1 C I T Y O F F U L L E R T O N
T A S K O R D E R R E Q U E S T F O R P R O P O S A L S
TASK ORDER RFP FOR SCADA PLANNING AND
ASSESSMENT SERVICES
PROPOSAL DUE: AUGUST 5, 2024 @
5:00 P.M. PDT
SUBMIT PROPOSAL VIA EMAIL TO:
[email protected]
Task Order RFP Emailed: July 3, 2024
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
2 Table of Contents
SECTION I: NOTICE OF REQUEST FOR TASK ORDER PROPOSAL ................................ ............................. 3 Issued Only to the City’s On-Call SCADA Integration Services Consultants .............................................. 3 Tentative Schedule .................................................................................................................................... 3 SECTION II: SCOPE OF SERVICES ................................ ................................ ................................ ..........4 Introduction .............................................................................................................................................. 4 Background ........................................................................................................................................... 4 Overview of Phased Approach .............................................................................................................. 4 Draft SCADA Master Plan ...................................................................................................................... 5 Additional Important Notes .................................................................................................................. 5 Scope of Services ...................................................................................................................................... 5 SECTION III: INSTRUCTIONS TO PROPOSERS ................................ ................................ ...................... 12 Examination of Proposal Documents ...................................................................................................... 12 Addenda .................................................................................................................................................. 12 Request for Information ......................................................................................................................... 12 Submitting Questions .......................................................................................................................... 12 City Responses .................................................................................................................................... 12 Submittal Deadline .................................................................................................................................. 13 Submission of Proposal ........................................................................................................................... 13 California Public Records Act (CPRA) ...................................................................................................... 13 Acceptance of Proposals ......................................................................................................................... 13 Pre-Contractual Expenses ....................................................................................................................... 14 Work to be Completed via a Purchase Order Issued Under the Consultant’s Existing On-Call SCADA Services Agreement ................................................................................................................................ 14 Insurance Requirements and Business License ...................................................................................... 14 SECTION IV: REQUIRED PROPOSAL CONTENT ................................ ................................ .................... 15 Proposal Format and Content ................................................................................................................. 15 Letter of Transmittal ........................................................................................................................... 15 Technical Proposal .............................................................................................................................. 16 SECTION V: EVALUATION AND AWARD ................................ ................................ ............................. 19 Evaluation Criteria ................................................................................................................................... 19 Evaluation Procedure .............................................................................................................................. 19 Issuance of a Purchase Order ................................................................................................................. 20 City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
3 SECTION I: NOTICE OF REQUEST FOR TASK ORDER PROPOSAL
Issued Only to the City’s On-Call SCADA Integration Services Consultants NOTICE IS HEREBY GIVEN that the City of Fullerton (City) is requesting Task Order Proposals from the City’s current On-Call Supervisory Control and Data Acquisition (SCADA) Integration Consultants, i.e., Northern Digital, Inc., Tetra Tech, and West Yost. This Task Order Request for Proposal is for SCADA Planning and Assessment Services relating to the City’s water facilities as described in further detail in this document. The City intends to select a single firm for this assignment.
This Task Order Request for Proposal (TO RFP) provides information on the City of Fullerton, the required scope of services, the consultant/contractor selection process, and the minimum information that must be included in the Proposal. Proposals will be evaluated on the basis of the overall best value to the City based on quality, service, overall fee, and any other criteria set forth herein including but not limited to, the proposer’s ability to meet the requirements, qualifications, and competencies set forth herein.
Tentative Schedule
Tentative Schedule may be changed at the City’s discretion.
Interviews and Negotiations will be scheduled if required.
Release of TO RFP July 3, 2024
Question Submittal Deadline July 17, 2024, at 5:00 P.M. PDT City Response to Questions Emailed July 24, 2024, at 5:00 P.M. PDT TO Proposal Submittal Deadline August 5, 2024, at 5:00 P.M. PDT Consultant Interviews (if necessary) TBD
Scope Negotiations TBD
Contract Award TBD
Contract Completion No later than one year after Issuance of a Purchase Order (for Phase I Services as
described in subsequent sections of this TO
RFP, excluding support services)
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
4 SECTION II: SCOPE OF SERVICES
Introduction
The City of Fullerton is seeking to identify one of its current SCADA On-Call Consultants to provide SCADA planning and assessment services to support the City’s SCADA System used in monitoring its water infrastructure facilities.
