HomeMy WebLinkAboutCity of Waterloo Network Equipment and Services RFP FinalWaterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
REQUEST FOR PROPOSAL
WATERLOO ENTERPRISE NETWORK EQUIPMENT AND SERVICES
City of Waterloo, IA
June 2026
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
Table of Contents
1. INTRODUCTION
2. ADMINISTRATIVE INFORMATION
3. FORM AND CONTENT OF PROPOSALS
4. SCOPE OF WORK
5. SPECIFICATIONS
6. EVALUATION AND SELECTION
7. CONTRACTUAL TERMS AND CONDITIONS
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
SECTION 1 INTRODUCTION
1.1 Purpose
The City of Waterloo Department of Information Technology (Owner), is seeking proposals from
qualified value-added resellers (VARs) to provide hardware, software, installation, and virtual
workload migration services to implement a new enterprise network and compute/storage
infrastructure connecting 260 sites and 2 geo-diverse data centers. The Owner is in process of
considering a new property for relocation of City Hall including the data center facilities and
virtualized workloads currently located there. The Owner is seeking a turnkey solution including all
required hardware, software, installation materials, and professional services to implement the
network described in this RFP by November 15, 2026. Proposed Solutions that cannot commit to
meet this deployment schedule may be disqualified.
The Owner wishes to contract with a Seller able to provide the turn-key go-live ready system
specified in this RFP. The Owner currently operates systems from Dell, Hewlett Packard/Aruba,
Fortinet, VMWare, and TrendNET within their enterprise network and prefers a solution that builds
on that installed base and staff experience. Therefore, Proposed Solutions that build on the
Owner’s existing expertise with these manufacturers are preferred.
Scope of work service requirements are more particularly identified in Section 4 of this RFP.
Specifications and compatibility requirements are more particularly identified in Section 5 of this
RFP.
The City of Waterloo IA (City) has contracted the services of ENTRUST Solutions to manage the
selection, procurement, and integration of their new network. All references to “Owner”,
“Waterloo Enterprise IT”, and “IT personnel” include both City and ENTRUST staff by extension. The
Seller is solely responsible for ensuring all equipment, software, and services required to fully
commission the network as described by this RFP and its supporting documents are included in
their Proposed Solution.
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1.2 Definitions
The City of Waterloo IA has made every effort to use industry standard terminology throughout this
RFP and to provide clear definitions unique to the context. If the prospective Seller has questions
on terminology or context, it is the responsibility of the Seller to request clarification in writing.
Likewise, the Seller should define terms that may be unclear in their proposal. The following
definitions and clarifications are provided:
Term Definition
Owner The City of Waterloo enterprise IT department is
responsible for operating the network being
procured by this RFP.
RFP (Request for Proposal) Consists of this requirements document with all its
exhibits and attachments.
Proposed Solution Defined as all materials, software, licensing, and
labor necessary to implement the turn-key system
described and required by this RFP.
Shall Designates a requirement of the Proposed
Solution.
VAR (Value Added Reseller) An IT vendor providing a turnkey solution for the
Owner including multi-vendor hardware and
software along with significant pre-sale and post-
sale services.
Seller A VAR submitting a Proposed Solution purported
to satisfy the requirements of the RFP.
Contract The contract(s) entered into with the successful
Seller(s) as described in Section 7.1.
Qualified Seller A Seller that has the capability in all material
respects to perform the scope of work and
specifications of the Contract. In determining
whether a Seller is a Qualified Seller, the Owner
may consider various factors including, but not
limited to, the Seller’s bid price, competence and
qualifications to provide the goods or services
requested, integrity and reliability, the past
performance of the Seller and the best interest of
the Owner.
Qualified Proposal A Proposal that complies with the material
provisions of this RFP.
ISP (Inside Plant infrastructure) All racks, cable management, power, cooling,
electronics, and installation components located
inside an environmentally controlled structure.
OSP (Outside Plant Infrastructure) Fiber optic cable, vaults, cabinets, pedestals, splice
enclosures, and installation components located
underground and/or aerially on poles.
Project Completion Defined as the time when the Seller has:
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• delivered, installed, configured, and
successfully tested the proposed network, and
• provided all required documentation and
training, and
• received final acceptance from the Owner
General Terms and Conditions The General Terms and Conditions for Services
Contracts.
1.3 Overview of the RFP Process
This RFP is designed to provide Sellers with the information necessary to develop a Proposed
Solution. The RFP process is for the Owner’s benefit and is intended to provide the detailed and
competitive information required to assist in the selection process. It is not intended to be a
comprehensive engineering design. Each Seller is solely responsible for determining all factors
affecting the design, configuration, and implementation of a comprehensive proposal that will
accomplish the technical and business goals described by this RFP.
1.4 RFP Schedule
The Owner will make every effort to adhere to the following schedule leading to the award of a
contract; however, this schedule is subject to change. Sellers will be notified of significant schedule
changes:
Action Responsible Party Target Date
Issuance of RFP Owner June 16, 2026
Non-mandatory Pre-Proposal Conference
via Microsoft Teams video conference,
Owner June 23, 2026
Submission of Questions Sellers June 30, 2026
Submission of Proposals Sellers July 16, 2026
Evaluation of Proposals Owner August 3, 2026
Contract Award (anticipated) Owner August 17, 2026
Desired test sites turn-up Seller/Owner November 2,
2026
1.5 Proposal Submission
The Seller shall submit a digital copy of their completed and signed Proposal to Waterloo City Clerk’s
Office, 715 Mulberry Street, Waterloo, IA, no later than 1:00 p.m. CT on the designated due date.
The Owner reserves the right to reject any and all proposals that are deemed out of compliance
with the RFP requirements and to waive any irregularities within a particular proposal. Proposals
received after the deadline for submission of proposals as stated herein shall not be considered and
shall be returned to the late proposer unopened.
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1.6 Project Acceptance
The Seller must demonstrate to the Owner full and complete compliance with all requirements in
the RFP and successfully complete an Acceptance Test Plan (ATP) to validate the operational
performance of the installed network to receive final acceptance for Project Completion. The
Owner reserves the right to withhold final payment until the Seller meets all requirements in this
RFP to the Owner’s satisfaction.
The Seller shall provide as part of their proposal a list of acceptance tests in addition to those in
Section 4 that they believe best demonstrate the operation and performance of the Owner network
as described in this RFP. The specific acceptance tests and procedures to perform them will be
developed jointly by the Owner and Seller during implementation of the network.
After completion of the network implementation, the Owner will review the scope of work in
Section 4 to determine if the Proposed Solution as installed satisfies the RFP requirements. The
Owner will document in writing any deficiencies discovered, and upon the Seller’s completion or
correction of these items, the Owner shall authorize final payment to the Seller.
