910A548D-5641-4BF0-A51B-76492745A893.pdf

Reference Pages (pages 19-21)

Subcontractor Information

Proposal Pages (Attachments A & B)

Experience Documentation

Literature

Warranty

Please refer to the Vendor Services User Guide for guidance using the Attachment feature to attach references, literature, warranty information and any other documentation as needed.

PLEASE NOTE – ALL ATTACHMENTS MUST BE IN PDF FORMAT TO ATTACH

PLEASE NOTE – Per ORC Chapter 1703, to be awarded this bid you must show proof your company is registered and in good standing to do business in the State of Ohio through the Secretary of State, or provide a certified statement that your company falls within one of the exemptions in the Ohio Revised Code Chapter

1703.02. To register or check the status of your company go to https://www.ohiosos.gov/businesses/

PLEASE NOTE – Any submitted quotes must be dated 180 Days from the closing of the bid, or it will be deemed non-responsive.

BIDDER GUIDE - RFQ033580

The following information is provided by the City of Columbus to assist you in navigating the formal bid procedures. This information is not to supersede or replace any of the actual bid specifications or requirements; its sole purpose is to provide information on the process. If you have any questions regarding the process, please contact the appropriate City of Columbus representative listed on the bid solicitation (for specification questions see instructions below).

Any addenda issued by the City of Columbus will be posted on this site. The City of Columbus will send notification of addenda to Bidders that have an active login id and password with Columbus Vendor Services and are registered for the commodity code(s) associated with this solicitation.

Though the notification methods above will be utilized to notify bidders of addenda it is ultimately the Bidder’s responsibility to check this site for verification of any issued addenda.

IN ORDER FOR YOUR BID TO BE CONSIDERED:

Pricing is to be entered into the attachment of the RFQ. Please print, complete, and attachyour price listing to your bid response.

The following documents must be completed and attached to your response. Complete this checklist to confirm the items required in your bid. Failure to submit the listed documents may be cause for rejection of your bid:

Revised 2026

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.

INFORMATION FOR BIDDERS

-3A- (INFORMATION FOR BIDDERS continued)

SPECIAL CONDITIONS

Special conditions included in the specifications, if inconsistent with provisions included in "Information for Bidders", shall take precedence over any provisions in "Information for Bidders" to the extent inconsistent.

SUBMISSION OF PROPOSAL

Responses must be entered and submitted electronically in the body of the RFQ. Some RFQs require pricing lists or additional documents to be attached to the RFQ response electronically. In rare instances documents require submission via regular mail delivery. Refer to the "Proposal Information" section of the specifications for instructions for submission. Any unauthorized conditions, limitations or provisions attached to the proposal may render the bid nonresponsive and result in its rejection.

ACCEPTANCE AND REJECTION

This proposal submitted by the bidder to the City of Columbus will be accepted or rejected within a period of 180 days from bid opening date.

The City reserves the right to waive technicalities, and to request a rebid on the required material. If more than one item, prices shall be quoted on the units requested. However, each item shall be considered a separate bid and the City reserves the right to award a contract on each item separately or on all items as a whole or any combination thereof. Bidders whose proposal is made on an "All or None" basis must clearly state such fact in the proposals.

Each RFQ issued by the City shall state that the RFQ may be cancelled and that any RFQ response may be rejected in whole or in part when it is for good cause and in the best interests of the City.

WITHDRAWAL OF PROPOSALS

Bidders may withdraw their RFQ response at any time prior to the time specified in the advertisement as the closing time for the receipt of bids.

However, no bidder shall withdraw or cancel his response for a period of 180 calendar days after said advertised closing time for the receipt of proposals.

DEFAULT PROVISION

In case of default by the bidder or the contractor, the City of Columbus may terminate and may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess costs occasioned or incurred thereby.

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 herein.

APPLICABLE LAWS

The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, and wage theft prevention, are made a part hereof.

PRICING

Bidders are to quote firm or fixed prices for the duration of any contract which may be a result of this proposal unless otherwise noted in the specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern.

Quotations are requested F.O.B. destination. If quoted F.O.B. Shipping Point include freight estimate and full value insurance cost.

