Invitation to Negotiate (ITN).pdf

ITN# C007036

Advanced Metering Infrastructure Program

Invitation to Negotiate

ISSUE DATE: March 30, 2026

TITLE: Advanced Metering Infrastructure Program ISSUING OFFICE: Central Florida Tourism Oversight District, Procurement & Contracting

Department, 1900 Hotel Plaza Blvd., Lake Buena Vista, Florida 32830

Anti-Collusion Statement/Public Domain I, the submitting proposer, have not divulged, discussed, or compared this Invitation to Negotiate with any other proposer and have not colluded with any other proposer in the preparation of this proposal in order to gain an unfair advantage in the award of this contract. I acknowledge all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.

1. GENERAL INFORMATION

1.1 The Central Florida Tourism Oversight District (CFTOD) is seeking qualified vendors to implement a comprehensive Advanced Metering Infrastructure (AMI) solution. This project includes the deployment of a multi-utility AMI system, replacement of all the existing meters, the migration of legacy data from FoxPro to a modern SQL database, and the establishment of robust data retention and ownership protocols. The objective is to modernize metering, enhance operational efficiency, and ensure secure, scalable, and compliant data management throughout the organization. All meters are required to be replaced.

1.2 All terms and conditions of this ITN, any addenda, proposer’s submissions and future negotiated terms are incorporated into the contract by reference as set forth herein.

1.3 All dates and information contained herein may be extended, changed, or updated within the listing posted at CFTOD BID PORTAL:

https://pbsystem.planetbids.com/portal/62171/portal-home, hosted by PlanetBids.

Proposers are responsible for verifying all listing information before submitting a proposal to the Invitation to Negotiate (ITN).

1.4 GIS Data Availability: GIS Garmin GPX files for most meter locations are available upon request. Only prospective bidders registered CFTOD BID PORTAL for this solicitation may obtain these files by emailing the Buyer listed in this bid.

2. TIME SCHEDULE

2.1 Please refer to the dates noted for submission in the PlanetBids™ bid portal.

2.2 Only submittals received electronically at this link: CFTOD BID PORTAL, by the correct date and time will be accepted. Proposer shall upload one (1) electronic submittal package for evaluation.

3. INSTRUCTIONS TO RESPONDING PROPOSERS

3.1 All proposals must be electronically submitted by or before the bid due date at CFTOD BID PORTAL, under the appropriate listing.

https://pbsystem.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home https://vendors.planetbids.com/portal/62171/portal-home https://vendors.planetbids.com/portal/62171/portal-home https://pbsystem.planetbids.com/portal/62171/portal-home

3.2 Proposals may not be submitted by any other means other than as described in Section 3.1.

The District will not accept proposals sent by U.S. Mail, private couriers, or fax.

3.3 Any proposals received after the stated time and date will not be considered.

3.4 Selection may be made directly from the ITN. After determination of the shortlist and initial evaluation, the District’s Contracting Officer will schedule negotiations with the shortlisted proposer(s).

3.5 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District.

4. AWARD

4.1 The District reserves the right to accept or reject any or all proposals.

4.2 The District reserves the right to waive any irregularities and technicalities and may, at its sole discretion, request a clarification or other information to evaluate any or all proposals.

4.3 The District will finalize a contract with the proposer with the accepted best-and-final offer.

4.4 The District reserves the right, prior to District approval, to cancel or terminate this ITN, any negotiations, or the proposed agreement, without penalty.

5. INQUIRIES

5.1 Any and all questions must be submitted through the appropriate listing electronically via the CFTOD BID PORTAL. Responses will be made electronically and posted online under the listing. It is the responsibility of the proposers to check for updates.

5.2 If necessary, any addenda will be under the listing at CFTOD BID PORTAL.

5.3 It is our standard policy no addendum will be issued later than three (3) calendar days prior to the date for receipt of proposals, except an addendum withdrawing the Invitation to Negotiate or one which includes postponement of the date for receipt of proposals.

5.4 No verbal or written information which is obtained other than by information in this document or by addendum to this ITN, will be binding on the District.

6. LOBBYING

6.1 PROPOSERS ARE HEREBY ADVISED THAT CONTACT IS NOT PERMITTED WITH ANY DISTRICT

PERSONNEL OR BOARD MEMBER RELATED TO, OR INVOLVED WITH THIS ITN. PROPOSERS

ARE RESTRICTED FROM DISCUSSING THEIR SUBMITTALS AND THIS SOLICITATION WITH

COMPETING FIRMS UNDER THIS ITN. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED

THROUGH THE ASSIGNED PROCUREMENT PERSONNEL OR THE DISTRICT’S CONTRACTING

OFFICER.

