Optical Fiber Network Assessment and Mapping Services

Location:	North Carolina
Posted:	Nov 6, 2025
Due:	Dec 23, 2025
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Solicitation No:	354-MI26-10
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

RFP #354-MI26-10

Project Title: Optical Fiber Network Assessment and Mapping Services

Issue Date: November 6, 2025, at 2:00 PM

Due Date: December 23, 2025, at 4:00 PM ET

Issuing Department: Information Technology

Direct all inquiries concerning this RFP to:

Cheron Gilchrist

Information Technology Project Manager

Email: Cheron.Gilchrist@CaryNC.gov

v.04.15.24

Table of Contents

1 REQUEST FOR PROPOSALS ....................................................................... 2

1.1 Introduction ....................................................................................................................... 2

1.2 Purpose and Background................................................................................................... 2

1.3 Notice to Vendors Regarding RFP Terms and Conditions ............................................... 4

1.4 RFP Response Timeline .................................................................................................... 4

1.5 Proposal Questions............................................................................................................ 4

1.6 Proposal Submission Requirements and Contact Information.......................................... 5

1.7 Rights to Submitted Material ............................................................................................ 5

2 PROPOSALS .................................................................................................. 5

2.1 Request for Proposal Document...................................................................................... 11

2.2 Evaluation Criteria .......................................................................................................... 11

2.3 Proposal Evaluation Process ........................................................................................... 12

2.4 Final Selection................................................................................................................. 12

2.5 Contract Term ................................................................................................................. 13

2.6 Invoices ........................................................................................................................... 13

2.7 Notice to Proposers Regarding RFP Terms and Conditions ........................................... 13

3 SCOPE OF SERVICES ................................................................................ 13

3.2 Deliverables..................................................................................................................... 15

3.3 Environmental and Regulatory Constraints .................................................................... 16

3.4 Town Interfaces............................................................................................................... 16

4 COST PROPOSAL/EXECUTION OF PROPOSAL ....................................... 16

5 REFERENCES.............................................................................................. 17

INSTRUCTIONS TO VENDORS ........................................................................ 18

AGREEMENT FOR CONTRACTED SERVICES TEMPLATE ................................ 1

1 REQUEST FOR PROPOSALS

1.1 Introduction

The Town of Cary, North Carolina (“Town”) seeks qualified vendors to provide comprehensive

assessment and mapping services for its optical fiber network spanning roughly 200 linear miles. The

selected contractor will be responsible for conducting detailed in-field inspections of existing fiber

infrastructure and related assets to evaluate its condition, identify any damage or maintenance needs, and

testing data transmission pathways for signal integrity and overall performance. Additionally, the

contractor will utilize advanced mapping technologies to accurately represent and document the network

elements’ locations, integrating geographic information systems (GIS) to produce detailed maps that

include fiber routes, splice points, and associated infrastructure. Proposers should demonstrate expertise

in fiber optics, mapping methodologies, and relevant regulatory compliance to ensure a thorough and

efficient assessment process.

These services are critical to enhancing the regional local government's communication infrastructure,

supporting ongoing initiatives aimed at improving connectivity for the delivery of digital services. The

assessment will help identify maintenance needs, optimize network performance, and inform future

digital transformations and expansion plans.

1.2 Purpose and Background

1.2.1 Background

The Town in collaboration with the North Carolina Department of Transportation (NCDOT), has

constructed and continues to operate two independent yet co-located optical fiber cable plants. These

networks were originally developed over two decades ago to support transportation and municipal

functions and now encompass approximately 200 linear miles of fiber connecting over 250 traffic signal

intersections across Cary, Morrisville, Apex, and Holly Springs, as well as 50+ municipal remote

facilities and campuses. The infrastructure also includes interconnectivity with neighboring municipalities

for regional emergency operations.

Although constructed concurrently and sharing much of the same physical infrastructure, the two

networks were built using a “star” topology that was considered state-of-the-art at the time. This

topology, however, does not align with modern High-Availability (HA) requirements for internet-based

services and applications. The Town relies heavily on this infrastructure to support a wide range of

Information Technology (IT) services. In many cases, equivalent commercial services are not available

from regional providers, making the resilience and accuracy of the Cary’s fiber infrastructure essential for

24/7 operations.

1.2.2 Current State and Need for Assessment

Over the years, both fiber networks have undergone numerous undocumented repairs, extensions, and

modifications, often deviating from original engineering plans. The Town’s IT staff has not received As-

Builts from all repairs and installations. As a result, staff have had to rely on field observations and ad-

hoc documentation over time producing incomplete and inconsistent records.

