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REQUEST FOR PROPOSAL (RFP) Fiber Install Between Quaw and City Hall Design, Installation, and Testing of a Fiber Optic Cable (WO IT 25-01) CITY OF BELGRADE 91 E Central Ave Belgrade, MT 9/22/2025 ---PAGE BREAK--- Page 2 of 22 NOTICE IS HEREBY given that the City of Belgrade, Montana, (hereafter “City”) is seeking proposals from firms to provide Fiber Install Between Quaw and City Hall project (WO IT 25-01), located within the Belgrade, Montana city limits. Paper submissions (two official copies) with a USB drive with a digital version shall be delivered to the City Clerk on or before October 17th, 2025, by 3:00 pm MST. Proposals shall be provided in a sealed envelope clearly marked with the firm’s name and return address and addressed to Fiber Install Between Quaw and City Hall c/o City Clerk at PO Box 810, Belgrade, MT 59714. Proposals may also be hand-delivered to the Belgrade City Hall at 91 E Central Ave. Office hours for City Hall are from 8:00 am to 5:00 pm, Monday through Friday. It is the sole responsibility of the proposing party to ensure that proposals are received prior to the closing date and time, as late submittals will not be accepted and will be returned unopened. Any administrative questions regarding proposal procedures should be directed to Camille Gregory, City Clerk at (406) 388-3559 or [EMAIL REDACTED]. Questions relating to the RFQ or selection process should be directed to Justin Clevidence, IT Manager at [PHONE REDACTED] or [EMAIL REDACTED]. DATED September 25, 2025.Camille Gregory City Clerk City of Belgrade 1st Publication: Belgrade News, 9/25 2nd Publication: Bozeman Daily Chronicle, 10/2 ---PAGE BREAK--- Page 3 of 22 I. PROJECT OVERVIEW The City of Belgrade is requesting quotations from qualified vendors for the design, installation, and testing of a fiber optic cable link between two buildings located at: • Building A: City Hall (91 E Central Ave, Belgrade, MT 59714) • Building B: The Old Quaw School (91 W Southview Ave, Belgrade, MT 59714) The goal is to establish a reliable, high-speed fiber optic link to support data, voice, and network services between the two sites. That can carry a minimum of 40gb link. II. SCOPE OF WORK The scope of work includes, but is not limited to: • Site survey and assessment • Engineering and design of the fiber route (underground) • Permitting and coordination with local authorities/utilities if required • Requires design review • Supply and installation of fiber optic cable (minimum 24-strand singlemode OS2) • Supply and install 2-inch Conduit for the fiber to run in underground. • Fiber termination and testing at both ends (certified test results required) • Installation of appropriate enclosures and patch panels at both buildings with each end having two boxes of 6 pairs. For a total of 4 boxes with locking capabilities. • Installation of handholes at appropriate location with one Infront of the Heck school as shown on the fiber line map. • Installation of the Fiber into the Old Quaw School building through the cinderblock wall. • Locating wire • Fiber labeling and documentation • Warranty and maintenance options • As built documentation when completed ---PAGE BREAK--- Page 4 of 22 III. SITE DETAILS • Approximate distance of fiber run: 1600ft • Path: underground • Entry point into buildings: City Hall has preexisting fiber running into the building and can have the fiber pulled along side it from the City Hall handholes to the server room. • The Old Quaw School requires a hole drilled through the building for the fiber to run. • Heck elementary is the building across N Broadway it is also City owned and used for reference. • The 106 North Broadway building is a school district building that is referred to as the old library. IV. REQUIREMENTS • Fiber type: Singlemode 24-strand OS2 minimum • Termination: LC connectors on patch panels • Testing: OTDR and light source/power meter testing for all strands • Compliance: Must meet applicable standards • Warranty: Minimum 1 year on installation and materials V. SCHEDULE Milestone Date RFQ Publication September 22nd, 2025 Site Walk (Optional) October 3, 2025, at 9am MST City Hall. Deadline for Questions October 13th, 2025 RFQ Submission Deadline October 17th, 2025, by 3:00 pm MST ---PAGE BREAK--- Page 5 of 22 Milestone Date Vendor Selection October 31st, 2025 Project Start June 1st, 2026 VI. VENDOR QUALIFICATIONS Vendors must demonstrate: • Experience with similar fiber installation projects • Licensed and insured for work in City of Belgrade • Ability to complete project within required time frame • References for at least 3 comparable projects within the last 3 years VII. PROPOSAL SUBMISSION REQUIREMENTS Quotations must include: • Detailed cost breakdown (labor, materials, permits, etc.) • Project timeline with milestones • Assumptions and exclusions • Warranty terms • Proof of insurance and relevant certifications VIII. SELECTION CRITERIA Quotations will be evaluated based on: • Cover Sheet containing: Firm name, contact name, physical and email addresses. (Pass/Fail) • Total cost (50%) • The reputation of the vendor and of the vendor's goods or services (10%) • Project timeline (10%) • The quality of the vendor’s goods or services (10%) ---PAGE BREAK--- Page 6 of 22 • Compliance with technical specifications (10%) • Vendor’s past relationship with the City of Belgrade (10%) IX. FORM OF AGREEMENT The final form of the contract shall be negotiated upon notice of award. The City will accept a standard contract from the awardee, but reserves the right to request modifications as necessary. X. CITY RESERVATION OF RIGHTS All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review. A submission in response to the RFP confers no rights upon any respondents and shall not oblige the City in any manner whatsoever. The City reserves the right to make no awards and to solicit additional RFPs at a later date. This RFP may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFP, all respondents who submitted will be notified in writing. The City reserves the right to accept or reject any and all submissions; to add or delete items and/or quantities; to amend the RFP; to waive any minor irregularities, informalities, or failure to conform to the RFP; to extend the deadline for submitting proposals; to postpone award for up to 60-days; to award one or more contracts, by