City of Richmond

Business & Financial Services Department Request for Proposal

Contract 3245P

WLAN Network Solution – Richmond Oval

1. Introduction

The City of Richmond (“the City”) requires the supply and installation of a WLAN
(WiFi) Network Solution (“the Solution”) to support current and future wireless systems
telecommunication requirements at the Richmond Oval. This document formalizes the
City’s requirement for new a WLAN compliant with its Information Services standards.

The objective of this request for proposal is to provide the City with qualified proponents
capable of carrying out the work herein defined. The subsequent proponent submissions
will form the basis for evaluation, interview and selection.

2. Submission Details

Four (4) copies of proposals marked “WLAN Network Solution – Richmond Oval
Contract 3245P” addressed to the Purchasing Section, will be received at the
Information Counter, Main Floor, Richmond City Hall, 6911 No. 3 Road, Richmond BC
V6Y 2C1, until Friday, May 30th until 3:00pm local time. Submissions received after
this time will be returned to the sender.

The City reserves the right to cancel this Request for Proposal for any reason without any
liability to any proponent or to waive irregularities at their own discretion.

Proposals may be withdrawn by written notice only provided such notice is received at
the office of the City’s Purchasing Section prior to the date/time set as the closing time
for receiving proposals.

Proposals shall be open for acceptance for 90 days following the submission closing date.

All proposals will remain confidential, subject to the Freedom of Information and Privacy
Act.

Any interpretation of, additions to, deletions from, or any other corrections to the
Proposal document, will be issued as written addenda by the City of Richmond. It is the
sole responsibility of the potential Bidders to check with the City of Richmond’s
Website, and / or BC Bid to ensure that all available information has been received prior
to submitting a bid.
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Contract 3245P
Request for Proposal WLAN Network Solution

Except as expressly and specifically permitted in these instructions, no Proponent shall

have any claim for any compensation of any kind whatsoever, as a result of participating
in the RFP, and by submitting a proposal each proponent shall be deemed to have agreed
that it has no claim.

The Proponent shall wholly absorb all costs incurred in the preparation of the proposal.
All supporting documentation will become the property of the City of Richmond unless
otherwise requested by the Proponent at the time of submission.

3. Enquiries

3.1 Clarification of terms and conditions of the proposal process shall be directed to:
Purchasing
S Dosanjh Telephone: 604-270-4097
Contracting Specialist E-mail: purchasing@richmond.ca
Purchasing Department
City of Richmond

3.2 Technical clarification shall be directed to:

Technical
David Gillis Telephone: 604-276-4001
IT Project Leader E-mail: dgillis@richmond.ca
Major Projects
City of Richmond

The City, its agents and employees shall not be responsible for any information given by
way of verbal communication.

Any questions that are received by City of Richmond Staff that affect the Proposal
Process will be issued as addenda by the City of Richmond.

4. Project Background

The City is building a world class multi-use community facility known as the Richmond
Oval. This facility will provide an active venue that will harmoniously bring together
summer and winter sports, recreation, culture, business and environment in one location.
For the 2010 Winter Olympic and Paralympic Games, the Oval will become a venue for
long track speed skating – 400-meter track and seating for approximately 8000.
The Oval, which includes a new waterfront plaza, park and parkade will be owned and
operated by the City of Richmond, is budgeted at 178 million dollars.
The project is on time and on budget and is scheduled to open in the Fall of 2008.

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Contract 3245P
Request for Proposal WLAN Network Solution

5. Project Scope

The City is seeking a high-performance, WLAN (WiFi) communication system to

support various services, applications, and technologies at the Richmond Oval.
Proponents as follows:

802.11 Data, Voice, Internet (WiFi) - 802.11a/b/g/ (n) (2.4 & 5.0Ghz)

The Proponents must provide a clear and concise plan on how the system will be
implemented and subsequently expanded to support additional wireless services. The
platform must also allow the addition of electronics to service new technologies and areas
without performance degradation of the existing system.
The selected firm’s implementation must meet the City’s strategy as outlined below.
While the plan is based on anticipated schedules, the City of Richmond reserves the right
to modify the installation schedule if requirements change.

The scope of system implementation for this project includes:

- Presentation of system solution and implementation strategy

- Pricing Schedule
- Meeting with the City to review the installation plan prior to starting the installation
- System installation
- System testing
- Acceptance testing
- Project sign off
- Training on the newly installed system for City staff

6. Installation and Project Management:

- Briefly describe installation process and related activities.

