REQUEST FOR PROPOSALS

FOR

DOWNTOWN WATER PLANT FILTER HARDWARE

RENOVATION AND SCADA INTEGRATION

RFP NO. 26-009

SEPTEMBER 2026

TABLE OF CONTENTS

Request for Proposals Notice

Project Information

Evaluation and Selection

Communication

Submitting a Response

General Requirements and Instructions

Submittal Response Checklist

Respondent Questionnaire

Conflict of Interest Questionnaire

RFP No. 26-009

REQUEST FOR PROPOSALS (RFP) NOTICE

Sealed Proposals will be received by Harlingen Waterworks System (HWWS) at the office of the Purchasing Manager September 29, 2026 until 2:00 PM (Deadline) for:

DOWNTOWN WATER PLANT FILTER HARDWARE RENOVATION AND SCADA

INTEGRATION

Solicitation No.: 26-009

The RFP documents may be downloaded from HWWS’s website (www.hwws.com). Proposals received after the deadline will not be considered.

HWWS reserves the right to reject any or all responses, to waive any or all formalities or technicalities, and to negotiate and enter into a contract with any, all, or none of the respondents, and to continue to contract with such firm(s) beyond the scope of initial contract(s) entered into as a result of this RFP.

PROJECT INFORMATION

Objective

HWWS is looking for vendors to provide a replacement of the Downtown Water Plant filter controls and integrate the eight filters into the existing (4) podiums and to HWWS VTScada system. Work includes hardware, programming, communications, testing, training, and documentation required for a complete operating system. The current control system in place is "Filter Magic" — the new system must duplicate its existing, approved filter operation unless HWWS approves changes.

1.01 Scope of Services

• One (1) Master Control Panel with Master PLC or equivalent control platform.

• New PLC/control hardware and required I/O for four (4) existing filter podiums.

• Replace all existing industrial Ethernet switches and all existing 24 VDC power supplies/modules in each of the four filter podiums. These items are required base-bid replacements. Replace other communications hardware where needed for compatibility and reliability.

• Verify the existing Filter Magic PLC program logic for all eight filters before fabrication or programming begins

• VTScada graphics, controls, alarms, history, trends, reporting, security, backups, and required licensing.

• Local filter control that remains available without the VTScada server or supervisory communications.

• FAT, SAT, commissioning, operator/maintenance training, and final as-built/software documentation.

1.02 GENERAL REQUIREMENTS

• Equipment shall meet the required functions and performance unless HWWS identifies an approved standard by addendum.

• Before fabrication or programming, verify existing I/O, wiring, panel space, power, communications, device compatibility, and filter operation.

• Include minor hardware, programming, and installation items normally required for a complete working system even if not listed separately.

• Do not change existing filter sequences, interlocks, permissive, timing, or safety operation without HWWS approval.

• Price the I/O and functions needed to duplicate existing operation based on the bid documents, available records, and observable field conditions. List material assumptions, exclusions, or allowances in the bid.

1.03 SUBMITTALS AND COORDINATION

• Submit project/cutover plan, bill of materials, panel and wiring drawings, network architecture, PLC/I/O architecture, addressing plan, and spare-capacity calculation.

• Submit a control narrative covering normal operation, backwash, local operation, loss of Master PLC/VTScada communications, shared equipment, alarms, fail conditions, and recovery. Base it on verified existing operation and HWWS direction.

• Submit VTScada screen list/mockups, alarm and historian/tag lists, FAT/SAT procedures with acceptance criteria, training plan, and final document index.

• Use personnel experienced with industrial PLCs, water-treatment controls, industrial Ethernet, and VTScada. Coordinate outages and do not disable multiple filters or critical treatment functions without written HWWS approval.

PART 2 - PRODUCTS

2.01 GENERAL HARDWARE

• Provide new, current-production industrial components suitable for continuous water-treatment service. Panel components shall be UL Listed or Recognized as applicable.

• Use 24 VDC control power where practical. Provide industrial power supplies, surge/transient protection, and required protective devices.

• Provide at least 20% spare panel space and 20% spare PLC I/O capacity unless

HWWS accepts an existing enclosure limitation.

2.02 MASTER CONTROL PANEL

• The Master PLC shall communicate with all eight filter PLCs and VTScada and coordinate shared equipment and functions involving more than one filter.

