For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/aurorail

City of Aurora, IL

EAST SIDE FIBER EXPANSION

26-053

RELEASE DATE: May 29, 2026

DEADLINE FOR QUESTIONS: June 10, 2026

RESPONSE DEADLINE: June 17, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/aurorail

Qualification Based Selection #26-053

Title: East Side Fiber Expansion

Table Of Contents

1. INSTRUCTIONS TO CONSULTANTS

2. GENERAL REQUIREMENTS

3. SOQ REQUIREMENTS

4. SCOPE OF SERVICES

5. SELECTION CRITERIA

6. VENDOR SUBMISSIONS

INSTRUCTIONS TO CONSULTANTS

1. SUMMARY

The City of Aurora (“City”), acting through the Information Technology Department (“IT”), seeks qualified companies to furnish and install approximately 119,584ft of 864ct ribbon OSP Fiber Optic Cable utilizing the

3rd duct of the existing City fiber optic ring network.

The intent is to select a qualified company through a two (2) step RFQ/RFP process as described below. This project request is for Step 1 only.

Step 1: Request for Qualifications (RFQ)

Respondents to this RFQ will be required to submit their qualifications, experience and technical competence to perform the services as outlined in this document. One or more Respondents who qualify in Step 1 will be eligible to receive and respond to a Request for Proposal (RFP) in Step 2. Those Respondents found not qualified or non-responsive to the RFQ requirements will not receive an RFP from the City. No contract negotiations or contract award will result from Step 1.

In this procurement process, selected Proposers will be required to execute the enclosed Non-Disclosure

Agreement (NDA) prior to receiving access to additional project information or proceeding further in the solicitation process. The signed NDA must be submitted upon selection in order to advance to Phase 2.

Step 2: Request for Proposal (RFP)

Respondents found qualified in Step 1 will be eligible to respond to the RFP in Step 2. Upon receipt of the RFP from the City, Respondents will be given a deadline to submit a detailed proposal that will include, but not be limited to, assessment and implementation, technical specifications, detailed cost proposal, and other components as outlined in the RFP. The Respondent selected (“Selected Respondent”) from Step 2 will enter into contract negotiations with the City for contract award.

The 2026 East Side Fiber Expansion Project will address necessary upgrades to the City’s fiber network on the east side of the Fox River within the City limits. The City seeks to interview and select vendors based upon qualifications and experience in building out and connecting municipal fiber networks.

The scope of the project can be broken down into two phases with 2 elements: core fiber ring expansion into existing fiber ducts and expanding laterals to key City buildings.

2. TIMELINE

Release Project Date: May 29, 2026

Question Submission Deadline: June 10, 2026, 11:00am

Response Submission Deadline: June 17, 2026, 11:00am

3. ACCEPTANCE OF PROPOSALS

a. Proposers intending to respond to this opportunity must create a FREE account with OpenGov by signing up at https://procurement.opengov.com/signup. This step is necessary to establish a communication link with the

City. The Proposer, not the City, is responsible for obtaining any addenda to the original specification. Addenda and other relevant information will be posted on the City’s E Procurement System. Addenda notifications will be emailed to all persons on record as following this Proposal. Failure of any Proposer to receive any such addenda or interpretation shall not relieve such Proposer from any obligation under their proposal as submitted.

All addenda so issued shall become part of the contract documents. Paper submissions will not be accepted.

b. Proposals may be received up to, but no later than the designated date and time as specified via the City’s

E Procurement System, OpenGov. The City’s E Procurement System Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of

Aurora strongly recommends completing your responses well ahead of time. All Proposals shall have provided all requested information, and submitted all appropriate forms, certificates, affidavits and addendum acknowledgements in order to be considered responsive.

c. The City reserves the right to reject any and all proposals or parts thereof and to waive any technicalities and irregularities in the proposals and to disregard all nonconforming or conditional proposals or counter-proposals and to hold the proposals for ninety (90) days from the opening date set forth above. Proposer agrees to accept a notice of award, if selected, based on the terms of this Proposal in the event that a notification of award is received on or before expiration of the 90-day time period. The City reserves the right to cancel the Proposal at any time, without liability for any loss, damage, cost or expense incurred or suffered by any Proposer as a result of that cancellation. Each Proposer is solely responsible for the risk and cost of preparing and submitting a

Proposal.

d. Product quality, references, service, delivery time and past experience, if applicable, will also be considered.

