ESBD_540973_1784646815116_RFP-26-02-JBSA-Fiber Optic_Lackland (149th Fighter Wing) .pdf

REQUEST FOR PROPOSALS RFP-26-02-JBSA-

Fiber Optic Cabling Installation Services-

Lackland (149th Fighter Wing)

JBSA Fiber Optic Cabling Installation Services

Alamo Area Council of Governments (AACOG)

Procurement Department 2700 NE Interstate 410 Loop, Suite 101

San Antonio, TX 78217

Solicitation Deadlines

RFP Release Date July 8, 2026 @ 4:00 pm

Site Visit Request (RSVP) Deadline

July 10, 2026 @ 4:00 pm

Pre-Bid Site Visit July 22, 2026 @ 8:30 am

Questions Deadline July 24, 2026 @ 12:00 pm

Q&A Posting July 29, 2026 @ 4:00 pm

Response Deadline Aug 5, 2026 @ 4:00 pm

RFP Posting Locations https://aacog.gov/procurement https://www.txsmartbuy.com/esbd

Notice to Prospective Respondents Prospective Respondents who obtain this RFP from any source other than the Alamo Area Council of Governments (AACOG) shall promptly contact AACOG and provide their name, company name, and email address. This will ensure receipt of any addenda or official communications related to this RFP. Failure to provide this information shall place the prospective Respondent at full risk of submitting an incomplete or non-compliant Proposal.

Table of Contents

PART 1 – SCOPE OF REQUEST & PROGRAM OVERVIEW

1.2 Background Information

1.3 Purpose of the RFP

1.4 Scope of Work

1.5 Contractor Responsibilities

1.6 Pricing Structure

1.7 Contract and Payments

1.8 Respondent Requirements

1.9 Service Area

1.10 Procurement Standard

PART 2 – SUBMISSION INFORMATION

2.1 Submission Requirements ................................................................................................ Error! Bookmark not defined.

2.2 Authorized Points of Contact

2.3 Communications Restriction

2.4 Questions and Addenda

2.5 Schedule and Changes

2.6 Availability of RFP

2.7 Proprietary Information and Public Information Act

PART 3 –ADMINISTRATIVE REQUIREMENTS/INSURANCE/BONDS

3.1 Eligible Providers

https://aacog.gov/procurement https://www.txsmartbuy.com/esbd

3.2 Contract Information

3.3 Governing Provisions and Limitations

3.4 Administrative Requirements and Insurance

3.5 Administrative and Fiscal Capacity

3.6 Performance and Payment Bond Requirements

PART 4 – PROPOSAL REVIEW & SELECTION PROCESS

4.1 Evaluation Process

4.2 Evaluation Criteria

4.3 Procurement Dispute Resolution

PART 5 – RESPONSE REQUIREMENTS

5.1 Email Submission

5.2 Response Format

5.3 Proposal Validity Period

5.4 Page Limitations

5.5 Order of Contents

5.6 Table of Contents

5.7 Executive Summary

5.8 Narrative

5.9 Narrative Organization and Clarity Requirements

5.10 Email Subject Line

5.11 File Format and Naming

PART 6 – REQUIRED PROPOSAL FORMS AND ATTACHMENTS

6.1 Required Forms and Certifications (Mandatory Submission)

6.2 Required Proposal Attachments (Mandatory Submission) ................................. Error! Bookmark not defined.

6.3 AACOG Vendor Packet (Separate File Requirement)

6.4 Insurance Submission Requirement (Pass/Fail)

6.5 Form Execution Requirements

6.6 Appendix Overview

Appendix A – General Technical Requirements

Appendix B – Project-Specific Statements of Work (SOWs)

NON-DISCRIMINATION CERTIFICATION ..........................................................Error! Bookmark not defined.

A. Minimum Eligibility Requirements (Pass/Fail) ......................................................... Error! Bookmark not defined.

B. Proposal Submission Requirements ............................................................................... Error! Bookmark not defined.

C. Appendix Requirements and Acknowledgements .................................................... Error! Bookmark not defined.

D. Pricing Requirements ........................................................................................................... Error! Bookmark not defined.

E. Task Order and JBSA Requirements ............................................................................... Error! Bookmark not defined.

F. Evaluation Information Provided (Scored) ................................................................. Error! Bookmark not defined.

Definitions and Acronyms

For purposes of this Request for Proposals (RFP), the following definitions and acronyms apply:

Definitions

Addendum A written amendment issued by AACOG that modifies, clarifies, or supplements this RFP. Only written addenda issued by AACOG are official and binding.

Closeout Package The complete set of documentation required for final acceptance of a task order, which may include, as applicable: as-built drawings, labeling schedules, OTDR and power meter test results, splice documentation, warranties, and other deliverables required by the task order.

Notice to Proceed (NTP) Written authorization issued by AACOG that permits the Contractor to begin performance under a specific task order. No on-site work, mobilization, delivery, installation, or field investigations may begin prior to receipt of a written NTP and required JBSA approvals.

Proposal The complete response submitted by a Respondent to this RFP.

Request for Information (RFI) A formal written request submitted by the Contractor seeking clarification, interpretation, or resolution of an ambiguity, discrepancy, or conflict in task order documents, drawings, or requirements.

Respondent (Proposer) Any vendor submitting a Proposal in response to this RFP.

