LOIELE241091_Supervisory_Control_And_Data_Acquisition_SCADA_-_Letter_of_Interest_LOI_ELE_250274_-_SCADA.pdf

110 SE Watula Avenue, Third Floor

Ocala, Florida 34471 Main Number: (352) 629-8402 www.bidocala.com

The City of Ocala is accepting sealed electronic submissions for:

REQUEST FOR LETTERS OF INTEREST (“LOI”) #: ELE/241091 FOR

SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA)

Official copies of all solicitation documents may be obtained via electronic download from the City of Ocala’s e-procurement portal located at: https://www.bidocala.com

** Copies of documents obtained from any other source are not considered official copies. **

Pre-Proposal Conference: Tuesday, June 11, 2025 at 9:00 A.M. (EST) Ocala Electric Utilities, 1805 NE 30th Avenue, Building 400, Ocala, FL 34470 Proposers are required to attend this conference to obtain important information relative to this Solicitation. All attendees will be required to sign in. Failure to attend and sign-in will result in a Proposer’s response being rejected as non-responsive.

Deadline for Questions: 06/18/2025 at 5:00 p.m. (EST)

All questions or inquiries regarding this solicitation must be submitted via e-mail to the Buyer Contact identified below or via the e-procurement portal no later than the Deadline for Questions noted above. Any questions received after the deadline will not be considered.

Where to Submit Proposals: City of Ocala’s E-Procurement Portal:

https://www.bidocala.com

Submission Deadline: 06/27/2025 at 2:00 p.m. (EST)

Sealed electronic submissions shall be accepted up to the Submission Deadline.

Submissions received after the deadline and/or transmitted to the City of Ocala outside of the e-procurement portal shall be rejected. The e-procurement portal’s timestamp shall be conclusive as to the timeliness of filing.

Vendor Registration: Proposers must be a registered Vendor within the ProRFx e-procurement portal in order to submit a response to this Solicitation. There is no charge to register, simply follow the registration path for “New Vendor Registration” at https://www.bidocala.com.

Buyer Contact/ Direct All Inquiries To:

EILEEN MARQUEZ, SENIOR BUYER

E-Mail: emarquez@ocalafl.gov Phone: (352) 629-8362

Notice to Proposers: The point of contact for all questions and issues relating to this Solicitation shall be the Buyer Contact identified above.

To ensure that your submission is deemed responsive, you are urged to request clarification or guidance regarding any issues involving this solicitation prior to submitting your response.

THE CITY OF OCALA RESERVES THE RIGHT TO REJECT ANY AND ALL SUBMISSIONS

http://www.bidocala.com/ https://www.bidocala.com/ https://www.bidocala.com/ https://www.bidocala.com/

SECTION 1

INTRODUCTION AND GENERAL INFORMATION

1.1. MANDATORY PRE-SUBMITTAL CONFERENCE.

(a) The City of Ocala (“City”) has scheduled a mandatory Pre-Submittal Conference and Site Visit for this Solicitation for Tuesday, June 11, 2025 at 9:00 A.M, at Ocala Electric Utilities,1805 NE 30th Avenue, Bldg. 400, Ocala, FL 34470. Interested Proposers are required to attend this conference to obtain important information relative to this Solicitation.

(b) All attendees will be required to sign-in and will be asked to execute a Non-Disclosure Agreement in order to protect certain confidential data or information relating to the security of the technology processes and/or practices of Ocala Electric Utility that is proprietary to the City, not generally known to the public, and exempt from Florida’s Sunshine Law under section 119.0713(4)(a) and (5)(a), Florida Statutes.

(c) Failure to attend the Pre-Submittal Conference, sign-in, and execute the City’s Non-Disclosure Agreement will result in the Proposer’s response being rejected as non-responsive.

1.2. EXHIBITS. The following Exhibits and Attachments are incorporated into and made a part of this Solicitation as if fully set forth herein.

(a) EXHIBIT A: Price Proposal Form

(b) ATTACHMENT 1 – Reference Form

(c) ATTACHMENT 2 – Optional Additional Features Form

1.3. LOCAL VENDORS. The City of Ocala encourages active participation by local vendors. In accordance with Section 22-2 of the City’s Code of Ordinances, this Solicitation DOES NOT QUALIFY for Local Vendor Preference.

1.4. QUESTIONS AND CLARIFICATIONS.

(a) Proposers are responsible for verifying all listing information prior to submitting a response to the

Solicitation.

(b) Proposers must communicate any questions regarding this Solicitation by the deadline set forth above.

(c) Any and all questions must be submitted to the Procurement Department electronically via www.bidocala.com. Responses will be made electronically and posted online. It is the responsibility of the proposers to check for updates.

(d) If necessary, any addenda shall be posted to the www.bidocala.com website.

(e) It is our standard policy that no addendum will be issued less than three (3) calendar days prior to the deadline established for receipt of proposals, except for an addendum withdrawing the solicitation or one which includes postponement of the date for receipt of proposals.

(f) No verbal or written information obtained by means other than those set forth in this Solicitation, or by addendum thereto, shall be binding upon the City.

