Final Complete SCADA Design-Build.pdf

PROJECT TITLE: Request for Proposals – SCADA System Design-Build Services

RFP-RH-23-058

Submission Closing Date and Time:

December 13, 2023 at 3:00:00 P.M. (Local Time)

VOLUNTARY PRE-PROPOSAL MEETING/SITE VISIT:

A VOLUNTARY PRE-PROPOSAL MEETING will be held at the Department of Public Services Building located at 511 East Auburn Road, Rochester Hills, Michigan on Tuesday, November 28, 2023, at 10:00 a.m. (Local Time). The purpose of this meeting will be to review the RFP requirements as well as provide an opportunity for vendors to ask questions.

For all Questions regarding this solicitation, contact:

Lisa Cummins, CPPB

Procurement Manager Phone: (248)841-2537

Email: cumminsl@rochesterhills.org.

www.mitn.info mailto:cumminsl@rochesterhills.org http://www.mitn.info/

City of Rochester Hills RFP-RH-23-058 SCADA System Design-Build Services

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NOTICE OF INTENT TO ACCEPT PROPOSALS

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 at which time and place said proposer’s names and addresses ONLY will be read via Zoom Teleconference.

The City of Rochester Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select Departments, Fiscal, Accounting & Purchasing, Procurement Division, Vendor Registration to link to the MITN website.

Any deviations from the specifications must be noted on the proposal.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.

Please submit proposal through the MITN website on or before the date and time given above to:

Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, Michigan 48309

All proposals must be submitted electronically via the MITN website. Hardcopy responses will not be accepted. The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.

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: Dec 13, 2023, 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 http://www.rochesterhills.org/ https://us02web.zoom.us/j/89493669885

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INTRODUCTION

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. The purpose of this project is to enhance operational efficiency, monitoring capabilities, and process control through the implementation of updated technology and equipment.

Please carefully review this document. It provides specific information necessary to aid Vendors in formulation of a thorough response. A formal comprehensive review period will be conducted to ensure that the City selects the best possible services available at the best value to the City.

The submission of a proposal hereunder shall be considered evidence that the vendor is satisfied with respect to the conditions to be encountered and the character, quantity, and quality of work to be performed. Proposals shall be in conformance with the documents. Any deviation from the specifications must be noted in the Proposal. With a view to obtaining the most acceptable services, these specifications cover the general requirements. Recommendations from proposers are encouraged and will be reviewed and evaluated based on the best interests of the City.

To respond to this RFP, interested Vendors must include a response to all criteria that are listed in this proposal. Failure to include a response to all evaluation criteria may be cause for rejection.

This document is a Request for Proposals. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting firm specifications for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the Scope of Work and General Requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used and considered in evaluation for the award are set forth in this document.

The City will utilize its best judgment when determining whether to schedule meetings with shortlisted vendors, after receipt of all proposals. Meetings with shortlisted proposers may provide additional information and criteria upon which the City may base their selection decision. The City reserves the right to select and subsequently recommend for award the proposed services, which best meets its needs and budget constraints.

BACKGROUND

The City of Rochester Hills is requesting proposals for design-build services for SCADA System Improvements that will include, but not be limited to: preparing SCADA Master Plan, recommendations for improvements, preparation of bidding documents, subcontract the system improvements and provide construction engineering services to implement approved recommendations and integrations. DPS desires to implement an innovative, state-of-the-art, and reliable system that is scalable to support additional sites and technologies for future needs. It is the City’s intent to contract with a firm that meets the qualifications as defined within the Request for Proposals offering the overall best value to the City.

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The Project is to be designed and constructed in two phases using the Design-Build delivery method:

Phase 1 (Preconstruction Phase)

• Perform a comprehensive analysis of the City’s current information/SCADA system as set forth in this RFP, prepare design to 60% complete, and provide a Guaranteed Maximum Price (GMP) proposal.

Phase 2 (Implementation Phase)

• Complete design, procure equipment and subcontractors, provide installation, construction, and post-construction tasks, including performance testing, startup commissioning and operator training and support.

The Phase 2 services are contingent on the acceptance of the GMP by the Owner following the pre-construction phase.

OWNER’S OBJECTIVES

The Owner’s objectives for delivery of the Project are as follows:

GUIDING PRINCIPLES

• Budget Management and Value for Money: Minimize life-cycle cost, manage project within budget and deliver best value.

• Owner Engagement: Strategic involvement from Owner’s staff in evaluation of options.

