REQUEST FOR PROPOSAL

FOR

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT

SERVICES

Release Date: 2/27/2024

Questions Due: 3/5/2024 Answers to Questions Available: 3/6/2024

RFP Due Date: 3/18/2024

For additional information, please contact:

Jazzmyn Clark

Jazzmyn.Clark@lbwater.org

(562) 570-2405

See Page 13, for instructions on submitting proposals.

Company Name __________________________Contact Person ___________________________

Address _______________________________ City ______________ State _____Zip ____________

Telephone (____) ___________Fax (____) __________ Federal Tax ID No. ____________________

Email Address: ____________________________________________________________________

Prices contained in this proposal are subject to acceptance within __________ calendar days.

I have read, understand, and agree to all terms and conditions herein.

Date _____________________________________________________________________________

Signed ___________________________________________________________________________

Print Name & Title __________________________________________________________________

Table of Contents

1. SCOPE OF WORK

2. ACRONYMS/DEFINITIONS

3. SUBMITTAL INSTRUCTIONS

4. PROPOSAL BONDS

A. Proposal Guarantee/Bond B. Notarial Acknowledgments Required with Bonds

5. RESPONSE REQUIREMENTS

A. Executive Summary Letter B. Validity of Proposal C. Statement of Compliance D. Certificate of Insurance E. References F. Primary Contractor Information G. Staffing and Key Personnel H. Experience I. Subconsultants J. Methodology K. Long Beach Utilities Department Supplied Items/Services L. Fee Schedule M. Financial Information

6. EVALUATION CRITERIA

A. Consultant/Staff Expertise & Experience:

B. Past Performance:

C. Work Methodology:

D. Reasonableness of Fee:

7. EVALUATION PROCESS

8. NEGOTIATIONS

9. BASIS OF AWARD

10. PROPOSER REPRESENTATION

11. COMMENCEMENT OF SERVICES

12. CONTRACTOR ORIENTATION MEETING

13. QUALIFICATIONS OF CONTRACTORS

14. TERM OF AGREEMENT

15. LEGAL DISCLOSURE

16. CONFLICT OF INTEREST

17. ADDENDUM (IF APPLICABLE)

18. FUTURE AMENDMENTS

19. BUSINESS LICENSE

20. WARRANTY/ MAINTENANCE AND SERVICE

21. CONTRACTORS LICENSE AND PERMITS

22. COST

23. BILLING & INVOICING

24. RECORD RETENTION, INSPECTION AND AUDIT

25. RIGHTS IN TECHNICAL DATA

26. OWNERSHIP OF REPORTS AND DOCUMENTS

27. CONTRACTOR’S ONSITE PERSONNEL

28. DEFAULT BY CONTRACTOR

29. CHANGE IN SERVICE/ ADDITIONAL WORK

30. OTHER CONTRACTS

31. ATTORNEY FEES AND COST

32. WAIVER

33. ADDITIONAL REQUIREMENTS FROM FUNDING SOURCE

34. TERMS, CONDITIONS AND EXCEPTIONS

ATTACHMENT I: CERTIFICATION OF COMPLIANCE WITH TERMS AND CONDITIONS

ATTACHMENT II: STATEMENT OF NON-COLLUSION

EXHIBIT A: REASONABLE OF FEE AND FEE SCHEDULE

EXHIBIT B: MINIMUM REQUIREMENT CHECKLIST

EXHIBIT C: PRO-FORMA AGREEMENT

EXHIBIT D: EQUAL BENEFITS ORDINANCE

EXHIBIT E: CITY’S POLICY FOR MINORITY AND WOMEN-OWNED BUSINESSES

EXHIBIT F: PROTEST PROCEDURES

EXHIBIT G: DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION

CERTIFICATION

EXHIBIT H: W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND

CERTIFICATION

EXHIBIT I: SECRETARY OF STATE CERTIFICATION

EXHIBIT J: PROPOSAL BOND FORM

EXHIBIT K: RFP CHECKLIST

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 5

The City of Long Beach is excited to announce Long Beach Buys as their new bid portal to promote transparency, equity, and efficiency in the Long Beach’s procurement system. We invite you to register your business for any potential bid opportunities within all departments. Please visit https://longbeachbuys.buyspeed.com/bso/

1. SCOPE OF WORK

1.1 The Long Beach Utilities Department (hereafter “Department” or “LBUD”) is soliciting proposals from qualified and experienced Vendors to provide support services for the department’s Natural Gas, Water and Sewer Supervisory Controls and Data Acquisition (SCADA) system and radio communication network including integration, consulting, maintenance and emergency work.

WATER AND SEWER

1.2 The LBUD’s SCADA system covers its Groundwater Treatment Plant (GWTP) and its operation control center, emergency backup SCADA Lab and remote facilities including wells, sewer lift stations, reservoir tank farms, potable and reclaimed booster pump stations, and other agency interconnections. There are roughly 90 programable logic controllers (PLC) at the GWTP and the remote facilities. The PLCs were mostly legacy Square D SY/MAX PLCs . LBUD has been going through the upgrade of these PLCs and have replaced about 60% of them with Schneider Modicon 40 PLCs.

