RFI_25-017-RM_Electric_Distribution_Design_Software.pdf

REV071824

SOLICITATION COVER PAGE

Solicitation Number RFI 25-017-RM

Solicitation Title Electric Distribution Design Software

Issue Date 1/16/2025

Questions/Comments Due Date 2/7/2025 2:00 PM EST

Solicitation Due Date/Time 2/18/2025 2:00 PM EST

Public Bid Opening https://zoom.us/j/93487729870

Meeting ID: 934 8772 9870

Pre-Bid Conference Information NO PRE-BID CONFERENCE

Site Visit W/Pre-Bid? N/A

Bid Bond No Bid Bond Required

Payment & Performance Bond No Performance Bond Required

Anticipated Term NA

Insurance Requirements (See Section 2.30-2.40 For Limits)

NA

Ramandeep K Mann, MBA, CPPB

WWW.KUA.COM - PROCUREMENT

www.myvendorlink.com procurement@kua.com

Bidder Information for:

REMINDER: THIS COVER PAGE MUST BE INCLUDED WITH YOUR SUBMITTAL.

To ensure fair consideration, consistent and accurate dissemination of information for all bidders, KUA prohibits communication to or with any department, employee, or agent, except as authorized by the Procurement Division representative.

Company Name

Contact Name

Phone Number

Email Address

Signature https://zoom.us/j/93487729870 https://kua.com/about-kua/corporate-information/purchasing/ https://www.myvendorlink.com/common/default.aspx mailto:procurement@kua.com

REV071824

REQUIRED FORM CHECKLIST

A selected box () on the items below indicates these are applicable items and the terms and conditions stated in all solicitation sections are applicable. Bidders shall complete all the forms selected () below, and include them in the submittal package in order listed below with any other requested information.

Required Forms (checked if applicable)

Submit all checked forms with bid package

Certification of Proper Identification of Confidential Information

Response Forms (place if applicable)

Statement of No Participation

Section Descriptions Solicitation Cover Page and Required Form Checklist Section 1 - Instructions to Bidders Section 2 – Request for Information Scope

KISSIMMEE UTILITY AUTHORITY

SECTION 1 – INSTRUCTIONS TO BIDDERS

A. Definitions and Parties

1. Kissimmee Utility Authority. The Kissimmee Utility Authority may be referred to interchangeably as “KUA” or “Owner.”

2. “Bidder(s),” “Vendor(s),” “Contractor(s),” “Supplier(s),” and “Respondent(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture or entity responding to this Solicitation.

3. “Solicitation” shall mean “Request for Information (RFI)” to which the Bidder is responding.

4. “Bid(s),” “Response(s),” or “Replies” shall mean the documents formally submitted to KUA by each of the Bidders responding to this Solicitation.

5. Savings Clause. The presence or absence of a defined term describing either party to this Solicitation will not render any provision of this Solicitation ineffective or inapplicable to such party provided a given provision’s context reasonably indicates that it applies to such party. The use or lack of capital letters in any of the terms defined and described herein is not intended to carry any legal significance and shall not be construed to deny applicability of any provisions or terms to the parties by reason thereof.

B. Request for Information Process

This is a Request for Information (RFI) as defined in Section 287.012(22), Florida Statutes (F.S.), for planning purposes. This RFI is issued by KUA to solicit information regarding available providers for the services described herein.

An RFI is not a method of procurement. Responses to an RFI are not offers and shall not be accepted by KUA to form a binding contract. This RFI and Responses to it shall not result in the execution of a contract with KUA. By submitting a Response to this RFI, a vendor is not prohibited from responding to any related subsequent solicitation so long as the response is not a formal proposal or offer, including pricing, and does not meet fall under any of the instances outlined in Florida Statutes 287.057(19)(c). This RFI may be used for purposes of researching general, special, and/or technical specifications for a solicitation. KUA reserves the right to utilize the information gathered through the RFI process to develop a scope of services, which may be incorporated into a contract using a statutorily approved method of procurement.

Respondents who reply to this RFI may be invited to present their ideas in person to

KUA’s evaluation team. An invitation to present in person does not prohibit any vendor from responding to any related subsequent solicitation.

The future RFP solicitation will be the formal competitive bid process. This RFI process will not result in a contract award. The estimated release of the RFP is expected to be

Summer of 2025.

C. Costs

Respondents are responsible for all costs associated with preparing a Response to this RFI. KUA will not be responsible for any Respondent’s costs associated with preparing a Response to this RFI.

