Fiber Optic Inventory Project

City of Tulsa Finance Department
September 16, 2026
Request for Proposal 27-907
Addendum #2
Please note the following changes which have been made for clarification to this Request for
Proposal. This addendum must be listed as Addendum #2 on the ACKNOWLEDGMENT
OF RECEIPT OF ADDENDA/AMENDMENTS of the bid package as verification that you have
received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
QUESTIONS:
Scope, Existing Data & Field Verification:
1. Are the quantities identified in Exhibit A-952,021.383 USFT of aerial fiber, 571,528.898
USFT of underground fiber, 553 pull holes, 258 manholes, 206 splice points, 9 hand
holes, 2 riser poles, 33 core locations, and 213 non-core locations-based on existing
GIS/records data, or have they been field-verified? If these are estimates, what level of
variance should Respondents reasonably anticipate? These are GIS records. They are
approximate. Aerial and Underground footages are accurate, but manholes may actually
be handholes. Variances are to be expected, but I have no way to estimate them.
2. Does the City require 100% field verification of all fiber cables, strands, splice points, and
associated infrastructure, or may the Respondent use existing records supplemented by
field verification where appropriate? 100% field verification for splice points, enclosures,
hand holes, manholes, riser poles, and active cable routes serving "core" locations.
Sampling/spot-checks for low-risk segments where records are complete and recent
(e.g., as-builts less than 5 years old), supplemented by targeted validation where
discrepancies are detected.
3. Does the scope include fiber owned or leased by third parties that occupies City-owned
poles, conduit, or other infrastructure, or is the inventory limited to City-owned fiber
assets? Include third-party presence as attributes (occupancy/attachment) for City
assets, like the conduit system. Include 3rd party telephone poles as assets.
4. What existing GIS layers, splice diagrams, Lucity records, as-built drawings, cable
records, route maps, and other network documentation will the City provide to the
selected Respondent? Will these materials be provided before field work begins? GIS
data will be provided for respondents who have completed the data rider agreement and
who have been vetted by our Security division
5. Are there known network segments, facilities, easements, vaults, or other locations
where access may be restricted? If so, will the City assist the Respondent in obtaining
required access, keys, permits, escorts, or property-owner approvals? Most facilities are
secure. An Access Plan, listing permissions by segment, will be needed to coordinate
access. Badge issuance is accepted, but timeframes for which access is needed will be
required.

RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
Technical Requirements & Deliverables:
6. Is OTDR testing expected for every fiber strand, every cable, or a defined subset of
strands such as active/lit fibers? Please clarify the expected testing methodology and
minimum testing requirements. Acceptable attenuation limits or .4dB/kM at a 1310nm
wavelength. .3dB/kM at 1550nm. 25% of fiber stands should be audited. Ex. 48 count
fiber x .25 = 12 strands tested. 96 count x .25 = 24 strands.
7. What specific criteria should be used for the required fiber health and degradation
analysis? Does the City have defined acceptable loss thresholds, reflectance limits,
splice-loss criteria, or other pass/fail standards? The CoT has fiber standards established
and those can be shared. We are interested in the contractor's recommendation
throughout this project.
8. The RFP calls for validation of strand continuity "where records exist." Please clarify
whether the Respondent is expected to physically trace and verify strand continuity
throughout the network where existing records are incomplete or conflicting. Validate
strand continuity against existing records and physically verify continuity where records
are incomplete or conflicting. Methods include bi-directional OTDR, light
injection/identification, visual fault location where appropriate, and cross-check against
splice documentation.
9. Does the City have an existing standard, template, or preferred software/file format for
splice diagrams and strand assignment documentation? If not, may the Respondent
propose a standardized format for City approval? The CoT currently uses Visio for splice
diagrams. We are not opposed to other sources, provided that the solution is proposed
and agreed upon before utilization.
10. What GIS platform, coordinate system, geodatabase schema, asset model, naming
conventions, and attribute standards should be used for the GIS-ready deliverables? If
the City has an existing GIS data model, will it be provided to the selected Respondent?
(Previously answered)
11. What version of Lucity is currently in use, and does the City have an existing asset
schema or import template for fiber infrastructure? Will the City provide the required
Lucity data structure and access necessary for the Respondent to perform the specified
data entry? Yes, we will share the schema. 25.3.0.9547 is the Lucity version.
