HomeMy WebLinkAbout25E - AGMT - 80GHZ SYSTEMREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 28, 2011
TITLE:
AGREEMENT WITH PACIFIC SERVICES, INC.
FOR POINT-TO-POINT HIGH-CAPACITY
WIRELESS MILLIMETER-BAND 80GHZ
SYSTEM (UASI GRANT)
V
ITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 15f Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and the Clerk of the Council to execute an agreement with Pacific
Services, Inc., to provide a Point-to-Point High-Capacity Wireless Millimeter Band 80GHz
System with three years of maintenance and support in an amount not to exceed $63,000.
DISCUSSION
The City of Santa Ana Information Services Division is seeking to install a high speed point to
point wireless link between City Hall and the Regional Transportation Center. The current data
connectivity to the Regional Transportation Center is limited to a single T-1 data link provided by
AT&T which runs at 1.5Mbs and is currently at capacity for a significant portion of each day. This
high speed wireless link is required to support the Santa Ana Police Department access the new
Video Surveillance System that is being provided by the Orange County Transportation Authority.
It will also improve access to enterprise and departmental systems for the CDA WORK Center
Staff, Police Substation Staff, and Public Works Staff that manage the Center. This wireless
system will employ BridgeWave Gigabit Ethernet Millimeter Radios operating in the FCC licensed
band between 81 - 86 GHz.
A competitive procurement process was conducted to solicit proposals from 80GHz point-to-point
high-capacity wireless system vendors. A "Request for Proposal" (RFP) was developed which
defined the system requires, the equipment to be employed, and the scope of work as well as
proposal evaluation criteria. Due to the high complexity and specialized type of equipment and
the degree of engineering involved, only a very limited number of vendors are in the business of
providing the City's needed services. The equipment manufacturer was contacted and they
provided a list of all qualified resellers/installers/maintainers for the equipment type being sought.
In August 2011, the RFP was posted for the public on the City's website and sent to each of the
five qualified vendors. The City received three (3) written proposals. An evaluation team,
25E-1
Agreement For Point-To-Point High-Capacity
Wireless Millimeter-Band 80ghz System
November 28, 2011
Page 2
consisting of staff representing Police and City Information Services, reviewed and evaluated the
proposals.
The evaluation team made its selection recommendation based on pre-established criteria with
possible max scoring points. Points were assigned to each Vendor's proposal based on several
categories of requirements defined in the RFP. The following table shows evaluation criteria and
maximum points for each assessment category:
Evaluation Criteria Possible Points
System Design with supporting material and 15
Installation Plan (with traininal
References and BridgeWave certifications 30
Systems Support and Maintenance 25
Pricing 30
Total 100
Below is a summary of the assessment points rated for each vendor:
Vendor Evaluation
Pacific Services, Inc. 96 points
Full Spectrum Communications 88 points
Vectus, Inc. 65 points
Based upon this, the evaluation team's assessment is that Pacific Services, Inc. is the best
qualified to provide the Point-to-Point High-Capacity Wireless Millimeter Band 80GHz System to
the City and recommends that Pacific Services, Inc. be awarded the agreement to provide
engineering & installation, equipment, on-going maintenance and support. Note that Pacific
Services' pricing was the lowest of all proposals received.
FISCAL IMPACT
Funds are available for the Point-To-Point High-Capacity Wireless Millimeter-Band 80GHz
System in the FY2009 UASI Grant Program (12514407-62300-10427301182-3501).
APPROVED AS TO FUNDS AND ACCOUNTS:
rcC1 i2
Paul Walters
Chief of Police
Police Department
Exhibit: 1. Agreement
Francisco Gutierrez
Executive Director
Finance/Management Services Agency
25E-2
Account
Transactions Totals CSV Export
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Page 1 of i
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SC Account Budget
f- 62300 3,100,442
Contract Services-Professional
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Expenditures Encumbrances Remaining
Total Obligations
811,307 3,147 2,285,981
814,454 - Detail
Page
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25E-4
AGREEMENT BETWEEN THE CITY OF SANTA ANA
AND
PACIFIC SERVICES, INC.
THIS AGREEMENT, is made and entered into this 21" day of November, 2011, by and between the City
of Santa Ana, a charter city and municipal corporation duly organized and existing under the
Constitution and laws of the State of California ("City") and Pacific Services, Inc. ("Vendor").
RECITALS
A. The City desires to retain a vendor having special skill and knowledge in the field of
communications products and services as outlined in the RFP "POINT-TO-POINT HIGH-CAPACITY
WIRELESS MILLIMETER-BAND 80GHZ SYSTEM FOR THE CITY OF SANTA ANA"
B. Vendor represents that Vendor is able and willing to provide such products and services to the
city.
