Addendum #1 .pdf

City of Rochester Hills Request for Proposals

SCADA System Design-Build Services

RFP-RH-23-058

Addendum #1

November 29, 2023

This document is considered Addendum #1 to Request for Proposal – SCADA System Design-Build Services – RFP-RH-23-058.

Attached and made part of this addendum include the following:

• Sign-In Sheet for Pre-Proposal Meeting

• Pre-Proposal Meeting Notes

• Revised Proposal Submission Due Date

• Revised Question Submission Deadline

REVISED PROPOSAL SUBMISSION DEADLINE

PLEASE NOTE: The deadline for submitting proposals has been extended. Please note revised day, time and proposal opening via zoom information.

Dated Monday November 13, 2023: The City of Rochester Hills is accepting proposals from qualified and experienced design-build teams for the comprehensive review, design, and construction to upgrade the City’s Supervisory Control and Data Acquisition (SCADA) System. Sealed Proposals will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309 via Electronic Submission ONLY through the MITN website until EXACTLY 3:00 P.M. Local time, WEDNESDAY, DECEMBER 13, 2023 WEDNESDAY, JANUARY 17, 2024 at which time and place said proposer’s names and addresses ONLY will be read via Zoom Teleconference.

REVISED PROPOSAL OPENING VIA ZOOM TELECONFERENCE

Proposers wanting to view the proposal opening are invited to do so utilizing the following meeting information listed below.

When: Jan 17, 2024, 03:00 PM Eastern Time (US and Canada) Topic: RFP-RH-23-058

Please click the link below to join the webinar:

https://us02web.zoom.us/j/89493669885

Webinar ID: 894 9366 9885

REVISED QUESTION SUBMITTAL DEADLINE

Questions relative to this solicitation must be submitted in writing prior to Friday, December 1, 2023 TUESDAY, DECEMBER 12, 2023 at 5:00 p.m. No negotiations, decision or actions shall be initiated by any firm as a result of any verbal discussion with any individual City employee prior to the due date or during the evaluation process. All communications shall be conducted through the City of Rochester Hills Purchasing Division, unless specific written documentation is provided to the vendor.

Lisa Cummins, CPPB Procurement Manager https://us02web.zoom.us/j/89493669885

City of Rochester Hills

VOLUNTARY PRE-PROPOSAL MEETING NOTES

Tuesday, November 28th, 2023 @ 10 am

RFP-RH-23-058

SCADA System Design Build Services @ DPS Garage

A voluntary pre-proposal meeting was held on November 28th, 2023 at 10:00 a.m. at the DPS Garage, 511 E Auburn Rd, Rochester Hills, Michigan.

Bill Fritz (Public Services Director), Tracey Balint (Public Utilities Engineering Manager), Leon Luedeman (Water & Sewer Operations Manager), Wayne Ryback (Water & Sewer Tech IV), Lisa Cummins (Procurement Manager), Andrea Quinn (Procurement Analyst), Henrietta Vettraino (Procurement Assistant) and the interested vendor(s) were in attendance. The purpose of this meeting will be to review the RFP requirements as well as provide an opportunity for vendors to ask questions.

Attendance at the meeting is not mandatory in order to submit a quote. Questions will be answered and addendums issued once per week as to not inundate vendors with notifications.

The City of Rochester Hills is accepting proposals from qualified companies for the comprehensive review, design, and construction to upgrade the City’s Supervisory Control and Data Acquisition (SCADA) System. Some highlight notes from the meeting are the following:

• Lisa Cummins (Procurement Manager) began by going through the RFP and what the city is seeking. The city requests that vendors make suggestions, and make note of any exceptions. Openings are all done via Zoom Meeting – where only names and addresses will be read. The only option for submittal is electronically through MITN.

• Lisa read over the background information of this solicitation – which is that it will be a Design/Build process, using this approach for collaboration between the City and the vendor. The City is seeking a consulting component as part of this project as well. There will be two phases – Phase 1 (Preconstruction/Consultation portion) and Phase 2 (Implementation).

• There was feedback from vendors that the desired project schedule seemed aggressive, but Lisa noted that there is opportunity here for the vendor to state exceptions in their proposal.

• Bonding capacity letter is required for $2.5 million as stated in the RFP. What the City is looking for is at least a letter stating the bonding capacity can be met.

• The evaluation procedure was explained more in depth. Each proposal will be independently evaluated by the evaluation team and scored- not done as a group. There will be interviews conducted with the shortlisted firms The evaluation scoring criteria can be found in the RFP (pages 15-16).

• All attachment documents need to be completed as part of the submittal. Attachment A in the RFP needs to be signed and submitted. Attachment B is where any exceptions can be noted – a ‘yes’ or ‘no’ needs to be checked.

Exceptions can be added as an attachment behind that page, describing what items you are referencing exceptions for. Attachment E outlines workshops and items that the City is seeking for Phase 1.

• In the cost proposal, 1B is for office updates that would need to be done if needed. System/Server relocation is up for discussion. The goal is to relocate the servers into a better space, and have it close to the SCADA system.

• Currently, the department uses Log Me In for remoting into the system/servers, which hasn’t been the most efficient for them. Would like to explore other options.

• The servers bounce off of GLWA radio to get a better signal back.

The due date for questions, as well as proposal submittal through MITN, has been extended due to the holidays and several inquiries. Please note revised dates below.

Questions will be received until Tuesday, December 12, 2023 at 5:00 p.m. Questions are to be directed to Lisa Cummins at cumminsl@rochesterhills.org.

Proposals must be uploaded to MITN website until 3:00 p.m. local time, on Wednesday, January 17, 2024. Due to the COVID- 19 pandemic, some City processes have been affected and as such, are requiring adjustment to the normal processes.

Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

Insurance is required as indicated in the proposal. Insurance certificates including endorsements must be received and accepted by the City prior to performing any work on City property. All costs must be included in the quote.

General Questions

Question: As part of the pre-construction workshops, who would the vendors work with from the City?

Answer: DPS representatives. Most likely Bill Fritz (Public Services Director), Tracey Balint (Public Utilities

Engineering Manager), Leon Luedeman (Water & Sewer Operations Manager) and Wayne Ryback (Water & Sewer Tech IV).

Question: What happens if the vendor has worked on the SCADA system before and would suggest an update to the current system or cost comparisons on new technology?

Answer: That is not what the City is looking for as outlined in the RFP. The City needs improvements to their current system and to be prepared for the future.

Question: How many pumping stations are in the city? Are they treated as a separate system? Shared?

Answer: 5 and they are on the SCADA system. There are 2 booster water pumping stations as well. They are not integrated with another system – they are monitored by the City and not reported to other entities.

There are 4 metered sites with GLWA, not connected to the City’s system.

Question: Is the ‘Proficy’ portal being used?

Answer: Yes, but would like to use it more efficiently.

Question: Is SCADA going to be set up in the Server Room?

Answer: Yes – that is the plan for them to be in the same room.

Question: Do you use fiber in the SCADA system?

Answer: No, we do not.

Question: How many stations are cellular?

Answer: There is one cellular reporting station – most of the time it works well.

The meeting concluded at 10:48 am.

mailto:cumminsl@rochesterhills.org

Sign In Sheet