10-RFP3871 (SCADA Graphics Standardization).pdf

REQUEST FOR PROPOSAL

SCADA GRAPHICS STANDARDIZATION

RFP NO. 3871

Tony Curiel

RFP SUBMITTAL DUE DATE: (November 20, 2025, by 4:00 p.m. PDT)

Submit to: Tony Curiel, Contracts Analyst I, Purchasing & Contracts Department

Via: EMWD e-Procurement on-line electronic submission

Contact: Phone / Fax: (951) 928-3777, Ext. x4614 E-mail: curielj@emwd.org mailto:curielj@emwd.org

TABLE OF CONTENTS

Notice to Proposers / Proposal Submittal Instructions

Section I – Project Introduction and Overview

Section II – Proposal Requirements

Section III – Scope of Work and Technical Specifications

EXHIBITS

Exhibit A – References

Exhibit B – List of Subcontractors

Exhibit C – Proposer’s Business Information

Exhibit D – RFP Price Form

Exhibit E – Additions, Deletions and/or Exceptions

Exhibit F – Insurance Affidavit

Exhibit G – Contractor’s Cal/OSHA Compliance History

Attachment A – Sample Agreement

Attachment B – Sample Non-Disclosure Agreement

Attachment C – EMWD Computing Policy

EASTERN MUNICIPAL WATER DISTRICT

REQUEST FOR PROPOSAL NO. 3871

SCADA GRAPHICS STANDARDIZATION

NOTICE TO PROPOSERS / PROPOSAL SUBMITTAL INSTRUCTIONS

1. DUE DATE AND TIME: Request for Proposals (RFP) No. 3871 – SCADA Graphics Standardization, as described herein, will be received electronically via Eastern Municipal Water District’s (EMWD) on-line bid management website at EMWD e-Procurement, until (4:00 p.m. PDT, November 20, 2025). Unless otherwise specified, proposals submitted by any other method such as hard copy, fax, or e-mail will be disqualified. Any changes to this RFP are invalid unless specifically modified by EMWD and issued as a separate addendum document. Should there be any question as to changes to the content of this document; EMWD’s copy shall prevail.

a. It is the Proposer’s sole responsibility to ensure that their proposal, inclusive of any or all addenda, is uploaded to the proper place and at the proper time.

Proposers are encouraged to not wait until the deadline to submit proposals, as system-related difficulties and/or questions may arise. Respondents should contact a Bonfire Interactive system representative at (800) 354-8010, Ext. 2 if they encounter problems during the online uploading. Any proposal received after the scheduled closing time for receipt of proposals will not be considered. To assure consideration, all proposals shall include specified Exhibits and additional submittals to address all evaluation criteria. Mistakes may be crossed out and corrections made adjacent, however, each correction must be initialed by the person signing the proposal.

2. Note: E-Bids are sealed and cannot be viewed by EMWD until the closing date and time.

Proposals may be withdrawn on the Bonfire Interactive vendor portal, if you need to withdraw your bid, you may do so any time before the bid deadline, by going back into the system and selecting “withdraw”.

Proposers are encouraged to not wait until deadline to submit proposals, as system-related questions may arise.

https://learn.gobonfire.com/e/593891/2020-08-25/2ktgr7/677213660?h=lelibWPE3oC9K6ASc1C1dSAv_MzfUhSf7rLFit0gedA

Section I – PROJECT INTRODUCTION AND OVERVIEW

A. GENERAL OVERVIEW

EMWD provides water, wastewater, and recycled water service to a population of one million people living and working within a 601-square mile service area in western Riverside County and northern San Diego County. EMWD also provides wholesale water service to our sub-agencies, Rancho California Water District and Elsinore Valley Municipal Water District, in addition to Western Municipal Water District, Nuevo Mutual Water District, Lake Hemet Municipal Water District, City of Perris, City of Hemet, and City of San Jacinto. EMWD operates four water reclamation facilities generating approximately 50 million gallons of treated wastewater daily with treatment capacity of 77 million gallons per day, two water filtration plants, and three groundwater desalination plants.

B. COMMITMENT TO EXCELLENCE

EMWD has a vision to be a leader in performance, technology, and advocacy. As part of our commitment to excellence, we actively pursue awards for our programs and projects. Vendors and consultants awarded this contract may be expected to assist in writing award applications related to their work. Your insights and expertise are vital in enhancing the quality and competitiveness of these submissions, promoting recognition of our collaborative achievements.

C. PURPOSE OF THIS REQUEST FOR PROPOSALS

EMWD is seeking proposals from qualified vendors to standardize its SCADA graphics in order to meet International Society of Automation (ISA) High Performance Human Machine Interface (HMI) standards. The requirements for the work are further described in Section III – Scope of Work and Technical Specifications.

The terms and conditions contained herein constitute the full and complete understanding of the parties. However, should your firm request additional contractual terms and conditions for consideration, such requests must be clearly identified in Exhibit E and submitted at the time of proposals. No additional terms and conditions will be accepted following receipt of proposals, and EMWD will consider such additional contractual terms and conditions as part of its evaluation process.

It is the intent of EMWD to receive responses to the RFP and remotely conduct individual interviews in order to select a firm which, in the opinion of EMWD, is best suited to perform the work. The purpose of this RFP, therefore, is to provide EMWD with the information necessary in order to select this firm.

D. PROJECT SPECIFIC DATES

The following table identifies the estimated dates/time frame for receipt, evaluation, and award of this work. Please note the following key dates when preparing your response to this RFP.

