Bid Notice-IDF Buildout _ Network Infrastructure Upgrade- Hansen O_M 1st Floor.pdf

WaterOne - Name of RFP (PU26-005)

IDF Buildout & Network Infrastructure Upgrade: Hansen O&M 1st Floor

REQUEST FOR PROPOSAL

PU26-005

Procurement Department 10747 Renner Blvd Lenexa, KS 66219

Proposals Due to purchasing@waterone.org September 30th, 2026, by 2:00 PM CST/CDT

INTRODUCTION

WaterOne requests the submission of proposals from qualified firms to provide IDF buildout and network infrastructure upgrade services for WaterOne. Responses provided may be included in a final Agreement between WaterOne and the Respondent.

BACKGROUND

Water District No. 1 of Johnson County (Kansas), (WaterOne), is a quasi-municipal agency that provides water to more than 450,000 people in a service area that covers over 272 square miles. WaterOne serves residential and commercial accounts in 18 cities in the southwest portion of metropolitan Kansas City. WaterOne serves approximately 150,000 customers. Approximately 400 people work at two locations, the Administration Headquarters and Service Center on Renner Boulevard and the Hansen Treatment Plant on Holliday Drive. An additional treatment plant on the Missouri River, known as the Wolcott Treatment Plant, provides additional treatment capacity.

WaterOne has no taxing authority, nor is it part of Johnson County government. WaterOne’s primary sources of revenue are through water sales and system development charges.

The General Manager is responsible for the operation of WaterOne and is accountable to an elected seven-member Board (the "Board"). The Board serves four-year terms and is elected "at large".

Table of Contents

1. PROPOSED RFP SCHEDULE

2. SCOPE OF SERVICES

3. PROPOSAL SIGNATURE PAGE

4. PROPOSAL SUBMISSION REQUIREMENTS

5. EVALUATION PROCESS

6. EVALUATION CRITERIA

7. FEE SCHEDULE/PRICING

8. PROPOSAL RESPONSE FORMAT

9. BUSINESS PROFILE AND CUSTOMER REFERENCES

10. TERMS AND CONDITIONS

11. INSURANCE

1. PROPOSED RFP SCHEDULE

All times listed are CST/CDT. These dates and times are subject to change:

1. Issue RFP 7/27/26

2. RSVP & Signed Site Walk Confidentiality Acknowledgment Due

3. Mandatory Site Walk

• Location: Hansen O&M Facility - 7601 Holliday Drive, Kansas City, KS 66106 (specific on-site meeting point to be confirmed upon RSVP).

• Attendance is mandatory for all respondents intending to submit a proposal

• Failure to attend the site walk will result in the proposal being deemed non-responsive

8/4/26 4:00 PM

8/11/26 8:30 AM

4. Deadline for Questions 8/28/26 4:30 PM

5. WaterOne Issue Response to Questions 9/4/26

6. Proposals Due 9/30/26 2:00 PM

7. Proposal Evaluations 10/7/26

8. Interviews/Demonstrations (If needed) TBD

9. Recommendation to WaterOne Board TBD – Scheduled for October Board

10. Notification of Award TBD – Depending on Board Approval

2. SCOPE OF SERVICES

WaterOne is requesting proposals from qualified contractors to provide a Turn-Key buildout of a new Intermediate Distribution Frame (IDF) telecommunications closet within an occupied, operational WaterOne facility.

The Contractor shall be responsible for furnishing all labor, materials, equipment, coordination, supervision, testing, labeling, cleanup, and documentation necessary to deliver a complete, operationally ready IDF environment (cabling and supporting rack infrastructure, including the UPS and PDUs specified herein), as described below. This Scope of Services will be incorporated as-is into the final Agreement.

2.1 Project Intent and Boundaries

The intent of this project is to relocate and formalize an existing wall-mounted network installation into a secure, standards-aligned IDF closet. Contractor scope includes installation of the cabling and supporting rack infrastructure (including the UPS and PDUs) and the physical racking/mounting of two (2) new network switches only. Switch configuration and programming are excluded from Contractor scope;

see Section 2.12 (Explicit Out of Scope). Existing switches will be retained by WaterOne and are not relocated; the two (2) new WaterOne-furnished switches are racked under this scope.

“Turn-Key,” as used herein, means the Contractor is accountable for delivering the IDF environment - including the cabling, supporting rack infrastructure, UPS, and PDUs - to meet the acceptance criteria defined in Section 2.13.

2.2 Site Conditions, Access, and Work Windows

2.2.1 Access & Security Requirements

▪ Contractor personnel must have a WaterOne background check and badge access, or be escorted by WaterOne staff while on site

▪ Normal work hours (onsite construction work): 8:30 a.m.-4:00 p.m. CST/CDT, Monday–Friday.

▪ Network cutover support (if required by IT): after-hours window 5:15 p.m.-9:15 p.m. CST/CDT, Monday-Friday.

▪ Contractor shall coordinate required access, escorts, and after-hours activities in advance with the WaterOne Project

Manager.

2.2.2 Restoration of Disturbed Areas

▪ Contractor shall protect existing finishes and infrastructure.

▪ Contractor shall restore any ceiling tiles, supports, and surfaces disturbed by the work to pre-work condition.