1.7 Deployment Strategy and Schedule
To reduce storage space, preserve manufacturer warranties, and prevent premature maintenance
expenses, the Seller shall align shipment of the Proposed Solution with the estimated installation
schedule. Project Completion shall be defined as the Proposed Solution being fully deployed and
operational across City Hall and Public Works data centers, designated city sites and utility/traffic
cabinets being connected, virtual workloads migrated to the new compute/storage system,
completion of acceptance testing, and delivery of training/documentation. The Owner will install,
power, and cross-connect any remaining site and cabinet switches. The Seller shall provide in their
Proposal an estimated timeline relative to the contract award date with projected milestones
including equipment delivery, high level design, equipment installation, VM workload migration,
acceptance testing, and Project Completion.
No equipment shall be shipped or invoiced without prior written approval from the Owner.
1.8 Project Contract Requirements
The Owner understands that the solution set for Owner can be provided in multiple configurations
with differing costs and will therefore evaluate proposals using criteria included in this RFP to select
a Seller and award a contract. This RFP with all stated requirements, Seller responses, and
clarifications will become part of the final contract. Deviations to the above listed terms and
conditions may be considered cause for immediate disqualification of the Seller’s proposal from
further consideration, at the Owner’s discretion.
1.9 Bid Bond Requirements
The Owner does NOT require a Bid Bond for this project.
1.10 Performance Bond Requirements
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The Owner does NOT require a Performance Bond for this project.
1.11 RFP Attachments and Exhibits
The Proposed Solution should be developed to incorporate the network architecture, service
integrations, and traffic capacities described and required by this RFP. A list of Attachments and
Exhibits accompanying this RFP to assist the Seller include:
• Attachment A - Waterloo Enterprise Network Architecture- provides a high-level
conceptual diagram showing the network components, connectivity of components and
sites, and the estimated link speeds of the Owner network.
• Exhibit A - Point by Point Response – provides for the Seller’s description of, and point-by-
point response to, the RFP requirements and specifications.
• Exhibit B - Proposal Materials and Pricing – provides the format and tab structure for
submission of Seller’s detailed bill of materials, services, and pricing for the Proposed
Solution.
• Exhibit C – VM Workload Migration Plan and MoP – provides for the Seller’s description of
their proposed plan and method of procedure (MoP) to migrate the Owner’s virtual
workloads from the existing VMWare host to the new geo-diverse cluster.
• Exhibit D – Site Connectivity – provides detail on lateral and ring connections to inform
Seller’s port/ring counts, aggregation switch capacities, and transceiver types in the
Proposed Solution.
Some sections of this RFP require a description of the Proposed Solution and a point-by-point
response to the specifications. The Seller shall describe their Proposed Solution for each section of
Exhibit A - Point by Point Response and identify its level of compliance with any requirements listed.
Compliance shall be indicated with “Y” = Yes, “P” = Partial, or “N” = No for each item. The terms
“Understood” and “Read and Understood” are unacceptable.
The point-by-point response provided by the Seller shall be for the system as proposed and shall
reflect the costs included in Exhibit B – Proposal Materials and Pricing. The Seller shall only indicate
Compliant to items qualified with “Support” if the Proposed Solution includes all the necessary
components to satisfy the requirement. The Seller shall only indicate Compliant to Items qualified
with “Option” if it is generally available from the manufacturer. Otherwise, they shall indicate “P”
or “N” as the case may be to that requirement.
The proposed plan and MoP for VM workload migration described in Exhibit C – VM Workload
Migration Plan and MoP shall provide enough detail to clearly communicate the required tasks and
expected timeline for pre-migration planning, migration MoP, and post-migration validation/testing
of all documented workloads to the new compute/storage solution.
Exhibit D – Site Connectivity is an Excel workbook that contains detailed information for each
connected site to assist the Seller in calculating switch port capacity, throughput, link speeds, and
transceiver types for their proposed solution. In addition, it provides fiber termination/cross-connect
information for each site within the data centers. The tab “Legend” provides definition for the data
contained in the relevant columns of tab Sites.
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SECTION 2 ADMINISTRATIVE INFORMATION
2.1 Restriction on Communication
From the issue date of this RFP until a Notice of Intent to Award the Contract is issued, Sellers may contact
only the Issuing Officer, Chris Youngblut, Director of Technology. The Issuing Officer will respond only to
written questions regarding the procurement process. Questions related to the interpretation of this RFP
must be submitted as provided in Section 2. Oral questions related to the interpretation of this RFP will
not be accepted. Sellers may be disqualified if they contact any City of Waterloo employee or official other
than the Issuing Officer about the RFP.
This section shall not be construed as restricting communications related to the administration of any
contract currently in effect between a Seller and the City of Waterloo.
2.2 Downloading the RFP from the Internet
The RFP document and any addenda to the RFP will be posted at the Waterloo municipal government bids
website. The Seller is advised to check the website periodically for Addenda to this RFP. It is the Seller’s
sole responsibility to check daily for addenda to posted documents.
2.3 Procurement Timetable
The dates provided in the procurement timetable within this RFP are provided for informational and
planning purposes. The City reserves the right to change the dates. If the City changes any of the deadlines
for Seller submissions, the City will issue an addendum to the RFP.
2.4 Non-Mandatory Pre-Proposal Conference
The City will receive sealed proposals for the above-named project until 1:00 PM CT on July 16, 2026, at
the Office of the City Clerk, City Hall, 715 Mulberry Street, Waterloo, IA 50703. Any sealed proposal
received after the specified time and date will not be considered. A Non-Mandatory Pre-Bid Conference
will be held at 10:00 am CT on June 23, 2026, at Mollenhoff Conference Room, City Hall, 715 Mulberry
Street, Waterloo, IA 50703 in person or join via Microsoft Teams video conference,
Inquiries For Information Should Be Directed to: Chris Youngblut via email only at:
chris.youngblut@waterloo-ia.org. All questions must be submitted via e-mail before 5:00 pm CT on June
30, 2026. RFP documents may be examined at the City Clerk’s Office. Electronic copies of RFP documents
in PDF format are available for download on the the Waterloo municipal government bids website.
It shall be the responsibility of the Seller to monitor the City’s website and above noted e-procurement
websites for published addenda. All fully executed addendum must be returned to the City with proposal
submission. The City will not accept faxed or emailed addenda.
In Compliance with this RFP and to All the Conditions Imposed Therein and Hereby Incorporated by
Reference, the Undersigned Offers, And Agrees to Furnish Services requested in the solicitation.
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The pre-bid conference may be recorded. Questions asked at the conference that cannot be adequately
answered during the conference may be deferred. A copy of the questions and answers will be sent to
Sellers who submit a letter of intent to propose and will be posted in the form of an addendum at: the
Waterloo municipal government bids website.
