RFP-PW-2026-02 Controls Services Final.docx

CITY OF CENTRAL

REQUEST FOR PROPOSAL – RFP-PW-2026-02

On-Call Controls/SCADA Services

DEADLINE: Thursday, November 20, 2025, at 12:00pm

I. Introduction

The City of Central is inviting proposals from qualified professional services to provide controls services on both an “as needed” basis and by work-order “Project Specific” basis for the cities Supervisory, Control and Data Acquisition (SCADA) system.

Central City is located approximately thirty-five miles west of Denver in both Gilpin and Clear Creek Counties, with a direct connection to I-70 via the Central City Parkway. The City was incorporated in 1864 and has an estimated population of nine hundred. Twenty-nine City employees serve the needs of the public. Total annual visitor traffic is estimated at over 700,000 vehicles.

II. Background

City of Central has one water treatment plant and two pump stations. ICONIC software is the operating system currently used on Windows Server 2016. The city is looking to upgrade the existing system and integrate additional infrastructure into the SCADA system.

III. Services Required

The qualified Contractor is to provide all the necessary labor, equipment and supplies required for the satisfactory completion of Central City Services, as described in this RFP.

The Contractor will provide services which may include, but are not limited to, the following:

The development and support of SCADA architecture, Standard Operating Procedures, and maintenance of existing SCADA programs and instrumentation. Services may include procurement, installation, programming and commissioning of software, hardware, and instrumentation.

IV. Scope of Work The scope covered by this RFP is to provide services that may include, but are not limited to, the following tasks:

· Existing instrumentation

· Process units

· Communication systems

· Control software, control hardware and associated programming and SCADA reports.

· Planned plant upgrades.

· Water booster station upgrades

· Other water facility upgrades.

· Integration services include recommendations for: Selection and procurement, installation and integration of instrumentation, Process equipment, Process changes.

· Provide commissioning and integration oversight for City projects that involve modifications to the SCADA system.

· Work with and coordinate with the City’s IT department on computer, networking, and automation hardware.

· Provide training for and develop procedures for SCADA modifications and maintenance to City Staff.

· Develop and implement a plan to provide redundancy and backup for critical components and programs in the City’s SCADA system.

· Perform automation server and hardware maintenance and make network changes to create a more robust automation network.

· Assist the City with developing an overall SCADA Master plan.

· Assist the City with developing standards and guidance documents for SCADA System design and construction.

· Troubleshoot, replace, and upgrade communication hardware from remote sites to standardize communication from remote lift stations and pump stations throughout the City.

· Provide as-needed remote access support to supplement on-site visits.

· Calibrate and verify instrumentation readings.

· Perform emergency services on the SCADA system.

IV. Submittal Requirements

This Request for Proposal (RFP) describes the requested scope of services and information to be included in each proposal. Failure to submit information to the City in accordance with the requirements of this RFP and its procedures may be cause for disqualification. The proposal should be concise and complete, covering all items identified, emphasizing an understanding of the project and the resources to perform the intended work. Unclear, ambiguous statements such as “all reasonable effort to provide” must be avoided. Failure to address any of the requirements may be subject to rejection and/or misinterpretation. Inability to meet any specified requirements must be so stated and thoroughly explained.

Proposals are to be addressed to the Director of Public Works/Utilities for the City of Central, in accordance with the Instructions to Proposers and all other requirements as referenced in this RFP. Proposals will be received until the Proposal Closing Date and Time are set forth on the cover page of this RFP, at which time a representative of the City will officially announce the names of those firms or individuals submitting proposals. No other public disclosure will be made if and until award of Contract.

The RFP Submittal shall include the following:

1. Letter of Transmittal –The letter of transmittal must contain the following statements and information, and is not intended to be a summary of the proposal:

· Company name, address, and telephone number(s) of the firm submitting the proposal.

· Name, title, address, email address and telephone number of the contact person or persons authorized to represent the firm and to whom to direct correspondence.

· Taxpayer identification numbers of the firm.

· Brief statement of your understanding of the services to be performed and a positive commitment to providing the specified services.

· Signature of a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule.

· Statement which indicates “proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with the City of Central.”

2. General Vendor Information – Please provide the following:

· Length of time in business

· Total number of clients

· Number of full-time personnel

· Location of office which would service this account.

3. Technical Proposal - Provide a detailed technical and narrative response regarding the ability to provide the components as stated within the Scope of Work. The Evaluation Criteria listed in the Evaluation of Proposals section below provides additional information and the criteria that evaluators will use.

a. Understanding the Proposal - Responses will include comprehensive information and narrative statements that illustrate proposer’s understanding of the requirements of the project and the project schedule.

b. Methodology Used for the Proposal - Responses will include comprehensive information and narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work.

c. Management Plan for the Proposal - Responses will include comprehensive information and narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work.

d. Experience and Qualifications - Responses will include a detailed explanation of your experience with similar projects and employees.

i. Provide a detailed narrative describing your firm’s experience with a minimum of three (3) projects of comparable size and scope in the past five (5) years.

ii. Provide a narrative description of the organization and capabilities of the project team and a personnel roster that identifies each person who will work on the contract.

iii. Provide a minimum of three (3) current or former clients where work has been performed within the last five years, who may be contacted with respect to your firm’s reputation for high quality of work, responsibility, and efficiency. Include the name, address, and telephone number of the executive in each organization who can speak knowledgeably about the quality, timeliness, and cost of your work.

