Fiber Optic Head End Relocation

CITY OF GENEVA
Request for Qualifications
For
Professional Services
City of Geneva Fiber Optic "Head End" Relocation
Statement of Qualifications Due: October 23, 2026 (3:00 p.m.)
Obtain information from and submit qualifications to:
Aaron Holton
City of Geneva
1800 South Street
Geneva, Illinois 60134
(630) 232-1551
CITY OF GENEVA, ILLINOIS
FIBER OPTIC "HEAD END" RELOCATION
1

REQUEST FOR QUALIFICATIONS
A. Project Introduction
The City of Geneva, Public Works Department, will accept sealed Statements of
Qualifications until Friday, October 23, 2026, at 3:00 p.m. for professional services to
facilitate the study and estimated costs to relocate the fiber optic "Head End" network
connection.
B. Project Description
The City of Geneva (hereafter, the City) is seeking engineering services to provide
professional services in performing a study to determine the scope of work needed and
estimated cost to relocate the City's main fiber optic network connection point from its
current location to other city facilities.
The Consultant shall perform and carry out, in a professional and satisfactory manner, the
necessary services to complete the work. The City will provide a qualified Liaison to assist
the Consultant in City interpretations.
A minimum of ten years' experience providing similar services is desired for the proposed
Project Manager. The City will review all qualification submittals, and based on the
review, one or more firms will be selected and a mutually agreeable design fee will be
negotiated.
C. Scope of Services (Generalized)
The objective of the project is to perform a study to determine the work and materials
needed, as well as to estimate the costs to relocate the Fiber Optic main network connection
(Head End) from its current physical location to another building/location within the City,
utilizing industry best practices. The plan will include, but is not limited to, the following
information:
1. Evaluation of need fiber optic system improvements to relocate fiber connections
2. Needed additions to current fiber optic network to accommodate the work
3. Provide Engineer's estimate for the work needed
The final report will include a full breakdown of needed improvements, how existing
infrastructure will be utilized, final costs and a recommendation ranking the choices of
relocation sites. Due to the sensitive nature of this information, a second general report
outlining total costs and generic location descriptions (Location "A", "B" and so on) will
also be prepared. Maps and locations of network infrastructure will not be provided until
after a successful candidate has been selected, in acknowledgement of the nature of this
project.
2

D. Other Related Services
The execution of the project objectives stated above will require considerable coordination
and communication with City Staff. This coordination and communication will require that
the consultant be prepared to commit the required personnel to attend numerous project
team meetings with the City of Geneva team to successfully achieve the desired results.
E. Consultant Personnel and Project Approach Methodology
The consultant shall provide sufficient information to adequately describe his/her strategy
in performing the engineering services and producing the work product expected in the
timeline required. During the progress of this study, the consultant shall assign one
individual as the principal contact for the City. That individual shall have adequate
authority to respond in a successful manner to all requirements both stated in this RFQ or
otherwise deemed necessary by the City during the project. The consultant shall provide
the following information:
1. Project Management - Team - Key Personnel / Contractors
a. Provide the names of all companies, subcontractors, joint venture
partners, etc. that are proposed to provide resources during the
conduct of the study.
b. Provide a description of the key personnel proposed to be involved
in the study, their roles/responsibilities, etc.
c. Provide resumes for all personnel assigned and proposed to be
involved in this study (i.e. #1b., above).
2. Experience providing studies and reports for fiber optic and network planning:
a. Summarize the top five (5) projects including project scopes and
deliverables, sub consultants, joint venture partners, or other firms
or individuals proposed to be involved in the project. Included in
the description of experience shall be:
Project name
2. Project Owner (Client) - Contact Person (Name, Address,
Telephone, etc.)
3. Project Description - (Capacity, Process, Operational Scheme,
etc.)
4. Project Dates - Planning, Design, Construction (Project
Schedule)
5. Project Construction Costs - Was the budget maintained?
3. Project Approach and Schedule - Provide a description of how you will go
about
3