- Describe installation support that may required from the City.

7. Technology & Design

Please specify the manufacturer of the active components for the proposed solution.

Please provide a brief overview of your design process and indicate if any portion of the
design process was prepared by your sub-contractor.

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8. Maintenance and Support services

- Detail maintenance and support services, including duration, that are included in your
price.
- Detail services that are available at additional cost
- Detail training activities that are included in your price.

9. Note: There will be a mandatory site visit conducted on Tuesday, May 27, 2008 at 9:00
am with sign-in attendance forms. Potential Bidders are asked to meet at the site, 5440
Hollybridge Way (front parking lot) across from the Richmond Oval, in the City of
Richmond. No other sessions will be organised or arranged for this project. The facility
tour will provide vendors the opportunity to view the premises. Bidders are requested to
limit the number of personnel to attend the site visit to two persons. Contact David Gillis
@ 604-276-4001 prior to May 21, 2008 to confirm your attendance.

10. Facility Description

Information regarding the Richmond Oval architecture, construction, interior and exterior
finishing and relevant data, such as seating capacity, and function rooms can be obtained
from the attached drawings and from the City’s website. The site walk-through and a
complete set of architectural and electrical drawings will be made available for viewing
at this time. The relevant website address is:
www.richmond.ca/discover/events/oval/oval.htm.
Any centralized system controllers or management appliances shall be located in the
main Facility telecommunications closet 1A, room #1011. Optical Fiber connectivity
exists to all satellite telecommunications rooms from this main closet. The facility’s
primary converged Data/Voice/Wireless Network switches (not included in the Proposal
request) will be provided by others and are all wire-speed Layer 3 in nature. These
switches will provide the POE LAN ports in all existing facility communication closets
for the wireless AP’s this Proposal provides. They have not been chosen yet, but details
will be provided as soon as they are available.

11. Project Schedule

The project is to be completed by August 15, 2008, with work commencing as soon as
possible in June 23, 2008. A project schedule is to be submitted with the proposal.

RFP Issuance: May 9, 2008

Bidders Site Tour and Conference: May 27, 2008 at 9:00 am
RFP Response due: May 30, 2008 at 3:00 pm
Vendor Selection: June 6, 2008
Implementation Planning: June 9, 2008 - June 16, 2008

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Request for Proposal WLAN Network Solution

Construction Start: June 23 2008

Construction on Main Activity Complete: August 15, 2008
Construction Complete: September 1, 2008

12. Proposal Submissions

All proponents are required to provide the following information with their submissions,
and in the order that follows:

ƒA Corporate profile of their firm outlining its history, philosophy and target
market.

- Location of head office and branch offices

- Years in business and number of employees
- Team for responding to this RFP (names, titles, contact information)
- Team providing the design and implementation services
- Overview of subcontractors that will be used

ƒA detailed listing of relevant experience.

ƒA description of the consultant’s understanding of the project objectives/outcomes

and vision, and how these will be achieved.

ƒA detailed project methodology explaining each project task including what will
be expected of both the consultant and the City with respect to each task.

ƒTeam Composition – a complete listing of all key personnel who will be assigned
to this project. Name a project manager responsible and provide all contact
information. This will include their relevant experience, qualifications for this
project, roles and responsibilities, leadership, etc., in addition to their availability
for this project. Please include any services which will be provided by your sub-
contractor(s). Please specify any project management services that will be
provided by your sub-contractor(s).

ƒA detailed proposal of what will be delivered, including the expected outcome
and benefits to the City of Richmond.

ƒA complete definition of the process that will be employed to meet the objectives
of this project, eg., approach to be taken, feasibility and market study, etc.

ƒA detailed schedule of all activities, including milestones, project meetings,

interim reports and progress reports required for this project.

ƒProvision of a priced methodology complete with a time allotment for each

identified task you propose to employ to carry out the work, this shall form the
basis for payments to the successful proponent. Supplement this with a schedule

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Contract 3245P
Request for Proposal WLAN Network Solution

of fees for staff to be assigned to the project. These rates shall be the basis for
adjustments to the value of the contract in the event the scope of work varies from
that proposed.

ƒA minimum of three (3) client references from projects of a similar size and
scope.

- List of minimum of 3 projects similar in size and scope

- Contact information and project summary for WLAN projects recently
completed
- List examples of Data Network switch and WLAN phone manufacturer’s you
have successfully worked with. Provide a brief description of those projects.