E. SELECTION CRITERIA

The criteria for vendor selection shall be based on, but not limited to, the following:

1. Qualifications and Experience of the Firm: Firm shall have a minimum of 10 years demonstrated SCADA graphics standardization services experience, supported by the references provided in Exhibit A.

2. Qualifications and Experience of Assigned Personnel: Assigned personnel will be required to have a minimum of 5 years’ experience of effectively performing demonstrated SCADA graphics standardization services.

3. Past Performance: Business references of companies similar in EMWD’s size or type, with similar work related to SCADA graphics standardization performed, as demonstrated in Exhibit A.

4. Proposed Project Schedule/Timeframe: Ability to commence work immediately following contract execution, and ability to complete the project by June 30, 2026, with attentiveness to a public agency’s administrative processes.

5. Project Approach and Understanding of the Requirements: Project understanding, insight of the approach, and content of work plan to meet EMWD’s needs.

Description Date Release of RFP to Vendors 10/23/25 Deadline for Written Questions Regarding RFP

11/6/25, 4:00 p.m. PDT

Responses to Written Questions Regarding RFP

11/13/25

Proposal Due Date 11/20/25, 4:00 p.m. PDT Proposal Review 12/4/25 Vendor Interviews 12/11/25 – 12/18/25 Vendor Recommendation 1/5/25 Contract Approval and Approx. Start Date

2/1/26

Project Completion Date 6/30/26

6. Price & Payment Terms – Exhibit D

7. Exceptions Taken to RFP – Exhibit E

8. Ability to Meet Insurance Requirements – Exhibit F

9. Safety Record – Exhibit G (Proposers that fail to meet EMWD’s safety standards may not be qualified to perform service).

F. EVALUATION AND SELECTION PROCESS

1. Submittal Review: A committee will review and evaluate each submittal to determine if it meets the requirements for the services described herein. Failure to meet the requirements will be cause for eliminating the applicant from further consideration.

2. Vendor Interview: A committee will evaluate vendor solution(s) responses, and at its option, invite the three (3) highest-scoring vendors to participate in remote demonstrations and/or interviews to shortlist candidate vendor solution(s) best suited to meet EMWD’s needs. EMWD reserves the right to interview a higher number of vendors, depending on the quantity of proposals received.

Candidates selected for an interview will be notified at minimum five business days prior to the schedule of the first interview.

3. Selection: Firms will be ranked based on the committee’s evaluation and scoring of each applicant’s qualifications. Additionally, EMWD will request for shortlisted firms to participate in a remote demonstration/interview. It is anticipated that one agreement will be awarded to the highest-ranking company selected.

Section II – PROPOSAL REQUIREMENTS

The emphasis of the proposal should be on responding to the requirements set forth herein. In addition, proposers need to demonstrate their capabilities, background, and expertise in order for EMWD to effectively evaluate the proposals, and award to the company that provides the best value to EMWD based on the selection criteria in Section I. In an effort to assist in best understanding the qualifications and capabilities of each firm, please include a response to each of the following items in the order presented:

1. Cover Letter

2. Executive Summary – to include a brief summary of the firm’s origin, background, and size of the company, an organizational chart, the overall capabilities of the organization, appropriate licenses and certifications, and proximity of company’s resources to EMWD’s offices and facilities.

3. Statement of Qualifications

a. Qualifications and Experience (Firm and Assigned Personnel) – a description of the company’s expertise related to services requested and a full discussion of the company’s recent experience directly related to providing SCADA graphics standardization services. Resumes of key people to address experience and qualifications, educational background, and skills.

b. Availability – Briefly describe your firm’s and personnel’s ability to meet

EMWD’s needs in a consistent and timely manner.

c. Proposed Project Schedule/Timeframe

d. Project Approach and Understanding of the Requirements

e. Past Performance (Exhibit A) – list three (3) non-EMWD, former municipal (preferred) or private clients for whom comparable services have been performed within the last five years. Include a summary of the project, along with the name, mailing address, and telephone number of each client’s principal representative.

f. List of Subcontractors (Exhibit B) – a description of any subcontract arrangements that would be utilized for this discipline of work. Include a full description of the subcontractor’s experience and personnel.

4. Vendor Business Information (Exhibit C)

5. RFP Price Form (Exhibit D) – a schedule of hourly rates; rates for all sub-consultants, and percentage markup of reimbursable expenses, if any shall be included with the SOQ. The rates shall be valid for the term of the contract. In order for EMWD to consider any proposed rate increase during the term, the consultant must include such request within Exhibit E – Additions, Deletions and/or Exceptions.

6. Additions, Deletions and/or Exceptions (Exhibit E) – compliance with EMWD’s contractual terms and/or RFP requirements. The Proposer shall note any additions, deletions and/or exceptions to the contractual terms and/or SOQ requirements. If there are no exceptions taken, please note in the form:

“There are none”.

7. Insurance Affidavit (Exhibit F)

8. Safety Record – Exhibit G (Proposers that fail to meet EMWD’s safety standards may not be qualified to perform service).

9. Non-Disclosure Agreement (Attachment B) – Proposers shall provide a signed copy of EMWD’s Non-Disclosure Agreement (NDA) during their submittal.

Additions, deletions and/or exceptions to EMWD’s NDA shall be included within Exhibit E.

10. EMWD Computing Policy (Attachment C) – Proposers shall provide a signed copy of EMWD’s Computing Policy during their submittal.

