1-WRD - RFP-25-002 - SCADA Integration and Maintenance Services.pdf

REQUEST FOR PROPOSAL

(RFP-25-002)

Water Replenishment District On-Call SCADA System Integration, Support and Maintenance Support Services

Issued: Tuesday, September 2, 2025

Mandatory Pre-Proposal Meeting:

NA

Questions Regarding this RFP Due:

September 16, 2025, at 4:00 PM PST

PROPOSAL DUE:

October 8, 2025, at 2PM PST

Responses eligible for consideration to this RFP must be submitted to the WRD Procurement Portal located at https://wrd.bonfirehub.com/ and addressed to the attention of:

Tenisha Simeon, Purchasing/Procurement Officer Water Replenishment District of Southern California

4040 Paramount Boulevard Lakewood, CA 90712 Phone: (562) 921-5521 https://wrd.bonfirehub.com/

NOTICE TO PROPOSERS

Request for Proposals

Water Replenishment District On-Call SCADA System Integration, Support and Maintenance Support Services

PURPOSE: The Water Replenishment District of Southern California (WRD or District) is seeking proposals from qualified and experienced firms (also referred to as “Consultant” or “Proposer” herein) to present their expertise and experience in SCADA System Integration, Support and Maintenance Services.

This Request for Proposal (RFP) describes the required scope of work, the information that must be included in the proposal, and the proposal selection process. Proposers are encouraged to carefully review this RFP in its entirety prior to submitting their proposals. Failure to submit information in accordance with these requirements and procedures may be cause for disqualification. This RFP is available for downloading from the WRD Procurement Portal located at: https://wrd.bonfirehub.com/.

SOLICITATION SCHEDULE: Milestones for the RFP process are summarized in the table below. The District reserves the right to modify the schedule below at its discretion. Proper notification changes will be made to interested proposers.

RFP Issued by WRD Tuesday, September 2, 2025 Pre-Proposal Meeting (mandatory) NA Deadline for Questions Regarding this RFP September 16, 2025, at 4:00 PM PST Proposals Due October 8, 2025, at 2PM PST Interviews (if conducted) NA WRD Board Awards Contract November 4, 2025

PRE-PROPOSAL MEETING: A mandatory pre-proposal meeting is not being conducted for this solicitation.

QUESTIONS REGARDNG THIS RFP: All questions regarding the technical aspects or general requirements/provisions of this Request for Proposal (RFP) must be submitted before the deadline due date under this Solicitation Number and Title (RFP for Water Replenishment District On-Call SCADA System Integration, Support and Maintenance Support Services) through the Opportunity Q&A section via the WRD Procurement Portal at https://wrd.bonfirehub.com/. For guidance on how to submit a question through https://wrd.bonfirehub.com/, please visit https://vendorsupport.gobonfire.com/hc/en-us/articles/6832480724503-How-do-I-contact-the- Project-Owner-

Questions received from prospective respondents, and responses from WRD, will be formally documented through the Opportunity Q&A section table that will be issued and be posted on the WRD Procurement Portal at: https://wrd.bonfirehub.com/. The Q&A table will be updated regularly as questions are received from prospective respondents.

DEADLINE FOR PROPOSALS: Pursuant to the requirements specified in this RFP and the WRD Procurement Portal, responses to this RFP must be submitted to WRD no later than October 8, 2025, at 2PM PST, or such later time that WRD may announce by addendum to proposers via the Procurement Portal at any time prior to the submittal deadline.

Responses received after the deadline will not be considered under any circumstances. HARD-

COPY PAPER, FAXED OR E-MAILED SUBMISSIONS WILL NOT BE ACCEPTED.

Only responses properly submitted to WRD’s Procurement Portal will be considered. WRD reserves the right to reject any and/or all responses received.

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 DESIRED QUALIFICATIONS

5.0 PROPOSAL CONTENTS

5.1 Title Page

5.2 Cover Letter

5.3 Table of Contents

5.4 Company Background

5.5 Project Team and Qualifications

5.6 Project Overview and Approach

5.7 Additional Services

5.8 Experience and Record of Past Performance

5.9 Diversity in Business and Local Business Program

5.10 Conflict of Interest

5.11 Other Information

5.12 WRD Standard Contract

5.13 Project Costs and Labor Hours

5.14 Monthly Billing

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

6.2 Proposal Signing

6.3 Proposal Submittal Procedures

6.4 Proposal Preparation Costs

6.5 Acknowledgement

7.0 EVALUATION CRITERIA

7.1 Project Team and Qualifications

7.2 Project Understanding and Approach

7.3 Performance on Similar or Related Projects

7.4 Billing Rates

7.5 Organizational and Support Resources

8.0 SELECTION PROCESS

9.0 GENERAL PROVISIONS

9.1 Entire Agreement

9.2 Contract Amendments

9.3 Term of Contract

9.4 Ownership and Use of Documents

9.5 Audit Rights, Business Records Access and Retention

9.6 Termination

10.0 TERMS AND CONDITIONS

10.1 Proposal Rejection

10.2 Proposal Clarification and Requests for Additional Information

10.3 Proposal Validity Period

10.4 RFP Revisions and Addenda

10.5 Confidentiality

11.0 LEGAL POLICIES

11.1 Compliance

11.2 Governing Laws and Requirements

11.3 Public Releases

11.4 Business License

11.5 WRD’s Property

LIST OF ATTACHMENTS:

