needed, ahead of the
implementation phase. Upon receiving feedback for the network design, the
City will make revisions and provide final documentation to selected vendor.
4.5. Scope of Work
Under this scope, selected vendor shall perform the following tasks.
4.5.1. Design and Discovery Phase - Vendor Responsibilities
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4.5.1.1. Project Overview
4.5.1.2. Kickoff
4.5.1.3. Resource Scheduling
4.5.1.4. Project Management Introduction
4.5.1.5. Engineering Introduction
4.5.1.6. Presales Design handoff to Deployment Engineering
4.5.1.7. Project Review
4.5.1.8. Planning Workshop
4.5.1.9. Holistic Project Review
4.5.1.10. Project Goals
4.5.1.11. Projected Timelines
4.5.1.12. Project Risk Discussion
4.5.1.13. Network Design Review Workshop
4.5.1.14. Identify expected business-level and technical outcomes
across all technologies to be implemented
4.5.1.15. Collaborate closely on City-provided design documentation and
direction with the City and its Consultant
4.5.1.16. Validate purchased hardware and licensing for City Bill of
Materials.
4.5.1.17. Provide configuration recommendations for best practices,
especially in regards to VoIP implementations (including QoS,
prioritization, and other factors)
4.5.1.18. Routing, QoS, and VLAN design and configuration review with
the City and its Consultant
4.5.1.19. Design VoIP-related VLAN and QoS configurations on existing
and replacement equipment, with input from the City and its
Consultant
4.5.1.20. Plan for Network Routing and Switching
4.5.1.21. Select latest and appropriate IOS version compatible with
updated infrastructure and approved by City
4.5.1.22. Plan for configuration objectives, which may include the
following:
4.5.1.23. VLAN design
4.5.1.24. Configure IP address on management VLAN
4.5.1.25. Utilize 802.1Q to transfer VLAN between Layer 2 devices
4.5.1.26. QoS configuration requirements
4.5.1.27. Implement SNMPv3 strings to communicate with the network
management station
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4.5.1.28. Adopt and/or refine existing passwords and switch security,
including SSH, DHCP protection, ARP, and SNMP
4.5.1.29. Plan for Datacenter Core Switching
4.5.1.30. Create detailed design elements related to the core Data
Center components based on design concepts and direction
for the City
4.5.1.31. Discuss all Core equipment capabilities and features, deploying
as needed:
4.5.1.32. Call home
4.5.1.33. Online Diagnostics
4.5.1.34. Embedded events
4.5.1.35. Role-Based Access Control
4.5.1.36. L3 IP routing
4.5.1.37. L2 switching
4.5.1.38. Quality of service
4.5.1.39. Develop Cutover schedule by site
4.5.1.40. Perform Facilities Survey of all site MDF and IDF closets to
verify the following parameters:
4.5.1.41. Rack Space Availability
4.5.1.42. SFP or stacking needs
4.5.1.43. Patch cable lengths, dressing issues, or cable management
improvements
4.5.1.44. Selection of racked devices for disposition
4.5.1.45. Document location, model, and serial number
4.5.1.46. Labor effort (ladder for installation)
4.5.1.47. Available Power Outlets and existing PDU plugs
4.5.1.48. Propose adjustments to the Bill of Materials for SFPs, cabling,
or other needs based on assessment of actual conditions,
pending review and approval by the City as Change Order(s)
4.6. Design and Discovery Phase - City Responsibilities
4.6.1. Provide overall design goals and objectives for the project
4.6.2. Provide the following design assets:
4.6.2.1. Standard switch configuration requirements per site
4.6.2.2. IP address and Subnet information
4.6.2.3. Data Center and remote site VLAN definition and priorities
4.6.2.4. Network Diagrams
4.6.2.5. Port Mapping guidelines (existing to new)
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4.6.2.6. Provide VLAN & subnet information for all network
components and segments
4.6.3. Provide detailed design documentation:
4.6.3.1. All tele/data closet configurations
4.6.3.2. Create, with selected vendor, the design documentation for
the Data Center switching components and answer any
questions related to the overall design.
4.6.3.3. Signoff and approve all network designs
4.6.4. Provide sponsorship for onsite vendor personnel when accessing closets for
assessment or implementation
4.6.5. Negotiate loading/staging areas at each site for installation
4.7. Switch Implementation - Vendor Responsibilities
4.7.1. Vendor to retrieve switches from City on-premise inventory in batches. Batch
size to be determined during project planning.
4.7.2. Vendor and City to maintain inventory of all switch locations and reconcile
inventory at the completion of the work plan.
4.7.3. Provide IOS, config, and feature set based on Network Design Review
Workshop
4.7.4. Set City-provided Security Banner
4.7.5. Transport Switches and ancillary equipment to sites for rack and stack
4.7.6. Off-hours installation
4.7.7. Confirm Switches marked for disposition
4.7.8. Power-down and de-rack
4.7.9. Transport to City designated storage area
4.7.10. Provide physical installation of new Switches
4.7.11. Replace and re-dress existing patch cords in a neat and clean manner, as
recommended by the Facilities Survey
4.7.12. Cabinet doors must be closeable following installation and cable management
4.7.13. Complete City-provided test plan
4.7.14. Decommission existing switches, as determined in the IDF walkthrough
4.7.15. De-rack
4.7.16. Document
4.7.17. Transport to City designated storage area
4.8. Data Center Core Switch Implementation - Vendor Responsibilities
4.8.1. Configure Core Switches
4.8.2. Configure management network
4.8.3. Confirm that the firmware is at the approved version, updating as necessary
4.8.4. Configure networking per the design and workshop
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4.8.5. Configure uplink connectivity
4.8.6. Configure downlink connectivity
4.8.7. Configure required VLANs
4.8.8. Configure Interfaces
4.8.9. Configure L2 Switching
4.8.10. Configure L3 Routing
4.8.11. Configure security settings per the design and workshop
4.8.12. Configure Analysis tools, alerts, and monitoring
4.8.13. Configure Syslog, NTP and other miscellaneous management settings
4.8.14. Deploy remaining configurations as determined in the design/workshop
4.8.15. Configure existing production switches in the Data Center
4.8.16. Core Configurations, as needed
4.8.17. Develop with the City an orderly, low-risk sequence of moves for converting
the Core switching
4.8.18. Perform backups of existing Core switch configurations
4.8.19. Complete City-provided test plan
4.8.20. Remediate deficiencies of in-scope outcomes
4.9. Post-Installation Support - Vendor Responsibilities
4.9.1. Provide two (2) hours onsite, Post-Installation support at the start of the first
business day following each cutover
4.9.1.1. Please provide an optional quote to provide a full day Post-
Installation support for the first day.
4.9.2. Provide Post-Implementation Documentation:
4.9.3. Update Documentation with all design and configuration completed, utilizing
existing City files, as able
4.9.4. Provide Inventory worksheet of all installed and de-installed equipment
4.9.5. Provide user guides for any recommended ongoing maintenance
4.9.6. Knowledge Transfer – A minimum of 8 hours of knowledge transfer to City staff
in onsite workshop and design review sessions.
4.9.7. The selected Vendor will review the City’s current network configuration, and
provide suggested configurations for the following devices:
4.9.7.1. Routing updates to incorporate new VLANs
4.9.7.2. Network Closet Switching
4.9.7.3. Data Center Switching
4.9.7.4. UPS (if anything needed to prioritize VoIP switches, routers,
gateways or servers)
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4.9.8. In conjunction with the City’s Project Manager and Key Stakeholders, the
selected vendor’s Professional Services team will participate in the development
an overall installation schedule, which will incorporate the following:
4.9.8.1. Configurations provided by the vendor
4.9.8.2. Installation and implementation, provided by the City
4.9.8.3. Vendor review and testing of completed configurations for
proper functionality
4.9.8.4. City revisions after vendor review
4.9.8.5. Final testing by the vendor for proper functionality
4.9.9. Perform Facilities Survey of all site MDF and IDF closets to verify the following
parameters (this section is for the installation of Data Network Switch
equipment, and VoIP equipment - phone gateways, servers and related
equipment:
4.9.9.1. Evaluation rack space availability
4.9.9.2. Advise City on how to include VoIP equipment in SFP and
stacking needs
4.9.9.3. Identify and remove existing obsolete telephone equipment for
City disposal.
4.9.9.4. Determine VoIP installation labor effort
4.9.9.5. Review City plan for UPS equipment and select UPS connection
to VoIP equipment
4.9.9.5.1. Select Wall, Floor, or Rack, with a preference for Rack
mounting
4.9.9.5.2. Determine Available Power Outlets and existing PDU plugs
4.9.9.5.3. Connection of VoIP equipment (only) to UPS units. City plans to
have other router, switch and data center switch equipment
connected to UPS units already.
4.9.9.6. Propose adjustments to the Bill of Materials for SFPs, cabling,
or other needs based on assessment of actual conditions,
pending review and approval by the City as Change Order(s) –
only if needed.
4.9.10. Provide Configuration information for best practices security and management
4.10. Network Design and Switch Installation - City Responsibilities
4.10.1. Provide overall design goals and objectives for the project
4.10.2. Provide the following design assets:
4.10.2.1. Standard switch configuration requirements per site
4.10.2.2. IP address and Subnet information
4.10.2.3. Data Center and remote site VLAN definition and priorities
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4.10.2.4. Network Diagrams
4.10.2.5. Port Mapping guidelines (existing to new)
4.10.3. Provide VLAN & subnet information for all network components and segments
4.10.4. Provide detailed design documentation:
4.10.4.1. All tele/data closet configurations
4.10.4.2. Create, with selected vendor, the design documentation for
the Data Center switching components and answer any
questions related to the overall design.
4.10.5. Signoff and approve all network design changes/recommendations
4.10.6. Install routers, switches, data center switches and UPS units.
4.10.7. Provide new, appropriately-sized patch cables, with exceptions to this term
reviewed and agreed to by all parties
4.10.8. Recommend sufficient Power and Power Outlets for all VoIP equipment. City
Electrician to perform the electrical work. City to coordinate between City
electrician and vendor regarding installation schedule
4.10.8.1. Vendor to notify City of required electrical work.
4.10.9. Provide HVAC for all equipment
4.10.10. Confirm that purchased equipment meets 110V or 208V power, based on
availability
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5. Telecom System Specifications
Telecommunications System RFP Specifications and Proposal
Requirements
This section of the RFP contains the specifications and details regarding the City’s
Telecommunications system requirements.
5.1. General Instructions
5.1.1. Written proposals are required by the City for a state-of-the-art
telecommunications system as described in the sections below.
5.1.1.1. The proposal, estimated to be awarded in September, 2019, will
be confirmed by a purchase order issued to the successful
vendor.
5.1.1.2. The proposal will be awarded based on the overall proposal and
in the best interests of the City. Prices should be shown for
each line item.
5.1.1.3. The City reserves the right to accept the proposal that is, in its
judgment, the best and most favorable to the interests of the
City, to reject the low price Proposal, to accept any item of any
proposal, to reject any and all Proposals, and to waive
irregularities and informalities in any proposal submitted or in
the Request for Proposals process.
5.1.1.4. Equipment must be new and fully eligible for manufacturer’s
warranty. F.O.B. inside delivery, City of Azusa, 809 Angeleno
Blvd., Azusa, CA 91702.
5.1.1.5. Freight should be included in the unit price. Inside delivery to
the City. Pallets must be broken down and boxes
disposed of by the selected vendor.
5.1.1.6. The City cannot represent or guarantee that any information
submitted in response to the RFP will be confidential. If the City
receives a request for any document submitted in response to
the RFP, the City’s sole responsibility will be to notify respondent
of a request for such document to allow the respondent to seek
protection from disclosure in a court of competent jurisdiction.
No documentation will be provided under FOIA until the contract
has been awarded.
5.1.1.7. The proposal shall constitute a binding offer to sell the above-
noted product(s) to the City and may not be withdrawn once the
City has awarded the contract to the successful vendor.
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5.2. Instructions to Proposer
5.2.1. General – The City is seeking a state-of-the-art, highly reliable
telecommunications system that will provide enhanced features and provide the
City with superior service at a reasonable cost.
5.2.2. Any proposal for a new telecommunications system must use survivable remote
technology for all locations from the primary City telecommunications system.
5.2.3. System Proposals - Under this procurement, the City will accept proposals for
replacement equipment for the locations mentioned in this document.
5.2.4. Please list each location separately in your proposal showing proposed
equipment and costs.
5.2.5. Vendors may propose Voice over Internet Protocol (VoIP) systems. The system
shall provide the following high-level features and applications:
5.2.5.1. Capable of supporting PRI services for inbound and outbound
Public Switched Telephone Network (PSTN) services.
5.2.5.2. Capable of supporting SIP services for inbound or outbound
Public Switched Telephone Network (PSTN) Services.
5.2.5.3. Capable of supporting analog PSTN services.
5.2.5.4. Capable of providing a single centralized voice mail system
accessible to serve all users.
5.2.5.5. Capable of providing duplicate survivable core systems (Voice
and Voicemail) to connect the 2 major locations.
5.2.5.5.1. The intended operation is that the system provides
redundant CPU, Power supplies and software operation
services between the 2 major core sites and can provide the
needed fail-over.
5.2.5.5.2. All of the systems must function as if they were one.
5.2.5.6. Capable of providing shared access to local inbound and
outbound and long distance inbound and outbound services
provided by carriers selected by the City.
5.2.5.7. The City’s IT Operations are currently virtualized using VMWare.
The City is open to both virtualized and non-virtualized solutions.
5.2.5.7.1. As part of the base proposal, please propose the system
with you providing all needed servers and hardware, not
using the City’s virtual software or hardware environment.
5.2.5.7.2. As an option:
5.2.5.7.2.1. Please propose a solution using the Virtualized approach
that includes all hardware and software for the
virtualized VM Ware deployment for the proposed VoIP
system.
5.2.5.7.2.2. Please propose a solution using the City’s existing
VMWare Environment.
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5.2.5.7.3. Please provide detailed information regarding the proposed
system regarding current or future plans to operate in a
virtual environment using VMWare.
5.2.5.8. Unified Messaging: The proposed system should provide the
ability for the City to integrate voicemail and email Office 2016
or Office 365 features and services. It is the responsibility of
the Respondent to define their offering, and to provide a
solution that addresses the convergence of voicemail, email, fax,
and other messaging systems. Systems to be addressed will
include those provided under this RFP, and messaging systems
maintained by the City.
The City will be implementing either Office 2016 or 365
after the implementation of the new
telecommunications system. Vendors should plan to
return to the City 9 to 12 months after the system
implementation to complete the installation and staff
training of the unified communications tool.
5.2.5.9. Telephone System Paging Function: The proposed system
should also provide the ability for users with the appropriate
rights to perform paging through the speakers on the
telephones. The System shall include the feature and ability for
a user to dial a code and page through all phone speakers or a
zoned subset of speakers on the phones installed in the specific
location.
5.2.5.10. External Paging System Access: The City has existing
external paging systems in some of the buildings. The proposed
System shall include the feature and ability for a user to dial a
code, access the external paging system and page through all
speakers or a zoned subset of speakers.
Please provide a description of how the proposed system can
duplicate that functional operation.
5.2.5.11. System Administration: A single point of management from
any point on the network for all components including the IP-
PBX, voicemail, auto attendant, ACD and unified messaging
system, and other ancillary systems is preferred. The
management interface shall provide the capability and flexibility
for rapid, efficient, and cost-effective configuration changes to
user profiles and IP telephone equipment through a standard
browser-based interface. System “Self Diagnostics” and trouble
reporting shall also be described.
5.2.5.12. Capable of providing unified messaging services.
5.2.5.13. Capable of providing analog telephone station, fax, modem,
and overhead voice paging connectivity.
5.2.5.14. Capable of providing auto-attendant and dial-directory
functionality for all locations.
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5.2.5.15. Capable of providing the hardware and software tools
necessary to allow effective management of all communications
systems from one location.
5.2.5.16. The City is also seeking maintenance and ongoing
enhancement and other support services from the selected
provider; however, the City wishes to manage the day-to-day
adds, moves, and changes internally. The City may wish to
manage the system remotely, please describe how this
application would work and how you would address security.
5.2.6. Configuration
5.2.6.1. This specification section provides further sizing, component,
feature and function specifications necessary for the proposer to
develop system pricing that must be detailed. However, all
proposers should note the following:
5.2.6.1.1. The component quantities detailed are not necessarily the
final quantities the City will purchase. Exact quantities may
increase or decrease subsequent to the release of this
document.
5.2.6.1.2. While the pricing information provided in response will be
used to evaluate the various proposals received, the City will
not enter into a contract for those quantities upon contract
award, however the detailed component pricing must be
valid for 120 days from date of the proposal. Component
price decreases are acceptable, but price increases will not
be allowed.
5.2.6.2. After the contract is awarded by the City to the successful
vendor, the selected vendor must conduct a thorough and
complete on-site station review. This station review process,
performed by the selected vendor, will identify the following:
5.2.6.2.1. The type and quantity of all telephone stations, by City
location, to be installed for City users during the
implementation process.
5.2.6.2.2. Conduct Departmental meetings to gather the telephone
station programming, by user, including, but not limited to,
telephone numbering, programmed features, call flow,
recordings, detailed automated attendant operation, and
voice mail capability.
5.2.6.2.3. Detailed voice system security plan that addresses the
liabilities of the proposed system. Each system may require
different protection measures; it is our expectation that the
selected vendor will provide recommendations regarding
protection of this system in the City’s environment.
5.2.6.2.4. The PSTN network interface information by customer
location to provide for local, long distance, E911, and intra-
organization calling.
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5.2.6.2.5. The information developed through the station review
process will be provided to the City both electronically and in
hard copy. The selected vendor will detail the design to the
City and gain the City’s acceptance before proceeding.
Phased implementation will follow.
5.2.6.2.6. The Selected vendor is required to provide complete system
documentation regarding the installed equipment. This
information shall include system programming binders, pass
word listings, one-line drawing of system connectivity with
the data network and WAN, etc.
5.2.6.2.7. The City will not be responsible for any equipment order
placed by the vendor prior to the completion and acceptance
of the station review process.
5.2.7. Intent of Request-for-Proposal
The primary intent of this document is to provide the vendor with a
reference point to design a complete telecommunications system that will
satisfy the objectives of the City. The specifications provided herein are
intended to facilitate the communications of the requirements of the City
and are to be considered as the minimum requirements. These system
details do not relieve the vendor of any responsibility for providing a
technically and operationally workable system.
5.2.8. Format of Response
5.2.8.1. The proposal should follow the same outline as this Section of the
RFP. Thus, each numbered section starting at the beginning should
have an appropriate response such as “read and understood and
included” or the pertinent information requested.
5.2.8.2. The proposer should address each point listed in the document
directly below the numbered point. In this way, the City will be able
to discuss the specific information requested and review the specific
response without a cumbersome matching process. This includes all
sections and points in this RFP.
5.2.9. Vendor Company Information
5.2.9.1. Please provide a description of your company background to
include the following:
5.2.9.1.1. Company financial statements
5.2.9.1.2. Age of company
5.2.9.1.3. Length of time in the telecom industry
5.2.9.1.4. Company ownership
5.2.9.1.5. Relationship with the proposed system’s
manufacturer
5.2.9.1.6. Number of employees
5.2.9.1.7. Number of office locations
5.2.9.1.8. Address of the nearest location to the City
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5.2.9.1.9. Address of your local office responding to the RFP
5.2.9.1.10. Specific company representative assigned to be our
contact, including name, address, phone, fax and
email
5.2.9.1.11. Has your company experienced a workforce
reduction in the past 5 years?
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5.3. Voice Requirements
5.3.1. System Locations – Overview - The City is replacing its existing telephone
systems at the locations detailed in the Table below.
5.3.2. Under this procurement the City will accept proposals for a VoIP solution from any
manufacturer capable of meeting both the voice and data communications
requirements detailed in this proposal.
Location Street Address WAN Connection Survivable
City Hall –Auditorium 213 E. Foothill Blvd. Fiber Yes-Included w/PD
City Hall 213 E. Foothill Blvd. Fiber Yes
City Hall – West Wing 213 E. Foothill Blvd. Fiber Yes – Included w/CH
City Yard – Azusa Substation 809 N. Angeleno Fiber Yes
City Yard - PW Crew 809 N. Angeleno Fiber Yes
City Yard – PW Garage & Stores 809 N. Angeleno Fiber Yes
City Yard – PW Office & Transportation 809 N. Angeleno Fiber Yes
Electric Yard 1020 W. 10th St. Fiber Yes
Gladstone Yard 710 W. Gladstone St. Fiber Yes
Gladstone Yard Warehouse 710 W. Gladstone St. Fiber Yes
Kirkwall Substation 1160 W. Gladstone St. Fiber Yes
Library 729 N. Dalton Fiber Yes
Light & Water 729 N. Azusa Ave. Fiber Yes
Police 725 N. Alameda Fiber Yes
Recreation 340 N. Orange Place Fiber Yes
Senior Center 740 N. Dalton Fiber Yes
Treatment Plant 1870 Ranch Rd. Fiber Yes
Treatment Plant Warehouse 1870 Ranch Rd. Fiber Yes
5.3.3. System Configuration – Current - Voice communications services today for
the facilities are primarily provided through PRI service.
5.3.3.1. The City may convert to SIP services. Please quote the
requested SIP software, hardware and labor as an option. The
counts listed for SIP services are the required simultaneous
conversations
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5.3.4. System Configuration – Quantities for Purposes of the RFP
5.3.4.1. The proposed system must be configured to provide the
quantities detailed in Table below:
Station
- Type
1
MOH Station
- Type
2
Station
- Type
3
Station
– Type
4
Station
– Type
5
Paging
Access
ACD
Seats
ACD
Supervisor PRI Optional
SIP
POTS
Lines
(Backup)
City Hall –Auditorium 1 1 1
City Hall 1 20 3 1 3 1 1 1 (20) 1
City Hall – West Wing 2 1 29 6 2 1 1
City Yard – Azusa Substation 1 1 1
City Yard - PW Crew 1 9 1 1
City Yard – PW Garage & Stores 1 1 3 1
City Yard – PW Office & Transportation 1 9 1 1 1
Electric Yard * 4 1 10 1 1 1
Gladstone Yard 1 3 1 1
Gladstone Yard Warehouse 1 1 1
Kirkwall Substation 1 1 1
Library 2 1 18 1
Light & Water 1 40 4 3 1 25 3 1 1 (20) 1
Police * 31 1 75 1 2 1 1
Recreation 1 14 1 1
Senior Center 2 1 11 4 1
Treatment Plant 1 3 1 1
Treatment Plant Warehouse 1
Spares 15 1
Total 37 16 262 23 1 13 5 25 3 2 2 (40) 20
*some wall mount phones outside buildings in protective case
5.3.5. Telephone station requirements
5.3.5.1. Type 1 – Single-line analog station ports.
5.3.5.1.1. These Ports will terminate in existing Modems, Fax
Machines, Lift Stations, 6 Non-Emergency Police Lines
connected to the City’s PD Dispatch System, etc.
5.3.5.1.2. 2 of these analog station ports will be used to connect 2
existing wall mounted ring down phones mounted at the
Police Department and Senior Center. The phones
automatically dial a specific number when a user lifts the
handset.
5.3.5.2. Music On Hold (MOH) Ports
5.3.5.3. Type 2 – A minimum of 8-lines and display plus 8
programmable features, plus fixed or flexible feature keys for
message retrieval, conference, forward, transfer and hold
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capabilities, message waiting notification, headset
connectivity, a multi-line display, and a speakerphone.
5.3.5.4. Type 3 – A minimum 16-line telephone with a multi-line
display plus 8 programmable features plus fixed or flexible
feature keys for conference, transfer, forward and hold
capabilities with a speakerphone.
5.3.5.5. Type 4 – Side Cars – Provide 24/48 button Busy Lamp Field
(BLF) and Direct Station Selector (DSS) functionality. Button
functionality 24/48 Button capacity.
5.3.5.6. Type 5 – Conference Room Station. High quality speaker
phone designed to provide communication services in
conference rooms of various sizes throughout City locations.
Wireless phone to base application preferred. (i.e. Polycom
Sound Station 2W – type of operation)
5.3.5.6.1. Please note – this does not require you to propose only the
Polycom example. This example was used to illustrate the
operation the City prefers. If other speakerphones are
proposed, we will review their operation accordingly.
5.3.5.7. Vendors are asked to make sure the count of any type of ports
for these conference room phones are included in the system
design, regardless whether they are IP or Analog stations.
5.3.5.8. Telephone sets must be provided with a minimum of a
10/100/1000 switch port.
5.3.5.9. The pricing section will require pricing on all models of currently
available station equipment.
5.3.5.10. Please provide detailed description of the digital displays
included with the proposed station hardware. Specifically, we
are interested in station sets that provide easily viewable
displays with contrasting shades or colors for easy viewing.
5.3.5.11. Wireless Headset Tools – Please provide the operational details
and cost for a wireless headset solution to potentially be
deployed in various departments in the City. Please describe
the headset’s functionality as it relates to providing the ability
to answer calls, place callers on hold, and transfer calls using
controls on the headset itself.
5.3.5.12. WiFi Wireless Handset – The City is interested in the potential
use of telephones that can provide wireless handset mobility.
Please describe the capability and whether the proposed system
can provide this capability.
5.3.5.13. Vendors are required to include all new telephone sets in the
proposal as included with the proposed system.
5.3.6. PSTN Trunking Requirements
5.3.6.1. The proposed system must be able to allow both SIP and PRI
circuits to terminate directly into proposed equipment. The
intent is to utilize PRI or SIP as the primary inbound / outbound
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local service facility. The quantities and locations of PRI/SIP
terminations are detailed in the equipment Table above.
5.3.6.1.1. Please propose the system with software, equipment and
labor for SIP services as an option.
5.3.6.2. The systems must be configured to provide analog trunking, as
detailed by location in the Table above. The analog trunks will
provide back-up connectivity in the event of a PRI or WAN
failure. The analog trunks, regardless of their location, must be
able to work interactively with the PRI services such that the
analog facilities are part of the normal inbound/outbound traffic
pattern.
5.3.6.3. The systems must be configured to provide analog trunking, as
detailed by location in the Table above. These lines will also be
used to provide local address information to the PSAP in the
event 911 is dialed. The proposed server or gateway for each
location must be able to use these local lines for this 911 location
identification function.
5.3.6.4. Each location as indicated in the Table above will have additional
analog facilities to provide PSTN access in the event of a PRI,
WAN, call processor, router, or any other hardware or software
failure of the system. The City is only interested in systems that
can provide survivability using these lines.
5.3.6.5. Extension of Teleco DMarc – The telephone company point of
demarcation for telecom services in the Light and Water building
is not in the data center. The City would like to move the
DMarc to the Light and Water Data Center and install the
telephone system in the data center. The City may require
additional assistance to extend the telephone company Dmarc.
5.3.6.5.1. At the conclusion of the pre-proposal vendor conference, the
City will conduct a site review of the Light and Water data
center and the City Hall data center.
5.3.6.5.2. Please include a quote for you to extend the connections
from the existing Dmarc to the Light & Water data center
5.3.7. Required Features – The following features are required.
5.3.7.1. The City requires the proposed system to provide the following
required features. For each feature listed, indicate if the
feature is “standard” or “optional”. In a table, please
provide a separate, detailed itemization of any feature listed as
“optional” and the price to provide the feature.
5.3.7.2. Also, include any feature indicated as “optional” in the
itemized pricing. The feature descriptions are intentionally
generic. If the proposed system is incapable of providing a
specific functionality as described, provide a detailed explanation
on any alternatives available in the proposed system to provide
similar functionality.
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5.3.7.3. Abbreviated Dial with Off-Hook Indications - Capability to have a
visual indication of the off-hook condition of another station and
then automatically dial that station through the depression of an
associated key.
5.3.7.4. Account Codes
5.3.7.5. Alarm Indication on Attendant Console
5.3.7.6. Automatic Recall – Calls placed on hold recall to the station
that placed them on hold after a predetermined time.
5.3.7.7. Automatic Call Back - Describe the trunking application of this
service. Will auto-callback queue for a trunk group? Must all
callers accessing the trunk group be offered callback queuing?
5.3.7.8. Automatic Hold - On a multi-line telephone, when a called
party on an active line answers a second line, the first call is
put automatically put on hold without the called party
depressing a hold button.
5.3.7.9. Call Coverage
5.3.7.10. Call Forward-Busy
5.3.7.11. Call Forward-No Answer
5.3.7.12. Call Forward-Variable
5.3.7.13. Call Forward-External Telephone Number - How is this feature
activated? Can a remote user deactivate the feature? Can a
remote user invoke the feature? Can a remote user program
a new external target? Can the system detect a busy/do not
answer condition at the external target, and then route to a
different, pre-defined, internal or external target?
5.3.7.14. Call Forward-All Calls
5.3.7.15. Call Hold
5.3.7.16. Outbound Caller ID – Outbound Caller ID – Ability to assign
outgoing caller ID individually by station. For example, the
customer service group may need to send out the main list
number, while the accounting and finance groups may choose
to send out their own DID number on outgoing calls.
5.3.7.17. Incoming Caller ID – Please define the proposed system’s
capabilities to provide incoming caller ID.
5.3.7.18. Call Park
5.3.7.19. Call Pickup (Directed and Group) - Please describe any
limitations regarding the number of telephones that can be
included in a single pick up group. Please describe any
limitations on the number of pick up groups the system can
provide.
5.3.7.20. Call Routing - Describe in detail the programming sequence for
routing busy and unanswered calls. How many destinations or
targets (i.e., if A is busy go to B, if B is busy go to C, if C is
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busy go to D, etc.) can be programmed for external calls? For
internal calls? Can the routing be different for external and
internal calls? Can different routing sequences be employed
dependent on time-of-day? Day-of-week? Can a routing
sequence have first an external target, and if that target is
busy or does not answer, then look to an internal target?
5.3.7.20.1. Can routing to voicemail greetings be different for internal
and external calls?
5.3.7.21. Call Transfer (Screened and Unscreened) - Specify any
limitations on the retention of caller ID, trunk group ID, or
DNIS ID information in transferring. That is, will there ever be
a loss of caller identification because of multiple transfers of a
single call? If so, specify the information that will be lost and
after how many transfers will the loss occur.
5.3.7.22. Call Waiting Indication (Visual and Audible)
5.3.7.23. Camp-On (from Other Extensions)
5.3.7.24. Class of Service (COS) - The system should allow a system
manager to set access privileges for each extension.
5.3.7.25. Standard Conferencing - What is the total number of callers
that can participate in a conference call? How many internal
callers? How many external callers? Is there a limit on the
number of conferences occurring simultaneously in the
proposed system? If so, what is the limit?
5.3.7.26. Conference Bridge – Please provide a proposal for a
Conference Bridge including the needed equipment and
operational software to provide a conference bridge to allow 8
to 10 conference participants. Please itemize the cost of the
system in the Optional Equipment table later in the RFP.
5.3.7.26.1. The City will not be converting to Office 2016 or 365 until 9
to 12 months after the installation of the new
telecommunications system. Vendors should plan to return
to the City to install this bridge and train the City if
integration with office 2016 and 365 is include in the
proposed system functionality.
5.3.7.27. DNIS Compatibility
5.3.7.28. Distinctive Ringing – Is there a different ring tone for internal
vs. external call?
5.3.7.29. Directory - Describe the capability of the proposed digital / IP
station sets to provide a name database look-up through the
display. Is there a single key depression dialing of a name
appearing in the display? Is this functionality transparent
between systems?
5.3.7.30. Do Not Disturb
5.3.7.31. Executive Busy Override
5.3.7.32. Incoming Line Identification
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5.3.7.33. Hot Desk Operation – Allow system users to log in and log out
of telephones throughout the system.
5.3.7.33.1. Initially, the City anticipates potentially 20 users
throughout the City who will use this feature. These users
could be logging into the system at all locations.
5.3.7.34. Paging and Intercom Operation – Proposed VoIP System – The
system should provide the ability for the City to define specific
stations to be included in an intercom.
5.3.7.34.1. This system should also provide the ability for the City to
perform pages throughout the system using the speaker
on the telephones. The page groups would be defined for
each location.
5.3.7.34.2. Please explain the limitations (if any), additional software
needed to enable this function and proposed system
capabilities.
5.3.7.35. Last Number Redial
5.3.7.36. Line Privacy - When active, this feature should prevent all other
parties from breaking into a call.
5.3.7.37. Music on Hold - Music-on-hold must be applied on station
selective basis. System must support .wav, .mp3, .wmv, .m4a
files as the music source.
5.3.7.38. Mute key
5.3.7.39. Night Answer Mode
5.3.7.40. Paging Access
5.3.7.41. Priority Queuing
5.3.7.42. Remote Call Forwarding – Ability to invoke or change call
forward target from a remote location. That location may be
either another phone on the system or at a location not on the
system.
5.3.7.43. Remote Diagnostics/Remote Maintenance
5.3.7.44. Save/Repeat Dialing
5.3.7.45. Speed Dialing (System, Group, and Station – specify
quantities)
5.3.7.46. Station – to – Station Intercom - Capability to depress a
specific key, dial a two-digit code, activate a line associated
with a specific key on another station, and on answer establish
a talk-path.
5.3.7.47. Station-to-Station Paging – Please describe the options and
limitations regarding the proposed system’s ability to provide
paging functionality through the speakers on the proposed
phones.
5.3.7.48. Hands Free Answer Back – Optional Feature - Please
describe the proposed systems ability to provide this feature.
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When a page or intercom call is placed to a specific room or
phone, the calling person’s voice is heard through the speaker
on the phone that was called. Please advise if the system can
allow the called party to respond to the page or intercom call
by just talking back to the phone, without lifting the receiver
or pushing a button on the phone.
5.3.7.49. Station Hunting – Circular - Busy station has a specific station
to which calls are routed and hunting sequence is identical
each time a call occurs. That is, station A hunts to B, which
hunts to C, which hunts to D.
5.3.7.50. Station Hunting – Distributed - Busy station hunts to a group
of stations, and the hunting sequence are random. That is, A
hunts to B, C, or D based on random selection.
5.3.7.51. Traffic Measurement/Traffic Reports - The proposed system
should provide basic traffic information and make this
information available through the System Management device
provided. This information should be sufficiently detailed so
that the proposed administration system can produce traffic
reports.
5.3.7.51.1. Blockage per trunk
5.3.7.51.2. Blockage per trunk group
5.3.7.51.3. Specific hunt group information
5.3.7.51.4. Feature utilization
5.3.7.51.5. Internal station to station calling
5.3.7.51.6. For the traffic measurement information listed above,
please answer the following questions:
5.3.7.51.6.1. How is this information made available?
5.3.7.51.6.2. Can the City develop customized reports? How long
can the system store the information before
customer retrieval?
5.3.7.51.6.3. If data storage is limited can the data be moved to
another media type and archived?
5.3.7.51.6.4. Please describe the recommended solution to
address this need.
5.3.7.51.6.5. What database or software tool format is used for
this data?
5.3.7.52. Transfer Call back to Attendant
5.3.7.53. Twinning – Please include the ability for the system to provide
twinning to interact with the City’s mobile devices. The
operation should allow City system users, while on a cell
phone call, to be able to arrive back at the office, dial a code
on the cell (or desk phone) and move the call to/from the desk
phone.
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5.3.7.53.1. Please quote the cost for 20 optional twinning licenses.
These will be used within various City locations.
5.3.7.53.2. If the proposed system includes this feature for all users,
please provide a confirmation statement here.
5.3.7.54. Unassigned Numbers - What happens when an internal caller
dials an unassigned telephone number? What happens when an
external caller dials an unassigned DID number? Please detail
all options.
5.3.7.55. Variable Ring-tones on Telephone Stations - How many ring-
tones are available on the proposed digital and/or IP
telephones? Can the user change the ring-tones? The system
must be able to add custom ring tones by user.
5.3.7.56. Voice Announce Intercom – Ability to dial a one or two digit
number and automatically connect to another phone in a hands
free mode.
5.3.7.57. Variable Call Recording – Ideally, the City would like the system
to allow internal or external calls to stations be recorded On
Demand from any station on the system and allows easy
access to retrieving these recordings. Please describe any
options for the proposed system to provide various levels of
recording dynamically vs. recording all calls.
5.3.7.58. OPTIONAL Call Recording System - Please include the costs
for a call Recording System.
5.3.7.58.1. Please describe how the proposed system stores the
recording, how they are indexed and how the City would
retrieve various call recordings.
5.3.7.58.2. Please describe the retention capabilities of the recording
system. Can recordings be set to be retained for X
number of days and automatically purged?
5.3.8. Optional Costs - Call Accounting System and Call Detail Reporting –
Please provide a proposal for a call accounting system. Please itemize the cost of
the system in the Optional Equipment table later in the RFP. Please provide the
following information regarding the proposed Call Accounting System:
5.3.8.1. Describe the specific relationship with the manufacturer.
5.3.8.2. Reports for the proposed call accounting system should
provide the ability for the City to obtain reports providing
calling activities for all stations, allocate calling expenses to
various departments, length of calls, frequency of calls to a
specific number, internal station to station calling, etc. Please
describe the functions of both the proposed system(s).
