1-RFP-25-005 Instrumentation and Control Services.pdf

REQUEST FOR PROPOSAL

BID TITLE:

INSTRUMENTATION AND

CONTROL SERVICES

BID NO:

RFP-25-005

July 07, 2025

ISSUE DATE:

SUBMIT RFP TO:

https://tohowater.bonfirehub.com

CONTACT INFORMATION

CONTACT PERSON: Charvelle McClendon-Adorkor Procurement Coordinator

EMAIL ADDRESS:

procurement@tohowater.com

PHONE: (407) 473-2931

SCHEDULE:

PRE - PROPOSAL CONFERENCE: N/A

DEADLINE FOR WRITTEN QUESTIONS: July 23, 2025, at 5 PM

PROPOSAL DEADLINE: August 07, 2025, at 2 PM

MISSION STATEMENT:

Provide reliable, cost effective, and responsive water services to our customers while protecting public health and the environment.

TOHO WATER AUTHORITY IS A NON-SMOKING AGENCY.

SMOKING IS STRICTLY PROHIBITED IN ALL FACILITIES AND ON ALL TOHO PROPERTIES.

https://tohowater.bonfirehub.com/ file://TWASHARE1/TOHODATA/BUSINESS%20SERVICES/Procurement%20Services/Solicitations/Request%20For%20Proposal%20(RFP)/FY24/RFP-24-203%20Investment%20Advisory%20Services/RFP%20Draft%20Docs/procurement@tohowater.com

RFP-25-005 Instrumentation and Control Services 2

TABLE OF CONTENT

1 SECTION 1: GENERAL INSTRUCTIONS

2 SECTION 2: REQUEST FOR PROPOSAL SCHEDULE

3 SECTION 3: SCOPE OF SERVICES

4 SECTION 4: PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

5 SECTION 5: PROPOSAL EVALUATION AND AWARD CRITERIA

6 SECTION 6: PROPOSAL FORMS

SEPARATE ATTACHMENTS RELATED TO PROPOSAL:

• Attachment A- Anti-Human Trafficking Affidavit

• Attachment B – Submittal Checklist

• Attachment C – Drug Free Workplace Compliance Form (if applicable)

• Attachment D – References Form

• Attachment E – Affidavit of Non-Collusion and of Non-Interest of Toho Employees

• Attachment F – E-Verify Registration and Use Certification

• Attachment G – Pricing Schedule

• Attachment H – Sample Agreement

1 SECTION 1: GENERAL INSTRUCTIONS

1.0 PURPOSE

The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified firms to establish General Services Agreements with Instrumentation and Control Companies to complete emergent, emergency or time critical work, and other projects in the water and wastewater systems. The Contractor(s) shall provide professional services for Supervisory Control and Data Acquisition (SCADA) planning, designing, and integration including subsystems such as electrical, instrumentation, servers, and network communications as they relate to the utility SCADA system. The Contractor(s) must have demonstrated experience with Allen- Bradley PLCs, GE iFIX, and VTScada platforms to ensure platform-specific proficiency aligned with Toho's standardized systems. The contract would have pre-determined billing rates and a set mark-up of materials, rental equipment services, if required.

1.1 PARTIES DEFINED

A. The term “Toho” used in the RFP documents refers to Toho Water Authority.

B. The term “Proposer” refers to the firm that elects to submit for this RFP.

C. The term “Successful Proposer” or “Contractor” refers to the Proposer(s) to whom Toho makes an award.

D. The term “Vendor” used in the RFP documents include statutory references shall be interchangeable with “Proposer” “Successful Proposer” or “Contractor” as appropriate.

1.2 BACKGROUND

Established in October 2003 by a special act of the Florida Legislature, Toho Water Authority is the largest provider of water, wastewater, and reclaimed water services in Osceola County. As of September 30th, 2020, Toho billed 114,640 waters; 17,478 irrigations; 108,506 wastewaters; and 21,180 reclaimed water customers in Kissimmee, Poinciana, and unincorporated areas of Osceola County. Toho is governed by a Board of Supervisors, which is responsible for approving all operating policies.

1.3 INITIAL CONTRACT PERIOD AND OPTION OF RENEWAL

The initial contract period shall be for the period of three (3) years commencing upon the date of execution of a contract for this award. The contract may be renewed subject to written agreement by both parties for one (1) additional two (2) year renewal period.

1.4 ASSIGNMENT

The successful Proposer/s will not be permitted to assign its/their Agreement with Toho, or to subcontract any of the work requirements to be performed under the Agreement, without obtaining prior written approval from Toho.

1.5 CLARIFICATION OF REQUIREMENTS

Questions regarding clarification or interpretation of this solicitation should be addressed in writing no later than the date and time specified on the cover page to at https://tohowater.bonfirehub.com and initiate the questions electronically through the Vendor Discussions feature. However, unless modified by a written addendum issued by the Procurement Services Department through the Bonfire portal, the specifications and conditions contained herein stand as stated. Verbal communications are neither authoritative nor binding. Any verbal interpretation conflicting with these specifications as written should immediately be directed in writing to the Procurement Services Department. Any interpretation provided to any vendor in response to inquiries regarding this solicitation which may affect the outcome of this proposal will be furnished in writing to all Proposers via https://tohowater.bonfirehub.com.

