RFP_No._WT-0015_-_SCADA_Radio_Upgrade_Project_POSTED_.pdf

City of Santa Cruz Request for Proposals No. WT-0015 Radio Upgrade Project

September 2023 Page 1

Request for Proposals No. WT-0015

FOR

SCADA Radio Upgrade Project

Contact: Evanda Goad

Email: egoad@santacruzca.gov

Phone: (831) 420-5456

Proposals Due: 10/12/2023

Deliver proposals to:

https://procurement.opengov.com/portal/santacruzca

City of Santa Cruz Request for Proposals No. WT-0015 - Radio Upgrade Project

September 2023 Page 2

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

1.2 Summary Scope of Work

1.3 Contact

1.4 RFP Schedule

1.5 Proposal Submittal Due Date

1.6 Pre-Proposal Meeting and Site Walk

1.7 Responsiveness and Responsibility

1.8 Definitions

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

2.2 Proposal Evaluation Criteria

2.3 Responsiveness

2.4 Responsibility

2.5 Adherence to RFP Requirements

2.6 Proposal Format

2.7 Proposal Evaluation Criteria

2.8 Firm Background Information (5%)

2.9 Firm Qualifications, Expertise, and Experience (10%)

2.10 Team Qualifications, Expertise, and Experience (15%)

2.11 Technical Approach and Work Plan (35%)

2.12 Cost Proposal (30%)

2.13 References (5%)

2.14 Negotiations

2.15 Public Record

2.16 Award Protests

2.17 Debriefing

2.18 Contract Award Implementation

2.19 Reservation of Rights

2.20 Environmental Conservation and Sustainable Living

2.21 Financial Responsibility

SECTION 3 PRELIMINARY SCOPE OF WORK

3.1 Project Objectives

3.1.1 Minimum Qualifications

3.1.2 Schedule of Work

3.1.3 CSLB and City Business License

3.1.4 Sample Agreement

3.1.5 Safety ………………………………………………………………………………………………………………………..17

3.2 Project Technical Approach

3.2.1 Project Management and Administration

3.2.2 Radio Path Study, Field Survey, and Radio Telemetry Design

3.2.3 Radio Hardware and Software Procurement

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3.2.4 Installation

3.2.5 Installation Sequence

3.2.6 Installation Schedule

3.3 Installation Conditions

3.3.1 Inaccessible Radio Installation Sites

3.3.2 Work Hours

3.3.3 Installation Acceptance

3.4 Work Plan

3.4.1 Radio Inventory

3.4.2 Spare Equipment

3.4.3 Procedures Approval

3.4.4 Photos and GPS Coordinates

3.4.5 Procedures Validation Testing

3.4.6 Disposal

3.4.7 Startup and Training

3.4.8 Repeat Radio Field Survey Confirmation

3.5 Interfaces and Data Management

3.5.1 Exception Management

3.5.2 Tools and Software

3.6 Responsibilities of City

3.7 Damage

3.8 Personnel

3.8.1 Project Management

3.8.2 Organizational Chart

3.8.3 Local Labor

3.8.4 Contractor’s Employee Conduct

3.8.5 Contract Manager

3.8.6 Design Manager

3.8.7 Installation Manager

3.8.8 Installers

3.9 Supplied Items

3.9.1 General ………………………………………………………………………………………………………………………..26

3.9.2 Tools and Materials

3.9.3 Vehicles

3.9.4 Field Communications

3.10 Warranties

3.10.1 Installation Warranties

3.10.2 Warranty Period Support

3.10.3 Return Policy

3.11 Quality Control

3.11.1 Improper Installations

3.11.2 QA/QC Audits ……………………………………………………………………………………………………………27

3.11.3 Route QA/QC ……………………………………………………………………………………………………………27

3.11.6 Background Check

SECTION 4 PROPOSAL COVER PAGE

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SECTION 5 RFP QUESTIONNAIRE

SECTION 6 COST PROPOSAL

Exhibit List

To Submit With Proposal:

