Install and Terminate Customer Premise Equipment for Fiber to the Home (FttH) Project

INFORMATION TECHNOLOGY 1140 Tere x Road Hudson, Ohio 44236 (330) 342-9541
R F P
EQUEST OR ROPOSAL
For
Install and Terminate Customer Premise Equipment for
Fiber to the Home (FttH) Project
For the City of Hudson
Summit County, Ohio
Proposals accepted until Wednesday, April 29, 2026, at 4:00 PM Local Time
Contents:
* General Proposal Information and Requirements
* Proposal Format
* Example of the Valuation and Selection Criteria
* Appendix A - Scope of Services
* Appendix B - Standard Consultant Agreement
Prepared by: City of Hudson
Dated: April 9, 2025

General Proposal Information and Requirements
A. Project Introduction
The City of Hudson's Velocity Broadband (VBB) is looking to solicit bids and enter contracts with up to
three qualified vendors for labor and equipment to install and terminate customer premise fiber equipment.
The purpose is to expand Velocity Broadband services for the Fiber to the Home (FttH) project.
B. Background
The City of Hudson, a full-service municipality in northern Summit County, Ohio, spans roughly 25 square
miles and serves a population of approximately 22,500 residents. While the community is predominantly
residential, it also includes a diverse mix of commercial, retail, office, and light industrial districts
concentrated along its southern and western corridors.
In 2025, City Council approved a citywide initiative to ensure every household in Hudson has access to
fiber-based internet service. This initiative targets approximately 6,500 homes that currently lack direct fiber
access. To support this effort, staff have developed a four-year deployment plan outlining the construction
and connection schedule for these underserved areas.
C. Issuing Department
The City of Hudson prepared the RFP for this project. Questions relating to its contents or requirements shall
be addressed to Mr. Paul Leedham, CIO - IT Director; at pleedham@hudson.oh.us or (330) 342-9541.
D. Consultant Qualifications
All prospective consultants must clearly demonstrate and document the following minimum criteria:
The Consultant and sub-consultants must have at least ten years of professional experience in installing and
terminating customer premise equipment for ISPs. Preference will be given to those with experience in
installing these services locally.
E. Consultant Responsibilities
The Consultant shall be capable of providing all the professional services as described under the Scope of
Services in Appendix- A and to maintain those capabilities until the project is successfully finished.
F. Completeness of the Proposal
The contents and commitments in the proposal shall remain firm for one year from the submittal due date.
G. Scope of RFP
The scope of this Request for Proposals (RFP) is to identify and contract with up to three qualified vendors
to support the City of Hudson's Fiber-to-the-Home (FttH) initiative by providing professional services for
the installation and termination of fiber facilities and customer premise equipment. Selected vendors will
supply skilled labor, tools, and related materials necessary to complete residential fiber drops, install
network interface devices, and properly terminate premise-level fiber connections in accordance with City
standards.
As part of this engagement, vendors will be responsible for coordinating with City staff, following
established construction and installation procedures, and documenting all completed work. This includes
updating as-built information, reporting installation progress, and ensuring all customer-facing equipment
is tested, activated, and performing to specification at the time-of-service turn-up.
The city expects vendors to demonstrate proficiency in fiber installation practices, customer premise
equipment handling, quality assurance, safety compliance, and timely service delivery. Work will occur
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across multiple neighborhoods as part of the City's multi-year deployment plan, with assignments issued
based on capacity, performance, and scheduling needs.
At the conclusion of the evaluation process, the City will select up to three vendors and establish contracts
outlining service expectations, performance metrics, communication requirements, and ongoing
coordination procedures to support the successful rollout of the City's FttH program.
H. Scope of Services
The expected work to be performed by the Consultant is described in Appendix- A under Scope of Services.
I. Project Schedule
The anticipated duration of the project is three to four years, with a start date expected to occur within six
weeks of contract award, subject to scheduling availability and coordination.