item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards are determined by the City to be in the public interest. The City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City. The City reserves the right to determine the best qualified respondents and negotiate a final scope of service and cost, negotiate a contract with other respondents if an agreement cannot be reached with the first selected respondents, or reject all proposals. The successful respondents will be required to enter into a contract with the City which will incorporate the respondents' scope of service and work schedule as part of the agreement. This RFP does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by respondents in responding to this request for qualifications or request for interviews, additional data, or other information with respect to the selection process, prior to the ---PAGE BREAK--- Page 7 of 22 issuance of an agreement, contract, or purchase order. The respondents, by submitting a response to this RFP, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. This procurement is governed by the laws of the City and State of Montana and the venue for all legal proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform services under this RFP, all Submitters agree to be bound by the laws of the City and State of Montana, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. This project is subject to the availability of funds. XI. MISCELLANEOUS Non-Discrimination - The City of Belgrade is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFP on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity, or disability is prohibited. The prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing that it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual orientation, gender identity, or disability, and which also recognizes the eventual contract will contain a provision prohibiting discrimination as described above and that this prohibition on discrimination shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Disadvantaged Business Enterprise - Pursuant to US Department of Transportation policy and 49 CFR Part 23, the City of Belgrade supports the participation of DBE/MBE businesses in the performance of contracts financed with federal funds under this RFQ. Consultants shall conduct and document good faith efforts to involve DBE/MBE businesses in this project. If the Consultant is a DBE/MBE, a statement indicating that the business is certified DBE/MBE in Montana shall be included within the proposal. If the Consultant intends to utilize a DBE/MBE to complete a portion of this work, a statement of the Subconsultant’s certification shall be included. The percent of the total proposed cost to be completed by the DBE/MBE shall be shown within the proposal. Respondents should substantiate (within proposal) efforts made to include DBE/MBE businesses. Efforts to Reduce Barriers to Opportunity - The City of Belgrade adheres to all ---PAGE BREAK--- Page 8 of 22 federal requirements relating to current Davis Bacon regulations and the Civil Rights Act through its personnel and procurement policies. The City takes proactive steps to engage all community members in public planning, support non-vehicular modes of travel through shared use trail development and retain local jobs to support social equity and reduce barriers to opportunity for those in underserved portions of the community. Efforts to Support Good-Paying Jobs and Strong Labor Standards - The City of Belgrade’s hiring process incorporates the Montana Veteran’s Public Employment Preference Act and the Montana Disability in Employment Preference Act. These acts allow eligible applicants to request a hiring preference when applying to City jobs. The City has also adopted a robust non-discrimination policy that promotes an equal employment opportunity and strictly prohibits discriminatory practices during the hiring process and while employed at the City. No Oral Agreements - No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. No Partnership/Business Organization - Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. Employment Restriction and Indemnity - No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation, other benefits, and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. Procurement - When discrepancies occur between words and figures in this solicitation, the words shall govern. No responsibility shall be attached to a City employee for the premature opening of an RFQ not properly addressed and identified in accordance with these documents. ---PAGE BREAK--- Page 9 of 22 Governing Law - This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. XII. ATTACHMENTS The following exhibits are incorporated in this RFP: 1. Deviation Compliance Form.docx XIII. ADDITIONAL NOTES • Vendors may be invited for interviews or clarification meetings. XIV. PHOTOS AND MAPS ---PAGE BREAK--- Page 10 of 22 ---PAGE BREAK--- Page 11 of 22 Handhole at City Hall where fiber from the Library (205 East Main) runs into City Hall. ---PAGE BREAK--- Page 12 of 22 Photo looking from City Hall down the alley that the fiber will run under the parking lot. ---PAGE BREAK--- Page 13 of 22 Photo looking down the alley towards Heck (northeast) with the old library (106 North Broadway) to the left. ---PAGE BREAK--- Page 14 of 22 Photo halfway down the alley towards Heck (northeast) with the next street being E Park Ave. ---PAGE BREAK--- Page 15 of 22 Photo looking over E Park Ave down the alley between E Park Ave and E Southview Ave (northeast). ---PAGE BREAK--- Page 16 of 22 Photo Past E Park Ave looking down the alley towards Heck (northeast). This alley is between E Park Ave and E Southview Ave. ---PAGE BREAK--- Page 17 of 22 Photo halfway down the alley between E Park Ave and E Southview Ave looking towards Heck (northeast). ---PAGE BREAK--- Page 18 of 22 Photo at the end of the alley looking towards the old Quaw school with the corner of Heck on the right side of the photo. Looking North. ---PAGE BREAK--- Page 19 of 22 Photo of the old Quaw School on the left and Heck on the right. Looking northeast down N Broadway. ---PAGE BREAK--- Page 20 of 22 Photo Looking across N Broadway from the front door of heck towards the old Quaw school (northwest). ---PAGE BREAK--- Page 21 of 22 Photo of northeast side of Old Quaw school. ---PAGE BREAK--- Page 22 of 22 Old Quaw building fiber entry point. (northeast side)