CONTRACT AND BOND

The bidder to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within ten days after receiving such contract for execution, and if specified in the legal notice, furnish a good and approved bond conditioned upon the faithful performance of the same. The proposal, contract, proposal bond, (if applicable), and performance bond (if applicable) shall be in the form herein specified.

If, at any time during the continuance of the Contract, any surety shall, in the opinion of the Finance & Management Director, become irresponsible, then said Director shall have the right to require additional and sufficient surety or sureties. The Contractor shall furnish the surety or sureties to the satisfaction of the said Director, within ten (10) days after notice. In default thereof the default provision herein shall apply.

LIABILITY, INSURANCE, LICENSES AND PERMITS

Where bidders are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of bid award, the bidder will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required.

The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder (or his agent) or any person the bidder has designated in the completion of his contract as a result of his bid.

Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State.

TAXES

Federal and/or State Taxes are not to be included in prices quoted. The successful bidder will be furnished an exemption certificate if needed.

SAMPLES

Samples, when requested, must be furnished free of expense to the City and if not destroyed, will upon request be returned at the bidder's expense.

DELIVERY

Time will be of the essence for any orders placed as a result of this bid.

Purchaser reserves the right to cancel such orders or any part thereof, without obligations if delivery is not made within the time(s) specified.

Delivery shall be made during normal working hours and to the destination shown on the proposal.

QUALITY

Unless otherwise stated by the bidder, the RFQ response will be considered as being in strict accordance with the specifications outlined in the Bid Document.

References to a particular trade, manufacturer's catalog or model number are made for descriptive purposes to guide the bidder in interpreting the requirements of the City. They should not be construed as excluding proposals on other types of materials, equipment and supplies. However, the bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless a departure or substitution is clearly noted and described in the proposal.

CHANGES AND ADDENDA TO BID DOCUMENTS

Each change or addenda issued in relation to this bid document will be published on the City’s Vendor Services website no less than five (5) working days prior to the scheduled bid opening date. In addition, to the extent possible, notice will be e-mailed to each person registered as having interest in the commodities selected for this bid. Total bid inquiry or specific item cancellations may be issued later than that time specified above.

WITHHOLDING OF INCOME TAX

All bidders are advised that in order for a contract to bind the City, each contract must contain the provisions found in Chapter 362 C.C.C.

with regard to income taxes due or payable to the City of Columbus for wages, salaries and commissions paid to the contractor's employees as well as requiring those contractors to ensure that subcontractors withhold in a like manner.

CAMPAIGN CONTRIBUTIONS

Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that all applicable parties listed in Subsection (I) or (J) of O.R.C. Section 3517.13 are in full compliance with Subsection (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

PUBLIC RECORDS REQUESTS

The City of Columbus, as a political subdivision of the State of 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 solicitation are considered public records and WILL be released when a public records request is

INFORMATION FOR BIDDERS

-3B- (INFORMATION FOR BIDDERS continued) made by news media, competitors, or other interested parties, in accordance with the law. If you contend that certain CLEARLY MARKED portions of your response constitute an exception to Ohio’s public records law, you MUST submit your legal basis in support of that assertion with your response.

If a public records request is made for any portion of the documents that you have submitted and you have NOT clearly marked such documents as information constituting an exception to Ohio’s public records law, your information will be released immediately.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, AND you have submitted the legal basis supporting such claim, the City will release a redacted version of your information to the requestor and notify you that a request was made and that a redacted version of your response was released.

Should the requestor indicate that the redacted version is not sufficient for their purposes, you then will be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of your clearly marked information constituting an exception to Ohio’s public records law.

If a public records request is made for such information and you HAVE clearly marked portions of your response as information constituting an exception to Ohio’s public records law, but you have NOT submitted the legal basis supporting such claim, the City WILL RELEASE your information to the requestor and notify you that a request was made and that your response was released.

DO NOT mark your entire response/submittal as information constituting an exception to Ohio’s public records law. If your entire response/submittal is so marked, the City of Columbus will not consider your offer.

INFORMATION FOR BIDDERS (Continued)

-3C- Revised 09-07-21

IN THE EVENT OF A CONTRACT

1. Where applicable according to the specifications successful seller shall transfer and deliver to City goods which conform to the specifications.

2. The City shall accept from seller goods that conform to the specifications, and shall pay for the goods in accordance with the terms of an agreement, which may result from this proposal.