C. In undertaking the performance of this Agreement, Vendor represents that it is knowledgeable in
its field and that any services performed by Vendor under this Agreement will be performed in compliance
with such standards
THEREFORE, in consideration of their mutual and respective promises, the parties hereto do
hereby agree as follows:
1. Terms and Conditions
The term of this Agreement shall be for period of three (3) years, with an option, exercisable by
City, to extend the term up to two additional one-year periods.
All terms and conditions more fully set forth in the Request for Proposal ("RFP"): "POINT-TO-
POINT HIGH-CAPACITY WIRELESS MILLIMETER-BAND 80GRZ SYSTEM FOR THE CITY OF
SANTA ANA", August 2011, shall have full force and effect in this Agreement. Said terms and
conditions are attached hereto as Exhibit A, and incorporated herein by reference.
All terms and conditions set forth in the Vendor's Proposal for "POINT-TO-POINT HIGH-
CAPACITY WIRELESS MILLIMETER-BAND 80GHZ SYSTEM FOR THE CITY OF SANTA ANA",
September 2011, shall have full force and effect in this Agreement. Said terms and conditions are attached
hereto as Exhibit B, and incorporated herein by reference.
Maintenance and Support shall be as described in Section 5.7.3 of the RFP with related pricing as
identified in the Vendor's Proposal cover letter and Vendor's Price Proposal. The service level shall be
for full return-to-service 7x24xNext Business Day with advance replacement spares level of Maintenance
and Support.
2. Scope of Services
The scope of services and deliverables are fully described in Sections 3 and 5 of the RFP:
"POINT-TO-POINT HIGH-CAPACITY WIRELESS MILLIMETER-BAND 80GHZ SYSTEM FOR THE
CITY OF SANTA ANA".
25E-5
Compensation
City agrees to pay, and Vendor agrees to accept as total payment for its services, the rates and
charges identified in Exhibit B and under the Payment Schedule in section 10.2 of the RFP "POINT-TO-
POINT HIGH-CAPACITY WIRELESS MILLIMETER-BAND 80GHZ SYSTEM FOR THE CITY OF
SANTA ANA". The total sum to be expended under this Agreement shall not exceed $63,000 during the
term of this Agreement.
4. Insurance
Prior to undertaking performance of work under this Agreement, Vendor shall maintain and shall
require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Vendor shall maintain commercial general liability
insurance which shall include, but not be limited to protection against claims arising from bodily and
personal injury, including death resulting therefrom and damage to property, resulting from any act or
occurrence arising out of Vendor's operations in the performance of this Agreement, including, without
limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single
limit coverage applying to bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence. Such insurance shall (a) name the City, its
officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and
not contributory with respect to insurance or self-insurance programs maintained by the City; and (c)
contain standard separation of insureds provisions
b. Business automobile liability insurance, or equivalent form, with a combined single limit of
not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and
non-owned automobiles.
c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the
Labor Code, Vendor, if Vendor has any employees, is required to be insured against liability for worker's
compensation or to undertake self-insurance. Prior to commencing the performance of the work under
this Agreement, Vendor agrees to obtain and maintain any employer's liability insurance with limits not
less than $1,000,000 per accident.
d. Professional liability (errors and omissions) insurance, with a combined single limit of not
less than $1,000,000 per claim.
25E-6
e. The following requirements apply to the insurance to be provided by Vendor pursuant to this
section:
(i) Vendor shall maintain all insurance required above in full force and effect for the
entire period covered by this Agreement.
(ii) Certificates of insurance shall be furnished to the City upon execution of this
Agreement and shall be approved in form by the City Attorney.
(iii) Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty (30)
days prior written notice to the City.
f. If Vendor fails or refuses to produce or maintain the insurance required by this section or fails
or refuses to furnish the City with required proof that insurance has been procured and is in force and paid
for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such
termination shall not effect Vendor's right to be paid for its time and materials expended prior to
notification of termination. Vendor waives the right to receive compensation and agrees to indemnify the
City for any work performed prior to approval of insurance by the City.
Billing/Invoices
(a) Billing is according to Generally Accepted Accounting Principles. Fees for licenses, products,
and services specified throughout this agreement are billable per the schedules specified. Payment terms
are net thirty (30) days from receipt of proper invoice. City will make a good faith effort to begin
processing invoices for payment immediately upon receipt.
(b) Invoices shall be mailed to:
Attn: Thomas Gergen
City of Santa Ana
Information Services Division (M-12)
P.O. Box 1988
Santa Ana, CA 92702-1988
*City will pay invoices 30 days after receipt of proper invoice and approval of service by the Manager of
Information Services.
*The Agreement number must appear on all invoices.
*No purchase orders will be issued.
*All invoices must show the breakdown of work performed and products provided.
