Request for Proposals

Marina Coast Water District

Water System SCADA & Radio Telemetry

Upgrades

Proposal Mailing January 8, 2016

Mandatory Site Visit

10:00 AM January 20, 2016

2680

Proposals Due 4:30 PM

February 3, 2016

Proposals should be sent by mail directed to:

Attn: Michael Wegley, PE Marina Coast Water District

11 Reservation Road Marina, CA 93933

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I. INTRODUCTION

The Marina Coast Water District (MCWD or District) desires to solicit proposals from qualified individual(s) or firm (Respondent) to provide Supervisory Control and Data Acquisition (SCADA) system and Radio Telemetry Upgrades for the District’s water system. This project will provide the components and programming for upgrading the water system SCADA remote terminal unit (RTU) sites for a complete fully functioning SCADA system throughout the District in accordance with this Request for Proposals (RFP) including: programmable logic controllers (PLCs), telemetry, radios, antennas, enclosures, human-machine interface (HMI), data and voice telecommunications interface. This includes all materials, equipment, installation, programming, coordination, and other necessary work required for a complete and operable SCADA system as described herein. The master terminal unit (MTU) shares SCADA operation of the sanitary sewer system. The sewer RTU’s were upgraded in 2012 and are not included in this renovation except as required to integrate with the water system RTU renovations. All responsive proposals should address: design, project management, materials to be provided, software, installation, modifications, programming, testing, startup migration/integration, maintenance and training for a complete SCADA system. The “Scope of Work” of this RFP is for illustrative purposes only. It is expected that the Respondents shall develop and present the "Scope of Work" section and thus the Respondents are encouraged to suggest additions or modifications to the illustrative scope that will enhance or clarify the SCADA renovations proposal. The District is seeking to negotiate a Scope of Work and cost that should be incorporated into the award of a firm fixed price contract. Upon award it is expected the most qualified Respondent enter into a Professional Services Agreement with the District to provide the services described in the negotiated “Scope of Work” and firm fixed price. In submitting a proposal, it is understood that a Respondents cost of preparing submitting and negotiating a contract is at the Respondents sole expense whether or not an agreement is executed. All proposals should include a detailed schedule for all proposed tasks specifying the party or parties responsible for completion of each task and any installation work requiring contractor licensing stating the license possessed. A description of the implementation methodology and experience in using the methodology in implementing similar systems of the respondent and each party must also be provided for each task. The Respondent retains sole liability for addressing and transferring all warranties, licensing, intellectual property rights and trade secrets for operation of the SCADA to the District. Award resulting from this SCADA RFP is expected to be in two phases. The first award is for a firm fixed price contract for the SCADA design and radio telemetry study sufficient for the procurement and installation of the SCADA and Radio

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RTU’s operating with the existing MTU for the fully functional water SCADA system. The second award is for firm fixed pricing of the SCADA and Radio system procurement, installation, testing, programming, startup, integration/migration and maintenance for uninterrupted operation of the sewer and water system throughout the Water SCADA system renovations. Minor confined shut-downs, if necessary, must be scheduled at individual RTU sites. Responsive proposals shall provide a cost estimate for the second phase procurement and installation of the SCADA and radio equipment. The District will award the second phase if agreement is reached on the final pricing and schedule at the Respondents sole expense of preparation and negotiation whether or not an agreement is executed. II. BACKGROUND The Marina Coast Water District provides water service and wastewater collection service to 36,000 – 40,000 residents through approximately 8,000 connections in and adjacent to the City of Marina and on the former Fort Ord military installation. The District currently pumps all of its water supply, approximately 4,200 acre feet of water (both Marina and Ord Systems) annually from groundwater wells. The District also conveys in excess of two million gallons per day of sewage to the Monterey Regional Water Pollution Control Agency for treatment. The District assumed responsibility for operation of the water and wastewater utilities on Fort Ord pursuant to a water/wastewater facilities agreement dated March 13, 1998. In October 2001, title to the Ord Community facilities was conveyed to the District. Although, there are water inter-tie connections between the Marina and Ord systems, the Marina and Ord Community service areas are still maintained as separate operations, with separate operational and financial records and accounts. The Water System is comprised of eight groundwater wells, four chlorination stations, seven reservoirs, seven booster pump stations, five intertie meters and nineteen pressure reducing valves. The District last upgraded the MTU operating on Wonderware software in 2009. The MTU utilizes three separate HMI servers for sewer, water and hosting terminal services, respectively. Sewer system RTU’s were upgraded with Allen Bradley Micrologix PLC’s and 5 watt licensed UHF radio. The water system RTU’s and unlicensed radio were not upgraded. The District desires to have the water SCADA system and Radio Telemetry Upgrade installation substantially complete by June 30, 2016 and fully operational by September 30, 2016.

