2nd Addendum 73-RFPIT0017.pdf

WESTERN CAROLINA UNIVERSITY

IMPORTANT BID ADDENDUM

Date: 07/30/26

FAILURE TO RETURN THIS BID ADDENDUM IN ACCORDANCE WITH INSTRUCTIONS MAY

SUBJECT YOUR BID TO REJECTION ON THE AFFECTED ITEM(S).

Bid Number: 73-RFPIT0017 Commodity: WCP Utility Asset Inventory Support Project Addendum Number: 2 Opening Date/Time: 08/20/26 @ 2pm ET Agent: Brent Russ

INSTRUCTIONS:

1. The following are answers to questions received about the bid:

Reference: Section 2.4, Pages 6-7 Question: Can WCP provide a map or boundary of the service territory?

Answer: Yes. A service territory map is included in the download package. While the map is dated, it is considered reasonably representative of the overall size and extent of the WCP electrical system.

Reference: Section 5.5, Pages 19-20 Question: Can WCP provide approximate quantities of utility assets to be inventoried (poles, transformers, primary/secondary line mileage, meters, etc.)?

Answer: Yes. The information included in the download package represents the best asset information currently available to WCP. Vendors should use this information for general reference only.

Reference: Section 5.5, Pages 19-20 Question: Does WCP currently have any existing ArcGIS environment (Enterprise or AGOL), or will the selected vendor be responsible for establishing the GIS environment from the ground up?

Answer: WCU currently maintains an ArcGIS environment for other University applications. The selected vendor will integrate the project deliverables into the University's existing ArcGIS platform in accordance with the requirements of the RFP.

Reference: Section 5.5, Page 20 Question: Does WCP have a preferred mobile platform (Field Maps, Survey123, custom application, etc.), or is the vendor expected to recommend an appropriate solution?

Answer: WCP has not identified a preferred mobile data collection platform. Vendors are expected to recommend an appropriate solution that best meets the project requirements. Vendors need to understand that large parts of the WCP System do not have cellular coverage.

Reference: Section 5.5, Page 20 Question: Are there specific operational dashboards or reporting requirements already identified, or is the vendor expected to develop recommendations as part of the project?

Answer: WCP has not identified specific dashboard or reporting requirements. Vendors are expected to recommend appropriate operational dashboards and reporting capabilities as part of their proposed solution.

Reference: Section 5.9, Page 21 Question: Is there an expected level of accuracy for the asset inventory? Is operational grade GPS acceptable or is there an expectation for sub-meter GNSS accuracy?

Answer: WCP has not specified a required GPS or GNSS accuracy for this project. The objective is to develop a complete and operational utility asset inventory suitable for use within the University's GIS. Offerors should propose the data collection methods they believe are appropriate to meet the project objectives.

Reference: Section 1.1, Page 5 Question: Can WCP clarify its expectations for post-implementation support, including anticipated duration and level of effort?

Answer: WCP expects the successful Offeror to provide reasonable post-implementation support necessary to address deliverable acceptance issues and correct deficiencies identified during the warranty period. Offerors should describe any additional support services they recommend, including duration, scope, and associated costs, if applicable.

Reference: RFP Sections 2.4, 4.1, and 5.5, Pages 7, 12, and 19–20 (Pricing Baseline and Inventory Overlap) Question: For fixed-price purposes, may vendors treat the 2,016 rows in the four circuit workbooks and the four CKT-A through CKT-D source drawings as the complete proposal inventory baseline? Is the July 29, 2015 summary of 2,111 resale poles historical information that overlaps this inventory rather than an additional asset population?

Answer: The four circuit workbooks, associated CKT-A through CKT-D drawings, and the July 29, 2015, pole summary are provided as historical operational reference information only. WCU/WCP does not represent that these materials constitute a complete, current, or authoritative inventory of utility assets.

Vendors should expect that the various historical records may contain overlapping information, omissions, inconsistencies, or assets that have been added, removed, replaced, or modified since the records were created.