• Schedule: Establish and meet project milestones and provide early warning of potential issues.

• Collaborative Approach: Regular communication of entire team to arrive at consensus and minimize rework.

• Use Progressive Design Build (PDB) Delivery Method: Prepare PDB documents customized for Owner’s specific needs.

• Risk Mitigation: Optimal balance of risk allocation between the Owner and the Design-Builder.

Clarity of RFP and Contract to avoid claims and disputes.

• Competitive Bidding: Adequate number of competent bids.

• Safety: Implement an effective safety program incorporating best industry practices.

PROJECT GOALS

• SCADA Implementation: It is critical that throughout the implementation of this project, any disruptions to the City’s operations are minimized and pre-planned so that the City operators can maintain full compliance with all Safe Drinking Water Act (SDWA) regulations.

• Quality and Redundancy: The upgrade of the SCADA system is intended to secure modern equipment with a long remaining life cycle and versatile software platforms with long-term

5 | P a g e viability. It is critical that proposed solutions must have demonstrated success elsewhere and it is intended, as far as possible, to avoid proprietary products and custom solutions.

• Functionality for Owner’s Operational Staff: Successful handover to operations staff will require hands-on training in advance of commissioning. Systems shall be designed with consideration for ease of use and appropriate training developed to provide operator with necessary expertise in use of new equipment and software.

• Innovative Control Room and Remote Access: An updated control room and remote access shall allow for efficient work flow and optimum layout, following best practices and providing dedicated work spaces for various functions.

• Innovative Solutions: With the SCADA system upgrade, there is opportunity for incorporating

Value Added functionality where appropriate and within budget.

• Cyber Security Implementation: The new system is required to meet current and proposed security standards as described in the requirements.

By utilizing the design-build delivery method for the Project, the Owner, expects collaboration with the Design-Builder during the preconstruction phase to develop the Project’s design to achieve the Project objectives and to obtain a mutually agreeable GMP for delivery of the project.

DEFINITION OF TERMS

The definitions of some of the terms used in this RFP are presented below:

Builder – The Design-Builder or other firm (such as subcontractor or joint venture partner) that will provide construction services and have responsible charge of the construction project.

Designer - The Design-Builder or other firm (such as subconsultant or joint-venture partner) that will provide professional design services and have responsible charge of the design, including preparation of the construction documents.

Design-Builder - The entity that is selected to enter into the Progressive Design-Build Contract with the Owner and that will be the single point of accountability to the Owner for delivery of the services and the Project.

Progressive Design-Build Contract – The proposed contract, including the agreement and all its attachments presented as Attachment A and B in this RFP.

Key Personnel – The individuals, employed by Design-Builder or other firms included on the Project Team, who would fill certain key roles in delivery of the Project and related services by the Design-Builder, including the following positions: project manager, safety manager, design manager, construction manager and system integrator.

Owner - City of Rochester Hills

Project – SCADA Upgrade

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Project Team – The Design-Builder, Key Personnel, and any additional firms (such as subcontractors and subconsultants) included in the Proposal.

Proposer or Respondent – The entity responding to this RFP by submitting the Proposal.

SCOPE OF SERVICES

The Design-Builder will provide services in two distinct phases: (1) Preconstruction phase services generally consist of preliminary engineering and design development, as well as preparation, in close collaboration with the Owner, of a proposed price and schedule. The City is also requesting a consulting piece to the pre-construction phase that is not typical of a project, but is required for the successful completion of the City’s project. The proposed price and schedule for the pre-construction phase will be based on the requested services, below, including being based on the Project’s design (developed to 60% level of completion), a GMP and the detailed open-book costing for the GMP. (2) Construction-phase services generally encompass completing the Project’s final design, construction, and performance testing. Permitting activities are included in each phase.

The selected consultant will be responsible for the following services:

Pre-Construction Phase:

1. Current SCADA System Overview:

a. Conduct a detailed and thorough assessment of our existing SCADA system, including an overview of its operations, components, and key functionalities, along with the system’s strengths and weaknesses.

2. Review of Prior Projects:

a. Review previous SCADA-related projects and summarize the status of recommended actions from those projects.

b. Identify gaps between recommended actions and implemented changes.

3. Meeting and Workshop Facilitation:

a. Organize and lead meetings, workshops, and discussions to gather input from stakeholders and ensure alignment throughout the project.

