IDF Buildout & Network Infrastructure Upgrade: Hansen O&M 1st Floor

WaterOne - Name of RFP (PU26-005)
IDF Buildout & Network Infrastructure Upgrade: Hansen O&M 1st Floor
REQUEST FOR PROPOSAL
PU26-005
Procurement Department
10747 Renner Blvd
Lenexa, KS 66219
Proposals Due to purchasing@waterone.org September 30th, 2026, by 2:00 PM CST/CDT
INTRODUCTION
WaterOne requests the submission of proposals from qualified firms to provide IDF buildout and network infrastructure upgrade services for
WaterOne. Responses provided may be included in a final Agreement between WaterOne and the Respondent.
BACKGROUND
Water District No. 1 of Johnson County (Kansas), (WaterOne), is a quasi-municipal agency that provides water to more than 450,000 people in a
service area that covers over 272 square miles. WaterOne serves residential and commercial accounts in 18 cities in the southwest portion of
metropolitan Kansas City. WaterOne serves approximately 150,000 customers. Approximately 400 people work at two locations, the
Administration Headquarters and Service Center on Renner Boulevard and the Hansen Treatment Plant on Holliday Drive. An additional treatment
plant on the Missouri River, known as the Wolcott Treatment Plant, provides additional treatment capacity.
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WaterOne - Name of RFP (PU26-005)
WaterOne has no taxing authority, nor is it part of Johnson County government. WaterOne's primary sources of revenue are through water sales
and system development charges.
The General Manager is responsible for the operation of WaterOne and is accountable to an elected seven-member Board (the "Board"). The
Board serves four-year terms and is elected "at large".
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WaterOne - Name of RFP (PU26-005)
Table of Contents
1. PROPOSED RFP SCHEDULE ........................................................................................................................................................................................ 4
2. SCOPE OF SERVICES .................................................................................................................................................................................................. 5
3. PROPOSAL SIGNATURE PAGE .................................................................................................................................................................................. 15
4. PROPOSAL SUBMISSION REQUIREMENTS ................................................................................................................................................................ 16
5. EVALUATION PROCESS ........................................................................................................................................................................................... 17
6. EVALUATION CRITERIA ........................................................................................................................................................................................... 18
7. FEE SCHEDULE/PRICING .......................................................................................................................................................................................... 19
8. PROPOSAL RESPONSE FORMAT............................................................................................................................................................................... 24
9. BUSINESS PROFILE AND CUSTOMER REFERENCES ................................................................................................................................................ 26
10. TERMS AND CONDITIONS ................................................................................................................................................................................... 27
11. INSURANCE ....................................................................................................................................................................................................... 28
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WaterOne - Name of RFP (PU26-005)
1. PROPOSED RFP SCHEDULE
All times listed are CST/CDT. These dates and times are subject to change:
1. Issue RFP 7/27/26
2. RSVP & Signed Site Walk Confidentiality Acknowledgment Due 8/4/26 4:00 PM
3. Mandatory Site Walk 8/11/26 8:30 AM
* Location: Hansen O&M Facility - 7601 Holliday Drive, Kansas
City, KS 66106 (specific on-site meeting point to be confirmed
upon RSVP).
* Attendance is mandatory for all respondents intending to
submit a proposal
* Failure to attend the site walk will result in the proposal being
deemed non-responsive
4. Deadline for Questions 8/28/26 4:30 PM
5. WaterOne Issue Response to Questions 9/4/26
6. Proposals Due 9/30/26 2:00 PM
7. Proposal Evaluations 10/7/26
8. Interviews/Demonstrations (If needed) TBD
9. Recommendation to WaterOne Board TBD - Scheduled for
October Board
10. Notification of Award TBD - Depending on
Board Approval
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WaterOne - Name of RFP (PU26-005)
2. SCOPE OF SERVICES
WaterOne is requesting proposals from qualified contractors to provide a Turn-Key buildout of a new Intermediate Distribution Frame (IDF)
telecommunications closet within an occupied, operational WaterOne facility.
The Contractor shall be responsible for furnishing all labor, materials, equipment, coordination, supervision, testing, labeling, cleanup, and
documentation necessary to deliver a complete, operationally ready IDF environment (cabling and supporting rack infrastructure, including the
UPS and PDUs specified herein), as described below. This Scope of Services will be incorporated as-is into the final Agreement.