For operation visualization and control, we use Wonderware InTouch in combination with Wonderware System Platform.. The old HMI and the new HMI are expected to coexist until all SY/MAX PLCs are upgraded with Modicon PLCs.

For communication with remote facilities, radio communication through licensed frequencies is used. The network consist of General Electric (GE) Microwave Data System (MDS) serial radios as well as ethernet radios. Both the old and the new radio networks have their dedicated licensed frequencies.

Besides SCADA communication, LBUD also relies on the radio and microwave network for voice radio communication throughout the city. The maintenance and emergency work on these radio networks will also be part of this proposal.

1.3 It is estimated that 40-80 hours/week work will be needed. The actual hours of work LBUD will request are based on its actual needs and requirements. LBUD reserves the right to request either more or less than the above estimated amount.

1.4 Contractor shall be solely responsible for furnishing all personnel, labor, equipment, materials/supplies, vehicles, and transportation to provide the requested services on LBUD’s SCADA system and radio/microwave communication network included in 1.1 at an ongoing basis, which may include, but not limited to the following:

https://longbeachbuys.buyspeed.com/bso/

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 6

• Ongoing technical and field support by experienced system integrator/control specialist/radio communication specialist available 24 hours a day, 7 days a week, 365 days a year (24/7/365):

o VPN and other forms of remote connection will not be made available.

Vendor shall provide 24/7/365 telephone support with emergency onsite response to LBUD’s GWTP within 1 hour of request.

o LBUD will require a contact person designated by the Contractor with a telephone number for 24/7/365.

o The vendor shall have staff experienced and knowledgeable in the following areas:

SCADA network systems, including domain controllers, Microsoft virtual clusters, VMware ESXI ,network switches and converters, fiber network support, network protocols including proprietary SY/MAX protocols and open ethernet protocols, etc;

Radio and microwave communication network systems including serial and ethernet communication protocols, hardware such as SCADA, voice and mobile radios, multiplexer, control center communication systems, etc;

SCADA system hardware including PLCs, OITs, Thin Clients, UPS, laptops, serial and TCP radios, etc;

SCADA system software and application including Wonderware InTouch, Wonderware System Platform, Wonderware Historian, Schneider Unity Pro, Square D SY/MAX, etc;

Electrical, instrumentation, control, and process design support during construction

• Engineering and Technical integration support including:

o Capital and maintenance projects including ongoing SCADA upgrade projects, facility rehabilitation and modification projects, etc. Support may be requested at various or all phases of a project from design to construction.

o Emergency and scheduled repairs or replacement of plant equipment.

o As needed programing and troubleshooting support for existing Sy/Max and Modicon Programmable Logic Controllers (PLCs), Wonderware InTouch and System Platform o Provide and update drawings, schematics, print, specifications and technical documentation for existing and upgraded facility equipment, controls and communication network; at LBUD’s central and remote facilities.

o As needed training requested by LBUD staff, which may include user/operator training and basic troubleshooting techniques related to SCADA and communication network.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 7

NATURAL GAS

BACKGROUND

1.5 The Long Beach natural gas system is comprised of about 917 active miles of main pipeline, approximately 87,000 services (or 1022 miles), and approximately 155,000 meters. The service territory encompasses nearly all of the City of Long Beach, all of the City of Signal Hill and two pockets of incorporated areas of the County of Los Angeles.

System throughout is about ten billion cubic feet of natural gas annually.

Approximately 97% of the natural gas is supplied through the four city gate interconnects with Southern California Gas Company. The remaining 3% is supplied by local gas and oil producers through four metering stations. The Gas Dispatch functions monitors system pressures, gas throughput and gas quality 24 hours per day via a supervisory control and data acquisition (SCADA) system.

Long Beach Utilities operates 46 district regulator stations throughout the system.

Each district regulator station has two regulators, a primary regulator, set at the district maximum operating condition and a monitor regulator set at a high pressure, within the limits of 49 CRF 192.201, for overpressure protection. The SCADA system collects real-time system pressures at the 41 pressure recording sites and monitors the performance of each Cathodic Protection rectifier system. The system is split into several pressure districts with different maximum operating pressures. A backbone system consisting mainly of large diameter pipelines operating at 40 psig, distributes natural gas to the various pressure districts though district regulator stations. Current pressure districts operate at 40 psig, 25 psig, 15 psig, 10 psig, and 7 psig. Long Beach Utilities does not operate any natural gas transmission pipelines.

The Long Beach Gas Department was established as a municipal utility in 1924, purchasing the Southern Counties Gas Company properties within the City boundaries. Throughout the 1950’s and early 1960’s, as the City grew, the Gas Department purchased assets within the City boundaries from Southern Counties Gas Company and Southern California gas Company. In January 2023, Long Beach Utilities was established by the voters, consolidating the city’s water, natural gas and sewer utilities.

