RFP_ELE260450_Utility_Network_Migration_for_Ocala_Electric_Utilities__REQUEST_FOR_PROPOSAL_5.29.26_Published.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 PROPOSALS (“RFP”) #: 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. **

Pre-Submittal Conference: NONE.

Deadline for Questions: 06/26/2026 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 Proposals: City of Ocala’s E-Procurement Portal:

https://www.bidocala.com

Submission Deadline: 06/23/2026 at 2:00 p.m. (EST)

Sealed electronic submissions shall be accepted up to the Submission Deadline. Submissions received after the deadline and/or transmitted to the City of Ocala outside of the e-procurement portal shall be rejected.

The e-procurement portal’s timestamp shall be conclusive as to the timeliness of filing.

Contractor Registration: Proposers must be a registered Vendor within the ProRFx e-procurement portal in order to submit a response to this Solicitation. There is no charge to register, simply follow the registration path for “New Vendor Registration” at https://www.bidocala.com.

Buyer Contact/ Direct All Inquiries To:

CALEY CONARD

E-Mail: cconard@ocalafl.gov Phone: (352) 629-8402

Notice to Proposers: The point of contact for all questions and issues relating to this Solicitation 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 solicitation 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/ https://www.bidocala.com/ https://www.bidocala.com/ mailto:emarquez@ocalafl.gov

SECTION 1

INTRODUCTION AND GENERAL INFORMATION

1.1. EXHIBITS: The following Exhibits are incorporated into and made a part of this Solicitation as if fully set forth herein.

(a) EXHIBIT A: Price Proposal Form

(b) Exhibit B: City of Ocala IT Vendor Assessment Questionnaire (Sample)

(c) ATTACHMENT 1: Reference Form

1.2. LOCAL VENDORS. The City of Ocala encourages active participation by local vendors. In accordance with Section 22-2 of the City’s Code of Ordinances, this Solicitation DOES NOT QUALIFY for Local Vendor Preference.

1.3. QUESTIONS AND CLARIFICATIONS.

(a) Proposers are responsible for verifying all listing information prior to submitting a response to the

Solicitation.

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

(c) 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.

(d) If necessary, any addenda shall be posted to the www.bidocala.com website.

(e) It is our standard policy that no addendum will be issued less than three (3) calendar days prior to the deadline established for receipt of proposals, except for an addendum withdrawing the solicitation or one which includes postponement of the date for receipt of proposals.

(f) No verbal or written information obtained by means other than those set forth in this Solicitation, or by addendum thereto, shall be binding upon the City.

1.4. AMENDMENTS TO SOLICITATION.

(a) Should it become necessary for the City to revise or amend any part of a solicitation, Procurement and Contracting Department staff shall furnish the revision or amendment via written addendum, comment, and/or question and answer posted in the City’s e-procurement system under the appropriate solicitation.

(b) Addenda, comments, questions, and answers should be reviewed by interested parties. Lack of review will not excuse Proposers from adherence to any requirements set forth therein.

(c) If there is a discrepancy with the scope of work that City determines, in its sole discretion, to be unfair to the Proposers, City may postpone the bid opening at any time in order to make corrections. City further reserves the right to extend the bid opening at any time during the bid process.

1.5. ADA NEEDS/ACCOMMODATIONS: If reasonable accommodations are needed in order for an interested Proposer to participate in this solicitation, please contact the Buyer Contact identified above at least forty-eight (48) hours in advance so that arrangements can be made.

1.6. MINORITY/DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION. The City of Ocala encourages the active participation of minority businesses, women’s businesses, and labor surplus area companys whenever possible as either prime contractors or subcontractors. If subcontracts are to be let through a prime subcontractor, the prime contractor is required to take the following afcompanyative steps:

(a) placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

(b) assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

(c) when economically feasible, dividing total requirements into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

(d) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises; and

(e) using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

1.7. CERTIFICATION OF ACCEPTANCE: By responding to this solicitation, Proposer certifies that he/she has carefully read the solicitation documents, including any addenda, exhibits, attachments, and/or appendices in their entirety and agrees that to the best of his/her knowledge no pages or parts of the documents appear to have been omitted and that he/she fully understands, accepts, and agrees to fully comply with the requirements and conditions set forth therein.