6. Confidentialitv
If Vendor receives from the City information which due to the nature of such information is
reasonably understood to be confidential and/or proprietary, Vendor agrees that it shall not use or disclose
such information except in the performance of this Agreement, and further agrees to exercise the same
degree of care it uses to protect its own information of like importance, but in no event less than
reasonable care. "Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally, visually,
25E-7
electronically, or by other means. Confidential information disclosed to either party by any subsidiary
and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and
nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources;
(b) is, through no fault of the Vendor disclosed in a publicly available source; (c) is in rightful possession
of the Vendor without an obligation of confidentiality; (d) is required to be disclosed by operation of law;
or (e) is independently developed by the Vendor without reference to information disclosed by the City.
Discrimination
Vendor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the
recruitment, selection, training, utilization, promotion, termination or other employment relat,;d activities.
Vendor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state
and local laws and regulations.
8. Termination of Agreement
This Agreement may be terminated by the City upon thirty- (30) days written notice of
termination. In such event, Vendor shall be entitled to receive and the City shall pay Vendor compensation
for all services performed by Vendor prior to receipt of such notice of termination, subject to the following
conditions:
a. As a condition of such payment, the City Manager, or his/her designee, may require Vendor to
deliver to the City all work product completed as of such date, and in such case such work product shall be
the property of the City unless prohibited by law, and Vendor consents to the City's use thereof for such
purposes as the City deems appropriate.
b. Payment need not be made for work, which fails to meet the standard of performance specified in
this Agreement or any of the attachments hereto.
Independent Contractor
Vendor shall, during the entire term of this Agreement, be construed to be an independent
contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to
create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise
discretion or control over the professional manner in which Vendor performs the services which are the
subject matter of this Agreement; however, the services to be provided by Vendor shall be provided in a
manner consistent with all applicable standards and regulations governing such services. Vendor shall pay
all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to
employees and shall be responsible for all applicable withholding taxes.
10. Notice
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall
be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or
certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner
provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
4
25E-8
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6956
With courtesy copies to:
Finance and Management Services Agency
Manager of Information Services
City of Santa Ana
20 Civic Center Plaza (M-12)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-5406
and
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, CA 92702-1988
telefacsimile (714) 647-6515
To Vendor: Pacific Services, Inc.
1060 Calle Negocio Ste C
San Clemente, CA 92673
Attn:
11. Assignment/Subcontractors
Inasmuch as this Agreement is intended to secure the specialized services of Vendor, Vendor may
not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the
City and any such assignment, transfer, delegation or subcontract without the City's prior written consent
shall be considered null and void. Vendor shall be fully responsible to the City for performance of
subcontractors. Nothing in this Agreement shall be construed to limit the City's ability to have any of the
services which are the subject to this Agreement performed by City personnel or by other consultants
retained by City.
12. Indemnification
Vendor shall defend, indemnify and save harmless the City of Santa Ana, and its officers, agents,
and employees, from any and all claims, demands, suits, actions or proceedings of any kind or nature
(including workers' compensation claims and unemployment insurance claims) for damages to property
and/or physical injury or death of any person in any way resulting from or arising out of the operations
and acts of Vendor, its agents, employees or subcontractors, in the performance of this Agreement, except
to the extent caused by or resulting from any act or omission of the indemnified parties.
13. Validi
The invalidity in whole or in part of any provision of this Agreement shall not void or affect the
validity of any other provision of this Agreement.
25E-9
14. Laws Governing this Agreement
This Agreement and all questions relating to its validity, interpretation, performance, and
enforcement shall be governed and construed in accordance with the laws of the State of California. This
Agreement has been executed and delivered in the State of California and the validity, interpretation,
performance, and enforcement of any of the clauses of this Agreement shall be determined and governed
by the laws of the State of California. Both parties further agree that Orange County, California, shall be
the venue for any action or proceeding that may be brought or arise out of, in connection with or by
reason of this Agreement.
15. Exclusivity and Amendment of Agreement
This Agreement, along with any and all related exhibits and attachments, supersedes all other
agreements, either oral or written, between the parties hereto with respect to the retention of Vendor by
the City, and contains all the covenants between the parties with respect to such employment. Each party
to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or
otherwise, have been made by any party, or anyone acting on behalf of any party which are not embodied
herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and
signed by both the City and Vendor.
16. Miscellaneous Provisions
a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority
and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City
fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such
authority or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the
body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above
written.
ATTEST: CITY OF SANTA ANA
Maria D. Huizar
Clerk of the Council
APPROVED AS TO FORM:
Joseph Straka
Interim City Attorney
By:
Laura Sheedy
Assistant City Attorney
Paul Walters
Interim City Manager
PACIFIC SERVICES, INC.