Attachment No.1: RFP Submittal Checklist Form

LIST OF EXHIBITS:

Exhibit A: Reference Documents for this RFP

Exhibit A-1: WRD SCADA Standards Exhibit A-2: SCADA System Master Plan

Exhibit B: Description of Scope of Work and Services Exhibit C: Desired Qualifications Exhibit D: Key Personnel Participation in Example Projects Exhibit E: Diversity in Business and Local Business Preference Program Rules and

Regulations Exhibit E-1: General Information for the Diversity in Business Preference Program Exhibit E-2: Business Participation Report Exhibit E-3: Monthly Diversity in Business Utilization Report Exhibit F: WRD Standard Professional Services Agreement Exhibit G: Rate Sheet Example Exhibit H: Sample Invoice Format Exhibit I: Acceptance Letter

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RFP-25-002

Water Replenishment District On-Call SCADA System Integration, Support and Maintenance Support Services

1.0 INTRODUCTION

The WRD is a State Special District that was established in 1959 under the California Water Code (Division 18, §60000 through §60622) to manage the groundwater resources within the Central Basin and West Coast Basin in southern Los Angeles County. WRD’s mission is to provide, protect and preserve high-quality groundwater through innovative, cost-effective and environmentally sensitive basin management practices for the benefit of residents and businesses of these groundwater basins. The aquifers in the Central Basin and West Coast Basin provide for about 40 percent of the total water needs for the people and businesses in the 43 cities covering WRD’s 420-square mile service area.

To accomplish its mission, WRD conducts managed aquifer recharge using imported water, recycled water, and stormwater, prevents seawater intrusion through injection of imported water and recycled water into coastal barrier wells, protects and preserves groundwater quality through monitoring, testing, data analysis, and treatment, and ensures a future supply of reliable groundwater through planning, conjunctive use, and development of new projects. More information regarding the WRD can be found at www.wrd.org.

2.0 BACKGROUND

WRD completed its SCADA System Master Plan, dated May 6, 2016. The SCADA System Master Plan specified the priorities and costs for a standardized SCADA system that would meet the expanding needs of the District and align the water preservation and replenishment goals of WRD. The development of the SCADA System Master Plan involved working directly with District staff, sister agencies, and the District’s contractors/consultants, which included an investigation phase that resulted in documentation of the District’s vision for SCADA system that can manage operation, communication, and compliance reporting across all District facilities.

After completion of the SCADA System Master Plan, WRD developed a set of SCADA standards, including Schnieder PLC user Defined Function Blocks (DFB), Aveva System Platform Templates, Tagging, and Graphic standards that are required for all SCADA development and maintenance activities.

The hardware and software build outs as described in the SCADA Master Plan, including changes and server upgrades at all sites, were completed in 2018. Several projects have taken place at WRD facilities since the implementation was completed. During these capital improvement projects, new PLC equipment was installed to standardize WRD’s field hardware. The following is a summary of WRD’s facilities whose control and communications systems would be covered under this proposal:

http://www.wrd.org/

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TABLE 1

SUMMARY OF WRD FACILITIES

NO. FACILITY NAME AND LOCATION DESCRIPTION

Albert Robles Center (ARC) Advanced Water Treatment Facility (AWTF), 4320 San Gabriel River Parkway, Pico Rivera, CA 90660

Facility produces up to 14 MGD of advanced treated recycled water for injection and delivery to the Montebello Forebay Spreading Grounds for groundwater recharge.

Robert W. Goldsworthy (Goldsworthy) Desalter, 20520 Madrona Avenue, Torrance, CA 90503

Facility produces up to 5 MGD of desalted water for the City of Torrance. Source water consists of brackish groundwater pumped from two production wells for potable use. WRD is in the process of expanding its production capacity to 7 MGD.

Facility expansion is expected to be completed by mid-2027.

Leo J. Vander Lans Advanced Water Treatment Facility (LVL AWTF), 7380 East Willow Street, Long Beach, CA 90815

Facility produces up to 8 MGD of advanced treated recycled water for injection into underlying aquifers along the coast to prevent seawater intrusion (referred to as the Alamitos Gap Barrier Project).

Two Recycled Water Turnout Structures at the Montebello Forebay Spreading Grounds, 9618 East Whittier Blvd, Pico Rivera, CA 90660

Two turnout or diversion structures were recently constructed by WRD to provide operational flexibility in diverting recycled water from an existing 66-inch pipe to the Montebello Forebay Spreading Grounds and the San Gabriel River.

