WCP Utility Asset Inventory Support Project

STATE OF NORTH CAROLINA
WESTERN CAROLINA UNIVERSITY
Request for Proposal #: 73-RFPIT0017
WCP Utility Asset Inventory Support Project
Date of Issue: 07/02/2026
Proposal Opening Date: 08/20/2026
At 02:00 PM ET
https://teams.microsoft.com/meet/237847304978555?p=BgQffRMJah2b1M8pIA
Meeting ID: 237 847 304 978 555
Passcode: PX9SH246
Direct all inquiries concerning this RFP to:
Brent Russ
IT Vendor Management Analyst
Email: bdruss@wcu.edu
Phone: 828-227-2972

STATE OF NORTH CAROLINA
Request for Proposal #
73-RFPIT0017
______________________________________________________
For internal State agency processing, including tabulation of proposals, provide your company's eVP (Electronic
Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.
This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection.
This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register at https://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation
via https://wcu.bonfirehub.com/opportunities/27852 .
Ver: 11/2025

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Western Carolina University
Refer ALL Inquiries regarding Request for Proposal #: 73-RFPIT0017
this RFP to: Proposals will be publicly opened:
Brent Russ 08/20/2026 at 02:00 PM ET
bdruss@wcu.edu
https://teams.microsoft.com/meet/237847304978555?p=BgQffRMJah2b1M8pIA
Meeting ID: 237 847 304 978 555
Passcode: PX9SH246
Using Agency: Western Commodity No. and Description:
Carolina University 81101512 Geographic information system GIS services
Requisition No.:
EXECUTION
In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item
within the time specified herein.
By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies
that:
this proposal is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of
1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or
voluntarily excluded from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract
awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes,
including the requirement for each employer with more than 25 employees in North Carolina to verify the work
authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State
requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against
any employee in connection with performance of any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with
the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or
inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from
any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies,
Ver: 11/2025

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such gift has been
offered, accepted, or promised by any employees of your organization.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the
NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from
the ATTACHMENTS page within this document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late
proposals shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or
if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing,
effective upon receipt by the agency issuing this RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute
the written agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS
are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and
conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as
indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of Western Carolina University)
Ver: 11/2025 2

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .......................................................................................................... 5
2.0 GENERAL INFORMATION .................................................................................................................. 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................................. 5
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS .................................................... 5
2.3 RFP SCHEDULE ................................................................................................................................ 6
2.4 SITE VISIT or PRE-PROPOSAL CONFERENCE ...................................................................................... 6
2.5 PROPOSAL QUESTIONS ................................................................................................................... 7
2.6 PROPOSAL SUBMITTAL ................................................................................................................... 8
2.7 PROPOSAL CONTENTS..................................................................................................................... 8
2.8 ALTERNATE PROPOSALS.................................................................................................................. 9
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .............................................................................. 9
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ........................................................... 9
3.1 METHOD OF AWARD ...................................................................................................................... 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ............................ 10
3.3 PROPOSAL EVALUATION PROCESS ................................................................................................ 10
3.4 EVALUATION CRITERIA ................................................................................................................. 11
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................................... 11
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................................... 12
4.0 REQUIREMENTS ............................................................................................................................. 12
4.1 PRICING........................................................................................................................................ 12
4.2 FINANCIAL STABILITY .................................................................................................................... 13
4.3 HUB PARTICIPATION ..................................................................................................................... 13
4.4 VENDOR EXPERIENCE .................................................................................................................... 13
4.5 REFERENCES ................................................................................................................................. 14
4.6 BACKGROUND CHECKS ................................................................................................................. 14
4.7 PERSONNEL .................................................................................................................................. 17
4.8 VENDOR'S REPRESENTATIONS ...................................................................................................... 17
4.9 FINANCIAL STABILITY .................................................................................................................... 17
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................................... 17
4.11 SUBCONTRACTORS ....................................................................................................................... 18
4.12 SECRETARY OF STATE REGISTRATION ............................................................................................ 18
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................................... 18
Ver: 11/2025 3