D. RFI Response Instructions

Respondents to this RFI are asked to be thorough, but concise. The RFI Response should include the following:

• The Respondent’s name;

• place of business address(s);

• web site address, if applicable; and

• contact information, including representative’s name and alternate, with telephone number(s) and e-mail address(es)

E. Replies Delivery Requirements

Interested parties are requested to respond to this RFI by electronic submittals (ONLY) via VendorLink at https://www.myvendorlink.com/. Hard copy submittals will not be accepted, unless requested and approved in advance of the due date and time. Do not submit hard copies unless approved. Email, fax or other means will not be accepted.

To ensure a responsive question or reply:

• Submit electronically through VendorLink.

• Upload only the following file formats: MS Word (.doc or .docx), Excel (.xls or .xlsx), PowerPoint (.ppt or .pptx); Adobe Portable Document Format (.pdf); or Compressed File (ZIP) formats.

• Enable printing.

• If technical difficulties arise during submission, contact VendorLink technical support at support@evendorlink.com. If further assistance is needed, please call 407-222-1885.

• It shall be the sole responsibility of the respondent to have their response, questions or replies electronically submitted into VendorLink on or before the above stated due date and time. Any uploads attempted after the above stated date and time will be rejected.

F. Code of Ethics

With respect to this RFI, if any vendor violates or is a party to a violation of the Code of Ethics of KUA per KUA Procurement Services regulations and/or the State of

Florida per Florida Statutes, Chapter 112, Part III, Code of Ethics for Public Officers and Employees, such vendor may be disqualified from furnishing the goods or services for which the bid, proposal, or reply is submitted and shall be further disqualified from submitting any future bids for goods or services for KUA.

G. Public Records

Respondent acknowledges that KUA, as a local government agency, is subject to public records disclosure requirements contained in Florida Statutes, §119.07, et seq.

Respondent further understands that to the extent it should act on behalf of KUA in carrying out the terms and conditions of this Solicitation, it would be subject to the public records retention and other requirements set forth in Florida Statutes, §119.0701. Respondent acknowledges that it has read and is fully aware of the requirements set forth in Florida Statutes, §119.0701 and agrees to fully comply with the requirements therein to the extent it acts on behalf of KUA. Questions regarding the application of Florida Statutes, §119.0701 to this engagement, contact the custodian of public records at (407) 933-9883 or email to: records@kua.com.

IF THE RESPONDENT HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE RESPONDENT’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS SOLICITATION, CONTACT

THE CUSTODIAN OF RECORDS AT 407-933-9883, records@kua.com, and

KISSIMMEE UTILITY AUTHORITY, 1701 W CARROLL STREET, KISSIMMEE, FL

34741.

H. Confidential Information.

1. Confidential Information Confidential Information, however, shall not include: (a)

Information which is already generally available to the public; (b) Information which becomes generally available to the public after submission of a bid or response to a solicitation; (c) Information that is independently developed without access to the Bidder or Respondent's Confidential Information; and (d) Information disclosed under legal compulsion, Information must be marked "Confidential" to be considered Confidential Information. For purposes of applying this section, "Confidential Information" shall mean only such information defined as a "trade secret" under Florida Statutes, Section 812.081, as referenced in Section 815.045, or defined as "proprietary confidential business information" under Florida Statutes, Section 119.0713, as amended.

2. Handling of Public Records Requests for Confidential Information. The Owner is a local government agency subject to Florida's public records law and the disclosure requirements of that law. In the event the Owner receives a public records request seeking disclosure of Confidential Information identified as such and owned by a Bidder or Respondent, the Owner will inform the requester of the exempt status of the Confidential Information. Should the requester file a legal action seeking such disclosure of this information, the Bidder or Respondent will be solely responsible, including retaining legal counsel, for seeking protection of its Confidential Information in the forum where such litigation is filed. In the event the requester prevails and a court of law with competent jurisdiction over the matter awards requester its attorney's fees, the Bidder or Respondent will be solely responsible for the payment of such fees and Bidder or Respondent's agreement to be so obligated shall be established by submitting any bid or solicitation response subject to this solicitation.

3. Labeling of Confidential or Trade Secret Information. In order to get the benefit of the protection provided by this Solicitation and Florida Statutes, Bidders and Respondents are obligated to properly and prominently label information qualifying for protection as "Confidential" or "Trade Secret" information. The failure by a Bidder or Respondent to properly label its information accordingly puts such information at the Bidder's or Respondent's own risk and KUA accepts no responsibility legal or otherwise for disclosure of non-labeled or improperly labeled information. Also, given that Florida law favors liberal disclosure of information in government hands, Bidders and Respondents shall exercise reasonable judgment in labeling information as protected confidential or trade secret information. By submitting any bid or solicitation response subject to this Solicitation, the Bidder or Respondent agrees to indemnify, defend and hold the Owner harmless for any loss or claim due to Bidder or Respondent's failure to label Confidential Information appropriately.