1.6 The Gas Services division within Long Beach Utilities is soliciting proposals from qualified and experienced Vendors to provide Supervisory Controls and Data Acquisitions (SCADA) support, natural gas distribution system telemetry support, associated services, software and hardware updates, and a one-time corrosion control equipment upgrade. The Vendor must be able to respond to all requests and emergency work as required, 24 hours per day, 365 days per year, including holidays.

Emergency requests require a TWO-HOUR response time. For non-emergencies/regular work, Vendor shall call back within four hours and respond within 24 hours, with work completed within three (3) business days.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 8

The successful Vendor will be responsible, but not limited to:

Maintenance Tasks

• Workstation System Maintenance:

o Check disk space, archive database if necessary, o Update drivers, software, and apply patches, as approved by software application manufacturer.

• System Security and Protection:

o Check the event logs for problems, and correct critical failures.

o Maintain system security with password protection and application access control o Update virus protection and definitions.

o Conduct periodic security assessments and vulnerability testing o Provide security best practices and recommendations

• Data Management and Backup:

o Daily system backups with monthly backups stored remotely.

o Perform database maintenance including, tuning, and data validation to insure complete information logging

• SCADA System Maintenance:

o Maintain the SCADA Alarm automated callout system and keep it current with system changes o Maintain the SCADA network controller functions o Maintain the SCADA I/O servers

• Software Development and Code Maintenance:

o Make necessary hardware and software changes, including revisions and system upgrades o Perform program code cleanup. Please note PLC platforms include

Symax Software, TDS Software, Rockwell Automation RS Logix. Modicon PRO Work and Siemens TIA Portal o Convert code to newer platforms if needed

• Software Development and Code Maintenance:

o Make necessary hardware and software changes, including revisions and system upgrades o Perform program code cleanup. Please note PLC platforms include Symax Software, TDS Software, Rockwell Automation RS Logix and.

Modicon PRO Work and Siemens TIA Portal o Convert code to newer platforms, if needed

• Wonderware Application Maintenance:

o Maintain and make changes to the Wonderware application

• Network Planning and System Architecture:

o Plan the network infrastructure and system architecture

• Project Management and Design Assistance (as needed):

o Provide new project control description creation and instrumentation recommendations o Assist with process design

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 9 o Identify upgrades and provide budget estimates for control projects

• Regular Inspections:

o Conduct routine inspections of hardware, software, and network infrastructure to identify and address potential issues or vulnerabilities

• Performance Monitoring:

o Monitor system performance and address any performance-related issues promptly o Optimize system performance through tuning and configuration adjustments

• Fault Diagnosis and Troubleshooting of Workstations and PLC’s:

o Identify and resolve system faults, errors, and failures o Conduct root cause analysis and implement corrective measures to prevent recurring issues

• GE Radio Maintenance, configuring and Troubleshooting:

o Perform Maintenance on Master and Remote Radios o Configure Master and Local Radios for SCADA systems o Perform Troubleshooting on Master and Remote GE Radios

Documentation Tasks

• PLC Documentation:

o PLC ladder logic with comments in both hard copy and digital format

• Loop Documentation:

o Loop drawings in both hard copy and digital format using AutoCAD o I/O listing with wire numbers and tag information in hard copy and digital format o Wire and hardware labeling for efficient troubleshooting and maintenance

• System Reporting:

o Provide regular reports on system health, performance, and maintenance activities

• Hardware Documentation:

o Hardware layout and connections in both hard copy and digital format using AutoCAD o Network diagrams illustrating the system architecture, network connections, switches, and routers

• Wonderware Documentation:

o Maintain Wonderware diagnostic screens as a form of documentation to track system operation and failures

• Standard Operating Procedures (SOPs):

o Document standard operating procedures for system operation, maintenance, and troubleshooting

• System Configuration Documentation:

o Document the configuration settings and parameters of the SCADA system, including communication protocols, database configurations, and other system-specific configurations

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 10

• Change Management Documentation:

o Maintain documentation related to system changes, including change requests, change approvals, and change implementation records

• Training Materials:

o Develop and update training materials for system operators and maintenance personnel, including user manuals, troubleshooting guides, and training presentations

Corrosion Control PLC Upgrade

• Make recommendations, build and install 50 Programmable Logic Control (PLC) computers for corrosion control within the City of Long Beach.

• Responsible for prototyping multiple brands of PLC’s to identify what will work well with our system. Looking for PLC’s with easy to use software for when 4- 20ma signal converters are used to calibrate the corrosion reads off of rectifier and from pressure transmitters.

• Fabricating panels for PLC’s with signal converters, switched terminal blocks.

Two variable power supplies up to 24 VDC.