4. Gap Analysis and Needs Assessment/Recommendations for Improvements:

a. Perform a comprehensive gap analysis to evaluate the current SCADA system’s operations against identified needs.

b. Project system requirements for the next 20 years, considering potential growth and technological advancements.

c. Propose solutions to address identified weaknesses and optimize system performance.

5. Cybersecurity Program Design:

a. Develop a plan for the implementation of a robust Cybersecurity Program that aligns with Department of Homeland Security National Standards.

b. Include measures to address potential vulnerabilities and ensure data protection.

c. The City’s preference currently is to segregate this system from the City’s MIS infrastructure.

6. Communications Enhancement Plan:

a. Devise a plan to enhance, update, or replace the current SCADA radio communications infrastructure.

b. Ensure reliable and efficient communication between field devices and the SCADA system.

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7. SCADA Master Plan Preparation:

a. Develop a comprehensive SCADA Master Plan that incorporates all recommendations, project enhancements, and cybersecurity measures.

8. Implementation Schedule:

a. Based on the gap analysis and projected future needs, create a detailed implementation schedule that outlines when and how the recommended improvements will be rolled out.

9. Budget Estimates and Implementation Tasks:

a. Prepare budget estimates for each phase of the SCADA system enhancement, including hardware, software, training, and consultancy costs.

b. Define tasks required to implement the SCADA Master Plan.

Implementation Phase:

10. System Improvements

a. Engage build team/subcontracts as needed to ensue specialized tasks are executed efficiently.

b. Oversee subcontractor activities and their integration into the project.

11. Implementation/Commissioning of System

a. Provide commissioning, testing, and validation of the new SCADA system’s functionality and reliability

12. Construction Engineering Services/Project Management and Contract Administration:

a. Provide general project management services, ensuring that the project stays on track and meets all specified requirements. Continuous operation of the SCADA system will be required to be maintained through the project.

b. Oversee contract administration, including vendor management and progress tracking.

c. Conduct on-site inspections, quality assurance checks, and collaborate with subcontractors during construction.

13. Training and Support

a. Provide training to City staff to operate and maintain the new SCADA system effectively, this may include but is not limited to new hardware, HMI software, alarm/notification software, PLC software, etc.

14. Ongoing Support and Maintenance

a. Provide ongoing technical support during the transition and post-implementation phase.

b. A 5-Year Support and Maintenance continuing contract after acceptance of the system is requested.

Roles and Responsibilities Owner: The Owner will cooperate with the Design-Builder and will fulfill its responsibilities in a timely manner to facilitate the Design-Builder’s timely and efficient performance of services. Owner responsibilities include:

• Review submissions and provide comments to Design-Builder.

• Furnish existing studies and provide available data and information regarding the Project, including existing drawings (where possible) and preliminary studies.

• Provide funding.

• Provide access to the project site.

• Provide necessary data and inputs for Project startup and performance testing.

• Maintain continuous operation of City services.

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Design-Builder: The Design-Builder will cooperate with the Owner and will provide in a timely manner the Preconstruction and Implementation phase services necessary to complete the Project Scope specified in this RFP.

Design-Builder responsibilities include:

• Prepare design and construction documents signed and sealed by a Michigan PE.

• Supervise subcontractors and Design-Builder personnel.

• Obtain governmental approvals and permits.

• Maintain site security.

• Conduct performance testing.

• Implement quality-management procedures

• Implement Project health and safety practices.

The roles and responsibilities of the Owner and the Design-Builder are fully described in Attachment E. In case of conflict between any part of this RFP and the Contract in Attachment E, the Contract shall take precedence.

Project Schedule It is anticipated that the Design-Build Contract will be executed on or about late January 2024. The Preconstruction Phase is expected to take six (6) months with the submission of a GMP proposal by July 31, 2024. The schedule for the Project implementation is expected to take up to twelve (12) months and will be confirmed during the Preconstruction Phase. Subject to approval by the Owner, the Construction-phase is anticipated to start in September 2024 and the Project completed no later than September 30, 2025.

SUBMITTAL GUIDELINES

1. Submit one (1) complete electronic copy through the MITN website;

2. It is the Proposer’s responsibility to clearly identify and describe the products and services being offered in response to this solicitation;

3. The solicitation forms must be completed legibly and in their entirety;

4. All required information must be furnished and presented in an organized, comprehensive, and easy to follow manner;

5. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal are not desired; and

6. Elaborate artwork; expensive paper, bindings, visuals, and other presentation aids are not required.

ADDENDA TO REQUEST FOR PROPOSALS

No interpretation or clarification of the meaning of any part of this RFP will be made orally to any vendor.