3. The risk of loss from any causality to the goods regardless of the cause of the casualty shall be on seller until the goods have been delivered at the address designated in the order and are approved after inspection by the City.

4. Seller warrants and represents that seller has absolute and good title to and full right to dispose of the goods, and that there are no liens, claims, or encumbrances of any kind against the goods, and at the time of delivery shall be free from any security interests or other lien or encumbrance.

5. If there is a breach by seller of the warranty against encumbrances granted by seller in an agreement, which may result from this proposal, the City shall have the option to cancel an agreement, which may result from this proposal.

6. Seller shall defend any action brought against the City so far as the action is based on a claim that the goods, or any part of the goods, furnished under an agreement which may result from this proposal constitutes an infringement of any patent of the United States or a trademark. Seller shall be notified promptly in writing of the action and be given authority, information, and assistance, at the expense of seller, for the defense of the action. Seller shall pay all damages and costs awarded in the action. In case the goods or a part thereof are held to constitute infringement and the use of the goods or part thereof is enjoined, seller shall, at the expense of the seller, either procure for the City the rights to continue using the goods, replace the goods or a part hereof with non-infringing goods of equal or better quality, modify the goods so that the goods become non-infringing while continuing to meet or exceed the original specifications, or retake the goods and refund the purchase prices and the transportation and installation costs of the goods at the option of the City.

7. Seller warrants that (1) the goods to be supplied pursuant to an agreement which result from this proposal are fit and sufficient for the purpose intended, (2) the goods are merchantable, of a good quality, and free from defects, whether patent or latent, in material or workmanship and (3) the goods sold to the City pursuant to an agreement which may result from this proposal conform to the specifications. The particular purpose of which the goods are required may be set forth in the specifications.

8. The benefit of any warranty made in an agreement which may result from this proposal by seller shall extend to the City and to the employees of the City, any employee of the City may bring an action directly against seller for damages or injuries sustained by the employee resulting from any breach of warranty by seller.

9. All goods ordered shall be subject to final inspection and approval at the facility of the City designated for delivery. Any goods, which do not conform to the order of the City, may be rejected by the City.

The City may hold any goods rejected pending instructions from the seller or the City may return goods to seller at seller's expense.

10. If any tender or delivery by seller is rejected by the City for nonconformity, no notice of intention to cure can be effective unless it is received by the City agency within five (5) days after notice of rejection is sent to seller.

11. The liability of the City for either non-acceptance of conforming goods or repudiation of the agreement which might result from this proposal shall be limited to the difference between the market price at the time and place for tender of the goods and the unpaid sales price together with any incidental damages, but less expenses paid in consequence of the breach by the City.

12. An agreement which may result from this proposal shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance.

13. Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees, resulting from claims for any or all injuries to persons or damage to property arising from intentional, willful or negligent acts or omissions of Contractor, its officers, employees, agents, or Subcontractors.

14. The City will not indemnify the contractor and is prohibited from doing so.

15. This Contract may not be assigned or otherwise transferred to others by the Contractor without the prior written consent of the City.

If this Contract is so assigned, it shall inure to the benefit of and be binding upon any respective successors and assigns (including successive, as well as immediate, successors and assignees) of the Contractor.

16. The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

17. In the event either party is unable to perform its obligations under the terms of this Agreement because of acts of God, strikes, equipment or transmission failure or damage reasonably beyond its control, epidemics, pandemics, or other causes reasonably beyond its control, such party shall not be liable for damages to the other for any damages resulting from such failure to perform or otherwise from such causes.

LOCAL CREDIT

Pursuant to City of Columbus Ordinance # 2607-2012, in determining the lowest bid for a contract the local bidder credit will not be applied.

WAGE THEFT PREVENTION

Chapter 377 of the Columbus City Codes is hereby incorporated into the contract and seller is required to comply with said chapter. This includes, but is not limited to reporting requirements and the obligation to review the commission list of contractors and subcontractors that received an adverse determination. Penalties for failure to comply with the wage theft prevention code include suspension for three years, up to permanent disbarment.

CERTIFICATE OF TITLE ON EQUIPMENT

If applicable to this purchase, all documents required to obtain a State of Ohio Certificate of Title must be delivered to:

Fleet Management Administrator City of Columbus/Fleet Management Div.