1.8. COST INCURRED IN RESPONDING. All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the Proposer.

1.9. INDULGENCE. Indulgence by the City on any non-compliance by the Proposer does not constitute a waiver of any rights under this request.

1.10. FEDERAL DEBARMENT. By submitting a proposal, the Proposer certifies that no principal (which includes officers, directors, or executives) is presently suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.

1.11. PUBLIC ENTITY CRIMES. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a consultant, supplier, sub-consultant, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

1.12. E-VERIFY. The Proposer shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Proposer during the term of the contract and shall expressly require any sub-consultants performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the sub-consultant during the contract term.

1.13. MATERIALS. All materials submitted in response to this solicitation shall become the property of the City.

1.14. INTELLECTUAL PROPERTY RIGHTS. The Proposer will indemnify and hold harmless, the City from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or un-patented invention, process, article or work manufactured or used in the performance of the contract, including its use by the City. If the Proposer uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright, or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the work. This article will survive the termination of any contract with the City.

1.15. CONFLICTS OF INTEREST

(a) The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest.

(b) All Proposers are required to disclose the name(s) of any employee(s), officer(s), director(s), shareholder(s), or other agent(s) of their company that are also employee(s) or public official(s) of the City of Ocala concurrently with the submission of their Proposal.

(c) All Proposers are required to disclose the name(s) of any City of Ocala employee(s) or public official(s) who either directly or indirectly owns or holds a five percent (5%) or more interest in Proposer’s company, corporation, or other business entity.

(d) City of Ocala employees appointed persons, and elected officials (herein referred to as "employees") may engage in outside activities and hold financial interests subject to state and federal laws and regulations and the City of Ocala Employee Handbook, as applicable.

(e) 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 City must complete and submit an “Officer and Employee Disclosure Statement” with every submission. This statement is available at http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure- Statement-and-Intro.pdf. Failure to disclose known conflicts of interest shall result in Proposal rejection and/or contract termination, if awarded.

1.16. ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS.

(a) Lobbying is defined as any action taken by an individual, company, association, joint venture, partnership, syndicate, corporation, or any other group who seeks to influence the decision of City Council member or City personnel after the advertisement of a solicitation and prior to the vote of City Council on the award of a contract.

(b) To ensure fair consideration for all Proposers, the City strictly prohibits Proposer communication relative to this solicitation with any employee, department, City official, or City Council member, regardless of whether written, verbal, or through a third party, except for those inquiries made directly to the Procurement and Contracting Department through the assigned Buyer Contact, the City’s Procurement Manager, or the City’s Procurement and Contracting Officer (“Assigned Procurement Personnel”).

(c) Proposers (including their agents or other third parties on their behalf) are prohibited from initiating any communication with any employee, department, City official or City Council member that will evaluate or consider the Proposal prior to and up to the time that award is made at a scheduled City Council meeting.

(d) Proposers (including their agents or other third parties on their behalf) are prohibited from discussing this Solicitation, or their submittals thereto, with competing companys under this Solicitation. All oral and written inquiries must be directed through Assigned Procurement Personnel.

(e) Proposers (or any third-party on their behalf) who lobby or initiate otherwise prohibited communications shall be disqualified from consideration for award; AND may be subject to a three (3) year debarment from doing business with the City of Ocala.

1.17. PUBLIC RECORDS. All written competitive submissions received by the city pursuant to this RFP including all replies, oral presentations, other submissions, correspondence, meetings, and records made thereof, and any other records concerning this solicitation 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.

http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure-Statement-and-Intro.pdf http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure-Statement-and-Intro.pdf

(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.

1.18. ANTI-COLLUSION STATEMENT. By responding to this Solicitation, Contractor certifies that the following statements are true:

(a) All information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, Florida Statutes.

(b) Proposer’s submission is made without prior understanding agreement, or connection with any person, company, or corporation submitting a bid for the same work, labor, or service to be done or supplies, materials, or equipment to be furnished and is in all respects fair and without collusion or fraud. Proposer understands that collusive bidding is a violation of state and federal law and may result in fines, prison sentences and civil penalties.

(c) Proposer’s submission has been arrived at independently and without consultation, communication, or agreement, or for the purpose of restricting competition, as to any matter relating to such prices with any other Proposer or competitor.