Vendors must request such interpretations or clarifications from the person identified below. Requests for information or clarification of this RFP must be made in writing and addressed to Lisa Cummins, CPPB

9 | P a g e at the address, fax, or email address listed below, with email being the preferred method of communication. Questions should reference the RFP page, Exhibit, and/or Section Number.

Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, MI 48309

Email: cumminsl@rochesterhills.org Phone: (248) 841-2537

Questions relative to this solicitation must be submitted in writing prior to Friday, December 1, 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.

The City reserves the right to change or amend the RFP documents, prior to the proposal due date by the issuance of Addendums posted on the MITN website. It shall be the vendor’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addend shall be that document appearing on the MITN with amendments, addendums, and updates. The authorized version of this Request for Proposal document shall be that document appearing on MITN with amendments, addendums, and updates.

The City reserves the right to disqualify any proposer who contacts any City employee, representatives, or agent concerning this RFP other than in accordance with this section. Nothing in this section prohibits the City from conducting discussions with proposers after the proposal due date.

PROPOSAL FORMAT

To facilitate the analysis of responses to this RFP, the Vendor is required to prepare their response in accordance with the instructions outlined in this section. Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the Vendor’s product and capabilities.

EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT.

All parts, pages, figures, and tables should be numbered and labeled clearly.

Submittal Format Requirements Information should not include generalized promotion material, resumes, statement of experience, qualifications or capabilities, or other material that is not applicable to the proposed agreement. It is the Proposer’s responsibility to include information in its Proposal to present all relevant qualifications and other materials. In order for the City to evaluate proposals fairly and completely, the response should be organized as follows:

mailto:cumminsl@rochesterhills.org

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Section Proposal Content Requirements 1 Transmittal Letter 2 Proposal Acknowledgement (Attachment A) 3 Contract Exceptions (Attachment B) 4 Evaluation Criteria #1 – Executive Summary 5 Evaluation Criteria #2 – Technical approach and alignment with project objectives 6 Evaluation Criteria #3 – Qualifications, expertise, and capabilities of proposed project team 7 Evaluation Criteria #4 – Project schedule and timeline, including milestones and deliverables 8 Evaluation Criteria #5 – Cost Proposal 9 Exhibits/Additional Information

Section 1 – Transmittal Letter Proposers must submit a transmittal letter (maximum two pages) on the Proposer’s letterhead. It must be signed by a representative of the Proposer who is authorized to sign such material and to commit the Proposer to the obligations contained in the Proposal. The transmittal letter must include the name, address, phone number and email address for the Proposer Contact and must specify who would be the Design-Builder’s signatory to any contract documents executed with the Owner. The transmittal letter may include other information deemed relevant by the Proposer.

Section 2 – Proposal Acknowledgement This required form is included as Attachment A and is required to be submitted with the Proposer’s response.

Section 3 – Contract Exceptions Any exceptions to this RFP, no matter how slight, must be detailed and provided as indicated in Attachment B. Significant exceptions may make your proposal nonresponsive. If variations are not stated in your proposal, it shall be construed that the proposal fully complies with the specifications, terms, and conditions. Solicitation documents, and attached Sample Contract. Notwithstanding the above, it is agreed and understood that the City reserves the right to reject these exceptions if they do not meet its requirements.

This section must describe any, and all revisions requested by the Proposer to the Design-Build Contract and explain the rationale for such revisions and the associated benefits to the Owner. Proposers are encouraged to suggest revisions that would more efficiently allocate risk, improve the parties’ understanding of risk allocation, and improve clarity of any terms of the Design-Build Contract where ambiguities or uncertainties may arise in their application or interpretation.

The Owner is not obligated to accept any of the requested modifications submitted by the Proposer when negotiating and finalizing the contract. Furthermore, the Owner may request additional revisions during negotiations and before finalizing the Contract.

Proposers are encouraged to carefully review the Contract located in Attachment A and to submit written questions and comments by the deadline specified in the RFP. Based on its assessment of the comments submitted, the Owner at its sole discretion) may modify the Contract via issuance of an

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Addendum. The Owner expects that this review and comment process will substantially reduce the need for extensive post-selection negotiation.

Section 4 – Evaluation Criteria #1 - Executive Summary The executive summary (maximum three pages) must include a concise overview of your proposal, highlighting the key elements of the Proposal and must summarize and refer to information in the Proposal concerning satisfaction of the Minimum Qualifications Requirements. The executive summary shall not be used to convey additional information not found elsewhere in the proposal.