Central Information System (CIS) at the WRD Administration Office at 4040 Paramount Blvd in Lakewood, CA 90712

The CIS, which will serve as the centralized data repository for the District’s SCADA Historian Data, Enterprise Asset Management System, Computerized Maintenance & Management System, Groundwater Monitoring and Modeling System(s), and Geographic Information System (GIS). The HMI architecture of the CIS currently consists of the Aveva System Platform Galaxy Repository (GR) and Enterprise Historian, while the other WRD facilities will each have redundant Application Servers (AOS). It is the intent of WRD’s original SCADA Master Plan to have all its major facilities linked and emulated/replicated at the CIS.

The SCADA System Master Plan provides background information that serve as the basis for the scope of work specified in this RFP and is available in Exhibit A-2.

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3.0 SCOPE OF WORK

The main goal of this project is to maintain and update server hardware, network communications, Aveva Systems Platform software, and Schneider PLC and remote IO (RIO) hardware and software at all sites. The firm selected will also be responsible for after-hours response to alarms and control issues. The selected firm will also be responsible for updating documentation related to the control system, which will make troubleshooting and executing changes to the automation platform easier for WRD staff and integrators assigned to specific CIP projects.

Upon request by WRD, the Consultant shall provide routine maintenance and repair work, on-call emergency services and repairs, and procure and provide parts and supplies necessary to keep WRD’s SCADA systems in proper working order, including control and electrical systems, control networks, master and remote telemetry systems, programmable logic controllers (PLCs), operator interface terminals (OITs), process equipment, and other electrical and electronic instrumentation.

Consultant shall, at the discretion of WRD, install software and licenses, program the SCADA software to maintain the same functionality as the existing systems currently in use and test all parts of the SCADA system. Consultant shall perform integration and configuration of new equipment with the existing SCADA system or establish a new SCADA site and connect it to the SCADA distribution network.

After tasks are completed, the consultant shall update District record drawings (e.g., Network Drawings, Process and Instrumentation Diagrams, Wiring Diagrams, etc.)

See Exhibit B for more details.

4.0 DESIRED QUALIFICATIONS

See Exhibit C.

5.0 PROPOSAL CONTENTS

To provide a degree of consistency in review of the written proposals, firms are requested to include the following content in their proposals. The information requested below will be used to evaluate each proposal based on the evaluation criteria outlined in this RFP.

Proposals may be deemed non-responsive if they do not respond to all areas specified below.

Proposals shall be prepared simply and economically, providing a straightforward and concise description of how the proposal has satisfied all the requirements of this RFP.

Emphasis shall be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis. Excessive or irrelevant materials will not be favorably received.

The following subsections describe the contents required in the proposal. The proposal shall be of such scope and depth to sufficiently describe and demonstrate the Proposer’s understanding of and approach to the projects.

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5.1 Title Page

Proposer should identify the RFP title, name and title of the firm’s contact person, address, telephone number, fax number, email address, and date of proposal submission.

5.2 Cover Letter

A principal of the firm authorized to commit the firm to the requirements of the RFP must sign the cover letter. The letter shall discuss the Proposer’s commitment to providing high quality services as described in the RFP. Additionally, the letter shall briefly describe the firm’s understanding and approach to the services. The letter should identify a contact person (name, e-mail address, and phone number) for future communication during the selection process.

5.3 Table of Contents

The table of contents should include a clear and complete identification by section and page number of the submitted materials.

5.4 Company Background

Provide a brief background of the firm including history, types of services provided, organization structure, number of employees, annual revenues, number of offices and locations with staff size and disciplines, and any other relevant information that may be useful in determining the firm’s qualifications to provide the services described in this

RFP.

5.5 Project Team and Qualifications

Provide an organizational chart that describes the structure of the project team, including subconsultants/subcontractors. The project team description shall identify the following:

(i) The Project Manager,

(ii) The names of readily available key personnel that will be deployed for each task and their contact information, and the primary office locations of each project team member (preferably within the southern Los Angeles County area),

(iii) The role each team member will play in providing services under the Contract, and

(iv) A written assurance that the key individuals listed and identified will be performing the work and will not be substituted with other personnel or reassigned to another project without the District’s prior approval. The proposal shall clearly identify who will lead the execution of assigned tasks and the respective personnel that will be assigned to them.

Provide a description of the experience, qualifications including required licenses and certifications, area of expertise or specialization, and availability (including current workload) of the project team members, including subconsultants/subcontractors, if any.

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Describe other project commitments by project team members and the anticipated level of involvement of each team member based on the abilities and expertise required for the type of work desired.

Provide the resumes of all members of the project team, including subconsultants/ subcontractors, as an appendix. Each resume shall not exceed three (3) pages and shall include name and title, education, years with the company, licenses and certifications (issue and expiration dates), home office location, relevant experience within at least the last five (5) years, and other required qualifications discussed in this RFP.

