RFI 10917-26 – Fiber Management Page 1 of 8

City of Redmond, Washington Purchasing Division, M/S: 3NFN

15670 NE 85th Street PO Box 97010

Redmond, WA 98073-9710

RFI 10917-26

Request for Information

Fiber Management

The City is seeking information from qualified vendors to implement a citywide solution for managing fiber and conduit infrastructure.

Posting Date: September 17, 2026

Questions Due Date: September 30, 2026

Responses Due: October 13, 2026 at 2:00PM (PST)

Introduction This RFI is intended to help in the preliminary planning and evaluation process, and the City does not intend to award a contract at the end of this process. Responses to this RFI do not bind the City to any further actions.

Background The City of Redmond, WA is a suburb of Seattle and hub for residential and employment growth due to its strong technology business sector. The City encompasses an area of over 17 square miles and is located less than 20 miles east of downtown Seattle. The City has three urban growth centers in Downtown, Overlake, and Marymoor, which are expected to grow significantly in the next 20 years. Today, the City has about 82,000 residents and 99,000 jobs and by 2050, it is expected to have 152,000 residents and 131,000 jobs. To support transportation operations and the City's growing Intelligent Transportation Systems (ITS) infrastructure, Redmond maintains an extensive communications network distributed throughout the city. The existing system includes approximately 197,542 feet (37.4 miles) of fiber-optic cable and 33,165 feet (6.3 miles) of copper communications cable, representing nearly 44 miles of communications infrastructure.

The network supports a broad range of traffic management, monitoring, detection, and communications equipment. The City currently monitors approximately 436 network-

RFI 10917-26 – Fiber Management Page 2 of 8 connected devices through a network monitoring platform. These devices include 86 CCTV cameras, 112 traffic signal controllers, 116 network switches, five Layer 3 backbone switches/routers, 43 uninterruptible power supply (UPS) units, 21 detection cameras, four radios, two digital message signs, and supporting servers, workstations, firewalls, display clients, and environmental monitoring equipment located throughout the transportation network and supporting facilities.

Additional ITS devices operate outside of the monitoring environment, including six school zone radar signs managed through the Glance platform, six Bluetooth readers, and 20 installed Miovision systems. Together, these systems support traffic signal operations, system monitoring, video and detection capabilities, traveler information, and communications between field assets, the Traffic Management Center (TMC), City facilities, and other transportation systems.

The size, diversity, and geographic distribution of this infrastructure create a complex municipal communications environment. The City is seeking solutions that can support reliable connectivity, centralized system visibility, asset and network management, scalability, cybersecurity, and long-term operational support as Redmond's transportation network and ITS capabilities continue to expand.

Objectives/ Project Goals Ideal State The City of Redmond (CoR) seeks to implement a citywide solution for managing outside plant fiber and conduit. The desired solution will include both a management tool with a shared data repository and the associated business processes required to maintain it.

The solution will provide a consistent set of tools and processes to support asset inventory, configuration, and capacity management, field operations, strategic planning, and ongoing network operations.

The data stored in the solution will be complete, current, and reliable. It will be accessible to and maintained by all groups involved in fiber network-related activities including the Network and Signals teams and Traffic Operations.

The selected solution will provide full visibility (both logical and physical) into the City’s fiber network environment from a citywide perspective down to details such as strand endpoints and splices.

Current State The CoR does not have a single system of record for managing fiber-related configuration, inventory, and lifecycle data. Existing data is stored across departmental apps and documents. Fiber and conduit are not consistently treated as separate asset types, and data is incomplete across all categories, including strand-level detail and geospatial information.

Field staff cannot reliably access or update fiber and conduit information. End-to-end

RFI 10917-26 – Fiber Management Page 3 of 8 visibility, required for planning and troubleshooting, is not available. Where infrastructure is shared or interfaces with that of neighboring or overlapping agencies and cities, asset ownership and maintenance is also poorly documented.

Consequences The current environment results in greater expense, reduced resiliency, and a reduced speed of delivery than would be possible in an ideal end-state.

Because no centralized record exists, each fiber-related service request, incident response, or third-party access coordination effort requires staff to manually locate and interpret configuration and capacity data. This drives up labor costs across all fiber-related work.

Similarly, capacity planning, infrastructure projects, and partner coordination efforts involving fiber are delayed at the data-gathering stage before technical work can begin. Time that should be spent on delivery is spent on discovery.

This gap also results in reactive instead of proactive issue management. The time required to locate and reconcile data potentially results in increased duration and impact of outages.

