SLED Opportunity · TEXAS · NEW BRAUNFELS UTILITIES
AI Summary
RFP for migrating GIS data from ESRI Geometric Network to ESRI Utility Network for New Braunfels Utilities in Texas.
The purpose of this RFP is to award a contract for the purchase of :
Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
NOTICE TO RESPONDENTS
REQUEST FOR PROPOSAL (“RFP”)
RFP# 26-0020
New Braunfels Utilities (“NBU”) is soliciting sealed proposals from qualified respondents for:
Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
NBU will accept sealed proposals until Tuesday, April 14, 2026 at 2:00 pm. Proposals shall be addressed to:
New Braunfels Utilities–Purchasing Department
Attn: Purchasing Manager
Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
RFP #26-0020
355 FM 306
New Braunfels, Texas 78130
NBU will not accept any late proposals. NBU Purchasing is not open for weekend or holiday deliveries.
Respondents must register as an NBU vendor at https://procurement.opengov.com/portal/nbutexas to receive or access any documents and/or addenda. RFP documents can be obtained on https://procurement.opengov.com/portal/nbutexas or by sending an email to purchasing@nbutexas.com. Vendor registration instructions can be found at https://nbutexas.com/bid-opportunities/.
NBU will open and read the proposals aloud on March 31, 2026, at 3:00 PM CT through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at https://teams.microsoft.com/meet/22651026905411?p=mhuw4ZMjgaC79JwVNZ. If joining via the meeting link, the meeting ID is: 226 510 269 054 11, and the Passcode is: Bn7h7nQ2. Respondents may also participate in the video conference by telephone at +1 469-998-7414. If joining via the telephone number, the phone conference ID is: 387 677 9#. Both the link and telephone number are free of charge.
In accordance with Chapter 252 of the Texas Local Government Code, NBU will award the contract issued in connection with this RFP to the respondent whose proposal is determined to be the most advantageous to NBU considering the relative importance of price and the other evaluation factors described herein.
NBU reserves the right to refuse and reject any or all proposals, waive any or all formalities or technicalities, accept the proposal or portions of the proposal determined to be the most advantageous to NBU considering the relative importance of price and the other evaluation factors included herein, and hold the proposals for a period of 120 days without taking action. Respondents are required to hold their proposals firm for the same period of time.
Respondents must register as an NBU vendor at https://procurement.opengov.com/portal/nbutexas to receive or access any documents and/or addenda. RFP documents can be obtained on https://procurement.opengov.com/portal/nbutexas or by sending an email to purchasing@nbutexas.com. Vendor registration instructions can be found at https://nbutexas.com/bid-opportunities/.
NBU will open and read the proposals aloud on March 31, 2026, at 3:00 PM CT through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at https://teams.microsoft.com/meet/22651026905411?p=mhuw4ZMjgaC79JwVNZ. If joining via the meeting link, the meeting ID is: 226 510 269 054 11, and the Passcode is: Bn7h7nQ2. Respondents may also participate in the video conference by telephone at +1 469-998-7414. If joining via the telephone number, the phone conference ID is: 387 677 9#. Both the link and telephone number are free of charge.
In accordance with Chapter 252 of the Texas Local Government Code, NBU will award the contract issued in connection with this RFP to the respondent whose proposal is determined to be the most advantageous to NBU considering the relative importance of price and the other evaluation factors described herein.
Addendum 1: Changes Due Date to April 14, 2026, at 2:00 PM CT.
THIS ADDENDUM CHANGES THE DUE DATE AND TIME.
THE PROPOSALS MUST BE RECEIVED NO LATER THAN REVISED DATE:
NBU will open and read the proposals aloud on April 14, 2026, at 3:00 PM CT through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at https://teams.microsoft.com/meet/22651026905411?p=mhuw4ZMjgaC79JwVNZ. If joining via the meeting link, the meeting ID is: 226 510 269 054 11, and the Passcode is: Bn7h7nQ2. Respondents may also participate in the video conference by telephone at +1 469-998-7414. If joining via the telephone number, the phone conference ID is: 387 677 9#. Both the link and telephone number are free of charge
Addendum #2: Questions and Answers
ADDENDUM II
Subject: Request for Proposal (RFP) 26-0020 Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
Date: April 2, 2026
THIS ADDENDUM DOES NOT CHANGE THE DUE DATE AND TIME.
THE PROPOSALS MUST BE RECEIVED NO LATER THAN:
NBU will open and read the proposals aloud on April 14, 2026, at 3:00 PM CT through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at https://teams.microsoft.com/meet/22651026905411?p=mhuw4ZMjgaC79JwVNZ. If joining via the meeting link, the meeting ID is: 226 510 269 054 11, and the Passcode is: Bn7h7nQ2. Respondents may also participate in the video conference by telephone at +1 469-998-7414. If joining via the telephone number, the phone conference ID is: 387 677 9#. Both the link and telephone number are free of charge
Questions and Answers
Question 1: Does NBU anticipate moving to core Esri applications or will they continue using Schneider Electric’s ArcFM products in the future?
Answer: That is to be determined.
Question 2: NBU states that they used Schneider Electric's ArcFM products in the past. Is the desire to stay with ArcFM moving forward for electric / water? Telecom / Fiber may require a 3rd party, but other commodities may not.
Answer: That is to be determined.
Question 3: Is NBU utilizing Schneider Electric Fiber Manager or native Esri tools to manage its fiber data?
Answer: Fiber Manager
Question 4: Is NBU utilizing any other products of the ArcFM Suite of software that need to persist in to the UN (e.g. Designer XI)?
Answer: No
Question 5: Does the future architecture need to support future platforms such as ADMS, OMS, IoT, or mobile offline editing?
Answer: Yes
Question 6: Does NBU currently use any graphic work design solution that will need to be integrated with the future UN implementation?
Answer: ArcFM
Question 7: What "compatible units" need to be updated for the UN and in what capacity? Is NBU utilizing a graphic work design tool that manages compatible units?
Answer: We use ArcFM administration tools to manage compatible units. We expect a majority of CUs to be updated.
Question 8: Does NBU expect to have all commodities migrated at the same time or in sequence? If in sequence, is there a desired order?
Answer: Migration in sequence is preferred, there is not a desired order.
Question 9: Please provide a list of feature classes including a count of features per class for each commodity?
Answer:
Water: 339957
Wastewater: 158607
Electric: 364060
Fiber: 750
Question 10: How many stored displays, layouts, web maps and apps does NBU currently utilize? Can a list be provided, broken down by commodity?
Answer: The number of digital products will be provided to the successful respondent.
Question 11: Which integrations are being used with which commodity?
Answer: The CIS system is integrated with Water and Electric data, CMMS is integrated with work order related updated to infrastructure.
Question 12: Does NBU plan to internally perform the reconfigurations necessary to align Cityworks with the new UN data model, or should the respondent include these reconfigurations as part of the scope of services in its response?
Answer: NBU will perform the reconfigurations internally.
Question 13: Is the vendor expected to reconfigure Cityworks/other integrations as part of this scope? Or to serve as a system integrator to 3rd parties?
Answer: NBU will perform the reconfigurations internally.
Question 14: Will landbase data be migrated as is, or will NBU be acquiring any landbase as part of this project?
Answer: Landbase will be migrated.
Question 15: What role will NBU play in setup and installing hardware / software to support this project?