1.5. AMENDMENTS TO SOLICITATION.

(a) Should it become necessary for the City to revise or amend any part of a solicitation, Procurement and Contracting Department staff shall furnish the revision or amendment via written addendum, comment, and/or question and answer posted in the City’s e-procurement system under the appropriate solicitation.

(b) Addenda, comments, questions, and answers should be reviewed by interested parties. Lack of review will not excuse Proposers from adherence to any requirements set forth therein.

(c) If there is a discrepancy with the scope of work that City determines, in its sole discretion, to be unfair to the Proposers, City may postpone the bid opening at any time in order to make corrections. City further reserves the right to extend the bid opening at any time during the bid process.

1.6. ADA NEEDS/ACCOMMODATIONS. If reasonable accommodations are needed in order for an interested Proposer to participate in this solicitation, please contact the Buyer Contact identified above at least forty-eight (48) hours in advance so that arrangements can be made.

1.7. MINORITY/DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION. The City of Ocala encourages the active participation of minority businesses, women’s businesses, and labor surplus area firms whenever possible as either prime contractors or subcontractors. If subcontracts are to be let through a prime subcontractor, the prime contractor is required to take the following affirmative steps:

(a) placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

(b) assuring that small and minority businesses and women’s business enterprises are solicited whenever they are potential sources;

(c) when economically feasible, dividing total requirements into smaller tasks or quantities to permit maximum participation by small and minority businesses and women’s business enterprises;

(d) establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses and women’s business enterprises; and

(e) using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce.

1.8. CERTIFICATION OF ACCEPTANCE. By responding to this solicitation, Proposer certifies that he/she has carefully read the solicitation documents, including any addenda, exhibits, attachments, and/or appendices in their entirety and agrees that to the best of his/her knowledge no pages or parts of the documents appear to have been omitted and that he/she fully understands, accepts, and agrees to fully comply with the requirements and conditions set forth therein.

1.9. COST INCURRED IN RESPONDING. All costs directly or indirectly related to proposal preparation, representation or clarification shall be the sole responsibility of and be borne by the Proposer.

1.10. INDULGENCE. Indulgence by the City on any non-compliance by the Proposer does not constitute a waiver of any rights under this request.

1.11. FEDERAL DEBARMENT. By submitting a proposal, the Proposer certifies that no principal (which includes officers, directors, or executives) is presently suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency.

1.12. PUBLIC ENTITY CRIMES. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a consultant, supplier, sub-consultant, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO($35,000) for a period of 36 months following the date of being placed on the convicted vendor list.

1.13. E-VERIFY. The Proposer shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Proposer during the term of the contract and shall expressly require any sub-consultants performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the sub-consultant during the contract term.

1.14. MATERIALS. All materials submitted in response to this solicitation shall become the property of the City.

1.15. INTELLECTUAL PROPERTY RIGHTS. The Proposer will indemnify and hold harmless, the City from liability of any nature or kind, including costs and expenses for or on account of any copyrighted, service marked, trademarked, patented or un-patented invention, process, article or work manufactured or used in the performance of the contract, including its use by the City. If the Proposer uses any design, device, materials or works covered by letters, service mark, trademark, patent, copyright, or any other intellectual property right, it is mutually agreed and understood without exception that the proposal prices will include all royalties of costs arising from the use of such design, device, or materials in any way involved in the work. This article will survive the termination of any contract with the City.

1.16. CONFLICTS OF INTEREST

(a) The award hereunder is subject to the provisions of Chapter 112, Florida Statutes, as amended, governing conflict of interest.

(b) All Proposers are required to disclose the name(s) of any employee(s), officer(s), director(s), shareholder(s), or other agent(s) of their firm that are also employee(s) or public official(s) of the City of Ocala concurrently with the submission of their Proposal.

(c) All Proposers are required to disclose the name(s) of any City of Ocala employee(s) or public official(s) who either directly or indirectly owns or holds a five percent (5%) or more interest in Proposer’s firm, corporation, or other business entity.

(d) City of Ocala employees appointed persons, and elected officials (herein referred to as "employees") may engage in outside activities and hold financial interests subject to state and federal laws and regulations and the City of Ocala Employee Handbook, as applicable.

(e) Every employee who is an officer, director, agent, employee, or owner of a substantial interest in any business entity which does or anticipates doing business with the City must complete and submit an “Officer and Employee Disclosure Statement” with every submission. This statement is available at http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure- Statement-and-Intro.pdf. Failure to disclose known conflicts of interest shall result in Proposal rejection and/or contract termination, if awarded.

1.17. ANTI-LOBBYING/COMMUNICATION WITH CITY STAFF AND OFFICIALS.

(a) Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, or any other group who seeks to influence the decision of City Council member or City personnel after the advertisement of a solicitation and prior to the vote of City Council on the award of a contract.

(b) To ensure fair consideration for all Proposers, the City strictly prohibits Proposer communication relative to this solicitation with any employee, department, City official, or City Council member, regardless of whether written, verbal, or through a third party, except for those inquiries made directly to the Procurement and Contracting Department through the assigned Buyer Contact, the City’s Procurement Manager, or the City’s Procurement and Contracting Officer (“Assigned Procurement Personnel”).