No Proposal will be considered unless the Proposer shall furnish evidence satisfactory to the City that he has the necessary facilities, abilities, experience, equipment, and financial and physical resources available to fulfill the conditions of the contract and execute the Work should the contract be awarded to him. Proposal documents which are not responsive to the requirements herein may not be considered by the City for an award of the contract.

The contract will be awarded to the highest scoring responsible Proposer. In determining the responsibility of any Proposer, the City may take into account other factors, such as past records of its or other entities transactions with the Proposer, experience, ability to work cooperatively with the City and its staff, adequacy of equipment, ability to complete performance within necessary time limits, and other pertinent considerations such as, but not limited to, reliability, reputation, competency, skill, efficiency, facilities and resources.

The Proposal will be awarded in the City’s best interests based on these and other legally-allowable considerations. The City and its representatives and agents may make any investigations deemed necessary to determine the ability of the Proposer to perform the Work. The Proposer shall furnish any information and data requested by the City for this purpose.

4. RECEIPT OF PROPOSALS

Proposals must be submitted electronically no later than the date and time specified in the City’s e-Procurement system (OpenGov). It is the sole responsibility of the Proposer to ensure timely submission.

Late submissions will not be accepted.

5. WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn prior to the deadline for submitting proposals through the City’s E Procurement

System, the responding Proposer may “un-submit” their proposal in OpenGov. After withdrawing a previously submitted proposal, the responding Proposer may submit another proposal at any time up to the deadline for submitting proposals prior to the opening.

Proposers are cautioned to verify their proposal before submission. Negligence on the part of the Proposer in preparing the proposal confers no right for withdrawal or modification of the proposal after it has been opened.

Proposers may not withdraw their Proposal after the opening without the approval of the Director of

Purchasing. Requests to withdraw a Proposal must be in writing and properly signed. No Proposal will be opened or accepted, which is received after the time and date scheduled for the Proposals to be received.

6. QUESTIONS

Proposers shall submit all questions or requests for clarification no later than the date and time specified in the

City’s e-Procurement system (OpenGov). All responses will be issued through the e-Procurement system.

Proposers may “Follow” the solicitation in OpenGov to receive notifications when responses or addenda are posted.

Questions will not be accepted after the designated cut-off date and time. Verbal inquiries will not be accepted.

It is the responsibility of each Proposer to review the e-Procurement system and ensure receipt of all addenda issued for this solicitation.

7. INVESTIGATION

It is the responsibility of each Proposer to thoroughly examine the solicitation documents and to conduct all necessary investigations to fully understand the requirements of the Proposal. No claim arising from failure to review the solicitation documents, conduct adequate investigation, or obtain clarification prior to submission will be accepted as a basis for modifying the requirements of the City or the compensation to the Proposer.

Each Proposer is responsible for reviewing the complete Proposal Package, including all addenda, and for understanding all conditions that may affect the performance of the services or work. Failure to do so shall be at the Proposer’s sole risk, and no relief will be granted for errors or omissions.

Submission of a Proposal shall constitute acknowledgment that the Proposer has reviewed and understands the requirements of the solicitation and is familiar with applicable local, state, and federal laws and regulations.

Prior to award, the City may request additional information regarding the Proposer’s qualifications, experience, and ability to successfully perform the services or work.

8. PROPOSER QUALIFICATION

The City reserves the right to require Proposers to demonstrate their capability to perform the Work in accordance with the specifications. However, prequalification of Proposers is not required under this solicitation. The City may, at its sole discretion, disqualify a Proposer and reject its Proposal for cause.

Reasons for disqualification may include, but are not limited to, the following:

• Evidence of collusion among Proposers.