5.3.8.3. The proposed telecommunications system and Call Accounting
System should provide the ability for the City to obtain call
accounting information for both outgoing and incoming calls.
Please provide a description regarding how the system can
provide this function.
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5.3.8.4. The City would also like to be able to gather information
regarding internal station-to-station calling. Please describe
the proposed system’s capabilities to provide this capability.
5.3.8.5. Your description should also include any monthly costs.
Please provide details.
5.3.9. OPTIONAL - Advanced Call Center Tools - Cradle to Grave Reporting
Information – The City is interested in obtaining features or an adjunct system
to provide advanced call center tools and reporting capabilities and cradle to
grave call reporting. For your information – a comparable tool would be TASKE.
5.3.9.1. Please describe how the proposed system can accommodate this
feature and include an optional quote for this type of system.
5.3.10. OPTIONAL - ACD Features – the City prefers the proposed telephone system
to be equipped with the following ACD features. It is anticipated that this
feature will initially be used in the Light & Water Department and to provide a
similar functionality for other departments as listed in Table 3.3.1.
5.3.10.1. The Phone counts for the phones and ACD Seats are shown on
the system configuration table.
5.3.10.2. Two of the requested ACD seats should be supervisor licenses.
5.3.10.3. The City would like to build a combination of potentially one-
person ACD queues or be able to deploy a group of telephones
in the City Hall and/or various users throughout the system.
5.3.10.4. Please define what the proposed system will do when the agent
in a single person ACD group is logged out. Will the system use
an Automated Attendant to answer, will it forward or overflow?
Please provide a review of the options for the City.
5.3.10.5. The City would like the proposed system to allow for the ACD to
operate seamlessly throughout the City operation.
5.3.10.6. Agents/Staff logged on in at any site should be part of the same
ACD Split allowing statistics to be combined.
5.3.10.7. Due to the wide variety of system features, it is possible that the
proposed system might not have all the features listed below. If
this is the case, please provide an explanation on any
alternatives available in the proposed system to provide similar
functionality.
5.3.11. ACD Reporting - Include complete feature documentation including the following:
5.3.11.1. ACD Queue Projected Hold Time Announcements
5.3.11.2. ACD Queue Caller in Queue Count
5.3.11.3. ACD Queue should offer the callers in queue an option to
leave a message to be called back. The resulting message
should be placed in the queue allowing the caller retain their
original place in line. The system should then present the
message to the agent for the return call.
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5.3.11.3.1. Please provide information regarding how the return call is
presented to the agent and whether the system will
automatically place the call.
5.3.11.4. Archiving capability
5.3.11.5. Average Speed of Answer
5.3.11.6. Report generation capability for a system to support all
agents.
5.3.11.7. Real time agent status
5.3.11.8. “Wrap up” /”Reason” codes
5.3.11.9. Real time abandoned call report
5.3.11.10. Hold time for abandon calls (including short call abandon
report)
5.3.11.11. Easy access to historical information
5.3.11.12. Customizable reports (i.e. Crystal Reports, etc)
5.3.12. ACD Alerts
5.3.12.1. Agent Alerts – The City is interested in allowing the agents to
choose between either audible or visual alerts. Alerts should
provide the agent with notification of various conditions that
exceed certain City definable thresholds. Specifically, the
system should provide status of call, current and cumulative
group objectives, any queued calls, length in queue, etc.
5.3.12.2. Supervisors Alerts – The City is interested in allowing the
supervisors to choose between either audible or visual alerts.
Alerts should provide the supervisor with notification of various
conditions that exceed certain City definable thresholds.
5.3.13. Agent Licenses – The proposed system should include licenses necessary to
provide for agents, groups and supervisors as identified. As mentioned above,
2 of the licenses requested should be supervisor level.
5.3.14. ACD agents also answer calls directed to personal DID while logged in as an
agent. A call directed to an agent’s personal DID should follow pre-assigned
call routing if the agent chooses not to answer. Incoming caller ID information
for the next incoming call should be provided to the agent’s display while on a
call.
5.3.15. Dynamic Agent Assignment – Please describe the proposed systems’ ability to
allow the City to dynamically control agent assignment to various splits.
5.3.16. Agents in Multiple Groups
5.3.16.1. Does the proposed system allow agents to be logged in,
actively taking calls, in more than one split? If so, does this
require multiple log-ins? Multiple lines?
5.3.16.2. Is the agent provided notification prior to answer of which split
the call is coming from? If an agent is logged into two splits,
does that count as two agents in determining system
capacities?
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5.3.16.3. The City is interested in having report statistics captured and
stored at the agent level providing the capability to identify the
agents’ call volume by group and skill. Please describe how the
proposed system provides this capability.
5.3.17. Announcements
5.3.17.1. A single ACD split must be able to answer for multiple caller and
multiple applications. The City is interested in supplying
customized caller announcements in queue, based on the called
number.
5.3.17.2. Each ACD group must be provided with at least two (2)
recorded individualized recorded announcements
5.3.18. Disaster Recovery Issues
5.3.18.1. System Outages
5.3.18.1.1. When software maintenance is performed on the system, is
a restart required?
5.3.18.1.2. Typically, what will the duration of a system restart be for a
system of this size?
5.3.18.1.3. What, if any manual intervention is required for a restart?
5.3.18.1.4. In the event of a primary processor failure, is the system
configured with a backup processor? If so, describe the
processor failover procedure.
5.3.18.2. Disaster Back-up Service
5.3.18.2.1. Please indicate what resources are available to restore
service promptly if the equipment is damaged by a disaster
such as fire, flood, etc., or after a total system failure.
5.3.18.3. Software Back-up and Restoration
5.3.18.3.1. Describe the process for downloading the system software
to a back-up media. What is the recommended media? Do
you provide the media? Is the back-up process manual or
automatic? Do you provide a remote back up for the
telephony programming? The voicemail? Both? Can they be
backed-up simultaneously? On the same media? As part of
a maintenance contract will your personnel perform the
back up and keep off-site spare?
5.3.19. 911 Compatibility
5.3.19.1. Describe how the proposed system will provide street address
information to the local Public Safety Answering Point (PSAP).
Include any costs - software, equipment and/or telephone
utility – required to accomplish this notification. It will be the
responsibility of the selected vendor to provide for this
capability and demonstrate to the customer, through live
testing, this capability is operative prior to system cutover.
Please provide a quote for each of the 911 approaches below:
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5.3.19.2. 911 Type 1 – this will provide building and address specific
information to the PSAP.
5.3.19.2.1. Will provide on-network notification (to any endpoint on the
City data network)
5.3.19.2.2. Will provide notification to City-owned smartphone mobile
devices
5.3.19.3. 911 Type 2 – this will provide building and zone specific
address information to the PSAP.
5.3.19.3.1. Will provide on-network notification (to any endpoint on the
City data network)
5.3.19.3.2. Will provide notification to City-owned smartphone mobile
devices.
5.3.19.4. 911 Type 3 – this will provide building, room, cube, and
device specific address information to the PSAP.
5.3.19.4.1. Will provide on-network notification (to any endpoint on the
City data network)
5.3.19.4.2. Will provide notification to City-owned smartphone mobile
devices
5.3.19.5. Provide specific documentation indicating your proposed system
complies with all 911 regulations of the FCC, the State of
California. How can the proposed system provide for 911-
location notification by station number? As an option, provide
the necessary hardware and software to provide this feature.
Please include all relevant telephone utility costs.
5.3.19.6. Kari’s Law Internal 911 Notification- Please describe how the
proposed system can provide the needed internal 911
notification tools to address Kari’s Law as required by the US
Federal Government.
5.3.20. E911 Operations Integration / Police Voice Recorder Integration
5.3.20.1. There are 6 Non-emergency Police Department Lines. These
analog connections using DID telephone numbers terminate on
the existing Dispatch Screen. These lines appear as line
appearances on the screens of the dispatch terminals. These
station lines allow transfers from phone system to off-site
agencies. The City Records these non-emergency lines . High
Ground Call Recording System is used as recording system.
5.3.20.2. Interaction with 911 PBX
5.3.20.2.1. Our current Avaya Definity PBX interacts with the City’s
existing Dispatch 911 Phone system by handing off 6
analog extensions to the Dispatch system. These
extensions are used for console positions and Public Service
lines.
5.3.20.2.2. All phone positions are recorded on a Digital recording
system.
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5.3.20.2.3. The 911 Dispatchers answer calls on these lines throughout
the day,
5.3.20.2.4. The 911 phone connections are recorded on a voice
recorder. All calls on the sets are recorded, whether on a
911 line or on one of the Non-Emergency Dispatch Business
Lines.
5.3.20.2.5. OPTIONAL – Please provide an option to connect the
proposed VoIP telephones system to the existing Dispatch
system using an IP connection. The City will investigate
any needed modifications to the existing Dispatch system to
provide the connection.
5.3.20.3. High Ground Recording Integration
5.3.20.3.1. The Police Department uses a Recording Server to record
the following:
5.3.20.3.2. All calls on the 911 dispatch positions (analog)
5.3.20.3.3. All radio traffic (analog)
5.3.21. System Management - The following System Administration features and
capabilities, or functional equivalents, must be provided as part of the proposed
system. These features must be available at all locations.
5.3.21.1. Multiple Users - The system must interface to the Local Area
Network (LAN) and allow for access and change capability for
multiple, simultaneous users.
5.3.21.2. Printing Faceplates – The requirement to print face plates will
disqualify the proposed vendor and system.
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5.3.21.3. Inventory Information - The system must provide inventory
information on the number and type of telephone stations.
5.3.21.4. Trunking Information – the system must provide access to the
information required.
5.3.21.5. Alarm Notification – System must provide for an alarm system
that notifies both the remote maintenance center and the client,
if certain client-programmed system performance thresholds are
exceeded.
5.3.21.6. Recent and Past Change History - The proposed system must
provide documentation on both recent changes to an element of
the system (station, trunks, etc.) and all past changes to an
element of the system.
5.3.22. Training
5.3.22.1. Include in your proposal a detailed explanation of the training
you will provide for station users, as well as the management
and system administrators. Please indicate on which functions
the system administrator will be trained.
5.3.22.2. The system pricing detailed must include:
5.3.22.2.1. Classroom training, on working telephones, led by vendor
provided instructors, for all users, on-site at the City.
5.3.22.2.2. System programming, reporting, management, and
configuration training, led by vendor provided instructors,
for four management personnel.
5.3.22.2.3. Please describe additional system administration and
technical training that is available. Please include the
projected costs for the training classes, where they are
held, who provides them and if and what certifications
would be provided if the City’s staff completes various
levels.
5.3.23. Acceptance - The City requires an acceptance period of at least 30 days
subsequent to the completion of the Cutover. During this 30-day period the
system must perform without interruption of services and in compliance with all
representations offered in the vendor’s proposal. Should the system or other
associated devices fail to perform satisfactorily, the 30-day time frame for
acceptance will start over until such time as the system performance is
satisfactory for a period of 30 consecutive days. Final payment (including
change orders) will be withheld, and the warranty period will not begin, until
system acceptance.
5.3.24. Financial Information - Detailed pricing information is needed on the system.
Provide the following financial data:
5.3.24.1. The response MUST INCLUDE an itemized schedule of all
equipment and software for the proposed system. The pricing
quoted must include all activities necessary for a complete, turn-
key system, including, but not limited to:
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5.3.24.1.1. Complete installation of all system components and
software.
5.3.24.1.2. Complete programming of all system components and
software.
5.3.24.1.3. Complete testing of all system components and software
prior to system cutover, including QOS testing.
5.3.24.1.4. PSTN coordination including:
5.3.24.1.4.1. Coordination of PRI and/or SIP trunk installation with the PSTN
service provider selected by the City.
5.3.24.1.4.2. Coordination of calling plan to allow for four-digit dialing
between stations.
5.3.24.1.5. On-site station reviews and determination of user
requirements.
5.3.24.1.6. Full system configuration documentation provided to the
City to include all station features and function, complete
trunking configuration information, and complete call flow
information by station.
5.3.24.2. Cost detail for any non-standard features and optional items as
detailed in the system specifications.
5.3.24.3. Any additional charges which apply for shipping and handling.
Please specify dollar amounts.
5.3.24.4. A recommended payment schedule must be included. The
customer will not consider any proposal with a final payment,
due on acceptance of the system, of less than 25%.
5.3.24.5. Add/delete cost schedule for all system components, software,
and station equipment - details on addition or deletion of all
network components must be included. Include both pre-cut
and post-cut prices. Indicate how long the post-cut prices will
remain in effect. Pre-cut component pricing must remain in
effect through system acceptance.
5.3.24.6. Maintenance costs for the system for Year 1 and for Year 2, as
configured. Please show each year separately.
5.3.24.7. If there is a 3 year, multi-year maintenance contract available
that provides the City with additional discounts, please proposed
as an optional item and provide explanation of the proposed
arrangement.
5.3.24.7.1. The City requires the maintenance contract to provide
24x7x365 coverage.
5.3.24.7.2. Please describe any Parts Labor Warranty included in the
proposal.
5.3.24.7.3. Clearly specify the warranty period for all hardware and
software components.
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5.3.24.7.4. A specific maintenance cost must be clearly itemized for
business day service on all proposed equipment and
software.
5.3.24.8. Equipment Leasing Options – Provide the interest rate and
monthly lease rate factor for three-, five-, and seven-year
lease options.
5.3.25. Estimated Implementation Plan – Please provide an estimated
implementation plan with various milestones assuming the contract would be
awarded by the end of.
5.3.26. References
5.3.26.1. Provide at least three references of similar installed systems in
the area, using the tables provided below – expanding them as
necessary to include all relevant information. The references
must be for VoIP Enabled or VoIP system installations, multi-
locations customers, with a minimum of 300 telephone stations,
and a centralized voice mail system.
5.3.26.2. While you are free to provide any references, ideally, the City
would like to talk with other municipalities.
5.3.26.3. The City may wish to conduct site visits with one or more of the
references provided below.
5.3.26.4. Be advised, references are a major element of the customer’s
selection criteria.
Reference #1
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System
Description of Comparative System –
please be specific and detailed on
number of locations and phones
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Reference #2
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System
Description of Comparative System –
please be specific and detailed on
number of locations and phones
Reference #3
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative
System
Description of Comparative System –
please be specific and detailed on # of
locations and phones
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5.4. Voice Mail System
The City requires voice mail functionality as part of this procurement. The proposed
voice mail system must be compatible and integrate with the system being proposed.
The vendor is required to gather configuration information and provide a turn-key
installation.
The proposed system should allow the City to define a call coverage forwarding path
depending upon if the call to the station is an internal or external call. It should allow
the City to define by Station how the user would like his or her telephone to forward
to the coverage point or voicemail. A coverage point is defined as any other phone on
the system or the voicemail system. Please explain how the proposed system could
deal with this circumstance.
5.4.1. System Configuration
5.4.1.1. The City estimates a requirement for 370 initial users of the voice
mail system. Clearly indicate the number of simultaneous calls
the system will support as configured and the overall storage
capacity, in hours, as the system is configured.
5.4.1.2. 50 additional licenses will be Voicemail only and are included in
the 370 above. These voicemail boxes will be used for Police
officers and in other areas TBD.
5.4.1.3. The City provides Voicemail Boxes for many users throughout the
City operation that do not have specific phones and will be using
the Hot Desking operation to log in and log out of the system.
Please describe the operation of the voicemail system in this
environment.
5.4.1.4. The City prefers a non-blocking system but requires no less than
24 simultaneous calls.
5.4.2. Specify the maximum capacity the proposed system provides.
5.4.3. Features - Specifically, the proposed system must have the following features:
5.4.3.1. Announcement Boxes
5.4.3.2. Immediately light a message-waiting lamp on the appropriate
telephone when a message has been taken. This message
waiting indication must be noticeable.
5.4.3.3. Automatically turn the message-waiting lamp off when all the
messages have been heard and/or delivered.
5.4.3.4. Provide for automatically forwarding calls from a busy,
unanswered, or call forward telephone to the appropriate mailbox
without requiring the caller to dial a mailbox number or any
additional codes.
5.4.3.5. If the caller does not wish to leave a message, the proposed
system must allow the caller to escape from the voice mail
system to a pre-programmed extension number. The system
must allow for multiple targets for these “escape” calls. Does the
proposed system have any limitation on the number of targets
per system? Can the target be a telephone number outside the
proposed system?
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5.4.3.6. Allow an external caller to finish a message by simply hanging
up. Systems that require the caller to touch a key on the
telephone pad to save a message will not be considered.
5.4.3.7. Archive Messages - Describe the options for archiving stored
messages and the process to accomplish this function. Clearly
define the tasks of both station users and system administrators
in the archiving function.
5.4.3.8. Check Receipt of Delivered Messages
5.4.3.9. Does the proposed voicemail system capture caller ID allowing
the user to optionally hear the calling number?
5.4.3.10. Changeable Passwords
5.4.3.10.1. Can the user change passwords?
5.4.3.10.2. Can the user be forced to change passwords?
5.4.3.10.3. If so, can the administrator establish the frequency
of the change?
5.4.3.10.4. If so, by system or by station?
5.4.3.10.5. What is the minimum password length? Maximum?
5.4.3.10.6. Will the system provide a “lock-out” after input of
invalid passwords?
5.4.3.10.7. If so, is the number of invalid entries programmable
by the user? Or is it system controlled?
5.4.3.10.8. Can the voice mail password be the same as the
user’s network password?
5.4.3.11. Forward and Backward while Listening to a Message - Does the
proposed system provide the capability to allow a user, when
listening to a message, to skip ahead to a later part of the
message, or backward to a past part of the message? Please
be specific.
5.4.3.12. Guest Mailboxes
5.4.3.13. Group Mailboxes
5.4.3.14. Message Save
5.4.3.15. Message Delete
5.4.3.16. Message Pause
5.4.3.17. Message Privacy
5.4.3.18. Message Replay – explain the options available
5.4.3.19. Message Redirect and Comment
5.4.3.20. Message Respond
5.4.3.21. Message Retrieval Greeting - Explain the available options for
the system greeting the caller hears upon retrieving messages.
For instance, does the system indicate the number of
messages not yet heard?
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5.4.3.22. Message Rewind
5.4.3.23. Message Speed - Does the proposed system provide the user
the capability to speed up or slow down the replay of the
message?
5.4.3.24. Message Undelete
5.4.3.25. Mirrored Mailbox - Does the system provide the capability to
store the same message in more than one mailbox?
5.4.3.26. Outbound Notification of Messages - This feature must include
notification to a radio paging device, cellular telephone, email,
or other telephony equipment.
5.4.3.27. Priority Notification of messages - This feature must allow a
caller to select a priority or urgent status for message
notification, and then provide for an alternative notification
capability. For instance, a normal message may light a
message-waiting lamp, while a priority message will out-call to
a radio pager.
5.4.3.28. Priority Queuing of Messages
5.4.3.29. Recent and Past Change History - Describe the capabilities of
the proposed system to provide documentation on both recent
changes to an element of the system (mailbox, port, etc.) and
all past changes to an element of the system.
5.4.3.30. Skip Forward Through Messages
5.4.3.31. Personalized Greetings – Multiple – Provide (at a minimum) the
system users with the ability to have a greeting when there is
no answer at their phone and another different greeting when
they are on the phone, and explain any other options available.
5.4.3.32. Specifically, the City uses Temporary Absence Greetings
throughout the operation. Please describe the proposed
system’s capabilities regarding this specific feature.
5.4.3.33. Personalized Greetings – Menu - Will the system provide a menu
of options in an individual user’s greeting? For instance, “If your
call is about A, press 1. If your call is personal matter, press 2.”
If the caller selects 1, the message is recorded simultaneously in
two pre-selected mailboxes, or routed to a different mailbox
than if the caller selects 2.
5.4.3.34. Scheduled Delivery of Message
5.4.3.35. Speech Recognition - Can the proposed system provide
command access through user speech? If so, clearly describe
the functionality, features, limitations, and as an option provide
pricing for all required system hardware and software
components to implement this feature.
5.4.3.36. Message Distribution Lists - Please provide a detailed
explanation of the procedure for creating and broadcasting a
voice mail message to voice mail users in a distribution list.
Clearly define any limitations on the number of distribution lists
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per user and the number of users per distribution list. Can
distribution list be “chained” to effectively increase the number
of users per list? Is there a system-wide broadcast capability?
If so, how is it controlled and managed for sending and
receiving?
5.4.3.37. Remote Access - The system must allow users to access their
mailbox from outside of the system without the assistance of an
operator.
5.4.3.38. System Administrator Reports - Please indicate what types of
management reports are available with the proposed
equipment. Also, indicate if additional hardware/software is
required to generate the management reports.
5.4.3.39. The City requires these reports to be able to be obtained in both
printed and electronic format. Please indicate if this is included
and what the electronic format used. If the reports are in a
proprietary form, please describe any conversion process.
5.4.3.40. Please indicate whether the proposed voicemail system will
provide City with the ability to review voicemail box activity and
when each box was accessed. This feature may provide a
valuable tool to determine if voicemail boxes are being checked
and managed.
5.4.3.41. Variable Settings for Maximum Message Length
5.4.3.42. Time-of-Day Stamp
5.4.4. Training
5.4.4.1. Include in the proposal a detailed explanation of the training you
will provide for voice mail users, as well as the system
administrators. Please indicate on which functions the system
administrator will be trained. At a minimum these must include
station programming and system back-ups.
5.4.4.2. The system pricing detailed must include:
5.4.4.2.1. Classroom training, on working telephones, led by vendor
provided instructors, for all users. The City would like the
selected vendor to provide training classes for all system
users in class-room groups of 12 or 15 attendees.
5.4.4.2.2. The City will provide a conference room to conduct classes
and can provide the needed network switch for the training
phones to be connected. The City requires the selected
vendor to install the needed telephones for the training
sessions.
5.4.4.2.3. System programming, reporting, management and
configuration training, led by vendor provided instructors, for
four management personnel.
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5.4.4.2.4. Please describe additional system administration and
technical training that is available. Please include the
projected costs for the training classes, where they are held,
who provides them and what certifications would be
provided if the City’s staff completes various levels.
5.4.5. Automated Attendant Function – The City will use various Automated
Attendant functions for departments throughout the City to handle various types
of incoming calls. Direct Inward Dialing will be used in conjunction with this
function. The automated attendant should provide functions for the following:
5.4.5.1. After Hours Announcement and options.
5.4.5.2. Preprogrammed Alternative for Holidays.
5.4.5.3. Custom greetings for special events.
5.4.5.3.1. The City’s personnel want the ability to prerecord messages
and/or greetings for holidays, office closings, etc. and to
change from one greeting to another from a remote
location, not on the system. Please explain in detail how
this would be accomplished.
5.4.5.4. Provide various exits from the Automated Attendant.
5.4.5.5. The system must allow the caller to dial his or her choice at any
time during the message.
5.4.5.6. Does the proposed system require callers to end all commands
using the # sign? Please describe what the operation is and if
there are options regarding this item.
5.4.5.7. The City also uses the Automated Attendant at each location as
over-flow coverage in the event that local City Administrative
support is busy on another telephone call, the Automated
Attendant for that specific location answers the incoming call
and offers the standard choices defined by that location.
5.4.5.7.1. This is a required feature. Please describe the function and
how the proposed system provides this feature.
5.4.6. Message Integration
5.4.6.1. Currently the City uses Groupwise for email and will be
migrating to either Office 2016 or 365. The City will be
migrating to the new email platform over the next 9 to 12
months but will not be complete before the deployment of the
proposed telecommunications system.
5.4.6.2. Vendors should plan to return to the City 9 to 12 months after
the installation of the proposed system to complete the
installation of the unified messaging tool integrated with the
new email system.
5.4.6.3. Describe the proposed system’s capability to provide for
“unified messaging” using office 2016 or 365. Pricing for
unified messaging for all voice mail users must be included.
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5.4.6.4. Does the proposed unified messaging software integrate
directly with Outlook, Exchange Office 365 and Office
2016? Does it provide direct dialing from the Contact list? If
so, please describe how the products integrate.
5.4.6.5. Does the proposed unified messaging software integrate
directly with Outlook Office 365 and Office 2016? If so, please
describe how the products integrate and what mail protocol
options are available.
5.4.6.6. Which electronic mail protocol(s) does the Unified Messaging
system support?
5.4.6.6.1. IMAP, POP3, SMTP, others?
5.4.6.6.2. Please discuss the pros and cons of each in a Unified
Messaging environment with Office 365 and Office 2016.
5.4.6.7. When a voice message is received in a Unified Messaging
environment, will the entire voice message be transmitted to
Office 365 or Office 2016 in addition to header information? If
not, what will the user see in Outlook, Office 365 and Office 2016
when they have received a voice message?
5.4.6.8. Please describe where the voicemail messages will be stored and
whether the messages will be stored on a voicemail appliance or
the Office 365 or Office 2016 Environment.
5.4.6.9. Will the user be able to listen to voice messages through
Outlook, Office 365 and Office 2016?
5.4.6.10. In the experience of the vendor, on average, how much disk
space does an average message consume within Exchange,
Office 365 and Office 2016? Are any compression algorithms
available to reduce disk utilization?
5.4.6.11. Click to Dial Operation – Optional - Please describe how the
system can provide click to dial operation from various sources
including Outlook, Exchange, Office 365 and Office 2016 contacts
and other sources.
5.4.6.12. VMWare View Compatibility – The proposed desktop client
should be compatible with VMWare.
5.5. Redundancy and Disaster Recovery Issues
5.5.1. Redundant Operation - Please design the proposed system to provide the
ability to terminate existing PRI or newly installed SIP in City Hall and Light &
Water Department.
5.5.2. The system should be designed to provide the City with redundant operations
allowing these locations to be fail-over sites for each other both for telephone
operations and trunking.
5.5.2.1. The system(s) should also be configured to provide redundant
power supplies, CPUs, and Disk/Drive Operation for the
telephone and voicemail system.
5.5.2.2. Ideally the system should provide Hot-Swappable Disk Drives.
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5.5.3. Premise-Based Solution
5.5.3.1. It is the intent of this procurement to install the core of the new
systems in City Hall and Light & Water Department location as an
active failover.
5.5.3.1.1. Vendors should plan and design their system to allow the
proposed system to be able to be failed over from one data
center location to the other automatically.
5.5.3.1.2. Please provide an explanation of the proposed systems
capability to provide the active operation.
5.5.3.1.3. It is the intent of the City that, in the event of a failure of
one of the core system servers, no calls would be lost and
stations would re-register to the available server
automatically.
5.5.3.1.4. Can the servers be virtualized using VMWare. The City only
uses VMWare in their Data Centers.
5.5.3.2. The Proposed system should also have both back up power
supplies, CPU technology and Disk Drives.
5.5.3.2.1. Ideally, the system should provide hot swappable power
supplies and disk drives.
5.5.3.3. System Outages
5.5.3.3.1. When software maintenance is performed on the system, is
a restart required?
5.5.3.3.2. Typically, what will the duration of a system restart be for a
system of this size?
5.5.3.3.3. What, if any manual intervention is required for a restart?
5.5.3.3.4. In the event of a primary processor failure, is the system
configured with a backup processor? If so, describe the
processor failover procedure.
5.5.3.4. Disaster Back-up Service - Please indicate what resources are
available to restore service promptly if the equipment is damaged
by a disaster such as fire, flood, etc., or after a total system
failure.
5.5.3.5. Software Back-Up & Restoration - Describe the process for
downloading the system software to a backup media. What is
the recommended media? Do you provide the media? Is the
back-up process manual or automatic? Do you provide a remote
back up for the telephony programming? The voice mail? Both?
Can they be backed-up simultaneously? On the same media? As
part of a maintenance contract will your personnel perform the
backup and keep the off-site spare?
5.6. Hosted-Solution Proposals
5.6.1. If you are proposing a hosted solution your proposal must include:
5.6.1.1. The phone types listed in the RFP
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5.6.1.2. Trunking and line design as requested in the RFP
5.6.1.3. Detailed description of the design, connectivity to/from each
site
5.6.1.4. If you are using the City’s data network to distribute your
proposed hosted design, your proposal must include all
components necessary to deploy the design. (i.e. network
switches)
5.6.1.5. The proposal must include all features requested in the RFP
for users throughout the system.
5.6.1.6. If the use of any of these features is measured and priced by
the number of times the City uses the feature, your proposal
must include the incremental cost of the use.
5.6.1.7. The hosted solution must include the survivability for each site
as requested in the RFP. This means that if the internet or
WAN connection for an individual site is lost, the equipment
installed locally is configured to use a local POTS line as it’s
back up.
5.6.1.7.1. Routing of specific telephone numbers to cell phones is not
acceptable for recovery.
5.6.1.8. Pricing quotes should include any one-time costs and
monthly costs for the proposed service for each location.
5.6.2. Financial Information - Please provide the following financial data:
5.6.2.1.1. The response to MUST INCLUDE an itemized schedule of all
equipment and software for the proposed system. The
pricing quoted must include:
5.6.2.1.2. Complete installation of all system components and software
5.6.2.1.3. Complete programming of all system components and
software
5.6.2.1.4. Complete testing of all system components and software
prior to system cutover, including QOS testing
5.6.2.1.5. On-site, department by department interview meeting
station reviews and determination of user requirements
5.6.2.1.6. Full system configuration documentation provided to the City
to include all user features and function and complete call
flow information by station
5.6.2.2. Any additional charges which apply for shipping and handling.
Please specify dollar amount.
5.6.2.3. A recommended payment schedule must be included. The
customer will not consider any proposal with a final payment,
due on acceptance of the system, of less than 25%.
5.6.2.4. Add/delete cost schedule for all system components and
software. Include both pre-cut and post-cut prices. Indicate
how long the post-cut prices will remain in effect. Pre-cut
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component pricing must remain in effect through system
acceptance.
5.6.2.5. Maintenance cost for the system, as configured, after the
warranty period. Clearly specify the warranty period for all
hardware and software components.
5.7. Maintenance and Warranty
5.7.1. Warranty - Provide a copy of the warranty on the proposed system or a
narrative description of the provisions of the warranty.
5.7.2. Factory-Trained Personnel - Indicate the number of service personnel in the
San Gabriel Valley and Los Angeles area factory-trained to maintain the proposed
system, including the street address of the service location.
5.7.3. Qualified Personnel - Indicate the number of service personnel in the area
qualified to maintain the proposed system, including the street addresses of the
service locations. This should include factory-trained personnel, personnel trained
by the vendor and all other individuals who can perform technical services on the
system.
5.7.4. Service Centers - Provide the locations and hours of operation of the service
centers to be utilized.
5.7.5. The City may wish to conduct a site visit to the contractors’ Service Center.
5.7.6. Spare Parts - Provide a general listing of the spare parts available from each of
these service centers.
5.7.7. Maintenance Plans - Provide details on maintenance service arrangements for
the proposed system and the cost for any alternative available including
maintenance contracts and per-call maintenance. Provide the monthly
maintenance contract price based on the initial equipped configuration including
details on how this price is computed. The City is capable of performing some
basic maintenance routines. Please provide information on any charges
associated with customer provided maintenance.
5.7.8. Hourly Service Rates - Indicate the hourly rate the City can expect for service
not covered by warranty or service contract for each of the proposed systems.
5.7.9. Service Response Times – The City requires the selected vendor to include a
minimum of 4 hour emergency response time to emergency outages.
5.7.10. Maintenance Cost Escalation - Provide the rate at which the maintenance
contract costs are escalated including any contractual limits in escalation of
costs.
5.7.11. Modification Lead-Time - Specify the amount of lead-time required for moves,
changes, additions, and deletions.
5.7.12. Repair Response Times - Describe the expected and guaranteed response
time for “regular” and “emergency” services. Indicate what you define to be
“regular” and “emergency” service. Guaranteed response times of greater than
4-hours for emergency services, and next business day for regular services, will
not be acceptable.
5.7.13. Service Alternatives - Indicate the provisions for service and spare parts if
your business terminates, is subjected to a strike, or shutdown for any reason.
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5.7.14. Default - State what recourse is available if the proposed system does not
perform as quoted and the customer is faced with loss or interruption of service.
Be advised that some form of liquidated damages for non-performance and/or
system failure will be required in any final agreement.
5.7.15. Performance of Maintenance - Clearly identify if the proposer or a third party
will provide maintenance services. The City will require the right to reject any
third parties or sub-contractors under this agreement and in any event proposer
will be responsible for all maintenance services.
5.7.16. Remote Maintenance
5.7.16.1. Provide information on the capabilities of the system to interact with
the Remote Maintenance Center (RMC) of the proposer.
5.7.16.2. How does the system notify the RMC of a trouble?
5.7.16.3. What diagnostic capabilities does the RMC have?
5.7.16.4. Can the customer communicate directly with RMC personnel?
5.7.16.5. How frequent is the proposed system polled by the RMC for routine
maintenance?
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5.8. Pricing
5.8.1. Pricing - Expand the following tables as required to provide itemized,
component pricing for the proposed system to meet the requirements. The
component name should be clear and understandable, not a code or stock
number. The Discounted Price must be the actual cost the City will pay for the
component, not a list price with a summary discount at the end. Total Price
equals the Quantity times the Discounted Price. Please provide the options
for our current PRI solution as well as a SIP solution.
5.8.1.1. Telecommunications system as defined. Include all required
components.
Facility Qty Price Install Total
(List all component parts of the system)
City Hall –Auditorium
City Hall
City Hall – West Wing
City Yard – Azusa Substation
City Yard - PW Crew
City Yard – PW Garage & Stores
City Yard – PW Office & Transportation
Electric Yard
Gladstone Yard
Gladstone Yard Warehouse
Kirkwall Substation
Library
Light & Water
Police
Recreation
Senior Center
Treatment Plant
Treatment Plant Warehouse
Voicemail System
Unified Messaging
Sub-total – Hardware / Software
Shipping
General Install and Training
Tax Exempt
Total Purchase Price
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5.8.1.2. E-911 Station Locator Option Pricing
Solution Component - Name Qty Discounte
d Price Install Total
Type 1 (List all component parts of
the system)
Total Purchase Price
Migration Type 1 to Type 2
Migration Type 1 to Type 3
Type 2 (List all component parts of
the system) Shipping
Total Purchase Price
Migration Type 2 to Type 3
Type 3 T(List all component parts of
the system)axes
Total Purchase Price
5.8.1.3. Optional Equipment
Qty Total Price Install Total
(List all component parts of
the system)
Call Accounting System
Conference Bridge
Recording Device/System
SIP Trunking
Cradle to Grave Reporting
Contact Center Operations
5.8.1.4. Additional Telephone Station Pricing
Station Type Qty Total Price Install Total
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5.8.2. Lease Rates – Complete the following table for a $1 buy-out municipal lease to
finance the hardware/software costs of the proposed system
Term
Monthly
Rate
Factor
Effective
Interest
Rate
36-month Term
60-month term
84-month term
5.8.3. Maintenance Pricing – Using the following table, please provide a detailed
description and a maintenance quote that includes the following:
5.8.3.1. Software Upgrade Costs – Including Labor
5.8.3.2. Software Update Costs – Including Labor
5.8.3.3. Software Assurance – Including Labor
5.8.3.4. Hardware Coverage – Including Labor
5.8.3.5. Phone Coverage – Including Labor
Maintenance Support without Telephones
Component - Name Qty First Year
Maintenance Costs
Total Annual Second Year
Maintenance Cost
(List all component parts of the
system)
Total Maintenance Price
Maintenance Support with Telephone Coverage
Component - Name Qty First Year
Maintenance Costs
Total Annual Second Year
Maintenance Cost
(List all component parts of the
system)
Total Maintenance Price
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Maintenance Support 3 year Pre-paid Contract
Component - Name Qty 3 year Maintenance
Costs
(List all component parts of the
system)
Total Maintenance Price
5.8.4. Data Network Equipment List Bill Of Materials (BOM)
Data Network Equipment - Data Network Pricing – It is the City’s intent to use this
RFP procurement process to purchase both the new VoIP Telecommunications System and
Updated Data Network Equipment. The required data network equipment and UPS
equipment have been designed to provide for the current and future needs of the City for
both voice services and data networking.
The new design will continue to leverage the City’s existing fiber optic network, provide the
City with extensive redundancy between two data centers and will provide the City with
enhanced network speed performance and dependability
The City is in the process of finalizing the specific network equipment part
numbers to be included in the Data Network Equipment Bill of Materials (BOM).
The City will have the Network BOM Addendum available on July 16 as
Attachment B.
Vendors are asked to expand the BOM tables as required to provide itemized, component
pricing for the proposed system to meet the requirements of the proposed system for the
City. The component name should be clear and understandable, not a code or stock
number.
The Discounted Price must be the actual cost the City will pay for the component, not a list
price with a summary discount at the end. Total Price equals the Quantity times the
Discounted Price.
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5.9. Delivery and Installation
The City anticipates cutover of all locations to be completed by or before. Please
indicate whether this schedule can be met and identify the tasks, including site
preparation that the City and the vendor will perform and/or be responsible for in order
to accomplish delivery and installation of the system in this time frame. It will be
assumed that any task not specifically stated to be our responsibility would be that of
the vendor.