2.5 Questions, Requests for Clarification, and Suggested Changes
Sellers are invited to submit written questions and requests for clarifications regarding the RFP. Sellers
may also submit suggestions for changes to the specifications of this RFP. The questions, requests for
clarifications, or suggestions must be in writing and received by the Issuing Officer on or before the date
and time listed within the RFP. Oral questions will not be permitted. If the questions, requests for
clarifications, or suggestions pertain to a specific section of the RFP, Seller shall reference the page and
section number(s). The City will send written responses to questions, requests for clarifications, or
suggestions received from Sellers before the date listed within the RFP. The City’s written responses will
become an addendum to the RFP and be provided to all potential Sellers. If the City decides to adopt a
suggestion that modifies the RFP, the Owner will issue an addendum to the RFP.
The Owner assumes no responsibility for oral representations made by its officers or employees unless
such representations are confirmed in writing and incorporated into the RFP through an addendum.
2.6 Amendment to the RFP
The City reserves the right to amend the RFP at any time using an addendum. The Seller shall acknowledge
receipt of all addenda in its Proposal.
2.7 Amendment and Withdrawal of Proposal
The Seller may amend or withdraw and resubmit its Proposal at any time before the Proposals are due.
The amendment must be in writing, signed by the Seller and received by the time set for the receipt of
Proposals. Electronic mail and faxed amendments will not be accepted. Sellers must notify the Issuing
Officer in writing prior to the due date for Proposals if they wish to completely withdraw their Proposals.
2.8 Proposal Opening
The City will open Proposals at 1pm CT on the Proposal due date. The Proposals will remain confidential
until the City has issued a Notice of Intent to Award a Contract. However, the names of Sellers who
submitted timely Proposals will be publicly available after the Proposal opening. The announcement of
Sellers who timely submitted Proposals does not mean that an individual Proposal has been deemed
technically compliant or accepted for evaluation.
2.9 Costs of Preparing the Proposal
The costs of preparation and delivery of the Proposal are solely the responsibility of the Seller.
2.10 No Commitment to Contract
The City reserves the right to reject any or all Proposals received in response to this RFP at any time prior
to the execution of the Contract. Issuance of this RFP in no way constitutes a commitment by the City to
award a contract.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
2.11 Rejection of Proposals
The City may reject outright and not evaluate a Proposal for reasons including, without limitation:
2.11.1 The Seller fails to deliver a complete Proposal.
2.11.2 The Seller acknowledges that a mandatory specification of the RFP cannot be met.
2.11.3 The Seller’s Proposal changes a material specification of the RFP or the Proposal is not
compliant with the mandatory specifications of the RFP.
2.11.4 The Seller’s Proposal limits the rights of the Owner.
2.11.5 The Seller fails to include information necessary to substantiate that it will be able to meet
a specification of the RFP as provided in Section 5 of this RFP.
2.11.6 The Seller fails to timely respond to the City’s request for information, documents, or
references.
2.11.7 The Seller presents the information requested by this RFP in a format inconsistent with the
instructions of the RFP or otherwise fails to comply with the specifications of this RFP.
2.11.8 The Seller initiates unauthorized contact regarding the RFP with a City employee or official
other than, Chris Youngblut, Issuing Officer.
2.11.9 The Seller provides misleading or inaccurate responses.
2.11.10 The Seller’s Proposal is materially unbalanced.
2.11.11 There is insufficient evidence (including evidence submitted by the Seller and evidence
obtained by the City from other sources) to satisfy the City that the Seller is a Qualified
Seller.
2.12 Reference Checks
The City reserves the right to contact any reference to assist in the evaluation of the Proposal, to verify
information contained in the Proposal and to discuss the Seller’s qualifications and the qualifications of
any subcontractor identified in the Proposal.
2.13 Information from Other Sources
The City reserves the right to obtain and consider information from other sources concerning a Seller,
such as the Seller’s capability and performance under other contracts, the qualifications of any
subcontractor identified in the Proposal, the Seller’s financial stability, past or pending litigation, and
other publicly available information.
2.14 Verification of Proposal Contents
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The content of a Proposal submitted by a Seller is subject to verification. If the City determines in its sole
discretion that the content is in any way misleading or inaccurate, the City may reject the Proposal.
2.15 Proposal Clarification Process
The City reserves the right to contact a Seller after the submission of Proposals for the purpose of
clarifying a Proposal. This contact may include written questions, interviews, site visits, a review of past
performance if the Seller has provided goods and/or services to the City of Waterloo or any other political
subdivision wherever located, or requests for corrective pages in the Seller’s Proposal. The City will not
consider information received from or through Seller if the information materially alters the content of
the Proposal or the type of goods and/or services the Seller is offering to the City. An individual authorized
to legally bind the Seller shall sign responses to any request for clarification. Responses shall be submitted
to the City within the time specified in the City’s request. Failure to comply with requests for additional
information may result in rejection of the Proposal.
2.16 Disposition of Proposals
All Proposals become the property of the City and shall not be returned to the Seller. Once the City issues
a Notice of Intent to Award the Contract, the contents of all Proposals will be public records available for
inspection by interested parties.
2.17 Copyright Permission
By submitting a Proposal, the Seller agrees that the City may copy the Proposal for purposes of facilitating
the evaluation of the Proposal or responding to requests for public records. By submitting a Proposal, the
Seller consents to such copying and warrants that such copying will not violate the rights of any third
party. The Owner shall have the right to use ideas or adaptations of ideas that are presented in Proposals.
2.18 Release of Claims
By submitting a Proposal, the Seller agrees that it will not bring any claim or cause of action against the
City based on any misunderstanding concerning the information provided in the RFP or concerning the
City’s failure, negligent or otherwise, to provide the Seller with pertinent information in this RFP.
2.19 Evaluation of Proposals Submitted
Proposals that are submitted on time and not rejected will be reviewed and evaluated in accordance with
Section 6 of the RFP. The City will not necessarily award a Contract resulting from this RFP to the Seller
offering the lowest cost. Instead, the City will award the Contract(s) to the Qualified Seller(s) whose
Qualified Proposal the Owner believes will provide the best value to the City.
2.20 Award Notice and Acceptance Period
Notice of Intent to Award the Contract(s) will be sent to all Sellers submitting a timely Proposal and may
be posted at the website listed within the RFP. Negotiation and execution of the Contract(s) shall be
completed no later than thirty (30) days from the date of the Notice of Intent to Award or such other time
as designated by City. The Seller’s form of contract may be utilized and the City reserves the right to
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negotiate the terms of the agreement. If the successful Seller fails to negotiate and deliver an executed
Contract by that date, the City, in its sole discretion, may cancel the award and award the Contract to the
remaining Seller the Owner believes will provide the best value to the City.
2.21 No Contract Rights until Execution
No Seller shall acquire any legal or equitable rights regarding the Contract unless and until the Contract
has been fully executed by the successful Seller and the City.
