Procurement and Contracting Services

Transcription

1 Procurement and Contracting Services Request for Proposals for Providing the Design and Implementation of High Density Sports Venue WiFi Systems to the McKale Center for the Athletics Department ADDENDUM #1 Please mark all proposal submission Envelopes with the following information Sealed RFP # L Due on May 31, 2018 no later than 2:00 PM, MST

2 The following questions have been received by the technical question due date of May 17, 2018 by 12:00 PM MST. 1. What are the work hours allowed? a. Typically, standard hours are expected dependent on where the work needs to be completed. Overhead access will have to be coordinated with activities occurring on the floor. 2. Are there any events happening during construction? a. Yes multiple, but the university will work to minimize interruptions. 3. Is there any access issues with getting doors open? a. Key access will be available to the awarded vendor per UA standard key access policy 4. What is the process with having material delivered on site? a. Vendor may receive materials on-site directly and store in provided secure storage area. 5. Is there a secure area to store material? a. Yes 6. Is there any badging process to be onsite? a. There is not a campus ID badge policy, but the university would like to be able to readily identify members of the install and commissioning team. 7. Is there a designated area for contractors to park during construction? a. Parking on campus is managed by a separate department and they can be contacted at 8. Can we self-perform or do we have to use the preferred subcontractors? a. It is the preference of the university to use the pre-qualified structured cabling contractors. Vendors may self-perform but must adhere to the campus DSS. Any structured cabling sub-contractor must have an active state of Arizona contractor s license in the trade that they are performing. 9. Can we engage other qualified partners that we have used in the past? a. See response to # We noticed the spec has multiple manufactures listed. Can you please confirm which ones you would like us to bid? a. Any of the manufacturers listed are acceptable. 11. What does it take to prequalify a subcontractor for the University of Arizona? a. See answer to #8

3 12. When will we be provided with a map of current AP locations? a. AP locations are indicated in deliverable currently available 13. Can you provide additional information on what constitutes a successful event in reference to 5.6.3? a. A successful event will be solely at ICAs discretion, no further information will be provided 14. Will integration to existing U of A Wireless Management System be used, or will new management system be required? a. If Cisco, then yes, it can be integrated into existing management system (Cisco Prime Infrastructure). If a different vendor then a new instance of management will need to be provided. 15. Will the network integrate and utilize the University DNS and DHCP Services or do we need to bid separate systems? a. It can, but is not required, depending on design and proposal 16. What is the connectivity between the McKale Center network and the University? Pair of ME3600's at 1GB that came up and is expected to be upgraded shortly, but if it's an issue in our design we should call it out and make a change recommendation? a. The building distribution switches have 1gbps downlinks to telcom closets and redundant 10gbps uplinks to campus core infrastructure. 17. Will the University be providing a breakdown of seating capacity by section of the Arena? a. Excel document with seat counts is in the deliverables 18. Do WAPs and Antennas need to be in enclosures and painted? Besides flat black paint, can you provide any other aesthetic requirements, paint color, etc.? a. Most enclosures and antennas will need to be painted, please see DSS for guidelines. 19. Are there any requirements running the optical fiber cable, type and size? a. Any optical fiber cable provided will need to meet the requirements in the DSS. Specific strand counts will depend on the design topology, but a minimum count of 12 strands per IDF would be required. 20. There is a requirement of 2 CAT6A cables to each AP, this will increase the Switch port density, and do we need switch ports for the second CAT6A? a. No, second Cat6A can be terminated and labeled as Spare if not used in proposed design

4 21. In section 5.4.3, UA is requesting advanced analytics. Can UA define this further? Is UA expecting location based services with certain location accuracy level, dwell times, traffic patterns, and push notifications? a. Advanced analytics will be dependent on vendor, please provide details of what you are offering so they can be compared 22. Is Captive portal/splash page with Terms of Use required? a. It must be available as an option, but is not currently expected to be used. 23. Is there a marketing interest to collect address from event attendees? a. Please indicate if ability to do so is available, but it is not a requirement. 24. Are there any required wired port for press, concession POS, admin etc., that are within scope of the RFP? a. No 25. IDF cabinets are permitted to be installed on the catwalk, do we need to estimate conduit to run CAT6A and Optical Fiber Cable from and to the IDF cabinets, where cable tray/raceways are not present? a. Vendor is expected to provide all raceway where not existing. In the catwalk area cable tray is preferred over conduit but either are acceptable. Otherwise other pathway allowed by the DSS is permissible. 26. Does the Arena Floor need to be covered for Wi-Fi? What coverage levels are expected? a. Yes, arena floor should be covered in a utility network fashion, 2.4ghz is a possible solution for this. 27. Will UA grant a 2 week extension to the RFP deadline? a. No 28. Will UA consider a Wi-Fi management solution for both existing and proposed networks? a. Not for Campus WiFi, but for ICA venues it will be considered 29. Is core drilling allowed in the arena? a. With appropriate x-rays and structural analysis sign off. 30. Are there any restrictions on AP placements as long as they meet UA s aesthetic requirements? a. Not that we are aware of, but final placement will be approved before install 31. Can you describe the current strategic distribution of the AP s covering the ticket entrances?

