ESBD_521005_1781791722660_580-26-RFP-0015_Questions and Answers Addendum No. 1.pdf

Questions & Answers Addendum Solicitation No. 580-26-RFP-0015

REQUEST FOR QUALIFICATIONS NO. 580-26-RFP-0015

FOR

MAPPING AND LINE LOCATES FOR SMALL RURAL WATER UTILITIES

ADDENDUM NO. 1 – QUESTIONS AND ANSWERS

1. Question: Will TWDB provide a list or database of eligible rural water systems serving 1,100 or fewer customers, or is the Contractor expected to independently identify and solicit participating systems?

TWDB Response: The contractor is to solicit and generate a list of systems that fit the criteria of the proposal that they seek to service through this contract. TWDB will provide a list of potentially eligible systems in the form of a spreadsheet. Data requests to the contract manager from the Contractor will be accommodated.

Since the TWDB is not dictating the specific systems to receive this service, if any utilities elect to not participate, the TWDB expects the Contractor to shift those funds to another willing eligible system.

2. Question: After a Contractor submits a proposed list of eligible systems, does TWDB make the final determination regarding participating systems, or will Contractors be authorized to select systems within their awarded contract capacity and budget?

TWDB Response: Yes, TWDB will respond with an authorization to work with those selected systems.

3. Question: What water infrastructure is considered in-scope for this project? Should Contractors assume the scope includes only distribution mains, or does it also include service lines, meters, valves, hydrants, fittings, and other associated infrastructure?

TWDB Response: This scope of work includes distribution mains, service lines, meters, valves, hydrants, fittings, and other appurtenances associated with the transport of potable water to service connections.

4. Question: Does TWDB expect each individual customer service connection to be located and mapped as part of this project?

TWDB Response: Yes, as many as are feasible and allowable by willing property owners.

5. Question: What level of effort is expected when locating PVC, HDPE, or other non-metallic infrastructure where tracer wire is absent and conventional line locating methods may not be effective?

TWDB Response: Additional methods deemed reasonable by the contractor are allowed, such as Ground Penetrating Radar, potholing, and finally reliance on assumptions based upon on-the-ground conditions (e.g., presence of fire hydrants, maps of property easements).

6. Question: What horizontal and vertical accuracy standards are required for GPS data collection and final deliverables?

TWDB Response: A high accuracy GNSS using a RTK system or PPP with a 5-10 cm accuracy is expected for this service. As for the coordinate system or datum to use, TWDB will expect the contractor to use one that aligns with the system’s current maps, if applicable, otherwise, no specific one is required. The coordinate system and datum should be defined by each utility prior to beginning work so it can be seamlessly integrated into their mapping network.

7. Question: If attributes such as pipe material, diameter, depth, or condition are not available through existing records or field verification, how should those attributes be reported in the final deliverables?

TWDB Response: Those may be reported as unknown and requiring further investigation by the system in the future.

8. Question: When field-collected data conflicts with existing utility records, who has final authority to resolve discrepancies: the Contractor, the utility owner, or TWDB?

TWDB Response: The utility owner. This instance of disagreement may be included within the final report.

9. Question: Does TWDB have a required GIS schema, geodatabase structure, attribute standard, naming convention, coordinate system, or data model that Contractors must follow?

TWDB Response: TWDB will expect the contractor to use one that aligns with the system’s current maps, if applicable, otherwise, no specific one is required. The coordinate system and datum should be defined by each utility prior to beginning work so it can be seamlessly integrated into their mapping network.

10. Question: What quality assurance, quality control, review, and acceptance criteria will TWDB use to determine whether GIS data, maps, reports, and deliverables are complete and acceptable?

TWDB Response: TWDB will review the final report produced for each system to verify that the contract deliverables have been adequately provided. If any discrepancies are identified, comments will be delivered to the contractor before the final deliverable is deemed acceptable to TWDB.

11. Question: Does this requirement refer to identifying and coordinating participation of eligible systems within the TWDB-funded program, or does it refer to experience obtaining grants, loans, or external funding assistance for utilities?

TWDB Response: This refers to previous experience assisting utilities obtain project funding from a financial assistance program or providing direct technical assistance to a utility.

