request For Proposal (rfp) - Hunters Ridge Community ... documents/rfp cable providers.pdf ·...

HUNTERS RIDGE GOLF AND COUNTRY CLUB

Request for Proposal (RFP) TV, Internet,, and Phone System (TVIP)

Authored by the Board of Directors sanctioned ‘Study Group for Cable TV, Internet & Phone Contract’

2/6/2015

DUE: 5:00 P.M. Eastern Time

Sunday 3/15/2015

Send RFP Response to:

Dick DeCoste, Treasurer

Hunters Ridge Golf and Country Club

28509 F.B. Fowler Ct.

Bonita Springs, FL 34135

Enclosed is an outline from Hunters Ridge Golf and Country Club to vendors for a new contract to provide bulk services and equipment for TV, Internet and Phone service to a community of 555 homes. Included in this RFP is community information, suggestions on requirements, and specific response information requested.


RFP for TVIP Systems

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I. Summary and Scope:

The current Hunters Ridge Golf and Country Club (HRGCC) Comcast Cable TV contract expires

in early June, 2015. A Special Study Group has been appointed by the Board at HRGCC to

develop specifications for competitive bids from organizations such as Comcast, CenturyLink,

Litestream, Hotwire TV, as well as others for a Bundled - Bulk TV, Internet Service and possibly

Phone service. We have done some research, surveyed the membership, and prepared bid specs for

what our membership wants or expects in this contract. Preliminary meetings have been held with

the recipients of this package. We are expecting to receive both hardcopy and softcopy(when

requested) responses from the vendors.

Details should include what is in the Basic or Base Package of Services vs. Add-ons to include:

Term of Contract – length and details

Base TV and Internet bundles and a la carte.

Items to be bid as add-ons since many of our residents pay for add-ons including internet,

programing packages, HD outlets, phone, DVR, etc.

Developing knowledge on upcoming technology like SXHD (super high definition TV)

Ideas which could be part of contract regarding improving repair/support service

II. Association Information:

1. Requirements Summary

This RFP is for a bundled, bulk rate solution for TV, Internet, and potentially phone

service for 5, 7 and 10 year period pricing. Please specify pricing for bulk and

individual, in case individuals want to add options or features.

2. Association Background

Hunters Ridge Golf and Country Club – an established development on 275 acres

with 555 homes consisting of 239 single-family, 206 villas, and 110 coach homes.

HRGCC is located at 12500 Hunters Ridge Drive, Bonita Springs, Florida 34135, just

southeast of Bonita Beach Road and I-75. See the attached map, Attachment B.

3. Existing Systems and Services

Currently the HRGCC Association has a bundled bulk contract with Comcast that

expires early June 2015 for base TV services. TV add-ons, premium channels, Internet

and Phone are individually acquired by home owners from a variety of providers.

4. RFP Objectives

This RFP is to solicit best and final offers for infrastructure, services, and base

equipment to support current and future foreseeable needs for TV, Internet, and phone

systems on a bulk bundled billing to the association for the community. After careful

review and analysis, 2 chosen bidders will go into further negotiations and to a vote by

the membership. The needs of the community facilities such as the Clubhouse, Pro

Shop, Activity Center, Pool area, Office, Guard House, and Maintenance facilities

should be identified and negotiated separately.



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5. Scope of Work

The work should include laying Fiber-to-Home (FTH), or comparable solution, in

conduit to 18” below ground to insure the community will be able to take advantage of

current and foreseeable technologies, and to minimize service related issues. We would

also like to have home health checks built into the implementation plan to facilitate

proper installations of new technology. Please specify resources and vendors to be

committed to the project, as well as detailed tasks and timeframe for the home health

check, and provide a schematic of your proposed infrastructure architecture.

6. Implementation Schedule

To be negotiated, but please layout your plan with an appropriate timetable, steps, and

checkpoints. Plan for and present details on home health checks on existing cable and

connector conditions. If changes are required identify responsibility and cost, or provide

for in-home maintenance. Plan on staffing for appropriate resources for in home

installation. Identify any cutover or parallel considerations including contract buyout for

individual homeowners.

7. Subscriber Forecasts

This contract will be for bulk services for 555 homes and associations facilities. Please

identify bundled and individual solutions, and add-on, and where possible normal retail

pricing so we can identify to our membership the potential savings and advantages of

your bundled solution.

Suggested issues to be addressed are as follows in Sections III-VI below:

III. Respondent Information

1. Qualifications

2. References

3. Support Capabilities

4. Supporting Vendors and Qualifications

5. Financial Health and/or Bonding Insurance

IV. System Requirements: (see Attachment A: Requirements Details; other items below should be

addressed as well.)