completing the scope of services provided above and a timeline on when the
items will be completed.
4. Any additional information the Consultant feels will better document and
present the Consultant's qualifications. Keep in mind that the City prefers to
receive clear, concise and complete information devoid of excess promotional
material.
F. Submittal Information
Submittals will be no more than 5 pages, with Project Management Team qualifications
summarized and a minimum of promotional materials. Six (6) unbound copies of the
Consultant's RFQ document shall be submitted to the person stated below no later than
3:00 p.m. on Friday, October 16, 2026:
Aaron Holton
City of Geneva
1800 South Street
Geneva, IL. 60134
G. Consultant Selection Process
It is anticipated that the City will employ a qualifications-based selection procedure that
involves the review of SOQs, the evaluation and ranking of submittals, on-site interviews
if necessary, negotiation of fees with the most qualified firm(s) and the award of a contract.
The evaluation of submittals and fee negotiations are expected to be performed by City
Staff. Formal contract approval and award will be made by the City Council or City
Administrator based on final price.
H. Evaluation Criteria
1. Statement of Qualifications (SOQ) Criteria:
* Are similar and current projects (within the last 5 years) included to
document the Consultant's qualifications?
* Are individual staff members identified to document that the
Consultant has the staff to perform the work?
* Does the Consultant have appropriate management and support staff
with the requisite experience for work in this type of project?
* Locally available staff?
* Has the Consultant worked for the City in the past?
4

* If the Consultant has identified areas in which he/she is lacking
expertise, does the weakness affect a major component of the project?
* Is the SOQ clear, concise, complete and devoid of excess promotional
material?
2. Project Staffing Criteria:
* Knowledge of Project Manager? Is the Project Manager qualified to
manage all phases of the project?
* Has the Consultant demonstrated the ability in studying and designing
similar projects?
* Does the support staff have sufficient experience with related work?
* Is there an appropriate mix of professional and technical staff?
* Are all required disciplines identified for this scope of work?
* If sub-consultants are proposed, have they worked with the consultant
before?
* Have all team members had similar experience regarding project scope
and magnitude?
3. Project Experience Criteria:
* Are similar and current (last 5 years) projects submitted as examples?
* Does the reference confirm a "job well done"?
* Are references current and accessible?
* Do the State of Illinois regulatory and review agencies have a positive
experience with the Consultant?
4. Project Approach Criteria:
* Is a clear understanding of the project stated and demonstrated
throughout?
* Is the scope detailed and comprehensive?
* Is the scope consistent with the teaming and staffing levels?
5. Proposed Schedule Criteria:
* Does the proposed schedule coincide with the stated deliverables?
* Is adequate time allotted for each task?
* Are specific delivery dates identified for the milestones?
* Does the schedule include review time?
* Is the project schedule complete, detailed and yet easy to understand?
Does it match the scope and staffing levels?
6. Proposal Content Criteria:
* Is the SOQ as brief as possible and devoid of excess promotional
material?
* Does the SOQ present all required material in a professional manner?
* Does the SOQ address all required information?
5

I. Project Schedule - Completion
In an effort to accommodate the planning and decision-making needs of the City, the
project described in the above document shall be completed and delivered to the City in
final form within 3 months of the execution of a Professional Services Agreement. We
anticipate the following timeline for the SOQ process:
* SOQs due 10/23/2026
* City staff will review SOQs 10/26 - 11/06.
* The City reserves the right to schedule interviews with one or more
firms during week of 11/09-11/13
* City staff will select top candidate and meet to refine scope of services
for consultant to prepare formal proposal.
* Present Professional Services Contract for approval at the 12/07
Committee-of-the-Whole
* 12/21 City Council award
J. Clarification
Questions or requests for clarification regarding this Request for Qualifications shall be
directed via email no later than 12:00 p.m. on October 15, 2026. All questions will be
posted as addendum to this request and will be required to be acknowledged upon
submittal. Questions will be directed to Mr. Aaron Holton, Superintendent of Electric
Services, City of Geneva at 1800 South Street, Geneva, Illinois 60134.
aholton@geneva.il.usaholton@geneva.il.us
6

Public Notice
Request for Qualifications
City of Geneva Fiber Optic "Head End" Relocation
The City of Geneva, Public Works Department will accept sealed Statements of
Qualifications until Friday, October 23, 2026 @ 3:00 p.m. for Professional
Services for the performance of a study to relocate the main fiber optic network
connection.
RFQ packets are available on the City's website at
https://www.geneva.il.us/bids.aspx
Six (6) copies of the consultant's RFQ document shall be submitted to the person
stated below no later than 3:00 p.m. on Friday, October 23, 2026:
Aaron Holton
Superintendent of Electric Services
1800 South St.
Geneva, IL 60134
The City of Geneva reserves the right to reject any or all submittals and waive
technicalities.
7