6.2 LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION,

JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS

WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A DISTRICT BOARD MEMBER

OR ANY DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE BOARD VOTE

ON THE AWARD OF THIS CONTRACT. CONTACT WITH OTHER SUBMITTING PROPOSERS IS

RESTRICTED AFTER ADVERTISEMENT AND PRIOR TO AWARD OF THIS CONTRACT.

6.3 ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE

TIME SPECIFIED WILL RESULT IN REJECTION/DISQUALIFICATION OF SAID INVITATION TO

NEGOTIATE.

7. PREPARATION AND SUBMISSION

7.1 Proposer’s response shall be no more than 30 pages, excluding front covers, resumes, and a cover letter of up to two pages. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. Proposals failing to provide sufficient information and assurances of performance to accurately assess each category below, or which fail to comply with the requirements and conditions of the Invitation to Negotiate, will not be given further consideration.

7.2 At a minimum, the proposal shall include the following sections:

A. Proposer Information: Name of the proposer, address, principals, telephone number, email address and taxpayer ID number. Include a brief history of the company.

B. Qualifications and Experience: Emphasize the specific qualifications and experience from accounts similar to this scope for the key team members. Identify and provide in-depth information for the proposed project manager’s qualifications, track record and relevant experience. Additionally, include any required licenses such as General Contractor, Low Voltage Contractor License and Electrical Contractor License.

C. Staffing Plan: Indicate Staffing Plan for all key team members. Specify the names of the persons who will be authorized to give and support information for your company.

Provide their titles, addresses and telephone numbers. Identify all subcontractors along with their qualifications.

Subcontractor List: Contractors are required to disclose a complete list of sub-contractors using the Subcontractor List Form – EXHIBIT B with their bid submittal. The District will reject any bid submittal that does not include a Subcontractor List, or if the list is found incomplete. If the Contractor will not utilize any subcontractors, they must write “None” on the form. Contractors are not allowed to change or add sub-contractors without approval by the District.

1. Contractor shall not subcontract any part of Work with any subcontractor not listed on the Subcontractor List without prior written approval of the District. The District may revoke approval of any Subcontractor when such Subcontractor evidences an unwillingness or inability to perform the Work in strict accordance with the Contract provisions. Contractor shall cause appropriate provisions inserted in all approved subcontracts relative to the Work to bind subcontractors to the terms of the Contractor’s Contract, insofar as applicable to the Work of subcontractors, and provide language regarding the termination of any subcontracts the District may exercise over the Contractor under provisions of this solicitation.

2. District’s approval of a Subcontractor shall not relieve the Contractor of any of their responsibilities, duties, and liabilities. The Contractor shall be solely responsible to the District for the acts, defaults, or omissions of their Subcontractor and of such Subcontractor’s Officers, Agents, and Employees each of whom shall for all purposes be deemed to be the agent or employee of the Contractor.

3. It is the responsibility of the Contractor to require all subcontractors to maintain adequate insurance coverage, equal to the minimums of the Contractor.

D. References / Equipment Specifications/ Performance:

1. Proposer shall provide references from at least three (3) similar sized (or larger) combination systems within the past three (3) years including:

a. Installer references;

b. Equipment references (preferred for combination projects including natural gas, water, and electric meters, endpoints, and network infrastructure);

c. CIS Integration references (preferred to CIS Infinity);

2. Provide equipment specifications sheets; and

3. Provide expected failure rate information over 15 and 20-year lifespans.

E. Approach and Methodology: Convey a clear understanding of the nature of the services you will be providing as to meet the requirements of Exhibit A - Scope of Services, and your methodology to accomplish it.

F. Time Schedule. Include your comprehensive time schedule for the project. This preliminary timeline should be in a Gantt chart or similar representation.

G. Cost and Price Proposal Requirements (10 points): Proposers shall submit a detailed pricing structure for the project. The cost evaluation will consider overall project cost, transparency of pricing, and long-term value, including total cost of ownership. Final scope and pricing will be subject to negotiation with the firms shortlisted for further consideration. Indicate the all-in cost as a total figure.

H. Technical Evaluation Criteria : Convey a clear understanding of the technical requirements and demonstrate how the proposed solution meets the District’s architectural, security, compliance, integration, and operational needs. The technical evaluation will focus on the proposer’s demonstrated ability to meet the requirements of Exhibit A – Scope of Services, based on the technical criteria outlined below.