2.22 Choice of Law and Forum
This RFP and the Contract shall be governed by the laws of the State of Iowa. Changes in applicable laws
and rules may affect the award process or the Contract. Sellers are responsible for ascertaining pertinent
legal requirements and restrictions. Any and all litigation or actions commenced in connection with this
RFP shall be brought in the appropriate Iowa forum.
2.23 No Minimum Guaranteed
The City does not guarantee any minimum level of purchases under the Contract.
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SECTION 3 FORM AND CONTENT OF PROPOSALS
3.1 Instructions
These instructions prescribe the format and content of the Proposal. They are designed to facilitate
a uniform review process. Failure to adhere to the Proposal format may result in the rejection of
the Proposal.
3.2 Submission of Proposals
The Seller shall submit an electronic copy of their proposal on a flash drive that includes:
• an executive summary of the Proposed Solution
• a diagram of the Proposed Solution showing the components, connectivity, and link speeds
• proposed rack elevations showing equipment power connections and breaker requirements
• a completed copy of Exhibit A - Point by Point Response
• a completed copy of Exhibit B – Proposal Materials and Pricing
• a completed copy of Exhibit C – VM Workload Migration Plan and MoP
• a completed copy of Exhibit D – Site Connectivity
• any other pertinent documentation such as data sheets, diagrams, and training catalogs
• references and contact information
The electronic copy shall be submitted in the most appropriate format of each item including MS
Word, MS Excel, MS Visio, and/or Adobe Acrobat formats. All Exhibits required in the submission
shall be completed and submitted in the format they were provided in the RFP. Sellers submitting
incomplete or materially deficient proposals may be disqualified.
3.3 References and Contact Information
The Owner requires sufficient corporate, financial, and reference information to adequately assess
the qualifications of the Seller to sell, install, and support the Proposed Solution. The reference
information will be used by the Owner to differentiate between Sellers with similar Proposed
Solutions, and shall be provided in a separate document including the following information:
Corporate Information
The Seller shall provide an overview of their corporate structure. The overview should address the
following specific items:
• Name, address, and contact information of the Company and representative
• Company History and Formation
• Ownership (Public or Privately Held)
• Number of Employees
• Organizational chart of the management and implementation teams for the project
• A detailed history of all mergers or acquisitions (if applicable).
• Seller’s financial condition and supporting documentation (ie. audited annual reports, etc.)
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Implementation Experience
Seller shall provide a brief summary of their experience implementing and supporting municipal IT
networks, compute/storage systems, and workload migrations including the following:
• Implementations of municipal networks with similar architectures
• List of certifications relative to the Proposed Solution held by the implementation team
• List of partner certifications relative to the Proposed Solution held by the Seller
• Proven experience in VMware infrastructure design and workload migration
• Familiarity with VMware SRM and vSAN technologies
• Experience migrating workloads in the context of VMWare replacement
Sellers with specialization in HPE/Aruba, VMWare, Fortinet, and Dell/EMC products are preferred.
Copies of formal manufacturer-conferred certifications including the certification name,
description, requirements, and date of award/renewal should be provided in the Seller’s response.
The Seller shall submit a list of three (3) references who have deployed similar networks and
compute/storage architectures within the last three (3) years. The reference information shall
include the company name with dates of implementation along with the name, address, and phone
number of the individual(s) that may be contacted at the company.
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
3.4 Termination, Litigation, Debarment
3.4.1 The Seller must provide any information regarding contract termination, litigation, and
debarment for the past five (5) years
3.4.2 Has the Seller had a contract for goods and/or services terminated for any reason? If so,
provide full details regarding the termination.
3.4.3 Describe any damages or penalties assessed against or dispute resolution settlements
entered into by Seller under any existing or past contracts for goods and/or services.
Provide full details regarding the circumstances, including dollar amount of damages,
penalties and settlement payments.
3.4.4 Describe any order, judgment or decree of any Federal or State authority barring,
suspending or otherwise limiting the right of the Seller to engage in any business, practice
or activity.
3.4.5 A list and summary of all litigation or threatened litigation, administrative or regulatory
proceedings, or similar matters to which the Seller or its officers have been a party.
3.4.6 Any irregularities discovered in any of the accounts maintained by the Seller on behalf of
others. Describe the circumstances and disposition of the irregularities.
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3.4.7 Failure to disclose these matters may result in rejection of the Proposal or termination of
any subsequent Contract. The above disclosures are a continuing requirement of the Seller.
Seller shall provide written notification to the Owner of any such matter commencing or
occurring after submission of a Proposal, and with respect to the successful Seller, following
execution of the Contract.
3.5 Payment Methods
3.5.1 Seller agrees to submit monthly invoices and accept payment in the form of check or ACH.
3.6 Acceptance of Terms and Conditions
By submitting a Proposal, Seller acknowledges its acceptance of the terms and conditions of the RFP
and the General Terms and Conditions without change except as otherwise expressly stated in its
Proposal. If the Seller takes exception to a provision, it must identify it by page and section number,
state the reason for the exception, and set forth in its Proposal the specific RFP or General Terms
and Conditions language it proposes to include in place of the provision. If Seller’s exceptions or
responses materially alter the RFP, or if the Seller submits its own terms and conditions or otherwise
fails to follow the process described herein, the Owner may reject the Proposal, in its sole discretion.
3.7 Firm Proposal Terms
The Seller shall guarantee in writing the goods and/or services offered in the Proposal are currently
available and that all Proposal terms, including price, will remain firm for the number days indicated
on the RFP cover sheet 90 days following the deadline for submitting Proposals.
3.8 Proposal Shall Include Only Generally Available Equipment and Software
a) All Seller supplied programs and software must be field operational before the date the
proposal is submitted.
b) Demonstrations must utilize the proposed equipment, programs or software precisely as
proposed.
c) Unless otherwise specified in the specifications, all items on which a Seller submits a proposal
must be new, of the latest model or manufacture, and be at least equal in quality to that
specified in the bidding documents.
3.9 Seller Required to Identify Patented Items, and Copyrighted Text, Information, Data, or Software
Included in Its Proposal; Seller Required to Include with Its Proposal any Licenses that Owner
Will be Expected to Execute.
Sellers shall identify any patented equipment, processes, materials, or hardware, or any
copyrighted text, information, data, or software that it proposes to supply as part of the goods or
services it is required to provide under the RFP. Every Seller shall likewise identify the licensing
agent for the patented or copyrighted items, and shall provide with its proposal a copy of any
licensing or user agreement that the Owner will be expected to execute for the use of patented
equipment, processes, materials, or hardware, or copyrighted text, information, data, or software
included in a proposal, as well as the anticipated cost to the Owner, if any, for use under a license
or agreement. The Seller to whom the contract is awarded warrants that the intellectual property
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rights of third parties (e.g. copyright, trademark, or patent) will not be violated by the Seller's or the
Owner's use of any equipment, process or service provided in response to the RFP.
