Fiber Maintenance and Restoration Services BVP

RFQ033329 City of Columbus Department of
Technology (DoT) Fiber Network Maintenance, and
Restoration Services Best Value Procurement
EQUAL OPPORTUNITY CLAUSE
The Contractor will not unlawfully discriminate against any employee or applicant for
employment because of race, sex, sexual orientation, gender identity or expression, color, religion,
ancestry, national origin, age, disability, familial status or military status. The Contractor will take
affirmative action to ensure that applicants are employed, and that employees are treated during
employment without regard to their race, sex, sexual orientation, gender identity or expression,
color, religion, ancestry, national origin, age, disability, familial status or military status. Such
action shall include, but not be limited to, the following: employment up-grading, demotion, or
termination; rates of pay or other forms of compensation; and selection for training. The Contractor
agrees to post in conspicuous places, available to employees and applicants for employment,
notices summarizing the provisions of this Equal Opportunity Clause.
The Contractor will, in all solicitations or advertisements for employees placed by or on
behalf of the Contractor, state that the Contractor is an equal opportunity employer.
It is the policy of the City of Columbus that program members as defined in section 3901.01 of
the Columbus City Codes shall have the maximum practicable opportunity to participate in the
performance of contracts awarded by the City.
The Contractor shall permit access to any relevant and pertinent reports and documents by
the Office of Diversity and Inclusion Director for the sole purpose of verifying compliance with
Title 39 of the Columbus City Codes, and with the Office of Diversity and Inclusion regulations.
All such materials provided to the Office of Diversity and Inclusion Director by the Contractor
shall be considered confidential.
The Contractor will not obstruct or hinder the Office of Diversity and Inclusion Director
or his/her deputies, staff and assistants in the fulfillment of the duties and responsibilities imposed
by Title 39 of the Columbus City Codes.
The Contractor and each subcontractor will include a summary of this Equal Opportunity
Clause in every subcontract. The Contractor will take such action with respect to any subcontractor
as is necessary as a means of enforcing the provisions of the Equal Opportunity Clause.
The Contractor agrees to refrain from subcontracting any part of this Contract or contract
modification thereto to a contractor not holding a valid certification number as provided for in
Title 39 of the Columbus City Codes.
Failure or refusal of a Contractor or subcontractor to comply with the provisions of Title
39 of the Columbus City Codes may result in cancellation of this contract.
Revised 2026

INFORMATION FOR OFFERORS (BVP)
SPECIAL CONDITIONS DEFAULT PROVISION
Special conditions included in the specifications, if inconsistent In case of default by the offeror or the contractor, the City of
with provisions included in "Information for Offerors (BVP)", shall Columbus may procure the articles or services from other
take precedence over any provisions in "Information for Offerors sources and hold the offeror or contractor responsible for any
(BVP)" to the extent inconsistent. excess costs occasioned or incurred thereby.
PERSONAL EXAMINATION CONTRACT AND BOND
Offerors are required to satisfy themselves by personal The offeror to whom an award is made will be required to
examination of the proposed contract documents and execute a written contract with the City of Columbus, Ohio within
investigation of the conditions at the site of the work in order that ten days after receiving such contract for execution, and if
they may be fully informed of the contract requirements, the specified in the legal notice, furnish a good and approved bond
conditions existing, and the difficulties likely to be encountered in conditioned upon the faithful performance of the same. The
the execution of the work. proposal, contract, proposal bond, (if applicable), and
performance bond (if applicable) shall be in the form herein
SUBMISSION OF RESPONSE specified.
Refer to the "Proposal Information" section of the Specifications
for instructions for submission. If, at any time during the continuance of the Contract, any surety
shall, in the opinion of the contracting agent of the City, become
All proposals and other material submitted in response to this irresponsible, then said agent shall have the right to require
Best Value Procurement (BVP) become the property of the additional and sufficient surety or sureties. The Contractor shall
City of Columbus. The City may choose to retain or furnish the surety or sureties to the satisfaction of the said agent,
return these materials to the offeror, at the offeror's expense. within ten (10) days after notice. In default thereof the default
provision herein shall apply.