KISSIMMEE UTILITY AUTHORITY

SECTION 2 – REQUEST FOR INFORMATION SCOPE

Background

Kissimmee Utility Authority (KUA) is writing a Request For Proposal (RFP) for an upgrade to our GIS system from the ESRI Geometric Model to ESRI Utility Network Model. This RFP is anticipated to be released Summer of 2025. Concurrently with this upgrade, KUA will write and issue an RFP for the acquisition and implementation of a new Electric Distribution Design Software System to deploy with the new Utility Network Model. To aid this process, KUA issues this RFI to obtain vendor feedback for planned use in the development of the aforementioned RFP.

KUA requests that vendors of Electric Distribution Design Software compatible with ESRI’s Utility Network Model provide their standard product promotional literature and any additional technical information that may be useful in aiding a successful deployment of their product. NOTE: Pricing data should NOT be included. Due to Procurement rules, submission of pricing information may result in vendor disqualification to submit a proposal in response to the subsequent RFP.

KUA may request vendors demonstrate their product via an online meeting and participate in Q&A on product capabilities. Details regarding scheduling of the demo will be determined after receipt of RFI responses.

In addition to the above requested product literature, KUA requests that vendors provide responses to the following RFI questions:

1. Design Visualization and Conflict Avoidance

A. In-Progress Designs Visibility:

o Does the software allow viewing of in-progress designs to avoid conflicts with existing or other planned designs?

o Where can these in-progress designs be viewed?

▪ Only within the design software?

▪ Integrated into web/mobile solutions (e.g., Esri Webmaps, Field Maps)?

B. Conflict Detection and Resolution:

o What tools are provided for identifying and resolving conflicts during the design process?

2. Design Features and Flexibility

A. Design Management:

o Does the software allow partial posting, splitting, or copying of designs? If yes, how is this managed?

B. Conduit Design:

o Does the software support the creation of conduit designs?

▪ If yes, is a separate module required or is it included in the base product?

▪ If yes, please describe the process, including any tools or templates provided for conduit design creation.

o Does the software support the design and modeling of stub-up configurations, including specifying depth/heights, bends, risers, and materials for transitions from underground to aboveground facilities?

C. Support for Electric and Fiber Networks:

o Can the software support design requirements for electric distribution, transmission, and fiber networks?

▪ If yes, is a separate module required or is it included in the base product?

D. Construction Drawing Template Customization o Does the software allow for customizable construction drawing templates?

o Can callouts be tailored for specific use cases (e.g., electric vs. conduit)?

3. Engineering Analysis Tools

A. Electrical Analysis:

o What tools are provided for performing engineering calculations such as:

▪ Transformer sizing

▪ Phase load balancing

▪ Voltage drop analysis

▪ Fuse coordination o Are these tools integrated into the design process or available as separate modules?

B. Dynamic Load Balancing:

o Are tools available for dynamic load balancing to optimize load distribution?

C. Network Simulation:

o Can the software simulate the impact of network changes, providing insights into how new designs will affect system performance and load distribution?

D. Structural Analysis:

o Does the software provide tools for structural calculations for poles, supports, and other assets?

▪ If yes, which version of NESC is utilized?

1. Is the software updated with each new update of the NESC?

E. Cable Pulling Calculations o Does the software provide tools or functionalities to perform cable pulling calculations?

▪ If yes, is a separate module required or is it included in the base product?

▪ If yes, please describe the process and any available features that support this functionality.

4. Rule-Based Validation

A. Compliance Checks:

o How does the software ensure that network designs comply with Utility Network rules and specific utility standards?

B. Customization of Rules:

o Can utility-specific rules be created or updated? If so, what is the process for defining or modifying these rules?

5. Field Data Integration and Digital As-Builting

A. Field Access and Updates:

o Does the software support field data integration and digital as-built updates?

o Can these capabilities be accessed through mobile devices? If yes, what platforms

(iOS, Android, etc.) are supported?

B. Real-Time Updates:

o Does the software allow real-time updates from the field to the design database?

6. Cost Estimation and Reporting

A. Cost Estimation Tools:

o Can the software generate cost estimates based on design specifications?

o Does it support integration with inventory planning systems for material availability and cost management?