1. Technical Architecture & AMI Compliance (30 points):

i. Multi-Utility AMI Capability (All Utilities, New Meters Only)

• Measures: Ability to support electric, potable water, chilled water, hot water, natural gas, wastewater, and reclaimed water using a unified AMI platform with new meters.

• Higher score: Single platform supporting all listed utilities natively, proven deployments of similar scale, standardized meter family, no reliance on legacy AMR components.

• Lower score: Separate systems per utility, limited utility support, reliance on adapters or legacy endpoints.

ii. Meter Specifications & Performance (intervals, tamper, diagnostics, warranties)

• Measures: Meter accuracy, interval data capability, event detection, onboard diagnostics, and warranty coverage.

• Higher score: Revenue-grade accuracy, configurable interval reads (≤15 min electric), advanced tamper detection, self-diagnostics, ≥10-year warranty, field-proven reliability.

• Lower score: Limited interval capability, minimal tamper detection, short warranty, limited diagnostics.

iii. Communications Architecture:

• Measures: Network type, resiliency, bandwidth, latency, and scalability.

• Higher score: Secure, scalable RF mesh/LTE hybrid or equivalent, self-healing network, high read success rates, documented performance metrics, future capacity headroom.

• Lower score: Single-path communications, limited scalability, weak coverage model, unproven performance.

iv. Network Design & Documentation

• Measures: Quality of network planning, coverage modeling, and as-built documentation.

• Higher score: Detailed RF/LTE design, propagation studies, redundancy planning, full documentation set (topology, capacity, failover).

• Lower score: Conceptual design only, limited documentation, no coverage modeling.

2. Cybersecurity, Cloud & Compliance (15 points)

i. Encryption, Authentication & Network Security

• Measures: Protection of meter data in transit and at rest.

• Higher score: End-to-end encryption, strong key management, MFA, device authentication, segmentation, zero-trust principles.

• Lower score: Partial encryption, shared credentials, minimal segmentation.

ii. Cloud Security & NIST Alignment

• Measures: Security posture of hosted services and standards alignment.

• Higher score: NIST-aligned controls, SOC 2 or equivalent, hardened cloud architecture, continuous monitoring.

• Lower score: Limited standards alignment, unclear cloud controls.

iii. Incident Response, Audit & Breach Notification

• Measures: Preparedness for cyber incidents and audit transparency.

• Higher score: Documented incident response plan, defined notification timelines, audit logs, independent testing.

• Lower score: Reactive approach, vague notification procedures, limited auditability.

3. AMI Software, HES, MDM & Portal (10 points)

i. Head-End System & MDM

• Measures: Data collection, validation, storage, and system performance.

• Higher score: Scalable HES/MDM, automated VEE processes, high availability architecture, strong reporting.

• Lower score: Limited scalability, manual validation, weak reliability.

ii. Customer Portal & User Experience

• Measures: Functionality for internal users and customers.

• Higher score: Intuitive interface, near-real-time data access, configurable dashboards, mobile support.

• Lower score: Basic portal, delayed data, limited usability.

iii. Analytics & Optional Enhancements

• Measures: Value-added capabilities.

• Higher score: Leak detection, load analytics, forecasting, alarms, integration with operational tools.

• Lower score: Minimal analytics beyond basic consumption reporting.

4. Database Migration & Integration (10 points)

i. FoxPro → SQL Migration Approach

• Measures: Methodology for converting legacy data structures.

• Higher score: Proven migration framework, data validation procedures, minimal downtime strategy, rollback plan.

• Lower score: Conceptual approach only, high risk of data loss or disruption.

ii. System Integration & APIs

• Measures: Interoperability with enterprise systems

• Higher score: Open APIs, standards-based integration, demonstrated connections to assets, billing, and GIS systems.

• Lower score: Proprietary interfaces, limited integration capability.

iii. Testing, Training & Go-Live Support

• Measures: Readiness and transition support.

• Higher score: Structured testing plan, comprehensive training program, dedicated go-live support team.

• Lower score: Minimal testing scope, limited training, unclear support.

5. Data Ownership, Retention & Legal Compliance (10 points)

i. Acceptance of CFTOD Data Ownership

• Measures: Contractual recognition of data rights.

• Higher score: Full acknowledgment that all meter and system data belong to CFTOD with unrestricted access.