5.9.1. Implementation Plan - Within five days of contract award, the vendor must
provide a tentative implementation plan with dates necessary to place the system
into service. This plan must clearly identify the tasks and resource requirements
of the City during the implementation process.
5.9.2. Risk of Loss - Please state when the customer assumes risk of loss or damage.
5.9.3. System Physical Requirements - Please indicate the requirements for each
location, for:
5.9.3.1. Floor Spacing
5.9.3.2. Floor Loading
5.9.3.3. Wall Space
5.9.3.4. Environmental factors such as air condition and ventilation
5.9.3.5. Minimum size door opening required for equipment movement
5.9.3.6. Specify the electrical and grounding requirements for the
proposed system. Indicate what modifications will be needed,
if any, at the site to meet those requirements. Unless
otherwise stated, the vendor will be responsible for any
necessary modifications.
5.9.4. Equipment Reduction - Explain any penalty or liability charge for reducing
equipment or telephone instrument prior to and after installation of the proposed
system.
5.9.5. Equipment Delivery - The vendor will be responsible for making necessary
arrangements with the management of the building for delivery of equipment to
the premises. The vendor must comply with all building regulations regarding
hours, any delivery rigging and method and location of equipment delivery.
5.9.6. Manuals and Brochures - Please provide hard copies and electronic versions
the following as part of the proposal:
5.9.6.1. Station user’s manual (1 for each telephone)
5.9.6.2. Voice mail user’s manual (1 for each License)
5.9.6.3. Any other pertinent reference information
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5.9.6.4. The City expects the selected vendor to produce a short
version of the user guide to be provided to each system user.
This guide should be customized to provide steps to use the
features specific to the City’s system design and selected
feature group.
5.9.7. Manufacturer Relationship - Please describe your precise relationship with
the manufacturer of the proposed system (i.e., dealer, distributor, branch,
common parent, etc.) Proposers who do not hold primary full dealership status
with the proposed manufacturer and who are dependent on secondary
distributor arrangements to obtain product and direct access to manufacturer
level engineers are not acceptable.
5.9.8. Manufacturer’s Commitment - The vendor shall make a written commitment
to make available maintenance spares, trained personnel, and software support
to fully maintain the system for a period of ten years from the date of cutover.
If the vendor is other than the manufacturer, then a letter of similar
commitment from the manufacturer must be included in the proposal.
5.9.9. Warranty - The Proposer must guarantee all of the installation work to be
performed and materials to be furnished under this contract against defects in
materials and workmanship for a minimum period of one (1) year from the date
of final acceptance of the completed work. The Proposer shall, at their own
expense and without cost to the City and within a reasonable time after receiving
a written notice thereof, make good any defect in materials and/or workmanship
of the installation which may develop during the guarantee period. Any
associated damage to other items and/or finished surfaces caused by the defect
shall also be corrected by the Proposer to the satisfaction of the City and at no
additional cost.
5.9.10. Software Assurance – Maintenance and support quotes should include
software assurance protection for the City. Please itemize this cost.
5.9.11. Software Updates – Please describe the following regarding available software
upgrades:
5.9.11.1. How is the City notified of new software upgrades and tools
available for ALL the systems proposed?
5.9.11.2. Does your company require software updates at these intervals
or are they included/or optional?
5.9.11.3. Are software updates included in the maintenance contract?
5.9.11.4. In the case of VoIP solutions, do you provide
recommended/required software updates for all network
hardware in addition to the proposed system?
5.9.11.5. Please provide typical frequency of software updates on an
annual basis.
5.9.12. Test Plan - The Proposer will develop and execute a test plan and final walk
through with the owner’s project manager in attendance. The test plan and
walk through will include:
5.9.12.1. Testing of all connectivity between switches.
5.9.12.2. Random testing of port connectivity.
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5.9.12.3. Verification of each VLAN.
5.9.12.4. Verification of Internet access.
5.9.12.5. Integration between Voicemail and Exchange – Unified
Communications
5.9.12.6. Printed copies of all equipment configurations for the City’s
project manager review.
5.9.12.7. Conducting a final walk through inspection of the installation
with the City’s project manager and the preparation of a
punch list of items that need attention prior to final
acceptance.
5.9.12.8. Completion of the punch list items and the request for a final
acceptance walk through with the City’s project manager.
5.9.12.9. Final acceptance of the installation.
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6. Disclosures and Contractual Requirements
Please note that any exceptions to the following requirements, as well as other
sections, should be addressed in a separate section of the Vendor’s Proposal.
Bulletins and Addenda
Any bulletins or addenda to the RFP specifications issued during the period between issuance of
the RFP and receipt of RFP addenda are to be considered covered in the RFP and they will
become a part of the awarding contract. Receipt of bulletins or addenda shall be acknowledged
by the vendor in their RFP Proposal cover letter.
Rejection of Proposal
Proposals that are not prepared in accordance with these instructions to vendors may be
rejected or disqualified. If not rejected, the City may require the correction of any deficiency
and accept the corrected Proposal.
Acceptance of Proposals
The City of Azusa reserves the right to accept the Proposal that is, in its judgment, the best and
most favorable to the interests of the City, to reject the low-price Proposal, to accept any item
of any Proposal, to reject any and all Proposals, and to waive irregularities and informalities in
any Proposal submitted or in the Request for Proposals process.
Taxes
The City of Azusa is Tax Exempt for software only.
Compliance with Applicable Laws
Contractor agrees to comply with all applicable laws, regulations, and rules promulgated by any
Federal, State, City, Municipal and/or other governmental unit or regulatory body now in effect
or which may be in effect during the performance of the work. Included within the scope of the
laws, regulations, and rules referred to in this paragraph, but in no way to operate as a
limitation, are all forms of traffic regulations, public utility and Interstate and Interstate
Commerce Commission regulations, Workers’ Compensation Laws, Prevailing Wage Laws, the
Social Security Act of the Federal government and any of it titles, the California Department of
Human Rights, Human Rights Commission, or EEOC statutory provisions and rules and
regulations.
Indemnification
Vendor will agree to defend, indemnify, and save harmless The City of Azusa, its City Council,
employees and agents, from and against any and all claims, suits, actions liability, loss,
damage, expense, cost (including, without limitation, costs and fees of litigation) of every
nature, kind or description, which may be brought against, or suffered or sustained by, The City
of Azusa or its City Council, employees or agents caused by, or alleged to have been caused by,
the negligence, intentional tortuous act or omission, or willful misconduct of Vendor, its officers,
employees or agents in the performance of any services or work pursuant to this Agreement.
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Insurance
If the Proposal is accepted, vendors shall acquire and maintain Workers’ Compensation,
employer’s liability, commercial general liability, owned and non-owned and hired automobile
liability, and professional liability insurance coverage relating to Vendor’s services to be
performed hereunder covering City’s risks in form subject to the approval of the City Attorney
and/or City’s Risk Manager. The minimum amounts of coverage corresponding to the aforesaid
categories of insurance per insurable event, shall be as follows and as indicated in the attached
exhibit A Professional Services Agreement:
Insurance Category and Minimum Limits
Workers’ Compensation: statutory minimum. Vendor will certify that they are aware of the
provisions of the Labor Code of the State of California which require every employer to be
insured against liability for workers' compensation or to undertake self-insurance in accordance
with the provisions of that Code, and Vendor certifies that they will comply with such provisions
before commencing the performance of the work.
Employer’s Liability: $1,000,000 per accident for bodily injury or disease.
Commercial General Liability: $2,000,000 per occurrence and $2,000,000 aggregate for
bodily injury, personal injury and property damage.
Automobile Liability: $1,000,000 per accident for bodily injury and property damage
(coverage required to the extent applicable to Vendor’s vehicle usage in performing services
hereunder.)
Professional Liability: $2,000,000 per claim and aggregate.
Additional Insurance Provisions
Endorsements. For Commercial General Liability Insurance and Automobile Liability
Insurance, Vendor will ensure that the policies are endorsed to name The City of Azusa, its
Council, officers, boards, commissions, employees, and agents, as additional Insureds.
Cancellation. Insurance will be in force during the life of any final contract and any
extensions of it and will not be canceled without thirty (30) days prior written notice sent to the
City pursuant to the notice provisions of the final contract.
Failure to Maintain Coverage. If Vendor fails to maintain any of these insurance coverages,
then the City will have the option to declare Vendor in breach of the final contract, or may
purchase replacement insurance or pay the premiums that are due on existing policies in order
to maintain the required coverage. Vendor is responsible for any payments made by the City to
obtain or maintain insurance and the City may collect these payments from Vendor or deduct
the amount paid from any sums due Vendor under the final contract.
Submission of Insurance Policies. The City reserves the right to require, at any time,
complete and certified copies of any or all required insurance policies and endorsements.
Primary Coverage. For any claims related to the final contract, the Vendor’s insurance
coverage shall be primary insurance with respect to the City, its Council, officers, boards,
commissions, employees, and agents, and any insurance or self-insurance maintained by City
for itself, its Council, officers, boards, commissions, employees, or agents shall be in excess of
Vendor’s insurance and not contributory with it.
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Reduction in Coverage/Material Changes. Vendor will notify the City in writing pursuant
to the notice provisions of the final contract thirty (30) days prior to any reduction in any of the
insurance coverage required pursuant to this RFP or any material changes to the respective
insurance policies.
Waiver of Subrogation. The policies shall contain a waiver of subrogation for the benefit of
the City.
Termination for Default
In the event of a breach of any of the terms of this Agreement including the Contractor’s
warranties, the City may, at its option and without prejudice to any of its other rights, cancel
any undelivered work or material.
Professional Liability
In performing its professional services, the vendor will use the degree of care and skill ordinarily
exercised, under similar circumstances, by reputable members of its profession practicing in the
same or similar locality at the time the services are provided. The vendor covenants that it is
protected by professional liability insurance in an amount not less than $1,000,000 per
occurrence and $2,000,000 aggregate, and will provide certificates of insurance upon request.
Intention
The vendor shall, unless otherwise specified, supply all installation, conversion, training,
transportation, and incidentals necessary for the entire proper implementation of the selected
systems. In addition, the vendor shall be responsible for the implementation in a most
professional manner of all items as shown in the Proposal, stated in the specifications, or
reasonably implied, in accordance with the contract documents.
Rights to Submitted Materials
All Proposals, inquiries, or correspondences relating to or in reference to this RFP, and all
reports, charts, displays and other documentation submitted by the vendor shall become the
property of The City of Azusa when received. The City reserves the right to use the material or
any ideas submitted in the RFP.
Vendor Demonstrations
Select vendors will be requested, at no cost to The City of Azusa, to demonstrate the proposed
software and hardware systems at a mutually agreeable date and site.
Tax Exemptions
The City of Azusa is not subject to Federal Excise Tax, California Retailers Occupational Tax,
California Use Tax or any federal transportation tax.
Correspondence
Correspondence shall be addressed to the Director of Technology.
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 61 of 62
Final Proposal Results
Proposal results will be available for inspection in the City Clerk’s office after award of contract.
Prevailing Rate of Wages
It shall be mandatory upon the contractor(s) to whom the contract is awarded and upon any
subcontractor thereof to pay to all laborers, workmen and mechanics employed by them not
less than the general prevailing rate of wages in the locality for each craft or type of workmen
or mechanic needed to perform such work and the general prevailing rate for legal holiday and
overtime work as ascertained by the Department of Labor.
If, during the course of work under this contract, the Department of Labor revises the prevailing
rate hourly wages to be paid under this contract for any trade or occupation, the City will notify
contractor and each subcontractor of the change in the prevailing rate of hourly wages.
Contractor shall have the sole responsibility and duty to ensure that the revised prevailing rate
of hourly wages is paid by contractor and all subcontractors to each worker to whom a revised
rate is applicable. Revisions of the prevailing wage as set forth above shall not result in an
increase in the contract sum.
The California Human Rights Commission has adopted rules and regulations requiring the
inclusion of some of the following in all of our contracts and purchase orders, and the same are
hereby incorporated.
7. Required Forms
Please read all documents included in this packet. Execute the Required Forms in this section
and include with the proposal. Questions regarding items for Proposal may be directed to the
City contact for the RFP.
Exhibit A) City of Azusa Professional Services Agreement
Exhibit B) Bill of Materials
City of Azusa Telecommunications System RFP
City of Azusa, IL Page 62 of 62
7.1. Contractor Information
Name of Contractor Contractor Representative (print)
Address of Office (City, State, Zip) Phone Number
Signature of Representative Representative’s Title
8513273_1
CITY OF AZUSA
PROFESSIONAL SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this ____ day of ________________, 20___ by
and between the City of Azusa, a municipal corporation organized under the laws of the State of
California with its principal place of business at 213 East Foothill Boulevard, Azusa, California
91702 (“City”) and [INSERT NAME OF COMPANY], a [INSERT TYPE OF BUSINESS: CORPORATION;
LIMITED LIABILITY COMPANY; ETC.] with its principal place of business at [INSERT ADDRESS]
(“Consultant”). City and Consultant are sometimes individually referred to herein as “Party” and
collectively as “Parties.”
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this
Agreement. Consultant represents that it is experienced in providing [INSERT TYPE OF SERVICES]
services to public clients, is licensed in the State of California, and is familiar with the plans of
City.
2.2 Project.
City desires to engage Consultant to render such services for the [INSERT NAME OF
PROJECT] project (“Project”) as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to
the City all labor, materials, tools, equipment, services, and incidental and customary work
necessary to fully and adequately supply the professional [INSERT TYPE OF SERVICES] consulting
services necessary for the Project (“Services”). The Services are more particularly described in
Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject
to, and performed in accordance with, this Agreement, the exhibits attached hereto and
incorporated herein by reference, and all applicable local, state and federal laws, rules and
regulations.
3.1.2 Term. The term of this Agreement shall be from [INSERT START DATE] to
[INSERT ENDING DATE], unless earlier terminated as provided herein. Consultant shall complete
the Services within the term of this Agreement, and shall meet any other established schedules
and deadlines. The Parties may, by mutual written consent, extend the term of this Agreement if
necessary to complete the Services.
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3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The
Services shall be performed by Consultant or under its supervision. Consultant will determine
the means, methods and details of performing the Services subject to the requirements of this
Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Consultant retains the right to perform similar or different services for others during the term of
this Agreement. Any additional personnel performing the Services under this Agreement on
behalf of Consultant shall also not be employees of City and shall at all times be under
Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other
amounts due such personnel in connection with their performance of Services under this
Agreement and as required by law. Consultant shall be responsible for all reports and
obligations respecting such additional personnel, including, but not limited to: social security
taxes, income tax withholding, unemployment insurance, disability insurance, and workers’
compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit “B” attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to perform the
Services in conformance with such conditions. In order to facilitate Consultant’s conformance
with the Schedule, City shall respond to Consultant’s submittals in a timely manner. Upon
request of City, Consultant shall provide a more detailed schedule of anticipated performance to
meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that
certain key personnel will perform and coordinate the Services under this Agreement. Should
one or more of such personnel become unavailable, Consultant may substitute other personnel of
at least equal competence upon written approval of City. In the event that City and Consultant
cannot agree as to the substitution of key personnel, City shall be entitled to terminate this
Agreement for cause. As discussed below, any personnel who fail or refuse to perform the
Services in a manner acceptable to the City, or who are determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a
threat to the safety of persons or property, shall be promptly removed from the Project by the
Consultant at the request of the City. The key personnel for performance of this Agreement are
as follows: [INSERT NAMES].
3.2.5 City’s Representative. The City hereby designates [INSERT NAME OR
TITLE], or his or her designee, to act as its representative for the performance of this Agreement
(“City’s Representative”). City’s Representative shall have the power to act on behalf of the
City for all purposes under this Contract. Consultant shall not accept direction or orders from
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any person other than the City’s Representative or his or her designee.
3.2.6 Consultant’s Representative. Consultant hereby designates [INSERT NAME
OR TITLE], or his/her designee, to act as its representative for the performance of this Agreement
(“Consultant’s Representative”). Consultant’s Representative shall have full authority to
represent and act on behalf of the Consultant for all purposes under this Agreement. The
Consultant’s Representative shall supervise and direct the Services, using his/her best skill and
attention, and shall be responsible for all means, methods, techniques, sequences and procedures
and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City
staff in the performance of Services and shall be available to City’s staff, consultants and other
staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform
all Services under this Agreement in a skillful and competent manner, consistent with the
standards generally recognized as being employed by professionals in the same discipline in the
State of California. Consultant represents and maintains that it is skilled in the professional
calling necessary to perform the Services. Consultant warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Services assigned to
them. Finally, Consultant represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to perform the
Services, including a City Business License, and that such licenses and approvals shall be
maintained throughout the term of this Agreement. As provided for in the indemnification
provisions of this Agreement, Consultant shall perform, at its own cost and expense and without
reimbursement from the City, any services necessary to correct errors or omissions which are
caused by the Consultant’s failure to comply with the standard of care provided for herein. Any
employee of the Consultant or its sub-consultants who is determined by the City to be
uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat
to the safety of persons or property, or any employee who fails or refuses to perform the Services
in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant
and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.9 Period of Performance and Liquidated Damages. Consultant shall perform
and complete all Services under this Agreement within the term set forth in Section 3.1.2 above
(“Performance Time”). Consultant shall also perform the Services in strict accordance with any
completion schedule or Project milestones described in Exhibits “A” or “B” attached hereto, or
which may be separately agreed upon in writing by the City and Consultant (“Performance
Milestones”). Consultant agrees that if the Services are not completed within the aforementioned
Performance Time and/or pursuant to any such Project Milestones developed pursuant to
provisions of this Agreement, it is understood, acknowledged and agreed that the City will suffer
damage. Pursuant to Government Code Section 53069.85, Consultant shall pay to the City as
fixed and liquidated damages the sum of Four Thousand Dollars ($4,000) per day for each and
every calendar day of delay beyond the Performance Time or beyond any Project Milestones
established pursuant to this Agreement.
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3.2.10 Laws and Regulations; Employee/Labor Certifications. Consultant shall
keep itself fully informed of and in compliance with all local, state and federal laws, rules and
regulations in any manner affecting the performance of the Project or the Services, including all
Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable
for all violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and without
giving written notice to the City, Consultant shall be solely responsible for all costs arising
therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers,
employees and agents free and harmless, pursuant to the indemnification provisions of this
Agreement, from any claim or liability arising out of any failure or alleged failure to comply
with such laws, rules or regulations.
3.2.10.1 Employment Eligibility; Consultant. By executing this
Agreement, Consultant verifies that it fully complies with all requirements and restrictions of
state and federal law respecting the employment of undocumented aliens, including, but not
limited to, the Immigration Reform and Control Act of 1986, as may be amended from time to
time. Such requirements and restrictions include, but are not limited to, examination and
retention of documentation confirming the identity and immigration status of each employee of
the Consultant. Consultant also verifies that it has not committed a violation of any such law
within the five (5) years immediately preceding the date of execution of this Agreement, and
shall not violate any such law at any time during the term of the Agreement. Consultant shall
avoid any violation of any such law during the term of this Agreement by participating in an
electronic verification of work authorization program operated by the United States Department
of Homeland Security, by participating in an equivalent federal work authorization program
operated by the United States Department of Homeland Security to verify information of newly
hired employees, or by some other legally acceptable method. Consultant shall maintain records
of each such verification, and shall make them available to the City or its representatives for
inspection and copy at any time during normal business hours. The City shall not be responsible
for any costs or expenses related to Consultant’s compliance with the requirements provided for
in Section 3.2.10 or any of its sub-sections.
3.2.10.2 Employment Eligibility; Subcontractors, Consultants, Sub-
subcontractors and Subconsultants. To the same extent and under the same conditions as
Consultant, Consultant shall require all of its subcontractors, consultants, sub-subcontractors and
subconsultants performing any work relating to the Project or this Agreement to make the same
verifications and comply with all requirements and restrictions provided for in Section 3.2.10.1.
3.2.10.3 Employment Eligibility; Failure to Comply. Each person
executing this Agreement on behalf of Consultant verifies that they are a duly authorized officer
of Consultant, and understands that any of the following shall be grounds for the City to
terminate the Agreement for cause: (1) failure of Consultant or its subcontractors, consultants,
sub-subcontractors or subconsultants to meet any of the requirements provided for in Sections
3.2.10.1 or 3.2.10.2; (2) any misrepresentation or material omission concerning compliance with
such requirements (including in those verifications provided to the Consultant under Section
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3.2.10.2); or (3) failure to immediately remove from the Project any person found not to be in
compliance with such requirements.
3.2.10.4 Labor Certification. By its signature hereunder, Consultant
certifies that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Workers’ Compensation or to undertake
self-insurance in accordance with the provisions of that Code, and agrees to comply with such
provisions before commencing the performance of the Services.
3.2.10.5 Equal Opportunity Employment. Consultant represents
that it is an equal opportunity employer and it shall not discriminate against any subconsultant,
employee or applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities
related to initial employment, upgrading, demotion, transfer, recruitment or recruitment
advertising, layoff or termination. Consultant shall also comply with all relevant provisions of
City’s Minority Business Enterprise program, Affirmative Action Plan or other related programs
or guidelines currently in effect or hereinafter enacted.
3.2.10.6 Air Quality. To the extent applicable, Consultant must
fully comply with all applicable laws, rules and regulations in furnishing or using equipment
and/or providing services, including, but not limited to, emissions limits and permitting
requirements imposed by the South Coast Air Quality Management District (SCAQMD) and/or
California Air Resources Board (CARB). Although the SCAQMD and CARB limits and
requirements are more broad, Consultant shall specifically be aware of their application to
"portable equipment", which definition is considered by SCAQMD and CARB to include any
item of equipment with a fuel-powered engine. Consultant shall indemnify City against any
fines or penalties imposed by SCAQMD, CARB, or any other governmental or regulatory
agency for violations of applicable laws, rules and/or regulations by Consultant, its
subconsultants, or others for whom Consultant is responsible under its indemnity obligations
provided for in this Agreement.
3.2.10.7 Water Quality.
(A) Management and Compliance. To the extent applicable,
Consultant’s Services must account for, and fully comply with, all local, state and federal laws,
rules and regulations that may impact water quality compliance, including, without limitation, all
applicable provisions of the Federal Water Pollution Control Act (33 U.S.C. §§ 1300); the
California Porter-Cologne Water Quality Control Act (Cal Water Code §§ 13000-14950); laws,
rules and regulations of the Environmental Protection Agency, the State Water Resources
Control Board and the Santa Ana Regional Water Quality Control Board; the City’s ordinances
regulating discharges of storm water; and any and all regulations, policies, or permits issued
pursuant to any such authority regulating the discharge of pollutants, as that term is used in the
Porter-Cologne Water Quality Control Act, to any ground or surface water in the State.
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(B) Liability for Non-compliance. Failure to comply with the
laws, regulations and policies described in this Section is a violation of law that may subject
Consultant or City to penalties, fines, or additional regulatory requirements. Consultant shall
defend, indemnify and hold the City, its directors, officials, officers, employees, volunteers and
agents free and harmless, pursuant to the indemnification provisions of this Agreement, from and
against any and all fines, penalties, claims or other regulatory requirements imposed as a result
of Consultant’s non-compliance with the laws, regulations and policies described in this Section,
unless such non-compliance is the result of the sole established negligence, willful misconduct or
active negligence of the City, its officials, officers, agents, employees or authorized volunteers.
(C) Training. In addition to any other standard of care
requirements set forth in this Agreement, Consultant warrants that all employees and
subcontractors shall have sufficient skill and experience to perform the Services assigned to them
without impacting water quality in violation of the laws, regulations and policies described in
this Section. Consultant further warrants that it, its employees and subcontractors will receive
adequate training, as determined by City, regarding the requirements of the laws, regulations and
policies described in this Section as they may relate to the Services provided under this
Agreement. Upon request, City will provide Consultant with a list of training programs that
meet the requirements of this paragraph.
3.2.11 Insurance.
3.2.11.1 Time for Compliance. Consultant shall not commence
Services under this Agreement until it has provided evidence satisfactory to the City that it has
secured all insurance required under this section. In addition, Consultant shall not allow any
subcontractor to commence work on any subcontract until it has provided evidence satisfactory
to the City that the subcontractor has secured all insurance required under this section.
3.2.11.2 Minimum Requirements. Consultant shall, at its expense,
procure and maintain for the duration of the Agreement insurance against claims for injuries to
persons or damages to property which may arise from or in connection with the performance of
the Agreement by the Consultant, its agents, representatives, employees or subcontractors.
Consultant shall also require all of its subcontractors to procure and maintain the same insurance
for the duration of the Agreement. Such insurance shall meet at least the following minimum
levels of coverage:
(A) Minimum Scope of Insurance. Coverage shall be at least as
broad as the latest version of the following: (1) General Liability: Insurance Services Office
Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability:
Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto);
and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as
required by the State of California and Employer’s Liability Insurance. The policy shall not
contain any exclusion contrary to the Agreement, including but not limited to endorsements or
provisions limiting coverage for (1) contractual liability (including but not limited to ISO CG 24
26 or 21 29); or (2) cross liability for claims or suits by one insured against another.
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(B) Minimum Limits of Insurance. Consultant shall maintain
limits no less than: (1) General Liability $1,000,000 per occurrence for bodily injury, personal
injury and property damage. If Commercial General Liability Insurance or other form with
general aggregate limit is used including, but not limited to, form CG 2503, either the general
aggregate limit shall apply separately to this Agreement/location or the general aggregate limit
shall be twice the required occurrence limit; (2) Automobile Liability $1,000,000 per accident
for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s
Liability: Workers’ Compensation limits as required by the Labor Code of the State of
California. Employer’s Liability limits $1,000,000 per accident for bodily injury or disease.
Defense costs shall be paid in addition to the limits.
(C) Notices; Cancellation or Reduction of Coverage. At least
fifteen (15) days prior to the expiration of any such policy, evidence showing that such insurance
coverage has been renewed or extended shall be filed with the City. If such coverage is
cancelled or materially reduced, Consultant shall, within ten (10) days after receipt of written
notice of such cancellation or reduction of coverage, file with the City evidence of insurance
showing that the required insurance has been reinstated or has been provided through another
insurance company or companies. In the event any policy of insurance required under this
Agreement does not comply with these specifications or is canceled and not replaced, the City
has the right but not the duty to obtain the insurance it deems necessary and any premium paid
by the City will be promptly reimbursed by Consultant or the City may withhold amounts
sufficient to pay premium from Consultant payments. In the alternative, the City may suspend or
terminate this Agreement.
3.2.11.3 Professional Liability. Consultant shall procure and
maintain, and require its sub-consultants to procure and maintain, for a period of five (5) years
following completion of the Project, errors and omissions liability insurance appropriate to their
profession. Such insurance shall be in an amount not less than $1,000,000 per claim, and shall
be endorsed to include contractual liability. Defense costs shall be paid in addition to limits.
3.2.11.4 Insurance Endorsements. The insurance policies shall
contain the following provisions, or Consultant shall provide endorsements on forms supplied or
approved by the City to add the following provisions to the insurance policies:
(A) General Liability. The general liability policy shall include
or be endorsed (amended) to state that: (1) using ISO CG forms 20 10 and 20 37, or
endorsements providing the exact same coverage, the City of Azusa, its directors, officials,
officers, employees, agents and volunteers shall be covered as additional insured with respect to
the Services or ongoing and complete operations performed by or on behalf of the Consultant,
including materials, parts or equipment furnished in connection with such work; and (2) using
ISO form 20 01, or endorsements providing the exact same coverage, the insurance coverage
shall be primary insurance as respects the City, its directors, officials, officers, employees, agents
and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the
Consultant’s scheduled underlying coverage. Any excess insurance shall contain a provision that
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such coverage shall also apply on a primary and noncontributory basis for the benefit of the City,
before the City’s own primary insurance or self-insurance shall be called upon to protect it as a
named insured. Any insurance or self-insurance maintained by the City, its directors, officials,
officers, employees, agents and volunteers shall be excess of the Consultant’s insurance and shall
not be called upon to contribute with it in any way. Notwithstanding the minimum limits set
forth in Section 3.2.11.2(B), any available insurance proceeds in excess of the specified
minimum limits of coverage shall be available to the parties required to be named as additional
insureds pursuant to this Section 3.2.11.4(A).
(B) Automobile Liability. The automobile liability policy shall
include or be endorsed (amended) to state that: (1) the City, its directors, officials, officers,
employees, agents and volunteers shall be covered as additional insureds with respect to the
ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Consultant or for which the Consultant is responsible; and (2) the insurance
coverage shall be primary insurance as respects the City, its directors, officials, officers,
employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage
excess of the Consultant’s scheduled underlying coverage. Any insurance or self-insurance
maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be
excess of the Consultant’s insurance and shall not be called upon to contribute with it in any
way. Notwithstanding the minimum limits set forth in Section 3.2.11.2(B), any available
insurance proceeds in excess of the specified minimum limits of coverage shall be available to
the parties required to be named as additional insureds pursuant to this Section 3.2.11.4(B).
(C) Workers’ Compensation and Employers’ Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its directors,
officials, officers, employees, agents and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the Consultant.
(D) All Coverages. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced
or canceled except after thirty (30) days (10 days for nonpayment of premium) prior written
notice by certified mail, return receipt requested, has been given to the City; and (B) any failure
to comply with reporting or other provisions of the policies, including breaches of warranties,
shall not affect coverage provided to the City, its directors, officials, officers, employees, agents
and volunteers. Any failure to comply with reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to the City, its officials,
officers, employees, agents and volunteers, or any other additional insureds.
3.2.11.5 Separation of Insureds; No Special Limitations; Waiver of
Subrogation. All insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the scope of
protection afforded to the City, its directors, officials, officers, employees, agents and volunteers.
All policies shall waive any right of subrogation of the insurer against the City, its officials,
officers, employees, agents, and volunteers, or any other additional insureds, or shall specifically
allow Consultant or others providing insurance evidence in compliance with these specifications
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to waive their right of recovery prior to a loss. Consultant hereby waives its own right of
recovery against City, its officials, officers, employees, agents, and volunteers, or any other
additional insureds, and shall require similar written express waivers and insurance clauses from
each of its subconsultants.
3.2.11.6 Deductibles and Self-Insurance Retentions. Any
deductibles or self-insured retentions must be declared to and approved by the City. Consultant
shall guarantee that, at the option of the City, either: (1) the insurer shall reduce or eliminate
such deductibles or self-insured retentions as respects the City, its directors, officials, officers,
employees, agents and volunteers; or (2) the Consultant shall procure a bond guaranteeing
payment of losses and related investigation costs, claims and administrative and defense
expenses.
3.2.11.7 Subconsultant Insurance Requirements. Consultant shall
not allow any subconsultants to commence work on any subcontract relating to the work under
the Agreement until they have provided evidence satisfactory to the City that they have secured
all insurance required under this Section. If requested by Consultant, the City may approve
different scopes or minimum limits of insurance for particular subconsultants. The Consultant
and the City shall be named as additional insureds on all subconsultants’ policies of Commercial
General Liability using ISO form 20 38, or coverage at least as broad.
3.2.11.8 Acceptability of Insurers. Insurance is to be placed with
insurers with a current A.M. Best’s rating no less than A:VIII, licensed to do business in
California, and satisfactory to the City.
3.2.11.9 Verification of Coverage. Consultant shall furnish City
with original certificates of insurance and endorsements effecting coverage required by this
Agreement on forms satisfactory to the City. The certificates and endorsements for each
insurance policy shall be signed by a person authorized by that insurer to bind coverage on its
behalf, and shall be on forms provided by the City if requested. All certificates and
endorsements must be received and approved by the City before work commences. The City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
3.2.11.9 Reporting of Claims. Consultant shall report to the City, in
addition to Consultant’s insurer, any and all insurance claims submitted by Consultant in
connection with the Services under this Agreement.
3.2.12 Safety. Consultant shall execute and maintain its work so as to avoid
injury or damage to any person or property. In carrying out its Services, the Consultant shall at
all times be in compliance with all applicable local, state and federal laws, rules and regulations,
and shall exercise all necessary precautions for the safety of employees appropriate to the nature
of the work and the conditions under which the work is to be performed. Safety precautions as
applicable shall include, but shall not be limited to: (A) adequate life protection and life saving
equipment and procedures; (B) instructions in accident prevention for all employees and
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subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks,
confined space procedures, trenching and shoring, equipment and other safety devices,
equipment and wearing apparel as are necessary or lawfully required to prevent accidents or
injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety
measures.
3.2.13 Accounting Records. Consultant shall maintain complete and accurate
records with respect to all costs and expenses incurred under this Agreement. All such records
shall be clearly identifiable. Consultant shall allow a representative of City during normal
business hours to examine, audit, and make transcripts or copies of such records and any other
documents created pursuant to this Agreement. Consultant shall allow inspection of all work,
data, documents, proceedings, and activities related to the Agreement for a period of three (3)
years from the date of final payment under this Agreement.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
authorized reimbursements, for all Services rendered under this Agreement at the rates set forth
in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation
shall not exceed [INSERT WRITTEN DOLLAR AMOUNT] ($[INSERT NUMERICAL DOLLAR AMOUNT])
without written approval of the City Manag er [REPLACE ‘CITY MANAGER’ WITH ‘CITY COUNCIL’
FOR AMOUNTS OVER $10,000]. Extra Work may be authorized, as described below, and if
authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly
itemized statement which indicates work completed and hours of Services rendered by
Consultant. The statement shall describe the amount of Services and supplies provided since the
initial commencement date, or since the start of the subsequent billing periods, as appropriate,
through the date of the statement. City shall, within 45 days of receiving such statement, review
the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any
expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may
request that Consultant perform Extra Work. As used herein, “Extra Work” means any work
which is determined by City to be necessary for the proper completion of the Project, but which
the parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization
from City’s Representative.
3.3.5 Prevailing Wages. Consultant is aware of the requirements of California
Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations,
Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of
prevailing wage rates and the performance of other requirements on “public works” and
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“maintenance” projects. If the Services are being performed as part of an applicable “public
works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total
compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage
Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in
effect at the commencement of this Agreement. Consultant shall make copies of the prevailing
rates of per diem wages for each craft, classification or type of worker needed to execute the
Services available to interested parties upon request, and shall post copies at the Consultant’s
principal place of business and at the project site. Consultant shall defend, indemnify and hold
the City, its elected officials, officers, employees and agents free and harmless from any claim or
liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4 Termination of Agreement.
3.4.1 Grounds for Termination. City may, by written notice to Consultant,
terminate the whole or any part of this Agreement at any time and without cause by giving
written notice to Consultant of such termination, and specifying the effective date thereof, at
least seven (7) days before the effective date of such termination. Upon termination, Consultant
shall be compensated only for those services which have been adequately rendered to City, and
Consultant shall be entitled to no further compensation. Consultant may not terminate this
Agreement except for cause.
3.4.2 Effect of Termination. If this Agreement is terminated as provided herein,
City may require Consultant to provide all finished or unfinished Documents and Data and other
information of any kind prepared by Consultant in connection with the performance of Services
under this Agreement. Consultant shall be required to provide such document and other
information within fifteen (15) days of the request.
3.4.3 Additional Services. In the event this Agreement is terminated in whole
or in part as provided herein, City may procure, upon such terms and in such manner as it may
determine appropriate, services similar to those terminated.
3.5 Ownership of Materials and Confidentiality.
3.5.1 Documents & Data; Licensing of Intellectual Property. This Agreement
creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense
any and all copyrights, designs, and other intellectual property embodied in plans, specifications,
studies, drawings, estimates, and other documents or works of authorship fixed in any tangible
medium of expression, including but not limited to, physical drawings or data magnetically or
otherwise recorded on computer diskettes, which are prepared or caused to be prepared by
Consultant under this Agreement (“Documents & Data”). All Documents & Data shall be and
remain the property of City, and shall not be used in whole or in substantial part by Consultant
on other projects without the City's express written permission. Within thirty (30) days
following the completion, suspension, abandonment or termination of this Agreement,
Consultant shall provide to City reproducible copies of all Documents & Data, in a form and
amount required by City. City reserves the right to select the method of document reproduction
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and to establish where the reproduction will be accomplished. The reproduction expense shall be
borne by City at the actual cost of duplication. In the event of a dispute regarding the amount of
compensation to which the Consultant is entitled under the termination provisions of this
Agreement, Consultant shall provide all Documents & Data to City upon payment of the
undisputed amount. Consultant shall have no right to retain or fail to provide to City any such
documents pending resolution of the dispute. In addition, Consultant shall retain copies of all
Documents & Data on file for a minimum of fifteen (15) years following completion of the
Project, and shall make copies available to City upon the payment of actual reasonable
duplication costs. Before destroying the Documents & Data following this retention period,
Consultant shall make a reasonable effort to notify City and provide City with the opportunity to
obtain the documents.
3.5.2 Subcontractors. Consultant shall require all subcontractors to agree in
writing that City is granted a non-exclusive and perpetual license for any Documents & Data the
subcontractor prepares under this Agreement. Consultant represents and warrants that
Consultant has the legal right to license any and all Documents & Data. Consultant makes no
such representation and warranty in regard to Documents & Data which were prepared by design
professionals other than Consultant or its subcontractors, or those provided to Consultant by the
City.
