RFI_ELE260450_REQUEST_FOR_INFORMATION_Utility_Network_Migration_for_Ocala_Electric_Utilities_Updated_-_ELE_260450.pdf

110 SE Watula Avenue, Third Floor

Ocala, Florida 34471 Main Number: (352) 629-8402 www.bidocala.com

The City of Ocala is accepting sealed electronic submissions for:

Utility Network Migration for Ocala Electric Utilities

REQUEST FOR INFORMATION (“RFI”) #: ELE/260450

Official copies of all solicitation documents may be obtained via electronic download from the City of Ocala’s e-procurement portal located at: https://www.bidocala.com

** Copies of documents obtained from any other source are not considered official copies. **

Deadline for Questions: 02/17/2026 at 5:00 p.m. (EST)

All questions or inquiries regarding this solicitation must be submitted via e-mail to the Buyer Contact identified below or via the e-procurement portal no later than the Deadline for Questions noted above. Any questions received after the deadline will not be considered.

Where to Submit Responses: bids@ocalafl.gov

Submission Deadline: 02/20/2026 at 2:00 p.m. (EST)

All responses must be received be e-mailed to bids@ocalafl.gov no later than 2:00 P.M.

on February 20, 2026. Any submittal received after the stated time and date shall not be considered and will be deemed non-responsive. It shall be the sole responsibility of the Respondent to have its package delivered to the Authority via electronic submittal. The electronic submission must be in PDF format.

Buyer Contact/ Direct All Inquiries To:

Caley Conard E-Mail: cconard@ocalafl.gov Phone: (352) 629-8399

Notice to Proposers: The point of contact for all questions and issues relating to this RFI shall be the Buyer Contact identified above.

To ensure that your submission is deemed responsive, you are urged to request clarification or guidance regarding any issues involving this RFI prior to submitting your response.

THE CITY OF OCALA RESERVES THE RIGHT TO REJECT ANY AND ALL SUBMISSIONS

http://www.bidocala.com/ https://www.bidocala.com/ mailto:bids@ocalafl.gov mailto:bids@ocalafl.gov mailto:buyername@ocalafl.gov

The City of Ocala is requesting information from vendors regarding general market information from firms with experience in GN-to-UN data migration, for the purposes of budget development and future procurement planning only. Please provide low, medium and high price ranges for proper planning. It is the intent of the department to post and award an RFP for these services in 2027.

THIS IS A REQUEST FOR INFORMATION (RFI) AS DEFINED IN SECTION 287.012 (22), FLORIDA STATUTES. This RFI is issued solely for information and planning purposes. It does not constitute or promise to issue a formal solicitation (Request for Proposal or Invitation to Negotiate or Letter of Interest) in the future.

The City will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested Vendors expense. Not responding to this RFI does not preclude participation in any future solicitations, is any are issued.

If a solicitation is released, it will be advertised on the e-procurement platform https://www.bidocala.com. It is the responsibility of the interested vendor to register at the above-mentioned website to monitor the site for any potential forma solicitations.

Companies that are interested in this project and feel that they have the capabilities to meet or exceed the listed requirements are asked to submit information in the following format to the City.

ALL RESPONSES ARE DUE NO LATER THAN 2:00 P.M. EST ON FEBRUARY 20, 2026

SUBMISSION

All responses must be received by e-mail to bids@ocalafl.gov no later than 2:00 P.M. on February 20, 2026. Any submittal received after the stated time and date shall not be considered and will be deemed non-responsive. It shall be the sole responsibility of the Respondent to have its package delivered to the Authority via electronic submittal. The electronic submission must be in PDF format.

QUESTIONS AND CLARIFICATIONS.

(a) Vendors must communicate any questions regarding this Solicitation by the deadline set forth above.

(b) Any and all questions must be submitted to the Procurement Department electronically via www.bidocala.com. Responses will be made electronically and posted online. It is the responsibility of the proposers to check for updates.

BACKGROUND AND PROJECT OVERVIEW

Ocala Electric Utilities (OEU) maintains a GIS environment that supports the management and analysis of electric utility assets and network connectivity. The current environment is based on Esri’s Geometric Network data model, which represents asset connectivity primarily through spatial relationships. As GIS technology has evolved, Esri’s Utility Network model has introduced a rules-based framework that more accurately represents real-world system behavior, equipment connectivity, and network flow.

As part of ongoing technology lifecycle planning, and in light of the planned retirement of legacy Geometric Network and 32-bit GIS technology in the coming years, OEU is evaluating considerations associated with a future transition to the Utility Network and modern ArcGIS platform. This includes understanding data migration complexity, cost drivers, risks, and readiness factors at an industry level.