4. Financial/Cost Proposal - Submit pricing/cost information in a separate package from the technical proposal, clearly marked on the outside. Do not include costs in the technical proposal. Electronic copies of proposals will include separate files for financial and technical proposals. Separate discs or drives are not required.

Submit a detailed cost proposal including all costs and charges for the proposed services, including any licenses, maintenance, fees, training, implementation, and any other costs required. Estimate the hours and provide cost schedule details for any service engagements necessary to meet the goals, if appropriate. Break down the cost proposal to indicate all costs.

· The proposal must contain a fee schedule that includes hourly rates for the proposed consultant billing and services.

· Describe how your services are priced, and any specific pricing you can provide.

· Define any additional charges (e.g., travel expenses).

5. Descriptive Pages and Brochures – All standard descriptive informational pages and brochures should be submitted in a section titled “APPENDIX.”

V. Evaluation Criteria and Process

A project committee will evaluate all proposals. Proposals shall be evaluated based on the Evaluation Criteria noted herein. The committee may select based on the proposals received or may choose to “short list” prospective firms for further negotiations. The firm selected for the award will be chosen based on the apparent greatest benefit to the City and not necessarily based on lowest price. Individual interviews may be required for the top firms who have submitted the required information.

Reference checks, when conducted, will not be rated but will be considered on a “pass/fail” basis.

Following an individual rating period, the evaluation team will meet to discuss the initial rating and may choose to make an award at that time. Failure of the proposer to provide any information requested in this RFP may result in disqualification of the proposal.

THIS REQUEST FOR PROPOSAL IS NOT A COMPETITIVE BID BASED ON PRICE ONLY. The Request for Proposal allows the City of Central, Colorado to select the contractor that best meets the needs of the City, taking into consideration proposer qualifications, price, products, and service capabilities and other factors relevant to the City’s policies, programs, administrative resources, and budget.

This RFP has been published on the Rocky Mountain Bid Net System and on the City Web Site, which may be accessed on the following website:

https://www.bidnetdirect.com/colorado

Any modifications to this RFP or addenda pertaining to this RFP will be published to the Bid Net System and on the City Web Site, and all proposers are responsible to periodically check both System for relevant updates prior to the submittal of a proposal.

Written Inquiries – Interested applicants may make written inquiries concerning this RFP to obtain clarification of requirements or additional information. No inquiries will be accepted after the date and time of the Written Inquiry Deadline indicated in the Schedule of Activities. Send all inquiries via email, referencing the RFP number and title in the subject line, to: jloyet@cityofcentral.co

VI. Deadline for Submission of Proposals

One electronic submission must be received by the City of Central prior to 12:00 p.m. (noon) on November 20, 2025. The submission must be labeled as “RFP Engineering Services” in the subject line and sent to this email address: jloyet@cityofcentral.co. Physical submissions will not be accepted.

Number of Copies: One (1) electronic copy via email

Schedule of Activities:

(all times are local time)

VII. Miscellaneous

· The City of Central reserves the right to reject all proposals for failure to meet the requirements herein, to waive any technicalities, and to select the proposal which, in the City’s sole judgment, best meets the requirements of the project.

· The RFP creates no obligation on the part of the City to award a contract or to compensate the proposer for any costs incurred during proposal presentation, response, submission, presentation, or oral interviews (if held). The City reserves the right to award a contract based upon proposals received without further discussion or negotiation. Proposers should not rely upon the opportunity to alter their qualifications during discussions.

· The City reserves the right to make such investigation as it deems necessary to determine the ability of proposers to furnish the required services, and proposers shall furnish all such information for this purpose as the City may request.

· Proposers must specifically identify any portions of their submittals deemed to contain confidential or proprietary information, or trade secrets. Those portions must be readily separable from the balance of the proposal. Such designations will not necessarily be conclusive, and proposers may be required to justify why the City of Central should not, upon written request, disclose such materials.

· The City is not responsible for electronic submissions or communications not received, in any way associated with this RFP.

VIII. Contract

Pending successful contract negotiations, one or more contracts may be awarded to the Contractor or Contractors whose proposal(s) is/are the most advantageous and offer the best overall value to the City, taking into consideration price and other evaluation factors described in this RFP. If more than one contract is awarded, an effort will be made to award work in an equitable manner, taking into consideration the following criteria for each project:

1. Specific area of focus / special requirements

2. Cost

3. Availability of the Contractor

4. Prior performance of the Contractor

5. Timeline for project commencement and completion.

The contract may be for a period of one (1) year and may be canceled at any time with 30 days advance written notice from either the City or a Contractor that is awarded a contract by the City.

image1.jpeg