Answer: NBU will actively participate to the fullest extent technically possibly by our team members’ abilities.
Question 16: Does NBU anticipate a physical environment or cloud infrastructure? Or will this be evaluated during the planning phase of the project?
Answer: Physical Environment
Question 17: Will NBU maintain its hybrid cloud/on‑prem GIS model (ArcGIS Online and on‑premise GIS infrastructure) or will the system be maintained by a vendor?
Answer: NBU will maintain the infrastructure following the UN Migration.
Question 18: Does NBU envision on‑premise hosting, cloud hosting, or a hybrid model for the Utility Network architecture? If cloud hosting will be used (outside of ArcGIS Online or other third-party SaaS tenants), which cloud provider (AWS, Azure, GCP, etc.) does NBU foresee using?
Answer: On-prem hosting
Question 19: Can NBU provide a listing of all integrations, auto updaters, and custom functions that will be required?
Answer: This will be provided to the successful respondent.
Question 20: Could you provide further details on what platform integrations are required for the migration, especially regarding Electric units? Are there specific third-party platforms, legacy systems, or applications that must be integrated with the Utility Network (UN) during the migration, and are there any specific compatibility or version constraints that must be considered during integration?
Answer: CIS, CMMS, ERP systems will be integrated.
Question 21: Cityworks is integrated with NBU’s current GIS system. Does the migration plan also require management, configuration, or support of Cityworks during the migration to the new Utility Network? If so, what specific integrations or adjustments will need to be made with Cityworks?
Answer: Cityworks modifications to support changes from the UN will be handled internally.
Question 22: Can you provide an estimate or specific details regarding the data volume to be migrated, as well as the number of data integration points (e.g., external systems, databases, and applications) involved in the migration? This information is crucial for estimating the resources and tools needed for data migration, data cleanup, and system integrations.
Answer: Answered in previous questions.
Question 23: Please enumerate all current integrations (Cityworks, Northstar, Dynamics GP, others) and specify integration patterns (REST, database links, file drops), exchange frequencies, and any schema dependencies on ArcFM/GN constructs to be preserved in UN. Will integration updates or redevelopment be part of this project scope? Will NBU provide the hardware and software infrastructure (on-prem/cloud/hybrid)?
Answer: Platform specific integrations will be provided to the successful respondent.
Question 24: Are there known gaps in attributes required for operations or integrations?
Answer: Some data is incomplete or missing metadata.
Question 25: Do you have any architecture diagrams showing integrations, are there any others besides Cityworks, Northstar and GP Dynamics?
Answer: This will be provided to the successful respondent.
Question 26: Are there any custom tools or unique integrations that we need to consider?
Answer: NBU currently has custom ArcFM tools for data editing. NBU Split tools, Line segment replace tool, GeoID are some examples
Question 27: Should the respondent assume responsibility for updating, modifying, and testing integrations with systems such as Cityworks, Northstar, and GP Dynamics, or will those integrations be handled by NBU or other vendors?
Answer: NBU
Question 28: Does NBU currently use any mobile solutions that will need to be replaced?
Answer: Yes
Question 29: Please provide a list of map products and web applications that will need to be replaced as part of this project?
Answer: Not all products and web apps will need to be replaced; most will just need to be reconfigured to be compatible with the UN.
Question 30: Are there any other environments to be included other than Test and Production?
Answer: No
Question 31: When NBU states "configure multiple user environments", how many environments are being referred to beyond test and production?
Answer: Multiple user environments refers to Test and Production as multi-user environments.
Question 32: Please validate current environment versions (ArcGIS Enterprise/Portal/Server 10.8.1; ArcFM Desktop 10.8.1b; AGOL presence) and target versions for upgrade to support UN/ArcGIS Pro.
Answer: That is accurate. Target versions for this upgrade have not yet been identified and should be recommended by the respondent.
Question 33: Are there specific HA/DR requirements for the UN Production and Test environments beyond ‘Esri best practices’ (e.g., multimachine sites, SQL HA, RPO/RTO targets)?
Answer: NBU expects the Utility Network production and test environments to follow Esri best practices for high availability.
Question 34: The RFP makes reference to Production and Test environments. Can NBU confirm and expand on which environments are needed and how many of each are required (SANDBOX, DEV, TEST, STAGE, QA, TRAINING, PROD, PROD HA, PROD DR)?
Answer: Test, Dev, and Production
Question 35: Does NBU expect the respondent to design, provision, and configure the ArcGIS Enterprise architecture (including servers, storage, and environments), or will NBU provide the infrastructure and only require the respondent to install and configure the software?
Answer: NBU will provide the infrastructure.
Question 36: Is NBU accepting proposals that include UN productivity tool sets as a replacement for legacy ArcFM functionality, or is NBU expecting to use core Esri functionality in the UN?
Answer: ArcFM replacements are out of scope.
Question 37: With NBU alluding to using the UN for fiber, is NBU waiting for the Esri Telecom Domain Network model to be officially released by Esri or is NBU looking at stable UN-based fiber data models?
Answer: NBU is considering using native ESRI UN capabilities to track and manage Fiber network data.
Question 38: Could you please clarify the specific version of ArcGIS Pro and ArcFM to be used for migration? Is there a preference or limitation on the version to be upgraded to, considering the potential for different versions of ArcGIS Pro affecting compatibility and integration with existing workflows?
Answer: NBU has currently deployed ArcGIS Pro 3.2.
Question 39: What specific configurations and deployment tools are expected for the Utility Network (UN)? Are there any predefined templates, customization requirements, or constraints on how the UN should be configured for NBU's water, wastewater, fiber, and electric lines of business?
Answer: UN configuration should meet industry standards.
Question 40: For the migration, does Schneider Electric’s ArcFM outputs require only data migration, or will we also need to manage, configure, or support ArcFM during and after the migration?
Answer: Post migration, we will be integrating a new design package.
Question 41: When updating CUs, are there custom reports, ArcFM auto-updaters, etc. that need to be reconfigured or redeveloped to the UN?
Answer: CUs and auto-updators will need to be reconfigured depending on design package selection.
Question 42: NBU states Assisting with configuration and assisting with integrations, are there written requirements around what NBU will do and what the professional will do? Are there requirements to work side by side with IT? GIS? Etc.
Answer: Work allocation between the vendor and NBU will be determined after the respondent is selected.
Question 43: Could you provide more detailed information on the preferred method for data migration from ESRI Geometric Network (GN) to Utility Network (UN)? Are there specific tools, scripts, or workflows that NBU has used or prefers for this migration?
Answer: This will be recommended by the successful respondent.
Question 44: Could you please provide further clarification on the phased approach for the data migration process? How will the lines of business (water, wastewater, fiber, electric) be handled separately, and is there any specific priority for migrating certain systems or data types?
Answer: Waste water and Water systems should be migrated first. Then electric and fiber. This is subject to change depending on progress and internal priorities.
Question 45: When NBU states that "data edits shall be allowed to continue during data migration", does that infer that no data editing freezes of any sort will be allowed?.
Answer: Data freezes will be permitted to enable success of editing and reconciliation.
Question 46: Data migration may be performed in phases by line of business while edits continue. What is NBU’s preferred deltasync model (e.g., nightly ETL, change detection on versions, or event-based), and are there any planned edit freeze windows near cutover?
Answer: Nightly ETL during data migration and change detection on versions. An edit freeze will be scheduled as needed. NBU is open to recommendations from the successful respondent.