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Contract 3245P
Request for Proposal WLAN Network Solution

Schedule of Quantities and Prices

1. The City shall pay in Lawful money of Canada the amount shown for the following items
subject to the conditions of the Contract Documents.

2. The following prices are inclusive of the Specifications detailed.

INSTALLATION EQUIPMENT
ITEM DESCRIPTION (LABOUR) (SUPPLY)
TOTAL PRICE

1. Fully functioning WLAN System (802.11)

WiFi Solution including Access Points:

2. Maintenance & Support

Year 1
Year 2
Year 3

3. Manuals & Documentation

4. Extended Warranty

Subtotal $_________________
Provincial Sales Tax $_________________
Goods and Services Tax $_________________

TOTAL QUOTED AMOUNT $_________________

(carried forward to Quotation Form)

Outline Any Optional Items:

______________________________
Initials of Signing Officer

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Contract 3245P
Request for Proposal WLAN Network Solution

Specifications

1. Technical Specifications
The in-building WLAN solution must be implemented with state-of-the-art yet proven
technology. It must be flexible enough to accommodate the rapid evolution of wireless
technologies and business applications without a major overhaul or upgrade. The
proposed vendor solution will be based on the following design parameters.

Vendors must meet the City’s requirements and provide documentation of all aspects
related to the implementation of the system including configuration, shipping/handling,
installation, transportation, project management, system’s documentation, including O &
M manuals, and training.

The City requires a minimum of one year warranty on parts and labour. Vendor will
provide maintenance support pricing plans for subsequent years.

The Proponents to this RFP shall provide a project description and a design plan. The
description shall include information on:

CITY OF RICHMOND COMPLIANCY TO

ITEM
REQUIREMENTS SPECIFICATIONS
1. Design The Wireless LAN shall be Controller /
Architecture Switch (single point of configuration)
based.

The Wireless LAN shall:

-support (built-in) 802.3af PoE with 15W

available from facility’s switch LAN ports
- be able to segregate 802.11 a/b/g users to
prevent throughput degradation by 802.11b
users.

- be able to support multiple access points

on the same channel and shall be able to
make intelligent decisions to avoid
interference and RF instability.
- shall support a central authentication and
centralized encryption.
- shall support a RAPD (Rogue Access
Point Detection)
- shall be able to provide WID (Wireless
Intrusion Detection) to detect and remove

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Contract 3245P
Request for Proposal WLAN Network Solution

CITY OF RICHMOND COMPLIANCY TO

ITEM
REQUIREMENTS SPECIFICATIONS
wireless threats and minimize false alarms
- shall support a zero-latency roaming
(inter-AP handoffs shall occur without
delays or packet loss)
- must support wire-line quality VoIP /
VoWLAN and be fully compliant with
802.11e Quality of Service Standard (voice
over data traffic priority)
- provide bandwidth for service in main
activity area level appropriate for large sport
and convention event use (eg audiences up
to 3000 people).
- Use CAT6E compliant cabling, patch
panels and patch cords where needed (cable
color and manufacturer to be approved with
City prior to installation).

Include supply and installation of all items

required for a turn-key solution with
exception of facility provided POE
compliant LAN ports in currently identified
Communication closets.

2. Signal The fundamental purpose of an in-building

Coverage & wireless system is to provide the coverage
Reliability for all 802.11services. Based on building
architecture, provide comments regarding
coverage and reliability of the proposed
solution.

3. Signal Describe how will your proposed WLAN

Handling Solution will filter and amplify signals on a
frequency-specific basis to consistently
deliver wireless services at the appropriate
power levels. The solution shall have the
flexibility to detect and adjust power levels
without signal degradation and co-channel
interference.

4. Transport The WLAN architecture shall utilize

Media existing fibre backbone distribution (if
available).

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Contract 3245P
Request for Proposal WLAN Network Solution

CITY OF RICHMOND COMPLIANCY TO

ITEM
REQUIREMENTS SPECIFICATIONS
6. Scalability The WLAN Controller/ Switch shall be able
to support up to 16 Network Names
(SSID’s) per channel and support system
redundancy. Please comment on
availability for 802.11n path.

7. Manageability The WLAN Controller/ Switch shall

support switch management via secure,
web-based GUI and SNMP.

8. WLAN The system shall support firmware upgrades

Support through WEB/CLI and provide adequate
RSSI for demanding WLAN applications (-
85dBm or better).

Standard WLAN design and deployment

principles for vendor-specific solutions shall
be adhered to.