The identified Project Manager will be WRD’s main point of contact for all assigned projects for the duration of the Contract. The proposal shall include the Project Manager’s contact information, including phone and e-mail address.

Once a Contract has been executed, the Consultant must request approval of the District in advance of any new personnel being assigned to the project. The District reserves the right to reject personnel performing services at any time for the duration of the Contract.

5.6 Project Overview and Approach

Present a narrative overview of the Proposer’s understanding of the RFP requirements and the overall approach and technical plan for accomplishing the work assignments.

Also discuss at a minimum the following:

• Ability to successfully complete work assignments within the District’s required time frame and, as necessary, on short notice,

• Approach to assignment of work within the firm and how team members will conduct tasks and prepare anticipated deliverables,

• Describe the Proposer’s project management approach and communications protocol,

• Describe the Proposer’s approach to quality assurance and control, as well as any performance guarantees,

• Technical approach to assigned tasks, such as deployment strategies (how the project will be implemented from mobilization to demobilization), and

• Identify current and reasonably foreseeable actual and possible constraints, problems, and/or issues that could hinder the execution of services under the contract, and suggest approaches to resolving or managing these constraints, problems, and/or issues.

5.7 Additional Services

Include any comments, suggestions, or additions the Proposer may have regarding the scope of work or any other aspects of the work that the Proposer feels would be helpful to WRD in selecting a firm for the services described in the RFP. Identify the potential impact(s) or benefit(s) that these recommendations would have if accepted by WRD.

Tasks above the minimum to complete the work described herein shall be clearly identified as “optional” in the proposal.

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5.8 Experience and Record of Past Performance

Describe Proposer’s experience in completing similar assignments, preferably using the same project team proposed for the services described in this RFP. Using the form provided as Exhibit D, list at least five (5) Water Treatment Facility SCADA design, integration, support (including maintenance services) and a minimum of three (3) client references from similar projects successfully completed within the last five (5) years of similar nature that demonstrate the firm’s and its subconsultants’ (if needed) competence to perform the work described in this RFP. Ongoing projects currently being performed by the Proposer also may be submitted for consideration.

Clearly identify the role of all team members in each of the projects referenced. For each of the reference projects listed, provide the following information:

1. Name and location of project;

2. Name and address of project owner/sponsor;

3. Name and current phone number and e-mail address of owner's representative intimately familiar with the project, to contact for reference. Verify the reference person that can be contacted at the phone number provided;

4. Name of Consultant’s Project Manager for the reference;

5. A description of type and extent of services provided for the project;

6. Project budget (both projected and "as completed");

7. Project schedule milestones (both projected and "as completed"). Include dates of project initiation, key milestones and deliverables, and completion date or status of the project;

8. Special problems or difficulties encountered, such as project budget and schedule control issues, and how they were resolved by the Consultant; and

9. Applicability and relevance of the referenced project to the services described in this RFP.

The District at its discretion may contact other firms or agencies for additional information. Failure to provide accurate contact information, adequate information or project reference summaries may be cause for rejection of the proposal as being nonresponsive.

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5.9 Diversity in Business and Local Business Program

The District has identified this contract opportunity to be subject to the applicable provisions of the Diversity in Business and Local Business Program under Article

10.2.14 of the District's Administrative Code. A Proposer that achieves the Diversity in Business and Local Business participation requirement of the contract shall receive an additional 5 points on its overall score. Please refer to section 1 of the Diversity in Business and Local Business Preference Program Rules and Regulations in Exhibit E for definitions of Small Business Entity (SBE), Disabled Veteran Business Entity (DVBE), and Local Business Entity (LBE).

To be eligible for the DIB preference, the Proposer must demonstrate as part of its Proposal that at least 10 percent of the value of the Proposal will be performed by an SBE, DVBE, and/or LBE. Proposers must complete and submit both Exhibit E-1 (General Information for the Diversity in Business Preference program) and Exhibit E-2 (Business Participation Report), regardless of the Proposer’s qualifications as an SBE, DVBE, and/or LBE. The table titled “Business Participation Report”, provided in Exhibit E-2 shall identify each SBE, DVBE, LBE, and/or Other Business Entity (OBE) that the Proposer anticipates will perform work under the contract if awarded to the Proposer, the applicable certification, if any, and the percentage of work to be performed by the Proposer and each proposed subconsultant.

For each SBE, DVBE, and/or LBE listed, the Proposer must also provide proof of eligibility and a letter of intent for each entity that the Proposer seeks credit to achieve the Diversity in Business and Local Business participation requirement. Failure to provide this information may result in a determination that one or more of the identified SBEs, DVBEs, and/or LBEs are deemed ineligible for purposes of evaluating the Diversity in Business and Local Business participation requirement.