12. Question: Can TWDB provide any planning assumptions regarding anticipated average system size, estimated distribution line mileage, or expected number of participating systems to assist respondents in developing a credible estimate?

TWDB Response: TWDB does not have this information; this information is sought through this RFP. The cost estimate, along with any supporting information, will be used to assess whether the applicant contractor has the capability to successfully implement the scope of work requested in this RFP.

13. Question: Is there a minimum or maximum number of rural water systems, customer connections, or total service population anticipated to be assigned to any individual awarded Contractor?

TWDB Response: No, there are no minimums or maximums proposed with this RFP.

14. Question: Will TWDB establish prioritization criteria for selecting participating systems (e.g., system condition, regulatory need, existing mapping availability, funding status, or operational need), or is prioritization expected to be proposed by the Contractor, or a combination of both?

TWDB Response: No, the TWDB will not develop a prioritization system for the selection of participating systems.

15. Question: The RFQ references a VetHUB subcontracting plan. Please clarify whether there is a required participation percentage associated with this requirement.

TWDB Response: TWDB VetHUB Program Goals for FY 26 are one percent for the procurement categories: professional services, other services, and commodity purchases.

16. Question: The requirements of the VET HUB subcontracting plan state that we must make a good faith effort to contact at least two (2) VET HUB companies to share about this opportunity. In searching the Centralized Master Bidders list, we are not finding the minimum amount listed under these class item codes. Will failure to solicit two (2) registered VET HUBs disqualify us from being awarded the contract?

TWDB Response: No, it will not automatically disqualify a respondent’s proposal.

Submit and document the search results and outreach efforts into your Subcontracting Plan that is to be submitted with your proposal.

17. Question: Please confirm that the 24-page limit applies to Items 1, 2, 5, 6, 7, 8, and 9 combined, and excludes the cover page, resumes, VetHUB Subcontracting Plan forms, and addendum tracking table as stated.

TWDB Response: The 24-page maximum excludes the cover page, resumes, VetHUB Subcontracting Plan (SP) and addendum tracking table.

18. Question: Please confirm whether the required transmittal letter, divider pages, back page, and table of contents count toward the 24-page limit.

TWDB Response: The transmittal letter, divider pages, back page and table of contents will not be counted towards the 24-page maximum.

19. Question: Please confirm whether respondents may include divider pages between content items and whether divider pages count toward the page limit.

TWDB Response: A single (1) page divider may be included between each content item and will not be counted toward the 24-page maximum.

20. Question: Please confirm which version of the VetHUB Subcontracting Plan forms should be used for this solicitation and whether all respondents must include the Subcontracting Opportunity Notification Form even when no subcontracting is planned. The RFP states the VetHUB SP is required even if not applicable.

The latest version of the State of Texas Subcontracting Plan is Rev. 6/26, which can be found at https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

If the respondent will not be subcontracting portions of their contract, they do not need to include the Subcontracting Opportunity Notification Form in their submission.

21. Question: Will TWDB provide an initial list of eligible or priority systems, or is the contractor expected to independently identify and solicit these systems?

Additionally, is the total number of eligible water utilities known, and if so, could that information be shared?

TWDB Response: TWDB is expecting the Contractor to identify and recruit eligible systems to participate in the project. Outreach will be left at the Contractor's discretion. The TWDB will share any marketing information via the agency's standard newsletter and email blasts should the Contractor supply that content.

The TWDB will provide a list of potentially eligible systems in the form of a spreadsheet. Data requests to the contract manager from the Contractor will be accommodated. Since the TWDB is not dictating the specific systems to receive this service, if any utilities elect to not participate, the TWDB expects the Contractor to shift those funds to another willing eligible system.

22. Question: Is the preferred GIS platform and ESRI based solution?

TWDB Response: The contractor, in coordination with the utility, may select the GIS software, provided the chosen solution is accessible to and maintainable by the utility.

23. Question: Does the Texas Water Development Board currently have a vendor in place providing these services?

TWDB Response: No, TWDB does not have a current vendor in place providing these services.