3.5.3 Right to Use. City shall not be limited in any way in its use or reuse of the
Documents and Data or any part of them at any time for purposes of this Project or another
project, provided that any such use not within the purposes intended by this Agreement or on a
project other than this Project without employing the services of Consultant shall be at City’s
sole risk. If City uses or reuses the Documents & Data on any project other than this Project, it
shall remove the Consultant’s seal from the Documents & Data and indemnify and hold harmless
Consultant and its officers, directors, agents and employees from claims arising out of the
negligent use or re-use of the Documents & Data on such other project. Consultant shall be
responsible and liable for its Documents & Data, pursuant to the terms of this Agreement, only
with respect to the condition of the Documents & Data at the time they are provided to the City
upon completion, suspension, abandonment or termination. Consultant shall not be responsible
or liable for any revisions to the Documents & Data made by any party other than Consultant, a
party for whom the Consultant is legally responsible or liable, or anyone approved by the
Consultant.
3.5.4 Indemnification. Consultant shall defend, indemnify and hold the City, its
directors, officials, officers, employees, volunteers and agents free and harmless, pursuant to the
indemnification provisions of this Agreement, for any alleged infringement of any patent,
copyright, trade secret, trade name, trademark, or any other proprietary right of any person or
entity in consequence of the use on the Project by City of the Documents & Data, including any
method, process, product, or concept specified or depicted.
3.5.5 Confidentiality. All Documents & Data either created by or provided to
Consultant in connection with the performance of this Agreement shall be held confidential by
Consultant. All Documents & Data shall not, without the prior written consent of City, be used
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or reproduced by Consultant for any purposes other than the performance of the Services.
Consultant shall not disclose, cause or facilitate the disclosure of the Documents & Data to any
person or entity not connected with the performance of the Services or the Project. Nothing
furnished to Consultant which is otherwise known to Consultant or is generally known, or has
become known, to the related industry shall be deemed confidential. Consultant shall not use
City’s name or insignia, photographs of the Project, or any publicity pertaining to the Services or
the Project in any magazine, trade paper, newspaper, television or radio production or other
similar medium without the prior written consent of City.
3.6 General Provisions.
3.6.1 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such other
address as the respective parties may provide in writing for this purpose:
Consultant:
[***INSERT NAME, ADDRESS & CONTACT PERSON***]
City:
City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
Attn: [***INSERT NAME & DEPARTMENT***]
Such notice shall be deemed made when personally delivered or when mailed,
forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to
the party at its applicable address. Actual notice shall be deemed adequate notice on the date
actual notice occurred, regardless of the method of service.
3.6.2 Indemnification.
3.6.2.1 Scope of Indemnity. To the fullest extent permitted by law,
Consultant shall defend, indemnify and hold the City, its directors, officials, officers, employees,
volunteers and agents free and harmless from any and all claims, demands, causes of action,
costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or
persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any
alleged acts, errors or omissions of Consultant, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Consultant’s Services, the
Project or this Agreement, including without limitation the payment of all consequential
damages, expert witness fees and attorneys fees and other related costs and expenses.
Notwithstanding the foregoing, to the extent Consultant's Services are subject to Civil Code
Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code
Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or
willful misconduct of the Consultant.
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3.6.2.2 Additional Indemnity Obligations. Consultant shall defend, with
legal counsel chosen by City, at Consultant’s own cost, expense and risk, any and all claims,
actions or other proceedings of every kind covered by Section 3.6.2.1 that may be brought or
instituted against City or its directors, officials, officers, employees, volunteers and agents.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered against
City or its directors, officials, officers, employees, volunteers and agents as party of any such
claim, suit, action or other proceeding. Consultant shall also reimburse City for the cost of any
settlement paid by City or its directors, officials, officers, employees, agents, or volunteers as
part of any such claim, suit, action or other proceeding. Such reimbursement shall include
payment for City’s attorneys’ fees and costs, including expert witness fees. Consultant shall
reimburse City and its directors, officials, officers, employees, agents, and/or volunteers, for any
and all legal expenses and costs incurred by each of them in connection therewith or in enforcing
the indemnity herein provided. Consultant’s obligation to indemnify shall survive expiration or
termination of this Agreement and shall not be restricted to insurance proceeds, if any, received
by the City, its directors, officials officers, employees, agents, or volunteers.
3.6.3 Governing Law; Government Code Claim Compliance. This Agreement
shall be governed by the laws of the State of California. Venue shall be in Los Angeles County.
In addition to any and all contract requirements pertaining to notices of and requests for
compensation or payment for extra work, disputed work, claims and/or changed conditions,
Consultant must comply with the claim procedures set forth in Government Code sections 900 et
seq. prior to filing any lawsuit against the City. Such Government Code claims and any
subsequent lawsuit based upon the Government Code claims shall be limited to those matters
that remain unresolved after all procedures pertaining to extra work, disputed work, claims,
and/or changed conditions have been followed by Consultant. If no such Government Code
claim is submitted, or if any prerequisite contractual requirements are not otherwise satisfied as
specified herein, Consultant shall be barred from bringing and maintaining a valid lawsuit
against the City.
3.6.4 Time of Essence. Time is of the essence for each and every provision of
this Agreement.
3.6.5 City’s Right to Employ Other Consultants. City reserves right to employ
other consultants in connection with this Project.
3.6.6 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the parties.
3.6.7 Assignment or Transfer. Consultant shall not assign, hypothecate, or
transfer, either directly or by operation of law, this Agreement or any interest herein without the
prior written consent of the City. Any attempt to do so shall be null and void, and any assignees,
hypothecates or transferees shall acquire no right or interest by reason of such attempted
assignment, hypothecation or transfer.
3.6.8 Construction; References; Captions. Since the Parties or their agents have
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participated fully in the preparation of this Agreement, the language of this Agreement shall be
construed simply, according to its fair meaning, and not strictly for or against any Party. Any
term referencing time, days or period for performance shall be deemed calendar days and not
work days. All references to Consultant include all personnel, employees, agents, and
subcontractors of Consultant, except as otherwise specified in this Agreement. All references to
City include its elected officials, officers, employees, agents, and volunteers except as otherwise
specified in this Agreement. The captions of the various articles and paragraphs are for
convenience and ease of reference only, and do not define, limit, augment, or describe the scope,
content, or intent of this Agreement.
3.6.9 Amendment; Modification. No supplement, modification, or amendment
of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.10 Waiver. No waiver of any default shall constitute a waiver of any other
default or breach, whether of the same or other covenant or condition. No waiver, benefit,
privilege, or service voluntarily given or performed by a Party shall give the other Party any
contractual rights by custom, estoppel, or otherwise.
3.6.11 No Third Party Beneficiaries. Except to the extent expressly provided for
in Section 3.6.7, there are no intended third party beneficiaries of any right or obligation assumed
by the Parties.
3.6.12 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions shall continue in full force and effect.
3.6.13 Prohibited Interests. Consultant maintains and warrants that it has not
employed nor retained any company or person, other than a bona fide employee working solely
for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not
paid nor has it agreed to pay any company or person, other than a bona fide employee working
solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration
contingent upon or resulting from the award or making of this Agreement. Consultant further
agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic
Interest with the City’s Filing Officer as required under state law in the performance of the
Services. For breach or violation of this warranty, City shall have the right to rescind this
Agreement without liability. For the term of this Agreement, no member, officer or employee of
City, during the term of his or her service with City, shall have any direct interest in this
Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.6.14 Cooperation; Further Acts. The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be necessary,
appropriate or convenient to attain the purposes of this Agreement.
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3.6.15 Attorney’s Fees. If either party commences an action against the other
party, either legal, administrative or otherwise, arising out of or in connection with this
Agreement, the prevailing party in such litigation shall be entitled to have and recover from the
losing party reasonable attorney’s fees and all other costs of such action.
3.6.16 Authority to Enter Agreement. Consultant has all requisite power and
authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party
warrants that the individuals who have signed this Agreement have the legal power, right, and
authority to make this Agreement and bind each respective Party.
3.6.17 Counterparts. This Agreement may be signed in counterparts, each of
which shall constitute an original.
3.6.18 Entire Agreement. This Agreement contains the entire Agreement of the
parties with respect to the subject matter hereof, and supersedes all prior negotiations,
understandings or agreements. This Agreement may only be modified by a writing signed by
both parties.
3.6.19 Federal Provisions. When funding for the Services is provided, in whole
or in part, by an agency of the federal government, Consultant shall also fully and adequately
comply with the provisions included in Exhibit “D” (Federal Requirements) attached hereto and
incorporated herein by reference (“Federal Requirements”). With respect to any conflict
between such Federal Requirements and the terms of this Agreement and/or the provisions of
state law, the more stringent requirement shall control.
[SIGNATURES ON NEXT PAGE]
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CITY OF AZUSA [INSERT NAME OF CONSULTANT]
By: By:
Name:
Attest:
Title:
City Clerk
[If Corporation, TWO SIGNATURES,
President OR Vice President AND
Secretary, AND CORPORATE SEAL OF
CONTRACTOR REQUIRED]
Approved as to Form:
Best Best & Krieger LLP By:
Name:
City Attorney
Title:
A-1
8513273_1
EXHIBIT “A”
SCOPE OF SERVICES
[INSERT SCOPE]
B-1
8513273_1
EXHIBIT “B”
SCHEDULE OF SERVICES
[INSERT SCHEDULE]
C-1
8513273_1
EXHIBIT “C”
COMPENSATION
[INSERT RATES & AUTHORIZED REIMBURSABLE EXPENSES]
D-1
8513273_1
[***INCLUDE THIS EXHIBIT (AND CORRESPONDING AGREEMENT PROVISION)
ONLY IF APPLICABLE; DELETE OTHERWISE. IF APPLICABLE, YOU MAY ALSO
NEED TO INCLUDE SOME INFORMATION IN THE RFP. CONSULT THE CITY
ATTORNEY IF NECESSARY***]
EXHIBIT “D”
FEDERAL REQUIREMENTS
[***INSERT ALL FORMS, PROVISIONS AND OTHER REQUIREMENTS
OF THE FEDERAL FUNDING SOURCE***]
City of Azusa
Structured Cabling System
Request for Proposals
July 16, 2019
Attachment 2
July 16, 2019
REQUEST FOR PROPOSALS for a Structured Cabling System
Dear Vendors:
The City of Azusa is currently accepting proposals for a structured cabling system. Specifications and
RFP documents are available at the City.
The City of Azusa
213 E. Foothill Blvd.
Azusa, CA 91702
https://azusaca.gov/749/BidRequest-For-Proposals
Proposal instructions are contained in the Request for Proposals (RFP) document. Please provide the
requested information in the prescribed written format. Failure to comply with the prescribed format
may result in disqualification.
Pre-Proposal Vendor Conference: The City will conduct a mandatory pre-proposal vendor
conference on July 23, 2019 at 1:00 p.m. at City Hall 213 E. Foothill Blvd., Azusa, CA. Vendors who
wish to attend this meeting should RSVP to The City of Azusa at VoIPnetworkRFP@AzusaCA.Gov
Notification Announcements – It is recommended that in order to receive future updates, each
vendor must be registered at VoIPnetworkRFP@AzusaCA.Gov
Questions: All pre-submittal questions must be sent to VoIPnetworkRFP@AzusaCA.Gov received by
5:00 p.m. PST, July 25, 2019. Questions received after this deadline will not be accepted.
Any contact or attempt to contact any other employees of the City that could be interpreted as being
made for the purpose of securing privileged information or advantages in the Proposal process will
result in the immediate disqualification of the Respondent.
Proposals Due: One (1) original, Three (3) printed copies, and one (1) electronic copy on
CD/Memory Stick of your proposal must be received no later than 10:00 a.m. PST, August 21,
2019 at the office of the City Clerk located at 213 E. Foothill Boulevard, Azusa, CA 91702.
Thank you for your participation. We look forward to reviewing your proposal.
Sincerely,
City of Azusa
Page 1 of 27
Request for Proposal Technical Specifications
Structured Cabling System
Table of Contents
1. SUMMARY ........................................................................................... 2
2. BACKGROUND ..................................................................................... 5
3. DETAILED SCOPE OF WORK ................................................................ 5
4. CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS ......................... 6
5. STRUCTURED CABLING PRODUCTS ...................................................... 6
6. EXECUTION ....................................................................................... 16
7. CONTRACTOR COMPLETION CRITERIA................................................ 25
8. EXHIBITS ........................................................................................... 27
Page 2 of 27
Technical Specifications
Structured Cabling System
1. Summary
1.1. Scope of Work
1.1.1. The City of Azusa is requesting Bids from Contractors to provide
unshielded twisted pair structured cabling system in locations specified, which are to
be purchased/installed/tested/certified. Riser-rated cabling to be used as appropriate.
Provide new supports and pathway for cabling.
1.2. The main scope of work for this project is as follows:
1.2.1. Project Scope. The following are the general parts of the scope of work:
1.2.1.1. Furnish and install Unshielded Twisted Pair (UTP) Structured
Cabling to designated data/voice, video surveillance camera,
audio/visual, and wireless data locations, as listed in Table 1
and as shown on Exhibits.
1.2.1.1.1. Video surveillance camera locations are part of
Alternate 1.
1.2.1.2. Mount wireless access points provided by the City.
1.2.1.3. Provide unit costs for ongoing installations within City buildings.
1.2.1.4. Provide project supervision.
1.2.1.5. Provide Contractor’s one-year guarantee (see Section 6 of
Special Provisions for detail).
1.2.1.6. Provide manufacturer’s 25-year warranty.
1.2.1.7. Provide as-built documentation and manuals.
Page 3 of 27
Table 1 – Data Locations
Building & Area
Exist.
Data/
Voice
New
Data/
Voice
Exist.
A/V
Exist.
WAP
New
WAP
Sub-
total
Base Bid
Exist.
Camera
Alt. 1
New
Camera
Alt. 1
Total
Base
Bid +
Alt. 1
Comments
CH Auditorium 11 3 -- -- -- 14 -- -- 14
CH Downstairs 64 2 -- -- -- 66 -- -- 66
CH Upstairs 64 4 -- -- -- 68 -- 6 74
CH West Wing - Current 106 50 -- -- -- 156 -- 2 158
CY Azusa Substation 2 -- -- -- -- 2 -- -- 2
CY PW Crew 20 -- -- -- -- 20 -- 2 22
CY PW Gar. & Stores 21 -- -- -- -- 21 -- 1 22
CY PW Office & Trans. 48 2 -- -- -- 50 -- -- 50
Electric Yard 1st Floor 36 8 -- -- -- 44 5 -- 49
Electric Yard 2nd Floor 69 4 -- -- -- 73 2 3 78
Gladstone Yd Offices 20 2 -- -- -- 22 1 -- 23
Gladstone Yd -- 4 -- -- -- 4 -- 2 6
Kirkwall Sub. 2 -- -- -- -- 2 -- -- 2
Library 71 -- -- -- -- 71 -- 2 73
L&W 1st Floor 144 -- -- -- 2 146 8 5 159
L&W 2nd Floor 76 14 -- -- 6 96 -- 1 97
PD North 185 18 -- 4 -- 207 -- 4 211
PD South 70 16 -- 2 2 90 -- 8 98
PD Basement 5 -- -- 1 -- 6 -- -- 6
Recreation 32 14 -- -- 2 48 -- 2 50
Page 4 of 27
Building & Area
Exist.
Data/
Voice
New
Data/
Voice
Exist.
A/V
Exist.
WAP
New
WAP
Sub-
total
Base Bid
Exist.
Camera
Alt. 1
New
Camera
Alt. 1
Total
Base
Bid +
Alt. 1
Comments
Senior Center 49 2 -- -- -- 51 -- 9 60
Treatment Plant 38 -- -- -- -- 38 -- 4 42
Treatment Plant 2 -- -- -- -- -- -- -- 1 1
Total Data Locations 1,133 143 0 7 12 1,295 16 52 1,363
Notes:
1. Key – Table 1 Abbreviations
CH = City Hall
CY = City Yard
L&W = Light & Water
PD = Police Department
PW = Public Works
2. Table 1 does not include analog cabling runs that are to remain are described on the drawing exhibits.
3. For this table existing video surveillance camera types (bullet and dome) are combined into one column. These video
surveillance camera types are shown in the exhibits. Variations in mounting for the two types are outside the scope of this
project. Attaching cabling to the cameras is described on the drawing exhibits and in the technical specifications.
4. Cabling to Video Surveillance Cameras (existing and new) is part of Alternate 1. Some security camera locations are also
shown as “Not in Contract” on exhibits. These “Not in Contract” cameras are not included in the quantities listed in Table 1.
Page 5 of 27
2. Background
2.1. Definitions:
2.1.1. “City” refers to the City of Azusa.
2.1.2. “Vendor”, “Bidder”, or “Proposer” refers to a firm or organization submitting
a proposal for this project.
2.1.3. “Contractor” refers to the Proposer who is awarded the contract for this
engagement.
2.1.4. “Bid” refers to this Structured Cabling System Bid.
2.1.5. “PM” refers to the Project Manager assigned by the City for the project
described in this Bid.
3. Detailed Scope of Work
3.1. Specific requirements
3.1.1. Contractor shall be responsible for providing and installing all new
unshielded twisted pair structured data cabling, as indicated on the floor plan/site
plan Exhibits, for a complete installation.
3.1.1.1. Conceal all cabling from view, in public spaces, either by running
it above ceiling spaces, or enclosing it in conduit or raceway.
3.1.1.2. Where necessary, Contractor is to furnish and completely install
the specified enclosures, terminations, patch panels, cable,
raceway components, and machine-printed labeling required for
a complete installation.
3.1.1.3. Provide new cabling pathways for the installation of new cabling,
with conduit/J-Hook fill-capacities maintained. Contractor shall
furnish all labor and materials to install the new pathways as
required for a complete installation. Overhead routing of cables
is to be supported within J-hooks rated for the specified cabling,
secured to the structure above. Where required, new J-hooks
shall be installed 4 to 5 feet on centers along the cable path up
to each drop location.
3.1.1.4. Contractor shall be responsible to provide and install all required
metal conduit sleeves for a complete installation. Contractor
shall firestop penetrations through all floors and fire-rated walls
that have been utilized for the installation of the new cabling
system under this contract. See Firestopping section for details.
3.1.2. Contractor shall provide in their proposal all costs associated with any
equipment rentals. City equipment will not be provided for Contractor use.
3.1.3. Contractor is to perform test and certification of the newly installed cabling
system and is to provide test result documentation certifying that the cabling system
Page 6 of 27
meets industry and manufacturer standards. Test reports are to be printed and
assembled in binders as well as submitted in Adobe Acrobat format.
3.1.4. Contractor shall furnish to the City legible record “As-Built” documents
which reflect any changes made to the design during the installation.
3.2. Contractor Qualifications
3.2.1. Contractor shall be a Hubbell Premise Wiring Certified Installer (or
approved equal) and have on staff technicians assigned to this project certified by
Hubbell for the products being installed. Approved equal manufacturers are:
3.2.1.1. Belden
3.2.1.2. CommScope
3.2.1.3. Panduit
3.2.2. Contractor shall have worked satisfactorily for a minimum of five (5) years
on systems of this type and size.
3.3. Structured Cabling System Warranty
3.3.1. This project has been designed based on a Hubbell Premise Wiring (or
approved equal) Structured Cable System installed by a Hubbell Certified Installer
(or approved equal). The completed installation shall receive a numbered
Registration Certificate for the manufacturer. Contractor shall provide the City with
any and all registrations from the manufacturers for the installed cabling system.
3.3.2. All additional warranties that may be placed on the installation by the
Contractor due to affiliation with the material manufacturer are to be noted.
3.3.3. Contractor shall be a registered business partner of the cabling system
being proposed. Additionally, Contractor shall provide, through the cabling
manufacturer(s), an extended product and application assurance warranty for a
minimum of twenty-five (25) years that covers the passive components of the system
(i.e., cable and connectivity components that make up the passive data and
telecommunications signal transmission infrastructure).
4. Contractor Responsibilities and Requirements
4.1. Contractor shall name a project coordinator who shall work with the PM to provide
and approve a project schedule. The schedule shall consider all aspects of the
project, including site walk, design, installation, access point installation, location and
configuration, and proof of performance testing. When installing the system in a
facility with other construction occurring simultaneously, Contractor shall coordinate
with the PM.
4.2. Contractor shall be responsible for preparing a proposal for the project, based on the
site walk-through results.
5. Structured Cabling Products
5.1. The products for this project are as follows:
5.1.1. Some of these products are used in both the Base Bid and the Alternates.
Page 7 of 27
5.1.2. Wall-mounted Network Cabinet
5.1.2.1. Wall mount data network cabinet, with swing frame back hinge
for easy access (36” h x 23” w x 36” d min.), black in color.
5.1.2.2. Acceptable Manufacturers: Hubbell or Approved Equal
(Chatsworth Products)
5.1.2.3. Part Number: HSQ36S36
5.1.2.4. Quantity: As shown on Exhibits
5.1.2.5. Accessories
5.1.2.5.1. Fan Kit
5.1.3. Wall-mounted Low-Profile Network Cabinet: Wall-mount data network
cabinet, slim profile, 5U of rack capacity, 4U of data jack capacity, with lockable
cover, light gray in color (42” high x 24.2” wide x 10” deep)
5.1.3.1. Acceptable Manufacturers: Hubbell or Approved Equal
(Chatsworth Products)
5.1.3.2. Part Number: RE4X
5.1.3.3. Quantity: As shown on Exhibits
5.1.3.4. Accessories
5.1.3.4.1. Fan Kit
5.1.4. Exterior Building Conduit Pathways
5.1.4.1. Galvanized Intermediate Metal Conduit (IMC) for use in exterior
below grade and above ground applications.
5.1.4.2. Acceptable Manufacturers: Any manufacturer meeting
requirements
5.1.4.3. Quantity: As noted in drawings and specifications, and as
required for a complete installation.
5.1.4.4. Size: As shown on Exhibits
5.1.5. Exterior Building Junction Box:
5.1.5.1. Metallic Galvanized NEMA 4X junction box for use in exterior
above-ground applications
5.1.5.2. Acceptable Manufacturers: Any manufacturer meeting
requirements
5.1.5.3. Sizes: As shown on Exhibits
5.1.5.4. Quantity: As noted in Exhibits and as required for a complete
installation
5.1.6. Right-Angle AP Mount
5.1.6.1. Manufacturer: Oberon (or equivalent)
5.1.6.2. Part Number: 1011-00-WH
5.1.6.3. Color: White
Page 8 of 27
5.1.6.4. Location: Where interior Wireless Access Points are noted as
Wall Mount.
5.1.7. Telecommunications Main Grounding Bus Bar (TMGB):
5.1.7.1. Copper Grounding Bar – standard size
5.1.7.2. Acceptable Manufacturers: Any manufacturer meeting
requirements
5.1.7.3. Quantity: As noted on Exhibits
5.1.8. Telecommunications Grounding Bus Bar (TGB):
5.1.8.1. Copper Grounding Bar – standard size
5.1.8.2. Acceptable Manufacturers: Any manufacturer meeting
requirements
5.1.8.3. Quantity: As noted on Exhibits
5.1.9. Grounding Screws/Nuts
5.1.9.1. Acceptable manufacturers: Panduit
5.1.9.2. Model for new network cabinets and existing racks with #12-24
threaded connections:
5.1.9.2.1. RGTBSG-C - Green thread-forming bonding screw,
#12-24 x 1/2".
5.1.9.3. Model if required for racks without threaded connections
5.1.9.3.1. CNB4K - Green bonding cage nut, includes 4 #12-24
bonding cage nuts (.06 – .11 thick panel) and 4 #12-
24 x 1/2" bonding screws with #2 Phillips/slotted
combo hex head (use 5/16" or 8mm socket).
5.1.9.4. Quantity: As required for all new patch panels, and as required
for proper grounding of equipment connections to racks. See
Execution section for grounding requirements for equipment to
racks.
5.1.10. Copper Unshielded Twisted Pair (UTP) Copper Structured Cabling
5.1.10.1. Note: cabling and data jacks specified throughout this section
are “Blue” for data/telephone cabling, and “White” for
audio/visual, video surveillance, and wireless access point
cabling, unless noted otherwise. Verify color with City prior to
ordering all cable and patch cords.
5.1.10.2. Acceptable manufacturers: Hubbell or approved equal, unless
noted otherwise
5.1.10.3. Unshielded Twisted Pair (UTP), Category 6A, 4 pair, riser-rated,
reduced-diameter:
5.1.10.3.1. Data/Telephone Cabling: NEXTSPEED Cat 6A
10Gb - C6ASRDSB (Blue)
Page 9 of 27
5.1.10.3.2. Audio/Visual, Video Surveillance and Wireless
Access Point Cabling: NEXTSPEED Cat 6A 10Gb –
C6ASRDSW (White)
5.1.10.3.3. Quantity: As noted in Table 1
5.1.10.4. For cables run between buildings or to outside locations not
attached to the building (either underground or aerial):
NEXTSPEED Cat 6A OSP Cable
5.1.10.4.1. Part Number: C6ASOPBK (Black)
5.1.10.4.2. Quantity: For locations as noted in Exhibits
5.1.11. Copper Patch Cables: Unshielded Twisted Pair (UTP), Category 6A, 4 pair,
stranded copper. Jacket color as noted above, except for access-point patch cords,
which shall be white.
5.1.11.1. Verify lengths of patch cable with City prior to ordering
5.1.11.2. Part Number
5.1.11.2.1. HC6AB10 - Cat 6A 10-foot – at workstation end of
data/voice cabling (or longer if required to reach from
data jack to existing computer location). Color – Blue.
5.1.11.2.2. At Video Surveillance Cameras locations – no patch
cable; field-terminating data jack for cable end at
camera.
5.1.11.2.3. HC6AW03 - Cat 6A 3-foot – at Audio/Visual data
locations (or longer, if required to reach from data
jack to access-point location). Color – White.
5.1.11.2.4. HC6AW10 - Cat 6A 10-foot (riser-rated) – for
Wireless Access Point data locations in accessible
ceilings (or longer, if required to reach from data jack
to access-point location). Color – White.
5.1.11.2.5. At Wireless Access Points (WAPs) not mounted to
accessible ceilings (surface-mount, wall mount, pole
mount) – no patch cable; field-terminating data jack
for cable end at WAP.
5.1.11.2.6. HC6AB03 - Cat 6A 3-foot – at patch panels for
data/voice cabling. Color – Blue.
5.1.11.2.7. HC6AW03 – Cat 6A 3-foot – at patch panel for Video
Surveillance, Audio/Visual and Wireless Access Point
cabling. Color – White.
5.1.11.2.8. Quantity: As indicated on Table 1
5.1.12. Copper Termination Panels:
5.1.12.1. Termination Patch Panels: 19" rackmount 24-port and 48-port,
unloaded patch panels for terminating data cabling. Contractor
to field-verify installation of flat patch panels with existing
conditions.
Page 10 of 27
5.1.12.1.1. Termination Patch Panel Part Number: HP6A24 –
24-port flat, unloaded patch panel or HP6A48 – 48-
port flat, unloaded patch panel
5.1.12.1.1.1. Quantity: As listed in Table 1
5.1.12.1.2. CATEGORY 6A DATA JACKS – Data/Telephone:
Cat 6A data jack for terminating data cabling
5.1.12.1.2.1. Part Number: Cat 6A - HJ6AB
5.1.12.1.2.2. Quantities: As indicated on Table 1
5.1.12.1.3. CATEGORY 6A DATA JACKS – Video Surveillance,
Audio/Visual, and Wireless Access Points: Cat 6A
data jack for terminating data cabling
5.1.12.1.3.1. Part Number: Cat 6A - HJ6AW
5.1.12.1.3.2. Quantities: As indicated on Table 1
5.1.12.1.4. Blank Inserts for spare patch panel ports
5.1.13. Drop Location Configurations:
5.1.13.1. Data/Telephone Data Locations, Audio/Visual Data Locations
5.1.13.1.1. Data Jacks
5.1.13.1.1.1. Part Number: Cat 6A - HJ6AB
5.1.13.1.1.2. Provide Blank data jack inserts for
spare data jack locations
5.1.13.1.2. Junction boxes and faceplate
5.1.13.1.2.1. In existing stud or plaster walls:
5.1.13.1.2.1.1. Single-gang trim ring – for up
to four data locations
5.1.13.1.2.1.2. Hubbell single-gang, 2-
position plastic face plate,
color Office White – FL12
5.1.13.1.2.1.3. Hubbell single-gang, 4-
position plastic face plate,
color Office White – FL14
5.1.13.1.2.1.4. Double-gang trim ring – for
more than four data locations
5.1.13.1.2.1.5. Hubbell double-gang, 6-
position plastic face plate,
color Office White – FL206
5.1.13.1.2.1.6. Hubbell double-gang, 9-
position plastic face plate,
color Office White – FL209
5.1.13.1.2.2. On existing concrete block and
concrete walls:
Page 11 of 27
5.1.13.1.2.2.1. Surface raceway. See
Surface Raceway and
Associated Hardware for
details.
5.1.13.1.2.3. Mounted on furniture:
5.1.13.1.2.3.1. (1) Cat 6A data jacks -
HXJ6AOW (Office White in
color)
5.1.13.1.2.3.2. (1) ISB2OWP 2-port surface
mount box (Office White in
color).
5.1.13.1.2.3.3. (1) ISB4OWP 4-port surface
mount box (Office White in
color) – if applicable.
5.1.13.1.2.4. Floor mounted:
5.1.13.1.2.4.1. Provide data jacks and new
bronze faceplate for cabling
to existing floor mounted
receptacles
5.1.13.1.2.4.2. Data jacks shall be
compatible with existing floor
boxes
5.1.13.1.2.4.3. Face plate to match closely
with bronze surface-mounted
cover of the existing floor
boxes.
5.1.13.1.2.5. For wall-mounted telephones (interior
or in exterior telephone enclosure)
5.1.13.1.2.5.1. Stainless steel wall-mount
faceplate – SP6AF
5.1.13.1.2.5.2. Data jack included with
faceplate.
5.1.13.1.3. Quantities: As required for a complete installation
5.1.13.2. Video Surveillance
5.1.13.2.1. For existing video surveillance cameras
5.1.13.2.1.1. Reuse existing pathway where
possible. Maintain maximum 40
percent fill rate
5.1.13.2.1.2. Field termination plug
5.1.13.2.1.2.1. Part No.: SP6A
Page 12 of 27
5.1.13.2.1.2.2. Terminate with enough slack
to attach to video
surveillance camera
5.1.13.2.2. For new video surveillance cameras
5.1.13.2.2.1. Coil cable above ceiling level at
structure above. Secure coiled cable
to structure with hook-and-loop ties.
Field terminate and test cable end.
5.1.13.2.2.2. Field termination plug
5.1.13.2.2.2.1. Part No.: SP6A
5.1.13.2.2.2.2. Terminate with minimum 15
feet of slack to attach to
future video surveillance
camera locations
5.1.13.3. Access-Point Data Location
5.1.13.3.1. Part Numbers (above suspended ceilings):
5.1.13.3.1.1. (1) Cat 6A data jacks - HXJ6AOW
(Office White in color)
5.1.13.3.1.2. (1) ISB2OWP 2-port surface mount
box (Office White in color).
5.1.13.3.2. Part Numbers: (in exposed ceiling/surface-
mount/wall-mount conditions)
5.1.13.3.2.1. Deep 1900 electrical box
5.1.13.3.2.2. Field termination plug
5.1.13.3.2.2.1. Part No.: SP6A
5.1.13.3.2.2.2. Terminate with 6 inches of
slack to attach to access
point mounted to underside
of electrical box.
5.1.14. 4-Post Open Cabinet
5.1.14.1. Manufacturer: Hubbell or equal
5.1.14.2. Size: 84-inch high x 30-inch wide x 42-inch deep
5.1.14.3. Model: Hubbell H2N8442E (cabinet without sides)
5.1.14.4. Seismic Z4 dynamic loading 1,000-pound
5.1.14.5. #12-24 threaded hole configuration
5.1.14.6. External Vertical Cable Management Bars within frame:
H284CM
5.1.14.6.1. One bar each side - front
5.1.14.7. External vertical cable management:
Page 13 of 27
5.1.14.7.1. 6-inch wide Z-channel, with hinged cover
5.1.14.7.2. Model: Hubbell VS76H
5.1.14.8. Quantity: 1 – Light & Water (see Exhibits for details)
5.1.15. Horizontal Cable Management:
5.1.15.1. Manufacturer: Hubbell or equal
5.1.15.2. Size: 2U high by 3 inches deep, with cover
5.1.15.3. Model: Hubbell HS23C
5.1.15.4. Quantity: 1 horizontal cable manager for every patch panel--not
required in low-profile network cabinets
5.1.16. Horizontal/Backbone Pathway:
5.1.16.1. J-Hook Cable Management (Ceiling Area): High-performance
UTP cable support system
5.1.16.1.1. Acceptable Manufacturers: ERICO/CADDY, B-line or
approved equal
5.1.16.1.2. Part Number: Erico-CAT32, CAT21; B-line BCH21,
BCH32, BCH64
5.1.16.1.3. Quantity: As required for a complete installation
5.1.17. Surface Raceway and Associated Hardware: Non-metallic, single-channel,
surface raceway. Surface raceway is not to have an adhesive backing. All items are
to be office white in color. Acceptable alternate to raceway in unfinished or
outdoor spaces is IMC metallic conduit, 1-inch I.D minimum, unless larger size
is required to maintain minimum 40% fill ratio.
5.1.17.1. Acceptable Manufacturers: Hubbell or approved equivalent
5.1.17.2. PL1 Raceway Series
5.1.17.2.1. PL1 Series serves up to 4 cables
5.1.17.2.2. For 5-6 cables per raceway, provide similar parts
from the PW2 2-channel raceway series
5.1.17.2.2.1. For boxes serving 5-6 cables, provide
2-gang PDB12TGLV model box
5.1.17.3. For cabling larger than 6 cables, use appropriately sized Hubbell
(or equal) surface raceway.
5.1.17.4. Single-Channel, Non-Metallic, Surface Raceway
5.1.17.4.1. Part Number: PL1BC5 (or part number to not exceed
cable fill ratio of the Category 6A cable provided)
5.1.17.4.2. Quantity: As required for a complete installation
5.1.17.5. Splice Cover
5.1.17.5.1. Part Number: PL1SC
5.1.17.5.2. Quantity: As required for a complete installation
Page 14 of 27
5.1.17.6. Internal Elbow
5.1.17.6.1. Part Number: PL1IEBC
5.1.17.6.2. Quantity: As required for a complete installation
5.1.17.7. External Elbow
5.1.17.7.1. Part Number: PL1EEBC
5.1.17.7.2. Quantity: As required for a complete installation
5.1.17.8. Flat Elbow
5.1.17.8.1. Part Number: PL1FEBC
5.1.17.8.2. Quantity: As required for a complete installation
5.1.17.9. Tee Connection
5.1.17.9.1. Part Number: PL1TCBC
5.1.17.9.2. Quantity: As required for a complete installation
5.1.17.10. Conduit Adapter/Ceiling Fitting
5.1.17.10.1. Part Number: PLP1CACF
5.1.17.10.2. Quantity: As required for a complete installation
5.1.17.11. Single-Gang, Deep-Surface Box
5.1.17.11.1. Part Number: PDB12D
5.1.17.11.2. Quantity: As required for a complete installation
5.1.17.11.2.1. Provide single-gang box at transition
to metal conduit, and where sum of
bends equals 270 degrees or greater.
5.1.18. Firestopping products
5.1.18.1. Manufacturers of firestopping materials that are considered
acceptable, provided they comply with the Contract Documents:
5.1.18.1.1. 3M
5.1.18.1.2. Dow Corning Corporation
5.1.18.1.3. Hilti, Inc.
5.1.18.1.4. STI-SpecSeal
5.1.18.1.5. Legrand Cablofil EZ-Path
5.1.18.2. Firestopping Sleeve
5.1.18.2.1. At masonry walls or concrete floor slabs:
intermediate metallic conduit (IMC) or galvanized
steel rigid metal conduit (RMC) sleeves. Provide
bushings at each end of conduit sleeves to prevent
sharp edges.
5.1.18.2.2. At gypsum board drywall walls or wood floor
construction: intermediate metallic conduit (IMC) or
Page 15 of 27
galvanized steel rigid metal conduit (RMC) sleeves.
Provide bushings at each end of conduit sleeves to
prevent sharp edges.
5.1.18.2.2.1. If the opening around the conduit
exceeds ½-inch from the conduit,
provide fire-rated assembly instead.
5.1.18.2.3. Acceptable substitute for conduit sleeves in walls and
floors:
5.1.18.2.3.1. Manufacturer: Legrand Cablofil EZ-
Path (or equal)
5.1.18.2.3.2. Model: EZD 22 or EZD 33, sized for
number of cables required
5.1.18.2.4. Size conduit or fire-rated assembly to not exceed the
40% fill ratio of the Category 6A cable provided
5.1.18.2.4.1. Minimum conduit size: 1-inch I.D.
5.1.18.2.4.2. Maximum conduit size: 4-inch I.D.
5.1.18.2.5. See Execution section for sleeve supports and
installation requirements.