Accordingly, WCU/WCP is not establishing a fixed asset count for proposal purposes.

Proposals should be based on the scope of work described in the RFP and the vendor's professional judgment regarding the effort required to develop a complete operational utility asset inventory. Existing records are intended to assist vendors in understanding the system and planning their approach but should not be interpreted as representing the final quantity or condition of assets to be inventoried.

Reference: RFP Sections 2.4 and 5.5, Pages 7 and 19; Attachment I, Sections 1.1–1.2, Pages 27–28 (AMI Coordinates and Field-Visit Scope) Question: The two protected-data emails received by GDRS did not include the AMI coordinate export or sample GIS data identified in Section 2.4. Please provide these files and confirm whether meter-association and service-location work should be based on the supplied coordinates, with field verification of exceptions, or whether a separate field visit is required for every meter, service location, and service drop.

Please also identify any asset classes requiring separate field visits beyond the assets encountered during the pole inventory.

Answer: The AMI coordinate export and sample GIS data referenced in Section 2.4 will not be distributed during the solicitation. This data contains sensitive utility infrastructure and customer-related information and will be provided to the successful vendor following contract award, as necessary to support project implementation.

As described in the RFP, the successful vendor will be responsible for developing a complete operational utility asset inventory. WCU/WCP anticipates that the awarded vendor will perform field visits to utility poles to collect the detailed asset information required by the project, document associated utility infrastructure, and develop the operational network necessary to support the GIS. The successful vendor will also be responsible for associating customer meters with the transformers that serve them using the AMI coordinate information provided after contract award, together with field observations and the vendor's proposed methodology.

WCU/WCP has not identified any asset classes that require separate, independent field visits beyond those necessary to complete the scope of work. Vendors are responsible for proposing the methodology they believe is appropriate to develop a complete operational utility asset inventory, including establishing the required connectivity and asset associations necessary to support the operational GIS. The need for field verification of individual meters, service locations, service drops, underground assets, or other utility infrastructure shall be determined by the vendor's proposed technical approach and the information necessary to produce the required deliverables.

Reference: RFP Sections 5.5 and 5.9, Pages 19–21; Section 6.5, Page 23; Attachment A, Page 25 (ArcGIS Environment, Licensing, and Hosting) Question: Please identify WCP’s target ArcGIS deployment—ArcGIS Online or ArcGIS Enterprise, including the applicable version—and confirm which organizational accounts, user types, Field Maps access, publishing privileges, and hosting resources WCP will provide.

Should vendor pricing include any new WCP Esri subscriptions or licenses?

Answer: Western Carolina University currently maintains an Esri GIS environment that supports multiple campus operations. The successful vendor will coordinate with WCU/WCP regarding the appropriate deployment environment, user access, publishing permissions, hosting resources, and other technical requirements necessary to complete the project.

Vendors should not include the cost of new Esri organizational subscriptions, ArcGIS Online organizational accounts, or enterprise licensing for WCU as part of their base proposal unless their proposed solution requires additional licensing beyond WCU's existing Esri environment. Any such assumptions or optional licensing requirements should be clearly identified in the proposal.

The successful vendor will be expected to develop project deliverables that are compatible with WCU's existing Esri environment, and the requirements identified in the RFP, including support for ArcGIS-based utility asset management and Tantalus Analytics integration.

Reference: RFP Section 4.1, Page 12; Section 5.7, Pages 20–21 (WCP Field Support) Question: For fixed-price planning, what availability of WCP-qualified electrical personnel and access coordination should vendors assume—for example, scheduled support during the pilot and for exception resolution, or continuous field accompaniment?

Answer: WCU/WCP anticipates providing a qualified WCP Lineworker to support the project throughout field data collection activities. The Lineworker's role will be to assist with system knowledge, access coordination, asset identification, and operational guidance, as appropriate.