Section 5 – Evaluation Criteria #2 – Technical approach and alignment with project objectives Submit a method statement clearly describing the project major components. Provide a detailed explanation of your approach, methodologies, and strategies and how they align with the City’s project objectives. The following items at a minimum should be addressed:

• Discuss how a collaborative relationship with the Owner will be established during preconstruction-phase analysis and design development, scheduling and cost estimating.

• Discuss how design and construction processed will interface (including how constructability issues will be addressed).

• Discuss scheduling and staging plans to maintain operations.

• Identify the work components critical to meeting the Owner’s Objectives and how these components will be achieved.

• Describe the process for developing the GMP (or lump-sum price) proposal (including the amount of cost contingency).

• Discuss how key risk factors will be identified and mitigated.

• Project specific safety plan.

• Project specific quality plan.

Additionally, the Project Approach must include brief descriptions of the Design-Builder’s approach to the following:

• Communications (with Owner and other stakeholders, such as regulatory agencies)

• Quality Management

• Risk Management (including risk factors)

• Adherence to the GMP or lump-sum price and schedule in the construction phase.

Section 6 – Evaluation Criteria #3 – Qualifications, expertise, and capabilities of firm and proposed project team

1. Design-Builder Profile: A detailed and complete description of the company proposed as the Design-Builder must be provided. Information concerning Key Personnel and other firms that may be included on the Project Team, such as subconsultants and subcontractors, should be provided in the Proposal Response. The Design-Builder Profile must include the following information:

a. General – Provide general information about the Design-Builder, such as lines of business and service offering, locations of offices, number of employees (professional and non-professional), years in business, and evidence of required licenses. Provide licenses in Section 9 (Supporting Documentation) of proposal response.

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b. Legal Structure – Identify whether the Design-Builder is organized as a corporation

c. Project Office Location – Identify where the Design-Builder intends to maintain its project office(s) and where the majority of the design work will be performed.

d. Financial Condition – In Proposal Response Section 9, and identified as Exhibit 1 in your response, provide audited financial statements for the Design-Builder for the past three years. If the Design-Builder is a joint venture, LLC or partnership, it must provide such financial statements for each partner or member.

e. Payment and Performance Bonds – In Proposal Response Section 9, and identified as Exhibit 2 in your proposal response, provide a letter from the Design-Builder’s surety to verify the availability of a design-build bond of at least $2.5 million for this Project. The surety must be authorized by law to do business in the state of Michigan and must have an A.M. Best Company Rating of a least A minus and Financial Size Category of “V” or better. The surety must also be listed in the U.S. Department of Treasury’s Circular 570.

f. Insurance – In Proposal Response Section 9, and identified as Exhibit 3 in your proposal response, provide a letter or Certificate of Insurance from the Design-Builder’s insurance company stating its ability to acquire and provide the following minimum limits for the required insurance as:

• Workers’ Compensation Insurance, including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

• Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and aggregate. Coverage shall include, but not limited to, the following: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent.

• Automobile Liability, including Michigan No-Fault Coverages, with limits of liability not less than $1,000,000 per occurrence combined single limit for Bodily Injury, and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

• Additional Insured: Policy(ies) and coverages as described above, excluding Workers’ Compensation Insurance, shall include an endorsement stating the following shall be Additional Insureds: The City of Rochester Hills, all elected and appointed officials, all employees and volunteers, agents, all boards, commissions, and/or authorities and board members, including employees and volunteers thereof. Coverage shall extend on a primary and non-contributory basis.

• Cancellation Notice: All policies, as described above, shall be endorsed to provide Thirty (30) days, ten (10) days for non-payment of premium, Advance Written Notice of Cancellation or Non-Renewal to: (City of Rochester Hills, Attention: Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309).

• Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills at the time the contracts are returned for execution a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, a copy of the policy sections, where coverage is provided for additional insured and cancellation notice, may be acceptable. Copies of all policies mentioned above shall be furnished, if so requested.

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• Required liability limits may be obtained by using an Excess/Umbrella Liability policy in addition to the primary liability policy(ies). If coverage limits are satisfied by an Excess and/or Umbrella policy, coverage must follow form of the primary liability policy(ies), including but not limited to additional insured and primary/non-contributory coverage.