5 a. APs are strategically located at entrances that are used for processing ticketed attendees 32. What ticketing system is currently in use at the McKale Center? (Ticketmaster, tickets.com, etc.) a. Paciolan 33. Besides UA Basketball, on average, how many annual events does the McKale Center host? a Would the University consider accepting partial bids (i.e. bid on everything except cabling)? a. Yes, utilizing existing agreements with installation subcontractors is an available option for this project. 35. For purposes of the Cabling portion of this RFP and University of Arizona s ( University ) preferred vendor list, is the University open to utilizing existing agreements with vendors on the preferred vendor list for purposes of fulfilling the Cabling portion of a resulting award? a. Yes, utilizing existing agreements with installation subcontractors is an available option for this project. 36. Page 6 Section and page 10 Section 3.8 notes that responses submitted via U.S. Mail will require an extra day to be processed through the campus mail room, while other methods of delivery do not seem to be included in that specific note. Please confirm that a response submitted via FedEx will be delivered directly to the address listed and not routed through the mail room, or if additional time for a FedEx delivery would otherwise be required. a. FedEx usually delivers directly to our address as listed, while U.S. Mail goes through our campus mail room 37. Does the University require taxes to be included in vendors responses? If yes, which taxes are required? a Regarding Pricing and/or Revenue Proposal, please explain how this requirement applies to this RFP. Should bidders disregard this section? a. All offers will be considered, disregard if not applicable to your bid 39. Regarding the following requirement: Factory-authorized service representatives must be engaged where appropriate to supervise the field assembly and connection of components and the pre-testing, testing, and adjustment of the system. Please advise if the intention is to have OEM representatives onsite to supervise this portion of the work? If not, please clarify what the University s intention is with this requirement.

6 a. Factory-authorized service representatives must be on-site where appropriate to maintain conformity to install practices for warranty where applicable. 40. Regarding the following section: Proposal Organization. Vendors shall present proposals in a format that can be readily incorporated into a contract. Vendors may present narrative proposals provided that such proposals follow the same outline and numbering scheme of this RFP, including full descriptive crossreferences to all requirements listed in Section 5.0. Vendors should ensure that their proposals include page numbers and are organized in a manner that will facilitate the University's evaluation of them. The University reserves the right to reject without prior notice and without liability of any kind or amount any proposal that it deems overly complex, disorganized, or difficult to evaluate. The University reserves the right to make such a decision without any input or communication from any other party. Vendors shall ensure that, at a minimum, their proposals contain the components set forth in the following list: Original required sections from this RFP, Any additional responses in corresponding sequence order, Any additional supporting data In order to format the response in a way that conforms to the university s expectations, could you please outline the specific original required sections from the RFP that vendors should respond to (in addition to section 5)? a. Vendor should submit a proposal that is organized and professional, specific details of how a vendor wants to submit is up to the vendor, there is no template, please use your best judgement in what is considered appropriate. 41. Please define any additional responses in corresponding sequence order. Could you please give an example of which responses/sections fall in this category? a. The vendor can determine what they need or want to include as additional responses, we do not have or provide an example of this as it is up to the vendor. 42. What would the university consider additional supporting data? a. The vendor can determine what they need or want to include as additional supporting data. 43. We understand that the University does not desire point-of-sale and voice over WiFi at this time. Please confirm. a. This is primarily a fan amenity, but we expect the WiFi to have fully functional internet access, with no restrictions placed by the vendor/bidder.