• Each filter PLC shall run its own filter sequence, valve logic, local permissive/interlocks, alarms, and local operator control. Loss of the Master PLC or VTScada communications shall not by itself stop a filter that can otherwise operate safely.

• Provide required Ethernet switching, power supplies, terminal blocks, protection, labeling, and interfaces.

• Shared backwash equipment shall be interlocked to prevent conflicting operations. The control narrative shall define what happens to an active or requested backwash during loss of the Master PLC or supervisory communications.

2.03 FILTER CONTROL PODIUMS

• Replace the existing PLC/control hardware identified for replacement, all existing

Ethernet switches, and all existing 24 VDC power supplies/modules in each filter podium.

• Reuse existing wiring and field devices only if serviceable, correctly identified, and compatible. Permanently label reused and new wiring, terminals, modules, network ports, and devices to match the as-builts.

2.04 MINIMUM I/O

Field-verify all points and include all signals needed to duplicate existing approved filter operation.

Signal Type Minimum Scope Digital Inputs Influent, effluent, air scour, drain, and wash valve open/closed status.

Digital Outputs Open/close commands for influent, effluent, air scour, drain, and wash valves.

Analog Inputs Filter turbidity, level, flow, and loss of head.

Additional Required interlocks, permissive, status, alarms, selector states, analog signals, and commands found during field verification or required by the approved sequence.

2.05 COMMUNICATIONS AND NETWORKING

• Use industrial Ethernet. Support Modbus TCP where required for existing or approved devices.

• Each filter PLC shall continue approved automatic/local operation during loss of communications to VTScada and/or the Master PLC when required local signals and safety interlocks remain available.

• Communications loss shall not cause uncontrolled outputs or unsafe operation. On restoration, controllers shall resynchronize without a power cycle; restart or command reissue shall follow the approved sequence.

2.06 VTSCADA AND LOCAL CONTROL

• Integrate overview and individual filter controls, process values, valve/equipment status, alarms, trends, reports, diagnostics, security, backups, and required licenses into the existing HWWS VTScada system.

• Use HWWS-approved tag names, graphics, alarm priorities, engineering units, and security practices.

• Local control shall show operating mode, active alarms/interlocks, essential process values, and equipment status and shall not depend on the VTScada server, Thin Client session, or supervisory network for essential filter control.

• Document Local, Remote, Manual, and Automatic functions. Changing control authority shall not cause unintended equipment movement or sequence start.

2.07 SOFTWARE, LICENSES, AND OWNERSHIP

• Deliver editable/native PLC and VTScada project files, source code, device configurations, drawings, databases/tag lists, and owner-use credentials required for HWWS maintenance.

• Register project licenses to HWWS where permitted and identify recurring subscription, support, or license costs in the bid.

• Do not install permanent vendor remote access, cloud connections, cellular gateways, remote-support appliances, or VPN access without written HWWS approval.

Approved remote access shall remain under HWWS control.

PART 3 - EXECUTION

3.01 FIELD VERIFICATION AND CUTOVER

• Submit a field verified I/O list and discrepancy log before affected fabrication/programming. Back up accessible PLC, HMI/SCADA, and related device configurations before changes and provide copies to HWWS.

• Provide a cutover plan showing sequence, expected outages, rollback steps, temporary controls if needed, and responsible personnel. Coordinate outages with HWWS and maintain treatment capability to the greatest extent practical.

• Do not permanently remove an existing control or function until its replacement has been tested and accepted for cutover. Maintain the ability to restore the last working configuration until final transition is authorized.

3.02 PROGRAMMING

• Provide all PLC programming, communications setup, and VTScada integration required by this specification. Use organized, documented code and descriptive tags/routines.

• Minimize hard-coded process values. Identify operator setpoints, apply reasonable limits, and protect them with user security.

• Failed, bad-quality, or stale signals used for interlocks/permissive shall produce the documented safe response and shall not satisfy a safety or process permissive unless HWWS approves that behavior.

3.03 SITE ACCEPTANCE TESTING

Perform SAT after installation using actual field devices and communications paths unless HWWS approves simulation. SAT shall include:

• Point-to-point I/O checks and analog scaling verification.