The City is not liable for any cost associated with the preparation
of the proposal or any other costs incurred by any bidder prior to LIABILITY, INSURANCE, LICENSES AND PERMITS
the execution of the contract. The rejection of any proposal in Where offerors are required to enter or go onto City of Columbus
whole or in part, at it discretion, will not render the City liable for property to deliver materials or perform work or services as a
incurring any cost or damage. result of contract award, the offeror will assume full duty,
obligation and expense of obtaining all necessary licenses,
If at any time prior to the closing date the invited offeror decides permits, and insurance when required. The offeror shall be
not to provide a proposal, the City will appreciate that a letter to liable for any damages or loss to the City occasioned by
that effect be supplied to the City prior to the deadline. negligence of the offeror (or his agent) or any person the offeror
has designated in the completion of his contract as a result of his
ACCEPTANCE AND REJECTION response. Particular attention is directed to the statutory
This response submitted by the offeror to the City of Columbus requirements of the State of Ohio relative to the licensing of
will be accepted or rejected within a period of 180 days from due corporation organized under the Laws of any other State.
date. The City reserves the right to waive technicalities, and to
cancel and renew the request on the required service. If more TAXES
than one service, prices shall be quoted on the services The City, being a municipality, is tax exempt and will provide
requested. However, each service may be considered a appropriate certificate upon request. Federal and/or State Taxes
separate offer and the City reserves the right to award a contract are not to be included in prices quoted. The successful offeror
on each service separately or on all services as a whole or any will be furnished an exemption certificate if needed.
combination thereof. Offerors whose proposal is made on an
"All or None" basis must clearly state such fact in their written PRICING
responses. Offerors are to quote firm or fixed prices for the duration of any
contract, which may be a result of the proposal unless otherwise
Each invitation for Bids, Request for Statements of noted in the specifications. In case of discrepancy in computing
Qualifications, and Request for Proposals issued by the City the amount of the cost, the UNIT PRICE quoted will govern.
shall state that the Bid or Request may be cancelled and that
any bid or proposal may be rejected in whole or in part when it is DELIVERY
for good cause and in the best interests of the City. Time will be of the essence for any orders placed as a result of
this response. Purchaser reserves the right to cancel such
WITHDRAWAL OF RESPONSE PROPOSALS orders, or any part thereof, without obligations if delivery is not
Offerors may withdraw their responses at any time prior to the made within the time(s) specified. Delivery shall be made during
time specified in the advertisement as the closing time for the normal working hours and to the destination shown on the
receipt of responses. However, no offeror shall withdraw or proposal.
cancel a proposal for a period of 180 calendar days after said
advertised closing time for the receipt of the proposals.
SIGNATURE REQUIRED
By submitting this response electronically, bidder/proposer is
affixing an electronic signature as defined by the Ohio Uniform
Transactions Act. Said signature represents that he/she has the
authority to bind the entity to the terms and conditions contained (INFORMATION FOR OFFERORS continued next page)
herein.
-2- Revised 09-07-2021

INFORMATION FOR OFFERORS (BVP) (Continued)
CAMPAIGN CONTRIBUTIONS BVP are considered public records and WILL be released when
Contractor hereby certifies the following: that it is familiar with a public records request is made by news media, competitors,
Ohio Revised Code ("O.R.C.") Section 3517.13; that all or other interested parties, in accordance with the law. If
applicable parties listed in Division (I)(3) or (J)(3) of O.R.C. you contend that certain CLEARLY MARKED portions of
Section 3517.13 are in full compliance with Divisions (I)(1) and your response constitute an exception to Ohio's public
(J)(1) of that Section; that it is eligible for this contract under the records law, you MUST submit your legal basis in support of
law and will remain in compliance with O.R.C. Section 3517.13 that assertion with your response.
for the duration of this contract and for one year thereafter.
