May 15, 2015
Presented by :

NYU Hospitals Center
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Objective ................................................................................................................................................................ 3
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RFP Overview ....................................................................................................................................................... 3
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Milestone Calendar ................................................................................................................................................ 3
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Required RFP Response Format ............................................................................................................................ 3
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Proposal Due Date, Delivery Instruction and Communication .............................................................................. 3
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Proprietary Information, Non-Disclosure .............................................................................................................. 4
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Costs Incurred ........................................................................................................................................................ 4
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NYUHC Reserves Right to Reject Any and All Bids ............................................................................................ 4
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Effective Period of Prices ...................................................................................................................................... 4
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Request for Proposal Scope .............................................................................................................................. 4
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Pricing .............................................................................................................................................................. 6
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Past Performance and References ..................................................................................................................... 6
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Company Profile and Financial Stability .......................................................................................................... 7
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Work Experience .............................................................................................................................................. 7
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Technical Criteria ............................................................................................................................................. 8
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Proposed Staffing Approach ............................................................................................................................. 8
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NYU Hospitals Center
The purpose of this Request for Proposal (RFP) is to solicit proposals from low-voltage cabling companies for the installation of new cabling and removal of old cabling relating to the move of our Emergency Phone System PBX from the Smilow Mezzanine Data Center to the new Data
Center located on Berg 6 th floor.
NYU Hospitals Center (NYUHC), one of the nation’s premier centers for excellence in clinical care, biomedical research and medical education, has recently completed a new Data Center in
Berg 6 th Floor and is currently populating it with various technology. As part of this effort, the
Emergency Phone Service PBX, a multi-shelf Avaya unit, will be moved from its current location in Smilow to the new Data Center in Berg.
To support this move, new riser cabling must be installed between the MSB Cellar and the Berg
6 Data Center. This cabling must be terminated on the Berg 6 wall field, and on the day of the
PBX move, will need to be spliced to existing riser cable.
NYUHC expects to complete this PBX move in September of 2015.
RFP Release Date
Site Tour & Bidders Conference
5/15/2015
5/21/2015 11:00 AM EST
Additional Questions due
Answers to Vendors due
Proposal due
Evaluation Period
6/1/2015
6/3/2015
6/5/2015
6/5 - 6/11/2015
12:00 PM EST
12:00 PM EST
3:00 PM EST
Contract Award 6/17/2015
Vendors are required to submit their Proposal in the specified electronic format. Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with Vendor ’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel . Any supporting graphic or presentation-based slides may be submitted in a separate
PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.
All Proposals are due by June 5, 2015 no later than 3:00 P.M. EST.
Send your complete electronic response via email to: ITSourcing@nyumc.org
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NYU Hospitals Center
Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to ITSourcing@nyumc.org
only. Under no circumstances shall Vendor contact any employee of NYULMC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted.
Vendor shall have no rights in this document or the information contained therein and shall not duplicate or disseminate said document or information outside the Vendor's organization without the prior written consent of NYUHC.
All costs incurred in the preparation and presentation of the Proposal shall be borne by Vendor.
By submitting a Proposal, Vendor agrees that the rejection of any Proposal in whole or in part will not render NYULMC liable for incurred costs and damages.
Nothing in this RFP shall create any binding obligation upon NYUHC. Moreover, NYUHC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYUHC reserves the right to award portions of this bid. All bids should be governed by NYUHC standard Policy and Procedure and Terms and Conditions.
All pricing Proposals by Vendor will remain fixed and firm until November 1, 2015.
The NYUHC Emergency Phone system provides backup phone service in the event of a production, network-based phone service failure. Emergency handsets are strategically located throughout the Super Block to provide this backup service. The PBX supporting these emergency phones is currently located in the Smilow Mezzanine Data Center. NYUHC wants to move this PBX to a recently constructed Data Center located in Berg on the 6 th floor. To accommodate this move, new riser cabling will be required.
Before the move of the PBX, the Vendor is required to trace and document all cross-connects originating at the Ayaya PBX blocks in Smilow to the IDF on the floor where the individual phones are located. The current count of emergency phones deployed is approximately 150. It is NYUH C’s Telecom department’s responsibility to locate the phones on the floor and verify that they are in fact operational prior to the PBX move.
The following point-to-point backbone cables provide the connectivity between the PBX and the individual handsets in various buildings (see also diagram IT-014):
 Smilow to Tisch 300-pair
 Smilow to Tisch 100-pair
 Smilow to Tisch 100-pair
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NYU Hospitals Center
 Smilow to Tisch Mux Room 100-pair
 Smilow to MSB 100-pair
 Smilow to Bellevue splice 50-pair
 Smilow to HCC 100-pair
 Smilow to GBH 100-pair
The cables above converge in a pullbox located in the former Carpentry Shop in MSB Cellar level before transitioning to a 4” conduit which runs to Smilow (see diagram Carpenter Shop
Conduits v2). In the Smilow data center, these cables are terminated on 110 blocks located on the far wall of this space.
NYUHC has installed a new pull box in the MSB cellar in the immediate vicinity of the afore mentioned pullbox. A conduit and riser shaft to Berg 6 are provided by NYUHC. The Vendor will pull a new 1200-pair cable from Berg 6 to this new pull box. This cable should be terminated on provided plywood in the Berg 6 data center. A location and layout for this wall field (three 300 pair 110 blocks provided by Vendor) will be determined at a future point by NYUHC. This cable can be pulled and terminated on the Berg 6 side during normal working hours.
