RFI_25-021-RM_GIS_Utility_Network_Migration.pdf

REV071824

SOLICITATION COVER PAGE

Solicitation Number RFI 25-021-RM

Solicitation Title GIS Utility Network Migration

Issue Date 2/11/2025

Questions/Comments Due Date 3/7/2025 2:00 PM EST

Solicitation Due Date/Time 3/11/2025 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

UTILITY NETWORK MIGRATION

Background

Kissimmee Utility Authority (KUA) is writing a Request for Proposal (RFP) for an upgrade to our GIS system from ESRI Geometric Network to ESRI Utility Network Model. This RFP is anticipated to be released Summer of 2025. To aid this process, KUA issues this Request for Information (RFI) to obtain vender feedback for planned use in the development of the aforementioned RFP.

KUA requests that vendors 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.

Existing System Information:

Software o Current

ArcMap 10.8.1 ArcFM 10.8.1 Designer 10.8.1 ArcGIS Enterprise 10.9.1 Responder 10.6.1 o Future EcoStruxure Grid Operation in 2025 Undetermined engineering design software

Integrations:

o Current

Advanced Utility Systems – CIS Infinity 4.1 DNV - Synergi Responder

IVR – Milsoft 22.51.352

TextPower

L+G – AMI

Data Capable

The Geometric Network supports only electric distribution assets; certain assets, including transmission and fiber networks, are not currently part of the Geometric Network.

KUA currently has 98,000 electric meters within their system.

Our existing IT infrastructure includes the following components, which will also be implemented as part of the migration:

Database: Microsoft SQL Server

Virtualization: VMware-based environment

Operating System: Windows Server

Respondents should describe how their proposed solution will integrate with and leverage this infrastructure.

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

1. Current System Assessment and Data Readiness

A. What specific information about our existing GIS system is required to accurately quote the conversion to the Utility Network and ensure a complete and accurate scope of work?

B. For a utility of our size, do you recommend deploying the Utility Network Essentials, the full Utility Network solution, or another Utility Network configuration for our utility, and why?

C. Do you recommend KUA contract for a data readiness assessment separate from and prior to the release of the conversion RFP, as part of the RFP scope, or not at all? Please explain your reason.

D. What specific items are important to identify as part of the completion of a readiness assessment?

E. What tools or processes do you use to resolve discrepancies between legacy systems and the Utility Network's data model?

F. We currently lack testing and development environments in our GIS setup, will this create challenges during the migration? If so, what are the potential issues, and how can they be mitigated?

2. System Compatibility & Infrastructure Requirements

A. What configuration requirements and optimizations do you recommend for integrating the solution with our existing SQL, VMware, and Windows Server environment?

B. Are there any additional software, middleware, or dependencies required for full functionality?

C. What best practices do you recommend for maintaining system performance, security, and scalability within our existing IT architecture?

3. System Transition and Synchronization

A. Do you propose synchronizing data between the legacy system and the new Utility Network during the migration process?

i. If so, what methodologies would you propose for synchronization of data?

ii. If so, are there any KUA side system dependencies required to support your synchronization method?

B. How do you manage incremental updates or parallel operation of both systems to minimize disruptions?

C. What tools or automation do you offer for data validation and reconciliation between the two systems?

D. Can you describe your recommended cutover strategy, including risk mitigation and rollback options?

E. How do you ensure data integrity and consistency throughout the transition?

F. What level of downtime, if any, should we expect during the cutover, and what strategies do you recommend for minimizing operational impact?

4. Environment Requirements

A. We require three environments: Testing, Production, and Development. What resources (hardware, software, licensing, etc.) are needed to implement and maintain each environment?

5. Data Conversion and Validation

A. What is your process for data validation, cleanup, and enrichment during the migration?

B. How do you handle unmapped or legacy assets, such as substations, fiber, and PV systems, to ensure these elements are included in the migration?

6. Testing and Validation

A. Do you offer a structured testing plan to validate the Utility Network's functionality before go live deployment?

B. How is success measured during the testing phase, particularly regarding data integrity, performance, and compatibility with existing workflows?

7. Training and Documentation

A. What training resources and documentation do you recommend to provide to support utility staff during and after the migration for a Utility of KUA’s size?

B. Do you provide detailed documentation of migration processes for internal use or knowledge transfer?

C. Is there a standard training curriculum you recommend for technical staff, GIS analysts, and field crews to ensure smooth adoption of the Utility Network?

8. Project Management and Support

A. What level of project management support do you recommend to provide during the migration process for a Utility of KUA’s size?

B. Are there post-migration support plans or service-level agreements (SLAs) to assist with issues or adjustments after the Utility Network is live?

C. What is the typical timeline from project kick-off to go-live for a utility of our size, and can you provide an estimated timeline with milestones specific to a project of this size and scope?

D. How do you handle ongoing product updates or enhancements after the migration is complete?

9. User Adoption and Change Management

A. Do you have a recommendation on strategies to facilitate user adoption of the Utility Network among staff?

B. Are there tools or methodologies provided to ease the transition for users accustomed to the Geometric Network?

10. Post-Migration Optimization

A. Do you provide post-migration audits or performance tuning services to ensure the Utility Network operates efficiently?

B. What is the typical timeline for achieving operational stability after migration?

11. Integration with Future Systems

A. Are there any specific API or data exchange requirements we need to be aware of for future system integrations, including Work Asset Management Systems, Work Order Systems, and storm response tools?

B. For systems that do not yet integrate directly with the Utility Network, what is the typical approach for enabling compatibility?

12. System Deployment and Future Flexibility

A. If we proceed with an on-premises deployment of ArcGIS Enterprise but later transition to a cloud deployment, are there provisions or configurations we should implement during the Utility Network migration to ease this future transition?

B. What is the difference in offerings/functionality between on-premises, cloud, and hybrid deployments? For example, is there enhanced analytical capability or scalability in the cloud?

C. Can you provide a proposed system architecture for cloud, on-premises, and hybrid deployment options, including hardware, software, and network requirements?

13. Future Scalability and Upgrades

A. Are there any considerations we should account for now to support potential future enhancements or upgrades?

14. Support for Future Innovations

A. Are there recommended tools or workflows for integrating GIS data with digital twin or predictive maintenance platforms?

15. Vendor Experience and Case Studies

A. Can you provide examples of similar migrations completed for electric utilities, including challenges encountered and how they were resolved?

B. Are there lessons learned from prior migrations that would be helpful for us to know upfront?

C. What differentiates your approach to Utility Network migration from other vendors?

16. General Questions

A. Are there any recommended prerequisites or preliminary steps we should undertake before initiating the migration?

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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