J. Responses
One (1) electronic version of the Consultants Proposal (PDF Format) shall be submitted to the City, Attn:
Mr. Paul Leedham, CIO - IT Director at: pleedham@hudson.oh.us by 4:00 P.M. local time, Wednesday,
April 29th, 2026.
No proposals will be accepted after the above date and time.
K. Acceptance of Proposal Content
The completeness and content of the proposal will be the basis for the initial evaluation. Further information,
including the possible interview of one or more of the Consultants, may serve in the final decision of the
recommended Consultants.
L. Contract
A formal contract will be entered into with the recommended Consultants and the City once City Council has
approved the selection. The approved Consultants will be required to sign the City of Hudson - Standard
Consultant Agreement. (See attached - Appendix B)
M. Consultant Compensation Reimbursement
After the execution of the contract with the selected Consultants, the City of Hudson will conduct
compensation reimbursements in accordance with the following guidelines:
1. The Consultant shall keep records of the hours spent on this project by task and by employee
classification, dates and along with all direct expenses. These records shall be made available for
audit by the City of Hudson at the time of each invoice submittal during the project.
2. Invoices submitted by the Consultant shall be in a format approved by the City of Hudson and
consistent with the present policies of the City. The City will not be subject to any type of late fees
or penalties associated with any invoice submitted as part of this project. Failure to comply with
this provision will serve as cause for termination of the contract. The approved purchase order
number shall be on all invoices. Note that billing on a percent complete basis is NOT acceptable.
Only actual hours worked, agreed billable unit of measure, and reimbursable expenses shall
be valid costs incurred.
3. The type of compensation for this project shall be in accordance with the information found in the
section identified as Fee in Part II, Proposal Format.
N. Rejection of Proposals
The City of Hudson reserves the right to reject any and all proposals received as a result of this RFP, or to
negotiate separately with any source whatsoever, to serve the best interests of the City. Failure to provide all
requested information in the format stated below may serve as cause for rejection of the proposal.
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O. Incurred Cost
The City of Hudson will not be liable for any cost incurred by the Consultant for any work performed during
this proposal process and including the executing of a contract, prior to the execution of a contract for
professional services.
Proposal Format
A. The proposal shall be simple to follow and understand and in an 8 12 " by 11" PDF format. The text shall be
concise, complete, and clearly written. All responses shall be the property of the City and will not be returned.
During the evaluation process, the City reserves the right to request additional information or clarification
from the consultant if needed.
B. Consultants shall be evaluated based on the following submitted information:
1. Cover Page and Background
Provide a brief and concise history of the consulting firm listing corporate officers, total years in
business, general experience and specific capabilities that relate to this project. Provide the
background and relevant experience of the Project Manager and any staff expected to work on this
project. State the location of the office in which each component of work for this project will be
accomplished. This shall include engineering, consulting, design, specification development,
project supervision and any other services necessary to complete this project. If different offices
are utilized for different components, that must be clearly stated within the proposal. Include the
name, address, phone numbers and email address of the consultant(s) offices. (1 page maximum)
2. Insurance
Provide proof that the Consultant currently has the following insurance: (a) Workmen's
Compensation Insurance, (b) Professional Liability Insurance (Errors and Omissions) of not less
than $1,000,000 and (c) Comprehensive Public Liability Insurance of not less than $2,000,000. The
consultant shall maintain during the course of the project, until acceptance by the City, the insurance
components noted above. (1 page maximum)
3. Related Project Experience
Provide descriptions of at least three (3), but no more than five (5), current or previous large scale
fiber premise installation projects your firm or members of the firm assigned to this contract have
performed, which are similar to the complexities, and size of the proposed project. It is preferred
that the projects listed are within 125 miles of the City of Hudson, Ohio. The Consultant shall
provide a contact name of the agency, address, email address and phone number of the person who
has the most knowledge of the firm or individuals' performance on that project.