• Operation of each filter through approved modes/sequences, including backwash;

verification of interlocks, permissive, alarms, command/status discrepancies, and fail conditions.

• Loss/restoration of communications between each filter PLC, Master PLC, and VTScada. Test network dependent local I/O/instrument/equipment failures separately as required by the sequence.

• VTScada graphics, alarms, history, trends, reports, security, backup/restore, and operator control; verification that final PLC/VTScada files match the installed system.

• Correct and retest all SAT deficiencies before final acceptance.

3.04 TRAINING AND DOCUMENTATION

• Train operators on normal/local/remote operation, alarms, communications loss, troubleshooting, and common recovery steps. Train maintenance staff on hardware, PLC and VTScada backup/restore, software navigation, network/device diagnostics, and component replacement.

• Provide electronic training materials; native PLC/VTScada files; final I/O/tag lists;

control narrative; network/addressing documentation; electrical/panel/wiring drawings;

O&M manuals; as-builts; final bill of materials and recommended spares; FAT/SAT records; and backup/restore instructions.

3.05 FINAL ACCEPTANCE AND WARRANTY

Final acceptance requires successful SAT, correction of punch-list/commissioning deficiencies, required training, and delivery of final documentation and source files.

Provide a minimum one-year warranty from final acceptance covering equipment, programming, workmanship, and system integration unless the Contract Documents state otherwise.

APPENDIX A - BIDDER RESPONSE / SCOPE CONFIRMATION

List all exceptions, assumptions, substitutions, exclusions, and recurring costs in the proposal.

Item Bidder Shall State Response / Exception PLC/control platform Manufacturer/model, programming software/licenses, and Master/filter PLC responsibilities.

Master panel / filter podiums

Included hardware; confirm replacement of all podium Ethernet switches and all 24 VDC power supplies/modules; enclosure and field-wiring work.

Local control Local interface and functions available without VTScada/Master communications; confirm no Thin Client dependency.

Network / VTScada Switches/interfaces, protocols/addressing, network dependent I/O, graphics/tags/alarms/history/security, backups, and license impacts.

FAT/SAT / cutover Test location/witness provisions, simulation method, planned outages, rollback method, and temporary controls.

Training / ownership Training sessions/materials; delivery of native source/configuration files and owner-use credentials.

Recurring costs / exceptions All recurring fees and all deviations from this specification.

END OF SECTION

Estimated Timeline Respondents should have an experienced staff and a workload reasonably free from conflicts to provide services and produce documents in a timely manner. The following initial project timeline is anticipated:

RFP Submittal Deadline ................................ September 29, 2026 at 2:00 PM Pre-Submittal Conference ............................. September 17, 2026 at 2:00 PM Respondent Selection ..................................... September 2026 Contract Negotiation ..................................... October 2026 Board Award of Contract .............................. October 28, 2026 Advertisements for Bid ................................. September 6 and 13, 2026

Respondents must have the demonstrated ability, experience, and availability to fully satisfy HWWS’s objectives for the project on time with a high standard of quality.

EVALUATION AND SELECTION

Evaluation Criteria and Scoring After the deadline for receipt of Proposal, an Evaluation Committee will review and consider all responsive Proposals and other experience and reference information that may be or become known to the Committee. The Committee will evaluate and numerically score each respondent firm in accordance with the criteria listed below, assigning points up to the maximum indicated. A respondent’s failure to provide information necessary to assign a score for a given criterion will result in no points being awarded for that criterion.

1. Project Team, Qualifications, and Resumes

2. Relevant Water Treatment PLC/SCADA Project Experience

3. Understanding of the Project and Technical Approach

4. Availability, Project Schedule, and Cutover Approach

5. References and Past Performance

6. Hardware Compliance with Technical Requirements and Proposed Exceptions

MAXIMUM TOTAL 100

Scoring Considerations

1. Project Team, Qualifications, and Resumes (15 Points)

Qualifications, relevant experience, certifications, and demonstrated capability of the personnel assigned to the project, particularly experience with municipal water treatment controls, industrial PLC systems, industrial Ethernet, and VTScada.

2. Relevant Water Treatment PLC/SCADA Project Experience (25 Points) Demonstrated successful experience completing projects of similar scope and complexity, including water-treatment filter controls, PLC modernization, SCADA integration, live plant cutovers, commissioning, and startup.