General Conditions:

A. EMWD reserves the right to withhold award of contract for a period of one hundred and twenty (120) days following RFP opening. All proposals received are considered firm for that 120-day period.

B. A purchase order or contract incorporating the terms and conditions contained herein will be sent to the successful Proposer. Any additional terms, conditions, or rate increases requested by Proposer must be submitted at the time of your response as part of Exhibit E, above, (Section II.6.: Additions, Deletions and/or Exceptions) and will be considered as part of the selection/negotiation process.

C. EMWD may make such investigations as it deems necessary to determine the ability of the Proposer to provide the services as specified, and the Proposer shall furnish to EMWD, as is commercially reasonable, all such information and data for this purpose.

EMWD may discuss or negotiate with one or more firms prior to award and reserves the right to reject any proposal.

D. General Inquiries shall be directed to Jose (Tony) Curiel of EMWD’s Purchasing and Contracts department at (951) 928-3777, ext. 4614, curielj@emwd.org. Any questions as to the meaning of the scope of work and/or technical specifications or other pre-proposal documents must be submitted in writing through EMWD’s e-Procurement website. To be given consideration, requests must be received by deadline specified in Section I.D -Project Schedules. Under no circumstances may the Proposer contact any other department for clarification or interpretation of any requirements herein.

E. EMWD reserves the right to reject any or all proposals, either separately or as a whole and to waive any informality in a proposal or to accept any proposal presented which it deems best suited to the interest of EMWD, and is not to be bound to accept the lowest price.

F. Should the Proposer not bid on a particular item, please enter “No Bid” next to each item not bid.

G. The cost for developing the proposal is the sole responsibility of the Proposer. All proposals submitted become the property of EMWD.

H. At the time of the opening of proposals each Proposer shall be presumed to have read and be thoroughly familiar with the specifications and contract documents (including all Addenda).

I. Be advised that all information contained in proposals submitted in response to this solicitation may be subject to the California Public Records Act (Government Code Section 6250 et seq.), and information’s use and disclosure are governed by this Act.

J. CONFIDENTIAL/PROPRIETARY INFORMATION

Be advised that all information contained in proposals submitted in response to this solicitation is subject to the California Public Records Act (Government Code Sections 6250 et seq.), and the information’s use and disclosure are governed by this Act.

Government Code Section 6250 provides that “access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state.” As such, all proposals and required submittal information may be subject to disclosure to the general public under the California Public Records Act, unless specifically identified as trade secret, proprietary, and/or confidential. Only pages within each proposal and/or submittal that are in fact a trade secret, proprietary, and/or confidential shall be marked as such. EMWD reserves the right to reject any proposal received which does not meet the aforementioned criteria.

Proposers may provide supplemental information they consider to be exempt from public disclosure under the provisions of the California Public Records Act, including asserted “trade secret” information. Such supplemental information shall not be material to the required submittal information and EMWD shall be under no mailto:curielj@emwd.org https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Femwd.bonfirehub.com%2Fportal%2F%3Ftab%3Dlogin&data=02%7C01%7Cvazquezm%40emwd.org%7Cbf58b4f644b647bfb82608d84a0ca908%7Cf7112bcf929c48f7bf407231589cba03%7C0%7C0%7C637340765516003000&sdata=jRp3WZRFk47LBJk7YIvUBCTVhwZp1xTT%2BNsO8slncms%3D&reserved=0 obligation to consider such supplemental information in its evaluation. Please be advised that any such supplemental information submitted to EMWD is subject to the California Public Records Act, and may be released by EMWD as required by the Act, a court order, or other legal process.

If submitting confidential, supplemental information, such information shall be submitted separately from the rest of the submittal and shall be clearly marked "Confidential". Any confidential/proprietary submittals will be considered as exceptions and scored as such in the contractual selection criteria.

The following California Civil Code provision defines “trade secret” as information that:

(1) derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

(2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

Additionally, California courts have consistently held that when individuals or businesses voluntarily enter into the public sphere, they diminish their privacy interests. (California State Univ. v. Superior Court (2001) 90 Cal.App.4th 810, 834.)

In the event of litigation concerning the disclosure of information Proposer considers exempt (e.g., Trade Secret, Confidential, or Proprietary) EMWD shall act as a stakeholder only, holding the information until otherwise ordered by a court or other legal process. If EMWD is named in an action arising out of a California Public Records Act request for any information Proposer deems confidential, proprietary, or trade secret, Proposer shall defend at its own expense and indemnify EMWD, its officers, employees, and agents from any and all liability, claims, losses, damages, costs, and expenses, including attorney’s fees, in any such action or proceeding arising under the California Public Records Act.

Section III – SCOPE OF WORK AND TECHNICAL SPECIFICATIONS

1. BACKGROUND

EMWD’s current Supervisory Control and Data Acquisition (SCADA) graphics are outdated and have occasionally caused confusion for operations staff due to inconsistent design and lack of clarity. To improve usability of current and new systems, standardize initial system configurations and upgrade procedures, and streamline ongoing SCADA system maintenance, EMWD is initiating a transition to graphics aligned with the International Society of Automation (ISA) High Performance Human Machine Interface (HMI) standards.

This project marks the start of that initiative by establishing a comprehensive framework, comprising of a HMI philosophy document, a style guide, and a graphics standard. These deliverables will provide consistent reference for EMWD personnel and integration contractors and consultants, promoting uniformity, operational efficiency, and a cohesive vision for the SCADA system.