12. Is geotagged photographic documentation required for all inventoried assets, and should
photographs be directly associated with individual asset IDs within the final GIS/database
deliverables? Yes. Splice points, fiber panels, handholes, etc. Poles are not necessary
unless damage is extensive.
Commercial, Pricing & Contract Structure:
13. The RFP indicates that Respondents must provide pricing per mile and per splice
enclosure, while Exhibit A also provides quantities in USFT and by asset type. Please
clarify how the City intends to calculate the evaluated and/or extended cost and whether
Respondents should provide both unit rates and an overall not-to-exceed amount without
duplicating costs. Unit costs are preferred. While we cannot completely verify the
footages and asset type numbers (I.e., handholes qty.), the price per item will be utilized
for payment.
14. If field-verified quantities differ materially from the quantities identified in Exhibit A, how
will the resulting increase or decrease in scope be addressed? Will adjustments be made
through a change order, unit-price adjustment, or another contractual mechanism?
Change order, verified through database asset entry.
15. Should mobilization, traffic control, permitting, utility locating/811 coordination,
specialized equipment, access equipment, and other field-related expenses be
incorporated into the proposed unit prices, or may these costs be identified separately?
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
Traffic control/ Lane closures will be coordinated with CoT. We will work with internal
departments to close off lanes, as needed.
16. Will the City permit progress or milestone-based invoicing tied to defined deliverables or
completed network segments, or will payment occur only after final project completion
and acceptance? Yes. We will accept invoices based on work/progress completed.
Risk, Responsibility & Compliance:
17. Please clarify which party will be responsible for traffic control, right-of-way permitting,
utility locating/OKIE811 coordination, and obtaining access to poles, conduits,
easements, and restricted facilities required to perform the field work. CoT will coordinate
traffic control devices. Permitting should be done by the contractor. OKIE811 should be
utilized, but CoT performs the marking. Pole Access will need to be coordinated with pole
owning organization. Conduits, easements, and restricted facilities will be coordinated
with CoT personnel.
18. Given that the project deliverables primarily consist of fiber infrastructure, network
topology, GIS, asset, and telecommunications infrastructure information, please clarify
which categories of "Protected Data" under Exhibit B are expected to apply to the project
and whether any specific cybersecurity or data-handling requirements apply to the
Respondent's field and GIS systems. All information shared and gathered on this project
is considered protected data. Data destruction verification will be required once project
concludes.
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
September 15, 2026
Request for Proposal 27-907
Addendum #1
Please note the following changes which have been made for clarification to this Request for
Proposal. This addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT
OF RECEIPT OF ADDENDA/AMENDMENTS of the bid package as verification that you have
received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
QUESTIONS:
1. If there is a missing pole tag or pole ID on the pole, is it up to the respondent to
work with pole owner to obtain missing pole numbers/ID's? If a pole does not
have an ID tag, use a unique number, like COTP-XXXXXX to identify them
2. What does 'if available' mean with regards to inventorying attachment heights?
Distance from the ground that the cables are attached on the pole
3. Is there a shapefile showing where the fiber routes are and to which locations
the fiber enters/exists? Are the respondents allowed to have access to the
shapefile? Kmz files will be provided once background checks and data riders
are completed.
4. Is the respondent expected to open and assess splice cases to determine how
the fibers are spliced to deliver accurate strand to strand splice assignments?
Yes
5. If the respondent is to open and assess the splice cases, is the City of Tulsa
comfortable with the respondent accessing fiber cases with live fiber in it? We
are good with allowing access to the splice cases. We will need to coordinate
this procedure with Change Management-scheduling the openings. The
vendor has to provide notice of doing so.
6. On page 12 of the RFP, what is a 'Pull Hole' with a quantity of 553? These
should be considered hand holes. Qty. is approximate.
7. Is the respondent required to be registered with the City of Tulsa before
submitting an RFP response? For expediency it is preferred.
