keys keys bid 14-26 specifications for Fiber Optic Services and materials.pdf

KEYS BID 14-26 SPECIFICATIONS FOR FIBER OPTIC SERVICES AND MATERIALS

CALL FOR BIDS

THE UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA, operator of Keys Energy Services (KEYS), hereby gives notice to prospective bidders that sealed proposals will be received by KEYS electronically until 10:00 a.m. on Friday, October 23, 2026 for:

KEYS BID 14-26

SPECIFICATIONS FOR FIBER OPTIC SERVICES AND MATERIALS

KEYS has instituted VendorLink and DemandStar systems to provide current information to potential bidders. These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, 7 days a week. Specifications may be obtained from their websites at www.myvendorlink.com or www.DemandStar.com. Registered vendors will be notified automatically of all Requests for Proposals. You may also visit www.KeysEnergy.com for links and download information for all KEYS bid specifications.

It shall be the sole responsibility of each bidder to have their bid electronically delivered on or before the time for opening proposals last announced to bidders. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received prior to the opening date and time in order to be considered. Paper submittals, if applicable, are to be delivered via FedEx, UPS, or in-person to:

Keys Energy Services Bid Opening Committee – KEYS Bid 14-26 6900 Front Street Extended Key West, FL 33040 Note: This address does not receive US Postal Service.

Any proposal received after the time last announced for opening proposals may be retained by KEYS or returned to the bidder, but such proposal may be rejected as not responsive.

Vendors with questions pertaining to this bid specification must submit them in writing via email to purchasing@keysenergy.com no later than Friday, October 9, 2026 at noon. Any questions received after noon on October 9, 2026 will not be addressed.

Each proposal should constitute an offer to KEYS, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

At a meeting of the BID OPENING COMMITTEE to be held virtually on Friday, October 23, 2026 at 10:00 a.m. Proposals will be opened and vendor names will be publicly read aloud.

KEYS reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which KEYS deems to be in the best interest of the Utility Board.

Tyler Randolph, Purchasing Supervisor

GENERAL

Keys Energy Services (KEYS) is a municipal electric utility supplying power to residents of the lower Florida Keys. KEYS is located in the extreme southern tip of peninsular Florida, situated in Monroe County, Florida, primarily what is considered the “Lower Keys”, which extends eastwardly from Key West to the East end of the Seven-Mile Bridge. Corporate Offices are located at 1001 James Street, Key West, Florida and the Transmission and Distribution (T&D) Facility is located on Stock Island at 6900 Front Street Extended, Key West, Florida 33040.

KEYS and its representatives have exercised due care in preparing this Request for Proposals (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. KEYS and its representatives do not warrant the accuracy of information contained herein.

SPECIFICATIONS

1.0 INTRODUCTION

1.1 PURPOSE AND INTENT

1.1.1 The sole purpose and intent of this Request for Proposal (RFP) is to secure unit pricing and establish a contract for the procurement, installation, and repair of a Fiber Network system. This RFP is also for the purpose of obtaining fixed pricing for the cable, material, equipment and fixed price labor rate(s) for the installation, repair and support services associated with this bid and resulting term contract.

1.1.2 Individual task orders will be issued for each situation that arises during the contract period.

As need arises, notification will be made by telephone, email, or faxed documents to the person listed as the contact person on Proposal Page. If there are other employees that need to be notified, please supply their contact information with proposal.

1.2 SCOPE

1.2.1 This RFP delineates the requirements for the material, labor and support services to be provided.

1.2.2 The successful bidder shall, on an as needed basis, be responsible for the integration, supply and/or installation, connection, and maintenance/repair for various types of fiber optic cable, equipment and supplies, and general network-type cabling systems.

Most of the Fiber Network Systems’ architecture is aerial but there is some underground. Please note, some customers may require their line extension be run underground. While all of these run over the fiber for our internal communication, we do not provide any of these services to other agencies; KEYS leases dark fiber..

1.2.3 The successful bidder will be required to provide services as specified, on a time and material basis, within the City of Key West to Marathon, Florida within Monroe County.

KEYS has 65 miles of 96 strand fiber that KEYS owns. KEYS has 11 substations and two major properties that the fiber runs through. There are multiple line extensions connecting multiple field devices as well as delivering dark fiber to other government agencies for their own internal communication.

1.2.4 The overall scope includes, but is not limited to, providing and/or installing

(including: inter-building, intra-building, fiber optic cabling) fiber optic equipment, and maintenance/repair services. When practical and possible the successful bidder will utilize existing cable runs and conduits, unless directed otherwise by KEYS.

1.2.5 Keys Energy Service (KEYS) will periodically notify the successful bidder of required work to be performed.

2.0 SPECIFICATIONS – GENERAL

2.1 ACCEPTANCE

2.3.1 Any discrepancies in equipment, defects in cabling, operational difficulties or other problems encountered during final testing, installation of computer and network hardware, inventory, and post operation evaluation will be furnished to the successful bidder in writing, per project phase.

2.3.2 Resolution of these items to the satisfaction of KEYS is required prior to system acceptance. KEYS staff shall verify each of the major components, including but not limited to performing random testing of the fiber optic cable.

