TRAFFIC NETWORK/COMMUNICATION SERVICES

Agency: City of Charlottesville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Aug 20, 2019
Due Date: Sep 17, 2019
Solicitation No: RFP#TRAFFIC NETWORK SERVICES/20-15
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bid/proposal # description due date
RFP#TRAFFIC NETWORK SERVICES/20-15 TRAFFIC NETWORK/COMMUNICATION SERVICES
Questions shall be directed in writing to Crystal Weller at purchasing@charlottesville.org
9/17/2019
2:00 PM

Attachment Preview

REQUEST FOR PROPOSAL
(RFP)
Issue Date: August 20, 2019
RFP# TRAFFIC NETWORK SERVICES/20-15
Title: TRAFFIC NETWORK/COMMUNICATION SERVICES
Issuing Agency:
Department and/or Location
Where Work Will Be Performed:
City of Charlottesville
Procurement and Risk Management Services
325 4th St., NW
Charlottesville, VA 22903
City of Charlottesville
Public Works/Public Service Division
Charlottesville, VA 22903
Period Of Contract: For one year beginning date of ratified contract with the option to renew for up to nine (9) additional one
year terms if agreed upon in writing by both parties.
Sealed Proposals Will Be Received Until 2:00 p.m. local prevailing time on SEPTEMBER 17, 2019. Proposals received
after the announced time and date for receipt will not be considered. No telephoned, faxed, or emailed proposals will be
considered.
The face of the envelope or shipping container should be clearly marked in the lower left hand corner as follows:
RFP#:
TITLE:
PROPOSAL DUE:
TRAFFIC NETWORK SERVICES/20-15
TRAFFIC NETWORK/COMMUNICATION SERVICES
SEPTEMBER 17, 2019
All Inquiries For Information Should Submitted in Writing and Be Directed To: Crystal L. Weller, CPPO, Procurement
Supervisor at purchasing@charlottesville.org
IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF PROPOSALS ARE
HAND DELIVERED, THEN DELIVER TO:
City of Charlottesville
Procurement and Risk Management Services
325 4th St., NW
Charlottesville, VA 22903
OFFERORS HAND DELIVERING PROPOSALS CAN OBTAIN A MAP SHOWING THE CITY VISITOR PARKING
LOCATION, ON THE CITY’S WEBSITE AT: WWW.CHARLOTTESVILLE.ORG/PURCHASING, (CLICK ON BIDS
AND PROPOSALS TO OBTAIN A MAP).
TO RECEIVE A COMPLETE RFP, PLEASE VISIT OUR WEBPAGE AT
WWW.CHARLOTTESVILLE.ORG/PURCHASING
AND CLICK ON BIDS AND PROPOSALS.
This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment.
TABLE OF CONTENTS FOR RFP#TRAFFIC NETWORK SERVICES/20-15
I.
PURPOSE
II.
MINORITY BUSINESS PROGRAM
III. BACKGROUND
IV. STATEMENT OF NEEDS
V.
PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
VI. EVALUATION AND AWARD CRITERIA
VII. REPORTING AND DELIVERY INSTRUCTIONS
VIII. PREPROPOSAL CONFERENCE
IX. GENERAL TERMS AND CONDITIONS
X.
SPECIAL TERMS AND CONDITIONS
XI. ATTACHMENTS
PAGE
3
3
3
3-5
5-7
7-8
8
8
8-15
15
16-23
RFP#TRAFFIC NETWORK SERVICES/20-15
Page 2 of 23
I.
PURPOSE: The City of Charlottesville’s Public Works, Traffic Division is seeking proposals from qualified firms to
provide the necessary system support, engineering services, installation and maintenance for communication
equipment to transmit video and data to and from the existing traffic control signals and cameras located in and
around the City of Charlottesville.
II.
MINORITY BUSINESS PROGRAM: As part of the City of Charlottesville’s Minority Business Program, the City
of Charlottesville encourages the participation of small, women, minority, veteran and micro-owned businesses
(SWaM-O) in the City’s procurement transactions. In order to support and build up the capacity of SWaM-O
businesses, City Council and staff have taken steps to push forward policy changes and initiatives to help reduce
barriers to doing business with the City. To find out more about the current City of Charlottesville initiatives and
programs please visit the Minority Business Program website at http://www.charlottesville.org/business/minority-
business-program.
