Rivanna Water & Sewer Authority | Rivanna Solid Waste Authority 695 Moores Creek Lane, Charlottesville, Virginia 22902 www.rivanna.org

REQUEST FOR PROPOSAL (RFP)

RFP # 26-07

for

Support Services for Information Technology, SCADA, and Industrial Control Systems

ISSUE DATE: May 6, 2026

QUESTION DEADLINE: May 21, 2026; 3:00 PM EST

PROPOSAL DUE DATE: May 28, 2026; 3:00 PM EST

DELIVERY ADDRESS: for proposals submitted by mail, courier, hand delivery:

Rivanna Water and Sewer Authority 695 Moores Creek Lane Charlottesville, VA 22902-9016 for proposals submitted electronically:

Commonwealth of Virginia’s eProcurement website www.eva.virginia.gov

PROCUREMENT CONTACTS: Lonnie Wood Director of Finance

(434) 977-2970, ext. 198 lwood@rivanna.org

Miranda Baird Procurement Coordinator

(434) 977-2970, ext. 137 mbaird@rivanna.org

TECHNICAL CONTACT: Jeff Southworth IT Manager

(434) 977-2970, ext. 188 jsouthworth@rivanna.org http://www.eva.virginia.gov/

TABLE OF CONTENTS

A. PURPOSE

B. BACKGROUND

C. SCOPE OF SERVICES

1. Core IT Systems

2. SCADA / Industrial Control Systems

3. Business, Enterprise Resource Planning (ERP) Financial system support

4. General Services (Across All Domains)

5. Cybersecurity Compliance

D. COMPENSATION GUIDE

E. RESPONSIBILITIES

F. PROPOSAL FORMAT

G. SUBMITTAL INSTRUCTIONS

1. Mail or Hand Delivery (Hardcopy)

2. Electronic Submission

H. EVALUATION & AWARD CRITERIA

I. GENERAL PROVISIONS

1. Terms

2. Late Proposals

3. Withdrawal of Proposal

4. Inquiries

5. Acceptance or Rejection of Proposals

6. Conformance with Virginia Public Procurement Act

7. ADA Reasonable Accommodation Clause

8. Confidentiality & Propriety Information

9. Non-Discrimination

10. Ethics in Public Contracting

11. Insurance

Appendix A: Compensation and Labor Guide

RFP No. 26-07 | IT Support Services May 6, 2026

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A. PURPOSE

The Rivanna Water & Sewer Authority and Rivanna Solid Waste Authority (Authority) invites qualified and experienced firms to submit a proposal for Supervisory Control and Data Acquisition (SCADA), Industrial Control Systems (ICS), and Information Technology (IT) Support Services for the Authority’s water, wastewater, and solid waste operations. The Authority maintains internal IT/SCADA staff and seeks to supplement those resources with qualified external service providers for routine support, specialized expertise, capital projects, cybersecurity, and emergency response. The Authority intends to establish a well-qualified panel of vendors capable of providing services on an as-needed basis.

This RFP is not intended to select a single provider, but rather to enable flexible engagement of vendors based on expertise, availability, and project requirements. The selected firm(s) must be able to respond quickly to emergency conditions, with the ability to have personnel on-site in no greater than four (4) hours. Competitive negotiations will be utilized to select qualified firms and may result in awards to more than one offeror.

B. BACKGROUND

The Rivanna Water and Sewer Authority (RWSA) is a regional non-profit corporation and political subdivision of the Commonwealth chartered in 1972 under the Virginia Water and Sewer Authorities Act (1950, as amended). The RWSA owns and operates multiple water and wastewater treatment facilities and provides finished water distribution and wastewater collection services to two wholesale customers: the City of Charlottesville Public Utilities Division (City) and the Albemarle County Service Authority (ACSA). The City and ACSA own and operate numerous smaller water and sewer mains and provide all retail services within the RWSA service area. The City subsequently provides wholesale service to the University of Virginia.

The RWSA operates under the terms of a Service Agreement (a.k.a. The Four-Party Agreement) executed June 12, 1973, by the City of Charlottesville, Albemarle County, the Albemarle County Service Authority and the RWSA. RWSA is governed by a seven-member Board of Directors. The RWSA Board appoints an Executive Director who manages the RWSA operations under its direction. Pertinent financial data may be found on the RWSA’s website:

www.rivannawater.org.