(c) Proposers (including their agents or other third parties on their behalf) are prohibited from initiating any communication with any employee, department, City official or City Council member that will evaluate or consider the Proposal prior to and up to the time that award is made at a scheduled City Council meeting.

(d) Proposers (including their agents or other third parties on their behalf) are prohibited from discussing this Solicitation, or their submittals thereto, with competing firms under this Solicitation.

All oral and written inquiries must be directed through Assigned Procurement Personnel.

(e) Proposers (or any third-party on their behalf) who lobby or initiate otherwise prohibited communications shall be disqualified from consideration for award; AND may be subject to a three (3) year debarment from doing business with the City of Ocala.

1.18. PUBLIC RECORDS. All written competitive submissions received by the city pursuant to this RFP including all replies, oral presentations, other submissions, correspondence, meetings, and records made http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure-Statement-and-Intro.pdf http://www.bidocala.com/wp-content/uploads/Officer-and-Employee-Disclosure-Statement-and-Intro.pdf thereof, and any other records concerning this solicitation shall be handled in accordance with Chapter 119, Florida Statutes, and Article 1, Section 24, of the Florida Constitution.

(a) Sealed proposal responses or replies received by the City in response to its solicitations are exempt from public disclosure until such time as the City provides notice of an intended decision or until thirty (30) days after the opening of the proposals, whichever is earlier. If the City rejects all proposals or replies pursuant to this solicitation and provides notice of its intent to reissue the solicitation, then the rejected proposals or replies remain exempt from public disclosure until such time that the City provides notice of an intended decision concerning the reissued solicitation or until the City withdraws the reissued solicitation. A proposal or reply shall not be exempt from public disclosure longer than twelve (12) months after the City's initial notice rejecting all proposals or replies.

(b) Upon award recommendation or ten (10) days after opening, bids become “public records” and shall be subject to public disclosure consistent with Chapter 119 (Public Records) and Section

815.045 (Trade Secret Information), Florida Statutes. Should bidders/proposers consider any information related to their proposal or the services to be provided to City to be proprietary, a trade secret, or otherwise constitute confidential material under Florida or federal law, bidder/proposer shall designate such portion of the material as such by clearly marking it as CONFIDENTIAL, PROPRIETARY, or TRADE SECRET and submit both a non-redacted and redacted copy of their submission. The redacted copy shall only exclude or obliterate the exact portions claimed to be confidential, proprietary, or trade secret. Additionally, bidder/proposer shall state the basis for the exemption that it contends is applicable to the record, to include the statutory citation to an exemption created or afforded by statute.

(c) THE CITY WILL MAKE NO EFFORT TO VERIFY WHETHER OR NOT THE REDACTED

MATERIAL IS EXEMPT FROM CHAPTER 119, FLORIDA STATUTES. THAT DETERMINATION

IS TOTALLY THE RESPONSIBILITY OF THE BIDDER/PROPOSER AND THE

BIDDER/PROPOSER SHALL BE SOLELY RESPONSIBLE FOR DEFENDING ITS

DETERMINATION THAT THE REDACTED PORTIONS OF ITS RESPONSE ARE

CONFIDENTIAL, TRADE SECRET, OR NOT OTHERWISE SUBJECT TO DISCLOSURE.

PROPOSER SHALL PROTECT, DEFEND, AND INDEMNIFY THE CITY FOR ANY AND ALL

CLAIMS ARISING FROM OR RELATING TO PROPOSER’S DETERMINATION THAT THE

REDACTED PORTIONS ARE NOT SUBJECT TO DISCLOSURE. IF THE PROPOSER FAILS

TO SUBMIT A REDACTED COPY OF ITS SUBMISSION, ANY CLAIM OF CONFIDENTIALITY

IS WAIVED, AND THE CITY SHALL BE AUTHORIZED AND REQUIRED TO PRODUCE THE

ENTIRE DOCUMENT OR RECORD IN ITS ANSWER TO A PUBLIC RECORDS REQUEST FOR

SAID RECORDS.

1.19. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION/NON-COLLUSION. By responding to this Solicitation, Vendor certifies that the following statements are true:

(a) Proposer’s submission is made without prior understanding agreement, or connection with any person, firm, or corporation submitting a bid for the same work, labor, or service to be done or supplies, materials, or equipment to be furnished and is in all respects fair and without collusion or fraud. Proposer understands that collusive bidding is a violation of state and federal law and may result in fines, prison sentences and civil penalties.

(b) Proposer’s submission has been arrived at independently and without consultation, communication, or agreement, or for the purpose of restricting competition, as to any matter relating to such prices with any other Proposer or competitor.

(c) Unless otherwise required by law, the prices which have been (or will be) quoted by Proposer in this submission have not been knowingly disclosed by Proposer and will not be knowingly disclosed by Proposer, either directly or indirectly, to any other bidder or competitor prior to the Solicitation opening date.