Vendor shall also install and terminate a 100-pair indoor/outdoor grade cable between the
Smilow DC wall field and the the new pull box housing the new 1200-pair cable. This can also be installed during normal working hours. Optionally, Vendor can splice this 100-pair to the
1200-pair according to the table below in advance of the PBX move weekend.
The PBX will be shut down and disconnected on a Friday night, exact date to be determined. At this point the Vendor will cut the eight cables described above at the MSB foundation wall and re-route these to the new pull box containing the new 1200-pair unterminated cable. The individual cables shall be spliced to the 1200-pair as follows:
Tisch 300-pair
Tisch 100-pair #1
Tisch 100-pair #2
Tisch Mux Room 100-pair
1-300
301-400
401-500
501-600
MSB 100-pair
HCC 100-pair
GBH 100-pair
Smilow DC new 100-pair
601-700
701-800
801-900
901-1000
Bellevue splice 50-pair 1001-1050
Vendor should budget for support and troubleshooting for the entire weekend, as well as onsite support for the Monday following the cutover.
The Vendor is also expected to demolish the old cabling that will remain between the cellar
Carpentry Shop and Smile Data Center. The Vendor will also remove all PBX tails and
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NYU Hospitals Center associated blocks belonging to the relocated Avaya switch. Finally, the Vendor should also budget for the demolition of an old unrelated Siemens PBX also located in the Smillow Data
Center. All demolition work should be conducted during normal working hours. The Vendor is expected to remove all demolished cable and equipment. As this is a FEMA funded project,
NYUHC expects to receive a credit for the value of the removed items.
The Vendor is expected to attend up to 3 required coordination meetings as requested by
NYULMC.
Proceeds of the sale of any materials recovered from the demolition are to be credited to the cost of the project. The sale of materials in a competitive market may be conducted by the
NYUHC or, at its request, by the supplier. Under no circumstance shall NYUHC be considered an acceptable bidder for such materials. The credit for the materials recovered from the existing demolition project should be according to fair market price. The current fair market value of said materials should be determined by (1) the actual date the supplies were no longer needed by
NYUHC and (2) the sale of the materials in a competitive market or by researching advertised prices for similar items on the used market. Regardless of the means, the value of any and all salvaged materials shall be documented.
Following are the procedures for RFP Questions, Inquiries, Clarifications and Addenda:
1. For clarification, a vendor site survey is scheduled for May 21 at 11am . Vendors that plan to attend this site tour should indicate this to us in writing by May 19.
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All inquiries regarding this RFP must be submitted via email to
ITSourcing@nyumc.org
. Inquiries and questions will be accepted through 12 PM,
June 1, 2015.
NYULMC will issue responses to inquiries and any other corrections, amendments, and the like which it deems necessary in written addenda.
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NYULMC will endeavor to email addenda to each SUPPLIER recorded as having been furnished a copy of the RFP to ensure they have obtained and acknowledged all addenda (if any).
SUPPLIERS must acknowledge receipt of addenda and include it with their submission.
SUPPLIERS should not rely on any representations or statements of clarifications not made in either this RFP or a formal addendum.
7. NYUHC reserves the right to waive minor informalities in proposal submissions.
Utilizing the attached worksheet provide a detailed price estimate for this work, including a summary of all costs and a detailed list of each item proposed and its associated cost.
Please provide a list of three clients who have received services on similar engagements as the one outlined by this RFP and include the information below:
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NYU Hospitals Center
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Client name and headquarter address
Contact name
Telephone number
Email address
 Length of time using your services
 Brief description of the service provided
Failure to provide suitable references to NYULMC will result in the Vendor ’s bid being rejected without further consideration.
Please provide information that will enable us to evaluate your company’s financial stability. We require that you include the following:
 Company description: including ownership, number of years in business, strategic direction, mission, history, acknowledgements or awards
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Recent financial results
Number of W2 employees
Partner relationships
Description of selection criteria for contractor or co-implementation partners
Work force distribution by country, city, state, etc.
Total number of employees: include number of project managers, employees with an
RCDD, CWA employees.
 Average number of years of application and implementation experience and business process definition for consultants and managers.
Please provide information that will enable us to evaluate your company’s track record and capabilities.
 Provide a detailed description of value added services that differentiate your company from your competitors.
 Provide evidence that your firm is a CWA (Union) company in good standing.
 Provide the number of employees certified to provide the Legrand Ortronics/Superior
Essex Limited Lifetime Warranty.
 Provide the number of certified technicians (OSHA 30, OSHA 10, BICSI, etc.).
 Provide a list of Healthcare Experience and/or Data Center Experience.
 Provide a list of work previously completed at the NYULMC Facility (Previous work at the Medical Center, when, how many times, was it similar work).
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NYU Hospitals Center
Following are technical criteria that will be used in the evaluation of your proposal. Please provide evidence for each.
 Lead Technicians must be experienced in the splicing of high pair count voicegrade cables.
 All technicians assigned to this job must be OSHA-10 certified.
 At least 2 technicians assigned to this job should be firestop certified.
 Vendors bidding on this job must have a minimum of one RCDD on staff.
 Lead Technicians and Foremen assigned to this project must be OSHA-30 Certified.
Provide an outline of a proposed staffing for this engagement and include the following information:
 Resource skill set ( specifically splicing of high pair count voice-grade cables)
 Project role and responsibility
 Number of years of experience relevant to this project
 Certifications of each team member
NYU reserves the right to refuse proposed staff.
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