The RWSA operates and maintains five water supply reservoirs, six water treatment plants, four wastewater treatment plants, 14 pump stations, 10 dam facilities, and multiple administrative and support facilities.

The Rivanna Solid Waste Authority (“RSWA”) was formed in 1991 by the City of Charlottesville (City) and Albemarle County (County) under the authority of the Virginia Water and Waste Authorities Act to assume the operation of the Ivy Sanitary Landfill that had been previously operated by the City and the County. The landfill is currently closed, with the RSWA responsible for post-closure care and corrective action, financed through a funding agreement with the City, County, and the University of Virginia. However, portions of the RSWA’s 300-acre property on which the closed landfill is located (Ivy Site) continue to be used for solid waste services including a municipal solid waste (MSW) transfer station (Ivy Transfer Station) and a recycling Convenience Center. RSWA is governed by a seven-member Board of Directors. The RSWA Board appoints an Executive Director who manages the RSWA operations under its direction. Pertinent financial data may be found on RSWA’s website: www.rivannasolidwaste.org.

RSWA shares administrative staff and office space with RWSA but is a separate organization, both legally and financially.

Together, RWSA and RSWA operate and maintain extensive Information Technology (IT) and Supervisory Control and Data Acquisition (SCADA)/Industrial Control System (ICS) infrastructure across more than 30 operational facilities, including but not limited to:

• Programmable Logic Controllers (PLCs)

• SCADA servers and Ignition and Historian platforms

• Human-Machine Interfaces (HMIs/OITs)

• Industrial networks and cellular communications

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• Enterprise IT servers, workstations, laptops, and peripherals

• Network infrastructure (firewalls, routers, switches, UPS systems)

• Cloud-hosted and on-premises business systems

C. SCOPE OF SERVICES

Contracts resulting from this RFP will be issued through individual Purchase Orders (P.O.s), task authorizations, with appropriate Service Level Agreements (SLA’s) developed for each PO/Task Authorization issued. The Scope of Services will be to support the various functions described below on an as needed basis.

The Authority IT/SCADA environment is organized into the following major service domains. Proposers may respond to one or more areas.

1. Core IT Systems

• Enterprise server, storage, and virtualization support services must include Network Operations Center

(NOC) and Security Operations Center (SOC) (on-premises and cloud)

• Network infrastructure support (firewalls, switches, routers, wireless)

• Endpoint support (servers, desktops, laptops, printers)

• Identity and access management (RBAC, MFA, vendor access)

• Patch management and vulnerability remediation

• Backup, disaster recovery, and business continuity support

• Microsoft 365, cloud platforms, and endpoint management (e.g., Intune)

• Cybersecurity monitoring, assessments, and incident response support

• Periodic risk assessments and penetration tests

• Assistance in maintaining IT/OT boundary protection and change control environments

2. SCADA / Industrial Control Systems All SCADA and ICS services shall be performed in coordination with Authority staff and in accordance with established operational, cybersecurity, and safety standards. Vendors shall not introduce unmanaged remote access, shared credentials, or permanent connectivity between IT and OT environments.

• PLC, HMI, and SCADA programming and troubleshooting

• Industrial network design and support

• Instrumentation and controls integration

• Construction project integration and commissioning support

• SCADA standards development and enforcement

• On-call and after-hours operational support

• Industrial cybersecurity assessments and remediation

• Asset condition assessments and lifecycle planning

3. Business, Enterprise Resource Planning (ERP) Financial system support

• Document management and workflow systems, including DocLink file repository administration and integration

• GIS / ESRI system administration and support

• CMMS and asset management system administration and integration, including Cityworks Asset

Management

• AutoCAD and engineering data coordination

• Security breach remediation

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4. General Services (Across All Domains)

• Capital project management and oversight

• Time-and-material troubleshooting and emergency response

• Policy, standards, and documentation development

• Temporary staffing or augmentation services

• Vendor coordination and third-party integration

• Vendor may be required to provide emergency support services and must provide a diligent response for nights, weekends, and holidays including an emergency contact number and email address.