4211 Groves Road Columbus, Ohio 43232

After signature by the Fleet Management Administrator, an original title is to be delivered to the above address within three (3) days. No payment for vehicles requiring a title will be authorized by the Fleet Management Administrator until a valid title is received.

REMEDIES

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.

OFFERORS TERMS AND CONDITIONS

Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful bidder shall be notified as to which terms and conditions, if any, have been deleted.

PUBLICATIONS

The Contractor agrees to submit to the City’s Contract Administrator all advertising, sales promotion, and other publicity matters relating to this Contract wherein the City’s name is mentioned or language used from which the connection of the City’s name therewith may, in the City’s judgment, be inferred or implied. The Contractor further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the City except that may be required under law.

CITY OF COLUMBUS DEPARTMENT OF TECHNOLOGY

VOICE, DATA AND VIDEO CABLING SERVICES AND HARDWARE UTC

SPECIFICATIONS

1.0 SCOPE AND CLASSIFICATION

1.1

1.2

1.2.1

1.2.2

1.3

1.4

2.0

2.1

2.2

2.3

2.4

Scope: This proposal is to provide the City of Columbus, Department of Technology with a Universal Term Contract for Voice, Video, and Data, cabling hardware, and services. The Department of Technology uses cabling services and hardware for completing project related work, staff relocations throughout the City, expansion of voice, video, and data services. This contract is only for inside plant hardware and services. It will not be utilized for major or new construction projects. The proposed contract shall be in effect through November 1, 2029.

Classification: Offerors must meet the following requirements to provide the City with the cabling hardware and installation services, as detailed herein.

Bidder Experience: The offeror must submit an outline of its experience and work history in these types of materials and warranty service for the past five (5) years.

Bidder References: The offeror shall have documented proven successful contracts from at least four (4) customers that the offeror supports similar in scope, complexity, and cost to the requirements of this specification.

Specification Questions: Questions regarding this bid must be submitted on the Vendor Services portal by 1:00 PM EST Monday, September 7, 2026. Responses will be posted on the RFQ on Vendor Services no later than Thursday, September 10, 2026, at 1:00 PM EST.

For additional information concerning this bid, including procedures on how to submit a proposal, you must go to the City of Columbus Vendor Services web site at: https://columbusvendorservices.powerappsportals.com/ and view this RFQ number.

APPLICABLE PUBLICATIONS AND STANDARDS

TIA-526-7 Measurement of Optical Power Loss of Installed Single-Mode Fiber Cable Plant.

TIA-526-14-A Measurement of Optical Power Loss of Installed Multi-Mode Fiber Cable Plant.

TIA/EIA-568-B.1 Commercial Building Telecommunications Cabling Standard- Part 1: General Requirements (including all associated addenda).

TIA/EIA-568-B.2 Commercial Building Telecommunications Cabling Standard-https://columbusvendorservices.powerappsportals.com/

SPECIFICATIONS

Part 2: Balanced Twisted-pair Cabling Components (including all associated addenda).

2.5 TIA/EIA-568-B.3 Optical Fiber Cabling Components Standard (including all associated addenda).

2.6 TIA/EIA-569-B Commercial Building Standard for Telecommunications Pathways and Spaces (including all associated addenda).

2.7 TIA/EIA-598-B Optical Fiber Cabling Color Coding

2.8 TIA/EIA-606-A Administrative Standard for Commercial Telecommunications Infrastructure.

2.9 J-STD-607-A Commercial Building Grounding (Earthing) and Bonding Requirements for Telecommunications.

2.10 TIA-758-A Customer-owned Outside Plant Telecommunications Infrastructure Standard.

2.11 American Society of Testing and Materials (ASTM) - ASTM D4565-90, Physical and Environmental Properties of Insulation and Jackets for Telecommunications Wire and Cable.

2.12 ASTM D4566-90, Electrical Performance Properties of Insulation and Jackets for Telecommunications Wire and Cable.

2.13 Institute of Electrical and Electronics Engineers (IEEE) IEEE 82, Test Procedures for Impulse voltage Tests on Insulated Conductors.