2. PROJECT OBJECTIVE

Develop a user-friendly, ISA high performance HMI-compliant graphics framework that includes an HMI philosophy document to outline EMWD’s overarching design principles, a style guide to define visual and functional standards, and a practical guide for upgrading existing SCADA graphics while providing a template for future enhancements.

3. PROJECT SCHEDULE

Consultant shall provide schedule for project completion date of June 30, 2026. The Schedule shall include the following:

1. Timeline for each phase of the project, from initial assessment, development of a comprehensive framework, creation of the HMI philosophy document, a Style Guide, and a graphics standard. The timeline shall also include milestones for EMWD testing and final review.

4. TECHNICAL

The selected consultant shall complete the following scope of work/tasks:

1. Assessment of Current Graphics

a. Review existing SCADA graphics to pinpoint inconsistencies, usability challenges, and deviations from ISA High Performance HMI standards.

b. Document feedback from operations staff on current challenges (e.g., cluttered displays, and unclear alarms) to shape the new framework.

2. Development of HMI Philosophy Document

a. Create an HMI philosophy document that defines EMWD’s overarching approach to HMI within the SCADA system, including:

i. Core principles (e.g., operator efficiency, situational awareness, and minimal cognitive load).

ii. Goals for usability, safety, and system reliability.

iii. Alignment with ISA High Performance HMI standards and EMWD specific operational needs.

b. Ensure the philosophy serves as the guiding “why” behind all design decisions.

3. Development of Style Guide

a. Produce a detailed Style Guide to establish a consistent visual and functional identity for SCADA graphics, including:

iv. Color palettes (e.g., neutral backgrounds, and high-contrast alerts).

v. Standardized symbols, icons, and equipment representations.

vi. Typography (e.g., font styles, sizes, and labeling rules).

vii. Screen layout conventions (e.g., hierarchies for overview, detail, and diagnostic views).

viii. Alarm visualization and prioritization standards.

b. Tailor the Style Guide to reflect the HMI Philosophy while ensuring practical application by integration staff.

4. Development of Graphics Standard

a. Build a graphics standard document that integrates the HMI Philosophy and Style Guide into actionable specifications, including:

ix. Templates for screen designs based on Style Guide elements.

x. Guidelines for adapting existing graphics to the new standard.

xi. Provisions for scalability and future system expansions.

b. Ensure the standard is intuitive, operator-focused, and compliant with ISA

High Performance HMI principles.

5. Implementation Guide

a. Provide a step-by-step guide for applying the framework to existing SCADA graphics upgrades, including:

xii. Recommended tools or software for graphic updates.

xiii. Workflow for converting screens with minimal operational disruption.

xiv. Best practices for testing and validating changes with operations staff.

b. Include a checklist for Integrators to ensure adherence to the Philosophy, Style Guide, and standard.

6. Template for Future Use

a. Develop a reusable template within the graphics standard for creating new SCADA screens, ensuring long-term consistency and ease of maintenance.

b. Incorporate a process for periodic review and updates to the framework as needs evolve.

7. Deliverables

a. HMI Philosophy document (PDF, with editable source file).

b. Style Guide (PDF, with editable source file), including visual examples.

c. Graphics standard document (PDF, with editable source file), with sample screens or mockups.

d. Implementation guide for EMWD and integration staff.

e. Reusable template for future graphic development.

8. Collaboration and Validation

a. Hold at least two remote review sessions (1-2 hours each) with EMWD operations staff to gather feedback on drafts of the HMI Philosophy, Style Guide, and graphics standard.

b. Refine all deliverables based on input to ensure they meet usability and operational goals.

c. Present the final framework to EMWD stakeholders for approval. Consultant agrees to provide multiple review meetings (as EMWD deems necessary) until EMWD confirms approval of final framework.

9. Tentative Project Timeline

a. Week 1-2: Consultant-hosted Kickoff Meeting, assessment of current SCADA graphics and gathering of EMWD staff input.

b. Week 3: Draft HMI Philosophy document and initial Style Guide.

c. Week 4: Develop graphics standard and templates.

d. Week 5: Review drafts with EMWD staff and integrators; refine based on feedback.

e. Week 6: Finalize and deliver all documents and templates.

10. Assumptions

a. EMWD will provide access to current SCADA graphics and relevant system documentation.

b. EMWD operations staff will be available to, at minimum, provide two remote sessions (1-2 hours each) and provide Consultant with feedback to shape the framework.

c. The project focuses on developing the framework, not implementing the full system-wide graphic upgrade.

11. Exclusions

a. Direct execution of graphic upgrades across the SCADA system (this project delivers the framework only).

b. Software or hardware upgrades beyond graphics standardization.

4. SAFETY REQUIREMENTS

Consultant may be required to provide services in or around construction areas, or remote offsite locations. Consultant shall be required to utilize appropriate personal protection equipment (PPE).

5. PROJECT CONSTRAINTS

Consultant may be required to provide services in or around construction areas, or remote offsite locations. Consultant shall be required to utilize appropriate PPE.

On site work, or remote work (i.e., work requiring access to EMWD network PC) needs to be conducted from 6:00 a.m. – 4:30 p.m. PT.

6. CHANGE IN COMPANY REPRESENTATIVES

EMWD reserves the right to require a change in company representatives if the assigned representative(s) is (are) not, in the opinion of EMWD, adequately meeting the needs of EMWD.