Submittal A document, drawing, report, plan, certification, or other information required to be submitted by the Contractor for review and acceptance, to demonstrate compliance with task order requirements, JBSA requirements, and Appendix A requirements.

Submittal Description (SD) A submittal category used to organize required documentation for review and acceptance. SD categories are identified in Appendix A and may be further defined in the applicable task order.

Task Order (TO)

A written authorization issued by AACOG that defines the final, binding Scope of Work, deliverables, schedule, and pricing for a specific project. Work may only be performed under an issued task order.

Task Order Request (TOR) / Task Order Proposal Request

A written request issued by AACOG under that describes a specific project scope and requests the Contractor to submit pricing, schedule, and required deliverables for that individual task order.

Government / JBSA

For purposes of this RFP and any resulting contract(s), “Government” refers to the Joint Base San Antonio (JBSA) entities and personnel responsible for installation coordination, access, safety, security, engineering review, and acceptance of work. AACOG is the contracting entity and is the only party authorized to issue task orders, execute contracts, or approve payment.

Notice to Proceed (NTP)

A written authorization issued by AACOG confirming that all required approvals have been obtained and authorizing the Contractor to begin work under a specific task order. No on-site work may begin prior to issuance of an NTP.

As-Built Drawings

Final documentation prepared by the Contractor that accurately reflects the actual installed conditions of the work performed under a task order, including routes, locations, and labeling. As-built drawings shall be submitted in the format required by the applicable task order.

Closeout Package

A complete set of final documentation required for task order closeout and acceptance, which may include (as applicable): OTDR results (raw traces and PDF summaries), power meter results, splice documentation, labeling schedules, as-built drawings, warranties, and any other required closeout deliverables identified in the task order.

Letter of Insurability A written statement from the Respondent’s insurance carrier or licensed insurance broker confirming the Respondent’s ability to obtain the required coverages and limits identified in this RFP upon award. A letter of insurability does not replace the requirement to provide a Certificate of Insurance (COI) upon task order award, as applicable.

Pass/Fail Requirement

A requirement that must be met for a Proposal to be considered responsive and eligible for evaluation.

Failure to meet a pass/fail requirement may result in the Proposal being deemed non-responsive and excluded from further consideration.

Integrated Project Team (IPT) Meeting

A coordination meeting conducted for an active task order between AACOG, JBSA stakeholders, and the Contractor to review schedule, safety, access coordination, submittals, and progress.

Acronyms (Key Terms Only)

Acronym Meaning Acronym Meaning

AACOG Alamo Area Council of Governments JBSA Joint Base San Antonio

AN Access Node NTP Notice to Proceed

ATCT Air Traffic Control Tower OPSEC Operations Security

BICSI Building Industry Consulting Service International OSP Outside Plant

CE Civil Engineer OTDR Optical Time Domain Reflectometer

CN Communications Node RFI Request for Information

CUI Controlled Unclassified Information RFP Request for Proposals

DAF Department of the Air Force SD Submittal Description

FOC Fiber Optic Cable SOW Statement of Work

HDD Horizontal Directional Drilling TO Task Order

UFC Unified Facilities Criteria

IGSA Intergovernmental Support Agreement IPT Integrated Project Team

PART 1 – SCOPE OF REQUEST & PROGRAM OVERVIEW

This Part outlines the purpose, scope, and structure of this RFP, including program requirements and the anticipated delivery of fiber optic cabling installation services under AACOG’s IGSA with Joint Base San Antonio (JBSA).

1.2 Background Information

1.2.1 Alamo Area Council of Governments (AACOG)

The Alamo Area Council of Governments (AACOG) is a political subdivision of the State of Texas, established in 1967 under Chapter 391 of the Texas Local Government Code as a voluntary association of municipal and county governments and special districts. AACOG serves the Alamo Area / State Planning Region 18, which spans thirteen (13) counties and approximately 12,582 square miles, including Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.

1.2.2 Mission and Regional Services

Through planning, coordination, and service delivery activities, AACOG supports its member governments and regional partners in addressing shared needs and priorities. As part of this mission, AACOG enters into intergovernmental agreements to facilitate regional services and infrastructure projects, including those supporting federal installations located within the region.

1.2.3 Procurement Authority

AACOG is administering this procurement pursuant to its Blanket Intergovernmental Support Agreement (IGSA) with Joint Base San Antonio (JBSA) and will serve as the contracting entity for this procurement and any resulting contract(s).

1.2.4 Ethics and Non-Discrimination

It is AACOG’s policy to treat all individuals, including potential members, vendors, Respondents, subcontractors, providers, suppliers, and others, fairly, equitably, and without discrimination. AACOG employees are committed to performing their duties lawfully and ethically, while avoiding any actual or perceived conflicts of interest.

1.2.5 Funding and Compliance

Projects issued under this Request for Proposals (RFP) will be funded through federal funding in support of infrastructure requirements at Joint Base San Antonio (JBSA) and related facilities. Funding availability for individual task orders is subject to federal authorization, appropriation, and allocation, and may vary by project.

Contractors shall comply with all applicable federal, state, and local laws, regulations, and installation-specific requirements associated with federally funded projects. Nothing herein shall be construed as a guarantee of funding or the issuance of any task order.