The City intends to award a Purchase Order (PO) under its existing SCADA On -Call Services Agreement with the selected Consultant, i.e., to one of the City’s current SCADA On -Call Consultants. The scope of services set forth in further detail below is not intended to be prescriptive and each proposing Consultant is welcome to suggest alternative approaches, tasks or other work efforts, which in their belief will lead to a more beneficial outcome for the City.
Background
The City owns and operates over 20 water sites, including wells, reservoirs, pump stations, generators, interconnections, and treatment plants which require remote monitoring and control. Most sites have working telemetry; however, most of the infrastructure is aging, may be obsolete, and/or susceptible to failure. The City’s existing water SCADA platform is Wonderware (2014 R2 SP1) by AVEVA, and the City utilizes Win911 for remote alarm notification. The City’s Wonderware software package is ten years old and has not received any patches or upgrades since its original installation in 2014. Given its age, the software is also no longer supported by AVEVA. Because the City’s existing 2014 Wonderware R2 SP1 software is of limited use, City Staff has made the decision to upgrade to the currently supported most recent version of Wonderware (2023 R2).
Overview of Phased Approach
The City envisions the SCADA Planning, Design, Implementation and Associated Support Services will be provided as part of a phased approach generally described as follows:
1. Phase I: Review of previous SCADA documentation, gathering data, visiting SCADA sites, interviewing staff, assessing the conditions of the existing hardware, software , and conducting a cybersecurity assessment, attending a kick -off meeting and facilitating a Workshop at the conclusion of all these tasks to present findings and preliminary recommendations to City Staff.
Following the Workshop, the selected Consultant will prepare a Preliminary Conceptual Incremental Implementation Plan with recommendations for moving forward with implementing appropriate improvements for the City’s SCADA System.
Once negotiations for the scope and fee for Phase I have been finalized with the selected consultant, the City will issue a Purchase Order for that work. The SCADA services under this TO RFP will conclude with the completion of Phase I.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
5 2. Phase II : Upon submission and acceptance of the Phase I Conceptual Plan, the City anticipates issuance of a second PO to proceed with design of the recommended SCADA work. The firm selected to proceed with Phase II Services may or may not be the same firm retained for the Phase I Services.
3. Phase III: This phase will consist of integration of all design recommendations into the City’s SCADA System. This work may be performed by a different On -Call Consultant than the Consultant(s) who provided the Phase I and Phase II Services.
Draft SCADA Master Plan
The City previously retained another firm in 2020 to prepare a SCADA Master Plan for its water system. While the SCADA Master Plan was n ever finalized or accepted by the City of Fullerton , there is some useful information in that document. With that in mind, a copy of the Draft SCADA Master Plan will be provided to the firm selected for this assignment for their review and information.
Additional Important Notes
1. At least one key person from the firm must be professionally licensed in the state of California as a Control System Engineer in good standing. This individual(s) shall be identified in the Consultant’s Proposal. Where appropriate, the Consultant shall a lso identify a Certified Information System Security Professional (CISSP) or notify the City if no CISSP is available.
2. Any recommendations for proprietary software and/or equipment shall be disclosed upfront to the City with written approval obtained from the City prior to incorporation in any formal documentation or design.
Scope of Services
The City is seeking firms that can provide the scope of services listed below as well as other services recommended by the selected Consultant and agreed to by City Staff. Proposers should only include tasks in their proposed work plan for which they can provide high quality, professional service. Any tasks identified as “Optional Services” shall be clearly labeled as such.
In providing its services, the Consultant shall adhere to the following best management practices:
1. Establish a single point of contact, i.e., a Project Manager, and commit that person for the duration of the project to provide timely information relative to all project issues.
2. Foster an open line of communication with all stakeholders to ensure the project is delivered in a satisfactory manner.
