PROFESSIONAL SCADA MAINTENANCE SERVICES FOR WATER AND SEWER
GENERAL INFORMATION
Award of contract by the City Council, if any, will be made in the best interest of the City and shall be based upon various factors, including but not limited to the following: proposer’s qualifications,
experience, reputation, responsiveness, availability and cost. The City of Alhambra reserves the right to accept or reject any or all Proposals, to be the sole judge of the merits and qualifications of the services and/or items offered and the ability of Proposer to responsibly perform. The City reserves the right to waive any irregularities or informalities in any Proposal submitted or in the procedure. An award of contract may be made to other than the firm offering the lowest costs. Proposal may not be withdrawn for a period of sixty (60) days after the time Proposals are due.
The successful bidder shall meet all insurance requirements of the City including, but not limited to, the provisions of personal and property liability including automobile coverage and Workers Compensation in the limits acceptable to the City. All required insurance shall name the City of Alhambra as Additional Insured.
GENERAL SYSTEM INFORMATION
DESCRIPTION
The City’s SCADA System has 17 water stations, 7 sewer stations, and one main control center. The City operates on M-340 Schneider Electric PLC’s, MDS iNET 2 ethernet radios, and local OIT interfaces panel. The system operated is Wonderware with Win911 for alarming.
PROPOSED SCHEDULE
The City anticipates the project schedule to be as follows:
June 15, 2023 Distribution of Requests for Proposals
June 28, 2023 Submit Written Questions to the City
July 12, 2023 Proposals due no later than 3:30 p.m.
July 13-18, 2023 Review of Proposals
July 24, 2023 Contract Award by the City Council
August 14, 2023 Execution of Contract and Notice to Proceed
The City of Alhambra reserves the right to adjust this schedule as necessary.
SUBMITTAL DEADLINE AND PROPOSAL CONTENTS
The entire proposal package must be returned in its entirety with all requested information completed. Proposals shall be delivered in a sealed envelope via regular mail, overnight or other carrier, or hand delivered not later than 3:30 P.M. on Wednesday July 12, 2023 to 111 South 1st Street, Alhambra, CA, 91801 Attention: Dennis Ahlen. Indicate on the Sealed Envelope – Do Not Open with Regular Mail.
Copies of the cost proposal shall be submitted under a separate cover, in a sealed envelope, properly labeled as stated under Item 11 under “Proposal Elements”, and shall be delivered or mailed to the same address shown above on the same day and time with the project Proposal. Facsimile or e-mail submittals will not be accepted. The proposing firm should provide the City with an original and two (2) copies of the proposal and the cost proposal.
All responses must be completed as required, signed by an official of the firm who is authorized to enter into a binding agreement with the City on behalf of the company, and must be received in the place and by the time designated in this document.
QUALIFYING EXPERIENCE
The professional services provider selected to perform the above-described work shall demonstrate proven experience in SCADA maintenance. The firms to be considered for this work effort shall have worked for at least 3 water and sewer agencies of similar size and complexity within the last five (5) years.
PROPOSAL ELEMENTS
In order to assist the selection committee in making a determination, the City requires that all Proposers adhere to the response format outlined below. Firms failing to meet this requirement will be negatively evaluated. Missing sections or inadequate information presented may mean disqualification of the company from consideration. Responses shall be simply prepared, brief and to the point. Needlessly lengthy documents filled with extraneous material will not be favorably received.
Responses to this Request for Proposal shall include the following in this order:
1. Cover Letter.
2. Table of Contents.
3. Introduction/Executive Summary. Highlight the company’s unique qualifications and relevant experience.
4. Consultant understanding of the project and approach to the work. Include scope of work listing tasks, descriptions, methods, and techniques.
5. A staffing chart by job description or title. Indicate which staff are in-house and which are sub-consultants.
6. Designation of Sub-Contractors/Sub-Consultants Form
7. References Form. A listing of a minimum of three (3) clients for whom similar work has been performed in the last five (5) years, including individual contact person, address and phone number who is familiar with the project.
8. Proposer Information Form.
9. A description of the firm's emergency call out strategies and procedures.
10. Cost Proposal Form shall be provided in a separate sealed envelope marked "Cost Proposal - City of Alhambra RFP2M23-15 PROFESSIONAL SCADA MAINTENANCE SERVICES FOR WATER AND SEWER. The cost proposal shall be prepared on an hourly rate not-to-exceed basis. Include a time and materials reimbursement schedule and an hourly rate for each position.
11. Acceptance of Conditions Statement. This will be a statement offering the proposer’s acceptance of all conditions listed the Request for Proposals document. Any exception on the contractor’s behalf must be stated in the proposal including any exemptions to provisions in Sample Contract.
12. Additional Data. This section may contain material not specifically requested for the evaluation, but which the proposer wishes to submit. This may include brochures, pictures, a general narrative, and a statement of additional services the proposing firm may wish to provide.
13. Appendix/Attachments.
SELECTION CRITERIA
The City intends to retain the engineering firm whose proposal it believes is most advantageous to the City. Evaluation of the proposal will be based on qualifications of the respondents. The City wishes to hire a firm with significant professional credentials. Selection will be made on the following factors:
1. Qualifications of the project team, including personnel expertise in all aspects of the City’s SCADA system. Understanding the systems infrastructure throughout the City. 20%
2. Relevant recent project experience, particularly in the region .5%
3. Overall Cost. 40%
4. Project references. 5%
5. Ability to respond to emergency situations in a timely manner. 20%
6. Quality of proposal response and adherence to required format. 10%
DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain, from one or more of the engineering firms submitting proposals, supplementary information as may be necessary for City staff to analyze the proposals pursuant to the consultant selection criteria contained herein. The City is not liable for the costs incurred by the proposers for the preparation of the proposals.