VENDOR [signature]
Name:
Title:
Tax ID#
6
25E-10
Request for Proposal
Point-to-point High-capacity Wireless
Millimeter-Band 80GHz System
for
The City of Santa Ana
RFP# IS-504
August 2011
KEY RFP DATES
Issue Date
Mandatory Proposers
Conference with Terminus Site
Visits
Private Job Walks for
Individual Vendor/Proposers
Proposal Due Date
Submission to City Council
Selection Notification
15 August 2011
29 August 2011
Scheduled on Request
reservations taken after noon, 22 August
15 September 2011
October 2011
October 2011
25E-11
Table of Contents
1.0 Definitions ............................................................................................................... 4
2.0 Objective ............................................................................................................... .. 4
3.0 Services and Products Sought .............................................................................. .. 5
4.0 Vendor Qualifications ............................................................................................ .. 5
5.0 System Requirements ........................................................................................... .. 6
5.1 General System Requirements ..................................................................... .. 6
5.2 RF/Modem Requirements ............................................................................. .. 6
5.3 Data Interface Requirements ........................................................................ .. 7
5.4 Power Requirements ..................................................................................... .. 7
5.5 Environment Requirement ............................................................................. .. 7
5.6 Installation and Configuration ........................................................................ .. 8
5.7 Maintenance and Support ............................................................................. .. 8
5.8 Training ......................................................................................................... .. 8
5.9 System Validation and Acceptance Testing .................................................. .. 8
6.0 Terms and Conditions of Special Note .................................................................. 13
6.1 Acceptance Process ...................................................................................... 13
6.2 Payment Schedule ........................................................................................ 13
6.3 Documents to be Construed Together .......................................................... 14
6.4 Insurance ...................................................................................................... 14
6.5 Invoices ......................................................................................................... 15
6.6 Parking .......................................................................................................... 15
6.7 Prices ............................................................................................................ 15
6.8 Reservations ................................................................................................. 15
6.9 Taxes ............................................................................................................ 15
6.10 Term of Agreement ...................................................................................... 16
25E-12
1.0 DEFINITIONS
The following words as used in this RFP shall be understood to refer respectively to:
Word in RFP Definition
"Agreement" The legal contract entered into between the City and selected Vendor
to provide the products, to perform the services, and to provide the
maintenance support under terms and conditions in this RFP, the
selected Vendor's proposal and the mutually signed legal contract.
"BridgeWave" BridgeWave Communications, Inc., Santa Clara, CA
"Certified" A Vendor whose firm has been designated by BridgeWave as
certified based on the firm's acknowledge and experience designing,
providing, and supporting BridgeWave based point-to-point gigabit
Ethernet Millimeter [81-86 GHz] Radio Band range wireless systems.
In addition the certified Vendor has met and retained a designated
number of staff who has successfully completed formal BridgeWave
training and has received a certificate on all of the City's BridgeWave
equipment to be provided under this RFP's.
"City" The City of Santa Ana, California
"Final Acceptance" Is the event in which City accepts and approves Vendor's services
and products as being complete and operating according to
engineering plans, the installation of products and performing
services as identified in the Request for Proposal.
"OEM" Original Equipment Manufacturer.
"Proposer" The person, firm or corporation who is responding to this request for
proposal.
"RFP" Request for Proposal which refers to this document.
"Vendor" The agreement is made by said City with the agent or legal
representative who may be appointed to represent such person, firm
or corporation in the signing and performance of said agreement.
2.0 OBJECTIVE
The City of Santa Ana seeks to establish a high bandwidth wireless point-to-point data
connection between two City operating locations, a distance of approximately 1.2 miles.
Point A: City Hall
20 Civic Center Plaza, Santa Ana, CA 92701
Approximately 33.749357, -117.874031
Point B: The Regional Transportation Center
1000 East Santa Ana Blvd., Santa Ana, CA 92701
Approximately 33.753532, -117.856779
25E-13
3.0 SERVICES AND PRODUCTS SOUGHT
3.1 The City of Santa Ana invites Vendors to respond to our Request for Proposal
(RFP) for the engineering/design; supply and delivery of all necessary wireless
devices; installation of equipment, testing/ verification of the system; and
providing customer training; and post-installation maintenance/support of the
system for three years.
3.2 The City of Santa Ana invites a response to our Request for Proposal (RFP) for
the supply and delivery of BridgeWave Gigabit Ethernet (GE) point-to-point
wireless devices operating in the Millimeter Radio Band rage of 81-86GHz.
3.3 BridgeWave point-to-point wireless bridges are the equipment standard of the
City. Only proposals for BridgeWave systems will be considered.
3.4 Each link shall mean two ends, with a Millimeter-Band radio forming part of the
link at each end. This includes antennas, power supplies, and special or unique
subassemblies, cables required for the operation of the link. Proposer shall
provide a detailed breakdown of components supplied to form the link.
3.5 The proposer shall be expected to deliver the equipment to site within 10 working
days upon notification of the City that the project shall commence.
3.6 The system shall be of proven design. All submitted solutions must be new
products that are available now and in full production.
3.7 The Proposer will perform, on the link formed by the two end points identified by
the City, a Line of Sight Survey and examine the suitability for BridgeWave
equipment installation as identified in the RFP. The Proposer will provide a copy
of this survey as part of their proposal.