1.3 Purpose of the RFP

1.3.1 General Purpose

The Alamo Area Council of Governments (AACOG) is soliciting Proposals from qualified and experienced vendors to provide engineering, furnishing, installation, testing, termination, and commissioning services for a fiber optic cabling infrastructure project at Joint Base San Antonio (JBSA) under the Blanket Intergovernmental Support Agreement (IGSA) between AACOG and JBSA.

The purpose of this Request for Proposals (RFP) is to award a contract to a qualified Contractor to perform the work described in the attached Appendix B – Project Statement of Work (SOW). The project includes the installation of single-mode fiber optic cabling and associated infrastructure, together with all labor, equipment, materials, supervision, testing, documentation, and related services necessary to successfully complete the project in accordance with the requirements of this RFP and the Project Statement of Work.

The successful Respondent shall perform all work in compliance with applicable federal, state, local, and JBSA installation requirements, including all technical, safety, security, and access requirements specified in this solicitation and its attachment

1.3.2 Task Order Project Summary

This solicitation is for one (1) fiber optic cabling installation project at Joint Base San Antonio (JBSA)-Lackland. The selected Contractor shall engineer, furnish, install, and test (EFI&T) the fiber optic infrastructure in accordance with the requirements set forth in Appendix B – Project Statement of Work (SOW).

The project consists of the installation of twelve (12) single-mode fiber optic cable routes originating from Building 935 and extending to designated facilities within the 149th Fighter Wing area at JBSA-Lackland. The Contractor shall provide all labor, supervision, equipment, materials, tools, transportation, testing, documentation, and incidental services necessary to complete the project in accordance with the requirements of this RFP and the Statement of Work.

The complete project scope, technical specifications, installation requirements, drawings, and required deliverables are contained in Appendix B – Project Statement of Work (SOW).

1.3.3 Contract Structure

The initial contract term is anticipated to be one (1) year, with up to four (4) additional one-year renewal options, subject to satisfactory Contractor performance, continued need, and availability of funding.

1.3.4 Task Orders and No Guarantee

AACOG intends to award one (1) contract to the Respondent whose Proposal is determined to be the most advantageous to AACOG based on the evaluation criteria set forth in this Request for Proposals (RFP).

AACOG reserves the right to reject any or all Proposals, waive minor informalities or irregularities, request clarifications, negotiate with the selected Respondent as permitted by applicable law, or cancel this solicitation if it is determined to be in the best interest of AACOG.

Award of a contract is contingent upon the availability of funding, successful contract negotiations, and all required approvals. The resulting contract shall be for the completion of the project described in Appendix B – Project Statement of Work (SOW).

1.4 Scope of Work

1.4.1 Notice to Proceed (NTP) and JBSA Approvals

The Contractor shall not commence any on-site work, mobilization, material delivery, installation activities, or field investigations until AACOG issues a written Notice to Proceed (NTP) for the applicable task order and all required JBSA access, security, and coordination approvals have been obtained. Any work performed prior to receipt of a written NTP and required approvals shall be performed at the Contractor’s sole risk and expense.

1.4.2 Task Order Authority and Document Hierarchy

All work performed under the resulting contract shall be in accordance with this Request for Proposals (RFP), Appendix B – Project Statement of Work (SOW), Attachment G – Cost Breakdown (Mandatory Submission), and all other attachments incorporated into this solicitation. The resulting contract shall establish the Contractor's obligations regarding the scope of work, deliverables, schedule, milestones, completion requirements, and pricing.

Appendix B – Project Statement of Work (SOW) establishes the technical requirements, installation standards, project specifications, and required deliverables for this project. Attachment G – Cost Breakdown (Mandatory Submission) shall be used by Respondents to submit their pricing proposal.

In the event of any conflict, inconsistency, or ambiguity between this RFP and the attachments, the order of precedence shall be as follows:

Executed Contract and any written amendments or addenda;

This Request for Proposals (RFP);

Appendix B – Project Statement of Work (SOW);

Attachment G – Cost Breakdown (Mandatory Submission); and

Any other attachments or documents incorporated by reference.

The Contractor shall perform all work in accordance with the highest applicable requirement unless otherwise directed in writing by AACOG.

1.4.3 General Scope

The Contractor shall provide all engineering, labor, supervision, materials, equipment, tools, transportation, and incidental services necessary to engineer, furnish, install, and test (EFI&T) the fiber optic communications infrastructure at Joint Base San Antonio (JBSA)-Lackland in accordance with this Request for Proposals (RFP) and Appendix B – Project Statement of Work (SOW). All work shall be performed under the Blanket Intergovernmental Support Agreement (IGSA) between the Alamo Area Council of Governments (AACOG) and JBSA.

The work includes, but is not limited to, the installation of single-mode fiber optic cable (FOC), conduit and duct systems, fiber termination and splicing, testing, labeling, documentation, site restoration, and all other work necessary to complete the project as specified in the Statement of Work. The Contractor shall perform all work in accordance with applicable federal, state, and local laws and regulations;

JBSA installation requirements; Unified Facilities Criteria (UFC); applicable Department of the Air Force standards; and all other codes and standards referenced in the Statement of Work.

Appendix B – Project Statement of Work (SOW) contains the complete project scope, technical requirements, installation specifications, drawings, required submittals, testing requirements, and project deliverables. Attachment G – Cost Breakdown (Mandatory Submission) shall be used by Respondents to submit their pricing proposal. Respondents are responsible for reviewing all solicitation documents and submitting a complete proposal based on the requirements contained in this RFP and its attachments.