3. Conduct regular telephone calls and email communications as required to support all project aspects.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
6 4. Submit monthly written progress reports as required to report on the status of on -going work efforts and outstanding issues. It is anticipated there will be times during emergency situations when daily or hourly status updates will be appropriate to addre ss the criticality of the situation.
5. In addition to the in -person kick-off meeting and the Workshop tasks referenced in the scope set forth below, t he Consultant shall also schedule and facilitate monthly virtual progress meetings with City staff. Prepare agendas for all meetings and distribute them to City staff and other attendees at least one working day prior to the scheduled meeting.
Consultant shall update City staff at each progress meeting on the status of the project scope, schedule, and budget.
6. Prepare meeting minutes for all meetings and distribute Draft copies for City staff review within five working days of the meeting date and allow seven working days for attendees to provide comments, if any. Incorporate appropriate comments received and finalize and distribute minutes to all meeting attendees within five calendar days of receipt of comments.
7. Produce high quality reports, drawings, application exhibits, and professional oral presentations as required for approvals.
8. Submit invoices on a monthly basis that include all work performed, including vendor and subconsultant invoices and certified payrolls where applicable.
9. Coordinate with other agencies, utilities and affected property owners related to this project as required to facilitate successful completion of required project tasks.
10. Provide independent in-house quality control assurance/quality control (QA/QC) review of work products prior to submitting all interim and final deliverables to the City. Provide City staff with written documentation of completion of the required QA/QC reviews.
11. All deliverables shall include one electronic copy in MSWord, Excel, MSProject, etc., and a complete PDF copy, as appropriate for each element of each deliverable. All electronic copies must be enabled for editing by City of Fullerton staff.
The Consultant shall provide the following services as part of Phase I:
1. Task No. 1: Kick-off Meeting
a. Schedule and facilitate a Kick -off Meeting with City Staff to review the scope of work and approach to the project. At the meeting, the Consultant shall submit a detailed initial schedule with critical milestones clearly identified. The Consultant shall also identify what they see a s the City’s “Immediate SCADA System Needs” as differentiated from ”Future SCADA System Needs.” The Consultant shall prepare meeting minutes for this (and all subsequent meetings) and submit them to City staff within five working days of the meeting.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
7 2. Task No. 2: Review of Draft SCADA Master Plan
As previously noted, the selected Consultant will be provided with a copy of the City’s most recent Draft SCADA Master Plan as well as the Risk and Resiliency Assessment (RRA).
The Consultant shall review and assess the applicability of that Draft Master Plan and the RRA and provide comments and recommendations on the following specific items:
a. Cybersecurity: The Consultant shall review and comment on the RRA referenced in the Draft SCADA Master Plan. That assessment was completed in accordance with the AWWA Risk Management Guidance and Self -Assessment Tool used to assess cybersecurity threats.
Additionally, and more importantly, the Consultant shall take into consideration the National Institute of Standards and Technology (NIST) Framework for Cybersecurity Planning, Operations and Response. The NIST Framework includes the following five elements: (1) Identify; (2) Protect; (3) Detect; (4) Respond; and (5) Recover. The City is looking to the Consultant to provide direction and/or recommendations on what needs to happen to achieve successful outcomes for each of these elements. As part of this analysis, the Consultant shall also address business continuity and disaster recovery requirements.
In addressing Cybersecurity, the Consultant shall also address “High Availability” as a requirement for a future state, where the aim is to increase “Availability.” “Availability” is one of elements of the Certified Information Systems Security Professional (CISSP) Triad (CIA = Confidentiality, Integrity and Availability).
In addition to the above five elements, the City is also looking to the Consultant to address the governance aspect, which requires regular and on -going work to maintain and improve the City’s Cybersecurity posture.