If a public records request is made for any portion of the
QUALITY documents that you have submitted and you have NOT clearly
Unless otherwise stated by the offeror, the proposal will be marked such documents as information constituting an
considered as being in strict accordance with the specifications exception to Ohio's public records law, your information will be
outlined in this BVP document. released immediately.
SAMPLES If a public records request is made for such information and you
Samples, when requested, must be furnished free of expense to HAVE clearly marked portions of your response as information
the City and if not destroyed, will upon request be returned at the constituting an exception to Ohio's public records law, AND you
bidder's expense. have submitted the legal basis supporting such claim, the City
will release a redacted version of your information to the
CHANGES AND ADDENDA TO BVP DOCUMENTS requestor and notify you that a request was made and that a
Each change or addenda issued in relation to this document will redacted version of your response was released. Should the
be published on Bonfire website no less than five (5) working requestor indicate that the redacted version is not sufficient for
days prior to the scheduled BVP due date. In addition, to the their purposes, you then will be IMMEDIATELY responsible for
extent possible, notice will be e-mailed to each person obtaining an order from a Court of competent jurisdiction in
registered as having interest in the commodities selected for this Franklin County, Ohio enjoining release of your clearly marked
BVP. information constituting an exception to Ohio's public records
law.
REPUDIATION OF AGREEMENT
The liability of the City for repudiation of any agreement which If a public records request is made for such information and you
might result from this request shall be limited to the difference HAVE clearly marked portions of your response as information
between the market price at the time and place for tender of the constituting an exception to Ohio's public records law, but you
service and the unpaid sales price together with any incidental have NOT submitted the legal basis supporting such claim, the
damages, but less expenses paid in consequence of the breach City WILL RELEASE your information to the requestor and notify
by the City. The liability of the city shall not be measured by the you that a request was made and that your response was
profits or overhead of seller. released.
CONTRACT MODIFICATION DO NOT mark your entire response/submittal as information
An agreement which may result from this request shall not be constituting an exception to Ohio's public records law. If your
modified or altered by any subsequent course of performance entire response/submittal is so marked, the City of Columbus will
between parties or by additional terms contained in any not consider your offer.
subsequent documents unless said additional or differing terms
are incorporated by contract modification authorized to be COSTS INCURRED FOR PROPOSAL SUBMISSIONS
entered into by ordinance. The City is not liable for any cost associated with the preparation
of the proposal or any other costs incurred by any offeror prior to
APPLICABLE LAWS the execution of the contract. The rejection of any proposal in
The Revised Code of the State of Ohio, the Charter of the City of whole or in part, at it discretion, will not render the City liable for
Columbus, and all City ordinances insofar as they apply to the incurring any cost or damage.
laws of competitive bidding, contracts, and purchases, and wage
theft prevention, are made a part hereof. WITHDRAWAL OF PROPOSALS
If at any time prior to the closing date the invited offeror decides
REMEDIES not to provide a proposal, the City will appreciate that a letter to
All claims, counterclaims, disputes and other matters in question that effect be supplied to the City prior to the deadline.
between the City, its agents and employees, and the Contractor
arising out of or relating to this agreement or its breach will be
decided in a court of competent jurisdiction within the County of SAFETY REQUIREMENTS
Franklin, State of Ohio. Successful vendor shall at all times while performing duties,
adhere to all rules of their particular industry, with regard to
OFFERORS TERMS AND CONDITIONS mandates by the Environmental Protection Agency (EPA) and/or
Terms and conditions, submitted with this proposal, which are Occupational Safety and Health Administration (OSHA), and any
contrary to City Code or Charter shall be disregarded for the other regulation applicable to the circumstance.
purpose of any subsequent contract. The successful offeror
shall be notified as to which terms and conditions, if any, have
been deleted or changed.
