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1 RFP DU21-09 Campus Fiber Upgrade
Drew University
SUBMIT RESPONSE TO:
Electronic Submission:
([email protected] )
DREW UNIVERSITY PROCUREMENT SERVICES
36 Madison Avenue
Madison, NJ 07940
(973) 408-3309
REQUEST FOR PROPOSAL DOCUMENT
(“Solicitation”)
RFP No.
DU21-09
PROPOSAL SUBMISSION DUE (Date and Time):
Friday, November 20, 2020 no later than 3:00 PM EST
SOLICITATION TITLE: Campus Fiber Upgrade
Please refer to the above address for Response opening location
AUTHORIZED DREW REPRESENTATIVE Deborah Tavera, Director of Procurement Services
VENDOR’S LEGAL NAME
VENDOR’S MAILING ADDRESS
VENDOR’S CITY, STATE, ZIP
VENDOR’S WEB ADDRESS
VENDOR’S E-MAIL ADDRESS
VENDOR’S FACSIMILE
VENDOR’S TELEPHONE NUMBER
VENDOR’S TOLL FREE NUMBER
By signing this document, I certify that this solicitation response (“response”) is made without prior understanding, agreement,
or connection with any corporation firm, or person submitting a response for the same materials, supplies or equipment, and is
in all respects fair and without collusion or fraud. I agree to abide by all conditions of this competitive solicitation and certify
that I am authorized to sign this solicitation response for the Vendor and that the Vendor is in compliance with all requirements
of the competitive solicitation, including but not limited to, certification requirements.
AUTHORIZED SIGNATURE (MANUAL)
PRINT NAME AND TITLE
DATE SIGNED
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Drew University
DREW UNIVERSITY
REQUEST FOR PROPOSAL NUMBER: RFP# DU21-09
FOR
CAMPUS FIBER UPGRADE
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Drew University
Section 1
Overview
1.1 Statement of Objective
Drew University, herein referred to as University, is seeking Proposals from contractors having suitable
qualifications and experience providing services in accordance with the terms, conditions and requirements
set forth in the RFP. This RFP provides sufficient information for interested parties to prepare and submit
proposals for consideration by the University.
1.2 Schedule of Events
The following Schedule of Events represents Drew’s best estimate of the schedule that will be followed.
All times indicated are Eastern Standard Time. Drew reserves the right to adjust the schedule as deemed
necessary.
1.3 Mandatory Pre-Bid Meeting and Site Visit
University will hold a pre – bid meeting and site visit will be Thursday, November 5th at 10:30 AM and
Friday, November 6th at 1:30 PM at the Pepin Building located at Drew University, 36 Madison Ave.,
Madison NJ 07940.
In consideration of social distance requirements, all attendees are required to wear a face mask while on
campus. Each Proposer must schedule their site visit by emailing Mr. Paul Coen, Director of
Infrastructure and Technology Services, [email protected] to secure their meeting time slot.
Each Proposer must comply with the University’s COVID-19 Vendor Guidelines as listed:
http://www.drew.edu/1/emergency-information/coronavirus-disease-2019-covid-19-2/campus-health-
safety-guidelines/
1.4 Drew Environment
Drew University, a Phi Beta Kappa liberal arts university, includes the College of Liberal Arts, the Drew
Theological School and the Caspersen School of Graduate Studies. Drew is located on a beautiful, wooded,
186-acre campus in Madison, New Jersey, a thriving small town close to New York City. It has a total
enrollment of more than 2,000 students and has 145 full-time faculty members, 94% of whom hold the
terminal degree in their field. The Theological and Caspersen Schools offer MA and PhD degrees and the
College confers BA degrees in 30 disciplines.