4. Understanding of the Project
The statement of understanding shall be concise, complete and shall be based upon the requirements
of the RFP. The Consultant shall include the nature of services your firm is proposing for the project
and any concerns or innovative resources which may be anticipated. Any tasks the Consultant listed
in the Understanding of the Project that the Consultant feels are missing in this RFP, but required
for the completeness of the project, shall be detailed in a separate fee schedule. (3 pages maximum)
5. Schedule
The project schedule is expected to be ongoing for 3 to 4 years, with this portion of the project
spanning one year from the execution of the contract, pending limitations and timelines outside the
control of the City of Hudson. The Consultant will hold a weekly, one-hour meeting, while work
has been assigned. When the Consultant is not working on any assigned services, a weekly email
update is sufficient. At times and with advanced notice, the Consultant may be requested to present
their work to a group of stakeholders.
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6. Fee
Provide a per unit Not-to-Exceed fee represented as per hour for each item in the Scope of Services
shall be provided as a part of the Proposal. Note: The name of each sub-consultant proposed for this
project shall be listed separately under the direct expense section along with the proposed Not-to-
Exceed fee for that sub-consultant. All project invoices shall ONLY be submitted from the Lead
Consultant that the City enters into an agreement. (2 pages maximum)
7. Management Summary
Briefly address the Consultant's project management, innovative methods, and previous
experience with similar projects. The proposal shall include work on previous large scale
installation project experience, technical capabilities, staffing capabilities, staff availability,
quality control, and assurance, project costs and performance on previous projects listed change
orders, and to meet the attached project schedule. (1 page maximum)
8. Additional Information
The submission of additional pertinent information beyond the requirements of this RFP is
acceptable but shall be limited to one (1) 8 1/2" by 11" page. This makes the maximum number of
pages to be submitted including the cover letter to be no more than twelve (12) total pages.
C. The Proposal shall designate a prime contact or Project Manager for the Consultant on this RFP and project,
who shall have intimate knowledge of the project details, through whom the City of Hudson may
communicate through the course of the project. This shall include questions concerning all aspects of the
project, including the Consultant's invoices and the status on all design items in the project.
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Example of the Valuation and Selection Criteria
Criteria Weight Concise Scoring Guideline
Assesses the proposer's experience with fiber installation, CPE
Relevant Experience &
25% termination, residential drop work, and technician skill levels. Higher
Qualifications
scores for proven FttH projects and certified fiber technicians.
Evaluates the clarity and effectiveness of the proposed installation
Technical Approach &
30% workflow, tools, testing procedures, and quality-control steps. Strong
Installation Methodology
proposals show safe, consistent, and scalable methods.
Rates communication with residents, reliability during appointments,
Customer Service &
15% professionalism on-site, and accuracy of installation reporting and as-built
Documentation
documentation.
Compares pricing transparency, competitiveness, and alignment with
Cost & Value 20%
expected installation volumes and deliverables.
Availability & Measures the proposer's ability to meet deployment timelines, provide
10%
Scheduling Capacity adequate staffing, and respond quickly to scheduling needs.
The City has the option to revise rating criteria at its discretion.
The City may request an oral interview of any respondents prior to the final scoring and selection. In the event an oral
interview is performed, the consultants will be provided advanced notice of three (3) working days. Meeting shall be
virtual style meetings.
The City reserves the right to amend the terms of this RFP, to circulate various addenda, or to withdraw the RFP.
Governing Law and Venue
In the event of any litigation, the submittal documents, specifications, agreement, and related matters shall be governed
by and construed in accordance with the laws of the State of Ohio. Venue shall be with the appropriate state or federal
court located in Summit County, Ohio.
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Appendix A: Scope of Services
(a) The Consultant shall provide tailored services that include, but are not limited to, the following:
(b) 1 - Customer Install Services
1.1 Standard Installation
Contractor shall provide all labor, tools, and consumables required to:
a. Install and mount Optical Network Terminal (ONT).
b. Terminate fiber at customer premises.
c. Perform fiber splicing or connectorization (as applicable).
d. Install interior fiber (wall penetration, routing, protection).
e. Connect ONT to customer router (as applicable).
f. Verify service activation and connectivity.
