NGWSP_-_Gallup_Regional_Water_System_SCADA_System_Upgrade_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2025/2026/03

NGWSP - GALLUP REGIONAL WATER SYSTEM SCADA SYSTEM

UPGRADE

City of Gallup

110 W Aztec Ave.

Gallup, NM 87305

RELEASE DATE: November 21, 2025

DEADLINE FOR QUESTIONS: December 5, 2025

RESPONSE DEADLINE: December 18, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2025/2026/03 Title: NGWSP - Gallup Regional Water System SCADA System Upgrade https://procurement.opengov.com/portal/gallupnm

City of Gallup

REQUEST FOR PROPOSAL

NGWSP - Gallup Regional Water System SCADA System Upgrade

I. ADVERTISEMENT FOR PROPOSAL

II. GENERAL CONDITIONS

III. SUPPLEMENTAL TERMS AND CONDITIONS

IV. ESCALATION CLAUSE

V. ADDTITIONAL TERMS AND CONDITIONS

VI. SPECIAL TERMS AND CONDITIONS

VII. BACKGROUND INFORMATION & SCOPE OF WORK

VIII. SCOPE OF SERVICES

IX. PROPOSAL EVALUATION

X. PROPOSAL EVALUATION CRITERIA

XI. VENDOR QUESTIONNAIRE/PROPOSAL SUBMISSION

Attachments:

A - GALLUP SAMPLE AGREEMENT

1. ADVERTISEMENT FOR PROPOSAL

CITY OF GALLUP

NGWSP - Gallup Regional Water System SCADA System UpgradeCITY OF GALLUP, NEW MEXICO

REQUEST FOR PROPOSAL NO. 2025/2026/03

1.1. Public Notice

Public notice is hereby given that the City of Gallup, New Mexico, is accepting sealed proposals for the following:

NGWSP - Gallup Regional Water System SCADA System Upgrade

GALLUP, NEW MEXICO

As more particularly set out in the RFP documents, copies of which may be obtained via the

City's eProcurement Portal. Copies are also available for viewing

Electronically submitted proposals shall be received via electronic bidding platform before 2:00 pm (LOCAL TIME) on or before Thursday, December 18, 2025 where proposals will be received and recorded by the City of Gallup Purchasing Department via virtual conference/video calls or through other virtual means.

The City of Gallup has transitioned to a new e-Bid/RFP software system powered by

OpenGov. All solicitations will be released electronically through OpenGov and responses from proponents must be submitted electronically through this online platform. By using OpenGov, prospective proponents will be provided with all information regarding a bid including addendums and changes to the project requirements. OpenGov is a completely free service for all respondents. Prior to submitting a proposal, respondents are required to set up their free account with OpenGov. Register your company at City's eProcurement Portal. Only

ELECTRONICIALLY SUBMITTED PROPOSALS will now be accepted; system will not accept proposals submitted AFTER due date and time.

Plans, Specifications, and Proposal Documents may be examined at the office of the Purchasing

Director located at 110 West Aztec, Gallup, NM 87301, phone number (505) 863-1334.

Additional information regarding this bid may also be viewed at:

https://procurement.opengov.com/portal/gallupnm/projects/210912.

Dated: 7th of November, 2025 https://procurement.opengov.com/portal/gallupnm/projects/210912

By:/S/ By: Louis Bonaguidi, Mayor

Classified Legal Column:

Gallup Sun Publishing Date: Friday-November 7, 2025

Albuquerque Journnal Publishing Date: Sunday-November 9, 2025

2. GENERAL CONDITIONS

2.1. PROJECT

The City of Gallup is inviting qualified providers to submit proposals to provide NGWSP - Gallup Regional

Water System SCADA System Upgrade in Gallup NM.

2.2. ELECTRONIC PROPOSALS

All proposal must be submitted ELECTRONICIALLY via CIty's eProcurement Portal, the City of Gallup’s electronic bid/proposal platform at https://procurement.opengov.com/portal/gallupnm prior to the time specified for the proposal opening. System will not accept proposals submitted after due date and time. Proposal must be submitted using the proposal document forms furnished by the City of

Gallup. Receipt of proposals will be acknowledged and recorded electronically in the Purchasing

Department via virtual means. Meeting information will be posted via the City's eProcurement Portal in the timeline section of this specific solicitation, via addendum or notice posted to the eProcurement

Portal.

2.3. PROPOSAL OPENING DATE AND TIME

Proposal shall be received until Thursday, December 18, 2025 at 5:00 pm local time via the City's eProcurement Portal.

2.4. NON-DISCRIMINATION

The City of Gallup does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in the employment or provision of services. Contractors shall be in compliance with ADA requirements.

2.5. MODIFICATIONS OR WITHDRAWAL

Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals via the City's eProcurement Portal. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers.

The City reserves the right to waive minor informalities, irregularities or technicalities or technicalities in the RPF. The City will be the sole entity to determine the acceptance or non-acceptance of any modification or deviation. RFP responses already submitted to the City Purchase Department may be withdrawn or modified prior to the time set for deadline by delivering written or telegraphic notice to the Purchasing department.

2.6. PROPOSAL OPENING

The opening of proposals shall be conducted in private to maintain the confidentiality of the contents of all proposals. Proposals will remain confidential during the negotiation process.