1. Infrastructure – please include schematic

2. Television Services – channel line ups

3. Local Channel Support

4. Internet Services

5. Phone Services

6. Television Content Sources

7. Emergency Alert (EAS)

8. Public, Educational, Government (PEG)

9. Disaster Recovery

10. Access Devices Required



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11. Electronic Programming Guide

12. Remote Programming Capability

13. Customer Care

14. Testing

15. Premised Distribution

16. Implementation Support

17. System Administration and Support

18. Billing – identify before taxes and fees, and including taxes and fees

V. Vendor Implementation Schedule

VI. Terms and Conditions

1. Equipment Pricing

2. Supporting Services - including ongoing life of contract in home wiring support

3. Pricing and Financing Options

4. Increases Allowed

5. Terms

Contacts:

Fred Forbes, Board of Directors –

President,

Subcommittee Co-Chair

[email protected]

614-975-3606

Dick DeCoste, Board of Directors –

Treasurer,

Subcommittee Co-Chair

[email protected]

508-817-7464

Frank Caldwell [email protected] 239-949-8586

Tom Ralston [email protected] 239-947-9554

Jim Sido – RFP author [email protected] 214-215-0122

Bob Walters [email protected] 216-701-6595

Don Huprich – General Manager [email protected] 239-495-3610



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Attachment A: Requirements Details

Requirements Comments

TV - base (for all add-ons show individual retail, preferred and bulk pricing)

Base channel lineup Please provide a list of base and premium channels

+HD +Sports packages With pricing to add the optional channels/packages

Add-on packages Details and pricing for individuals to add

Boosted splitter for TVs if required

4 HD TV sets per door (555 Doors)

Individual Home Health Checks For all installs

Add'l or relocated cable outlet - Where required

WiFi - HD receiver as option Can you provide wireless receivers

DVR options and capacities

Remote DVR control and programming Through your smart phone or tablet applications

4 Free DVR boxes or adapters for up to 4 HD TV’s or combination of HD and non-HD set top boxes – see possible options below

(1- HD all home DVR if available as 1 DVR)

(1 – remote for all home plus 2 other set top receiver boxes)

keep or provide D/A converters ?

Price per additional:

set top box Detail your set top box options and pricing for add-ons

DVR (show individual retail, preferred and bulk pricing)

Local pick up or return in community

Future upgrades guarantee

Can you attach directly to the coax connector

i.e. without a set top box and you receive basic channels, if so how many and what channels

Internet:

Recommended base speeds Looking for 50/10 as base, show options and prices

Additional Speed options

WiFi ‘n’ or AC gigabit router included Identify routers available and recommended

Documented availability history Please provide any local area data on availability

TV + Internet price/home

Bundled Clearly identify your offering to Hunters Ridge

a la carte Including onsite support



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Association Facilities (identify separately)

TVs outlets - 25 potential locations –incl. Will need some for new Dining Room expansion

Activity Center (6), Clubhouse Grill (4)

Pro Shop (1) F&B (1), Guardhouse (2)

Phone #s numbers needed - 16

Internet access points 7

2 local program NTSC format channels

Infrastructure:

Any easement/real estate required

Fiber type

Conduit

Buried Depth -18" or greater If not 18” how deep?

Fiber to homes, or if to nodes show a separate deduct for FTH cost for comparison

Provide architecture diagrams

Timeframe to lay Fiber

Cost if NO fiber

Home Health Check What's involved and included, who will run new in house cable, costs and time frames.

Measure state of inside runs (assessment) Part of home health check

DVR/Set top box connection to access point Identify whether CAT6, wireless, existing coax

TV connection options Identify coax, HDMI, Ethernet, RCA plugs

Cost of add'l or relocated cable outlet

Start construction 45 days from contract signing

Also need to be up and running 5-6 months after contract signing

Support

Implementation manager Specify length or times dedicated

Implementation Plan details

On site fulltime person during 1st year of startup during in home installation after infrastructure is in place. Then one month during high season. Free call out install assistance thereafter as needed.

Onsite rep and meeting 1/month for 12 months after installation or on demand for seasonal returnees

Bulk local call center call center location – dedicated to bulk contracts?

Vacation hold process & equipment return

Provide a demonstration of your offering Call us to arrange if you have not already demonstrated your offering



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Phone

# of lines/home and for association needs

Fax lines

Security system line considerations

Voicemail

Gate security & camera Rear entrance & front entrance

Costs to add additional security locations

Contract related questions

Will you pay cancellation charges For members, for example that cancel other vendors individual contracts

Maximum increases planned or allowed

Performance Guarantees Identify grounds for cancellation

Matching price guarantees For features, programming, and technology

Provision for community infrastructure assets to revert to the community

In the event of vendor filing for bankruptcy or insolvency infrastructure assets would revert to community ownership



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request For Proposal (rfp) - Hunters Ridge Community ... documents/rfp cable providers.pdf ·...

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