Exhibit A: Non-Collusion Declaration Exhibit B: Proposed Subcontractor Form

Contract Documents:

Exhibit C: Contract Exhibit D: Performance Bond Exhibit E: Payment Bond Exhibit F: Maintenance Bond Exhibit G: Insurance Requirements Exhibit H: Division of Apprenticeship Standards (DAS) Form 140 Exhibit I: Good Faith Effort for Local Hire Exhibit J: Water Department Good Neighbor Commitment Exhibit K: Escrow Agreement in Lieu of Retentiage (optional)

Compliance Documents:

Exhibit L: DAS Form 142 Exhibit M: Local Hire Residency Compliance Form for Payroll Records

September 2023 Page 5

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

The City of Santa Cruz Water Department operates and maintains water storage, diversion, collection, pumping and treatment facilities from multiple sources throughout the water system. The system includes the Graham Hill Water Treatment Plant, which can process up to 16 million gallons of water per day and is the only conventional water treatment plant on the Monterey Bay. Additionally, the water system uses booster pumps stations and storage tanks to deliver and maintain water between pressure zones. The storage tank elevations dictate the pump operations, using a supervisory control and data acquisition (SCADA) system to communicate the information to operate in an automatic mode.

The City intends to replace the existing radio telemetry network that has reached the end of its useful life. The City is currently soliciting Proposals to select a contractor to design, procure and install the new radio network.

All interested Contractors are invited to submit a Proposal to accomplish the Scope of Work described herein, in conformance with the prescribed format. The City may opt to invite up to three (3) shortlisted contractors to participate in an in-person interview. The contract will be awarded according to the evaluation criteria listed in Section 2.

1.2 Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach and consistency with the below-mentioned standards.

The City of Santa Cruz invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below: SCADA Radio Upgrade Project

RFP No. WT-0015

The Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete work described in this RFP. The Proposer shall provide a viable radio network design including a desktop radio study and a field survey to validate the findings of the radio study. Upon approval of the design, the contractor shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete work described in this RFP. The successful Proposer will provide the programming, installation, and testing of a SCADA radio system detailed in Section 3 Preliminary Scope of Services and according to the Terms and Conditions as stated in Section 3 Terms and Conditions.

The basic components of the services sought by the City include the following:

• Radio Telemetry Network Design;

• Radio desktop study including all City Water Department Sites;

• Radio Field Survey to validate desktop study and follow up report;

• Replacement of existing SCADA radio network;

• Relocation of the existing SCADA Base Radio Tower;

• Evaluation of all materials, devices, enclosures, antennas, cabling, and appurtenances for re-use;

• Replacement or reuse of all associated enclosures, antenna, cabling, and appurtenances;

• Configuration and testing of the newly installed radio network;

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• Managing the inventory of equipment provided by the City during the course of the project;

• Coordination, scheduling, communications, and documentation of all services; and

• Project management to ensure all products and services are coordinated.

The City must maintain and operate the water conveyance, treatment, and distribution operations uninterrupted (24/7/365) during installation and implementation of the SCADA radio upgrades. The project will commence in Fall 2023 and must be completed within 1 year of the issuance of the Notice to Proceed.

Estimated Contract Cost: $250,000.00

To the extent that the work or services to be performed under this Agreement may be considered a “public work” pursuant and subject to Labor Code section 1720 et seq., Contractor (and any subcontractor performing the work or services) shall conform to any and all prevailing wage and DIR requirements applicable to such work/and or services under this Agreement. Additionally, the General Contractor and all Subcontractors must make good faith efforts to hire qualified individuals who are residents of Santa Cruz County as required by Santa Cruz Municipal Code (SCMC) Chapter 3.10, and to employ apprentices who are enrolled and participate in a viable apprenticeship program approved by the Division of Apprenticeship Standards.