• Lower score: Shared ownership language or access limitations.

ii. Data Retention, Exit & Deletion Strategy

• Measures: Long-term data stewardship and transition planning.

• Higher score: Defined retention schedule, export tools, documented exit assistance, certified deletion procedures.

• Lower score: Undefined retention or exit process.

iii. Regulatory & Privacy Compliance

• Measures: Adherence to applicable laws and standards.

• Higher score: Demonstrated compliance framework, privacy safeguards, audit support.

• Lower score: Limited compliance documentation.

6. Deployment, Support & Vendor Qualifications (15 points)

i. Field Deployment & Installation Plan

• Measures: Execution readiness for meter rollout.

• Higher score: Phased deployment plan, workforce capacity, safety procedures, quality control program.

• Lower score: High-level schedule only, limited staffing detail.

ii. Warranty, SLAs & Lifecycle Support

• Measures: Long-term reliability and service commitments.

• Higher score: Strong SLAs, rapid response times, lifecycle support plan, spare parts strategy.

• Lower score: Minimal SLAs, unclear support duration.

iii. Vendor Experience & Project Management

• Measures: Capability to deliver similar projects.

• Higher score: Proven multi-utility AMI deployments of comparable scale, certified project management, strong references.

• Lower score: Limited AMI experience or comparable deployments.

8. PROPOSAL EVALUATION PROCESS

8.1 The Selection Committee will be comprised of at a minimum three members. The committee may consist of representatives from various and appropriate District departments.

8.2 The committee members will independently score and rank each responsive proposal received in accordance with the evaluation criteria. During the Selection Committee meeting, the committee members will review the proposals and will submit their rankings. Proposal(s) receiving a90 or higher will be selected to move to negotiations.

At that time, dates may be set for conducting interviews/negotiations with those proposers remaining on the shortlist. Shortlisted proposer(s) will be notified either by email and/or telephone of the date and time. The District’s Contracting Officer will conduct the negotiations and has the final determination of award in the best interest of the District.

9. EVALUATION CRITERIA

The Selection Committee shall evaluate all proposals received, by numerical rating, which meet the submittal requirements. The following factors will be considered in evaluating the responsive proposals received:

CRITERIA WEIGHT

Technical Architecture & AMI Compliance 30 Cybersecurity, Cloud & Compliance 15 AMI Software, HES, MDM & Portal 10 Database Migration & Integration 10 Data Ownership, Retention & Legal Compliance 10 Deployment, Support & Vendor Qualifications 15 Cost and Price Proposal Requirements 10

TOTAL POSSIBLE POINTS 100

10. CONFLICT OF INTEREST

10.1 All proposers must list all and any affiliations they have with other proposers.

10.2 The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest. All proposers must disclose with each proposal the name of any officer, director or agent who is also a public or District employee. Further, proposers must disclose the name of any public employee who owns directly or indirectly an interest of five percent (5%) or more in the proposer's firm or any of its branches. District employees, and appointed officials (herein referred to as "employees") may engage in outside activities and hold financial interests subject to the requirements of District’s Employee Handbook, state law, and federal regulations and law, if applicable. Every employee who is an officer, director, agent, employee, or owner of a substantial interest in any business entity which does or anticipates doing business with the District ("District") must complete an "Officer and Employee Disclosure Statement" and file the statement with the required procurement documents submitted to the respective procurement staff member. A statement must be submitted with every procurement response if the proposer has a disclosure to document.

NOTE: Proposers must disclose the name of any District employee or Board of Supervisor official that is a known relative of an employee, officer, director, shareholder, or agent of your firm.

11. VENDOR RESPONSIBILITIES

11.1 Provide all staff and resources for non-electric meter installations, data migration, and system integration.

11.2 Ensure timely scheduling, customer notifications, and minimal service disruption.

11.3 Deliver uniformed, badged personnel; maintain installation records and documentation.

11.4 Offer comprehensive warranty, maintenance, and support as outlined.

11.5 Implement and maintain all required cybersecurity measures and compliance protocols.

12. LICENSING/ PERMITS/ CERTIFICATIONS

12.1 Required licenses : General Contractor, Low Voltage Contractor License and Electrical Contractor License.

12.2 In order to use the Central Florida Tourism Oversight District (the District) Building & Safety online permitting services to apply for permits, schedule inspections and obtain general permitting information, all users must be registered with the District in the main permitting system. All information must be verified and kept up to date throughout the year, including the main email address. Once established in our main permitting system, all approved users can then apply for a login registration with our online permitting system, Accela Citizen Access (ACA), at https://ca.rcid.org/citizenaccess. Additional information on how to register with ACA can be found in the ACA User’s Guide, available on the Building Department website page: https://www.oversightdistrict.org/doing-business/building-department/.