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SECTION 4 SCOPE OF WORK
The Seller shall provide the services to the Owner in accordance with the requirements of this Scope of
Work (SoW) and indicated in their response to Exhibit A-D. It is the Seller’s responsibility to ensure full
interoperability of all proposed hardware, software, and protocols required for the network described in
this RFP. All planning and tasks required by this section shall begin upon award of a contract to the
Seller. The Proposed Solution must include professional services to fully commission the network
including, but not limited to:
4.1 Pre-installation Site Survey (Onsite)
• Evaluate readiness of data centers, LAN sites, and ring sites for equipment installation
• Evaluate rack elevations
• Evaluate power, distribution, and receptacle types
• Evaluate fiber distribution panel locations and connector profiles
• Evaluate current compute/storage hardware, software, and virtual workloads
• Evaluate current backup system hardware, software, and operations
• Identify required fiber strands/ports
• Verify availability of direct Internet access (DIA) services
• Develop a list of installation materials and procurement plan
o Fiber and copper jumper cables
o Equipment power wiring, fusing, and grounding components
o Equipment mounting hardware
o Power whips and power distribution units (PDUs)
o Determine sourcing for procurement
• All power whips provided by the Seller shall be rated for use in a data center environment and
shall be halogen-free, low smoke cables. The Seller shall adhere to all NEC and TIA/EIA-942
grounding and bonding requirements for the proposed equipment installation.
• Provide pre-migration planning requirements to Owner for VMWare workload migrations.
• Assist Owner in creating BoM for procurement of installation materials.
4.2 High Level Configuration Design – (Remote)
• Conduct interactive logical network and compute/storage design sessions with Owner
• Define requirements for transport architecture
• Define requirements for L2/L3 services and QoS
• Define requirements for ERPS network major and sub-rings
• Define requirements for routing protocols
• Define IPv4/v6 subnets, numbering plans, and address assignments
• Define requirements for geo-diverse compute/storage architecture
• Define requirements for virtual machine configurations
• Develop a detailed virtual workload migration plan with timelines and milestones
• Define requirements for backup/restore of new compute/storage system and endpoint devices
• Define strategy for recovery of VMs, endpoint devices, and disaster events
• Define management network requirements and design
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• Create network planning document (NPD) using inputs from interactive design sessions
• Validate and finalize NPD with Owner
4.3 Installation and Configuration of Network Equipment – (Onsite)
• Install power whips and PDUs
• Rack/Stack/Power equipment in data centers
• Rack/Stack/Power equipment in designated city department and ring sites
• Install fiber jumpers and cabling as required by the NPD
• Coordinate with internet providers to turn-up and test DIA services
• Develop low level configurations and documentation
• Install latest stable release software
• Create and load individual device configurations
• Validate and test low-level design and device configurations
4.4 Installation and Configuration of Compute/Storage Equipment (Onsite)
• Install and configure compute/storage system across data center sites
• Create and configure resources required for virtual workload migrations
• Migrate virtual workloads with minimal downtime
• Ensure data integrity and consistency during the transition
• Implement failover and failback tests to ensure disaster recovery readiness
• Install and configure backup/restore system to support site recovery
4.5 Installation and Configuration of Management Network – (Onsite)
• Create virtual machines for management software
• Install and configure alarm monitoring software
• Install and configure performance monitoring software
• Install and configure logging software
• Provide DHCP, DNS, and IP address (DDI) configuration requirements to Owner staff.
• Install and configure out-of-band management hardware and software
• Coordinate and assist with installation and configuration of Owner-supplied firewalls
4.6 Acceptance Testing Plan (ATP) – (Onsite)
• Specific acceptance tests to be developed cooperatively by Owner and Seller
• Simulate component and link failures to ensure proper operation of hardware and software
redundancy mechanisms
• Verify operations of all L2/L3/services failover and high availability functionality
• Configure and test DIA service failover and verify route updates
• Perform end-to-end testing to validate network performance
• Verify performance of compute/storage system and virtual machines
o Test hardware fault tolerance
o Test VM operation and fault tolerance
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o Test application performance
o Test VM replication, snapshot, and backup operations
• Provide ATP performance report including each test, execution methodology, corrective
actions, and results.
4.7 Training – (Onsite and/or Remote)
• Seller shall provide “Day 2” operational training on:
o hardware configuration
o L2/L3 services and IP routing
o compute/storage hypervisor functionality
o backup/restore system operation
o network and application performance monitoring
o high-level troubleshooting techniques
o management network
o firewall management
o ring management and troubleshooting
o IPAM operation, alarm monitoring, and logging
4.8 Documentation – (Deliverables)
• Cable, panel, and equipment labeling
• Detailed documentation of network (format to be determined)
o Rack elevations
o Power, fiber, copper cross-connects
o Detailed L2 and L3 network diagrams
o Shelf level diagrams
o IP address and subnet assignments
o Subscriber IP address pools for DHCP
• Electronic backups of all element configurations on portable media
• Detailed documentation of the new compute/storage environment
The Seller shall deliver and maintain a detailed project plan with timelines to deploy the new
infrastructure within 7 days of the project kick-off meeting. The Seller shall deliver a detailed VM
migration plan with timelines within 7 days of the pre-installation site survey.
For purposes of this proposal, tasks marked “Onsite” should include travel in the professional services
pricing. Owner reserves the right to coordinate with the Seller to modify the services and their
delivery to reduce their overall cost.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
SECTION 5 SPECIFICATIONS
5.1 Overview
The City of Waterloo desires to procure equipment and services to deploy a new IT infrastructure
connecting 260 city, utility, and traffic sites to 2 geo-diverse data centers and to migrate production
applications from a single VMWare system to redundant compute/storage clusters. The Proposed
Solution must include all the hardware, software, and services necessary for the Seller to provide the
turn-key solution, implementation, documentation, and operational training described in this RFP.
Should the Owner decide to relocate City Hall to the new facility, the Proposed Solution shall include
components for temporary connectivity of the existing City Hall data center to the new core network
until it is abandoned in mid-2027 for migration of IT services. The Owner desires a solution that builds
on their working experience, spares, and maintenance practices with HP/Aruba, TRENDnet, Dell/EMC
equipment, Fortinet, and VMWare. Proposals must identify any deviations and/or non-compliance
with the specifications. If the Seller deviates from or cannot satisfy the specification(s) of this RFP,
the Owner may reject the Proposal.
The Seller shall be solely responsible for ensuring the Proposed Solution contains all the necessary
components to support the specifications of this RFP, is configured with sufficient port capacity and
software features for the architecture and connectivity described, is fully interoperable regarding
components and protocols used to deploy the network, and serves the application requirements
described in this RFP.
