Town of Petersham Broadband RFP-September 2016-FINAL€¦ · Town of Petersham, Massachusetts Request for Proposals: FTTH Broadband Network September 21 2016 page 2 Contents SECTION

Town of Petersham, Massachusetts Request for Proposals: FTTH Broadband Network September 21 2016 page 1

Town of Petersham, Massachusetts

Request for Proposalsfor a Last-Mile Fiber-to-the-Home (FTTH)

Broadband Networkin the Town of Petersham, Massachusetts

Issue date: September 21, 2016

For information, please contact:

Mr. Chip Bull, ChairmanTown of Petersham Broadband Committee

978-724-3353

Mr. Steven BoudreauTown of Petersham Administrative Coordinator

[email protected]

Mailing & Physical Address:Petersham Town Offices

3 South Main StreetP.O. Box 486

Petersham, MA 01366

Contact Numbers:Tel: 978-724-3353Fax: 978-724-3501

Email: [email protected]: www.townofpetersham.org

Town Office Hours:Monday 7 am –7 pmTuesday 7 am – 4 pm

Wednesday & Thursday 8 am – 4 pmFriday 8 am – 12 noon


Contents

SECTION TITLE PAGE

1 Introduction & Background 3

2 Project Summary and Scope of Work 4

3 Proposal Process and Submission Requirements 7

4 Schedule & Contact Details 10

5 Documents and Delivery Requirements for Responding to this Request 11

Appendix A Cover Sheet Form [required for submittal] 12

Appendix B Certification and Signature Page Form [required for submittal] 13

Appendix C MBI Broadband Network Profile for the Town of Petersham 15

[DOCUMENT ENDS AT PAGE 18]


Section 1. Introduction & Background

The Town of Petersham is located in central Massachusetts, in northern Worcester County. Citizens of the town only have limited access to broadband infrastructure consisting of satellite service and limitedDSL coverage with speeds in the single-digit Mbps range.

The proposed Petersham FTTH network would be a GPON (Gigabit Passive Optical Network)architecture connected directly to approximately 520+ households and businesses, approximately 1,200 people, along approximately 47 road miles in the Town of Petersham.

The proposed FTTH network will provide broadband Internet access and phone service tosubscribing households and businesses. Video service is desirable but not necessary. The broadbandInternet service should at a minimum provide the FCC definition of broadband of 25 Mbps down and 3 Mbps up.

The Legislature of the Commonwealth and the Governor have designated $40 million of funds to be allocated to broadband projects in designated unserved and underserved towns in the central andwestern part of the State. As part of its regional planning work, the Massachusetts Broadband Institute(MBI) performed surveys of the 44 “unserved” towns in central and western Massachusetts, includingPetersham. They have summarized these surveys in town profiles, each of which includes a map of thetown with relevant data points such as unserved locations, connected “Community Anchor Institution”locations, MassBroadband 123 fiber optic cable infrastructure and interconnection points. The profilesalso provide a breakdown of the estimated capital expenditures and operating expenditures for each town based on certain assumptions. The Petersham profile is attached as Appendix CThe profile andunderlying survey data (available from MBI) may be used by Contractor, with the understanding that the MBI information has not been subject to verification.

Petersham's effort to date has been guided by a seven member Town of Petersham BroadbandCommittee handling oversight of the project, working directly with MBI and with the PetershamSelectboard, and communicating with residents and voters. In 2015 at Town Meeting, Petersham votersapproved establishment of an MLP.

NOTE: The Town has not approved any form of financing for construction or manner of operation of the network. The Town, at its sole discretion, reserves its right to arrange for construction andoperation of the network.

NOTE: Acceptance of any proposal may be contingent upon approval of funding by voters at Town Meeting if local public funding is required for implementation of the network.


Section 2. Project Summary and Scope of Work

2.0 | OverviewThe Town of Petersham, Massachusetts, (“the Town”) is seeking proposals from qualified contractors(“Contractor”) for professional design, construction, and operation of a Broadband Fiber Optic Networkcapable of providing internet and optional telephone services to all homes and businesses in the Town.

Although residents and businesses may not choose to subscribe, we believe that interest is high for subscribers.

