SCOPE OF WORK

Weather Services and Decision Dashboard

RFP 1100

LLM3010

TABLE OF CONTENTS

SECTION 1 PURPOSE AND BACKGROUND

SECTION 2 ABOUT AUSTIN ENERGY/CITY OF AUSTIN

SECTION 3 CURRENT STATE OVERVIEW

SECTION 4 CONTRACT TERM

SECTION 5 SERVICE OVERVIEW

SECTION 6 CONTRACTOR’S RESPONSIBILITIES

SECTION 7 AUSTIN ENERGY’S RESPONSIBILITIES

SECTION 8 DELIVERY AND INSTALLATION

SECTION 9 MILESTONES

SECTION 10 INVOICING AND KEY PERSONNEL

SECTION 11 DELIVERABLE – ONGOING SUPPORT SERVICE LEVELS

SECTION 12 ABBREVIATIONS AND DEFINITIONS

CITY OF

AUSTIN

Scope of Work RFP 1100

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Section 1 Purpose and Background

The Central Texas Region, including Austin, has experienced an increase in severe weather over the past 15 years. Floods, high winds, fire threats, and freezing weather have impacted the Austin Energy (AE) service territory and has challenged the way Austin Energy prepares for inclement weather.

Remaining weather wise is paramount to promoting Austin Energy’s strategic mission to safely deliver clean, affordable, and reliable electricity and excellent customer service.

Austin Energy’s Energy Control Center (ECC) serves as the utility’s operations hub and central communications entity for grid operators and field crews. Whether executing new construction work, maintenance, or storm restoration efforts, safety and weather awareness are foundational to all tasks.

To maintain its safety posture, Austin Energy requires a comprehensive weather tool that supports planning, anticipation of events, risk mitigation, and analysis.

Section 2 About Austin Energy/City of Austin

Austin Energy is the nation’s eighth largest publicly owned electric utility engaged in the generation, distribution, and transmission of electricity to over 520,000 residential, commercial, and industrial customers in the City of Austin, several neighboring cities, unincorporated areas of Travis County, and a portion of Williamson County.

AE is part of the Electric Reliability Council of Texas statewide market, and its operations are funded entirely through energy sales and services. Austin Energy owns and operates a diverse energy supply portfolio consisting of contract supplies of renewable energy, owns and operates natural gas fuel powered generation, and maintains shared ownership in coal and nuclear-fueled AE generation. AE also

P a g e 3 | 9 owns and maintains transmission and distribution systems. AE provides other ancillary services such as Energy Efficiency Program, District Cooling, Thermal energy storage, and distributed generation services. Our mission is to safely deliver clean, affordable, reliable energy and excellent customer service.

Section 3 Current State Overview

The Austin area has a humid, subtropical climate and is at risk for flash flooding, high winds, thunderstorms, tornadoes, and hail. Due to ongoing draught and a generous tree canopy, Austin is ranked 5th in US metropolitan areas for fire risk. Combining these threats with more than 2,000 miles of distribution power lines and over 300 electrical circuits creates a critical need for heightened weather awareness. The Energy Control Center (ECC) must have weather intelligence tools supporting event planning, monitoring, response, and analysis.

ECC Staff and Leadership use weather data services to assess current and forecasted weather conditions and plan resource needs in preparation for future events. Austin Energy requires a proven, commercially available, utility-grade weather forecasting service, as well as decision dashboard to assist in crew staffing. Austin Energy is seeking probability-based forecasting to include confidence bands or range of forecasts around factors that can impact our load in the short term (15-day) and near team months, including seasonal forecasts.

Section 4 Contract Term This contract shall remain in effect for an initial term of 24 (twenty-four) months, or the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional 12 (twelve) month periods at the City’s sole option.

Section 5 Service Overview

5.1. This Scope of Work (SOW) outlines the functional requirements for comprehensive weather intelligence and forecasting solution to support Austin Energy’s operational planning, outage mitigation, and situational awareness needs. The solution will provide real-time meteorological expertise, advanced modeling, accessible data tools, integrated forecasting capabilities, and end-user support.

5.1.1. On-Demand Meteorologist Support. The solution shall provide 24/7/365 access to professional meteorologists for real-time consultation, event duration guidance, and forecast interpretation. These services shall be available before, during, and after major storm events.

5.1.2. Informational Weather Briefings. The solution shall deliver comprehensive weather briefings before, during, and after storm events to ensure stakeholders remain informed of ongoing and anticipated weather conditions. A meteorologist shall coordinate with Austin Energy personnel to provide weather briefings of incoming inclement weather and review timing, impacts, and duration of the event. Live briefings with Austin Energy shall include visuals to accompany the briefings, and the visuals shall be sent to Austin Energy within a hour after the briefing concludes. The visuals shall be in the form of a powerpoint presentation, either in the .ppt or .pdf format.