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
5.1 PROJECT INTENT ........................................................................................................................... 18
5.2 OPERATIONAL DISCLAIMER ........................................................................................................... 18
5.3 PROFESSIONAL LICENSURE RESPONSIBILITY .................................................................................. 19
5.4 TECHNICAL APPROACH ................................................................................................................. 19
5.5 SCOPE OF SERVICES ...................................................................................................................... 19
5.6 SERVICES NOT INTENDED TO BE PROCURED .................................................................................. 20
5.7 WCP SUPPORT ............................................................................................................................... 20
5.8 UTILITY ASSET INVENTORY ACTIVITIES ........................................................................................... 21
5.9 DATA EXPECTATIONS .................................................................................................................... 21
5.10 TRAINING AND KNOWLEDGE ........................................................................................................ 22
5.11 DATA OWNERSHIP ........................................................................................................................ 22
6.0 CONTRACT ADMINISTRATION ........................................................................................................ 22
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE .................................................................................. 22
6.2 INVOICES ............................................................................................................................................ 23
6.3 POST AWARD BUSINESS REVIEW MEETINGS ........................................................................................ 23
6.4 CONTINUOUS IMPROVEMENT ............................................................................................................. 23
6.5 ACCEPTANCE OF WORK ....................................................................................................................... 23
6.6 FAITHFUL PERFORMANCE .................................................................................................................... 24
6.7 DISPUTE RESOLUTION ......................................................................................................................... 24
6.8 CONTRACT CHANGES .......................................................................................................................... 24
7.0 ATTACHMENTS .............................................................................................................................. 25
ATTACHMENT A: PRICING .......................................................................................................................... 25
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................................ 27
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ......................................................... 27
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.................................................................. 27
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................................... 27
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ................................................................. 27
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ....................................................................... 27
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING ............................................................... 27
ATTACHMENT I: TANTALUS REQUIREMENTS ............................................................................................... 27
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ......................................................................... 31
Ver: 11/2025 4

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Western Carolina Power (WCP), a university-owned electric utility operated by Western Carolina University (WCU), is
seeking proposals from qualified vendors to assist in developing an operational utility asset inventory system for
internal utility operations and asset management.
The purpose of this project is to improve WCP's operational awareness, outage response capabilities, maintenance
planning, infrastructure management, and long-term utility planning by developing a practical, maintainable utility
asset inventory environment.
The project is intended solely for internal utility operational and management purposes.
WCP currently maintains legacy CAD drawings and other historical utility records that will serve as operational
reference information during the development of the utility asset inventory system. Existing records should be
considered operational reference materials and non-authoritative operational representations of existing
infrastructure conditions or locations.
WCU/WCP makes no representation or warranty regarding the completeness, accuracy, or current condition of existing
records, drawings, maps, operational data, or other information provided during the course of this project.
The selected vendor will work collaboratively with WCP personnel to develop a practical utility asset inventory
environment suitable for internal utility operational and maintenance activities.
The intent of this solicitation is to award an Agency Specific Contract. The overall goal of this project is to create a
practical, maintainable, and operationally useful utility asset inventory system that improves WCP's ability to safely,
reliably, and efficiently manage and operate its electric distribution system.
1.1 CONTRACT TERM
The contract term will be a single event for the work until it is completed and all requirements within the scope of work
are accepted; however, it will include long-term post-implementation support.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
Proposals must be submitted electronically at:
https://wcu.bonfirehub.com/opportunities/27852
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with
all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda
and other changes that may be issued in connection with this RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in
accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will
be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum.
Ver: 11/2025 5