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III. SCOPE OF WORK In this RFP, for each of the eight groundwater wells, four chlorination stations, seven reservoirs, seven booster pump stations and five intertie meters, MCWD intends select a SCADA provider to: PHASE I

1. Provide all SCADA design and Radio Telemetry design, scheduling, management, coordination necessary for a complete and operable water SCADA system.

2. Provide all SCADA and Radio Telemetry studies, drawings, diagrams, photos, catalog sheets, and display screen shots with a written report including background, evaluation and recommendations and architecture for proposed upgrades and any transitional systems, necessary for a complete and operable SCADA and radio system from each RTU to the MTU.

3. Provide a final cost proposal and schedule for Phase II. PHASE II

1. Provide and install PLC, HMI, display, cabinet, power supply, UPS, wiring, signals, controls and alarms at each water system RTU location, i.e. each well, tank, & booster pump, chlorination and inter-tie metering site.

2. Provide new antennas and establish radio communications to each RTU. 3. Provide for power supply, and new uninterruptible power supply (UPS) for

each RTU. 4. Provide wiring to interface the existing alarm signals and controls to each

new PLC. 5. Provide wiring, field modification of existing controls and PLC

programming, and software to be integrated into the work. 6. Provide shop drawings, diagrams, migration path, programming and

functionality upgrades of the District’s existing Wonderware software, HMI and telecommunications to indicate the water system alarms and statuses.

7. Achieve supervisory control, at water system RTU locations within the MCWD area

8. Provide factory/field operational and performance testing, calibration, startup, and integration/migration with existing SCADA network for completion of installation at each RTU site.

9. Provide all documentation of: design, record drawings, equipment data, testing, certification, warranties, O&M, training and migration.

10. Provide all spare parts, special tools and maintenance products. 11. Provide 1 year of SCADA system maintenance warranty and support.

All work listed above shall include all necessary documents and all material, labor, tools, equipment and wiring to accomplish full remote control of the

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existing water system, changing of setpoints in the existing controllers, and additional Wonderware programming to accomplish full supervisory control and monitoring of each RTU site and the entire water system. IV. PROPOSAL REQUIREMENTS Respondents desiring to submit a SCADA system and Radio Telemetry Upgrades proposal for the District’s water system must attend a mandatory meeting. The purpose of the meeting is to visit the RTU sites and to receive supplemental informational handouts necessary to submit a proposal. The mandatory meeting will be held on the following time, date and location:

Mandatory Site Visit 10:00 AM

January 20, 2016 2840 Fourth Street Marina, CA 93933

Please allow adequate time and provide own transportation clothing and closed toe shoes for visiting unpaved sites. Proposals shall consist of design and installation technical proposal and design and installation cost proposals, vendor qualifications/experience, and references. Proposals will not exceed twenty-one (21) pages. One original printed proposal, six printed copies of the complete proposal (technical and cost proposals, qualifications, experience and references) are required. One pdf CD copy of the technical proposal shall also be included. Technical and cost proposals shall be submitted together in separate envelopes. The original proposal must be clearly marked and contain original signatures and must be easily reproducible on a standard copying machine. Failure to clearly mark the original and provide original signatures may result in a proposal being found non-responsive and given no consideration. Label and insert each proposal section in the original proposal and the six (6) copies. Information must be furnished complete in compliance with the terms, conditions, provisions and specifications of the RFP. The information requested and the manner of submission are essential to permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the District reserves the right to declare as non-responsive and reject any proposal in which material information requested is not furnished or where indirect or incomplete answers or information is provided. Faxed or e-mailed proposals will not be accepted. Late proposals will not be accepted. With regard to any proposal sent by mail to the District, the Respondent will be solely responsible for its delivery to the District prior to the date and hour set forth herein. Any proposals received subsequent to the date