(d) Unless otherwise required by law, the prices which have been (or will be) quoted by Proposer in this submission have not been knowingly disclosed by Proposer and will not be knowingly disclosed by Proposer, either directly or indirectly, to any other bidder or competitor prior to the Solicitation opening date.

END OF SECTION

SECTION 2

BACKGROUND INFORMATION, SCOPE OF SERVICES MINIMUM REQUIREMENTS, AND RFP

TIMELINE

2.1. BACKGROUND INFORMATION

Ocala Electric Utilities (OEU) maintains a Geographic Information System (GIS) environment to support the management, analysis, and operation of its electric utility assets and network connectivity. The current system is based on Esri’s Geometric Network (GN) data model, which represents asset connectivity primarily through spatial relationships.

As GIS technology has evolved, Esri’s Utility Network (UN) model has emerged as the industry standard for modern electric utility implementations. The Utility Network provides an advanced, rules-based framework that more accurately represents real-world system behavior, asset connectivity, and network flow.

OEU’s GIS serves as an authoritative system of record for electric utility assets and continues to expand in both scope and importance. Increasing business demands, including the need for advanced analytics, improved system reliability, regulatory compliance, and enhanced customer service, require more granular geospatial insight and capabilities than are supported by the current GN-based environment.

Accordingly, OEU is seeking a qualified Vendor to perform a comprehensive migration from its existing Geometric Network environment to Esri’s ArcGIS Utility Network platform. The selected Vendor will act as the System Integrator (SI) and provide full lifecycle services, including planning, strategy development, data assessment and preparation, system design, configuration, data migration, validation, documentation, and knowledge transfer.

This project will include the migration and transformation of existing GN data models and the transition from legacy 32-bit GIS technology to a modern ArcGIS Enterprise environment. The effort may also require reconfiguration, replacement, retirement, or reimagining of integrations with other OEU systems to align with the new Utility Network architecture.

For any proprietary third-party systems or products, configuration activities will be performed by the respective product vendors; however, the selected SI will be responsible for overall coordination, integration, and technical oversight to ensure alignment with project objectives and successful implementation.

2.2. MINIMUM QUALIFICATIONS/EXPERIENCE REQUIREMENTS

Vendor must demonstrate their experience specific to UN system implementations currently in production. Vendor must provide the following detail in their proposal:

(a) Must have a minimum of 5 consecutive years providing GIS consulting and data migration services.

(b) Must have successfully completed at least (3) three legacy-to-ArcGIS Utility Network migration projects of similar asset size and complexity within the last 5 years at least one should be from a governmental agency.

(c) List the total number of projects (with similar scope and size) that the Proposer has completed and are in progress.

(d) Provide at least three (3) references with contact information related to completed projects with a similar scope and size project (ATTACHMENT 1 – REFERENCE FORM).

(e) Must have an active Esri partnership. Proposer must include proof of partnership with proposal response.

(f) Proposers must complete and pass the City of Ocala’s Technology Questionnaire with a minimum score of 80%. See Exhibit B – Technology Questionnaire (Sample). NOTE: This sample is provided solely to give vendors an idea of the type of technical questions required by the City’s IT Department and should not be submitted with the proposal. After the RFP closes, each proposer will receive an email from the City’s IT Department with instructions and a link to electronically submit their responses.

2.3. PROJECT OVERVIEW

The UN Migration aligns with OEU’s long-term strategy for improvement. OEU recognizes that migration to the ArcGIS UN will fundamentally change how the utility operates and requires System Integrator expertise to implement and train OEU personnel to realize the benefits of the technology. The System Integrator will work with the OEU team to develop a strategy that supports program governance, change management, project management, and technical solution factors for a successful UN Migration project.

OEU requires that the Vendor leverage their experience and proven methodologies for successful implementation from both a business and technical perspective.

To continue to meet the needs of customers and the requirements of both municipal partners and regulators, OEU has identified the need to move from Esri’s Geometric Network data models and obsolete 32-bit technology to the new Esri Utility Network data models, along with their ArcGIS Pro GIS software, and the latest cutting-edge technology. It is extremely important for OEU to modernize our geospatial platform before the upcoming retirement (February 2028) of the Esri Geometric Network and ArcMap editing environment to avoid maintaining critical operations on an unsupported platform.