These documents constitute a “Request for Proposal” or RFP. It is a request for an offer. As such, it allows alternate offers or proposals to be considered and the terms and conditions may be subject to negotiations to reach best and final offers. All information requested for submittal should be included with the offer, and exceptions or alternates clearly noted.

2.7. INQUIRIES

Communications regarding this procurement, including issuance of amendments, may be conducted by electronic means via the City's eProcurement Platform. Electronic submittals of the proposal whether by fax or other electronic means are NOT acceptable; proposals shall ONLY be electronically submitted through the City's eProcurement Platform as previously stated in the General Conditions.

The only approved contact shall be with the above referenced purchasing individual via the

Question/Answer process of the City's eProcurement Portal. Offerors making contact with any other City official, evaluation committee member, or other City employee regarding this RFP may be disqualified.

Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

2.8. AMENDMENTS

If any questions or responses require revision to the solicitation as originally published, such revisions will be by Formal Addendum only. If the solicitation includes a contact person for technical information, Offerors are cautioned that any oral or written presentations made by this or any person that appear to change materially any portion of the solicitation shall nor be relied upon unless subsequently ratified by a Written Amendment to this solicitation issued by the Purchasing Office. For determination as to whether any representation made requires that an amendment be issued, contact the Purchasing

Office.

2.9. MINOR DEVIATIONS OR IRREGULARITIES

The City reserves the right to accept minor modifications to or deviations from any specification, except where otherwise noted, as long as the proposed material meets the intent of the specifications. The City will be the sole entity to determine the acceptance or non-acceptance of any such modifications or deviations.

2.10. SAFETY

The City of Gallup shall contract with companies or firms whose operators and equipment meet OSHA standards in their field of expertise.

2.11. ACKNOWLEDGE RECIEPT OF AMENDMENTS

Offerors will acknowledge receipt of amendments by returning one signed copy of the amendment with their proposal. Failure to acknowledge receipt of addenda may render your proposal as non-compliant.

2.12. CONFIDENTIALITY

Offerors may request in writing non-disclosure of confidential data. Such data should accompany the proposal and be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the data.

2.13. NEGOTIATIONS

Negotiations may be conducted with all responsible Offerors who submit proposals found to be reasonably likely to be selected for award. Offerors submitting proposals may be afforded an opportunity for discussion and revision after submission and prior to award for the purpose of obtaining best and final offers. After obtaining best and final offers, the award shall be made to the responsible

Offeror(s) whose proposals are most advantageous to the City of Gallup.

Proposals shall be evaluated on the basis of demonstrated competence and qualification for the type of service required, and based on the criteria set forth in the Request for Proposal. For purposes of conducting discussions, proposals may initially be classified as:

A. Acceptable

B. Potentially acceptable, that is, reasonably likely of being made acceptable or;

C. Unacceptable

The review committee will evaluate all proposals, determine the need for, and conduct any negotiations. Negotiations may be conducted to:

A. Promote understanding of the City’s requirements and the Offeror’s proposal.

B. Obtaining best and final offers.

C. Facilitate arrival at a contract that will be most advantageous to the City of Gallup taking into account the factors set forth in the proposal

The City is under no obligation to conduct any negotiations or discussions with an Offeror.

The City of Gallup’s designee shall negotiate a contract with the Highest Qualified Offeror at compensation determined in writing to be fair and reasonable, taking into account the estimated value of the services and the scope, complexity and nature of the services.

Should the designee be unable to negotiate a satisfactory contract with the Offerors considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be terminated. Negotiations shall then be undertaken with the second most qualified business. This process shall continue until a satisfactory contract is negotiated with a qualified business or the procurement process is terminated and a new Request for Proposal is initiated.

If the highest ranked Offeror cannot fulfill the conditions as outlined the award will go to the next highest ranked responsible Offeror whose offer was judged responsive.

This request and all attachments will be considered part of the resultant contract and/or purchase order.

2.14. TAXES

The proposal total shall exclude all applicable taxes. The City will pay any taxes due on the contract based upon billing submitted by the contractor, at the applicable tax rate. Taxes shall be shown as a separate amount on any billing or request for payment. The City of Gallup is non-taxable on tangible goods.

2.15. APPROPRIATIONS

The terms of this agreement are contingent upon sufficient monies being made available by the City of Gallup for the performance of this agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this agreement shall terminate upon written notice being given by the City to the contractor. The City’s decision as to whether sufficient appropriations are available shall be accepted by the contractor and shall be final.

2.16. MANDATORY REQUIREMENTS

Mandatory requirements may be waived by the evaluation committee if all the otherwise responsive

Offerors failed to comply with the same mandatory requirement and the failure to do so does not otherwise materially affect the procurement. The evaluation committee shall have the right to request subsequent information from the otherwise responsive Offerors.

2.17. SPECIFICATIONS

If, in the opinion of the evaluation committee a specification is poorly worded or confusing, the evaluation committee may waive the specification for all Offerors, and if points were assigned reduce the total points by the number of points assigned to the specification.