Lastly, considering the City’s Risk and Resilience Assessment and America’s Water Infrastructure Act of 2018 (AWIA) , the Consultant shall present any other recommendations aimed at improving resilience from a cybersecurity standpoint, including the identification of any system deficiencies or gaps. Any recommendations provided by the Consultant shall take into account both short and long-term goals and objectives.
b. Physical Security: The Consultant shall review the Physical security requirements pertaining to the City’s water infrastructure including interconnections with other agencies, physical security of hardware (RTU panels, PLCs, HMIs, cables, telecom closets, computer rooms, e tc.), the protection of data as it travels on public channels and wireless circuits, content filtering and website blocking requirements, identity access control, encryption, and VPN requirements. All of the aforementioned equipment must be secured and made a part of the Consultant’s Plan and any related recommendations.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
8 i. The Consultant shall also recommend an appropriate SCADA System and subsystem password policy. As part of its recommended policy, the Consultant shall provide training to City staff, which incorporates encryption of all critical/confidential/private infor mation in flight and at rest.
ii. Additionally, the Consultant shall recommend, where appropriate, the installation of video surveillance equipment at each of the City’s primary water infrastructure sites. For purposes of preparing costs associated with this work, the Consultant shall assume such equipment will be installed at eight primary sites. The final number of video surveillance sites will be determined in discussions between the selected Consultant and City Staff with appropriate related costs included in the final negotiated Task Order authorization.
c. Other Elements : The Consultant shall also review and provide feedback on the following elements within the Draft SCADA Master Plan:
i. Applications and interfaces needed to support the City’s SCADA system implementation.
ii. General description of the City’s SCADA system hardware including CPUs.
SAN, PCs, PLCs, RTUs, tablets, phones, printers, etc.
iii. Recommendations pertaining to radios and remote site communications.
Any recommendations pertaining to a radio system should address the security aspects of that system, e.g., 5G/LTE networks rely on telecommunications utilizing radio towers, which have i nherent vulnerabilities.
iv. Level of required support needed to support ongoing and future applications and water infrastructure.
v. The remaining life expectancy schedule for all existing SCADA System components. In assessing the remaining life expectancy, the Consultant shall identify the most important upgrades for implementation in Year No. 1, with less critical upgrades scheduled for Years 2 and 3. This will allow the City to spread the expected significant capital expenditures over a period of years as opposed to trying to fund all the improvements in the first fiscal year. Budget level estimates for the proposed SCADA system upgrades shall be provided. These estimates will be used to help secure appropriate funding for the project. The Consultant shall also recommend a Hardware and Software refresh cycle plan.
vi. Identification of other potential future needs including, but not limited to:
1. Future Technology and SCADA Standards: Discuss how anticipated future Technology and SCADA Standards may impact current City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
9 recommendations and require additional upgrades not envisioned at this time. Identify when these new Standards may be enacted, and if appropriate, include any required upgrades for
implementation in subsequent years.
d. All Phase I Services recommendations shall be based on procuring a highly reliable, new, and secure hardware for the controls and operations of the Water Division including, but not limited to, servers, routers, workstations, network switches, power supplies, and/or other hardware required for a resilient, redundant SCADA system and transfer ownership to the City with warranties and operations manuals.
Any hardware and software recommended by the Consultant must be from reputable, well-known, and highly rated vendors.
3. Task No. 3: Data Gathering, Site Visits, and Staff Interviews a. The Consultant shall coordinate with City Staff in gathering the following relevant documentation:
i. Record drawings.
ii. Previous reports and studies (in addition to the Draft SCADA Master Plan). iii. Control systems and components.
iv. Information Technology Design and Network topology. v. Operation & Maintenance Manuals.
vi. Risk, Resiliency and Assessment Report (RRA).
b. After gathering all of the above information, the Consultant shall address the need for backups of all programs for the Programmable Logic Controllers (PLCs) and field devices (OITs) as this information will be of value to the City. Additionally, the Cons ultant shall provide recommendations for version control and file management for these kinds of intangible assets.
c. Conduct field visits to all relevant water facility sites. d. Arrange to meet with and interview operations staff to receive input regarding system insights, deficiencies, and user-interface experience.
4. Task No. 4: Condition Assessment and Recommended Software and Network Upgrades a. Condition Assessment : Following review of the Draft SCADA Master Plan, Data Gathering, Site Visits, and Staff Interviews, the Consultant shall prepare a Condition Assessment focused on SCADA equipment and hardware.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
10 b. Server Software Upgrades: The Consultant shall recommend upgrades to existing Operating System (OS), SCADA Human -Machine Interface (HMI) Software, Databases, File Systems , and Aveva’s Wonderware System Platform software.