• Receipt of more than one Proposal from the same individual or legal entity (excluding subcontractor participation).

• Default on any previous contract with the City or other public entity.

• Failure to complete prior contracts in a timely manner or being in arrears without reasonable cause.

• Determination of inability to perform based on financial capacity, experience, or available equipment and resources.

• Outstanding financial obligations owed to the City.

From the issuance of this solicitation through execution of the contract, Proposers are prohibited from communicating regarding this solicitation with City staff, consultants, legal counsel, agents, or elected officials, except as expressly permitted through the designated procurement process.

9. INTERPRETATION OR CORRECTION OF PROPOSAL DOCUMENTS

Proposers shall promptly notify the City of any ambiguity, inconsistency of error which they may discover upon examination of the Proposal documents. Interpretations, corrections and changes will be made by addendum.

Each Proposer shall ascertain prior to submitting a Proposal that all addenda have been received and acknowledged in the Proposal.

10. ELIGIBILITY

By signing this Proposal, the Proposer hereby certifies that they are not barred from proposingon this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois

Compiled Statutes, 720 ILCS 5/33E-1).

11. SIGNATURES

Each Proposal must be signed by the Proposer with his/her usual signature. Proposals by partnerships must be signed with the partnership name by all members of the partnership, or an authorized representative, followed by the signature and title of the person signing. Proposals by corporations must be signed with the name of the corporation, followed by the signature and title of the person authorized to bind it in the matter.

When a corporation submits a Proposal, its agent must present legal evidence that he has lawful authority to sign said Proposal and that the corporation has a legal existence. In the event that any corporation organized and doing business under the laws of any foreign state is the successful Proposer, such corporation must present evidence before any contract is executed that it is authorized to do business in the State of Illinois. Proposals by corporations must be executed in the corporate name by the President or a Vice President (or other corporate officer accompanied by evidence of authority to sign), and the signature must be attested by the Secretary or an

Assistant Secretary, along with the corporate seal. The corporate address and state of incorporation must be shown below the signature. Proposals by partnerships must be executed in the partnership name and signed by a partner whose title must appear under the signature, and the official address of the partnership must be shown below the signature. Any corrections to entries made on the Proposal forms shall be initialed by the person signing the Proposal. When requested by the City, satisfactory evidence of the authority of any signature on behalf of the Proposer shall be furnished.

12. Illinois Freedom of Information Act

Illinois Freedom of Information Act. The Contractor acknowledges the requirements of the Illinois Freedom of Information Act (FOIA) and agrees to comply with all requests made by the City of Aurora for public records (as that term is defined by Section 2(c) of FOIA in the undersigned’s possession and to provide the requested public records to the City of Aurora within two (2) business days of the request being made by the

City of Aurora. The undersigned agrees to indemnify and hold harmless the City of Aurora from all claims, costs, penalty, losses and injuries (including but not limited to, attorney’s fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide the public records to the City of Aurora under this agreement.

GENERAL REQUIREMENTS

1. REQUIREMENTS OF CONSULTANT

Proposers selected through this qualification process will be invited to participate in Step 2 of the procurement, consisting of a Request for Proposal (RFP) issued by the City of Aurora. The RFP will provide additional scope details, requirements, and submission instructions.

2. CITY'S AGENT

The Purchasing Director, or delegate, shall represent and act for the City in all matters pertaining to the

Proposal and contract in conjunction thereto.

3. COMPLIANCE WITH LAWS AND REGULATIONS

The Proposer shall at all times observe and comply with all Federal, State, Municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the conduct of the Work, and with all

Federal, State and local laws and policies of non-discrimination, sexual harassment, and others applicable thereto; and all such orders or decrees as exist at the present and which may be enacted later, of bodies or tribunals having jurisdiction or authority over the Work, and no plea of misunderstanding or ignorance thereof will be considered. He shall indemnify and save harmless the City and all its officers, agents, employees and servants against any requirement, claim or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by himself or his employees.

4. CANCELLATION

The City reserves the right to suspend or discontinue the procurement process, in whole or in part, if it determines it is in the City’s best interest.