5.2 Architecture
The physical network architecture will connect a total of 263 city sites consisting of 54 offices and
parks, 76 utility cabinets, 130 traffic signal controllers with surveillance cameras, 2 data center sites
located in the Public Works and City Hall buildings, and possibly the existing data center for migration
of IT services to a new City Hall facility. The two data centers will be connected in a physical ring over
a 288-count fiber backbone and will contain aggregation switches connecting the 54 offices and parks
over fiber laterals and the 206 utility/traffic sites over fiber rings. The offices and parks will connect
to one or both data centers depending on the fault tolerance requirements of each.
This RFP will designate connected sites as P1 for the data centers, P2 for sites with two lateral uplinks
to both data centers (redundant), P3 for sites with one lateral uplink to one data center (non-
redundant), or P4 for a ring site. Refer to Attachment A and Attachment D for the total counts of P2,
P3, and P4 sites connecting to each of the two P1 data centers for sizing of core/aggregation switch
port capacity. The new compute/storage solution for hosting city applications will consist of two
VMWare vSphere clusters located within the data centers. All hardware will be configured for
component fault-tolerance.
The logical network architecture will consist of a 100Gbps routed core connecting city sites to the
distributed compute/storage clusters and direct Internet access (“DIA”) services. City office sites will
connect to one (P3) or both (P2) data centers over 10Gbps uplinks using L3 protocols. Utility/traffic
sites (P4) will connect over eighteen (18) 1Gbps rings using ITU G.8032v2 Ethernet Ring Protection
Switching (ERPS). Each ring will contain no more than 16 nodes and connect through both data centers
to provide fault tolerance in the event of an aggregation switch failure. The new compute/storage
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solution will host city application workloads migrated from the existing VMWare system and network
management software for DNS/DHCP, alarm/performance monitoring, and logging. All network links,
protocols, and services shall be configured for Layer 2/3 fault-tolerant operations in the event of an
individual link or component failure.
5.3 IP Service Edge
The IP service edge will be configured to support redundant Direct Internet Access (DIA) services over
10GE links using IPv4 and BGP. The Owner network will be configured as dual-stack IPv4/IPv6 to
simultaneously support IPv4 and IPv6 services.
5.4 Core/Aggregation Network
The core/aggregation network shall be configured to support the link types, capacities, and
configurations shown in Attachment A and the additional specifications in this section. The core
equipment shall consist of HPE 8360 or equivalent routers located at both City Hall and Public Works,
connected in a 100GE routed ring. The aggregation equipment shall consist of HPE 6300 or equivalent
switches with 50GE uplinks to the core network and 1GE/10GE links to the city endpoint sites and
ERPS rings.
The core equipment shall support bi-directional switching throughput of 4.8Tbps and shall include a
minimum integrated port mix of 12x 1/10/25/50GE and 4x 40/100GE. Each router shall be configured
with redundant AC power supplies. The aggregation equipment shall support bi-directional switching
throughput of 1.76 Tbps switching capacity, 400 Gbps stacking bandwidth, and shall include a
minimum integrated port mix of 24x 1/10GE and 4x 1/10/25/50GE. Each router shall be configured
with redundant AC power supplies. The operating software shall include support for OSPF and BGP
routing, multi-chassis LAG, dynamic VXLAN, and ITU G.8032v2 ERPS.
The aggregation equipment at each P1 site must be equipped with the following optical SFP/SFP+
types and counts for connectivity of city sites as detailed in Exhibit D – Site Connectivity:
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
5.5 Access Network
The access network shall be configured to support the port/ring counts, link types, capacities, and
configurations shown in Attachment A and the additional specifications in this section. The Proposed
Solution shall serve two different access architectures including Ethernet Line Service (E-Line) for city
office site connections and Ethernet Ring Protection Switching (ERPS) for utility/traffic site
connections.
The E-Line access network shall contain HPE 6200M or equivalent switches at the office and park sites
connected over 1/10Gb links to the aggregation network. The E-Line switches shall support dual AC
power supplies and support a minimum integrated port mix of 48x 1000BASE-T PoE+ ports and 4x
10GE SFP+ ports. City office sites are designated as P2 or P3 connections for protected and
unprotected uplink to the aggregation network. The P2 sites will have fiber connections to each of
the two data centers for geo-diverse redundancy. The Seller shall assist the Owner in the installation
of up to five city sites in the Proposed Solution. In addition, the Seller shall provide optional per-site
pricing to install additional city sites while they are onsite.
The ERPS access network shall contain TRENDnet TI-PG102i or equivalent hardened switches at the
utility/traffic (P4) sites connected over eighteen (18) 1Gb physical rings to the aggregation network
for uplink of signal controllers, SCADA devices, and surveillance cameras in non-environmentally
controlled cabinets. The utility/traffic switches shall support DIN rail powering and shall include a
minimum integrated port mix of 8x 1000Base-T PoE+ ports and 2x SFP+ ports. Each physical ring shall
contain no more than 16 nodes including the aggregation switches at each of the two data centers
and shall be configured using ITU G.8032 v2 sub-rings connecting to major rings in the core network.
The rings will interconnect between the data centers over 10GE trunk ports, and to the core network
through routed interfaces on each ring at each data center. The Owner currently sources these
switches but will consider sourcing through the Seller depending on price and availability. The Seller
shall assist the Owner in the installation, configuration, and testing of up to five ERPS rings and their
connected nodes in the Proposed Solution. In addition, the Seller shall provide optional per-ring
pricing to install additional ERPS rings while they are onsite.
The WAN SFP/SFP+ type and bandwidth of the access equipment may be derived from Exhibit D –
Site Connectivity. All P2/P3/P4 fiber lateral distances are <10km, and connection of the access links
to the aggregation equipment at each P1 site shall be distributed equally across the available
equipment.
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
5.6 Compute/Storage Network
The Owner currently maintains a single VMware cluster with three ESXi hosts and one VCenter
instance running vSphere 8 Standard. The host serves 40+ virtual machines (VMs) running various
workloads with a local storage area network (SAN) and a basic networking setup. The current
environment has no capabilities for failover or fault tolerance. The Seller shall supply and install a
fully redundant dual-cluster VMWare solution to replace and migrate the existing cluster at the
existing City Hall data center and a backup/recovery solution. The Seller will assist the Owner in
migrating the VMware environment and workloads from the existing compute/storage cluster to the
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
new geographically redundant infrastructure. This initiative aims to enhance system availability,
disaster recovery capabilities, and overall operational resilience.