7. ACCEPTANCE CRITERIA AND TESTING PERIOD

Consultant shall provide deliverables (listed in Section III, Scope of Work and Technical Specifications, 4 Technical, 7 Deliverables of this RFP) which shall be reviewed and tested with EMWD personnel. EMWD anticipates testing period of approximately ten (10) business days, after which Consultant shall be notified of acceptance.

8. WARRANTY/GUARANTEES

Consultant warrants its deliverables shall meet or exceed EMWD service requirements.

9. EMWD RESPONSIBILITIES

a. EMWD shall provide Consultant with access to EMWD Supervisory Control and Data Acquisition (SCADA) testing area.

b. EMWD shall provide technical support for inquiries regarding SCADA system.

c. EMWD shall provide monitored remote network access.

10. EVALUATION OF CONSULTANT’S PERFORMANCE

Consultant shall provide EMWD with biweekly reports detailing project status, milestone review, and estimated completion date.

11. REPORTING REQUIREMENTS AND PROCEDURES

The Consultant will be expected to provide bi-weekly updates throughout the project. Prior to acceptance, Consultant and EMWD shall conduct testing to ensure all deliverables meet EMWD requirements.

12. PAYMENT PROCEDURES

EMWD shall pay Consultant on a time and expense basis in accordance with the proposed pricing.

EXHIBIT A

REFERENCES

Proposer shall provide a minimum of three (3) non-EMWD customer references with five (5) or more years’ experience with the Proposer. Local and similar size contract references are preferred.

REFERENCE #1

NAME OF FIRM

ADDRESS

CITY, STATE,

ZIP CODE

TELEPHONE # ( )

CONTACT

E-MAIL ADDRESS

PROJECT NAME

COMPLETION DATE

APPROX. COST

REFERENCE #2

NAME OF FIRM

ADDRESS

E-MAIL ADDRESS

PROJECT NAME

COMPLETION DATE

APPROX. COST

REFERENCE #3

NAME OF FIRM

ADDRESS

E-MAIL ADDRESS

PROJECT NAME

COMPLETION DATE

APPROX. COST

EXHIBIT B

LIST OF SUBCONTRACTORS

NAME UNDER WHICH

SUBCONTRACT IS

LICENSED

LICENSE

NUMBER

ADDRESS AND PHONE

NUMBER OF OFFICE, MILL OR

SHOP

SPECIFIC DESCRIPTION

SUBCONTRACT

(ATTACH ADDITIONAL SHEETS IF REQUIRED)

EXHIBIT C

PROPOSER’S BUSINESS INFORMATION

All proposers shall submit the information as requested below.

1. Length of time your firm has been in business:

2. Length of time at current location:

3. List types and business license number(s):

4. California State Contractor’s License number:

5. Names and titles of all officers of the firm:

6. Is your firm a sole proprietorship doing business under a different name?

YES or NO

7. If yes, please indicate sole proprietorship name and the name you are doing business under:

8. Please indicate your Federal Tax Number:

9. Is your firm incorporated? YES or NO

10. Name and remittance address that will appear on invoices:

11. Physical Address:

EXHIBIT D

RFP PRICE FORM

Item Description Hourly Rate Total Hours Total Cost/Time

1 HMI Philosophy document (PDF, with editable source file).

2 Style Guide (PDF, with editable source file), including visual examples.

3 Graphics standard document (PDF, with editable source file), with sample screens or mockups.

4 Implementation guide for EMWD and integration staff.

5 Reusable template for future graphic development.

6 Assigned Personnel (list all applicable personnel in separate rows, if needed)

7 Misc. Charges (list all applicable charges in separate rows, if needed)

9 Project Total

10 Lead Time

N/A N/A Weeks

The Project shall begin _____ days after receipt of order or notice to proceed.

Price(s) shall include all labor, equipment, materials, transportation, overhead, travel, profit, insurance, sales and other taxes, licenses, incidentals, and all other related costs necessary to meet the work requirements.

EMWD encourages a discount for early payment and will include such offers in the evaluation criteria. If a discount is offered, terms are: _____% discount if paid in full within _____days.

The undersigned as Proposer, declares that the persons or parties interested in this proposal do so without collusion with any person, firm or corporation. Your signature on this document, should you be awarded the contract as defined in this RFP, signifies that you have fully read and understand this solicitation and will comply with all specifications, conditions, unit prices, terms, and delivery of the proposal unless otherwise noted in the “exceptions” portion of the proposal.

Name of Offeror (Firm):

Title:

Authorized Signature:

Date:

Printed/Typed Name:

Mailing Address:

Phone: ( )

City, State, Zip:

Fax: ( )

E-Mail

EXHIBIT E

ADDITIONS, DELETIONS AND/OR EXCEPTIONS

Please state any and all Additions, Deletions and Exceptions that you are taking to any portion of this RFP. If not addressed below, then EMWD assumes that the vendor will adhere to all terms and conditions listed.

EMWD will issue an Agreement in its standard form to the successful firm(s) for the services contemplated herein; a copy of which is attached hereto and incorporated herein. Any deletion, exception, or modification taken to EMWD contract terms and conditions will be evaluated, in addition to the specified criteria; and may, itself, result in non-acceptance by EMWD. Any request for deletion, exception, or modification, if so taken, must be submitted at the time of proposal. Any asserted trade secrets or other proprietary information must be identified on this exhibit with specific page references within the proposal and/or supplemental information.