2.3.3 The date of “acceptance” is defined as the date all required cabling, material, and information outlets have been installed, tested, operationally activated (when requested), the required documentation presented to KEYS and all identified discrepancies have been satisfactorily completed, on a per-project basis.

3.0 PROJECT SPECIFICATIONS

3.1 MATERIAL AND WORKMANSHIP

3.1.1 The successful bidder shall schedule and coordinate all installation, rearrangement, removal, or repair activity of any/all equipment, through

KEYS.

3.1.2 All work shall be performed in a professional manner that is compatible with Keys Energy Service’s normal business.

3.1.3 The successful bidder shall comply with all applicable national, Federal, State, and local rules, regulations, codes, and standards for safety, cyber security, building, electrical, fire, communications low voltage wiring, and installation work. The successful bidder also understands and agrees that all equipment and/or services provided to KEYS shall comply with specifications set forth in the applicable sections of the Federal Communications Commission Rules and Regulations. In addition, work performed shall be in accordance with industry accepted practices and standards, such as those set forth in EIA/TIA, BISCI. Additionally, all cable, wire, and associated material and equipment provided and installed by the successful bidder is to have been tested by an approved testing facility and listed for the intended use. Additional information relating to codes, etcetera is contained in the following Section (3.1.4).

3.1.4 Installations/Products are to be in accordance with the following codes and standards. Where there is a conflict between the bid document and the applicable code, the most stringent shall govern:

American National Standards Institute (ANSI). TIA/EIA – Telecommunications Industry Association/Electronics Industries Association

ANSI/TIA/EIA-569-A – Commercial Building Standard for Telecommunications Pathways and Spaces, latest editions

ANSI/TIA/EIA-606 – The Administration Standard for Telecommunications Infrastructure of Commercial Building, latest edition

ANSI/TIA/EIA-607 – Commercial Building Grounding and Bonding Requirements for Telecommunications, latest editions

ANSI/TIA/EIA TSB 72 – Centralized Optical Fiber Cabling Guidelines

ANSI/TIA/EIA TSB 75 – Additional Horizontal Cabling Practice for Open Offices

ANSI/NFPA 70 Article 318 – Cable Trays

American Society for Testing and Material (ASTM)

Building Industry Consulting Service International (BISCI)

• “Telecommunications Distribution Methods Manual”

• “Telecommunications Installation Manual”

• “Customer-Owned Outside Plant Design Manual”

Underwriters Laboratories (UL)

Federal Communications Commission (FCC)

Americans with Disabilities Act Requirements (ADA)

Occupational Safety and Health Administration Regulations

(OSHA)

National Fire Protection Association (NFPA)

Institute of Electrical and Electronic Engineers (IEEE) Applications standards including, but not limited to LAN Standard for Ethernet IEEE 802.3

National Electrical Manufacturers Association (NEMA)

National Electrical Code (NEC)

National Electrical Safety Code (NESC)

ISO/IEC – International Standard Organization and International Electro technical Commission

3.1.5 All cable, equipment, material, components provided by the successful bidder, shall be guaranteed to be new. KEYS reserves the right to supply any/all cable, equipment, material or components out of existing stock.

3.1.6 No cable, equipment, material, components shall be borrowed, substituted, or removed without the express knowledge and consent of KEYS.

3.1.7 The successful bidder shall insure that all personnel assigned to projects have the expertise to perform the services, and have the ability to operate any and all tools and equipment utilized in conjunction with this service, and all personnel on a job site have appropriate identification clearly identifying the individuals and the firm they represent available upon request. NOTE: Bidders employee’s shall be required to comply with Keys Energy Service’s ordinance/policies regarding access to KEYS facilities and as such will be required to comply with those requirements prior to having access to KEYS facilities.

3.1.8 All inside/outside plant installation personnel for inside plant cabling shall be required to wear uniforms on site. The company’s name shall be predominately displayed. KEYS vendor badges are to be worn at all times.

3.1.9 Any and all equipment, material, components, cable, etcetera, provided and installed and operationally activated by the successful bidder that is deemed unacceptable by KEYS or does not comply with the specifications herein and rules, regulations, codes, ordinances, or standards as indicated in other sections of this document will be replaced, with appropriate and compliant products, by the bidder, at no cost whatsoever to KEYS, prior to system acceptance.

3.1.10 All installed backbone fiber cabling shall be end to end tested. Fiber links shall meet the EIA/TIA requirements for connector mated pair reflection loss and splice loss as applicable.

3.1.11 Consumables – Items used for the installation of fiber infrastructure that are expended to complete an installation process are the sole responsibility of the successful bidder. Examples of these items are: jet line, electrical tape, label tape, solvents, cleaners, cable lube, polishing paper, etc.

3.2 MANUALS AND DOCUMENTATION

3.2.1 It will be the responsibility of the successful bidder to provide the test results documentation. Test results should be understood to be part of the work units authorized by KEYS staff.

4.2 INSTALLATIONS/REARRANGEMENTS/REPAIRS

4.2.1 All repairs shall be made using Original Equipment Manufacturer (OEM) components. Substitutes, unless designated as a replacement by the manufacturer of the equipment, are not acceptable.

4.2.2 The successful bidder shall provide routine and emergency service as required and in accordance with manufacturer and warranty standards.