Question 47: For Electric ‘compatible units’ updates, please clarify the source of truth, expected data exchanges, and any required UNbased automation.
Answer: CU source of truth will be determined by auditing the current material lists used by designers.
Question 48: Will the vendor be granted read/write access to enterprise geodatabases and versioning branches for analysis, remediation, and migration rehearsal?
Answer: Yes
Question 49: Can the NBU provide current counts of dirty areas, topology/geometry errors, and attribute gaps?
Answer: This will be provided to the successful respondent.
Question 50: Is the NBU expecting the bidder to clean the data, or only identify issues?
Answer: The successful respondent will play an active role in the data cleanup effort, although they may not be cleaning individual data sets system wide.
Question 51: Can the NBU provide the current Feature count of the dataset-wise (Fiber, Electric, Water, and Waste Water).
Answer:
Water: 340000
Wastewater: 160000
Electric: 365000
Fiber: 750
Question 52: Will the consultant receive full access to the enterprise geodatabases (versioned/non-versioned) for analysis?
Answer: Yes
Question 53: Please confirm identity and access management expectations (AD/SSO, MFA), audit logging, and retention policies for UN services and data stores postmigration.
Answer: Entra ID, SSO, and MFA are in scope for security measures within the UN environment.
Question 54: Can NBU provide a current-state architecture diagram for ArcGIS Enterprise, including Portal, Server, Datastore, and any external-facing GIS services?
Answer: This will be provided to the successful respondent.
Question 55: Will NBU permit the vendor to conduct data migration activities in a vendor-hosted cloud environment or does NBU require that all data storage and processing occur in an NBU-owned environment?
Answer: Data migration will be conducted in NBU environments.
Question 56: Do you have documented GIS data maintenance procedures or standard operating procedures?
Answer: No
Question 57: Are there documented data models, editing standards, or QA/QC workflows currently used in ArcMap / ArcFM?
Answer: No
Question 58: Are there known data quality issues or legacy workarounds in the Geometric Network?
Answer: Yes
Question 59: Which lines of business (electric, water, wastewater, fiber) have the most complete and reliable GIS data?
Answer: Our Electric Dataset has the most complete data.
Question 60: Are there data synchronization schedules we must maintain during migration?
Answer: Editing freezes are allowable. Dependencies are related to model deliveries to support critical systems.
Question 61: Which datasets reside in ArcGIS Online vs Enterprise vs standalone servers?
Answer: Production data resides on a Database server and is accessed through AGOL and Portal through web services. AGOL has a standalone server.
Question 62: Does NBU have a list of data cleanup tasks already identified?
Answer: Yes, but not comprehensive.
Question 63: Are there any services needed for adat remediation during the assessment and migration? Will NBU fix all data errors and dirt areas found during the initial analysis?
Answer: NBU will fix identified dirty areas.
Question 64: Is NBU expecting the respondent to upgrade or implement the ArcFM solution (including ArcFM XI or Designer XI for ArcGIS Pro) as part of this project, or is the scope limited to migrating the geodatabase to the Utility Network?
Answer: The new design package will be a separate implementation.
Question 65: Has any data readiness assessment been completed? If so, can we have the results in order to estimate a quote for data cleanup? If not, can we have a copy or portion of the data to assess?
Answer: Data readiness assessment will be done by the successful respondent, and NBU will address the necessary cleanup.
Question 66: Will real-time data edits be required during the migration process, and what mechanisms are in place to ensure synchronization between GN and UN?
Answer: Some essential edits may be prioritized during the project.
Question 67: Can the implementation be executed remotely via secure access to NBU servers while ensuring compliance with data security policies?
Answer: Yes
Question 68: Could you elaborate on the timeline expectations for each phase of the migration? What specific milestones, deliverables, and deadlines must be met within Planning and Assessment, System Configuration and Data Migration, and Deployment and Training.
Answer: Each phase is expected to be completed in a timely manner. Phase 1 should take roughly 4 months, Phase 2 may take up to a year, Phase 3 may take up to 6 months. These are only estimates, and the respondent will be involved in workshops to refine the timelines.
Question 69: Does NBU have a desired go live window relative to ArcMap end of support (May 2026), and are there blackout periods tied to operational seasons for each utility?
Answer: We would like to complete this project as soon as possible.
Question 70: Project start month?
Answer: September is our targeted start month.
Question 71: Request for clarification on timeline expectations and/or constraints, specifically target start and completion date expectations.
Answer: We would like to begin this project in September following our August board meeting.
Question 72: On the page 23, it says, "develop the implementation plan, which must include the items listed in Section III b.ii," Could you confirm the page/line that "Section III b.ii," is referring to?
Answer: Implementation refers to transitioning production editing environments.
Question 73: Beyond the implementation and cutover plan, which artifacts are mandatory (e.g., UN configuration catalog, rule/trace matrix, integration ICDs, admin runbooks, backup/restore SOPs)?
Answer: “…provide training for NBU staff that includes onsite training for GIS administrators, train-the-trainer sessions, user documentation, administrative manuals, and best practices.” The documents listed in the question are related to the requirements listed in Phase 3.
Question 74: Could you provide more details on the post-implementation support expected? Specifically, what level of ongoing support and maintenance will be required after the migration, such as bug fixes, system optimization, and troubleshooting?
Answer: Bug fixes, system optimization, and troubleshooting
Question 75: How many editors and administrative staff is NBU requesting be trained in the new platform?
Answer: 20 editors, 5 admins
Question 76: Please provide expected trainee counts by role (Editors, Viewers, Admins), preferred delivery mode (onsite/virtual/hybrid), and languages/material formats for user/admin manuals.
Answer: 20 editors, 5 admins. Onsite is preferred but virtual accommodations may be made depending on the material to be covered.
Question 77: From a security testing perspective, will the vendor be expected to run penetration testing and scanning and, if so, does NBU already have a scanning and penetration testing platform?
Answer: Penetration testing and scanning will be conducted internally.
Question 78: NBU states they need a qualified professional to assist in the migration, does NBU have written requirements framed around what the professional will do and what NBU will do?
Answer: NBU expects the successful respondent to migrate our Electric data from a GN to a UN and provide any dirty areas to NBU for cleanup.
Question 79: Are there any custom scripts being used, if so, how many, what scripting language and how often are they run?
Answer: NBU will be responsible for adjusting and updating the python scripts.
Question 80: How many published maps and apps are currently deployed in AGOL / Portal? Will NBU require help republishing these and is there a list that can be shared?
Answer: Republishing is not part of the scope of work.
Question 81: Please confirm in scope utilities and their relative sequencing: Electric, Water, Wastewater, and Fiber. Should migration be staggered by LoB or executed in parallel for a combined cutover?
Answer: Wastewater, Water, Electric, Fiber
Question 82: Are there asset classes that are maintained outside GIS or updated through other systems first?
Answer: Some assets are updated through field maps and written back to GIS through scripted workflows
Question 83: Which external systems depend on GIS network connectivity or asset IDs?
Answer: Electric OMS
Question 84: Are there systems that write back to GIS that could impact migration timing?
Answer: NBU has some systems that write to GIS.
Question 85: Are there legacy asset types, retired/abandoned infrastructure, or out-of-service assets modeled in the GN?
Answer: There are retired assets, but they do not participate in a GN.
Question 86: How many feeders are in NBUs network?