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and hour set forth herein, because of delayed mail delivery or any other reason, will not be considered by the District. The District reserves the right to reject any or all of the proposals received, to negotiate with qualified Respondents, or to cancel the request for proposals in part or in its entirety without explanation to the Respondents. The District may interview only a select number of Respondents. The services provided by the successful Respondent shall be governed by a Standard Services Agreement (see Attachment A). The MCWD reserves the right to revise or amend the request for proposal up to the time set for opening of proposals. Such revisions and amendments, if any, shall be announced by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective Respondents having requested to be placed on a notification list. If the changes are material, the date set for opening of proposals may be postponed. In any case, the proposal opening shall be at least five working days after the last amendment; and the amendment shall include an announcement of the new date, if applicable, for the opening of proposals.

V. TECHNICAL PROPOSAL ELEMENTS Technical Proposals will contain, at a minimum, an executive summary, product literature, warranty terms & conditions and a statement that the product proposed meets the specifications or notation of exceptions and that the product proposed is suitable for the purpose intended. Proposals must fully address the SCOPE OF WORK and EVALUATION FACTORS described herein. Attachment ‘A’ is a District standard contract for Phase I. As part of the technical proposal, vendor must evaluate the District’s proposal terms and conditions, the contract and insurance requirements, and provide any exceptions. Any exceptions taken to the contract terms must be listed as a separate item. Attachment “B” is the Respondents Cost Proposal that should be priced and organized as described herein. Attachment “C” is the Respondents proposed Gantt chart schedule for Phase I and for Phase II complete by task with number of working days, start date and finish date. The following are the District’s attachments that will be provided at the Mandatory Site Visit and should be used to prepare the technical proposals: Attachment “D” is a map of the RTU sites. NOTE: The technical portion of the proposals will be weighted more heavily than the cost portion of the proposals.

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VI. QUALIFICATIONS/EXPERIENCE Offers will be accepted only from Respondents who are qualified to provide the equipment and services requested herein. A statement of qualification of the person(s) or firm and a description of the company history and financial capability is required. If known, Respondents shall provide their Dun & Bradstreet number.

VII. RESOURCES AND CAPABILITIES The District has determined that service and response time will be a critical part of the resulting contract, therefore, respondents must have a full service facility located within 150-mile radius of MCWD with a maximum of 4 hours response time. VIII. REFERENCES Provide a list of at least four references for which the Respondent has provided similar products and services in similar quantities. References are to include Firm Name, Address, Contact, Title, and Phone Number. IX. SERVICES TO BE PROVIDED BY THE DISTRICT The services to be provided by the District include, but are not necessarily limited to the following:

1. Furnish Data. Furnish all reasonably available records and information, including reports, drawings and designs.

2. Staff Support. Provide site access, staff support and assistance as required and agreed to in advance of the design work.

X. PROPOSAL SUBMITTAL

The following information is to be submitted as a part of the proposal. The proposal should include single page resumes of persons to be assigned to the project. Other material may be attached as deemed appropriate such as to include an electronic copy of a recent water system SCADA design and installation performed by the applicant that most closely fits the scope of work outline above. The Technical Design and Installation Proposal is to be organized as follows: a. Approach to the Project: Describe your approach to this project,

management of the project and any special ideas, techniques or suggestions that you think might make the project proceed smoothly.

b. SCADA Design: Describe your design approach for each RTU location and at the MTU for a complete and operable water SCADA system.