If a firm qualifies and receives the Diversity in Business preference and is awarded a contract with WRD, the firm shall complete and submit to WRD on a monthly basis, a document titled “Monthly and Total DIB Utilization Report” with its invoice listing all firms utilized during the reporting period including all certified prime consultants/contractors and subcontractors/subconsultants. The Monthly and Total DIB Utilization Report template shall be provided by WRD. Refer to Exhibit E-1 for further details regarding the monthly DIB reporting requirements upon contract execution.

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5.10 Conflict of Interest

Provide a statement that the Proposer, individuals employed by the Proposer, or firms employed by or associated with the Proposer, including subconsultants/subcontractors, do not have a conflict of interest with the Project. The Proposer shall exercise reasonable efforts to prevent any actions or conditions that could result in a conflict of interest and shall include, but is not limited to, establishing precautions to prevent its employees or agents from making, receiving, providing in, or offering gifts, entertainment, payments, loans, or other considerations which could be deemed to appear to influence individuals to act contrary to the best interest of the District. If a potential conflict of interest is identified in any form, the Proposer shall inform the District immediately. Proposers are subject to disqualification on the basis of a conflict of interest as determined by WRD.

5.11 Other Information

The proposal shall include:

• A statement that the Proposer will meet the insurance requirements per Section 12 of the District’s standard Professional Services Agreement, which is attached to this RFP as Exhibit F.

• A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

• A statement as to whether the firm has defaulted on previous professional contracts.

5.12 WRD Standard Contract

The selected Consultant shall be expected to execute a Contract using the District’s standard Professional Services Agreement, which is provided as Exhibit F. Proposers shall provide a statement in their proposals clearly stating acceptance of all the terms and conditions specified in the standard Professional Services Agreement (i.e. no exceptions can be made to WRD’s standard Professional Services Agreement).

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5.13 Project Costs and Labor Hours

The proposal shall include a table showing the following information:

• Labor hour breakdowns by the project tasks and subtasks identified in Exhibit B (including other subtasks as the Proposer sees fit) and associated personnel, including any subconsultants, as well as total hours. Names and titles/categories of individuals proposed to work on the project tasks/subtasks, including names of subconsultants/ subcontractors shall be indicated.

• Fully loaded hourly billing rates – All direct, capital, and reimbursable expenses, including but not limited to travel and transportation costs, meals, lodging, office equipment and supplies, administrative and communications fees, etc., must be built into the hourly rates. Therefore, the District shall not pay Consultant nor its subconsultants/ subcontractors for any direct or reimbursable expenses incurred for implementation of the scope of services described herein.

• The labor hours and fees for proposed optional tasks, if any, shall be presented in a separate table to differentiate from the baseline Scope of Work.

It is expected that the indicated hourly rates will remain in effect for the duration of the Contract, with the following provision. Rates may be adjusted every year during the term of Contract. The adjustments will be calculated in accordance with the Consumer Price All Items Index for Urban Wage Earners and Clerical Workers (CPI-W, series CWURS 49ASA0) for the Los Angeles-Long Beach-Anaheim Statistical Area from the beginning of term to the last month of the prior Adjustment Period. The CPI-W adjustment shall not exceed (capped at) 3 % for any single year.

The rate sheet shall follow a format similar to the example shown in Exhibit G, and include any other rates or fees, such as markups for subconsultants/subcontractors not identified as part of the project team, equipment markups, or other direct costs that may be incurred.

The proposal shall also include a description of the anticipated method of billing for services performed, with provisions for monthly billing that will include itemized accounting of hours of personnel, hourly rates, and percent completion for each task identified. A project schedule shall be included with the invoice to track project costs on a resource loaded schedule.

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5.14 Monthly Billing

The monthly invoice shall be in a similar format shown in Exhibit H. At a minimum, each invoice shall contain the contract number and shall be itemized by task. A subtotal cost for each task shall be included. Names of persons, their job titles, hourly billing rates, actual hours worked during the billing period, and subtotal labor costs must be summarized in a table.

If a firm qualifies and receives the Diversity in Business preference and is awarded a contract with WRD, the firm shall complete and submit to WRD on a monthly basis, a document titled “Monthly DIB Utilization Report” with its invoice listing all firms utilized during the reporting period including all certified prime consultants/contractors and subcontractors/subconsultants. The Monthly DIB Utilization Report template shall be provided by WRD. Refer to Exhibit E-3 for further details regarding the monthly DIB reporting requirements upon contract execution.

All documentation for other direct costs in the form of receipts or vendor invoices, with the applicable costs identified for items such as equipment costs shall also be attached to each invoice. WRD will provide reporting requirements to Consultant, and Consultant shall prepare invoices that comply with the requirements. Failure to satisfy the reporting requirements may result in rejection or short pay of the invoices submitted to WRD for payment.

6.0 PROPOSAL SUBMISSION REQUIREMENTS

6.1 Proposal Format

The proposal shall be limited to one PDF file with no more than 25 single-pages in length. This does not include the title page, table of contents, cover letter, appendices, dividers, or résumés.