The Contractor will be required to perform all work (the “Work”) described herein, which includesidentifying permitting requirements, designing optimal fiber routes, surveying utility poles, overseeing the pole and conduit licensing process, overseeing utility pole “make ready” work (performed by National Grid or Verizon, depending on pole ownership), preparing the construction plan, specifyingtesting procedures, performing construction quality assurance/quality control, developing detailed project budgets, and any other functions that may be needed to ensure successful construction andoperation of a fiber optic broadband network in the Town.

The contract will be awarded to the proposer offering the most financial and technicallyadvantageous proposal, taking into consideration responsiveness to requirements and other comparativeevaluation criteria set forth in this RFP. Proposals that are incomplete, not properly endorsed or signed, or otherwise contrary to instructions may be rejected by the Town as non-responsive.

The contract will be awarded by the Petersham Selectboard on the recommendation of thePetersham Broadband Committee with review by the Petersham Advisory Finance Committee. The Town reserves the right to reject any and all proposals in whole or in part, and to waive irregularities and informalities, at its sole discretion and to the extent permitted by law, if and when it is deemed to be in the best interest of the Town. The contract will be awarded contingent upon successful securing of funding sources including possible approval required at Town Meeting for funding.

All plans, designs, specifications, maps, analyses, and all other documents and data, including GIS data, created through this project shall become the property of the Town at no additional cost.

> Sealed proposals must be received at Petersham Town Office Building no later than Thursday, October 20, 2016, 12:00 NOON. See Section 4 for a schedule of key dates.

2.1 | The network design and plan must accommodate the Town’s broadbandnetwork requirements, which include but are not limited to the following:- The network must have the ability to provide access to all premises in the Town, although not allresidents or businesses may choose to connect.- The network should be expandable in a manner as efficient and effective as possible to increase capacityand to accommodate advances in technology as may reasonably be expected to become available over


the life of the network (at least 20 years). This means, at a minimum, a sufficient number of spare fiberstrands in the backbone and distribution routes, as well as enough expansion slots in electronics cabinetsto accommodate expansion cards for all future subscribers.- The network and its construction must adhere to all current and generally accepted technical standards,building codes, construction practices, and other regulations, specifications, and standards as may apply in the broadband networking industry. Also, all federal, state, and local laws, regulations, and codesapplicable to the network, its construction, and its operation and services must be observed.- The network must provide high-speed data connection to the internet as well as voice services (atsubscriber option); voice services must include all features that are commonly available with currentinternet-based VoIP (Voice over Internet Protocol) telephone services.- The network is not expected to provide traditional Cable TV service although the system must be fully and robustly capable of accommodating current-state OTT (Over the Top) internet-based videoservices, including interactive video services.- Where there are technical or architectural design alternatives, and where there are multiple types,brands, or models of equipment, the Contractor will be expected to identify all options and present to the Town a reliable and understandable explanation of each, along with an explanation oftradeoffs in terms of functions, features, costs, and other pros and cons.

2.2 | Scope of WorkThe Town will expect the Contractor to perform the services listed below. Proposals should clearlyaddress all of the following:- Design a “last mile” fiber-to-the-premise network, including optimal fiber routes, that meets theobjectives specified in section 2.1 above.- Survey utility poles along public and private ways and evaluate where fiber optic cables should beplaced along the poles versus where they should be buried.- Identify special situations, private roads, unusual cable runs, remote parcels, or other obstacles, if any, that will affect installation costs.- Identify third-party approvals or permits that will be needed, if any, including but not limited toconservation, environmental, and historical preservation permits, waivers, and easements. - Identify “hut” and distribution hub locations, equipment enclosures, etc.- Oversee the utility pole and conduit licensing process, including verifying pole information andapplying for pole attachments. The Town will pay application fees, make-ready costs, and rents directly to pole owners; these costs should not be included in proposals.- Oversee utility pole “make-ready” work (to be performed by National Grid or Verizon, depending on pole ownership).- Specify testing and quality assurance procedures necessary to ensure that the completed Network will perform as designed and that all work is good and workmanlike.- Implement and oversee network construction build-out including permitting, utility pole agreements,“hut” set-up, construction oversight, cable installation, network equipment, connection fees, etc.- Provide construction management, testing, consulting, and advisory services as needed during thenetwork construction phase.