2.14 National Electrical Manufactures Association (NEMA), Insulated Cable Engineers Association (ICEA), NEMA/ICEA WC-5, Thermoplastic Wire and Cable for the Transmission and Distribution of Electrical Energy.

2.15 Underwriters Laboratory (UL) UL 83, Thermoplastic-Insulated Wire and Cables.

2.16 All Equipment shall meet the applicable shielding requirements of the Federal Communications Commission.

2.17 Comply with applicable portions of NEMA-250 standards pertaining to electrical and/or communication equipment enclosures.

2.18 References to a manufacturer's model number are made for descriptive purposes only. They should not be construed as excluding proposals on other

SPECIFICATIONS

types of materials, equipment and supplies.

3.0 REQUIREMENTS

3.1 General Information:

3.1.1 Term: The proposed contract shall be in effect through November 1, 2029.

3.1.1.1 Annual Extension: Subject to mutual agreement, the period covered by the ensuing contract, under the same terms and conditions stated therein can be extended for one (1) additional year, or portion thereof, at the same pricing and the same escalator clause.

3.1.2 Pricing: Pricing: Discount(s) quoted shall be firm for the duration of this contract. Bidder shall indicate on proposal page the price list and the percentage discount to be applied to price list. A copy of all price list(s) or website address(s) are to be included with this bid. If, during the contract period, a price schedule referenced in this bid is superseded by a new price schedule the Purchasing Office shall be notified of such change in writing. The prices reflected on the superseded price schedule shall remain in effect until he City receives the new schedule or until the effective date of the new schedule, whichever is latest. Price changes made universally to all supplier's customers on a supplier's punch-out catalog shall be exempted from this requirement. After application of any discount(s), all prices will be rounded to two digits after the decimal point following general rounding rules, being rounded down if the number is 4 or less or up if the number is 5 or more.

3.1.2.1 Escalator Clause: No price adjustment shall be granted during the first six (6) months duration of an awarded contract. Thereafter no more than two 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 the 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 North Front Street, Columbus, Ohio 43215.

3.1.2.2 Price Documentation: The supplier shall submit the following documentation with each request for a price increase:

SPECIFICATIONS

1) Copies of the old and the current price lists, or similar documents which indicate the original base cost of the service 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.

3.1.2.3 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 notice.

3.1.3 Quantity Estimate: The Department of Technology estimates using approximately $50,000 annually for cabling services and materials. This amount is an estimate of the annual needs of the City under this contract. It is for bidding purposes only. This estimate is not to be construed as representing an actual order for that amount, or a guarantee that any minimum amount will actually be purchased. The City reserves the right to purchase up to twice the estimated quantity.

3.1.4 Quality Standards: The City intends to purchase new, unused and the most current model. The specifications describe a minimum acceptable requirement which a bidder has to meet. However, the bidder is allowed to exceed a minimum requirement where the excess enhances the function of the unit and which the City can accept. It is not acceptable for a bidder to exceed a maximum desired limit.

3.2 Bidder Requirements: The City will use the requirements of this section to determine if each bidder meets the minimum standards to be considered a responsible bidder. Please print, complete and attach Reference pages and attach any supplemental pages as may be necessary to meet these requirements. For instructions on how to attach a document to your bid, refer to the Vendor Services User Guide.

3.2.1 Experience Required: Documents shall include (at a minimum) information meeting the following criteria.

3.2.1.1 Equipment and Warranty Capabilities: Offerors must document, and submit in a letter attached to the bid, their capability of providing the equipment and warranty service specified herein.

SPECIFICATIONS

3.2.1.2 Manufacturer Relationship: The offeror shall provide the history of their relationship with manufacturer(s) that will potentially be providing these types of equipment/parts and warranty service for the past five years, including but not limited to the following:

a) Length of the relationship

b) Level of the relationship

c) A brief history of the relationship

3.2.1.3 References: The offeror shall have documented proven successful contracts from at least four customers that the offeror supports that are similar in scope, complexity, and cost to the requirements of this specification..

3.2.2 Personnel: The Bidder must attach to their proposal Attachment – B Hourly Rates worksheet, and supplemental pages containing resumes of the primary staff that would be assigned to the City. This includes a personnel roster and brief resumes of key people who will work with the City to perform assigned tasks. The roster should include each individual's title, education, technical training, certifications, current position with the Bidder, and employment history.

