HomeMy WebLinkAboutItem 4.05 RFP DataVoiceCabling (2)
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CITY C LE R K
File # O[2J[QJ[(2J-l3J[Q]
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 7, 1999
SUBJECT:
Request for Authorization to Distribute a Request for Proposals for Data and Voice
..pabling Project as part of the Civic Center Expansion and Renovation Project
2 (Report prepared by: Nick Stevens, Information Systems Manager)
ATTACHMENTS: 1), Request for Proposals (RFP)
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RECOMMENDATION: "'" 1) Authorize Staff to Distribute RFP
FINANCIAL STATEMENT:
Estimated cost $50,000. A budget change will be required. (See Award of
Civic Center Renovation Agenda item)
DESCRIPTION:
The Request for Proposals will begin the process of awarding a contract installation of new cabling. The new
r cabling will be installed in theeA1'anded and renovated areas of the Civic Center.
BACKGROUND:
As part of the Civic Center Expansion and Renovation project, new cabling for the computer and voice
networks needs to be installed in the affected areas. This cabling will match the existing cabling and allow
computers and phones to be accessed in the expanded and renovated parts of the building.
PROCESS:
The Request for Proposals (RFP) has been designed to solicit proposals from vendors to install cabling. The
RFP will be circulated on September 8, 1999 and proposals due to the City on September 23, 199-9. Once the
vendors are ranked according to the responses, negotiations have concluded' and references checked, Staff will
return to the City Council for the award of the contract. It is anticipated that the award of the contract will be at
the October 5, 1999 City Council meeting.
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RECOMMENDATION:
It is recommended that the City Council authorize City Staff to distribute the Request for Proposals (Exhibit 1).
~"-------------------------------------------------------------------------------------~-----------------------------------------------------------
COPIES TO:
4.7
ITEM NO.
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City of Dublin, California
Information Systems Department
Request for Proposals for the
"Civic Center Expansion Cabling Project"
September, 1999
Attachment 1
City of Dublin
Civic Center Expansion Cabling Project
"""'"
Notice to Bidders
Notice is hereby given that sealed bids, subject to the conditions named herein and in the
Specifications therefor forthe City of Dublin Civic Center Expansion Cabling Project Contract
addressed to the City of Dublin will be received at the City Clerk's Office, 100 Civic Plaza, 2nd
floor, Dublin, CA 94568, up to Thursday, September 23, 1999 at 2:00pm, at which time they will
be publicly opened and read.
A complete set of bid documents is available at City Offices, 100 Civic Plaza, City Managers
Office, Dublin CA 94568.
For further information on this bid contact Nick Stevens, Information Systems Manager, at 925-
833-6604.
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Nick .Stevens,JnformatiOO-Systems Manager
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1.0
General Information
1.1 City Objective
In fiscal year 1999-2000, the City of Dublin will be expanding its offices at the Civic
Center. As part of the build-out, the City will be adding or remodeling approximately 66
offices or workstations. Each workstation will require two (2) category-5 computer
network data connections and two (2) category-5 telephone voice connections. The new
cabling will be fully integrated with the City's existing cabling infrastructure. The City
of Dublin is seeking proposals for completion of the cabling as outlined in this Request
for Bids.
1.2 Proposals Instructions
In order to receive consideration, all bid proposals shall be made in accordance with the
following instructions:
1.2.1 Proposals shall be made upon the forms provided therefor, properly
executed and with all items filled out; the signature of all persons signing
shall be in long hand.
/--
1.2.2 Blank spaces in the forms must be properly filled in, and the phraseology
thereof must not be changed. Additions must not be made to the items
mentioned therein. Any unauthorized conditions, limitations or
provisions attached to a proposal may cause its rejection. Alterations by
erasures or interlineation must be explained or noted in the proposal over
the signature of the vendor.
1.2.3 No FAXED proposals will be considered. No proposal received after the
time fixed for receiving them will be considered. Late proposals will be
returned to the vendor unopened.