The new compute/storage architecture will consist of:
• Two VMware clusters across two geographically separated sites
• Implementation of VMware vCenter Server for centralized management
• A shared storage solutions with redundancy (e.g., VMware vSAN)
• Advanced networking configurations supporting failover and load balancing
• Integration with disaster recovery tools such as VMware Site Recovery Manager (SRM)
• A solution supporting full backup and recovery of the virtual environment and other endpoints
The Seller shall provide two options for storage that are appropriately configured for geo-diverse
redundancy and support of the specified workloads.
Option 1 shall consist of a Dell EMC solution configured as an upgrade to the current Dell EMC system
and will be evaluated on its price and compatibility with the Owner’s current staff experience and
maintenance processes.
Option 2 shall consist of a next-generation solution providing an all-flash, unified platform capable of
handling block, file, and object workloads with integrated compute convergence options for hybrid
environments. It shall support non-disruptive upgrades via a subscription model, deliver high data
reduction ratios through global deduplication and compression, ensure zero RPO/RTO replication for
mission-critical applications, and incorporate cloud-native orchestration for containerized
deployments. The system must achieve superior energy efficiency (at least 80% reduction in power
usage versus legacy systems), predictive management via AI analytics, and guaranteed six-nines
availability. Capacity and performance scaling must be independent, with built-in sustainability
monitoring to minimize environmental footprint.
The Seller shall provide a comprehensive backup and restore solution fully integrated with vCenter
Server for centralized management. The backup solution shall support agentless protection of virtual
machines with application-aware processing, Changed Block Tracking (CBT), instant VM recovery,
granular file and application item restore, replication for disaster recovery between data centers,
automated verification of recovery points, and low RPO/RTO for critical workloads including public
safety and SCADA-related applications. It shall provide endpoint backup and restore for Windows and
macOS physical and virtual devices including full system image, bare-metal recovery, file-level backup,
source-side deduplication, compression, and incremental processing. It shall also include selective
secure backup for Android and iOS mobile devices with integration to enterprise MDM platforms
where applicable. The solution shall support backup to local storage media and integration with cloud
storage services.
All backups shall employ AES-256 encryption for data in transit and at rest, immutable storage
capabilities, ransomware protection features including anomaly detection and air-gapped/immutable
copies, and support for the 3-2-1 backup rule with verified recovery points and integration with cloud
storage services. The system shall feature high-availability management across both data centers with
automatic failover, centralized web-based console with role-based access control, multi-factor
authentication, auditing, alerting, and compliance support for CJIS, NIST, and governmental data
protection standards.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
5.7 Management and Security
The Proposed Solution shall include components for network monitoring, element management, log
management, and out-of-band access. The network will be protected by a pair of existing Fortinet
firewalls in a high-availability production configuration at the IP edge. The firewalls will be configured
by the Owner and will be used to provide remote virtual private network (VPN) access for Seller’s
implementation of the network.
The network monitoring solution (NMS) shall be an SNMP-based system providing automatic network
discovery, device and protocol support for all equipment in the Proposed Solution, a customizable
alarm management and alerting system with multiple avenues of notification, comprehensive
performance monitoring including device and traffic statistics, service monitoring of OSI Layer 4
network services, a mobile-friendly web interface, customizable dashboards and visualization tools,
collection and storage of device configurations, native iOS and Android apps, and access control for
user/group security management.
The element management solution (EMS) shall provide access to device configuration, properties,
telemetry data, and software updates of the network hardware through a web-based UI and mobile
app. The EMS may be premise or cloud based.
The log management solution (LMS) shall be an open-source platform with a commercial enterprise
upgrade path. The solution shall provide centralized log management, multiple common log formats,
advanced search across large volumes of log data, configurable data retention policies, creation of
dashboards to visualize log data trends, alert configurations based on custom log content and
conditions, and notifications via multiple common methods.
The proposed management network shall include an LTE-based out-of-band access solution (OAS)
with support for both Ethernet and serial console ports, configured to support all core, aggregation,
and business network equipment at the two data centers. The equipment shall be AC powered, and
the Seller shall provide the power loading requirements necessary for the Owner to supply battery
backup support.
The Owner currently uses Microsoft Active Directory for DNS, DHCP, and IP address management
(DDI), but is interested in considering alternative solutions. In this context, the Seller shall propose
an optional DDI solution that provides automated subnet discovery, IP scanning, IP address history
tracking/viewing, and IP address conflict management. The system shall provide integration with
SolarWinds User Device Tracker to facilitate DHCP troubleshooting using device and switch port
information. The system shall be deployed on a compute/storage VM and shall support VMware Aria
Automation Orchestrator for IP address assignments in virtual environments. Pricing for this optional
component shall be included in Exhibit B tab 5.7 under the total line and will not count toward
evaluation of the bid pricing. Should the Owner not elect to purchase this optional solution, the
Owner will be responsible for configuration of DDI services as required by the Seller for
implementation of the Proposed Solution.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
5.8 Warranty, Maintenance, and Technical Support
Owner shall require maintenance and support services including hardware repair/replace, software
fix/features, and technical support for all components in the Proposed Solution. Owner requires 24
x 7 access to a manufacturer-certified technical support center (TAC) and major/maintenance
software releases for each of the proposed components. Owner shall require next business day
hardware replacement and TAC access for fault resolution during business hours with option for
hourly extension. All critical core/aggregation and compute/storage components shall include spare
parts for items that can be field replaced. Optical transceivers shall include one manufacture-branded
spare for each type of transceiver in the Proposed Solution. Maintenance and support services shall
be quoted for 1-year, 3-year, and 5-year terms. Manufacturer warranty on hardware components
shall be a minimum of 1 year from delivery to Owner.
The Seller shall provide a summary of their Proposed Solution for this section and indicate its
compliance with each of the requirements in Exhibit A – Point by Point Response.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
SECTION 6 EVALUATION AND SELECTION
6.1 Introduction
This section describes the evaluation process that will be used to determine which Proposal(s)
provides the greatest value to the Owner. Owner will not necessarily award the Contract to the
Seller offering the lowest cost to the Owner. Instead, the Owner will award to the Seller whose
Qualified Proposal the Owner believes will provide the best value to the Owner.
6.2 Evaluation Committee
The Owner will conduct a comprehensive, fair, and impartial evaluation of Proposals received in
response to this RFP. The Owner will use an evaluation committee to review and evaluate the
Technical Proposals. The evaluation committee will recommend an award based on the results
of their evaluation to the Owner or to such other person or entity who must approve the
recommendation.
6.3 Proposal Evaluation and Scoring
The evaluation of the proposals and any requested oral presentations will be based on the
following criteria:
1. Overall Price (lowest cost / proposal cost) 0-30
points
2. Exhibit A - Point by Point Response Compliance Score
(Y=1; P=0.5; N=0 sum of all items / total items)
0-30
points
3. Exhibit C – VM Workload Migration Planning and MoP tasks and timeline
are clear, thorough, and considerate of the Owner’s operating environment.
