V2 2024.07 - RFQ - SCADA Professional Services - 5-year On-Call Version 2.docx

Request for Qualifications

On-Call Professional Services for Supervisory Control & Data Acquisition (SCADA) System Upgrades

The City of Pendleton, Oregon, invites qualified firms to submit qualifications for on-call professional services for on-going SCADA projects related to public works infrastructure. Public Works’ SCADA system assists with operation of:

· 10 water supply production wells, of which,

· 6 are used for aquifer storage & recovery

· 5 are used for seasonal hydropower production during recharge

· Water Filtration Plant (WFP) & river intake pump station

· 10 booster pump stations

· 6 storage reservoirs

· 6 lift stations

· Wastewater Treatment & Resource Recovery Facility (WWTRRF)

City desires to complete SCADA system upgrades, through several SCADA projects, and maintain on-call services to assist staff as needed. With the recent retirement of the Control Systems Manager, staff now needs to rely on outside assistance for the SCADA system.

Upcoming projects are primarily related to aging PLC/MMI, radios, and operational software. City desires to have at least two firms on-call to assist with the projects as they relate to water supply and wastewater treatment. Remote access is very important to assist staff with troubleshooting via master program logic controllers. City also desires quick on-site response for emergency situations related to remote program logic controllers. With cybersecurity concerns, Public Works IT Division will be completing the necessary work to allow remote access using two-factor verification.

City is currently constructing a new booster pump station located near the WFP and two new wellhouses located near the WWTRRF. These projects are contractually serviced with an established on-call system integrator. WFP and WWTRRF have multiple PLC/MMI locations throughout using an ethernet backbone for communication.

For all new and existing facilities since 2003, the City has sole-sourced the use of only Allen Bradley standard controls, drives, PLC/MMI, and Rockwell software products via Rockwell Automation. Our distributor is Columbia Electric Supply, or CES, located in Pasco, Washington. This sole-source requirement will continue under the on-call professional services. CES has provided the City with an installed base evaluation from July 2022 and an updated installed base evaluation from April 2024. July 2022 reflects the location of equipment within our municipal systems and a total inventory price of over $1.7 million. These spreadsheet documents are available information and will be provided upon receipt of the Letter of Interest.

City staff desires to complete an extensive upgrade to the overall SCADA system over the next 3- to 5-year period. City desires consideration of at least two RASI to assist in upgrades in two possible projects, one for the water system facilities and one for the wastewater system facilities. The successful firms and/or teams will work with staff to develop work orders or task orders to complete various projects.

For SCADA upgrades in FY25 (July 1, 2024 to June 30, 2025), City has budgeted $250,000 from the water enterprise fund and $400,000 from the sewer enterprise fund. These are part of a larger capital outlay budget. Success firms will assist City staff with project budgeting for FY26 and beyond in putting together a schedule and costs for full upgrade of the SCADA systems.

The successful firm or team must demonstrate expertise and experience in the design, installation, programming, testing, calibration, and start-up of SCADA systems used for municipalities. At a minimum, prospective firms must meet the following eligibility criteria to be considered responsive to this RFQ:

1) Be an authorized Rockwell Automation System Integrator, or RASI, at the date and time set for receipt of Qualifications. If not current with certification, submit a timeline in which RASI certification will be obtained. City will verify RASI certification using the Rockwell Automation RASI website;

2) Describe experience with at least two (2) municipal clients and the complexity of your work on their systems within the last five (5) years;

3) Be located within the Pacific Northwest and not less than 4 hours door-to-door travel time from the City of Pendleton; and

4) Have error/omission, general commercial liability, workers comp, and motorist vehicle insurance coverage. If successful Firm, certificate(s) of insurance coverage will need to be provided.

Instructions for Qualifications Submittal

Letter of Interest

City of Pendleton requests a Letter of Interest to be received by 4:00 pm, on Wednesday, July 24, 2024. The letter shall be addressed to Jeff Brown, Public Works Director, and briefly state the RASI qualifications for providing on-going services related to municipal SCADA systems. The letter shall also state the intended overall point of contact for this work. The executed letter may be faxed to 541.966.0251 or emailed to:

jeff.brown@pendletonor.gov & keri.standley@pendletonor.gov

The letter shall be used to verify qualifications and assist with identifying all interested Firms before receipt of overall Qualifications. Upon receipt, City will provide CES spreadsheet documents to assist with Qualifications Packet submittal. The letter will also assist with staff workload assignments in preparing for review of Qualifications. It is the responsibility of the future Firm to verify whether the letter has been received by email confirmation or by contacting 541.966.0202. If no letter is submitted and received, no inventory will be provided and submitted Qualifications will not be evaluated.

Once the Letter of Interest has been received and verified, City staff will be available to discuss SCADA needs for the water and sewer systems. City will provide staff contact information. Arrangements for site visits will be made with these contacts.

Proposal Submittal

One original and five (5) copies of the signed Qualifications packet must be received at the Public Works Office no later than 2:00 pm on Wednesday, August 21, 2024. Packet shall be addressed as follows:

Qualification for On-Call Professional Services for SCADA System Upgrades City of Pendleton Attn: Jeff Brown, Public Works Director 500 SW Dorion Avenue Pendleton, OR 97801 It is the responsibility of the Firm to verify the Qualification Packet and copies have been received by email confirmation or by contacting 541.966.0202.

