25-RFP-26_SCADA_Support_Maintenance_Upgrade_and_Repair_Services_-_Solicitation.pdf

Request for Proposals

25-RFP-26

SCADA Support, Maintenance, Upgrade, and Repair Services

Proposal Release Date:

February 24, 2026

Virtual Pre-Proposal Meeting – Non-Mandatory

March 5, 2026 @11:00 AM

Deadline for Questions

March 17, 2026 @ 5:00 PM

Proposal Due Date:

March 31, 2026 @ 9:00 AM

Proposal Open Date:

March 31, 2026 @ 10:00 AM

Contact Information

Susan Ziegler, Procurement Agent III 120 Malabar Road SE

Palm Bay, FL 32907-3009 321-952-3424

SCADA Support, Maintenance, Upgrade, and Repair Services 25-RFP-26

TABLE OF CONTENTS

TABLE OF CONTENTS ________________________________________________________________ 2

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS __________________________________ 3

NOTICE TO PROPOSERS ______________________________________________________________ 5

STANDARD TERMS & CONDITIONS ___________________________________________________ 6

AGENCY OVERVIEW _________________________________________________________________ 12

BACKGROUND _______________________________________________________________________ 12

SCOPE OF WORK ____________________________________________________________________ 13

MINIMUM QUALIFICATIONS TO BE CONSIDERED (MUST PROVIDE PROOF IN

PROPOSALS) ________________________________________________________________________ 15

EVALUATION PROCEDURE __________________________________________________________ 17

SELECTION & AWARD PROCESS ____________________________________________________ 20

ADDITIONAL FORMS _________________________________________________________________ 22

PROPOSAL FORM ____________________________________________________________________ 23

NON-COLLUSION AFFIDAVIT ________________________________________________________ 24

DRUG FREE WORKPLACE PROGRAM _______________________________________________ 25

INSURANCE REQUIREMENTS ________________________________________________________ 26

HUMAN TRAFFICKING AFFIDAVIT ___________________________________________________ 28

DRAFT AGREEMENT _________________________________________________________________ 29

Attachment A: SCADA Software, Hardware & Standards Procedure

Attachment B: SCADA Master Plan

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS

This “Standardized Check List” has been provided to assist the Firm with the submission of their proposal package. This Check List cannot be construed as identifying all required submittal documents for this project. Firms remain responsible for reading the entire proposal document to ensure that they are in compliance.

The City, in its sole discretion, reserves the right to reject any and all proposals, to waive any and all formalities and reserves the right to disregard all nonconforming, non-responsive or incomplete proposals.

The City specifically reserves the absolute right to determine the seriousness of any Firm’s failure to specifically conform to the requirements of the proposal document. Firms cannot utilize the City’s determination of the seriousness of any specific non-conformance as a basis to protest the award of any proposal. Proposals may be considered subject to rejection if in the sole opinion of the City: there is a serious omission, unauthorized alteration of form, an unauthorized alternate proposal, incomplete or unbalanced unit price, or irregularities of any kind. The City may reject, as non-responsive, any or all Proposals where Firm fail to acknowledge receipt of Addenda as prescribed.

Proposal packages shall be submitted via the City of Palm Bay’s Bonfire website. Receipt of proposals will be officially closed after time and date identified herein. Proposals received after the specified time and date will not be accepted. The City will not be responsible for technical difficulties, internet connectivity issues, email server issues or any other delivery issues or delays.

Electronic copies will be considered late if the received day/date/time in the City of Palm Bay’s Bonfire website is after the time and date identified herein.

Checklist YES NO N/A

Electronic Proposal Submittal (sent via Bonfire)

REQUIRED FORMAT:

Title Page

Tab 1: Table of Contents

Tab 2: Introduction / Letter of Response

Tab 3: Qualifications and Experience

Tab 4: Personnel and Team Organization

Tab 5: Technical Response

Tab 6: Project Approach and Management

Tab 7: Proposal Form

Tab 8: Additional Forms

Non-Collusion Affidavit

Drug Free Workplace

Insurance Requirements

Human Trafficking

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

NOTICE TO PROPOSERS

Notice is hereby given that sealed Proposals in the form of an electronic PDF submittal for furnishing all labor, materials, and equipment for the following:

SCADA SUPPORT, MAINTENANCE, UPGRADE, AND REPAIR SERVICES

25-RFP-26

will be received electrically via the City of Palm Bay’s Bonfire website, no later than Tuesday, March 31, 2026, at 9:00 AM. Proposals received after the above time and date will not be accepted. Any uncertainty regarding the time a Proposal is received will be resolved against the Firm.