24. Question: Can the Board provide an average total of miles of water lines per rural water utility?

TWDB Response: TWDB does not have or maintain this information.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

25. Question: Do we need to list project reference design and construction details when this isn’t a design or construction project?

TWDB Response: No, that is not necessary.

26. Question: Are there any horizontal or vertical accuracy requirements?

TWDB Response: A high accuracy GNSS using a RTK system or PPP with a 5-10 cm accuracy is expected for this service.

27. Question: Is there standard schema preferences?

TWDB Response: No specific schema is preferred for the final map. The TWDB will expect the contractor to use one that aligns with the system’s current maps, if applicable, otherwise, no specific one is required. The coordinate system and datum should be defined by each utility prior to beginning work so it can be seamlessly integrated into their mapping network.

28. Question: Do we need to list everyone that would work on the project?

TWDB Response: Yes, please include resumes of all individuals anticipated to work on this project.

29. Question: If a utility does not have existing GIS or AM software, should purchasing GIS software/licensing be considered as part of the approach/scope?

TWDB Response: Yes, that would be an allowable, one-time expense. The purchase of a subscription or license would not be an eligible use with these funds as those are seen as ongoing operations costs to the utility.

30. Question: Will communities be required to apply for funding?

TWDB Response: No, they will not be required to apply for this service.

31. Question: Has selection criteria of the rural systems already been defined?

TWDB Response: The selection criteria is based on the population served by that utility and the system meeting the TWDB’s rural political subdivision definition. Only those rural utilities serving populations of 1,100 or fewer residents will be eligible for this service. TWDB will provide a list of potentially eligible systems in the form of a spreadsheet. Data requests to the contract manager from the Contractor will be accommodated.

32. Question: Please clarify TWDB’s expectations regarding system selection and participant recruitment. Will TWDB provide a list of eligible and interested rural water systems for Contractor coordination, or is the Contractor responsible for identifying and recruiting eligible systems to participate in the program? If the latter, please clarify the anticipated level of outreach required, identify any resources, data, or support TWDB will provide, and explain how participation risk and schedule expectations will be addressed if utilities elect not to participate.

TWDB Response: TWDB is expecting the Contractor to identify and recruit eligible systems to participate in the project. Outreach will be left at the Contractor's discretion. The TWDB will share any marketing information via the agency's standard newsletter and email blasts should the Contractor supply that content.

The TWDB will provide a list of potentially eligible systems in the form of a spreadsheet. Data requests to the contract manager from the Contractor will be accommodated. Since the TWDB is not dictating the specific systems to receive this service, if any utilities elect to not participate, the TWDB expects the Contractor to shift those funds to another willing eligible system.

33. Question: Is 1,100 or fewer customers referring to meter connections or population?

TWDB Response: Population served.

34. Question: We understand this to be a state-wide program, but is there a certain representation of utilities from each area of the state or region that is desired to be met?

TWDB Response: No, TWDB is not stipulating specific areas to receive these funds.

35. Question: If TWDB selects more than one contractor, how will you prevent multiple contractors soliciting the same utilities?

TWDB Response: During TWDB’s review of the proposed systems to receive services from the selected contractors, TWDB will determine and notify which contractor may serve each community system. This determination will be based on the system’s preference and on ensuring a balanced distribution of work among the contractors.

36. Question: For systems wanting to participate, can they elect just line locating or just GIS mapping, or is the project required to be for both? This may only be present for utilities that already have mapping software and all surface assets collected with GPS and only need to have lines verified.

TWDB Response: The TWDB will allow utilities to self-select either of those services offered through this opportunity.

37. Question: Can you explain the intention for the selected contractor to locate and display “any associated property easements”? Are we expected to research easements/title records, or only map property parcel data found at the county appraisal district?

TWDB Response: The contractor is not required to research easements and title records for this opportunity. However, any property parcel data from a county appraisal district or the utility should be incorporated into the final deliverable, where feasible.

38. Question: Please clarify whether excavating, potholing, or other digging methods are considered feasible or are expected to be conducted for line verification. Where line verification through current technologies isn’t possible (due to geological constraint or other causes), would using available data such as operator knowledge, paper maps, as-builts, and other methods to build a most probable route and/or line location to be acceptable?