Action Date / Time
Pre – Bid Meeting See below dates
Written Questions Due Tuesday, November 10, 2020
Response to Written Questions Friday, November 13, 2020
Bid Due Date and Time Friday, November 20, 2020
Notice of Award (on or about) December 2020
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Drew University
Drew is dedicated to exceptional faculty mentorship, a commitment to connecting the campus with the
community and a focus on experiential learning. Particularly noteworthy opportunities for undergraduates
include the Charles A. Dana Research Institute for Scientists Emeriti (RISE), home of 2015 Nobel Prize
Winner for Medicine and Drew Fellow William Campbell, the Drew Summer Science Institute, the Center
for Civic Engagement, as well as the Wall Street Semester, Semester at the United Nations, Semester on
Contemporary Art and Semester on Communications and Media in New York City and several international
semester programs. The University also houses the Center for Civic Engagement, the Drew Summer
Science Institute, the Center on Religion, Culture & Conflict, the Center for Holocaust/Genocide Study and
the Shakespeare Theatre of New Jersey, an independent professional theater, as well as the United
Methodist Archives and History Center and one of the country’s leading concentrations of materials on
Willa Cather. For more about Drew, please visit www.drew.edu.
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Drew University
Section 2
Specifications
2.1 General
The minimum requirements and specifications for the Services, as well as certain requests for information
to be provided by Proposer as part of its proposal, are set forth below.
2.2 Minimum Requirements
Each proposal must include information that clearly indicates that Proposer meets each of the following
minimum qualification requirements:
2.2.1 In order to bid this project, your company must have attended the mandatory pre-bid meeting. Prior
experience with projects of similar size and scope specifications outlined for this project is also required.
2.3 Scope of Work
Drew University is requesting proposals for campus fiber upgrades between campus buildings. The
qualified bidder will install, terminate, and test outside and inside fiber optic cable on campus to buildings
not already connected by single mode fiber.
Outdoor / Between Buildings
Provide and install 12 strands / 6 pair of single mode cable from each documented campus hub to the
specified building. The University has existing conduit and utility access holes that will be used for
between-building connections. All cabling will be terminated in existing racks. All fiber pairs will be
terminated with LC single-mode fiber optic fusion spliced pigtail connectors in vendor provided LC-
duplex panels. Recent work has used Corning panels, and we would prefer the same be used in this project.
If there is no existing space in racks, we will be determining on a case-by-case basis if we will need
additional racks, if some existing equipment or older patch panels could be removed to clear space, and
would be willing to entertain proposals to use an existing panel if deemed appropriate. Any removal of
existing fiber patch panels will be scheduled with Drew University with the goal of minimizing service
disruptions and providing ample notice to building occupants.
Indoor / Riser
Provide and install 12 strands of plenum-rated, single-mode fiber optic cable in the specified locations,
terminating in existing racks. All fiber pairs will be terminated with LC single-mode fiber optic fusion
spliced pigtail connectors in vendor provided 1U LC-duplex panels. If there is no existing space in racks,
we will be determining on a case-by-case basis if we will need additional racks or if some existing
equipment or older patch panels could be removed to clear space. As above, any removal of existing fiber
patch panels will be scheduled with Drew University with the goal of minimizing service disruptions and
providing ample notice to building occupants. Vendor proposals to reuse existing panels may be considered
if appropriate.
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Drew University
Testing
All installed strands will be tested to industry standards, and test reports will be provided to the University
for review and approval. All panels and fiber termination will be clearly labeled with machine-printed labels
to identify type and destination.
Outdoor Cabling
The following buildings as specified Exhibit 1 - Buildings will be connected to the documented hub with
12 strands of single mode fiber, matching the specifications above. We are also noting buildings which
appear on the interior/riser cable chart below. A cad drawing of the campus communications paths will be
provided for this request for proposal upon request. Note that only the paths marked for fiber
(purple/magenta) are available for this project.
In the absence of explicit specifications contained within in this RFP, proposers must adhere to industry
best practice and follow all applicable local, state and federal regulations as it relates to the scope of this
RFP.
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Drew University
Section 3
Evaluation Criteria
3.1 Pricing
Suppliers are required to provide a detailed price estimate. Failure to provide a detailed pricing sheet will
result in the Vendor’s bid being rejected without further consideration.
3.2 Past Performance and References
Please provide a list of three academic institutions who have received services on similar engagements as
the one outlined by this RFP and include the information below.
a. Client name and address
b. Contact name
c. Telephone number
d. Email address
e. Length of time using your services
f. Brief description of the services provided
Failure to provide suitable references to Drew University will result in the Proposer’s bid being rejected
without further consideration.