- Identify and describe any other functions and services that may be required or recommended to ensuresuccessful, timely, and responsive construction of the Town’s Broadband Network.- Develop detailed estimates of future operating and maintenance expenses as well as revenue modelsusing various assumptions of service pricing and subscriber “take rates.”

2.3 | ScheduleThe Contractor shall begin work within thirty (30) days of execution of the signed contract with the Town.As part of their proposals, all submitters shall include a comprehensive schedule of project events anddeliverables along with delivery dates for each, such proposed schedules to be among material criteriaused to evaluate the proposals. Contractor shall be expected to adhere to its proposed schedule.

2.4 | Petersham Financing and Investment Structure- An expenditure made by Petersham will be bound by unique financing structures that impose certainrestrictions. If the Petersham FTTH network is publically funded by local taxation, the requirements forthe use of these funds include:- All expenditures made during the construction phase will be used to acquire durable, long-livedassets such as fiber and network equipment.- The Town of Petersham or the Petersham MLP may hold title ownership of the assets and infrastructurethat is constructed or procured through the building process.

2.5 | Project Contact- Contractor shall provide a primary Contact for the duration of the Work. The Contact informationshould include name, telephone number, and email address of the Contractor’s primary Contact. - The Town will identify and provide contact information for the Town’s primary Contact at the timeof contract execution. - During performance of the work, all questions and responses regarding the work shall be in writing,which requirement may be satisfied via email communication.

2.6 | Other Terms and Conditions- Any additions or deletions to the Work shall be only by written change order executed by the Town and Contractor.- The Town reserves the right to amend the Contractor’s form conditions and/or terms used in its agreement(s).- Contractor will submit monthly invoices to the Town with payment terms net 30 days.- Contractor shall carry liability insurance in the amount of One Million Dollars ($1,000,000) per occurrence, errors and omissions insurance in the amount of One Million Dollars ($1,000,000), and workmen’s compensation insurance as required by law; Contractor shall furnish to the TownCertificates of Insurance demonstrating such coverage.- The contract between the Town and the Contractor shall include a termination provision allowing the Town to terminate the contract at any time for any reason at its sole discretion without penalty. In such event, the Town will be liable for payment only for services rendered prior to termination.


Section 3.Proposal Process and Submission Requirements

3.0 | Submission ProcedureSealed proposals must be clearly marked “Petersham Broadband FTTH Network Proposal”, price proposal must be in a separate sealed envelope marked “Price Proposal PetershamBroadband FTTH Network”, and must be received by the Town of Petersham contacts listed In Section 4; by the date and time listed in the schedule in Section 4.

Proposals that are late, incomplete, not properly endorsed or signed, or otherwise contrary toinstructions may be rejected by the Town as non-responsive.

All proposals, plans, designs, specifications, maps, analyses, and all other documents and data,including GIS data, created through this project shall become the property of the Town at noadditional cost.

3.1 | Questions About the RFPProposers with questions regarding this RFP may submit their questions via email no later than Friday,September 30, 2016, by no later than 12:00 NOON, as listed in the schedule in Section 4. Questionsreceived after this time may not be considered. All questions and requests for information/ clarificationregarding this RFP must be submitted by written e-mail as listed in the contact information in Section 4.

The manner in which the Town responds to inquiries shall be at the Town’s discretion. Responseswill be distributed to all entities known to have requested a copy of this RFP and will be posted on theTown website.

3.2 | Interviews and PresentationsFinalist proposers will be invited to meet with the Petersham Broadband Committee to discuss theirproposals and answer questions.

Note that meetings of the Committee are open to the public and are recorded, in compliance with the Massachusetts Open Meeting Law. The law permits confidential proprietary information (but only such information) to be discussed in closed Executive Session.