Work may be scheduled or be emergency in nature. No minimum volume of work is guaranteed. Verbal authorizations may be issued during emergency conditions and followed by written Purchase Orders

5. Cybersecurity Compliance Regulatory Justification – IT/OT Boundary Protections

• The Authority operates regulated critical infrastructure systems subject to oversight and inspection by the U.S. Environmental Protection Agency (EPA), the Virginia Department of Health (VDH), and other federal and state entities. These agencies consistently emphasize the importance of maintaining clear separation between Information Technology (IT) and Operational Technology (OT) environments, enforcing least-privilege access, and ensuring that third-party activities do not introduce cybersecurity, operational, or safety risks to water, wastewater, or solid waste systems. The IT/OT boundary protections and change-control requirements established in this RFP are intended to demonstrate prudent system governance, preserve operational reliability, protect public health and safety, and ensure that vendor-performed work aligns with recognized regulatory expectations for critical infrastructure cybersecurity, access management, and incident response readiness.

• The Authority operates critical infrastructure systems and maintains cybersecurity programs aligned with applicable federal and state guidance. Vendors providing services under this RFP shall comply with all applicable cybersecurity, data protection, and information security requirements.

• The Authority maintains a segmented architecture separating Information Technology (IT) systems from Operational Technology (OT), SCADA, and Industrial Control Systems (ICS) environments to protect public health, safety, and operational reliability.

At a minimum, vendors shall:

• Vendors shall respect and operate within established IT/OT boundaries and shall not bypass, weaken, or modify segmentation controls, security zones, firewall rules, remote access methods, or safety-related controls without explicit written authorization from the Authorities.

• Comply with the Authorities’ cybersecurity, acceptable use, access control, and data handling policies

• No vendor shall independently implement changes that could impact SCADA system availability or integrity, industrial safety or fail-safe operations, regulatory compliance obligations, or network segmentation or cybersecurity controls.

• Follow industry-recognized cybersecurity frameworks and guidance applicable to critical infrastructure environments (e.g., NIST and CISA) to the extent applicable to the services performed

• All proposed changes affecting IT/OT connectivity, security posture, or system behavior shall be submitted for review and approval by the Authority prior to implementation. Emergency changes necessary to restore service shall be documented and reviewed as soon as practicable following resolution.

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• Implement administrative, technical, and physical safeguards commensurate with the sensitivity and criticality of Authority systems, data, and operational technology.

• Notify the Authority without unreasonable delay of any suspected or confirmed cybersecurity incident, data breach, or unauthorized access involving Authority systems, data, or credentials.

• Cooperate with the Authority’s incident response, investigation, and remediation activities, including preservation of relevant records and logs as reasonably requested.

• Vendors shall ensure that personnel granted access to Authority systems maintain current cybersecurity awareness training appropriate to their role and comply with all Authority access control, monitoring, and acceptable use requirements.

• All successful vendors must sign a non-disclosure agreement (NDA) for all work performed for the Authorities.

Cybersecurity Compliance Statement:

By submitting a proposal in response to this RFP, the proposer represents that it maintains an information security program appropriate to the services offered and acknowledges the critical nature of the Authority’s IT and SCADA environments. The proposer further agrees that compliance with this Section is a material requirement of any resulting contract and will comply with the Authority’s cybersecurity, access control, monitoring, and incident reporting requirements, as applicable and as permitted by law.

D. COMPENSATION GUIDE

Firms will be compensated primarily through fixed price or time and materials not-to-exceed agreements based on the requirements of the individual work authorization or purchase order and the hourly rates and any expenses negotiated, using Appendix A “Compensation and Labor Guide” as the basis, in the Fee Schedule before contract award. These fee schedules will be negotiated as allowed for by the Virginia Public Procurement Acct (VPPA for Competitive Negotiations.

E. RESPONSIBILITIES

It is the responsibility of the Offeror to understand all the requirements of the RFP. Submitting a response indicates a full understanding of all details and specifications of the RFP. Offerors are expected to present narrative statements/summaries in a clear, concise and organized manner for review and pertinent to the criteria listed within the RFP. Emphasis should be placed on completeness of services offered and clarity of content. The Offeror shall be fully responsible for all costs incurred in the development and submission of the proposal.

Firms who submit a proposal in response to this RFP may be required to conduct an oral presentation of their proposal with participation by the designated key personnel.