EXHIBIT F

INSURANCE AFFIDAVIT

I, ______________________________ (Proposer/Company) have reviewed EMWD’s Insurance Requirements in its entirety and agree to furnish all insurance policies with designated limits, along with full endorsements, and waiver of subrogation, as stated in this Request for Proposal for the full term of the agreement.

I hereby agree to provide copies of insurance certificates, endorsements, and waiver of subrogation within fourteen (14) calendar days of EMWD’s notification of recommendation of award.

I understand and confirm that our firm is able to provide and maintain the coverage as specified.

Failure to maintain said coverage shall be sufficient cause for contract termination and shall result in termination of the awarded contract.

I understand that by signing this document, I (Proposer/Company) agree to all terms and conditions as stated in Section VIII, Insurance Requirements within the sample agreement attached herein.

☐ Check here if you DO NOT accept terms and conditions as stated in Section VIII, Insurance Requirements. Detail all Exceptions in Exhibit E, Additions, Deletions and/or Exceptions.

Authorized Representative’s Signature Name Authorized Representative’s Printed Name

Company Name Date

Mailing Address Telephone

City, State, Zip Code Email

EXHIBIT G

CONTRACTOR’S CAL/OSHA COMPLIANCE HISTORY

Contractor’s Standard Industry Code:

Contractor’s Name:

California State Contractor’s License #:

Contact Person:

Phone No:

Please answer the following questions:

1. Has the contractor been cited by Cal/OSHA or any regulatory agency for a violation related to safety or environmental issues within the past seven (7) years?

No Yes

2. Within the past ten (10) years has the contractor had a serious incident or fatality on a job site?

No Yes

* If yes to # 1 or #2, please provide information specific to the incident(s) and action(s) taken to ensure that there is not a repeat violation, or incident(s) (attach additional sheets if needed)

Contractor’s Representative signature: Date:

FOR EMWD USE ONLY: Purchasing to forward to Risk Management for review

(Risk Management)

Approved: No Yes

Reviewed by (Risk Management)

(signature required)

ATTACHMENT A

SAMPLE AGREEMENT

AGREEMENT NO. XXXXX

SCADA GRAPHICS STANDARDIZATION SERVICES

SCADA GRAPHICS STANDARDIZATION PROJECT

THIS AGREEMENT, is hereby made and entered into the ____ day of _______________, 2025, by and between the EASTERN MUNICIPAL WATER DISTRICT, ("EMWD"), and «CoName5» (“Consultant”). EMWD and Consultant may singularly be referred to as a “Party” or collectively be referred to as "Parties."

RECITALS

WHEREAS, Consultant responded to EMWD's Request for Proposal 3871, which is incorporated herein by reference.

WHEREAS, Consultant’s principal place of business is located at the following address:

«CoAddress6».

WHEREAS, EMWD’s principal place of business is located at the following address: 2270

TRUMBLE ROAD, PERRIS, CA 92570.

WHEREAS, EMWD desires to engage the services of Consultant to provide SCADA Graphics Standardization Services during the period covered by this Agreement.

WHEREAS, Consultant agrees to provide such services pursuant to this Agreement and has represented it possesses the necessary skills and qualifications to provide such services.

WHEREAS, Consultant declares Consultant is customarily engaged in an independently established business of the same nature as the services set forth herein and has complied with all federal, state, and local laws regarding business permits, licenses, and insurances of any kind required to carry out the said business and the tasks to be performed under this Agreement.

WHEREAS, Consultant declares that Consultant routinely offers Consultant’s nonexclusive services to the public or Consultant’s own customers or clients to perform the same or similar activities set forth herein.

NOW, THEREFORE, in consideration of the foregoing recitals and the mutual covenants contained herein, EMWD and Consultant agree as follows:

TERMS

I. INCORPORATION OF RECITALS

The Recitals and section titles set forth herein are incorporated herein and are an operative part of this Agreement.

II. SERVICES TO BE PERFORMED

The Consultant shall, in good workmanlike and professional manner, furnish the services as set forth in the proposal dated November 20, 2025, which is attached to this Agreement.

III. TIME FOR COMPLETION

Subsequent to the execution of this Agreement, EMWD shall issue a Notice to Proceed to Consultant defining the agreed upon start date and expected completion date (including time necessary for final inspection, report preparation, submittal or other deliverables) which shall not exceed June 30, 2026 unless mutually agreed upon in writing by and between EMWD and Consultant. This Agreement shall terminate upon completion of Consultant's services covered by this Agreement.

Time extensions may be granted to Consultant by written notice, as reasonable, for delays by reason of strikes, boycotts, accidents, weather, or other circumstances that Consultant could not have reasonably expected to foresee or provide for. Such schedule may also be revised as mutually agreed upon in writing by and between EMWD and Consultant.

IV. COMPENSATION

EMWD shall pay Consultant on a time and expense basis in accordance with the proposed pricing subject to a maximum payment of «TotalSumWords11» Dollars ($«TotalSumFigure12».00). This amount shall not be exceeded without prior written approval by EMWD.

Consultant shall submit monthly invoices for services rendered under this Agreement to:

Eastern Municipal Water District Attn: Finance Department

Post Office Box 8300 Perris, CA 92572-8300

Email: APUser@emwd.org

Invoices MUST identify the Agreement Number, Account Number, and Project Name (Title) as shown herein. Invoices must also include an invoice date and number, a brief description of the effort completed and the period in which services were rendered. Invoices shall include a breakdown of labor charges such as Consultant’s title, number of hours, billing rate, invoice total mailto:APUser@emwd.org and a definition for all abbreviations. Any invoice received without proper identification will be returned to Consultant. Approved invoices will be paid within thirty (30) days after receipt.