1.3 Proposal Format
1.3.1 Signature: Proposal shall be signed by an authorized corporate officer.
1.3.2 Bid Forms. Each vendor shall fill out completely and accurately the
proposal forms supplied with this invitation to respond to the Bid. Failure
to use the forms provided will invalidate the proposal. Failure to answer
any of the questions or provide any of the information requested in the
bid specifications may subject the entire proposal to rejection. The
inability to meet a specific feature or item of equipment requested or any
specific general condition will not invalidate your proposal, but will be
weighed in the finals selection of the successful vendor. It is the
vendor's responsibility to point out those items and or conditions which
can not be met.
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1.3.3 Valid Period. Include a statement that the terms of the proposal will
remain valid for 60 days.
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1.3.4 Qualifications. Firms relevant experience, responsiveness; ability to
perform; anticipated manpower allocation. Provide three references of ......",
agencies where similar work has been performed in the past. In each case
briefly describe the project scope and indicate a contact person and
phone number.
1.3.5 Identify the personnel to be involved in the project and their background.
Include information relative to any subcontractor.
1.4 Meetings and Deadlines.
1.4.1 Due to the unique nature of the building layout and project, all vendors
must attend the pre-bid walk through in order to be eligible to submit a
bid proposal. The pre-bid meeting will take place on:
Monday, September 13, 1999, lOam
1.4.2 Due Date for Response
Thursday, September 23, 1999, 2pm
1.4.3 One copy of the bid proposals should be submitted to
City of Dublin
City Clerks Office
100 Civic Plaza, 2nd floor
Dublin, CA 94568
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1.5 Bid Clarification Upon receipt of your proposal, you may be called for additional
information andlor detailed discussion of the proposal.
1.6 Addenda or bulletins. Any addenda or bulletins issued by the City during the
time of the bidding performing a part of the documents provided to the bidder for
the preparation of his bid shall be covered in the bid and shall be made a part of
the contract.
1.7 Withdrawal of bids. Any bidder may withdraw a bid, either personally or by a
written request, at any time prior to the scheduled deadline for receipt or written
bids.
1.8 Economy or preparation. The proposals should be prepared simply and
economically, provided a straight forward, concise description of the bidder's
capabilities to satisfy the requirements of these specification. The bidder shall be
responsible for costs incurred in the proposal preparation and delivery.
1.9
City Right to Accept or Reject Proposals. The City of Dublin reserves the right
to accept or reject any proposals, and all subsequent material, either verbal or
written, exclusive of an executed written contract. This invitation to respond to
the Bid in no way obligates the City of Dublin to any company, supplier,
manufacturer, or respondent to the RFP.
......."
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1.10 Award and Execution of the Contract
1.10.1 The award of the contract, if it be awarded, will be to the lowest
responsible bidder whose proposal complies with all the requirements
prescribed.
1.10.2 Bonds. Contractor shall provide, at the time of the execution of the
agreement or contract for the work, and at their own expense, a surety
bond in the amount equal to at least ten percent (10%) of the contract
price as the bid bond. Contractor shall also provide, at the time of the
execution of the agreement or contract for work, and at their own
expense, a separate surety bond in an amount equal to at least one
hundred (100%) of the contract price as security for the payment of all
person performing labor and furnishing materials in connection with said
agreement. Sureties on each of said bonds shalI be satisfactory to the
City Attorney. It is the responsibility of the vendor to demonstrate how
they will best meet the City of Dublin 's requirements.
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1.11 Errors and Omissions. The City of Dublin shalI not be held responsible for
errors, omissions, oversights brought to the attention of the City of Dublin
subsequent to the due date of this proposal which alter or modify the information
which form the basis for evaluation of the submitted bid response, shall remain
. the responsibility of the vendor. Additionally, any errors, omissions, or
oversights of a material nature may constitute grounds for rejection of the
submitted proposaL
1.12 Contractors Liability and Worker's Compensation Insurance. Per the agreement
with the City, the Contractor shall at herlher own cost and expense procure and
maintain satisfactory public liability and casualty insurance to adequately protect
the contractor and the City in damages for personal injury, including death,
which may arise from operations under the contract, whether such operations are
by the contractor or subcontractor, or anyone directly or indirectly employed.