These recommendations should take into account servers, workstations, software, firewalls, network switches, uninterruptable power supply and other related components. The Consultant shall also make recommendations aimed at ensuring that Microsoft hotfixes, patches, and updates will not ne gatively impact (break) Wonderware when applying software patches.
c. Remote Field Network Equipment Upgrades : The Consultant shall evaluate network equipment at remote telemetry sites including telemetry panels, switches, PLCs and existing radios used to communicate with those sites. Identify obsolete equipment and recommend appropriate upgrades. The Consultant shall review the radio survey included in the Draft SCADA Master Plan and determine whether an additional or updated radio study should be completed , including providing recommendations on what can be done to improv e radio communications, e.g., placing new higher masts for radio antennas, re -routing radio traffic, updating radios to newer models, etc. The Consultant shall also evaluate a newly proposed Hot site location (Note: a HOT site is a fully operational back-up facility that is equipped with the necessary hardware , software, telecommunication lines, and network connectivity to allow the City to be back up and running almost immediately after any significant outage. The Hot site will have all required servers, workstations, and communication links and can function as a branch office or data center that is online and connected to the production network).
5. Task No. 5: Initial Workshop with City Staff
a. Meet with City Staff following completion of Tasks Nos. 1 -4 to review findings to date and receive feedback.
b. Present a Draft Preliminary Conceptual Incremental Implementation Plan for moving forward. Document the Workshop discussion in a set of meeting minutes. c. Revise the Draft Preliminary Conceptual Incremental Implementation Plan to incorporate City staff comments and submit the final revised report to the City.
6. Task No. 6: Miscellaneous Items
a. Provide staff training on how to operate the SCADA software (Wonderware), create reports, cybersecurity best practices, PLC/OIT programming, how to operate pumps, valves, and troubleshooting radio communications, etc. b. Coordinate with software support services from third parties through City-owned support agreements and with manufacturers of equipment.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
11 c. Provide assistance for grant applications for cybersecurity improvements or SCADA-related upgrades and administration, where needed. d. Other SCADA related tasks requested by the City.
The City encourages the proposers to include any other SCADA-related Phase I support services.
While not required, the City also encourages proposers to include any electrical assessment, testing, repair, installation, and electrical engineering services that may be applicable to the Phase I work.
Phases II and III will be performed with a separate RFP and PO as the work and fees associated with those Phases are not able to be identified in sufficient detail prior to the completion of Phase I. Phase II is likely to include Preliminary and Final Design of a recommended SCADA system based on the recommendations of Phase I , while Phase III will involve implementation/integration of the Phase II design.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
12 SECTION III: INSTRUCTIONS TO PROPOSERS
Examination of Proposal Documents
By submitting a proposal, the firm represents that it has thorough ly examined and become familiar with the work required under this TO RFP and is capable of performing quality work to achieve the City’s objectives.
Addenda
Any changes to the requirements will be made by written addendum to this TO RFP, which will be emailed to each of the Consultants participating in the TO RFP . Any written addenda issued pertaining to this TO RFP shall be incorporated into the terms and conditions of any resulting Purchase Order . City will not be bound by any modifications to or deviations from the requirements set forth in this TO RFP as the result of oral instructions. Firms shall acknowledge receipt of each addenda in their proposals.
If a Proposer discovers any ambiguity, conflict, discrepancy, omission , or other error in th is TO RFP, the proposer should immediately provide the City written notice of the problem and request that the TO RFP be clarified or modified. Without disclosing the source of the request, the City may modify the documents prior to the date fixed for submission of proposals by issuing an addendum.
If prior to the date fixed for submissions, a firm(s) knows of or should have known of an error in the TO RFP but fails to notify the City of the error, the firm shall submit a proposal at its own risk, and if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.
Request for Information
Submitting Questions
All questions must be submitted and received by the City no later than 5:00 P.M. PDT on Thursday July 17, 2024.
Request for clarifications, questions and comments must be submitted in writing by email to Michael Johansen at [email protected].
