SOLE SOURCE PROCUREMENT

SSP-2601

SOLE SOURCE - MILSOFT UTILITY SOLUTIONS - WINDMILMAP

DATA BASE CONVERSION

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: October 20, 2025

RESPONSE DEADLINE: November 19, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/gallupnm https://procurement.opengov.com/portal/gallupnm

City of Gallup

SOLE SOURCE PROCUREMENT

Sole Source - Milsoft Utility Solutions - WindMilMap Data Base

Conversion

I. Summary II. Scope of Work

III. Vendor Protest Submission

Attachments:

A - Milsoft Utility Sole Source

B - 2025_Q54452_City_of_Gallup_Model_Corrections_REC2

C - Gallup Database Conversion SOW_KTmn2.092525 (1)

D - Milsoft Sole Source ltr_ GALLUP, NM_ ATmn.092525 - Revised - Signed

9.25.2025 (1)

Sole Source Procurement #SSP-2601 Title: Sole Source - Milsoft Utility Solutions - WindMilMap Data Base Conversion

1. Summary

THIS IS NOT A COMPETITIVE BID

The proposed contract action is for products or services for which the City of Gallup intends to negotiate and award with only one source under the authority of the City of Gallup Procurement Code Ordinance

Section 1-9-17 Sole Source Procurement. Any responses received as a result of this Notice of Intent shall be considered solely for the purpose of determining whether to conduct a competitive procurement in the future. Responses will not be considered as proposals, bids, or quotes.

The Procurement Services Division has received a request to make the following sole-source procurement:

Requesting Department/Office: Electric Department

Product and/or services to be purchased: WindMilMap data base conversion

Prospective Vendor/Contractor Information Name: Milsoft Utility Solutions

Prospective Vendor/Contractor Address: 400 Buffalo Gap Rd, Suite 5150, Abilene, TX 79606

Prospective Vendor/Contractor Contact Name, Telephone Number, Email Address: Bart Brockway, 800-344-5647, quotes@milsoft.com

Anticipated Cost: $20,000.00

Term: One-Time

Note: Term may not exceed one (1) year

2. Scope of Work

2.1. Sole Source Procurement

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without challenge, and subsequently approved in writing by the the

Certified Procurement Officer. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency and/or the Contractor.

Contact Information:

Name of Agency: City of Gallup

Agency Chief Procurement Officer: Frances Rodriguez

Telephone Number: 505-863-1334

Email: frodriguez@gallupnm.gov

Milsoft Utility Solutions

400 Buffalo Gap Rd, Suite 5150, Abilene, TX 79606

Bart Brockway, 800-344-5647, quotes@milsoft.com

Amount before tax: $20,000.00

Estimated tax amount: $0.00

As per Milsoft Quote #54452, the services include Database Conversion with WindMilMap. In addition, the City of Gallup Electric Department requires: • Conversion of existing GIS electrical data into a new

Milsoft WindMil electrical model. • Verification and confirmation of phasing accuracy during conversion.

• Optimization of the WindMil model for future engineering analysis. • Upgrade of legacy WindMil Maps to UtiliSite GIS with integration to ArcPro GIS. • Establishment of a framework for ongoing maintenance and construction using UtiliSite and FieldSyte Staking. • Implementation of best practices to maintain long-term data integrity and model reliability for electrical personnel.

The City of Gallup Electric Department requires that its existing GIS data be converted and integrated into a new Milsoft WindMil model. In addition, all current work orders in ESRI must be migrated into

WindMil as well, in a way that preserves phasing accuracy, data integrity, and compatibility with

Milsoft’s systems. The work must also ensure the model is optimized for analysis within WindMil and establish a framework for ongoing maintenance using Utilisite (formerly WindMil Map) and FieldSyte

Staking. These requirements are based on the need to maintain operational reliability, ensure accurate system modeling, and utilize the specialized functions available only within Milsoft’s proprietary software environment.

The company has affirmed that they have and hold proprietary rights of product or services; that company possesses, owns or holds exclusive right to product or service.

Milsoft Utility Solutions, Inc. is the sole owner and developer of the WindMil, WindMil Map, Utilisyte and FieldSyte product lines. They alone maintain the proprietary rights to these programs and provide the necessary tools and expertise for GIS data conversion, ESRI work order migration, and model validation within WindMil. Because Milsoft developed these applications, only Milsoft has the proprietary knowledge, coding, and conversion utilities required to properly integrate, test, and maintain the City’s Electrical model in accordance with best practices. No third-party vendor has authorized access to these proprietary resources or the ability to perform the required services without

Milsoft’s direct involvement.

The services required by the City of Gallup are directly tied to Milsoft’s proprietary WindMil platform.

The conversion, migration, and validation tasks can only be performed using Milsoft’s proprietary integration methods. This uniqueness ensures that the City’s model will operate correctly within

WindMil, maintain phasing accuracy, and remain in compliance with Milsoft’s standards for data integrity. Without Milsoft’s direct involvement, the work could result in incomplete integration, unreliable analysis, and unsupported configurations.

Milsoft Utility Solutions is the sole owner of the WindMil, WindMil Map, Utilisyte and FieldSyte product lines and serves as the subject matter expert in maintaining, deploying, and integrating these applications with GIS platforms. Any third-party provider would still require Milsoft’s direct involvement to configure the software and perform model integration, making Milsoft the only qualified source capable of completing the required services.

See attachment letter from Adam Turner with Milsoft

BASED ON THE ABOVE FACTS, THE PURCHASING OFFICE HAS MADE THE DETERMINTION THAT THE

JUSTIFICATION FOR THE SOLE SOURCE PROCUREMENT IS IN ACCORDANCE WITH SECTION 13-1-126

NMSA 1978 AND WILL BE POSTED FOR A 30-DAY PERIOD PRIOR TO AWARD AND PURCHASE.

3. Vendor Protest Submission

3.1. Sole Source - Vendor Response*

If your firm feels it can provide this type of goods/service, please explain in this field.

*Response required

3.2. Sole Source - File Upload*

Upload any and all documentation that firm demonstrates it can provide this type of goods/service.

Example: Quotes, Literature, Specs, Qualification Statement, etc...

*Response required