VIRTUAL PRE-PROPOSAL MEETING

A non-mandatory Pre-Proposal meeting will be held via Microsoft Teams on Thursday, March 5, 2026, at 11:00 AM. This pre-proposal meeting will allow the Firms the opportunity to bring forward any questions concerning this Request for Proposals. Interested parties may attend virtually via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 214 804 348 964 90

Passcode: Uy2K3uJ2

By Phone: Phone Number: 347-378-4680

Conference ID: 711 722 738#

DEADLINE FOR QUESTIONS

Questions are due to the procurement official no later than March 17, 2026, at 5:00 PM. Any questions submitted after will be answered at the discretion of the City.

PROPOSAL OPENING

Only the NAME of the firms who submitted a response to this Request for Proposals will be read aloud which will be conducted on Tuesday, March 31, 2026, at 10:00 AM. The location of the opening and reading will be the Procurement Department, Conference Room, 120 Malabar Road, SE, Suite 200, Palm Bay, FL 32907 or via Microsoft Teams. Interested parties may attend virtually via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 233 615 353 740 09

Passcode: gy26vt3x6

By Phone: Phone Number: 347-378-4680

Conference ID: 257 185 64#

The public record of the preliminary proposal results, as read at the public opening, can also be requested by calling 321-952-3424 or emailing procurement@palmbayfl.gov. To attend in person, interested parties should check in at the Information Desk in Building A to be escorted to this meeting.

Proposals will be received for the project as set forth in the requirements herein, and the award, if made, will be made to the highest ranked Firm whose proposals indicate the award will be in the best interest of the City of Palm Bay.

STANDARD TERMS & CONDITIONS

ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all Proposal submittals, and to accept the Submittal which best serves the interest of the City of Palm Bay.

ADDENDUM AND AMENDMENTS TO REQUEST FOR PROPOSALS - If it becomes necessary to revise or amend any part of this Request for Proposals, the City’s Procurement Department will furnish the revision by written Addendum through the City’s solicitation hosting software linked on the City’s website. Addenda information will be posted online at the City of Palm Bay’s Procurement website:

http://www.palmbayfl.gov/procurement. Firms are responsible to ensure they have received all addenda before submitting their proposal.

AWARD - Award will be made to the best responsive and responsible offeror(s) whose Proposal is determined by the City to be in the best interest of the City.

COMMITTEE MEETINGS & INFORMATION - The Notice of Committee Meetings will be posted within a reasonable time period (generally 72-hours) in advance of such meetings. Firms are responsible to check the following locations for updates on this RFP’s status: on the bulletin board located in the main lobby of the City Hall Building “B” at 120 Malabar Road SE, Palm Bay, FL 32907, at the City’s Web Page http://www.palmbayfl.gov/procurement.

Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 and s. 24(b) Art. I of the State Constitution.

CONFLICT OF INTEREST – The Firm certifies that this Proposal has not been arrived at collusively or otherwise in violation of federal, state, or local laws. The award of any Contract hereunder is subject to the provision of Chapter 112, Florida Statutes. Firms must disclose with their Submittal the name of any officer, director, partner, proprietor, associate, or agent which is also an officer or employees of the City or of its agencies. Firms must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Firm’s firm or any of its branches or affiliate companies.

DEVIATIONS - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise, items offered are expected to be in strict compliance with specifications and the successful Firm shall be held accordingly.

DISCRIMINATORY VENDOR LIST - An entity or affiliate placed on the Discriminatory Vendor List shall not submit a Proposal for a contract to provide goods or services to a public entity, shall not submit a Proposal on a contract with a public entity for the construction or repair of a public building or perform any public work, shall not submit Proposals for leases of real property to a public entity, shall not award or perform work as a Construction Manager, supplier, Subcontractor, or consultant under any contract with any public entity, and shall not transact business with any public entity (Section 287.134(3)(d), Florida Statute).

ECONOMY OF PREPARATION - The Proposal submittals should be prepared simply and economically, providing a straightforward, concise description of the Firm’s ability to fulfill the requirements of the RFP.