1.4.4 Installation Locations

The work under this Contract shall be performed at Joint Base San Antonio (JBSA)- Lackland, within the 149th Fighter Wing area, as identified in Appendix B – Project Statement of Work (SOW). The project includes the installation of fiber optic infrastructure originating from Building 935 and extending to the designated facilities identified in the SOW and associated project drawings.

Respondents are responsible for reviewing the Statement of Work, project drawings, and all solicitation documents to become familiar with the installation locations, routing, access requirements, and site conditions prior to submitting a Proposal. The mandatory site visit identified in this RFP provides Respondents with an opportunity to inspect the project area and better understand the scope of work.

1.4.5 Task Order Requirements

The Contractor shall perform all work in accordance with this Request for Proposals (RFP), Appendix B – Project Statement of Work (SOW), the associated engineering drawings, routing diagrams, technical specifications, and all other solicitation attachments.

The Statement of Work identifies the required installation locations, fiber routes, buildings, deliverables, project schedule, completion requirements, testing, documentation, and any applicable performance and payment bond requirements.

The Contractor shall comply with all JBSA access, security, safety, escort, and coordination requirements necessary to perform the work.

By submitting a Proposal, the Respondent acknowledges that it has reviewed the Statement of Work and all solicitation documents and agrees to perform the project in accordance with the requirements, specifications, standards, and procedures established therein.

1.4.6 Stop-Work Authority

AACOG and/or Joint Base San Antonio (JBSA) reserve the right to suspend, delay, or stop work at any time due to installation requirements, security conditions, operational needs, safety concerns, or mission priorities. Such suspension shall not entitle the Contractor to additional compensation unless expressly authorized in writing by AACOG.

1.4.7 Task Order Administration

Applicable Independent Government Estimates (IGEs) or Budget Estimates (BEs) are internal government planning documents used solely for evaluation and funding purposes, shall not be disclosed to Respondents, and do not represent a guarantee of funding, a price cap, or a commitment to award any task order. Task orders may require the Contractor to perform activities including, but not limited to, trenching, conduit and duct bank installation, manhole and handhole installation, fiber placement, splicing, termination, testing, labeling, documentation, restoration, and updates to as-built or outside plant (OSP) drawings. AACOG reserves the right to issue task orders on a competitive, rotational, or other permissible basis in accordance with the terms of this solicitation and applicable law. Issuance of any task order is subject to JBSA requirements, funding availability, and AACOG approval.

1.4.8 Site Visits

AACOG may offer an optional site visit to a single project site to provide Respondents with general context on the projects. Participation is voluntary and will not impact proposal evaluation. All site visits will be coordinated by AACOG and JBSA, require prior written approval, and must comply with JBSA access, security, and eligibility requirements.

1.5 Contractor Responsibilities

1.5.1 Monthly Reporting

The Contractor shall prepare and submit monthly progress reports to AACOG for each active task order. Reports shall be submitted no later than the last calendar day of each month and shall summarize work performed, progress toward established milestones, identified issues or risks, and anticipated activities for the following reporting period.

1.5.2 Regulatory Compliance

The Contractor shall ensure that all services performed under this RFP and any resulting task order(s) comply with all applicable federal, state, and local laws, regulations, codes, and ordinances, including but not limited to environmental requirements, safety standards, permitting requirements, and JBSA installation policies. Compliance with all applicable laws, regulations, permits, access requirements, and JBSA policies shall be the sole responsibility of the Contractor and shall not entitle the Contractor to additional compensation unless expressly authorized in writing by AACOG.

1.5.3 Demobilization and Restoration

Upon completion of work under each task order, the Contractor shall demobilize all personnel, equipment, and materials and ensure that all affected work areas are restored to a clean, safe, and debris-free condition, consistent with JBSA requirements and the applicable task order. Failure to properly demobilize or restore work areas may be considered incomplete performance for purposes of task order closeout and the release of any associated performance bond obligations. Restoration at each location shall be subject to final inspection and approval by the JBSA Project Manager and/or JBSA Civil Engineer in accordance to JBSA Guidelines and SOW.

1.5.4 Coordination and Supervision

The Contractor shall provide all necessary supervision, coordination, and oversight of work performed under each task order. This includes coordinating site visits, inspections, and work activities as requested by JBSA and/or AACOG, and ensuring that all subcontractors comply with contract requirements and installation-specific policies. The Contractor shall designate a single, qualified point of contact authorized to act on behalf of the Contractor for all coordination with AACOG and JBSA and shall remain fully responsible for the performance, compliance, and conduct of all subcontractors.

1.5.5 Submittals and RFIs

The Contractor shall comply with all submittal and Request for Information (RFI) requirements applicable to each task order, including those identified in Appendix A – General Technical Requirements and in JBSA-provided engineering documents. The Contractor shall submit all required submittals and RFIs in a timely manner to support JBSA review, approval, and coordination requirements.

The Contractor shall not proceed with work impacted by unresolved submittals or RFIs until written approval or clarification is received from AACOG and/or JBSA, as applicable.