Town of Cary 2

Figure 1. Current Fiber Map

The absence of a formal Fiber Network Management Software has further contributed to gaps between

documented and actual field conditions. Given the importance of this infrastructure and its use by

multiple departments and regional partners, The Town seeks to establish an official record through a

comprehensive outside plant assessment. This effort will also lay the foundation for future evaluation of

in-building fiber assets.

The Town views this assessment as a strategic initiative—essential for improving operational efficiency,

planning for future growth, and aligning with long-term technology goals.

1.2.3 Context and Importance

This initiative supports the Town’s broader commitment to technological modernization and reliable

communication infrastructure. By engaging external experts and leveraging current technologies, the

Town aims to obtain a detailed, accurate, and actionable understanding of its fiber infrastructure to

support service continuity and future expansion.

Town of Cary 3

1.3 Notice to Vendors Regarding RFP Terms and Conditions

It shall be the Vendor’s responsibility to read the Instructions, the Town’s terms and conditions contained

within the Town’s Agreement for Contracted Services Template, all relevant exhibits and attachments,

and any other components made a part of this RFP and comply with all requirements and specifications

herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes

that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within

this RFP, those must be submitted as questions in accordance with the instructions in Section 1.6 Proposal

Questions. If the Town determines that any changes will be made as a result of the questions asked, then

such decisions will be communicated in the form of an RFP addendum. The Town may also elect to

leave open the possibility for later negotiation and amendment of specific provisions of the Agreement for

Contracted Services that have been addressed during the question submission period. Other than through

this process, the Town rejects and will not be required to evaluate or consider any additional or modified

terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or

attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions

or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation.

Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the

Vendor agrees that Vendor is prepared to enter into a contract in the form of the Agreement for

Contracted Services should Town selects Vendor’s proposal and that any additional or modified

terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect,

and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph

shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive. If a Vendor desires

modification of the terms and conditions of this solicitation, including any term or condition contained in

the Agreement for Contracted Services, it is urged and cautioned to inquire during the question period, in

accordance with the instructions in this RFP, about whether specific language proposed as a

modification is acceptable to or will be considered by the Town. Identification of objections or exceptions

to the Town’s terms and conditions in the proposal itself shall not be allowed and shall be disregarded or

the proposal rejected.

1.4 RFP Response Timeline

The RFP process shall adhere to the following schedule:

RFP Process

RFP posted

Proposers Written Questions Due

Town Responses to Proposers questions

Proposal Submission Deadline

Contract Award (Anticipated)

Contract Effective Date (Anticipated)

Date and time

November 6, 2025

November 19, 2025

November 25, 2025

December 23, 2025

January 21, 2025

February 4, 2025

2:00 PM

4:00 PM

Note: All times shown as Eastern Time (ET).

1.5 Proposal Questions

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order

to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall

submit any such questions by the above due date. The Town will not entertain any further questions after

the due date. Written questions shall be emailed to IT Project Manager Cheron Gilchrist at

cheron.gilchrist@carync.gov with a copy to Network IOT Architect Arek Kempinski at

arek.kempinski@carync.gov by the date and time specified above. Vendors should enter “RFP #354-

Town of Cary 4

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	354-MI26-10
Project Title:	Optical Fiber Network Assessment and Mapping Services
Description:	The Town of Cary is seeking qualified vendors to provide comprehensive assessment and mapping services for its optical fiber network spanning roughly 200 linear miles. Questions are due November 19, 2025 at 4:00 PM. Final submissions are due December 23, 2025 at 4:00 PM.
Opening Date:	12/23/2025 4:00 PM
Posted Date:	11/7/2025
Status:	Open
Department:	TOWN OF CARY


Solicitation Number * 354-MI26-10	Department TOWN OF CARY	Status Reason Open
Opening Date 2025-12-23T16:00:00.0000000	Posted Date * 2025-11-06T19:01:20.0000000Z	Commodity Code Telecommunication Services
Mandatory Conference/Site Visit — —	Special Instructions Questions are due November 19, 2025 at 4:00 PM. Final submission are due December 23, 2025 at 4:00 PM.	Solicitation Type * Select RFP IFB RFI
Owner LaToyla Reaves
Description The Town of Cary is seeking qualified vendors to provide comprehensive assessment and mapping services for its optical fiber network spanning roughly 200 linear miles. Questions are due November 19, 2025 at 4:00 PM. Final submissions are due December 23, 2025 at 4:00 PM.

Attachments 354-MI26-10 Optical Fiber Network Assessment and Mapping Services.pdf (716.71 KB)