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5.1.3. Data Query and Download Capabilities. Users shall have the ability to query and download historical weather datasets, including but not limited to temperature, humidity, wind speed and direction, precipitation, solar radiation, and forecast data. These tools will support post-event analysis and data-driven decision making.

a. ADMS Data Integration Requirement. Austin Energy’s Advanced Distribution Management System (ADMS) requires current and forecast weather values for ADMS forecast functions. Required current weather measurements include:

• Temperature (°F)

• Humidity (%)

• Insolation GHI (W/m2)

• Wind Speed (mph)

Data shall be transmitted to ADMS at a minimum frequency of once every 15 minutes.

5.1.4. Configurable Dashboard. The solution shall include a user-configurable dashboard containing operational planning and situational awareness tools. Dashboard elements may include real-time weather maps, risk assessment graphs, notifications and alerts, resource management tools, and user-specific modules.

5.1.5. Accurate Weather Condition Monitoring. The solution shall monitor and report weather conditions such as minimum/maximum temperature, dew point and humidity, heat index or wind chill, wind speed and direction, precipitation, soil moisture, atmospheric pressure, and microclimate variations. Data must be reliable and actionable for Austin Energy operations.

5.1.6. Predictive Weather Models with Regular Updates. The solution shall provide advanced predictive weather modeling with updates delivered at a minimum of 1-hour increments.

5.1.7. Comprehensive Weather Metrics. The solution shall include a broad set of weather metrics, including:

a. Temperature (actual and “feels like”)

b. Humidity

c. Solar insolation (Global Horizontal Irradiance - GHI)

d. Wind speed, gusts, and direction

e. Sky cover

f. Precipitation (forecasted and accumulated)

g. Frozen precipitation (forecasted and accumulated: ice, snow, hail, freezing rain)

h. Lightning (forecasted and observed cloud-to-ground strikes, frequency, and density)

i. Storm tracks, trajectory and intensity

5.1.8. End-User Training. The provider shall deliver remote end-user training and ongoing support to ensure effective use of the solution. A training report shall be submitted to the Project Manager within 5 business days of training completion. The report will include trainee names, training dates, trainer name, and topics covered, delivered in PDF format.

5.1.9. Solution Accessibility. The solution shall be accessible via desktop and mobile platforms. The mobile application must support push notifications and alerts.

5.1.10. Asset Mapping and Forecasting. The solution shall support ingestion of client-provided datasets, including but not limited to GIS utility infrastructure data and historical outage information, for outage forecasting and dynamic alerting.

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5.1.11. Weather Station Data Integration. The solution shall integrate with and consume data from Austin Energy’s weather station network. Further details on the weather station network will be shared at a later time.

5.1.12. Solution Integrations. The solution shall have the ability to consume the file types including, but not limited to: Shapefiles, Delimited text formats, GeoJSON, WKT.

5.1.13. User Feedback Mechanism. The solution shall provide a mechanism for users to submit feedback on model outputs, including comparisons of forecasted versus observed weather conditions and service outages. The model shall be capable of adjusting or improving based on user feedback.

5.1.14. Forecasted Outage Prediction. The solution shall include outage prediction capabilities tailored to the Austin Energy service territory, with the ability to forecast service interruptions caused by predicted weather conditions and storm events.

5.1.15. Human Capital Staffing Forecasts. The solution shall forecast required staffing levels based on predicted weather conditions to support effective and efficient resource allocation.

Section 6 Contractor’s Responsibilities

6.1. The Contractor shall adhere to the following responsibilities: SProvide a project management tool and document management process that allows Austin Energy to modify and control access as needed.

6.1.1. Weekly progress reporting shall be submitted Austin Energy Project Manager every Friday by 5:00 PM Central Time.

a. The report format shall be mutually agreed upon between AE and the Contractor.

b. These reports must include:

i. A summary of work completed during the reporting period.

ii. An updated project schedule noting any deviation from the baseline timeline.

iii. Identification of issues or risks encountered, along with proposed mitigation strategies.

6.1.2. Provide Austin Energy with at least two weeks notice of planned vacation or leave involving critical staff whose absence would require suspension or delay of project activities.

6.1.3. Ensure project staff are available, contingent on individual availability, between 8:00 AM - 5:00 PM Central Time, Monday through Friday, except holidays, unless alternative arrangements are approved in advance.

6.1.4. Promptly notify Austin Energy of any unsafe conditions identified or discovered by the Contractor.

6.1.5. Provide timely responses, within five (5) business days, to AE questions or requests submitted unless otherwise agreed to.

6.1.6. Actively participate in scheduled meetings, workshops, support ticket discussions, and general support discussions throughout the duration of the project.

6.1.7. Initiate work contained within the scope of work within fourteen (14) business days following contract execution

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6.1.8. Coordinate with AE Project Manager to schedule and conduct a project kick-off meeting within thirty (30) business days of contract award.