• If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates, endorsements, and/or policies to City of Rochester Hills at least ten (10) days prior to the expiration date.

g. The Proposer must provide the following additional information pertaining to factors or events that have the potential to adversely impact the Design-Builder’s ability to perform its contractual commitments.

i. Material adverse changes in financial position. Describe any material historical, existing, or anticipated changes in financial position, including mergers, acquisitions, takeovers, joint ventures, bankruptcies, divestitures, or any material changes in the mode of conducting business.

ii. Legal proceedings and judgements. List and briefly describe any pending or past (within five years) legal proceedings and judgments, or any contingent liability that could adversely affect the financial position or ability to perform contractual commitments to the Owner.

iii. Completion of Contracts. Has the Design-Builder failed to complete any contract, or has any contract been terminated due to alleged poor performance or default within the past five years? If so, describe the circumstances.

iv. Violation of Laws. Has the Design-Builder been convicted of any criminal conduct or been found in violation of any federal, state, or local statute, regulation, or court order concerning antitrust, public contracting, employment discrimination or prevailing wages within the past five years? If so, describe the circumstances.

v. Debarred from bidding. Has the Design-Builder been debarred within the past five years, or is it under consideration for debarment, from bidding on public contracts by the federal government or any state? If so, describe the circumstances.

If any of the above questions is answered in a manner that indicates that any of these unfavorable factors of events are present, it is the Respondent’s responsibility to: (1) describe in detail the unfavorable factor or event; and (2) provide sufficient information to demonstrate that the unfavorable factor or event will not adversely impact the Design-Builder’s ability to perform its contractual commitments. Include these responses in Section 9 of your proposal response, and identify as Exhibit 4 if required.

The Proposer must notify the Owner of any changes subsequent to submission of the Proposal and before the selection process is completed (and, in the case of the selected Proposer, before execution of the Design-Build Contract).

2. Project Team: Describe the composition, organization, and management of the Project Team in two separate subsections.

a. Design-Builder/Other Firms: Identify any other firms (such as subcontractors and subconsultants) included on the Project Team along with the Design-Builder and describe the scope of the Design-Builder’s and each firm’s services and responsibilities throughout the

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Project. Clearly identify the firm(s) serving as the Designer and the Builder. Describe the Design-Builder’s approach to the management of subcontractors and subconsultants.

b. Key Personnel – Identify all key personnel (and their firm affiliations) on the Project Team and describe their specific responsibilities throughout the Project.

i. Describe the Design-Builder’s approach to managing such Key Personnel.

ii. Indicate the commitment of all Key Personnel in terms of an estimated percentage of time throughout the Project.

iii. Provide resumes for all Key Personnel in Proposal Response, Section 9 and identify as

Exhibit V in your proposal response. Limit resumes to two pages per individual and include:

1. Academic and professional qualifications

2. Professional registration (if applicable)

3. Experience as it relates to the Project and to the individual’s specified role on the Project.

c. Organization Chart – Provide organization chart showing the following:

i. Reporting relationships and responsibilities of the Design-Builder and any other firms.

ii. Reporting relationships and responsibilities of all Key Personnel (along with their firm affiliations).

iii. Proposers are advised that all firms and Key Personnel identified in the Proposal shall remain on the Project Team for the duration of the procurement process and execution of the Project. (The anticipated dates for award of the Progressive Design-Build Contract and for completion of the Project are set forth on page 7 of the RFP under the heading PROJECT SCHEDULE). If extraordinary circumstances require a change, it must be submitted in writing to the Owner Contact, who, at his or her sole discretion, will determine whether to authorize a change, recognizing that certain circumstances (such as termination of employment) may occur that are beyond the Design-Builder’s control. Unauthorized changes to the Project Team at any time during the procurement process may result in elimination of the Proposer from further consideration.

3. Experience: The Proposal must describe the performance history and experience of the Project Team on similar projects and provide information concerning safety.

a. Reference Projects – Using the Relevant Project Form provided in Attachment C. The Proposer shall submit descriptions of a minimum of three (3) and maximum of five (5) reference projects completed in the last ten (10) years to demonstrate relevant experience with implementing SCADA hardware and software upgrades at a municipality or operational water or wastewater treatment plant.

i. Each project description shall contain at least the following information:

1. Name of Owner

2. Owner reference and contact information

3. Role of respondent

4. Contract value and type

5. Value of SCADA portion

6. Project Delivery method (Design-Bid-Build, Design-Build, Progressive Design-

Build, CMAR, etc.)