The City of Dublin shall be named as an additional insured.
Contractor shall at hislher own cost and expense procure and maintain adequate
workers' compensation insurance in an amount satisfactory to the City and
sufficient to protect the contractor or subcontractor as well as the City form any
claims under the Workers' Compensation Law, it begin expressly understood and
agreed that all persons employed directly or indirectly in connection with said
work by the Contractor or any subcontractor will be considered to be the
employees of the Contractor and not employees of the City.
1.13 Materials and Appliances. Unless otherwise stipulated, the contractor shall
provide and pay for all materials, labor, tools, equipment, transportation and
other facilities necessary for the performance and completion of the work. All
specific handling equipment charges shall be paid by the Contractor.
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1.14 Building Repairs. The Contractor shall be liable and responsible for any building
repairs required due to work being completed. The may include, but is not
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limited to ceiling tiles and damage to walls or floors or other amenities within the
Civic Center. ....",.,
1.15 Beginning or Work and Time of Completion. Contractor shall commence the
work within ten (10) working days of the date of the Notice to Proceed and shall
diligently prosecute the work to final completion. Contractor shall return the
signed contract, performance and labor bonds, and insure certification within five
(5) working days after the receipt of contract form the City. The continuous
prosecution of work by contractor shall be subject only to Excusable Delays as
defined in the Agreement. Work shall be completed with 15 days following
receipt from the City. Work completed on the weekends or city holidays must be
approved in advance.
1.16 Pre-Construction Conference. A mandatory pre-construction conference will be
held at the Dublin Civic Center, 100 Civic Plaza, Dublin, CA on Monday
September 13, 1999 at lOam for the purpose of discussing with the the scope of
the work, contract drawings, specifications, existing conditions, materials to be
ordered, equipment to be used, and all essential maters pertaining to the
prosecution of a satisfactory completion of the project as required. The .~:
contractor's representatives at this conference shall include all major.
superintendents for the work and may include major subcontractors.,
1.17 Field Conditions.
1.17.1 Data. The current data cabling scheme at the Civic Center consists of
one 4-pair, unshielded Category-5 plenum cable terminated in each
office or workstation and to AMP Category-5 patch panels in the
Computer Room for the City Offices side of the building and in the
Police data closet for the Police Services side of the building. The two
sides are linked via a 4 strand fiber connection.
""'-'
1.17 .2 Voice. The current voice cabling scheme at the Civic Center consists of.
one 4-pair, unshielded Category-5 plenum cable terminated in each
office or workstation and to local junction station punch-down blocks.
The junction boxes are then connected to the Telephone Room. Each
office or workstation contains at least one AMP modular jack, top port
voice, lower port data.
All cabling is in accordance with all EIAlTIA 568 standards for Category
5. The Computer and Telephone Rooms are located at opposite ends of
the Civic Center. The Police data closet is located adjacent to the
Telephone Room.
1.18 The vendor shall represent and warrant that he has sufficiently informed himself
in all matters affecting the performance of the work. Furnishing of the labor,
supplies, material and equipment called for in the specifications and that she has
checked the proposal for errors and omissions; that the prices stated in the
proposal are current and as intended and are complete and correct in terms of
prices, labor, supplies, materials, and equipment required by the proposal
documents.
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1.19 Prevailing Wage
1.19.1 The wage rates determined by the Director of Industrial Relations
entitled "General Prevailing Wage Rates" refer to expirations dates. If
the published wage rate does not refer to a predetermined wage rate to be
paid after the expiration date, said published rate of wage shall be in
effect for the life of this contract. If the published wage rate refers to a
predetermined wage rate to become effective upon expiration ofthe
published wage rate and the predetermined wage rate is on file with the
Department ofIndustrial Relations, such predetermined wage rate shall
become effective on the date following the expiration date and shall
apply to this contract in the same manner as if it had been published in
said publication. If the predetermined wage rates, which expiration dates
occur during the life of this contract, each successive predetermined
wage rate shall apply to this contract on the date following the expiration
date of the previous wage rate. If the last of such predetermined wage
rates expires during the life of this contract, such wage rate shall apply to
the balance of the contract. General Prevailing Wage Rates are on file
in the office of the City Clerk.
