Addendum Three - Cloud Migration & ArcGis Utility Network Implementation.pdf

May 1, 2026

ADDENDUM NO.: THREE

TO ALL OFFERORS:

REFERENCE:

RFP No: 2026002-IT-P Dated: April 16, 2026

Commodity: Cloud Migration and ArcGIS Utility Network Implementation RFP Closing On: May 11, 2026 at 5:00pm Eastern

1) Please note the clarifications and/or changes made to this solicitation:

a. What specific clock time and time zone apply to the May 11, 2026 proposal deadline?

5:00pm Eastern on 5/11/2026

b. Does electronic submission via eVA fully satisfy the requirement for one original and eight copies?

Electronic submission via eVA satisfies the requirement for the digital portion but the physical copies still need to be delivered.

c. Could ACSA clarify whether “CISA” in Addendum 2 refers to CIS Benchmarks, CISA Cybersecurity Performance Goals, or another framework?

CIS Benchmarks

d. Does ACSA's water utility status trigger any sector-specific cybersecurity reporting requirements under EPA or CISA mandates?

Not related to this project

e. Does the BillMaster integration retirement schedule fall within or outside this contract's scope of work?

The BillMaster replacement by SpryPoint will impact this contract’s scope of work, as the work will be concurrent. Collaboration and integration with SpryPoint will be necessary. Collaboration and integration with BillMaster may be necessary depending on timing.

f. Are Microsoft Access front-end linked tables ACSA staff responsibility or proposer responsibility for reconnection?

The proposer will be expected to assist ACSA staff with connecting to the new data source

g. Does Linko CTS database migration follow the same scope as ArcGIS and Cityworks databases?

This work entails migrating the database to Azure and then reconnecting the software with the database

h. Are existing ArcGIS Pro projects, web maps, and dashboards in scope for proposer reconfiguration or ACSA staff?

ACSA staff will reconfigure existing Pro projects, web maps and apps.

Guidance from the proposer may be necessary.

i. Are there existing custom ArcGIS widgets, Web AppBuilder applications, or Experience Builder apps requiring migration?

There are no custom widgets or Web AppBuilder applications. There are Experience Builder apps, but they are on ArcGIS Online and no assistance is anticipated to be necessary.

j. What identity provider currently issues the SAML assertions for ArcGIS Enterprise authentication?

Microsoft

k. What is ACSA's current internet bandwidth at headquarters for the initial data transfer to Azure?

10 GB

l. Is zero-downtime cutover required for SQL Server, or is a defined maintenance window acceptable?

A defined maintenance window is acceptable

m. Are after-hours and weekend cutover windows authorized, and are overtime rates expected to apply?

After-hours and weekend cutover windows are authorized. Overtime rates do not apply.

n. What is ACSA's target turnaround time for approving deliverables, design documents, and change requests?

This will be open to discussion with the selected proposal

o. Will ACSA designate a single project sponsor and a dedicated technical lead per workstream?

Yes

p. Will oral presentations be required or expected as part of the competitive negotiation discussions?

If a shortlist is created, presentations may be required of those vendors. This decision has not yet been determined.

q. For the comprehensive services criterion, are subcontractor capabilities weighted equally to in-house prime capabilities?

Yes

r. Must all subcontractors be identified and committed at proposal stage, or may they be added post-award?

Yes

s. What minimum percentage allocation is expected from named key personnel during their active workstream?

This will be open to discussion with the selected proposal

t. Are background checks, drug testing, or U.S. citizenship required for any project staff roles?

No

u. Should Azure consumption and licensing pass-through costs be presented separately from professional services fees?

Yes

v. Should travel, lodging, and expenses be quoted as a separate not-to-exceed allowance or included in fixed fees?

Yes

w. Is the 25% or $50,000 contract increase cap in Section VIII.L applicable to time-and-materials line items?

Yes

x. Will ACSA accept a mutual limitation of liability provision capped at total contract value?

Yes

y. Does Section VIII.AA's deliverable ownership assignment extend to proposer's pre-existing methodologies, templates, and tools?

No. The proposer’s pre-existing methodologies, templates, and tools will not become the property of the ACSA.

z. Will ACSA execute a mutual non-disclosure agreement with shortlisted offerors prior to discovery sessions?

Yes

aa. Are pass-through vendor terms for cloud, SaaS, or third-party software subject to Section VIII.O conflict resolution?

Yes

bb. What are the primary business drivers for issuing this RFP?

Moving to cloud. Upgrading and enhancing systems.

cc. Can we please have details regarding the IT/System landscape at ACSA?