Contents

Qualifications Packet shall be prepared and presented using the following outline:

· Letter of Transmittal

· Project Understanding and Approach

· Experience and References

· Proposed Project Schedule

· Insurance Coverage Statement

· Project Team Resumes

Excluding the transmittal letter, Proposal shall not be any longer than 15 pages. At a minimum, packet should include the following information for City staff review and scoring:

1) Transmittal letter of 1 to 2 pages:

· Company name, RASI certification held, and a brief description of technical expertise and professional experience relevant to this project.

· Address and phone number of the office from which the work will be managed.

· Name of point of contact for the Firm and the Project Manager for the work.

Remainder, maximum of 15 pages:

2) Understanding and Approach:

· Provide a brief description of your firm’s understanding of the effort needed to perform the requirements of the scope of work and why your firm should be selected.

· Provide a brief description of your firm’s work on similarly related projects specific to water and/or wastewater facilities.

· Provide a brief description of your firm’s work with a City’s in-house public works and information technology staff.

· Provide a brief description of the plan for emergency response triggered by SCADA for both remote and on-site work when needed by City staff.

· Discuss the methodology you would employ to complete the work in a 3- to 5-year period.

· If appropriate, include suggested revisions for the scope of work, associated impacts to the project, and the rationale for your suggestions.

3) Experience and References:

· Include a brief description of past relevant work experience along with relevant reference contacts.

· Provide the name and professional credentials for the individual(s) to be involved in the project. Describe their specific assignments.

· Designate the on-call individual(s) for emergency response, both during working hours and afterhours, and their response time from their place of work and/or domicile.

· Provide a description of how the project will be managed.

· Provide descriptions of at least 3 similar projects conducted by the project personnel within the last 5 years and related references. Include name of contacts and their respective phone numbers and email contact information.

4) Project Schedule(s):

· Provide a schedule for completion of work for just water, sewer, or the combination of both by your Firm.

· Format the schedule based on each proposed phase of work and fiscal year considerations for each proposed utility category.

· Assume Proposer work to commence October 2024 and upgrades to be completed in 3- to 5-years thereafter.

5) Insurance Coverage Statement:

· Provide a statement describing insurance coverages for error/omission, general commercial liability, workers comp, and motorist vehicle for on-site work.

6) Resumes:

· Provide resumes for each project member for each utility category.

Selection Criteria

City may select a Firm to complete the work based on their qualifications specific to water, sewer, and / or both and any other criteria deemed necessary by the City.

City reserves the right to interview any number of qualified Firm’s Project Managers before recommending a selection. City reserves the right to determine if, in the City’s interest and sole discretion, the work should be awarded to more than one Firm based on the evaluation of the strengths of the Firm’s submittal. In such an instance, this will be discussed with the Project Managers representing each Firm before award is recommended to City Council.

City Council meets on the 1st and 3rd Tuesday of each month. Staff’s recommendation and report must be filed for agenda consideration no later than the previous Wednesday at noon for the City Council agenda package.

City staff will recommend its ranking for City Council consideration based on City staff’s evaluation of the strengths of a submittal. City staff will provide all submitting Firms with a notice of intent to award rankings at least one week before the City Council meeting. After City Council confirmation, City staff will negotiate initial work orders, salary schedules, project schedules, and budget estimates with the successful Firm(s). Staff will then present 5-year on-call agreement(s) for City Council final award consideration. On-call agreement will have consideration to be renewed for another 5-year period.

The City will evaluate and weigh the proposals based on the following criteria:

· 20%: Technical Competence of the Firm and their experience related to this Request for Qualifications. This will include, but is not limited to:

· Rockwell Automation System Integrators certification and level obtained.

· Other, as listed by the Firm related to municipal SCADA services.

· 20%: Project Team experience and capabilities related to this endeavor and SCADA system upgrades for water, sewer, and / or both. City staff shall evaluate each project team member’s experience and capabilities. This team shall include, at a minimum:

· Point of Contact.

· Project Manager(s).

· Leads for any of the work efforts.

· Emergency on-call and distance for response.

· Others, as listed by the Proposer.

Point of contact may also be a project manager. Project Manager(s) shall have direct experience with planning and designing water and/or sewer SCADA systems. They shall also have demonstrated knowledge and capabilities as a project manager.

Firm shall identify any sub-contractors for the project, their respective role in the project, and document past projects in which a similar project team has been used.

· 40%: Project Understanding and Approach. City staff will evaluate the Firm’s understanding of the City’s project goals and objectives described in this Request for Qualifications. Firm shall provide a brief description of the SCADA work, related issues, and convey how the Firm expects to perform the SCADA work for each municipal utility related to water, sewer, and/or both.

Firm shall explain their approach to coordination of work with other selected Firm(s) and City staff. Examples should be provided from past experiences.

· 10%: Schedule. City will evaluate the Firm’s capacity to perform the work, including any specialized services, within the time limitation presented by the City and the Firm’s planned and current workload for the work proposed. Firm shall demonstrate an understanding of the project and project constraints through presentation of their proposed project schedule(s).

· 10%: References. Firm shall provide, at a minimum, three references to document the Firm’s performance related to municipal SCADA services. References shall include two projects in which the proposed team members were associated within the last 5 years.

References shall include the name of project or facility, name of the contact, contact phone number, contact fax number, and contact e-mail address (if available)