1.19.2 Labor Nondiscrimination.
1. 19.2. 1 Attention is directed to the following Notice that is required by
Chapter 5, Title 2, California Administrative Code:
NOTICE OF REQUIREMENT FORNONDISCRlMINA TION
PROGRAM (GOVERNMENT CODE, SECTION 12990)
Your attention is called to the ''Nondiscrimination Clause." Set
forth herein, which is applicable to all nonexempt state contracts
and subcontracts, and to the "Standard California
Nondiscrimination Construction Contract Specifications" set
forth herein. The Specifications are applicable to all nonexempt
state construction contracts and subcontracts of$5,000 or more.
NOND~SCRlMINA TION CLAUSE
1.
During the performance of this contract, contract and is
subcontractors shall not unlawfully discriminate against
any employee or applicant for employment because of
race, religion, color, national origin, ancestry, physical
handicap, medical condition, marital status, age (over
40) or sex. Contractors and subcontractors shall insure
that the evaluation and treatment of their employees and
applicants for employment are free of such
discrimination. Contractors and subcontractors shall
comply with the provisions of the Fair Employment and
House Act (Government Code, Section 12990 et seq.)
and the applicable regulations promulgated thereunder
(California Administrative Code, Title 2, Section 7285.0
et seq.).
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2.
The applicable regulations of the Fair Employment and
Housing Commission implementing Government Code,
Section 12990, set forth in Chapter 5 of Division 4 of
Title 2 of the California Administrative Code are
incorporated into this contract by reference and made a
part hereof as obligations under this clause to labor
organizations with which they have a collective
bargaining or other agreement.
.""""",
3. This contractor shall include the nondiscrimination and
compliance provisions of this clause in all subcontracts
to perform work under the contract.
1.30 Subcontracting. A sheet for the purposes of listing the subcontractors, as
required by the Subletting and Subcontracting Fair Practices Act, is included in
the bid packet.
......"
.......
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2.0
Specifications and Proposal Forms
2.1 Scope of Work. Plans and Contract documents may be secured from the office
of the City Manager, 100 Civic Plaza, 2nd Floor, Dublin, Ca 94568,925-833-
6650. One copy will be provided to each bidder free of charge.
2.1.1 It is the intent of the City to have a single bidder responsible for the
provision of all items identified in the specifications. Although it is
recognized that a successful bidder may utilize subcontractors for a
portion of the work, they shall be clearly identified on the "Bidders List
of Subcontractors Form." The bidder is specifically advised that any
person, firm, or other party to whom it is proposed by the successful
bidder to award a subcontract must be acceptable to the City and shall be
bound by all terms and condition of the bid.
2.2 Specifications.
2.2.1 General. A set of drawings will be distributed with each bid package.
These plans detail the termination locations of the cable the City is
seeking in the project. The materials and labor required to implement
these plans are detailed on the attached forms. Using the plans provided
by the City each bidder is required to provide cost and other details as
requested on the following forms:
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2.2.2
2.2.3
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1)
2)
3)
4)
Bid proposal summary
Materials Cost Detail
Labor and Installation Cost Detail
Bidder List of Subcontractors, if applicable
Overview. As part of the City's expansion within the Dublin Civic
Center, the City will need data and voice cable installed in 66 new or
remodeled locations. Each location consists of two (2) data and two (2)
voice Category-5 cables. Data cable will terminate in nearest location:
the Computer room, North 2nd floor data closet, or the Police data closet.
The North 2nd floor data closet will be created with a 4-strand fiber optic
connection to the main Computer room. Voice cables will terminate in
the nearest voice junction box.