City Responses
Responses from the City will be sent via email to each of the Consultants to whom this RFP was sent.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
13 Submittal Deadline
COMPLETE PROPOSALS MUST BE SUBMITTED VIA EMAIL NO LATER THAN August 5, 2024 at 5:00 PM PDT to Michael Johansen at [email protected]. Proposals received after the specified date and time will not be accepted by the City and will not be considered. The City may extend the deadline at its discretion. It is the Proposer’s responsibility to make sure the Proposal is received in a timely manner . Issues such as SPAM filters and email size limits are not reasons to be exempt from the deadline. Proposals submitted by mail or fax will not be accepted nor considered.
Submission of Proposal
Proposer shall submit one (1) complete electronic PDF copy of their proposal via email. The cover page of the Proposal must bear the firm’s name and address clearly marked as follows:
TO RFP for SCADA Planning and Assessment Services Phase I City of Fullerton – Public Works – Water Engineering
Attn: Michael Johansen, Assistant Engineer
California Public Records Act (CPRA)
All proposals submitted in response to this TO RFP become the property of the City and under the Public Records Act (Government Code Section 7920.000 el. Seq.) are public record, and as such, may be subject to public review. However, the proposals shall not be disclosed until negotiations are complete an d/or recommendation for action is made to the City Manager and/or City Council.
If a proposer claims a privilege against public disclosure for trade secret or other proprietary information, such information must be clearly identified in the proposal. Note that under California Law, a price proposal to a public agency is not a trade secret.
Acceptance of Proposals
1. City reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals.
2. City reserves the right to withdraw or cancel this TO RFP at any time without prior notice, and the City makes no representations that any Purchase Order will be awarded to any proposer responding to this TO RFP.
3. City reserves the right to postpone the proposal deadline for its own convenience.
4. Submitted proposals are not to be copyrighted.
5. City does not guarantee any work upon receipt of a Proposal or issuance of a Purchase Order.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
14 Pre-Contractual Expenses
City shall not, in any event, be liable for any pre -contractual expenses incurred by firm in the preparation of its proposal. Firm shall not include any such expenses as part of its proposal.
Pre-contractual expenses are defined as expenses incurred by firm(s) in:
1. Preparing its proposal in response to this TO RFP;
2. Submitting that proposal to the City;
3. Negotiating with the City any matter related to this proposal;
4. Any other expenses incurred by firm prior to date of award of the work.
Work to be Completed via a Purchase Order Issued Under the Consultant’s Existing On-Call SCADA Services Agreement
All Phase I Services performed pursuant to this RFP shall be performed following issuance of a Purchase Order by the City. That Purchase Order will be issued under the On -Call Consultant’s existing 2023 SCADA On-Call Agreement with the City. All terms and conditions of that Agreement shall remain in effect.
Insurance Requirements and Business License
Insurance requirements shall be as specified in the SCADA On-Call Consultant’s 2023 Agreement with the City. Current e vidence of such insurance coverage shall be provided on a form acceptable to the City as referenced in the aforementioned 2023 On-Call Agreement.
As required by the On-Call Consultant’s 2023 Agreement with the City, Consultant shall continue to maintain a City of Fullerton Business License.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
15 SECTION IV: REQUIRED PROPOSAL CONTENT
Proposal Format and Content
This section provides the requirements which the City will look for and expect to be included in the proposal.
Proposals shall be submitted electronically in a format that will print on 8 ½’’ x 11’’ size paper.
Charts and schedules must adhere to this requirement as well. Proposals should not include any unnecessary elaborate or promotional material. Lengthy narrative is discouraged, and presentations should be brief and concise. There is no page limitation : however, excessive or irrelevant material will not be favorably received. Links to sample work should be clearly labeled and identified in the proposal.
The Proposal should be in the order shown below and include the following:
Letter of Transmittal
The Letter of Transmittal shall be addressed to the City of Fullerton and, at a minimum, contain the following:
(1) Clearly indicate the Project for which the Proposal is being submitted. (2) Identification of proposer that will have contractual responsibility with the City.