While this modernization is heavily driven by technology obsolescence, OEU is seeking to take advantage of the new functionality the Utility Network will enable throughout the ArcGIS Enterprise platform to aid in meeting ever-changing business needs.

Current projects, and others planned over the next five years, will operate independently yet in parallel with the UN Migration Project. It will be incumbent upon the System Integrator to take these ongoing dependencies into account when planning and implementing the ArcGIS UN solution. OEU will provide the System Integrator with detailed information on each of these efforts at the appropriate time.

2.4. SCOPE OF SERVICE

(a) OEU is asking qualified System Integrators to perform the following:

(1) Review and document impacted business processes.

(2) Recommend system sizing requirements, performance requirements and product requirements necessary to achieve business goals and sustain operational integrity.

(3) Develop and execute change management to ensure all OEU employees and contractors

(where applicable) understand the upcoming change and are fully trained and ready to utilize the new systems and associated workflow processes.

(4) Propose recommended project delivery and project management approach, based on proven track record, experience and skills.

(5) Conduct detailed workshops to finalize overall designs and technical implementation requirements.

(6) Recommend approaches and tasks that may not be included in this RFP but may be critical to the success of the UN Migration Project.

(7) Manage the schedule and coordinating with both OEU and all 3rd parties & sub-contractors to ensure on-time delivery of the UN Migration Project.

(8) Work with OEU to create all the required documentation (architecture & infrastructure diagrams, security requirements, data flow diagrams, etc.) for approvals and implementation of the new ArcGIS Enterprise Platform as well as each of the required integrations.

(9) Develop and execute test plans required to ensure the platform meets all business needs and technical requirements such as performance and security. This includes but is not limited to applications, system integration, functional unit, performance and user acceptance testing.

(10) Define and develop data management feature restrictions, network rules and attribute rules to successfully maintain the new networks data accuracy and correctness. This includes incorporating current Attribute Assistance, auto updater and Attribute Inheritance rules into the new editing experience.

(11) Map geometric network to the Utility Network model and develop the Utility Network model with the goal of reducing redundant/unneeded feature classes, removing or streamlining legacy relationship classes, and standardizing symbology across all user groups (both editors and end users).

(12) Define, develop and implement GIS editing tools and templates along with redesign editing workflows to leverage the ArcGIS Pro Editing tools and limit customizations.

(13) Develop a baseline “source-to-target” data mapping (SDM) document for the system.

(14) Conduct workshops to prioritize the upgrade or re-design of required integrations, including an analysis of standardizing on an integration process or framework.

(15) Perform Project Management in partnership with OEU, including technical risk and mitigation strategies.

(16) Develop and deploy cutover plan, inclusive of mock cutovers strategies.

(17) Provide application and database support for 90 days following production go-live.

2.5. DELIVERABLES

The selected System Integrator will be responsible for assuring the project delivers on all the requirements that are in the current business plans as well as any additional requirements that may be identified during the project kick-off.

These deliverables include, but are not limited to these main areas and must occur in both prod and non-prod environments:

(a) Infrastructure sizing and configuration.

(b) An electric geodatabase based on the Utility Network data model. This will include scripts/tools used to convert data between the existing Geometric data models and the new Utility Network data model.

These scripts must be able to run at specific times/intervals to be determined during the project workshops.

(c) Electric requirements added to the ArcGIS Pro editing environment.

(d) Electric requirements added to the ArcGIS Enterprise platform, which includes recreating all required

ArcGIS services, pointing to the new electric geodatabase, created during this phase of the project.

(e) ArcGIS Pro / Utility Network training for GIS staff for new Editing environment

(f) All integrations are remediated by the end of the project. This may include delivering reconfigured solutions, upgraded versions to existing solutions, retired solutions as functionality may exist in the new ArcGIS systems and completely replaced solutions.

(g) All architectural diagrams required by OEU; these requirements include security approvals, architectural approvals, server procurement, platform documentation, etc.

(h) All OEU required questionnaires, such as security, and approval documents.

(i) A full change management plan

(j) A full set of test plans for each component and integration.

2.6. INSURANCE REQUIREMENTS

(a) COMMERCIAL AUTO LIABILITY. Awarded Contractor shall procure and maintain for the life of this agreement commercial auto liability insurance with a minimum combined single limit of One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage arising out of vendor’s operations and covering all owned, hired, scheduled, and non-owned automobiles utilized in said operations.