1.7 The Contractor shall take all reasonable precautions to ensure that LBUD property, buildings, grounds, equipment, furnishings, and other items are properly protected from damage at all times. Reasonable precautions may include, but are not be limited to, protective tarps placed over objects or items, objects or items carefully moved away from work areas, or other such actions that may be necessary to prevent damages. Contractor shall be responsible for any damages caused by actions of its personnel during the course of setting up, working, or removing from work sites its equipment, materials, and supplies.

The Contractor shall be held responsible for all or any damages to LBUD building structures, property, etc., and shall further be responsible to replace, repair and make restitution to the LBUD’s satisfaction for such damage as incurred by the Contractor.

Any damage to property from any cause which might have been prevented by the Contractor, Contractor's employees or agents shall be repaired at the Contractor's own cost and expense.

The Contractor shall notify a LBUD representative or designee immediately if an area is obstructed from being access through no fault of the Contractor. A determination shall be made by LBUD representative to perform, modify, delay, or delete services as appropriate.

1.8 The Contractor shall be fully licensed to perform the required services under this Contract. Contractor shall provide and perform said services in a professional manner in keeping with the highest standards for the operation, appearance, and public perception of commercial properties similar to the subject property in the Long Beach area. Contractor acknowledges that in providing such services, it shall at all

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 11 times, comply with all laws and regulations affecting Contractor, Contract Administrator, Owner and the Property.

1.9 In general, the successful Contractor shall provide the tasks listed in the RFP in the submitted proposal; however, the RFP response should include any approach that, in the Contractor’s judgment, offers a better and more comprehensive method of achieving the desired goals. Additionally, any enhancements that the Contractor suggests will be considered, provided that such enhancements are properly supported, and their costs itemized. Contractors shall be able to expand their scope of work to include additional services if it is determined to be necessary by LBUD.

1.10 The Long Beach Utilities Department reserves the right to amend Vendor’s specific responsibilities consistent with this general scope of work.

2. ACRONYMS/DEFINITIONS

For the purposes of this RFP, the following acronyms/definitions will be used:

Agreement/ Contract

Contract specifying the terms and conditions and defining the scope of services to be performed by the Proposer for a specific project, or on a continuing on-call basis.

City The City of Long Beach and any department or agency identified herein.

Department Long Beach Utilities Department

Evaluation Committee

An independent committee comprised solely of representatives of the City established to review proposals submitted in response to this RFP, score the proposals, and select a Proposer.

GE General Electric

GWTP Groundwater Treatment Plant

HMI Human Machine Interface

I/O Input and Output

LBUD Long Beach Utilities Department

May Indicates something that is not mandatory, but permissible.

MDS Microwave Data System

"New" HMI Wonderware System Platform

"Old" HMI Wonderware In-touch System

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 12

OIT Operator Interface Terminal

PLC Programmable logic controller

P&ID Process & Instrumentation Diagrams

Proposer Organization/individual submitting a proposal in response to this RFP.

RFP Request for Proposal

SCADA Supervisory Controls and Data Acquisition

Shall/Must A mandatory requirement. Failure to meet a mandatory requirement may result in the rejection of a proposal as non-responsive.

Should Something that is recommended, but not mandatory. If the Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

Subcontractor A third party not directly employed by the Proposer who will provide services identified in this RFP.

TP Treatment Plant

UPS Uninterruptible Power Supply

VM Virtue Machine

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 13

3. SUBMITTAL INSTRUCTIONS

3.1 All inquiries regarding this RFP must be submitted in writing via email to Jazzmyn.Clark@lbwater.org by 10 AM on Tuesday, March 5th, 2024 listed on section 3.2. Responses to the questions will be posted on https://longbeachbuys.buyspeed.com/bso/ under the RFP title. All Proposers are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline below.

The Department will not be responsible for or bound by (1) any oral communication or (2) any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the Department Contact.

3.2 RFP Timeline (times indicated are Pacific Time)

TASK DATE/TIME

Deadline for submitting questions 3/5/2024@ 10 A.M

Answers to all questions submitted available 3/6/2024 @ 3:30 P.M

Deadline for submission of proposals 3/18/2024 @ 11 A.M

NOTE: These dates represent a tentative schedule of events. The Long Beach Utilities Department reserves the right to modify these dates at any time, with appropriate notice to prospective Proposers.

Bids shall only be submitted electronically via the City’s secure online bidding system Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml. All required sections of the Bid must be submitted via the Long Beach Buys portal. Vendors must be registered with Long Beach Buys in order to submit a bid. Registration can be complete at https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml. Registration is free for all vendors and is required in order to respond to opportunities with the Long Beach Utilities Department.

https://longbeachbuys.buyspeed.com/bso/ https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 14

For customer support accessing Long Beach Buys, please contact the Long Beach Purchasing team Monday through Friday, 8am to 5pm.

Technical support for Long Beach Buys is available by email at

LBPurchasing@longbeach.gov, or by phone at (562) 570-6200 during normal business hours (8am-5pm PT Monday through Friday) or by submitting an Issue Reporting Form which can be completed at the following link https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak- NO8fmUBgeJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU 5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

3.3 Proposals must be received by 11 AM, Pacific Standard Time, March 18th, 2024.

Proposals that do not arrive by the specified date and time WILL NOT BE ACCEPTED and will be returned unopened. Proposers may submit their proposal any time prior to the submittal deadline. Facsimile or email proposals will NOT be considered unless otherwise authorized.