B. Customized Reporting:

o What reporting tools are provided for documenting designs, material usage, and project costs?

o Can the system generate customized reports? Such as:

▪ Bill of materials

▪ Detailed project cost estimates that can include or exclude:

1. Overheads

2. Labor Rates

3. Tax

4. Credits

5. Contingencies

7. Integration with GIS

A. GIS-Design Integration:

o What does the integration look like between GIS and the design software?

o How does data flow between GIS and design, and back to GIS after a design is completed?

B. Utility Network Compatibility:

o Is the software compatible with ESRI’s Utility Network model? If so, how are Utility Network rules and relationships maintained during the design process?

8. Interoperability and Standards Compliance

A. Standards Support o Does the proposed design software support interoperability with other systems via the Common Information Model (CIM) or MultiSpeak standard?

▪ If yes, please specify:

▪ Which version(s) of CIM are currently supported?

▪ Which version(s) of MultiSpeak are currently supported?

o How does the system ensure compatibility with evolving standards or future updates to CIM and MultiSpeak?

B. Integration and Data Exchange o What mechanisms are available for exchanging data with external systems using CIM or MultiSpeak?

o Can the system accommodate bidirectional data exchange with other utility management systems (e.g., OMS, CIS, AMI) via these standards?

o Are there any specific configuration steps or limitations when integrating with CIM/MultiSpeak-compliant systems?

C. Use Cases and Examples o Please provide examples of successful integrations between the proposed product and with other utility systems using CIM or MultiSpeak.

o Specify any customizations or configurations that were necessary for these implementations.

D. Future Proofing o How does the vendor plan to maintain interoperability with future versions of CIM or MultiSpeak?

o What is the roadmap for staying compliant with industry standards as they evolve?

9. Integrations

Please provide detailed information on the integration capabilities of the proposed design software with third-party systems, including but not limited to the following:

A. Materials Management Integration:

o Does the software integrate with materials management systems used for warehouse operations, including tracking and managing materials checked out for specific jobs?

o What features are available to support real-time updates or synchronization with inventory systems to reflect material usage during the design and construction process?

o Are there any specific integrations with commonly used warehouse or inventory management systems?

B. Cogsdale Integration:

o Does the software integrate with Cogsdale or other similar enterprise systems for utility operations?

o What specific functionality is supported through this integration, such as data exchange, work order management, or cost tracking?

o Are there configuration or customization options available to tailor the integration to specific workflows or business needs?

C. General Integration Capabilities:

o Does the software support API-based integrations or other open standards for custom connections?

o Can the software interoperate with GIS platforms and other enterprise solutions, such as customer information systems, outage management systems, or asset management systems?

o Please provide examples of successful integrations with other systems in an electric utility environment.

D. Examples of Best Practices and Additional Use Cases:

o Can you provide examples of how other utilities or organizations are leveraging your software for integrations or workflows that might not currently be part of our operations but could be valuable to consider?

o Can you highlight any innovative integrations or applications of the system that have resulted in significant efficiency gains, cost savings, or enhanced capabilities for other clients?

o Are there emerging technologies or systems your software is designed to integrate with that could align with future trends in the electric utility industry?

E. Future Capabilities o Can the software adapt to integration with potential future management systems, even if not currently in use?

▪ Work Asset Management Systems

▪ IBM Maximo, Oracle WACS, etc.

▪ Accounting and Financial Management Systems

▪ Oracle ERP, Microsoft Dymanics 365 Business Central, etc.

o How does the software support the tracking and management of work, assets, and materials?

o Are there specific tools or modules within the software to enhance these functionalities?

10. Deployment and Scalability

A. Deployment Options:

o What deployment options are available (on-premise, cloud, or hybrid)?

o Are there specific infrastructure requirements for each deployment option?

B. Scalability:

o How does the software scale to support large design projects or multiple simultaneous users?

11. Vendor Support and Maintenance

A. Training and Support:

o What training resources are available for users and administrators?

o What levels of support are provided (e.g., email, phone, on-site)?

B. Software Updates and Maintenance:

o How are software updates delivered and managed?

o Are there additional costs for updates or maintenance? YES/NO (IMPORTANT

NOTE: Do not provide a monetary amount.)

12. Additional Features and Customization

A. Customization:

o To what extent can the software be customized to meet the unique needs of the utility?

o Are there existing APIs or tools available for integrating with other utility systems?

B. Future Enhancements:

o What is the vendor's roadmap for future enhancements or features?