2.18. CONTRACT TERMS AND CONDITIONS

The contract between the City and Offeror will follow the format specified by the City and contain the terms and conditions set forth in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful Offeror’s proposal will be incorporated into the contract. Should an Offeror object to any of the City’s terms and conditions, that offeror must propose specific alternative language that would be acceptable to the City. Offerors must provide a brief discussion of the purpose and impact, if any, of each proposed change followed by the specific proposed alternate wording. General references to the Offeror’s terms and conditions or attempts at complete substitutions are not acceptable to the

City and will result in disqualification of the Offeror’s proposal.

2.19. OFFEROR’S TERMS AND CONDITIONS

Offerors must submit with the proposal a complete set of any additional terms and conditions which they expect to have included in a contract negotiated with the City. Any additional terms and conditions which may be the subject of negotiation, will be discussed only between the City and the selected

Offeror and shall not be deemed an opportunity to amend the Offeror’s proposal.

2.20. PROCUREMENT CODE VIOLATIONS

The Procurement Code imposes civil and criminal penalties for its violation. In addition, the New Mexico

Statutes impose felony penalties for illegal bribes, gratuities, and kick-backs.

2.21. AWARD

The award shall be made to the responsible and responsive Offeror of Offerors whose proposal is most advantageous to the City of Gallup, taking into consideration the evaluation factors set forth in the

Request for Proposals.

2.22. BRAND NAMES

Where a product or brand name is indicated in the specifications, it shall mean "minimum acceptable level or minimum quality required" by the city unless the specifications state that no substitutions or equivalents are allowed. If the bidder is offering, as an equal or equivalent, an item other than the one specified then the manufacturer's name and model number of that item must be specified in the offer and sufficient specification and descriptive data provided to permit a thorough evaluation. Failure to provide appropriate information may result in disqualification of the offer.

2.23. UNIT PRICES

Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices. In the case of a discrepancy between written numbers and figures, the amount written in words shall govern.

2.24. PAYMENT OR ACCEPTANCE NOT CONCLUSIVE

Contractor will supply the City with invoice for payment.

No payment made under this contract shall be conclusive evidence of the performance of this contract, either wholly or in part, and that no payment made for the delivery of the items in whole or in part shall be construed as an acceptance of defective work or improper materials, nor relieve the contractor from corrections of the defects. Invoices submitted after the fiscal contract period will not be considered for payment.

The final acceptance shall not be binding upon the City, or conclusive, should it be subsequently develop the bidder has furnished inferior items or had departed from the specifications and/or the terms of the contract. Should such conditions become evident, the City shall have the right, notwithstanding final acceptance and payment, to cause the item(s) to be property furnished in accordance with the specifications (drawings, if any) at the cost and expense of the contractor.

The hourly labor rate provided in the proposal shall include full compensation for labor, equipment, use, travel time, mileage, insurance and overhead and other costs to the bidder excluding tax and freight.

2.25. PREFERENCES

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a City of

Gallup Resident Business in accordance with the City of Gallup Resident Business Ordinance.

A preference of the total points used in evaluating the Request for Proposal shall be awarded to a business that has registered with the State of New Mexico Department of Taxation and Revenue as a resident New Mexico business or Resident New Mexico Veteran’s business, and in any case shall be applied in accordance with the provisions of New Mexico Statute 13-1-21 and 13-1-22 NMSA 1978.

The City of Gallup Resident Business preference, State of New Mexico Resident Business Preference, or

State of New Mexico Resident Veteran’s Business will be factored into the Request for Proposal scores where applicable. However, the preferences are not cumulative and no offeror will receive more than one of the applicable preferences.

For information on State of New Mexico resident business or veteran’s resident business bidder’s certification call 505‐827‐0951 or to download applications at:

https://www.tax.newmexico.gov/businesses/business-preference-certification/

You must submit a copy of your NM Resident Business or Resident Veteran’s Business Certificate with proposal in order to qualify for the New Mexico Residence preference.

2.26. PROTESTS

Any bidder or offeror who is aggrieved in connection with a solicitation or award of a contract may protest to the central purchasing office. The protest must be submitted in writing within seven (7) calendar days after knowledge of the facts or occurrences giving rise thereto. Any protest based on the terms of this Request for Competitive Sealed Bid Proposals will be conclusively deemed waived if an

Offeror does not specifically raise and address the protest its bid proposal submitted to the City’s

Procurement Office. All Offerors will be conclusively deemed to have knowledge of the facts or occurrences giving rise to a protest respecting an award at the time a contract is awarded by the City to an Offeror or Offeror.

2.27. NOTICE TO OFFERORS

Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitations are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Unless specifically requested in the solicitation, elaborate art work, corporate brochures, lengthy narratives, expensive paper, specialized binding, and other extraneous presentation materials are neither necessary nor desired.

THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS IN WHOLE OR IN PART, TO WAIVE

INFORMALITIES OR TECHNICALITIES AT ITS OPTION, AND TO ACCEPT THE PROPOSAL IT DEEMS TO BE

IN THE BEST INTEREST OF THE CITY OF GALLUP.