V. DATA AND SERVICES FURNISHED BY EMWD

EMWD shall provide Consultant with reasonably available information pertinent to the tasks to be performed by Consultant. Consultant shall apply reasonable caution in the interpretation and uses of EMWD furnished data and promptly advise EMWD of errors.

EMWD will work with and assist Consultant by providing or making available the following data and services:

A. Designate a contact person to act as the liaison of EMWD for work associated with each task. EMWD contact person is Jeramy Cook at Extension 6218.

B. EMWD historical and technical data, as required.

Consultant shall supply all other equipment, tools, materials, and supplies to accomplish the designated tasks.

VI. PREVAILING WAGES

N/A.

VII. STATUS OF CONSULTANT

Consultant shall perform the services provided for herein in Consultant's own way as an independent contractor and in pursuit of Consultant's independent calling. The Parties expressly intend that Consultant is an independent contractor and not an employee, agent, joint venture, or partner of EMWD. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and EMWD, or any employee or agent of Consultant. Consultant shall not be entitled to the rights or benefits afforded to EMWD’s employees, including disability or unemployment insurance, medical insurance, vacation pay, sick leave, retirement benefits, or any other employment benefit. No payroll or employment taxes of any kind shall be withheld or paid with respect to payments to Consultant. The payroll or employment taxes that are the subject of this paragraph include, but are not limited to, federal personal income tax, state personal income tax, state disability insurance, state unemployment insurance, social security, and medicare. Consultant is responsible for all applicable Social Security, federal, and State taxes required on payments made by EMWD. Except as EMWD may specify in writing, Consultant shall have no authority, expressed or implied, to act on behalf of EMWD in any capacity whatsoever as an agent. Consultant shall have no authority, expressed or implied, pursuant to this Agreement to bind EMWD to any obligation whatsoever.

To the extent that Consultant uses a retired annuitant to perform any work for EMWD, it will ensure full compliance with all restrictions and requirements contained in Government Code sections 7522.56, 21224, 21227, and 21229 concerning the employment of retired annuitants, including but not limited to the following:

A. That the work will be of limited duration;

B. That the individual will receive an hourly pay rate that is not less than the minimum or more than the maximum paid to other EMWD employees performing comparable duties as listed in EMWD’s publicly available pay schedule;

C. That the individual will not receive any benefit, incentive, compensation in lieu of benefits, or other form of compensation in addition to the hourly pay rate;

D. That the individual will not work more than 960 hours in a fiscal year for employment with all CalPERS employers combined; and

E. That the individual affirms that he/she has not received any unemployment insurance payments for prior retired annuitant work for any CalPERS employer within twelve (12) months prior to his/her appointment date. To the extent that Consultant fails to comply with any of the restrictions and requirements contained in the applicable statutes, Consultant agrees to hold EMWD harmless and to compensate it for any expenses or costs incurred as a result of said failure, including but not limited to any employer contributions, interest, and/or penalties associated with an individual’s required reinstatement into CalPERS.

VIII. INSURANCE

Consultant shall not begin work under this contract until Consultant has obtained all policies of Insurance required hereunder, nor shall Company allow any Subcontractor to begin work until all policies of insurance required by this contract have been obtained by the Subcontractor(s). It is the responsibility of Consultant to verify subcontractor compliance with EMWD insurance requirements.

Consultant shall, during the life of this contract, notify EMWD in writing of any incident, either under Consultant’s jurisdiction, or any of Consultant Subcontractor’s jurisdiction, that may result in Bodily Injury or Property Damage claim(s) or resultant settlements, which may affect the limits of EMWD required insurance coverage, as soon as is reasonable and practical.

The Consultant and each of Consultant’s Subcontractors shall maintain the following policies of “occurrence form” (where applicable) type insurance, with coverage and insurance companies acceptable to EMWD, at Consultant’s sole cost and expense at all times during the life of this contract, including the entire time of the Consultant’s guarantee. EMWD shall have the right at any time to request certificates of insurance from any and all Subcontractors to verify proper coverage and additional named insured requirements. Such requests shall be responded to within a reasonable period (48-72 Hrs.):

a. Workers’ Compensation and Employer’s Liability Insurance EMWD does not supply or obtain workers’ compensation insurance on account of Consultant or Consultant’s employees. Consultant shall cover its’ employees for workers’ compensation statutory benefits pursuant to California Labor Code Sections 2750.3 ab 3351, and Labor Code Section 3600. Consultant shall also carry Employer’s Liability insurance with a limit no less than $1,000,000 per accident for bodily injury or disease.

Consultant shall ensure and verify that all Consultant subcontractors similarly provide subcontractor’s employees with worker’s compensation statutory benefits and carry Employers Liability insurance in the amount described above.

Such policy shall contain an endorsement which specifically names Eastern Municipal Water EMWD or evidence that EMWD is provided coverage through a waiver of subrogation endorsement, which waives rights of subrogation against EMWD. Self-insured programs or PEO programs are not acceptable to EMWD.

b. Commercial Liability Insurance (CGL) Consultant shall obtain and maintain Commercial General Liability Insurance covering on an occurrence basis including products and completed operations, property damage, bodily injury, and personal and advertising injury liability in amounts not less than the following:

$2,000,000 Each Occurrence $4,000,000 General Aggregate

The policy is to be endorsed for the aggregate limit to apply to work performed under this contract.