1.5.6 Quality Assurance

The Contractor warrants that all goods, materials, equipment, and workmanship furnished under the resulting contract(s) and task orders shall be new, free from defects, and in full conformance with applicable specifications, standards, and JBSA technical requirements. Any defective or non-conforming work shall be corrected at the Contractor’s expense and may constitute grounds for claims against the applicable performance bond.

1.5.7 Safety Requirements

The Contractor shall be responsible for maintaining safe work conditions and complying with all applicable federal, state, and JBSA safety requirements. The Contractor shall take all necessary precautions to protect personnel, property, and ongoing JBSA operations during performance under each task order. The Contractor shall comply with the Safety and Security requirements set forth in the Standard Technical Requirements in Section 1.10.

1.5.8 Records and Audit Support

The Contractor shall maintain records related to work performed under this contract and any task order(s) in accordance with applicable record retention requirements and shall provide access to such records upon request by AACOG or authorized federal representatives for audit, inspection, or compliance purposes.

1.5.9 Project Closeout Support

The Contractor shall provide full support for task order closeout, including submission of all required documentation, test results, as-built drawings, certifications, inspections, and coordination necessary to achieve final acceptance by AACOG and JBSA. Final acceptance of a task order and release of any associated performance and/or payment bonds shall be contingent upon satisfactory completion of all work and fulfillment of all closeout requirements.

1.6 Pricing Structure

1.6.1 General Pricing Approach

Respondents shall submit a complete, firm-fixed-price Proposal for the project described in Appendix B – Project Statement of Work (SOW) using Attachment G – Cost Breakdown (Mandatory Submission). Pricing shall include all labor, supervision, materials, equipment, tools, transportation, testing, permits (if applicable), overhead, profit, and all other costs necessary to complete the project in accordance with the requirements of this RFP.

The pricing submitted shall be valid for the entire project and shall remain firm for the period specified in this RFP. AACOG reserves the right to evaluate the reasonableness and completeness of the pricing submitted and to request clarification of any apparent discrepancies or omissions;

however, such requests shall not permit Respondents to modify or revise their proposed pricing except as otherwise permitted under applicable procurement requirements.

Failure to submit a complete Cost Breakdown may result in the Proposal being determined non-responsive.

1.6.2 Task Order Pricing Requirements

Pricing shall be submitted only in response to individual task order requests issued by AACOG. Each task order request will define the specific Scope of Work and require submission of detailed pricing applicable to that task order.

Task-order pricing shall be firm, fixed, and all-inclusive, covering all labor, materials, equipment, supervision, overhead, administrative costs, travel, mobilization, and incidental expenses necessary to perform the work, unless otherwise expressly authorized in writing by AACOG.

Pricing shall not include escalation, standby charges, or administrative markups unless specifically authorized in the applicable task order.

1.6.3 Asbestos Survey and Environmental Compliance Pricing

An asbestos survey may be required for applicable task order prior to the commencement of any work. Task-order pricing shall include all costs associated with required asbestos surveys, testing, reporting, coordination, and related environmental compliance activities, unless otherwise expressly stated in the task order.

All asbestos-related activities shall be performed in accordance with applicable federal and state regulations and Joint Base San Antonio (JBSA) environmental requirements. Asbestos-related work shall not commence without prior written authorization from AACOG and JBSA, as applicable.

1.6.4 Performance and Payment Bond Requirements

Pursuant to RFO 36.101 (Applicability), construction task orders issued under this contract are subject to applicable federal bonding requirements.

Each applicable construction task order issued under this contract shall require the Contractor to furnish performance and payment bonds.

Bonding shall be provided in accordance with RFO 52.228-15, Performance and Payment Bonds—Construction, as incorporated into the applicable task order. Bond amounts, forms, and submission timelines shall be specified in the task order.

All costs associated with required performance and payment bonds shall be included in the applicable task order pricing. Required bonds must be furnished prior to issuance of the Notice to Proceed, unless otherwise stated in the task order.

1.6.5 Pricing Review and Evaluation

Pricing submitted in response to a task order request will be evaluated in accordance with the criteria specified in that request and may be subject to negotiation. AACOG reserves the right to reject pricing determined to be unreasonable, non-responsive, inconsistent with the task order requirements, or not aligned with applicable law, JBSA requirements, or available funding.

Independent Government Estimates (IGEs) or Budget Estimates (BEs), when applicable, are internal planning tools used by AACOG and JBSA for evaluation and funding purposes only and shall not be disclosed to Respondents.

1.6.6 Task Order Response Time

Unless otherwise specified in the task order request, Contractors shall submit task-order proposals, including schedules and pricing, within the timeframe established by AACOG. AACOG reserves the right to establish expedited response timelines based on JBSA mission requirements.

1.6.7 No Minimum Guarantee

AACOG does not guarantee a minimum or maximum amount of work, number of task orders, or total contract value under this solicitation. The pricing format, level of detail, and any required supporting documentation shall be specified in each individual task order request. Issuance of any task order is subject to JBSA requirements, funding availability, and AACOG approval.

1.7 Contract and Payments

1.7.1 Contract Term

The contract start date is tentative and will be finalized following the award of the contract(s). Work under the contract shall be performed only upon issuance of an authorized task order by AACOG.

1.7.2 Proposal Costs

AACOG shall not be liable for any costs incurred by a Respondent in the preparation or submission of a Proposal in response to this RFP, or in anticipation of contract award or task order issuance.