1.6 EXAMINATION OF PROPOSAL DOCUMENTS

It is the responsibility of each Proposer before submitting a proposal:

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• To examine thoroughly the proposal documents.

• To study and carefully correlate the Proposer’s knowledge and observations of the proposal documents and such other related data; and

• To promptly notify Toho of all conflicts, errors, ambiguities, or discrepancies which the

Proposer has discovered in or between the proposal documents and such other related documents or conditions.

1.7 INSTRUCTIONS FOR SUBMITTING PROPOSALS

A. The deadline for submitting proposals is shown on the cover sheet. No proposal shall be considered if it arrives after the scheduled deadline.

B. Each Proposer shall submit one proposal which includes completing and submitting all required documents, attachments, bid tables, pricing sheets, and/or questionnaires. The submittal shall be in the prescribed format outlined for this solicitation on Bonfire at https://tohowater.bonfirehub.com.

C. Proposals will be available for inspection within thirty (30) days of the closing date or after a

Recommendation for Award has been posted, in accordance with section 119.071(1)(b), Florida Statutes. Upon request, documents will be provided electronically, or inspections shall be by appointment during normal business hours in the Procurement Services Department

1.8 REJECTION OR CANCELLATION OF PROPOSALS

Toho reserves the right, in its sole discretion, to reject any or all proposals or parts thereof. Proposals may be rejected if they show any omission, alteration of form, additions or deductions not called for, conditional or uninvited alternate proposals, or irregularities of any kind; however, Toho also reserves the right to waive any informality on proposals.

1.9 SHAM OR COLLUSIVE PROPOSALS

The proposal of any Proposer or Proposers who engages in collusive bidding shall be rejected. Any Proposer who submits more than one proposal in such a manner as to make it appear that the proposals submitted are on a competitive basis from different parties shall be considered a collusive Proposer.

1.10 NOTICE OF AWARD

Public notice of award will also be posted on Bonfire at https://tohowater.bonfirehub.com

A. Toho reserves the right to amend this solicitation any time prior to the deadline for submitting

Proposals. If it becomes necessary to revise any part of this RFP, notice of the revision will be posted on Bonfire at https://tohowater.bonfirehub.com. If, in the opinion of the Procurement Analyst, the deadline for the submission of proposals does not provide sufficient time for consideration of any Addendum, then such deadline may be extended at Toho’s sole discretion.

B. It shall be the responsibility of each Proposer to check Bonfire (https://tohowater.bonfirehub.com) prior to submission of a proposal hereunder to determine whether any Addenda have been issued in connection with this procurement. Notwithstanding any provision to the contrary, the failure of any Proposer to receive any Addenda shall neither constitute grounds for withdrawal of its proposal nor relieve such Proposer from any responsibility for incorporating the provisions of any Addenda in its proposal.

1.11 RECEIPT OF ADDENDA

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Receipt of any addenda issued must be acknowledged on the addenda and returned with proposal.

Failure to acknowledge your receipt of any addenda may result in your proposal being considered non-responsive.

1.12 PROPOSAL PRICES

In the event there is a discrepancy between the unit prices and the extended totals, the unit prices shall govern. In the event there is a discrepancy between unit price and extended prices, the unit price will govern; if the discrepancy is between the prices written in words and written in figures, the prices written in words shall govern. In case of error in the Proposer’s extended summation, the corrected total of Toho shall govern.

1.13 CONTRACTUAL AGREEMENT

An Agreement will be required for this service and must be signed by the Proposer prior to execution by Toho, whereupon the Proposer/s becomes the Contractor/s upon approval. TOHO intends to award one or more service contract(s) for these services. The initial contract shall be for three (3) years The Agreement shall consist of the Agreement, the RFP, and the successful Proposer’s proposal, together with any negotiated terms and pricing. The Proposer shall inform himself in full of the conditions relating to the performance of the Agreement. Failure to do so shall not relieve the successful Proposer of its obligations to furnish services, materials, and other services necessary to carry out the provisions of this solicitation and resulting Agreement. In no event shall an Agreement be considered binding upon Toho until it has been properly executed by all parties.

1.15 METHOD OF PAYMENT

The Contractor shall be paid in accordance with the Prompt Payment Act – Section 218.70 et. Seq.

Florida Statutes on a monthly or quarterly basis for work performed. Invoices shall contain the RFP Number and Title and the Purchase Order Number under which the purchase was awarded and provide sufficient detail to demonstrate compliance with the terms of the RFP and Agreement. Invoices shall be addressed to:

Toho Water Authority Attn: Accounts Payable 951 Martin Luther King Blvd.