3.4 Proposals shall be presented in a format that corresponds to and references sections outlined below and presented in the same order. Responses to each section and subsection should be labeled so as to indicate which item is being addressed.

3.5 Proposals shall be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. The proposal should be presented in a format that corresponds to and references Section 1, Scope of Work; Section 5, Response Requirements; and Section 22, Cost, and should be presented in the same order. Responses to each section and subsection should be labeled so as to indicate which item is being addressed.

3.6 Expensive bindings, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements, and on completeness and clarity of content.

3.7 Descriptions on how any and all equipment and/or services will be used to meet the requirements of this RFP shall be given in detail along with any additional information documents that are appropriately marked.

3.8 Proposals must be signed by the individual(s) legally authorized to bind the Proposer. Contractors shall complete the cover page of the RFP document, sign in ink, and submit with the RFP.

3.9 If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the proposal and specific references made to the tab, page, section and/or paragraph where the supplemental information can be found.

mailto:LBPurchasing@longbeach.gov https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBgeJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBgeJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBgeJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 15

3.10 Proposals shall be submitted in two (2) distinct parts - the narrative/technical proposal and the cost proposal. The narrative/technical proposal must not include cost and pricing information. The narrative/technical proposal will be reviewed first and then the cost proposal. Therefore, each part should be separate, but submitted together.

3.11 Proposers are encouraged to carefully review this RFP, particularly to the

“Response Requirements” listed in Section 5, prior to preparation of the proposal.

3.12 The Long Beach Utilities Department reserves the right to reject any or all proposals, or select the proposal most advantageous to the Department. The Long Beach Utilities Department reserves the right to verify all information submitted in the proposal.

3.13 The Long Beach Utilities Department reserves the right to amend the RFP or issue to all Proposers a Notice of Amendment to address questions for clarification.

3.14 Proposer may modify or amend its proposal only if Long Beach Utilities

Department receives the amendment prior to the deadline stated herein for receiving proposals.

3.15 If Proposer forms a joint venture, a copy of the joint venture agreement will be requested if Proposer is selected for award. Do not submit the joint venture agreement with the proposal.

3.16 A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal. Proposer shall carefully follow the instructions under “Response Requirements” when preparing their proposal for submission.

3.17 Upon award of contract, Proposer will be required to submit insurance according to the guidelines and requirements listed below:

3.17.1 If at any time during the progress of the Work, Proposer shall allow any indebtedness to accrue for labor, equipment, or materials, or which may become a claim against LBUD, Proposer shall immediately upon request from the LBUD pay such claim or indebtedness or cause such lien to be dissolved and discharged by giving a bond or otherwise and, in case of his failure so to do, LBUD may withhold any money due Proposer until such claim or indebtedness is paid or may apply such money toward the discharge thereof; or, in such event LBUD may at its option declare this Contract to be terminated; take possession and control of the Work and complete the same or cause the same to be completed according to the specifications. Proposer shall pay to LBUD the difference between the Contract price and the actual cost to LBUD in completing or causing the Work to be completed.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 16

3.17.2 Proposer shall carry on the Work at its own risk until the same is fully completed and accepted and shall, in case of any accident, destruction, or injury to the Work or materials before its final completion and acceptance, repair, or replace the Work or materials so injured, damaged, and destroyed, at his own expense and to the satisfaction of LBUD. When materials and equipment are furnished by others for installation or erection by Proposer, Proposer shall receive, unload, store, and handle same at the Site and become responsible as though such materials and equipment were being furnished by Proposer under the Contract.

3.17.3 Proposer shall procure and maintain at Proposer’s expense for the duration of the Contract the following insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Contract by Proposer, its agents, representatives, employees or Subcontractors:

Comprehensive General Liability: $1,000,000 combined single limit for each occurrence or $2,000,000 General Aggregate for bodily injury, personal injury, and property damage, including products and completed operations coverage.

The Board of Utilities Commissioners, its officials, employees and agents shall be named as additional insureds as respects: liability arising out of activities performed by or on behalf of Proposer;

products and completed operations of Proposer; and premises owned, leased or used by Proposer.

(1) Automobile Liability: $500,000 combined single limit per accident for bodily injury and property damage covering owned, non-owned and hired vehicles.

(2) Workers’ Compensation as required by the California Labor

Code and Employers Liability limits of $1,000,000 per accident.

Any self-insurance program and self-insured retention must be separately approved in writing by LBUD.