Answer: 72
Question 87: What quantitative quality gates must be met for UAT and golive (e.g., percent rule violations allowed, 100% subnetwork validation, trace parity against GN)?
Answer: Those thresholds have not yet been determined. Future QA/QC rules will be discussed with NBU team and the selected respondent.
Question 88: Please define the required test levels (unit, integration, performance, security) and any mandated security controls or pentesting applicable to the GIS stack.
Answer: All infrastructure security will be coordinated by the NBU team, the successful respondent will advise on best practices.
Question 89: Does NBU have specific performance benchmarks that must be met for measuring performing and determining if specific tests are pass or fail?
Answer: Network tracing, topology validation, and workflow completion
Question 90: Beyond compliance with Texas Public Information Act (PIA) requirements, what cybersecurity standards and frameworks must be followed during design and implementation of the Utility Network architecture (NIST, CMMC, ISO, SOC2)?
Answer: NIST, SOC2
Question 91: Are there architecture review gates or governance bodies the vendor must follow?
Answer: NBU GIS team will function as review gate.
Question 92: What is the organizational/structural relationship between NBU's GIS and IT groups? Do NBU's GIS Administrators own the IT infrastructure, or are IT and GIS responsibilities split across different groups?
Answer: Server Administration is somewhat split between GIS Administrators and IT.
Question 93: Regarding the payment terms, can you confirm if payments will be made on a milestone basis tied to specific deliverables, or if a lump sum payment will be provided upon completion of the entire project?
Answer: Payments can be made either hourly or by milestones.
Question 94: Are you requesting us to provide a version of the provided "Professional Service Agreement" with our redlines and/or are you requesting us to submit a contract sample we would like to suggest NBU to work with?
Answer: NBU is requesting offerors submit their vendor contract.
Question 95: Can you please confirm if the Proposal Signature Page will require notarization or if it can be signed digitally?
Answer: Digital signatures are acceptable.
Question 96: Are there any additional legal certifications that need to be included as part of the signed agreement or submission?
Answer: Please refer to the solicitation documents.
Question 97: Can you confirm if performance bonds or insurance are required as part of the contract? If so, could you provide details on the required coverage and coverage limits? This is important to clarify the commercial aspects and cost of the proposal, as insurance and bonding requirements can affect overall project costs.
Answer: Please refer to the solicitation documents.
Question 98: Is the contract through DIR Texas? We already have a contract with DIR Tx. If yes, will this vehicle be used for this contract?
Answer: NBU is not using DIR.
Question 99: Can we provide more than 3 references?
Answer: Yes
Question 100: Could you please confirm whether past performance references from subcontractors are acceptable as part of the proposal submission for this opportunity?
Answer: We would prefer customers that received migration services be in the references.
If you have any questions regarding this information, do not hesitate to contact NBU Purchasing by email at purchasing@nbutexas.com.
Janelle Chapman
Purchasing Administrator
Introduction
New Braunfels Utilities (NBU) is seeking proposals from qualified professionals to provide all labor, material, and equipment needed to assist in the migration of Geographic Information System (GIS) data from an ESRI Geometric Network (GN) to an ESRI Utility Network (UN) (the “Services”). The Successful Respondent shall provide the Services to ensure the migration is performed efficiently, accurately, and in compliance with industry best practices.
Background
Description of Services
NBU is seeking a complete upgrade and migration from the current ArcGIS and ArcFM Desktop environment to ArcGIS Pro. NBU currently utilizes ArcGIS Enterprise and Desktop, running on version 10.8.1 and ArcFM Solution Desktop, running on version 10.8.1b. This upgrade and migration shall be to the latest ArcGIS Pro version available, or the version approved by NBU, and will allow for the expansion of capabilities, streamline data management, and workflows.
The Successful Respondent shall:
This project will be executed in three phases: (1) Planning and Assessment, (2) System Configuration and Data Migration, and (3) Deployment and Training.
Phase 1 – Planning and Assessment
The Successful Respondent shall perform the following for Phase 1:
Phase 2 – System Configuration and Data Migration
The Successful Respondent shall perform the following for Phase 2:
Phase 3 – Deployment and Training
The Successful Respondent shall perform the following for Phase 3:
The purpose of this RFP is to award a contract for the purchase of :
Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
The good(s) or service(s) solicited under the RFP shall be in accordance with and shall meet all requirements described in this RFP.
Respondents shall submit all proposals electronically to NBU through https://procurement.opengov.com/portal/nbutexas/projects/245259 on or before 2:00 pm, on Tuesday, April 14, 2026 (the “Submission Deadline”). The respondent shall upload all of the requested proposal documents in PDF format and shall include the following documents:
NBU will not accept proposals via mail, in person, private courier, oral communication, telephone, electronic mail, or facsimile transmission. Respondent understands that submission of a proposal constitutes an offer by the respondent. Once submitted, the proposal becomes the property of NBU, and NBU reserves the right to use any ideas contained in any proposal submitted regardless of whether the respondent is selected. Respondent understands that submission of a proposal shall indicate that the respondent has accepted the conditions contained in the RFP unless specifically noted in the submittal and confirmed in writing by NBU in the successful respondent’s contract. NBU may reject, at NBU’s discretion, any proposals that do not comply with these requirements. Respondents shall file proposals with NBU before the Submission Deadline. NBU shall not accept any late proposal.
All questions regarding this RFP shall be submitted electronically to the eProcurement Portal or by emailing purchasing@nbutexas.com.
Other than the Purchasing Manager, the respondent shall not contact any NBU employee or member of the Board of Trustees regarding a response to this RFP prior to the award of a contract. If the respondent makes such contact in violation of this RFP, NBU may disqualify the respondent’s proposal.
NBU shall accept requests for additional information or clarification concerning this RFP on or before 12:00 pm, Tuesday, March 24, 2026. NBU shall not answer any questions submitted after 12:00 pm, Tuesday, March 24, 2026. NBU shall have a reasonable amount of time to respond to questions or concerns regarding the RFP. NBU intends to respond to all questions; however, NBU reserves the right to decline to respond to a question or concern.
NBU will address questions and concerns by addenda. NBU shall attach all addenda to the original RFP package and upload the addenda to https://procurement.opengov.com/portal/nbutexas/projects/245259. Addenda will have the same binding effect as the original RFP. As a part of their submission, all respondents shall acknowledge and accept on the RFP proposal signature form, either by original signature or digital signature, receipt of each addendum. Failure to acknowledge and accept such addenda on the RFP proposal signature form may be grounds for disqualification. NBU shall interpret a respondent’s manual or digital signature to mean that respondent understands and complies with the changes made to the original RFP. It shall be the respondent’s responsibility to ensure that the respondent has received all addenda prior to submission of a proposal. Failure of the respondent to receive all addenda does not relieve respondent from all terms and requirements of addenda. Any verbal responses, written explanations, or interpretations by NBU other than by addenda to this RFP are not binding and will be without legal effect.
A mandatory pre-proposal conference for all interested parties will be held at NO VALUE on NO VALUE, at NO VALUE. All respondents interested in submitting a proposal for this work must be present at this meeting.
All questions regarding this RFP shall be submitted electronically to the eProcurement Portal or by emailing purchasing@nbutexas.com.
Other than the Purchasing Manager, the respondent shall not contact any NBU employee or member of the Board of Trustees regarding a response to this RFP prior to the award of a contract. If the respondent makes such contact in violation of this RFP, NBU may disqualify the respondent’s proposal.
