Fiber Network Provider

Project Title Fiber Network Provider Invitation # 2024-125 Bid Posting Date 01/15/2024 9:11 AM (MST) Project Stage Bidding Bid Due Date 03/19/2024 3:00 PM (MST) Response Format Electronic Project Type RFQual (Request for Qualification) Response Types Response File Type of Award Lump Sum Categories 96218 - Cable Construction, Installation And Maintenance (Fiber Optic, Communication, Computer, Etc.) License Requirements Department Purchasing Address 211 W. Aspen Ave. City Hall, 2nd Floor, Mngmt Srvs Flagstaff, Arizona 86004 County Coconino Bid Valid Liquidated Damages Estimated Bid Value Start/Delivery Date Project Duration Bid Bond Bid Bond 0.00% Payment Bond 0.00% Performance Bond 0.00% Pre-Bid Meeting Information Pre-Bid Meeting Yes - Not Mandatory Pre-Bid Meeting Date 01/29/2024 12:00 PM (MST) Pre-Bid Meeting Location Microsoft Teams meeting Join on your computer, mobile app. or room device. Meeting ID: 297 750 874 359 Passcode: ySprbb Or call in (audio only) +1

520-415-3558,,186792975# United States, Phoenix Phone Conference ID: 186 792 975# Online Q&A Online Q&A No Contact Information Contact Info Teddy Callan 928-213-2275 teddy.callan@flagstaffaz.gov Bids to Owner's Agent Description Scope of Services SCOPE OF WORK A. Connect City Facilities and Smart City Infrastructure The selected Contractor will design, construct, and install City conduit and fiber to all City facilities and Smart City infrastructure identified on the attached maps in order to help build out the City Network. Please refer to attached maps. The City is not requiring the selected Contractor to construct the exact routes identified by the City (see blue “Planning FiberLines” in attached maps), however deviating too far from the desired paths may result in a lower scoring or complete disqualification. Final routes will be mutually agreed upon. The Contractor will be expected to enter into the City’s standard form of Design Build construction contract (attached), although some terms may be negotiable. Upon final acceptance, City will own all conduit and fiber necessary to operate the “City Network” (per definition in the Project Overview). The selected Contractor will install the City conduit and fiber compatible with most common standard and connectors, specifications are flexible. 1. City Conduit Specifications Conduit installed for City will be minimum 3” in diameter. An ADOT #9 pull box is required at every intersection or street crossing. Please refer to Flagstaff City Code – 13-16-007-0002, Fiber-Optic Conduit for more information. 2. City Fiber Specifications The City fiber will consist of minimum 144 strand bundles and generally fit within MaxCell innerducts. B. Connect Community Government and Educational Facilities City will work with the selected Contractor to facilitate connections with Community Government and Educational Facilities. Any contract for installation of City conduit and fiber will be coordinated with these community partners to the extent feasible. C. Bring Better and Faster Internet Access to the Community 1. Fiber Service Buildout The selected Contractor will commit to building out a fiber/conduit network within the Flagstaff City limits and per the schedule as negotiated by the parties. The selected Contractor will provide a map of the areas served and the schedule for buildout. The Contractor is assumed to own all infrastructure associated with this “Community Network” (per definition in the Project Overview). 2. Internet Service In an “open access” model the applicant could partner with a separate Internet Service Provider to provide the actual home and business services. In this scenario, the fiber infrastructure would need to be available for the opportunity to be built to every household and business in the Flagstaff region. If the selected Contractor does not commit to offering internet services, it shall commit to offering its network to internet service providers for competitive use (not exclusive use to a single company). If the selected Contractor commits to offering internet service, it will offer minimum 1Gb speed to all Flagstaff residents and businesses located within Flagstaff City limits to be included as part of the negotiated contract. 