3.8 The Proposer will perform, on the link formed by the two end points identified by
the City, a Link Budget Analysis detailing the expected availability for the path
span the link. The Proposer will provide a copy of this analysis as part of their
proposal.
3.9 The Proposer will perform, on the link formed by the two end points identified by
the City, a Wireless Site Survey Report detailing radio requirements for the
proposed turnkey system. The Proposer will provide a copy of this report as part
of their proposal.
4.0 VENDOR QUALIFICATIONS
4.1 The selected Vendor must be a reputable, stable business with a proven track
record in providing wireless point-to-point communications.
25E-14
4.2 The selected Vendor must be a BridgeWave authorized factory certified partner
on BridgeWave and provide certified documents from the manufacturer that they
are an authorized partner (see Section 5.0).
4.3 Staff assigned by the Vendor to work on this project and on-going support must
be BridgeWave certified on the BridgeWave based system and equipment
proposed for use by the City of Santa Ana (see Section 5.0).
4.4 Vendor must have at least three BridgeWave factory certified technicians for
proposed equipment.
4.5 Proposer must have real world experience in the design and deployment of
extended range 80GHz products. Proposer shall provide a customer reference
list of municipalities where they have installed 80GHz Millimeter radio.
4.6 Vendor must have the ability to respond to emergency service calls with a two [2]
hour on-site response.
4.7 Vendor shall be expected to provide Hotline Support manned by well-trained
individuals who shall be expected to assist with installation, configuration and
troubleshooting issues. Outage reports, questions, etc. to the Support Hotline
shall be answered via telephone, fax or email within a one [1 ] hour call-back
period.
5.0 SYSTEM REQUIREMENTS
5.1 General System Requirements
5.1.1 The system shall bean "all-outdoor" system. With the exception,
necessary by the proposed system design, of an AC to DC voltage
converter, no indoor terminating equipment (i.e. Indoor Unit, IDUs) shall
be required to complete the system integration.
5.1.2 The system shall have the capability to automatically adapt to operate in
a Gigabit Ethernet (GE, 1000Mbps) full-duplex mode or a Fast Ethernet
(FE, 100Mbps) full-duplex mode.
5.1.3 The system shall have the capability to automatically provide rain/fog
mitigation techniques to allow the link to operate in adverse weather. The
radios must have the capability to switch application data from primary
GigE link to secondary path, maintaining service connectivity even during
severe rain downpour or dense fog.
5.2 RF/Modem Requirements
5.2.1 The Millimeter Band equipment supplied under this RFP shall operate in
the 71-76GHz and 81-86GHz frequencies.
5.2.2 The Millimeter Band system shall operated as full-duplex (FDD) system.
Radio system must have Adapt Rate and Adapt Path capability.
25E-15
5.2.3 Proposer shall state the total link budget when the system is under actual
field conditions and transmitting data for a given data rate (FE and GE)
combination. The Proposer is to specify the reference Bit Error Rate
(BER) for those link budget values.
5.2.4 The Millimeter Radio system shall contain integrated forward error
correction (FEC) techniques.
5.3 Data Interface Requirements
5.3.1 The Millimeter Radio system shall support SX multimode fiber interfaces.
Proposer shall specify wavelength of these fiber interfaces. Proposer
shall match the fiber connector type currently used by the City. NEMA 4x
enclosures with integral fiber patch panels, grounding bus and surge
protection are to be provided for this outdoor installation. The DC power is
to be protected with EIA transient protection.
5.3.2 The radio link shall be able to transparently pass 802.1Q VLAN tagged
packets. The system shall reliably transmit VolP and data traffic at
1000Mbps full duplex.
5.3.3 The Radio system shall support advanced levels of data security in the
form of encryption at line rates, i.e. 100Mbps or 1000Mbps. Data security
must be FIPS compliant and proposer shall supply documentary evidence
of validation. It shall accomplish this without the use of external hardware
or software. The radio units are to include integrated GigE advanced
encryption standard 256 bit AES on top of physical layer security.
Proposer must have real world experience in installation and support of
BridgeWave AES Encryption products.
5.3.4 Vendor will identify any data cabling requirements to the City. The City
will provide, as required, appropriate cabling in conduit and installed in
conformance with all applicable building codes including the City's.
5.4 Power Requirements
5.4.1 The City will provide an AC source from 90 - 240 V 50/60 Hz for the input
power for the Radio equipment.
5.4.2 Vendor will identify any power data cabling requirements to the City. The
City will provide, as required, appropriate cabling in conduit and installed
in conformance with all applicable building codes including the City's.
5.5 Environmental Requirements
5.5.1 All material used for outdoor installation shall be weather, UV and
corrosion rated.
25E-16
5.5.2 The Vendor shall detail inherent lightening/surge protection within the
design of their equipment and/or provide suitable external surge
suppressors.
