Final LATA Grant - RFP Manteca Fiber Master Plan

City of Manteca Request for Proposal (RFP) REQUEST FOR PROPOSAL FOR FIBER MASTER PLAN Issued March 27, 2023 Info Session April 4th at 10 am Via Zoom: Meeting ID: 987 2561 6104 Passcode: 592084 PROPOSALS DUE BY: 5:30 P.M., May 4th, 2023 At City of Manteca Attn: Randy Saffold - RFP City Manager’s Office 1215 Center Street, Suite 201 Manteca, CA 95337 2 Table of Contents Introduction ................................................................................................................................................... 3 Background ................................................................................................................................................... 3 Project and Services Description .................................................................................................................. 3 Deliverables

.................................................................................................................................................. 4 Scope of Services .......................................................................................................................................... 5 Qualifications/Submission ............................................................................................................................ 5 Exhibit 1: City Facility Maps ........................................................................................................................ 9 Exhibit 2: City Owned Fiber and Conduit .................................................................................................. 13 3 Introduction The City of Manteca (City) is accepting proposals from experienced and qualified Broadband Communications Consultants. The purpose of this Request for Proposals (RFP) is to select a consultant to develop a Citywide Fiber Master Plan. It is the intent of the City to contract for said assessment, planning, design, and cost estimation services from a qualified consulting firm that can deliver the plan with all required elements captured. The City will also be looking for innovative financing approaches, including but not limited to, public-private partnerships, in-kind resource swaps, grant acquisition assistance, leasing of portions of the infrastructure, or other recommendations that consider the City’s limited budget capacity. Background The City of Manteca is the third largest city in San Joaquin County, with more than 86,000 residents. Located between Interstate HWY 5 and HWY 99, along HWY 120, Manteca is often referred to as the Crossroads of California. Manteca, at 21 square miles, is 76 miles east of San Francisco, 60 Miles south of Sacramento, and 90 Miles West of Yosemite National Park. Given Manteca’s proximity to the East Bay, housing development is growing rapidly. Known as the “Family City,” Manteca offers an abundant variety of affordable housing choices than the Bay Area, adding 650 to 800+ new homes every year for the last three years. We are a City experiencing rapid growth and have more than 10,000 entitled lots in various stages of development. The City is facing several barriers to robust broadband communications. These include a lack of infrastructure investment by incumbent telecoms, the absence of a metro fiber loop, typically laid by telecom companies for our region, and limited city funding to adequately overcome these barriers. City research has discovered that there are other carriers in the area for fiber, some new and some expanding their service offerings. These tend to have a non-residential focus on business and include CVIN (Vast Networks), Wave Broadband (Astound Communications), Utility Telephone, Frontier, and AT&T with limited fiber runs to major hospitals and businesses only. Frontier has recently begun a fiber- only deployment strategy and replaced some of the old GTE and Verizon copper infrastructure with fiber, thus, 5,000 residences in older portions of Manteca will soon have access to fiber. Several major carriers have fiber backhauls that run along the Interstate 5 and Highway 99 corridors, but no connection points are present in the city at strategic locations. The City will be utilizing a recently awarded LATA grant from the CPUC to fund the creation of a Citywide Fiber Master Plan. Because the city currently does not have funding set aside for the implementation of a Fiber Master Plan, due to budget constraints, creativity in financing the future implementation project will be needed. The City believes its economic future depends on having ubiquitous access to high-speed broadband with gigabit speeds to attract businesses that provide head-of- household jobs. We also recognize the need to provide broadband access to underserved populations is equally necessary to accommodate work-from-home and hybrid education models. Project and Services Description The City of Manteca is looking for a visionary research, planning, design, and implementation team to develop the Citywide Fiber Master Plan. We seek a comprehensive inventory of Manteca’s current assets, as well as other public and private assets