NBU shall accept requests for additional information or clarification concerning this RFP on or before 12:00 pm, Tuesday, March 24, 2026. NBU shall not answer any questions submitted after 12:00 pm, Tuesday, March 24, 2026. NBU shall have a reasonable amount of time to respond to questions or concerns regarding the RFP. NBU intends to respond to all questions; however, NBU reserves the right to decline to respond to a question or concern.
NBU will address questions and concerns by addenda. NBU shall attach all addenda to the original RFP package and upload the addenda to https://procurement.opengov.com/portal/nbutexas/projects/245259. Addenda will have the same binding effect as the original RFP. As a part of their submission, all respondents shall acknowledge and accept on the RFP proposal signature form, either by original signature or digital signature, receipt of each addendum. Failure to acknowledge and accept such addenda on the RFP proposal signature form may be grounds for disqualification. NBU shall interpret a respondent’s manual or digital signature to mean that respondent understands and complies with the changes made to the original RFP. It shall be the respondent’s responsibility to ensure that the respondent has received all addenda prior to submission of a proposal. Failure of the respondent to receive all addenda does not relieve respondent from all terms and requirements of addenda. Any verbal responses, written explanations, or interpretations by NBU other than by addenda to this RFP are not binding and will be without legal effect.
A pre-proposal conference for all interested parties will be held at NO VALUE on NO VALUE, at NO VALUE. It is highly recommended that all respondents interested in submitting a proposal for this work attend at this meeting.
All questions regarding this RFP shall be submitted electronically to the eProcurement Portal or by emailing purchasing@nbutexas.com.
Other than the Purchasing Manager, the respondent shall not contact any NBU employee or member of the Board of Trustees regarding a response to this RFP prior to the award of a contract. If the respondent makes such contact in violation of this RFP, NBU may disqualify the respondent’s proposal.
NBU shall accept requests for additional information or clarification concerning this RFP on or before 12:00 pm, Tuesday, March 24, 2026. NBU shall not answer any questions submitted after 12:00 pm, Tuesday, March 24, 2026. NBU shall have a reasonable amount of time to respond to questions or concerns regarding the RFP. NBU intends to respond to all questions; however, NBU reserves the right to decline to respond to a question or concern.
NBU will address questions and concerns by addenda. NBU shall attach all addenda to the original RFP package and upload the addenda to https://procurement.opengov.com/portal/nbutexas/projects/245259. Addenda will have the same binding effect as the original RFP. As a part of their submission, all respondents shall acknowledge and accept on the RFP proposal signature form, either by original signature or digital signature, receipt of each addendum. Failure to acknowledge and accept such addenda on the RFP proposal signature form may be grounds for disqualification. NBU shall interpret a respondent’s manual or digital signature to mean that respondent understands and complies with the changes made to the original RFP. It shall be the respondent’s responsibility to ensure that the respondent has received all addenda prior to submission of a proposal. Failure of the respondent to receive all addenda does not relieve respondent from all terms and requirements of addenda. Any verbal responses, written explanations, or interpretations by NBU other than by addenda to this RFP are not binding and will be without legal effect.
A mandatory pre-proposal conference for all interested parties will be held by video conference on NO VALUE, at NO VALUE. Respondents may join the video conference from a computer, tablet, or smartphone at TBD. Respondents may also participate in the video conference by telephone at TBD. The access code for the video conference link and dial-in telephone number is TBD. Both the link and telephone number are free of charge.
All respondents interested in submitting a proposal for this work must be present at this meeting.
All questions regarding this RFP shall be submitted electronically to the eProcurement Portal or by emailing purchasing@nbutexas.com.
Other than the Purchasing Manager, the respondent shall not contact any NBU employee or member of the Board of Trustees regarding a response to this RFP prior to the award of a contract. If the respondent makes such contact in violation of this RFP, NBU may disqualify the respondent’s proposal.
NBU shall accept requests for additional information or clarification concerning this RFP on or before 12:00 pm, Tuesday, March 24, 2026. NBU shall not answer any questions submitted after 12:00 pm, Tuesday, March 24, 2026. NBU shall have a reasonable amount of time to respond to questions or concerns regarding the RFP. NBU intends to respond to all questions; however, NBU reserves the right to decline to respond to a question or concern.
NBU will address questions and concerns by addenda. NBU shall attach all addenda to the original RFP package and upload the addenda to https://procurement.opengov.com/portal/nbutexas/projects/245259. Addenda will have the same binding effect as the original RFP. As a part of their submission, all respondents shall acknowledge and accept on the RFP proposal signature form, either by original signature or digital signature, receipt of each addendum. Failure to acknowledge and accept such addenda on the RFP proposal signature form may be grounds for disqualification. NBU shall interpret a respondent’s manual or digital signature to mean that respondent understands and complies with the changes made to the original RFP. It shall be the respondent’s responsibility to ensure that the respondent has received all addenda prior to submission of a proposal. Failure of the respondent to receive all addenda does not relieve respondent from all terms and requirements of addenda. Any verbal responses, written explanations, or interpretations by NBU other than by addenda to this RFP are not binding and will be without legal effect.
A pre-proposal conference for all interested parties will be held by video conference on NO VALUE, at NO VALUE. Respondents may join the video conference from a computer, tablet, or smartphone at TBD. Respondents may also participate in the video conference by telephone at TBD. The access code for the video conference link and dial-in telephone number is TBD. Both the link and telephone number are free of charge. It is highly recommended that all parties interested in submitting a proposal for this project be present.
NBU will open and read proposals aloud on Tuesday, April 14, 2026, at 2:00 pm (the “Opening Deadline”) at 355 FM 306, New Braunfels, Texas 78130, Conference Room TBD .
NBU will open and read proposals aloud on Tuesday, April 14, 2026, at 2:00 pm (the “Opening Deadline”) through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at TBD. Respondents may also participate in the video conference by telephone at TBD. The access code for the video conference link and dial-in telephone number is TBD. Both the link and telephone number are free of charge.
Please read the requirements thoroughly and be sure that your proposal complies with all of the requirements noted. Respondent’s failure to meet the requirements of this RFP may be grounds for disqualification.
Respondents shall sign each document requiring a signature, either by original signature or digital signature .
All prices shall be in writing. Respondents shall state all prices for good(s) or service(s) on the pricing form, if attached, or include a separate sheet for pricing within the proposal. Successful respondent shall hold the pricing firm for the duration of the subsequent awarded contract. Successful respondent shall prepay all transportation, freight, drayage, and other charges, and shall include the prepayment in the proposal prices. Respondent shall indicate any additional items required and their attendant costs or forfeit the right to payment for such items. Respondent acknowledges that when unit pricing and extended pricing differ, unit pricing prevails.
Respondent shall bear any and all costs related to the preparation and submission of a response to this RFP.
Respondents shall clearly indicate by letter, on a point-by-point basis, any variation from the RFP requirements, including the Agreement attached as Exhibit C, Description of Services, Requirements for Proposal, Required Response Forms and Exhibits, or any other deviation from any other requirements as part of this RFP. Respondents shall attach any variance to their proposal. If no exceptions are noted, NBU will require the successful respondent to provide any good(s) or service(s) as specified herein.