All files shall be bookmarked and in a text searchable PDF format (i.e., not scanned images) compatible with Adobe Acrobat Version 8.0 (at a minimum). All sections of the PDF file shall be bookmarked.

6.2 Proposal Signing

The proposal shall be submitted electronically through the WRD Procurement Portal and all requested signatures must be included in the submission. Upon a determination by WRD of an intent to award, the Proposer shall submit to WRD in hard-copy form, its entire proposal submission which shall be wet-signed by an officer, or officers, authorized to execute legal documents on behalf of the Proposer. The submission and signing of the proposal shall indicate the intention of the Proposer to adhere to the provisions described in this RFP and certifies that the proposal was prepared independently and was submitted without any collusion designed to limit competition or bidding. WRD reserves the right to reject the hard-copy wet-signed proposal and not award this work if the wet-signed proposal is not identical to the electronically submitted proposal and/or other requirements in this RFP.

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6.3 Proposal Submittal Procedures

The exclusive process by which a potential proposer can respond to and be considered for this RFP is through the WRD Procurement Portal at https://wrd.bonfirehub.com/. No other form of response or submission to this RFP will be considered.

It is the Proposer’s responsibility to ensure that proposals are received prior to the submittal deadline. Proposal packages should also include all signed Acknowledgment of Addendum forms that may be issued by WRD as part of this RFP process.

The WRD will not be responsible for the proper identification and handling of any proposals submitted incorrectly. Late proposals, late modification, or late withdrawals will not be considered under any circumstances. Faxed or emailed proposals will not be accepted. There will be no formal opening of the received proposals.

6.4 Proposal Preparation Costs

This solicitation does not commit the District to award any work nor to pay any costs incurred from the preparation of proposals. Firms responding to this RFP will be solely responsible for all costs and expenses incurred during the selection process.

6.5 Acknowledgement

An Acceptance Letter (Exhibit “I” attached) has been attached to this solicitation. This Acceptance Letter is to be completed and signed by the Respondent and shall be included with the Respondent’s submittal.

7.0 EVALUATION CRITERIA

Selection will be made on the basis of WRD’s judgment as to which proposal best serves WRD’s interest. The proposal will be evaluated on the basis of the criteria listed below in this section, including the identified bonus points for Proposers who demonstrate that at least 10 percentage of the value of the Proposal will be performed by eligible SBEs, DVBEs, and/or LBEs. Proposals also will be evaluated based on the clarity, completeness, and professional quality of the documents submitted, as well as conformance to the RFP instructions and responsiveness to the RFP requirements in a straightforward and concise manner.

Item No. Criteria for Proposal Evaluations Maximum Points

1 Project Team and Qualifications 20

2 Project Understanding and Approach 20

3 Performance on Similar or Related Projects 25

4 Billing Rates 25

5 Organizational and Support Services 10

TOTAL POINTS: 100

Bonus Points – Achievement of Diversity in Business and 5

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Local Business Participation Requirement

7.1 Project Team and Qualifications

Project team’s technical and management competence to perform the work specified herein will be evaluated. Considerations include, but are not limited to the following:

• Professional qualifications and education of the project team.

• Expertise and the appropriate mix of skills and disciplines of the project team and percentage of work to be self-performed.

• The accessibility and commitment of the Proposer’s key personnel and subconsultants/ subcontractors to successfully complete assigned projects, including the geographic proximity of each team member’s primary office location with respect to the District’s service area.

• Ability to perform work on short notice and anticipated response times.

• Capacity and flexibility to complete high quality work in a timely manner that meets the established schedule.

• Familiarity with the policies and procedures of the District, County, and other local agencies.

7.2 Project Understanding and Approach

The following will be considered in the evaluation of proposals:

• Understanding of the nature of professional services contracts and expected tasks to be performed.

• Work schedule and methodology to complete assigned tasks, specifically with regards to budget sensitivity, efficiency, adherence to District standards and applicable regulatory codes, and pertinence of the assigned tasks.

• Demonstration on how the Proposer will organize the execution of assigned projects, including the make-up of the team, the leadership of the team, the accountability of the Project Manager, and the lines of authority.

• A strong project management structure that includes clearly defined communications protocols (including how the Proposer’s staff will interact with the District’s team and project manager), procedures for coordination throughout the assigned project, and subconsultant/subcontractor integration.

• A solid quality assurance and control program that demonstrates a clear understanding of the need and process of ensuring WRD receives the highest quality product required for assigned projects.

• Overall clarity, creativity, and logic, and completeness of the approach. The proposal should demonstrate interest and insight into the specific details of WRD’s desired services.

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• Other services or considerations not addressed in the RFP but were deemed to be pertinent to the scope of services by the Proposer.