Such action shall be continuous until the problem, or problems, are 100% corrected. There will be no charge for any work that is covered under the warranty period. The successful bidder will be responsible for all warranty work even when contract expires if work/materials are still under warranty.

4.2.3 Should any condition exist which precludes or inhibits the successful bidder’s ability to satisfy the required response times, the successful bidder shall inform KEYS in writing within twenty-four (24) clock hours.

4.2.4 The successful bidder must initiate repair and time and material service, after KEYS requests service as follows:

Emergency Trouble Service Within two (2) clock hours of reported trouble Routine Trouble Service Within eight (8) clock hours of reported trouble Time & Material Service Within ten (10) work days of requested work

4.2.5 Trouble Service: A trouble Service is defined as the failure of the network fiber which renders an entire area incapable of performing any of its functions (e.g., a zone, floor, or communications between sites).

q. A qualified technician must be onsite with a single/multi-mode optical time domain reflectometer (OTDR) and an fusion splicer within twenty-four hours for fault isolation .

4.2.7 Time and Material Service (BAU): Response to BAU requests must be within ten (10) work days of the requested service.

4.2.8 Should any condition exist that would preclude or inhibit the successful bidder's ability to satisfy the maintenance or order work activity within the above specified time frames, the successful bidder shall notify KEYS immediately. Additionally, a description of the limiting or exempting condition(s) must be provided to KEYS with a revised completion date of the required work activity. Furthermore, if such constraining conditions are temporary in nature, the successful bidder shall indicate when and/or under what conditions he would again become fully compliant with required response times.

5.0 COMMENCEMENT OF WORK NOTIFICATION

5.1 KEYS will call the successful bidder's service center, to report troubles and request all repair and maintenance service. KEYS will provide the location and all pertinent information related to the trouble report.

5.2 KEYS will contact the successful bidder’s service center via fax/e-mail, to request

T&M service activity. The fax/e-mail transmittal will contain all information necessary for scheduling and responding to the request, including location where work is to be performed, the requesting KEYS contact person’s name and telephone number, on site (work location) contact name & telephone number, description of work activity to be performed and/or listing of material to be procured and/or installed, and drawing of the installation location where work is to be performed.

5.4 The successful bidder shall meet (and/or discuss project activity/requirements) with KEYS representative prior to the commencement of any project. Furthermore, the successful bidder’s Project Manager shall keep KEYS representative advised of work progress from commencement through completion.

5.5 Upon request, the successful bidder shall provide a complete itemized estimate, including scope of work, parts, professional services, etc., per project. These per project, estimates shall be approved in writing, by KEYS authorized personnel, prior to commencement of any project. Additionally, there may be instances where KEYS will request a “not-to-exceed” cost for material and labor on a specific project. The successful bidder will be required to provide the “not-to-exceed” cost then, if directed to by KEYS, to complete the specific project for no more than the “not-to-exceed” dollar amount submitted prior to work commencement.

5.6 For installed products, “Operational Date” is the date all fiber is ready for use and test results have been provided.

6.0 INVOICING AND BILLING REQUIREMENTS

6.1 Please see Payment Procedures and Related Forms in the Terms and Conditions.

7.0 PROJECT SPECIFICATION - TECHNICAL

7.1 This “overall” project, with its individual work requests, will consist of, but not be limited to, the procurement, delivery, installation and testing, of fiber optic cables, fiber optic cable terminations and terminating equipment and hardware, etcetera.

7.2 TESTING REQUIREMENTS

7.2.1 The successful bidder is required to perform tests on all fiber installed, to ensure operational and technical conformity. Dispersion, splice loss, and optical time domain tests will be performed on all fiber optic cable installed.

7.4.5 Above Ground Conduit

Furnish and install conduit for the above ground use (a riser assembly on a utility service poll) consisting of Schedule 80 PVC conduit in accordance with ASTM D 1785, as approved by KEYS.

No reducing couplings or reduction in the inside diameter of conduit shall be permitted. No intermediate metallic conduit (IMC) or thin – wall type electrical conduit shall be permitted for outdoor use.

7.5 FIBER OPTIC CABLING AND RELATED ITEMS

7.5.1 General Requirements

Furnish, install, splice, and test all fiber optic cable, fiber optic assemblies, patch cords, and all passive network infrastructures including, but not limited to splice trays and closures, patch panels, fan-outs, terminations, and fusion splices.

Install all items in accordance with the manufacturer’s instructions or as directed by KEYS.

7.5.2 Fiber Optic Cable Specifications

The following table presents the optical requirements of the single mode fiber:

7.5.3 Fiber Optic Cable Outside Plant (OSP)

Fibers in the fiber optic cable shall be spliced and/or terminated as specified by KEYS/designer.

All optical glass shall be of the same manufacturer.

The cable shall be capable of withstanding a minimum – bending radius of 10 times its outer diameter during operation and 20 times its outer diameter during installation without changing the characteristics of the optical fibers.

All fibers are to be single mode unless specifically noted on plans by KEYS.

Unless specified otherwise, provide cable of water-blocked, loose tube construction with buffer tubes wrapped around a dielectric central strength member. All fiber(s) shall be contained within buffer tubes, and each buffer tube shall have an inside diameter much greater than the total diameter(s) of the fiber(s) it supports. The fiber optic cable shall have a reverse oscillation or planetary stranding structure.