Kissimmee, FL 34741 or accountspayable@tohowater.com

Invoices shall be submitted in a format prescribed by the Procurement Services Director, subject to change at the Procurement Services Director’s discretion with notice of said change to the Contractor.

1.16 DISCLOSURE OF PROPOSAL CONTENT

All material submitted shall become the property of Toho and may be returned at Toho’s option. Toho has the right to use any or all ideas presented in any reply to this proposal. Toho’s selection or rejection of any proposal will not affect this right.

Toho is governed by Florida’s Public Record Law, as set forth in Chapter 119, Florida Statutes. Only trade secrets, as defined in section 812.081(1)(c), Florida Statutes, or financial statements required by Toho, as defined in section 119.071(1)(c), Florida Statutes (collectively “Confidential Materials”), may be exempt from disclosure. If a Proposer submits Confidential Materials, the information must be segregated, accompanied by an executed Non-Disclosure Agreement for Confidential Materials and each pertinent page must be clearly labeled “confidential” or “trade secret.” Toho will not disclose such Confidential Materials, subject to the conditions detailed within the Agreement, a copy of which is attached to this solicitation. When such segregated and labeled materials are received with an executed mailto:accountspayable@tohowater.com

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Agreement, Toho shall execute the Agreement and send the Proposer a “Receipt for Trade Secret Information.”

RETURN THIS FORM ONLY IF CONFIDENTIAL MATERIALS ARE INCLUDED IN THE

PROPOSAL. PLEASE READ THE SECTION IN THE RFP DOCUMENT TO DETERMINE IF

THIS APPLIES.

1.17 CODE OF SILENCE

Firms are hereby advised that a code of silence applies to this solicitation. Accordingly, communications regarding this matter are prohibited between anyone that seeks a contract related to this solicitation including firms or each firm’s representatives (or any intermediary on their behalf) and any Toho Board member, Toho staff, the Executive Director, counsel, deputies, assistants and support staff, or any advisor or person who evaluates or recommends selection or that may make an award in this solicitation process. The cone of silence and the prohibition on communication shall begin immediately upon the date of advertising and terminate upon the date of award or termination of this request by Toho. For inquiries or clarifications refer to Section 1.5 of this RFP. The response of any firms which violate the cone of silence may be rejected or disqualified.

1.18 CONTRACTOR COMPLIANCE REQUIREMENTS

The successful Contractor shall comply with all local, State, and Federal statutes, regulations, directives and orders applicable to the services provided and offered to Toho.

1.18.1 Florida Business Registration. The Awarded Proposer must be eligible and registered to do business in the State of Florida. Information regarding registration can be found at the Florida Department of State, Division of Corporations website at http://dos.myflorida.com/sunbiz.

1.18.2 Public Entity Crimes, Discriminatory Vendors, Antitrust Violators, and Scrutinized Companies Public Entity Crimes. Pursuant to Subsections 287.133(2) and (3), Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid or proposal on a contract to provide any goods or services to a public entity, may not submit a bid or proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids or proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.18.3 Discriminatory Vendors. Pursuant to Subsection 287.134(2)(a), Florida Statutes, an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

1.18.4 Antitrust Violators. Pursuant to Subsection 287.137(2)(a), Florida Statutes, a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or http://dos.myflorida.com/sunbiz

RFP-25-005 Instrumentation and Control Services 7 perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity. At all times during the performance of the Services, CONSULTANT shall comply with Title VII of the Civil Rights Act of 1964, as amended, and the Florida Civil Rights Act of 1992. CONSULTANT shall not discriminate in any form or manner against its employees or applicants for employment on the basis of race, color, national origin, religion, sex, age, handicap or marital status. Further, CONSULTANT shall comply with all applicable rules, regulations or executive orders promulgated to give effect to the Civil Rights Act of 1964, as amended.

1.18.5 Scrutinized Companies. Pursuant to Section 287.135, Florida Statutes, a company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel; or One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company: (a) is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in Iran Terrorism Sectors List, created pursuant to Section 215.473, Florida Statutes; or (b) is engaged in business operations in Cuba or Syria.

1.18.6 Foreign Countries of Concern. Pursuant to Section 287.138, Florida Statutes, Toho may not enter into a contract with an entity that gives access to an individual’s personal identifying information if the entity is owned, controlled, or organized under the laws of a Foreign Country of Concern which includes: the People’s Republic of China, the Russian Federation, the Islamic Republic of Iran, the Democratic People’s Republic of Korea, the Republic of Cuba, the Venezuelan regime of Nicolas Maduro, the Syrian Arab Republic, or any other entity or agency under the significant control of such Foreign Country of Concern.

1.18.7 E-Verification Requirement. In accordance with Section 448.095, Florida Statutes, the Awarded

Proposer shall be registered with and utilize the U.S. Department of Homeland Security’s E‐Verify system to verify the employment eligibility of all new employees hired during the term of the Contract for the services specified in the Contract. To ensure compliance with this provision.