Each insurance policy shall be endorsed to state that coverage shall not be cancelled by either party or reduced in coverage except after thirty (30) days prior written notice to LBUD.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 17

Proposer shall maintain at its expense, until completion of performance and acceptance by City, from an insurer:

a. Admitted (licensed) in the State of California with a current financial responsibility rating of A (Excellent) or better and a current financial size category (FSC) of V (capital surplus and conditional surplus funds of greater than $10 million) or greater rating as reported by A.M. Best Company or equivalent, unless waived in writing by City’s Risk Manager, or

b. Non-admitted in the State of California with a current financial responsibility rating of A (Excellent) or better and a current financial size category (FSC) of VIII (capital surplus and conditional surplus funds of greater than $100 million) or greater rating as reported by A.M. Best Company or equivalent, unless waived in writing by City’s Risk Manager.

All coverages for Subcontractors shall be subject to the requirements stated herein and shall be maintained at no expense to LBUD.

Proposer shall furnish LBUD with certificates of insurance and original endorsements providing coverage as required above. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.

Before any of Proposer’s or Subcontractor’s employees shall do any Work on LBUD’s property, Proposer shall furnish LBUD with the required certificates evidencing that such insurance is being maintained. Such certificates shall specify the date when such insurance expires. Such insurance shall be maintained until after the Work under the Contract has been completed and accepted.

Such insurance as required herein or in any other documents to be considered a part hereof shall not be deemed to limit Proposer’s liability under this Contract.

1. Proposer shall defend, indemnify and hold harmless The Board of Utilities Commissioners, its officials, and employees from and against any and all liability for claims for bodily injury and property damage arising out of negligent acts, omissions or errors of any employee of Proposer at the Site.

2. Proposer shall list the name and location of the place of business of each Subcontractor who will perform work, labor or services for Proposer, or who specially fabricates and installs a portion of the Work or improvement in an amount in excess of one-half of one percent of Proposer’s total contract cost. The Subcontractor list shall be submitted with Proposer’s Bid.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 18

Pre-contractual expenses are not to be included in the Cost Proposal for services. Pre-contractual expenses are defined as expenses incurred by the Proposer in; a) preparing its proposal in response to this RFP; b) submitting that proposal to the Long Beach Utilities Department; c) negotiating with the Long Beach Utilities Department any matter related to the Proposer’s proposal; and d) any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the Contract.

3.18 A responsive proposal will include the following completed documents.

Proposers that do not include these documents may be deemed non-responsive and their proposals may be rejected:

• RFP Cover Page, signed in ink, submitted to the address shown in Section 3

• Narrative/Technical Proposal – including Response Requirements

• Exhibit A – Reasonable of Fee

• Attachment I – Compliance with the Terms and Conditions of the RFP, signed with any exceptions noted

• Attachment II – Statement of Non-Collusion, signed and dated

• Exhibit B – Completed, signed and dated Minimum Requirement Checklist

• Exhibit D – Completed, signed and dated Equal Benefits Ordinance (EBO)

Form.

• Exhibit E – City’s Policy for Minority and Women-Owned Businesses (if applicable)

• Exhibit G – Debarment, Suspension, Ineligibility and Voluntary Exclusion

Certificate, signed and dated

• Exhibit H – Contractor’s W-9

• Exhibit I – Secretary of State Registration. Contractors must be registered with the California Secretary of State prior to contract execution. Submission of Exhibit I with the proposal is not mandatory; however, if the Contractor has already filed, it may be submitted as a general attachment

• Exhibit J – Completed Proposal Bond Form, submitted to the address shown in Section 3

• Photocopies of all valid licenses/permits/certificates

• Example of invoices for Base and Supplemental Work

• Addenda (if applicable)

4. PROPOSAL BONDS

A. Proposal Guarantee/Bond

Proposals shall be accompanied by a proposal guarantee in the form of a cashier’s check, certified check, or proposer’s bond in an amount not less than $20,000.00 made payable to or for the benefit of the Long Beach Utilities Department and drawn on a solvent bank of the United States of America. The check or bond shall be given as a guarantee that the Proposer will enter a contract if awarded the work and in case of refusal or failure to enter in said contract and furnish the required bonds and insurance certificates and endorsements within ten calendar days after the Agreement is tendered, the check/bond

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 19 and the money represented by the check/bond shall be forfeited. Forfeiture does not preclude LBUD from seeking all other remedies provided by law to recover losses sustained as a result of Proposer’s failure to enter an Agreement or to furnish the required bonds, insurance certificates, and endorsements including a claim against the proposer’s bond. See Proposal Bond Form in Exhibit J.

If the Proposer to whom the contract is awarded fails or neglects to sign a contract with LBUD, including the filing of any required bonds and insurance documents within ten (10) days after the contract is tendered to him for signature, LBUD shall declare the bid security to be forfeited, and the money or bond for the bid security shall be deposited into the City Treasury.

Note: The cashier’s Certified Check received from unsuccessful proposers in lieu of a bid bond shall be returned upon LBUD awarding of a contract.

LBUD may reject any proposal not accompanied by such Proposal Bond. Sureties that are not listed in the latest revision of the United States Department of the Treasury Circular 570 shall nevertheless be admitted to issue bonds in the State of California.