5.1.19. Other Accessories
5.1.19.1. Mule Tape, 1250-pound, in all conduits and sub-conduits
5.1.20. Administration
5.1.20.1. Labels
5.1.20.1.1. Contractor shall furnish and install printed labels.
Handwritten labels are not acceptable. Lettering to
be 3/16" high, bold type. Labels are to be made from
self-adhesive backed labels, be smear-resistant, and
not easily removed.
5.1.20.1.2. Acceptable Manufacturers: Panduit or approved
equivalent
5.1.20.1.3. Labels at the patch panel shall be self-adhesive type
made to secure to a metal surface.
5.1.20.1.4. Quantity: As required for a complete installation
5.1.21. Miscellaneous Materials
5.1.21.1. All miscellaneous materials, supports and associated hardware
required for a complete installation of the items listed above are
the responsibility of the Contractor to furnish and install.
5.1.21.2. Acceptable Manufacturers: Materials are to be of the same
manufacturer, unless not available from the manufacturer.
5.1.21.3. Quantity: As required for a complete installation
Page 16 of 27
6. Execution
6.1. Materials and Workmanship
6.1.1. Contractor shall perform all work required for the completion of the
installation in a skillful and craftsman-like manner.
6.1.2. All installations are to be made secure, plumb, true, and square.
6.1.3. Materials used for the completion of the installation shall be new, the best
of their respective kind, and manufactured for the purpose that they are being used.
6.1.4. There shall be no substitution of the materials listed for installation and/or
the expected method of installation without the prior written approval of the PM.
6.1.5. The installation of all materials and devices shall be in accordance with the
latest manufacturer’s published procedures, specifications, and recommended
procedures.
6.1.6. All materials shall be delivered in their original unopened packaging and
stored in an enclosed secured area providing adequate protection from damage
and/or loss. Damaged or deteriorated materials shall be removed from the building
property immediately and replaced at no cost to the City.
6.2. Firestopping
6.2.1. All interior full-height walls (extending from floor slab to underside of floor or
roof slab above), exterior walls, floor slabs, roof slabs, stairway enclosures, duct
risers and elevator shafts are considered fire barriers (fire-rated). All penetrations
through fire barriers must be fire stopped in accordance with the Contract
Documents. Through-floor penetrations and all penetrations installed within fire
barriers shall be fire stopped to the rating of the associated floor and/or wall after the
cables and/or sleeves have been installed.
6.2.1.1. Contractor shall provide conduit sleeves for penetrations through
all floors and full-height walls. See Structured Cabling Products
section for firestopping sleeve products.
6.2.1.2. All penetrations the Contractor uses for cable routing through
full-height walls shall be firestopped. This applies to both
existing openings and new openings. This requirement applies
whether or not the existing opening was firestopped by previous
installers.
6.2.2. The fire-rated material utilized to plug the interior of a conduit sleeve shall
be an approved firestopping material. Conduit sleeves shall be caulked/sealed
between conduit and cored penetration with an approved firestopping material.
Expandable foam shall not be utilized and will not be accepted by the City.
6.2.2.1. Masonry walls
6.2.2.1.1. Provide solid mortar around conduit on both sides of
the wall.
6.2.2.1.2. Where penetration through wall is solid masonry,
provide solid mortar through the entire depth of the
wall.
Page 17 of 27
6.2.2.2. Gypsum board drywall walls
6.2.2.2.1. Anchor sleeve to studs.
6.2.2.2.2. Provide approved caulking/sealant around conduit at
both sides of wall.
6.2.2.2.3. If the cored opening is more than 1/2-inch around the
conduit, provide an approved firestopping assembly
with metal plates on both sides of the wall, to cover
the opening.
6.2.2.3. Concrete floor slabs
6.2.2.3.1. Anchor sleeve to floor
6.2.2.3.2. Provide solid mortar around conduit for full depth of
slab
6.2.2.4. Wood construction floors
6.2.2.4.1. Anchor sleeve to floor with at least two connectors.
6.2.2.4.2. Provide approved caulking/sealant around conduit at
both sides of wall.
6.2.2.4.3. If the cored opening is more than 1/2-inch around the
conduit, provide an approved firestopping assembly
with metal plates on top side of the floor, to cover the
opening.
6.2.2.5. See Structured Cabling Products section for firestopping sleeve
products.
6.2.3. Firestop materials and assemblies shall be independently tested by
nationally accepted test agencies and verified to conform to ASTM E 814, Fire Tests
of Through-Penetration Firestops and be rated per UL 1479. Firestopping materials
shall conform to Flame (F) and Temperature (T) ratings as required by local building
code. The F rating must be a minimum of one (1) hour but not less than the fire
resistance rating of the assembly or surface being penetrated. When required by
code authority, the materials shall carry a “T (hours)” Fire Rating Classification based
on the above-mentioned standards and shall be based on measurement of the
temperature rise on the penetrating item(s). The fire test shall be conducted with a
minimum positive pressure differential of 0.01 inches of water column.
6.2.4. Before ordering products and coring, including conduit sleeves, firestopping
assemblies and caulk, Contractor shall submit information to the PM for review and
comment for each firestop product intended to be used.
6.2.4.1. Material Safety Data Sheets (MSDS)
6.2.4.2. Product data
6.2.5. New and existing raceways, cable trays, and cables for power, data, and
communications systems penetrating non-rated and fire-rated floors, walls, and other
partitions of building construction shall be firestopped where they penetrate new or
existing building construction.
Page 18 of 27
6.2.6. Firestopping shall be accomplished by using a combination of materials and
devices, including penetrating raceway, cable tray, or cables, required to make up
complete firestop.
6.2.7. Selected systems shall not be less than the hourly time-delay for each fire-
rated floor, wall, or other partition of building construction. Firestop for each type of
communications penetration shall conform to requirements of an independent testing
laboratory design drawing or manufacturer's approved modification, when used in
conjunction with details shown on the drawings.
6.2.8. Coordinate each firestop selection with adjacent work for dimensional or
other interference and for feasibility. In areas accessible to public and other
"finished" areas, firestop systems work shall be selected, installed, and finished to
the quality of adjacent surfaces of building construction being penetrated.
6.2.9. Use materials that have no irritating or objectionable odors.
6.2.10. Provide damming materials, plates, wires, restricting collars, and devices
necessary for proper installation of firestopping. Remove combustible installation
aids after firestopping material has cured.
6.2.11. All firestops shall be installed in accordance with the manufacturer’s
instructions in order to maintain the specific rating assigned by the independent
testing laboratory.
6.2.12. Additional requirements for existing penetrations are as follows:
6.2.12.1. Existing raceways, cable trays, and cabling that penetrate
existing building construction shall be firestopped to the extent
necessary to fill cavities that may exist between existing building
construction and existing communications penetrations or
existing conduit sleeve, and between existing conduits and
existing conduit sleeve.
6.2.12.2. Assemblies consisting of individual steel hat type restricting
collars filled with intumescent type materials that completely
surround communications penetration shall be used for non-
metallic raceways and cabling.
6.2.13. If required by inspecting authorities:
6.2.13.1. Expose and remove firestopping to the extent directed by
inspecting authority to permit his or her inspection.
6.2.13.2. Reinstall new firestopping and restore work where removed for
inspection.
6.3. Weather-Stopping
6.3.1. Provide exterior grade caulk where conduit penetrates building. Caulk gap
between conduit and exterior wall.
6.3.2. Provide backer material where needed.
6.3.3. At exterior walls, for conduit greater than 1 ¼” I.D., provide trim ring
(escutcheon) in addition to caulk.
6.3.4. Where existing conduit or openings to exterior are used for this project,
contractor shall provide weather stopping after installation.
Page 19 of 27
6.4. Labels
6.4.1. All cables are to be individually labeled at each end. Labels are to be
secured to the cable jacket within 6” from the cable jacket ends for each copper
cable.
6.4.2. Labels at the drop location faceplate shall be placed appropriately in the
area of the faceplate designated for labeling.
6.4.3. Labels at the patch panel shall be secured to smooth surfaces.
6.4.4. Labeling convention to be determined by PM.
6.4.5. Where a data jack is terminated above an acoustical tile ceiling, provide an
additional label on the spline of the ceiling, directly below the data jack that is
viewable from the floor.
6.5. Prohibited Products
6.5.1. Any materials that are considered to be unsafe to life or the environment,
such as asbestos, lead paint, etc., are not to be used or installed.
6.6. Housekeeping
6.6.1. Contractor shall take all necessary precautions and provide all necessary
protection and enclosures to ensure that dust and debris created as a result of the
installation does not get out of the project work areas and into other parts of the
building(s).
6.6.2. Contractor shall have a portable shop vacuum cleaner onsite capable of
cleaning up all debris and dust caused by the installation. All finished surfaces are to
be kept clean of any installation debris and dust at the end of each day's work. Drop
cloths are to be used to protect all furniture from damage, and surfaces are to be
cleaned to their existing conditions.
6.6.3. Contractor shall, at all times, keep the premises free from the accumulation
of waste material and/or rubbish caused by their installation work. All waste material
and/or rubbish shall be suitably and legally disposed of by Contractor, at their
expense, off the building site.
6.6.4. Where required, Contractor shall provide and maintain suitable barriers to
regulate access, to assure public safety and to protect the work in progress.
6.6.5. At the completion of the project, Contractor shall: a) remove all their waste
materials and rubbish from and about the installation site; b) remove all their tools,
installation equipment, and surplus materials; and c) leave finished areas free of
installation dust and non-finished areas broom clean.
6.7. Cabling Standards and Codes
6.7.1. All cabling is to be installed according to the latest EIA/TIA standards and
the latest BICSI-proposed installation procedures as outlined in Telecommunications
Distribution Methods Manual and Telecommunications Cabling Installation Manual.
6.7.2. All work and materials shall be in accordance with the National Electric
Code (latest edition), Federal, State, and local codes, and all other bodies having
jurisdiction with the installation practice.
Page 20 of 27
6.7.3. The placement and wall mounting of all items requiring servicing,
maintenance, and/or observation shall be placed with direct access from the floor
without need of a stool, stepladder, or similar aids.
6.8. Cabling System Installation
6.8.1. Receive, check, unload, handle, store, and adequately protect equipment
and materials to be installed. Store in areas as directed by the City. Contractor’s
obligations include delivery, unloading, setting in place, fastening to walls, floors,
ceilings, or other structures where required, interconnecting wiring of system
components, equipment alignment and adjustment, and other related work, whether
or not expressly defined herein.
6.8.2. Adhere to manufacturer's published specifications for pulling tension,
minimum bend radii, and sidewall pressure when installing cables.
6.8.2.1. Where manufacturer does not provide bending radii information,
minimum bending radius shall be 10 times cable diameter.
Arrange and mount equipment and materials in a manner
acceptable to the PM.
6.8.2.2. Contractor shall insure that the maximum tensile load and or
pulling tensions do not exceed that specified by the
manufacturer of the cable to be installed, and shall include all
additional pull boxes, junction boxes, equipment, and lubrication
for proper installation.
6.8.2.3. Tie-wraps are to be hand-tightened on cables or cable bundles
and are not to deform the cable jacket or crimp the sheath.
Where additional pressure is required to support the cable,
Kellums, or cable grips are to be used.
6.8.2.4. Coordinate placement of patch panels in existing racks with the
PM. Coordinate relocation of existing switches by the City staff
with the PM.
6.8.3. Install station cabling to the nearest communications closet, unless
otherwise noted.
6.8.4. Installation shall conform to the following basic guidelines:
6.8.4.1. Use of approved wire, cable, and wiring devices.
6.8.4.2. Neat and uncluttered wire termination.
6.9. Network Cabinet Installation
6.9.1. Furnish and install the new wall-mounted network cabinets (regular size
and low-profile) where shown on exhibits.
6.9.1.1. Secure the cabinet to wall structure.
6.9.1.2. Provide one 20-amp dedicated-circuit outlet with 2 5-20
receptacles.
6.9.1.2.1. Mount electrical outlets at the back of the cabinet.
6.9.1.2.2. Coordinate the outlet locations with the cutout of the
wall cabinet.
Page 21 of 27
6.9.1.3. Mounting Height – comply with ADA standards.
6.9.1.4. Provide Telecommunication Main Grounding Bus Bar (TMGB) or
Telecommunication Grounding Bar (TGB), near cabinet.
6.9.1.4.1. Provide ground wire from cabinet to building ground.
Comply with requirements of Grounding section.
6.9.1.4.1.1. Conceal ground wire in conduit in
office, and other finished areas.
6.10. Cable Routing and Management
6.10.1. Primary cable routes are to be coordinated with the PM for approval prior to
installation.
6.10.2. Any portion of the cabling system considered to be exposed to potential
damage by the PM shall be protected raceway as part of the original contract.
6.10.3. Velcro straps are to be utilized to manage cable within wiring closets and
cabinets. Plenum-rated plastic cable ties may be utilized to secure cable in plenum
areas. Over-tightened tie-wraps causing cable jacket deformation will not be
accepted by the PM.
6.10.4. All cabling is to be routed parallel to structural walls.
6.10.5. The routing of all cable above any accessible ceiling shall be properly
managed and independently supported above the ceiling support system.
Management rings and/or J-hooks are to be mounted to the building walls and
permanent building structure with suitable attachments and the cables are to be
routed within these management devices. The management rings and/or J-hooks
are to be spaced within four (4) to five (5) feet of each other to prevent cable bundle
droop in excess of 8” from parallel between supports. If the cables cannot be kept
within the specified droop, additional supports are to be added.
6.10.6. Exposed cabling within the wiring room(s) shall be neatly managed utilizing
cable management wall brackets and Velcro straps. Contractor shall coordinate the
exact location of the brackets with the PM.
6.10.7. Cable routing shall be such that the cable is not closer than six (6) inches
from light fixture ballasts; twelve (12) inches from conduit and cables used for
electrical power distribution; and four (4) feet from motors, transformers and/or any
other device capable of emitting RF noise and electromagnetic interference.
6.10.8. Junction Boxes
6.10.8.1. Mount junction boxes in locations specified.
6.10.8.2. Provide weather-resistant wood backing where required for even
substrate.
6.11. Cable Termination
6.11.1. Cabling:
6.11.1.1. Cabling Contractor shall refer to the manufacturer’s
recommended procedure for terminating to the connector.
Page 22 of 27
6.11.1.2. Each cable shall be supported up to the point of termination
using the termination component’s strain-relief bars, wire-tie
eyelets, or other mechanisms as recommended by the
manufacturer.
6.11.2. Unshielded Twisted Pair (Copper) Structured Cabling:
6.11.2.1. Minimal cable jacket shall be removed for termination per the
manufacturer's specifications.
6.11.2.2. The twist of each pair shall remain natural to final termination.
Contractor shall not add twist to the pairs after the jacket has
been removed. No more than 0.5” of untwist is acceptable for
Category 6A cable.
6.11.2.3. Dust caps and stuffer caps are to be installed when provided in
the standard packaging by the specified manufacturer to aid in
protecting and insulating the terminations and contacts.
6.12. Wireless Access Point Installation
6.12.1. Mount wireless access points provided by City.
6.13. Grounding
6.13.1. Comply with the grounding requirements of ANSI/TIA/BICSI 607-B
6.13.2. Bond TMGB or TGB to the following:
6.13.2.1. Exposed cable shields
6.13.2.2. All associated surge protectors
6.13.2.3. AC electrical panels
6.13.2.3.1. Nearest electrical panel
6.13.2.3.2. Any sub-panels in the network room, or near the
network cabinet
6.13.2.4. Cable trays
6.13.2.5. Equipment racks, cabinets, and enclosures (new or existing)
6.13.2.6. Structural steel or support beams
6.13.2.7. Nearby water supply line
6.13.2.8. Entrance conduits
6.13.3. In building Equipment Room and main Network Rooms (containing TMGB),
bond the TMGB to the building ground, or to the building ground through the
grounding bar in the main electrical service.
6.13.4. Ground all patch panels to equipment racks using grounding screws.
6.13.5. Connect all bonding conductors to the TMGB or TGB using irreversible
compression-type connections and two-hole lugs (stainless steel or bronze).
6.13.6. Test the integrity of the telecommunications bonding connections using an
earth grounding resistance tester for a two-point continuity test.
Page 23 of 27
6.13.6.1. Verify that building metal structure, electrical (nearest electrical
panel and subpanels within the room) and nearby water supply
line are continuously connected to building ground.
6.13.6.2. Perform the test using the nearest structural steel column and
the TMGB or TGB as two of the points.
6.13.6.2.1. The maximum value for bonding resistance between
these two points shall not exceed 0.1 ohms.
6.13.6.2.2. Submit test results for all network rooms/cabinets
prior to closeout.
6.13.6.3. Test the integrity of bonding between all existing computer
equipment and grounding system. Use the computer equipment
and the grounding bus bar as the two points.
6.13.6.3.1. The maximum value for bonding resistance between
these two points shall not exceed 0.1 ohms.
6.13.6.3.2. For bidding purposes, assume the 10% of equipment
exceeds the maximum value for bonding resistance.
6.13.6.3.2.1. Replace existing equipment anchor
screws with grounding screws and
retest.
6.13.6.3.2.1.1. If equipment still exceeds the
maximum value for bonding
resistance, provide separate
grounding wire, connected to
the equipment to the rack.
6.13.6.3.3. Test integrity of bonding whether existing equipment
is rack-mounted or wall-mounted.
6.13.6.3.4. Consult security contractors, to obtain permission for
grounding and testing security equipment panels
(video surveillance, door access, burglar alarm),
6.13.6.3.5. Submit test results for all computer equipment prior
to closeout.
6.14. Cable System Field Testing
6.14.1. Cables shall be tested after the installation is complete. If for any reason, a
terminated connection is removed for additional work of any nature, the cabling is to
be re-tested if previously tested. The cost of re-testing is the responsibility of
Contractor.
6.14.2. Trained technicians who have successfully attended an appropriate training
program and have obtained a certificate, as proof thereof shall execute the tests.
Appropriate training programs include but are not limited to installation certification
programs provided by BICSI or the Association of Cabling Professionals (“ACP”).
6.14.3. The tester shall be within the calibration period recommended by the
Contractor in order to achieve the Contractor-specified measurement accuracy.
Page 24 of 27
6.14.4. The Pass or Fail condition for the link-under-test is determined by the
results of the required individual tests detailed in this Section. Any Fail or Fail* result
yields a Fail for the link-under-test. To achieve an overall Pass condition, the results
for each individual test parameter must Pass or Pass*.
6.14.5. A Pass or Fail result for each parameter is determined by comparing the
measured values with the specified test limits for that parameter. The test result of a
parameter shall be marked with an asterisk (*) when the result is closer to the test
limit than the accuracy of the field tester. The field tester manufacturer must provide
documentation as an aid to interpret results marked with asterisks.
6.14.6. A City representative shall be invited to witness field testing. The
representative shall be notified of the start date of the testing phase 5 business days
before testing commences.
6.14.7. At the City’s discretion, a City representative will select a random sample of
5% of the installed links. With the assistance of the Contractor and using the
Contractor’s test equipment, the representative (or his authorized delegate) shall test
these randomly selected links and the results are to be stored in accordance with the
prescriptions in this Section. The results obtained shall be compared to the data
provided by the Contractor. If more than 2% of the sample results differ in terms of
the pass/fail determination, Contractor under supervision of the City representative
shall repeat one hundred percent (100%) testing and the cost of such testing shall be
borne by Contractor.
6.14.8. Unshielded Twisted Pair (UTP) Copper Structured Cable Test Parameters:
6.14.8.1. Every cabling link in the installation shall be tested in
accordance with the field test specifications defined in the most
recent TIA/EIA 568-B Standard for the type of cabling system
(Cat 6A) being installed. Test shall be a “Permanent Link” test.
6.14.8.2. Each UTP cable installed shall be tested. Test result printout
sheets and a PDF file of the result shall be furnished at the
completion of the project.
6.14.8.3. The following tests shall be performed and documented for each
UTP cable:
6.14.8.3.1. Pair mapping
6.14.8.3.2. Cable length
6.14.8.3.3. Attenuation
6.14.8.3.4. Near-End-Cross Talk (NEXT) in both directions
6.14.8.3.5. Attenuation to Cross Talk Ratio – Near End (ACR-N)
6.14.8.3.6. Return Loss (RL)
6.14.8.3.7. Far-End Cross Talk (FEXT)
6.14.8.3.8. Power-Sum Near-End Cross-Talk (PSNEXT)
6.14.8.3.9. Equal-Level Far-End Cross-Talk (ELFEXT)
6.14.8.3.10. Power-Sum Attenuation to Cross-Talk Ratio – Far-
End (PS ACR-F)
Page 25 of 27
6.14.8.3.11. Propagation Delay
6.14.8.3.12. Delay Skew
6.14.8.3.13. Impedance
6.14.8.3.14. Capacitance
6.14.8.3.15. Loop Resistance
6.14.8.4. In addition, test cabling for Alien Cross Talk, using the following
parameters. Each cable selected shall be a long disturbed
(victim) link that has at least one connector immediately adjacent
to it in the patch panel:
6.14.8.4.1. Power Sum Alien Near-End Crosstalk Loss (PS
ANEXT)
6.14.8.4.2. Power Sum Alien Attenuation to Crosstalk Ratio, Far-
end (PSAACRF)
6.15. For the scheduled day of the cutover by the City’s technical staff to the new
structured data cabling at each building, a Contractor’s field technician shall be on
site, to address any cabling issues that may arise.
6.16. Document cabling routing on as-built drawings for the City. Contractor is required to
submit "As-Built" computer generated (Adobe Acrobat) record drawings, which will
reflect the exact location of each data location.
6.16.1. Contractor will be given an Adobe Acrobat version of the floor plan with
data outlet locations for its use in developing the record drawings.
6.16.2. Contractor shall submit (1) hardcopy set of the drawings, and an electronic
version on USB drive at the completion of the project and prior to final acceptance by
the City.
7. Contractor Completion Criteria
7.1. Contractor’s work shall be considered complete after the following has been
accomplished:
7.1.1. All items listed in the Contractor’s approved proposal have been completed.
7.1.2. All ceiling panels are in place in same or better condition than as originally
found.
7.1.3. All labels are in place.
7.1.4. All construction debris and materials have been removed.
7.1.5. The PM has inspected all installations and reviewed proof of performance
tests and accepted the installation.
7.1.6. The Contractor has provided the City with a formal knowledge exchange,
consisting at a minimum of:
7.1.6.1. As-built and spreadsheet documentation of the location of all
equipment and access points.
Page 26 of 27
7.2. Milestones that are to be scheduled, as a minimum, are:
7.2.1. Install copper structured data cabling
7.2.2. Terminate and test cabling
7.2.3. Support cutover to new cabling
7.2.4. Post-implementation documentation
7.2.5. Post-implementation support
7.2.6. Training
7.2.7. Additional coordination with the City is to be performed to ensure that work
scheduled within the building does not delay the project.
7.3. Changes and Discrepancies - Any minor change in the location of a workstation or
access point data location, equipment, etc., from that initially indicated, if directed by
the City, prior to the installation of the location, shall be made without charge. A
"minor change" is defined as one that does not add any degree of difficulty to the
original installation requirement.
7.4. Close-Out and Final Acceptance
7.4.1. The completed installation shall consist of a cable system constructed in
strict accordance with the Contract Documents and specifications. Any labor,
materials and/or equipment which is not indicated in the Contract Documents or
specifications herein but is necessary and/or incidental to completing the entire
installation, as shown and intended, must be furnished and installed at no additional
cost to the City.
7.4.2. At time of completion of the installation, Contractor shall request, in writing,
to the CITY for a walk through of the installation for preparing a final punch list of the
work to be completed prior to the City’s acceptance of the installation. Once the
items on the final punch list have been corrected by Contractor, Contractor shall
submit another request to review the punch list items and acceptance of the
installation.
7.4.3. Contractor is required to submit "As-Built" computer-generated electronic
record drawings and spreadsheet.
7.4.4. Prior to final acceptance and payment, Contractor shall provide the City
with a manufacturer’s 25-year warranty certificate and registration for this installation.
7.5. Cleaning - Contractor shall daily, at the completion of the work, remove and dispose
of all rubbish, surplus materials, equipment, etc., and shall leave the site absolutely
clean and in good order to the satisfaction of the City.
7.6. Safety - Contractor is solely responsible for the safe passage of pedestrian traffic for
the duration of the job. Any precautionary measures, necessary warning signs, etc.,
required to assist Contractor in the performance of the work shall be at Contractor's
expense and provided for his/her quoted price.
7.7. Material / Equipment Staging
Page 27 of 27
7.7.1. Contractor shall be responsible for coordinating the delivery, acceptance,
unloading and storage of their materials to the premises with the PM. Contractor
shall comply with all building regulations regarding hours, method and location of
material delivery.
7.7.2. The City shall provide, within reason and at its discretion, adequate space
for Contractor to store a limited quantity of material and tools (one lock box) but does
not agree to provide space for the entire inventory of material and tools for the
project. The storage of Contractor’s materials and tools within the City building is at
Contractor’s sole risk, and the City shall not have any responsibility for damage to, or
theft of, Contractor’s materials and tools.
7.7.3. Contractor shall protect equipment during transit, storage, and handling to
prevent damage, theft, soiling, and misalignment. Contractor shall coordinate with
the City for secure storage of equipment and materials. Contractor shall not store
equipment where conditions fall outside manufacturer's recommendations for
environmental conditions. Contractor shall not install damaged equipment and shall
remove and replace damaged equipment with new working equipment.
7.8. Use of Site
7.8.1. Use of the site shall be at the City's direction in matters in which the City
deems it necessary to place restriction.
7.8.2. Access to building wherein the work is performed shall be as directed by
the City.
7.8.3. Contractor shall schedule necessary shutdowns of City services with the
City and the City and obtain written permission from the City prior to shutdown of
services.
7.8.4. Contractor shall proceed with the work without interfering with ordinary use
of streets, aisles, passages, exits, and operations of the City.
7.9. Continuity of Services
7.9.1. Contractor shall take no action that will interfere with or interrupt, existing
City services unless previous arrangements have been made with the PM.
Contractor shall arrange the work to minimize shutdown time.
7.9.2. If City services are inadvertently interrupted, Contractor shall immediately
furnish labor, including overtime, material, and equipment necessary for prompt
restoration of interrupted service, at Contractor’s sole cost and expense.
8. Exhibits
8.1. Exhibits A through W – Floor Plans and Notes
8.1.1. Exhibits are provided separately
Structured Cabling System
Exhibits
GENERAL NOTES – FOR ALL EXHIBITS
1.EXISTING 2-POST NETWORK RACK(S)
2.EXISTING 4-POST NETWORK RACK(S)
3.EXISTING FLOOR-MOUNTED NETWORK CABINET(S)
4.EXISTING WALL-MOUNTED NETWORK RACK
5.EXISTING WALL-MOUNTED NETWORK CABINET
6.EXISTING ANALONG CABLING TO REMAIN
7.PICKUP FUNCTION ON TELEPHONE
8.TERMINATE DATA LOCATION WITHIN EXTERIOR TELEPHONE ENCLOSURE
9.CAT 6A OSP CABLING
•FOLLOW EXISTING EXTERIOR PATHWAY TO DATA LOCATION.
•PROVIDE FLEX CONDUIT WITH BUSHINGS ON ENDS FROM JUNCTION BOX TO DEVICE, WHERE APPLICABLE.
•FOR THIS CABLE RUN, PROVIDE CONDUIT WITHIN BUILDING BACK TO NETWORK RACK (AND TO DATA
LOCATIONS, IF APPLICABLE).
10.PROVIDE ONE CUSTOM PATCH CABLE TO CONNECTION FROM UTP PATCH PANEL TO ANALOG TELEPHONE
TERMINATION BLOCK. PROVIDE 8P8C CONNECTOR (8-PIN 8-CONTACT, FORMERLY RJ45) AT DATA PANEL END.
PROVIDE DIRECT PUNCH-DOWN TO TELEPHONE TERMINATION BLOCK AT THE OPPOSITE END.
11.OWNER WILL RELOCATED DATA RACK FROM ATTIC TO CONDITIONED LOCATION, PRIOR TO CABLING INSTALLATION.
VERIFY NEW LOCATION BEFORE PLANNING CABLE ROUTING.
12.PROVIDE WIRELESS ENCLOSURE
13.REUSE EXISTING CONDUIT PATHWAY BETWEEN BUILDINGS. VERIFY LOCATION AND CONDUIT SIZE
14.LOW-PROFILE NETWORK CABINET FOR CABLING TO AUDITORIUM
15.RELOCATE SWITCH TO LOW-PROFILE NETWORK CABINET
16.EXISTING BUILDING ENTRANCE FOR FIBER
17.EXISTING 2-POST RACK WITHIN CLOSET
18.EXISTING LADDER RACK TO REMAIN
19.PHONE/DATA ROOM FEEDS BASEMENT AND GROUND FLOOR ABOVE
20.ALL DRAWINGS: FOR CAMERAS MARKED AS “ADD,” RUN CABLE TO A POINT NEAR THE FUTURE CAMERA LOCATION,
FIELD TERMINATE, COIL CABLE ABOVE CEILING LEVEL AND SECURE TO STRUCTURE ABOVE.
21.4-POST OPEN CABINET – 84”H X 30”W X 42”D. THIS OPEN CABINET REPLACES AN EXIST. WALL-MOUNTED RACK.
PROVIDE 6” EXTERNAL VERT. CABLE MANAGEMENT WITH HINGED COVERS BOTH SIDES. LOCATE CABINET 6” OFF N.
WALL, WITH 4’ CLEARANCE IN FRONT OF CABINET (W. SIDE) AND 3’ CLEARANCE IN BACK OF CABINET (E. SIDE).
. Terminate & coil new cable above.
. Reuse path.
15
14
Exhibit A
. Reuse path.
Exhibit B
3
. Terminate & coil new cable above.
18
. Term. & coil cable above.
. Reuse path.
Exhibit C
. Terminate & coil cable above.
. Reuse path.
Exhibit D
-2
2
WM1
WM1
WM
. Terminate & coil new cable above.
. Reuse path.
Exhibit E
6
. Terminate & coil new cable above.
. Reuse path.
Exhibit F
6
14
. Terminate & coil new cable above.
. Reuse path.
Exhibit G
14
. Terminate & coil cable above.
. Reuse path.
Exhibit H
. Terminate & coil new cable above.
. Reuse path.
Exhibit I
MOUNTED TO BUILDING MOUNTED TO BUILDING
MOUNTED TO BUILDING
8
8
8
. Terminate & coil new cable above.
. Reuse path.
Exhibit J
8
8
8
8
8
8
5
. Reuse path.
. Terminate & coil new cable above.
. Reuse path.
Exhibit K
. Terminate & coil new cable above.
. Reuse path.
Exhibit L
13
8
. Terminate & coil new cable above.
. Reuse path.
Exhibit M
. Terminate & coil new cable above.
. Reuse path.
Exhibit N
- CABLING TO REMAIN
13 4
13
10
. Terminate & coil above.
. Reuse path.
Exhibit O
4
3
4
4
4
21
. Terminate & coil new cable above.
. Reuse path.
Exhibit P
. Terminate & coil new cable above.
. Reuse path.
Exhibit Q
1
19
. Terminate & coil above.
. Reuse path.
Exhibit R
4
4
12
4
4
4
4
4 4
4
4 12
. Reuse path.
. Terminate & coil above.
. Reuse path.
Exhibit S
4
4 4
4 4
4
4
4
4 4 4
9
7 7
7
7
4 4
NOT IN CONTEXT
13
. Reuse path.
. Terminate & coil new cable above. . Reuse path. Exhibit T GYM 4 GYM 4
. Terminate & coil new cable above.
. Reuse path.
Exhibit U
4
4
4 4
4
4
16
. Terminate & coil new cable above.
. Reuse path.
Exhibit V
. Terminate & coil new cable above.
. Reuse path.
Exhibit W
4
- Office
45635.01000\31182317.1
CITY OF AZUSA
AZUSA, CALIFORNIA
CONTRACT DOCUMENTS AND SPECIFICATIONS FOR
STRUCTURED CABLING SYSTEM PROCUREMENT AND
INSTALLATION
<Month> <Year>
45635.01000\31182317.1
-i- TABLE OF CONTENTS
TABLE OF CONTENTS
Page
00 11 16 – NOTICE INVITING BIDS ........................................................................................... 4
00 21 13 – INSTRUCTIONS TO BIDDERS ................................................................................. 7
ARTICLE 1. SECURING DOCUMENTS ............................................................................. 7
ARTICLE 2. EXAMINATION OF SITE AND CONTRACT DOCUMENTS ............................ 7
ARTICLE 3. INTERPRETATION OF DRAWINGS AND DOCUMENTS .............................. 7
ARTICLE 4. PRE-BID CONFERENCE ............................................................................... 8
ARTICLE 5. ADDENDA ...................................................................................................... 8
ARTICLE 6. ALTERNATE BIDS ......................................................................................... 8
ARTICLE 7. COMPLETION OF BID FORMS ..................................................................... 8
ARTICLE 8. MODIFICATIONS OF BIDS ............................................................................ 9
ARTICLE 9. SUBCONTRACTORS ..................................................................................... 9
ARTICLE 10. LICENSING REQUIREMENTS ..................................................................... 9
ARTICLE 11. BID GUARANTEE (BOND) ........................................................................... 9
ARTICLE 12. IRAN CONTRACTING ACT OF 2010 ......................................................... 10
ARTICLE 13. NONCOLLUSION DECLARATION ............................................................. 10
ARTICLE 14. PUBLIC WORKS CONTRACTOR REGISTRATION
CERTIFICATION ..................................................................................................... 10
ARTICLE 15. BIDDER INFORMATION AND EXPERIENCE FORM ................................. 10
ARTICLE 16. WORKERS' COMPENSATION CERTIFICATION ....................................... 11
ARTICLE 17. SIGNING OF BIDS ..................................................................................... 11
ARTICLE 18. SUBMISSION OF SEALED BIDS ............................................................... 11
ARTICLE 19. OPENING OF BIDS .................................................................................... 12
ARTICLE 20. WITHDRAWAL OF BID ............................................................................... 12
ARTICLE 21. SUBSTITUTION OF SECURITY ................................................................. 12
ARTICLE 22. PREVAILING WAGES ................................................................................ 13
ARTICLE 23. DEBARMENT OF CONTRACTORS AND SUBCONTRACTORS ............... 13
ARTICLE 24. INSURANCE REQUIREMENTS ................................................................. 13
ARTICLE 25. PERFORMANCE BOND AND PAYMENT BOND
REQUIREMENTS .................................................................................................... 13
ARTICLE 26. SALES AND OTHER APPLICABLE TAXES, PERMITS,
LICENSES AND FEES ............................................................................................ 13
ARTICLE 27. PERMIT AND INSPECTION FEE ALLOWANCE ........................................ 14
ARTICLE 28. FILING OF BID PROTESTS ....................................................................... 14
ARTICLE 29. BASIS OF AWARD; BALANCED BID ......................................................... 14
ARTICLE 30. AWARD PROCESS .................................................................................... 15
TABLE OF CONTENTS
(Continued)
Page
45635.01000\31182317.1
-ii- 00 21 13 – INSTRUCTIONS TO BIDDERS
ARTICLE 31. EXECUTION OF CONTRACT .................................................................... 15
ARTICLE 32. QUESTIONS ............................................................................................... 15
00 41 43 – BID FORMS ............................................................................................................ 18
ARTICLE 1. INFORMATION ABOUT BIDDER ................................................................. 28
ARTICLE 2. LIST OF CURRENT PROJECTS (BACKLOG) .............................................. 31
ARTICLE 3. LIST OF COMPLETED PROJECTS – LAST THREE YEARS ....................... 32
ARTICLE 4. EXPERIENCE AND TECHNICAL QUALIFICATIONS
QUESTIONNAIRE ................................................................................................... 33
ARTICLE 5. VERIFICATION AND EXECUTION ............................................................... 33
00 52 13 – CONTRACT ............................................................................................................ 38
00 61 13 – BOND FORMS ........................................................................................................ 42
00 72 13 – GENERAL CONDITIONS ........................................................................................ 51
ARTICLE 1. DEFINED TERMS ........................................................................................ 51
ARTICLE 2. CONTRACT DOCUMENTS .......................................................................... 55
ARTICLE 3. PRECONSTRUCTION AND CONSTRUCTION
COMMUNICATION .................................................................................................. 56
ARTICLE 4. EXAMINATION OF DRAWINGS, SPECIFICATIONS AND SITE
OF WORK ............................................................................................................... 56
ARTICLE 5. CONTRACTOR’S SUPERVISION ................................................................ 56
ARTICLE 6. WORKERS ................................................................................................... 57
ARTICLE 7. INDEPENDENT CONTRACTORS ................................................................ 57
ARTICLE 8. SUBCONTRACTS ........................................................................................ 57
ARTICLE 9. VERIFICATION OF EMPLOYMENT ELIGIBILITY ........................................ 57
ARTICLE 10. MATERIALS ............................................................................................... 58
ARTICLE 11. PROTECTION OF WORK AND PROPERTY .............................................. 58
ARTICLE 12. CONTRACTOR’S MEANS AND METHODS ............................................... 59
ARTICLE 13. AUTHORIZED REPRESENTATIVES ......................................................... 59
ARTICLE 14. PAYROLL RECORDS; LABOR COMPLIANCE .......................................... 59
ARTICLE 15. PREVAILING RATES OF WAGES ............................................................. 60
ARTICLE 16. PUBLIC WORKS CONTRACTOR REGISTRATION ................................... 61
ARTICLE 17. EMPLOYMENT OF APPRENTICES ........................................................... 61
ARTICLE 18. NONDISCRIMINATION/EQUAL EMPLOYMENT OPPORTUNITY ............. 62
ARTICLE 19. LABOR/EMPLOYMENT SAFETY ............................................................... 63
ARTICLE 20. INSURANCE ............................................................................................... 63
ARTICLE 21. CHANGES AND EXTRA WORK. ................................................................ 65
TABLE OF CONTENTS
(Continued)
Page
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ARTICLE 22. OCCUPANCY ............................................................................................. 66
ARTICLE 23. INDEMNIFICATION .................................................................................... 66
ARTICLE 24. CITY’S RIGHT TO TERMINATE CONTRACT ............................................ 67
ARTICLE 25. DOCUMENT RETENTION & EXAMINATION ............................................. 68
ARTICLE 26. STATE LICENSE BOARD NOTICE ............................................................ 68
ARTICLE 27. ASSIGNMENT OF CONTRACT .................................................................. 69
ARTICLE 28. JURISDICTION; VENUE ............................................................................. 69
ARTICLE 29. LAWS AND REGULATIONS ....................................................................... 69
ARTICLE 30. OWNERSHIP OF CONTRACT DOCUMENTS ........................................... 69
ARTICLE 31. SURVIVAL OF OBLIGATIONS ................................................................... 69
EXHIBIT “A” CHANGE ORDER FORM ....................................................................................... 1
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00 11 16 – NOTICE INVITING BIDS
NOTICE IS HEREBY GIVEN that the City Council of the City of Azusa (“City”) invites and will
receive sealed Bids up to but not later than 10:00 a.m on Wednesday August 21, 2019 at the
office of the City Clerk located at 213 E. Foothill Boulevard, Azusa, CA 91702, for the furnishing
to City of all labor, equipment, materials, tools, services, transportation, permits, utilities, and all
other items necessary for Structured Cabling System Procurement and Installation (the
“Project”). At said time, Bids will be publicly opened and read aloud at the City Office. Bids
received after said time shall be returned unopened. Bids shall be valid for a period of 90
calendar days after the Bid opening date.