CERTIFICATION OF PROPER IDENTIFICATION AND/OR REDACTION OF

PROPRIETARY CONFIDENTIAL BUSINESS INFORMATION AND/OR TRADE

SECRET INFORMATION

SOLICITATION NO.:

SOLICITATION NAME:

PLEASE CAREFULLY READ THIS CERTIFICATION AS YOUR BID RESPONSE IS

CONSIDERED A PUBLIC RECORD UNDER FLORIDA STATUTES.

ACCORDINGLY, IF SPECIFIC SENSITIVE INFORMATION IN YOUR BID

RESPONSE IS NOT PROPERLY LABELED AS “CONFIDENTIAL” OR “TRADE

SECRET” INFORMATION, IT COULD BE SUBJECT TO DISCLOSURE PURSUANT

TO FLORIDA PUBLIC RECORDS LAW.

Kissimmee Utility Authority (“KUA”), as a government agency, is subject to the Florida Public Records Act, Florida Statutes Chapter 119.07, et seq. Under Florida law, KUA is required to disclose all public record information in its possession upon request unless it is statutorily exempt, either under the trade secret exemption, Florida Statutes §812.081, §815.045 or §688.002, or the proprietary confidential business information exemption under Florida Statute §119.0713(4). For purposes of this Certification, the term “Response” includes Bidder’s proposal(s) and/or response(s) to KUA’s solicitations.

The undersigned Bidder hereby certifies that it has read and familiarized itself with Florida Statutes Chapter 119.07 et seq and Florida Statutes §812.081, §815.045, §119.0713, and §688.002. Bidder further certifies that it understands that Florida statutes and case law favor disclosure of records and prohibit exempting most information in a response to a government solicitation. Bidder understands that exemptions from public records disclosure are strictly scrutinized; and thus, Bidder certifies that it shall exercise reasonable judgment in specifically labeling information as protected confidential or trade secret information. Bidder acknowledges and further understands that government agencies, like KUA, are not required to seek permission to disclose non-exempt public records information upon request but have an affirmative duty to provide such information to requester(s) within a reasonable time.

Therefore, Bidder certifies that it has specifically and appropriately labeled any information as “Confidential” in its Response to KUA’s above-referenced solicitation that meets the statutory definitions of trade secret or proprietary confidential business information described above. Bidder further understands and agrees that if it fails to properly label as “Confidential” specific information in its Response that meets the statutory definitions of trade secret or proprietary confidential business information described above, then KUA will consider the information in Bidder’s Response as public record information that is not exempt from public disclosure. Accordingly, Bidder understands and agrees that in the event KUA receives a public records request(s) for Bidder’s Response to KUA’s above-referenced solicitation, KUA will provide full-disclosure of Bidder’s Response and accompanying information to the requester(s) unless Bidder has made affirmative efforts to appropriately label its asserted trade secret or propriety confidential business information as “Confidential.”

CERTIFICATION OF PROPER IDENTIFICATION AND/OR REDACTION OF

PROPRIETARY CONFIDENTIAL BUSINESS INFORMATION AND/OR TRADE

SECRET INFORMATION

Bidder understands and agrees that should the requester(s) either file a lawsuit seeking court-mandated disclosure of previously labeled confidential or trade secret information or give KUA an indication that it will challenge the refusal to disclose any information that Bidder has labeled as confidential, KUA reserves the right to reevaluate the exempt status of this information and make preparations to turn the information over. In such event, KUA will give Bidder the opportunity to seek a protective order at its own cost and expense. If the requester(s) decide to challenge this in a court of law, Bidder agrees to retain counsel (and be solely responsible for its own attorney’s fees and costs) to defend and protect the information it claims is confidential and subject to the statutory exemptions from public records disclosure referenced above.

In return for the separate and adequate consideration of Bidder having the opportunity to present information to KUA under the above-referenced solicitation, Bidder agrees to indemnify and hold KUA harmless from any and all liability and/or expense, including reasonable attorney’s and expert witness fees and court costs, in the event a court finds that any of Bidder’s redacted information is public record and holds KUA liable for the requester(s)’ attorney’s fees and court costs for failure to disclose a public record. KUA reserves the right to factor this result in any evaluation of bids submitted by Bidder in response to future KUA solicitations.

By submitting a Response to KUA’s above-referenced solicitation and signing this form, Bidder agrees that it has and will comply with all applicable requirements of the Florida Public Records Act and will further fully comply in good faith with the terms and conditions of this Certification.

This Certification shall remain in effect in full force and effect even after a contract is awarded and executed by the awardee.

Signature:

Print Name:

Title:

Company:

Date:

REMINDER: THIS FORM MUST BE INCLUDED WITH YOUR SUBMITTAL.

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