2.28. NOTICE TO BIDDERS

As of October 5, 2011 applications for Resident New Mexico in-state bidders will no longer be processed through the State Purchasing Division. All resident business and contractors will have to obtain a new preference number with the New Mexico Department of Taxation and Revenue as of January 1, 2012.

https://www.tax.newmexico.gov/businesses/business-preference-certification/

It will be the sole responsibility of the Bidders requesting consideration for the New Mexico Resident

Business Preference to obtain approval and a certification from the New Mexico Department of Taxation

& Revenue prior to the bid opening date. You must furnish a copy of the Resident Business Certificate with each proposal in order to be considered for the in-state preference.

As of July 1, 2012 a New Mexico Resident Veteran’s Business preference number may be obtained from the New Mexico Department Taxation and Revenue Department. In order to be considered for the New

Mexico Veteran’s Business preference a copy of the Certificate must be included with each proposal as per Sections 13-1-22 (A) NMSA 1978.

For additional information please call 505-827-0951, or to download applications log on at:

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

2.29. EXISTING AGREEMENT

Under the terms and conditions of this RFP, all public bodies allowed by law may procure supplies or services under this RFP and contract thereof described herein. The terms and conditions of this RFP shall form a part of each order issued herein. Each public body shall be responsible of their own orders and/or contracts and the City of Gallup accepts no responsibility for other entities.

http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx

3. SUPPLEMENTAL TERMS AND CONDITIONS

3.1. ELECTRONIC COMMUNICATIONS

Communications regarding this procurement, including issuance of any amendments, shall submitted through the OpenGov eProcurement Portal Q&A section: eProcurement Portal. However, electronic submittals of the proposal whether by fax or other electronic means are not acceptable as noted in the

General Conditions.

3.2. UNIT PRICES

Typographical errors, errors in extending unit prices, arithmetic errors or errors clearly evident on the face of the bid document may be corrected in accordance with the Procurement Ordinance and

Procurement Regulations. Discrepancies involving the incorrect extension of unit prices shall be resolved in favor of unit prices as unit prices cannot be corrected.

3.3. CONTRACT TERM RENEWAL

This is an indefinite quantity contract from the date of contract acceptance and shall automatically renew for three (3) additional one (1) year period unless sooner terminated in accordance with the terms and conditions of this bid. If the lowest qualified bidder is unable to fulfill an order or bidder’s prices exceed market prices the City reserves the right to surpass this bid and order from the best available source.

3.4. QUANTITIES

This is an indefinite quantity contract from which the City may place orders on an as needed basis.

Quantities listed are estimates of the City's needs on an annual basis. Actual usage may vary. The City does not guarantee the purchase of any specific minimum quantities, nor may any material be shipped or delivered without a valid purchase order number issued by the City.

3.5. EXISTING AGREEMENT

Under the terms and conditions of this bid, all public bodies allowed by law may procure the supplies or services under this bid as described herein. The terms and conditions of this bid shall form a part of each order issued herein. Each public body shall be responsible for their own orders and the City of Gallup accepts no responsibility for other entities.

3.6. ACKNOWLEDGEMENT OF RECIEPT

The Acknowledgment of Receipt should be signed and returned to the Purchasing Office as soon as possible but no later than 5:00 pmlocal time on Friday, December 5, 2025. Only potential bidders who elect to return this form completed with the indicated intention of submitting a bid will receive copies of all written questions and the City’s written responses to those questions as well as copies of

Amendments, if any are issued.

3.7. REQUEST FOR PROPOSAL DOCUMENTS

RFP documents may be retrieved by accessing the Purchasing page of the City of Gallup bidding website

OpenGov https://procurement.opengov.com/portal/gallupnm/projects/210912, by calling (505) 863-

1334 or visiting the Central Purchasing Office at 110 West Aztec, Gallup, NM 87301.

The City of Gallup will notify vendors of record of amendments/addenda that are issued via City's eprocurement software OpenGov. If not a vendor of record or if solicitation was downloaded through

City of Gallup website, it shall be vendor’s responsibility to check website frequently for copies of any addenda/amendments or correspondence concerning the solicitation. Failure to acknowledge all addenda could result in rejection of your bid/proposal as non-responsive. In the case of an inconsistency between information on this site and the Purchasing file document, the file document shall prevail.

https://procurement.opengov.com/portal/gallupnm/projects/210912

4. ESCALATION CLAUSE

4.1. ESCALATION CLAUSE

Price escalations may be considered only under the following conditions:

A. Offered prices must be firm for at least ninety (90) calendar days after written notification of contract.

B. All requests for price increases shall be in writing and accompanied by:

1. A letter from the Contractor’s supplier certifying the price increase to the Contractor; or

2. Evidence of verifiable market conditions resulting in increased costs such as mandated labor rate increases and significant fuel or energy cost increases.

C. All invoices of the offered items, from suppliers to the Offeror, shall be subject to auditing by the City and furnished without delay upon request.

D. The City reserves the right to purchase on the open market or cancel a contract resulting from this request and solicit a new contract if the escalated price is above the current open market price for the same item. Cancellation of the contract shall not affect any outstanding orders.

E. All revisions of the price list shall become effective when they are accepted by the Purchasing

Office of the City, provided that they do not conflict with paragraph (F) or (G).

F. All approved price changes resulting from this escalation clause shall be firm for a period of ninety (90) calendar days after acceptance in writing from the City.

G. The Offeror shall be limited to a maximum of two (2) price escalations per contract period unless otherwise specified in this request.