1.18.8 Social/Political/Ideological Interests. Proposers are hereby notified that Section 287.05701, Florida

Statutes, requires that Toho may not request documentation of or consider a Proposer’s social, political, or ideological interests when determining if the vendor is a responsible Proposer and may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

1.18.9 Anti-Human Trafficking Contractor hereby represents, warrants, and certifies that Contractor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Contractor has provided the affidavit attached hereto as Attachment A.

1.18.10 Common Carrier If Vendor meets the definition of “Common Carrier” under Section 908.111, Florida Statutes, then Vendor shall execute an attestation in conformity with Section 92.525, Florida Statutes, that the common carrier or contracted carrier is not willfully providing and will not willfully provide any service during the contract term in furtherance of transporting a person into the State of Florida knowing that the person is an unauthorized alien, except to facilitate the detention, removal, or departure of the person from this state or the United States. Such attestation must be provided to Toho prior to commencement of this Contract. In accordance with Section 908.111, Florida Statutes, Toho may terminate this Contract for cause if Vendor is found to be in violation of this provision or its attestation.

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1.19 SOVEREIGN IMMUNITY LIABILITY: TOHO expressly retains all rights, benefits, and immunities of sovereign immunity, in accordance with section 768.28, Florida Statutes.

Notwithstanding anything set forth in any paragraph, section, or article of the Contract Documents to the contrary, nothing in the Contract Documents shall in any manner be deemed as a waiver of the sovereign immunity or limits of liability which may have been or may be adopted by the Florida Legislature. In no event shall the Vendor be entitled to recover from TOHO any indirect, incidental, or consequential damages in any proceeding arising out of or relating to this Contract or breach thereof. Without waiver of the foregoing limitation on TOHO’s liability, the cap on the amount and liability of TOHO for damages, attorney fees and costs, regardless of the number or nature of claims in tort, equity, or contract, shall not exceed the dollar amount set by the Florida Legislature for tort. Nothing in this Contract shall inure to the benefit of any third party for the purpose of allowing any claim against TOHO which would otherwise be barred under the Doctrine of Sovereign Immunity or operation of law.

END OF SECTION 1

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2 SECTION 2: REQUEST FOR PROPOSAL SCHEDULE

Tentative Schedule Task Date

RFP Advertised on Bonfire July 07, 2025

Deadline for Inquiries via Bonfire July 23, 2025

Proposal Due Date August 07, 2025

Committee Meeting and Shortlisting of Firms August 27, 2025

Presentations, if required September 9, 2025

Approval and Award by Board of Supervisors October 2025

END OF SECTION 2

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3 SECTION 3: SCOPE OF SERVICES

3.1 OBJECTIVE

The purpose of this Request for Proposal (RFP) is to obtain competitive bids from qualified Contractors to establish General Services Agreements with Instrumentation and Control Companies to complete emergent, emergency or time critical work, and other projects in the water and wastewater systems.

3.2 SCOPE OF SERVICES

The Contractor(s) shall provide professional services for Supervisory Control and Data Acquisition (SCADA) planning, designing, and integration including subsystems such as electrical, instrumentation, servers, and network communications as they relate to the utility SCADA system.

The contract would have pre-determined billing rates and a set mark-up of materials, rental equipment services, if required.

• Furnishing and installing new instrumentation and Programmable Logic Controllers (PLCs)

• Programming Programmable Logic Controllers (PLCs)

• Programming of Human Machine Interfaces (HMI) and Operator Interface Terminal (OIT)

• In plant SCADA networking

• Demolition and disposal of existing facilities and equipment

• Staff Supplement

• Supply control panels as specified by Toho

• Troubleshoot and repair of control systems

• Instrumentation installation, modification, and repair

• Furnish, fabricate, and install electrical and instrumentation panels

• Documentation of existing and as-built electrical wiring

• Other services related to instrumentation and controls for utility systems

3.3 MINIMUM REQUIREMENTS

To be considered by Toho, the proposing Instrumentation and Control Companies must:

a) Have a minimum of five (5) years of experience in managing instrumentation and controls for utility systems.

b) Must reside within 100 miles from Toho Water Authority service area and provide a list of local, in-house staff including their roles, certifications, and availability to ensure sufficient personnel coverage for timely support.

c) Must be an Allan Bradley Certified Systems Integrator – Silver Level or Higher & Water/Wastewater Certified

3.4 PREFERENCES

a) Must have Global Industrial Cyber Security Professional Certificate (GICSP) or higher staffed full-time

b) Must have Cisco Certified Network Associate Certification (CCNA) or higher staffed full-time

c) Must have Fortinet Network Security Expert (NSE) Certification program staffed full-time

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3.5 REFERENCES

Each Proposer must submit with its Proposal, a minimum of three (3) references (see references form). References shall be of similar scope of operations as Toho to whom the Contractor has supplied the same services within the past five (5) years. References must be able to attest without reservation to the fact that the Contractor provided the contracted services without a significant problem of any kind, or that satisfactory resolution was achieved in a timely manner and did not impact outcome during the contract period. Proposer must also provide documentation of recent projects involving Allen-Bradley PLCs and successful integration with both GE iFIX and VTScada platforms within the last five (5) years.