(b) COMMERCIAL GENERAL LIABILITY. Awarded Contractor shall procure and maintain for the life of this agreement commercial liability insurance with minimum coverage limits not less than:

(1) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for bodily injury, property damage, and personal and advertising injury; and

(2) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for products and completed operations.

(3) Policy must include coverage for contractual liability and independent contractors.

(c) WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY. Awarded Contractor shall procure and maintain for the life of this agreement adequate workers’ compensation and employer’s liability insurance covering all of its employees in at least such amounts as required by Chapter 440, Florida Statutes, and all other state and federal workers’ compensation laws.

Contractor shall ensure any and all subcontractors have the required coverage for all of their employees as required by applicable law. Contractor shall waive, and shall ensure that its insurance carrier waives, all subrogation rights against the City of Ocala and its officers, employees, and volunteers for all losses or damages.

(d) SPECIAL INSURANCE REQUIREMENTS:

(1) Professional Liability/Errors and Omissions Insurance. Awarded vendor shall procure and maintain, for a period of at least Five (5) Years from the date of acceptance of the work by the City, a policy of professional liability/error and omissions insurance in an amount not less than $1,000,000 per claim.

(2) Cyber Liability Insurance. Vendor shall procure and maintain coverage in an amount not less than One Million ($1,000,000) per claim for the negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

a) In the event that Vendor becomes aware of an information Security Incident, Vendor shall:

b) Vendor shall provide:

c) Should it be determined that such information Security Incident was the due to the negligence or omission of the City, the City shall reimburse Vendor for it’s reasonable out-of-pocket costs to investigate and remediate such information Security Incident.

d) Both Vendor and City shall be responsible for complying with all applicable federal and state regulations, statues, rules, and/or requirements in effect at the time of any Information Security Incident, as may be amended or revised, that are applicable to any and all City data in the control of Vendor or the control of any of Contractor’s affiliates or subcontractors.

e) Coverage must be maintained for no less than three (3) years after contract completion.

(e) CITY AS ADDITIONAL INSURED AND ENDORSEMENTS. The City of Ocala shall be named as an Additional Insured and Certificate Holder on all liability policies identified in this section with the exception of Workers’ Compensation and Professional Liability policies. Awarded vendor’s Worker’s Compensation policy shall be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or its equivalent. Vendor’s Commercial General Liability policy shall be endorsed with a CG 20 26 04 13 Additional Insured – Designated Person or Organization Endorsement or similar endorsement providing equal or broader Additional Insured Coverage with respect to liabilities arising out of activities performed by or on behalf of vendor.

(f) FAILURE TO MAINTAIN REQUIRED COVERAGE. In the event that the awarded Contractor fails to obtain or maintain in full force and effect any required insurance coverage, the City may procure same from insurance carriers as the City may deem proper, irrespective that a lesser premium for such insurance coverage may be available, and Contractor shall pay, upon demand by City, any and all premiums, costs, charges and expenses incurred or expended by City in obtaining such insurance. Notwithstanding the foregoing, in the event City is forced to procure the required insurance coverage due to awarded vendor’s failure to comply with these Insurance Requirements, City shall in no manner be liable to awarded Contractor for any insufficiency or failure of coverage with regard to same or any loss to Contractor occasioned thereby.

Additionally, the procurement of such insurance coverage shall not relieve awarded Contractor of its obligation to maintain said coverage in the types and amounts specified herein and awarded Contractor shall nevertheless hold City harmless from any loss or damage incurred or suffered by City from awarded vendor’s failure to maintain said coverage.

(g) OTHER MISCELLANEOUS INSURANCE PROVISIONS.

(1) These insurance requirements shall not relieve or limit the liability of awarded vendor. City does not in any way represent that these types or amounts of insurance are sufficient or adequate to protect awarded vendor’s interests or liabilities but are merely minimums. No insurance is provided by the City under any contract to cover awarded vendor.

(2) No work shall be commenced under any contract until the required Certificate(s) of Insurance have been provided. Work shall not continue after expiration (or cancellation) of the Certificates of Insurance and shall not resume until new Certificate(s) of Insurance have been provided. Insurance written on a “Claims Made” form is not acceptable without consultation with City of Ocala Risk Management.