PUBLIC RECORDS REQUESTS
The City of Columbus, as a political subdivision of the State of (INFORMATION FOR OFFERORS continued next page)
Ohio, is subject to Ohio Revised Code Chapter 149, known as
the Ohio Public Records Law. Consequently, the Offeror
understands that ALL documents submitted in response to this
-3A- Revised 09-07-2021

INFORMATION FOR OFFERORS (BVP) (Continued)
ADDITIONAL CONTRACT TERMS AND REQUIRED INDEPENDENT CONTRACTOR STATUS
DOCUMENTS IN THE EVENT OF A CONTRACT The Contractor shall perform its duties as an independent
contractor and not as an employee. Neither the contractor nor
This section sets forth contract terms and the required any agent or employee of the contractor shall be or shall be
contract documents that the successful offeror must deemed to be an agent or employee of the City of Columbus.
execute following the award of the contract by the The Contractor shall pay when due all required employment
contracting authority. taxes and income tax on any monies paid pursuant to the
contract. Contractor shall acknowledge that the contractor and
PUBLICATIONS its employees are not entitled to unemployment insurance
The Contractor agrees to submit to the City's Contract benefits unless the contractor or a third party provides such
Administrator all advertising, sales promotion, and other publicity coverage and that the City does not apply for or otherwise
matters relating to this Contract wherein the City's name is provide such coverage. Contractor shall have no authorization,
mentioned or language used from which the connection of the express or implied, to bind the City to any agreements, liability,
City's name therewith may, in the City's judgment, be inferred or or understanding except as expressly set forth in the contract.
implied. The Contractor further agrees not to publish, or use Contractor shall provide and keep in force worker's
such advertising, sales promotion, or publicity matter without the compensation (and show proof of such insurance) and
prior written consent of the City except that may be required unemployment compensation insurance in the amounts required
under law. by law, and shall be solely responsible for the acts of the
contractor, its employees and agents.
TERMINATION FOR CONVENIENCE
The City upon thirty days written notice may terminate this WAGE THEFT PREVENTION
agreement at its convenience. The party providing goods or Chapter 377 of the Columbus City Codes is hereby incorporated into the
services shall be entitled compensation for goods provided or contract and seller is required to comply with said chapter. This includes,
services rendered under the terms of this contract up to the date but is not limited to reporting requirements and the obligation to review
the commission list of contractors and subcontractors that received an
of notification of termination.
adverse determination. Penalties for failure to comply with the wage theft
prevention code include suspension for three years, up to permanent
TERMINATION FOR DEFAULT disbarment.
If either the City or the Contractor violates any material term or
condition of this Contract or fails to fulfill in a timely and proper
(INFORMATION FOR OFFERORS continued next page)
manner its obligations under this Contract, then the aggrieved
party shall give the other party written notice of such failure or
violation. The responsible party shall give the other party written
notice of such failure or violation. The responsible party will
correct the violation or failure within thirty (30) calendar days or
as otherwise mutually agreed. If the failure or violation is not
corrected, this Contract may be terminated immediately by
written notice from the aggrieved party to the other party. The
option to terminate shall be the sole discretion of the aggrieved
party. If it determined for any reason the failure to perform is
without the defaulting party's control, fault, or negligence, the
termination shall be deemed to be a Termination for
Convenience.
APPLICABLE LAW, REMEDIES
This agreement shall be governed in accordance with the laws
of the State of Ohio. All claims, counterclaims, disputes and
other matters in question between the City, its agents and
employees, and the Contractor arising out of or relating to this
agreement or its breach will be decided in a court of competent
jurisdiction within the County of Franklin, State of Ohio. The
remedies provided for in this Contract shall not be exclusive but
are in addition to all other remedies available under law.
ASSIGNMENT
This agreement may not be assigned or otherwise transferred to
others by the contractor without the prior written consent of the
City.
SAVE HARMLESS
Contractor shall protect, indemnify and save the City harmless
from and against any damage, cost, or liability, including
reasonable attorneys' fees resulting from claim, by third parties
for any or all injuries to persons or damage to property arising
from the acts or omissions of the Contractor, its officers,
employees, agents, or Subcontractors in providing goods or
services under the terms and conditions of this contract. The
City will not indemnify the contractor and is prohibited from doing
so.