The City of Azusa is requesting Bids from Contractors to provide unshielded twisted pair
structured cabling system in locations specified, which are to be
purchased/installed/tested/certified. Plenum/riser-rated cabling to be used as appropriate.
Provide new supports and pathway for cabling.
Bids must be submitted on the City’s Bid Forms. Bidders may obtain a copy of the Contract
Documents from https://azusaca.gov/749/BidRequest-For-Proposals To the extent required by
section 20103.7 of the Public Contract Code, upon request from a contractor plan room service,
the City shall provide an electronic copy of the Contract Documents at no charge to the
contractor plan room.
Each Bid shall be accompanied by cash, a certified or cashier’s check, or Bid Bond secured
from a surety company satisfactory to the City Council, the amount of which shall not be less
than ten percent (10%) of the submitted Total Bid Price, made payable to City of Azusa as bid
security. The bid security shall be provided as a guarantee that within five (5) working days
after the City provides the successful bidder the Notice of Award, the successful Bidder will
enter into a contract and provide the necessary bonds and certificates of insurance. The bid
security will be declared forfeited if the successful Bidder fails to comply within said time. No
interest will be paid on funds deposited with City.
Mandatory Pre-Bid Conference is scheduled for Tuesday July 23rd , 2019 1:00 p.m. to review
the Project's existing conditions at Azusa City Hall, 213 E. Foothill Blvd. Azusa, CA.
Representatives of the City and consulting engineers, if any, will be present. Questions asked
by Bidders at the Pre-Bid Conference not specifically addressed within the Contract Documents
shall be answered in writing, and shall be sent to all Bidders present at the Pre-Bid Conference.
Bids will not be accepted from any bidder who did not attend the mandatory Pre-Bid
Conference.
The successful Bidder will be required to furnish a Faithful Performance Bond and a Labor and
Material Payment Bond each in an amount equal to one hundred percent (100%) of the
Contract Price. Each bond shall be in the forms set forth herein, shall be secured from a surety
company that meets all State of California bonding requirements, as defined in California Code
of Civil Procedure Section 995.120, and that is a California admitted surety insurer.
Pursuant to Section 22300 of the Public Contract Code of the State of California, the successful
Bidder may substitute certain securities for funds withheld by City to ensure its performance
under the contract.
Pursuant to Labor Code Section 1773, City has obtained the prevailing rate of per diem wages
and the prevailing wage rate for holiday and overtime work applicable in Los Angeles County
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from the Director of the Department of Industrial Relations for each craft, classification, or type
of worker needed to execute this contract. A copy of these prevailing wage rates may be
obtained via the internet at: www.dir.ca.gov/dlsr/
In addition, a copy of the prevailing rate of per diem wages is available at the City’s Purchasing
Department and shall be made available to interested parties upon request. The successful
bidder shall post a copy of the prevailing wage rates at each job site. It shall be mandatory
upon the Bidder to whom the Contract is awarded, and upon any subcontractors, to comply with
all Labor Code provisions, which include but are not limited to the payment of not less than the
said specified prevailing wage rates to all workers employed by them in the execution of the
Contract, employment of apprentices, hours of labor and debarment of contractors and
subcontractors.
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations. No Bid wi ll be accepted nor any contract
entered into without proof of the contractor’s and subcontractors’ current registration with the
Department of Industrial Relations to perform public work. If awarded a contract, the Bidder and
its subcontractors, of any tier, shall maintain active registration with the Department of Industrial
Relations for the duration of the Project. Notwithstanding the foregoing, the contractor
registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply
to work performed on a public works project that is exempt pursuant to the small project
exemption specified in Labor Code Sections 1725.5 and 1771.1.
This Project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations. In bidding on this Project, it shall be the Bidder’s sole responsibility to
evaluate and include the cost of complying with all labor compliance requirements under this
contract and applicable law in its Bid.
Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed
contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the
following classification(s) throughout the time it submits its Bid and for the duration of the
contract:
C7 – Low Voltage Systems Contractor
C-10 – Electrical Contractor (conduit)
Substitution requests shall be made within 35 calendar days after the award of the contract.
Pursuant to Public Contract Code Section 3400(b), the City may make findings designating that
certain additional materials, methods or services by specific brand or trade name other than
those listed in the Standard Specifications be used for the Project. Such findings, if any, as well
as the materials, methods or services and their specific brand or trade names that must be used
for the Project may be found in the Special Conditions.
City shall award the contract for the Project to the lowest responsive, responsible Bidder as
determined by the City from Base bid alone. City reserves the right to reject any or all bids or to
waive any irregularities or informalities in any bids or in the bidding process.
For further information, contact Ann Graf Director of Information Technology & Library Services,
VOIPnetworkRFP@azusaca.gov.
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END OF NOTICE INVITING BIDS
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00 21 13 – INSTRUCTIONS TO BIDDERS
ARTICLE 1. SECURING DOCUMENTS
Bids must be submitted to the City on the Bid Forms which are a part of the Bid Package for the
Project. Bid and Contract Documents may be obtained
https://www.azusaca.gov/749/BidRequest-For-Proposals in the Notice Inviting Bids. Any charge
for the Contract Documents is stated in the Notice Inviting Bids.
The City may also make the Contract Documents available for review at one or more plan
rooms, as indicated in the Notice Inviting Bids. Please Note: Prospective Bidders who choose to
review the Contract Documents at a plan room must contact the City to obtain the required
Contract Documents if they decide to submit a bid for the Project.
Addenda, if any, issued during the bid period will be posted on the City website. Failure to
acknowledge addenda may make a bid nonresponsive and not eligible for award of the contract.
ARTICLE 2. EXAMINATION OF SITE
AND CONTRACT DOCUMENTS
At its own expense and prior to submitting its Bid, each Bidder shall visit the site of the proposed
work and fully acquaint itself with the conditions relating to the construction and labor required
so that the Bidder may fully understand the work, including but not limited to difficulties and
restrictions attending the execution of the work under the contract. Each Bidder shall carefully
examine the Drawings, and shall read the Specifications, Contract, and all other documents
referenced herein. Each Bidder shall also determine the local conditions which may in any way
affect the performance of the work, including local tax structure, contractors’ licensing
requirements, availability of required insurance, the prevailing wages and other relevant cost
factors, shall familiarize itself with all federal, state and local laws, ordinances, rules, regulations
and codes affecting the performance of the work, including the cost of permits and licenses
required for the work, and shall make such surveys and investigations, including investigations
of subsurface or latent physical conditions at the site or where work is to be performed as may
be required. Bidders are responsible for consulting the standards referenced in the Contract.
The failure or omission of any Bidder to receive or examine any contract documents, forms,
instruments, addenda, or other documents, or to visit the site and acquaint itself with conditions
there existing shall in no way relieve any Bidder from any obligation with respect to its Bid or to
the contract and no relief for error or omission will be given except as required under State law.
The submission of a Bid shall be taken as conclusive evidence of compliance with this Article.
ARTICLE 3. INTERPRETATION OF
DRAWINGS AND DOCUMENTS
Prospective Bidders unclear as to the true meaning of any part of the Drawings, Specifications
or other proposed contract documents may submit to the Engineer of the City a written request
for interpretation. The prospective Bidder submitting the request is responsible for prompt
delivery. Interpretation of the Drawings, Specifications or other proposed contract documents
will be made only by a written addendum duly issued and a copy of such addenda will be mailed
or delivered to each prospective Bidder who has purchased a set of Drawings and
Specifications. The City will not be responsible for any other explanation or interpretations of
the proposed documents. If a Prospective Bidders becomes aware of any errors or omissions
in any part of the Contract Documents, it is the obligation of the Prospective Bidder to promptly
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bring it to the attention of the City.
ARTICLE 4. PRE-BID CONFERENCE
A Mandatory Pre-Bid Conference is scheduled for Tuesday July 23, 2019 1:00 p.m. to review
the Project's existing conditions at Azusa City Hall, 213 E. Foothill Blvd. Azusa, CA.
Representatives of the City and consulting engineers, if any, will be present. Questions asked
by Bidders at the Pre-Bid Conference not specifically addressed within the Contract Documents
shall be answered in writing, and shall be sent to all Bidders present at the Pre-Bid Conference.
Bids will not be accepted from any bidder who did not attend the mandatory Pre-Bid
Conference.
ARTICLE 5. ADDENDA
The City reserves the right to revise the Contract Documents prior to the Bid opening date.
Revisions, if any, shall be made by written Addenda. All Addenda issued by the City shall be
included in the Bid and made part of the Contract Documents. Pursuant to Public Contract
Code Section 4104.5, if the City issues an Addendum which includes material changes to the
Project less than 72 hours prior to the deadline for submission of Bids, the City will extend the
deadline for submission of Bids. The City may determine, in its sole discretion, whether an
Addendum warrants postponement of the Bid submission date. Each prospective Bidder shall
provide City a name, address, email address, and facsimile number to which Addenda may be
sent, as well as a telephone number by which the City can contact the Bidder. Copies of
Addenda will be furnished by email, facsimile, first class mail, express mail or other proper
means of delivery without charge to all parties who have obtained a copy of the Contract
Documents and provided such current information. Please Note: Bidders are responsible for
ensuring that they have received any and all Addenda. To this end, each Bidder should
reference the City website at https://www.azusaca.gov/749/BidRequest-For-Proposals to verify
that it has received all Addenda issued, if any, prior to the Bid opening. The Bidder shall
indicate the Addenda received prior to bidding in the space provided in the Bid Form. Failure to
indicate all Addenda may be sufficient cause for rejecting the Bid.
ARTICLE 6. ALTERNATE BIDS
If alternate bid items are called for in the Contract Documents, the time required for completion
of the alternate bid items has already been factored into the Contract duration and no additional
Contract time will be awarded for any of the alternate bid items. The City may elect to include
one or more of the alternate bid items, or to otherwise remove certain work from the Project
scope of work. Accordingly, each bidder must ensure that each bid item contains a
proportionate share of profit, overhead, and other costs or expenses which will be incurred by
the bidder.
ARTICLE 7. COMPLETION OF BID
FORMS
Bids shall only be prepared using copies of the Bid Forms which are included in the Contract
Documents. The use of substitute Bid Forms other than clear and correct photocopies of those
provided by the City will not be permitted. Bids shall be executed by an authorized signatory as
described in these Instructions to Bidders. In addition, Bidders shall fill in all blank spaces
(including inserting “N/A” where applicable), and initial all interlineations, alterations, or erasures
to the Bid Forms. Bidders shall neither delete, modify, nor supplement the printed matter on the
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Bid Forms nor make substitutions thereon. USE OF BLACK OR BLUE INK, INDELIBLE
PENCIL, OR A TYPEWRITER IS REQUIRED. Deviations in the Bid Forms may result in the
Bid being deemed non-responsive.
ARTICLE 8. MODIFICATIONS OF BIDS
Each Bidder shall submit its Bid in strict conformity with the requirements of the Contract
Documents. Unauthorized additions, modifications, revisions, conditions, limitations, exclusions
or provisions attached to a Bid may render it non-responsive and may cause its rejection.
Bidders shall not delete, modify, or supplement the printed matter on the Bid Forms, or make
substitutions thereon. Oral, telephonic and electronic modifications will not be considered.
ARTICLE 9. SUBCONTRACTORS
Bidder shall set forth the name, address of the place of business, and contractor license number
of each subcontractor who will perform work, labor, furnish materials or render services to the
bidder on said contract and each subcontractor licensed by the State of California who, under
subcontract to bidder, specially fabricates and installs a portion of the Work described in the
Drawings and Specifications in an amount in excess of one half of one percent (0.5%) of the
total bid price, and shall indicate the portion of the work to be done by such subcontractor in
accordance with Public Contract Code Section 4104.
ARTICLE 10. LICENSING
REQUIREMENTS
Pursuant to Business and Professions Code Section 7028.15 and Public Contract Code Section
3300, all bidders must possess proper licenses for performance of this Contract.
Subcontractors must possess the appropriate licenses for each specialty subcontracted.
Pursuant to Business and Professions Code Section 7028.5, the City shall consider any bid
submitted by a contractor not currently licensed in accordance with state law and pursuant to
the requirements found in the Contract Documents to be nonresponsive, and the City shall
reject the Bid. The City shall have the right to request, and Bidders shall provide within ten (10)
calendar days, evidence satisfactory to the City of all valid license(s) currently held by that
Bidder and each of the Bidder’s subcontractors, before awarding the Contract.
Notwithstanding anything contained herein, if the Work involves federal funds, the Contractor
shall be properly licensed by the time the Contract is awarded, pursuant to the provisions of
Public Contract Code section 20103.5.
ARTICLE 11. BID GUARANTEE
(BOND)
Each bid shall be accompanied by: (a) cash; (b) a certified or cashier’s check made payable to
City of Azusa; or (c) a Bid Bond secured from a surety company satisfactory to the City Council,
the amount of which shall not be less than ten percent (10%) of the Total Bid Price, made
payable to City of Azusa as bid security. Personal sureties and unregistered surety companies
are unacceptable. The surety insurer shall be California admitted surety insurer, as defined in
Code of Civil Procedure Section 995.120. The bid security shall be provided as a guarantee
that within ten (10) working days after the City provides the successful bidder the Notice of
Award, the successful bidder will enter into a contract and provide the necessary bonds and
certificates of insurance. The bid security will be declared forfeited if the successful bidder fails
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to comply within said time, and City may enter into a contract with the next lowest responsive
responsible bidder, or may call for new bids. No interest shall be paid on funds deposited with
the City. City will return the security accompanying the bids of all unsuccessful bidders no later
than 60 calendar days after award of the contract.
ARTICLE 12. IRAN
CONTRACTING ACT OF 2010
In accordance with Public Contract Code Section 2200 et seq., the City requires that any person
that submits a bid or proposal or otherwise proposes to enter into or renew a contract with the
City with respect to goods or services of one million dollars ($1,000,000) or more, certify at the
time the bid is submitted or the contract is renewed, that the person is not identified on a list
created pursuant to subdivision (b) of Public Contract Code Section 2203 as a person engaging
in investment activities in Iran described in subdivision (a) of Public Contract Code Section
2202.5, or as a person described in subdivision (b) of Public Contract Code Section 2202.5, as
applicable.
The form of such Iran Contracting Certificate is included with the bid package and must be
signed and dated under penalty of perjury.
ARTICLE 13. NONCOLLUSION
DECLARATION
Bidders on all public works contracts are required to submit a declaration of noncollusion with
their bid. This form is included with the bid package and must be signed and dated under
penalty of perjury.
ARTICLE 14. PUBLIC WORKS
CONTRACTOR REGISTRATION
CERTIFICATION
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations. No bid will be accepted nor any contract
entered into without proof of the contractor’s and subcontractors’ current registration with the
Department of Industrial Relations to perform public work. If awarded a contract, the bidder and
its subcontractors, of any tier, shall maintain active registration with the Department of Industrial
Relations for the duration of the Project. To this end, Bidder shall sign and submit with its Bid
the Public Works Contractor Registration Certification on the form provided, attesting to the
facts contained therein. Failure to submit this form may render the bid non-responsive. In
addition, each Bidder shall provide the registration number for each listed subcontractor in the
space provided in the Designation of Subcontractors form.
ARTICLE 15. BIDDER
INFORMATION AND
EXPERIENCE FORM
Each Bidder shall complete the questionnaire provided herein and shall submit the
questionnaire along with its Bid. Failure to provide all information requested within the
questionnaire along with the Bid may cause the bid to be rejected as non-responsive. The City
reserves the right to reject any Bid if an investigation of the information submitted does not
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satisfy the Engineer that the Bidder is qualified to properly carry out the terms of the contract.
ARTICLE 16. WORKERS'
COMPENSATION
CERTIFICATION
In accordance with the provisions of Labor Code Section 3700, Contractor shall secure the
payment of compensation to its employees. Contractor shall sign and file with the City the
following certificate prior to performing the work under this Contract:
I am aware of the provisions of Section 3700 of the Labor Code, which require
every employer to be insured against liability for workers’ compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of
this contract.
The form of such Workers' Compensation Certificate is included as part of this document.
ARTICLE 17. SIGNING OF BIDS
All Bids submitted shall be executed by the Bidder or its authorized representative. Bidders
may be asked to provide evidence in the form of an authenticated resolution of its Board of
Directors or a Power of Attorney evidencing the capacity of the person signing the Bid to bind
the Bidder to each Bid and to any Contract arising therefrom.
If a Bidder is a joint venture or partnership, it may be asked to submit an authenticated Power of
Attorney executed by each joint venturer or partner appointing and designating one of the joint
venturers or partners as a management sponsor to execute the Bid on behalf of Bidder. Only
that joint venturer or partner shall execute the Bid. The Power of Attorney shall also: (1)
authorize that particular joint venturer or partner to act for and bind Bidder in all matters relating
to the Bid; and (2) provide that each venturer or partner shall be jointly and severally liable for
any and all of the duties and obligations of Bidder assumed under the Bid and under any
Contract arising therefrom. The Bid shall be executed by the designated joint venturer or
partner on behalf of the joint venture or partnership in its legal name.
ARTICLE 18. SUBMISSION OF
SEALED BIDS
Once the Bid and supporting documents have been completed and signed as set forth herein,
they shall be placed, along with the Bid Guarantee and other required materials, in a sealed
envelope, addressed and delivered or mailed, postage prepaid, to the Engineering Department
of the City before the time and day set for the receipt of bids. The envelope shall bear the title
of the work and the name of the bidder. No oral or telephonic bids will be considered. No forms
transmitted via the internet, e-mail, facsimile, or any other electronic means will be considered
unless specifically authorized by the City as provided herein. Bids received after the time and
day set for the receipt of bids shall be returned to the bidder unopened. The envelope shall also
contain the following in the lower left-hand corner thereof:
Bid of (Bidder’s Name)
for the Structured Cabling System Procurement and Installation
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Only where expressly permitted in the Notice Inviting Bids may bidders submit their bids via
electronic transmission pursuant to Public Contract Code sections 1600 and 1601. Any
acceptable method(s) of electronic transmission shall be stated in the Notice Inviting Bids. City
may reject any bid not strictly complying with City’s designated methods for delivery.
ARTICLE 19. OPENING OF BIDS
At the time and place set for the opening and reading of bids, or any time thereafter, each and
every bid received prior to the time and day set for the receipt of bids will be publicly opened
and read. The City will leave unopened any Bid received after the specified date and time, and
any such unopened Bid will be returned to the bidder. It is the bidder’s sole responsibility to
ensure that its Bid is received as specified. Bids may be submitted earlier than the date(s) and
time(s) indicated.
The public reading of each bid will include the following information:
A. The name and business location of the bidder.
B. The nature and amount of the bid security furnished by bidder.
C. The bid amount.
Bidders or their representatives and other interested persons may be present at the opening of
the bids. The City may, in its sole discretion, elect to postpone the opening of the submitted
Bids. The City reserves the right to reject any or all Bids and to waive any informality or
irregularity in any Bid.
ARTICLE 20. WITHDRAWAL OF
BID
Any bid may be withdrawn either personally or by written request, incurring no penalty, at any
time prior to the scheduled closing time for receipt of bids. Requests to withdraw bids shall be
worded so as not to reveal the amount of the original bid. Withdrawn bids may be resubmitted
until the time and day set for the receipt of bids, provided that resubmitted bids are in
conformance with the instructions herein.
Bids may be withdrawn after bid opening only by providing written notice to City within five (5)
working days of the bid opening and in compliance with Public Contract Code Section 5100 et
seq., or as otherwise may be allowed with the consent of the City.
ARTICLE 21. SUBSTITUTION OF
SECURITY
The Contract Documents call for monthly progress payments based upon the percentage of the
Work completed. The City will retain a percentage of each progress payment as provided by
the Contract Documents. At the request and expense of the successful Bidder, the City will
substitute securities for the amount so retained in accordance with Public Contract Code
Section 22300.
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ARTICLE 22. PREVAILING
WAGES
The City has obtained from the Director of the Department of Industrial Relations the general
prevailing rate of per diem wages in the locality in which this work is to be performed for each
craft or type of worker needed to execute the Contract. These rates are available at the
Purchasing Office of the City or may be obtained online at http://www.dir.ca.gov. Bidders are
advised that a copy of these rates must be posted by the successful Bidder at the job site(s).
ARTICLE 23. DEBARMENT OF
CONTRACTORS AND
SUBCONTRACTORS
In accordance with the provisions of the Labor Code, contractors or subcontractors may not
perform work on a public works project with a subcontractor who is ineligible to perform work on
a public project pursuant to Labor Code Sections 1777.1 or 1777.7. Any contract on a public
works project entered into between a contractor and a debarred subcontractor is void as a
matter of law. A debarred subcontractor may not receive any public money for performing work
as a subcontractor on a public works contract. Any public money that is paid to a debarred
subcontractor by the Contractor for the Project shall be returned to the City. The Contractor
shall be responsible for the payment of wages to workers of a debarred subcontractor who has
been allowed to work on the Project.
ARTICLE 24. INSURANCE
REQUIREMENTS
Prior to commencing work, the successful bidder shall purchase and maintain insurance as set
forth in the General Conditions.
ARTICLE 25. PERFORMANCE
BOND AND PAYMENT BOND
REQUIREMENTS
The successful bidder will be required to furnish a Labor and Material Payment Bond and a
Faithful Performance Bond each in an amount equal to one hundred percent (100%) of the
contract price. Each bond shall be secured from a surety company that meets all State of
California bonding requirements, as defined in California Code of Civil Procedure Section
995.120 and is admitted by the State of California. Each bond shall be accompanied, upon the
request of City, with all documents required by California Code of Civil Procedure Section
995.660 to the extent required by law. All bonding and insurance requirements shall be
completed and submitted to City within ten (10) working days from the date the City provides the
successful bidder with the Notice of Award.
ARTICLE 26. SALES AND OTHER
APPLICABLE TAXES, PERMITS,
LICENSES AND FEES
Contractor and its subcontractors performing work under this Contract will be required to pay
California sales tax and other applicable taxes, and to pay for permits, licenses and fees
required by the agencies with authority in the jurisdiction in which the Work will be located,
unless otherwise expressly provided by the Contract Documents.
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ARTICLE 27. PERMIT AND
INSPECTION FEE ALLOWANCE
Notwithstanding anything contained herein, the Bid Form contains an allowance for the
Contractor’s cost of acquiring traffic control permits and for construction inspection fees that
may be charged to the Contractor by the Agency of Jurisdiction. The allowance is included
within the Bid Form to eliminate the need by bidders to research or estimate the costs of traffic
control permits and construction inspection fees prior to submitting a bid. The allowance is
specifically intended to account for the costs of traffic control permits and construction
inspection fees charged by the local Agency of Jurisdiction only. No other costs payable by
Contractor to the Agency of Jurisdiction are included within the allowance.
ARTICLE 28. FILING OF BID
PROTESTS
Bidders may file a “protest” of a Bid with the City’s Purchasing Agent. In order for a Bidder’s
protest to be considered valid, the protest must:
A. Be filed in writing within five (5) calendar days after the bid opening date;
B. Clearly identify the specific irregularity or accusation;
C. Clearly identify the specific City staff determination or recommendation being protested;
D. Specify in detail the grounds for protest and the facts supporting the protest; and
E. Include all relevant, supporting documentation with the protest at time of filing.
If the protest does not comply with each of these requirements, the City may reject the protest
without further review.
If the protest is timely and complies with the above requirements, the City’s Purchasing Agent or
other designated City staff member, shall review the protest, any response from the challenged
Bidder(s), and all other relevant information. The Purchasing Agent will provide a written
decision to the protestor.
The procedure and time limits set forth in this Article are mandatory and are the sole and
exclusive remedy in the event of a Bid protest. Failure to comply with these procedures shall
constitute a failure to exhaust administrative remedies and a waiver of any right to further
pursue the Bid protest, including filing a Government Code Claim or legal proceedings.
ARTICLE 29. BASIS OF AWARD;
BALANCED BID
The City shall award the Contract to the lowest responsible Bidder submitting a responsive Bid.
The lowest Bid will be determined on the basis of the Base Bid Price
The City may reject any Bid which, in its opinion when compared to other Bids received or to the
City’s internal estimates, does not accurately reflect the cost to perform the Work. The City may
reject as non-responsive any Bid which unevenly weights or allocates costs, including but not
limited to overhead and profit to one or more particular bid items.
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-15- 00 21 13 – INSTRUCTIONS TO BIDDERS
ARTICLE 30. AWARD PROCESS
Once all Bids are opened and reviewed to determine the lowest responsive and responsible
Bidder, the City Council may award the contract. The apparent successful Bidder should begin
to prepare the following documents: (1) the Performance Bond; (2) the Payment Bond; and (3)
the required insurance certificates and endorsements. Once the City notifies the Bidder of the
award, the Bidder will have ten (10) working days from the date of this notification to execute the
Contract and supply the City with all of the required documents and certifications. Regardless
of whether the Bidder supplies the required documents and certifications in a timely manner, the
Contract time will begin to run twenty (20) working days from the date of the notification. Once
the City receives all of the properly drafted and executed documents and certifications from the
Bidder, the City shall issue a Notice to Proceed to that Bidder.
ARTICLE 31. EXECUTION OF
CONTRACT
As required herein the Bidder to whom an award is made shall execute the Contract in the
amount determined by the Contract Documents. The City may require appropriate evidence
that the persons executing the Contract are duly empowered to do so. The Contract and bond
forms to be executed by the successful Bidder are included within these Specifications and shall
not be detached.
ARTICLE 32. QUESTIONS
Questions regarding this Notice Inviting Bids may be emailed to
VOIPnetworkRFP@azusaca.gov. No other members of the City’s staff or City Council should be
contacted about this procurement during the bidding process. Any and all inquiries and
comments regarding this Bid must be communicated in writing, unless otherwise instructed by
the City. The City may, in its sole discretion, disqualify any Bidder who engages in any
prohibited communications.
ARTICLE 33. REFERENCES
The City seeks a Contractor who has been shipping and currently has an installed base of
customers with cable systems addressing similar requirements and of similar size as stated
herein.
The City requires that the winning Contractor has at least one (1) engineer certified by the
manufacturer to the highest level possible in the proposed products. Please include resumes in
your bid response.
The contractor must also have at least one staff member who holds the Bicsi RCDD
Certification. Please include the staff member’s RCDD credentials with your bid response.
45635.01000\31182317.1
-16- 00 21 13 – INSTRUCTIONS TO BIDDERS
Provide at least three (3) references of similar installed systems in the using the table provided
below – expanding them as necessary to include all relevant information. The references must
be for similar size public sector customers with similar environments and end users.
The City would like to see references of at least one (1) implementation that presented
difficulties as a comparative reference of possible difficulties in this proposal implementation.
Be advised, references are a major element of the City’s selection process.
Reference 1 (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative System – please be specific
and detailed
Reference 2 (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative System – please be specific
and detailed
Reference 3 (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative System – please be specific
and detailed
45635.01000\31182317.1
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45635.01000\31182317.1
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00 41 43 – BID FORMS
1.1 Bid.
Bids will be received at the City of Azusa, 213 E. Foothill Boulevard, Azusa, CA 91702, until
10:00 am Wednesday August 21, 2019.
NAME OF BIDDER: ______________________________________________
City of Azusa
213 E. Foothill Boulevard
Azusa, CA 91702
The undersigned hereby declare that we have carefully examined the location of the proposed
Work, and have read and examined the Contract Documents, including all plans, specifications,
and all addenda, if any for the following Project:
Structured Cabling System Procurement and Installation
We hereby propose to furnish all labor, materials, equipment, tools, transportation, and services,
and to discharge all duties and obligations necessary and required to perform and complete the
Project, as described and in strict conformity with the Drawings, and these Specifications for
TOTAL BID PRICE indicated herein.
The undersigned acknowledges receipt, understanding, and full consideration of the following
addenda to the Contract Documents:
Addenda No. ________________________________________________
1. Attached is the required Bid Guarantee in the amount of not less than 10% of the Total
Bid Price.
2. Attached is the completed Designation of Subcontractors form.
3. Attached is the fully executed Noncollusion Declaration form.
4. Attached is the completed Iran Contracting Act Certification form.
5. Attached is the completed Public Works Contractor Registration Certification form.
6. Attached is the completed Contractor’s Certificate Regarding Workers’ Compensation
form.
7. Attached is the completed Bidder Information and Experience form.
45635.01000\31182317.1
-19- 00 21 13 – INSTRUCTIONS TO BIDDERS
A. BID SCHEDULE
NO.
ITEM DESCRIPTION
UNIT OF
MEASURE
EST.
QTY.
UNIT
PRICE
ITEM
COST
Base Bid
1. Mobilization and Contract
Processing Costs
LS 1
2. Diversion of Recyclable
Waste Materials
LS 1
3. Insurance for Earthquakes
and/or Tidal Waves
LS N/A
4. Provide and install Category
6A cabling for existing
data/voice data locations
EA 1,133
5. Provide and install Category
6A cabling for new
data/voice data locations
EA 143
6. Provide and install Category
6A cabling for audio/visual
data locations
EA 0
7. Provide and install Category
6A cabling for existing
wireless access point data
locations
EA 7
8. Provide and install Category
6A cabling for new wireless
access point data locations
EA 12
9. Punch List and Closeout LS 1
Total Base Bid
Alternate 1 Bid
1. Provide and install Category
6A cabling for existing video
surveillance camera data
locations
EA 16
2. Provide and install Category
6A cabling for new video
surveillance camera data
locations
EA 52
Total Alternate 1 Bid
Total Base Bid + Alternate 1 Bid
45635.01000\31182317.1
-20- 00 21 13 – INSTRUCTIONS TO BIDDERS
Bid Schedule Notes:
1. The cost of any cabling installation in existing locations shall include the
cost of removing existing cabling to these locations.
The costs for any Work shown or required in the Contract Documents, but not specifically
identified as a line item are to be included in the related line items and no additional
compensation shall be due to Contractor for the performance of the Work.
In case of discrepancy between the Unit Price and the Item Cost set forth for a unit basis item,
the unit price shall prevail and shall be utilized as the basis for determining the lowest
responsive, responsible Bidder. However, if the amount set forth as a unit price is ambiguous,
unintelligible or uncertain for any cause, or is omitted, or is the same amount as the entry in the
“Item Cost” column, then the amount set forth in the “Item Cost” column for the item shall prevail
and shall be divided by the estimated quantity for the item and the price thus obtained shall be
the Unit Price.
For purposes of evaluating Bids, the City will correct any apparent errors in the extension of unit
prices and any apparent errors in the addition of lump sum and extended prices.
The estimated quantities for Unit Price items are for purposes of comparing Bids only and the
City makes no representation that the actual quantities of work performed will not vary from the
estimates. Final payment shall be determined by the Engineer from measured quantities of work
performed based upon the Unit Price.
B. TOTAL BID PRICE:
TOTAL BID PRICE BASED ON BID SCHEDULE TOTAL OF UNIT PRICES
FOR Structured Cabling System Procurement and Installation
$
Total Bid Price in Numbers
$
Total Bid Price in Written Form
In case of discrepancy between the written price and the numerical price, the written price
shall prevail.
The undersigned agrees that this Bid Form constitutes a firm offer to the City which cannot be
withdrawn for the number of calendar days indicated in the Notice Inviting Bids from and after
45635.01000\31182317.1
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the Bid opening, or until a Contract for the Work is fully executed by the City and a third party,
whichever is earlier.
The successful bidder hereby agrees to sign the contract and furnish the necessary bonds and
certificates of insurance within ten (10) working days after the City provides the successful
bidder with the Notice of Award.
Upon receipt of the signed contract and other required documents, the contract will be executed
by the City, after which the City will prepare a letter giving Contractor Notice to Proceed. The
official starting date shall be the date of the Notice to Proceed, unless otherwise specified. The
undersigned agrees to begin the W ork within ten (10) working days of the date of the Notice to
Proceed, unless otherwise specified.
The undersigned has examined the location of the proposed work and is familiar with the
Drawings and Specifications and the local conditions at the place where work is to be done.
If awarded the contract, the undersigned agrees that there shall be paid by the undersigned and
by all subcontractors to all laborers, workers and mechanics employed in the execution of such
contract no less than the prevailing wage rate within Los Angeles County for each craft,
classification, or type of worker needed to complete the Work contemplated by this contract as
established by the Director of the Department of Industrial Relations. A copy of the prevailing
rate of per diem wages are on file at the City’s Administration Office and shall be made available
to interested parties upon request.
Enclosed find cash, bidder’s bond, or cashier’s or certified check No. _________ from the
_______________ Bank in the amount of ________________________________, which is not
less than ten percent (10%) of this bid, payable to City of Azusa as bid security and which is
given as a guarantee that the undersigned will enter into a contract and provide the necessary
bonds and certificates of insurance if awarded the Work.
The bidder furthermore agrees that in case of bidder’s default in executing said contract and
furnishing required bonds and certificates of insurance, the cash, bidder’s bond, or cashier’s or
certified check accompanying this proposal and the money payable thereon shall become and
shall remain the property of the City of Azusa.
Bidder is an individual ______, or corporation ______, or partnership ______, organized under
the laws of the State of _______________________________.
Bidder confirms license(s) required by California State Contractor’s License Law for the
performance of the subject project are in full effect and proper order. The following are the
Bidder’s applicable license number(s), with their expiration date(s) and class of license(s):
If the Bidder is a joint venture, each member of the joint venture must include the required
licensing information.
Sureties that will furnish the Faithful Performance Bond and the Labor and Material Payment
Bond, in the form specified herein, in an amount equal to one hundred percent (100%) of the
45635.01000\31182317.1
-22- 00 21 13 – INSTRUCTIONS TO BIDDERS
contract price within ten (10) working days from the date the City provides the successful bidder
the Notice of Award. Sureties must meet all of the State of California bonding requirements, as
defined in California Code of Civil Procedure Section 995.120 and must be authorized by the
State of California.
The insurance company or companies to provide the insurance required in the contract
documents must have a Financial Strength Rating of not less than “A-” and a Financial Size
Category of not less than “Class VII” according to the latest Best Key Rating Guide. At the sole
discretion of the City, the City may waive the Financial Strength Rating and the Financial Size
Category classifications for Workers’ Compensation insurance.
(signatures continued on next page)
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-23- 00 21 13 – INSTRUCTIONS TO BIDDERS
I hereby certify under penalty of perjury under the laws of the State of California that all of the
information submitted in connection with this Bid and all of the representations made herein are
true and correct.
Executed at _________________________, on this ____ day of __________, _____.
(Bidders Name – Print or Type)
________________________________
(Name and Title)
(Corporate Seal)
________________________________
(Signature)
Names of individual members of firm or names and titles of all officers of corporation and their
addresses are listed below:
Name Title
Complete Address
Phone FAX
Name Title
Complete Address
Phone FAX
Name Title
Complete Address
Phone FAX
Name Title
Complete Address
Phone FAX
45635.01000\31182317.1
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1.2 Bid Bond
[Note: Not required when other form of Bidder’s Security, e.g. cash, certified check or
cashier’s check, accompanies bid.]