3.2.2.1 Certified Registered Communications Distribution Designer (RCDD):

Contractor shall employ no less than one (1) certified RCDD on staff. Cabling contractor shall provide with bid a resume of the RCDD responsible for this contract. Should the RCDD assigned to this contract change during the duration of this contract the replacement RCDD’s resume must be submitted to the City for review.

3.2.2.2 Building Industry Consulting Service International (BICSI) Foreman:

Contractor staff assigned as foreman to City must be a BICSI certified installer and qualified to perform foreman duties. Foreman shall have five (5) years minimum proven experience in managing teams of installers and sub-contractors and shall have satisfactorily completed three (3) jobs as foreman within the last five (5) years.

3.2.2.3 Technicians: A technician must be registered and BISCI certified to perform installations under this contract.

3.2.2.4 Installers: Installers must be registered and BICSI certified to perform installations under this contract. A registered installer must be assigned to each installation and must be present while work is performed. Installers assigned to the City shall have five years minimum proven experience in such work and shall have completed at least three jobs.

3.2.2.5 Staff Continuity: Please provide Offeror’s policy regarding its commitment to

SPECIFICATIONS

staff continuity for assignments (i.e. its commitment to not replace personnel by removing them to be placed on another assignment).

3.2.2.6 Background Check: Once the contract is in place, all contractor staff must pass the City of Columbus Division of Police background check requirements before entry into City facilities is granted. Upon request of the City, the Offeror shall withdraw any of the Offeror’s employees and/or subcontractors on assignment to the City who are, in the City’s reasonable opinion, unsatisfactory for servicing the City’s needs under this agreement. In all such cases, the Offeror agrees to assign a replacement employee who is acceptable to the City.

3.2.3 Subcontractors: The bidder is required to provide a workforce with the experience and training required to provide timely and effective services. Where the employees are not employed directly by the bidder but are being provided by subcontractors in order to provide any of the necessary experience to perform work. Those subcontractors must be identified on the provided page, and attached to your proposal.

3.2.3.1 Information Required: If subcontractor(s) are to be used, please list (as part of the response) names, addresses, telephone numbers and a contact person for each subcontractor. All subcontractors must be registered to do business with the City and have valid contract compliance certification.

3.2.3.2 Subcontractor Contact: Should the offeror use subcontractors, the City shall

3.2.4 use the offeror as the primary contact point.

Specification Questions: Questions regarding this bid must be submitted on the Vendor Services portal by 1:00 PM EST Monday, September 7, 2026. Responses will be posted on the RFQ on Vendor Services no later than Thursday, September 10, 2026, at 1:00 PM EST. The City strongly encourages bidders to submit exceptions and/or changes during this stage of the process. Bidders submitting exceptions and/or changes before this date will greatly reduce the likelihood of their bid being rejected as non- responsive to the specifications. 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. Notice of any pre-bid notes and addenda will only be sent to Bidders whom have registered at the site.

3.2.4.1 For further instructions on how to submit "Vendor Questions" through the Vendor Portal, please see Section "Add Vendor Questions" provided in the City of Columbus Vendor Services User Guide.

3.2.4.2 The City has instructional videos to assist bidders at the portal.

Tutorial videos are available to be viewed through You Tube or by https://columbusvendorservices.powerappsportals.com/

SPECIFICATIONS

clicking the following link:

https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/vid eos?shelf_id=0&view=0&sort=dd

3.3 Product Requirement Specifications:

3.3.1 Service Request: The Contractor will make available to the City an online work request system for submitting service requests to the Contractor. The system should enable the City to provide drawings, photos, spreadsheets and other ancillary documents needed to fully describe the scope and specifications of the service request. Upon receipt of a service request, the system will identify the request with a unique number and return that number to the City as acknowledgement of the service request. This number should enable the City to track the progress of its service requests through the online system. Service requests will describe the work to be performed, approximate time frame for completion, work location, and City contact information for the service request.

As needed, Contractor and City will communicate following submission of a service request, in order to reach a common understanding of the request.

3.3.2 Design and Installation Parameters: Design and Installation parameters are to be approved by the City Department of Technology Director, or designee prior to beginning any work. All City Standards, forms, timetables, and protocols will be provided to the awarded bidder.