▪ Fire-rated penetrations modified/created under this scope shall be restored/maintained to rating

2.3 In-Scope Construction and Installation Services

2.3.1 General Turn-Key Responsibilities (Cabling and Supporting Rack Infrastructure)

Provide all labor, supervision, tools, materials, equipment, coordination, labeling, testing, cleanup, and closeout documentation necessary to deliver a complete installation of the cabling and supporting rack infrastructure (including the UPS and PDUs specified in Section 2.3.6) in accordance with WaterOne project management direction and coordination requirements as described in this SOW. The Contractor shall obtain and pay for all permits required for the Work, perform all Work in compliance with applicable codes and the requirements of the Authority Having Jurisdiction, and hold all licenses required to perform low-voltage/communications cabling work in the jurisdiction.

2.3.2 Rack, Ladder Tray, and Cable Management

▪ Furnish and install a 45U floor-mounted 2-post rack. The 2-post rack shall host the rack-mounted UPS and PDUs specified in Section 2.3.6.

▪ Furnish and install vertical and horizontal cable management.

▪ Furnish and install ladder tray pathway system within the IDF room. Contractor shall assess and utilize existing building pathways between the legacy location and new IDF where available and identify any deficiencies requiring additional pathway infrastructure.

▪ Conditions reasonably observable at the mandatory site walk are included in the Base Bid. Latent or concealed conditions that could not reasonably have been identified at the walk shall be handled through the change-control process (Section 2.8.4) using the unit rates in Section 7.2(C).

▪ Pathway pricing shall be based on field conditions observed at the mandatory site walk. Costs arising from pathway conditions observable at the walk are deemed included in the Base Bid and are not separately compensable.

▪ Secure/anchor all assemblies appropriately for the environment and ensure plumb/level installation.

2.3.3 Copper Cabling Work (New Runs)

▪ The Contractor shall furnish and install new dedicated copper cable runs from the new IDF to serve all fifty (50) existing connected device locations currently served from the legacy switch-stack location:

▪ 5 Meraki WAPs

▪ 43 data drops

▪ 2 security devices (cameras/door controllers)

▪ The device counts stated above are provided for reference. WaterOne will verify the final authoritative counts at the mandatory site walk and issue them to all attending firms by written addendum. All Base Bids shall be based on that WaterOne-issued authoritative count so that pricing is directly comparable across respondents.

Variances from the authoritative count discovered during execution shall be priced using the unit rates in Section 7.2(C).

▪ Existing copper cabling shall not be reused, pulled back, or re-terminated.

▪ New copper runs shall be priced and proposed as:

▪ Base Bid: Category 6A

▪ Alternate (Deduct): Category 6

▪ Patch cords shall be included and color-coded:

▪ Blue = business data and wireless access points (WAPs)

▪ Orange = security equipment (cameras/door controllers/etc.)

▪ Furnish Category-matched patch cords (Cat 6A for Base Bid; Cat 6 if the deduct alternate is elected); Two (2) per terminated drop, in assorted standard lengths as directed, color-coded per above.

2.3.4 Fiber Cabling Work

▪ Furnish and install two (2) new duplex (2-strand) OM4 LC/LC fiber runs (4 strands total) from the basement data center to the new IDF to replace the two existing fiber connections. Existing fiber shall not be physically relocated or reused

2.3.5 Patch Panels, LIUs and Termination Hardware

▪ Furnish and install required copper patch panels and fiber LIU/termination hardware sufficient to support the newly installed cabling.

▪ Furnish OM4 LC/LC fiber jumpers as required to connect the LIU to WaterOne-furnished switches.

▪ Contractor shall furnish and install a minimum of two (2) 48-port copper patch panels. Additional patch panels shall be provided as required to support all newly installed cabling, including spare capacity for future expansion. No cabling shall remain unterminated due to insufficient patch panel capacity.

2.3.6 PDUs and UPS

▪ Contractor shall furnish and rack-mount a UPS in the 45U 2-post rack (Section 2.3.2), supporting the IDF rack load as proposed, with a minimum capacity of 2000VA / 1800W.

▪ The proposed UPS shall be sized to support current load requirements with consideration for future scalability within the

IDF environment.

▪ UPS manufacturer, model, capacity (VA/W), and runtime assumptions shall be submitted as part of the proposal for review.

▪ Contractor shall furnish and install rack PDUs.

2.3.7 Physical Racking of New Network Devices (No Configuration)

▪ Contractor shall rack/mount the two (2) new network switches in the new IDF rack as directed by WaterOne IT (physical installation only).

▪ WaterOne will furnish all network switches to be installed in the IDF rack. Contractor responsibility is limited to physical installation (racking and mounting only).

▪ Configuration, programming, and logical network changes are excluded from Contractor scope; see Section 2.12 (Explicit Out of Scope).

2.3.8 Decommissioning and Removal at Legacy Location

▪ Remove the old wall mounted rack.

▪ Remove the existing UPS (presence and rating to be confirmed at the mandatory site walk).

▪ Following cutover, remove all legacy and abandoned data cabling in the facility, whether or not replaced under this project, back to its source

▪ Cap and close resulting penetrations

▪ Dispose of removed rack/cabling/UPS per Section 2.9.

2.4 Migration, Cutover Strategy, and Continuity Requirements

2.4.1 General Migration Approach

For purposes of this RFP, migration refers to the physical re-cabling of connections onto new cable runs in support of WaterOne's logical cutover; no existing cabling will be physically reused or relocated. The Contractor shall develop and execute a structured physical migration and sequencing plan that prioritizes network stability, minimizes service disruption, and supports WaterOne's cutover activities.

2.4.2 Wireless Access Point (WAP) Cabling Requirements

All Wireless Access Points (WAPs) currently connected to the existing network equipment shall require new dedicated copper cable runs to the new IDF.