E-VERIFY - The awarded Proposer becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. Beginning July 1, 2023, private employers with 25 or more employees are required to use the E-Verify system for new employees. The public agency must verify, utilizing the E-Verify system, that the Proposer, and any Subcontractors have work authorization status of all new employees of the Proposer or Subcontractor. The public agency MAY NOT ENTER INTO A CONTRACT unless each party to the contract registers with and used the E-Verify system. Proposer must maintain affidavits from sub-Contractors as well. If a public agency, Proposer, or Subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated this requirement shall terminate the contract, and if a Subcontractor is the violator, the Firm must be ordered to terminate the Agreement. Proposer is liable for any additional costs incurred by a public agency as a result of the termination of a contract, and the Proposer may not be awarded a public contract for at least 1 year from the date of termination. Public Agency, Proposer or Subcontractor may file a cause of action with the court to challenge the suspension and requirement to pay costs within 20 calendar days after the date of contract termination.

EX PARTE COMMUNICATION - Ex Parte Communication means any oral or written communication relative to a solicitation, evaluation, award or contract controversy that occurs outside of an advertised public meeting or occurs with someone other than the Chief Procurement Officer, subject to the exclusions identified in Section 38.20 of the City of Palm Bay Code of Ordinance.

(A) Adherence to procedures which ensure fairness is essential to the maintenance of public confidence in the value and soundness of the important process of public procurement.

Therefore, any ex parte communication between a bidder, proposer, Firm or protestant (or its employees, agents or representatives) and the City (its members, employees, agents, legal counsel, Firm s, or representatives) during the selection process and award is strictly prohibited.

Ex Parte Communication is prohibited during the following periods:

(1) From the date of advertising of the solicitation through award of a contract; and

(2) From initiation of a protest of an award or contract through resolution for the parties involved in the protest.

(B) Exclusions: This requirement shall not prohibit:

(1) Pre-Bid and Pre-Proposal Meetings: Meetings called or requested by the Chief Procurement Officer and attended by bidders or proposers for the purpose of discussing a solicitation, evaluation or selection process including, but not limited to, substantive aspects of the solicitation document. Such meetings may include, but are not limited to, pre-bid or pre-proposal meetings, site visits to the City’s facilities or property, site visits to bidders’ or proposers’ facilities, interviews/negotiation sessions as part of the selection process, and presentations by proposers or submitting Firms. Such authorized meetings shall be limited to topics specified by the Chief Procurement Officer.

(2) Solicitation documents may provide for communications from bidders or proposers to designated Procurement Department staff or discussion at meetings called or requested by the City pursuant to this subsection.

(3) Addressing the City Council regarding non-procurement topics at public meetings.

(4) The filing and processing of a written protest to any proposed award to be made pursuant to the solicitation, evaluation, and selection process. Protest proceedings shall be limited to open public meetings, with no ex parte communications outside those meetings.

(5) Contacts by the City’s current firms but only in regard to:

a. any work being performed on City projects unrelated to the solicitation, or

b. any City projects under the prohibited ex parte communications for which the current Firms do not intend to submit a response or have not submitted a response to any solicitation documents for those projects.

(6) Communications between the Chief Procurement Officer or other City representatives and the bidder or Firm for routine matters arising from ongoing projects or contracts previously awarded.

(7) Contacts by bidders and proposers (actual or potential) and the City regarding other projects unrelated to the purchase for which the bidders or proposers (actual or potential) may intend to submit a response or have submitted a response to any competitive solicitation;

(8) Communications between the Chief Procurement Officer and bidders and/or proposers (actual or potential) for matters regarding pending purchases. Written questions shall be made to the named contact person.

(9) Addressing the City Council during the designated agenda item public comment portion of a meeting where the Council is considering award or permission to negotiate on solicitation that a bidder or proposer submitted on.

(10) Violation of this provision shall be grounds to: disqualify the violator from the award of the purchase, void any award to or contract with the violator, and/or temporarily suspend or permanently debar the violator from future contracts with the City.

INFORMALITIES - The City of Palm Bay reserves the right to both waive any informality in Proposals and to determine, in its sole discretion, whether or not informality is minor.

INFORMATION AND LITERATURE - Firms are to furnish all information and literature requested. Failure to do so may be cause for rejection.