Vendors should assume that WCP will make reasonable efforts to provide this support throughout the duration of the field inventory. Field support will generally be available during WCP's normal working hours from Monday through Friday, 7:00 a.m. to 3:30 p.m. Weekend support and work outside of normal business hours should not be assumed unless specifically approved in advance by WCU/WCP.

WCP's electric system operations remain the highest priority. The assigned Lineworker may be temporarily unavailable due to emergency response, major outages, safety concerns, or other operational requirements.

WCU/WCP will coordinate with the successful vendor to minimize any disruption to the project schedule. Vendors should incorporate this anticipated level of WCP support into their proposed technical approach and pricing.

Reference: RFP Section 1.1, Page 5; Section 2.7(D) and (F), Page 8; Attachment A, Page 25 (Post-Implementation Support) Question: Does WCP require a minimum post-implementation support period to be included in the base project price, or may vendors define an included stabilization and support period and separately price optional annual support?

Answer: WCU/WCP has not established a minimum required post-implementation support period to be included in the base project price. Because the level and duration of post-implementation support may vary depending on the vendor's proposed solution, methodology, and implementation approach, vendors should clearly identify any stabilization, warranty, training, or post-implementation support included with their base proposal.

Vendors are also encouraged to separately identify and price optional ongoing support, maintenance, and other post-implementation services that may be available after project completion. WCU/WCP will evaluate the proposed support approach, included support period, and any optional post-implementation services as part of the overall value of each proposal.

Reference: Section 2.7 requests at least three relevant project references.

Question: If a small business or newly established company does not yet have three company references but has personnel with relevant experience on similar projects completed prior to joining the company, may those individual project experiences be submitted in lieu of company references?

Additionally, if fewer than three company references are available, will the proposal still be considered responsive and eligible for evaluation?

Answer: The University recognizes that some proposers may be newly established companies or small businesses.

If a proposer does not have three company references, relevant project experience performed by key personnel prior to joining the company may be submitted, provided the proposal clearly identifies the individual's role, the employer for whom the work was performed, and the relevance of the project to the scope of this RFP.

A proposal with fewer than three company references will not automatically be deemed non-responsive solely for that reason. However, proposers are encouraged to provide as many relevant references as are available.

Proposals will be evaluated in accordance with the evaluation criteria published in the RFP. In particular, the University will consider demonstrated relevant utility asset inventory experience, operational understanding of electric utility systems, the proposed technical approach, project schedule, training and support capabilities, compatibility with WCU/WCP operational goals, and overall value. The qualifications and experience of both the proposing firm and the proposed key personnel will be considered as part of this evaluation. A proposer's inability to demonstrate sufficient relevant experience or capability to successfully perform the work described in this RFP may adversely affect its evaluation.

Question: Can WCP provide insight into why no selection was made under the original RFP? This information would help proposers better understand any changes needed to ensure their submissions align with WCP's evaluation criteria, expectations, and budget considerations.

Answer: The original RFP was canceled and reissued before the procurement process was completed. The decision was unrelated to the evaluation of proposals or available project funding. The current RFP has been revised to provide additional clarification regarding the project's scope and objectives. Proposers should base their submissions solely on the requirements, scope of work, and evaluation criteria contained in the current RFP.

Question: Can WCP provide the evaluation scores and any associated feedback from the previous submission process?

Answer: No. The previous procurement was canceled prior to award, and WCP will not be releasing evaluation scores, rankings, or proposer-specific feedback from that process. The current solicitation constitutes a new procurement. All proposals submitted in response to this RFP will be evaluated solely in accordance with the evaluation criteria identified in the current solicitation.

Question: It appears the scope of work has been condensed compared to the previous RFP. For the pole inventory and operational asset information, can WCP provide a list of the assets and associated attributes that are expected to be collected during the field data collection effort?