in the public right-of-way, including antennas, poles, towers, abandoned facilities, active facilities, and infrastructure to determine their usefulness for implementing a Broadband network within the City. This effort will provide a realistic assessment of assets available for expanding broadband connectivity into underserved areas of the City where speeds do not reach 100 4 Mbps or are not present. While conducting a needs assessment, the consultant will work to assess planned projects that may create opportunities to install conduit and fiber infrastructure, in conjunction with other partners and broadband providers including 5G wireless service options. The Consultant will review the long-term capital projects scheduled for the area and build a map that identifies the projects where broadband infrastructure is needed. The consultant will collect vertical asset inventories for leveraging DAS attachments and WiFi deployments for lifestyle improvements for businesses and underserved residents. The consultant will also attempt to obtain fiber and conduit asset information and construction plans related to the rollout of small cells for 5G deployment and how those activities can be used in expansion efforts through joint trenching and directional boring. This data will be used to develop a broadband master plan and an implementation plan to get the right infrastructure into the underserved areas of the City. The assumption should be that the City has no personnel for, nor desire to, manage the network, provide technical support, or act as the help desk team for outages and problems. Deliverables The City’s expectation is that the project will: • Assess City fiber infrastructure needs, including bandwidth needs, at all facility locations. • Assess all fiber-related assets in the City and potential regional fiber partners. • Discover and assess the ability to utilize other non-city conduits, including empty conduits in neighborhoods, that do not currently have fiber. • Consider the fiber needs of future 5G and 6G small cell installations on City vertical assets along main arterials and into underserved rural areas. • Verify locations and count the existing City fiber assets, including cables, strands, vaults, empty conduits, hand holes, or others. • Assess resident and business fiber needs and willingness to support a municipal fiber network. • Recommend a fiber management plan and management model that does not rely on the city’s IT staff to manage the network. • Recommend a phased approach for constructing a municipal fiber network that connects all city facilities. • Recommend an appropriate business model for maintaining the network. • Recommend a financing strategy for the Fiber Master Plan’s implementation that recognizes the City’s funding limitations. The City is committed to flexibility in the design and implementation process to maximize the benefits to the community. The City is prepared to consider participation in a public-private partnership, community- owned co-op, third-party-run local fiber utility, or other recommendations. Attached in Exhibits 1, 2, and 3 you will find Maps of City Facilities and known resources. The successful Consultant will be required to enter into a written agreement with the City and provide certificates of insurance in the forms acceptable to the City and in the amounts shown on the agreement form. The format of this agreement will be provided to the top-ranked Consultants invited to the interview process. The final agreement will include a provision for maintaining a named Project Manager and team for the duration of the project. The successful proposal shall include a Scope of Consultant Services, which will become an attachment to the final agreement. 5 Scope of Services The Project will need to encompass all of the following areas. Assessment: The City will ask the consultant to assess all current bandwidth needs, based on current and projected future needs. The consultant will capture needs during focus groups, public workshops, and staff meetings with a focus on underserved businesses and community members. After the needs assessment is completed, the consultant will translate the needs into a report with recommendations. The consultant will also assess all local fiber assets and potential partner agencies to help realize the development of the network including talks with major telecoms, private businesses, the County, and the School District. Future Proof Network: The City will ask the consultant to look at emerging technologies that could enhance inter-facility communications, assess the functionality of current equipment not utilizing fiber communications infrastructure, and create a network for Manteca’s broadband needs that is future-proof. Recommend Business Model: The City will ask the consultant to help the city determine what level of fiber service it should offer. This could be conduit leasing only, dark fiber and conduit leasing, or even full-service carrier-neutral Internet Exchange Provider (IXP). The City would expect guidance on the management and financial model for running whatever recommended option the consultant