Bidders and their proposed subcontractors shall hold such licenses as may be required by the laws of the State of California for the performance of the Project, as specified in the Contract Documents. Bidders bidding as the Prime Contractor shall possess a valid California Contractor’s General Engineering License “A” at the time of contract bid and throughout the contract term until Notice of Final Acceptance has been issued. The Contractor will also be required to ensure that all subcontractors working on this Project are holding valid licenses suitable for their trade throughout the contract term until Notice of Final Acceptance has been issued. Failure to possess the specified license at the time the bid is submitted shall render the bid non-responsive.

Progress payments are subject to 5% retention withholding until thirty-five (35) calendar days after recording the notice of completion. Pursuant to California Public Contract Code Section 22300, for monies earned by the General Contractor and withheld by the City to ensure the performance of the Contract. The General Contractor, may, at its option, choose to substitute securities meeting the requirements of California Public Contract Code Section 22300, or have the retained, earned monies deposited in an escrow account at a federal or state-chartered bank.

1.3 Contact

The Request for Proposals document may be downloaded from the City’s e‐Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca. For additional information or assistance, contact Evanda Goad, Management Analyst at (831) 420- 5456 or email egoad@santacruzca.gov.

1.4 RFP Schedule

The City will make every effort to adhere to the following tentative schedule: All dates set forth in this RFP are subject to change at the City’s sole discretion and will be provided as an addendum. All references in this RFP to “time” are Pacific Time.

ACTIVITY DESCRIPTION/LOCATION DATE OR PERIOD

RFP Questions and Clarification Due Date Refer to RFP Section 2.1

September 22, 2023, by

5:00PM

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Response to Proposer(s) RFP Questions and Clarification & Issue Addenda

Refer to RFP Section 2.1 October 6, 2023

Proposal Submittal Due Date Electronic version – Refer to RFP Section 1.5 Proposal Submittal Due Date

October 12, 2023 by

2:00PM

1.5 Proposal Submittal Due Date

Proposals may be submitted up to but not later than the Proposal Submittal due date listed in Section 1.4 RFP Schedule via the City e‐Procurement Portal located at https://procurement.opengov.com/portal/santacruzca.

The City e‐Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Santa Cruz strongly recommends completing your response well ahead of the deadline. Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

1.6 Pre-Proposal Meeting and Site Walk

Not applicable.

1.7 Responsiveness and Responsibility

When determining Responsiveness of the proposal, the City may consider any of the following but not limited to:

a. Proposal received on time and completed per instructions,

b. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

c. Proposal is compliant with specifications and industry standards.

When determining Responsibility of the Proposer, the City may consider any of the following but not limited to:

a. Possession of industry standard licensing and/or certifications;

b. Financial capacity of the Proposer;

c. Experience or past performance of the Proposer;

d. Use of Subcontractors / Subconsultants

e. Past, Present and Pending Legal Actions

f. Exceptions with City’s Terms and Conditions.

g. Project delivery schedule.

A Proposer’s failure to promptly respond to City’s inquires for proposal clarification may result in determination of non-responsibility.

Proposers have the right to take exception to the specifications or terms to this solicitation, however, such exceptions may deem the proposal submission non-responsible during evaluation. Any exceptions taken must be explained in the proposal. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this solicitation.

The City reserves the right to reject any or all proposals and waive any informality or minor defects in proposals received.

1.8 Definitions

In this RFP document:

• “Owner” means the City of Santa Cruz Project Manager, or appointed Liaison for the City.

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• “Proposer” means the contractor, firm, supplier, vendor, or consultant submitting a proposal.

• “Subcontractor” means those performing any portion of the services as subcontractors, consultants, independent contractors, vendors, suppliers, and other business entities and individuals.

• “Key Staff”, if used, means the employees of the Contractor or subcontractor(s) that provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

• “Contract” also means Purchase Order or Agreement.

• “NOITA” refers to the Notice of Intent to Award.

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SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

Proposers shall submit all questions or requests for clarification regarding any aspect of this RFP via the City e‐ Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca by the date identified in Section 1.4 RFP Schedule. All answers to inquiries will be posted on the City e‐Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Any questions or requests for clarification not submitted within the time and manner stated above or to anyone other than the above‐stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out via an addendum.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda, and it is the Proposer’s sole responsibility to comply with any addenda to this RFP.