1.7.3 Funding Availability

The Respondent agrees and acknowledges that AACOG’s obligations under the resulting contract(s) and any task order(s) are subject to the availability of funding. In the event that funding is reduced, delayed, or unavailable, AACOG shall have no liability beyond payment for authorized and satisfactorily completed work performed under an issued task order prior to the loss of funding. Nothing herein shall be construed as a guarantee of funding or the issuance of any task order.

1.7.4 Payment and Invoicing

AACOG will not provide advance payments. Payment shall be made only for work satisfactorily completed and accepted by AACOG and JBSA in accordance with the applicable task order. Payment is contingent upon acceptance of deliverables and completion of all task order requirements, including any required inspections, testing, documentation, and closeout activities. Invoices shall reference the applicable task order number and include sufficient detail to support the charges submitted, as specified in the applicable task order.

1.8 Respondent Requirements

1.8.1 Vendor Documentation

The Respondent shall complete and submit an AACOG Vendor Packet, including all required forms and certifications identified in the attachments to this RFP.

1.8.2 Professional Conduct

The Respondent shall ensure that all AACOG representatives, JBSA personnel, and stakeholders are treated professionally. Employees and subcontractors shall conduct themselves in a manner appropriate for work performed on a federal installation.

1.8.3 JBSA Access Eligibility

Access to Joint Base San Antonio (JBSA) is subject to United States Air Force and JBSA access requirements. All Respondent and subcontractor personnel must be eligible for access and comply with applicable badging, background screening, and security procedures. AACOG does not guarantee installation access.

1.8.4 Licensing and Compliance

Respondents must be properly licensed, certified, and qualified to perform required services and shall comply with all applicable laws, regulations, and JBSA installation requirements. At least one member of each installation crew must be Building Industry Consulting Service International (BICSI) certified. Respondents should expect to be monitored by AACOG, JBSA, or authorized federal representatives.

Noncompliance may result in corrective action, suspension, termination of a task order, or other remedies.

1.8.5 Site Conditions and Property Protection

Upon completion of work, the Respondent shall remove all debris and restore work areas in accordance with JBSA requirements. The Respondent shall protect existing property and repair or restore any damage resulting from its operations at its own expense. Site restoration is a condition of task order closeout and bond release.

1.8.6 Schedule, Labor, and Supervision

Work shall be completed in accordance with task order schedules. The Respondent shall provide all labor, materials, equipment, supervision, and required monthly progress reports necessary to perform services at JBSA installations.

1.8.7 Independent Contractor Status

The Respondent and its subcontractors are independent contractors. The Respondent shall remain fully responsible for subcontractor’s performance and shall indemnify and hold harmless AACOG from claims arising out of work performed under the resulting contract(s) or task order(s).

1.8.8 Confidentiality, Risk, and Worker Safety

The Respondent shall protect confidential and sensitive information in accordance with applicable privacy laws. All work is performed at the Respondent’s sole risk. The Respondent is responsible for job-related illness or injury to its employees or subcontractors and shall indemnify and hold harmless AACOG from related claims.

1.8.9 Equal Employment Opportunity

Respondents and subcontractors shall comply with 41 CFR Parts 60-3, 60-4, 60-20, and 60-50, which prohibit discrimination against qualified individuals on the basis of protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

1.8.10 Authorized Representative

The Respondent shall designate a single authorized representative with authority to act on its behalf for all contractual, technical, and coordination matters related to this RFP and any resulting task order(s).

1.8.11 Subcontractor Responsibility

Approval of subcontractors by AACOG does not relieve the Contractor of full responsibility for subcontractor performance, compliance, workmanship, safety, or deficiencies. The Contractor shall remain fully responsible for all acts and omissions of its subcontractors.

1.9 Service Area

1.9.1 Authorized Service Locations

. Services under this Request for Proposals (RFP) shall be performed at Joint Base San Antonio (JBSA)-Lackland, within the 149th Fighter Wing area, as identified in Appendix B – Project Statement of Work (SOW). The Contractor shall perform all work only at the locations, buildings, and fiber optic routes identified in the Project Statement of Work and associated project drawings, unless otherwise authorized in writing by AACOG.

1.9.2 Task Order–Specific Locations

Specific service locations, routes, buildings, facilities, and access points will be identified in individual task orders issued under the resulting contract(s).

The Contractor shall perform services only at locations authorized by the applicable task order and in accordance with JBSA access, security, and coordination requirements.

1.9.3 Expansion of Service Area

The listed service areas are provided for reference purposes only and do not limit AACOG’s ability to issue task orders at other JBSA-controlled or JBSA-supported locations. The service area may expand during the contract term based on JBSA requirements, funding availability, and AACOG authorization.

1.9.4 Access and Coordination

All services performed within the service area are subject to JBSA installation access, security, and coordination requirements. The Contractor shall be responsible for ensuring that all personnel comply with applicable installation policies and procedures prior to performing work at any authorized location.

1.10 Procurement Standard

1.10.1 Competitive Procurement

It is the policy of AACOG to conduct all procurement activities in a manner that ensures full and open competition, in accordance with applicable federal, state, and local procurement laws, regulations, and AACOG policies.

1.10.2 Method of Procurement

The services solicited under this RFP are procured using the Competitive Proposal Method. Contract awards will be made only to Respondents that demonstrate the qualifications, experience, and capability to successfully perform the services required.