3. Understanding of the Project and Proposed Technical Approach (30 Points) Demonstrated understanding of the existing filter-control environment, required field verification, preservation of approved filter sequences and interlocks, proposed control architecture, communications, programming, testing, VTScada integration, and methods for maintaining safe filter operation during failures or transitions.

4. Availability, Project Schedule, and Cutover Approach (15 Points) Ability to provide qualified personnel when needed, meet the proposed project schedule, coordinate outages, maintain treatment capability, manage cutover risk, and provide rollback or temporary controls where necessary.

5. References and Past Performance (10 Points) Demonstrated successful performance on similar PLC, SCADA, and water/wastewater control-system projects. The Committee may consider references provided by the respondent and documented prior performance for HWWS, if applicable.

6. Compliance with Technical Requirements and Proposed Exceptions (5 Points) Degree of compliance with the technical requirements and completeness of the proposal, including identification of assumptions, substitutions, exclusions, exceptions, recurring costs, and any deviations from the specified scope.

Selection Process

After scoring, several firms may be short-listed and required to provide supplemental information or give a formal presentation to executive management.

The Evaluation Committee will identify the most qualified respondent, and contract negotiations will begin. If negotiation is successful, executive management will make a recommendation to HWWS’s Board of Trustees whose approval will be required before entering into a contract.

If negotiations are unsuccessful, negotiations will be formally terminated and negotiations with the next most qualified respondent will begin. This process will continue until contract terms are successfully negotiated.

COMMUNICATION

Lobbying Prohibited During the period between Proposal submission and contract award, respondents, including their agents and representatives, shall not directly discuss or promote their Proposal with any member of the Harlingen Waterworks Board of Trustees, Harlingen City Commission, or Waterworks and City staff except in the course of Waterworks-initiated inquiries, briefings, interviews, or presentations. Violation of this provision may result in the disqualification of the respondent.

Pre-Submittal Conference

Respondents may ask verbal questions regarding this RFP at the non-mandatory Pre- Submittal Conference to be held at the following time and location:

September 17, 2026 at 2:00PM CT

Main Building Training Room 134 E. Van Buren

Harlingen, TX 78550

Attendance is encouraged for prospective respondents to gain a better understanding of the project and ask relevant questions. Respondents may contact Michael Chamberlain, Purchasing Manager via email at machamberlain@hwws.com if directions to the location are needed.

Other than published addenda, any communication or oral responses provided by any officer, employee or agent of HWWS at the Pre-Submittal Conference, during site visits, or via any other venue or mode shall not be official or binding on HWWS.

Questions and Requests for Clarification

Any respondent in doubt as to the intended meaning of any part of the RFP or needing additional information may request clarification via email from HWWS’s Purchasing Manager at machamberlain@hwws.com. If the clarification request is deemed to be substantive, HWWS will publish clarification via addendum on HWWS’s website (www.hwws.com). In order to have a request for clarification considered, the request must be submitted in writing via email and delivered to the Purchasing Manager no later than five

(5) days prior to the submittal deadline. No verbal explanations or clarifications will be binding.

Addenda Any changes, supplemental information, or clarifications to this RFP will be made only by addenda posted on HWWS’s website.

Addenda will become part of the RFP documents having the same binding effect as provisions of the original RFP. It shall be the respondent’s responsibility to ensure that it has downloaded and reviewed all addenda. Furthermore, respondents must acknowledge receipt of each addendum by signature on the Respondent Questionnaire. HWWS does not assume responsibility for the receipt of any addenda posted. Failure of any respondent to obtain any addendum will not relieve such respondent from its terms and requirements.

SUBMITTING A RESPONSE

Deadline Respondents are strongly encouraged to submit their Proposals at least two (2) hours prior to the submittal Deadline date and time. Proposals must be filed with HWWS’s Purchasing Office before the deadline date and time. No late Proposals will be accepted – they will be returned to respondent unopened (if properly identified).

Submission and Delivery Requirements

Responses must include Four (4) hard copies of the Proposal enclosed within a sealed envelope delivered to the Purchasing Office. Additionally, one (1) electronic copy of the Proposal in portable document format must be emailed as a downloadable link or attachment to the Purchasing Manager at machamberlain@hwws.com within 24 hours of the submittal deadline. Electronic copy must be identical in content and format to the hard copy Proposal.