The buffer tubes and all fibers shall be color coded in compliance with EIA/TIA – 598 "Color Coding of Fiber Optic Cables".

Jacket construction and configuration of the groups shall be such that they can easily be separated at splice points, permitting one set of fibers to be cut and spliced while the others remain continuous.

Submit proposed cable designs for KEYS approval prior to procurement and installation of cable plant if the cable is something other than what is normally used.

The cable shall have a water-block tape over the buffer tubes and throughout the remainder of the cable to prevent entry of water.

Each fiber or group of fibers shall be free-floating within the tubes such that all mechanically or environmentally induced stress placed upon the cable is decoupled from the fibers. The air within the buffer tubes shall be displaced with a gel to prevent entry by water and to facilitate free movement of the fiber(s) within.

The cable shall be capable of withstanding a pull tension of 2700 N (600 pounds) under load condition and 600 N (135 pounds) under static conditions and a crush resistance of 220 N/cm (length of cable), without changing the characteristics of the optical fibers.

The outer jacket shall be UV and fungus resistant.

7. MATERIAL AND EQUIPMENT

7.5.4 List of Items for Fiber Optics Cabling

The items and services listed below are not an all-inclusive list. Furnish, install, splice, and test all fiber optic cable, fiber optic assemblies, patch cords, and all passive network infrastructures including, but not limited to splice trays and closures, patch panels, fan–outs, terminations, and fusion splices. The fiber-optic cables listed below must conform to the specifications in section 7.5.2.

• 24 fiber, SM, loose – tube construction ( underground placement)

• 24 fiber, SM, all dielectric self-supporting construction

(aerial placement)

• 96 fiber, SM, all dielectric self-supporting construction (aerial placement) (provide by KEYS)

• 24 fiber, SM, plenum construction

• 24 fiber, MM, plenum rated construction

7.5 Cable Pulling

Before starting any construction, all of the successful bidder’s personnel (including subcontractors) shall be thoroughly familiar with and shall comply with Occupational Safety and Hazard Act (OSHA) regulations, FDOT safety practices and policies, and the Florida State “One-Call” System requirements.

Perform the cable pulling operation in such a manner that the minimum-bending radius of the cable shall not be exceeded in the unreeling and pulling operations. Use entry guide chutes to guide the cable into the pullbox conduit ports. Utilize lubricating compound to minimize cable-to-conduit friction. Lubricating compound must be a water-based compound specifically produced for fiber optic cable lubrication. Lubricants such as dish soap and other substitutes are not allowed.

Corner rollers (wheels), if used, shall not have radii less than the minimum installation bend radius of the cable. A series array of smaller wheels can be used for accomplishing the bend if the cable manufacturer specifically approves the array. Continuously measure the cable pulling tension; the pulling process shall not be allowed to exceed the maximum tension specified by the manufacturer of the cable.

7.6 Optical Splicing and Termination Requirements

Utilize the fusion technique for all spices. Utilize fusion splicing equipment that has been cleaned, calibrated and specifically adjusted to the fiber and environmental conditions. Provide splice enclosures, organizers and incidentals, and cable and preparation tools and procedures, compatible with the cable type being delivered.

Maximum allowable splice loss is .04db.

Each spliced fibers shall be packaged in a heat shrinkable splice protection sleeve with strength member. The protection sleeve shall cover the splice and have any bare fiber stripped of its coding.

The use of RTV or silicon is strictly prohibited.

7.6.1 Splice enclosures

Provide and install outdoor optical splice enclosures (3M 2178 or equivalent) capable of aerial, duct, or buried applications. The splice enclosure shall provide space enabling entry of fiber optic cable without exceeding the minimum bend radius of the cable. The splice enclosure shall be capable of through, branch, or mid-span type splice locations. Only one

(1) cable per entry port shall be allowed. Furnish and install the splice closure with the correct number of entry ports as dictated by each fiber optic splice location.

The splice enclosure shall be designed to permit selective fiber splicing

(looping of backbone cable in and out while only cutting the desired fibers).

The splice enclosure shall allow splicing of all fibers in the cables being terminated.

The enclosure shall be waterproof and re-enterable and shall be designed to protect the buffer tubes in the splice trays.

The splice trays within the enclosure shall be capable of accommodating the required number of splices including storage and protection of slack fiber.

All bids for fiber count splices as listed in Section 7.7.8 are to be inclusive of all necessary labor and materials needed to complete the job. This includes, but is not limited to, labor, splice enclosures, trays, inserts, splice sleeves and all other hardware and consumables.

7.6.2 Splice slack

A maintenance loop at each pull box or fiber optic splice box shall be at least Seventy five (75) feet of cable (or specified by KEYS/designer); this slack cable shall be coiled and neatly placed in the splice box. This will allow for future splices in the event of a damaged splice. Additionally, every effort shall be made to maintain a minimum of ten (10) feet of cable from each cable's entering the enclosure shall be prepared and installed within the enclosure.

7.6.3 Splice loss

Individual splice loss shall not exceed .04 dB loss.

7.6.4 Installation slack

For all fiber runs approximately 10% slack will be evenly distributed along the path for future emergency repairs or relocations. Aerial locations will utilize “snow shoes” and underground will utilize pull boxes.