B. Notarial Acknowledgments Required with Bonds

Signatures of all principals and sureties shall be accompanied by the appropriate Notarial Acknowledgements. A Notarial Acknowledgement shall accompany each signature of each Principal and a Notarial Acknowledgement shall accompany the signature of the Surety. All bonds require the signatures of all principals and sureties, accompanied by the appropriate Notarial Acknowledgements, whether the company is located inside or outside the State of California.

5. RESPONSE REQUIREMENTS

The following information requested will be used to evaluate the Proposer’s proposal based on the criteria outlined in Section 6 Evaluation Criteria. Proposers may be deemed non-responsive, if they do not respond to all items listed in A through M.

Proposals must be prepared simply and economically, providing a straightforward, concise description of methodology and approach to satisfy the requirements of this RFP.

Emphasis should be on completeness and clarity of content with sufficient detail to allow for accurate evaluation and comparative analysis.

Proposer’s proposal shall be clear, accurate and comprehensive. Excessive or irrelevant materials will not be favorably received.

Proposals shall be bound, with no loose papers. Proposal shall be organized in separate sections tabbed with corresponding numbers and related headings in the order presented below:

A. Executive Summary Letter B. Validity of Proposal C. Statement of Compliance

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 20

D. Certificate of Insurance E. References F. Primary Contractor Information G. Staffing and Key Personnel H. Experience I. Subconsultants J. Methodology K. Long Beach Utilities Department Supplied Items/ Service L. Fee Schedule M. Financial Information

A. Executive Summary Letter

This letter shall be a brief formal letter from Vendor that provides information regarding the firm and its ability to perform the requirements of this RFP. Emphasize those aspects of your organization and experiences that distinguish your firm from other firms who may respond to this RFP. The letter must be signed by an individual authorized to bind the proposing entity or by the two corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code, and shall identify all materials and enclosures being forwarded in response to this RFP. An unsigned proposal submission may be grounds for rejection.

B. Validity of Proposal

Responses to this RFP shall be valid for a minimum of six (6) months. Submissions not valid for at least six (6) months will be considered non-responsive. The Vendor shall state the length of time for which the submitted proposal shall remain valid.

C. Statement of Compliance

Include in this section either a statement of compliance with all parts of this solicitation (terms and conditions, scope of services, sample agreement, etc.) or a listing of exceptions. The listing of exceptions must include: suggested rewording; reasons for submitting the proposed exception; and any impact the proposed exception may have on the services to be provided, and suggested changes.

D. Certificate of Insurance

Proposer shall state herein the willingness and ability to provide the required insurance coverage and Accord insurance form at the time of award. Insurance requirements are listed in Section 3 herein. The Long Beach Utilities Department shall request the actual Accord insurance form when recommendation for award is made.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 21

E. References

Vendors shall provide a minimum of three (3) references from similar projects performed for state and/or large local government clients within the last three years. Information provided shall include:

a. Client name;

b. Project description;

c. Project dates (starting and ending);

d. Contract Amount;

e. Staff assigned to reference engagement that will be designated for work per this RFP;

f. Client project manager name, e-mail, and telephone number.

F. Primary Contractor Information

Contractor must provide a company profile. Information provided shall include:

• Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation. An out-of-state Contractor must register with the State of California Secretary of State before a contract can be executed (https://businesssearch.sos.ca.gov/). See Exhibit I.

• Location of the company offices.

• Location of the office servicing any California account(s).

• Number of employees both locally and nationally. Specify the number of full time and part-time employees residing in Long Beach.

• Location(s) from which employees will be assigned.

• Name, address and telephone number of the Contractor’s point of contact for a contract resulting from this RFP.

• Company background/history and why Contractor is qualified to provide the services described in this RFP.

• Length of time Contractor has been providing services described in this RFP to the public and/or private sector. Please provide a brief description.

• Resumes for key staff to be responsible for performance of any contract resulting from this RFP

G. Staffing and Key Personnel

Provide herein qualifications, experience, technical knowledge, and any required certifications of firm and key personnel. Vendor shall provide herein, the necessary information to demonstrate that the Vendor, or its principals, has been an established provider of SCADA and Radio Communication Network Services for five (5) years, including the immediate past three (3) years.

https://businesssearch.sos.ca.gov/

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 22

H. Experience

Provide herein three project summaries that have been completed within the last three

(3) years that emphasize those requirements outlined in the scope of work. Include the date, client name, project title, description of work performed, contract period, and financial size. Identify current or on-going projects.

I. Subconsultants

Vendor shall submit herein a list of any subconsultants they intend to contract with to meet the requirements of this RFP.

Does this proposal include the use of subcontractors?

Yes ______ No ______ Initials _______

If “Yes”, Contractor must:

1. Identify specific subcontractors and the specific requirements of this RFP for which each proposed subcontractor will perform services.