Respondents may make alterations to their proposals before the Opening Deadline. Respondents, who wish to alter their proposal, shall initial their response, either by original signature or digital signature, to guarantee authenticity. Respondents cannot alter or amend proposals after the Opening Deadline.
Respondents may withdraw a proposal prior to the Submission Deadline. Any respondent, who seeks to withdraw a proposal, shall provide written notice of withdrawal to the Purchasing Manager at purchasing@nbutexas.com. NBU shall not allow any proposal to be withdrawn after the Opening Deadline. If a respondent seeks to withdraw a proposal after the Opening Deadline for a material mistake or other reasonable exception, the respondent shall seek NBU approval by providing a written notice requesting withdrawal.
1. PURPOSE
The purpose of this RFP is to award a contract for the purchase of:
Migration of GIS Data from ESRI Geometric Network to ESRI Utility Network
2. INTENT
The good(s) or service(s) solicited under the RFP shall be in accordance with and shall meet all requirements described in this RFP.
3. SUBMITTAL OF PROPOSALS; SUBMISSION DEADLINE
Respondents shall submit all proposals electronically to NBU through https://procurement.opengov.com/portal/nbutexas on or before 2:00 PM, CT on March 31, 2026 (the “Submission Deadline”). The respondent shall upload all of the requested proposal documents in PDF format and shall include the following documents:
NBU will not accept proposals via mail, in person, private courier, oral communication, telephone, electronic mail, or facsimile transmission. Respondent understands that submission of a proposal constitutes an offer by the respondent. Once submitted, the proposal becomes the property of NBU, and NBU reserves the right to use any ideas contained in any proposal submitted regardless of whether the respondent is selected. Respondent understands that submission of a proposal shall indicate that the respondent has accepted the conditions contained in the RFP unless specifically noted in the submittal and confirmed in writing by NBU in the successful respondent’s contract. NBU may reject, at NBU’s discretion, any proposals that do not comply with these requirements. Respondents shall file proposals with NBU before the Submission Deadline. NBU shall not accept any late proposal.
4. QUESTIONS; CLARIFICATION OF REQUIREMENTS; CLARIFICATION DEADLINES; RESTRICTIONS ON COMMUNICATION
All questions regarding this RFP shall be submitted electronically at https://procurement.opengov.com/portal/nbutexas or by emailing purchasing@nbutexas.com.
Other than the Purchasing Manager, the respondent shall not contact any NBU employee or member of the Board of Trustees regarding a response to this RFP prior to the award of a contract. If the respondent makes such contact in violation of this RFP, NBU may disqualify the respondent’s proposal.
NBU shall accept requests for additional information or clarification concerning this RFP on or before 12:00 PM CT, March 24, 2026. NBU shall not answer any questions submitted after 12:00 PM CT, March 24, 2026. NBU shall have a reasonable amount of time to respond to questions or concerns regarding the RFP. NBU intends to respond to all questions; however, NBU reserves the right to decline to respond to a question or concern.
NBU will address questions and concerns by addenda. NBU shall attach all addenda to the original RFP package and upload the addenda to https://procurement.opengov.com/portal/nbutexas. Addenda will have the same binding effect as the original RFP. As a part of their submission, all respondents shall acknowledge and accept on the RFP proposal signature form, either by original signature or digital signature, receipt of each addendum. Failure to acknowledge and accept such addenda on the RFP proposal signature form may be grounds for disqualification. NBU shall interpret a respondent’s manual or digital signature to mean that respondent understands and complies with the changes made to the original RFP. It shall be the respondent’s responsibility to ensure that the respondent has received all addenda prior to submission of a proposal. Failure of the respondent to receive all addenda does not relieve respondent from all terms and requirements of addenda. Any verbal responses, written explanations, or interpretations by NBU other than by addenda to this RFP are not binding and will be without legal effect.
5. TIME AND LOCATION OF READING PROPOSALS ALOUD; OPENING DEADLINE
NBU will publicly open and read proposals aloud on March 31, 2026, at 3:00 PM CT (the “Opening Deadline”) through videoconference and the name of the respondent and the monetary component of the proposals shall be read aloud. Respondents may join the meeting from a computer, tablet, or smartphone at: https://teams.microsoft.com/meet/22651026905411?p=mhuw4ZMjgaC79JwVNZ. If joining via the meeting link, the meeting ID is: 226 510 269 054 11, and the Passcode is: Bn7h7nQ2. Respondents may also participate in the video conference by telephone at +1 469-998-7414. If joining via the telephone number, the phone conference ID is: 387 677 9#. Both the link and telephone number are free of charge.
6. PREPARATION OF PROPOSAL
Please read the requirements thoroughly and be sure that your proposal complies with all of the requirements noted. Respondent’s failure to meet the requirements of this RFP may be grounds for disqualification.
Respondents shall sign each document requiring a signature, either by original signature or digital signature.
All prices shall be in writing. Respondents shall state all prices for good(s) or service(s) on the pricing form, if attached, or include a separate sheet for pricing within the proposal. Successful respondent shall hold the pricing firm for the duration of the subsequent awarded contract. Successful respondent shall prepay all transportation, freight, drayage, and other charges, and shall include the prepayment in the proposal prices. Respondent shall indicate any additional items required and their attendant costs or forfeit the right to payment for such items. Respondent acknowledges that when unit pricing and extended pricing differ, unit pricing prevails.
Respondent shall bear any and all costs related to the preparation and submission of a response to this RFP.
7. DEVIATION FROM REQUIREMENTS
Respondents shall clearly indicate by letter, on a point-by-point basis, any variation from the RFP requirements, including the Description of Services, Requirements for Proposal, Required Response Forms and Exhibits, or any other deviation from any other requirements as part of this RFP. Respondents shall attach any variance to their proposal. If no exceptions are noted, NBU will require the successful respondent to provide any good(s) or service(s) as specified herein.
8. ALTERATIONS/AMENDMENTS TO PROPOSALS
Respondents may make alterations to their proposals before the Opening Deadline. Respondents, who wish to alter their proposal, shall initial their response, either by original signature or digital signature, to guarantee authenticity. Respondents cannot alter or amend proposals after the Opening Deadline.
9. WITHDRAWAL
Respondents may withdraw a proposal prior to the Submission Deadline. Any respondent, who seeks to withdraw a proposal, shall provide written notice of withdrawal to the Purchasing Manager at purchasing@nbutexas.com. NBU shall not allow any proposal to be withdrawn after the Opening Deadline. If a respondent seeks to withdraw a proposal after the Opening Deadline for a material mistake or other reasonable exception, the respondent shall seek NBU approval by providing a written notice requesting withdrawal.
10. EVALUATION
NBU’s selection committee shall conduct a comprehensive, fair, and impartial evaluation of all proposals received in response to this RFP. The committee shall analyze each proposal to determine the overall responsiveness and the qualifications of each respondent. The committee may select all, some, or none of the respondents for interviews. If NBU elects to conduct interviews, respondents may be reevaluated based upon the initial scoring criteria. The proposal shall be scored according to the criteria and corresponding points noted in this Section. Respondents shall label their proposal criteria in accordance with the corresponding tab identifier. A more complete breakdown of the evaluation criteria is located in Part III: Requirements for Proposal.