7 44. Please confirm that fan experience is defined as 4mbps to each connected device at the arena s full capacity (15,600 people). a. It is not. It is defined as a proven and reliable solution that enhances the fan experience. 45. Please provide an estimate as to how many devices the University of Arizona assumes each person will use on WiFi? a. We are currently averaging 2 devices per person on Campus, my assumption is that will be slightly lower for attendees of an athletic event 46. Is a net new instance of Cisco prime desired as part of this response? a. Doesn't need to be. 47. Are new distribution switches in scope for this RFP? a. If needed for your design, yes, if required but not provided, please indicate what is needed to be provided by the University for your Design to be fully operational. 48. Please provide details on which colors the APs need to be? (Black matte? Any other colors for brick or the ceiling)? a. Please see the DSS for aesthetic guidelines. 49. Please provide details on which colors the antennas need to be? (Black matte? Any other colors for brick or the ceiling)? a. Please see the DSS for aesthetic guidelines. 50. Is it permissible to mount APs in the ceiling tiles? a. Yes 51. Which type of survey does the University require for this response: Predictive? Hybrid active predictive? Active? Passive? a. A survey type has not been provided as a requirement. 52. The RFP requires or suggests that one of the 5 pre-qualified cable contractors are used? Are those the only options? a. The 5 contractors have been pre-qualified and vetted by campus and using one of the 5 vendors is strongly encouraged and suggested. You can provide an alternate contractor and your reasoning why, but you will be scored accordingly. 53. Is the plan to land in Room 269 with all cable runs? a. No. Per UA DSS the APs shall uplink to one or many intermediate switches located where the design best establishes, this is generally on the same floor as the APs and within standard cable distance radiuses. Room 269 is the location of the building distribution switches and the link to the redundant campus core.

8 54. For install, is a lift on the floor permitted? a. No, but lifts can be used on the concourses and access will be provided through the catwalks for install. 55. Have Drawings already been posted? a. No, an with a password has been provided to each vendor with a folder to access CAD drawings of the arena bowl and arena bowl sections that the last contractor of record is completing. Drawings will be on a Box folder with a password protected site, be protective of sharing this detail. 56. Will all switches in the bowl be on a home run back to room 269? a. Per UA DSS the APs shall uplink to intermediate switches whose uplinks shall be the distribution switches in room Do all A/P s have to be in the catwalk? a. The goal is arena bowl coverage, and most A/Ps should be located in the catwalk, but if you are unable to cover an area of the bowl effectively from that space, such as the upper bowl or the concessions areas, nearby areas can be utilized, but must follow DSS guidelines for aesthetics, if your design cannot accommodate AP handoff please provide information regarding additional installation locations that cannot be serviced from the bowl. 58. What are your expectations for security cameras? a. Utility data ports should be available where switches are installed, for data use. PoE requirements of future devices does not need to be accommodated by installed hardware, athletics will provide PoE for any device they add. 59. Can you be more specific on pricing and revenue? a. No budget or pricing will be shared, vendors should bid the proposal at the price they deem necessary. 60. Is this a revenue share RFP? a. Vendors may propose revenue opportunities but must understand that the university does not own direct rights to sponsorship sales in this space. 61. What about collection of data and analytics? a. Every vendor has their own solution, as much as you can provide and share per your manufacturer is appreciated. 62. Each device should have 2 Cat 6 A to each A/P and device. Why? a. Future redevelopment and future growth is the goal for that specification 63. As this is a boiler plate RFP, is the 1-year handoff after 1-year mandatory?

9 a. No, vendors can provide their solution for warranty and control and warranty solutions. 64. How many AP s in McKale? a. Approximately 105, it s listed in the RFP 65. Are virtual resources available for analytics? a. Yes, please detail your requirements for such resources. Offering is most likely provided by campus AWS contract. Please clarify if AWS will not work. 66. What is the project plan on start date and end date? a. The goal is to be online by basketball season which starts in late October with 15,000 fans. Volleyball starts in late August. 67. Is this solely a fan amenity or expandable to ticketing or concessions? a. The plan right now is not for large scale POS or ticketing but as a fan amenity. 68. Have you estimated a band-width desire for 15,000 people based on a fan app? a. The bandwidth requirement is listed in the RFP at 4mbps 69. Is the requirement of 4 mbps to each connected device essential? a. Yes 70. Is arena used for other events? a. 21 events for men s basketball, 3 other sports are 2-4,000 fans. We don t do concerts, but there are approximately another 10 events that reach 10K 71. Who is the contracted DAS provider? a. Boingo has the contract for DAS on campus that is existing from Can we get the Boingo design for DAS? a. That design is not complete, we can put the awarded vendor in contact with Boingo for coordination 73. With a 1 gig core switch, do you propose they upgrade the switch or propose our solution? a. It depends on your design, please specify what you are including and if changes need to be made to meet the requirements of your design. 74. What are the aesthetic requirements, are they all black? a. Aesthetics requirements are reviewed in the DSS, but the goal is to make installed devices and wiring as unobtrusive as possible, installation in the catwalk would likely be matte black, but installation in a white ceiling tile could be white, etc.