-3B- Revised 09-07-2021

INFORMATION FOR OFFERORS (BVP) (Continued)
IN THE EVENT OF A CONTRACT (continued) AUTHORITY TO BIND
The signatories to this Contract represent that they have the
PROTECTION OF CITY'S CONFIDENTIAL INFORMATION authority to bind themselves and their respective organizations
The contractor shall acknowledge that some of the material and to this Contract.
information which may come into its possession or knowledge in
connection with the contract or its performance, may consist of LIABILITY INSURANCE
confidential information, the disclosure of which to, or use by, The contractor shall take out and maintain during the life of the
third parties could be damaging. Therefore, access to contract, such liability (bodily injury and property damage)
information concerning individual recipients of the City's services Insurance as shall protect it from claims from damages for
to individual clients, among other items, shall not be granted personal injury, including accidental death, as well as from
except as authorized by law or agency rule. The contractor shall claims for property damage which may arise from operations
agree to hold all such information in strictest confidence, not to under the contract, whether such operation be by itself or any
make use thereof for other than the performance of the contract, subcontractor or by anyone directly or indirectly employed by
to release it only to authorized employees or subcontractors either of them. Such insurance policy shall include the City as
requiring such information, and not to release or disclose it to additional insured. The contractor shall maintain coverage of
any other party. The contractor shall agree to release such the types and in the amounts specified below. Proof of such
information or material only to subcontractors who have signed a insurance coverage shall be evidenced by submitting a
written agreement expressly prohibiting disclosure. The certificate of insurance. A contractor's "umbrella" type policy
contractor shall further agree to either destroy or return all such with limits specified below may be submitted for this requirement
information at the end of the term of the contract. with the City as additional insured.
This section does not impose any obligation on the contractor if The amount of such insurance shall be as follows:
the information is: (1) publicly known at the time of disclosure;
(2)already known to the receiving party at the time it is furnished Bodily Injury Liability:
to the contractor; (3) furnished by the City to others without
restrictions on its use or disclosure; or (4) independently Each Person $1,000,000.00
developed by the receiving party without use of the proprietary Each Accident $1,000,000.00
information.
Property Damage Liability:
WITHHOLDING OF CITY INCOME TAX
Pursuant to Section 362 Columbus City Codes, 1959: "Said Each Person $1,000,000.00
Contractor hereby further agrees to withhold all City income tax All Accidents $1,000,000.00
assessment due or payable under the provisions of Chapter 362,
Columbus City Codes for wages, salaries and commissions paid Such insurance shall remain in full force and effect during the
to its employees and further agrees that any of its life of the contract.
subcontractors shall be required to agree to withhold any such
City income tax assessments due under said chapters for Insurance may not be changed or cancelled unless the insured
services performed under this Contract." notifies the City in writing not less than thirty days prior to such
change or cancellation. If any part of the contract is sublet, the
WORKER'S COMPENSATION INSURANCE contractor is responsible for the part sublet being adequately
The contractor shall take out and maintain, during the life of the covered by insurance hereinabove described.
contract, adequate worker's compensation insurance for all his
employees employed at the site of the project and, in case any Contractor assumes all risk of loss and damage to the
work is sublet, the contractor shall require the subcontractor equipment provided unless loss or damage occurs at the time
similarly to provide worker's compensation insurance for the the operator and equipment are being operated for the purpose
latter's employees, unless such employees are covered by the designated by the City and such loss or damages is caused by
protection afforded by the contractor. The contractor shall an act of the City or its employee which constitutes gross
furnish three (3) copies of the worker's compensation certificate negligence or wanton misconduct
showing that the contractor has paid his industrial insurance
premium.
-3C- Revised 09-07-2021

1.0 SCOPE AND CLASSIFICATION
1.1 Scope: The City of Columbus is seeking Request for Proposals in response to a Best Value Procurement (BVP)
to enter into a Universal Term Contract (indefinite quantity) to purchase routine cable maintenance, and
restoration services, to include labor, parts, materials and supplies, for the City of Columbus fiber optic
network. The City will negotiate a contract with the selected vendor for a term of three (3) years beginning upon
contract execution with two (2) additional one year extension options.