3.3. Work Experience
Please provide information that will enable us to evaluate your company’s track record and capabilities.
Provide detailed description of value added services that will differentiate your company from your
competitors. Provide list of other Higher Education experience.
Provide a list of work previously completed at Drew University. Previous work, when, how many times
and was it similar work.
3.4 Technical Criteria
a. Number of W-2 Technicians
b. Percentage of Technicians OSHA-10 Certified
c. Are the Lead Technician and Foreman assigned to project OSHA-30 Certified?
d. Number of technicians and Foreman certified relevant to this project
3.5 Proposed Staffing Approach
Provide an outline of a proposed staffing for this engagement and include the below information.
a. Resource skillset
b. Project role and responsibility
c. Number of years of experience relevant to this project
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Drew University will award based on the vendor submission that best meets the needs of the University
with regard to the RFP specifications, and not necessarily the lowest price though price will be a priority
factor.
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Drew University
Section 4
Notice to Proposers
4. Submittal Requirements
Proposals must be provided electronically. Proposal sections must be clearly labeled and must follow the
below format and content requirements:
Section I of all bidder responses shall include the following:
a. Appendix I – Bidder’s Bid Proposal: By submitting an application with a signed cover letter,
you indicate full knowledge of this RFP, including appendices
Section II of all bid submissions shall include the following:
b. Qualifications
c. Technical Capability and Experience
Provide a brief history of your company, including number of years in business, an organization
chart of your company, a summary of the project team background, and a project list containing
three (3) to five (5) projects completed by your company that best represents a similar scope.
For each project include the following: Project name, location, time frame and completion date;
Reference name and contact information; Project overall scope; Discuss issues or aspects that
would demonstrate your ability to deliver creative solutions; Final cost of project
d. Capacity to Perform the Work
Illustrate an understanding of the scope of work and the ability to undertake the job duties
indicated in Exhibit A – Scope of Work. Provide an estimated project schedule indicating
critical dates and milestones. Such schedule should detail each phase needed to complete a
task.
Section III of all bid submissions shall include the following:
e. Business License
Evidence of Insurance
Completed Vendor Registration Form.
Section IV of all bid submissions shall include the following:
f. Cost Proposal
Cost proposals shall be inclusive of all costs including travel, licenses, insurance,
administrative, and other ancillary costs. For the purposes of this contract, full service shall
mean that the Contractor’s bid price includes: all labor cost; reporting or other requirements;
all overhead costs. Details of service not explicitly stated in these specifications, but deemed
to be understood by the Contractor are included herein.
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Section 5
Proposal Communication and Submission Instructions
5.1 Questions / Inquiries and/or Clarifications
All questions must be submitted in writing, citing the particular RFP section. Prospective bidders should
note that all clarifications, including those relating to the terms and conditions of the contract, are to be
resolved prior to the submission of an application. Questions / inquiries and/or requests for clarification
will only be accepted via email and must be submitted to the following email address: [email protected]
with the subject line of “RFP DU21-09. Official answers to questions will be provided via addendum.
Answers will be emailed to all organizations who received this solicitation via email.
University will provide responses as soon as practicable following the Question Deadline. University
intends to respond to all timely submitted questions. However, University reserves the right to decline to
respond to any question.
5.2 Prevailing Wage Information
The New Jersey Prevailing Wage Act is hereby made part of this RFP document and contract entered into
on behalf of Drew University through the Office of Procurement Services. The bidder’s signature on this
proposal is their guarantee that the contractor and any subcontractors employed to perform the work covered
by this RFP will comply with the provisions of the Prevailing Wage Act, where required.
Prospective bidders are required to submit their cost proposals inclusive of the applicable prevailing wage
rates in effect on the date the contract is awarded. Rates may change between the time of issuance of the
determination and the award of the contract. Therefore, prospective bidders must verify that the rates
contained in the cost proposal are in effect for the specific location the work is being performed prior to the
award of the contract.
5.3 Performance Bond
A performance bond in the amount of the full amount (100%) of the contract price shall be executed and
submitted to the Office of Procurement Services within fifteen (15) days from contract award date. Cash or
certified check, in the full amount of the contract price, may be submitted as part of the contract in place of
a bond within fifteen (15) days from contract award date. Failure to submit performance security may result
in cancellation of contract and forfeiture of guaranty.