3.3 | Proposal ContentsProposers are encouraged to prepare responses using clear and concise language that responds to the RFPin a straightforward manner. Please explain all acronyms and technical terms. Proposers are requested toorganize their RFP submission consistent with the following, with any additional attachments that theymay deem appropriate:

SECTION CONTENTS- Transmittal Letter- The Transmittal letter may be in the form of a business letter and should be no more than 2 pages.


Submissions should include:

1. Introduction• Brief statement of Proposer’s understanding of the project.• Highlights of the Proposer’s qualifications and ability to perform the Work.• Name, title, and contact information of the person(s) who are authorized to respond definitively to questions.

2. Company Overview• Company name, email address, physical address, and phone and fax numbers.• Year the company was established and former names if applicable.• Parent company if applicable.• Company/consultant background demonstrating longevity and stability.• Organizational structure.• Names and locations of company owners, unless publicly traded.• Proof of existence, officer authority, qualifications to do business, and/or licensing and good standing in Massachusetts.

3. Financial Stability• Provide financial statements, including assets and liabilities, stated in US dollars, for two most- recent years. See note on proprietary and confidential information below.

4. Workforce• List all key personnel to be assigned to the project and their respective responsibilities, experience, training, certifications, and length of service. Also list subcontractors, if any (firms and/or individuals), their roles, and their backgrounds.

5. Project/Client Experience• Briefly describe all relevant fiber optic network projects that you have been involved in, including client, location, size, project duration, and whether the project was completed within budget and schedule.• Clearly note specific experience with municipalities and government entities.• Provide client contact information for at least three recent projects of similar nature.

6. Description of Proposed Work, Work Plan and Schedule• Based on the Scope of Work described in this RFP, provide a description of the approach the Contractor will use to meet project goals and requirements. Include a summary table that shows each task along with the assigned team member if known, estimated hours/days, and schedule completion date. Also include a graphical timeline showing key milestones for the project and when they will be achieved.• Clearly indicate any restrictions, qualifications, additions, or deviations from the services requested in this RFP, with explanation.


7. Price Proposal• Total project cost and provide a “not-to-exceed” total budget cap for all design, engineering, and construction services to be rendered as part of proposal.

8. Completed Cover Sheet Firm• Attached hereto as Appendix A is the Town’s required Cover Sheet Form.

9. Completed Certification & Signature Form• Attached hereto as Appendix B is the Town’s required Certification and Signature Form.

3.4 | Proprietary and Confidential InformationUnless clearly marked and submitted according to the instructions below, submitted materials are amatter of public record and will be open to public inspection.

If proposer wishes to maintain confidentiality of certain information, such as company financialsfor example, such information should be submitted in a separate sealed envelope clearly marked“Confidential Information Submitted by [Company Name and Contact Person] in Response to Request for Proposals from Town of Petersham.” The Town will review such information only in ExecutiveSession (not open to the public) and will make a good-faith effort to protect such information from public disclosure. However, the Town disclaims liability for disclosure or damages arising therefrom, and Proposer agrees to hold the Town harmless in the event of disclosure resulting from any Town action or inaction.

3.5 | Other RequirementsContractor shall comply with all laws, rules, regulations, codes, and permits applicable to the Work. The Town of Petersham is exempt from Federal and Massachusetts State Sales and Excise Taxes, and no such taxes should be included in the proposal.

3.6 | Evaluation Process and CriteriaThe contract will be awarded to the Proposer offering the most financially and technically advantageousproposal, taking into consideration responsiveness to Town requirements, and other comparativeevaluation criteria.

The contract will be awarded by the Petersham Selectboard on recommendation of the Petersham Broadband Committee. The Town reserves the right to reject any and all proposals in whole or in part, and to waive irregularities and informalities, at its sole discretion and to the extent permitted by law, if and when it is deemed to be in the best interest of the Town.

Proposals will be rated using the following categories: Highly Advantageous, Advantageous, Not Advantageous, and Unacceptable.