5.6 INSTALLATION and CONFIGURATION
5.6.1 Proposer shall provide special customer mounting arrangements for
unusual applications. The proposed antenna installations must be
concealed to blend in with the building architecture. The custom mounting
brackets shall be constructed of steel and powder coated to blend in with
building aesthetics.
5.6.2 The Millimeter-Band system offered shall be designed for ease, of
installation and operation. The system will be installed in a professional
manner and will adhere to all local electrical codes and EIA standards.
The system will be a turnkey installation and end to end testing will be
conducted by Vendor and approved by the City of Santa Ana.
5.7 MAINTENANCE and SUPPORT
5.7.1 Maintenance support during the term of the project up to and including
customer acceptance will be provided by the proposer at no additional
charge to the City.
5.7.2 On-going maintenance support to begin no earlier than upon customer
acceptance of the fully working system and last for a term specified in the
Agreement.
5.7.3 Vendor shall provide an on-site Support Maintenance coverage. It
will include hardware and software troubleshooting, repair, replacement
under full `return-to-service' 7x24 coverage next business day advance
replacement spares. Coverage also includes performance re-alignments
and annual on-site preventive maintenance.
5.8 TRAINING
5.8.1 Vendor's trainer shall be a subject matter expert on their BridgeWave
radios as well as have hands-on experience in all aspects of the
installation, operation, maintenance, and network applications for their
products.
5.8.2 Proposer to provide hands on training for designated City of Santa Ana
personnel.
5.8.3 This training is to include equipment operation, configuration and use of
FIPS AES Link Encryption, use of the NMS and first level troubleshooting
techniques.
25E-17
5.9 SYSTEM VALIDATION AND ACCEPTANCE TESTING
5.9.1 To assure proper and error free operation of the data traffic channel the
proposer will set and test BER thresholds, verify there are no alarms on
system, conduct load testing of link, verify link RSL measurements and
activate AES encryption on link.
6.0 TERMS AND CONDITIONS OF SPECIAL NOTE
6.1 Acceptance Process
When invited by the selected Vendor, the City will test the system for each system
requirement and condition [see sections 3.0 and 5.0]. The City will notify the Vendor of
any problems found. The Vendor will be given the opportunity to remedy these. The
acceptance cycle will continue until the City is satisfied that all system requirements and
condition have been satisfied in accordance to the Agreement.
6.2 Payment Schedule
Payments to the selected Vendor will be made as follows:
Payment # Trigger Event/Condition Payment %
First Payment Upon the turnover by the Vendor of an operating 50%
system to the City for Acceptance Testing
Second Payment After final acceptance by the City of a fully 30%
functioning system meeting all the system
requirements and conditions of the Agreement.
Final Payment Completion of the accepted system operating 20%
without requiring maintenance or support for a
continuous uninterrupted 30 day period. The City
Information Services Manager may reduce this
period if it is in the best interest of the City.
6.3 Documents to be Construed Together
The Request for Proposal and the Agreement to be entered into between the Vendor
and the City, and all modifications of said documents, shall be construed together as one
document.
6.4 Parking
The City cannot guarantee availability of parking in which case the Vendor must bear the
cost of alternative parking.
25E-18
6.5 Prices
No increase in price from those initially proposed and covered by the Agreement will be
allowed during the period covered by this agreement without the City's concurrence and
prior approval.
6.6 Taxes
Prices proposed shall include all applicable taxes.
25E-19
Exhibit B
Vendor's Proposal Response Form
25E-20
4 "1.
1)a-111 SMA41-e0
September 13, 2011
Tom Gergen
City of Santa Ana
Information Services Division
20 Civic Plaza, M-12
Santa Ana, CA 920701
Ref: RFP-IS-504, Wireless Millimeter 80GHz Radio
Dear Tom Gorgon:
Thank you for providing Pacific Services Inc., with the opportunity to submit this response to your above request for
proposal (RFP).
We have read your RFP, Instructions and Appendix A Response form. We acknowledge and we understand the scope
of work, the services and products sought by the City of Santa Ana for this requirement.
Our proposed Bridgewave AR80-AES radio solution fully meets your specifications.
We did attend the mandatory proposer's conference on 08/29/11 per RFP requirements.
Please note, we take exception to section 5.7.3 stating 7x24 Next Business Day Maintenance Coverage", because it
was different from page 26 section 3 of the price proposal which specified 'Three (3) year support agreemont 8x5xNext
Business Day Coverage. We quoted 8x5xNBD on the RFP, Our pricing for 7x24xNBD Is $12,261.02.
Please find the enclosed following documents:
-Proposal Response Form --Appendix A (completed)
-Copy of RFP
-Bridgewave Certificates, Letter of Authorization
-City of Santa Ana Wireless Site Survey Report
-Bridgewave Link Availability Calculations
-Bridgewave AR80 Specifications
-Bridgewave Advanced Security
-Bridgewave Adapt Path
-Bridgewave Adapt Rate
-Bridgewave 80GHz (E-Band) licensing
-Pacific Services Wireless Sheet
-Pacific Services Reference Customer Network Drawings
25E-21
)ur proposed solution and response.