1.2 Classification: The contracts resulting from the BVP will provide the City with fiber optic cable
maintenance, and restoration services as detailed herein.
1.3 Specification Questions: Questions regarding this BVP must be submitted on the Vendor Services portal by
11:00 am Monday, August 3, 2026. Responses will be posted on the RFQ on Vendor Services no later than
Thursday, August 6, 2026 at 11:00 am.
1.4 For additional information concerning this BVP, including procedures on how to submit a proposal, you must go
to the City of Columbus Vendor Services web site at https://columbus.bonfirehub.com/projectDrafts/245994/
details and view this bid number.
1.5 Best Value Procurement Model: The City of Columbus is using a Best Value Procurement in lieu of the
Invitation to Bid model. The award will not be made to the lowest, responsive, and responsible bidder. The
contract will be awarded based upon: (1) the company's stability and history, (2) capacity and efficacy
of the services for a large network, (3) total cost of the services to meet the operational needs of the
City, and (4) past performance of the vendor as determined by customer satisfaction (5) acquisition cost
and other evaluation criteria referred to in Columbus City Code 329.18 or as defined herein.
1.6 Background of City's Needs: Attached Exhibit #1a indicates approximately 1,000 miles of fiber optic cabling
in various strand count quantities throughout the City. Any fiber acquired or constructed during the contract period
will be covered by this contract. An Offeror must be able to initiate emergency fiber optic restoration services
within a two (2) hour window, and maintain the network. Additionally, the City will negotiate a Universal
Term Contract with the successful vendor, or vendors.
2.0 APPLICABLE PUBLICATIONS AND STANDARDS
2.0 U.S. Department of Agriculture, Rural Electrification Administration Specification for
Totally Filled Optical Fiber Cable, PE-90
2.1 EIA/TIA 455-A, Standard Test Procedure for Fiber Optic Fibers, Cables, Transducers,
Sensors, Connecting and Terminating Devices, and other Fiber Optic Components
2.2 EIA/TIA-455-25A, Repeated Impact Testing of Fiber Optic Cables and Cable
Assemblies
2.3 EIA-455 28B, Method for Measuring Dynamic Tensile Strength of Optical Fibers
Page 4

2.4 EIA-455-33A, Fiber Optic Cable Tensile Loading and Bending Test
2.5 ElA-455 34, Interconnection Device Insertion Loss Test
2.6 EIA-455-41, Compressive Loading Resistance of Fiber Optic Cables
2.7 EIA/TIA-455-81A, Compound Flow (Drip) Test for Filled Fiber Optic Cable
2.8 EIA/TIA-455-82B, Fluid Penetration Test for Fluid-Blocked Fiber Optic Cable
2.9 ElA-455 89A, Fiber Optic Cable Jacket Elongation and Tensile Strength
2.10 EIA-455 95, Absolute Optical Power Test for Optical Fibers and Cables
2.11 EIA-455-104, Fiber Optic Cable Cyclic Flexing Test
2.12 EIA/TIA-598, Color Coding of Fiber Optic Cables
2.13 EIA/ANSI-472 Generic Requirement for Optical Fiber and Optical Fiber Cables
2.14 ANSI/ICEA S-87-640
2.15 ANSI/TIA/EIA-526-7: OFSTP-7 Measurement of Optical Power Loss of Installed
Single-mode Fiber Cable Plant.
2.16 Must meet or exceed all City, State, Federal safety guidelines and standards. All
OSHA applicable guidelines and standards.
3.0 REQUIREMENTS
3.1 General Information:
3.2 Term: The proposed contract shall be for approximately three years, beginning upon
contract execution. This will be negotiated with the finalist(s).
3.3 Contract Extension: Subject to mutual agreement, the period covered by the
ensuring contract, under the same terms and conditions stated therein can be
extended for two (2) additional one year periods on a year by year basis at the same
pricing structure.