Pull-back, reuse, or extension of existing cabling shall NOT be used for WAP connections unless explicitly approved in writing by WaterOne.

Contractor shall:

• Identify all WAP locations during site walk

• Include all required new cable runs in Base Bid pricing

• All new WAP cable runs shall be Category 6A under the Base Bid. If WaterOne elects the Category 6 Deduct Alternate described in Section 7.2(B), the WAP runs shall be furnished in Category 6 on the same basis as all other new copper runs; the deduct alternate pricing shall include the WAP runs. In all other respects the WAP requirements of this Section

2.4.2 remain unchanged.

• Coordinate installation to avoid disruption to wireless coverage where feasible

2.4.3 Downtime Minimization Requirements

Minimizing network and operational downtime is a critical requirement of this project.

The Contractor shall:

• Sequence work to maintain operational continuity of critical systems

• Support phased migration where required

• Coordinate all service-impacting activities with WaterOne

Any service disruption shall:

• Be communicated in advance

• Be approved by WaterOne

• Occur only within designated maintenance windows

Preference will be given to proposals that demonstrate a clear, well-structured approach to minimizing downtime and operational impact.

2.4.4 Cutover Support Responsibilities

WaterOne will perform all network cutover and configuration activities.

The Contractor shall:

• Provide onsite support during scheduled cutover windows

• Assist with physical patching, cable identification, and troubleshooting

• Remain available for validation and issue resolution during cutover events

2.5 WaterOne-Furnished / WaterOne-Performed Items (Owner Responsibilities)

2.5.1 Network Engineering & Cutover Control

▪ WaterOne IT Infrastructure Network Team will be responsible for:

▪ Live circuit identification and verification

▪ Determining which links are safe to migrate

▪ Switch configuration and logical cutover execution

2.5.2 Electrical & HVAC (Boundary Definition)

WaterOne will provide appropriate:

▪ Electrical power circuits (quantity/type/location coordinated during execution)

▪ HVAC/cooling for the IDF room

▪ WaterOne will verify, prior to award, that an adequate and correctly rated electrical circuit is available at the new IDF to support the UPS and rack load specified in Section 2.3.6. Confirmation of electrical adequacy is WaterOne's responsibility, not the Contractor's.

▪ Any electrical work required to provide, modify, or correct power circuits serving the new IDF - including work arising from inadequate or incorrectly-rated circuits - will be performed by WaterOne's electricians at WaterOne's cost. Such work is outside the Contractor's scope and shall not be the basis of a Contractor change order.

▪ No HVAC or mechanical modifications are included in Contractor scope unless specifically authorized in writing by WaterOne.

▪ Electrical and HVAC work are excluded from Contractor scope; see Section 2.12 (Explicit Out of Scope).

2.6 Standards, Approved Manufacturers, and Substitutions

2.6.1 Enterprise Standards

Installation shall conform to the current revision of the following standards, except where this RFP states a more stringent requirement:

• ANSI/TIA-568 series (Balanced Twisted-Pair and Optical Fiber Cabling) - general, copper (Category 6A), and optical fiber (OM4) cabling and performance requirements, consistent with the testing requirements of Section 2.7.

• ANSI/TIA-569 (Telecommunications Pathways and Spaces) - for ladder tray, pathways, and IDF room provisioning under Section 2.3.2.

• ANSI/TIA-606-D (Administration Standard for Telecommunications Infrastructure) - for labeling, identifiers, and records, governing the naming conventions referenced in Section 2.7.1.

• ANSI/TIA-607-E (Generic Telecommunications Bonding and Grounding / Earthing) - for bonding and grounding of the rack, ladder tray, and equipment.

• NECA/BICSI 568 (Standard for Installing Commercial Building Telecommunications Cabling) - for installation workmanship.

• NFPA 70 (National Electrical Code), including Articles 725/770/800 as applicable. All cabling installed in plenum/air-handling spaces shall be plenum-rated (CMP/OFNP). Grounding and bonding shall comply with NEC Article 250 and

ANSI/TIA-607.

Where a WaterOne internal IDF or cabling standard exists, it shall govern to the extent it is more stringent than the above;

any such internal standard will be provided to attending firms at the mandatory site walk. Absent a more stringent internal standard, the standards listed above apply.

2.6.2 Approved Manufacturers (Base of Design)

Approved manufacturers include:

▪ Corning / Panduit (LIU enclosures, fiber/copper/modular patch panels)

▪ CPI / Panduit/ Hoffman (cable runways/racks/ladder tray)

2.6.3 Approved Equal Substitutions

▪ Approved-equal substitutions are permitted with submittals.

▪ Any proposed substitutions must be clearly identified in the proposal with technical equivalency documentation and pricing impact.

2.7 Labeling, Testing, and Quality Requirements

2.7.1 Labeling

▪ Contractor shall label cabling and terminations in accordance with ANSI/TIA-606 (current revision). Where WaterOne maintains an internal naming convention, it shall be provided at the mandatory site walk and shall take precedence;

absent a provided internal convention, the Contractor shall propose a TIA-606-compliant labeling scheme for WaterOne approval prior to installation.

▪ All new cabling shall be labeled at both ends prior to termination to preserve circuit traceability.

▪ Labels shall be machine-printed and durable.

2.7.2 Testing Requirements

▪ 100% testing required for all new cabling:

▪ Copper (new runs):

▪ 100% of new copper cabling shall be certified to the Permanent Link test configuration in accordance with ANSI/TIA-568 (current revision) for the installed category (Category 6A under the Base Bid;

Category 6 if the Section 7.2(B) deduct alternate is elected).