III. BACKGROUND: The City of Charlottesville currently uses radio, fiber and cellular to manage 76+ of the existing
traffic controllers and 19+ PTZ video cameras throughout the City. The systems are controlled by central software
residing in servers located at the City’s Public Works facility. This proposal is a solicitation for ongoing support for
the existing infrastructure, engineering support for future design and implementation, installation of new
communication components and maintenance of new and existing equipment. The traffic control system requires
continuous operation for the public safety. It also requires upgrades to improve and modifications to sustain.
IV. STATEMENT OF NEEDS:
A.
Covered Systems are as follows: 19+ traffic cameras (COHU), Skyline video transcoders, flash and
dynamic video streaming, 80+ Solectek, Cambium and Radwin radios, unlicensed and licensed versions, 3
windows servers, 2 Linux servers, PC’s and laptop computers and storage devices, numerous serial devices
and hubs, fiber optic connections and communication devices necessary to connect the 76+ intersections
and the 19+ video cameras.
B.
Services Summary. A summary of the Maintenance Support Services to be furnished to the City of
Charlottesville include:
1. Support of existing infrastructure:
a.
Comprehensive status monitoring of network components
b.
Coordination with City staff to perform troubleshooting, testing, fault isolation and
remediation of communication/network issues
c.
Coordination with network service providers (Telco, ISP, etc.) to troubleshoot and
resolve service provider issues.
2. Engineering design/implementation
a.
Network and communication system design.
b.
ITS related engineering projects as required.
c.
Recommend implementation methods/sequences for new equipment/systems.
3. Installation of new infrastructure:
a.
Advance replacement of defective equipment.
b.
Expansion of current network systems.
4. Maintenance of existing and new infrastructure:
a.
Maintain spare parts for critical/core components of system.
b.
Coordination and management of return and repair requirements for defective equipment.
c.
General and specialized maintenance of existing network/communication system.
5. Coordination with Engineering, Traffic and IT departments on all items mentioned above.
C.
Wireless Network Equipment Support. Services to be performed include comprehensive Maintenance
Support Services for the City of Charlottesville’s existing high-speed wireless network, which operates in
the unlicensed/licensed wireless band. The City of Charlottesville’s existing wireless network currently
interconnects its locations to provide Internet access as well as broadband connectivity for the City of
Charlottesville’s voice and data communication services.
D.
Data Network and Security System Support. Services to be performed include comprehensive
Maintenance Support Services for the City of Charlottesville’s existing high-speed data network.
Components of the system currently include the City of Charlottesville’s data network, network security
and video security products.
RFP#TRAFFIC NETWORK SERVICES/20-15
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E.
Prioritized Response. Prioritized response for these critical systems is provided with 2-hour initial response
via telephone or remote access and 4-hour response for onsite remediation work.
F.
Scheduling. The contractor will make every reasonable effort to accommodate work schedule requests of
City based upon required work specifications. Should any personnel of the contractor be unable to perform
scheduled services because of illness or other causes beyond the contractor’s reasonable control, the
contractor will select and provide such personnel within a reasonable time as mutually agreed upon by
the contractor and the City of Charlottesville.
G.
Reporting. If requested by the City, the contractor will provide the City of Charlottesville with systems
reports which include statistics pertaining to system utilization, upgrades and other items deemed critical by
the contractor and the City of Charlottesville. The City of Charlottesville will advise the contractor of the
individual or individuals to whom the contractors' service personnel will furnish systems reports as well as
reports pertaining to progress and status of work. The City of Charlottesville and the contractor shall
develop appropriate procedures for communication of all such information.
H.
Place of Work. The contractor’s personnel will perform all work for the City of Charlottesville primarily
at the city’s premises except when such projects or tasks may, as mutually determined, be performed off-
site. The City of Charlottesville agrees to provide on-site access to the systems, working space and
facilities, and any other services and materials the contractor or its personnel may reasonably request in
order to perform their work. The City of Charlottesville recognizes that there may be a need to review with
the contractor’s personnel any unique procedures used at City of Charlottesville location.
I.