TAB | EVALUATION CRITERIA | POINTS/PERCENT |
1 | Technical Expertise and Experience | 30 |
2 | Project Approach and Methodology | 25 |
3 | Timeline | 15 |
4 | References | 10 |
5 | Cost Proposal | 20 |
Respondents should submit sufficient information in their proposals to allow NBU to evaluate the proposal based on the above criteria. NBU will not accept additional information from respondents after the Opening Deadline.
11. AWARD TO ONE OR MULTIPLE RESPONDENTS
NBU may award the contract to one respondent 12. NAME BRANDS
The specifications in this RFP may reference certain name brands and model numbers. It is not the intent of NBU to restrict proposals but to establish the desired quality of merchandise or to match existing items. Respondents may offer items of similar quality but shall be required to produce evidence that items are comparable to those listed in the specifications. NBU shall act as the sole judge in determining quality and acceptability of all products offered.
13. INSPECTIONS & TESTING
NBU reserves the right to inspect any item(s) or service(s) and the location of any item(s) or service(s) for compliance with the specifications of this RFP. If a respondent cannot furnish a sample of a response item(s) for review or fails to show an ability to perform service(s), NBU can reject the proposal as inadequate.
14. TIME ALLOWED FOR ACTION TAKEN
NBU reserves the right to hold the proposals for a period of 120 days without taking action. Respondents are required to hold their proposals firm for the same period of time.
15. RIGHT TO REJECT/ AWARD
NBU reserves the right to reject any and all proposals and/or to waive any or all formalities or technicalities. NBU reserves the right to reject the proposal of any respondent if the respondent provides insufficient or incomplete information to allow NBU to evaluate the proposal based on the criteria set forth in this RFP.
16. ANTICIPATED TERM OF CONTRACT
The anticipated term for the proposed contract is: a one-time service.
17. REQUIRED INSURANCE COVERAGE
The successful respondent will be required to maintain, at all times during performance of the contract, the insurance detailed in this Section. NBU may waive the coverage, in part or in whole, in its sole discretion, but any such waiver shall be signed by an authorized representative of NBU on or before the effective date of the awarded contract issued in connection with this RFP (the “Agreement”).
18. DELIVERY OF GOOD(S) OR SERVICE(S)
Delivery of materials from the successful respondent to NBU shall be FOB Destination. Successful respondent shall bear the expense and sole responsibility to take any action necessary to replace goods or equipment delivered in an unacceptable condition.
Normal delivery hours are 8:00 a.m. to 3:00 p.m. Monday through Friday, except NBU holidays. NBU’s acceptance of deliveries outside of normal delivery hours is extremely limited and NBU shall not guarantee receipt of items delivered outside of normal delivery hours. NBU shall have a reasonable time (but no less than 30 days) after receipt of delivery to inspect the good(s) or service(s) delivered by successful respondent. NBU may reject all or any portion of delivered good(s) or service(s) that do not, in NBU’s sole discretion, comply with the terms and conditions of the contract. NBU may reject the entirety of good(s) or service(s) delivered even if only a portion is nonconforming. If NBU elects to accept any nonconforming good(s) or service(s), NBU shall deduct a reasonable amount from the price thereof to compensate NBU for the disparity, in addition to any other remedies. An acceptance by NBU shall not be deemed as a waiver or settlement for any defect in such good(s) or service(s).
The successful respondent expressly agrees to account for any ordinary delays or hindrances that may occur in the scheduling of deliveries set forth herein, including but not limited to securing materials. The Purchasing Department reserves the right to make the purchase on the open market if the successful respondent does not make delivery in accordance with the terms of the contract. If a purchase is made on the open market as a result thereof, successful respondent agrees to bear the expense of any cost in excess of the contract price, including but not limited to, any other damages, directly or indirectly, incurred by NBU. In addition, failure of the successful respondent to meet the contract delivery dates shall be grounds for removal of the successful respondent from NBU’s list of eligible respondents, as determined by the Purchasing Department.
19. WARRANTIES
Respondents shall furnish all data pertinent to warranties or guarantees that may apply to items in the response.
The successful respondent shall provide NBU the full original equipment manufacturer (“OEM”) warranties and guaranties provided by the OEM to the successful respondent for all equipment and materials installed or maintained under this response. For example, if an OEM offers full replacement of a warranted product at no charge to the successful respondent, then the successful respondent shall not charge NBU for such replacement product.
The successful respondent shall warrant that any equipment furnished or work performed shall be free from defects in design, materials, workmanship, and shall give successful service under the specified operating conditions. Furthermore, the successful respondent agrees, upon notice from NBU, to make good all defects in design, materials, or performance developing in the materials or equipment under its intended use. In the event that the equipment must be returned to the factory under warranty, the successful respondent shall be responsible for delivery charges both to and from the factory.
20. INDEMNIFICATION CLAUSE
To the fullest extent permitted by law, the successful respondent shall indemnify, defend, and hold harmless NBU and each board member, officer, employee or agent thereof (NBU and any such person being herein called an “Indemnified Party”), for, from and against any and all losses, claims, damages, liabilities, costs and expenses (including, but not limited to, reasonable attorneys’ fees and court costs) to which any such Indemnified Party may become subject, under any theory of liability whatsoever (“Claims”), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are caused by the goods or services provided by the successful respondent, its officers, employees, agents, or any tier of subcontractor in the performance of the Agreement
NBU follows all statutes, court decisions, and opinions of the Texas Attorney General with respect to the disclosure of public information requested under the Texas Public Information Act (the “PIA”).
Respondents recognize that NBU is subject to the disclosure requirements of the PIA. As part of its obligations within the contract documents issued under this RFP, respondents agree, at no additional cost to NBU, to cooperate with NBU for any particular needs or obligations arising out of NBU’s obligations under the PIA.
This provision applies if the contract issued under this RFP has a stated expenditure of at least $1 million in public funds for the purchase of goods or services by NBU or results in the expenditure of at least $1 million in public funds for the purchase of goods or services by NBU in a fiscal year of NBU.
Respondents must (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to NBU for the duration of the contract; (2) promptly provide to NBU any contracting information related to the contract that is in the custody or possession of the entity on request of NBU; and (3) on completion of the contract, either:
The requirements of Subchapter J, Chapter 552, Government Code, may apply to the contract issued in connection with this RFP and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter.
22. CONFLICT OF INTEREST
Chapter 176 of the Texas Local Government Code requires that any respondent or person considering doing business with a local government entity must disclose in the conflict of interest questionnaire form (the “Form CIQ”) the respondent or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. A respondent must complete and file the Form CIQ within the timeframe specified in Section 176.006 of the Texas Local Government Code. The Form CIQ, a sample of which is attached as Exhibit F, must also be submitted with your bid.
For more information or to obtain the Form CIQ go to the Texas Ethics Commission web page at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT.
23. CERTIFICATE OF INTERESTED PARTIES
Pursuant to Section 2252.908 of the Texas Government Code, a private business entity cannot enter into certain contracts with NBU unless the business entity completes Form 1295 “Certificate of Interested Parties.” Form 1295, a sample of which is attached as Exhibit G, must be submitted with your proposal.
For more information, please visit the State of Texas Ethics Commission website at the following links:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm; and
https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT.
24. SUBSTITUTIONS/CANCELLATIONS OF QUALIFICATIONS
No substitutions or cancellations are permitted without NBU written approval.