7.3 Performance on Similar or Related Projects

WRD reserves the right to conduct an independent verification of the Proposer’s experience qualifications by contacting project references, accessing public information, or contacting independent parties. Prospective proposers shall respond and provide additional information that may be requested during the evaluation of proposals. Factors to be considered will include, but may not be limited to, experience with similar projects, project coordination, cost control, quality of work, technical capability, and adherence to project schedules and standards.

7.4 Billing Rates

Hourly billing rates, including markup rates, will be evaluated with respect to the anticipated overall value for services proposed.

7.5 Organizational and Support Resources

The following will be considered in the evaluation of proposals:

• Capability under current workload to perform the work specified herein. Factors to be considered include, but may not be limited to, number of qualified staff allocated to assigned projects, availability of key personnel and support staff, knowledge of local conditions, and demonstrated ability to meet proposed project schedules.

• Anticipated response times after notification of work assignments by WRD.

8.0 SELECTION PROCESS

This solicitation is being conducted by WRD through a fair and open process in accordance with procurement policies established for water replenishment districts in the State of California, those policies established by WRD, and applicable State laws.

All responsive proposals will be evaluated by a selection committee formed by the District. The proposal shall be of such scope and depth to sufficiently describe and demonstrate the Proposer’s understanding, approach, and qualifications to successfully complete the scope of services described herein. Submittal of incomplete or vague responses to any section or subsection of this RFP may result in rejection of the proposal.

Proposals will be evaluated, scored, and ranked based on the criteria specified in Section 7 of this RFP.

Once the proposers are ranked, WRD will initiate negotiation with the top-rated proposer.

If WRD is unable to reach an agreement with the top-rated proposer, negotiations will be formally terminated. WRD will then negotiate with the next highest-ranked proposer and so on until an agreement is reached. Once negotiations with a proposer are terminated, WRD will not renegotiate with that proposer.

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The firm that is recommended to the WRD Board of Directors for award of contract will be the one whose proposal is determined to be the most advantageous to the District in consideration of price and all other evaluation factors that are set forth in this RFP. No other factors or criteria not listed in this RFP shall be used in the evaluation.

9.0 GENERAL PROVISIONS

The Proposer should specify if any of the requirements included in this section or any other section of the RFP pose a specific problem, and if so, identify the problem and its impact within the proposal.

9.1 Entire Agreement

The services described in this RFP, the successful proposal (with any proposed optional tasks) approved by WRD and any written changes or amendments to the scope of services shall represent the entire Agreement between the parties and shall supersede all prior written or oral representations, discussions, and agreements. The Consultant awarded a contract to provide services described in this RFP shall be deemed bound to execute all requirements as listed and prescribed in this RFP, unless WRD modifies aspects of the scope of work or any conditions in the RFP in writing. Thus, the executed Contract will incorporate the terms and conditions specified in this RFP, as well as the final scope of work and fee schedule submitted by the Consultant as part of its proposal.

9.2 Contract Amendments

Changes that affect the scope of work, period of performance or time schedule, and costs will be affected by written notices of amendment. No payments will be made for work performed outside the original scope of work unless prior written approval was granted by WRD. The Consultant may be required to provide additional services under a negotiated change order approved in writing by WRD.

9.3 Term of Contract

Upon approval by the WRD Board of Directors, the District shall enter into a contract with a term of three (3) years with selected firm, plus two (2), optional 1-year extensions at the discretion of WRD.

9.4 Ownership and Use of Documents

Consultant will be required to treat WRD’s documents in confidence and shall indemnify WRD in case of alteration, loss, or damage thereto. Consultant shall not release to the general public, public agencies, or private businesses in any manner, any information, data, or documents developed pursuant to the performance of services specified herein or information provided by WRD without the expressed written consent of WRD.

Any preliminary or working drafts, notes, and inter-agency or intra-agency memoranda that are not expected to be retained by the Consultant or WRD in the ordinary course of business shall be exempt from disclosure to any public entity under provisions of the Public Records Act.

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9.5 Audit Rights, Business Records Access and Retention

Consultant shall maintain all records related to this Contract and project. During the term of this Contract and for a period of five (5) years after its termination, WRD shall have access to and the right to examine any directly pertinent books, documents, records and any other documents of Consultant directly related to the Contract and project.

9.6 Termination

WRD may terminate the project at any time at its sole discretion. Notice of termination will be provided in writing. Upon termination of the project, WRD shall make payment to the Consultant only for services provided up to the date of termination.

10.0 TERMS AND CONDITIONS

10.1 Proposal Rejection

WRD reserves the right to accept or reject any or all proposals received in response to this RFP or cancel in whole or part the selection process if it is in the best interest of the District to do so. Alternatively, the District reserves the right to waive any minor defect or technicality in any proposal received.

10.2 Proposal Clarification and Requests for Additional Information All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. WRD reserves the right to request clarification of information submitted and to request additional information from any or all proposers. The District may require any evidence it deems necessary, such as documentation regarding the Proposer’s financial stability, before any contract is awarded. In conducting discussions with proposers, there shall be no disclosure of information derived from proposals submitted by competing firms.