3.3.1 Quantity Estimate: The types and estimated quantities are for annual needs under
this contract. These are for bidding purposes only. These estimates is not to be
construed as representing an actual order for any amount, or a guarantee that any
amount will actually be purchased. The City estimates spending up to $500,000 per
year. The City reserves the right to purchase up to twice the estimated quantity.
Page 5

3.3.2 Routine maintenance will encompass approximately 1000 miles of aerial and
underground fiber optic cable and associated conduit. Exhibit 1a.
3.3.2.1 Pricing: Bidders are to bid firm or fixed prices, FOB Destination, Freight Prepaid and
Allowed. All pricing must include manufacturer warranty. All manufacturer warranties
will be passed on to the City of Columbus. Unless otherwise stated all bids will be
considered to contain the following escalator/de-escalator cause:
3.3.2.2 Escalator Clause: No price adjustment shall be granted during the first twelve
(12) months duration of an awarded contract. Thereafter no more than one such
increases may occur within any year of the contract. In the event the supplier receives
a general price increase in the cost of the finished product contracted for, due to
increase in the cost of raw materials, labor, freight, etc., upon giving thirty
(30) days prior notice and proper documentation as proof, said increase in addition
to the unit price quoted herein, may be permitted, subject to the sole discretion of the
City of Columbus Finance and Management Director. In the event any such increase
is granted, no price adjustment shall be permitted on orders received by supplier
which are in process or filled but awaiting shipment prior to the increase. All price
decreases inure to the benefit of the City of Columbus. The written notice and
following documentation shall be sent to: City of Columbus Purchasing Office, 5th
Floor, 77 N. Front St., Columbus, Ohio 43215.
3.3.2.3 Price Documentation: The supplier shall submit the following documentation with
each request for a price increase:
1) Copies of the old and the current price lists or similar documents which indicate
the original base cost of the product to the supplier and the corresponding
increase; and
2) Copies of correspondence sent by the supplier's supplier explaining the source of
the increase in such areas of raw materials, freight, fuel or labor, etc.; and
3) Copies of excerpts from business publications, market quotations or trade journals
recognized as being representative of their particular trade or industry, that indicate
a trend toward an increase in the current market for the commodities under the
awarded contract.
3.3.2.4 Right of Cancellation: If at any time during the term of the contract the supplier's total
request(s) for a price increase(s) are greater than fifteen percent (15%), the City of
Columbus may cancel this agreement with thirty (30) days written notification.
3.3.3 Universal Term Contract: This proposal is bidder's offer to sell the services set forth
in its proposal, under the terms and conditions of this proposal. Offeror is to take notice
that the City makes no warranties or representations that the estimated quantity, or
any quantity at all, will be ordered by the City even though Offeror's proposal is
accepted by the City and a firm offer for sale executed.
Page 6

If Offeror's proposal is accepted by the City and the firm offer for sale is executed the
bidder is to take further notice that no act, failure to act, or order placed by the City or
by any official, employee or agent of the City shall constitute an order or contractually
bind the City without the proper certificate by the City Auditor that funds sufficient for
full payment due on any order are available. Each order placed under the firm offer for
sale shall require execution of a purchase order. Therefore in consideration of one
($1.00) dollar received by the awarded Offeror, said bidder shall offer to sell buyer,
City of Columbus, who shall have the Contract Term to exercise this option to
purchase, at the price and on the terms set forth in the negotiated agreement arising
from this proposal.
The City shall not be precluded from buying similar or the same services from other
suppliers. In the event of an overlap in the annual term of subsequent Universal Term
Contracts, the City may purchase the desired service from either awarded contract at
the City's sole discretion.
3.3.3.1 Written Purchase Order: Written Purchase orders may be established for various
City Agencies referencing the terms of this contract and specifying delivery locations.
Written Purchase Order(s) will represent a maximum obligation for the City of
Columbus over a particular time period. The City may spend all, part or none of the
funding noted on the Purchase Order. This Purchase Order shall not be construed as
an actual order to manufacture ship or provide any items or services. Rather, written
Purchase Order(s) enable properly authorized City agency personnel to make
purchases on an "as needed" basis per this contract. Any number of written purchase
orders may be used at the discretion of the City to increase or decrease available
funds during the term of the agreement. At no time shall the maximum obligation of
the City agency exceed the cumulative dollar amount of associated purchase orders.