F. PROPOSAL FORMAT

The proposal shall provide information necessary for the Authority to evaluate the qualifications, experience, and expertise of the Offeror to perform IT Support Services on an as-needed basis. The Offeror is to make a written proposal which presents an understanding of the work to be performed. The Offeror should include the following in their proposal:

• Proposal should acknowledge all addenda, if any. It is the Offeror's responsibility to monitor www.eva.virginia.gov for the latest addenda information.

• Introduction: a cover letter or executive summary signed by a person with corporate authority to enter into any contract which results from this RFP. Cover letter should include:

• Name of the firm making the response

• Name and title of individual preparing and responsible for the response

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• Mailing address and physical delivery address

• Email address, telephone number, fax number

• Statement that the person signing the proposal has the authority to enter into and commit the firm to the terms of the proposal.

• Include, as a minimum, the following:

• Firm overview and areas of specialization

• Key personnel qualifications and roles

• Description of subcontractors (if applicable)

• Description of service areas proposed

• Methodology for responding to work authorizations and emergencies

• Relevant experience of key personnel with similar water and wastewater utilities or critical infrastructure

• References (including public-sector clients)

• Completed Labor Rate Sheet (Appendix A)

Oral presentations or interviews may be requested.

G. SUBMITTAL INSTRUCTIONS

Sealed proposals will be received by the proposal due date and time as noted on the cover page. Interested Offerors must submit their proposal in response to this solicitation by one of the following methods:

1. Mail or Hand Delivery (Hardcopy) One copy may be either shipped, mailed or hand delivered to 695 Moores Creek Lane, Charlottesville, VA 22902-9016, Administrative Offices. Proposals must be clearly labeled on the outside of the envelope/package to include this RFP No. and title, proposal due date and time, and the name of the firm submitting the response.

ANY PROPOSAL RECEIVED BY THE AUTHORITY AFTER THE DEADLINE FOR SUBMISSION WILL NOT BE

ACCEPTED.

2. Electronic Submission Offerors may submit their proposals electronically through the Commonwealth of Virginia’s electronic procurement website (www.eva.virginia.gov). The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. eVA Vendor registration is free.

On the eVA website, www.eva.virginia.gov, applicants must log in as a vendor using their eVA username and password. Please contact eVA Customer Care for instructions and/or assistance in registering to become a vendor, login, and/or uploading documents. eVA Customer Care:

Hours: 8:00 AM to 4:45 PM, Monday through Friday Phone Toll Free: 866-289-7367

Email: eVACustomerCare@DGS.virginia.gov

Proposals shall be submitted electronically to the Authority via the Commonwealth of Virginia’s eVA website prior to the proposal submission deadline stipulated for this RFP or as amended via any subsequent addenda issued by the Authority. Offerors assume full responsibility for the electronic delivery of the completed proposal to www.eva.virginia.gov on or before the deadline for submission. The Authority is not responsible for any loss or delay with respect to the submission of proposals. Late proposals will not be accepted.

All required forms and documentation submitted in response to this RFP must be uploaded as one (1) pdf attachment to eVA (www.eva.virginia.gov) The attachment should use the following naming convention: the RFP number and the name of the Offeror (i.e. RFP No. - Your Company Name).

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NOTE: eVA will not allow an Offeror to upload documents after the deadline set for receipt of proposals. Any submission partially uploaded at the deadline date and time will be considered incomplete and will not be accepted.

ANY PROPOSAL RECEIVED BY THE AUTHORITY AFTER THE DEADLINE FOR SUBMISSION WILL NOT BE ACCEPTED.

Regardless of submission method, any trade secrets or proprietary information should be explicitly identified.

H. EVALUATION & AWARD CRITERIA

• It is the Authority’s intent to make a selection to best serve the interests of the Authority. Proposals will be evaluated based on the qualifications of the firms and their proposed project team, responsiveness to the Scope of Services, professional competence and hourly rates as evidenced by proposal submittals.

• The Selection Committee will review and evaluate proposals it deems most responsive and responsible.

The Authority shall engage in individual discussions with two (2) or more Offerors deemed the most qualified, responsible, and suitable to meet the needs of the Authority. These Offerors may be requested to attend a meeting, virtually or in person, to review their qualifications and answer questions.