1.10.3 Task Order Awards

AACOG intends to award one (1) contract to the Respondent whose Proposal is determined to be the most advantageous to AACOG, based on the evaluation criteria set forth in this Request for Proposals (RFP). The award will be made using the Competitive Proposal Method and may be based on a best value determination that considers technical qualifications, demonstrated experience, project approach, pricing, and other evaluation factors identified in this RFP.

AACOG reserves the right to reject any or all Proposals, waive minor informalities or irregularities, request clarifications, negotiate with the selected Respondent as permitted by applicable law, or cancel this solicitation if doing so is determined to be in the best interest of AACOG.

1.10.4 Reservation of Rights

AACOG reserves the right to reject any or all Proposals, waive informalities and minor irregularities, and take any action deemed to be in the best interest of AACOG and JBSA, in accordance with applicable law. Informal communications do not constitute a binding commitment unless confirmed in writing through an official addendum, task order, or executed contract document.

1.10.5 Official Changes

Official changes to this RFP shall be made only through written addenda issued by AACOG. Respondents are responsible for reviewing all addenda and incorporating such changes into their Proposals and performance under any resulting contract or task order.

PART 2 – SUBMISSION INFORMATION

This Part outlines the submission requirements, communication rules, schedule information, and public information obligations applicable to this Request for Proposals (RFP).

2.1.1 Submission Deadline

Responses must be received by the Alamo Area Council of Governments (AACOG) no later than Aug 5, 2026 @ 4:00 p.m.

2.1.2 Solicitation Deadlines

(Anticipated)

AACOG anticipates the following schedule for this procurement. AACOG reserves the right to modify this schedule at its sole discretion by written addendum.

Site Visit Request (RSVP) Deadline

July 10, 2026 @ 4:00 pm

Pre-Bid Site Visit July 22, 2026 @ 8:30 am

Questions Deadline July 24, 2026 @ 12:00 pm

Response Deadline Aug 5, 2026 @ 4:00 pm

2.1.3 Pre-Bid Site Visits

A optional pre-bid site visit will be held at 8:30 a.m. CDT on Wednesday, July 22, 2026, at the 149th Fighter Wing Conference Room (Building 935, Room 202), 108 Hensley Street, JBSA-Lackland, Texas.

GPS Access: Use Growdon Gate (1213 Growdon Road, San Antonio, TX) for installation access.

Participation is required for Proposal submission. Any Respondent wishing to attend the site visit must submit an email request to ijones@aacog.gov no later than July 10, 2026, at 4:00 p.m. CDT.

AACOG will coordinate all site visit scheduling and access procedures with

JBSA.

All attendees must possess valid government-issued identification and be eligible for installation access. Respondents without current base access credentials must request a DoD SAFE file transfer from AACOG to complete and submit the required Unescorted Access Request (UAR) package prior to the site visit. Failure to obtain the required installation access or attend the mandatory site visit may result in the Proposal being deemed non-responsive.

Any information provided during the site visit that modifies or clarifies this solicitation will be issued only through a written addendum. Oral statements made during the site visit shall not be considered binding.

2.1.4 Submission Format

Proposals and all required attachments must be submitted electronically as PDF files only. AACOG prefers that the Proposal be submitted as one combined PDF file whenever possible. If file size limitations require multiple files, Respondents shall clearly label each file. If a Respondent is unable to submit in PDF format due to technical limitations, AACOG may accept an alternate electronic format at its sole discretion. Respondents requesting an alternate format must contact AACOG prior to the submission deadline for approval.

2.1.5 Submission Method

(1) Complete electronic copy of the Proposal shall be submitted via email to ijones@aacog.gov and procurement@aacog.gov with a copy

(cc) to dugarte@aacog.gov using the following subject line:

mailto:ijones@aacog.gov mailto:procurement@aacog.gov mailto:dugarte@aacog.gov

RFP Submission: RFP-26-02-JBSA – Fiber Optic Cabling Installation Services

File Type

Required File Name Format

Main Proposal (Preferred single PDF)

XXXXX – RFP-26-02-JBSA Proposal.pdf

AACOG Vendor Packet (Separate PDF Required) XXXXX – AACOG Vendor Packet.pdf

Multiple Proposal Files (If needed due to file size)

XXXXX – RFP-26-02-JBSA Proposal (Part X of Y).pdf

2.2 Authorized Points of Contact

2.2.1 Primary Point of Contact

All communications regarding this RFP shall be directed to the primary point of contact identified below.

Isaac Jones III Senior Procurement Analyst Email: ijones@aacog.gov

2.2.2 Secondary Point of Contact

Debbie Ugarte Contracts and Procurement Director Email: dugarte@aacog.gov

2.3 Communications Restriction

2.3.1 General Restriction

During the period beginning on the date this RFP is issued and ending upon execution of the resulting contract(s), all Respondents and their representatives shall restrict communications related to this RFP. All questions, requests for clarification, or communications regarding this RFP—including questions concerning terms, conditions, or requirements—must be directed only to the AACOG representatives identified in this RFP and in the manner specified herein.

2.3.2 Prohibited Communications

Respondents shall not contact members of the AACOG Board of Directors, AACOG employees, administrators, agents, or evaluation committee mailto:ijones@aacog.gov members regarding this RFP, except as expressly permitted below.