Section 7 Austin Energy’s Responsibilities

7.1. Austin Energy will adhere to the following responsibilities:

7.1.1. Staff the project with appropriately skilled personnel necessary to accomplish all Austin Energy’s responsibilities. This includes assigning a dedicated Project Manager responsible for all aspects of issue resolution, risk management, scheduling, deliverable review/approvals, acceptance processes, and reporting.

7.1.2. Provide with at least two weeks’ notice of planned vacation or leave involving critical staff whose absence would require suspension or delay of project activities.

7.1.3. Be available from 8:00 AM - 5:00 P Central Time, Monday through Friday, except holidays, unless alternative arrangements are approved in advance.

7.1.4. Provide access to and schedule meetings with all appropriate personnel as required throughout the engagement, including access to business stakeholders, developers, project managers, and other technical personnel.

7.1.5. Prompt inspection and acceptance of services and/or deliverables upon submission by Contractor.

7.1.6. Provide timely responses, within five (5) business days, to questions or requests submitted to Austin Energy unless otherwise agreed to.

Section 8 Delivery and Installation

8.1. The Contractor shall include the following delivery and installation:

8.1.1. The Contractor shall deliver a portal showing local, regional, national, and international weather and a dashboard with weather-based criteria to assist in staffing.

8.1.2. The Contractor shall onboard all Austin Energy users identified as requiring standard application access and user training.

8.1.3. Onboard all AE users identified as requiring administrative application access and advanced user training.

8.1.4. Multiple levels of security access

a. User (Standard) vs Administrative (Advanced).

b. Ability for administrative users to manage site access of other users.

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Section 9 Milestones Please provide an anticipated milestone table see sample below.

ID

Implementation Payment Milestone Schedule Milestone

Submittal Due Date

Milestone 1 Kickoff Meeting 10%

Milestone 2 Dashboard Design and Project Plan 10%

Milestone 3 Final Dashboard and Portal Design Approval 10%

Milestone 4 Perform Functional Testing 10%

Milestone 5 User Acceptance Testing 15%

Milestone 6 Final System Acceptance (final test report, and documentation) including the Dashboard and Portal

25%

Milestone 7 Transition to AE (training, finalizing internal operational documents).

10%

Milestone 8 Warranty Period 5%

Total: 100%

Section 10 Invoicing and Key Personnel

10.1 The Contractor shall provide invoices in accordance with the implementation payment milestone schedule referenced in Section 8. Invoices must be approved based on Austin Energy completion and Austin Energy acceptance of milestones as indicated within Section 8.

10.1.1 Specific Invoice Requirements. The City’s preference is to have invoices emailed to jennifer.hughes@austinenergy.com. For questions regarding your invoice/payment please contact the AE Contract Manager.

10.1.2. Designation of Key Personnel. Austin Energy designates the following authorized representative assigned to serve as the primary point of contact for communication, issue escalation, contract administration, project scope change administration, and acceptance of Deliverables and/or Services as set forth herein.

Title Name Phone Number Email Address

City Contract Manager Jennifer Hughes (512) 972-9513 Jennifer.Hughes@austinenergy.com

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City Project Manager Paul (Jason) Brackin

(512) 322-6641 Paul.Brackin@austinenergy.com

City Procurement Specialist

Lorena McBee (512) 978-0873 Lorena.McBee@austintexas.gov

Contractor’s Key Personnel

TBD

Contractor’s Key Personnel

TBD

Contractor’s Customer Success Manager

TBD

Contractor’s Program Manager – Customer Success

TBD

Contractor’s AP Personnel

TBD

Section 11 Deliverable – Ongoing Support Service Levels

11.1 The Contractor shall provide ongoing support to AE during the Contract Period in a variety of ways, including:

11.1.1 Designated Customer Success Manager. The contractor shall provide a Customer Success Manager to serve as the main point of contact between the AE and Contractor teams through the term of this contract.

11.1.2 Ongoing Product Training. The contractor shall provide ongoing product training and any other relevant training to AE when new versions of the product are released or on an as needed basis. A minimum of two training sessions for 5 students is required each year of the contract. Austin Energy team will confirm in writing to the Contractor’s Success Manager if training sessions are not needed.

11.1.3 Maintenance and Support. The proposed solution shall be available no less than 99.99% of the time with scheduled maintenance outages negotiated 7 business days in advance where possible. If an extreme weather event is predicted for the Central Texas area, Austin Energy reserves the right to reject a scheduled service outage 72 hours prior to the weather event starting.

Section 12 Abbreviations and Definitions

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Abbreviations Definitions

AE Austin Energy

ECC Energy Control Center

COA City of Austin

TBD To Be Determined

GHI Global Horizontal Irradiance

GIS Geographic Information Systems