▪ Testing shall be performed with a current-calibration Level III or higher field certifier (e.g., Fluke Networks DSX series or approved equal).

▪ Every link shall achieve a Pass result; "Pass*" (marginal) results shall be treated as failures and corrected and retested at no additional cost. The Contractor shall submit the certifier's calibration date with the results.

▪ New fiber installed under this Scope shall:

▪ Be tested using Tier 1 Optical Loss Test Sets (OLTS)

▪ Shall achieve a Pass result in accordance with ANSI/TIA-568 (current revision).

▪ Cutover Validation:

▪ After WaterOne completes logical cutover, the Contractor shall support connectivity verification of new links and resolve any physical-layer faults identified

2.7.3 Test Results Format

▪ Preferred: Native electronic format (e.g., vendor tool native export)

▪ Acceptable: PDF

2.7.4 Failed Results

▪ Contractor is responsible for resolving failed test results for:

▪ New terminations

▪ New cable runs

2.8 Coordination, Meetings, and Change Control

2.8.1 Project Coordination

• WaterOne will provide overall Project Management (PMO) for this project

• The Contractor shall coordinate all work activities with the WaterOne Project Manager and shall not assume responsibility for overall project scheduling, sequencing of work across trades, or project-level decision-making.

2.8.2 Meetings

The Contractor shall participate in project meetings as directed by WaterOne, including:

• Project kickoff meeting

• Pre-cutover coordination meeting

• Progress or coordination meetings (as required by WaterOne) WaterOne will schedule, lead, and document all project meetings.

2.8.3 Work Coordination

The Contractor shall:

▪ Coordinate daily work activities with WaterOne

▪ Notify WaterOne of any issues, constraints, or conflicts impacting execution

▪ Align work with facility access restrictions and operational requirements

2.8.4 Change Control

All changes to scope, schedule, or execution shall be:

• Initiated and approved by WaterOne

• Documented through formal change control processes

Contractor shall not proceed with any out-of-scope work without written authorization from WaterOne.

2.9 Disposal, Cleanup, and Closeout

2.9.1 Disposal

• Contractor is responsible for disposal of removed cabling/data rack/UPS.

• WaterOne will retain the original networking switches.

2.9.2 Housekeeping

▪ Maintain a clean worksite daily; remove debris and packaging.

▪ Protect occupied areas and restore spaces disturbed by work.

2.10 Documentation & Deliverables

WaterOne will manage overall project documentation control and distribution. Contractor responsibilities are limited to providing required deliverables defined in this section. Contractor shall provide a closeout package including:

• As-built drawings (reflecting final installation and pathways)

• Rack elevation(s)

• Cable schedules / port maps

• Photo documentation of completed rack/closet and pathways

• Testing results per Section 2.7

• As-built drawings and rack elevations shall be delivered in native editable format (Visio .vsdx or equivalent) AND PDF.

• Final payment shall be contingent upon WaterOne’s receipt and written acceptance of required closeout documentation.

All closeout documentation and project records produced under this Scope (including as-built drawings, rack elevations, cable schedules/port maps, and photographs of the IDF, rack, pathways, and facility) constitute sensitive critical-infrastructure information.

The Contractor shall keep all such records strictly confidential; shall not copy, publish, reuse, or display them (including for marketing, portfolio, or reference purposes) without WaterOne’s prior written consent; and shall return to WaterOne or securely destroy all copies upon WaterOne’s written acceptance of closeout, certifying such destruction in writing upon request. WaterOne will administer any public-records requests for these materials in accordance with the Kansas Open Records Act and applicable critical-infrastructure protections. This confidentiality obligation also extends to any information, documents, measurements, device counts, photographs, or notes obtained by the Contractor during the mandatory site walk or otherwise while on WaterOne premises, including facility layout, internal standards or naming conventions provided by WaterOne, and any other observations of WaterOne's facility or infrastructure.

2.11 Warranty

• The Contractor shall provide a workmanship warranty of no less than one (1) year from WaterOne's written acceptance of the closeout documentation, covering defects in installation, termination, labeling, and workmanship. During this period the Contractor shall correct defective work (including diagnosis, materials, labor, and retesting) at no cost to WaterOne.

• Proposed workmanship and manufacturer/system warranty terms shall be stated in the proposal. Warranty terms accepted at award shall become contractual requirements.

2.12 Explicit Out of Scope (Exclusions)

The following are explicitly excluded from contractor scope:

▪ Switch configuration / programming / network logical cutover

▪ Electrical work (power circuits/receptacles/panel work)

▪ HVAC/mechanical work (Contractor coordination and interface support is included; trade work is excluded.)

2.13 Acceptance (Definition of “Done”)

Work shall be considered complete when:

1. New IDF rack, ladder tray, cable management, patching/termination, PDUs, and UPS are installed and ready for operation

2. New cabling has passed required testing and results are delivered

3. New cabling is labeled per WaterOne conventions and connected for cutover readiness

4. Legacy rack and abandoned cabling (per Section 2.3.8) are removed and penetrations capped

5. Closeout documentation is delivered and accepted by WaterOne in accordance with the requirements defined in this RFP

The Contractor shall complete all work within 90 calendar days of Notice to Proceed. Cutover activities shall occur only within WaterOne-approved maintenance windows. A proposed project schedule shall be submitted with the proposal. Time is of the essence.