10 75. Is there under bowl access in the seating area? a. There is minimal access below seating area, but there are retractable seats and structural reasons to avoid that, making it the University s strong preference that under seat installation is not used. 76. What is your method of validation to get this project done? a. There are not specific performance specifications with a minimum performance of 4mbps per device. We can t really validate with multiple vendors and technologies but listed minimums. Final validation will be 3 consecutive successful events as determined by the University, thus starting the warranty period. 77. What is the ideal fan experience you are expecting? a. 4mbps per device 78. The 3 successful events as defined by the university is a warranty requirement? a. Yes, and the completion of the 3 rd successful event will be the start of the warranty period. 79. Can we assume since the spec is not black that all cable is in conduit? a. No, the catwalk space does allow deviation from the specified cabling, if wiring is exposed black cable is expected in the catwalk space. 80. The cable type and color must meet the UITS spec, correct? a. Yes, cable and jack type should conform to UITS specifications, color is accepted in the catwalk space. 81. Do you anticipate 2 cables on both end to the switch? a. Only cables necessary to complete your design need to be installed into the switch, if the required second cable is not necessary for your design, please terminate and label according to DSS, but indicate that it is a spare. 82. Is this WiFi RFP expandable to other campus buildings or just athletics? a. Potentially, other venues may seek WiFi from athletics in the future and campus may be added with purchasing approval. 83. Do you want the switches on battery backup? a. 20 minutes if generator backup power is available, 90 minutes without generator 84. Do controllers need to be on battery backup? a. Yes, we would expect that with controllers, the campus provided space that is available already meets this requirement, if you create a new space to install the controllers you will need to provide battery backup.

11 85. What is the desired length of battery backup? a. 20 minutes if generator backup power is available, 90 minutes without generator 86. OEMS have all different start dates for warranty when do you anticipate as the start date for warranty for McKale? a. This WiFi is a complete system and up to each vendor to work with the manufacturers on their warranty, warranty provided to the University from you, starts after the completion of 3 successful events as determined by the University. 87. Generally, most manufacturers don t hand off to a Cisco system. Will vendors be marked down if they don t conform or hand off to Cisco? a. The University prefers a system that allows fans to maintain Wi-Fi connectivity in the publicly accessible interior spaces of the building. If a vendor cannot handoff to the existing university system, it is advisable that the vendor propose a reasonable recommendation 88. Do the existing A/P s bleed into the bowl now? a. Yes, but minimally and will work on tuning and coverage and if they need to be relocated to avoid overlapping 89. Are the existing Cisco A/P s channeled? a. The existing Cisco A/P s channels are dynamically assigned. 90. Will the maps include the map of A/P and switches? a. The provided maps have current AP locations 91. Will you tell us how many ports can be added to existing closets? a. Ports can be added but will be evaluated, please provide a port count of needed additions based on the provided Telcom plans. 92. The WiFi system is focusing on the arena bowl, but are additional proposals back of house expected? a. Vendors can provide alternate solutions and they will be reviewed and considered 93. How many WLANS in-house? a. Five currently, this number may increase or decrease at any time 94. What is the expected date of completion? a. Start of basketball season in late October Is the due date of May 31, being 2 weeks a concern? a. The proposals don t need to be fully designed but we expect your proposal by the May 31 due date.

12 96. Can we install A/Ps in the drop ceiling on the perimeter? a. Yes 97. If not can we hang antennas to shoot back into the area? a. Either is acceptable 98. Can we install anything off the scoreboard? a. Yes 99. Do we have access to the switching infrastructure to the arena, or do we need to provide the hardware? a. Switches are expected to be furnished and installed in the main catwalk area, any other areas the University can provide switch ports on a per request basis, please provide your port counts to be evaluated Is the existing fiber available to us? a. No Additional structured cabling information: Approved Cat. 6A station cables are: BerkTek LANmark-XTP, Superior Essex 10Gain XP, Panduit TX6A 10G, Commscope 2091SD, Belden 10GXS. Cable shall be plenum rated, with nominal cable O.D. of or less. Jacket color shall be yellow, except in exposed areas where the cable is visible; in those situations cable jacket color shall be black or other suitable color to match surroundings. Cat. 6A outlets: Provide female RJ-45 terminations (jacks) on each end (patch panel and AP), Panduit #CJ6X88TGYL. Angled caps shall be provided for the jacks where necessary to ensure the cable bend radius does not exceed the manufacturer s requirements. Provide suitable surface mount outlet box or recessed box with faceplate to house the jacks, mounted to wall, ceiling, or structural member. Additional deliverable information: Deliverables have been provided to the vendors that attended the mandatory meeting. Red circles with X, in the PDF of McKale Center are the 105 existing access points. End of addendum, all else remains the same