3.6 CORRECTIVE MAINTENANCE CALL-OUT SERVICES

The response time for callouts shall be within two (2) hours of notification. For critical SCADA system failures, the Contractor shall provide onsite support within two (2) hours to ensure rapid response and service continuity. The awarded Contractor shall have a 24/7 call-out telephone number for emergencies.

3.7 CODES AND STANDARDS

Materials furnished under this section shall conform to the applicable codes or standards.

3.8 WARRANTY

The Contractor agrees that the goods furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such goods and that the rights and remedies provided therein are in addition to and do not limit those available to Toho by any other clause of this solicitation. At a minimum, all work shall be guaranteed by the Contractor against defects resulting from the use of inferior materials, equipment or workmanship for one (1) year from the date of final acceptance of the entire project by Toho in writing.

The Contractor warrants that, unless otherwise specified, all materials and equipment incorporated in this solicitation and under the contract shall be new, in first class condition, and in accordance with the RFP documents. The Contractor further warrants that all workmanship be of the highest quality and in accordance with contract documents and shall be performed by persons qualified at their respective trades. Defects discovered during the warranty period shall be corrected by the Contractor to Toho’s satisfaction.

3.9 SCHEDULE

The Contractor is to coordinate all work with Toho’s Representative to schedule the work. Work shall be coordinated with Toho’s representative, who will accompany the Contractor’s employee(s) at all times while on Toho’s property.

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3.10 HOURLY RATES

a) Business Hours - The Contractor shall provide a fixed hourly rate for work done during regular business hours, Monday through Friday, 5:30 a.m. to 5:30 p.m.

b) Overtime Hours - The Contractor shall provide a fixed hourly rate for work done outside of regular business hours, Monday through Friday, 5:30 PM to 5:30 AM, and Saturday, Sunday.

c) Holidays - The Authority reserves the following holiday schedule:

New Year’s Day Martin Luther King Jr. Day Memorial Day Juneteenth Independence Day Labor Day

Veteran’s Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day

3.11 CONTRACTORS RESPONSIBILITY:

a) Contractors must have adequate experienced staff, equipment and resources to provide the services both properly and expeditiously.

b) The Contractor shall prohibit any employee from remaining on the job site or working in connection with the Contract if the employee appears to be under the influence of drugs or alcohol. Drugs or alcohol are not permitted in/at any Authority facility or at any of Toho’s customers facilities. The Toho Water Authority is a non-smoking agency. Smoking is strictly prohibited in all facilities and on all Authority properties.

c) Toho requires all background checks to be performed prior to the hiring of employees. There shall be no exceptions.

d) The Contractor and its employees shall be required to comply with all applicable regulations of Toho and any other regulations that have jurisdiction.

e) Toho shall require the Contractor to remove from Toho work place all employees deemed careless, incompetent, insubordinate, or otherwise objectionable, or whose continued employment on the job is deemed to be contrary to the interests of Toho. Toho’s Project Manager shall be notified immediately of an employee’s termination.

f) All work conducted must be in accordance with all local, state and federal guidelines (to include but not limited to, building codes and construction codes).

3.12 SAFETY

The Contractor shall be responsible for the safe conduct of his/her personnel during the execution of the work detailed herein. The Contractor shall meet or exceed the standards set for by the Occupational Safety and Health Administration (OSHA) and requirements established by the Federal, State, and Local agencies. Should an unsafe condition be identified during the execution of this work, the Contractor will immediately suspend such activity until a safe method can be employed.

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3.13 UNIFORMS AND IDENTIFICATION BADGES

a) The Contractor’s employees shall be attired in distinctive, clean, and identifiable uniforms furnished by the Contractor. They should be neat and clean in appearance. The uniform shall consist of a logo shirt.

b) The employees shall also wear an identification badge, provided by the Authority in plain sight and always worn in the Authority’s buildings.

c) No employee or supervisor shall be allowed to work in an Authority building without a proper uniform and, where required, Authority badge.

d) The front of the employee identification badge shall have the employee’s photo, the employee’s name, and the Contractor’s company name.

e) The Contractor’s employees shall wear clean and neat uniforms. Shirts shall be always tucked

in. No open-toe shoes shall be allowed.

3.14 LICENSES

Contractor to submit with Proposal copies of all required license(s), including proof of registration with the State of Florida (https://dos.fl.gov/sunbiz/). All licenses shall have the current name and address of the Proposer and be current/valid at the time of the Submittal due date and shall be maintained throughout the contract term, including extension(s), if applicable. The awarded Contractor shall comply with all Federal, State, and Local rules, regulations, and licensing requirements. The Contractor may also submit copies of any other licenses or certificates which further demonstrate capabilities.

END OF SECTION 3

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4 SECTION 4: PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the proposal be organized in the manner specified below.

Proposals shall not exceed twenty (20) pages in length (excluding letter of transmittal, title page(s), index/table of contents, resumes, attachments, dividers) and the body font shall be not less than 11 points.