The City shall not be liable for delays in the QBS process caused by events beyond its reasonable control, including but not limited to acts of God, labor disputes, or other unforeseen circumstances. The City may adjust timelines as necessary.

5. INSURANCE AND HOLD HARMLESS PROVISIONS

At the Bidder’s expense, the Bidder shall secure and maintain in effect throughout the duration of this Bid, insurance of the following kinds and limits to cover all locations of the Bidder’s operations. The Bidder shall furnish Certificates of Insurance to the City before starting or within ten (10) days after the execution of the Bid, whichever date is reached first. All insurance policies shall be written with insurance companies approved by the City of Aurora and licensed to do business in the State of

Illinois and having a rating of not less than A:VII, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the City. This provision shall also be stated on each Certificate of Insurance as: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will endeavor to mail 30 days written notice to the certificate holder named to the left”. Upon requested, the awardee of this Bid will give the City a copy of the insurance policies. The policies must be delivered to the City within two weeks of the request. The limits of liability for the insurance required shall provide coverage for not less than the following amount, or greater where required by law:

(1) Worker’s Compensation Insurance - Statutory amount.

(2) General Liability Insurance:

(a) $1,000,000 per occurrence and $2,000,000 general aggregate (combined single limit)

(b) $1,000,000 per occurrence for Personal Injury

(3) Auto Liability Insurance:

(a) Combined single limit not less than $1,000,

(4) Umbrella excess liability of $4,000,000 per occurrence, $4,000,000 aggregate

The Bidder shall include the City as a primary, non-contributory additional named insured on the General, Auto Liability, and

Umbrella insurance policies and indicate said status on any Certificates of Insurance provided to the City pursuant to this project. All insurance premiums shall be paid without cost to the City.

The Bidder agrees to indemnify and save harmless the City of Aurora, their elected officials, employees, agents and volunteers from and against all loss and expenses (including costs and attorneys' fees) by reason of liability imposed by law or claims made upon the City of Aurora for damages because of bodily injury, including death at any time resulting therefrom sustained by any person or persons or on account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this project work, whether such claims or injuries to persons or damage to property be due to the negligence of the Bidder or his Subcontractors. The Bidder shall assume total risk and shall be responsible for any and all damages or losses caused by or in any way resulting from the work and provide all insurance necessary to protect and save harmless the City of

Aurora and its employees.

The Bidder agrees to a waiver of subrogation. Neither the Bidder nor its insurers shall have the right to pursue the City to recover its costs associated with a claim arising out of the provision of the services required.

WORKERS COMPENSATION ACT

The Bidder further agrees to insure his employees and their beneficiaries and to the employees and the beneficiaries of any subcontractor employed from time to time by him on said Work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Illinois that is or may be in force in the

State.

Such insurance shall be placed by said Bidder in a company or association (to be approved by the City and to be accepted by the

Council thereof) authorized under the laws of the State of Illinois to insure the liability above specified.

Said Bidder hereby further agrees to indemnify, keep and save harmless said City from all action, proceedings, claims, judgments, awards, and costs, loss, damages, expenses, and attorney’s fees which may in any way come against said City by reason of any accidental injuries or death suffered by any of his employees or the employees of any subcontractor employed by him in and about the performance of the Work provided for in the Bid, and any and all liability resulting thereupon; and said

Bidder, in case of any suit, action, or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of said City and indemnify the City therefore, and pay the amount of any and all awards and final judgments and orders rendered and entered therein, together with all loss, costs, damages, attorney’s fees, and expenses incurred therein. Said Bidder shall be the sole employer of its employees and workers, and in no way shall the City be considered a joint employer of same under any circumstance.

PERSONNEL AND EQUIPMENT

The Bidder shall provide an adequate number of competently trained personnel with sufficient supervision to provide the services required, and the Bidder shall provide identification of its personnel if requested by the City.

Any Bidder’s employee whose employment is reasonably detrimental or objectionable to the City shall be immediately transferred from the premises upon the City’s request. The exercise of the option shall not be construed as placing the City in charge of the Work or making the City responsible for safety.