The consultant, by submitting a response to this Request for Proposal, waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this Request for Proposal.
All proposals shall be binding for a period of sixty (60) days after the delivery date and may be retained by the City for examination and comparison.
INSURANCE REQUIREMENTS
Upon Award of Contract by the City Council, the consultant shall provide the City with required Certificates of Insurance evidencing minimum coverage of $1,000,000 in Professional Liability, Contractual General Liability and Automobile Liability coverage, naming the City of Alhambra as Additional Insured. The insurance requirements are clearly described in the Sample Agreement for Consultant Services included herein.
BUSINESS LICENSE REQUIREMENT
Upon Award of Contract, the consultant shall obtain a City of Alhambra Business License and maintain one throughout the term of the contract.
GENERAL REQUIREMENTS
Purpose - The purpose of the Request for Proposals (RFP 2M-23-15) is to solicit proposals from qualified professional services firms with extensive, proven experience in SCADA design and maintenance.
City Option to Reject all Proposals - The City may, at its sole discretion, reject any and all proposals submitted in response to this RFP. The City will not be liable for any costs incurred in connection with the preparation and submittal of any proposal. The City reserves the right to waive any irregularities in a submitted proposal.
Contract Sum - All proposals will include a specific cost proposal in a not-to-exceed amount, based upon the description of services and scope of work to be performed.
Contract Payment - Payment to contractor will be made in arrears on a monthly basis for services performed, provided that the contractor is not in default under any provisions of this agreement.
Any contract entered into pursuant to this notice will incorporate the provisions of the State Labor Code. Compliance with the prevailing rates of wages and apprenticeship employment standards established by the State Director of Industrial Relations will be required.
Equal Opportunity Clause - Contractors shall ensure against discrimination in employment practices on the basis of race, color, national origin, ancestry, sex or religion will be required.
The City of Alhambra hereby ensures that minority business enterprises will be afforded full opportunity to submit proposals in response to this notice and will not be discriminated against on the basis of race, color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Equal Opportunity Employment Compliance - Proposer certifies that it has sought out and considered minority business enterprises for those portions of the work to be sub-contracted and has fully documented such actions that said documentation is open to inspection, and that said action will remain in effect for the life of any contract awarded hereunder.
Furthermore, Proposer certifies that all steps will be taken to meet all equal employment opportunity requirements of the contract documents. Proposer certifies that in all previous contracts or subcontracts, all reports which may have been due under the requirements of any agency, State, or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding.
Legal Responsibilities - All proposals must be submitted, filed, made, and executed in accordance with State and Federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not. Any company submitting a proposal will by such action thereby agree to each and all of the terms, conditions, provision, and requirements set forth, contemplated, and referred to in the Request for Proposal, and other contract documents, and to full compliance therewith.
Interpretation of Documents - A person in doubt as to the meaning of any part of the contract documents, or finds discrepancies, in, or omissions, may submit to the City a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the contract documents will be made only by addendum duly issued and a copy of such addenda will be faxed to each person receiving a set of the contract documents. No oral interpretation of any provision in the contract will be made to any Proposer.
Discrepancies and Misunderstandings - Contractors and consultants must satisfy themselves by personal examination of the work site, specifications, and other contract documents, and by any other means as they may believe necessary, as to the actual physical conditions, requirements and difficulties under which the work must be performed. No contractor or consultant will at any time after submission
of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies called to the attention of the City of Alhambra will be clarified by the City in writing to all proposers prior to the submission of proposals.
Proposer Interested in More than One Proposal - No person, firm, or corporation will be allowed to make or file, or be interested in more than one proposal for the same work unless alternate bids are specifically called for. No proposal will be accepted from a consultant who has not been licensed in accordance with the provisions of the State Business and Professional Code.
Listing Sub-contractors, Vendors and Sub-consultants - Each Proposer will submit a list of the proposed subcontractors of this project as required by the Subletting and Subcontracting Fair Practice Act (Govt. Code Sec 4100 et seq.) Forms for this purpose are furnished herein.
Non-Collusion Affadavit - Proposer declares that the only persons or parties interested in this proposal as principals are those named herein; that no officer, agent, or employee of the City of Alhambra is personally interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other individual, firm, or corporation making a bid for the same work and that this proposal is in all respects fair and without collusion or fraud.
The following is a general outline of the scope of work for the design, specification, and construction management for the lining of four sewers in need of repair
SCOPE OF SERVICES
The following is a general outline of the scope of work for Professional SCADA Maintenance Services for Water and Sewer. The proposal should contain the cost per hour as associated with the following:
Task 1
• On call maintenance services
• Trouble shooting calls
• Emergency Work
• Review of Capital Projects involving SCADA
• Monitor data communications.
• Troubleshoot PLC circuit and system faults.
• Set and monitor alarm functions.
• Calibrate test equipment.
• Manage access to the system.
• Manage inventory of equipment and software.
• Maintain all license and support contract documentation.
• Comply with all accepted change control procedures.