Predictive issue management is also limited by the inability to efficiently track test results, lifecycle and capacity trends. The inability to generate alternate network paths slows network design as well as issue resolution.

Goals Establish a single, authoritative data repository and management tool of all City-owned fiber and conduit infrastructure.

• The solution will serve as a citywide, multi-department system rather than a single-team tool.

• The solution will provide a reliable repository of asset, lifecycle, geospatial, configuration, capacity and ownership data.

• The solution will distinguish City-owned assets and responsibilities from shared or interconnected infrastructure with partner agencies

• The solution will integrate with existing City systems such as Lucity and ESRI ArcGIS

• The solution will provide physical and logical views of the City’s fiber environment from the citywide perspective to the component level.

• The solution will support real-time field access for viewing and updating fiber information

• The solution will enable strand-level tracking of usage, availability, and assignment

• The solution will enable faster, more accurate incident response including identification of alternate pathways

• The solution will support capacity planning and informed decision-making around network expansion and third-party requests

Requirements See Attachment A – Functional Requirements

Proposed Timeline The following table outlines the anticipated schedule for this RFI process. The City reserves

RFI 10917-26 – Fiber Management Page 4 of 8 the right to modify or reschedule milestones as necessary.

Response Due Date/Time 2:00PM (local time) on Tuesday, October 13, 2026. The City must receive responses no later than said date and time.

Response Submittal Procedures City of Redmond now utilizes DocuSign for the electronic submittal of responses. This service is free of charge for bidders and does not require that a bidder have a DocuSign account to complete the signature process. Please refer to the instructions shared in the online posting for this RFI on www.redmond.gov/bids for step-by-step instructions for submitting a proposal.

The City of Redmond must receive electronically submitted responses no later than said date and time. Responses received after such time will be returned unopened. By submitting a proposal, respondents acknowledge their satisfaction as to the size, scope and location of the work to be performed.

Response Requirements & Format All costs for developing a response to this RFI are the obligation of the respondent and are not chargeable to the City. The respondent must bear all costs associated with the preparation of the submittal and of any oral presentation requested by the City. All responses and accompanying documentation will become property of the City and will not be returned. Submittals may be withdrawn at any time prior to the published close date, provided notification is received in writing to the below listed City agent(s). Submittals cannot be withdrawn after the published close date.

The City may request product demonstrations from those firms whose business applications appear to be the most in line with City requirements. Information gathered from RFI response as well as product presentations may be used to help the City narrow the focus of a future Request for Proposal (RFP).

Responses must include all information requested and meet all specifications and requirements outlined in this RFI. The following submittals must be part of your proposal.

A complete response will include:

Item Date RFI Announced September 17, 2026 Questions Due Date September 30, 2026 RFI Responses Due October 13, 2026 Product Demonstrations October/November 2026 http://www.redmond.gov/bids

RFI 10917-26 – Fiber Management Page 5 of 8

1. Company Background Provide information about your company.

2. Experience Provide information in regard to the cumulative experience of the Company as well as background and experience of your typical software implementation team.

3. References and Clients Provide a list of clients for whom you’ve completed comparable software solution implementation projects.

4. Product or Products

i. Identification of Product or Products Provide descriptions of your product(s), and or service(s), which could work together or integrate with the City’s existing products to provide a complete Fiber Management software solution.

ii. Functional Features For each product or service you are presenting in your response, list key business processes and associated functional features. A high level outline of functional requirement areas specifically related to fiber management have been included in Attachment A. These requirements will be further refined and added to in a subsequent RFP depending on what the City learns from information provided through responses to the RFI.

iii. Technology Platform Talk about the product’s development and operational platform. How long has the product relied on this platform? Talk about frontend and backend configurability. Is success with the product dependent on the client having some level of expertise in this environment?

iv. Integration Technology What is the technology platform typically used when integrating to a client’s existing environments? Provide some examples of integration components that you have deployed at other client sites. Describe your role, 3rd party supplier’s role, and the client’s role in making the integration point successful.

v. Reporting Platform Describe reporting environments and dashboard capabilities. How do high level managers access summary level data? How do staff control access to data?

vi. Security Features For each business solution presented in your response, address application level security; i.e. user authentication, form level and field level security, and session management, as well as environment security if presenting a hosted type solution.

vii. Hardware and Software Requirements Describe hardware and software pre-requisites to a successful implementation of your products or services.

viii. Ongoing Operations Please provide an estimate of the staffing (FTE) required to maintain the product in its day to day operations post-implementation. Include specific roles

RFI 10917-26 – Fiber Management Page 6 of 8

(IT, Application administration, etc.) and tasks (user setup, system patching, etc.)

ix. Product Upgrade and Release Schedule Describe your product’s release schedule. Describe the upgrade process and identify who is responsible for deploying the upgrade.

x. Customer Support / Help Desk Support Provide an example of your typical service level agreement.