Addenda Notification: Proposers are required to register for an account via the City e‐Procurement Portal hosted by OpenGov to receive written addenda to the solicitation. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santacruzca.

2.2 Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria below by an evaluation committee composed of City staff. City of Santa Cruz staff will make the ultimate decision. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of vendors. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the equipment or service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value Proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked Proposer.

2.3 Responsiveness

Does the proposal meet the minimum requirements in Section 1.7 Responsive and Responsibility to be responsive (the submittal includes all of the required documentation): Pass/Fail

2.4 Responsibility

Does the proposal meet the minimum qualification requirements in Section 1.7 Responsive and Responsibility to be responsible (the documentation provided shows that the offeror is capable of performing the work): Pass/Fail

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2.5 Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. Proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the sub-headings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

Proposals will be deemed non-responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

2.6 Proposal Format

Proposals will be organized as follows and as short as possible:

• Proposal Cover Page: Provides basic Proposer contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation.

• Written Proposal o 2.8 Firm Background Information: Questions are provided in Section 6, RFP Questionnaire. Answer questions completely and in the order presented.

o 2.9 Firm Qualifications, Expertise and Experience: Questions are provided in Section 6, RFP

Questionnaire. Answer questions completely and in the order presented.

o 2.10 Team Qualifications, Expertise and Experience: Provide information to demonstrate ability to comply with paragraphs 4.7 of Section 3, Preliminary Scope of Services. Provide resumes of key staff.

o 2.11 Technical Approach and Work Plan: Provide information to demonstrate ability to implement

Section 3, Preliminary Scope of Services. Present the information in the order presented in Section 3.

• 2.12 Cost Proposal: Provide a comprehensive cost proposal.

• 2.13 References

• Proposed Subcontractor Form

• Non-Collusion Declaration Form

• Optional Appendices or Exhibits: Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, information about green initiatives as described in Section 2.18, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials (maximum 5 pages).

Proposals will be formatted at follows:

• Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text. Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments.

Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

• As concise as possible and shall not include any unnecessary promotional material.

• Number every page beginning with the cover page, including the text charts and graphic pages.

• Narrative pages are to be 8½x11 inches. 11x17 pages, if used, shall be used sparingly and only where required to convey related information that cannot otherwise be accommodated on an 8½x11 page.

11x17 will count as two pages.

• The Proposer shall provide the information required in Section 2 Process Instructions.

• Comply with the maximum page limitations provided for each subsection of the RFP.

• Resumes shall be included as a separate attachment.

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2.7 Proposal Evaluation Criteria

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the Evaluation Committee using the Proposal Evaluation Criteria as set forth below. Proposals that are deemed responsive, from a firm that has been deemed responsible will be evaluated based on the evaluation criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements in this RFP.

Proposal Evaluation Criteria Basis of Evaluation Score

Firm Background Information Section 2.8 5%

Firm Qualifications, Expertise, and Experience Section 2.9 10%

Team Qualifications, Expertise and Experience Section 2.10 15%

Technical Approach/ Work Plan Section 2.11 and RFP Questionnaire, Section 5

35%

References Section 2.13 5%

Cost Proposal Cost Proposal, Section 2.12 30%

Total 100%

2.8 Firm Background Information (5%)

This section must include the following (maximum 2 pages):

a. Legal name, addresses, telephone numbers of the principal office (national headquarters) and local office. Include the same information if services will be provided from additional locations.

b. Year established and company history.

c. Business entity status (i.e., partnership, corporation, LLC).

d. Indicate if Proposer has defaulted in its performance on an agreement during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

e. Respond to the following:

i. Explain any pending litigation, liens, or claims involving your organization.

ii. Has your company filed for bankruptcy in the last ten (10) years?

f. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with the City's Environmental Conservation and Sustainable Living.