(3) Awarded Contractor shall arrange for its liability insurance to include or be endorsed to include a severability of interests/cross-liability provision so that the “City of Ocala” (where named as an additional insured) will be treated as if a separate policy were in existence, but without increasing the policy limits.

2.7. RFP TIMELINE. The City will attempt to follow the following schedule in the selection of the successful Proposer. The timeframes set forth below are subject to change at any time in the City’s sole discretion.

Milestone Date* Deadline for Solicitation Clarification and Questions 06/23/2026 Proposal Submission Deadline 06/26/2026 Administrative Review of Proposals TBD

*The City reserves the right to make changes or alterations to the Time Schedule at any time as the City, in its sole discretion, deems to be in the best interest of the public. Any extension, change, or update to this schedule prior to project award shall be updated within the listing at www.bidocala.com. Proposers are responsible for verifying all listing information prior to submitting a response to this solicitation.

SECTION 3

SUBMISSION INSTRUCTIONS, PROPOSAL ORGANIZATION REQUIREMENTS, AND

EVALUATION CRITERIA

Proposers shall follow the submittal requirements set forth herein. Responses that do not adhere to the following format or which fail to include the requested information/documents may be considered non-responsive and therefore ineligible for award. The City reserves the right to seek additional/supplemental information as needed.

3.1. PROJECT UNDERSTANDING, PROPOSED APPROACH AND METHODOLOGY. Understanding of the project and detailed approach to performing the contracted work as indicated in the scope of services which would best serve the City of Ocala’s needs shall be described in the RFP. This should include, but not be limited to, the following points:

A. Define what services your company is proposing to best serve the City of Ocala’s needs. Clearly identify specific areas of expertise, the individuals who will provide that expertise and their qualifications as it relates to this scope of services. State your plan including a list of tasks, your company’s interpretation of scope and method of approach. You should also include a level of effort plan which will show the estimated man-hours associated with this service.

B. Describe how the company proposes to deliver a top-quality project on time and on budget.

C. A detailed outline of the tasks associated with each element of the scope of services described above, including any additional tasks that the proposer may choose to identify and describe.

D. An overall account of the philosophy and methods the company will utilize to successfully complete this project.

E. Identify any tasks that proposer is expecting City to perform.

3.2. PROPOSAL SUBMISSION INFORMATION AND DEADLINE. All Proposals must be electronically submitted via ProRfx before 2:00 p.m. (EST) on the listing end date/bid close date identified at www.bidocala.com. Proposals received after this time and date will not be considered. Proposals may not be submitted by any other means. The City will not accept Proposals sent by U.S. Mail, couriers, fax, or e-mail.

A. Sealed electronic Proposals will be received and opened by the City’s Procurement and Contracting Department electronically via the City’s e-procurement portal. All submitted responses shall be time and date stamped at the time the documents are uploaded and received.

B. Any Proposals received after the advertised deadline for submissions will not be considered. It is the sole responsibility of each Proposer to ensure Proposal is submitted via the e-procurement portal on or before the advertised deadline.

C. The ProRFx timestamp shall be conclusive proof of the timeliness of submission.

D. By submitting a response, the Proposer certifies that neither Proposer nor any principal of Proposer is presently disbarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency (local, state, or federal).

E. No Proposer shall be permitted to submit multiple solicitation responses. Only one (1) submission per company, corporation, or individual Proposer shall be accepted (as corroborated by maintaining distinct financial books, corporate tax filings, and EINs).

F. Pricing must be entered on the Price Proposal form attached hereto as Exhibit A.

G. Proposals failing to provide sufficient information and assurances of performance so as to permit the

City to accurately assess each category of the required services will be deemed non-responsive and will not be given further consideration.

H. Proposers shall examine the solicitation and contract documents and before submitting a bid, shall make a written request to City for an interpretation or correction of any ambiguity, inconsistency, or error therein which could have been discovered by a Proposer. At the Proposal opening each Proposer shall be presumed to have read and be familiar with the contract documents.

3.3. COVER PAGE, PAGE SIZE, AND FORMAT.

(a) Proposals shall contain 8 ½” x 11” pages only with a minimum font size of 11 points. Proposals shall be no more than forty (40) pages, excluding the cover page, transmittal letter, and any required attachments, forms, licenses, certifications, sample reports, or resumes.