This Request for Information (RFI) is issued to obtain general market information from firms with experience in GN-to-UN data migration, for the purposes of budget development and future procurement planning only.

https://www.bidocala.com/ mailto:bids@ocalafl.gov http://www.bidocala.com/

REQUESTED INFORMATION NEEDED:

Please keep in mind that City staff will be reviewing information submitted in response to this RFI. As such, please construct your responses in a plain, clear, and concise manner. The following information must be included in your response:

A. COMPANY INFORMATION: Company name, address, website, telephone, email address and taxpayer ID number. Include a brief history of the firm.

B. COST: Please provide low, medium and high price ranges for proper budget planning purposes.

C. COMPANY’S RESPONSE:

Please submit a response addressing the following questions:

1. At a high level, what types and relative sizes of data conversion projects does your firm typically support, including experience with Geometric Network to Utility Network migrations?

2. What general factors most significantly influence the cost of GN-to-UN data migration projects, based on industry experience?

3. Which data characteristics (e.g., volume, age, quality, complexity) typically have the greatest impact on cost and schedule?

4. What common assumptions or unknowns at project initiation most often lead to cost increases or scope changes?

5. How does the complexity of Utility Network configuration (e.g., domain networks, tiers, rules) generally affect effort and cost?

6. Based solely on high-level conditions, what cost ranges are commonly observed for projects of this nature?

7. What general conditions or constraints are typically associated with lower-range cost estimates?

8. What general risks, data challenges, or scope conditions are typically associated with higher-range cost estimates?

9. What scope elements are commonly deferred, phased, or excluded to reduce initial project cost?

10. What major phases are typically present in GN-to-UN data migration projects, and which phases generally represent the greatest effort?

11. What responsibilities are most commonly assumed by agencies versus vendors during data migration efforts?

12. What level and type of agency staff involvement is typically required to support a successful migration?

13. What risks are most commonly associated with large-scale GN-to-UN data migration projects?

14. What data readiness or preparation activities are most helpful for agencies to complete prior to issuing an RFP?

15. What information, if clearly defined in a future solicitation, most improves vendor pricing accuracy and reduces change risk?

16. Please describe your organization’s ability to support a hosted solution for UN migration and ArcGIS Enterprise, including any cloud-based or vendor-hosted offerings. In your response, compare this approach with an on-premises ArcGIS Enterprise installation, including differences in architecture, implementation approach, ongoing support responsibilities, and relative cost considerations.

PUBLIC RECORDS. All written submissions received by the city pursuant to this RFI concerning this RFI shall be handled in accordance with Chapter 119, Florida Statutes, and Article 1, Section 24, of the Florida Constitution.

(a) Sealed proposal responses or replies received by the City in response to its solicitations are exempt from public disclosure until such time as the City provides notice of an intended decision or until thirty (30) days after the opening of the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A proposal or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all proposals or replies.

(b) Upon award recommendation or ten (10) days after opening, bids become “public records” and shall be subject to public disclosure consistent with Chapter 119 (Public Records) and Section

815.045 (Trade Secret Information), Florida Statutes. Should bidders/proposers consider any information related to their proposal or the services to be provided to City to be proprietary, a trade secret, or otherwise constitute confidential material under Florida or federal law, bidder/proposer shall designate such portion of the material as such by clearly marking it as CONFIDENTIAL, PROPRIETARY, or TRADE SECRET and submit both a non-redacted and redacted copy of their submission. The redacted copy shall only exclude or obliterate the exact portions claimed to be confidential, proprietary, or trade secret. Additionally, bidder/proposer shall state the basis for the exemption that it contends is applicable to the record, to include the statutory citation to an exemption created or afforded by statute.

(c) THE CITY WILL MAKE NO EFFORT TO VERIFY WHETHER OR NOT THE REDACTED

MATERIAL IS EXEMPT FROM CHAPTER 119, FLORIDA STATUTES. THAT DETERMINATION

IS TOTALLY THE RESPONSIBILITY OF THE BIDDER/PROPOSER AND THE

BIDDER/PROPOSER SHALL BE SOLELY RESPONSIBLE FOR DEFENDING ITS

DETERMINATION THAT THE REDACTED PORTIONS OF ITS RESPONSE ARE

CONFIDENTIAL, TRADE SECRET, OR NOT OTHERWISE SUBJECT TO DISCLOSURE.

PROPOSER SHALL PROTECT, DEFEND, AND INDEMNIFY THE CITY FOR ANY AND ALL

CLAIMS ARISING FROM OR RELATING TO PROPOSER’S DETERMINATION THAT THE

REDACTED PORTIONS ARE NOT SUBJECT TO DISCLOSURE. IF THE PROPOSER FAILS

TO SUBMIT A REDACTED COPY OF ITS SUBMISSION, ANY CLAIM OF CONFIDENTIALITY

IS WAIVED, AND THE CITY SHALL BE AUTHORIZED AND REQUIRED TO PRODUCE THE

ENTIRE DOCUMENT OR RECORD IN ITS ANSWER TO A PUBLIC RECORDS REQUEST FOR

SAID RECORDS.