Any available funds balance not obligated by the City for accounts payable on
items/work ordered on or prior to that date shall be cancelled after that date.
3.3.4 Cooperative Agreement: The city reserves the right to negotiate a cooperative
purchasing agreement. The successful Offeror shall also supply all the services under
the terms and conditions of the proposed contract to agencies officially sanctioned by
the City in its cooperative purchasing effort, the Central Ohio Organization of Public
Purchasers (COOPP). Any agency that is not subject to a City of Columbus purchase
order must be invoiced directly by the Offeror. Those agencies participation may be
subject to a credit approval by the Offeror, as the City of Columbus is in no way
obligated to those agencies' financial commitments. The supplier shall be notified of
any additional agencies sanctioned by the City of Columbus via a letter signed by the
Finance and Management Director.
3.3.5 Non-disclosure: The contractor agrees that no information will be disclosed to third
parties or published in case studies, advertisements, white papers, customer
testimonials, etc. without the written consent of the City.
3.4 BVP Overview: The Offeror's response to this BVP should be a clear and concise
Page 7

City of Columbus Department of Technology (DoT)
Fiber Network Maintenance, and Restoration Services
Best Value Procurement
description of the Offeror's capabilities and proposed service offerings. The BVP will
be evaluated using (1) company's stability and history, (2) capacity and efficacy of the
services for a large network, (3) cost of the services to meet the operational needs of
the City, and (4) past performance of the equipment and vendor as determined by
customer satisfaction.
3.4.1 Process Summary: The City will appoint an evaluation committee to evaluate
proposals received. The committee will evaluate all Offerors and proposals received
and rank the Offerors based upon the evaluation criteria specified in the BVP. The
committee may then select two (2) or more of the highest qualified Offerors with which
to hold additional discussions. The discussions may include, but are not limited to,
presentations by the Offerors to the committee to elaborate upon their qualifications,
proposals, and/or other pertinent information. Based upon the content of the proposals
received including any revisions thereto, and upon any additional discussions with the
Offerors the committee shall rank the remaining Offerors based upon the evaluation
criteria specified in the BVP. The committee shall submit its ranking of the Offerors
along with a written explanation to the Finance and Management Director. The
Finance and Management Director shall select the Offeror(s) with which to enter into
contract negotiations. If negotiations fail, negotiations with these Offeror(s) shall be
terminated, and the city agency may enter into contract negotiations with another.
3.4.2 BVP Sequence of Events: The following BVP sequence of events represents the
City's best estimate of the schedule that will be followed. Exact due dates and times
for questions and answers (in Section 3.2.2.1) are noted in this document and will be
published on Bonfire and in the City Bulletin:
- BVP Issued July 23, 2026
- Deadline for written questions: August 3, 2026 at 11:00 AM EST.
- City response to questions: as asked, no later than four days after question
deadline
- BVP Due: August 20, 2026 at 11:00 AM EST.
- Notification of finalists: approximately 15-20 days after BVP received
- Presentations to City (if needed): approximately 10-15 days after notifications sent
- Negotiations begin: approximately 5-10 days after presentations
- Contract completed: approximately 40 days after completed negotiations
3.4.2.1 Specification Questions: Questions regarding this BVP must be submitted on the
Bonfire portal by August 3, 2026 11:00am EST. Responses will be posted as
questions are asked, but no later than 11:00 a.m. (local time) on August 6, 2026.
Bidders whom have not registered and created a new user on the
City's portal https://columbusvendorservices.powerappsportals.com/ are strongly
encouraged to do so.
3.4.2.2 Communications: During the solicitation and evaluation process, Offerors are strictly
prohibited from communicating with any City employees or officers regarding this
solicitation except through the method stated immediately above during the Question
and Answer period. Any communication from the vendor to the City after the Question
and Answer period should be limited to only what is necessary. Necessary
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