2. Provide the same information for any subcontractors as is indicated in the section F. Primary Contractor Information Section

3. References as specified in Cost Section 22 below must also be provided for any proposed subcontractors.

4. LBUD requires that the awarded Contractor provide proof of payment of any subcontractors used for this project. Proposals shall include a plan by which LBUD will be notified of such payments.

5. Primary contractor shall not allow any subcontractor to commence work until all insurance required of subcontractor is obtained.

6. An official of each proposed Subcontractor must sign and include as part of the proposal submitted in response to this RFP a statement to the effect that the Subcontractor has read and will agree to abide by the awarded Proposer’s obligations.

J. Methodology

Vendor shall describe its approach to meeting the RFP’s overall requirements, including Vendor’s internal quality control procedures and policies to monitor performance. Provide a discussion on the approach to the management and integration of all activities required in the scope of work. Include a management plan that includes a discussion of management objectives and techniques employed that demonstrate how the work requirement would be met, and lines of responsibility. Provide a discussion on potential problems, how you will respond to the problems, and ways to maximize benefits.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 23

K. Long Beach Utilities Department Supplied Items/Services

Vendor shall identify herein any items, services, or requirement necessary for successful completion of this project that LBUD must provide for Vendor.

L. Fee Schedule

Submit herein Exhibit A, Fee Schedule. Vendor need only provide one copy of the fee schedule. Include the fee schedule in the proposal marked “original” in a sealed envelope.

M. Financial Information

If selected, Vendor may be requested to submit a complete financial statement for the two most recent years, prepared in accordance with generally accepted accounting principles. The financial statement must include a balance sheet and income statement.

Vendor must be prepared to substantiate all information shown. Vendor must indicate herein Vendor’s willingness to provide this information.

6. EVALUATION CRITERIA

Proposals shall be evaluated on the basis of the responses to all questions and requirements in this RFP. The evaluation of a Vendor’s ability to provide the required services will be based on the written material submitted and any interviews, presentations and proficiency testing that may be required of the Vendor. Each proposal will be competitively evaluated on its strengths and weaknesses against the following criteria listed below in no order of importance.

A. Consultant/Staff Expertise & Experience:

Qualifications, experience, technical knowledge, required certifications, of Consultant and key personnel. Demonstrated experience and successful contract performance as a provider of SCADA and radio communication network support services.

Proposers’ ability and experience to operate the project as specified in the RFP.

(Points: 25 Points)

B. Past Performance:

Client satisfaction with similar scope of work; ability to perform successfully on schedule; and history of reasonable and cooperative behavior and overall business-like concern for the interests of the customer. (Points: 25 Points)

The Long Beach Utilities Department may use past performance information obtained from a variety of sources and not just those contracts identified by the Vendor.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 24

C. Work Methodology:

Demonstrated understanding of requirements, responsiveness and ability to meet requirements of Long Beach Utilities Department. Approach to work and resources available. Approach to the management and integration of all activities required in the scope of work. Overall quality of proposal. (Points: 25 Points)

D. Reasonableness of Fee:

Demonstrated ability to meet the requirements of the Scope of Work, which will be evaluated for its competitiveness for providing such services. (Points: 25 Points)

7. EVALUATION PROCESS

a. Proposals will be reviewed by evaluation committee to verify compliance with submission instructions, response requirements, and minimum requirements. Any proposal not meeting the minimum requirements may be deemed non-responsive. LBUD reserves the right to request clarification of any proposal term from prospective Contractors.

b. Long Beach Utilities Department may select qualified Vendor(s) based solely on the submitted proposal.

c. Following the evaluation of the submitted proposals, a short list of the most qualified Proposers may be developed based on the results of the evaluation. Long Beach Utilities Department may elect to have the short list of Vendors give oral presentations. Short-listed Vendors must be prepared to give their presentation within three (3) business days of request by LBUD. The evaluation panel may ask questions about Vendor's written proposal and other issues regarding the scope of work. Presentations will be evaluated and the Department may ask short-listed firms to submit a “best and final” proposal.

d. LBUD shall not be obligated to accept the lowest priced or highest scored proposal, but will make an award in the best interests of LBUD after all factors have been evaluated.

e. The evaluation panel may select the top-ranked Proposer for negotiations.

f. Proposals shall be consistently evaluated based upon the following criteria:

• Demonstrated competence;

• Experience in performance of comparable engagements;

• Reasonableness of cost;

• Expertise and availability of key personnel;

• Financial stability;

• Conformance with the terms of this RFP; and

• Past Performance

g. Proposals shall be kept confidential until a contract is awarded.

SCADA AND RADIO COMMUNICATION NETWORK SUPPORT SERVICES Page 25

h. LBUD reserves the right to request clarification of any proposal term from prospective Proposers.

i. LBUD may also contact the references provided in response to Section 5; contact any

Vendor to clarify any response; contact any current users of a Vendor’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process. LBUD shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the Department.

j. Selected Proposer(s) will be notified in writing. Any award is contingent upon the successful negotiation of final contract terms.