INTERPRETATIONS - Any questions concerning conditions and specifications shall be directed to the designated Contract Administrator. Interpretations, that may affect the eventual outcome of this Proposal will be furnished in writing to all prospective Firms. No interpretation shall be considered binding unless provided in writing by the City of Palm Bay.

FIRMS’ EXPENSES - No out of scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that Firm may incur in preparing and submitting Proposals called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per diem; travel expenses; and the like, incurred by the Firm. The City will not be liable for any costs incurred by the Firm in connection with any interviews/presentations (i.e., travel, accommodations, etc.).

PAYMENT - Upon acceptance of work by using department of the City, employees and others, the City shall make payment to the Consultant in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes.

The City reserves the right, with justification, to partially pay any invoice submitted by the Consultant when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Palm Bay, 120 Malabar Road, SE, Palm Bay, FL 32907.

PUBLIC ENTITY CRIMES – By submission of response to the City’s Request for Proposal on this project, Firm acknowledges and agrees to the following: A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals for leases of real property to a public entity, may not be awarded or perform work as a Successful Firm, supplier, Subcontractor , or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List (Section 287.133, Florida Statutes).

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING - Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer.

Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

PUBLIC RECORDS - Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and 24(a) Article I of the State constitution until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, proposals, or final replies, whichever is earlier.

Certain exemptions to the public records law are statutorily provided for in Section 119.07, Florida Statutes.

If the Firm believes any of the information contained in his or her response is exempt from disclosure, then the Firm, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records once that information is determined to be available.

If an agency rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from Section 119.07(1) and Section 24(a) of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation, or until the agency withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12-months after the initial agency notice rejecting all bids, proposals or replies.

The City is a public agency subject to Chapter 119, Florida Statutes. The CONSULTANT shall comply with Florida’s Public Records law. Specifically, the CONSULTANT shall:

1. Keep and maintain public records required by the public agency to perform the service.

2. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Firm does not transfer the records to the public agency.

4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Firm or keep and maintain public records required by the public agency to perform the service. If the Firm transfers all public records to the public agency upon completion of the contract, the Firm shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Firm keeps and maintains public records upon completion of the contract, the Firm shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

The failure of the CONSULTANT to comply with the provisions set forth in this section shall constitute a material breach of Agreement and shall be cause for immediate termination of the Agreement.

If the CONSULTANT has questions regarding the application of

Chapter 119 Florida Statutes, to the CONSULTANT duty to provide public records relating to this contract, contact the custodian of public records at the City of Palm Bay Procurement Department, 120 Malabar

Road SE, Palm Bay, Suite 200, Florida 32907; 321-952-3424 or procurement@palmbayfl.gov.

PROPOSAL ACKNOWLEDGE - By submitting a proposal, the proposer certifies that he/she has full knowledge of the scope, nature, and quality of work to be performed.

RECOMMENDATION OF AWARD INFORMATION - The Notice of Consideration for Award for Proposal will be posted at least five (5) business days in advance of such award. Firms are responsible to check the City’s Web Page http://www.palmbayfl.gov/procurement. Firms who do not have Internet access may request documentation by contacting the Procurement Department.

REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION - The Firm shall furnish such additional information/clarification as the City may reasonably require. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the proposer as it deems appropriate, including but not limited to, a background investigation of service personnel.

REQUEST FOR MODIFICATION - The City reserves the right to negotiate a final agreement with the top-ranked Firm to more fully meet the needs of the City. Should the City be unable to negotiate a satisfactory contract with any of the selected Firms, the City will select additional Firms in the order of their competence and qualification and continue negotiations in accordance with Section 287.055, Florida Statutes.

RESPONSIBLE FIRM - A Firm, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

RESPONSIVE FIRM - A Firm, business entity or individual who has submitted a bid, proposal or submittal that fully conforms in all material respects to the IFB/RFP/RFQ and all of its requirements, including all form and substance.

SCRUTINIZED COMPANY LIST – STATE OF FLORIDA REQUIREMENT -Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

The list of “Scrutinized Companies” is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of “Scrutinized Companies” can be found at the following link:

https://www.sbafla.com/reporting/global-governance-mandates/.

The company representative authorized to sign on behalf of the bidder, hereby CERTIFIES that the company identified as the Respondent is not listed on either the Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria.