Details. The cabling is to be installed in two phases that correspond to
the phases of the general construction work at the Civic Center. During
phase one, contractor will complete all phase one work between October
1999 and November 1999. During Phase Two, contractor will complete
all work between January 2000 and March 2000. Contractor shall
coordinate work with the City's General Contractor to ensure an efficient
installation schedule. Cabling shall be installed in build-out spaces as
new walls are framed and conduit is in place. Cable contractor shall
return and terminate locations as build-out space is finished.
2.2.3.1 Phase One. October 1999 to November 1999
P"!!e 9 orI5
2.2.3 .1.1 Contractor shall install Harris-Dracon or equivalent
steel seismically braced wall mount with a depth of ......,
24" to support patch panels and hubs in the North 2nd
floor data closet.
2.2.3.1.2 Contractor shall install punch down blocks in
existing junction box in the North 2nd floor data
closet. Punch down blocks will be connected to new
punch down blocks in Telephone room.
2.2.3.1.3 Contractor shall install four (4) Category-5 24-port
modular to I 10 AMP patch-panels in the 2nd floor
data closet.
2.2.3.1.4 Contractor shall install one (1) Seicor or equivalent 4
strand fiber optic cable from the North 2nd floor data
closet to the Computer room.
2.2.3.1.5 Contractor shall install four (4) Category-5, four
pair, plenum rated PrestoIite-55e, MPP/CMP/PCC
cable to a four-jack AMP wall plate in twenty-three
(23) offices and seven (7) workstations in the City
Offices side of the building.
2.2.3.1.5.1 In each location, two (2) data cables will
terminate in the North 2nd floor data closet
and two (2) voice cables will terminate in
the nearest telephone punch down block
junction.
.....,
2.2.3.1.5.2 The top two jacks shall be voice and the
bottom two jacks shall be data.
2.2.3.1.5.3 Each jack will be labeled with its
corresponding patch panel or punch down
block location with machine generated
labels. Each jack shall be labeled with the
appropriate computer or voice icon.
2.2.3.1.5.4 Contractor will route, dress and terminate
the station cable to the patch panels in
accordance with all EIA/TIA 568 standards
for Category 5.
2.2.3.1.6 Computer Room.
2.2.3 .1.6.1 Contractor will install 4-strand Seicor or
equivalent fiber optic cable from North 2nd
floor data closet.
"""""
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2.2.3.1.7 Telephone Room. Contractor shall connect new
punch down blocks to new junction box in the North
2nd floor data closet.
2.2.3.1.7.1 All punch down blocks will be labeled with
each voice cable's location.
2.2.3.2 Phase Two. January 2000 to March 2000
2.2.3.2.1 Contractor shall install four (4) Category-5, four
pair, plenum rated Prestolite-55e, MPP/CMP/PCC
cable to a single, four-jack AMP wall plate to
sixteen (16) offices and six (6) workstations on the
City Offices side of the Civic Center.
2.2.3 .2.1.1 In each location, two (2) data cables will
terminate in the nearest termination point:
fifteen (15) in the Computerroom and seven
(7) the North 2nd floor data closet. Two (2)
voice cables at each location will terminate
in nearest telephone junction box.
2.2.3.2.1.2 The top two jacks shall be voice and the
bottom two jacks shall be data
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2.2.3.2.1.3 Each jack will be labeled with its
corresponding patch panel or punch down
block location with machine generated
labels. Each jack shall be labeled with the
appropriate computer or voice icon
2.2.3.2.1.4 Contractor will route, dress and terminate
the station cable to the patch panels in
accordance with all EIAlTIA 568 standards
for Category 5.
2.2.3.2.2 Contractor shall install four (4) Category-5, four
pair, plenum rated Prestolite-5, MPP/CMP/PCC
cables to a single, four-jack AMP wall plate to
fifteen (14) offices on the police Offices side of the
Civic Center.
2.2.3.2.2.1 In each location, two (2) data cables will
terminate in the Police data closet and two
(2) voice cables will terminate in the nearest
telephone junction box.