3.3.2.1 Cabling designs to be drafted in compliance with City and Industry standards.

3.3.2.2 City Standard File naming protocol is required for all applications.

3.3.2.3 City Standard printed reports are required for all work completed under this contract.

3.3.2.4 Documentation must be completed within City timetables.

3.3.2.5 The City will conduct a design and installation review with the awarded bidder prior to the commencement of work.

3.3.3 Service Quote: When the City and Contractor reach a common understanding, Contractor will prepare an estimate of hours and materials needed to complete the service request. The projected costs to complete the job will be computed using the prices bid in response to this request, as updated per section 3.1.2.

Where materials are needed that are not specifically itemized in this request, reasonable pricing for those materials will be quoted. The City reserves the right to negotiate pricing for materials not specifically itemized in this request.

https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd https://www.youtube.com/channel/UCTIkkGNM7GHIITzoqQVNJlA/videos?shelf_id=0&view=0&sort=dd

SPECIFICATIONS

3.4 Work Order: When the service quote is accepted by the City’s point of contact identified in the service request, the City will issue a purchase order and Contractor will complete a work order, using qualified staff and in accordance with the specifications outlined in the service quote.

3.4.1 Locations will be identified when a service request is submitted. The City of Columbus has approximately Two Hundred Twenty (220) locations.

3.4.2 Periodic status reporting must be submitted on time to the City point of contact identified in the service request. Timesheets must be provided on a weekly basis to the City’s point of contact and must be verified prior to payment.

3.4.3 Any work performed under this contract should be well documented by the person performing the work. The close out of each project requires a knowledge transfer and document handoff meeting. This meeting will be with the designated City point of contact responsible for maintenance of the work after its completion. The City point of contact needs to sign off verifying this meeting has been completed.

3.4.4 The Contractor’s personnel who are required to work on City premises are to follow the same work guidelines as City employees. This will include observing working hours, applicable working rules, and holiday policy.

3.4.5 The City will provide the temporary office work space when necessary to perform the tasks required for those Contractor personnel working on City premises. Any additional equipment and/or software needed to complete the project must be mutually agreed upon during the design and installation review prior to the commencement of work.

3.5 Materials Requirements: All work conducted under the Contract will utilize materials that are in accordance with the following standards:

3.5.1 Materials Quality: The Materials shall be of the best quality and especially adapted to the service required, and whenever the characteristics of any material are not particularly specified, such material shall be used as is customary in first class work of a similar nature. All materials shall, if required, be tested and shall fulfill the requirements specified. All tests and certifications are the responsibility of the Contractor.

3.5.2 No Refurbished Parts: All parts and materials used under this contract will be new original OEM parts. Refurbished, used, or less tan new parts are not permitted.

SPECIFICATIONS

3.5.3 Pre-Approved Substitutions: No substitution of materials, or equipment required shall be made without prior written approval of City Department of Technology Director, or designee prior to beginning work.

3.5.4 No Materials Requiring Use of Manufacturer’s Fiber Optics or Cables: No manufacturer’s cable trays, fiber trays, connectors, splices, patches, or other termination equipment will be used that as a result of having been selected, will require the use of manufacturer’s specific fiber optics or cables.

3.5.5 Miscellaneous Materials: It is anticipated that most of the materials utilized for work conducted under the Contract will be from the items from the Materials Pricing Worksheet. Where materials are needed that are not specifically itemized in this request, the City reserves the right to negotiate pricing for materials not specifically itemized in this request.

3.5.6 Catalog/Price List/Website Discount (items not listed): During the term of this contract other items may be of interest. Bidders shall list the catalog, price list with product information, or the website where items can be found and provide the applicable discount(s) being offered off the listed price for catalog products.

Approval must be obtained from the City’s Purchasing Office to purchase items other than those on Attachment - A Materials Price List. The City of Columbus may purchase materials and supplies without contracting for labor.

3.5.7 Additional Items: Additional products may be added during the term of the contract. A description, cost of the proposed additions, and any changes to items on the contract must be submitted in writing to the Purchasing Office for review and approval prior to implementation.