25. ADDITIONAL REPRESENTATIONS
A respondent submitting a proposal to this RFP shall submit verified statements, attached as Exhibit D, in connection with (i) Chapter 2271 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies boycotting Israel; (ii) Chapter 2276 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies boycotting certain energy companies; and (iii) Chapter 2274 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies that discriminate against firearm and ammunition industries. Failure to comply with this requirement is grounds for disqualification.
26. AGREEMENT
Respondents shall provide an agreement for negotiation to NBU with their response to this RFB as Exhibit C. NBU reserves the right to negotiate any or all terms of the respondent’s agreement.
NBU may award the contract to One Respondent.
The specifications in this RFP may reference certain name brands and model numbers. It is not the intent of NBU to restrict proposals but to establish the desired quality of merchandise or to match existing items. Respondents may offer items of similar quality but shall be required to produce evidence that items are comparable to those listed in the specifications. NBU shall act as the sole judge in determining quality and acceptability of all products offered.
NBU reserves the right to inspect any item(s) or service(s) and the location of any item(s) or service(s) for compliance with the specifications of this RFP. If a respondent cannot furnish a sample of a response item(s) for review or fails to show an ability to perform service(s), NBU can reject the proposal as inadequate.
NBU reserves the right to hold the proposals for a period of 120 days without taking action. Respondents are required to hold their proposals firm for the same period of time.
NBU reserves the right to reject any and all proposals and/or to waive any or all formalities or technicalities.
The anticipated term for the proposed contract is One time service.
The successful respondent will be required to maintain, at all times during performance of the contract, the insurance detailed in the Agreement, attached as Exhibit C. NBU may waive the coverage, in part or in whole, in its sole discretion, but any such waiver shall be signed by an authorized representative of NBU on or before the effective date of the Agreement.
Delivery of materials shall be FOB Destination. Successful respondent shall bear the expense and sole responsibility to take any action necessary to replace goods or equipment delivered in an unacceptable condition.
Normal delivery hours are 8:00 a.m. to 3:00 p.m. Monday through Friday, except NBU holidays. NBU’s acceptance of deliveries outside of normal delivery hours is extremely limited and NBU shall not guarantee receipt of items delivered outside of normal delivery hours. NBU shall have a reasonable time (but no less than 30 days) after receipt of delivery to inspect the good(s) or service(s) delivered by successful respondent. NBU may reject all or any portion of delivered good(s) or service(s) that do not, in NBU’s sole discretion, comply with the terms and conditions of the contract. NBU may reject the entirety of good(s) or service(s) delivered even if only a portion is nonconforming. If NBU elects to accept any nonconforming good(s) or service(s), NBU shall deduct a reasonable amount from the price thereof to compensate NBU for the disparity, in addition to any other remedies. An acceptance by NBU shall not be deemed as a waiver or settlement for any defect in such good(s) or service(s).
The successful respondent expressly agrees to account for any ordinary delays or hindrances that may occur in the scheduling of deliveries set forth herein, including but not limited to securing materials. The Purchasing Department reserves the right to make the purchase on the open market if the successful respondent does not make delivery in accordance with the terms of the contract. If a purchase is made on the open market as a result thereof, successful respondent agrees to bear the expense of any cost in excess of the contract price, including but not limited to, any other damages, directly or indirectly, incurred by NBU. In addition, failure of the successful respondent to meet the contract delivery dates shall be grounds for removal of the successful respondent from NBU’s list of eligible respondents, as determined by the Purchasing Department.
Delivery of materials shall be as described in the Agreement, attached as Exhibit C.
Respondents shall furnish the warranties described in the Agreement, attached as Exhibit C.
Respondents shall indemnify, defend, and hold harmless NBU as described in the Agreement, attached as Exhibit C.
NBU follows all statutes, court decisions, and opinions of the Texas Attorney General with respect to the disclosure of public information requested under the Texas Public Information Act (the “PIA”).
Respondents recognize that NBU is subject to the disclosure requirements of the PIA. As part of its obligations within the contract documents issued under this RFP, respondents agree, at no additional cost to NBU, to cooperate with NBU for any particular needs or obligations arising out of NBU’s obligations under the PIA.
This provision applies if the contract issued under this RFP has a stated expenditure of at least $1 million in public funds for the purchase of goods or services by NBU or results in the expenditure of at least $1 million in public funds for the purchase of goods or services by NBU in a fiscal year of NBU.
Respondents must (1) preserve all contracting information related to the contract as provided by the records retention requirements applicable to NBU for the duration of the contract; (2) promptly provide to NBU any contracting information related to the contract that is in the custody or possession of the entity on request of NBU; and (3) on completion of the contract, either:
The requirements of Subchapter J, Chapter 552, Government Code, may apply to the contract issued in connection with this RFP and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter.
Chapter 176 of the Texas Local Government Code requires that any respondent or person considering doing business with a local government entity must disclose in the conflict of interest questionnaire form (the “Form CIQ”) the respondent or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. A respondent must complete and file the Form CIQ within the timeframe specified in Section 176.006 of the Texas Local Government Code. The Form CIQ, a sample of which is attached as Exhibit F, must also be submitted with your bid.
For more information or to obtain the Form CIQ go to the Texas Ethics Commission web page at https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT.
Pursuant to Section 2252.908 of the Texas Government Code, a private business entity cannot enter into certain contracts with NBU unless the business entity completes Form 1295 “Certificate of Interested Parties.” Form 1295, a sample of which is attached as Exhibit G, must be submitted with your proposal.
For more information, please visit the State of Texas Ethics Commission website at the following links:
https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm
and
https://www.ethics.state.tx.us/resources/FAQs/FAQ_Form1295.php
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT.
No substitutions or cancellations are permitted without NBU written approval.
A respondent submitting a proposal to this RFP shall submit verified statements, attached as Exhibit D, in connection with (i) Chapter 2271 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies boycotting Israel; (ii) Chapter 2276 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies boycotting certain energy companies; and (iii) Chapter 2274 of the Texas Government Code, as amended, relating to the prohibition on contracts with companies that discriminate against firearm and ammunition industries. Failure to comply with this requirement is grounds for disqualification; however, NBU reserves the right to contact respondent who fails to comply initially to correct the omission or to confirm the respondent’s policy.
The successful respondent shall be required to execute the Agreement, attached as Exhibit C. NBU reserves the right to negotiate any or all terms of the Agreement.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Respondents must submit the following documents, dated within thirty (30) days of submission, to NBU in connection with their response to this RFP:
Texas entities
If the respondent is a corporation (including a nonprofit corporation), partnership (including a limited partnership), or a limited liability company, the respondent must submit the following documents to NBU with its response:
Foreign entities (entities formed outside the State of Texas)
If the respondent was formed outside of the State of Texas, the respondent must submit the following documents to NBU with its response:
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Example: 2 years
Please enter the room number/letter
Enter Link for Video Conference
Enter the dial-in telephone number for video conference
Answer Format: +1 (XXX) XXX-XXXX
Enter the Access code for the Video Conference link and dial-in telephone number.
Q (Deadline extension): Would it be possible to extend the bid submission deadline by 1 week?
A: Will April 14th be enough time?
Q (Due Date): We have implemented 80 utility networks, and we are interested in this project. We will not be able to submit a proposal by the current due date. If the due date can be extended to 4/10/26, we will be able to submit a proposal. Can the due date be extended to 4/10/26?
A: Will April 14th be enough time?
Q (No subject): Would NBU consider extending the due date by two weeks?
A: Will April 14th be enough time?
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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