All on the road vehicles or equipment shall be identified by the Bidder’s name for purpose of identification.

All tools or equipment required to carry out the operations within the scope of the contract shall be provided by the Bidder, and shall meet the standards of the Federal Occupational Safety and Health Act and State of Illinois safety codes as may be required by law. The City reserves the right to inspect the equipment that will be used prior to award of Bid.

6. SUBLETTING OR ASSIGNMENT OF WORK

The Proposer shall be fully responsible for all services performed under the Contract, including any portion performed by subcontractors. The use of subcontractors shall not relieve the Proposer of any obligations or liabilities under the Contract.

All subcontractors shall be subject to the same applicable requirements as the Proposer, including performance standards, qualifications, and compliance with all Contract terms and conditions.

If any subcontractor fails to perform satisfactorily or comply with the Contract requirements, the Proposer shall take appropriate corrective action, which may include removal and replacement of the subcontractor, subject to

City approval where applicable.

7. MINORITY PARTICIPATION

The grant establishes a Business Enterprise Program (BEP) utilization goal of 11%, consisting of 7% participation by Minority Business Enterprises (MBEs) and 4% participation by Women Business

Enterprises (WBEs). These utilization goals are based upon the availability of State-certified vendors capable of performing the anticipated direct subcontracting opportunities identified in the Utilization Plan.

Only subcontractors and suppliers certified through the State of Illinois Commission on Equity and Inclusion

(CEI) Business Enterprise Program shall be counted toward satisfaction of these utilization goals.

SOQ REQUIREMENTS

All SOQ submittals must be thorough, complete, and accurate. The submittal shall be a single .pdf document, no more than 10 pages. This limit includes any cover letter, tabs, section breaks, cover pages, back pages, etc.

Section breaks, cover pages, back pages, etc. are not required. The submittal should include the following information:

1. Cover letter on the consultant’s letterhead transmitting the qualifications, including the name of the consulting firm, local address, telephone number and name of contact person (with email address). The cover letter should also include the City’s bid number 26-053.

2. Current Illinois Department of Transportation (IDOT) prequalification status. The prime consultant must be prequalified in “Special Services – Construction Inspection”. The submittal does not need to include documentation of the prime consultant’s current prequalification status, but the cover letter should confirm the consultant is prequalified.

3. List of relevant projects recently completed which were similar in nature to this project. Provide a description of each project, including location, project team, and construction cost for each project. If the project was on an IDOT state letting, provide the letting date and item number and/or contract number.

4. List of key staff with brief resumes that would be assigned to the project including the Resident

Engineer (RE) and any other relevant staff. Also, include any sub-consultants that will be utilized to complete the project, including the relevant prequalification categories for each sub-consultant. An organization chart is optional. The consultant should indicate if key staff is proposed in any other professional services selection processes that are outstanding between now and when a selection will be made on this project.

5. Brief technical approach describing the consultant’s abilities to perform the required Phase III

Construction Engineering services. This should be a maximum of one (1) page.

6. Detailed schedule of anticipated start dates and completion dates for major tasks listed in the scope of services and in general for the Phase I Engineering Services. A general time frame of Phase II activities

(including land acquisition, if needed) should be provided as well. At a minimum, the schedule shall include: Phase I agreement processing, Phase I PDR approval, Phase II agreement processing, and anticipated letting date.

7. List of three (3) references including name, job title, telephone number, and email address. The references should not be current City of Aurora employees and preferably, should have experience working for a local agency on similar projects.

The City of Aurora reserves the right at any time and for any reason to cancel this consultant procurement process, to reject any or all SOQ’s, or to accept an alternative SOQ. The City of Aurora reserves the right to discard any immaterial SOQ. The City and/or staff may seek clarification from a submittal at any time and respond promptly if there is cause for rejection. The City of Aurora will not be liable in any way for any costs incurred by consultants in replying to this request.