Identification shall include legal name of company, corporate address, telephone and email address. Include name, title, address, email and telephone number of the contact person identified during the period of proposal evaluation. (3) Identification of all proposed sub -consultants/sub-contractors (if known) including legal name of company, contact person’s name and address, phone number and email address. Relationship between proposer and sub -consultant/sub-contractor if applicable.
(4) Acknowledgment of receipt of all TO RFP addenda, if any. (5) A statement to the effect that the proposal shall remain valid for a period of no less than 120 calendar days from the date of submittal.
(6) Signature of a person authorized to bind proposer to the terms of the proposal. (7) Signed statement attesting that all information submitted with the proposal is true and correct.
(8) Note - All licensed professionals in “responsible charge” working on City projects are required to disclose all disciplinary actions against them, including any pending future actions. Provide a copy of the actions with submittal of proposal. Please provide a statement if there are no disciplinary actions.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
16 Technical Proposal
Qualifications, Related Experience, and References of Proposer This section of the proposal should establish the ability of the firm(s) to satisfactorily perform the required work by reasons of experience in performing work of the same or similar nature; demonstrated experience working with other public agencies and cities; strength and stability of the firm(s); staffing capability; workload; record of meeting schedules on similar contracts; and supportive client references. Most recent references preferred.
Consultant staff assigned to execute the scope of services must have relevant experience and appropriate licenses in providing and/or performing the necessary services as described under the Scope of Services. The proposed team must include a licensed professional instrumentation and controls engineer with technical expertise in the appropriate area specified within the scope. For work relating to Cybersec urity, the proposed team must include a CISSP certified staff member with appropriate technical expertise.
Proposal to include:
(1) Similar Projects/Contracts – Provide a brief description of the project scope, firm’s personnel involved and their roles. Indicate firm’s role in the project (prime or sub).
Furnish at least three (3) projects of similar nature and include project description, status of project, year of installation, design cost, construction cost (if applicable), and firm’s project manager.
(2) References – Please provide at least three (3) client references for whom your firm has performed similar work to that requested in this TO RFP during the past five (5) years. For each client, please provide the agency name and street address , agency’s project manager’s name, telephone number, and email address. The references provided should support the firm’s ability to perform the Tasks set forth in the Scope of Services section of this TO RFP.
(3) Experience in Working with Proposed Subcontractors/Subconsultants – Provide a list of past joint work by the Proposer and each subcontractor and subconsultant, if applicable.
The list should clearly identify the contract and provide a summary of the roles and responsibilities of each party.
Work Plan
Proposer shall provide a short narrative that addresses the Scope of Services and shows Proposer's understanding of City's needs and requirements.
(1) Describe your firm’s general approach to projects related to the requested scope of work, including how your firm produces deliverables free of errors (i.e., a QA/QC Plan) and how you will address errors if they occur.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
17 (2) Describe your firm’s strengths. Provide any unique attributes or distinguishing characteristics which would be of value to the City.
(3) Describe the approach to managing resources, including a description of the role(s) of any subcontractors, if applicable, their specific responsibilities, and how their work will be supervised. Identify the methods that Proposer will use to ensure quality, budget, and schedule control.
Proposed Staffing
This section of the proposal shall highlight the proposed project team members as follows:
(1) Identify key personnel proposed to perform the work in the specified tasks and include major areas of subcontract work. Include the person's name, current location (if company has satellite offices) , and proposed position for this project, and how long each person has been with the firm. Key personnel must have a minimum of 10 years of professional experience in the area of work described in the Scope of Service. At least one key person must be professionally licensed in the state of California as a Control System Engineer in good standing . For Cybersecurity work, at least one key person shall be CISSP certified.
(2) Furnish brief resumes (no more than one page each) for key personnel. (3) Include an Organization Chart that clearly delineates communication/reporting relationships among the staff, including sub-consultants/contractors. (4) Include a statement that key personnel will be available to the extent proposed for the duration of the project, acknowledging that no person designated as "key" to the contract shall be removed or replaced without the prior written concurrence of the City.