8. What percentage of the aerial plant is accessible by bucket truck? All Aerial
lines should be accessible via bucket truck
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
1. Aerial infrastructure
o fiber optic cables - Is this a request for the type of fiber optic cable
that is on the aerial run? Type and count
o Will the City provide all locations for Aerial Infrastructure? Yes
2. Underground Infrastructure
o Will the City be providing assistance with any road blockage that is
required to access manhole covers if they are in the street? Yes
o Will the city provide locations for all underground infrastructure
(Handholes, vaults, and manholes)? Yes
3. Fiber & Strand Documentation
o For strand continuity validation - are we going to be taking active
fiber offline for strand continuity validation? Mostly. This will need to
be scheduled through change management. Certain locations for
public safety will not tolerate outages of this nature.
If yes, will the city be coordinating with the customer using
the end device that will lose connectivity for this test? Yes,
we will manage change control.
4. Splice & Termination
o Will splice drawings be provided so that they can be updated?
Drawings that we have will be provided
5. Mapping & Drawings
o Will currently available network route maps be provided to update?
Yes
o What format are the current network route maps? .kmz file
o Will current As-built style drawings be provided? Yes
o What is your GIS-compatible spatial data requirements?
Shapefile or File Geodatabase are the preferred file formats. We can
read and export from many different file formats, but there are over
1,000. Any delivery planning on using a non-ESRI native file format, will
need to verify with the City of Tulsa if the format is fully compatible. The
preference remains Shapefile or File Geodatabase.
Projected coordinate system will need to be
NAD_1983_StatePlane_Oklahoma_North_FIPS_3501_Feet ,
EPSG:2267
Geodatabase Resolution / coordinate resolution =
0.003280833333333333 Feet
Lines and points will need to be topologically correct using common
rules such as:
-Must not self-intersect
-Must be single part ( no multipart lines)
-Endpoint of lines must be covered by a point feature (hand hole, splice
point, etc)
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
-Must be larger than cluster tolerance ( vertices that fall within the
cluster tolerance are defined as coincident and are snapped together)
-Points must be covered by a line
Selected fields will require restricting values to domain codes and
descriptions from domains provided by the City of Tulsa, AKA
dropdown selections.
6. Field Verification
o What process do we us to provide Photographic documentation?
SharePoint, connectivity to your internal systems to upload.
o Will all documentation be provided in order to identify
discrepancies? Yes
Will we be provided access to all current GIS information and all current
documentation? Qualified respondents, that have completed the data rider
agreement, will have access to the GIS files
Will we be required to generate all documentation without knowing current
documentation format? No. Format will be provided
Will we be provided access to Lucity? No. Lucity will be built from database
information
in order to complete OTDR testing of all fiber that will require outages of active
fiber. Will all outages have to occur after hours? Scheduled change
management practices could be coordinated.
If outages are required will the City provide those outage windows or will we be
responsible for scheduling them? CoT will be responsible for coordinating
outages.
Will the city require multiple trips to a single location to complete testing or will
access and outages be provided to complete all testing and documentation in a
single trip? We do not intend for the company to make multiple trips, if done
correctly.
"Under Exhibit A, section 3, of the price sheet summary, could the City define
what the "Core Locations" and "Non-Core Locations" are?"
A Core Location is a facility that contains network infrastructure or services
essential to the enterprise network's operation, aggregation, security, or
resiliency, while a Non-Core Location is an endpoint or access facility that
consumes enterprise network services but does not provide material network
infrastructure or connectivity for other locations.
Is there a set billing cycle for this project (weekly, bi-weekly, monthly)? Or is the
awarded Firm expected to submit one invoice at the completion of the project?
We will not publicly release the information until after the award.
We are happy to work out milestones.
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
Request for Proposal
27-907
Professional Services for: Fiber Optic Inventory
Project
Department: Information Technology
NIGP Commodity Code(s): 918-95, 962-18, 958-89
RFP Schedule
EVENT DATE
RFP Issue Date 09/02/2026
Pre-Proposal Conference
Sept 10, 2026, 2:00-3:00 PM
Virtual - email buyer for invite to Zoom/Teams link
Deadline for Questions 09/14/2026
Submit to assigned buyer via email. 10 Days prior to RFP due date
Proposal Due Date 09/23/2026
Mail or deliver to City Clerk address. Proposals are open
the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Donny Tiemann | dtiemann@cityoftulsa.org
All questions should be emailed with RFP 27- 907 in the subject line.