7.6.5 Optical termination requirements

LC fiber optic connectors are standard for use on each project and should be utilized by function in the following manner or as specified by KEYS/designer. Utilize LC type fiber optic connectors at the field device level. LC connectors shall be comprised of a ceramic ferrule, nickel plated zinc, or composite connector body to accommodate a field bayonet connection.

Utilize factory pre-terminated assemblies that adhere to the applicable cable, cordage and fiber specifications of this document. All inside plant (IP) assemblies shall meet NEC jacketing requirements and shall have outer jacket coloration of yellow for single mode. No splices of any type are allowed within an assembly. Each assembly is to be individually packaged within a plastic bag, and that bag is to have the submitted manufacturers part number marked clearly on the outside of said bag. Each assembly shall be labeled as directed by KEYS.

7.6.6 List of Items for Optical Splicing and Termination

The items and services listed below are not an all-inclusive list. Furnish, install, splice, and test all fiber optic cable, fiber optic assemblies, patch cords, and all passive network infrastructures including, but not limited to splice trays and closures, patch panels, fan–outs, terminations, and fusion splices. The fiber-optic cables listed below must conform to the specifications in section 7.5.2.

• 24 fiber, SM termination

• 96 fiber, SM termination

• 24 fiber, SM splice

• 96 fiber, SM, splice

• 06 fiber, SM, buffer fan-out kit

• 12 fiber, SM, buffer fan-out kit

• FO Connector – ST type, SM, Unicam connector

• FO Closure – splice tray, fusion heat shrink, 24 fiber, 12 inch size

• FO Splice – fusion splice, heat shrink <0.04 db, OSP including detail as needed

7.6.7 General Requirements

Furnish and install polymer concrete/fiberglass reinforced polymer pull boxes for fiber optic splicing, storing fiber optic cable, cable pull boxes, and noninvasive magnetic detection system appliances. Pull boxes shall be lightweight, high strength, resistance to sunlight, resistant to petrochemicals, unaffected by freeze/thaw cycles, straight sided, flush fit with sidewalk or grass, no grounding required, and be capable of anchor inserts to allow for mounting rail attachment. All Fiber Optic Pull Boxes shall be of one piece box construction. Approved Fiber Optic Pull Boxes for use in a fiber optic environment are as follows:

Fiber Optic Pull Boxes shall be manufactured of a composite mixture of polymer and concrete and reinforced by a heavy-weave fiberglass creating a material compressive strength of no less than 110 psi. Each Fiber Optic Pull Box shall have a minimum design rating of 20,800 lbs. over a 10 inch by 10-inch area and be designed and tested to temperatures of -50° F.

Supply Fiber Optic Pull Boxes with a heavy-duty cover having a minimum elastic design load of 20,800 lbs. over a 10-inch by 10-inch area. All covers shall be produced to the AASHTO H-20 Cover Rating and meet a ASTM C857 load test of 20,800 lbs., performed as stated in AASHTO T280-87, “Standard Method Of Testing For Concrete Pipe, Section, Or Tile”, Section 5, and as referenced in ASTM C497. Supply a minimum of two hex head bolts with washers to secure the cover to the Fiber Optic Pull Box. Any cover that has a length of above 39 inches shall be split or divided into two equal lengths. Fiber Optic Pull Box covers shall be embossed with “Fiber Optics” on the outside of the Cover. Fiber Optic Pull Box covers shall have “J” hook slots [1-inch (W) x 4inches (L)].

All pull box lids shall be embossed with “FIBER OPTICS”.

7.6.8 Fiber Optic Pull Box Installation Process

Prepare the excavation a minimum 6-12” deeper than the depth of the Fiber Optic Pull Box. Add a minimum 6-inch of crushed rock for drainage as required to bring the top of the box to finished grade level.

Place Fiber Optic Pull Box in hole with top at grade level.

While Fiber Optic Pull Box cover is in place, fill and compact soil to grade level. If grade level is raised later, the Fiber Optic Pull Box can be pulled up and bricked at the bottom with one brick per side (a total of four). The cavity produced by this raising shall be eliminated by the addition of crushed rock.

7.6.9 Fiber Optic Pull Box Installation Conduit Entry

Install 22.5 to 45 degree conduit sweeps into the fiber optic pull box.

Conduit ends shall align in the pull box so the fiber optic cable is subjected to no more than 75% of the maximum bending radius of the cable. Provide and install a reinforced concrete apron around the installed pull box.

7.6.10 List of Items for Fiber Optic Pull Boxes

The items and services listed below are not an all-inclusive list. Furnish and install the following items as required:

Pull Box – Concrete, 4' x 4' x 4', with steel lid

Pull Box – Composite construction, 24" x 36" x 24", with composite lid

Pull Box – Composite construction, 24" x 36" x 24", traffic rated with composite traffic rated lid

Pull Box – Composite construction, 17" x 30" x 12", with composite lid

Pull Box – Composite construction, 17" x 30" x 12", traffic rated with composite traffic rated lid

LABOR

Contractor shall supply pricing for labor. The labor rates shall include the cost of:

• Personal safety equipment, as required by OSHA, and the American Public Power Association (APPA) safety manual, latest revision.