13. SAFETY

13.1 All Contractors’ equipment shall be properly maintained with all safety equipment intact and operational.

13.2 Contractor shall acquire all necessary certifications and ensure all employees hold such certifications as applicable for their work on the project.

13.3 Contractor shall be responsible for the safety of its employees and shall, at a minimum, require applicable personal protective equipment (“PPE”) including, but not limited to, hard hat, safety vest, eye and hand protection.

13.4 Contractor shall provide a Project Specific Safety Plan (“PSSP”) to the District’s Construction Safety Consultant prior to start of any work to include the following:

• Contractor company name and contact information;

• Project number and name;

• Summary of work to be performed;

• Job hazards present and how to mitigate;

• Personnel names to be working onsite;

• Equipment to be utilized in performance of the work; and

• Job hazard analysis (“JHA”).

14 . DAMAGE

14.1 Any damages caused by the Contractor shall be repaired by the Contractor within twenty-four (24) hours, or shall be repaired by the District and back-charged at the current rate per https://www.oversightdistrict.org/doing-business/building-department/ man hour plus material plus twenty percent (20%) on material only. Any materials required to correct damages caused by the Contractor shall be the responsibility of the Contractor.

14.2 Contractor must report all damages to the District immediately.

14.3 Damages attributed from the Contractor will be at no cost to the District.

15. TEMPORARY TRAFFIC CONTROL

15.1 Due to the close proximity to roadways and traffic patterns, work schedules must be coordinated with the District to reduce traffic hazards.

15.2 Contractor is responsible for the safety of its employees and must meet the requirements of Florida Department of Transportation (“FDOT”) statutes, laws, and regulations in accordance with the Temporary Traffic Control (“TTC”) and must communicate all TTC work within the District.

15.3 Contractor must implement permanent TTC plans on District Roadways and Right-of-Ways.

15.4 All TTC hardware used by the Contractor for the performance of its Services must be new or like new condition at all times. Any hardware (i.e. barricades, signs, barrier walls, etc.) that is not in new or like new condition must be removed and replaced by the Contractor at no additional cost to the District and the respective work requiring maintenance of traffic that the hardware in contention is associated with may not be implemented until such time as the corrections are made.

15.5 Contractor must acquire all permits necessary for required TTC plans in accordance with current FDOT Index 102-600 series. To obtain a right-of-way permit for TTC, all TTC plans must be submitted to the Central Florida Tourism Oversight District Planning and Engineering Department for approval before any work can be started. The Planning and Engineering Department will require all TTC plans to be certified and stamped by a Traffic Engineer or equivalent.

15.6 Contractor must submit all necessary documents including, but not limited to shop drawing(s), mix design(s), permit(s), Temporary Traffic Control plans, utility ticket(s), and all other information necessary prior to commencing work. Failure to do so may result in the District’s rejection of unapproved work and denial of payment for said materials and work.

15.7 Improper or unsafe activities will result in all work being shut down.

15.8 Any costs associated with an approved TTC plan will be included within the bid submittal pricing.

15.9 Any proposed lane closures must require the District’s review and approval a minimum of fourteen (14) calendar days prior to the intended closure dates. Lane closures may be restricted to nights and/or off-peak hours unless otherwise approved by the District.

16. QUALITY CONTROL AND WARRANTY

16.1 Contractor shall establish a quality control/quality assurance program specific to this contract scope and shall maintain and monitor the program throughout the life of the contract.

16.2 The District will have the right at any stage of the operation to reject any or all work and material that in the District’s opinion does not meet the requirements of the scope.

16.3 Contractor warrants all labor, materials, and equipment furnished under this solicitation are new, of the type and quality required for the Project, and installed in a good and workmanlike manner in accordance with the Solicitation Documents. Contractor shall guarantee the work is free from any defects in workmanship for a period of not less than ONE (1) year from the date of project completion. Contractor shall guarantee the materials provided shall be free from any defects for the longer of: ONE (1) year from the date of the project completion; or

(b) the period of warranty provided by any supplier or manufacturer. If warranty period offered is greater than one (1) year, Contractor is to submit the Exhibit D - Warranty Offered Form attached to this solicitation.

1. GENERAL INFORMATION