H. The Offeror shall provide to the City written notice of any requested price changes, which shall become effective upon acceptance by the City of Gallup Purchasing Office.

I. If the Offeror receives any price de-escalations from the supplier of goods sold to the City through a contract resulting from this request, the Offeror is responsible for notifying the City of such de-escalations, and passing those price changes on to the City immediately.

5. ADDTITIONAL TERMS AND CONDITIONS

5.1. DEBARRED OR SUSPENDED CONTRACTORS

A business (contractor, subcontractor or supplier) that has either been debarred or suspended pursuant to the requirements of .13-1-177 through .13-1-180, and .13-4-11 through .13-4-17 NMSA 1978 as amended, shall not be permitted to do business with City of Gallup and shall not be considered for award of the contract during the period for which it is debarred or suspended.

5.2. ASSIGNMENT

Neither the order, nor any interest therein, nor claim there under, shall be assigned or transferred by the Vendor, except as expressly authorized in writing by the City of Gallup Procurement Administrator.

No such assignment or transfer shall relieve the Vendor from the obligations and liabilities under this order.

Vendor agrees that any and all claims for overcharge resulting from antitrust violations which are borne by the City of Gallup as to goods, services, and materials purchased in connection with this bid are hereby assigned to the City of Gallup.

5.3. INSPECTION

Final inspection and acceptance will be made at the site. Goods rejected at the site for non-conformance with specifications shall be removed, at the Vendor's risk and expense, promptly after notice of rejection.

5.4. INSPECTION OF PLANT

The City of Gallup Procurement Administrator may inspect, at any reasonable time, the part of the contractor's, or any subcontractor's plant or place of business, which is related to the performance of this contract.

5.5. LIABILITY

The Vendor agrees that City of Gallup shall not be held liable for any costs incurred in preparation of this

RFP.

5.6. DEFAULT

The City of Gallup reserves the right to cancel all or any part of services without cost to the City of

Gallup, if the Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable for any excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of the Vendor, such causes include but are not restricted to acts of God or the public enemy, acts of the State or Federal government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather, and defaults of subcontractors due to any of the above, unless the City of Gallup shall determine that the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule. The rights and remedies of the City of Gallup provided in this paragraph shall not be exclusive and are in addition to any other rights now being provided by law or under this order.

5.7. NON-COLLUSION

In, signing this proposal, the Contractor certifies that he/she has not, either directly or indirectly, entered into any action in constraint of free competitive bidding in connection with this proposal submitted to the City of Gallup Procurement Administrator.

5.8. NON-DISCRIMINATION

Vendors doing business with City of Gallup must be in compliance with the Federal Civil Rights Act of

1964 and Title VII of the Act, (Rev.,1979), and the Americans Disabilities Act of 1990. (Public Law 101-

336).

5.9. METHOD OF AWARD

A contract will be awarded on a Total All or None basis where indicated based on pricing and compliance with the specifications and requirements for each group of materials. City of Gallup reserves the right to waive irregularities, reject offers in whole or in part, and award this Bid in the best interest of the City of

Gallup.

5.10. RIGHT TO DISCONTINUE PROCUREMENT

The City of Gallup reserves the right to cancel this Request for Proposal at any time, and to reject any or all proposals, or otherwise to proceed in the best interests of the City of Gallup. This in no manner obligates the City of Gallup or any of its agencies to the eventual purchase of any product or service, whether explicitly described or implied herein, until confirmed by a written contract and/or Purchase

Order.

5.11. LATE PROPOSALS

Any proposal received after the specified time and date will be declared a "Late Proposal" and will NOT be considered.

6. SPECIAL TERMS AND CONDITIONS

6.1. LAWS / CODES / STANDARDS / REGULATIONS

Contractor will be responsible for complying with all applicable local, state and federal regulations regarding transportation of materials, as well as all fees, permits and/or authorization required for delivery. Contractor will provide all supervision of employees required and be responsible for maintenance, insurance, mileage, fuel, permits, licenses, etc. required for the operation of the vehicles or equipment used for transportation. These requirements and all associated costs for providing the services shall be included in the bid price.

Equipment materials, or services supplied under this solicitation shall meet and comply will all current applicable Federal, State, and local laws, codes, standards, and regulations, and applicable industry safety standards and requirements.

The Contractor shall be properly licensed and qualified to furnish services and to perform the required work under applicable licensing statutes of the State of New Mexico and other applicable regulatory agencies.

Contractor shall comply with all applicable Federal, State and local government codes, laws, regulations, and requirements in the performance of the work described herein.

6.2. INDEPENDENT CONTRACTOR

The proposal awarded an agreement under this solicitation is an independent contractor and shall perform its obligations under this agreement, as it deems necessary and appropriate. The successful

Contractor and its officers, directors, agents and employees, are independent contractors performing services for the City of Gallup and are not employees of the City of Gallup. The successful Contractor, and its officers, directors, agents, and employees, shall not accrue leave, retirement, insurance bonding, use of City of Gallup vehicles or any other benefits afforded to employees of the City of Gallup. The successful Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the required services.