5. Integrated Products Relevant to the product(s) or service(s) you provide information for, describe which of the existing City of Redmond products identified in the Requirements: Attachment A (section

10) of this RFI you’ve previously worked with or integrated to.

6. Implementation Approach

i. Implementation Phases For the product or products you are proposing, describe the order of implementation, the individual product or module dependencies which constrain the implementation order, as well as the typical SDLC implementation phases which your organization employs throughout an implementation engagement.

ii. Sample Work Plan Provide a sample of a typical work plan for a similar implementation engagement.

iii. Staffing In addition to demonstrating how a project of this nature is typically staffed (include roles and time commitment estimates for implementation and data migration) in the sample work plan, talk about staff typically assigned to a project of this nature. Expand on the staff experience that was requested in section 2. Do you sub-contract to staff your implementation commitments?

How many simultaneous projects are participants typically supporting?

iv. Training Describe your training model for new customers.

v. System Documentation and User Manuals Describe all and provide examples of technical and operational reference materials available to your clients.

vi. Data Migration Describe your approach to data conversion. Include any experience with migration off of the systems identified in the Project Background. Detail the division of labor between your team and CoR staff including estimated time required.

7. Budgetary Estimates City of Redmond is looking for a rough order of magnitude budgetary estimate for this project. The responses to this RFI will be used for that estimate with consideration to the following areas. Please provide this information for each product or product implementation component that you are proposing.

i. Initial Licensing Fees

ii. Implementation Costs

iii. Integration Costs

RFI 10917-26 – Fiber Management Page 7 of 8

iv. Training Costs

v. Travel and Expense

vi. Annual Support and Maintenance

vii. Additional One-Time Costs

viii. Additional Recurring Costs

ix. Other Related Costs

Public Disclosure Notice Proposals that are submitted in response to this Invitation to Bid or Request for Information are subject to public release under the Washington State Public Records Act, chapter 42.56 RCW (“PRA”). Respondents are strongly encouraged to avoid including confidential and/or proprietary information in their proposals. If a respondent includes confidential and/or proprietary information in its proposal, and wishes for the City to withhold it from public release under RCW 42.56.070(1), the respondent’s submission should: (a) clearly identify which information should be withheld, (b) cite the legal authority that allows the City to withhold such information, and (c) explain in detail why the information is exempt from release under the PRA. Marking an entire proposal as confidential and/or proprietary will NOT be accepted or honored and may result in disqualification of the proposal. If the City receives a PRA request for a proposal that contains information, which a respondent has identified in whole or in-part as exempt from release, the City will review the proposal and then determine whether the information must be released under the PRA based solely on the information provided by the respondent.

Governing Law and Venue In the event of litigation, the submittal documents, specifications, and related matters shall be governed by and construed in accordance with the laws of the State of Washington. Venue shall be with the appropriate state or federal court located in King County.

Americans with Disabilities Act (ADA) Information The City of Redmond in accordance with the Americans with Disabilities Act of 1990 and Section 504 of the Rehabilitation Act of 1973 will make every reasonable effort to provide equal opportunity to submit qualifications in response to this request. Visit http://redmond.gov/ADA for more information. This material can be made available in an alternate format by contacting the Customer Service Center at info@redmond.gov or 425- 556-2900, option 7.

Title VI Statement The City of Redmond in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to http://redmond.gov/ADA mailto:info@redmond.gov

RFI 10917-26 – Fiber Management Page 8 of 8 this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit qualifications in response to this invitation and will not be discriminated against on the grounds of race, color, national origin or sex in consideration for an award. Visit http://redmond.gov/TitleVI for more information.

Questions/Inquiries Please direct any questions concerning this RFI or the City’s requirements to the City agent(s) listed below. No other City official or employee is empowered to speak for the City with respect to this request. Information obtained from any other source shall not be binding and may disqualify your response.

RFI Content:

Heidi Johnson MS: 3NFN Purchasing Superviso r 15670 NE 85th Street Email: hjohnson@redmond.gov PO Box 97010 Tel: 425-556-4201 Redmond, WA 98073-9710 http://redmond.gov/TitleVI mailto:hjohnson@redmond.gov