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c. Radio Telemetry Study: Describe the radio telemetry study for each RTU site to the MTU for a complete and operable water SCADA system.

d. SCADA Installation: Describe the SCADA package for the transmitters, controls, PLC, HMI, display, cabinet, power supply, UPS, wiring, signals, controls, alarms, software and other materials to be provided at each RTU location.

e. Experience: Describe the experience of the firm and of the individuals assigned with related projects of a similar nature.

f. Qualifications: Describe your staff’s unique qualifications and training for this type of work for all individuals who will be assigned to the project.

g. References: Provide at least four references of other water agencies our size and scope of work for projects of a similar nature.

h. Schedule: Describe your plan/schedule for completing the work and include a project schedule as Attachment “C”.

i. Agreement - Attachment “A” and Map – Attachment “D”. The Cost Proposal is to be organized as follows:

a. A separate envelope shall be provided containing the Cost Proposal -Attachment “B” for the design (Phase I) and installation (Phase II) with the total cost and separate cost breakdown of each project phase.

b. Provide the cost of the SCADA design, diagrams, equipment schedules, installation scheduling, coordination and project management complete with drawings, diagrams and specifications sufficient so that a SCADA individual or firm can install a complete and operable SCADA system.

c. Provide the cost of a complete Radio Telemetry Study including a written report and recommendations so that an individual or firm could install a complete and operable radio system from each RTU to the MTU.

d. Provide the cost of the modifications to furnish and install SCADA for each RTU location including: PLC, HMI, display, cabinet, power supply, UPS, wiring, signals, transmitters, controls and alarms, radio and antenna for a complete and operable SCADA system. This cost shall include providing all spare parts, special tools and maintenance products to maintain operability of the SCADA system for a minimum of 1 year.

e. Provide the cost for all factory and field modifications, programming, startup, migration/integration, operational and performance testing, calibration, programming and functionality upgrades, migration/integration, record drawings, certifications, warranties, equipment data and training.

f. Provide the cost for 1 year of Radio and SCADA system maintenance warranty and support for the installed work.

g. A separate page shall be provided containing fee schedule for additional services not mentioned or specifically stated in the request for proposal that the respondent finds or believes to be necessary for a complete and operable Radio SCADA system.

h. Two original signed (ink) copies of the proposed agreement and evidence of insurance meeting District’s requirements.

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XI. AGREEMENT A copy of the proposed agreement is attached for return of two original signed agreements with the proposal. The District will return one countersigned original agreement to the successful firm or individual and keep one for the District. Evidence of Insurance must be received prior to agreement implementation. XII. DEADLINE FOR SUBMISSION OF PROPOSALS The District must receive proposals by February 3, 2016, 4:30 PM: Physical and U.S. Mail Address: Marina Coast Water District Michael Wegley, PE, District Engineer 11 Reservation Road Marina, CA 93933 Proposals must be received by the deadline of February 3, 2016, 4:30 PM. Postmark does not constitute receipt. The District reserves the right not to consider late, misdirected or incomplete proposals. If it becomes necessary to revise any part of this RFP, an addendum to the RFP will be provided in writing to all Mandatory Site Visit Attendees via the District’s website. All addenda issued during the time of bidding will be incorporated into any resulting contract. XIII. SELECTION OF WATER SYSTEM SCADA PROVIDER The District management staff will review the proposals submitted. All proposals will be evaluated uniformly for final selection, which will be based on analysis of the information submitted. Proposals will be evaluated on the basis of experience, qualifications, approach to the project, cost of the project, degree of District staff time required to complete the project, and any innovative ideas for making the project go quickly and smoothly. Although interviews will not be required as a condition of submitting a proposal, the District reserves the right to request additional information or interview some or all of the proposing individuals or organizations if necessary to obtain additional information that the District considers necessary to fully evaluate a proposal.

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The District also reserves the right to: 1) request clarification or additional information from any proposing firm at any time; 2) waive immaterial defects or minor irregularities in a proposing firm’s responses to this request for proposal; 3) suspend or reopen the request for proposals process; and 4) reject any or all responses and terminate the request for proposals process at any time. All price bids in the proposal shall include federal, state, local and other taxes. Nothing contained in this RFP shall create any contractual relationship between the proposing Respondent and the District. The District accepts no financial responsibility for costs incurred by any proposing respondent regarding this RFP. All Respondents will receive notification indicating acceptance or rejection of their proposal. Subcontractors are the responsibility of the selected Respondent and there will be no contractual relationship between the subcontractor and the District. Submission of a proposal will be deemed a binding offer to enter into a contract on the terms contained therein for 90 days from the RFP opening. It is understood that if the Respondent to whom any award is made fails to enter into a contract, the award may be made to the next best Respondent, who shall be bound to perform as if she/he received the award in the first instance.