Sallisaw Municipal Authority APPA Broadband Conference Fiber to the Home Sallisaw Municipal Authority Sallisaw, Oklahoma Developing RFP’s and Bid Documents

Sallisaw Municipal Authority APPA Broadband Conference ASPECTS OF A TELECOMMUNICATIONS SYSTEM Construction MaterialsElectronics Channel LineupVideo GuidesNetwork Systems/Equip Internet BackboneWeb sitesNetwork Software Billing SoftwareDigital Set TopsSet top control (DAC) Fiber MgmtHeadend DesignHeadend Equipment Satellite DishOff Air tower/antennasIP Addressing softwareFees and TaxesAdvertising & Logo Pricing & PackagingPhone PartnerContracts/Agreements Commercial SalesCustomer ServiceWork Order Process Programmer NegotiationsOperational Procedures Pay Per View Programming After Hours Support Phone packages & Pricing Make Ready Construction (electric lines) Customer Installations and Scheduling Video on Demand Equip and Content

Sallisaw Municipal Authority APPA Broadband Conference OBJECTIVES IN RFP AND BID PROCESS  Opportunity to learn very detailed pros and cons of a FTTH system  What will each vendor bring to the table?  Leverage competition for improved pricing  Select what best fits your project  Compliance with state law

Sallisaw Municipal Authority APPA Broadband Conference Prior to issuing RFP and bid documents  Do your homework  Have an understanding of the responses you will be receiving.  Learn the terminology  Consultants, use them if you have them under contract Choose knowledgeable consultants Can assist in preparation of documents Can assist in reviewing responses Can assist in scoring Can point out pluses and deficiencies

Sallisaw Municipal Authority APPA Broadband Conference RFP’s and Bid Documents Issued (Major/Sallisaw)  Consultant (Feasibility and Implementation)  Fiber Optic Transport Equipment (Electronics)  Engineering / design of outside plant  Headend Building  Outside plant construction  Headend Equipment with Satellite Dish and Tower Included Headend design  Video on Demand equipment  Billing system

Sallisaw Municipal Authority APPA Broadband Conference RFP AND BID SEQUENCE IS IMPORTANT  Plan issuance of RFP and bid documents  Outside plant and Headend construction can take place simultaneously. Other decisions such as channel lineup, guide selection, pricing, etc…can take place during construction  Round 1: Consulting Partner/Feasibility  Round 2: Transport Equipment (e.g Wave7)

Sallisaw Municipal Authority APPA Broadband Conference RFP AND BID SEQUENCE IS IMPORTANT  Round 3: Design and/or Build outside plant, Billing System or Middleware Outside plant design and construction: Identify Headend location  Round 4: Integrated Headend System design and build, Data Systems, VOD, other systems needed

Sallisaw Municipal Authority APPA Broadband Conference RFP and Bid Document Components  Functionality/Performance Requirements  Customers and References  Management Team Resumes/bios  Company Financials  Performance Bond (optional)  Terms of Agreement  Training and Support  Warranty  Cost  Notice of Intent to Bid (Sallisaw)

Sallisaw Municipal Authority APPA Broadband Conference Provide information related to your project  Tell potential respondents about your community  What services will you offer  Provide maps of community  Note any specific requirements you will require  Provide specific numbers related to project Number of premises to pass Approximate miles of plant Estimated penetration rates  Once issued, be prepared to answer questions

Sallisaw Municipal Authority APPA Broadband Conference What Sallisaw looked for in responses  Prior success in FTTH projects  References  Sound company financially  Response geared/customized for Sallisaw, no standardized responses  How was response bound?  Did they meet the guidelines of request?  Willingness to participate in project

Sallisaw Municipal Authority APPA Broadband Conference RFP and Bid Document Rating Scale  4 = Full Compliance/Exceeds Industry Standard  3 = Full Compliance/Meets Industry Standard  2 = Partial Compliance/Below Industry Standard  1 = Requires 3 rd Party  0 = Not in Compliance/No Response  Staff and consultants rated responses

Sallisaw Municipal Authority APPA Broadband Conference Questions/Information RequestedVendor 1Vendor 2Vendor 3Vendor 4 V. Vendor Qualifications & Capabilities 1. Company History43 2. Track Record43 3. Company Financials33 4. Executive Team33 5. Production Customers & References44 6. Litigation33 7. Unique Advantages43 Section V Subtotal2522 A score below 3 for this requirement will result in vendor disqualification EVALUATOR SCORING RESPONSES (Partial Example)

Sallisaw Municipal Authority APPA Broadband Conference Vendor Point Total & RankingVendor 1Vendor 2Vendor 3Vendor 4 System Requirements Average x 50% Vendor Qualifications Average x 30%0.9 Terms of Agreement Average x 20% Total Weighted Points Points Ranking12 System Cost$64,000$58,870 Cost Ranking21 WEIGHTING SCORES AND RANKING (Example)

Sallisaw Municipal Authority APPA Broadband Conference Partner Selection vs. RFP  Not every decision should be RFP driven  Operating partners should be selected via negotiation Rationale: ‘relationship’ versus product requires more specific knowledge of the firm Itself  Examples: Voice Provider Selection (CLEC) Support Desk Partner Local Installation Contractor

Sallisaw Municipal Authority APPA Broadband Conference WHO WE SELECTED  Consultant: Uptown Services ( feasibility and implementation)  Transport Equipment: Wave7 Optics  Design and Construction: Atlantic Engineering  Headend Design and Build: Peregrine Communications  Headend Equipment and Settops: Motorola

Sallisaw Municipal Authority APPA Broadband Conference WHO WE SELECTED  Headend Building: Sallisaw Lumber Company  Billing System: Great Lakes Data Systems  Video on Demand Equipment: SeaChange International  Telephone partner: Newroads Telecom (Ft. Smith, AR)  Help desk support: Coldwater, MI Utilities

Sallisaw Municipal Authority APPA Broadband Conference SUMMARY  Lots of questions to answer  Lots of materials to review in responses  You will have lots of questions once responses are reviewed  Bring in vendors for presentations Sallisaw required on site presentations within certain time period (if requested by Sallisaw)

Sallisaw Municipal Authority APPA Broadband Conference