6.3. INDEMNITY

The Contractor agrees, as material consideration for this Agreement, to defend, indemnify, and hold harmless the City of Gallup, its Elected Officials, Agents, and employees from and against any and all claims arising out of any asserted negligent act, error or omission of the Contractor, its officers, directors, employees or agents or arising in any way from this agreement or the Contractor’s activities hereunder. The indemnity agreed to in this paragraph shall not extend to liabilities, claims, damages, losses or expenses, including attorney fees arising out of: The preparation or approval of maps, drawings, opinions, reports, surveys, change orders, designs or specifications by the City of Gallup, or the agents or employees of the City of Gallup, or the giving of or the failure to give directions or instructions by the City of Gallup, or the agents or employees of the City of Gallup, where such giving or failure to give directions or instructions is the primary cause of bodily injury to persons or damage to property.

6.4. TERMINATION OF CONTRACT

In the event of a breach on any provision of the Agreement, the City of Gallup shall notify the Contractor of the fault within a reasonable time. If the Contractor fails to cure the breach or make other arrangements satisfactory to the City of Gallup, the City of Gallup may immediately terminate the Price

Agreement or take other steps, as it deems necessary. Safety related items must be corrected within twenty-four (24) hours. The Contractor shall pay the City of Gallup all costs and expenses, including reasonable attorney’s fees incurred by the City of Gallup, in exercising any of its rights or remedies in connection with enforcement of the Agreement.

The City of Gallup may terminate this Agreement for Convenience at any time, without penalty of any kind, by giving notice in writing to the Contractor. Said termination shall not nullify any payments due contractor for costs and work completed incurred through the date of termination.

6.5. APPROPRIATIONS

The terms of this Agreement are contingent upon sufficient monies being made available by the City of

Gallup for the performance of this Agreement. If sufficient appropriations and authorizations are not made by the City of Gallup, this Agreement shall terminate upon written notice being given by the City to the Contractor. The City's decision as to whether sufficient appropriations are available shall be accepted by the Contractor and shall be final.

6.6. GOVERNING LAW

The contract awarded to a Contractor as a result of this solicitation shall be governed in accordance with the laws of the State of New Mexico and the City of Gallup Ordinances.

7. BACKGROUND INFORMATION & SCOPE OF WORK

7.1. SUMMARY

The City of Gallup, NM, is requesting proposals from qualified contractors to upgrade the existing Gallup

Regional Water System SCADA (Supervisory Control and Data Acquisition) System as part the Navajo

Gallup Water Supply Project. The upgrade shall enhance the efficiency, reliability, and monitoring capabilities of the City's water distribution system through the implementation of modern software, hardware, and communication equipment. The project includes upgrading the SCADA system at 41 existing locations within the water system. The SCADA system shall communicate over a new fiber optic

VLAN backbone with cellular backup and the existing 900 MHz and 450 MHz radio systems shall be replaced. This project shall provide secure and reliable real-time data acquisition and supervisory control in the water system.

7.2. SCOPE OF SERVICES

PLEASE SEE FOLLOWING SCOPE OF SERVICES SECTION

7.3. INSURANCE REQUIREMENTS

The Contractor or their subcontractor shall not commence work under this contract until their subcontractors have obtained the insurance required under this paragraph, and certificates of insurance coverage have been filed with and approved by the Owner. All Certificates of Insurance required herein shall state that ten (10) days written notice will be given to the Owner before the policy is cancelled or changed. Extent of insurance carried and minimum coverage shall be as follows:

• Worker's Compensation Insurance: The Contractor shall obtain and keep in force during the life of the contract, Worker's Compensation Insurance covering all their employees engaged in work under this contract; and if any portion of the work is sublet, the subcontractor shall carry similar coverage for all of their employees engaged in the project. Worker's Compensation Insurance shall provide coverage for not less than the following amounts or greater where required by law:

Workers' Compensation: Statutory

Employer's Liability: $1,000,000

• Comprehensive General Liability Insurance: The Contractor and his/her subcontractor shall obtain and maintain in effect during the life of the contract, Comprehensive General Liability

Insurance including premise/operations; explosion, collapse and underground property damage;

products/completed operations, broad form contractual independent contractors, broad form property damage and personal injury liabilities:

Bodily Injury: $1,000,0000 each occurrence

$1,000,000 annual aggregate

Property Damage: $1,000,000 each occurrence

$1,000,000 annual aggregate

Personal Injury, with

Employment exclusion deleted: $1,000,000 annual aggregate

• Comprehensive Automobile Liability Insurance: The Contractor and his/her subcontractors shall obtain and maintain in effect during the life of the contract comprehensive automobile liability insurance including all owned (private and others) hired and non-owned vehicles:

Bodily Injury: $1,000,000 each person

$1,000,000 each accident

Property Damage: $1,000,000 each occurrence

7.4. RESPONSE FORMAT AND ORGANIZATION

A. Number of Responses/Copies

1. Offerors shall provide one (1) electronically submitted copy via solicitation online platform at https://procurement.opengov.com/portal/gallupnm

B. Proposal Format

1. The proposal shall be limited in format and length; length of the proposal shall be limited to a maximum of twenty-five (25) numbered pages. If there are any question as to format requirements contact the Purchasing Director at purch@gallupnm.gov for clarification, prior to submittal of the proposal.

a. Material excluded from the twenty-five (25) page maximum count is limited to:

b. Front cover (photos with captions on inside cover allowed)

c. Divider pages (blank except for title information)

d. Back cover (photos with captions on inside of back cover allowed)

e. Tables of Contents page (two-page maximum)

f. Letter of Transmittal

g. Resumes

h. Certificate(s) of insurance

i. Copy of New Mexico Resident Preference Certificate (if applicable)

j. Current I.R.S. W-9 Form

k. Cost Proposal (Separate File)

C. Submit Responses to the PROPOSAL EVALUATION CRITERIA (Section 10) and organized in the same order as follows:

1. Prior History and Experience: A brief description of the company's relevant experience and proven track record in providing SCADA system upgrades, integration, and support services.