3. PROPOSAL SIGNATURE PAGE

ATTENTION RFP RESPONDENT – COMPLETE AND RETURN THIS PAGE WITH YOUR PROPOSAL

Address

City State Zip

Primary Contact Name

Primary Contact Phone Number

Primary Contact Email

The individual below affirms they are duly authorized to sign on behalf of the firm and have read and agree to all terms and conditions of this RFP.

Authorized Signature

Printed Name

Title Date

Responding Firm

(Please print or type)

4. PROPOSAL SUBMISSION REQUIREMENTS

Mandatory Site Walk Requirement:

• Respondents must attend the mandatory site walk to be eligible for award.

• WaterOne will maintain a sign-in sheet for all attending firms. Only firms documented as present will be eligible for proposal evaluation and contract award.

• Failure to attend the mandatory site walk will result in automatic disqualification.

• Respondents intending to attend the mandatory site walk must RSVP to purchasing@waterone.org no later than seven (7) calendar days prior to the scheduled site walk date (see Section 1, Key Dates).

• Each RSVP must be accompanied by a signed copy of WaterOne's Site Walk Confidentiality Acknowledgment (provided with this RFP). Firms that do not submit a timely RSVP and signed Acknowledgment will not be permitted to attend the site walk and will be ineligible for award.

If the scheduled site walk is canceled or cannot be held as scheduled due to weather, facility access, or other circumstances, WaterOne may schedule a make-up site walk by written addendum. WaterOne also reserves the right, in its sole discretion, to accommodate a documented, good-faith scheduling conflict by arranging an alternate walk. No firm is entitled to an individual or alternate walk except as WaterOne may expressly allow in writing.

The Respondent shall submit, at a minimum, the following information/documents as part of the proposal:

A. Cover sheet completed & signed B. Letter of introduction from Respondent C. Response to the requirements in this RFP D. Pricing (WaterOne's Standardized Pricing Template) E. Acknowledge receipt of all addenda issued (signed acknowledgment).

Pricing shall be submitted as WaterOne's completed Standardized Pricing Template (Excel workbook), saved as a separate file titled “PRICING- [Firm Name].xlsx” sent to purchasing@waterone.org. Do not embed pricing in the technical proposal. Questions shall be submitted in writing to purchasing@waterone.org by the Deadline for Questions in Section 1. Only WaterOne responses issued in writing as a numbered addendum are binding; oral statements are not. Each Respondent shall acknowledge all addenda in its proposal.

Any exceptions to the RFP must be submitted as part of the proposal. Any section of the proposal that may be confidential should be noted. Firms selected for award will be required to provide proof of insurance meeting the requirements and a business license as stipulated herein.

Proposals shall remain firm, valid, and irrevocable for not less than ninety (90) calendar days after the Proposals Due date, and for such additional period as the Respondent may agree to in writing.

WaterOne may use a vendor scorecard as a tool to evaluate performance, foster and enhance communications, monitor and measure performance, and hold vendors accountable for the work they provide to WaterOne. The WaterOne Project Manager will determine if a scorecard will be used and coordinate the process with the vendor.

Proposals are subject to the Kansas Open Records Act. Respondents must specifically identify any trade-secret or proprietary material and the legal basis for withholding; blanket designations will not be honored. WaterOne will not be liable for disclosure of records it is required by law to release.

5. EVALUATION PROCESS

WaterOne’s Project Manager, in coordination with Procurement, shall retain full authority over project direction, evaluation, and final decision-making throughout the RFP process and project execution.

WaterOne will deem a proposal nonresponsive when mandatory requirements are lacking, or the submission represents a major deviation from the requirements of this RFP. Minor omissions or informalities may be waived at the sole option and discretion of WaterOne. WaterOne also reserves the right to reject any and all proposals, make no award, or make multiple awards as a result of this solicitation. Responsive proposals will be evaluated in the following manner:

A. Confirmation of attendance at the mandatory site walk will be verified prior to evaluation. Proposals from firms that did not attend will not be considered.

B. Each member of the evaluation Team will independently score every responsive proposal against the weighted criteria in Section 6, scoring each criterion and multiplying by its assigned percentage weight. Individual evaluators’ weighted scores will be combined (summed and averaged) into a composite weighted score for each proposal, and proposals will be ranked by composite weighted score. Procurement may contact Respondents if any clarification is needed on the proposal.

C. Respondents whose proposals are ranked the highest by the evaluation Team may be asked to participate in an interview and/or demonstration process to ensure a mutual understanding of both WaterOne’s requirements and the Respondent’s proposal.

Interviews may be conducted either in person or electronically. The Team may decide interviews or demonstrations are not necessary and make recommendations for award based on the information provided in the proposal.

D. The Respondent that provides WaterOne with the most reliable and cost-effective proposal based on the established evaluation criteria will be recommended. WaterOne uses Best Value as a standard that competitive bids shall be measured by obtaining goods and services in a timely manner. Best Value includes but is not limited to desirable quality, delivery or prices; and the ability to react positively to changes in business volume, specifications, or service problems. Best Value vendor selection is based on criteria that includes pricing but is not awarded strictly based on low bid.

E. WaterOne reserves the right to negotiate separately the terms and conditions or all or any part of the proposals as deemed to be in

WaterOne’s best interest at its sole discretion.

F. Information and/or factors gathered during interviews, negotiations, and any reference checks, and any other information or factors deemed relevant by WaterOne, shall be utilized in the final award.

G. The selection of a Respondent will require Board approval. The approval process includes Staff submission of a recommendation to the

Board's designated committee comprised of three Board members. If approved at the committee level, the recommendation will pass to the whole Board for a vote.