Authorized representative understands that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent company to civil penalties, attorney’s fees, and/or costs.

Bidder/proposer understands and agrees that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

TAX EXEMPTIONS - The City of Palm Bay is tax-exempt. The City of Palm Bay’s tax-exempt number is 85-8012646361C-4.

TERM - The period of this Agreement shall be for twelve (12) months. This Agreement may, by mutual written assent of the parties, be extended for four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

TIME FOR CONSIDERATIONS – Proposals will be irrevocable after the time and date set for the opening of Proposals and for a period of ninety (90) days thereafter.

TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City’s agreement, any subsequently claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.01).

AGENCY OVERVIEW

The City of Palm Bay, incorporated January 16, 1960, is a political subdivision of the State of Florida.

The legislative branch of the City is composed of five elected Council Members, one of which is the Mayor. The City Manager is responsible for the execution of Council’s established and adopted policy.

The City, with an estimated population of 146,000 residents, is the largest incorporated area in Brevard County.

(Please visit our official web site, https://www.palmbayfl.gov)

The City of Palm Bay is approximately 88 square miles, and the Utilities Department operates the City’s water and wastewater treatment systems that cover approximately 40 square miles. The Department operates two utilities campuses with a total of four water treatment plants (including one Aquifer Storage and Recovery well). The Department also operates a wastewater and two water reclamation plants.

BACKGROUND

The City of Palm Bay is accepting qualification submittals from individuals and firms who desire to provide Supervisory Control and Data Acquisition (SCADA) software and technical support services for the City’s Utilities Department facilities listed below:

North Regional Treatment Campus

4.0 MGD Wastewater Treatment Plant

1.2 MGD Water Reclamation Facility

10.0 MGD Lime Softening Water Treatment Plant

3.3 MGD Reverse Osmosis Water Treatment Plant (currently under design) Deep Injection Well Facility Multiple Raw Water Wells

South Regional Treatment Campus

6.0 MGD South Regional Water Treatment Plant

o An expansion from 6 MGD to 8.34 MGD is expected to be completed by the end of 2026.

1.0 MGD South Regional Water Reclamation Facility

o This facility is under construction and is expected to be completed by the end of 2026.

o Deep Injection Well Facility o Multiple Raw Water Wells

Remote Facilities 120+ Sanitary Lift Stations. At this time, 16 Lift Stations are monitored and controlled with Data

Flow Systems (DFS) Software. The DFS system is not currently integrated with the iFIX software.

1 Water Re-Pump Station 1 Aquifer Storage & Recovery Well Station Multiple Raw Water Wells Remote Water Quality Stations

All the facilities are monitored via computer screen applications located at each Treatment Campus. The City currently has 4 primary nodes, 2 secondary nodes, 4 view nodes, 2 terminal servers and 1 historian server.

The SCADA system evolved over the years and the result was a system of mixed hardware, software, applications and protocols. Currently, the Utilities Department utilizes iFIX (V5.8) but has plans to migrate to VT SCADA. This will include updating hardware and software to accommodate VT Scada and will be phased in over the next several fiscal years. The intended result will be a SCADA system that is consistent and uniform throughout the system.

Below are related documents to the Utilities Departments SCADA system. The Contractor shall review, update, and maintain Attachment A (SCADA Software, Hardware & Standards Procedures) and Attachment B (SCADA Master Plan) as part of the scope of services under this Agreement.

Attachment A: SCADA Software, Hardware & Standards Procedures Attachment B: SCADA Master Plan City of Palm Bay Utilities Department Policies, Procedures, and Standards Handbook https://cityofpalmbayfl.sharepoint.com/:b:/s/external/ut/ETsK7aMw6PZNpxIIPoPs1DsBZMqVyo9t 0EbP0tAvatNH2A?e=yQ8Dmg

SCOPE OF WORK

The City of Palm Bay is requesting proposals from qualified contractors for on-going SCADA support, maintenance, upgrade and repair services. No commitments for future purchases for this or any other project are implied and responding proposers should not infer any such intentions by the City.

1. The City of Palm Bay is requesting proposals from qualified contractors for the maintenance, repair, and upgrades to the SCADA systems located throughout the City. This is to say that the Contractor shall be performing design and construction of needed upgrades or Design-Build delivery.

If Design-Build services are authorized under this Agreement the Contractor shall be responsible for developing a comprehensive SCADA performance standard as part of the project tasking.