Information provided in excess of this page allowance will not be evaluated. One page shall be interpreted as one side of single lined, typed, 8.5” x 11” piece of paper.

Proposals shall contain the following information in the order listed below.

A. TITLE PAGE – Shall show the RFP’s subject, title and proposal number; the firm’s name; the name, address, and telephone number of a contact person; and the date of the proposal.

B. TABLE OF CONTENTS – Shall provide listing of all major topics, their associated section number, and starting page.

C. FIRM QUALIFICATIONS AND EXPERIENCE (MAXIMUM 25 POINTS)

• Overview of firm - include the location of the office to perform the work and explain the purpose of the firm. Also provide the following: firm name, name of parent company (if applicable), complete business address, state of incorporation, number of years in business, Dun and Bradstreet number, licenses obtained to conduct business with Toho.

• Past Experience/References - To demonstrate experience and success in conducting similar work which includes past experience with water utilities the proposer shall provide a minimum of three

(3) contracts, no more than one of which can be Toho for similar work with contract information, concentrating only on those contracts completed within the last five (5) years or currently underway by the Proposer’s firm as follows (Attachment D):

• Client name, address, phone number, and email address

• Description of all services provided

• Performance period

• Total annual amount of contract

• Name of team members who were actively involved in providing services for the reference.

• If services terminated prior to the end of the contract term, explain why.

D. PROPOSED METHODOLOGY/APPROACH (MAXIMUM 25 POINTS)

• State your firm’s technical approach to the project and the interpretation of the scope of services.

• Define the adequacy of resources, including personnel, labor, equipment, and supply resources.

E. KEY PERSONNEL QUALIFICATIONS AND EXPERIENCE (MAXIMUM 30 POINTS)

• Individuals and Qualifications – identify and include qualifications of specific individuals to be assigned to the project. Highlight experience with Allen-Bradley PLCs, GE iFIX, and VTScada platforms. Resumes shall be submitted for each person. Resumes can be excluded from page count.

F. BASE AND EXTENDED RATES SCHEDULE (MAXIMUM 20 POINTS)– Complete and submit Attachment H- Pricing Schedule.

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It is the responsibility of the Proposer to ensure the accuracy of the pricing provided as part of your Proposal. Any errors in providing an accurate price response due to inaccuracies in the provided templates are the sole responsibility of the responding Proposer.

G. LITIGATION – (non-scored) list any past and/or pending litigation or disputes relating to the work described herein that your firm has been involved in within the last five (5) years. This list shall include each case’s name and the nature of the litigation.

H. REQUIRED DOCUMENTS – Complete and submit the forms contained in the following attachments:

• Attachment A- Anti-Human Trafficking

• Attachment B – Submittal Checklist

• Attachment C – Drug Free Workplace Form (if applicable)

• Attachment D – Reference Form

• Attachment E – Non-Collusion Affidavit

• Attachment F – E Verify Certification

• Attachment H - Pricing Schedule

It is the Proposer’s responsibility to clearly identify and to describe the project approach in response to this RFP. Proposers are cautioned that organization of their response, as well as thoroughness is critical to Toho’s evaluation process.

Proposals should be in 8 ½” x 11” format and should be prepared simply and economically, providing a straightforward, organized, and concise description of the Proposer’s ability to meet the requirements of the RFP. The number of pages shall not exceed twenty (20), excluding the title page, table of contents, tabs, and promotional materials.

The proposal shall be signed by a representative who is authorized to contractually bind the Proposer.

The deadline for submitting proposals is shown on the cover page. Proposals received after the scheduled date and time will not be considered for contract award and will be rejected within the Bonfire portal.

END OF SECTION 4

RFP-25-005 Instrumentation and Control Services 16

5 SECTION 5: PROPOSAL EVALUATION AND AWARD CRITERIA

A. Determining Responsibility In conjunction with the weighted criteria being used to determine the capability of the proposal, Toho may also consider the Proposer’s ability to meet or exceed the following criteria in determining responsibility:

1. The Proposer’s ability, capacity, and skill to perform the contract or provide the service within the time specified;

2. The quality of performance of previous contracts or services including previous performance with Toho;

3. Previous and existing compliance by the Proposer with laws and ordinances relating to the contract or service;

4. Financial resources of the Proposer’s to perform the contract or provide the service; and,

5. Whether the Proposer is in arrears to Toho on a debt or a contract; whether the Proposer is in default on surety to Toho; or whether the Proposer’s taxes are delinquent.

6. Toho reserves the right, in its sole discretion, before awarding the contract, to require a

Proposer to submit any evidence of its qualifications as Toho may deem necessary, and to consider any evidence available of financial, technical and other qualifications and capabilities including performance experience with past and present users.

7. Toho reserves the right to request additional clarifying information and request an oral presentation from any and all Proposers prior to determination of award.

