DWDM Upgrade

INVITATION FOR BID (IFB)
IFB No. 229-26
DWDM Upgrade
Purchasing Analyst of Record: Joshua Houston
Joshua.Houston@thorntonco.gov
City Hall - 2nd Floor
Contracts and Purchasing Division
9500 Civic Center Drive
Thornton, CO 80229-4326
Main Phone: (303) 538-7325

IFB No. 229-26
DWDM Upgrade
TABLE OF CONTENTS
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS ............................................................................................................. 4
A.1 SCHEDULE OF EVENTS:............................................................................................... 4
A.2 PURCHASING ANALYST OF RECORD: ....................................................................... 4
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS: .................................................. 4
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS .. 5
B.1 CURRENT STATE: ......................................................................................................... 5
B.2 ESTIMATED QUANTITIES: ............................................................................................ 5
B.3 F.O.B. POINT: ................................................................................................................. 6
B.4 DELIVERY CONSIDERATIONS: .................................................................................... 7
B.5 WARRANTIES: ............................................................................................................... 7
B.6 DISCOUNTINUED ITEMS: .............................................................................................. 7
B.7 INVOICING REQUIREMENTS: ....................................................................................... 7
B.8 PALLET CHARGE: ......................................................................................................... 7
B.9 VENDOR PERFORMANCE MANAGEMENT: ................................................................ 8
B.10 COOPERATIVE PURCHASING: .................................................................................. 8
PRICING AND BID ITEMS .................................................................................. 9
C.1 PRICING INFORMATION: .............................................................................................. 9
C.2 PRICING: ......................................................................................................................... 9
C.3 BID ITEMS: ..................................................................................................................... 9
BID INSTRUCTIONS, EVALUATION, AND AWARD ....................................... 11
D.1 BID POSTED LOCATIONS: .......................................................................................... 11
D.2 QUESTIONS: ................................................................................................................ 11
D.3 ADDENDA: .................................................................................................................... 11
D.4 SUBMISSION OF BIDS: ............................................................................................... 11
D.5 DOCUMENTS FOR FINAL BIDDER SUBMISSION: .................................................... 12
D.6 LATE BID SUBMISSIONS: ........................................................................................... 12
D.7 BID OPENING ............................................................................................................... 12
D.8 EVALUATION OF BIDS ................................................................................................ 13
D.9 AWARDS: ..................................................................................................................... 13
D.10 ACCEPTANCE PERIOD: ............................................................................................ 13
D.11 AWARD TERM LENGTH: ........................................................................................... 13
Page 2 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
D.12 POST AWARD PURCHASE ORDER: ........................................................................ 13
D.13 STANDARD BID CONSIDERATIONS: ....................................................................... 14
D.14 SAMPLE VENDOR COMMITMENT STATEMENT: .................................................... 14
REQUIRED VENDOR SIGNATURE FORMS .................................................... 15
E.1 ACCEPTANCE AND ADDENDA ACKNOWLEDGEMENT FORM: .............................. 15
E.2 REFERENCES AND AUTHORIZATION AND RELEASE FORM: ................................ 16
AUTHORIZATION FOR SOLICITATION POSTING .......................................... 19
F.1 PURCHASING MANAGER FORM: ............................................................................... 19
Page 3 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
SCHEDULE, PURCHASING ANALYST OF RECORD, AND GENERAL
SUMMARY OF NEEDS
A.1 SCHEDULE OF EVENTS:
The following is a list of important items, dates, and times that pertain to this solicitation. All
times listed below are in reference to the local Thornton, Colorado time.
Solicitation Item Date Time
Invitation for Bids (IFB) Issued 05/12/26
Deadline to Submit Questions 05/22/26 4:30 P.M.
Response to Written Questions 05/28/26
Bids Due Date 06/03/26 4:30 P.M.
Date of Bid Opening 06/04/26 9:00 A.M.
Location of Bid Opening Virtual/Microsoft Teams
Purchase Order/ Vendor Commitment
06/08/26
Statement Issued to Awardee (tentative)
A.2 PURCHASING ANALYST OF RECORD:
The Purchasing Analyst of Record for this solicitation will be the central point of contact
throughout the solicitation process. All questions and inquiries must be submitted in writing via
direct email to the Purchasing Analyst. No communication is to be directed to any other Thornton
personnel.