• Negotiations shall be conducted with the firms selected. Hourly rates shall be considered after the initial evaluation and ranking but need not be the sole determining factor. After negotiations have been conducted with each Offeror(s), the Authority shall select the firm which, in their opinion, has made the best proposal, and shall award the contract to that firm. The Authority may cancel this Request for Proposal or reject proposals at any time prior to an award.

• The Authority reserves the right to enter into and award the work under the Scope of Services to multiple firms or individuals responding to this RFP if the Authority deems it is in its best interest to do so. Any award will be made under provisions of the Virginia Public Procurement Act (as amended) for competitive negotiations for non-professional services.

• Purchas Orders will be developed and issued based on these awards on a project-by-project as needed basis.

• The Authority reserves the right to contact and consider references provided with the proposal and eliminate proposals not appropriately licensed.

I. GENERAL PROVISIONS

1. Terms Contract Period: The initial term of the contract shall be for a period of 12 months from the date of award with the option for up to four (4) additional 12-month renewals for a total contract length not to exceed five

(5) years. Renewals shall be automatic unless either party notifies the other party in writing 30 days prior to effective date. Any changes in rates at the time of renewal shall be agreed to by the Authority.

The terms and conditions in this RFP will constitute the contractual terms and conditions within Notices of Award for all successful respondents.

A compensation and fee schedule will be agreed to during the negotiation and award stage.

The Authority does not guarantee that the selected firm(s) will receive any Work Authorizations or Purchase Orders. The Authority may issue contracts to multiple firms to provide Supervisory Control and Data Acquisition (SCADA), Industrial Control Systems (ICS), and Information Technology (IT) Support Services.

2. Late Proposals It is the responsibility of the Offeror to ensure the Authority receives the proposal by the due date and time specified on the cover page for receipt of proposals. No proposal or modifications to submitted proposals

Rivanna Water & Sewer Authority | Rivanna Solid Waste Authority 9 will be accepted if received after the proposal due date and time. Late proposals will be unopened, rejected, stored for 60 days by the Authority, and then disposed of or returned at the Offeror’s expense.

3. Withdrawal of Proposal Proposals may be withdrawn by written notice received prior to the date and time specified for receipt of proposals.

4. Inquiries The Authority will assume no responsibility for oral instructions or interpretation. Any procurement questions regarding this solicitation that may change the specifications in this RFP must be received in writing by the date and time specified on the cover page. Inquiries must identify the RFP by the RFP number, title, and due date. The Authority reserves the right to issue a written addenda to any inquiries that alter the scope of the proposal. These addenda will be posted to the Commonwealth of Virginia’s electronic procurement website (www.eva.virginia.gov). Questions concerning this solicitation may be directed to the Authority representatives listed on the cover page of this document.

5 . Acceptance or Rejection of Proposals The Authority reserves the right to waive informalities in proposals, to reject any or all proposals after all have been examined or to accept the proposal(s) of the Offeror(s) which it deems most favorable to the interests of the Authority in accordance with the VPPA.

6. Conformance with Virginia Public Procurement Act This RFP is being issued for “other than professional services” and is considered a Competitive Negotiation as defined by the Virginia Public Procurement Act (VPPA) and authorized by the Authority Board of Directors.

7. ADA Reasonable Accommodation Clause If you require any reasonable accommodation for any type of disability to participate in this procurement, please contact the Authority at (434) 977-2970 to plan arrangements.

8. Confidentiality & Propriety Information No reports, information, or data given or prepared by the firm under this contract shall be made available to any individual or organization by the firm without written approval from the Executive Director or the Director of Finance of the Authority. Proposals shall not be available for inspection by Offerors until interviews, if scheduled, are completed. After an award, all proposals become a matter of public record and are available for inspection by the public. Trade secrets or proprietary information shall not be subject to public disclosure under the Virginia Freedom of Information Act. The Offeror must invoke the protections prior to or upon submission and must clearly identify materials to be protected and state the reasons why the protection is required. In no case may proposals be identified in whole as confidential.

9. Non-Discrimination The Authority does not discriminate based on race, religion, color, sex, national origin, age or disability, or against faith-based organizations as defined under VPPA based on such organization's religious or charitable character.