8. Toho reserves the right to award the contract to the Proposer or Proposers who will best serve the interest of Toho based upon its deliberations and in its opinion, to accept or reject any or all proposals. Toho also reserves the right to waive any minor irregularities or variations to the specifications and in the evaluation process.

B. Evaluation Committee The Evaluation Committee is comprised of qualified and recommended TOHO staff members who are appointed by the Executive Director or Designee in coordination with the requesting department. The Evaluation Committee shall consist of members who have experience, knowledge and/or expertise in the program area and service requirements of the solicitation. The Procurement Services Department Representative shall be the non-voting chair of the Committee.

C. Initial Evaluation of Proposals

The Procurement Representative shall perform the initial review of all proposals submitted for qualifications certification. This process includes, but is not limited to the following:

i. The proposal was submitted by the deadline;

ii. All required documents have been submitted;

iii. All documents requiring an original signature have been signed and submitted; and,

iv. Proof of proper professional licenses or credentials as required by law.

D. Presentations or Interviews

Toho may request that the Proposer provide presentations to the Evaluation Committee, Executive Director or Board of Supervisors and/or conduct interviews with the selected Proposers regarding the qualifications, ability to furnish the required services and all criteria set forth herein. The Procurement Office will notify all Proposers of Toho’s decision to request presentations and/or interviews, as applicable. Pursuant to section 286.0113(2), Florida Statutes, any portions of a meeting, at which a proposer makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt from section 286.011, Florida Statutes and section 24(b), Article I of the State Constitution.

RFP-25-005 Instrumentation and Control Services 17

E. Best and Final Offer and Negotiations Toho may request that the Proposers provide a Best and Final Offer submittal before final determination for recommendation of contract award. The contract negotiation will include, at a minimum, a member from the Procurement Office and a member from the end user department. Toho reserves the right to negotiate any and all elements of a contract resulting from this solicitation. Pursuant to section 286.0113(2), Florida Statutes, any portion of a meeting at which negotiation strategies are discussed, or negotiations with a vendor is conducted, is exempt from section 286.011, Florida Statutes and section 24(b), Article I of the State Constitution.

F. Evaluation Committee Tabulation

The tabulation of the Evaluation Committee will be posted via Bonfire at https://tohowater.bonfirehub.com. Interested Proposers may also call the Procurement Services Department for the results.

G. Evaluation/Award Criteria

The committee will evaluate, score, and rank all responsive proposals using the criteria defined below:

Criteria Category Maximum Points

Background, Experience, References 25

Proposed Methodology/Approach 25

Key Personnel Qualifications and Experience 30

Base and Extended Rates Schedule 20

TOTAL 100

END OF SECTION 5

RFP-25-005 Instrumentation and Control Services 18

6 SECTION 6: PROPOSAL FORMS

RFP-25-005 Instrumentation and Control Services 19

ATTACHMENT A – ANTI-HUMAN TRAFFICKING AFFIDAVIT

Instructions: “Nongovernmental Entity”, defined as any person or entity seeking to engage in business with the Tohopekaliga Water Authority (“Toho”), must complete the following form. The terms “Contract” and “Agreement” may be used interchangeably.

Nongovernmental Entity Name

Solicitation/Contract Number(s): RFP-005

The undersigned, on behalf of the Nongovernmental Entity, hereby attests as follows:

A. The Nongovernmental Entity understands and affirms that Section 787.06(13), Florida Statutes, prohibits Toho from executing, renewing, or extending a contract with entities that use coercion for labor or services, as such terms are defined in Section 787.06, Florida Statutes.

B. The Nongovernmental Entity hereby attests, under penalty of perjury, that the Nongovernmental Entity does not use coercion for labor or services as defined in Section 787.06(2), Florida Statutes.

C. The Nongovernmental Entity understands and affirms that if at any time in the future, the Nongovernmental Entity does use coercion for labor or services, the Nongovernmental Entity will immediately notify Toho and no contracts may be executed, renewed, or extended with Toho.

The undersigned hereby represents that they: make the above attestation based upon personal knowledge; are over the age of 18 years and otherwise competent to make the above attestation; and are authorized to legally bind and make the above attestation on behalf of the Nongovernmental Entity.

Under penalties of perjury, the undersigned declares that they have read and understand the contents of the foregoing document and that the facts stated in it are true.

Authorized Signature:

Printed Name:

Title:

Date:

STATE OF _________________

COUNTY OF _______________

The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization, this ____ day of ________________, 20____, by ____________________________, as __________________ on behalf of the Nongovernmental Entity. They ☐ are personally known to me or ☐ have produced ___________________ as identification.