6. EVALUATION CRITERIA

Proposals received will be evaluated on the criteria listed in this section. Listed criteria total 100%.

The Respondent is cautioned that it is the Respondent’s sole responsibility to submit information related to the evaluation categories. WaterOne is under no obligation to solicit such information if it is not included in the Respondent’s original proposal. Failure to provide such information may have an adverse impact on the evaluation of the Respondent’s proposal including disqualification.

Maximum % Weight

1. Technical Approach and Understanding of Scope

Demonstrated understanding of the Scope of Services and project objectives. Quality, clarity, and completeness of the proposed technical approach, including rack installation, cabling installation and cutover strategy, testing methods, 25% documentation, and overall execution plan. Ability to identify risks, constraints, and dependencies unique to an operational IDF environment. UPS proposals will be evaluated for compliance with minimum requirements and appropriateness of design.

2. Project Team and Execution and Coordination Approach

Ability to effectively execute work within an owner-managed project structure. Includes coordination with WaterOne project management, adherence to schedule constraints, communication practices, and responsiveness to direction.

Approach to maintaining continuous operations during installation, implementation, and maintenance. Strategies to minimize downtime. Coordination with WaterOne staff to plan work around critical operations and peak demand periods.

Phasing, sequencing, or staging plans to reduce operational risk. Contingency planning for unexpected disruptions or emergencies.

25%

3. Experience and Qualifications

Demonstrated experience with projects of similar size, scope, and complexity, particularly IDF buildouts, structured cabling installations, and work within active/occupied facilities. Quality and relevance of references. Experience working in quasi-public or utility environments will be considered positively.

20%

4. Cost Proposal

Competitive and reasonable Base Bid pricing consistent with the Scope of Services, including clarity and completeness of the pricing structure. The Deduct Alternate and unit rates are reviewed for responsiveness and are not separately scored.

Cost will be evaluated as part of Best Value and is not determinative on its own.

15%

5. Quality, Compliance, and Risk Management

Demonstrated ability to deliver high quality workmanship, comply with industry standards, and manage project risk.

Includes approach to testing, labeling, documentation, change management, schedule control, and closeout discipline.

15%

7. FEE SCHEDULE/PRICING

Pricing is evaluated separately from the Proposals and is to be submitted separately from the Proposal. Do NOT include pricing information in the main body of the Proposal as this will make the Proposal non-responsive. Do not send pricing to anyone except the Purchasing Department.

Respondents shall submit pricing using a structured format consistent with the categories defined in this section. Respondents shall submit pricing using WaterOne's Standardized Pricing Template (provided with this RFP); proposals that do not use the required template format may be deemed non-responsive.

7.1 General Pricing Requirements

The Respondent shall:

• Provide firm, fixed pricing for all work described in the Scope of Services, based on the site conditions, access constraints, and work windows defined in this RFP.

• Include all labor, materials, equipment, supervision, coordination, testing, cleanup, and closeout

• Clearly identify all assumptions used in developing pricing

• Identify any exclusions or qualifications to the proposed pricing

• Pricing shall be inclusive of all costs necessary to deliver a complete and operationally ready IDF installation, including all supporting infrastructure and documentation.

• Any costs not explicitly identified in the Respondent’s pricing proposal shall be deemed included in the Base Bid and shall not be separately compensated unless approved in writing by WaterOne.

No additional compensation will be provided for items or work not explicitly identified in the Respondent’s pricing proposal unless approved in writing by WaterOne

7.2 Required Pricing Format

Respondents shall structure their pricing proposal into the following categories: These categories (A through E) correspond directly to the identically labeled tabs in WaterOne's Standardized Pricing Template (Section 7.1); Respondents shall complete that template rather than reproducing this format in a separate document.

A. Base Bid - Category 6A (Primary Proposal)

Provide a complete lump sum price for execution of the project using Category 6A cabling for all new copper runs.

The Base Bid shall include, at a minimum:

▪ IDF rack and mounting hardware

▪ Ladder tray / pathway system (inside IDF)

▪ Copper cabling (Category 6A) and terminations

▪ Fiber installation (new OM4 runs per Section 2.3.4)

▪ Patch panels, LIUs, and terminations

▪ Patch cords (color-coded per Scope)

▪ PDUs and UPS equipment

▪ Testing and certification

▪ Labeling and documentation

▪ Decommissioning and disposal of legacy infrastructure

▪ All labor, supervision, and coordination

B. Alternate Bid - Category 6 (Deduct Alternate)

• Provide a deduct alternate to the Base Bid reflecting the cost difference to perform the project using Category 6 cabling for new copper runs in lieu of Category 6A.

• This shall be presented as a single deduct value from the Base Bid

• All other scope, materials, and requirements shall remain unchanged. The Category 6 substitution applies to all new copper runs, including new dedicated WAP runs under Section 2.4.2.

C. Unit Pricing (Collected for Completeness and Future Changes) Provide unit pricing for the following items. These values are collected to confirm pricing completeness and to price future scope changes; they are not separately scored:

Item Unit Unit Cost

Copper cable (new run, installed and terminated) Cat 6

Per drop $

Copper cable (new run, installed and terminated) Cat 6A

Per drop $

Fiber cable (new installation, fully terminated)

Per fiber run $

Patch cords (copper) Cat 6 Per unit $

Patch cords (copper) Cat 6A Per unit $

Patch cords (fiber) Per unit $

Patch Panels Per unit $

Light Interface Units (LIUs) Per unit $

Rack installation Per rack $

Ladder tray / pathway Per linear foot $

PDUs Per unit $

UPS Per unit $

Labor (standard working hours) Per hour $

Labor (after-hours work window) Per hour $

All unit pricing shall be fully burdened and include all labor, equipment, tools, consumables, overhead, mobilization, and coordination required to perform the work under typical project conditions as described in this RFP. These items are pre-populated in Tab C of WaterOne's Standardized Pricing Template; enter unit costs directly in that tab rather than reproducing this table in a separate document.