4.0 SAMPLING, INSPECTION AND TEST PROCEDURES

4.1 Demonstration: The City reserves the right to require a demonstration of any equipment prior to award of the bid. Such demonstration shall be conducted, at the sole discretion of the City, either on roads in the City of Columbus, or in another municipal setting in Franklin County, Ohio where such equipment is in daily operation. All costs associated with such demonstration are to be the responsibility of the supplier. All demonstrations shall be concluded within five (5) working days after notification of demo request. Failure to comply may be used as a basis for rejection of the bid.

4.2 Inspection: All parts shall be thoroughly, physically inspected upon delivery by an authorized representative of the Department of Technology for verification of conformance to the specifications. Any damaged, defective, or substandard item shall be promptly removed by the supplier, and replaced at no cost to the City of Columbus. The supplier will be responsible for all shipping costs.

SPECIFICATIONS

4.3 Testing: The City reserves the right to conduct testing on supplies provided by the ensuing contract before acceptance for specification compliance at any time during the duration of the contract. Any product not meeting the above described specifications shall be rejected and returned to the supplier.

4.4 Samples: (CONSIDER IF THIS IS REQUIRED) Vendor shall provide a sample of ****** at the request of the City of Columbus Purchasing Office. All samples shall be delivered to:

City of Columbus/Purchasing Office 77 North Front Street / 5th floor

Columbus, OH 43215 Attn: Charles Myers

All samples shall be delivered to the City at the suppliers' expense and will not be returned.

5.0 ORDERING, DELIVERY and INVOICING

5.1 Ordering Procedure: A written purchase order will be established by the Director of Finance and Management. The Purchase Order will have the delivery information and invoice information.

5.2 Delivery days after Order: Bidder shall insert in the "Discount" tab of the bid the Lead Time expressed as the number of calendar days after receipt of order that delivery will be made. Vendors shall state actual delivery time in calendar days in the space provided under Delivery/Payment Terms. Delivery time may be a factor in determining award of bid. Failure to deliver in the days proposed may lead the City to consider the contract holder in partial or full breach of the contract. In the case of such breach, the City reserves the right to pursue all remedies and actions available under this contract and relevant law.

5.2.1 Delivery Instructions: Each delivery location may have specific requirements for delivery specified on the purchase order. If no instructions are listed please contact the City agency listed on the purchase order to determine specific delivery instructions. (INDICATE IF 24 HOUR NOTICE IS REQUIRED)

5.3 Packaging: All items must be packaged in the minimum standard packing material designed to protect against damage during shipment. Note the use of Environmentally Friendly materials is encouraged.

5.4 Invoicing: Each invoice shall show the City Purchase Order number, a brief description identifying the item, the unit price, and the total amount. The invoice

SPECIFICATIONS

amount must exactly match the purchase order amount in accordance with the bid proposal. All Invoices should be mailed to the address shown on the purchase order ensure proper payment.

5.5 Will Call Requirements: The bidder may offer the City an opportunity to pick up the goods from a designated "Will Call" location(s) located in the City of Columbus or central Ohio area. The bidder must include, in a separate attachment to the bid, a letter outlining the address of will call location(s), the normal business hours for pickup of goods and any necessary lead time requirements for order preparation prior to pickup.

5.6 Expedited Shipment: In cases when parts are needed immediately and not available for pick up, the agency may request that it be shipped the quickest way possible. The exact price must be determined and agreed upon by an appointed designee and a notation included on the order before authorization is granted for an expedited order. The additional charge shall cover freight charges for shipping the part from the supplier. Such charges should be shown separately on the invoice and a copy of the freight invoice will be attached to the invoice upon submittal.

6.0 NOTES

6.1 Universal Term Contract: This proposal is bidder's offer to sell the item(s) set forth on the bid proposal sheet and associated attachments at the price(s) quoted by bidder thereon, under the terms and conditions of these bid documents. An estimated quantity is set forth on the bid quotation sheet. Bidder 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 bidder's proposal is accepted by the City and a firm offer for sale executed.

If bidder'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 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) dollar received by the awarded bidder, 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 this bid proposal.

The City shall not be precluded from buying similar items from other suppliers, or the same items in the event of an emergency. In the event of an overlap in the annual term of subsequent Universal Term Contracts, the City may purchase the desired item from either awarded contract at the City's sole discretion.

SPECIFICATIONS

6.1.1 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.