SCOPE OF SERVICES

1. STATEMENT OF WORK

The Selected Proposer shall furnish all labor, materials, equipment, supervision, testing, and incidentals necessary to complete the East Side Fiber Expansion Project in accordance with the specifications and Contract

Documents.

The work shall include, but is not limited to, the following:

1. Handhole and Fiber Enclosure Installation

The Selected Respondent shall furnish and install approximately forty (40) new 3' x 5' handholes (“HH”) and associated CommScope 600D fiber enclosures at locations identified by the City.

2. Fiber Cable Preparation, Splicing, and Testing

The Selected Respondent shall prepare, splice, and test newly installed 864-count fiber optic cable at each new handhole and enclosure location.

Testing shall include all required performance verification and documentation to confirm compliance with project specifications and industry standards.

3. Existing Handhole Replacement and System Upgrades

Where required to accommodate the additional fiber infrastructure, the Selected Respondent shall remove and replace existing handholes with larger handholes as directed by the City.

Replacement handholes shall provide adequate space for:

• Proper cable slack storage and coil lengths

• Installation and secure placement of new CommScope 600D fiber enclosures

• Long-term maintenance accessibility

• Compliance with manufacturer installation requirements

4. Lateral Fiber Connections

The Selected Respondent shall furnish and install new lateral fiber connections to the following City facilities:

• City Hall – 44 E. Downer Place

• Water Treatment Plant – 1111 Aurora Avenue

• Aurora Police Department – 1200 E. Indian Trail

• Public Works Facility – 2185 Liberty Street

• Fire Station No. 5 – 730 Hill Avenue

• Fire Station No. 8 – 3770 McCoy Drive

• Fire Station No. 9 – Location to be confirmed by the City

• Fire Station No. 12 – 2424 Hafenrichter Road

5. Coordination and Field Verification

The Selected Respondent shall verify all field conditions prior to installation and coordinate all work with the

City to minimize disruption to existing fiber operations and City services.

2. MINIMUM QUALIFICATIONS

The following are minimum requirements that the Proposer must meet in order to be eligible to submit a proposal. Responses must clearly show compliance with these minimum qualifications. The City will reject without further consideration those applications that are not clearly responsive to these minimum qualifications.

Each specification included in this package describes the services which the City feels is necessary to meet the performance requirements of the City, and shall be considered the minimum standards expected of the

Contractor. The specifications are not intended to exclude potential Contractors.

3. DESIGN AND ENGINEERING DELIVERABLES

Provide a detailed design methodology, including proposed fiber routes, segment lengths, planned entry points, splice locations, handhole/closure placements, slack storage strategy, and demarcation points. Commit to delivering stamped engineering drawings where required, GIS shapefiles/KMZ route files, splicing matrices and fiber assignment plans, detailed bill of materials (BOM), as-builts, and redline drawings. Include manufacturer cut sheets for all major components (cable, closures, panels, handholes, microducts) and confirm compliance with applicable standards (e.g., NESC/NEC, local codes).

4. MATERIALS, EQUIPMENT AND STANDARDS

List all proposed materials and equipment, including fiber cable type (e.g., single-mode OS2), strand counts, sheath construction, handholes, pedestals, splice closures, patch panels, and connectors. Specify compliance with industry standards and environmental ratings, pulling tensions, bend radii, and installation methods (e.g., directional drilling, trenching, microtrenching, aerial strand/lashing). Identify preferred manufacturers and warranty terms, and confirm availability to meet the project schedule.

5. CONSTRUCTION PLAN AND TRAFFIC CONTROL

Provide a detailed construction plan covering mobilization, staging, sequencing, and site restoration. Include a traffic control plan consistent with applicable MUTCD guidance and local requirements, detailing lane closures, pedestrian protection, and any night or weekend work. Describe methods for underground utility locating and conflict resolution (e.g., 811 tickets, potholing), and your approach for crossing sensitive areas (streams, railroads, IDOT/County rights-of-way). Explain your restoration standards for pavement, landscaping, and sidewalks.