The WLAN Controller shall support an

auto-fallback redundancy and local and
remote SYSLOG capability.

9. Wireless The Access Points shall:

Access Points
- Comply in full with IEEE 802.11a,b,g
WLAN Standard
- Contain at least two 802.11a,b,g radios
supporting two simultaneous channels
- Shall not contain traffic management
software (the controller / switch controls all
transmit and receive functions of the AP)
- Must be powered by PoE over a single
Category 6 cable. A solution to
extend the distance between the
communication room and the AP over a 100
meters will be desirable. The extender, if
required, must not require power and meet
IEEE 802.3x full and
half duplex Ethernet Standard.

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Contract 3245P
Request for Proposal WLAN Network Solution

CITY OF RICHMOND COMPLIANCY TO

ITEM
REQUIREMENTS SPECIFICATIONS
10. Post Award The successful Proponent shall be required
-Site Survey to conduct a site survey and measurements
to address signal path and strength, noise
and signal latency throughout the building.
Also provided shall be the maximum data
rate expectations, antennae locations,
potential interference and identification of
possible trouble spots. Signal coverage
maps shall be provided to the City.

11. Manuals 1. Please list manuals and supporting

documentation provided with the solution. .
2. Please describe optional documentation
available for purchase as required.

12. Training 1. Please describe training that is included.

2. Please describe optional training
available for purchase as required.

13. Warranty 1. Please describe warranty included.

2. Please describe optional warranty
available for purchase.

14. Maintenance Please describe your Maintenance and

& Support Support packages including response and
repair times

15. Timeline Please describe how your resources and

relevant experience will ensure that you
meet this timeline.

13. Working Agreement

The successful proponent will enter into a contract for services with the City based upon
the information contained in this request for proposal and the successful proponents
submission and any modifications thereto.

Proponents may include their standard terms of engagement.

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Contract 3245P
Request for Proposal WLAN Network Solution

14. Evaluation Criteria

Proposals shall be evaluated to determine the best value offered to the City against
conformance to the following criteria:

ƒUnderstanding of project objectives/outcomes and vision

q Demonstrated ability to meet core and future WLAN requirements.
q Clear and concise implementation and expansion strategy.
q Product history that shows new product development to meet industry
growth of new wireless services.
q Ability to meet implementation schedule.
q Maintenance, diagnostic and service capabilities.
q Cost including continuing purchase and maintenance discounts.
ƒProject Methodology
ƒTeam Composition – Experience and Qualifications of those staff to be assigned
to the project.
ƒProject Deliverables
ƒValue for Money
ƒReferences
ƒInterview (if required)

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Contract 3245
P
Request for Proposal Wireless DAS Telecommunication System

City of Richmond Notice of No Bid

Business & Financial Services Department

Note: Receipt of this completed form will assist us in calling for future bids. Please complete Quotation/Proposal/Tender No.
and submit this form prior to the closing date and time as shown on the Request for
Quotation/Proposal/Tender form. 3245P
Please remember to include Quotation/Proposal/Tender No. at right.

A Quotation/Proposal/Tender is not being submitted for the following reason(s):

We do not manufacture/supply the required

goods/services Cannot obtain raw materials/goods in time to meet
delivery requirements

We do not manufacture/supply to stated specifications Cannot meet delivery requirements

Specifications are not sufficiently defined Cannot quote/tender a firm price at this time

Insufficient information to prepare quote/proposal/tender Insufficient time to prepare quote/tender.

Quantity too small We are unable to competitively quote/tender at this

time.

Quantity too large We do not have facilities to handle this requirement

Quantity beyond our production capacity Licensing restrictions (please explain)

Cannot meet packaging requirements Agreements with distributors/dealers do not permit us

to sell directly.

Cannot handle due to present plant loading Other reasons or additional comments (please explain
below)

I / We wish to quote / tender on Authorized Company Official – Signature and Title Date
similar goods / services in future
Yes No
This space for City of Richmond Comments Firm Name

Address

City

Province Postal Code

Telephone Number

2449878
May 15, 2008 City of Richmond
File: 02-0775-50-3245-P/Vol 01 Business & Financial Services
Department
Finance Division
Telephone: 604-276-4218
Fax: 604-276-4162

To Those Parties Receiving Contract 3245P

Request for Proposal – WLAN Network Solution – Richmond Oval

Dear Sir or Madame:

Re: Addendum #1

This addendum forms part of the Contract Documents and shall be read, interpreted and coordinated with
all other parts.