7. Year started, and year completed

8. Description of the project showing relevance to this Project

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9. Firms and Key Personnel that participated in project and are included in this Proposal, along with a clear description of role and responsibility of each.

4. Safety: The Proposer must provide a summary description of the Design-Builder’s corporate safety program and include safety statistics or records indicating categories of accidents and their incidence or frequency rates for the past five years. The following safety records must be provided for the Design-Builder for the current and past five years.

a. The experience modification rate (EMR) calculated by the National Council on Compensation Insurance or similar rating bureau.

b. The days-away-from-work injury incidence rate. A day-away-from-work injury is an injury that prevents an employee from returning to his or her next regularly scheduled shift. The incidence rate is calculated by multiplying the number of days-away-from-work injuries for the particular year by 200,000 and then dividing the product by the person-hours worked for that year.

Section 7 – Evaluation Criteria #4 – Project schedule and timeline, including milestones and deliverables Gantt chart or timeline outlining major milestones and deliverables.

Section 8 – Evaluation Criteria #5 – Cost Proposal The Proposer must complete the Cost Proposal Form Attachment D, with all required pricing information.

The Proposer should include as Part 7 of their proposal response a description of what the basis for the fee and rate proposal are and discuss its viability from the Design-Builder’s perspective.

Note that the Owner is not interested in proposed fees or rates that provide excessive discounts from the Design-Builder’s anticipated actual costs for the requested services. If Owner determines (at its sole discretion) that the fees and rates included in a Proposal are unacceptably below industry norms or that a Proposer’s fees and rates are substantially or unacceptably below other Proposals, the Owner may (at its sole discretion) either declare the Proposal to be non-responsive or seek additional detailed information from that Proposer concerning the cost basis for its fee and rate proposal, prior to rendering a decision on the Proposal’s responsiveness. Comprehensive and competitive cost proposal.

Section 9 – Exhibits and Additional Information Please label and include all requested Exhibit information in this section of your proposal response.

EVALUATION CRITERIA

A committee will evaluate proposals submitted in response to this RFP in accordance with the criteria described in the Proposal Format Section, and as listed below. The City may not request interviews, presentations and/or demonstration, and therefore, complete information should be included with your proposal. If the City requests presentations by short-listed proposers, committee members may update individual scores for the interviewed firms based on clarifications received, in the context of identified evaluation criteria.

In preparing responses, proposers should describe in detail how they propose to meet the specifications as detailed in the previous sections. The evaluation committee will apply specific factors to proposal information to assist the City in selecting the most qualified proposer for this contract. Evaluation criteria, in order of relative importance, are as follows:

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Item Evaluation Criteria Weight

1. Minimum Qualifications Requirements Pass/Fail

Each responsive Proposal will be reviewed to determine whether it meets the Minimum Qualification Requirements outlined in this subsection. At its sole discretion, the City may waive any failure to satisfy such requirements and may request clarification or additional information to address any questions that may arise in this regard. Any Proposal that does not satisfy all of the following Minimum Qualification Requirements may be rejected.

- Performance Bond. Ability to provide a design-build performance bond in the amount of $2.5 million

- Material adverse condition. The Design-builder must not be subject to a material adverse condition that gives rise to reasonable doubt concerning its ability to continue to undertake and successfully complete the Project and to mitigate/absorb Project risks.

- Licensing and registration. The Design-Builder must hold a Builders License (Heavy Industrial) or equivalent license in Michigan for the type of work to be performed. The Designer must include in responsible charge a Professional Engineer registered in Michigan.

The System Integrator must have certification in the selected systems.

- Design Experience. Within the past 10 years, the Designer must have successfully completed the design of at least three (3) SCADA upgrade projects of similar complexity at a municipality or operational water or wastewater treatment plants for municipal clients in the United States.

- Construction Experience. Within the past 10 years, the Builder must have successfully completed the construction of at least three (3) SCADA upgrade projects of similar complexity at a municipality or operational water or wastewater treatment plans for municipal clients in the United States.

- Safety Record. The Builder must have achieved an experience modification rate (EMR) of not greater than 10 for the current and past two years.

2. Demonstrated experience and successful completion of similar SCADA system upgrade projects

30%

3. Technical approach, innovation, and alignment with project objectives 25%

4. Qualifications, expertise, and capabilities of the proposed project team 20%

5. Project schedule and timeline, including milestones and deliverables 15%

6. Comprehensive and competitive cost proposal 10%

In ranking the proposals, the selection committee will use a 100-point scale whereby the maximum points awarded for each of the evaluation criteria will be based on the percentage weight set forth above.