10. Ethics in Public Contracting By signing the proposal in response to this Request for Proposal, the Offeror certifies and warrants that (i) it has not violated any provisions of federal law or the Code of Virginia, (ii) its proposal is made without collusion or fraud, (iii) it has not offered or received any kickbacks or inducements from any other contractor, supplier, manufacturer or subcontractor in connection with its proposal and (iv) it has not conferred on any public employee having official responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. The Offeror agrees that if such warranty

Rivanna Water & Sewer Authority | Rivanna Solid Waste Authority 10 is in any respect breached, such breach shall constitute a material breach of any contract that the Authority may award to it and it shall pay to the Authority the full price agreed by the Authority to be paid for the services, supplies, materials, equipment or services to be furnished under its proposal.

11. Insurance The selected firm shall provide ACORD certificates of insurance coverage illustrating the required liability insurance coverages and limits in addition to naming the OWNER as an Additional Insured, pay all premiums as presented by the insurance company or agent and keep in force until the expiration of this contract the following liability insurance policies with insurance companies licensed and admitted to conduct business within the Commonwealth of Virginia and on an Occurrence Form (minimum coverage amounts listed):

Commercial General Liability

General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate $2,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage Limit (Any One Fire) $100,000 Medical Expense Limit (Any One Person) $10,000 Employee Benefits Liability $1,000,000

Retention or Deductible None; $1,000 for Employee Benefits Notice of Cancellation or Non-Renewal 30 Days Hold Harmless Agreement Existence Stated in CGL Contract

Business Automobile Professional Liability

Combined Single Limit Liability $1,000,000 Medical Payments $5,000 Uninsured Motorist $1,000,000 Hired, Rented and Leased Autos $1,000,000 Non-Owned Autos $1,000,000 Retention or Deductible None Comprehensive Deductible CONTRACTOR’s Choice Collision Deductible CONTRACTOR’s Choice

Workers’ Compensation and Employers Liability

Workers’ Compensation Virginia Statutory Benefits Employers Liability $500/$500/$500,000 or

Amount Necessary for Excess Liability Underwriters Retention or Deductible None

All subcontractors must maintain workman compensation insurance as required by Virginia Statute.

Professional Liability

General Aggregate $5,000,000 Each Claim $5,000,000 Retroactive Date None Retention Not to Exceed $200,000/Claim

Excess Third-Party Liability

General Aggregate $5,000,000 Products-Completed Operations $5,000,000 Each Incident Limit $5,000,000 Retention None or $10,000 Maximum

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Over and Above these Primary Placements:

Commercial General Liability Business Auto Liability Including Hired and Non-Owned Auto Liability Employers Liability Professional Liability (optional)

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Appendix A: Compensation and Labor Guide

Proposers shall complete the following Labor Rate Sheet. Rates shall be fully burdened and include all overhead, benefits, administrative costs, travel within the service area, tools, equipment, and incidentals necessary to perform the services described in this RFP.

Sample Role List (for reference only – vendors may propose additional or alternative roles):

SCADA Engineer/Programmer GIS Administrator/Analyst Industrial Controls Technician Asset management Specialist (Cityworks) Network Engineer (IT/OT) Document Management Administrator (DocLink) Cybersecurity Analyst (IT/OT) Project Manager Systems Administrator (Server/Cloud) Technical Architect/Subject Matter Expert Endpoint Support Technician

Position / Role Title Regular

Hourly Rate Overtime

Hourly Rate Holiday/Emergency

Hourly Rate

Project Manager

Lead Programmer

Programmer

Lead Technician

Technician

Other:

Other:

Notes and Conditions:

• Rates shall remain firm for the initial contract term unless otherwise negotiated and approved in writing by the Authorities.

• Overtime and holiday rates shall apply only when authorized in advance by the Authorities, except during declared emergency conditions.

• The Authorities reserve the right to request clarification, additional detail, or supporting documentation for any submitted labor rate.

• Rates may be used for time-and-materials work, task orders, emergency response, or as a basis for negotiating lump-sum project pricing.

• Travel outside the normal service area, if required, shall be pre-approved and may be reimbursed in accordance with Authority policy.

• The submission of labor rates does not guarantee the assignment of work or minimum volume of services.