2.9 Firm Qualifications, Expertise, and Experience (10%)

In this section (maximum 5 pages), include the following:

a. Describe the firm’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section 3 Preliminary Scope of Services.

b. Describe how the firm (or firms if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section 3 Preliminary Scope of Services.

c. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section 3 Preliminary Scope of Services.

d. Provide a list of all services your firm has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if your firm served as the prime or as a subconsultant.

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2.10 Team Qualifications, Expertise, and Experience (15%)

a. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors who will perform the services described in Section 3 Preliminary Scope of Services.

Include details about similar projects with comparable magnitude.

b. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

If awarded the contract, every effort shall be made by the Proposer to ensure that the staff resources identified in the proposal will be available. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

2.11 Technical Approach and Work Plan (35%)

a. Technical Approach: Describe your approach to completing Section 3 Preliminary Scope of Services.

Identify deliverables and key decision points. Provide comments regarding the proposed Section 3 Preliminary Scope of Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the project’s goals and objectives.

b. Work Plan: Describe how the project team will fulfill the Section 3 Preliminary Scope of Services. Include a detailed project schedule in the Project Schedule Document. Provide a matrix of personnel, tasks, and an estimated effort in hours.

The work plan shall include a process for delivery of the range of services outlined in the Preliminary Scope of Services. To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Preliminary Scope of Services to accommodate the staffing needs for each task order.

As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in the Preliminary Scope of Services.

Proposers shall address all major tasks outlined in the Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final Scope of Services.

2.12 Cost Proposal (30%)

Cost/Pricing is a factor in this selection. Proposers must complete and submit a Cost Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section 3 Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, sales taxes, and travel. All applicable costs must be included. The City will not allow additional costs not included in the cost proposal. A Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive.

Provide cost detail by unit rate, quantity, and extended price for each task and equipment needed to fulfill the requirements of Section 3.

The price will be evaluated in the following manner:

a. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

b. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the

September 2023 Page 13 proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: __Lowest Total Proposed Price Total % Price Proposer’s Total Proposed Price X for Price = Score

2.13 References (5%)

In this section (maximum 5 pages), provide the following:

a. Provide three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience.

b. For each project, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

c. For each reference, provide the name of the agency/firm, contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate for each reference.

The City reserves the right to:

• Check as many references that the City deems necessary.

• Assess a firm’s past performance.

• Contact references that the City determines are representative projects demonstrating experience that is relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the City.

• Contact client references for only shortlisted firms.

It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

2.14 Negotiations

Upon the City’s approval of the final ranking of proposals, the Proposers shall be prepared to enter negotiations.

The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

2.15 Public Record

Proposals received will become the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” California Government Code, September 2023 Page 14 sections 6250 – 6270. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and an award has been announced.

Appropriately identified trade secrets will be kept confidential to the extent permitted by law. Any proposal section alleged to contain proprietary information will be identified by the proposer in boldface text at the top and bottom as “PROPRIETARY.” Designating the entire proposal as proprietary is not acceptable and will not be honored. Submission of a proposal will constitute an agreement to this provision for public records. Pricing information is not considered proprietary information.

2.16 Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the solicitation requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date.

This will allow the City time to research the validity of the protest and either issue an addendum to the solicitation, cancel the solicitation, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation. Questions or concerns prior to the intent to award notice will be directed to:

Evanda Goad, Management Analyst

(831) 420- 5456 egoad@santacruzca.gov

Any Vendor who unsuccessfully bids on a city contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award. Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz City Clerk Administrator

809 Center Street, Room 9 Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written notice of intention to award has been distributed. Protest letters will include:

• The name, address, and telephone number of the protester;

• The solicitation title and due date;

• Name of City employee and Department designated as the contact in the original solicitation;

• A detailed statement of the legal and/or factual grounds for the protest; and

• The form of relief requested.

The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Vendor’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City Council will be final.

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2.17 Debriefing

A debriefing may be held after the contract award with a Proposer so they may receive information about the evaluation of their proposal. The written request shall, either by the authorized officer or employee of the firm, be received by the City no more than thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of the evaluation of the requesting Proposer.