2.1 Project Intent and Boundaries
The intent of this project is to relocate and formalize an existing wall-mounted network installation into a secure, standards-aligned IDF
closet. Contractor scope includes installation of the cabling and supporting rack infrastructure (including the UPS and PDUs) and the
physical racking/mounting of two (2) new network switches only. Switch configuration and programming are excluded from Contractor scope;
see Section 2.12 (Explicit Out of Scope). Existing switches will be retained by WaterOne and are not relocated; the two (2) new WaterOne-
furnished switches are racked under this scope.
"Turn-Key," as used herein, means the Contractor is accountable for delivering the IDF environment - including the cabling, supporting
rack infrastructure, UPS, and PDUs - to meet the acceptance criteria defined in Section 2.13.
2.2 Site Conditions, Access, and Work Windows
2.2.1 Access & Security Requirements
Contractor personnel must have a WaterOne background check and badge access, or be escorted by WaterOne staff
while on site
Normal work hours (onsite construction work): 8:30 a.m.-4:00 p.m. CST/CDT, Monday-Friday.
Network cutover support (if required by IT): after-hours window 5:15 p.m.-9:15 p.m. CST/CDT, Monday-Friday.
Contractor shall coordinate required access, escorts, and after-hours activities in advance with the WaterOne Project
Manager.
2.2.2 Restoration of Disturbed Areas
Contractor shall protect existing finishes and infrastructure.
Contractor shall restore any ceiling tiles, supports, and surfaces disturbed by the work to pre-work condition.
Fire-rated penetrations modified/created under this scope shall be restored/maintained to rating
2.3 In-Scope Construction and Installation Services
2.3.1 General Turn-Key Responsibilities (Cabling and Supporting Rack Infrastructure)
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Provide all labor, supervision, tools, materials, equipment, coordination, labeling, testing, cleanup, and closeout documentation
necessary to deliver a complete installation of the cabling and supporting rack infrastructure (including the UPS and PDUs
specified in Section 2.3.6) in accordance with WaterOne project management direction and coordination requirements as
described in this SOW. The Contractor shall obtain and pay for all permits required for the Work, perform all Work in compliance
with applicable codes and the requirements of the Authority Having Jurisdiction, and hold all licenses required to perform low-
voltage/communications cabling work in the jurisdiction.
2.3.2 Rack, Ladder Tray, and Cable Management
Furnish and install a 45U floor-mounted 2-post rack. The 2-post rack shall host the rack-mounted UPS and PDUs
specified in Section 2.3.6.
Furnish and install vertical and horizontal cable management.
Furnish and install ladder tray pathway system within the IDF room. Contractor shall assess and utilize existing building
pathways between the legacy location and new IDF where available and identify any deficiencies requiring additional
pathway infrastructure.
Conditions reasonably observable at the mandatory site walk are included in the Base Bid. Latent or concealed
conditions that could not reasonably have been identified at the walk shall be handled through the change-control
process (Section 2.8.4) using the unit rates in Section 7.2(C).
Pathway pricing shall be based on field conditions observed at the mandatory site walk. Costs arising from pathway
conditions observable at the walk are deemed included in the Base Bid and are not separately compensable.
Secure/anchor all assemblies appropriately for the environment and ensure plumb/level installation.
2.3.3 Copper Cabling Work (New Runs)
The Contractor shall furnish and install new dedicated copper cable runs from the new IDF to serve all fifty (50) existing
connected device locations currently served from the legacy switch-stack location:
5 Meraki WAPs
43 data drops
2 security devices (cameras/door controllers)
The device counts stated above are provided for reference. WaterOne will verify the final authoritative counts at
the mandatory site walk and issue them to all attending firms by written addendum. All Base Bids shall be based
on that WaterOne-issued authoritative count so that pricing is directly comparable across respondents.
Variances from the authoritative count discovered during execution shall be priced using the unit rates in
Section 7.2(C).
Existing copper cabling shall not be reused, pulled back, or re-terminated.
New copper runs shall be priced and proposed as:
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WaterOne - Name of RFP (PU26-005)
Base Bid: Category 6A
Alternate (Deduct): Category 6
Patch cords shall be included and color-coded:
Blue = business data and wireless access points (WAPs)
Orange = security equipment (cameras/door controllers/etc.)
Furnish Category-matched patch cords (Cat 6A for Base Bid; Cat 6 if the deduct alternate is elected); Two (2) per
terminated drop, in assorted standard lengths as directed, color-coded per above.