0-15
points
4. Section 1 response thoroughness (-1 point for each unfulfilled requirement) 0-10
points
5. Section 3 response thoroughness (-1 point for each unfulfilled requirement) 0-15
points
TOTAL POINTS AWARDED 0-100
points
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
SECTION 7 CONTRACT TERMS AND CONDITIONS
7.1 Contract Terms and Conditions
The Contract that the Owner expects to award as a result of this RFP shall comprise all or the
specifications, terms and conditions of the RFP, written clarifications or changes made by the
Owner to the RFP through an amendment to the RFP in accordance with the provisions of the
RFP, the General Terms and Conditions, the offer of the successful Seller contained in its Proposal,
and any other terms deemed necessary by the Owner. No objection or amendment by a Seller
to the provisions or terms and conditions of the RFP or the General Terms and Conditions shall be
incorporated into the Contract unless Owner has explicitly accepted the Seller’s objection or
amendment in writing.
The Owner reserves the right to either award a Contract(s) without further negotiation with the
successful Seller or to negotiate Contract terms with the successful Seller if the best interests of
the Owner would be served.
7.2 Contract Length
The term of the Contract will be for three (3) years. The Owner shall have the sole option to renew
the Contract upon the same or more favorable terms and conditions.
7.3 Insurance
The Contract will require the successful Seller to maintain insurance coverage(s) in the minimum
amounts set forth below, unless otherwise required by the Owner.
Type of Insurance LIMIT AMOUNT
General Liability (including
contractual liability) written on an occurrence basis
General Aggregate
Products –
Comp/Op Aggregate
Personal injury
Each Occurrence
$2 million
$1 Million
$1 Million
$1 Million
Automobile Liability (including contractual liability)
written on an occurrence basis
Combined single limit $1 Million
Excess Liability, Umbrella Form Each Occurrence
Aggregate
$1 Million
$1 Million
Errors and Omissions Insurance Each Occurrence $1 Million
Cyber Insurance Each Occurrence $3 Million
Workers Compensation (Coverage A)
Employer Liability (Coverage B)
As Required by Iowa
law
Bodily Injury by
Accident/Disease
As required
by Iowa law
$100,000
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
Seller shall name the Owner as an additional insured on a primary and non-contributory basis
including a waiver of subrogation in favor of the Owner. Seller shall also provide certificates of
insurance to the Owner with submission of the RFP, and upon request by the Owner.
Acceptance of the insurance certificates by the Owner shall not act to relieve Seller of any
obligation under this Contract. It shall be the responsibility of Seller to keep the respective
insurance policies and coverages current and in force during the life of this Contract. Seller shall
be responsible for all premiums, deductibles and for any inadequacy, absence or limitation of
coverage, and the Seller shall have no claim or other recourse against the Owner for any costs or
loss attributable to any of the foregoing, all of which shall be borne solely by the
Seller. Notwithstanding any other provision of this Contract, Seller shall be fully responsible and
liable for meeting and fulfilling all of its obligations under this section of the Contract.
7.4 Termination and Adjustment
A. If Seller fails to fulfill its obligations under this Contract, the Owner may terminate this
Contract after giving the Seller ten days written notice to cure such failure. The ten day cure
period will begin on the date shown on the written notification from the Owner. If within the 10
day period Seller fails to cure to the reasonable satisfaction of the Owner, then the Owner may
give notice that it is terminating this Contract and Seller shall cease all activity associated with
this Contract at such time as the notification is received. The Owner has the right to set off the
cost of procuring another contractor to perform or complete the Scope of Work in the event
Seller fails to perform the Work satisfactorily.
B. At any time prior to completion of the Work, the Owner may, in its sole discretion,
terminate the contract by providing the Seller written notice of its intention to terminate.
Unless the notification provides otherwise, Seller shall cease all activity associated with this
Contract at the time the notification is received. If the termination is without fault of the Seller,
the Owner shall pay for Work satisfactorily performed to the date of termination and reimburse
Seller for unrecoverable expenses Seller incurred prior to receiving the notification.
7.5 Indemnification Requirements
For purposes of this section 7.5, the term “Owner” means the City of Waterloo and its elected
and appointed officials, agents, employees, volunteers, and others working on its behalf. To the
fullest extent permitted by law, Seller agrees to defend, pay on behalf of, indemnify, and hold
harmless the Owner against any and all claims, demands, suits, damages or losses, together
with any and all outlay and expense connected therewith including, but not limited to,
attorneys’ fees and court costs that may be asserted or claimed against, recovered from or
suffered by the Owner by reason of any injury or loss including, but not limited to, personal
injury, bodily injury including death, property damage, including loss of use thereof, and
economic damages that arise out of or are in any way connected or associated with Seller’s
work or services under this Contract, including that of its officers, agents, employees,
subcontractors and others under the control of Seller, except to the extent caused by or
resulting from the sole negligence of the Owner.
Seller’s obligation to indemnify the Owner contained in this Contract is not limited by the
amount or type of damages, compensation or benefits payable under any workers’
compensation acts, disability benefit acts, or other employee benefits acts.
Waterloo Enterprise IT Waterloo Enterprise Network Equipment and Services RFP
The Owner shall not be liable or in any way responsible for any injury, damage, liability, claim,
loss or expense incurred by Seller arising out of or in any way connected or associated with
Seller’s work or services under this Contract, including that of its officers, agents, employees,
subcontractors and others under control of Seller, except to the extent caused by or resulting
from the sole negligence of the Owner.
Seller expressly assumes responsibility for any and all damage caused to Owner property arising
out of or in any way connected or associated with Seller’s work or services under this Contract,
including its officers, agents, employees, subcontractors and others under the control of Seller.
7.6 Ownership of Documents
The Seller agrees that the Owner is the sole and exclusive owner of all designs, design plans,
images, drawings, models, survey notes, reports, specifications, studies, records and other data
and documents, in whatever form, prepared under this Contract (the "Design Documents"). The
Seller hereby irrevocably assigns, transfers and conveys to the Owner all right, title and interest
in and to the Design Documents and all intellectual property rights and proprietary rights arising
out of the Design Documents, including copyrights, patents, trademarks, and derivative works
and interests. The Seller warrants to the Owner that the Design Documents will be free from
any claims or encumbrances of intellectual property or proprietary rights of the Seller and any
third party, including any employee, agent, contractor, sub-Contractor, subcontractor,
subsidiary or affiliate of Seller. Upon completion or termination of this Contract, the Seller shall
immediately turn over to the Owner all Design Documents not previously delivered to the
Owner.
To the extent any of the Seller's rights in the Design Documents are not subject to assignment or
transfer, including any moral rights and any rights of attribution and integrity, the Seller hereby
irrevocably and unconditionally waives such rights, and the enforcement of them, and agrees
not to challenge the Owner's rights in and to the Design Documents.
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