3. Licensing and Fees for Use of Public Right-of-Way The selected Contractor will be required to enter into a License Agreement for use of the public right-of-way. The City may require payment of an annual license fee applicable to all other similarly situated fiber network providers for use of the public right-of-way. The City has not yet adopted such a fee. The City is willing to include a provision in its agreement with the selected Contractor allowing for waiving payment of license fees in consideration for in kind services of substantially equal value to support our objective of City-owned conduit and fiber. The City is reviewing other Arizona cities’ fee structures at this time. The selected Contractor will be responsible for paying standard permitting fees for work in the public rights-of-way are found in Flagstaff City Code, Title 13, Chapter 13-10 User Fees, Section 3-10-01-002. The City does not offer expedited review but is willing to work wi Other Details but is willing to work with the selected Contractor to streamline permitting to the extent feasible. The Arizona Department of Transportation (“ADOT”) owns and manages key roads that run through the City of Flagstaff: Highway 89A/Milton Road/E. Route 66, Highway 180. Interstate 40. Any network constructed within the ADOT public right-of-way will need to be permitted through ADOT. D. Consideration The City is offering funds for connection of City facilities and Smart City infrastructure, coupled with the exclusive right to use its Excess Capacity (as previously defined in the Project Overview) as further outlined below, as consideration for the overall agreement with the selected Contractor to meet City objectives. The City’s consideration (City funds and Excess Capacity to be provided to the selected Contractor) needs to be matched by or exceeded by the value that the selected Contractor provides to the City (construction of new segments of City Network and other direct community benefits). 1. City funds available to help pay for City conduit and fiber - $2 million 2. Co-Location, Exclusive Use and Infrastructure Management Should the Contractor desire to co-locate fiber infrastructure within the same conduit to reduce build costs, the selected Contractor will be able to request the right to exclusive use of City’s Excess Capacity, for up to 20 years, subject to the City having the ability to use its own minimum 144 strand fiber bundle and pursuant to a negotiated lease and/or co-location agreement. City may be willing to allow the selected Contractor to manage all City fiber where City and the selected Contractor have co-located within the same conduit. If the selected Contractor has an exclusive fiber management agreement, it will be required to offer splicing services at market rates or allow the City to contract with a fiber splicing company for those services. 3. Existing Excess Capacity (Lease) Pursuant to a negotiated lease and/or co-location agreement (see previous item #2 “Co-Location, Exclusive Use and Fiber Management”), the City is willing to offer use of its existing Excess Capacity for use in this project. Please see https://fiberplan.flagstaffaz.gov for a map of existing conduit infrastructure. 4. Existing Excess Capacity (Purchase/Exchange) The City also may be willing to exchange or grant some of its excess conduit(s), where more than one resides along a route, to the selected Contractor in consideration for construction of new segments of the City Network. 5. New Excess Capacity Should the Contractor desire to co-locate fiber within newly constructed conduit as part of this project, the selected Contractor may request exclusive use and management of Excess Capacity within newly constructed conduit (see previous item #2 “Co-Location, Exclusive Use and Fiber Management”). The City will own any such conduit with co-located fiber. 6. Planned City Conduit or Joint Trench Opportunity The City’s 5-Year Capital Improvement Plan (“CIP”) includes funding for conduit installations as part of planned capital improvement projects. Not all work will necessarily be completed as outlined in that plan. The City may be willing to allow the selected Contractor to use City’s Excess Capacity (see previous item #2 “Co-Location, Exclusive Use and Fiber Management”) pursuant to a negotiated lease and/or co-location agreement, so long as Contractor’s commercial use will not conflict with any grant funding restrictions, and subject to acquisition of necessary easement rights. In the alternative, if feasible, the City will offer the opportunity for overbuilding (allowing installation of commercial conduit in the same trench or infrastructure). 7. Items Supplied by the City The City of Flagstaff will cooperate in good faith with the selected Contractor to complete all the provisions of the negotiated contract. The City will provide opportunities for use of City property and right-of-way for fiber distribution boxes, Notes Special Notices Local Programs & Policies Place eBid