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that
have been addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's proposal or otherwise.
This applies to any language appearing in or attached to the document as part of the Vendor's proposal that purports
to vary any terms and conditions or Vendors' instructions herein or to render the proposal non-binding or subject to
further negotiation. Vendor's proposal shall constitute a firm offer that shall be held open for the period required
herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this
RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon
through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt
to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State 07/02/2026
Non-Mandatory Pre-Proposal Meeting/Site Visit State/Vendor 07/15/2026 @ 2:00 PM ET
Submit Written Questions Vendor 07/31/2026 @ 5:00 PM ET
Provide Response to Questions State 08/10/2026 @ 5:00 PM ET
Submit Proposals No Later Than Vendor 08/20/2026 @ 2:00 PM ET
Proposals Opened Virtual Bid Opening via MS TEAMS State 08/20/2026 @ 2:00 PM ET
https://teams.microsoft.com/meet/237847
304978555?p=BgQffRMJah2b1M8pIA
Meeting ID: 237 847 304 978 555
Passcode: PX9SH246
Proposals Reviewed State 09/04/2026
Oral Interviews State TBD
Contract Award State TBD
2.4 SITE VISIT or PRE-PROPOSAL CONFERENCE
Optional Pre-Proposal Conference
Date: 07/15/2026
Time: 02:00 PM Eastern Time
Location: 3476 Old Cullowhee Road
FM Conference Room
Cullowhee, NC, 28723
Contact #: 828-227-7224
Instructions: The pre-proposal site visit is optional; however, Vendors are encouraged to have a representative
attend if unfamiliar with WCP's geographic coverage. Any attendees must arrive promptly and sign in upon arrival,
clearly indicating the prospective Vendor represented on the sign-in sheet. Late arrivals will not be allowed to sign in
Ver: 11/2025 6

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
or participate in the site visit. While attendance is not mandatory and does not affect proposal eligibility, only those
who complete the sign-in process will be authorized to participate. Once the sign-in process is complete, other persons
wishing to attend may do so to the extent that space and circumstances allow.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which
will affect the performance of the work called for by this RFP. No allowances will be made for unreported conditions
that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP.
Non-Disclosure Agreement (NDA)
* WCP will be providing sensitive customer information; therefore, each proposing vendor must sign a Non-Disclosure Agreement
as a condition of this RFP. A blank copy of the NDA is available for download on the Bonfire website. The following project data
will be available at the site visit after the NDA is signed:
DWG files
o
Existing maps
o
Transformer inventories
o
Detailed system diagrams
o
Sample GIS data
o
AMI coordinates exports
o
Any information showing detailed utility infrastructure locations
o
* Authorized Signature Required: The NDA must be signed by an individual authorized to bind the company represented.
* Vendors who do NOT sign the agreement will NOT be allowed to participate in the meeting or site visit.
* Vendors who previously executed an NDA and received project data, including CAD drawings and other supporting utility system
information, under the prior solicitation will not be required to execute a new NDA to access the same previously provided data.
Any project updates, clarifications, responses to vendor questions, or other information generated through the procurement
process, including the non-mandatory pre-bid meeting, will be distributed to all interested vendors.
2.5 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the "Submit Written Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by
Addendum.
Written questions shall be emailed to bdruss@wcu.edu by the date and time specified above. Vendors should enter
"RFP # 73-RFPIT0017: Questions" as the subject for the email. Question submittals should include a reference to the
applicable RFP section and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed
necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP),
https://evp.nc.gov, as well as Bonfire, https://wcu.bonfirehub.com/opportunities/27852, and shall become an
Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel,
Ver: 11/2025 7

Proposal Number: 73-RFPIT0017 Vendor: __________________________________________
whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or
binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.
2.6 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered,
and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due
to unintended or unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as
described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each
proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this
RFP periodically check the State's eVP website and Bonfire's website for any Addenda that may be issued prior to the
bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda
thereto.
2.7 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Failure to provide all required items, or Vendor's submission of incomplete
items, may result in the State rejecting Vendor's proposal, in the State's sole discretion.
PROPOSAL REQUIREMENTS
Proposals shall include:
A. Company Overview
* Company background.
* Relevant utility asset inventory experience with utilities or utility systems of similar size, operational complexity, or service
characteristics.
* Experience with ArcGIS-based utility asset management environments.
* Relevant operational utility project experience.
B. Technical Approach
* Proposed approach to utility asset inventory development.
* Operational support methodology.
* Mobile application capabilities.
* Quality management approach.
* Proposed schedule and milestones.
C. Project Team
* Key personnel.
* Relevant qualifications and experience.
* Subcontractor information, if applicable.
D. Training and Support
* Training approach.
* Documentation provided.
* Post-implementation support options.
E. References
* At least three relevant project references.
F. Cost Proposal
* Detailed project pricing.
* Optional support or maintenance pricing.
* Identification of assumptions affecting pricing.
Ver: 11/2025 8