END OF SECTION

SECTION 2

MINIMUM REQUIREMENTS, PROJECT OVERVIEW AND OBJECTIVES,

AND PROJECT REQUIREMENTS AND SPECIFICATIONS

(a) BACKGROUND INFORMATION The City of Ocala is the largest municipality located in Marion County located in North Central Florida. It also serves as the County seat and serves a population of 65,478 full-time residents. The City of Ocala encompasses approximately 44 square miles.

The City of Ocala is soliciting proposals on behalf of its electric utility, Ocala Electric Utility (“OEU”), for a Supervisory Control and Data Acquisition (SCADA) Solution (“SCADA Solution”) that best addresses the requirements and objectives of the City as more fully set forth in this Solicitation. The City of Ocala uses Milsoft’s Interactive Voice Response (IVR) System and Outage Management System (OMS).

(b) MINIMUM QUALIFICATIONS/EXPERIENCE REQUIREMENTS. As part of the selection process, firms must first demonstrate they are qualified to participate in the solicitation process by clearly showing they meet the minimum qualification requirements set forth herein. Proposals submitted by firms that do not meet the qualification requirements will not be accepted:

(a) Proposers must have no less than five (5) years’ documented experience providing SCADA

Solutions to governmental agencies, electric companies, and/or utility services providers.

(b) Proposers must provide no less than three (3) verifiable references from governmental agencies, electric companies, and/or utility services providers that are capable of attesting to Proposer’s SCADA solicitation implementation, service delivery, and contractual performance.

(c) The SCADA Solution offered must be compatible with the City’s existing equipment (e.g. remote terminal units (RTUs) and real time automation controllers (RTACs), etc.).

(d) The SCADA Solution offered must be capable of running concurrently with the City’s existing system for a period of not less than six (6) months.

(e) Proposers must have attended the Mandatory Pre-Submittal Conference prior to submitting a response to this Request for Letters of Interest (“LOI” or “Solicitation”).

(c) PROJECT OVERVIEW AND OBJECTIVES The City of Ocala seeks a SCADA Solution for OEU. The offered solution must specify all required software, professional services, and additional hardware.

(a) The selected SCADA Solution must be composed of a set of integrated modules offered by a single service provider.

(b) The selected SCADA Solution must be a turn-key solution that has been successfully implemented in other organizations with similar in requirements and function.

(c) The City would prefer to limit the number of third-party modules as part of the Systems Provider’s solution.

(d) The City prefers solutions that require no modifications to base code but are highly configurable to meet OEU needs.

(e) The City prefers to contract with the awarded Proposer as the prime contractor. If the Proposer wishes to use an integration partner, the City requires the integration partner to be a subcontractor to the awarded Proposer. The City reserves the right to accept or reject any proposed integration partners. Acceptance will not be unreasonably withheld.

(f) The City, to the fullest extent possible, will rely upon product configuration rather than product modifications and will make cost effective business process modifications to fit the technology workflow.

(g) The successful Proposer must provide a Graphical User Interface (GUI) or Browser/Portal Based User Interface (BUI) for system use.

(h) The City requires a solution (and Vendor) capable of compliance with North American Electric Reliability Corporation (NERC) current Critical Infrastructure Protection (CIP) requirements.

(d) PROJECT REQUIREMENTS AND SPECIFICATIONS

(a) Hardware and Software Requirements

(1) The installation should utilize the latest general release of the SCADA software.

(2) Vendor must use the City’s existing equipment, servers, RTAC's, and RTU’s via

Distributed Network Protocol (DNP3).

(3) The SCADA solution must be accessible from the existing workstations and repurposed to connect to the new SCADA system by installing the most recent version of the SCADA software to allow parallel monitoring.

(4) Vendor’s implementation team shall come on-site to install and test the new system, as well as to provide training for the new system.

(b) SCADA Solution Software Requirements:

(1) Software maintenance and support

(2) Software upgrades

(3) Software license(s) - Up to 20 licenses, site license is preferred.

(4) Software warranties

(5) Software portals

(c) Professional Services Requirements for Implementation of the SCADA Solution:

(1) Project management

(2) Software installation and configuration

(3) Hardware configuration support

(4) Interface/integration design, development, and implementation

(5) Forms design

(6) Ocala Electric Utility staff training

(7) Cut-over support

(8) Post-implementation support

(9) Period-ending support

(d) Functional Processes: Table 1 identifies the City’s desired core functional requirements for the selected SCADA Solution. The functional processes are either required or optional as noted below and must, at a minimum, meet the City’s required components.

Table 1 – Core Requirements

System Functions Required Optional Notes

Switching X

This describes a System Operator’s ability to create and execute switching orders via SCADA either by manual interaction or automation at the click of a button.

Simulation System

X

This describes the ability to mirror data from production system to train System Operators on SCADA drawings, graphs, etc. without affecting the production system.

Table 1 – Core Requirements

Functions Required Optional Notes

Web & Application/Interface

The system must have the ability to provide personnel external to the Control Center access to view SCADA drawings, graphs, etc. Permissions must be read/view only.

NERC Security Standards X

All software/hardware modules provided as part of the vendor-provided solution must be capable of meeting currently enforceable NERC CIP standards, and future updates must be capable of full compliance with enforceable standards at that time. The vendor support/services contract must include provisions necessary for OEU to meet any NERC CIP requirements.