Sealed envelopes must be marked on the outside as follows:

DOWNTOWN WATER PLANT FILTER HARDWARE RENOVATION

AND SCADA INTEGRATION

Solicitation No.: 26-009 Attn: Purchasing Manager http://www.hwws.com/

Proposal submittals shall have no more than 15 pages excluding covers, dividers, questionnaire, checklist, and any other required form. Pages counting against the limit shall be numbered. Font shall be uncompressed width no smaller than 11 point, and page size shall be 8.5” x 11”.

It is recommended that responses submitted on the Deadline date be hand-delivered to ensure receipt. If delivering by courier, send to:

Harlingen Waterworks System Purchasing Office 114 L Street Harlingen, TX 78550

Proposal Content and Organization

The required Proposal content shall be organized and titled as follows:

1. Submittal Response Checklist. Complete and include the Submittal Response Checklist within the Proposal. Verify that the checklist is signed and that all documents on the checklist have been included with the Proposal.

2. Respondent Questionnaire. The Respondent Questionnaire captures general information regarding the respondent firm submitting a Proposal. It also includes acknowledgements for the attached exhibits and addenda. The document is required and must be completed and included in the Proposal.

3. Project Team and Resumes.

a. Provide an organizational chart identifying Key Personnel of the respondent’s team to be involved in providing the services described in this RFP. At a minimum, Key Personnel should include the following:

• Principal-in-charge (including those of any sub-consultants)

• Lead Project Manager

• Project team Task leads and senior staff responsible for oversight and quality control of the various elements of the scope of services (including those of any sub-consultants)

b. Provide resumes for Key Personnel including title, education, a brief overview describing their professional qualifications such as licenses, certifications, associations, and all relevant experience as it relates to services to be provided under this RFP, and the branch office location out of which they will normally work while assigned to the Project. Resumes should not exceed one (1) page.

Multiple resumes may be presented on a single page.

c. Identify the percentage of full-time engagement that each Key Person will be committed to the Project, indicate whether or not they will be assigned for the duration of the Project, and identify percentage of time each is or will be expected to be committed to other projects.

d. Describe the succession plan process for the replacement of Key Personnel in the event of their departure from the firm during the project.

e. Identify any sub-consultants that are included as part of the proposed team, their role, and related experience for the Project.

f. Identify any additional skills, experiences and qualifications that distinguish the respondent for the scope of services to be performed under this RFP.

4. Project Experience.

a. Respondent's Team must have demonstrated experience within the past five (5) years serving as lead staff on at least five (5) projects of similar nature.

b. Describe reference project experience and the roles and responsibilities that Key

Personnel (as proposed under this RFP) held on each reference project. For each reference project, include the following:

• Name of owner and location (city and state).

• Brief description of the project.

• Corresponding year and duration of assignments.

• Schedule and budget of project, major challenges/issues and solutions offered.

• Respondent’s overall role and the roles and responsibilities of Key Personnel proposed to serve in a similar capacity under this RFP.

• Provide reference project contact information including names, titles, valid phone number and email addresses (previously verified by the Respondent).

5. Project Understanding and Approach.

a. Description of the respondent’s Project understanding, team structure and roles of each sub-consultant (if any), and approach to the Project including tasks that must be accomplished to complete the work on time and within budget.

Descriptions should include:

• Understanding and familiarity with the Project including any unique aspects or challenges.

• Project leadership, reporting structure, and communication with the proposed design team and HWWS.

• Specialized skills needed and resources to be utilized.

• Responsiveness, attention to details, follow-through and responsibility of sub-consultants.

b. Describe any potential alternative or innovative approaches to ensure the successful and timely performance of the scope of services and to meet HWWS’s objectives in the Project.

6. Availability and Ability to Meet Deadlines. Describe in detail the respondent’s availability and how workload will be managed. Indicate the location of respondent’s offices and how location will impact responsiveness.

By submission of a response, respondents acknowledge they have read and thoroughly understand and agree to the scope of services, terms, and conditions contained in the RFP, unless exceptions are clearly and specifically noted in the Proposal.