The makers of this bond are, _____________________________________________, as
Principal, and ______________________________________________________, as Surety
and are held and firmly bound unto the City of Azusa, hereinafter called the City, in the penal
sum of TEN PERCENT (10%) OF THE TOTAL BID PRICE of the Principal submitted to City for
the work described below, for the payment of which sum in lawful money of the United States,
well and truly to be made, we bind ourselves, our heirs, executors, administrators, successors
and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH that whereas the Principal has submitted
the accompanying bid dated _____________, 20 ____, for Structured Cabling System
Procurement and Installation.
If the Principal does not withdraw its Bid within the time specified in the Contract Documents;
and if the Principal is awarded the Contract and provides all documents to the City as required
by the Contract Documents; then this obligation shall be null and void. Otherwise, this bond will
remain in full force and effect.
Surety, for value received, hereby stipulates and agrees that no change, extension of time,
alteration or addition to the terms of the Contract Documents shall in affect its obligation under
this bond, and Surety does hereby waive notice of any such changes.
In the event a lawsuit is brought upon this bond by the City and judgment is recovered, the
Surety shall pay all litigation expenses incurred by the City in such suit, including reasonable
attorneys’ fees, court costs, expert witness fees and expenses.
By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that
surety is an admitted surety insurer authorized to do business in the State of California.
IN WITNESS WHEREOF, the above-bound parties have executed this instrument under their
several seals this _______ day of ________________, 20____, the name and corporate seal of
each corporation.
(Corporate Seal)
Contractor/ Principal
By
Title
(Corporate Seal) Surety
By
Attorney-in-Fact
(Attach Attorney-in-Fact Certificate) Title
45635.01000\31182317.1
-25- 00 21 13 – INSTRUCTIONS TO BIDDERS
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
Name(s) of Signer(s)
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for Contractor/Principal.
45635.01000\31182317.1
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Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for the Attorney-in-Fact. The Power-of-Attorney to
local representatives of the bonding company must also be attached.
END OF BID BOND
45635.01000\31182317.1
-27- 00 21 13 – INSTRUCTIONS TO BIDDERS
1.3 List of Subcontractors
In compliance with the Subletting and Subcontracting Fair Practices Act Chapter 4
(commencing at Section 4100), Part 1, Division 2 of the Public Contract Code of the State of
California and any amendments thereof, Bidder shall set forth below: (a) the name and the
location of the place of business, (b) the California contractor license number, (c) the DIR public
works contractor registration number unless exempt pursuant to Labor Code Sections 1725.5
and 1771.1, and (d) the portion of the work which will be done by each subcontractor who will
perform work or labor or render service to the Bidder in or about the construction of the work or
improvement to be performed under this Contract in an amount in excess of one-half of one
percent (0.5%) of the Bidder’s Total Bid Price. Notwithstanding the foregoing, if the work
involves the construction of streets and highways, then the Bidder shall list each subcontractor
who will perform work or labor or render service to the Bidder in or about the work in an amount
in excess of one-half of one percent (0.5%) of the Bidder’s Total Bid Price or $10,000,
whichever is greater. No additional time shall be granted to provide the below requested
information.
If a Bidder fails to specify a subcontractor or if a contractor specifies more than one
subcontractor for the same portion of work, then the Bidder shall be deemed to have agreed
that it is fully qualified to perform that portion of work and that it shall perform that portion itself.
Work to be
done by
Subcontractor
Name of
Subcontractor Location of
Business
CSLB
Contractor
License No.
DIR
Registration
Number % of
Work
(Attach additional sheets if necessary)
Name of Bidder
Signature
Name and Title
Dated
45635.01000\31182317.1 -28- 00 41 43 – BID FORMS
1.4 Bidder Information and Experience Form
ARTICLE 1. INFORMATION ABOUT
BIDDER
(Indicate not applicable (“N/A”) where appropriate.)
NOTE: Where Bidder is a joint venture, pages shall be duplicated and information provided
for all parties to the joint venture.
1.0 Name of Bidder: ___________________________________________
2.0 Type, if Entity: ___________________________________________
3.0 Bidder Address: ___________________________________________
_____________________________________________________________
_____________________________________________________________
Facsimile Number Telephone Number
_____________________________________________________________
Email Address
4.0 How many years has Bidder’s organization been in business as a Contractor?
______________________________
5.0 How many years has Bidder’s organization been in business under its present
name? ________________________
5.1 Under what other or former names has Bidder’s organization
operated?_______________________________________________
6.0 If Bidder’s organization is a corporation, answer the following:
6.1 Date of Incorporation: ________________________________
6.2 State of Incorporation: ________________________________
6.3 President’s Name: ________________________________
6.4 Vice-President’s Name(s): ________________________________
________________________________
6.5 Secretary’s Name: ________________________________
6.6 Treasurer’s Name: ________________________________
45635.01000\31182317.1 -29- 00 41 43 – BID FORMS
7.0 If an individual or a partnership, answer the following:
7.1 Date of Organization: ______________________________________
7.2 Name and address of all partners (state whether general or limited
partnership):
___________________________________________________________
___________________________________________________________
___________________________________________________________
8.0 If other than a corporation or partnership, describe organization and name
principals:
___________________________________________________________
___________________________________________________________
9.0 List other states in which Bidder’s organization is legally qualified to do business.
___________________________________________________________
___________________________________________________________
___________________________________________________________
10.0 What type of work does the Bidder normally perform with its own forces?
___________________________________________________________
___________________________________________________________
11.0 Has Bidder ever failed to complete any work awarded to it? If so, note when,
where, and why:
___________________________________________________________
___________________________________________________________
12.0 Within the last five years, has any officer or partner of Bidder’s organization ever
been an officer or partner of another organization when it failed to complete a
contract? If so, attach a separate sheet of explanation:
___________________________________________________________
___________________________________________________________
45635.01000\31182317.1 -30- 00 41 43 – BID FORMS
13.0 List Trade References:
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
14.0 List Bank References (Bank and Branch Address):
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
15.0 Name of Bonding Company and Name and Address of Agent:
___________________________________________________________
___________________________________________________________
___________________________________________________________
[REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
45635.01000\31182317.1 -31- 00 41 43 – BID FORMS
ARTICLE 2. LIST OF CURRENT
PROJECTS (BACKLOG)
[**Duplicate Page if needed for listing additional current projects.**]
Project Description of
Bidder’s Work
Completion Date Cost of Bidder’s Work
45635.01000\31182317.1 -32- 00 41 43 – BID FORMS
ARTICLE 3. LIST OF COMPLETED
PROJECTS – LAST THREE
YEARS
[**Duplicate Page if needed for listing additional completed projects.**]
Please include only those projects which are similar enough to demonstrate Bidder’s ability to
perform the required Work.
Project Description of
Bidder’s Work
Completion Date Cost of Bidder’s Work
45635.01000\31182317.1 -33- 00 41 43 – BID FORMS
ARTICLE 4. EXPERIENCE AND
TECHNICAL QUALIFICATIONS
QUESTIONNAIRE
Personnel:
The Bidder shall identify the key personnel to be assigned to this project in a management,
construction supervision or engineering capacity.
1. List each person’s job title, name and percent of time to be allocated to this project:
2. Summarize each person’s specialized education:
3. List each person’s years of construction experience relevant to the project:
4. Summarize such experience:
5. List the name of the person on staff with BICSI RCDD experience.
Bidder agrees that personnel named in this Bid will remain on this Project until completion of all
relevant Work, unless substituted by personnel of equivalent experience and qualifications
approved in advance by the City.
ARTICLE 5. VERIFICATION AND
EXECUTION
These Bid Forms shall be executed only by a duly authorized official of the Bidder:
I declare under penalty of perjury under the laws of the State of California that the foregoing
information is true and correct:
Name of Bidder
Signature
Name
45635.01000\31182317.1 -34- 00 41 43 – BID FORMS
Title
Date
45635.01000\31182317.1 -35- 00 41 43 – BID FORMS
1.5 Non-Collusion Declaration
The undersigned declares:
I am the ___________________ of ______________________________, the party making the
foregoing Bid.
The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership,
company, association, organization, or corporation. The Bid is genuine and not collusive or
sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a
false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or
agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The
Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or
conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any
overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements
contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid
Price or any breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, to any corporation, partnership, company, association, organization, bid depository, or
to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will
not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a Bidder that is a corporation, partnership,
joint venture, limited liability company, limited liability partnership, or any other entity, hereby
represents that he or she has full power to execute, and does execute, this declaration on
behalf of the Bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is
true and correct and that this declaration is executed on __________ [date], at
___________________ [city], ___________________ [state].
Name of Bidder
Signature
Name
Title
<Month> <Year>
Pipeline Project XXXX
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-36- 00 41 43 – BID FORMS
1.7 Public Works Contractor Registration Certification
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that
wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be
registered with the Department of Industrial Relations. See http://www.dir.ca.gov/Public-
Works/PublicWorks.html for additional information.
No bid will be accepted nor any contract entered into without proof of the contractor’s and
subcontractors’ current registration with the Department of Industrial Relations to perform public
work.
Bidder hereby certifies that it is aware of the registration requirements set forth in Labor Code
sections 1725.5 and 1771.1 and is currently registered as a contractor with the Department of
Industrial Relations.1
Name of Bidder:
DIR Registration Number:
DIR Registration Expiration:_________________________
Small Project Exemption: _____ Yes or _____ No
Unless Bidder is exempt pursuant to the small project exemption, Bidder further acknowledges:
1. Bidder shall maintain a current DIR registration for the duration of the project.
2. Bidder shall include the requirements of Labor Code sections 1725.5 and 1771.1
in its contract with subcontractors and ensure that all subcontractors are
registered at the time of bid opening and maintain registration status for the
duration of the project.
3. Failure to submit this form or comply with any of the above requirements may
result in a finding that the bid is non-responsive.
Name of Bidder
Signature
Name and Title
Dated
1 If the Project is exempt from the contractor registration requirements pursuant to the small project exemption under Labor Code
Sections 1725.5 and 1771.1, please mark “Yes” in response to “Small Project Exemption.”
<Month> <Year>
Pipeline Project XXXX
45635.01000\31182317.1
-37- 00 41 43 – BID FORMS
1.8 Contractor’s Certificate Regarding Workers’ Compensation.
I am aware of the provisions of section 3700 of the Labor Code which require every employer to
be insured against liability for workers’ compensation or to undertake self -insurance in
accordance with the provisions of that code, and I will comply with such provisions before
commencing the performance of the work of this Contract.
Name of Bidder
Signature
Name
Title
Dated ______________________________
45635.01000\31182317.1 -38- 00 52 13 – CONTRACT
00 52 13 – CONTRACT
This CONTRACT, No. ________ is made and entered into this ____ day of _______, ______,
by and between City of Azusa, sometimes hereinafter called “City,” and
_______________________________________________, sometimes hereinafter called
“Contractor.”
WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these
presents do covenant and agree with each other as follows:
a. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in
the Contract, and shall provide all labor, materials, equipment, tools, utility services, and
transportation to complete all of the Work required in strict compliance with the Contract
Documents as specified in Article 5, below, for the following Project:
Structured Cabling System Procurement and Installation
The Contractor and its surety shall be liable to the City for any damages arising as a result of
the Contractor’s failure to comply with this obligation.
b. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The
Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor
shall complete all Work required by the Contract Documents within 120 calendar days from the
commencement date stated in the Notice to Proceed. By its signature hereunder, Contractor
agrees the time for completion set forth above is adequate and reasonable to complete the
Work.
c. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the
performance of the Contract, subject to any additions or deductions as provided in the Contract
Documents, and including all applicable taxes and costs, the sum of
____________________________________________________________________ Dollars
($_________________________________). Payment shall be made as set forth in the General
Conditions.
d. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the
following:
Notice Inviting Bids
Instructions to Bidders
Bid Form
Bid Bond
Designation of Subcontractors
Information Required of Bidders
Non-Collusion Declaration Form
Iran Contracting Act Certification
Public Works Contractor Registration Certification
Performance Bond
Payment (Labor and Materials) Bond
General Conditions
Special Conditions
45635.01000\31182317.1 -39- 00 52 13 – CONTRACT
Technical Specifications
Addenda
Plans and Drawings
Standard Specifications for Public Works Construction “Greenbook”, latest edition,
Except Sections 1-9
Applicable Local Agency Standards and Specifications, as last revised
Approved and fully executed change orders
Any other documents contained in or incorporated into the Contract
The Contractor shall complete the Work in strict accordance with all of the Contract Documents.
All of the Contract Documents are intended to be complementary. Work required by one of the
Contract Documents and not by others shall be done as if required by all. This Contract shall
supersede any prior agreement of the parties.
e. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and
every provision of law required to be included in these Contract Documents shall be deemed to
be included in these Contract Documents. The Contractor shall comply with all requirements of
applicable federal, state and local laws, rules and regulations, including, but not limited to, the
provisions of the California Labor Code and California Public Contract Code which are
applicable to this Work.
f. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth
in the General Conditions.
g. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages
in accordance with the Labor Code which such rates shall be made available at the City’s
Administrative Office or may be obtained online at http://www.dir.ca.gov and which must be
posted at the job site.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
45635.01000\31182317.1 -40- 00 52 13 – CONTRACT
IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties,
on the day and year above written.
CITY OF AZUSA [INSERT NAME OF CONTRACTOR]
By: By:
[INSERT NAME]
[INSERT TITLE] Its:
Printed Name:
ATTEST:
By:
City Clerk
(CONTRACTOR’S SIGNATURE MUST BE
NOTARIZED AND CORPORATE
SEAL AFFIXED, IF APPLICABLE)
END OF CONTRACT
45635.01000\31182317.1 -41- 00 52 13 – CONTRACT
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
45635.01000\31182317.1 -42- 00 61 13 – BOND FORMS
00 61 13 – BOND FORMS
1.1 Performance Bond.
KNOW ALL PERSONS BY THESE PRESENTS:
THAT WHEREAS, the City of Azusa, (hereinafter referred to as “City”) has awarded to
_________________________, (hereinafter referred to as the “Contractor”) an agreement for
Contract No._________, (hereinafter referred to as the “Project”).
WHEREAS, the work to be performed by the Contractor is more particularly set forth in the
Contract Documents for the Project dated ________________, (hereinafter referred to as
“Contract Documents”), the terms and conditions of which are expressly incorporated herein by
reference; and
WHEREAS, the Contractor is required by said Contract Documents to perform the terms thereof
and to furnish a bond for the faithful performance of said Contract Documents.
NOW, THEREFORE, we, ______________________, the undersigned Contractor and
________________________________________________ as Surety, a corporation organized
and duly authorized to transact business under the laws of the State of California, are held and
firmly bound unto the City in the sum of ___________________________ DOLLARS,
($____________), said sum being not less than one hundred percent (100%) of the total
amount of the Contract, for which amount well and truly to be made, we bind ourselves, our
heirs, executors and administrators, successors and assigns, jointly and severally, firmly by
these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that, if the Contractor, his or its heirs,
executors, administrators, successors or assigns, shall in all things stand to and abide by, and
well and truly keep and perform the covenants, conditions and agreements in the Contract
Documents and any alteration thereof made as therein provided, on its part, to be kept and
performed at the time and in the manner therein specified, and in all respects according to their
intent and meaning; and shall faithfully fulfill all obligations including the one (1) year guarantee
of all materials and workmanship; and shall indemnify and save harmless the City, its officials,
officers, employees, and authorized volunteers, as stipulated in said Contract Documents, then
this obligation shall become null and void; otherwise it shall be and remain in full force and
effect.
As a part of the obligation secured hereby and in addition to the face amount specified
therefore, there shall be included costs and reasonable expenses and fees including reasonable
attorney’s fees, incurred by City in enforcing such obligation.
As a condition precedent to the satisfactory completion of the Contract Documents, unless
otherwise provided for in the Contract Documents, the above obligation shall hold good for a
period of one (1) year after the acceptance of the work by City, during which time if Contractor
shall fail to make full, complete, and satisfactory repair and replacements and totally protect the
City from loss or damage resulting from or caused by defective materials or faulty workmanship.
The obligations of Surety hereunder shall continue so long as any obligation of Contractor
remains. Nothing herein shall limit the City’s rights or the Contractor or Surety’s obligations
45635.01000\31182317.1 -43- 00 61 13 – BOND FORMS
under the Contract, law or equity, including, but not limited to, California Code of Civil Procedure
Section 337.15.
Whenever Contractor shall be, and is declared by the City to be, in default under the Contract
Documents, the Surety shall remedy the default pursuant to the Contract Documents, or shall
promptly, at the City’s option:
i. Take over and complete the Project in accordance with all terms and conditions
in the Contract Documents; or
ii. Obtain a bid or bids for completing the Project in accordance with all terms and
conditions in the Contract Documents and upon determination by Surety of the
lowest responsive and responsible bidder, arrange for a Contract between such
bidder, the Surety and the City, and make available as work progresses sufficient
funds to pay the cost of completion of the Project, less the balance of the
contract price, including other costs and damages for which Surety may be liable.
The term “balance of the contract price” as used in this paragraph shall mean the
total amount payable to Contractor by the City under the Contract and any
modification thereto, less any amount previously paid by the City to the
Contractor and any other set offs pursuant to the Contract Documents.
iii. Permit the City to complete the Project in any manner consistent with California
law and make available as work progresses sufficient funds to pay the cost of
completion of the Project, less the balance of the contract price, including other
costs and damages for which Surety may be liable. The term “balance of the
contract price” as used in this paragraph shall mean the total amount payable to
Contractor by the City under the Contract and any modification thereto, less any
amount previously paid by the City to the Contractor and any other set offs
pursuant to the Contract Documents.
Surety expressly agrees that the City may reject any contractor or subcontractor which may be
proposed by Surety in fulfillment of its obligations in the event of default by the Contractor.
Surety shall not utilize Contractor in completing the Project nor shall Surety accept a bid from
Contractor for completion of the Project if the City, when declaring the Contractor in default,
notifies Surety of the City’s objection to Contractor’s further participation in the completion of the
Project.
The Surety, for value received, hereby stipulates and agrees that no change, extension of time,
alteration or addition to the terms of the Contract Documents or to the Project to be performed
thereunder shall in any way affect its obligations on this bond, and it does hereby waive notice
of any such change, extension of time, alteration or addition to the terms of the Contract
Documents or to the Project.
By their signatures hereunder, Surety and Contractor hereby confirm under penalty of perjury
that surety is an admitted surety insurer authorized to do business in the State of California.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
45635.01000\31182317.1 -44- 00 61 13 – BOND FORMS
IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of
______________, 20___.
(Corporate Seal)
Contractor/ Principal
By
Title
(Corporate Seal)
Surety
By
Attorney-in-Fact
(Attach Attorney-in-Fact Certificate) Title
The rate of premium on this bond is ____________ per thousand. The total amount of premium
charges is $_______________________________.
(The above must be filled in by corporate attorney.)
THIS IS A REQUIRED FORM
Any claims under this bond may be addressed to:
(Name and Address of Surety) ___________________________________________
___________________________________________
___________________________________________
(Name and Address of Agent or ___________________________________________
Representative for service of ___________________________________________
process in California, if different ___________________________________________
from above)
(Telephone number of Surety ___________________________________________
and Agent or Representative for
service of process in California)
45635.01000\31182317.1 -45- 00 61 13 – BOND FORMS
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for Contractor/Principal.
45635.01000\31182317.1 -46- 00 61 13 – BOND FORMS
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for the Attorney-in-Fact. The Power-of Attorney to
local representatives of the bonding company must also be attached.
END OF PERFORMANCE BOND
45635.01000\31182317.1 -47- 00 61 13 – BOND FORMS
1.2 Payment Bond (Labor and Materials).
KNOW ALL MEN BY THESE PRESENTS That
WHEREAS, the City of Azusa (hereinafter designated as the “City”), by action taken or a
resolution passed ___________________ , 20_____, has awarded to
________________________ hereinafter designated as the “Principal,” a contract for the work
described as follows: Contract No.____________ (the “Project”); and
WHEREAS, said Principal is required to furnish a bond in connection with said contract;
providing that if said Principal or any of its Subcontractors shall fail to pay for any materials,
provisions, provender, equipment, or other supplies used in, upon, for or about the performance
of the work contracted to be done, or for any work or labor done thereon of any kind, or f or
amounts due under the Unemployment Insurance Code or for any amounts required to be
deducted, withheld, and paid over to the Employment Development Department from the wages
of employees of said Principal and its Subcontractors with respect to such work or labor the
Surety on this bond will pay for the same to the extent hereinafter set forth.
NOW THEREFORE, we, the Principal and __________________________ as Surety, are held
and firmly bound unto the City in the penal sum of ______________ Dollars ($___________)
lawful money of the United States of America, for the payment of which sum well and truly to be
made, we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly
and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH that if said Principal, his or its
subcontractors, heirs, executors, administrators, successors or assigns, shall fail to pay any of
the persons named in Civil Code Section 9100, fail to pay for any materials, provisions or other
supplies, used in, upon, for or about the performance of the work contracted to be done, or for
any work or labor thereon of any kind, or amounts due under the Unemployment Insurance
Code with respect to work or labor performed under the contract, or for any amounts required to
be deducted, withheld, and paid over to the Employment Development Department or Franchise
Tax Board from the wages of employees of the contractor and his subcontractors pursuant to
Revenue and Taxation Code Section 18663, with respect to such work and labor the Surety or
Sureties will pay for the same, in an amount not exceeding the sum herein above specified, and
also, in case suit is brought upon this bond, all litigation expenses incurred by the City in such
suit, including reasonable attorneys’ fees, court costs, expert witness fees and investigation
expenses.
This bond shall inure to the benefit of any of the persons named in Civil Code Section 9100 so
as to give a right of action to such persons or their assigns in any suit brought upon this bond.
It is further stipulated and agreed that the Surety on this bond shall not be exonerated or
released from the obligation of this bond by any change, extension of time for performance,
addition, alteration or modification in, to, or of any contract, plans, specifications, or agreement
pertaining or relating to any scheme or work of improvement herein above described, or
pertaining or relating to the furnishing of labor, materials, or equipment therefore, nor by any
change or modification of any terms of payment or extension of the time for any payment
pertaining or relating to any scheme or work of improvement herein above described, nor by any
rescission or attempted rescission or attempted rescission of the contract, agreement or bond,
nor by any conditions precedent or subsequent in the bond attempting to limit the right of
recovery of claimants otherwise entitled to recover under any such contract or agreement or
45635.01000\31182317.1 -48- 00 61 13 – BOND FORMS
under the bond, nor by any fraud practiced by any person other than the claimant seeking to
recover on the bond and that this bond be construed most strongly against the Surety and in
favor of all persons for whose benefit such bond is given, and under no circumstances shall
Surety be released from liability to those for whose benefit such bond has been given, by
reason of any breach of contract between the owner or City and original contractor or on the
part of any obligee named in such bond, but the sole conditions of recovery shall be that
claimant is a person described in Civil Code Section 9100, and has not been paid the full
amount of his claim and that Surety does hereby waive notice of any such change, extension of
time, addition, alteration or modification herein mentioned, including but not limited to the
provisions of sections 2819 and 2845 of the California Civil Code.
By their signatures hereunder, Surety and Principal hereby confirm under penalty of perjury that
surety is an admitted surety insurer authorized to do business in the State of California.
IN WITNESS WHEREOF, we have hereunto set our hands and seals this _______ day of
______________, 20__.
(Corporate Seal)
Contractor/ Principal
By
Title
(Corporate Seal)
Surety
By
Attorney-in-Fact
(Attach Attorney-in-Fact Certificate) Title
45635.01000\31182317.1 -49- 00 61 13 – BOND FORMS
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for Contractor/Principal.
45635.01000\31182317.1 -50- 00 61 13 – BOND FORMS
Notary Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF ______________
On , 20___, before me, _______________________________, Notary Public, personally
appeared , who proved to me on the basis of satisfactory
evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed
the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph
is true and correct.
WITNESS my hand and official seal.
Signature of Notary Public
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
Individual
Corporate Officer
Title(s) Title or Type of Document
Partner(s) Limited
General Number of Pages
Attorney-In-Fact
Trustee(s)
Guardian/Conservator Date of Document
Other:
Signer is representing:
Name Of Person(s) Or Entity(ies)
Signer(s) Other Than Named Above
NOTE: This acknowledgment is to be completed for the Attorney-in-Fact. The Power-of-Attorney to
local representatives of the bonding company must also be attached.
END OF PAYMENT BOND
45635.01000\31182317.1 -51- 00 72 13 – GENERAL CONDITIONS
00 72 13 – GENERAL CONDITIONS
ARTICLE 1. DEFINED TERMS
Whenever used in the Contract Documents and printed with initial capital letters, the terms listed
below will have the meanings indicated which are applicable to both the singular and plural
thereof. In addition to terms specifically defined below, terms with initial capital letters in the
Contract Documents include references to identified articles and paragraphs, and the titles of
other documents or forms.
A. Act of God – An earthquake of magnitude of 3.5 or higher on the Richter scale or a
tidal wave.
B. Addenda -- Written or graphic instruments issued prior to the submission of Bids
which clarify, correct, or change the Contract Documents.
C. Additional Work -- New or unforeseen work will be classified as “Additional Work”
when the City’s Representative determines that it is not covered by the Contract.
D. Applicable Laws -- The laws, statutes, ordinances, rules, codes, regulations, permits,
and licenses of any kind, issued by local, state or federal governmental authorities or
private authorities with jurisdiction (including utilities), to the extent they apply to the
Work.
E. Bid -- The offer or proposal of a Bidder submitted on the prescribed form setting forth
the prices and other terms for the Work to be performed.
F. Bidder -- The individual or entity who submits a Bid directly to the City.
G. Change Order (“CO”) -- A document that authorizes an addition, deletion, or revision
in the Work or an adjustment in the Contract Price or the Contract Times, issued on
or after the Effective Date of the Contract, in accordance with the Contract
Documents and in the form contained in the Contract Documents.
H. Change Order Request (“COR”) -- A request made by the Contractor for an
adjustment in the Contract Price and/or Contract Times as the result of a Contractor-
claimed change to the Work. This term may also be referred to as a Change Order
Proposal (“COP”), or Request for Change (“RFC”).
I. City -- The City of Azusa.
J. City Council, Council -- The City Council of the City.
K. City’s Representative -- The individual or entity as identified in the Special Conditions
to act as the City’s Representative.
L. Claim -- A demand or assertion by the City or Contractor seeking an adjustment of
Contract Price or Contract Times, or both, or other relief with respect to the terms of
the Contract. A demand for money or services by a third party is not a Claim.
45635.01000\31182317.1 -52- 00 72 13 – GENERAL CONDITIONS
M. Contract -- The entire integrated written agreement between the City and Contractor
concerning the Work. “Contract” may be used interchangeably with “Agreement” in
the Contract Documents. The Contract supersedes prior negotiations,
representations, or agreements, whether written or oral, and includes all Contract
Documents.
N. Contract Documents -- The documents listed in Section 00 52 13, Article 5. Some
documents provided by the City to the Bidders and Contractor, including but not
limited to reports and drawings of subsurface and physical conditions are not
Contract Documents.
O. Contract Price -- Amount to be paid by the City to the Contractor as full
compensation for the performance of the Contract and completion of the Work,
subject to any additions or deductions as provided in the Contract Documents, and
including all applicable taxes and costs.
P. Contract Times -- The number of days or the dates stated in the Contract Documents
to: achieve defined Milestones, if any; and to complete the Work so that it is ready for
final payment.
Q. Contractor -- The individual or entity with which the City has contracted for
performance of the Work.
R. Contractor’s Designated On-Site Representative -- The Contractor’s Designated On-
Site Representative will be as identified in Section 00 72 13, Article 3 and shall not
be changed without prior written consent of the City.
S. Daily Rate -- The Daily Rate stipulated in the Contract Documents as full
compensation to the Contractor due to the City’s unreasonable delay to the Project
that was not contemplated by the parties.
T. Day -- A calendar day of 24 hours measured from midnight to the next midnight.
U. Defective Work -- Work that is unsatisfactory, faulty, or deficient; or that does not
conform to the Contract Documents; or that does not meet the requirements of any
inspection, reference standard, test, or approval referenced in the Contract
Documents.
V. Demobilization -- The complete dismantling and removal by the Contractor of all of
the Contractor’s temporary facilities, equipment, and personnel at the Site.
W. Drawings -- That part of the Contract Documents prepared by of the Engineer of
Record which graphically shows the scope, extent, and character of the Work to be
performed by Contractor. Shop Drawings and other Contractor submittals are not
Drawings as so defined.
X. Effective Date of the Contract -- The date indicated in the Contract on which it
becomes effective, but if no such date is indicated, it means the date on which the
Contract is signed and delivered by the last of the two parties to sign and deliver.
45635.01000\31182317.1 -53- 00 72 13 – GENERAL CONDITIONS
Y. Engineer, whenever not qualified, shall mean the Engineer of the City, acting either
directly or through properly authorized agents, such agents acting severally within
the scope of the particular duties entrusted to them. On all questions concerning the
acceptance of materials, machinery, the classifications of material, the execution of
work, conflicting interest of the contractors performing related work and the
determination of costs, the decision of the Engineer, duly authorized by the City
Council, shall be binding and final upon both parties.
Z. Engineer of Record -- The individual, partnership, corporation, joint venture, or other
legal entity named as such in Section 00 73 13, Article 1.1. or any succeeding entity
designated by the City.
AA. Green Book -- The current edition of the Standard Specifications for Public Works
Construction.
BB. Hazardous Waste -- The term “Hazardous Waste” shall have the meaning provided
in Section 104 of the Solid Waste Disposal Act (42 U.S.C. § 6903) as amended from
time to time or, as defined in Section 25117 of the Health and Safety Code, that is
required to be removed to a class I, class II, or class III disposal site in accordance
with provisions of existing law, whichever is more restrictive.
CC. Holiday – The Holidays occur on:
New Year’s Day - January 1
President’s Day – Third Monday in February
Memorial Day - Last Monday in May
Independence Day - July 4
Labor Day - First Monday in September
Veteran’s Day - November 11
Thanksgiving Day - Fourth Thursday in November
Friday after Thanksgiving
Christmas Eve – December 24
Christmas Day - December 25
Day After Christmas – December 26
New Year’s Eve – December 31
If any Holiday listed above falls on a Saturday, Saturday and the preceding
Friday are both Holidays. If the Holiday should fall on a Sunday, Sunday and the
following Monday are both Holidays.
DD. Notice of Award -- The written notice by the City to the Successful Bidder stating
that upon timely compliance by the Successful Bidder with the conditions precedent
listed therein, the City will sign and deliver the Contract.
EE. Notice of Completion -- The form which may be executed by the City and recorded
by the county where the Project is located constituting final acceptance of the
Project.
FF. Notice to Proceed -- A written notice given by the City to Contractor fixing the date on
which the Contractor may proceed with the Work and when Contract Times will
commence to run.
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GG. Project -- The total construction of which the Work to be performed under the
Contract Documents may be the whole, or a part.
HH. Recyclable Waste Materials -- Materials removed from the Site which are
required to be diverted to a recycling center rather than an area landfill. Recyclable
Waste Materials include asphalt, concrete, brick, concrete block, and rock.
II. Schedule of Submittals -- A schedule, prepared and maintained by Contractor, of
required submittals and the time requirements to facilitate scheduled performance of
related construction activities.
JJ. Shop Drawings -- All drawings, diagrams, illustrations, schedules, and other data or
information which are specifically prepared or assembled by or for Contractor and
submitted by Contractor to illustrate some portion of the Work.
KK. Specifications -- That part of the Contract Documents consisting of written
requirements for materials, equipment, systems, standards and workmanship as
applied to the Work, and certain administrative requirements and procedural matters
applicable thereto.
LL. Stop Payment Notice -- A written notice as defined in Civil Code section 8044.
MM. Subcontractor -- An individual or entity other than a Contractor having a contract
with any other entity than the City for performance of any portion of the Work at the
Site.
NN. Submittal -- Written and graphic information and physical samples prepared and
supplied by the Contractor demonstrating various portions of the Work.
OO. Successful Bidder -- The Bidder submitting a responsive Bid to whom the City
makes an award.
PP. Supplier -- A manufacturer, fabricator, supplier, distributor, material man, or vendor
having a direct contract with Contractor or with any Subcontractor to furnish
materials or equipment used in the performance of the Work or to be incorporated in
the Work.
QQ. Underground Facilities -- All underground pipelines, conduits, ducts, cables,
wires, manholes, vaults, tanks, tunnels, or other such facilities or attachments, and
any encasements containing such facilities, including those that convey electricity,
gases, steam, liquid petroleum products, telephone or other communications, cable
television, water, wastewater, storm water, other liquids or chemicals, or traffic or
other control systems.
RR. Unit Price Work -- Work to be paid for on the basis of unit prices as provided by
the Contractor in its bid or as adjusted in accordance with the Contract Documents.
SS. Warranty -- A written guarantee provided to the City by the Contractor that the Work
will remain free of defects and suitable for its intended use for the period required by
the Contract Documents or the longest period permitted by the law of this State,
whichever is longer.
45635.01000\31182317.1 -55- 00 72 13 – GENERAL CONDITIONS
TT. Work -- The entire construction or the various separately identifiable parts thereof
required to be provided under the Contract Documents. Work includes and is the
result of performing or providing all labor, services, and documentation necessary to
produce such construction, and furnishing, installing, and incorporating all materials
and equipment into such construction, all as required by the Contract Documents.
ARTICLE 2. CONTRACT DOCUMENTS
A. Contract Documents. The Contract Documents are complementary, and what is
called for by one shall be as binding as if called for by all.
B. Interpretations. The Contract Documents are intended to be fully cooperative and
complementary. If the Contractor observes that any documents are in conflict, the
Contractor shall promptly notify the Engineer in writing. In case of conflicts between
the Contract Documents, the order of precedence shall be as follows:
1. Change Orders
2. Addenda
3. Special Conditions
4. Technical Specifications
5. Plans (Contract Drawings)
6. Contract
7. General Conditions
8. Instructions to Bidders
9. Notice Inviting Bids
10. Contractor’s Bid Forms
11. Standard Specifications for Public Works Construction (Sections 1-9 Excluded)
12. Applicable Local Agency Standards and Specifications
13. Standard Drawings
14. Reference Documents
With reference to the Drawings, the order of precedence shall be as follows:
1. Figures govern over scaled dimensions
2. Detail drawings govern over general drawings
3. Addenda or Change Order drawings govern over Contract Drawings
4. Contract Drawings govern over Standard Drawings
5. Contract Drawings govern over Shop Drawings
C. Conflicts in Contract Documents. Notwithstanding the orders of precedence
established above, in the event of conflicts, the higher standard, higher quality, and
most expensive shall always apply.
D. Organization of Contract Documents. Organization of the Contract Documents
into divisions, sections, and articles, and arrangement of drawings shall not control
the Contractor in dividing Project Work among subcontractors or in establishing the
extent of Work to be performed by any trade.
45635.01000\31182317.1 -56- 00 72 13 – GENERAL CONDITIONS
ARTICLE 3. PRECONSTRUCTION AND
CONSTRUCTION
COMMUNICATION
Before any Work at the site is started, a conference attended by the City, Contractor, City’s
Representative, and others as appropriate will be held to establish a working understanding
among the parties as to the Work and to discuss the schedules referred to herein, procedures
for handling Shop Drawings and other submittals, processing Applications for Payment, and
maintaining required records.
At this conference the City and Contractor each shall designate, in writing, a specific individual
to act as its authorized representative with respect to the services and responsibilities under the
Contract. Such individuals shall have the authority to transmit instructions, receive information,
render decisions relative to the Contract, and otherwise act on behalf of each respective party.
ARTICLE 4. EXAMINATION OF
DRAWINGS, SPECIFICATIONS
AND SITE OF WORK
A. Examination of Contract Documents. Before commencing any portion of the
Work, Contractor shall again carefully examine all applicable Contract Documents,
the Project site, and other information given to Contractor as to materials and
methods of construction and other Project requirements. Contractor shall
immediately notify the Engineer of any potential error, inconsistency, ambiguity,
conflict, or lack of detail or explanation. If Contractor performs, permits, or causes
the performance of any Work which is in error, inconsistent or ambiguous, or not
sufficiently detailed or explained, Contractor shall bear any and all resulting costs,
including, without limitation, the cost of correction. In no case shall the Contractor or
any subcontractor proceed with Work if uncertain as to the applicable requirements.
B. Additional Instructions. After notification of any error, inconsistency, ambiguity,
conflict, or lack of detail or explanation, the Engineer will provide any required
additional instructions, by means of drawings or other written direction, necessary for
proper execution of Work.
C. Quality of Parts, Construction and Finish. All parts of the Work shall be of the
best quality of their respective kinds and the Contractor must use all diligence to
inform itself fully as to the required construction and finish.