(b) The cover page shall include the title of this Solicitation along with the Proposer’s company name, address, contact person, telephone number, and e-mail address.

3.4. ORGANIZATION OF PROPOSAL. Proposers shall organize submittals in the following format with tabs separating each section.

(a) TRANSMITTAL LETTER. A transmittal letter must accompany the submittal and must be signed by an individual legally empowered to represent and bind the proposing company. The transmittal letter must, at minimum, include the following information:

(1) Corporate name (if applicable), address and telephone number of principal office, number of years in business and staff size.

(2) Identify the individual that will be primarily responsible for overseeing the completion of this project on behalf of the company and the names of the persons who will be authorized to make representations for the company, their titles, addresses, and phone numbers.

(3) Include an afcompanyative statement that the company has received, read and understands all procedures and criteria associated with the submittal requirements, and understands that all terms and conditions contained herein may be incorporated into a resulting contract.

(4) A short narrative describing the company’s understanding of the scope of work and a brief statement of why the company believes itself to be the best qualified to perform the engagement.

(b) TAB 1 – COMPANY PROFILE, QUALIFICATIONS, AND AVAILABILITY. The emphasis of this section shall be on the company and key personnel that will be committed to the engagement, their qualifications, specific roles, and availability.

(1) Company Profile.

(a) State the size of the company, the location of the office from which work on this engagement is to be performed, the number and nature of the staff to be employed in this engagement on a full-time basis, and the number and nature of the staff to be so employed on a part-time basis.

(b) If the Proposer is a joint venture or consortium, the qualifications of each company comprising the joint venture or consortium should be separately identified and the company that is to serve as the principal auditor should be noted, if applicable.

(c) Provide a copy of the report from the company’s most recent external quality control review, letters of comments, and a statement as to whether the quality control review included a review of specific government engagements.

(d) Provide information on the circumstances and status of any disciplinary action taken or pending against the company during the past five (5) years with state regulatory bodies or professional organizations.

(2) Partner, Supervisory, and Staff Qualifications and Experience. The City expects for the individuals assigned by the company to the engagement to remain unchanged through the termination of the contract. However, personnel may be changed if they leave the company, are promoted, or are assigned to another office, or for other reasons with the express written permission of the City. In each case, the City retains the right to approve or reject replacements.

(a) Provide an organizational chart depicting the principal supervisory and management staff, including engagement partners, managers, other supervisors, and specialists (all referred to herein as “Key Personnel”), who would be assigned to the engagement.

(b) For each of the key personnel identified, describe their respective role and responsibilities with respect to this engagement and provide a resume for each individual depicting:

1. education and certifications;

2. experience on similar engagement of this size and scope;

3. relevant continuing professional education for the past three years;

4. membership in professional organizations; and

5. any other unique qualifications relevant to the performance of this audit.

(c) Identify the percentage of time that each key personnel member will devote to the entire engagement and any other projects currently on-going or anticipated to be on-going during the period of engagement.

(3) References and Company Experience.

(a) The proposer shall include qualifications and experience of the company/individual(s) who will provide the services. The submission must include:

1. Brief history and organizational structure of your company. Indicate home office location, office handling account, office hours, # of employees, etc.

2. A list of proposed staff, their positions, and years of experience. Identify the individual(s) who will be assigned to work on this project.

3. Current/past performance providing storm hardening services to utilities –

Provide a list of all public agencies for which you or your company has provided similar services over the last five (5) years. Include in your list:

a. Client (contact person name, title, full address, telephone number, fax number, and email address of a reference within each agency)

b. Detailed project descriptions with reported outcomes

c. Period of contract

d. Value of contract

(b) Qualifications and experience related to entities that Proposer has provided systems/solutions to that must already meet National Electrical Safety Code (NESC) – ANSI standards compliance. As well as a description of any involvement the proposer currently has with respect to involvement with National Electrical Safety Code (NESC) – ANSI standards development.

(c) Please list any potential conflicts of interest. In the proposer’s own words, describe the potential conflict of interest providing as much detail as possible. It is not sufficient to refer the City to proposer’s website.