Data Collection & Storage X

This describes the function of the system, which will allow personnel to review and report on historical SCADA information with ease-of-use advanced filtering options.

Software Operated Server Redundancy X

This describes the function of failing over to a secondary server in the event of a primary server failure. This must be executed in the software.

Communication Protocol X

This describes the required use of DNP3 protocol to allow the SCADA system to communicate to field RTAC’s and RTU’s.

No Third-Party Software

This describes the proposed SCADA system’s ability to operate without third-party software requirements.

Honeywell/Elster MAS Integration

This describes the ability to integrate APIs with Honeywell/Elster (Automated meter reading system) into the SCADA Solution.

MilSoft OMS Integration

This describes the ability for the SCADA Solution to integrate with MilSoft APIs to send and receive live metering and fault data.

Milsoft Windmil

This describes the ability for the SCADA Solution to integrate with MilSoft APIs to send and receive live data.

Exceleron MDM

The ability for the SCADA Solution to integrate with third party system; Exceleron MDM.

Windows Server Compatibility X SCADA Solution must be compatible with latest versions of Windows server.

Virtualization Compatibility X

This describes the ability for the SCADA Solution to be compatible with Virtualized OS/Hypervisor environments.

Table 1 – Core Requirements

Functions Required Optional Notes

Internal OMS Feature

The system may have its own internal OMS application.

GIS Integration Capability X

The proposed SCADA system has ability to integrate with 3rd party GIS software.

GIS Internal Feature

The proposed SCADA Solution has an internal self-supported GIS application.

LDAP

Authentication Integration

X The ability to integrate with existing LDAP authentication methods for user sign on.

MFA

Ability to integrate Multi-Factor Authentication with current LDAP configuration.

(e) Additional Optional Features: Using Attachment 2 – Additional Optional Features Form, Proposer will be asked to identify any additional features Proposer feels would be beneficial to the City’s SCADA environment in light of the foregoing requirements.

(f) Interfaces: The new SCADA Solution will require interaction with other City of Ocala systems and will send and receive data. These interfaces may be one-way or bi-directional. Some systems may only be required to send information to the proposed solution. Others will require data going both ways, to and from the proposed solution. Others will only receive data from the proposed solution. The interface requirements will identify the interfaces between the SCADA Solution and other systems maintained by City of Ocala. Those vendors include but are not limited to:

Table 2—Interface Definition Interface Description Honeywell/Elster MAS Automated Meter Reading Systems.

Milsoft DisSPatch OMS The City of Ocala’s current Outage Management System.

Milsoft WindMil EA The City of Ocala’s current Engineering Analysis System.

Exceleron MDM The City of Ocala’s current Meter Data Management System.

Esri The City of Ocala’s current Geographic Information System

(g) Implementation Requirements: The City requires each Proposer to prepare, in sufficient detail, an Implementation Plan outlining the required tasks, estimated hours, responsibilities and major deliverables for both Proposer and the City of Ocala, level of resources required, and timing. At a minimum, Proposer’s Implementation Plan shall discuss the following areas:

(1) Project management.

(2) System set-up and configuration (Minimum one week on-site required).

(3) Application(s) installation (If any).

(4) Interfaces.

(5) Testing—unit, system, process, and interface (Minimum one week on-site required).

(6) Process changes.

(7) Forms changes and design.

(8) Reports.

(9) Training—administrator and end-user.

(10) System acceptance testing.

(11) Transition to full operations (cut-over) including parallel processing with current system.

(12) Period ending reporting.

(13) Backup and recovery.

(h) Database Points: Ocala Electric Utility Database Points totals:

Analogue Points Status Points Total 7529 2728

(i) Archiving: Historical data on the existing system must be migrated to the new system.

(j) Alarms:

(1) The SCADA system must possess the capability to transmit alarms through text messages and emails.

(2) Alarms must have the ability for individual audible and color for a minimum 10 stages of priority.

(3) Additionally, the SCADA system shall allow for editable alarm formats to facilitate clear and unambiguous communication.

(4) Acknowledgment of alarms via text must be supported as well. Text alarms should be transmitted without relying on sending an email to a phone number, as that may result in carrier delays and introduces the City SMTP server as a point of failure.

(5) The existing alarms should be configured and tested in the new system and should repeat if left unacknowledged at a frequency and on points defined by the City of Ocala.

(k) Training Requirements:

(1) The City of Ocala will require no less than five (5) days of comprehensive training and availability to become proficient in using the new system and RTUs, as well as understanding how to maintain them.

(2) The training will encompass the following topics:

a. Basic system training detailing how to navigate and use the system.

b. How to perform administrative and cybersecurity tasks such as patching, database maintenance, backups, etc.

c. Adding New Points to the SCADA System and RTUs:

i. Instruction on adding analog, binary, and counter points to the SCADA system and RTUs.

ii. Guidance on configuring point properties and setting appropriate limits and thresholds.

d. Adding New Screens to the SCADA System:

i. Training on creating new screens within the SCADA system to display relevant data.

ii. Explanation on best practices to be followed when modifying or creating a screen.

e. Adding a New Site to the SCADA System:

i. Detailed steps on integrating a new site into the SCADA system.

ii. Understanding the necessary configurations to ensure seamless communication with the new site

(2) Proposer will be responsible for training the City’s team of fifteen (15) to twenty (20) staff members in all aspects of product utilization and functionality. This training is required to allow City staff to understand system capabilities before set-up and configuration activities begin.

a. The staff member group will be responsible for performing and documenting system testing, documenting business processes and procedures, and for training end-users.

b. Throughout the training, hands-on exercises and practical examples must be provided.