Those proposers in the competitive range may then be requested to attend an interview with the owner.

The selected firms will be given the opportunity to discuss in more detail their qualifications, past experience, proposed work plan, fee proposal and answer any clarifying questions the City may have.

The interview must include the Key Personnel and team members expected to complete a majority of work on the project, but no more than six members’ total. The interview will consist of a presentation up to a designated length by the owner by the Design-Builder, including the person who will be the Project Manager on this contract, followed by questions and answers.

GENERAL TERMS/CONDITIONS/CONTRACT INFORMATION

All proposals will be evaluated and ranked. The City of Rochester Hills reserves the right to reject any and all proposals or to make an award based directly on the proposals. The City of Rochester Hills reserves the right to negotiate separately with any proposer after the opening of this Request for Proposal when such action is considered in its best interest. Subsequent negotiations may be conducted, but

17 | P a g e such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City. The firm selected for the award will be chosen on the basis of the apparent greatest benefit to the City of Rochester Hills best meeting the City’s required needs, quality levels and budget constraints.

The City reserves the right to interview any number of qualifying proposers as part of the evaluation process. The decision of which provider to contact (if any) will be based on the most qualified, cost effective and experienced provider (s) determined in the evaluation process. The City reserves the right to select, and subsequently recommend for award, the proposed products/services which best meet its required needs, quality levels and budget constraints.

The City is not required to accept the lowest cost proposal in all or in part. The proposal award will not be based solely upon cost, but will be evaluated based upon criteria formulated around the most important features of the products and/or services.

All proposals shall be opened publicly at the date and time specified. All proposers’ names and addresses shall be read at the date and time specified and shall be recorded. All proposals shall be in accordance with the Purchasing Ordinance and the requirements of this notice in order to be deemed “responsive.”

The City is not liable for any costs incurred by any prospective proposer prior to the awarding of a contract.

No proposal will be accepted from any person, firm or corporation who is in arrears upon any obligation to the City or who otherwise may be deemed irresponsible or unreliable by the City.

No proposal will be allowed to be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law. All proposers are held to prices proposed for 180 days or award, whichever comes first, except the successful proposer whose prices shall remain firm through contract expiration.

Any deviation from the scope of work must be noted in the proposal.

The Request for Proposal document together with its addenda, amendments, attachments, and modifications, when executed, becomes the contract or part of the contract between the parties.

Any proposal submitted which requires a down payment or prepayment of any kind prior to work completion and full acceptance as being in conformance with specifications will not be considered for award.

All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of Rochester Hills unless requested otherwise at the time of submission. The confidentiality or disclosure of any information submitted is governed by the Michigan FOIA. The City cannot promise, warrant or guarantee confidentiality nor that the information presented will be exempt from disclosure under the FOIA. The City may honor requests for confidentiality only to the extent that FOIA permits.

The City reserves the right to waive any informality in the proposal received, and to accept any proposal or part thereof, which it shall deem to be most favorable to the interests of the City of Rochester Hills.

Any deviation from the specifications must be noted in the proposal.

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Municipalities are exempt from Michigan State Sales and Federal Excise Taxes. Prices quoted shall not include Federal or State taxes. The City will furnish the successful bidder with tax exemption certificates when requested.

All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of: Lisa Cummins CPPB, Procurement Manager, City of Rochester Hills, 1000 Rochester Hills Drive, Rochester Hills, Michigan, 48309, 248-841-2537, cumminsl@rochesterhills.org.

Only those persons designated above are authorized to seek additional information from prospective firms regarding their proposals. Correspondence or inquiries made directly to firms regarding their proposals from all other persons are to be directed to those City employees designated above for appropriate review and response.

Contracts for work under this proposal will obligate the firm to not discriminate on the grounds of race, color, creed, religion, or national origin in their employment practices.

The City of Rochester Hills shall reserve the right to terminate the contract without penalty upon 30 days’ written notice due to poor performance or for any reason deemed to be in its best interest. A designated representative of the City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract, or do whatever is deemed to be in its best interest.

If the awarded Contractor should neglect to perform the work properly or fail to perform any provision of this contract, the City of Rochester Hills, ten (10) days after providing written notice to the Contractor may without prejudice to any other remedy, make good such deficiencies and may deduct the cost thereof from the payment due to the Contractor plus twenty (20%) percent for failure to perform.

No contract may be assigned, sublet or transferred without the written consent of the City of Rochester Hills.