Signature of Notary Public Name of Notary Typed, Printed or Stamped My Commission Expires: _______________

RFP-25-005 Instrumentation and Control Services 20

ATTACHMENT B - SUBMITTAL CHECKLIST

Have you supplied all of the Submittal Requirements outlined below?

o Any addenda pertaining to this solicitation o SunBiz documentation o Anti-Human Trafficking Affidavit o Submittal Checklist o Drug Free Workplace Compliance Form (if applicable) o References Form o Affidavit of Non-Collusion and of Non-Interest of Toho Employees o E-Verify Registration and Use Certification o Pricing Schedule and Rate Sheet o List of possible Sub-contractor(s) o Certificate(s) of Insurance (evidencing required coverage) for Bidder (and Subcontractors, if applicable) o Copy of proper professional licenses or credentials, if applicable, plus local business tax receipt

RFP-25-005 Instrumentation and Control Services 21

ATTACHMENT C - DRUG FREE WORKPLACE COMPLIANCE FORM

Instructions: “Vendor(s)”, defined as person or entity seeking to engage in business with the Tohopekaliga Water Authority (“Toho”), must use this form to certify that they will take the requisite “affirmative steps” as discussed below. The terms “Contract” and “Agreement” may be interchangeably used.

Vendor Name (as on Sunbiz.org):

Solicitation/Contract Number: RFP-25-005

Drug-Free Workplace Compliance Form

Contractor shall comply with all provisions of the Drug-Free Work Place Act of 1988, 41 U.S.C. §8101 et seq., as amended. The Contractor shall commit to comply with this requirement by completing this form and submitting it with its Bid. In order to have a drug-free workplace program, Contractor certifies that it will:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community by, any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of the

Project.

Vendor’s Initials: _______

RFP-25-005 Instrumentation and Control Services 22

EXECUTION OF ABOVE CERTIFICATION

The undersigned hereby represents that they: make the above certification based upon personal knowledge; are over the age of 18 years and otherwise competent to make the above certification; and are authorized to legally bind and make the above certification on behalf of the Vendor.

Under penalties of perjury, the undersigned declares that they have read and understand the contents of the foregoing form. Pursuant to the authority granted to the undersigned by Vendor, the undersigned hereby acknowledges, affirms, and makes the certification provided above on behalf of Vendor.

By:

Authorized Representative on behalf of Vendor Printed Name:

Official Title:

STATE OF _________________

COUNTY OF _______________

The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization, this ____ day of ________________________, 20____, by _______________________, as __________________ of __________________________, a ________________________________ authorized to do business in the State of Florida on behalf of the company/corporation. They ☐ are personally known to me or ☐ have produced ___________________________ as identification.

(Seal)

Signature of Notary Public

RFP-25-005 Instrumentation and Control Services 23

ATTACHMENT D – REFERENCES FORM

The following information is required in order that your Proposal may be reviewed and properly evaluated.

Company Name:

Length of Time Company has been in Business:

Business Address:

Telephone Number: Fax Number:

Total number of current employees: Full-time Part-time

Number of employees you plan to use to service this contract:

1. COMPANY NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE: ( ) -

FAX: ( ) -

E-MAIL:

DESCRIPTION OF WORK PERFORMED:

DATE RANGE:

CONTRACT AMOUNT:

2. COMPANY NAME:

CONTACT PERSON:

TELEPHONE: ( ) -

RFP-25-005 Instrumentation and Control Services 24

3. COMPANY NAME:

TELEPHONE: ( ) -

4. COMPANY NAME:

TELEPHONE: ( ) -

5. COMPANY NAME:

TELEPHONE: ( ) -

RFP-25-005 Instrumentation and Control Services 25

ATTACHMENT E - AFFIDAVIT OF NON-COLLUSION AND OF NON-INTEREST OF TOHO

EMPLOYEES

Instructions: “Vendor(s)”, defined as any person or entity responding to a formal solicitation issued by the Tohopekaliga Water Authority (“Toho”), must submit this form with their Solicitation Responses.

The terms “Contract” and “Agreement” may be interchangeably used.

Affidavit of Non-Collusion and of Non-Interest of Toho Employees

The undersigned hereby certifies that they are authorized to legally bind the Vendor of this Solicitation Response, that the only person(s) or party(s) interested in this Solicitation Response are those named in the Solicitation Response, that no officer, employee, or agent of the Tohopekaliga Water Authority or any other Vendor is interest in this Solicitation Response, that this Solicitation Response is made without fraud, that this Solicitation Response is made with no past or present collusion with any other person, firm, or corporation.

By submitting a Solicitation Response to the above-referenced Solicitation, Vendor also represents that this Solicitation Response has been prepared without collusion or fraud and in fair competition with other Vendors, without any restraint on free competition, and acknowledges that TOHO is acting in reliance upon that representation.

The undersigned hereby represents that they: make the above certifications based upon personal knowledge; are over the age of 18 years and otherwise competent to make the above certifications; and are authorized to legally bind and make the above certifications on behalf of Vendor.

Under penalties of perjury, the undersigned declares that they have read and understand the contents of the foregoing form. Pursuant to the authority granted to the undersigned by Vendor, the undersigned hereby acknowledges, affirms, and makes the above sworn statement.

Printed Name:

Official Title:

STATE OF _________________

COUNTY OF _______________

The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization, this ____ day of ________________________, 20____, by _______________________, as __________________ of __________________________, a ________________________________ authorized to do business in the State…