• Standard tools for maintenance work including personal tools and gear are included in labor rates.

• Standard safety equipment

• Necessary equipment for night work (e.g. spotlights)

• Necessary personal gear for inclement weather (i.e. raingear, winter clothing, etc.)

Labor rates shall be paid at an hourly rate.

SCHEDULE

As need arises, notification will be made by telephone or email to the person listed as the contact person on your proposal. If you have other employees you would like notified please include their contact information on a separate sheet in your proposal.

PROPOSAL CONTENTS & EVALUATION

The proposal should include a description of the firm’s capabilities and experience with providing the requested services, including a description of any special qualifications which are indicative of working familiarity with similar projects.

The proposals will be evaluated. The evaluation criteria will include a variety of considerations, including, but not limited to:

a. Experience with similar projects;

b. Range and suitability of services provided;

c. Project management approach;

d. Pricing;

e. References.

KEYS reserves the right to award based on the proposal determined to be in the best interest of

KEYS.

BID SUBMITTAL

Proposals shall be submitted electronically via VendorLink or DemandStar prior to the opening date and time. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received before the opening date and time to be considered.

Paper submittals can be sent via FedEx, UPS, or In-Person to:

Keys Energy Services Bid Opening Committee – Bid 14-26 6900 Front Street Extended Key West, Florida 33040 Note: This address does not receive US Postal Service.

Bidders must submit the following to be found responsive:

1. Proposal Page

2. Insurance Agent’s Statement

3. Bidder’s Statement

4. Safety Compliance Affidavit

5. Drug-Free Workplace Statement

6. Public Entity Crimes Sworn Statement

7. Hourly Rates for Labor and Equipment – to be used should additional work/material outside of the scope of work is required

KEYS ENERGY SERVICES

GENERAL TERMS & CONDITIONS

ADDITIONS/DELETIONS

KEYS reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the best interest of KEYS.

ALTERATIONS IN PROPOSAL

Except as otherwise provided herein, Proposals which are conditional in any way, or which contain erasures or interlineations not authenticated as provided herein, or which contain items not called for, items not in conformity with applicable laws, changes, additions, recapitulations, alternative Proposals, or any other modifications of the Proposal forms which are not specifically called for in the Contract Documents, will be rejected as not responsive unless specifically agreed to in writing by KEYS. Erasures, interlineations or other corrections shall be authenticated by affixing in the margin immediately opposite the correction, the handwritten initials of each person executing the Proposal.

APPLICABLE LAW

This Contract shall be interpreted in accordance with the law of the State of Florida.

ASSIGNMENT

No contract awarded under these terms, conditions, and specifications, may be sold, transferred or assigned in full or part without the written permission of KEYS. Such written permission shall not relieve contractor from its obligations and liabilities.

ATTORNEY FEES

The prevailing party in any litigation or mediation relating to the contract shall be entitled to recover it reasonable attorney fees and costs from the other party for all matters, including, but not limited to, appeals.

BASIS OF AWARD

A. The award will be made by KEYS on the basis of the Proposal from the lowest responsive* responsible**, Bidder which, in KEYS’ sole and absolute judgment, will best serve the interest of KEYS.

B. KEYS reserves the right to accept or reject any or all Proposals, and to waive any informalities and irregularities in said Proposal.

*Responsive Bidder: Any person, firm, or corporation submitting a bid for the work contemplated whose bid form is complete and regular, free of excisions or special conditions and has no alternative bids for any item unless requested in the technical specifications.

**Responsible Bidder: Any person, firm, or corporation submitting a bid for the work contemplated who maintains a permanent place of business, has adequate manpower and equipment to do the work properly and within the time limit that is established, has adequate financial status to meet his obligations contingent to the work and has a history of performance of like contracts (acceptable to KEYS).

C. Evaluation: The lowest evaluated price shall be determined from an analysis which assesses the impact of the contract price, operational and maintenance costs.

BID PROPOSAL PRICING

All bid proposals must remain firm for 120 days minimum.

BIDDER QUALIFICATIONS

Please provide this information in your bid response.

CITY/COUNTY LICENSING

For the term of the contract, Contractor shall maintain City of Key West and Monroe County licenses and/or other requirements to work within the City or County limits. Contractor should provide KEYS with a copy of all licenses.

COMPLETENESS OF PROPOSAL

A. Each Bidder shall respond to all items on Proposal Page. When quoting on all items including optional items, bidders shall insert the words

“No Bid” in the space provided for any item for which no offer is made. Failure to do so may result in the Proposal being rejected as not responsive.

B. KEYS will consider alternative, additive, or deductive options with no initial pricing.

C. Each Proposal shall include specific acknowledgment of receipt of all Addenda issued during the bidding period. Failure to do so may result in the Proposal being rejected as not responsive.

D. Each Bidder shall furnish information relating to its experience, facilities, material, equipment and business as is required by the Proposal form. Failure to do so may result in the Proposal being rejected as not responsive.

E. Additional technical data furnished by a Bidder, but not required by the Request for Proposal (RFP), may at KEYS’ option be considered part of the Proposal to the extent that it is supplementary to, is consistent with and not contrary to the RFP.

CONTACT REFERENCES

KEYS contact for bidding requirements and technical specifications: Tyler Randolph, Supervisor of Purchasing, Tyler.Randolph@keysenergy.com or purchasing@keysenergy.com.