TWDB Response: Yes, all methods listed within the question are acceptable methods.

39. Question: What is the exact spatial accuracy requirement, and what coordinate system or datum should be used for deliverables? Is high-accuracy GNSS acceptable, or is survey-grade accuracy required?

TWDB Response: A high accuracy GNSS using a RTK system or PPP with a 5-10 cm accuracy is expected for this service. As for the coordinate system or datum to use, TWDB will expect the contractor to use one that aligns with the system’s current maps, if applicable, otherwise, no specific one is required. The coordinate system and datum should be defined by each utility prior to beginning work so it can be seamlessly integrated into their mapping network.

40. Question: Does the contractor choose the GIS software to use, does the utility, or will TWDB require a specific GIS platform?

TWDB Response: The contractor, in coordination with the utility, may select the GIS software, provided the chosen solution is accessible to and maintainable by the utility.

41. Question: For utilities that do not already maintain a GIS or asset management platform, how are the subscription fees paid? Will the contractor provide these for a set amount of time or is the utility to start paying for them once the mapping project is completed and delivered? How long must access to the utility’s maps be maintained after the project is completed?

TWDB Response: Utilities should cover these costs using their own funds, as contracted funds are intended solely for one-time expenses.

42. Question: Understanding that the file types for the deliverables are dependent on what the utility needs, will TWDB define a minimum deliverable package for each utility? (ex: GIS software, shapefiles, paper/wall map, recommendation list, etc.)

TWDB Response: TWDB will not define a minimum deliverable package for each utility.

43. Question: Is the entire project for the full $4.75 million expected to be completed in the initial timeframe of August 30, 2027, or are the 1-year extensions available to complete the full line location and GIS mapping of all utilities in this project through August 31, 2030? Understanding the expectations of timelines is an important factor to accurately bid timing and the use of subcontractors.

TWDB Response: All funds and project activities are expected to be completed by August 31, 2027.

44. Question: Please clarify the required format for the cost estimate or pricing proposal. Should respondents provide a detailed cost breakdown by task, unit rate, utility size/tier, line locating level, travel, software/hosting, equipment, subcontractor costs, and final deliverables, or is TWDB only requesting an estimated number of systems that can be served under the not-to-exceed contract amount?

TWDB Response: A breakdown of anticipated expenses, along with the estimated number of systems that can be served, is helpful but not required. At a minimum, please provide the number of systems that can be served and a rough estimate of the cost per linear feet.

45. Question: Will individual utility work be authorized through negotiated task orders/work authorizations after award?

TWDB Response: Yes, this work will be authorized through negotiated task orders/work authorizations.

46. Question: Without the specifics of each utility, only an estimate can be made of how many water systems can be completely located and mapped. Will each contractor be held to the estimated number proposed, or will there be a margin to achieve from the proposal? (i.e. within 10% of proposed number of systems)

TWDB Response: TWDB aims to maximize the number of systems that benefit from these appropriated funds. This cost estimate, along with any supporting information, will be used to assess whether the applicant contractor has the capability to successfully implement the project.

47. Question: Are we as the contractor supposed to generate a list of the systems that we find that fit the criteria to perform mapping for? If so, are we to estimate how many we can complete within the total contract price?

TWDB Response: Yes, the contractor is to generate a list of systems that fit the criteria of this proposal. Yes, contractors should estimate how many can be completed with the total contract price.

48. Question: Is this contract to locate lines and create digital maps of lines, or just digitize the system’s paper maps and GPSS locate surface level assets such as meters, valves, hydrants, etc.?

TWDB Response: This contract is to locate lines and create digital maps of the lines.

This information might allow a system to participate in the Texas 811 program.

49. Is the complete line locating and mapping project for all systems in this program expected to be completed by August 31, 2027?

TWDB Response: Yes, that is correct. However, because coordination is required between the selected contractor(s) and rural communities, extensions to the executed contract may be granted to allow completion of all necessary project tasks.

Please sign and submit this document along with your response to the solicitation, acknowledging your receipt of this Addendum. [This document will not count against the page limit of your response.]

Signature:__________________________________________