The aim of the training is to equip City of Ocala personnel with the necessary skills to operate, maintain, and expand the SCADA system and RTUs effectively.

(3) The Proposer will develop an end-user training plan (preferably computer-based) for current and new employees. End-user training should be specific to the way the City’s system has been configured and set up to operate.

(4) Additionally, a complete installation and operating instruction manual must be included for all aspects of the software capabilities.

(5) The City requires comprehensive documentation covering the training topics described above. The training documentation should include step-by-step instructions, screenshots, and detailed explanations for each aspect of training.

(6) This documentation should include clear explanations, methodologies, and rationale behind the calculations and processes to ensure easy understanding and future reference.

(l) Support and Maintenance:

(1) The City of Ocala requires the selected Vendor to provide ongoing support and maintenance needs throughout the life of the product. As such, Proposer’s submittal must include information and defined pricing associated with all ongoing support and maintenance activities and fees including, but not limited to: onsite software maintenance, annual site visits, 24/7 product help desk, product fixes, product enhancements, and regular product releases.

(2) Vendor must have the ability to connect to the City’s system, in compliance with the City's security policies and procedures and all NERC CIP standards, to diagnose and correct problems real-time.

(3) Proposer should also have a troubleshooting plan during implementation and configuration to ensure the project stays operational 24 hours a day, seven days a week.

(4) If multiple support plans are available, Vendor should provide the City with all available options.

(5) Vendor should describe the process for the City of Ocala to request future product enhancements.

(6) Installation and operations manual and a troubleshooting plan shall be submitted electronically in PDF format and also one bound paper copy.

(7) 24x7 post-implementation technical support must be provided along with a technical support on-call telephone number that can be called to assist in resolving issues that may arise, regardless of urgency.

(8) The City will also require the option to utilize 40 hours of post-implementation system management support services. Price quotes for this service should be provided as both a three-year (3-Year) and five-year (5-Year) option.

(m) Additional Requirements:

(1) The new SCADA system should include a secure view-only mobile client compatible with

Apple and Android phones and tablets, enabling operators and users to securely access and monitor live and historical data across multiple devices. The client should provide intuitive navigation and interaction capabilities, adapting its layout, font sizes, and functionality to accommodate various screen sizes and resolutions.

(2) Employing responsive design and mobile optimization techniques, the screens of the view-only client will offer an optimal and seamless viewing experience across desktop computers, tablets, and mobile phones, promoting enhanced usability and accessibility.

(3) The view-only client in the SCADA system should prioritize cybersecurity and not introduce any additional risks to Ocala Electric Utility. It should employ secure communication protocols, strong authentication mechanisms, and adhere to cybersecurity best practices to protect against unauthorized access and data breaches.

Regular security updates and testing should be conducted to address vulnerabilities promptly and ensure the system's integrity, confidentiality, and availability.

(n) Implementation Schedule: For planning purposes, the City of Ocala has identified a projected total installation timeframe of six (6) to nine (9) months for the successful completion of the SCADA Solution implementation activities. The successful Vendor will be expected to review and either (1) confirm this timeframe is appropriate; or (2) suggest other optimum timelines that more readily support the Vendor’s solutions and associated resource requirement.

(e) INSURANCE REQUIREMENTS

(a) COMMERCIAL AUTO LIABILITY. Awarded Vendor shall procure and maintain for the life of this agreement commercial auto liability insurance with a minimum combined single limit of One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage arising out of vendor’s operations and covering all owned, hired, scheduled, and non-owned automobiles utilized in said operations.

(b) COMMERCIAL GENERAL LIABILITY. Awarded Vendor shall procure and maintain for the life of this agreement commercial liability insurance with minimum coverage limits not less than:

(1) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for bodily injury, property damage, and personal and advertising injury; and

(2) One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate (or project aggregate, if a construction project) for products and completed operations.

(3) Policy must include coverage for contractual liability and independent contractors.

(c) WORKERS’ COMPENSATION AND EMPLOYER’S LIABILITY. Awarded Vendor shall procure and maintain for the life of this agreement adequate workers’ compensation and employer’s liability insurance covering all of its employees in at least such amounts as required by Chapter 440, Florida Statutes, and all other state and federal workers’ compensation laws. Vendor shall ensure any and all subcontractors have the required coverage for all of their employees as required by applicable law. Vendor shall waive, and shall ensure that its insurance carrier waives, all subrogation rights against the City of Ocala and its officers, employees, and volunteers for all losses or damages.