6. PERMITTING, RIGHT-OF-WAY, AND UTILITY COORDINATION

Explain your process for securing permits and approvals, including right-of-way access, encroachments, pole attachments, make-ready coordination, and inspections. Identify which permits you will obtain versus those expected from the City. Provide a schedule and risk mitigation plan for third-party dependencies (e.g., utilities, railroads, state DOT). If aerial construction is proposed, detail your pole survey approach and make-ready timeline.

7. SAFETY, QA-QC, AND RISK MANAGEMENT

Provide your safety program, including training, PPE standards, job hazard analyses, and incident reporting.

Include a QA/QC plan covering construction inspections, material verification, workmanship standards, and documentation controls. Describe your risk management approach for schedule slippage, weather delays, supply chain constraints, utility strikes, and unforeseen subsurface conditions, including contingency plans and change management processes.

8. TESTING, ACCEPTANCE, AND DOCUMENTATION

Detail the testing and acceptance procedures you will follow, including Optical Time Domain Reflectometer

(OTDR) traces (bidirectional), power meter/light source testing, end-to-end loss budgets, and documentation standards for test results. Commit to providing labeled OTDR files, test summary reports, and photographic evidence of splices/closures. Describe your process for punch-list remediation and final acceptance. Provide samples of test reports and as-built documentation (including GIS deliverables, fiber assignment tables, and splicing diagrams).

9. STAFFING, SUBCONTRACTORS, AND KEY PERSONNEL

Identify key personnel, their roles, and qualifications (PM, construction superintendent, lead splicer, test engineer). Provide resumes and certifications where relevant. List proposed subcontractors for drilling, traffic control, restoration, or specialty services, including their experience and references. Confirm labor availability and any union considerations.

10. PRICING, BOQ, AND ALTERNATIVES

Provide a detailed, itemized price proposal aligned to a bill of quantities (BOQ) with unit pricing for major work items (e.g., feet of fiber installed by method, handholes, closures, splices, test segments, restoration classes). Identify allowances and contingencies separately. Include cost-saving alternatives or value engineering options (e.g., route adjustments, microduct, aerial vs. underground tradeoffs) and their impact on schedule, risk, and performance. Clearly state assumptions and exclusions.

11. COMMUNICATION, REPORTING, AND MEETINGS

Describe your project communication plan, including status reporting cadence, meeting schedules, escalation procedures, and stakeholder coordination. Provide sample weekly progress reports and change order templates.

Confirm ability to integrate with the City’s project management tools and GIS/data standards.

SELECTION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Consultant Experience

The consultant’s general experience, stability, and experience on projects similar to the one under consideration. Experience with federally funded projects is required.

Points Based 30 (30% of Total)

2. Staff Capabilities

The education, experience, and expertise of the consultant’s key employees.

Points Based 30 (30% of Total)

3. Technical Approach

Project understanding and the consultant’s approach to perform Phase III Construction

Engineering services and related items that are required for successful project completion.

Points Based 30 (30% of Total)

4. Adherence to RFQ

Quality of the entity’s submittal including, but not limited to, spelling, providing all the information requested, and providing correct/accurate information.

Points Based 10 (10% of Total)

VENDOR SUBMISSIONS

1. SOQ Submittal*

See Section- SOQ Requirements and Selection Criteria

*Response required

2. Proposer's Certification*

I/We hereby certify that:

A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of

Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all equal employment practice requirements contained in Public Act 87-1257 (effective July 1, 1993) and 775

ILCS 5/2-105 (A).

D. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

E. The Proposer is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

F. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

☐ Please confirm

*Response required

3. Proposer's Tax Certification*

The Proposer's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Proposer, that this despondent is authorized to make them and that the statements contained herein are true and correct.

Proposer deposes, states and certifies that Proposer is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois

Department of Revenue unless Proposer is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65

ILCS 5/11-42.1-1.

☐ Please confirm

*Response required

4. Standard City of Aurora Contract*

Please download the below documents, complete, and upload.

• Sample_Standard_Contract_QB...

*Response required

5. Nondisclosure Agreement (NDA)*

Please download the below documents, complete, and upload.

• Aurora_NDA.pdf

*Response required