Prohibited communications include, but are not limited to, communications between: Any potential Respondent, service provider, bidder, lobbyist, consultant, or representative and any member of the AACOG Board of Directors; Any AACOG Board member and any selection or evaluation committee member. Any AACOG Board member and any AACOG administrator or employee regarding this RFP; Any direct or indirect discussion, advocacy, or promotion of a Respondent’s Proposal outside the authorized procurement process. Any prohibited contact may result in disqualification of the Respondent, at AACOG’s sole discretion.

2.3.3 Permitted Communications

The communications restriction does not apply to communications with AACOG’s designated procurement representatives identified in this RFP, communications expressly requested or authorized in writing by AACOG, communications conducted during officially sanctioned inquiries, briefings, interviews, or presentations, or communications with AACOG’s General Counsel when authorized by AACOG. The communications restriction shall terminate upon execution of the contract by AACOG and the selected Respondent(s).

2.4 Questions and Addenda

2.4.1 Submission of Questions

AACOG will accept questions submitted via electronic mail in accordance with the instructions and deadlines stated in this RFP.

2.4.2 Addenda

A written addendum addressing all questions received during the open question period will be issued by AACOG, distributed to all interested parties, and archived on the AACOG website at https://aacog.gov/member-government-services/procurement/ under the applicable RFP. Only written addenda issued by AACOG shall be considered official and binding. Respondents are responsible for reviewing all issued addenda and for incorporating any applicable changes or clarifications into their Proposals.

2.5 Schedule and Changes

2.5.1 Procurement Schedule

All dates and times listed in the Procurement Schedule are stated in Central Standard Time (CST).

https://aacog.gov/member-government-services/procurement/ https://aacog.gov/member-government-services/procurement/

Site Visit Request (RSVP) Deadline

July 10, 2026 @ 4:00 pm

Pre-Bid Site Visit July 22, 2026 @ 8:30 am

Questions Deadline July 24, 2026 @ 12:00 pm

Response Deadline Aug 5, 2026 @ 4:00 pm

2.5.2 Schedule Modifications

Dates provided are subject to change at AACOG’s discretion. All material changes to the procurement schedule will be posted on AACOG’s procurement webpage at https://aacog.gov/procurement.gov. It is the sole responsibility of Respondents to monitor the website for updates.

2.6 Availability of RFP

2.6.1 Public Availability

Nothing contained herein shall prohibit any person or entity from publicly addressing the AACOG Board of Directors during a duly noticed public meeting, in accordance with applicable Board policies, on a matter other than this RFP or in connection with a presentation specifically requested by AACOG.

2.6.2 Access to RFP Documents

This RFP is available for review during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding holidays. Any party that receives this RFP from a source other than AACOG is responsible for notifying AACOG to ensure receipt of all addenda and official communications.

2.7 Proprietary Information and Public Information Act

2.7.1 Public Information Act

All Proposals and related materials submitted in response to this RFP are subject to disclosure under the Texas Public Information Act following contract execution.

2.7.2 Confidential Information

If a Respondent believes that any portion of its Proposal is exempt from https://aacog.gov/procurement.gov disclosure, the Respondent must clearly identify the information claimed to be exempt on a page-by-page and line-by-line basis, cite the applicable statutory exception, and provide a detailed written justification.

Information not properly identified and justified will be treated as public information.

2.7.3 Attorney General Review

Determinations regarding confidentiality are made by the Texas Office of the Attorney General (OAG). AACOG must comply with all OAG rulings and assumes no responsibility for asserting confidentiality arguments on behalf of Respondents.

Procurement records will be made available for public inspection in accordance with applicable law following contract award.

PART 3 –ADMINISTRATIVE REQUIREMENTS/INSURANCE/BONDS

This Part outlines general eligibility requirements, contractual terms, administrative obligations, insurance and bonding requirements, and other conditions applicable to Respondents under this RFP.

3.1 Eligible Providers

3.1.1 Qualified Respondents

AACOG seeks Proposals from established and qualified entities with demonstrated expertise in the services required under this RFP.

Respondents selected for award will become approved AACOG vendors and will be responsible for performing the functions and services outlined in the Scope of Work.

3.1.2 HUB Participation

AACOG encourages participation by small and Historically Underutilized Businesses (HUBs), as defined in Texas Government Code Chapter 2161.

AACOG strives to award at least ten percent (10%) of the total annual contract value to HUB vendors, when practicable.

3.1.3 Minimum Eligibility Requirements

To be eligible for consideration, Respondents must:

• Be licensed to conduct business in the State of Texas.

• Demonstrate a minimum of three (3) years of experience in fiber optic cable construction and installation.

• Possess and maintain all licenses, registrations, and certifications required to perform the services described in this RFP, including current EPA Lead-Safe Certification (as applicable) in accordance with 40 CFR Part 745;

• Be eligible to obtain and maintain access to JBSA facilities and comply with all JBSA access, security, and eligibility requirements.

• Be able to obtain and maintain all required insurance coverages and limits identified in this RFP; and

• Have the ability to obtain performance and payment bonds, as required, for applicable construction task orders.

• Be able to perform, manage, or subcontract required asbestos surveys and asbestos-related services in compliance with applicable federal, state, and JBSA requirements.

Failure to meet or maintain this minimum eligibility requirements may result in a Proposal being deemed non-responsive or ineligible…