(d) Address the priority of the project regarding staff availability, indicate ability and commitment in ensuring the project or services will be performed in a timely fashion and completed on time. Provide a listing of current and projected workload.

(e) For the company’s office that will be assigned responsibility for the engagement, provide a list of the office’s engagements. Engagements should be for similar services provided over the last five years. Public agency references are preferred, for each engagement submitted as proof of experience, please identify:

1. Entity for whom services were provided and location;

2. Annual budget amount;

3. Engagement starts and end dates;

4. Summary of work actually performed by company;

5. Reference information (point of contact name, title during project, telephone number, and e-mail address).

(c) TAB 2 –APPROACH AND METHODOLOGY.

(1) Approach. Proposers will be required to describe the following information on their approach:

(a) the overall approach the company will take in this engagement and the methodology to be followed to perform the services required by this Solicitation;

(b) the proposed segmentation of the engagement, to include time estimates for and identification of each significant segment of the work and the staff level to be assigned;

(c) a work plan to accomplish the scope of work as defined in this Solicitation, including information on the timing of work, and any overview and start up work that would be required.

(d) recommended approaches and tasks that may not be included in this RFP but may be critical to the success of the UN Migration Project.

(e) a project schedule with specific project tasks and their duration. Discussion should include overall duration and intensity level. Milestones should be identified and shown on the schedule. The schedule should also include review times, coordination with stakeholders, and any additional tasks that the proposer may choose to identify and include on the schedule. The proposer is to determine the length of time necessary to complete the project. The proposer shall address the priority of this service regarding staff availability and indicate ability and commitment in ensuring the project or services will be performed in a timely fashion and completed on time. Provide a list of current and projected workload.

(2) Identification of Anticipated Potential Problems. Proposers will be required to identify and describe any anticipated potential problems, the company’s approach to resolving these problems, and any special assistance that will be requested from City staff or its agents.

(3) Additional Services. Proposers should identify key additional services that would be available to the City under the pricing and hourly rates set forth in the Price Proposal. The services included on this list need not be exhaustive but should emphasize those that resonate with the City’s strategic objectives and provide added value.

(d) TAB 3 – PRICE PROPOSAL. Proposer’s Price Proposal is required to contain all direct and indirect pricing information relative to the company’s performance as described in this Solicitation.

Each company must submit a complete Exhibit A - Price Proposal for services as described in the scope. Any other associated costs must be provided in a detailed cost proposal.

3.5. EVALUATION PROCESS AND CRITERIA. The City desires to maximize the purchasing value of public funds. It is the intention of the City to award the contract to the most qualified, responsive, responsible company, which may not necessarily be the lowest-price proposer. Best value evaluation determines the value of products and/or services acquired resulting in the best combinations of quality, service, time, safety, security, and cost considerations over the useful life of the product or service. The emphasis shall be qualifications and value over price.

(a) SELECTION COMMITTEE. The Selection Committee for this Solicitation will be comprised of a minimum of three (3) members, from various and appropriate City departments.

(b) ADMINISTRATIVE REVIEW OF PROPOSALS. Procurement and Contracting staff shall first review all Proposals in detail to make a determination as to the responsiveness of each Proposer:

(1) A proposal will be deemed responsive where it complies with the requirements as set forth in this solicitation, including the submission of all required documentation in the format outlined by this Solicitation.

(2) If a proposal is found to be inadequate with regard to any of the requirements set forth in this solicitation, the City’s Procurement and Contracting Officer, in his/her sole discretion, shall make a determination as to whether or not the deficiency can fairly be corrected or if the Proposal should be rejected and found to be non-responsive.

(3) If a proposer fails to meet and provide documentation in support of each of the Minimum Qualifications requirements set forth in this Solicitation, the Proposer’s proposal will be rejected and removed from consideration.

(4) Only responsive proposals from responsible Proposers shall be submitted to the Selection Committee

(c) SELECTION COMMITTEE REVIEW AND EVALUATION CRITERIA. Responsive and timely received proposals from responsible companys will be evaluated by the Selection Committee on a fair and consistent basis according to the evaluation criteria set forth below. If oral interviews and presentations are determined to be necessary, final scoring will be conducted after the interviews.

(1) The Selection Committee shall review each proposal individually and score each proposal based on the evaluation criteria stated herein.

(2) During the formal Selection Committee meeting, Committee…