The Purchasing Analyst of Record's contact information is as follows:
Name: Joshua Houston
Title: Senior Purchasing Analyst
Email: Joshua.Houston@thorntonco.gov
A.3 GENERAL SUMMARY OF PROCUREMENT NEEDS:
The City of Thornton, CO ("Thornton") is seeking bids for Dense Wavelength Division
Multiplexing (DWDM) optical transport equipment to support the organization's transition from
Coarse Wavelength Division Multiplexing (CWDM) to DWDM network infrastructure.
Page 4 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
CURRENT STATE, SCOPE OF WORK, AND SPECIAL CONSIDERATIONS
B.1 CURRENT STATE:
Thornton is a home-rule city in Adams County, Colorado, located ten (10) miles northeast of
Denver.
On or about 2019, the Thornton Information Technology Division ("Thornton IT") implemented
Thornton's current CWDM network backbone technology. Thornton IT is now in the process of
migrating from its existing CWDM environment to a higher-capacity DWDM architecture capable
of supporting increased bandwidth demands, improved wavelength management, and long-term
scalability across the organization's network backbone. Thornton began this upgrade in 2025
and will continue this Project through 2028 or 2029.
The requested DWDM upgrade equipment includes passive DWDM multiplexing and add/drop
modules, LightGuide Cross-Connect (LGX) chassis components, tunable 10Gb DWDM optical
transceivers, and related mounting and media conversion hardware. The solution is intended to
maximize utilization of existing fiber assets while enabling future network growth and improved
operational flexibility.
To ensure compatibility with Thornton's existing DWDM equipment, Bidders must bid the
Approved Networks (a brand of Legrand) brand-name equipment requested by Thornton.
Substitute equipment will not be acceptable.
B.2 ESTIMATED QUANTITIES:
Thornton made its first purchase of DWDM equipment in 2025. Thornton's anticipates making
annual purchases of DWDM equipment through 2028 or 2029, when the Project will be
completed. The anticipated quantities for 2026 are provided below, as well as the remaining
quantities for 2027 through 2028/2029, and the total quantities of DWDM equipment for this
Project:
Page 5 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
This IFB pertains only to the quantities for 2026 through 2028/2029. The quantities for 2025
have already been purchased.
The quantities listed above are Thornton's best estimate of its actual needs. However, these
estimates are not binding on Thornton, and Thornton is not obligated to order more than its
actual needs or accept quantities above that which have been ordered. There is no guaranteed
minimum quantity. All future orders are conditional upon Thornton's City Council making annual
appropriations for this Project.
B.3 F.O.B. POINT:
Prices quoted shall be F.O.B. Destination and delivered to the following point:
City of Thornton
Information Technology
Lower Level
9500 Civic Center Drive
Thornton, CO 80229
Attention: Solomon Oyenugah, Network Engineering Supervisor
Page 6 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
B.4 DELIVERY CONSIDERATIONS:
All furnished equipment shall be new. Delivery is required within 30 Calendar Days after receipt
of order for all purchases. All deliveries shall be made between the hours of 8:00am and 4:00pm,
Monday through Friday, excluding holidays.
B.5 WARRANTIES:
All furnished equipment shall include the manufacturer's standard commercial warranty.
B.6 DISCOUNTINUED ITEMS:
If any of the specified equipment is discontinued by the manufacturer, or otherwise becomes
unavailable, the Vendor shall promptly notify Thornton and propose an equivalent or superior
replacement. The decision to accept a replacement is at Thornton's sole discretion.
Replacement equipment shall be offered at pricing equal to or lower than the original awarded
pricing unless otherwise approved by Thornton.
B.7 INVOICING REQUIREMENTS:
Thornton's Accounts Payable Division is the only division within Thornton that issues payments
to Vendors whom have submitted invoices. Thornton only issues payments from invoices and
will not issue payments to Vendors off of quotes.
The Vendor must be capable of providing invoices that include the following details:
Invoice number;
Invoice date;
Itemized charges, including unit of measurement, and specific item/part number;
Total charge;
Purchase Order and Vendor Commitment Statement numbers (provided upon
acceptance of award);
Delivery location (Building name and address).
Thornton's standard payment terms are net thirty (30) Calendar Days after receipt of an invoice.