GENERAL REQUIREMENTS AND INSTRUCTIONS

Ownership and Use of Proposal Once submitted, Proposals become the property of HWWS; as such, HWWS reserves the right to use any ideas contained in any proposal regardless of whether or not a respondent is selected.

Deviation from Specification/Requirements

Respondents are directed to read the project requirements thoroughly and ensure their Proposal submittals comply with all requirements. Any variation from the solicitation requirements must be clearly indicated by letter, on a point by point basis, attached to and made a part of the Proposal. If no exceptions are noted, it will be required that the services and requirements defined in this RFP be provided and met by the selected respondent.

Time for Action and Notification of Proposal Changes

HWWS reserves the right to hold Proposals up to 60 or 90 or 120 days after the submittal deadline without taking action. During this period, respondents are required to advise of any substantive changes in the information, approach, or assignment of personnel stated in the Proposal. No supplemental, expounding, or clarifying revisions or additions will be considered after the submittal deadline. Handwritten alterations of Proposals made before opening time must be initialed by respondent demonstrating authenticity.

Award

Respondents are advised that HWWS is soliciting Proposals in compliance with Government Code 2254 “Professional Services Procurement Act”, and award shall be made to the respondent that, in the opinion of HWWS, is the best and most advantageous.

Right to Reject/Award

HARLINGEN WATERWORKS SYSTEM RESERVES THE RIGHT TO REJECT ANY

OR ALL PROPOSALS, TO WAIVE ANY OR ALL FORMALITIES OR

TECHNICALITIES, TO ENTER INTO A CONTRACT WITH ANY, ALL, OR NONE OF

THE RESPONDENTS AS MAY BE DEEMED TO BE THE BEST AND MOST

ADVANTAGEOUS TO HWWS, AND TO CONTINUE TO CONTRACT WITH SUCH

FIRMS BEYOND THE SCOPE OF INITIAL CONTRACT(S) ENTERED INTO AS A

RESULT OF THIS SOLICITATION.

Respondent’s Employees

Neither the respondent nor its employees engaged in fulfilling the terms and conditions of a professional services contract resulting from this RFP may be current employees of HWWS.

Past Performance Respondents’ past performance known to HWWS outside of Proposal information submitted may be taken into consideration in the evaluation the Proposal.

Proposal Preparation Costs Issuance of this RFP does not commit HWWS, in any way, to pay any costs incurred in the preparation and submission of the Proposal. All costs related to the preparation and submission of the Proposal shall be borne by the respondents.

Equal Employment Opportunity

Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violate Title VII of 1964 Civil Rights Act and amendments, except as permitted by law.

Certificate of Interested Parties – Form 1295 Texas Government Code §2252.908 (H.B. 1295) prohibits a Texas governmental entity from entering into a contract that either (1) requires an action or vote by the governing body of the entity, or (2) has a value of at least $1 million, unless the business entity with which the governmental entity is contracting submits a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity.

The selected respondent(s) with which HWWS intends to contract under this RFP is anticipated to fall under the filing requirements of §2252.908. The Texas Ethics Commission (“Commission”) has adopted a certificate of interested parties form (Form 1295) and rules requiring the business entity to complete Form 1295 electronically and submit an executed copy to the governmental entity. Respondents are advised that HWWS will require the selected respondent(s) to complete Form 1295 and submit it to the Purchasing Manager before successful negotiation of a contract and before it is considered for approval by HWWS’s Board of Trustees. Respondents should complete and include Form 1295 in their Proposal.

Information and instructions regarding the filing requirements are available on the Commission’s website at the following links:

https://www.ethics.state.tx.us/tec/1295-Info.htm https://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html http://www.ethics.state.tx.us/tec/1295-Info.htm http://www.ethics.state.tx.us/whatsnew/FAQ_Form1295.html https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

The filing process requires filers to:

• Register and create an account on the Commission’s website.

• Click the password setup link in the email from the Commission and create password.

• Enter email address, password, and user type (Business Entity) to log in to the filing application section to enter the required information on Form 1295.

• In Section 3 enter the Contract Identification Number and Project Name. HWWS’s RFP solicitation number is to be used as the contract identification number.

• Print a copy of the completed form which includes a unique certification of filing number assigned by the application.