D. Equipment Pricing Breakdown Provide a detailed breakdown of major equipment components, including:

• Rack (manufacturer, model, quantity)

• Ladder tray / pathway components

• Patch panels and LIUs

• PDUs

• UPS (including capacity rating and assumptions)

• UPS equipment shall comply with the minimum capacity requirements defined in Section 2.3.6. Failure to meet minimum UPS capacity requirements may result in the proposal being deemed non-responsive.

This information shall be provided as part of the pricing submittal. Failure to provide sufficient detail may result in the proposal being deemed non-responsive.

E. Assumptions and Clarifications Respondents shall clearly identify:

• Assumed quantities (if any)

• Design assumptions (especially regarding UPS sizing)

• Any dependencies on WaterOne provided infrastructure

• Any conditions that may impact pricing Failure to disclose assumptions may result in rejection or adjustment during evaluation. Any assumptions not explicitly identified in the Respondent’s proposal shall be deemed invalid for purposes of contract interpretation and pricing.

Respondents shall provide a summary via the WaterOne Standardized Pricing Template sheet, which should clearly identify:

• Total Base Bid

• Total Deduct Alternate

• Net Cost after Alternate (if applied)

This summary will be used for evaluation and comparison purposes.

7.3 Pricing Adjustments and Change Order Basis

Unit pricing provided in Section 7.2(C) shall serve as the basis for pricing and negotiating:

• Changes in cable quantities

• Additional pathways or terminations

• Modifications to scope requested by WaterOne All change order pricing shall be consistent with the submitted unit rates. Deviations from submitted unit pricing must be justified and are subject to WaterOne review and approval.

7.4 Pricing Evaluation

Pricing will be evaluated in accordance with Section 6. Evaluation Criteria and will be considered as part of the overall Best Value determination. WaterOne will review the following for completeness and responsiveness; only the Total Base Bid is scored, using the formula in this Section 7.4:

• Total cost of the Base Bid

• Cost differential of the Alternate Bid

• Completeness and clarity of pricing

• Reasonableness and consistency of unit pricing

Price will be scored on the Total Base Bid only. The lowest responsive Total Base Bid will receive the maximum available price points;

every higher Base Bid will receive proportionally fewer points using the formula (Lowest Total Base Bid ÷ Respondent’s Total Base Bid) × maximum price points. The Deduct Alternate and the Section 7.2(C) unit prices will be collected for completeness and for pricing future scope changes but will not be used to compute the price score.

WaterOne reserves the right to normalize or adjust pricing solely for the purpose of comparative evaluation. Such adjustments will not modify the Respondent’s submitted pricing for contract purposes.

8. PROPOSAL RESPONSE FORMAT

To facilitate the analysis of responses to this RFP, the Respondent is required to prepare their proposals following the instructions outlined in this section. Respondents must respond directly to each section and subsection of this RFP using the same numbering and organization as presented

(e.g., Section 2.1, 2.2, etc.). Responses that do not clearly map to the RFP structure may be deemed non-responsive.

Respondents shall structure responses to clearly address the evaluation criteria defined in Section 6. Information that does not directly support evaluation criteria may not be considered during scoring.

Proposals shall be prepared to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and labeled clearly. Proposals should be concise and directly address the requirements of this RFP. Excessive marketing materials or unrelated information may be disregarded during evaluation.

In the event of inconsistencies within the proposal, WaterOne reserves the right to rely on the interpretation most favorable to WaterOne or to require clarification from the Respondent.

Each numbered section below is subject to the page limit noted in parentheses (single-spaced, standard margins/font). Attachments A through C and the Pricing Submittal are excluded from these limits. Pages submitted in excess of the stated limit may be disregarded during evaluation.

The proposal shall include, at a minimum, the following sections:

1. Executive Summary (1 page maximum)

• Overview of understanding of the project

• Confirmation of compliance with the Scope of Services

2. Technical Approach (6 pages)

• Detailed approach to completing the Scope of Services

• Methodology for cabling installation, cutover, testing, and documentation

• Identification of risks, constraints, and mitigation strategies

3. Project Execution Approach (4 pages)

• Proposed execution methodology for completing the Scope of Services

• Coordination approach with WaterOne Project Manager

• Staffing plan and key personnel roles

• Ability to operate within an owner-managed project structure

4. Experience and Qualifications (no page limit; see Section 9)

• Relevant project experience

• References (per Section 9)

• Resumes of key personnel

5. Assumptions and Exceptions (2 pages)

• Clearly stated assumptions

• Explicit identification of any deviations from the RFP requirements

6. Equipment and Materials (3 pages)

• Description of proposed equipment and manufacturers

• Compliance with approved manufacturers or approved-equal process

7. Pricing Submittal (Separate)

• Submitted in accordance with Section 7 (Fee Schedule / Pricing) using WaterOne's Standardized Pricing Template

All sections listed above are required components of the proposal and will be used during evaluation. Omission of required sections may impact scoring or result in disqualification.