Submit proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
I. OVERVIEW AND GOALS:
With this Request for Proposal (RFP), the City is soliciting proposals from
qualified firms to perform a comprehensive fiber optic network inventory
and documentation effort. The project includes aerial and underground
fiber infrastructure, with a focus on validating physical assets, updating
records, and delivering accurate, GIS-ready documentation.
The objective of this project is to establish a current, accurate, and
maintainable fiber inventory that supports operations, maintenance,
planning, and future expansion and/or prioritization of replacing ageing
infrastructure. The anticipated completion date of this project is June 30,
2027.
We enthusiastically look forward to receiving Your proposal.
II. BACKGROUND:
The City's fiber optic network has been developed and expanded over
many years to support a wide range of municipal operations and services.
As a result of incremental growth, changes in standards, and varying
documentation practices over time, portions of the network now rely on
aging infrastructure records that are incomplete, inconsistent, or no longer
accurate. Existing maps, splice diagrams, and strand assignment records
do not always reflect current field conditions, particularly for aerial and
underground segments that have undergone maintenance, repairs or
modifications. These documentation gaps create challenges for daily
operations, troubleshooting, capacity, planning, and future expansion. The
City is seeking to establish a comprehensive, verified, and up to date
inventory of its fiber optic assets to improve reliability, operational efficiency
and long-term asset management.
Bidders are expected to provide a price per mile and price per splice enclosure.
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
III. TIMELINE:
The schedule below provides estimated dates for the RFP and contracting
process. The City of Tulsa may adjust this schedule as needed.
EVENT DATE
RFP Issue Date 09/02/2026
Pre-Proposal Conference Thursday, Sept. 10, 2026
Deadline for Questions 09/14/2026
PROPOSAL DUE DATE 09/23/2026
PROPOSAL BID OPENING 09/24/2026
Begin proposal evaluations 09/18/2026
Interviews with Respondents (anticipated) 09/30/2026
Negotiations with apparent successful 10/05/2026
Respondent begin (anticipated)
Execute contract (anticipated) 10/14/2026
Begin service delivery (anticipated) TBD
IV. SCOPE OF WORK:
The Respondent shall inventory all applicable fiber infrastructure, including but not
limited to:
1. Aerial Infrastructure
* Fiber optic cables
* Pole attachments
* Strand placement and lash configuration
* Pole IDs (utility owner, pole number)
* Attachment heights (if available)
* Aerial slack locations and configurations
2. Underground Infrastructure
* Conduit systems
* Duct and sub-duct assignments
* Handholes, vaults, and manholes
* Underground slack storage
* Fiber entry and exit points
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
3. Fiber & Strand Documentation
* Total fiber counts per cable
* Active, spare, dark, and reserved strand identification
* Strand continuity validation (where records exist)
* Fiber type (SM/MM), manufacturer (if identifiable), and cable construction
* Cable IDs and labeling verification
* Sheath markers and tag information
4. Splice & Termination Documentation
* Updated splice drawings for all splice points, including:
* Splice closures (aerial and underground)
* Handholes, vaults, and cabinets
* Accurate strand-to-strand splice assignments
* Identification of pass-through, express, and cut fibers
* Termination points (panels, cabinets, huts, buildings)
* Identification of abandoned or undocumented splices
5. Mapping & Drawings
* Creation or update of network route maps
* Accurate placement of:
* Fiber routes
* Splice locations
* Termination locations
* Slack loops
* GIS-compatible spatial data
* As-built style drawings reflecting field conditions
6. Field Verification
* Field surveys to validate records against physical infrastructure
* Visual inspection of accessible aerial and underground assets
* Identification and documentation of discrepancies
* Photographic documentation (preferred)
V. DELIVERABLES:
The products, reports, and plans to be delivered to the City will include:
1) Data & Deliverables shall include, at a minimum:
* Updated splice diagrams (PDF and editable format)
* Fiber strand assignment tables
* Cable inventory database (Excel, CSV, or GIS format)
* Route maps and network schematics
* Discrepancy and risk report
* Metadata and documentation standards
* Final summary report outlining findings and recommendations
* OTDR testing and trace correlation
* Fiber health and degradation analysis
* Remediation recommendations
* Inputting/recording of data into Lucity - Asset Management system
* Development of ongoing inventory maintenance processes
* Labeling or tagging recommendations
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