• An authorized agent of the respondent must sign the form. The completed, executed Form 1295 with the certification of filing must be submitted before the Board of Trustees meets to consider approval of a contract.

Conflict of Interest – Form CIQ Respondents are advised that they must be in compliance with Chapter 176 of the Texas Local Government Code requiring that any vendor or person considering doing business with a local government entity disclose in Form CIQ the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator (i.e. Purchasing Manager) of HWWS not later than the 7th business day after the date the person becomes aware of conditions that require the statement be filed. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information and to obtain Questionnaire CIQ go to the Texas Ethics Commission web page at:

https://www.ethics.state.tx.us/forms/CIQ.pdf

PROSPECTIVE RESPONDENTS ARE DIRECTED TO CONSULT WITH THEIR

LEGAL COUNSEL REGARDING ANY QUESTION ABOUT COMPLIANCE WITH

THE CODE. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH

PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING

REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

Contract Terms and Insurance Requirements

HWWS’s boilerplate contract has been posted on HWWS’s website in conjunction with this RFP. Respondents must acknowledge on the Respondent Questionnaire the receipt and understanding of the terms and conditions of the boilerplate contract and the insurance requirements incorporated therein. The terms of a contract resulting from this RFP will be subject to negotiation; however, HWWS does not guarantee flexibility on any provision in the boilerplate contract or its insurance requirements.

http://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm https://www.ethics.state.tx.us/forms/CIQ.pdf

The insurance limits applicable to the anticipated contract are as follows:

Employer’s Liability: $1,000,000.00

Commercial General Liability: $1,000,000.00 per occurrence $2,000,000.00 in aggregate

Commercial Automobile Liability: $1,000,000.00

Excess/Umbrella Liability: $1,000,000.00

Professional Liability: $1,000,000.00 per claim $1,000,000.00 in aggregate

Authorization to Bind Respondent to a Contract Proposals must identify the respondents’ full firm name and address on the Respondent Questionnaire, and include a manual signature. Failure to do so will disqualify the respondent. The person signing the Proposal must indicate title or authority to bind the firm to a contract. The legal status of the respondent, whether corporation, partnership, or individual, shall also be stated in the Proposal. A corporation shall execute the Proposal by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership respondent shall give full names and addresses of all partners. All partners shall execute the response. The place of residence of each respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

Confidential Information

Any information in a Proposal deemed to be confidential by the respondent should be clearly noted as such on the pages where confidential information is contained; however, HWWS cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be considered confidential under Texas Law, or pursuant to a Court order.

Disclaimer on Electronic Files While precautions have been taken to ensure that files downloaded from HWWS’s website will not interfere with or cause damage to a user’s system or its existing data, HWWS accepts no responsibility for damages that may be caused by these files and makes no other warranty or representation, neither expressed nor implied, with respect to these files. These files are provided “as is”, and the user assumes the entire risk of their use.

SUBMITTAL RESPONSE CHECKLIST

Project Name: DOWNTOWN WATER PLANT FILTER HARDWARE

RENOVATION AND SCADA INTEGRATION

RFP Number: 26-009

Firm Name:

Use the checklist to ensure that the proposal is complete by checking off each item included with your response. Sign and date this form and include this page with each proposal.

☐ Respondent Questionnaire ☐ Project Team and Resumes (including Organizational Chart) ☐ Project Experience ☐ Project Understanding and Approach ☐ Availability and Ability to Meet Deadlines ☐ Conflict of Interest Questionnaire ☐ 1295

I certify that the proposal submitted includes the items as indicated above.

Signature Date

Printed Name

Title

RESPONDENT QUESTIONNAIRE

PROJECT NAME: DOWNTOWN WATER PLANT FILTER HARDWARE RENOVATION AND SCADA

INTEGRATION

Instructions: The Respondent Questionnaire must be completed and submitted with the Proposal. Complete the questionnaire by inserting the requested information. Do not modify or delete the questions.

1. Respondent Information: Provide the following information regarding the Respondent.

(NOTE: Co-Respondents are two or more entities proposing as a team or joint venture with each signing the contract, if awarded. Sub-contractors are not Co-Respondents and should not be identified here. If this Proposal includes Co-Respondents, provide the required information in this Item #1 for each Co-Respondent by copying and inserting an additional block(s) before Item #2.)