The following attachments shall be included as part of the proposal:

• Attachment A: Detailed technical response (if separated from main document)

• Attachment B: Equipment specifications and cutsheets

• Attachment C: Project schedule (if submitted separately)

All attachments must be clearly referenced within the main proposal document. Information provided in attachments but not referenced in the primary response may not be considered during evaluation. Additional attachments may be included as necessary, but must be clearly labeled and referenced within the main proposal.

WaterOne is not responsible for interpretation of unclear or ambiguous responses. Respondents are solely responsible for ensuring clarity and completeness of their submission.

9. BUSINESS PROFILE AND CUSTOMER REFERENCES

Information provided in this section will be used to evaluate Respondents in accordance with the evaluation criteria defined in Section 6, particularly with respect to experience, qualifications, and demonstrated ability to perform the Scope of Services.

Minimum Qualifications (Mandatory): To be eligible for award, the Respondent shall demonstrate the following. Failure to meet any minimum qualification may render the proposal non-responsive:

• Field technicians performing terminations and certification testing shall be trained and qualified on the proposed copper and fiber systems, including fiber splicing, termination, and Tier 1 optical testing. Identify the certifications held by the technicians assigned to this project.

• The Respondent shall hold all business licenses required to perform the work and shall be able to meet the insurance requirements of Section 11. Provide evidence of applicable licensure.

• The Respondent shall have completed at least three (3) projects of similar scope (IDF/MDF buildout or structured cabling in an occupied, operational facility) within the past five (5) years. These may be drawn from the references provided elsewhere in this Section 9.

Include in the response a business profile of the Respondent and any partnerships or joint venture firms or individuals; and a description of the training and experience of the Respondent's professional and technical staff assigned to the project.

WaterOne reserves the right to consider incomplete or insufficient reference information as a negative evaluation factor or grounds for deeming a proposal non-responsive.

WaterOne requests that each Proposal include the following information regarding the Respondent’s experience and client base:

A. Describe the firm's previous experience performing projects of similar scope, including:

• IDF/MDF buildouts

• Structured cabling installations (Category 6A and fiber)

• Work within occupied and operational facilities

• Projects involving relocation or replacement of existing cable and infrastructure in operational facilities

B. Describe other relevant experience of the firm.

C. Provide a list of third-party subcontractors proposed for this project, including:

• Scope of work to be performed

• Relevant experience of the subcontractor

D. Provide a brief list of up to three (3) additional related assignments (beyond the required references), including client name, project type, and month/year performed.

E. Provide references from at least three (3) clients for projects of similar size, scope, and complexity completed within the last five

(5) years; these three references satisfy and may be the same as the minimum-qualification requirement of three (3) similar projects in this Section 9. Respondents may provide up to two (2) additional references. Projects involving IDF buildouts, structured cabling, or work in active/occupied environments are strongly preferred. For each reference, include:

• Description of the project scope

• Project size and duration

• Description of Contractor performance, including schedule adherence, quality of work, and any challenges encountered

The Team may contact others outside the referenced companies. Submission of a proposal constitutes consent for WaterOne to contact references and other entities as part of due diligence.

10. TERMS AND CONDITIONS

A. GENERAL RFP TERMS & CONDITIONS

1. WaterOne will make the final decision for selection as a result of the comparison of proposals and need not accept the lowest price.

No Agreement is formed as a result of the selection. An Agreement between WaterOne and the Respondent occurs only after a negotiated final Agreement is executed.

2. If an Agreement is finalized, then Respondent will sign first and return to WaterOne for full execution.

3. WaterOne may withdraw this RFP at any time without explanation or comment. WaterOne is under no obligation to accept any of the Proposals submitted.

4. WaterOne is not liable for any cost incurred by any Respondent as a result of participating in the RFP, formulating a Proposal, the evaluation process, or the negotiations prior to the final Agreement.

B. FORM OF AGREEMENT

WaterOne requires specific terms to be included in the agreement. WaterOne reserves the right to either make changes to Respondent’s Agreement or use a WaterOne agreement. Any Agreement reached will include, at a minimum, the following Terms & Conditions:

1. WaterOne will pay as invoiced for specific deliverables within a negotiated term.

2. Kansas law will govern.

3. Compliance with K.S.A. §44-1030 relating to prohibition against employment discrimination.

11. INSURANCE

To assure quality performance of requested service, WaterOne has established standard insurance requirements to be met by Contractors. All insurance required by this document shall be obtained from insurance companies that are duly licensed or authorized to issue insurance policies for the limits and coverage required in the jurisdiction in which the Project is located. Insurance companies must have an A.M. Best financial rating of A- or better. Insurance certificates should be provided complying with the requirements set forth herein.

I. Liability Insurance Contractor shall purchase and maintain such liability and other insurance as is appropriate for the Work being performed and furnished.

The insurance shall provide protection from claims set forth herein which may arise out of or result from Contractors performance and furnishing of the Work and Contractor’s other obligations under the Project description, whether it is to be performed or furnished by Contractor, any Subcontractor or Supplier, or by anyone directly or indirectly employed by any of them to perform or furnish and of the Work, or by anyone for whose acts any of them may be liable:

• Claims under workers’ compensation, disability benefits, and other similar employee benefit acts;

• Claims for damages because of bodily injury, occupational sickness or disease, or death of Contractor’s employees;

• Claims for damage because of bodily injury, sickness or disease, or death of any person other than Contractor’s employees;

• Claims for damages by personal injury which are sustained: (1) by any person as a result of an offense directly or indirectly related to the employment of such person by Contractor, or (2) by any other person for any other reason;

• Claims for damages because of bodily injury or death of any person or property damage arising out of the ownership,…