The performance standard shall define system functionality, reliability, redundancy, and hardware components consistent with City standards and industry best practices. The proposed performance standard shall be submitted to the City for review and approval prior to commencement of final design activities.

2. This RFP is intended to provide support services to the existing equipment and implement new projects with either the same manufacturer including its subsidiaries and newer versions of upgrades that will follow or others as required for upgrades / conversion to VT SCADA.

3. The contractor shall be skilled and knowledgeable in the application of automated process control elements and systems as may be found in the water and wastewater industry. The contractor shall work closely with the Utilities Department staff and must be diversified enough to deliver a wide array of anticipated services including, but not limited to:

Possessing staff knowledgeable in all areas of iFIX / VT SCADA software packages and upgrades, including programming, troubleshooting software issues and making recommendations for upgrades.

Correcting operational problems with the existing and/or future telemetry-based SCADA.

Retrofitting portions of conventional analog-based or hard-wired control systems currently in place to interface with the SCADA system.

Designing and expanding the existing and/or future SCADA system to include monitoring and control of additional equipment.

Maintaining existing system to include preventive and corrective maintenance of the hardware and software components of the system in accordance with manufacturers’ recommendations and at the direction of the City.

Standardizing SCADA Programmable Logic Controllers (PLCs) and Remote Terminal/Telemetry Units RTUs;

System integration; to include SCADA, GIS and CityWorks (ESRI), remote viewing, alarms/alerts callouts.

Perform rehabilitation, modifications and any necessary upgrades to the SCADA system.

Prepare reports on modifications and necessary upgrades; to include annual vulnerability assessments.

Troubleshooting the overall system’s operation to determine causes of poor or improper operation.

Training City staff in the technical operation of equipment as well as software configuration and user training.

Assist in creating a SCADA Software & Hardware Disaster Recovery Plan.

Perform periodic system backups and provide city with most recent copy.

Acquire and distribute necessary licenses, hardware, and software to create redundancy in critical areas.

Implementing and maintaining Operational Technology (OT) security controls and protocols.

4. The Contractor shall work collaboratively with the City’s Utilities and Information Technology (IT) staff to identify, evaluate, and recommend any alterations, upgrades, or additions to the existing IT infrastructure required to support SCADA operations, maintenance, upgrades, or system migration activities. Any proposed changes to the City’s IT infrastructure shall be subject to review and approval by the City. The Contractor shall not implement or cause to be implemented any alterations or additions to the IT infrastructure without such approval. Please direct all inquiries to the IT Helpdesk at (321-952-3475).

HOURS OF WORK

1. Normal business hours are between the hours of 7:00 am – 5:30 pm Monday through Friday. Under normal circumstances no work may be performed on holidays, weekends, or after normal business hours without prior authorization by the City.

2. The Contractor shall coordinate secure remote access with the City’s IT Department to facilitate rapid emergency response and minimize on-site travel time.

3. Holidays are defined as City observed holidays, including:

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

Martin Luther King Jr. Birthday President’s Day Memorial Day Independence Day Labor Day

AVAILABILITY

Routine Work

1. The contractor shall provide the City with a primary SCADA System Technician and a backup SCADA System Technician; to include contact name, cell phone number, and email; and shall respond within twenty-four (24) hours from the time of notification to the Contractor by the designated City Representative. If the Contractor’s SCADA System Technician contact person should change, the Contractor shall provide the City, in writing, an updated contact name and information within 5 days of the change.

2. Contractor shall replace the SCADA System Technician at the City’s request:

Within 30 days upon notification by the City for technical or competency issues.

Immediately upon notification by City of violation of security, safety or any City policies as determined by the Utilities Director.

Contractor shall provide an immediate, temporary replacement SCADA System Technician concurrently with dismissal of a SCADA System Technician for causes above, pending a suitable permanent replacement.

Emergency Response

1. The Contractor shall provide an emergency contact list and shall respond with acknowledgement within 30-minutes, a remote response within one-hour, and, on-site within four (4) hours from the time of notification to the Contractor by the designated City Representative of any service/trouble call.

2. Repeated failure to meet response time requirements may constitute a material breach of contract and grounds for termination.

