Fiber Optic Inventory Project

City of Tulsa Finance Department
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

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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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
VI. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:
Performance Metrics
The City will develop performance metrics with the awarded Respondent. These
performance metrics will highlight key priorities that will be analyzed with the
awarded Respondent collaboratively during the life of the contract. The City looks
forward to working with the awarded Respondent to define these important
performance metrics during contract negotiations.
The final set of performance metrics and frequency of collection will be
negotiated by the City and the awarded Respondent prior to the finalization of an
agreement between parties and may be adjusted over time as needed.
Performance Data Source Data Collection Data Collection
Metric Frequency Responsibility
Contract Performance Monitoring
As part of the City of Tulsa's commitment to becoming more outcomes-oriented,
we seek to actively and regularly collaborate with awarded Respondents to
enhance contract management, improve results, and adjust service delivery
based on learning what works. Reliable and relevant data is necessary to drive
service improvements, ensure compliance, inform trends to be monitored, and
evaluate results and performance. During the regular meetings that occur
throughout the term of the contract, it is anticipated that the following topics will
be regularly discussed:
* Current status of performance metrics
* Topics of interest or concern to the Respondent
* Discussion and troubleshooting of challenges
* Review of activities on the horizon
* Review of budget and spending this year-to-date
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
VII. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. Proposals must be received by 5:00 p.m. on
Wednesday, September 23, 2026, Central Daylight
Time. Please place proposals in a sealed envelope or box
clearly labeled "RFP 27-907, Fiber Optic Inventory
Project".
Proposals received late will be returned unopened.
B. Interested Respondents should submit:
One (1) unbound original and three (3) bound copies of
the proposal plus one (1) digital copy (USB drive).
C. Proposals shall be delivered and sealed to:
Deputy City Clerk
City of Tulsa
175 E. 2nd St.
Suite 260
Tulsa, OK 74103
D. All interested Respondents (Sellers) are required to register with the
Buyer in order to receive updates, addenda or any additional information
required. You can learn more about the registration process on the
following website:
https://www.cityoftulsa.org/government/departments/finance/selling-to-
the-city/register-as-a-vendor/.
The City is not responsible for any failure to register.
E. Inquiries or questions to the Buyer requesting clarification regarding the
Request for Proposal must be made via e-mail and must be received prior
to the end of the business day on Monday, September 14, 2026.
Donny Tiemann, Project Buyer
dtiemann@cityoftulsa.org
Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only minor clarification of
instructions or specifications, it will be handled via e-mail. If any
question results in a substantive change or addition to the RFP, the
change or addition will be forwarded to all registered Respondents as
quickly as possible by addendum.
F. Proposals will be opened on the morning after the due date, at 8:30am, at
the:
Standards, Specifications, and Awards Committee Meeting
175 East 2nd Street, 2nd Floor
City Council Chamber
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RFP 27-907 | Fiber Optic Inventory Project | Issue Date: Sept.2, 2026
VIII. RESPONSE QUESTIONS AND PROPOSAL REQUIREMENTS
To be considered, interested Respondents should submit or address the
following questions or information requests:
Qualifications and Experience
A. Provide a general overview of your organization. What sets your organization
apart from your competitors? Why is your organization uniquely qualified to take
on this scope of work?
B. Provide a detailed description of the extent of your organization's experience in
conducting similar projects or delivering similar services for public agencies.
What has that experience taught you that you would bring to bear in this
project? List the number of public sector clients that currently utilize similar
services. Provide client name, contact names, address, email address and
telephone numbers of references from at least three organizations from which
you were contracted to perform similar work.
Staff Capacity and Oversight
C. Describe the team that will work on this project. Include a list of key team
members and their general availability while on this project. Make a case for why
they will be great partners on this project. Please provide bios, resumes or
whatever you think best highlights the strength of the team that will be working on
this project. It is noted that equipment, material and staff shall be provided by the
Respondent.
D. Please describe your organization's capacity to take on additional work if you are
awarded this contract. How would you create additional capacity, if needed?
E. Please provide information on any subcontractors that will be used, if any, on this
project and describe the work they will be performing.
Service Delivery and Timeline
F. Provide a detailed description of your organization's ability, approach, and
methodology for this project or service in line with the RFP objectives and key
elements outlined in the scope of work.
G. Provide a description of your implementation process and timeline for your
project or service, including key milestones related to the scope of work. Include
estimates of the timeframe estimated to complete each task.
H. Address what the vendor expects from the City and the deliverables the
City should expect from the vendor.
Project Management and Reporting
I. Describe your proposed method of project management for this project.
J. In addition to any metrics identified in the RFP, describe the key performance
indicators (KPIs), performance metrics, and/or compliance metrics you have
used or plan to use to track the delivery and success of this project or service.
K. How will you communicate with the City of Tulsa in a responsive and proactive
manner?
Pricing and Cost Proposal
L. Cost proposal: In addition to the price summary sheet, complete a price
schedule, budget, or cost proposal in its entirety that will enable the effective
delivery of the proposed project or services.
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