2. Management Capacity and Capability to Provide Service: Provide the organizational, managerial, and technical capacity to effectively manage and deliver SCADA system upgrade and support services. In addition, shall include the approach to ensuring consistent quality, communication, and performance throughout the duration of the project.

3. Qualifications of Key Personnel: Provide the technical knowledge, specialized skills, and professional competence of the contractor’s personnel proposed to perform the SCADA upgrade work. Shall demonstrate that assigned staff possess the technical excellence necessary to design, configure, integrate, and commission a modern, reliable, and secure

SCADA system.

4. Proposed SCADA System Architecture, Equipment and Software: Shall provide the proposes system architecture and design approach; quality, reliability, and compatibility of equipment selection; proposed software platform functionality and maturity.

5. Cost/Fee Proposal Formula Based: Provide cost proposal in a separate file. Lowest responsive offeror's cost ($) Offeror's Points = ______________________________X

Maximum Points This offeror's cost ($)

8. SCOPE OF SERVICES

8.1. Scope of Work

The contractor shall provide all materials, plant, equipment, and labor to design, program construct, install, start-up and commission a fully operational SCADA system including all electrical required electrical work to power SCADA System as described herein.

A. SCADA System General Requirements:

1. The upgraded SCADA system must be compliant with the National Institute of Standards and

Technology (NIST) SP 800-53 security controls.

2. The system must support MODBUS, DNP3, and Ethernet/IP communication protocols.

3. All hardware and software must be compliant with ANSI/ISA 18.2 - Management of Alarm

Systems for the Process Industries.

4. The proposed system must utilize open architecture to ensure flexibility and scalability for future upgrades.

B. Communication Network Requirements:

Networking hardware must meet current industry standards for reliable communication across the system. All work designating access and user permissions shall be coordinated with the City of Gallup IT and Water Departments. Water operators shall be able to remotely connect the

SCADA system to view water system status, perform supervisory control functions, and acknowledge alarms via a VPN with City of Gallup administered firewall. All radios, modems, lightning arrestors and associated equipment shall be designed for the use intended and be the latest generation of a product line.

1. VLAN Communication Backbone

The SCADA upgrade shall utilize a designated fiber optic VLAN provided by Sacred Wind

Communications. The VLAN communication with fiber optic backbone shall connect the following sites:

a. Water Office Control Room

b. County Club Tank and Pump Station/Grandview Radio Tower

c. Gamerco Tank Site

d. Yah-Ta-Hey Pump Station

e. Lewis Well

i. Dedicated fiber optic drops exist at the Water Office Control Room, and Gamerco

Tank sites. The contractor shall provide dedicated fiber optic drops by Sacred Wind

Communications at Yah-Ta-Hey Pump Station, Lewis Well and the Grandview Radio

Tower. Fiber Optic service is provided by Sacred Wind Communications will be paid for by the City of Gallup.

2. Radio Networks

The existing licensed 450-MHz and un-licensed 900-MHz radio equipment including antennas and cables shall be replaced in entirety at all sites. The contractor may install radio equipment on the existing Grandview Radio Tower as required. Master and repeater radio stations may be located at SCADA sites per the system design. Note that a radio path study is considered incidental to project and no time or payment will be made for a study. The contractor shall transfer existing and obtain any additional radio licenses as required for SCADA upgrades.

3. Cellular Backup

The contractor shall provide a new Cellular communication network back up at the following locations:

a. Water Office Control Room

b. Gamerco Tank

c. County Club Tank and Pump Station/Grandview Radio Tower

d. Yah-Ta-Hey Pump Station

e. Lewis Well

i. All cellular networking equipment and appurtenances shall be provided by the contractor. The water office control room shall include a cellular texting SMS modem for alarms and notifications. Coordinate with City of Gallup IT Department for integrating call outs. The City will supply the required SIM cards and activated cellular plan for Cellular Backup.

4. POTS Telephone

The City will provide a POTS line at the Water Office Control Room for alarm and call out functions. The water office control room shall include a voice modem for alarms and notifications. Coordinate with City of Gallup IT Department for integrating call outs. The

Contractor shall provide all required networking and communication equipment for POTS line.

C. Hardware and Networking Requirements:

SCADA System hardware must meet current industry standards for reliable monitoring and control across the water system. The SCADA system shall replace the existing SCADA components and provide new operating manuals for all the identified sites. All PLCs, RTUS and associated equipment shall be designed for the use intended and be the latest generation of a product line.