MINIMUM QUALIFICATIONS TO BE CONSIDERED (MUST PROVIDE PROOF IN PROPOSALS)

1. The Contractor shall have expert knowledge and experience with programming and integrating equipment in the water and wastewater industry and be at a minimum a Rockwell Automation Gold Level Systems Integrator with a preference for Rockwell Automation Platinum Level Systems Integrator status.

2. The Contractor shall have expert knowledge with iFix SCADA, and historical software by GE.

3. The Contractor shall be an Advanced Certified Partner Systems Integrator with VTScada.

4. Employ at minimum (1) full-time licensed Professional Control Engineer (P.E.) who shall supervise all design/engineering work, software development, and PLC programming with a preference for employing 2 or more.

5. Shall be CSIA Certified.

PROTECTION OF PROPERTY / SYSTEMS

1. The Contractor shall return the site to its original condition, unless otherwise stated by the Project Manager, when completing any work on City property. This will include all radio communications, fiber optic work and field repairs.

2. At no time, will the Contractor leave the SCADA system out of commission. Before leaving the site, all systems and functions shall be returned to operating status, if feasible.

WARRANTY

The Contractor agrees that, unless otherwise specified, the supplies and/or services furnished under this proposal shall be covered by the most favorable commercial warranty the Contractor gives to any customer for comparable quantities of such supplies and/or services and that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the City of Palm Bay by any other provisions of this Proposal.

MATERIAL COSTS

Materials shall be furnished by the Contractor on a cost-plus markup, calculated as a percentage rate, not to exceed fifteen percent (15%). Materials provided by the Contractor shall be billed to the City on the actual prices paid by the Contractor for materials plus the percentage mark-up. Copies of invoices for materials received by the Contractor will be submitted with each invoice. Markup will only apply to the materials; it will not apply to taxes, shipping/freight, tariffs, or other miscellaneous charges.

The City reserves the right to purchase materials, as an Owner Direct Purchase (ODP).

LABOR COSTS

1. Labor provided by the Contractor shall be billed to the City based on the hourly rate bid for labor.

2. The hourly rate bid shall include full compensation for labor, equipment use, travel time and any other costs. The rate is straight time for all labor except as otherwise noted herein.

3. The hourly rate paid to the successful Contractor shall start upon arrival at the job site and end upon departure from the site. Any travel time expenses shall be borne by the Contractor and will not be reimbursed by the City. No minimum billing increments shall apply unless otherwise approved in writing by the City.

GENERAL

The Successful Proposer will appoint one of their employees as the key contact for approval by the City’s Project Manager.

The selected Proposer will submit a written proposal for each SCADA project requested by the City.

This proposal shall be approved by the designated City representative before project starts. Work shall not begin without Contractor receipt of an approved Purchase Order issued by the City of Palm Bay.

It is the City’s belief that the service required is adequately described herein. Therefore, any negotiated contract, which may result from this RFP, will include the entire effort required of the proposer to provide the service described.

EVALUATION CRITERIA

EVALUATION PROCEDURE

All proposals will be subject to a review and evaluation process. It is the intent of the City that all proposers responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible proposals received in its evaluation and award process.

Proposals shall include all of the information solicited in this RFP which are pertinent to the understanding and evaluating of the proposal. Proposers will provide their best price and cost analysis and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

An adjective-based scoring system shall be applied to the non-price factors throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews (if requested). A score of 0 is the least favorable and a score of 5 is the most favorable in all sections. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

The Firm’s response will be scored by Committee members in accordance with the following scale:

0= No information provided for the specific criteria. Firm failed to address the criteria. No documentation was provided.

1= “Poor”: Proposal is lacking or inadequate in most basic requirements for the specific criteria.

2= “Below Average”: Proposals meets many of the basic requirements for the specific criteria but is lacking in some essential aspects.

3= “Average”: Proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

4= “Above Average”: Proposal more than adequately meets the minimum requirements of the specific criteria and exceeds those requirements in some aspects.

5 = “Excellent”: Proposal exceeds the minimum requirements in most aspects of the specific criteria.

NOTE: The Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 5 X’s weighted value of 10 = Maximum of 50-Points).

Proposers submitting the required criteria will have their proposals evaluated by an evaluation committee and scored for the non-price factors to include technical response, qualifications, and experience.

Weights for cost will not be assigned by the evaluation committee.