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2.2.3.2.2.2 The top two jacks shall be voice and the
bottom two jacks shall be data
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2.2.3.2.2.3 Each jack will be labeled with its
corresponding patch panel or punch down
block location with machine generated
labels. Each jack shall be labeled with the
appropriate computer or voice icon
......."
2.2.3.2.2.4 Contractor will route, dress and terminate
the station cable to the patch panels in
accordance with all EIAffIA 568 standards
for Category 5.
2.2.3.2.3 Contractor shall install one (2) 24-port AMP patch
panel into Police data closet for the data runs.
2.2.3.2.3.1 All patch panels will be labeled with
machine generated labels with each cable's
location.
2.3 Station Cable Testing.
2.3.1 Certify that all station cable meets or exceeds the EIA 568 standard for
Category 5. Contractor will perform Category 5 certification of all cable
using a Penta Scanner. The scanner will produce the following test
results at 100mhz:
1. Line Mapping
2. DC Loop Resistance
3. Noise
4. Near End Crosstalk
5. Length
6. Attenuation
7. Impedance
.....",
Should any test fail, the trouble will be located and repaired or the cable
replaced. Upon completion of repairs the cable will be retested and the
results documented. A complete set of test results will be turned over at
the completion of the project.
Addition Information: Questions related to this document may be addressed to:
Nick Stevens
Information Systems Manager
City of Dublin
1 00 Civic Plaza
Dublin, CA 94568
925-833-6604
nick.stevens@ci.dublin.ca.us
'...,."
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Bid Proposal Summary Form
City of Dublin - Civic Center Expansion Cabling Project
I have received the documents relative to the City of Dublin Civic Center Expansion Cabling
Project. The bid package includes Notice and Instruction to Bidders, Specifications, and plans
detailing the Civic Center.
The following costs relate to the total cost of the project as defined in the plans and specifications
including all applicable delivery charges, taxes, and fees. The unit price the vendor specifies in
the Materials Cost Detail section should apply to quantity deviations of up to a 25% difference in
the estimated quantity.
A. Cost Summary
Category Total
Materials $
Labor $
Grand Total $
/--
B. References
Please list two references for which you have provided similar work.
C. Addendum's Included
This proposal includes all modifications contained in the following addendum's or
clarification's.
Addendum #
Date Issued
D. Submitted by
Name:
Firm Name:
Address:
Phone:
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Signature
Date
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Materials Cost Detail
Material type Unit Price Estimated Total Manufacturer
Quantity Price
110 modular jack 154 AMP
assembly, rj45,
universal, catS
Standard faceplate 51 AMP
4 port, 110connect,
w/icons for offices
Modular faceplate, 26 AMP
4 port, 110 connect
w/icons for
workstations .
Seicor or 500 ft.
equivalent 4 strand
fiber optic cable
Seicor or equivalet 8
ST connectors for
fiber connections
ElA/TIA 586 30,000 ft* Prestolite 55E
compliant 24
gauge Category 5,
4 pair plenum
rated cable
RJ45, 48 port, 4 AMP
Category 5, Patch
Panels
Harris-Dracon or 1
equivalent steel
seismically braced
Wall Mount
Punch down 6
blocks
Total
The unit price the vendor specifies in this section should apply to quantity deviations of up to a
25% difference in the estimated quantity.
* Rough estimate. Contractor should supply own total cable length based upon City drawings
and walkthrough.
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Labor Cost Detail
W orkstatioD Hourly Rate Estimated Hours to Subcontractor (if
Terminations complete applicable)
Install 4, 4-pair,
category 5 plenum
rated cable to each
station location as
defined on City
provided drawings
Install 4, RJ45
connectors and
faceplate at each
station location
Computer, North 20a
floor data closet,
Police data closet &
Telephone Room
Equipment
Install 4, 48 port RJ45
to 110 type patch
panels in the two data
locations
Install one wall mount
support for patch
panels and hubs
Install punch down
blocks in telephone
room and junction
box
Total
F:\Projeas\BuildOut\Cable RFP.doc
Page 15 of 15
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