(d) SPECIAL INSURANCE REQUIREMENTS:

(1) Professional Liability/Errors and Omissions Insurance. Awarded Vendor shall procure and maintain, for a period of at least Five (5) Years from the date of acceptance of the work by the City, a policy of professional liability/error and omissions insurance in an amount not less than $1,000,000 per claim.

(e) CITY AS ADDITIONAL INSURED AND ENDORSEMENTS. The City of Ocala shall be named as an Additional Insured and Certificate Holder on all liability policies identified in this section with the exception of Workers’ Compensation and Professional Liability policies. Awarded Vendor’s Worker’s Compensation policy shall be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or its equivalent. Vendor’s Commercial General Liability policy shall be endorsed with a CG 20 26 04 13 Additional Insured – Designated Person or Organization Endorsement or similar endorsement providing equal or broader Additional Insured Coverage with respect to liabilities arising out of activities performed by or on behalf of Vendor.

(f) FAILURE TO MAINTAIN REQUIRED COVERAGE. In the event that the Awarded Vendor fails to obtain or maintain in full force and effect any required insurance coverage, the City may procure same from insurance carriers as the City may deem proper, irrespective that a lesser premium for such insurance coverage may be available, and Vendor shall pay, upon demand by City, any and all premiums, costs, charges and expenses incurred or expended by City in obtaining such insurance. Notwithstanding the foregoing, in the event City is forced to procure the required insurance coverage due to awarded Vendor’s failure to comply with these Insurance Requirements, City shall in no manner be liable to Awarded Vendor for any insufficiency or failure of coverage with regard to same or any loss to Vendor occasioned thereby. Additionally, the procurement of such insurance coverage shall not relieve Awarded Vendor of its obligation to maintain said coverage in the types and amounts specified herein and Awarded Vendor shall nevertheless hold City harmless from any loss or damage incurred or suffered by City from awarded Vendor’s failure to maintain said coverage.

(g) OTHER MISCELLANEOUS INSURANCE PROVISIONS.

(1) These insurance requirements shall not relieve or limit the liability of awarded Vendor. City does not in any way represent that these types or amounts of insurance are sufficient or adequate to protect awarded Vendor’s interests or liabilities but are merely minimums. No insurance is provided by the City under any contract to cover awarded Vendor.

(2) No work shall be commenced under any contract until the required Certificate(s) of Insurance have been provided. Work shall not continue after expiration (or cancellation) of the Certificates of Insurance and shall not resume until new Certificate(s) of Insurance have been provided. Insurance written on a “Claims Made” form is not acceptable without consultation with City of Ocala Risk Management.

(3) Awarded Vendor shall arrange for its liability insurance to include or be endorsed to include a severability of interests/cross-liability provision so that the “City of Ocala” (where named as an additional insured) will be treated as if a separate policy were in existence, but without increasing the policy limits.

(f) RFP TIMELINE. The City will attempt to follow the following schedule in the selection of the successful Proposer. The timeframes set forth below are subject to change at any time in the City’s sole discretion.

Milestone Date*

Deadline for Solicitation Clarification and Questions 06/18/2025 Proposal Submission Deadline 06/27/2025 Administrative Review of Proposals TBD

*The City reserves the right to make changes or alterations to the Time Schedule at any time as the City, in its sole discretion, deems to be in the best interest of the public. Any extension, change, or update to this schedule prior to project award shall be updated within the listing at www.bidocala.com. Proposers are responsible for verifying all listing information prior to submitting a response to this solicitation.

SECTION 3

SUBMISSION INSTRUCTIONS, PROPOSAL ORGANIZATION REQUIREMENTS,

AND EVALUATION CRITERIA

Proposers shall follow the submittal requirements set forth herein. Responses that do not adhere to the following format or which fail to include the requested information/documents may be considered non-responsive and therefore ineligible for award. The City reserves the right to seek additional/supplemental information as needed.

3.1. PROPOSAL SUBMISSION INFORMATION AND DEADLINE. All Proposals must be electronically submitted via ProRfx before 2:00 p.m. (EST) on the listing end date/bid close date identified at www.bidocala.com. Proposals received after this time and date will not be considered. Proposals may not be submitted by any other means. The City will not accept Proposals sent by U.S. Mail, couriers, fax, or e-mail.

(a) Sealed electronic Proposals will be received and opened by the City’s Procurement and Contracting

Department electronically via the City’s e-procurement portal. All submitted responses shall be time and date stamped at the time the documents are uploaded and received.

(b) Any Proposals received after the advertised deadline for submissions will not be considered. It is the sole responsibility of each Proposer to ensure Proposal is submitted via the e-procurement portal on or before the advertised deadline.

(c) The ProRFx timestamp shall be conclusive proof of the timeliness of submission.

(d) By submitting a response, the Proposer certifies that neither Proposer nor any principal of Proposer is presently disbarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency (local, state, or federal).

(e) No Proposer shall be permitted to submit multiple solicitation responses. Only one (1) submission per firm, corporation, or individual Proposer shall be accepted (as corroborated by maintaining distinct financial books, corporate tax filings, and EINs).

(f) Pricing must be entered on the Price Proposal Form attached hereto as Exhibit A.