Remote Support. The contractor may utilize remote support methodologies to resolve technical issues or
perform other Maintenance Support Services. The contractor may therefore require and request access to
the City of Charlottesville’s wireless, voice or data network through a remote connection in order to
provide such services. The City of Charlottesville shall be responsible, at its own cost, for providing the
contractor with the necessary access to these systems including installing the necessary remote control
software specified by the contractor (Terminal Services, VPN, etc.) as well as for providing the contractor
with working logons and passwords. In the case where remote connectivity to the City of Charlottesville’s
system can be used by the contractor to verify a technical support issue, the City of Charlottesville
authorizes the contractor to remotely access its systems and data solely for the purpose of providing support
services.
J.
Systems Protection. The City of Charlottesville will maintain current backups all of its systems data
and to verify the integrity of such backups prior to the contractor gaining access to the City of
Charlottesville’s applicable systems. The City of Charlottesville will install, run and maintain the most
current version of virus protection software including available updates on its systems and to regularly run
scans on its systems for viruses. The City of Charlottesville will provide information to the contractor
identifying any known or suspected viruses present on its systems prior to the contractor’s access of those
systems.
K.
Task Order Release Procedure. For purposes of this solicitation and any resulting agreement, City of
Charlottesville’s “Purchase Order” is described as a “Task Order”.
1. The City’s Traffic Division will contact the Contractor and indicate the type of work and details of the
project.
2. The Contractor will submit a scope of work to the City’s Traffic Division outlining the following:
a. detailed scope
b. information needed (if any) from the City of Charlottesville
c. hours to complete the project
d. the skill set needed (i.e. Technician, Engineer…)
e. associated hourly rate for each skill set per contract pricing
f. schedule for start and completion
3. The City’s Traffic Division will review the scope of work and associated details and address any
concerns with the Contractor until a suitable scope of work is accepted.
RFP#TRAFFIC NETWORK SERVICES/20-15
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4. The City’s Traffic Division will issue a Task Order against the agreement and send it to the Contractor
to initiate the work defined in step 3. The Task Order verifies funds availability before the work
begins.
V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:
A. GENERAL INSTRUCTIONS:
1. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this
RFP (“Proposal”).
a. One (1) printed version original marked “Originaland (4) copies of each Proposal shall be
transmitted to the City, along with an electronic copy of the proposal on CD either in Microsoft
Word or PDF format of same.
b. In addition, should the proposal contain proprietary information, submit one (1) redacted printed
version with proprietary portions removed or blacked out marked “Redacted Copy” along with an
electronic copy on CD either in Microsoft Word or PDF format of same.
These items must be submitted to the City as a complete sealed proposal. No other distribution of the
proposal shall be made by the Offeror.
Proposals must be submitted by the date and time stated in the solicitation. Proposals will be date and
time stamped upon receipt and retained unopened in a secure location until proposal opening. No
consideration will be given to date of postmark or error in delivery to incorrect address. It is the
responsibility of the Offeror to ensure timely and correct delivery of proposal.
2. Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the offeror.
b. Each Proposal must be and remain valid for a period of at least sixty (60) days from the date set by
this RFP for receipt of proposals.
c. All information requested or required by this RFP must be submitted. Failure to submit all
information requested may result in an Offeror’s Proposal being rejected.
d. Proposals should be prepared simply, providing a clear, straightforward, concise description of the
Offeror’s qualifications and suitability to provide the required services, and of the Offeror’s
capabilities, in all respects, to perform fully the requirements of this RFP, and the Offeror’s integrity
and reliability that will assure good faith performance of the Project requirements.
e. Proposals should be organized in the order in which the requirements are presented in the RFP. All
pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, sub-paragraph, and repeat the text of the requirement as it appears in the RFP. If a response
covers more than one page, the paragraph number and sub-paragraph number should be repeated at
the top of the next page. The proposal should contain a table of contents which cross-references the
RFP requirements. Information which the Offeror desires to present that does not fall within any of
the requirements of the RFP should be inserted at an appropriate place or be attached at the end of
the proposal and designated as additional material. Proposals that are not organized in this manner
risk elimination from consideration if the evaluators are unable to find where the RFP requirements
are specifically addressed.
f. As used in this RFP, the terms "must", “will” and "shall" identify mandatory requirements. Items
labeled as "should" or “may” are highly desirable, and are preferred. Depending on the overall
quality and completeness of a Proposal, inability of an Offeror to satisfy a "must", “will” or "shall"
requirement may not automatically remove that Offeror from consideration; however, it may affect
the overall rating of the Offerors’ proposal.
RFP#TRAFFIC NETWORK SERVICES/20-15
Page 5 of 23

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