2.18 Contract Award Implementation

The Successful Proposer will be required to submit the following prior to Contract execution. The finalized contract will be in the form included as Exhibit C, Contract for SCADA Radio Upgrade Project, and include the Proposal documents as listed in Section 2.6 and any negotiated modifications agreed to by the parties.

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

• Bonds: Performance Bond, Payment Bond, and (if applicable) Maintenance Bond (see Exhibits D, E, and F);

• Certificate(s) of Insurance (see Exhibit G);

• Division of Apprenticeship Standards (DAS) Form 140 (see Exhibit H);

• Good Faith Effort for Local Hire (see Exhibit I);

• Water Department Good Neighbor Commitment (see Exhibit J);

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City

• Proof of a current City of Santa Cruz business tax certificate; and;

• (Optional) Escrow Agreement in Lieu of Retention (see Exhibit K).

2.19 Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

▪ A substantial savings in cost will result due to a large quantity purchase, or

▪ The commodity is not appropriately classified under this specification contract.

• To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the Public Works Department to evaluate proposals submitted.

2.20 Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living. This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean Ocean Business Program, and General Plan goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 30 percent by 2020 and 80 percent by 2050 (compared to 1990 levels). Proposer is

September 2023 Page 16 encouraged to provide information about Proposer’s activities that support these goals as Optional Appendices or Exhibits.

2.21 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this RFP.

Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

September 2023 Page 17

SECTION 3 PRELIMINARY SCOPE OF WORK

3.1 Project Objectives

The City has the following objectives:

• Receive a path study that preforms a comprehensive evaluation of the communication system in place and should include an existing link analysis to identify any bandwidth restrictions associated with the existing radio technology at the remote sites, and their existing field paths to the City’s primary control sites.

• Consultants shall replace radios at 26 locations.

• Where hardware deterioration is found to be significant enough to limit the overall system upgrade, or reliability of improvements, then a recommendation to replace some/all the hardware with justification should be made.

• Move the existing SCADA Base Radio Tower to a new location.

• Maintain and operate the water conveyance, treatment, and distribution operations uninterrupted (24/7/365) during installation and implementation of the SCADA radio upgrades.

3.1.1 Minimum Qualifications

• Firm has no fewer than five years of experience in performing SCADA radio system installation and programming.

• Present sufficient qualified personnel to carry out the project tasks in a timely fashion.

• Demonstrate experience in conducting work for government institutions of similar or larger size and scope.

3.1.2 Schedule of Work

The project will commence in Fall 2023 and must be completed within 1 year of the issuance of the Notice to Proceed.

3.1.3 CSLB and City Business License

Contractor shall have a California (CA) Contractors License appropriate for the work being completed. Please provide a copy of the license. Note: Award of contract will require a valid City of Santa Cruz Business license as well.

3.1.4 Sample Agreement

A draft Agreement is provided as Exhibit C.

3.1.5 Safety

Contractor shall describe or provide a copy of its formal safety program documentation. Contractor shall provide all applicable OSHA statistics, if any, for the last 3 years.

3.2 Project Technical Approach

3.2.1 Project Management and Administration

The contractor will provide a project management plan coordinated with key City staff schedules.

The Contractor will coordinate activities with City staff, including assistance in planning and scheduling virtual and/or on-site meetings and tasks and coordinating quality assurance effort. The Contractor will keep the installation and implementation on schedule.

September 2023 Page 18

3.2.2 Radio Path Study, Field Survey, and Radio Telemetry Design Contractor shall include a comprehensive desktop radio path study for the City’s water system facilities utilizing industry accepted software. Once completed, the contractor shall provide a preliminary radio path study report.

Use computer radio frequency modeling software (Pathloss or similar virtual simulation software) to conduct a virtual path study to model system architecture improvements using all of the City’s sites and the existing system frequency as a baseline. Contractor shall perform a field verification survey to validate the findings of the radio path study. This shall include a minimum number of sites to confirm the radio path study. Field verification must include transmission and receipt of data blocks, similar in size and quantity to what is expected to be used once the radios are installed.