CONTRACT DURATION

The duration of the base contract shall be from January 1, 2027 through September 30, 2029. The contract can be extended for two (2) additional one (1) year terms. If this contract is for a unit price and estimated quantities and if KEYS desires, KEYS and Contractor can extend the contract at the same unit price. KEYS reserve the right to cancel this contract without cause with 30 days written notice and with cause within 10 days.

CONTRACT CHANGES

No changes, over the contract period, shall be permitted unless prior written approval is given by the Utility Board of the City of Key West, Florida. No Contractor shall assign the contract or any rights or obligations there under without the written consent of KEYS. In the event of such approved subcontracting, contractor agrees to provide KEYS with written documentation relative to the Subcontractor(s) employed in this contract.

CONTRACT COMPLIANCE

All contracts are subject to the terms and conditions of the Fair and Accurate Credit Transactions Act of 2003. The said provisions and compliance therewith are expressly made part of the contract and are binding covenants on the party contracting with KEYS.

CONTRACTOR LIABILITY

In the event of default by Contractor, KEYS reserves the right to utilize the next lowest Bidder as the new Contractor. In the event of this occurrence, the next lowest Bidder, if it wishes the award, shall be required to provide the bid items at the prices as contained on its proposal or bid for this specification.

CONTRACTOR’S RESPONSIBILITIES

A. Contractor shall be responsible for all loss, damage, vandalism, theft, etc. for all equipment, tools, materials, etc. left on the job site.

B. Contractor shall be responsible for maintaining the site in a clean condition during installation. Contractor and KEYS at which time the site should be cleaned up will make a final walk down of the sites.

C. Prior to completion of demobilization, Contractor shall remove all construction materials, waste, demolition debris, excess materials, temporary installation, etc. that have not been specifically turned over and accepted by KEYS.

D. Contractor shall be responsible for any and all costs for cleanup of oil or gasoline spills which result from his equipment or from any work performed as part of this contract.

E. Permit violations or environmental damage caused by contractor shall be mitigated or repaired by contractor, at contractor’s expense, to the satisfaction of the governing authority citing such damage.

F. Items discussed in this section are not intended to be all-inclusive of Federal, State, and Local Laws and Regulations. Information is provided as anticipated minimum requirements. Contractor shall be familiar and comply with all requirements of applicable laws and regulations.

G. Contractor will assume total responsibility for materials, delivery to/from job site, installation, and testing of system.

DELIVERY

A. Delivery, inspection and acceptance - delivery, inspections and acceptance will be at destination, F.O.B. Key West as specified in the RFP, KEYS Warehouse, unless otherwise provided. Until delivery and acceptance and after any rejections, risk of loss will be on the Vendor, unless loss results from negligence of KEYS.

B. Notwithstanding the requirements for any KEYS inspection and test contained in the specifications applicable to this proposal, except where specialized inspections or tests are specified for performance solely by KEYS, contractor shall perform or have performed the inspections and tests required to substantiate that the supplies and services provided under this proposal conform to the drawings, specifications and proposal requirements listed herein, including if applicable, the technical requirements for the manufacturer’s part numbers specified herein.

C. Delivery of Excess Quantities – Contractor is responsible for the delivery of each item quantity within allowable variations, if any.

If contractor delivers and KEYS receives quantities of any item in excess of the quantity called for (after considering any allowable variations of quantity) such excess quantities will be treated as being delivered for the convenience of contractor. KEYS may retain such excess quantities without compensating the interests herein. Quantities in excess, will at the option of KEYS, either be returned at contractor’s expense, or retained and paid for by KEYS at the contract unit price.

D. Deliveries – In the event of failure to deliver material of the quality or within the time specified, KEYS may cancel the order and buy elsewhere. Contractor will be responsible for any cost differences encountered in the procurement of materials. Failure of KEYS to exercise this option with respect to any installment shall not be deemed a waiver with respect of future installments, if any.

E. Delivery tickets – All shipments under this agreement shall be accompanied with delivery tickets, or packing slips, in triplicate, which shall contain the following minimum information: name of supplier, purchase order number, date of order, date of delivery or shipment, itemized list of supplies or services furnished, quantity, unit price, and extension of each line item. Upon delivery, the Warehouse will retain a copy of the related delivery ticket.

F. Inspection, Acceptance and Title – Inspection and acceptance will be at destination, unless otherwise provided. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by KEYS in writing.

ENTIRE AGREEMENT

The terms, specifications and/or drawings included in a duly executed contract will constitute the entire agreement between the parties. No modification or waiver of terms of this agreement shall be binding, unless in writing, signed by a duly authorized representative of KEYS.

ERROR IN BID CALCULATION

In the event there is a mathematical error in the bid, KEYS will recalculate using the line items and correct the total.

EXECUTION OF PROPOSAL

If a Proposal is made by a partnership, it shall contain the name and address of each partner and shall be executed in the partnership name, followed by the handwritten signature of a partner authorized to execute the Proposal for the partnership. If a Proposal is made by a corporation, it shall be executed in the name of the corporation, followed by the handwritten signature of an officer authorized to execute the Proposal for the corporation, and the printed or typewritten designation of the office he holds in corporation. Another partner of the partnership or official of the corporation shall attest to the authority of the person executing the Proposal. KEYS may require any Bidder to furnish certified copies of extracts of the minutes of meetings of the governing body of the Bidder authorizing execution of the Proposal and Contract Documents.