1. The close date has been extended. The new date is:

Tuesday, June 3, 2008 until 3:00 pm local time

Yours truly,

Sumita Dosanjh
Contracting Specialist

2452919
May 21, 2008 City of Richmond
File: 02-0775-50-3245-P/Vol 01 Business & Financial Services
Department
Finance Division
Telephone: 604-276-4218
Fax: 604-276-4162

To Those Parties Receiving Contract 3245P

Request for Proposal – WLAN Network Solution – Richmond Oval

Dear Sir or Madame:

Re: Addendum #2

This addendum forms part of the Contract Documents and shall be read, interpreted and coordinated with
all other parts.

1. Question: Does the City require WiFi coverage in the waterfront plaza, or other outdoor areas?
Answer: At this time the City does not require WiFi Coverage in the waterfront plaza or other outdoor
areas. This is a consideration for the future.

2. Question: What other applications besides consumer access is the City looking for the network
to provide?
Answer: The City current plans are WiFi for staff use (e.g. laptops, WiFi enabled PDA's) and WiFi for
tenant use, WiFi for public use (internet/dedicated website only), VOIP Nortel phones for staff use.

3. Question: For audiences of 3000 people, how many concurrent users is the City expecting and
what bandwidth requirements for each concurrent user?
Answer: Based on constraints of Activity level 180,000 square foot room with no walls and 80 foot
ceiling, the City requires the maximum useable bandwidth available. Other areas of the building (meeting
spaces, hallways, offices, parking, utility spaces for maintenance staff use) needs are more coverage than
bandwidth based.

4. Question: What type of client devices does the City expect on the network?
Answer: VOIP phones, laptops, PC's as required, WiFi enabled PDA's.

5. Question: Is the City expecting to use the network for video surveillance? VoIP?
Answer: The City is not currently considering using video surveillance. VOIP yes (Nortel).

6. Question: Can the City provide more information or detail on the fibre backbone?
Answer: The Oval has multimode and singlemode fibre connecting the communication rooms/network
switches with POE ports provided by the City for use with selected system. There may be some additional
capacity that could be used however that will be an arrangement that would have to be negotiated
between City and successful bidder.

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7. Question: It appears that the City would like to homerun all the APs with a cabled connection to
a wired network switch, would the City consider a WLAN solution that provided the functionality
and throughput, but did not have each node wired back to a network switch?
Answer: Yes, that solution would be given consideration.

8. Question: Is the cabling in already or is this a site survey to determine AP density and location?
Answer: The bidders are responsible to provide the cabling and infrastructure from communication
rooms to wherever they determine AP's should go. This is a site visit...detailed site survey would be done
only by successful proponent.

Yours truly,

Sumita Dosanjh
Contracting Specialist
May 29, 2008 City of Richmond
File: 02-0775-50-3245-P/Vol 01 Business & Financial Services
Department
Finance Division
Telephone: 604-276-4218
Fax: 604-276-4162

To Those Parties Receiving Contract 3245P

Request for Proposal – WLAN Network Solution – Richmond Oval

Dear Sir or Madame:

Re: Addendum #3

This addendum forms part of the Contract Documents and shall be read, interpreted and coordinated with
all other parts.

1. Questions/ Clarifications from Site Visit:

1) If your proposed solution requires it's own separate backbone cables between the
communication closets, show that cost broken out.

2) The site Electrical and Data cable contractor is Status Electrical. They have indicated
willingness to do work for you (e.g. boom lift work on main activity floor, and Data cabling work
to access points). Contact there is John Samson jsamson@statuselectrical.com

3) Provide optional price to add one additional access point and related items to the installation.
Assume this is a regular install location in dropped ceilings with adequate access.

4) Provide option price to delete one access point and related items to the installation. Assume
this is a regular install location in dropped ceilings with adequate access.

3. Clarification:
The POE network ports being offered for use as attachment ports for the Wireless Access Points
will be:
Extreme Networks model # 15107 Summit X250e-48p

The VOIP Telephone Switch and wireless handsets that will be used in the facility will be:
Nortel CS1000e switch
Nortel WLAN handset # 6120 & # 6140

1. Question: Did the issue of conduit & cost of same for the parkade AP cables arise in the morning
meeting? If it did not, is that a cost you want the bidders to carry or do you want to stipulate a cash
allowance to be included?

2459310
 -2-

Answer: The bidder is to carry the costs, including conduit required to complete the system they design.

Yours truly,

Sumita Dosanjh
Contracting Specialist