The information supplied must designate the recommended frequencies for the radios and, if necessary, any new FCC License(s) required. The Radio Path report shall include a full system map with clearly identified radio sites. The report shall also provide recommendations for future action aimed at upgrading the City’s SCADA radios to provide consistent reliable monitoring and control of the remote sites to the central SCADA system.

Contractor shall apply the findings in the radio path study to develop a radio telemetry design which will be the basis of the hardware and software selection. Radio telemetry designs must comply with applicable Federal, State, and local code requirements including the most recent California Building Code.

3.2.3 Radio Hardware and Software Procurement

Contractor shall provide via the submittal procedures the recommended radio hardware and software selections for approval. Once approved by the City, Contractor shall procure hardware and software (including any and all appurtenances) required to provide a complete and functioning radio telemetry system.

A. Submittal Requirements

a. The Contractor shall provide complete submittal documentation for the products within this section for approval and fabrication. The submittal shall include the following items as well as any additional materials required by the general condition of this project.

i.Provide product data sheets for each of the principal items listed in this specification. Product information to include delineated catalog cut sheets specific to this project as a minimum.

ii.Provide wiring and block layout drawings for each RTU showing the wiring diagrams for control circuits and interconnections of all components. Components shall be clearly labeled on the drawing.

iii.A technical description of the system controlling software. Submittals must include samples of programming instruction suitable for operator use.

iv.Provide the electronic radio path study specified herein.

B. Equipment Standards

a. The Contractor shall furnish and install, as shown on the plans and described herein, the various pieces of equipment necessary for a complete radio-based monitoring system.

September 2023 Page 19

b. A single manufacturer shall furnish all equipment to the Contractor to ensure system compatibility.

c. Communication shall be via FCC License radio and interface to the radio network, communicating at the current FCC license frequency network range of 150-174MHz. Although the City is open to the possibility, new FCC licenses are not expected to be required.

d. Key ratios (as designated in the radio system design) shall have the capability of acting as a repeating radio creating a mesh network of RTU sites. The effective range with this type of communication system is unlimited. Radio diagnostic software shall be included with the radio network to provide detailed analysis of radio performance.

e. The principal items of equipment shall include, but not limited to, the following:

i. Monitoring computer program

ii. Programming time

iii. Radios

iv. Antennas

v. Antenna cables

vi. Surge suppressors

f. Reuse existing appurtenances including antennas, cables, and towers at the remote sites, if doing so will not impact system performance, capacity, or capability. All reused equipment and devices shall be thoroughly tested to verify compatibility with new system prior to acceptance by the City.

g. Product information for principal items listed above as well as any other components that may be required for the alternative system. Product information to include delineated catalog cut sheets specific to this project as a minimum.

h. A system and its components must be compliant with all applicable requirements of the following:

i. Electrical Code (National and Local)

ii. NEMA

iii. IEEE

iv. EIA

v. FCCLic

vi. ARRA

3.2.4 Installation

The Contractor shall describe the installation methods, train the installation service providers, manage the installation performance, and be responsible for the quality control and quality assurance of the installations.

• In the installation of an instrument, the various components shall be accessible for efficient maintenance. Care shall be taken in the installation process to ensure sufficient space is provided between instruments and other equipment or piping for ease of removal and servicing. All instruments shall be readily accessible from grade, permanent platforms, or fixed ladders.

• The drawings show the operation of the panel in a general schematic version. The manufacturer shall submit shop drawings showing the actual methods used to accomplish the control as described herein.

September 2023 Page 20

• All instrumentation devices shall be installed in accordance with the manufacturer’s installation requirements.

• Operate the water system uninterrupted during installation and implementation of the SCADA upgrades.

3.2.5 Installation Sequence

Contractor shall conduct installations by radio segments. The City will retain the right to prioritize other areas, or to reorganize priorities, both before, and during, the installation.

3.2.6 Installation Schedule

The City and the Contractor shall establish an overall schedule for installation of the entire project.