Additional details not covered in the RFP and its addendums can be divulged during discovery with the selected proposer

dd. Can you please share the current support team structure for IT support at

ACSA?

This can be covered during discovery with the selected proposer

ee. Are all the resources required to work onsite? Or remote work is an option?

Remote work is anticipated

ff. Is ACSA good with offshore resources providing support?

This is allowed

gg. Can you please share the Current and To-be landscape details?

This can be covered during discovery with the selected proposer

hh. Please share details regarding customizations and interfaces.

This can be covered during discovery with the selected proposer

ii. Are systems currently hosted on-premise or on Cloud?

On-premises

jj. Does ACSA plan to select a single vendor or multiple vendors for this RFP?

Both are acceptable

kk. Is this a new RFP or there are any incumbents?

This is a new RFP

ll. If there are incumbents can we have the names and if possible a copy of their past contract with ACSA?

N/A

mm. What factors are driving ACSA to evaluate another provider instead of the incumbent provider for these services?

N/A

nn. Our company is certified as an MBE NSMDC. Are we good to suffice requirements for DBE/MBE/WBE/SBE/VBE etc. if any?

Yes

oo. Does ACSA give preference to local vendors?

No

pp. Is there any minimum requirement for DBE/MBE/WBE/SBE/VBE etc.?

(change as per RFP) No

qq. Do we need to submit detailed resumes or just profile summary for identified resources?

Profile summary is acceptable

rr. Do we need to give identified key resources or sample profiles are okay?

Sample profiles are not acceptable

ss. Any major projects planned in coming years which vendors should be aware of?

Unknown

tt. What kind of business license is ACSA looking for within the state of Virginia?

It would be great if you can please provide the details.

A foreign corporation, limited liability company, business trust, limited partnership or limited liability partnership may not transact business in Virginia until it obtains a certificate of authority or certificate of registration from the State Corporation Commission. Certain limited business activities are excluded from the definition of "transacting business.” Please contact the Virginia State Corporation Commission.

https://www.scc.virginia.gov/businesses/business-faqs/foreign-business-entities/

uu. What is the budget allocated to this project?

This is not provided

vv. Will ACSA extend the proposal submission deadline?

No

ww. What are your top 3 success outcomes for this project (performance, cost, modernization, user experience)?

This is not explicitly determined

xx. What are the biggest current pain points you want solved?

Ensuring systems are kept up-to-date and software/services are available

yy. Any critical constraints we should consider (downtime windows, compliance, budget limits)?

No

zz. Can you share current performance benchmarks for ArcGIS and SQL?

This can be covered during discovery with the selected proposer aaa. Do you have any preferred Azure architecture or services (e.g., SQL MI vs VM)?

This can be covered during discovery with the selected proposer bbb. What are your expectations for cost optimization vs performance balance?

This can be covered during discovery with the selected proposer ccc. What are the key use cases and business workflows for Utility Network (tracing, reporting, etc.)?

Tracing and quality control are key use cases for the Utility Network https://www.scc.virginia.gov/businesses/business-faqs/foreign-business-entities/ ddd. Are there any remaining data gaps or readiness concerns?

There are likely some data issues which will need to be rectified during implementation. It is believed that the great majority have already been resolved.

eee. Can you confirm all key integrations and their priority (Cityworks, GraniteNet, CIS, Granicus)?

The integrations involve ArcGIS, Cityworks, CIS, GraniteNet, Granicus and go in that order of descending priority fff. Which integrations are mission-critical vs flexible during migration?

All integrations are mission-critical ggg. What are the most critical databases and dependencies (SSIS, Access, reporting)?

GIS and Cityworks are the most critical databases for the SQL Server migration hhh. What level of downtime or migration approach is acceptable?

One business day at most

iii. Should we aim for exact feature parity or are you open to process improvements/modernization?

We are open to process improvements and/or modernization jjj. Any specific security requirements (MFA policies, Zero Trust, audit/compliance needs)?

MFA; meet CISA benchmarks kkk. How is access and privileged control currently managed?

This can be covered during discovery with the selected proposer lll. What are your RTO/RPO expectations and uptime targets?

This can be covered during discovery with the selected proposer mmm. How many GIS users/editors today and expected growth?

There are approximately 15 GIS editors today and that number is not expected to increase greatly. Nearly the entire organization uses the GIS in some capacity, so around 80 users.

nnn. What is your expected timeline and preferred execution approach (phased, agile)?

Execution approach is flexible; timeline is to take fewer than two years.

ooo. What would make a proposal stand out during evaluation?