25E-22
Appendices
Appendix A - Proposal Response Form
Appendix B - Sample Agreement
Appendix C - Sample Insurance Forms
17
25E-23
Appendix A - Proposal Response Form
(Fill in this form or submit a separate response which addresses each item.)
Proposal
for
Point-to-point High-capacity Wireless
Millimeter-Band 80GHz System
for
The City of Santa Ana
Section 1. Transmittal Letter [Optional]
Proposing Vendors may include a transmittal letter which may, at their discretion, contain any
introductory information that the Vendor feels is relevant.
Section 2. Proposal Response Form
Name of Proposing Firm: Pacific Services Inc
1060 Calle Negocio Ste C
Proposers Principal Location: San Clemente Ca 92673
Proposers Location that will service the city: San Clemente Ca
Orange County
Contact Name for Proposal: Gary Greening
Phone Number:
949-542-7995
Fax Number: 949-542-7996
email address garyg@pacdatacom.com
Please submit answers to the following questions
(Note: Proposer may attach additional pages as needed to complete responses.)
Vendor Qualifications
1. Short summary description of the organization and major services/products offered.
{ref. section 4.0)
We are a systems integrator specializing in FSO, Microwave and Millimeter Radio systems
Pacific Services designs, deploys and technically supports these various PTP RF Radio
links. We also have expertise in Point-to- Multipoint and Mesh wireless networks.
We offer both products, support and professional services. We hold numerous
certifications from our microwave vendors (partners) See attached company literature.
2s
25E-24
2. Short summary description of the ownership.
(ref. section 4.0)
Pacific Services Inc is a Calif corporation
The company was formed in 2002 to provide support services to our sister company
Pacific Datacom Systems Inc which has been an active data communications company
since 1985 ( 26 years)
3. The number of years that the Proposer has been in the business of providing wireless
point-to-point communications systems/services.
(If company name or ownership has changed of the period cited, please note and explain.)
(ref. section 4.0)
Years: 9
4. Has your firm had a contract terminated for cause within the last 3 years? If so, briefly
explain the circumstances.
f ref. section 4.0)
NO
5. Has either a customer or a subcontractor/vendor/manufacturer sued your firm in the last 3
years? If so, briefly explain the circumstances.
(ref. section 4.0)
NO
6. Identify and provide evidence of the Proposer's certification/authorizations to provide
BridgeWave systems/equipment for wireless point-to-point communications identified in
section 4.0 of the RFP.
Letter of Company Authorization & Certification from Bridgewave enclosed.
Copy of Bridgewave technician certifications enclosed. Experienced Bridgewave partner
for over four years
19
25E-25
7.. Identify and provide evidence of the staff to be assigned by the Proposer to work on the
City's project and /or to provide maintenance support for a operational system are
certification/authorizations by BridgeWave to perform such work/support on BridgeWave
systems as identified in section 4.0 of the RFP.
{ref. section 4.01
We have our field technicians complete technical certifications with our key radio vendors
and refresh on an annual basis this includes Bridgewave Communications. The enclosed
factory Bridgewave tech certifications show that we have adequate trained staff to provide
quality maintenance support. These technicians have a combined experience of 31 years
working with our company. We will assign anon- site supervisor and project mgr for this
project.
8. How many BridgeWave factory certified technicians for the proposed equipment are on the
Vendor's staff?
{ref. section 4.0)
_6_ Number of BridgeWave factory certified technicians for proposed equipment
9. Can Vendor provide evidence of BridgeWave factory certifications for technicians for the
proposed equipment are on the Vendor's staff?
Pref. section 4.0}
_X Yes, can and will fully provide/comply
No
Exceptions:
10. A description of any unique qualifications and experience which distinguish Proposer's
ability to engineer and design 80GHz range wireless point-to-point systems using
BridgeWave communications equipment/systems.
Pref. section 4.0}
Pacific Services successful installation and completion of three 80GHZ Bridgewave links
for the City of Santa Ana and ongoing maintenance support agreements
We have on staff two experienced RF engineers,
We hold the record of the longest USA 80 GHZ link of 6.17 miles at Paradise Casino AZ _
11. Can Vendor provide response to emergency service calls with a two [21 hour on-site
response by BridgeWave factory certifications for technicians?
{ref. section 4.0}
X_ Yes, can and will fully provide/comply
No
Exceptions:
12. Can Vendor provide Hotline Support manned by well-trained individuals who respond
within a one [1 ] hour call-back period?