(g) Proposers shall examine the solicitation and contract documents and before submitting a bid, shall make a written request to City for an interpretation or correction of any ambiguity, inconsistency, or error therein which could have been discovered by a Proposer. At the Proposal opening each Proposer shall be presumed to have read and be familiar with the contract documents.

(h) Proposals failing to provide sufficient information and assurances of performance so as to permit the City to accurately assess each category of the required services will be deemed non-responsive and will not be given further consideration.

3.2. COVER PAGE, PAGE SIZE, AND FORMAT.

(a) Proposals shall contain 8 ½” x 11” pages only with a minimum font size of 11 points. Proposals shall be no more than forty (40) pages, excluding the cover page, transmittal letter, and any required attachments, forms, licenses, certifications, sample reports, or resumes.

(b) The cover page shall include the title of this Solicitation along with the Proposer’s firm name, address, contact person, telephone number, and e-mail address.

3.3. ORGANIZATION OF PROPOSAL. Proposers shall organize submittals in the following format with tabs separating each section.

(a) TRANSMITTAL LETTER. A transmittal letter must accompany the submittal and must be signed by an individual legally empowered to represent and bind the proposing firm. The transmittal letter must, at minimum, include the following information:

(1) Corporate name, address and telephone number of principal office, number of years in business.

(2) A statement summarizing any deviations or exceptions to the requirements of the Solicitation, along with a detailed justification for the deviation or exception.

(3) A short narrative describing the firm’s understanding of the scope of work and a brief statement of why the firm believes itself to be the best qualified to provide the required solution and services.

(4) An affirmative statement that the firm has received, read and understands all procedures and criteria associated with the submittal requirements, and understands that all terms and conditions contained herein may be incorporated into a resulting contract.

(b) TAB 1 – TECHNICAL PROPOSAL. Here, Proposers should provide detailed evidence demonstrating their ability to comply with the technical requirements and specifications set forth in this Solicitation.

(1) Proposer’s Technical Proposal must individually address the Proposer’s ability to satisfy and/or meet the Project Requirements and Specifications identified by the City for the SCADA Solution Implementation Project as described in Section 2.4 of this Solicitation.

Failure to address all segments (2.4(a) through 2.4(m)) may result in Proposer's submittal being deemed non-responsive and preclude further consideration by City of Ocala.

(2) In the event that Proposer has features in addition to what has been identified by the City under Section 2.4 - Project Requirements and Specifications that Proposer feels would be beneficial to the City’s SCADA environment, Proposer must complete and upload an executed copy of Attachment 2 – Optional Additional Features Form to identify those features.

(3) Proposer should discuss its upgrade policies and the upgrade history of the proposed solution. Additionally, Proposer should describe the process for Ocala Electric Utility to request future product enhancements.

(c) TAB 2 - PROJECT TEAM COMPOSITION, EXPERIENCE, QUALIFICATIONS, AND PAST PERFORMANCE. Here, Proposers should address their specific experience as it relates to the work required for this Project. The successful Vendor must have extensive experience in the implementation and provision of maintenance and support of SCADA solutions to electric providers and/or utility companies.

(1) Provide a brief narrative which describes the Project Team, highlights the Team’s qualifications and experience as a SCADA Solutions provider, and the Team’s ability to provide the solution and services detailed in this Solicitation.

(2) Provide an organizational chart depicting the key personnel that Vendor will dedicate to this Project. The personnel identified in the organizational chart are expected by the City to be utilized for the Project. City reserves the right to disallow substitutions without prior City approval.

(3) For each key personnel identified, describe their respective role and responsibilities with respect to this Project and provide a resume for each individual depicting education, certifications, professional affiliations, licensure, and experience on similar projects of this size and scope.

(4) Provide proof of verifiable experience supplying and delivering products of a similar scope as those outlined in this Solicitation to a governmental agency, electric provider, and/or utility company for a period of no less than five (5) years utilizing Attachment 1 – Reference Form.

(5) Identify at least three (3) governmental agencies, electric providers, and/or utility companies who have utilized Vendor’s SCADA Solution who can attest to Vendor’s experience and performance utilizing Attachment 1 – Reference Form.

(d) TAB 3 – PROJECT UNDERSTANDING, PROPOSED APPROACH AND METHODOLOGY.

Here, Proposers should demonstrate how the Project will be implemented pursuant to the objectives, requirements, and specifications set forth in this Solicitation. Proposers shall demonstrate knowledge of the City’s Project objectives and existing conditions, identify potential implementation issues, and present a comprehensive plan for completing the specified work.

(1) Define what services Vendor’s company is proposing that will best serve the City of

Ocala’s needs. In narrative format, describe Vendor’s approach to performing the required services by demonstrating efficient use of manpower, materials, equipment, implementation methodology, and techniques to complete the Project efficiently within the constraints outlined in the Solicitation. Describe how the firm proposes to deliver a top-quality project on time and on budget.

(2) Implementation Plan. The City of Ocala requires that each Proposer prepare, in sufficient detail, an Implementation Plan outlining the required tasks, estimated hours, responsibilities and major deliverables for both Proposer and the City of Ocala, level of resources required, and timing.