gives. Design and Cost Estimation: The quote will need to address each proposed element of establishing the fiber network route including; the type of deployment through trenching, aerial, or directional boring, the method and cost of managing the network, and the cost of each phase of deployment. Cost should also include an assessment of current facility locations, City-owned land and the City Right of Way for construction, and the need to purchase any land or equipment. Finally, the proposed routes will have to be assessed for any complications from underground utilities or other barriers, which might cause modification to ideal deployment paths. Financing Plan: The City will ask for recommendations on how to finance the implementation of the Fiber Master Plan. Understanding the City lacks financial resources within its current funding structure to accomplish the plan, please provide a roadmap for how the city could proceed through the utilization of other funding resources. Qualifications/Submission Proposers shall include the following information: A. COVER LETTER & MEMORANDA Provide the following information: • A statement requesting the City to evaluate the submitted qualifications based on the Scope of Services for the proposed assessment, planning, design, and cost estimation services. • Identification of all proposed sub-consultants, including a description of the work to be performed by the prime firm and each sub-consultant firm proposed for the Project. • Indicate the location of the office from which the work will be performed. • Acknowledgement of any and all addenda. • A signed statement by an officer of the firm attesting that all information in the proposal is true and correct. 6 B. CONTRACT TERMINATION CIRCUMSTANCES Provide a response to the following question: Has your firm ever been terminated from a contract? If Consultant has been terminated from a contract, describe the facts and circumstances in detail, on a separate sheet. C. TECHNICAL CONTENT The technical content of the Proposal shall include the following: Qualifications, Related Experience, and References This section of the Proposal should establish the ability of the proposed team to satisfactorily perform the required work by reasons of experience in performing work of the same or similar nature; demonstrated experience working with local agencies and cities directly involved in this project; staffing capability; workload; record of meeting schedules on similar projects; and supportive client references. Specifically: • Provide a brief profile of the firm, including the types of services offered; the year founded; the form of the organization (corporation, partnership, sole proprietorship); number, size, and location of offices; the number of employees. • Provide a general description of the firm's current financial condition; identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede the ability to complete the project. • Describe the firm's experience in performing work of a similar nature to that solicited in this RFP and the participation in such work by the key personnel proposed for assignment to this project. Highlight the firm’s and key personnel’s experience with needs assessment, site selection, design, and cost estimation or related projects of similar complexity completed within the last 20 years by key members of the proposed project team. • A brief description of the project team, key staff, and sub-consultants, and an explanation of the relevance of their experience as it relates to this project. • Provide a minimum of three (3) references who now utilize a fiber network planned and designed by the firm that can discuss the firm and project team’s qualifications to deliver the project Scope of Services. The references shall be knowledgeable and able to discuss the qualifications of the firm and project team correlating with the work experience cited under the sections above. Furnish the name, title, address, and telephone number of the person(s) at the client organization who are most knowledgeable about the work performed. • Provide a list of past joint work by the offeror and each sub-consultant, if applicable. The list should clearly identify the project and provide a summary of the roles and responsibilities of each party. Proposed Team, Staffing, and Project Organization This section of the Proposal should identify key personnel, and explain qualifications and assignments, specifically: • Provide a project organization chart that clearly delineates communication/reporting relationships among the project staff, including any sub-consultants. • Identify key personnel proposed to perform the work in the specified tasks and include major areas of subcontract work. Include the person's name, current location, proposed 7 position for this project, proposed project assignment, level of commitment to that assignment, availability for that assignment, and how long each person has been with their respective firms. • Provide brief resumes [not more than four (4) pages each, or two (2) sheet front and back if double-sided] for the proposed Project Manager and other key personnel shown on the