Answer: The RFP intentionally defines the required asset inventory at a functional level rather than prescribing a specific attribute schema. At a minimum, proposers should assume field collection of the operational utility assets identified in the Scope of Work, along with the attributes necessary to uniquely identify each asset, document its operational characteristics, and support its management within WCP's GIS. The successful proposer will work with WCP during project initiation to finalize the geodatabase schema and attribute structure as part of the project deliverables. Proposers should base their approach on industry’s best practices for electric utility asset inventories and the requirements contained in the RFP.

Question: What meter association information is WCP expecting to capture as part of this project?

Answer: The purpose of meter association is to establish the relationship between field assets and the electric distribution system. At a minimum, WCP expects sufficient information to associate each meter with the serving transformer and related distribution facilities where applicable. This information will support WCP's GIS and provide the asset relationships necessary to leverage the analytics capabilities of WCP's Tantalus Advanced Metering Infrastructure (AMI) system, including transformer loading, phase-level analysis, outage management, and other operational decision-support tools. The project is not intended to configure, implement, or integrate the Tantalus system itself, nor is it intended to collect or validate customer account, billing, or other customer-specific information beyond what is necessary to establish the operational asset relationships within the GIS. Proposers should describe their recommended approach for capturing these associations as part of their proposed methodology.

Question: Can WCP provide additional details regarding the dashboard and reporting capabilities they expect to access as part of this project?

Answer: WCP's primary objective is to establish a complete and accurate GIS asset inventory to support utility operations. The requested dashboards and reporting capabilities are intended to provide operational visibility into the utility's assets rather than serve as a standalone business intelligence platform. At a minimum, WCP expects the completed GIS to support standard reporting and visualization of utility assets, including asset inventories, equipment counts, asset condition, inspection and maintenance planning, circuit composition, and other operational metrics. Proposers are encouraged to describe any additional standard dashboards or reporting capabilities available within their proposed GIS solution that would enhance WCP's operational awareness and asset management.

Question: Will WCP personnel who are familiar with the electric distribution system be available during standard business hours (Monday through Friday, 40 hours per week) for project support and coordination?

Answer: WCP personnel will generally be available during normal business hours (Monday through Friday, approximately 7:00 a.m. to 3:30 p.m.) to provide reasonable project coordination and support. The WCP General Manager will serve as the primary point of contact for the project. Field assistance will be provided by WCP line personnel as needed to facilitate access, answer operational questions, and support field activities. Vendors should recognize that WCP personnel have primary responsibilities for operating and maintaining the electric distribution system. During outages, emergencies, or other operational priorities, personnel may be temporarily unavailable or reassigned until normal operations are restored.

Question: Would WCU consider the use of an automated CAD/PDF-to-GIS digitization solution to convert legacy CAD drawings and historical utility records into source-linked ArcGIS layers that conform to WCP's approved schema? Would you have 20 minutes before the August 20 opening to see whether that production support could fit the RFP scope?

Answer: WCP is not interested in digitizing the legacy CAD drawings or historical utility records as part of this project. As stated in the RFP, those materials are being provided for reference only. The project is to develop a new, field-verified GIS inventory and ArcGIS database. To ensure a fair procurement process, WCU is not scheduling any meetings with proposers prior to the proposal opening. Any questions regarding the RFP should be submitted through the formal question-and-answer process identified in the solicitation.

2. Check ONLY one of the following categories and return one properly executed copy of this addendum prior to bid opening time and date.

Bid has already been mailed. Changes resulting from this addendum are as follows:

Bid has already been mailed. NO CHANGES resulted from this addendum.

Bid has NOT been mailed and ANY CHANGES resulting from this addendum are included in our bid.

Execute Addendum:

BIDDER: __________________________________________________________

ADDRESS (CITY & STATE): _________________________________________

AUTHORIZED SIGNATURE: ________________________DATE: ___________

NAME and TITLE : _____________________________________________

SUBMITTED TO THE BONFIRE PORTAL

BID NO.___________________________

WESTERN CAROLINA UNIVERSITY

IT DEPARTMENT

69 EAST UNIVERSITY WAY

CORDELIA CAMP 106B

CULLOWHEE, NC 28723