The new PLC’s shall be Modicon M340s or equal. 6-inch touch screens to view station parameter, obtain the status of station equipment, and acknowledge and clear alarms shall be installed at the designated sites. The system shall utilize Modbus TCP as the communication protocol and the port information shall be 512.

1. Water Office Control Room Minimum Equipment Requirements

All listed equipment shall be new with manufacturer warranties.

a. Redundant Servers with the following minimum specifications:

i. Intel Xeon processor

ii. 64 GB RAM, and 6 TB SSD storage with RAID 5 configuration.

iii. Warranty of 5 years Hardware/Support for servers

iv. Support Windows Server 2022 or higher.

v. KVM console to access servers at the rack.

b. Full Size, Free Standing server Rack(s) with front and back doors to house all of the

SCADA equipment as required.

c. Redundant uninterruptible power supplies to supply a minimum runtime of 4 hours

d. Designated 30A circuit from building lighting panel

e. Two (2) Workstations – one (1) for viewing and operating SCADA system, one (1) for host all programming software and programming files with the following minimum specifications:

i. Windows 11 Pro operating system

ii. Intel Core i7 14700

iii. 16 GB RAM, 512 GB SSD storage

iv. Intel Integrated Graphics

v. Display and Video Port

vi. RJ45 ethernet port

vii. Six (6) USB GEN 2.0 or higher ports.

viii. 27-in or larger1920x1080 monitor or screen

f. Master PLC assembly:

i. Shall support digital, analog and pulse signals.

ii. Shall be modular to facilitate future expansion.

g. SMS and Voice Modems

h. Fiber Optic equipment, firewall, and router

i. Radio equipment with associated antennas, cables, and lightening arrestors

j. All cables, wiring, and appurtenances

k. Networking equipment as required to access SCADA System communication network.

2. GJU Office Monitoring Room Minimum Equipment Requirements:

All listed equipment shall be new with manufacturer warranties.

a. One (1) workstation for viewing and operating SCADA System with the following minimum specifications:

i. Windows 11 Pro operating system

ii. Intel Core i7 14700

iii. 16 GB RAM, 512 GB SSD storage

iv. Intel Integrated Graphics

v. Display and Video Port

vi. RJ45 ethernet port

vii. Six (6) USB GEN 2.0 or higher ports.

viii. Two (2) - 27-in or larger1920x1080 monitors or screens

b. Networking equipment as required to access SCADA System communication network..

3. Pump Stations Minimum Equipment Requirements:

All listed equipment shall be new with manufacturer warranties.

All existing communication and network equipment, PLC’s, and UPSs shall be replaced with new equipment as described in this document, unless noted otherwise below. The new

PLC’s shall be Modicon M340s or equal equipped with 6” touch screens to view station parameters, the status of station equipment, and acknowledge and clear alarms.

The existing PLC’s and touch screens at the following pump stations may be reused as part of the system upgrade.

a. Cresto Booster Station

b. Lyons Booster Station

c. Heaton Booster Station

Any reused PLC without a touch screen shall be equipped with a 6” new touch screen.

The software and programming for the new PLCs and touchscreens shall be stored on the designated Water Office Control Room workstation.

4. Tank and Well Site Minimum Equipment Requirements:

All listed equipment shall be new with manufacturer warranties.

All existing communication and network equipment, PLC’s, and UPS’s shall be replaced with new equipment as described in this document. The new PLC’s shall be Modicon M340s or equal and are not required to have touch screens.

The existing PLC’s at the following tank and well sites may be reused as part of the system upgrade.

a. SF Well #11

b. Sacred Heart Tank

c. Gamerco Tank

Additionally, the Church Rock Tank site does not require a designated PLC and radio equipment. The tank levels may be transmitted wirelessly via a battery powered ultrasonic level gauge at the Church Rock Tank to the Church Rock meter station.

The software and programming for the new PLCs shall be stored on the designated

Water Office Control Room workstation.

5. Flow Control Site Minimum Equipment Requirements:

a. All listed equipment shall be new with manufacturer warranties.

All existing communication and network equipment, PLC’s, and UPS’s shall be replaced with new equipment as described in this document, unless noted otherwise below. The new PLC’s shall be Modicon M340s or equal equipped with 6” touch screens to view station parameters, the status of station equipment, and acknowledge and clear alarms.

The existing PLC’s and touch screens at the following pump stations may be reused as part of the system upgrade.

i. Church Rock Meter Station

ii. Rico Meter Station

iii. Hogback Pressure Reducing Station

iv. Gibson Pressure Reducing Station

v. Yah-Ta-Hey Flow Control Station

I. Any reused PLC without a touch screen shall be equipped with a new touch screen.

The software and programming for the new PLCs and touchscreens shall be stored on the designated Water Office Control Room workstation.

6. Operator’s Tablets:

All listed equipment shall be new with manufacturer warranties.

The Contractor shall supply the contractor with seven (7) Windows Surface Pro Tablets or equal with hardened case, keyboard, and dock. The tablets shall be capable of remotely connecting to the SCADA VPN via wireless and cellular connections.

7. Existing Instruments

The Contractor is not responsible for furnishing or replacing any instruments or displays at the existing sites. The Contractor shall compile a list of all instruments and displays for each site.