Section 4. Schedule & Contact Details

Listed below are important dates and times by which actions related to this RFP must be completed:

Release of Request for Proposals: Wednesday, September 21, 2016

Written Questions Due to Petersham: Monday, October 3, 2016 by no later than 12:00 NOON

Responses to Questions Due to Respondents: By Friday, October 7, 2016by no later than 4:00 PM

Proposals Due from Respondents Thursday, October 20 by no later than 12:00 NOON

Proposals Opened for Review Thursday, October 20 at 7:00 PM

Town Decision and Vote of Selectboard No later than December 30, 2016

Execution of Contract Not later than January-mid February 2017

Work to Begin Not later than March 1, 2017

Any questions must be directed, in writing via e-mail, to both contacts below:

Mr. Chip Bull, ChairmanTown of Petersham Broadband CommitteeTel: 978-724-3353E-mail: [email protected]

AND

Mr. Steven BoudreauTown of Petersham Administrative Coordinator978-724-3353E-mail: [email protected]


Section 5.Documents & Delivery Requirements for Responding to this Request

I. In order for your response to be reviewed and considered, the RFP must contain, at minimum,the following:

☐ Completed Cover Sheet Form (Appendix A)

☐ Completed Certification & Signature Form (Appendix B)

II. Delivery Requirements:

Responses to the request must be delivered:

☐ One (1) electronic version e- mailed to contacts as listed in Section 4.

☐ Four (4) hard copies via mail delivery or personal delivery to the Town of Petersham contact mail address as listed in Section 4.

III. Other Important Information:

This RFP does not commit Petersham to award a contract, issue a Purchase Order, or to pay anycosts incurred in the preparation of a proposal in response to this request. The responses will becomepart of the Town of Petersham’s files without any obligation on the Town’s part.


Appendix A.Cover Sheet Form

This page must be completed and submitted with proposal. Proposals not containing this signeddocument will be considered incomplete and disqualified from review.

Company Information:

Name of Respondent Organization _______________________________________________________________

Mailing Address _____________________________________________________________________________

City/Town __________________________________________________________________________________

State ___________________________________________ Zip____________________________________

Tel ____________________________________________ Fax____________________________________

Web Address _______________________________________________________________________________

Name of Primary Contact Person _______________________________________________________________

Primary Contact Title ________________________________________________________________________

Contact's Email Address ______________________________________________________________________

Contact's Tel _______________________________________________________________________________

Name, title & signature of authorized individual fulfilling this form:

____________________________________________________________________________________________

____________________________________________________________________________________________


Appendix B.Certification and Signature Form

This page must be completed and submitted with proposal. Proposals not containing this signeddocument will be considered incomplete and disqualified from review.

The Undersigned proposes to furnish all labor and materials, and to deliver all services, workproducts, and documents identified in the Petersham Broadband FTTH Network Request for Proposalsand accordance with the requirements laid out in the Town’s Request for Proposals, subject to specificexceptions clearly described in our proposal, if any.

The Undersigned agrees that the Contractor is ready, willing, and able to furnish the staffingresources described in our proposal. The Undersigned agrees that if selected as Contractor, the companywill within 14 business days after presentation thereof by the awarding authority, execute a contract inaccordance with the terms of this proposal. The Undersigned certifies that the Contractor is in goodstanding and meets all requirements to do business in the Commonwealth of Massachusetts.

Name & title of authorized individual submitting proposal:

____________________________________________________________________________________________

Signature of authorized individual submitting proposal:________________________________________________

Name of business:______________________________________________________________________________

Address of business:____________________________________________________________________________

____________________________________________________________________________________________

Date:________________________________________________________________________________________

Certificate of Non-Collusion: The undersigned certifies under penalties of perjury that this proposal hasbeen made and submitted in good faith and without collusion or fraud with any other person. As used inthis certification, the word "person" shall mean any natural person, business, partnership, corporation,union, committee, club, or other organization, entity, or group of individuals.


____________________________________________________________________________________________


Date:________________________________________________________________________________________


Appendix B. Certification and Signature Form – continued

Tax Compliance Certification: Pursuant to M.G.L. c.62C, S49A, I certify under the penalties of perjurythat, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth ofMassachusetts relating to taxes, reporting of employees and contractors, and withholding and remittingchild support.


____________________________________________________________________________________________


Date:_______________________________________________________________________________________


Appendix C.Massachusetts Broadband Institute Broadband Network Profile for the Town of Petersham [4 page Profile]




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