D. Contractor’s Variation from Contract Document Requirements. If it is found that
the Contractor has varied from the requirements of the Contract Documents
including the requirement to comply with all applicable laws, ordinances, rules and
regulations, the Engineer may at any time, before or after completion of the Work,
order the improper Work removed, remade or replaced by the Contractor at the
Contractor’s expense.
ARTICLE 5. CONTRACTOR’S
SUPERVISION
Contractor shall continuously keep at the Project site, a competent and experienced full-time
Project superintendent acceptable to the City. Superintendent must be able to proficiently
45635.01000\31182317.1 -57- 00 72 13 – GENERAL CONDITIONS
speak, read and write in English and shall have the authority to make decisions on behalf of the
Contractor. Contractor shall continuously provide efficient supervision of the Project.
ARTICLE 6. WORKERS
A. Contractor shall at all times enforce strict discipline and good order among its
employees. Contractor shall not employ on the Project any unfit person or any one
not skilled in the Work assigned to him or her.
B. Any person in the employ of the Contractor whom the City may deem incompetent or
unfit shall be dismissed from the W ork and shall not be employed on this Project.
ARTICLE 7. INDEPENDENT
CONTRACTORS
Contractor shall be an independent contractor for the City and not an employee. Contractor
understands and agrees that it and all of its employees shall not be considered officers,
employees, or agents of City and are not entitled to benefits of any kind normally provided
employees of City, including but not limited to, state unemployment compensation or workers’
compensation. Contractor assumes full responsibility for the acts and omissions of its
employees or agents related to the Work.
ARTICLE 8. SUBCONTRACTS
A. Contractor agrees to bind every subcontractor to the terms of the Contract
Documents as far as such terms are applicable to subcontractor’s portion of the
Work. Contractor shall be as fully responsible to the City for the acts and omissions
of its subcontractors and of persons either directly or indirectly employed by its
subcontractors, as Contractor is for acts and omissions of persons directly employed
by Contractor. Nothing contained in these Contract Documents shall create any
contractual relationship between any subcontractor and the City.
B. The City reserves the right to accept all subcontractors. The City’s acceptance of
any subcontractor under this Contract shall not in any way relieve Contractor of its
obligations in the Contract Documents.
C. Prior to substituting any subcontractor listed in the Bid Forms, Contractor must
comply with the requirements of the Subletting and Subcontracting Fair Practices Act
pursuant to California Public Contract Code section 4100 et seq.
ARTICLE 9. VERIFICATION OF
EMPLOYMENT ELIGIBILITY
By executing this Contract, Contractor verifies that it fully complies with all requirements and
restrictions of state and federal law respecting the employment of undocumented aliens,
including, but not limited to, the Immigration Reform and Control Act of 1986, as may be
amended from time to time, and shall require all subcontractors, sub-subcontractors and
consultants to comply with the same. Each person executing this Contract on behalf of
Contractor verifies that he or she is a duly authorized officer of Contractor and that any of the
following shall be grounds for the City to terminate the Contract for cause: (1) failure of the
Contractor or its subcontractors, sub-subcontractors or consultants to meet any of the
45635.01000\31182317.1 -58- 00 72 13 – GENERAL CONDITIONS
requirements provided for in this Article; (2) any misrepresentation or material omission
concerning compliance with such requirements; or (3) failure to immediately remove from the
Work any person found not to be in compliance with such requirements.
ARTICLE 10. MATERIALS
A. Except as otherwise specifically stated in the Contract Documents, Contractor shall
provide and pay for all materials, labor, tools, equipment, lights, power,
transportation, superintendence, temporary constructions of every nature, and all
other services and facilities of every nature whatsoever necessary to execute and
complete this Contract within specified time.
B. Unless otherwise specified, all materials shall be new and the best of their respective
kinds and grades as noted and/or specified, and workmanship shall be of good
quality.
C. Materials shall be furnished in ample quantities and at such times as to ensure
uninterrupted progress of the W ork and shall be stored properly and protected as
required by the Contract Documents. Contractor shall be entirely responsible for
damage or loss by weather or other causes to materials or Work.
D. No materials, supplies, or equipment for W ork under this Contract shall be
purchased subject to any chattel mortgage or under a conditional sale or other
agreement by which an interest therein or in any part thereof is retained by the seller
or supplier. Contractor warrants good title to all material, supplies, and equipment
installed or incorporated in the W ork and agrees upon completion of all work to
deliver the Project, to the City free from any claims, liens, or charges.
E. Materials shall be stored on the Project site in such manner so as not to interfere
with any operations of the City or any independent contractor.
F. Contractor shall verify all measurements, dimensions, elevations, and quantities
before ordering any materials or performing any Work, and the City shall not be liable
for Contractor’s failure to so. No additional compensation, over and above payment
for the actual quantities at the prices set out in the Bid Form, will be allowed because
of differences between actual measurements, dimension, elevations and quantities
and those indicated on the Plans and in the Specifications. Any difference therein
shall be submitted to the Engineer for consideration before proceeding with the
Work.
ARTICLE 11. PROTECTION OF
WORK AND PROPERTY
A. The Contractor shall be responsible for all damages to persons or property that
occurs as a result of the Work. Contractor shall be responsible for the proper care
and protection of all materials delivered and Work performed until completion and
final Acceptance by the City. All W ork shall be solely at the Contractor’s risk.
Contractor shall adequately protect adjacent property from settlement or loss of
lateral support as necessary. Contractor shall comply with all applicable safety laws
and building codes to prevent accidents or injury to persons on, about, or adjacent to
the Project site where Work is being performed. Contractor shall erect and properly
45635.01000\31182317.1 -59- 00 72 13 – GENERAL CONDITIONS
maintain at all times, as required by field conditions and progress of work, all
necessary safeguards, signs, barriers, lights, and watchmen for protection of workers
and the public, and shall post danger signs warning against hazards created in the
course of construction.
B. In an emergency affecting safety of life or of work or of adjoining property,
Contractor, without special instruction or authorization from the Engineer, is hereby
permitted to act to prevent such threatened loss or injury; and Contractor shall so
act, without appeal, if so authorized or instructed by the Engineer or the City. Any
compensation claimed by Contractor on account of emergency work shall be
determined by and agreed upon by the City and the Contractor.
ARTICLE 12. CONTRACTOR’S
MEANS AND METHODS
Contractor is solely responsible for the means and methods utilized to perform the Work. In no
case shall the Contractor’s means and methods deviate from commonly used industry
standards.
ARTICLE 13. AUTHORIZED
REPRESENTATIVES
The City shall designate representatives, who shall have the right to be present at the Project
site at all times. The City may designate an inspector who shall have the right to observe all of
the Contractor’s W ork. The inspector shall not be responsible for the Contractor’s failure to
carry out the W ork in accordance with the Contract Documents. Contractor shall provide safe
and proper facilities for such access.
ARTICLE 14. PAYROLL
RECORDS; LABOR
COMPLIANCE
A. Pursuant to Labor Code section 1776, Contractor and all subcontractors shall
maintain weekly certified payroll records, showing the names, addresses, Social
Security numbers, work classifications, straight time and overtime hours worked
each day and week, and the actual per diem wages paid to each journeyman,
apprentice, worker, or other employee employed by them in connection with the
Work under this Contract. Contractor shall certify under penalty of perjury that
records maintained and submitted by Contractor are true and accurate. Contractor
shall also require subcontractor(s) to certify weekly payroll records under penalty of
perjury.
B. In accordance with Labor Code section 1771.4, the Contractor and each
subcontractor shall furnish the certified payroll records directly to the Department of
Industrial Relations (“DIR”) on the specified interval and format prescribed by the
DIR, which may include electronic submission. Contractor shall comply with all
requirements and regulations from the DIR relating to labor compliance monitoring
and enforcement. The requirement to submit certified payroll records directly to the
Labor Commissioner under Labor Code section 1771.4 shall not apply to work
performed on a public works project that is exempt pursuant to the small project
exemption specified in Labor Code Section 1771.4.
45635.01000\31182317.1 -60- 00 72 13 – GENERAL CONDITIONS
C. Any stop orders issued by the Department of Industrial Relations against Contractor
or any subcontractor that affect Contractor’s performance of Work, including any
delay, shall be Contractor’s sole responsibility. Any delay arising out of or resulting
from such stop orders shall be considered Contractor caused delay subject to any
applicable liquidated damages and shall not be compensable by the City. Contractor
shall defend, indemnify and hold the City, its officials, officers, employees and agents
free and harmless from any claim or liability arising out of stop orders issued by the
Department of Industrial Relations against Contractor or any subcontractor.
D. The payroll records described herein shall be certified and submitted by the
Contractor at a time designated by the City. The Contractor shall also provide the
following:
1. A certified copy of the employee’s payroll records shall be made available for
inspection or furnished to such employee or his or her authorized representative
on request.
2. A certified copy of all payroll records described herein shall be made available for
inspection or furnished upon request of the DIR.
E. Unless submitted electronically, the certified payroll records shall be on forms
provided by the Division of Labor Standards Enforcement (“DLSE”) of the DIR or
shall contain the same information as the forms provided by the DLSE.
F. Any copy of records made available for inspection as copies and furnished upon
request to the public or any public agency, the City, the Division of Apprenticeship
Standards or the Division of Labor Standards Enforcement shall be marked or
obliterated in such a manner as to prevent disclosure of an individual's name,
address and social security number. The name and address of the Contractor
awarded the Contract or performing the contract shall not be marked or obliterated.
G. In the event of noncompliance with the requirements of this Article, the Contractor
shall have ten (10) calendar days in which to comply subsequent to receipt of written
notice specifying in what respects the Contractor must comply with this Article.
Should noncompliance still be evident after such 10-day period, the Contractor shall
pay a penalty of one hundred dollars ($100.00) to the City for each calendar day, or
portion thereof, for each worker, until strict compliance is effectuated. Upon the
request of the Division of Apprenticeship Standards or the Division of Labor
Standards Enforcement, such penalties shall be withheld from progress payment
then due.
H. The responsibility for compliance with this Article shall rest upon the Contractor.
ARTICLE 15. PREVAILING RATES
OF WAGES
A. The Contractor is aware of the requirements of Labor Code sections 1720 et seq.
and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et
seq. (“Prevailing Wage Laws”), which require the payment of prevailing wage rates
and the performance of other requirements on certain “public works” and
“maintenance” projects. Since this Project involves an applicable “public works” or
45635.01000\31182317.1 -61- 00 72 13 – GENERAL CONDITIONS
“maintenance” project, as defined by the Prevailing Wage Laws, and since the total
compensation is $1,000 or more, Contractor agrees to fully comply with such
Prevailing Wage Laws. The Contractor shall obtain a copy of the prevailing rates of
per diem wages at the commencement of this Contract from the website of the
Division of Labor Statistics and Research of the Department of Industrial Relations
located at www.dir.ca.gov. In the alternative, the Contractor may view a copy of the
prevailing rate of per diem wages which are on file at the City’s Administration Office
and shall be made available to interested parties upon request. Contractor shall
make copies of the prevailing rates of per diem wages for each craft, classification,
or type of worker needed to perform work on the Project available to interested
parties upon request, and shall post copies at the Contractor’s principal place of
business and at the Project site. Contractor shall defend, indemnify and hold the
City, its officials, officers, employees and authorized volunteers free and harmless
from any claims, liabilities, costs, penalties or interest arising out of any failure or
allege failure to comply with the Prevailing Wage Laws.
B. The Contractor shall forfeit as a penalty to the City not more than Two Hundred
Dollars ($200.00), pursuant to Labor Code section 1775, for each calendar day, or
portion thereof, for each worker paid less than the prevailing wage rate as
determined by the Director of the Department of Industrial Relations for such work or
craft in which such worker is employed for any public work done under the Contract
by it or by any subcontractor under it. The difference between such prevailing wage
rate and the amount paid to each worker for each calendar day or portion thereof, for
which each worker was paid less than the prevailing wage rate, shall be paid to each
worker by the Contractor.
C. Contractor shall post, at appropriate conspicuous points on the Project site, a
schedule showing all determined general prevailing wage rates and all authorized
deductions, if any, from unpaid wages actually earned.
ARTICLE 16. PUBLIC WORKS
CONTRACTOR REGISTRATION
Pursuant to Labor Code sections 1725.5 and 1771.1, the Contractor and its subcontractors
must be registered with the Department of Industrial Relations prior to the execution of a
contract to perform public works. By entering into this Contract, Contractor represents that it is
aware of the registration requirement and is currently registered with the DIR. Contractor shall
maintain a current registration for the duration of the Project. Contractor shall further include the
requirements of Labor Code sections 1725.5 and 1771.1 in any subcontract and ensure that all
subcontractors are registered at the time this Contract is entered into and maintain registration
for the duration of the Project. Notwithstanding the foregoing, the contractor registration
requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work
performed on a public works project that is exempt pursuant to the small project exemption
specified in Labor Code Sections 1725.5 and 1771.1.
ARTICLE 17. EMPLOYMENT OF
APPRENTICES
A. Contractor and all subcontractors shall comply with the requirements of Labor Code
sections 1777.5 and 1777.6 in the employment of apprentices.
45635.01000\31182317.1 -62- 00 72 13 – GENERAL CONDITIONS
B. Information relative to apprenticeship standards, wage schedules, and other
requirements may be obtained from the Director of Industrial Relations, ex officio the
Administrator of Apprenticeship, San Francisco, California, or from the Division of
Apprenticeship Standards and its branch offices.
C. Knowing violations of Labor Code section 1777.5 will result in forfeiture not to exceed
one hundred dollars ($100.00) for each calendar day of non-compliance pursuant to
Labor Code section 1777.7.
D. The responsibility for compliance with this Article shall rest upon the Contractor.
ARTICLE 18. NONDISCRIMINATI
ON/EQUAL EMPLOYMENT
OPPORTUNITY
Pursuant to Labor Code section 1735 and other applicable provisions of law, the Contractor and
its subcontractors shall not discriminate against any employee or applicant for employment
because of race, religious creed, color, national origin, ancestry, physical disability, mental
disability, medical condition, marital status, sex, age, sexual orientation, or any other
classifications protected by law on this Project. The Contractor will take affirmative action to
insure that employees are treated during employment or training without regard to their race,
religious creed, color, national origin, ancestry, physical disability, mental disability, medical
condition, marital status, sex, age, sexual orientation, or any other classifications protected by
law.
Employment Eligibility; Contractor. By executing this Contract, Contractor verifies that it fully
complies with all requirements and restrictions of state and federal law respecting the
employment of undocumented aliens, including, but not limited to, the Immigration Reform and
Control Act of 1986, as may be amended from time to time. Such requirements and restrictions
include, but are not limited to, examination and retention of documentation confirming the
identity and immigration status of each employee of the Contractor. Contractor also verifies that
it has not committed a violation of any such law within the five (5) years immediately preceding
the date of execution of this Contract, and shall not violate any such law at any time during the
term of the Contract. Contractor shall avoid any violation of any such law during the term of this
Contract by participating in an electronic verification of work authorization program operated by
the United States Department of Homeland Security, by participating in an equivalent federal
work authorization program operated by the United States Department of Homeland Security to
verify information of newly hired employees, or by some other legally acceptable method.
Contractor shall maintain records of each such verification, and shall make them available to the
City or its representatives for inspection and copy at any time during normal business hours.
The City shall not be responsible for any costs or expenses related to Contractor’s compliance
with the requirements provided for or referred to herein.
Employment Eligibility; Subcontractors, Sub-subcontractors and Consultants. To the same
extent and under the same conditions as Contractor, Contractor shall require all of its
subcontractors, sub-subcontractors and consultants performing any part of the Work or of this
Contract to make the same verifications and comply with all requirements and restrictions
provided for herein.
Employment Eligibility; Failure to Comply. Each person executing this Contract on behalf of
Contractor verifies that he or she is a duly authorized officer of Contractor, and understands that
45635.01000\31182317.1 -63- 00 72 13 – GENERAL CONDITIONS
any of the following shall be grounds for the City to terminate the Contract for cause: (1) failure
of Contractor or its subcontractors, sub-subcontractors or consultants to meet any of the
requirements provided for herein; (2) any misrepresentation or material omission concerning
compliance with such requirements; or (3) failure to immediately remove from the Work any
person found not to be in compliance with such requirements.
ARTICLE 19. LABOR/EMPLOYME
NT SAFETY
The Contractor shall comply with all applicable laws and regulations of the federal, state, and
local government, including Cal/OSHA requirements and requirements for verification of
employees’ legal right to work in the United States.
The Contractor shall maintain emergency first aid treatment for his employees which complies
with the Federal Occupational Safety and Health Act of 1970 (29 U.S.C. § 651 et seq.), and
California Code of Regulations, Title 8, Industrial Relations Division 1, Department of Industrial
Relations, Chapter 4. The Contractor shall ensure the availability of emergency medical
services for its employees in accordance with California Code of Regulations, Title 8, Section
1512.
The Contractor shall submit the Illness and Injury Prevention Program and a Project site specific
safety program to the City prior to beginning Work at the Project site. Contractor shall maintain
a confined space program that meets or exceeds the City Standards. Contractor shall adhere to
the City’s lock out tag out program.
ARTICLE 20. INSURANCE
The Contractor shall obtain, and at all times during performance of the Work of Contract,
maintain all of the insurance described in this Article. Contractor shall not commence Work
under this Contract until it has provided evidence satisfactory to the City that it has secured all
insurance required hereunder. Contractor shall not allow any subcontractor to commence work
on any subcontract until it has provided evidence satisfactory to the City that the subcontractor
has secured all insurance required under this Article. Failure to provide and maintain all
required insurance shall be grounds for the City to terminate this Contract for cause. Contractor
shall furnish City with original certificates of insurance and endorsements effective coverage
required by this Contract on forms satisfactory to the City. The certificates and endorsements
for each insurance policy shall be signed by a person authorized by that insurer to bind
coverage on its behalf, and shall be on forms acceptable to the City. All certificates and
endorsements must be received and approved by the City before Work commences.
A. Additional Insureds; Waiver of Subrogation. The City, its officials, officers,
employees, agents and authorized volunteers shall be named as Additional Insureds
on Contractor’s All Risk policy and on Contractor’s and its subcontractors’ policies of
Commercial General Liability and Automobile Liability insurance using, for
Contractor’s policy/ies of Commercial General Liability insurance, ISO CG forms 20
10 and 20 37 (or endorsements providing the exact same coverage, including
completed operations), and, for subcontractors’ policies of Commercial General
Liability insurance, ISO CG form 20 38 (or endorsements providing the exact same
coverage). Notwithstanding the minimum limits set forth in this Contract for any type
of insurance coverage, all available insurance proceeds in excess of the specified
minimum limits of coverage shall be available to the parties required to be named as
45635.01000\31182317.1 -64- 00 72 13 – GENERAL CONDITIONS
Additional Insureds hereunder. Contractor and its insurance carriers shall provide a
Waiver of Subrogation in favor of those parties.
B. Workers’ Compensation Insurance. The Contractor shall provide workers’
compensation insurance for all of the employees engaged in Work under this
Contract, on or at the Site, and, in case of any sublet Work, the Contractor shall
require the subcontractor similarly to provide workers’ compensation insurance for all
the latter’s employees as prescribed by State law. Any class of employee or
employees not covered by a subcontractor’s insurance shall be covered by the
Contractor’s insurance. In case any class of employees engaged in work under this
Contract, on or at the Site, is not protected under the Workers’ Compensation
Statutes, the Contractor shall provide or shall cause a subcontractor to provide,
adequate insurance coverage for the protection of such employees not otherwise
protected. The Contractor is required to secure payment of compensation to his
employees in accordance with the provisions of section 3700 of the Labor Code.
The Contractor shall file with the City certificates of his insurance protecting workers.
Company or companies providing insurance coverage shall be acceptable to the
City, if in the form and coverage as set forth in the Contract Documents.
C. Employer’s Liability Insurance. Contractor shall provide Employer’s Liability
Insurance, including Occupational Disease, in the amount of at least one million
dollars ($1,000,000.00) per person per accident. Contractor shall provide City with a
certificate of Employer’s Liability Insurance. Such insurance shall comply with the
provisions of the Contract Documents. The policy shall be endorsed, if applicable, to
provide a Borrowed Servant/Alternate Employer Endorsement and contain a Waiver
of Subrogation in favor of the City.
D. Commercial General Liability Insurance. Contractor shall provide “occurrence”
form Commercial General Liability insurance coverage at least as broad as the most
current ISO CGL Form 00 01, including but not limited to, premises liability,
contractual liability, products/completed operations, personal and advertising injury
which may arise from or out of Contractor’s operations, use, and management of the
Site, or the performance of its obligations hereunder. The policy shall not contain
any exclusion contrary to this Contract including but not limited to endorsements or
provisions limiting coverage for (1) contractual liability (including but not limited to
ISO CG 24 26 or 21 39); or (2) cross-liability for claims or suits against one insured
against another. Policy limits shall not be less than $1,000,000 per occurrence for
bodily injury, personal injury and property damage. If Commercial General Liability
Insurance or other form with a general aggregate limit is used, either the general
aggregate limit shall apply separately to this project/location or the general aggregate
limit shall be twice the required occurrence limit. Defense costs shall be paid in
addition to the limits.
1. Such policy shall comply with all the requirements of this Article. The limits set
forth herein shall apply separately to each insured against whom claims are
made or suits are brought, except with respect to the limits of liability. Further the
limits set forth herein shall not be construed to relieve the Contractor from liability
in excess of such coverage, nor shall it limit Contractor’s indemnification
obligations to the City, and shall not preclude the City from taking such other
45635.01000\31182317.1 -65- 00 72 13 – GENERAL CONDITIONS
actions available to the City under other provisions of the Contract Documents or
law.
2. All general liability policies provided pursuant to the provisions of this Article shall
comply with the provisions of the Contract Documents.
3. All general liability policies shall be written to apply to all bodily injury, including
death, property damage, personal injury, owned and non-owned equipment,
blanket contractual liability, completed operations liability, explosion, collapse,
under-ground excavation, removal of lateral support, and other covered loss,
however occasioned, occurring during the policy term, and shall specifically
insure the performance by Contractor of that part of the indemnification contained
in these General Conditions relating to liability for injury to or death of persons
and damage to property.
4. If the coverage contains one or more aggregate limits, a minimum of 50% of any
such aggregate limit must remain available at all times; if over 50% of any
aggregate limit has been paid or reserved, the City may require additional
coverage to be purchased by Contractor to restore the required limits. Contractor
may combine primary, umbrella, and as broad as possible excess liability
coverage to achieve the total limits indicated above. Any umbrella or excess
liability policy shall include the additional insured endorsement described in the
Contract Documents.
5. All policies of general liability insurance shall permit and Contractor does hereby
waive any right of subrogation which any insurer of Contractor may acquire from
Contractor by virtue of the payment of any loss.
E. Automobile Liability Insurance. Contractor shall provide “occurrence” form
Automobile Liability Insurance at least as broad as ISO CA 00 01 (Any Auto) in the
amount of, at least, one million dollars ($1,000,000) per accident for bodily injury and
property damage. Such insurance shall provide coverage with respect to the
ownership, operation, maintenance, use, loading or unloading of any auto owned,
leased, hired or borrowed by Contractor or for which Contractor is responsible, in a
form and with insurance companies acceptable to the City. All policies of automobile
insurance shall permit and Contractor does hereby waive any right of subrogation
which any insurer of Contractor may acquire from Contractor by virtue of the
payment of any loss.
F. Contractor shall require all tiers of sub-contractors working under this Contract to
provide the insurance required under this Article unless otherwise agreed to in
writing by City. Contractor shall make certain that any and all subcontractors hired
by Contractor are insured in accordance with this Contract. If any subcontractor’s
coverage does not comply with the foregoing provisions, Contractor shall indemnify
and hold the City harmless from any damage, loss, cost, or expense, including
attorneys’ fees, incurred by the City as a result thereof.
ARTICLE 21. CHANGES AND
EXTRA WORK.
A. Contract Change Orders.
45635.01000\31182317.1 -66- 00 72 13 – GENERAL CONDITIONS
1. The City, without invalidating the Contract, may order changes in the Work
consisting of additions, deletions or other revisions, and the Contract Price and
Contract Time shall be adjusted accordingly. Except as otherwise provided
herein, all such changes in the Work shall be authorized by Change Order, and
shall be performed under the applicable conditions of the Contract Documents.
A Change Order signed by the Contractor indicates the Contractor's agreement
therewith, including any adjustment in the Contract Price or the Contract Time,
and the full and final settlement of all costs (direct, indirect and overhead) related
to the Work authorized by the Change Order.
B. Change of Contract Times.
1. The Contract Times may only be changed by a Change Order.
2. All changes in the Contract Price and/or adjustments to the Contract Times
related to each change shall be included in Contractor’s COR pursuant to this
Article. No cost or time will be allowed for cumulative effects of multiple changes.
All Change Orders must state that the Contract Time is not changed or is either
increased or decreased by a specific number of days. Failure to include a
change to time shall waive any change to the time unless the parties mutually
agree in writing to postpone a determination of the change to time resulting from
the Change Order.
ARTICLE 22. OCCUPANCY
The City reserves the right to occupy or utilize any portion of the Work at any time before
completion, and such occupancy or use shall not constitute acceptance of any part of Work
covered by this Contract. This use shall not relieve the Contractor of its responsibilities under
the Contract.
ARTICLE 23. INDEMNIFICATION
To the fullest extent permitted by law, Contractor shall immediately defend (with counsel of the
City’s choosing), indemnify and hold harmless the City, officials, officers, agents, employees,
and representatives, and each of them from and against:
A. Any and all claims, demands, causes of action, costs, expenses, injuries, losses or
liabilities, in law or in equity, of every kind or nature whatsoever, but not limited to,
injury to or death, including wrongful death, of any person, and damages to or
destruction of property of any person, arising out of, related to, or in any manner
directly or indirectly connected with the Work or this Contract, including claims made
by subcontractors for nonpayment, including without limitation the payment of all
consequential damages and attorney’s fees and other related costs and expenses,
however caused, regardless of whether the allegations are false, fraudulent, or
groundless, and regardless of any negligence of the City or its officers, employees,
or authorized volunteers (including passive negligence), except the sole negligence
or willful misconduct or active negligence of the City or its officials, officers,
employees, or authorized volunteers.
B. Contractor’s defense and indemnity obligation herein includes, but is not limited to
damages, fines, penalties, attorney’s fees and costs arising from claims under the
45635.01000\31182317.1 -67- 00 72 13 – GENERAL CONDITIONS
Americans with Disabilities Act (ADA) or other federal or state disability access or
discrimination laws arising from Contractor’s Work during the course of construction
of the improvements or after the Work is complete, as the result of defects or
negligence in Contractor’s construction of the improvements.
C. Any and all actions, proceedings, damages, costs, expenses, fines, penalties or
liabilities, in law or equity, of every kind or nature whatsoever, arising out of, resulting
from, or on account of the violation of any governmental law or regulation,
compliance with which is the responsibility of Contractor;
D. Any and all losses, expenses, damages (including damages to the Work itself),
attorney’s fees, and other costs, including all costs of defense which any of them
may incur with respect to the failure, neglect, or refusal of Contractor to faithfully
perform the Work and all of Contractor’s obligations under the agreement. Such
costs, expenses, and damages shall include all costs, including attorney’s fees,
incurred by the indemnified parties in any lawsuit to which they are a party.
Contractor shall immediately defend, at Contractor’s own cost, expense and risk, with the City
Council’s choosing, any and all such aforesaid suits, actions or other legal proceedings of every
kind that may be brought or instituted against the City, its officials, officers, agents, employees
and representatives. Contractor shall pay and satisfy any judgment, award or decree that may
be rendered against the City, its officials, officers, employees, agents, employees and
representatives, in any such suit, action or other legal proceeding. Contractor shall reimburse
the City, its officials, officers, agents, employees and representatives for any and all legal
expenses and costs incurred by each of them in connection therewith or in enforcing the
indemnity herein provided. The only limitations on this provision shall be those imposed by Civil
Code section 2782.
ARTICLE 24. CITY’S RIGHT TO
TERMINATE CONTRACT
A. Termination for Cause by the City:
1. In the sole estimation of the City, if the Contractor refuses or fails to prosecute
the Work or any separable part thereof with such diligence as will insure its
completion within the time specified by the Contract Documents, or any
extension thereof, or fails to complete such Work within such time, or if the
Contractor should be adjudged a bankrupt, or if it should make a general
assignment for the benefit of its creditors, or if a receiver should be appointed on
account of its insolvency, or the Contractor or any of its subcontractors should
violate any of the provisions of this Contract, the City may serve written notice
upon the Contractor and its Surety of the City's intention to terminate this
Contract. This notice of intent to terminate shall contain the reasons for such
intention to terminate this Contract, and a statement to the effect that the
Contractor's right to perform this Contract shall cease and terminate upon the
expiration of ten (10) calendar days unless such violations have ceased and
arrangements satisfactory to the City have been made for correction of said
violations.
2. In the event that the City serves such written notice of termination upon the
Contractor and the Surety, the Surety shall have the right to take over and
45635.01000\31182317.1 -68- 00 72 13 – GENERAL CONDITIONS
perform the Contract. If the Surety does not: (1) give the City written notice of
Surety's intention to take over and commence performance of the Contract within
15 calendar days of the City's service of said notice of intent to terminate upon
Surety; and (2) actually commence performance of the Contract within 30
calendar days of the City's service of said notice upon Surety; then the City may
take over the Work and prosecute the same to completion by separate contract
or by any other method it may deem advisable for the account and at the
expense of the Contractor.
3. In the event that the City elects to obtain an alternative performance of the
Contract as specified above: (1) the City may, without liability for so doing, take
possession of and utilize in completion of the Work such materials, appliances,
plants and other property belonging to the Contractor that are on the site and
reasonably necessary for such completion (A special lien to secure the claims of
the City in the event of such suspension is hereby created against any property
of Contractor taken into the possession of the City under the terms hereof and
such lien may be enforced by sale of such property under the direction of the City
Council without notice to Contractor. The proceeds of the sale after deducting all
expenses thereof and connected therewith shall be credited to Contractor. If the
net credits shall be in excess of the claims of the City against Contractor, the
balance will be paid to Contractor or Contractor’s legal representatives.); and (2)
Surety shall be liable to the City for any cost or other damage to the City
necessitated by the City securing an alternate performance pursuant to this
Article.
ARTICLE 25. DOCUMENT RETENTION & EXAMINATION
A. In accordance with Government Code section 8546.7, records of both the City and
the Contractor shall be subject to examination and audit by the State Auditor General
for a period of three (3) years after final payment.
B. Contractor shall make available to the City any of the Contractor’s other documents
related to the Project immediately upon request of the City.
C. In addition to the State Auditor rights above, the City shall have the right to examine
and audit all books, estimates, records, contracts, documents, bid documents,
subcontracts, and other data of the Contractor (including computations and
projections) related to negotiating, pricing, or performing the modification in order to
evaluate the accuracy and completeness of the cost or pricing data at no additional
cost to the City, for a period of four (4) years after final payment.
ARTICLE 26. STATE LICENSE BOARD NOTICE
Contractors are required by law to be licensed and regulated by the Contractors’ State License
Board which has jurisdiction to investigate complaints against contractors if a complaint
regarding a patent act or omission is filed within four (4) years of the date of the alleged
violation. A complaint regarding a latent act or omission pertaining to structural defects must be
filed within ten (10) years of the date of the alleged violation. Any questions concerning a
contractor may be referred to the Registrar, Contractors’ State License Board, P.O. Box 26000,
Sacramento, California 95826.
45635.01000\31182317.1 -69- 00 72 13 – GENERAL CONDITIONS
ARTICLE 27. ASSIGNMENT OF
CONTRACT
Contractor shall not assign, transfer, convey, sublet or otherwise dispose of the rights or title of
interest of any or all of this contract without the prior written consent of the City. Any
assignment or change of Contractor’s name of legal entity without the written consent of the City
shall be void. Any assignment of money due or to become due under this Contract shall be
subject to a prior lien for services rendered or Material supplied for performance of Work called
for under the Contract Documents in favor of all persons, firms, or corporations rendering such
services or supplying such Materials to the extent that claims are filed pursuant to the Civil
Code, the Code of Civil Procedure or the Government Code.
ARTICLE 28. JURISDICTION; VENUE
Contractor and any subcontractor, supplier, or other person or organization performing any part
of the Work agrees that any action or suits at law or in equity arising out of or related to the
bidding, award, or performance of the Work shall be maintained in the Superior Court of Los
Angeles County, California, and expressly consent to the jurisdiction of said court, regardless of
residence or domicile, and agree that said court shall be a proper venue for any such action.
ARTICLE 29. LAWS AND REGULATIONS
A. Contractor shall give all notices and comply with all laws, ordinances, rules and
regulations bearing on conduct of work as indicated and specified. If Contractor
observes that drawings and specifications are at variance therewith, it shall promptly
notify the Engineer in writing and any necessary changes shall be adjusted as
provided for in this Contract for changes in work. If Contractor performs any work
knowing it to be contrary to such laws, ordinances, rules and regulations, and without
such notice to the Engineer, it shall bear all costs arising therefrom.
B. Contractor shall be responsible for familiarity with the Americans with Disabilities Act
(“ADA”) (42 U.S.C. § 12101 et seq.). The Work will be performed in compliance with
ADA regulations.
ARTICLE 30. OWNERSHIP OF
CONTRACT DOCUMENTS
All Contract Documents furnished by the City are City property. They are not to be used by
Contractor or any subcontractor on other work nor shall Contractor claim any right to such
documents. With exception of one complete set of Contract Documents, all documents shall be
returned to the City on request at completion of the Work.
ARTICLE 31. SURVIVAL OF OBLIGATIONS
All reresentations, indemnifications, warranties, and guarantees made in, required by, or given
in accordance with the Contract Documents, as well as all continuing obligations indicated in the
Contract Documents, will survive final payment, completion, and acceptance of the Work or
termination or completion of the Contract or termination of the services of Contractor.
45635.01000\31182317.1 -70- 00 72 13 – GENERAL CONDITIONS
END OF GENERAL CONDITIONS
45635.01000\31182317.1 1 EXHIBIT “A”
Change Order Form
EXHIBIT “A”
CHANGE ORDER FORM
City of Azusa
Contract Change Order #
Project: Change Order No.:
Orig. Contract Amt.:
$
Days
Contract No.:
Contractor: Prev. Appvd. Changes: $ Days
Owner: City of Azusa This Change: $ Days
Revised Contract Amt.: $ Days
This Change Order covers changes to the subject contract as described herein. The Contractor
shall construct, furnish equipment and materials, and perform all work as necessary or required
to complete the Change Order items for a lump sum price agreed upon between the Contractor
and City of Azusa, otherwise referred to as Owner.
Item
No.
Description of Changes
Increase/
(Decrease)
in Contract
Amount
Contract
Time
Extension,
Days
1
2
Totals
$
This Contract Change Order consists of 2 pages and any exhibits attached to this Contract Change Order shall not be part of the
Contract Change Order unless specifically initialed by or on behalf of both the Contractor and the City of Azusa.
Contract Change Order # Page 1 of 2
213 E. Foothill Boulevard
Azusa, CA 91702
45635.01000\31182317.1 2 EXHIBIT “A”
Change Order Form
The amount of the contract will be increased by the sum of $ and the contract time shall be
extended by working days. The undersigned Contractor approves the foregoing Change Order # as
to the changes, if any, in the contract price specified for each item including any and all supervision
costs and other miscellaneous costs relating to the change in work, and as to the extension of time
allowed, if any, for completion of the entire work on account of said Change Order #. The Contractor
agrees to furnish all labor and materials and perform all other necessary work, inclusive of the directly
or indirectly related to the approved time extension, required to complete the Change order items.
This document will become a supplement of the contract and all provisions will apply hereto. It is
understood that the Change Order shall be effective when approved by the Owner.
Contractor accepts the terms and conditions stated above as full and final settlement of any and all
claims arising out of or related to the subject of this Change Order and acknowledges that the
compensation (time and cost) set forth herein comprises the total compensation due for the work or
change defined in the Change Order, including all impact on any unchanged work. By signing this
Change Order, the Contractor acknowledges and agrees that the stipulated compensation includes
payment for all Work contained in the Change Order, plus all payment for any acceleration or
interruption of schedules, extended overhead costs, delay, and all impact or cumulative impact on all
Work under this Contract. The signing of this Change Order acknowledges full mutual accord and
satisfaction for the change and that the stated time and/or cost constitute the total equitable
adjustment owed the Contractor as a result of the change. The Contractor hereby releases and
agrees to waive all rights, without exception or reservation of any kind whatsoever, to file any further
claim or request for equitable adjustment of any type, for any reasonably foreseeable cause that shall
arise out of, or as a result of, this Change Order and/or its impact on the remainder of the Work under
the Contract.
Accepted:
(Signature) Contractor’s Authorized Representative Date
Recommended:
(Signature) [**INSERT NAME, TITLE**] Date
Approved:
(Signature) [**INSERT NAME, TITLE**] Date
Item
No.
Justification for Change(s)
1
2
This Contract Change Order consists of 2 pages and any exhibits attached to this Contract Change Order shall not be part of the
Contract Change Order unless specifically initialed by or on behalf of both the Contractor and the City of Azusa.
Contract Change Order # Page 2 of 2