Contractor shall work with the City to perform installations in a manner that does not conflict with current operations and schedules.

• On the first workday of each week, the Contractor will provide the City an updated schedule of where work is planned for the next 3 weeks.

• Contractor will work with the City to schedule blackout windows.

3.3 Installation Conditions

The City anticipates the Contractor will encounter active construction at various sites that require replacement, and the contractor may have to comply with additional safety requirements or hazard exposures require replacement. The City anticipates remediation work after the replacement to repair the site surroundings to pre-replacement, as-found condition. The Contractor should contact the City to approve remediation work prior to proceeding. The Contractor must provide a photograph of the site before and after this repair work.

If landscaping is damaged by the installation process, the Contractor must repair the damage to the pre-installation condition to the satisfaction of the City by replanting, re-sodding, or reseeding. The Contractor must provide a photograph of the site before and after this repair work.

The Contractor is responsible for any required traffic control. The work must comply with all appropriate traffic safety regulations.

The City reserves the right to inspect any installation and cleanup work within 30 days before payment is made to the Contractor. The City reserves the right to inspect any installation and cleanup work within 90 days after installation. Contractor shall be responsible for claims resulting from damage caused by installation. Contractor shall describe their process for addressing these situations.

3.3.1 Inaccessible Radio Installation Sites

In the event a proposed radio installation site (including any antennas and cabling) is obstructed or is not accessible, the Contractor will make at least three different types of attempts at any reasonable time within 7 days of encountering the inaccessible installation site. These attempts must be documented on the work order. Once it is confirmed that there is no reasonable way to remove the obstruction, the City shall be notified. Coordinate with the City to facilitate the removal of the obstruction.

September 2023 Page 21

3.3.2 Work Hours

Contractor shall perform field work Monday-Friday 8 AM to 5 PM (excluding holidays and adjusted to daylight and hours). Installers must be available for weekend installations in special cases with the approval of the City.

3.3.3 Installation Acceptance.

Each installation will be accepted by the City conditioned upon:

• Electronic submission of a list of completed installations containing for each installation: the

Location ID, address, old and new radio serial numbers, old and new radio frequencies, physical description of the location of radio and antenna installation site, GPS coordinates of the radio, Contractor’s inspector’s name (if applicable), and the installer’s name.

• Successful capture of the radio data after the installation through the central SCADA system. If data cannot be obtained from the system operating in a normal way, the

Contractor shall assist the City in troubleshooting and addressing any communication issues between the site and the central SCADA system. Acceptance will not be issued until data is consistently captured from the remote site for a period of 72 hours.

3.4 Work Plan

3.4.1 Radio Inventory

The Contractor will be responsible for procuring the radios, associated licenses (if required), cables, antennas, and all appurtenances. The Contractor will include recommended spares in the inventory. The Contractor shall be responsible for managing and tracking inventory for the duration of the project. At the termination of the project, all equipment, materials, and spares (not installed) shall be provided to the City.

3.4.2 Spare Equipment

Two (2) spare radios shall be provided for this project. The operator must be able to “Plug and Play” hardware in order to regain communication with any site due to failure of or damage to the installed hardware. Installation shall be able to be completed within ten (10) minutes of onsite field work.

3.4.3 Procedures Approval

The Contractor shall work with the City to develop detailed installation procedures that meet the City’s requirements prior to beginning field installation. The detailed procedures shall adhere to the radio manufacturer’s approved installation guidelines to complete each installation. The detailed procedures should be designed to optimize the work of the field installers and all other staff working on the project. Provide example of standard installation procedures used for radio replacement, data management, testing, and verification.

3.4.4 Photos and GPS Coordinates

The Contractor shall capture and submit photos of the as-found radio site (including interior and exterior of enclosures, antennas, cabling, and surrounding area), as-left radio site (including interior and exterior of enclosures, antennas, cabling, and surrounding area), and new radio serial

September 2023 Page 22 number for the City’s records; these photos must be submitted electronically within 3 days of the completed…