{ref. section 4.0}
_X_ Yes, can and will fully provide/comply
No
Exceptions:
zo
25E-26
13. Over the past three years, how many projects for wireless point-to-point systems using
BridgeWave communications equipment have your firm provided with:
{ref. section 4.0)
Descrlptfon Qty
System Engineering & Design 21
Equipment 13
Installation & Configuration _26
Warranty support _16-
14. References
f ref. section 4.0)
Provide a MAXIMUM of three (3) references from government agencies or commercial
firms that will attest to your firm's ability within the last three years to provide work similar
in scope sought by the City in this RFP.
Reference One:
Name of Client City of Santa Ana Info Systems
Location where work was performed Santa Ana
Knowledgeable contact (name) Jim Lentz
Contact's title Network mgr
Contact' email address Ilentz Santa-ana.ors
Contact's phone number 714-647-6909
Approximate period during which the services
were provided Since 2003
Description of work provided Maint support FSO and Bridgewave Radios
Reference Two:
Name of Client Sure Fire LLC
Location where work was performed Fountain Valley
Knowledgeable contact (name) Don Forbes
Contact's title IT Mgr
Contact' email address dforbesC@surefire.com
Contact's phone number 714-545-9444 ext.1230
Approximate period during which the services Last 4 years
21
25E-27
j were provided
Description of work provided Proxim & Bridgewave Radio install and
support
Reference Three:
Name of Client Applied Medical
Location where work was performed Rancho Santa Margarita
Knowledgeable contact (name) Harig, Paul
Contact's title It manager
Contact' email address pharig@appliedmedical.com
Contact's phone number 949-713-8000
Approximate period during which the services
were provided April 2011 to present
Description of work provided Bridgewave Radio system install & support
OTHER REFERENCES: City of Los Angeles, Chevron, US Forest, Los Alamitos Medical,
JPL NASA, Saddleback Church, Orange County Sanitation.
Services and Products Sought
15. Proposer acknowledges and understands the services and products sought by the City
along with related conditions as identified in the RFP.
(ref. section 3.0)
_,X Yes, can and will fully provide/comply
No
Exceptions:
16. On the link formed by the two end points identified by the City, the Proposer will perform a
Line of Sight Survey and examine the suitability for BridgeWave equipment installation as
identified in the RFP. The Proposer will provide a copy of this survey as part of their
proposal.
f ref. section 3.0 & 5.0)
_X Yes, can and will fully provide/comply
No
Exceptions:
22
25E-28
17. On the link formed by the two end points identified by the City, the Proposer will perform a
Link Budget Analysis detailing the expected availability for the path span the link. The
Proposer will provide a copy of this analysis as part of their proposal.
{ref, section 3.0 & 5.0}
_,X_ Yes, can and will fully provide/comply
No
Exceptions:
18. On the link formed by the two and points identified by the City, the Proposer will perform a
Wireless Site Survey Report detailing radio requirements for the proposed turnkey system.
The Proposer will provide a copy of this report as part of their proposal.
{ref. section 3.0 & 5.01
___X_, Yes, can and will fully provide/comply
No
Exceptions:
System Requirements
19. Proposer acknowledges and understands the General System Requirements along with
related conditions as identified in the RFP.
{ref. section 5.0}
TX Yes, can and will fully provide/compiy
No
Exceptions:
20. Proposer acknowledges and understands the RF/Modem Requirements along with
related conditions as identified in the RFP.
(ref. section 5.0)
_X? Yes, can and will fully provide/comply
No
Exceptions:
23
25E-29
21. Proposer acknowledges and understands the Data Interface Requirements along with
related conditions as identified in the RFP.
{ref, section 5.0)
_X Yes, can and will fully provide/comply
No
Exceptions:
22. Proposer acknowledges and understands the Power Requirements along with related
conditions as identified in the RFP.
(ref. section 5.0)
_X- Yes, can and will fully provide/comply
No
Exceptions:
23. Proposer acknowledges and understands the Environmental Requirements along with
related conditions as identified in the RFP.
{ref. section 5.0)
_X Yes, can and will fully provide/comply
No
Exceptions:
24. Proposer acknowledges and understands the Installation and Configuration along with
related conditions as identified in the RFP.
{ref. section 5.0)
_.X__._ Yes, can and will fully provide/comply
No
Exceptions:
24
25E-30
25. Proposer acknowledges and understands the Maintenance and Support along with
related conditions as identified in the RFP.
{ref. section 5.0}
_X_ Yes, can and will fully provide/comply
No
Exceptions:
26. Proposer acknowledges and understands the Training along with related conditions as
identified in the RFP.
{ref. section 5.01
__XT Yes, can and will fully provide/comply
No
Exceptions:
27. Proposer acknowledges and understands the System Validation and Acceptance
Testing along with related conditions as identified in the RFP.
{ref, section 5.0}
___X_ Yes, can and will fully provide/comply
No
Exceptions:
Terms and Condition of Special Note
28. Proposer acknowledges and understands the select special terms and condition include in
this RFP.
{ref. section 10.01
.__X Yes, can and will fully provide/comply
No
Exceptions:
25
25E-31
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