1.2 Interior Wiring
a. Install fiber drop from demark to ONT, to be placed customer-designated location.
b. Maintain clean, professional cable routing (concealed where possible).
c. Use proper wall plates, bushings, and fire-stop materials.
1.3 Testing and Activation
a. Verify optical signal levels within acceptable thresholds
b. Confirm service provisioning with VBB systems/staff
c. Perform speed test and basic service validation
d. Document installation results
1.4 Customer Interaction
a. Provide professional, courteous on-site experience.
b. Explain basic service functionality to customers.
c. Assist customers with connecting personal devices following ONT install.
(c) 2 - Service Levels & Performance Requirements
2.1 Installation Timeframes
a. Standard install duration: 1-3 hours per residence.
b. Ability to support same week installations during peak demand.
c. Target: <5 business days from customer readiness to install.
2.2 Quality Standards
a. No visible damage to interior/exterior surfaces.
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b. Clean installation with minimal cable exposure.
c. Proper labeling and documentation.
d. Compliance with all applicable codes.
2.3 First-Time Completion Rate
a. Target: 95% of installations completed without return visit.
2.4 Customer Satisfaction
a. Contractor expected to maintain high customer satisfaction.
b. City may track feedback via surveys or ticketing systems.
(d) 3 - Work Volume & Scheduling
a. Work will be assigned by geographic zone.
b. The City will make the best effort to provide 3-5 days notices for work dates.
c. The City will make a strong effort to coordinate with the contractor to minimize one-off jobs and
coordinate scheduling.
d. Volume may range from:
i. 5-10 installs/week (low demand).
ii. 50+ installs/week (high demand zones).
e. Contractors must demonstrate ability to:
i. Scale crews up/down rapidly.
ii. Support parallel zone activations.
iii. Handle surge conditions from high take rates.
(e) 4 - Materials & Equipment
4.1 Provided by City
a. ONTs and ONT mounting hardware (Calix or equivalent).
b. Fiber drop - connectorized and/or unterminated (where applicable).
c. Network provisioning.
d. Other material as agreed upon by Contractor and the City.
4.2 Provided by Contractor
a. Hand tools and installation equipment.
b. Interior cabling - Cat-6 (unless otherwise specified).
c. Mounting hardware and consumables.
d. Ladders, drills, safety equipment.
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(f) 5 - Contractor Qualifications
Bidders must demonstrate:
a. Experience with FTTH installations (GPON/XGS-PON preferred).
b. Familiarity with ONT installations (e.g., Calix platforms).
c. Proven residential service installation experience.
d. Ability to manage customer-facing field staff.
e. Adequate staffing to support scaling requirements.
Preferred:
a. Experience working with municipal or utility-owned networks.
b. Experience in high take-rate deployment environments.
(g) 6 - Staffing Requirements
a. Technicians must be trained in:
i. Fiber handling and termination.
ii. In-home wiring best practices.
iii. Customer service etiquette.
b. Background checks may be required.
c. Identification and branded attire required.
(h) 7 - Safety & Compliance
Contractor must:
a. Follow OSHA safety standards.
b. Comply with all local, state, and federal regulations.
c. Maintain proper insurance:
i. General Liability.
ii. Workers Compensation.
iii. Auto Liability.
(i) 8 - Pricing Structure
Respondents shall provide unit pricing, including:
a. Standard residential install (base rate per job).
b. Failed/return visit rate (base rate per job).
c. Multi-dwelling unit (MDU) install pricing (optional).
d. After-hours or expedited install rate (optional).
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e. Weekend rate compared to base rate (optional).
f. Commercial install rate (base rate per hour).
g. Additional wiring provided by the contractor - Cat-6 (per foot).
h. Additional wiring provided by the contractor - single strand fiber (per foot).
The City reserves the right to:
a. Award to multiple vendors.
b. Allocate work based on performance and availability.
(j) 9 - Performance Management
The City will monitor:
a. Install completion times.
b. First-time completion rate.
c. Customer satisfaction.
d. Adherence to scheduling commitments.
Underperformance may result in:
a. Reduced work allocation.
b. Corrective action requirements.
c. Contract termination.
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