That is up to the individual scorers ppp. Is the vendor required to submit Attachment B if we are a foreign business (incorporated in any other state than Virginia)? If we are foreign out of state business, what legal counsel document we need to submit?

A foreign corporation, limited liability company, business trust, limited partnership or limited liability partnership may not transact business in Virginia until it obtains a certificate of authority or certificate of registration from the State Corporation Commission. Certain limited business activities are excluded from the definition of "transacting business.” Please contact the Virginia State Corporation https://www.scc.virginia.gov/businesses/business-faqs/foreign-business-entities/ qqq. Will ACSA evaluate the combined qualifications, certifications, and project experience of the prime offeror and its named subcontractors/teaming partners, or must the prime independently hold the core experience?

The proposal will be evaluated as a whole rrr. May key roles such as Azure architect, ArcGIS Enterprise lead, ArcGIS Utility Network lead, SQL migration lead, and Trimble Unity lead be filled by subcontractor personnel, provided they are specifically named and committed in the proposal?

Yes sss. Should the cost proposal include only professional services, or also Azure consumption, ArcGIS/Esri items, Trimble Unity subscriptions, virtual desktop licensing, third-party tools, and any reseller-supplied software/support?

Yes ttt. Will ACSA procure Azure, Esri, and Trimble items directly, or may the proposer resell / supply those components as part of the solution?

The ACSA will purchase directly uuu. Will ACSA accept phased / milestone billing by work stream or deliverable, rather than payment only at final project completion?

Yes

vvv. Can ACSA provide the existing Utility Network feasibility/preparedness study, current architecture/network diagrams, inventory of databases, integrations, reports, file shares, and related interface details so proposers can scope accurately?

We believe sufficient information is presented in the RFP and addendums to scope this effort sufficiently; any further information will be gathered during discovery with the selected proposer www. Is the ArcGIS Enterprise upgrade from 11.1 to 11.5 or higher considered mandatory, preferred, or proposer-option?

Preferred

xxx. Does ACSA have a preferred sequencing between Trimble Unity migration and Utility Network implementation, or is either order acceptable if the proposer justifies it?

Whatever sequence is most reasonable yyy. Is the customer portal work intended as a mandatory base-scope implementation, or may proposers present it as an alternate / optional work stream depending on discovery findings?

It may be presented as optional. It is the hope of the ACSA that a viable alternative can be identified and implemented.

zzz. What level of onsite presence is expected for discovery, cut over, training, and hyper care?

Remote is preferred aaaa. What defines acceptance for each phase, and when does the 3-month post-go-live support period formally begin?

ACSA sign-off per phase will indicate acceptance, and will start the 3-month post-go-live support for that phase.

bbbb. Are offshore resources permitted for any portion of the work? If yes, for which activities: documentation, development, QA, configuration, monitoring, after-hours support, or other functions?

No cccc. If offshore resources are allowed, may they access production systems/data, or are they limited to non-production / masked data / documentation-only work?

N/A dddd. Could ACSA provide a high-level overview of the number of users and groups in scope for the Entra ID reconfiguration? This would help us accurately estimate the level of effort required for the Identity and Access Management workstream. (Note: we are aware from Addendum Two that Duo is configured via the AD Sync agent.)

This can be provided in depth to the selected proposer during discovery. The ACSA has approximately 80 employees.

eeee. Addendum Two confirms that Microsoft Defender is already included in ACSA's subscription. For Sophos endpoint protection, should the contractor (a) deploy Sophos agents directly on Azure VMs, (b) extend the existing on-premises Sophos deployment to cover Azure VMs, or (c) integrate with an Azure-native alternative? Clarification here will help us accurately scope the security integration workstream.

b, extend the existing on-prem deployment to cover Azure VMs ffff. What is the expected level of automation for migrating existing water and wastewater feature data into the Utility Network model? Specifically, should the contractor plan for one-time bulk migration scripts, ETL tooling, or primarily manual data migration assisted by ACSA staff?

It is up to the proposer to suggest the best approach

2) All other terms and conditions of the solicitation remain unchanged. Sealed proposals must be received in accordance with the solicitation requirements by May 11, 2026 at 5:00pm Eastern. Late proposals will not be considered.

3) A signed acknowledgement of this addendum (below) must be received by this office either prior to the proposal due date or attached to your proposal. Signature on this addendum does not constitute your signature on the original proposal document. The original proposal document must be signed also.

Sincerely, Justin Ray jray@serviceauthority.org

Name of Firm Signature/Title mailto:jray@serviceauthority.org

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