2.3.4 Fiber Cabling Work
Furnish and install two (2) new duplex (2-strand) OM4 LC/LC fiber runs (4 strands total) from the basement data center
to the new IDF to replace the two existing fiber connections. Existing fiber shall not be physically relocated or reused
2.3.5 Patch Panels, LIUs and Termination Hardware
Furnish and install required copper patch panels and fiber LIU/termination hardware sufficient to support the newly
installed cabling.
Furnish OM4 LC/LC fiber jumpers as required to connect the LIU to WaterOne-furnished switches.
Contractor shall furnish and install a minimum of two (2) 48-port copper patch panels. Additional patch panels shall be
provided as required to support all newly installed cabling, including spare capacity for future expansion. No cabling
shall remain unterminated due to insufficient patch panel capacity.
2.3.6 PDUs and UPS
Contractor shall furnish and rack-mount a UPS in the 45U 2-post rack (Section 2.3.2), supporting the IDF rack load as
proposed, with a minimum capacity of 2000VA / 1800W.
The proposed UPS shall be sized to support current load requirements with consideration for future scalability within the
IDF environment.
UPS manufacturer, model, capacity (VA/W), and runtime assumptions shall be submitted as part of the proposal for
review.
Contractor shall furnish and install rack PDUs.
2.3.7 Physical Racking of New Network Devices (No Configuration)
Contractor shall rack/mount the two (2) new network switches in the new IDF rack as directed by WaterOne IT (physical
installation only).
WaterOne will furnish all network switches to be installed in the IDF rack. Contractor responsibility is limited to physical
installation (racking and mounting only).
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Configuration, programming, and logical network changes are excluded from Contractor scope; see Section 2.12 (Explicit
Out of Scope).
2.3.8 Decommissioning and Removal at Legacy Location
Remove the old wall mounted rack.
Remove the existing UPS (presence and rating to be confirmed at the mandatory site walk).
Following cutover, remove all legacy and abandoned data cabling in the facility, whether or not replaced under this
project, back to its source
Cap and close resulting penetrations
Dispose of removed rack/cabling/UPS per Section 2.9.
2.4 Migration, Cutover Strategy, and Continuity Requirements
2.4.1 General Migration Approach
For purposes of this RFP, migration refers to the physical re-cabling of connections onto new cable runs in support of
WaterOne's logical cutover; no existing cabling will be physically reused or relocated. The Contractor shall develop and execute a
structured physical migration and sequencing plan that prioritizes network stability, minimizes service disruption, and supports
WaterOne's cutover activities.
2.4.2 Wireless Access Point (WAP) Cabling Requirements
All Wireless Access Points (WAPs) currently connected to the existing network equipment shall require new dedicated copper
cable runs to the new IDF.
Pull-back, reuse, or extension of existing cabling shall NOT be used for WAP connections unless explicitly approved in writing by
WaterOne.
Contractor shall:
* Identify all WAP locations during site walk
* Include all required new cable runs in Base Bid pricing
* All new WAP cable runs shall be Category 6A under the Base Bid. If WaterOne elects the Category 6 Deduct Alternate
described in Section 7.2(B), the WAP runs shall be furnished in Category 6 on the same basis as all other new copper
runs; the deduct alternate pricing shall include the WAP runs. In all other respects the WAP requirements of this Section
2.4.2 remain unchanged.
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WaterOne - Name of RFP (PU26-005)
* Coordinate installation to avoid disruption to wireless coverage where feasible
2.4.3 Downtime Minimization Requirements
Minimizing network and operational downtime is a critical requirement of this project.
The Contractor shall:
* Sequence work to maintain operational continuity of critical systems
* Support phased migration where required
* Coordinate all service-impacting activities with WaterOne
Any service disruption shall:
* Be communicated in advance
* Be approved by WaterOne
* Occur only within designated maintenance windows
Preference will be given to proposals that demonstrate a clear, well-structured approach to minimizing downtime and
operational impact.
2.4.4 Cutover Support Responsibilities
WaterOne will perform all network cutover and configuration activities.
The Contractor shall:
* Provide onsite support during scheduled cutover windows
* Assist with physical patching, cable identification, and troubleshooting
* Remain available for validation and issue resolution during cutover events
2.5 WaterOne-Furnished / WaterOne-Performed Items (Owner Responsibilities)
2.5.1 Network Engineering & Cutover Control
WaterOne IT Infrastructure Network Team will be responsible for:
Live circuit identification and verification
Determining which links are safe to migrate
Switch configuration and logical cutover execution
2.5.2 Electrical & HVAC (Boundary Definition)
WaterOne will provide appropriate:
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