FORCE MAJEURE

KEYS shall not be liable in any way to contractor as a result of an event, circumstance or act of a third party that is beyond a party’s reasonable control (e.g. an act of God, and act of the public enemy, an act of a government entity, strikes or other labor disturbances, hurricanes, earthquakes, fires, floods, epidemics, embargoes, war and riots).

LITIGATION SEARCH

KEYS reserve the right to conduct a litigation search on contractor’s history of past litigation.

LIQUIDATED DAMAGES

In the event the Scope of Work is not substantially complete on or before the mutually agreed completion date established for each job, liquidated damages shall be payable by Contractor to KEYS in the amount of $250.00 per day for each day the Scope of Work is not substantially complete.

The parties recognize that the damages to be incurred by KEYS as a result of delay in completion of the Scope of Work are difficult to estimate at this time and would be difficult for KEYS to prove. The parties intend that the payment of Liquidated Damages set forth above would serve to compensate KEYS for its damages resulting from such delay in completion, and constitutes a reasonable, good faith approximation of such damages. The liquidated damages set forth herein are not intended to, nor shall be construed to, function as a penalty, and shall not preclude other remedies available to KEYS at law or in equity.

MATERIAL

No goods or materials provided pursuant to the proposal shall consist of or contain any equipment which has been manufactured or supplied by persons or entities owned by, controlled by, or subject to the jurisdiction or direction of the government of the People’s Republic of China.

MODIFICATION OF PROPOSAL

A modification of a proposal already received will be considered only if the modification is received prior to the time last announced for opening Proposals. All modifications shall be made in writing, executed and submitted in the same form and manner as the original proposal, fax or E-mail.

Phone modifications will not be considered.

OPENING PROPOSALS

At the time and place last announced for opening Proposals, each Proposal which has been received prior to the time last announced for opening Proposals, except those which have been properly withdrawn, will be publicly opened, irrespective of any irregularities or informalities in such Proposals.

KEYS INSPECTIONS/MEETINGS

KEYS will make inspections and/or meetings as deemed necessary to ensure that all work is being performed in compliance with these specifications and guarantees.

PAYMENT

Payment will be made after acceptance of services and materials and within 30 days after receipt of invoice. Contractor will complete and submit the provided Contractor’s Request for Payment form, prior to any payment of draw request. Contractor’s request for payment shall be accompanied by a breakdown of material and labor associated with that particular request. KEYS does not pay service charges on late payments.

PENALTIES

KEYS reserves the right to increase or decrease quantities shown without penalties.

PERFORMANCE BOND

Within ten (10) days after contractor receives the Notice of Utility Board Approval and prior to the execution of the Contract, contractor shall furnish a Performance and Payment Bond in the form acceptable to KEYS, with corporate Surety satisfactory to KEYS such bond shall insure the full and faithful performance of the Contract, including the payment of faithful performance of the Contract, including the payment of all obligations arising there under, and shall be in an amount equal to (one hundred) 100% of the Total Contract Amount unless otherwise provided in these specifications. Such bond shall further comply in all respects with the laws of the State of Florida.

PERSONNEL

A. The project supervisor must be capable of communicating fluently in English at all times.

B. On a project, the foreman must be capable of communicating fluently in English.

C. All employees of company must be United States Citizens or legally authorized to reside and work in the United States.

D. KEYS may request at any time throughout the contract the following within eight (8) hours:

- Proof of citizenship for all employees

- Proof of employee’s salary is at or above state and federal minimum requirements

- Proof of eligibility to legally work in the United States

POSTPONEMENT OF OPENING

KEYS reserves the right to postpone the date and time last announced for opening Proposals and such postponement may be made at any time prior to the time last announced for opening Proposals. KEYS will give written notice in the form of an Addendum by email to each party to whom Contract Documents have been issued in addition to posting the Addendum on DemandStar, Vendorlink, and Keysenergy.com websites, stating the change in date and time of any such postponement.

PRICES

A. All prices bid shall be firm unless the conditions of the RFP permit price escalation. If an escalation method or indices are specified, the Bidder shall indicate in its bid the specific items subject to escalation, and shall give the method and indices to be used in computing the amount thereof.

B. The vendor shall provide the proposal price in U.S. dollars only.

PROTESTS

Any bidder who believes he has been aggrieved in connection with the staff recommendation or award of a contract may protest in writing to the KEYS Purchasing Department. The deadline for filing a protest is prior to the commencement of the Utility Board meeting wherein the award is to be considered. It is the responsibility of the bidder to ascertain the bid award information from DemandStar or VendorLink.

Protests shall specifically describe the subject matter and facts giving rise to the protest.

PUBLIC RECORDS ACT

Pursuant to F.S. 119.0701 of the Public Records Act, any request to inspect or copy public records relating to a public agency’s contract for services must be made directly to the public agency. Contractors is required to comply with public records laws and upon request by the public records custodian, shall provide a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost not to exceed the cost provided in Ch. 119, F.S. or as otherwise provided by law.