All invoices submitted shall be emailed to AP.Invoices@ThorntonCO.gov. In lieu of email,
physical copies may be submitted to City of Thornton - Accounts Payable, 9500 Civic Center
Drive, Thornton, CO 80229-4326. Invoices sent to anyone other than Accounts Payable are not
considered to be properly submitted and will not be paid until they are properly submitted.
B.8 PALLET CHARGE:
Any pallets supplied shall be non-returnable, no deposit.
Page 7 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
B.9 VENDOR PERFORMANCE MANAGEMENT:
Thornton may administer a Vendor Performance Management program as part of this IFB and
any resulting Vendor Commitment Statement. The purpose of this program is to create a method
for documenting and advising Thornton of exceptional performance or any problems related to
the purchased goods and services.
B.10 COOPERATIVE PURCHASING:
Thornton encourages the proper use of cooperative purchasing and reserves the right to make
results of this solicitation available to other governmental agencies seeking like equipment,
goods, or services. Other agencies using this solicitation must do so according to regulations
established by their individual organizations and accept sole responsibility for its use. The terms
and conditions of any resulting transaction shall be exclusively between the buyer and the seller.
Buyers and sellers from other municipalities and political subdivisions using this solicitation in a
cooperative or "piggy-back" fashion, agree to defend and hold harmless Thornton from any
dispute or action arising from its use.
The remainder of this page has been left blank intentionally.
Page 8 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
PRICING AND BID ITEMS
C.1 PRICING INFORMATION:
This section shall include a description of the proposed costs and prices. All pricing information
shall be limited solely to this section of your bid. This section should address all requirements
set forth in Section B as well as any other items pertinent to your bid pricing such as additional
discounts for increased quantities, service requirements, etc. The requirements have been
developed to allow Thornton to uniformly evaluate prices submitted for the work. Accordingly,
you should follow these instructions carefully and provide all data requested in the formats
specified herein and in any referenced attachments.
Any omissions in this IFB shall be identified by each Bidder and incorporated into their bid
including any omissions for hardware, service, support, software, travel, shipping, etc. which is
necessary for the success of the Project. All items must be identified as a separate line item with
pricing and included as part of the Bidder's bid, unless otherwise requested by Thornton.
Thornton will not increase any subsequent Agreement or purchase order (neither dollar amount
or time) for items not included in the submitted bid documents. Thornton reserves the right to
purchase part of or the entire items in a bid.
C.2 PRICING:
All unit prices shall be firm and fixed and include shipping costs for delivery FOB Destination.
Thornton's future orders shall use the pricing in effect for the year in which the order is made.
Thornton reserves the right to seek future price reductions where market conditions or
manufacturer pricing trends support lower pricing for comparable products. Any pricing
revisions shall be subject to mutual agreement and documented through a written amendment
to the Vendor Commitment Statement.
C.3 BID ITEMS:
The Pricing Form has been provided under separate cover as a Microsoft Excel spreadsheet
and is titled "229-26 IFB Appendix No. 1 Pricing Form." Bidders must complete the yellow-
shaded cells of the Pricing Form as part of their bid. All other cells are locked for editing and
shall not be manipulated by Bidders.
Thornton is requesting single, firm-fixed unit pricing for its 2026 estimated purchase quantities
(column D). Thornton has developed estimated quantities for 2027, 2028, and 2029 for
evaluation purposes only. Thornton is requesting annual, firm-fixed unit pricing for years 2027
(column G), 2028 (column J), and 2029 (column M). The Bidder's total evaluated price will
populate in cell B17. All unit pricing shall include shipping for FOB Destination.
Page 9 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025

IFB No. 229-26
DWDM Upgrade
Note: Although the estimated quantities for 2028 and 2029 include several rows with quantity
"0," Bidders' pricing is still requested for these items, should these items be ordered in 2028 or
2029.
The estimated quantities used in the Pricing Form are not binding on Thornton, and Thornton is
not obligated to order more than its actual needs or accept quantities above that which have
been ordered. There is no guaranteed minimum quantity. All future orders are conditional upon
Thornton's City Council making annual appropriations for this Project.
The remainder of this page has been left blank intentionally.
Page 10 of 19
S:\SS\C-P\2026\229-26 DWDM Upgrade\2-BD\BidNet\1-Original Upload\229-26 IFB 5-12-26 7/2025