5.4 Insurance Requirements
Bidder must provide evidence of their ability to supply a current insurance policy, and must be insurable in
the following amounts for these services:
A statement from the supplier’s insurance carrier must be submitted as Evidence of Insurance. Statement
shall list Drew University as an additional insured.
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Drew University
All insurance shall be provided by an insurer(s) acceptable to Drew, and shall provide for thirty (30) days
prior to notice of cancellation to Drew. Upon award, Contractor shall deliver to Drew a certificate or policy
of insurance evidencing Contractor’s compliance with this paragraph. Contractor shall abide by all terms
and conditions of the insurance and shall do nothing to impair or invalidate the coverage.
Drew University shall be named as Additional Insured under any General Liability, Auto and Umbrella
Policies.
5.5 Statement of Agreement
With submission of a Proposal, the Contractor agrees they have carefully examined the solicitation and the
Bidder agrees that it is the Bidder’s responsibility to request clarification on any issues in any section of the
solicitation with which the Bidder disagrees or needs clarified. This Bidder also understands that failure to
mention these items in the Bid will be interpreted to mean that the Bidder is in full agreement with the
terms, conditions, specifications and requirements. With submission of a Bid, the Bidder hereby certifies:
(a) that this Bid is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or
corporation; (b) that Bidder has not directly or indirectly included or solicited any other Bidder to put in a
false or insincere Bid; (c) that Bidder has not solicited or induced any person, firm, or corporation to refrain
from sending a Bid.
5.6 Bid Submission & Instructions
To be considered, all Proposals must be submitted in the manner set forth in this solicitation. It is the
Bidder’s responsibility to ensure that Bids arrive on or before specified time. Applications must be
submitted via email to [email protected] with the subject line of “Response Enclosed for RFP DU21-09
[Insert Vendor Name]”.
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Drew University
EXHIBIT A
BUILDINGS
Building Hub Interior riser Number of stands Notes
Asbury Learning
Center
No 12
Hoyt Learning
Center
Yes 12
Tipple Hall Pepin No 12
Baldwin Hall Holloway No 12
Brown Hall Holloway Yes 12
Eberhardt Holloway No 12
Townhouse B Holloway No 12 Is adjacent to Eberhardt
Foster Hall Holloway No 12
Haselton Hall Holloway No 12
Hurst Hall Holloway No 12
McClintock Holloway No 12
Riker Hall Holloway Yes 12
Simon Forum/Baldwin Gym Holloway Yes 12 Ground floor entry, MDF is
Mechanical 203.
Tolley Hall Holloway No 12
Welch Hall Holloway No 12
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EXHIBIT B
BID PROPOSAL
We, _________ (hereinafter called “Bidder”), the undersigned, proposed to furnish all services as needed
for the complete performance, as specified in the bidding documents for the total lump sum of:
$ __________.
Having examined the specifications and scope of the work of the Proposal, and being familiar with all of
the conditions surrounding the locations, including the availability of personnel, equipment, materials and
supplies, and at the price stated in this Bid Proposal, proposes to enter into a Contract with Drew University
to provide the necessary means to complete the Work.
Bidder agrees that the cost of any Work performed, services provided or expenses incurred, which are not
specifically delineated in the Request for Proposals, but which are incidental to the scope, intent, and
completion of the Contract shall be deemed to have been included in the prices.
Bidder further proposes and agrees hereby to promptly commence the Work within ten (10) calendar days
from receipt of Notice to Proceed and to complete the Work no later than end of December 2020.
Bidder confirms acceptance of University’s standard payment terms of “NET 30 days”. University will be
entitled to withhold five percent (5%) of the total payment due under the Agreement until after University’s
acceptance of the final work product.
Bidder assumes the responsibility to acknowledge all addenda prior to submittal of Bid, and accepts that
failure to acknowledge receipt of each and every addendum individually, is grounds for finding the Bid
non-responsive. All relevant and significant questions will be answered in writing and issued in an
addendum.
Bidder agrees that its pricing shall be held for no less than one hundred eighty (180) days after bid due date.