Where excess liability insurance is used in connection with primary liability Insurance the combination of such must allow total limits of liability to be in amounts not less than the above specified amounts.

EMWD does not allow self-insured retention of more than $50,000.

c. Automobile Liability Insurance Consultant shall obtain and maintain Commercial Automobile Liability Insurance covering any auto, or if Contractor has no owned auto, covering hired and non-owned autos with limits in amounts not less than the following:

$1,000,000 Combined Single Limit (BI/PD) $1,000,000 Combined Single Limit Uninsured/Underinsured Liability

Such policy shall contain an endorsement which specifically names Eastern Municipal Water District as an Additional Insured (Blanket Coverage is not acceptable). Where excess liability insurance is used in connection with primary liability Insurance the combination of such must allow total limits of liability to be in amounts not less than the above specified amounts.

d. Professional Liability Insurance (Errors and Omissions) Contractor shall obtain and maintain Professional Liability Insurance appropriate for Contractor’s profession in amounts not less than the following:

$4,000,000 Per Claim and Annual Aggregate

e. Cyber Liability Consultant shall, at its own expense, secure and maintain for the term of this contract, Cyber Liability Insurance with limits of no less than $5,000,000 for each claim or event with an annual aggregate of $5,000,000 covering claims involving privacy violations, information theft, damage to or destruction of electronic information, intentional and/or unintentional release of private and/or confidential information, alteration of electronic information, extortion, and network security. The policy shall cover breach response cost as well as any regulatory fines and penalties.

EMWD does not allow self-insured insurance programs, Professional Employer Organization/Co-Employment Workers’ Compensation programs or self-insured retention in excess of $50,000. Any exceptions to this requirement must be noted as an “Exception” and submitted as such during the submittal process under Additions, Deletions and/or Exceptions form.

Each such policy of insurance shall:

1. Be accompanied by a Confirmation of Insurance (COI) document whereby EMWD’s name as the Certificate Holder shall read:

Eastern Municipal Water District 2270 Trumble Road / P.O. Box 8300 Perris, CA 92572-8300

2. Be produced by agent/brokers who are licensed to transact insurance business in the

State of California,

3. Be issued by an insurance Consultant that is:

a. Licensed by the State of California to write business in this state; and,

b. Rated no less than “A-, Class VIII” or better by the A.M. Best Consultant.

Any insurance Consultant which is strategically affiliated with a parent insurance

Consultant or insurance group must disclose the name of the parent Consultant or group in any certificate of insurance documentation provided to EMWD.

Non-admitted/Surplus Lines insurance companies (insurance companies not licensed in the State of California), may be acceptable to EMWD under certain conditions. Non-admitted insurance carriers providing any form of insurance coverage must be:

a. Domiciled in the United States; and

b. Listed as an approved insurance carrier on the California Department of Insurance

LASLI list; and,

c. Rated no less than “A-, Class VIII” or better by the A.M. Best Consultant.

EMWD reserves the right to disqualify any non-admitted insurer at any time without cause.

4. Name and list Eastern Municipal Water District as “Additional Insured,” by an endorsement executed by the insurance carrier (this requirement does not apply to Workers’ Compensation Insurance). Blanket “Additional Insured” coverage “where required by written contract or agreement” is not acceptable to EMWD and does not meet the expectation for “Endorsement by the Insurance Carrier.”

Such endorsement shall be ISO form CG 2010 (11/85ed) or its equivalent. Any equivalent shall include the CG 2037- completed operations in favor of EMWD.

EMWD’s name on the Additional Insured Endorsement by the Insurance Carrier shall read:

Eastern Municipal Water District 2270 Trumble Road / P.O. Box 8300 Perris, CA 92572-8300

5. Specify that it acts as primary insurance and that no insurance held or owned by the additional insured shall be called upon to cover a loss under said policy.

6. Not be canceled by the insurer until thirty (30) days after receipt by EMWD of a written notice of such cancellation, sent by registered letter.

7. Show evidence of renewal of an expiring policy once the insurance has been approved by EMWD. Prior approval must be obtained if the coverage or limits of the policy or the carrier has changed.

IX. INDEMNIFICATION

To the fullest extent permitted by law, Consultant shall fully indemnify, immediately defend, and hold harmless EMWD and its agents, officers, officials, and employees from and against any and all claims, demands, costs, causes of action, and liabilities that arise out of, pertain to, or relate to any active and/or passive negligent act or omission of Consultant or its agents or employees, or the recklessness or willful misconduct of Consultant or its agents or employees, including attorneys’ fees and court costs, to the extent arising out of or in connection with Consultant’s services performed under this Agreement, including, but not limited to, any liability incurred by EMWD based on Consultant’s failure to pay any or all necessary wages, compensation, remuneration, or State or federal taxes on or to its employees. This indemnification shall extend to claims occurring after this Agreement is terminated or expires as well as while it is in force. The indemnity provisions in this section shall not be limited by insurance requirements or by any other provision of this Agreement.

X. LICENSING

Consultant represents and declares to EMWD that it has all licenses, permits, qualifications, and approvals of whatever nature that is legally required to practice its profession. Consultant represents and warrants to EMWD that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement, any license, permit, or approval which is legally required for Consultant to practice its profession.

XI. STANDARD OF CARE

Consultant's services shall be performed in accordance with generally accepted professional practices and principles and in a manner consistent with the level of care and skill ordinarily exercised by members of the profession currently practicing under similar conditions.