Respondent Name:

(NOTE: Give exact legal name as it will appear on the contract, if awarded.)

Principal Address:

City: State: Zip Code:

Telephone No.: Years in Business:

Social Security Number or Federal Employer Identification Number:

2. Contact Information: List the one person who HWWS may contact concerning the Proposal or setting dates for meetings.

Name: Title:

Address:

City: State: Zip Code:

Telephone No.: Email:

3. Principal-in-Charge: Identify the Principal-in-Charge authorized to commit the Respondent to a contractual agreement and provide title or other indication of such authorization.

4. Organizational Changes: Does Respondent anticipate any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months?

Yes ☐ No ☐

5. Is Respondent authorized and/or licensed to do business in Texas?

Yes ☐ No ☐ If “Yes”, list authorizations/licenses.

5. Debarment/Suspension Information: Has the Respondent or any of its principals been debarred or suspended from contracting with any public entity?

Yes ☐ No ☐ If “Yes”, identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension, and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension.

6. Bankruptcy Information: Has the Respondent ever been declared bankrupt or filed for protection from creditors under state or federal proceedings?

Yes ☐ No ☐ If “Yes”, state the date, court, jurisdiction, cause number, amount of liabilities and amount of assets.

7. Prior Business Names: Provide any other names under which Respondent has operated within the last 10 years.

8. Litigation Disclosure: Respond to each of the questions below by checking the appropriate box. Failure to fully and truthfully disclose the information required in the Litigation Disclosure questions may result in the disqualification of your proposal from consideration or termination of the contract, once awarded.

a. Have you or any member of your Firm or Team to be assigned to this project ever been indicted or convicted of a felony or misdemeanor greater than a Class C in the last five (5) years?

Yes ☐ No ☐

b. Have you or any member of your Firm or Team to be assigned to this project been terminated (for cause or otherwise) from any work being performed for HWWS or any other Federal, State or Local Government, or Private Entity?

c. Have you or any member of your Firm or Team to be assigned to this project been involved in any claim or litigation with HWWS or any other Federal, State or Local Government, or Private Entity during the last ten (10) years?

If you have answered “Yes” to any of the above questions, please indicate the name(s) of the person(s), the nature, and the status and/or outcome of the information, indictment, conviction, termination, claim or litigation, as applicable. Any such information should be provided on a separate page, attached to this form and submitted with your proposal.

9. Compliance Agreement:

Nondisclosure. No information obtained by Respondent from HWWS shall be disclosed by Respondent to any third party. In the event Respondent is subject to the Texas Public Information Act, upon receipt of a request for any information obtained by Respondent, Respondent shall provide notice to HWWS of the request along with a copy of the request, and give HWWS the opportunity to respond to the request prior to its release by Respondent.

No Lobbying and Compliance with Law. During the selection process for the project named in this RFP, Respondent agrees to comply with all applicable laws and regulations, including but not limited to restrictions against direct or indirect lobbying of public officials. Respondent agrees not to make or permit to be made any improper payments, or to perform any unlawful acts.

This agreement shall be construed to be enforceable to the maximum extent permitted by law.

Failure to complete this question or comply with its terms may subject this firm to elimination from the selection process at any time.

Does the Respondent agree to the above?

10. Boilerplate Contract Terms and Conditions: Respondent acknowledges having read the boilerplate contract for services to be provided in connection with this RFP including the insurance requirements incorporated therein.

Respondent shall indicate whether or not it takes substantive exceptions to its terms.

No Exceptions ☐ Exceptions ☐ If Exceptions are taken, Respondent should submit proposed alternative language to HWWS as an attachment accompanying this questionnaire.

Exceptions will not be accepted after the proposal due date and time.

11. Addenda: Each Respondent is required to acknowledge receipt of all addenda.

None ☐ Yes ☐ If “Yes”, identify each.

The information provided above is true and accurate to the best of my knowledge. Furthermore, we understand that failure to complete the Respondent Questionnaire may subject this firm to elimination from the selection process.

Signature Date

Printed Name

Title

FORM W-9

1295 FORM

B. Selection Process

b. Describe any potential alternative or innovative approaches to ensure the successful and timely performance of the scope of services and to meet HWWS’s objectives in the Project.