10.3 Proposal Validity Period

Proposers may withdraw their proposals at any time prior to the due date and time by submitting a written notification of withdrawal signed by the firm’s authorized agent.

Proposers who withdraw their proposals prior to the designated date and time may still submit another proposal if done in accordance within the proper time frame. A proposal cannot be changed or modified after it has been submitted by the designed due date and time and shall constitute an irrevocable offer, for a period of ninety (90) days, to WRD for the services set forth in the proposal.

10.4 RFP Revisions and Addenda

WRD reserves the right to issue a written Addendum or Addenda to provide further clarification or make revisions/corrections to the RFP. All Addenda will be issued via the Procurement Portal. If an Addendum is necessary within 72 hours of the proposal submittal deadline, the District, at its discretion, can extend the proposal submittal deadline.

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Any Addendum issued must be acknowledged by the Proposer by signing and submitting the “Acknowledgment of Addendum” form that will be provided with each Addendum.

All Acknowledgment of Addendum forms must be submitted to WRD as part of the proposal package that is submitted by the proposal due date. Failure to acknowledge any Addenda may result in the proposal being considered nonresponsive and subject to rejection. All Addenda and Acknowledgements shall be submitted via the WRD Procurement Portal.

The Proposer shall be responsible for ensuring that its proposal reflects any and all addenda issued by the District prior to the submittal due date. Therefore, the District recommends that prospective proposers check the WRD Procurement Portal for this RFP prior to making their submission.

10.5 Confidentiality

The content of proposals will be kept confidential until the award of contract by the WRD’s Board of Directors. All materials submitted in response to this RFP will become the property of the WRD and will become public record after award of contract to the successful Consultant. The WRD will not return any proposals to proposers.

If a Proposer believes any portion of its proposal contains confidential or proprietary information, exempt from public disclosures under the California Public Records Act, the Proposer must label that information within its proposal as “CONFIDENTIAL”, “TRADE SECRET”, or “PROPRIETARY.” The above restrictions may not include cost or price information, which shall be open to the public upon award of contract.

Notwithstanding the foregoing, the District will not be responsible or liable in any way for losses that the Proposer may incur from the disclosure of information or material to third parties.

11.0 LEGAL POLICIES

11.1 Compliance

The Consultant shall abide by and obey all applicable federal, state, and local laws, rules, regulations, and ordinances.

11.2 Governing Laws and Requirements

Performance of services herein shall be governed and construed in accordance with the laws of the State of California. The selected Consultant hereby agrees that in any action relative to the performance of said services, venue shall be in the County of Los Angeles, State of California.

11.3 Public Releases

The Consultant agrees not to use or otherwise make public in any manner, either for profit or nonprofit, any of the information, data, procedures, systems, or documentation developed pursuant to the performance of services specified herein without the expressed written permission of WRD.

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11.4 Business License

The Consultant will be required to show evidence of all valid and applicable business license(s), which must be in effect during the period of the performance of services specified herein.

11.5 WRD’s Property

All deliverables submitted pursuant to the performance of services specified herein shall become the sole property of WRD and they may be used in any manner and for any purpose WRD deems in its best interest.

Attachment No.1

RFP Submittal Checklist Form

ATTACHMENT NO.1

Request for Proposals (RFP-25-002) Water Replenishment District On-Call SCADA System Integration, Support and Maintenance Support Services

Submittal Checklist

The following submittals shall be completed and submitted with each Proposal package (see table below for the “Required Submittal Checklist.”). This table has been provided as a convenience for proposers to use as a reference only. Ultimately, it is the Proposer’s sole responsibility to ensure that their proposal complies with all requirements of the RFP and all the required submittals are included in the Proposal package before it is formally submitted to WRD.

Proposals may be deemed nonresponsive if they do not respond to all areas specified in the RFP.

Item No. Required Submittal Checklist Check (√) 1 One signed (1) Proposal package including:

2 Title Page 3 Cover Letter 4 Table of Contents 5 Company Background 6 Project Team and Qualifications 7 Project Overview and Approach 8 Additional Services (if applicable) 9 Experience and Record of Past Performance

• Exhibit D – Key Personnel Participation in Example Projects

10 • Exhibit E - Diversity in Business Preference Program Rules and Regulations (if applicable)

• Exhibit E-1 – General Information for the Diversity in Business Preference Program

• Exhibit E-2 – Diversity in Business Participation Report (if applicable)

• Exhibit E-3 - Monthly Diversity in Business Utilization Report (if applicable)

11 Conflict of Interest 12 Other Information:

• A statement that the Respondent will meet the insurance requirements in the District’s standard Professional Services Agreement (Exhibit F)

• A statement or description regarding any litigation to which the firm is a party, any bankruptcy settlements, or unpaid judgments against the firm or its principals.

• A…