During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. This request for clarification may be performed by the City in a written format, or through scheduled oral interviews. Such clarification request will provide proposers with an opportunity to answer any questions the City may have on a proposer’s submittal. After written clarification is completed, the Committee members will have an opportunity to revise their individual scores for the non-price factors.

PROPOSAL SUBMITTALS & CRITERIA

Firms shall include the following information in their response document.

Submit packages in the format outlined below.

Sections should be tabbed and labeled; pages should be sequentially numbered at the bottom of the page.

Submittals should be concise and provide only the information requested. Additional data will not be considered.

Title Page: (non-scored) Title Page shall show the proposal’s subject, title and RFP number; the firm's name; the name, address, email address and telephone number of a contact person; and the date of the submittal.

Tab 1 – Table of Contents: (Non-scored) The Table of Contents shall provide listing of all major topics, their associated section number, and starting page.

Tab 2 – Introduction / Letter of Response: (Non-scored) The response shall contain a cover letter by a person who is authorized to commit the firm to perform the work included in the Proposal submittal and shall identify all materials and enclosures being forwarded in response to the RFP. The letter shall also provide a brief description of the firm’s ability to meet the requirements of the RFP, to include a statement that they are financially capable of performing the scope of work required for this project and provide a brief discussion about firm’s business history in the marketplace.

Tab 3 – Qualifications and Experience: (maximum 5 x 4 = maximum 20 points)

Provide a history of the company’s background, knowledge level, and experience; include number of years in the industry, providing SCADA services, especially as it relates to iFix and SCADA programming and design.

Include a client list for work completed in the previous five years, to include contact name, years of service, role, total contract value.

From the above client list, select three (3) to use as references. Use form on page 23. (NOTE:

The City may, at its sole discretion, require a complete list of customers from proposer(s) being considered for award.) At the discretion of the Evaluation Team, the Procurement Chairman may request and tabulate written references and make a report to the Team or assign a Team member to do so. Reference checks are typically completed on the short-listed firms only;

however, the City reserves the right to expand reference checks to other firms or during other phases of the evaluation process. Consideration of responses received from reference checks may be given during the final selection process.

From the above client list, provide company’s experience in providing SCADA upgrades for municipal applications. Identify a minimum of 1 project that was a design-build delivery within the last 3 years. Note: the City may not be used as a reference.

Should the City have on-hand Vendor Performance Evaluation forms (PROC-VP-001) for any of the proposers, they may be utilized in the evaluation of this criteria section.

Tab 4 – Personnel and Team Organization: (maximum 5 x 4 = maximum 20 points)

Provide the total number of staff in company.

Provide an organization chart noting key personnel, project management structure, field staff, etc.

Identify the key contact for the city.

Identify and provide the resume for the Project Manager, one page maximum.

Identify and provide the resume for the Software Engineer, one page maximum.

List the name, title, position and project duties of those additional persons who will provide support for this contract. For each, include a summary resume that demonstrates the person’s knowledge and understanding of the services to be performed, especially as it relates to iFix and

SCADA:

o How long has individual been employed by the firm;

o What will the individual’s role be;

o How many years of relevant experience does the individual have;

o What is the availability of the individual to devote time to the City;

o Applicable licenses and training certifications

Discuss how location of the firm and staff will impact the ability to deliver services to the City.

Operational plan – demonstrate the firm’s ability to manage tasks simultaneously and expeditiously and to resolve conflict and concerns as well as handle multiple contractual obligations.

Tab 5 - Technical Response: (maximum 5 x 5 = maximum 25 points) Discuss response times (for both routine and emergency calls). Discuss escalation protocol or dispatch protocol, and methodology for response i.e. online/phone/remote/in-person, etc.

Provide a narrative describing experience specific to iFix and VT Scada software, such as familiarity with the evolution of the software over multiple versions, how you stay abreast of software changes, etc.

Describe the cybersecurity governance model, control framework alignment, and monitoring practices used to secure operational technology environments of similar scale and criticality, including methods for threat detection, vulnerability management, access control, and incident response coordination.

Describe the architectural approach used to isolate operational technology environments from enterprise networks, including remote system access governance, authentication controls, monitoring, and logging practices.

Describe your approach to developing a Disaster Recovery Plan.

Discuss your approach to training of City staff on the software.

Briefly address your internal training processes i.e. safety, software certifications, security.

Briefly discuss your Preventative…