project organization chart. Resumes should be provided for only key personnel substantially involved in the project (performing more than 10% of the billable work or. Individual’s project experience should highlight and discuss the individual’s experience on projects of similar nature as this Project, and correlating experience with the proposed role on Project. Project experience should correlate with the experience discussed under section C.1.c above. Provide education, experience, and applicable professional credentials of project staff. Identify key personnel who are specially licensed or certified to work on the Project. Include a copy of all applicable professional licensure or certification relevant to this project for project team personnel as an attachment (this does not count towards the page count limit). Do not include extraneous certifications, those not relevant to this project scope. • Provide education, experience, and applicable professional credentials of project staff. • Include a statement that key personnel will be available to the extent proposed for the duration of possible projects, acknowledging that no person designated as "key" to the project shall be removed or replaced without prior written notice to the City. Work Plan A work plan should be included with the scope of work outlining the timeline for the project elements. D. QUESTIONS & SUBMISSION Please note that questions will only be accepted via e-mail or in a zoom meeting to be held April 4th at 10 am. Info session and QA Zoom meeting on April 4th 10 AM: https://zoom.us/j/98725616104?pwd=NXNQSnkxUHNjR1ZFK0dRNmt1eXVXUT09 Meeting ID: 987 2561 6104 Passcode: 592084 Find your local number: https://zoom.us/u/acK6AAezip Please submit the Consultant’s notice of intent to participate in the RFP and any questions regarding this RFP in writing to Randy Saffold at rsaffold@manteca.gov by the deadline. Answers to all questions will be emailed back to the sender and posted on the city website in the RFP section on the homepage for others to review. Proposals shall include a cover letter detailing the consultant’s qualifications, address all areas of the scope section, and include: One (1) original unbound, four (4) bound copies, and one (1) electronic copy via secured Dropbox or USB drive of the proposal. All Proposals are to be submitted in a sealed package, clearly marked with “Proposal for Manteca https://zoom.us/j/98725616104?pwd=NXNQSnkxUHNjR1ZFK0dRNmt1eXVXUT09 https://zoom.us/u/acK6AAezip 8 Citywide Fiber Master Plan.” The consultant will not include the cost estimate in the bound proposal document, but shall submit a copy of the cost estimate in a sealed envelope separate from the Proposal, but attached, clearly marked with Name of Proposer, Project Name, and “Sealed Cost Proposal.” Send To: City of Manteca Attn: Randy Saffold - RFP City Manager’s Office, Economic Development Div. 1215 Center Street, Suite 201 Manteca, CA 95337 The City reserves the right to accept or reject late proposals at its sole discretion. The City does not recognize the U.S. Postal Service, or any other organization, as its agent for the purposes of accepting Proposals. All Proposals received after the deadline may be rejected and returned unopened. No extensions will be granted. The City reserves the right to cancel the RFP process and start a new process or extend the existing process if it receives an insufficient pool of applicants at the City’s sole determination. 9 Exhibit 1: City Facility Maps 10 Aerial of City Hall Complex 11 Easterly City Facilities 12 Central and Westerly City Facilities 13 Exhibit 2: City Owned Fiber and Conduit 14 Current City Facility Connections The following sites have been or are in the process of being upgraded from Gigawave to Comcast Ethernet Network Service(ENS). Estimated completion is by January 2024. • Fire Station 1 (290 S Powers Ave Manteca CA) – In progress • Fire Station 2 (1154 S Union Rd, Manteca, CA 95337) – In progress • Fire Station 3 (399 W Louise Ave Manteca CA) – In progress • Fire Station 4 (1465 W Lathrop Rd, Manteca, CA 95336) – Completed • Fire Station 5 (1675 E Woodward Ave, Manteca, CA 95337) – Completed • Facilities (740 W Center St, Manteca, CA 95337) – Completed • Development Services (1215 W Center St Suite 201, Manteca, CA 95337) – Completed • Trees Yard (245 N Union Rd, Manteca, CA 95337) – In progress • WQCF (2450 W Yosemite Ave, Manteca, CA 95337) – In Progress • Sycamore (124 Sycamore Ave Manteca CA) – In progress • Transit Center (220 Moffat Blvd, Manteca, CA 95336) – In progress • Water Yard (230 Oak St, Manteca, CA 95337) - In progress • Manteca Library (320 W Center St, Manteca, CA 95336) – In progress 15 Only City Owned Fiber Reported as 42 Strands 1 mile long with one (1) empty 2” conduit and one (1) 2” conduit with 42 reported strands Transit Center City Hall 16 Known City Owned Conduit 2” empty conduit from City Hall to Transit Center (1 mile) next to 42 strands in adjacent conduit. Termination points are most likely well facilities and may not have fiber. 2” Conduit under Highway 99 at Austin Road CITY HALL TRANSIT CENTER CORP YARD INDUSTRIAL BUSINESS PARK