Fee Schedule
The Consultant’s Fees for the work requested in this TO RFP shall be based on the rates set forth in the Consultant’s December 18, 2023 on-Call SCADA Professional Services Agreement with the City (Exhibit B to that Agreement). The total proposed fee shall be broken down by the Tasks set forth in this TO RFP.
The City is subject to prevailing wage laws which apply to those professional services providers and their subconsultants /subcontractors for whom the California Department of Industrial Relations (DIR) has established a wage determination, including but not limited to, Field Soils Materials Testers, Operating Engineers, Surveyors, and Building/Construction and Specialty Inspectors. Where applicable, Certified Payrolls must be submitted to the DIR and i nvoices will not be paid unless accompanied by copies of applicable Certified Payroll and copies of DIR receipts.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
18 Appendices
Information considered by Proposer to be pertinent to this agreement and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Please note that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.
City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
19 SECTION V: EVALUATION AND AWARD
Evaluation Criteria
City will evaluate the proposals received based on the criteria outlined below and may use different weighting factors and percentages for different criteria or sub-criteria. Respondents who are not actively engaged in providing services of the nature proposed in their response to this request and/or who cannot clearly demonstrate to the satisfaction of the City their ability to satisfactorily perform the work in accordance with the requirements set forth in this request will not be considered. The City shall be the sole judge of the qualifications and services and its decision shall be final. Discussions may be conducted with respondents who submit qualifications determined to be reasonably acceptable of being selected for award.
The City will evaluate the proposals received based on the following criteria:
1. Adherence to TO RFP Instructions - Presentation, completeness, clarity, organization, and conformance to the TO RFP content.
2. Qualifications of the Firm - Technical experience in performing work of a similar nature; experience working with public agencies; strength and stability of the firm; and assessment by client references.
3. Project Management Approach - Qualifications of proposed key personnel; logic of organization; and adequacy of labor and resources to satisfactorily perform the requested services and meet the City’s needs.
4. Work Plan - Understanding of the City's requirements , objectives, and approach and firm’s quality management system.
5. Overall Fee - Reasonableness of proposed fee and/or most cost-effective overall fee to City.
The City will select a firm based upon the completeness and adherence to TO RFP instructions, responding firms’ qualifications and experience, project management approach and work plan or implementation plan, as well as responses to any requests for information as set forth herein to this TO RFP . If any addenda are made to the TO RFP , the information provided will be considered as well. It should be noted that none of these factors in and of themselves are determinative, and the City reserves the right to select a firm on any basis or weighted criteria that is in the best interests of the City.
The City may contact firms in response to questions raised in their proposals and the City reserves the right to cancel this solicitation without selecting any firms.
Evaluation Procedure
An Evaluation Committee will be selected to review and evaluate all proposals. The Evaluation Committee will be comprised of City staff and may include outside consultants. The City of City of Fullerton
Task Order RFP for SCADA Planning and Assessment Services – Phase I July 3, 2024
20 Fullerton reserves the right to request clarification or additional information from any firm at any time. After the proposals are evaluated; the City, at its sole discretion, may elect to interview all, some, or none of the firms for clarification of additional information at any time. If interviews with Proposer(s) are to take place , the firm is expected to prepare a presentation that demonstrates the firm’s capability in performing any or all services presented in the Scope of Services. The presentation must be given by personnel who will be executing the SCADA assessment, design, support, and/or implementation services. The City may request the presentation to be performed in-person.
Firms may be asked to submit additional documentation at or after the interview stage. Based upon evaluation of the proposals and any interviews (if requested), the evaluation committee will make the recommendation for proceeding with the top-ranked firm whose proposal is the most advantageous to the City of Fullerton.
The City reserves the right to select a firm without conducting interviews or abandon this TO RFP.
Final selection of a firm(s) and the authority of issuing a purchase order to proceed with these services shall be at the sole discretion of the City and, if required, City Council.
Issuance of a Purchase Order
After conclusion of the evaluation period, a “Notice of Intent to Issue a Purchase Order” will be sent to all proposers of this TO RFP identifying the firm selected. The issuance of a Purchase Order to the firm selected is contingent upon the successful negotiation of final scope of services terms and the approval of City. The City may negotiate terms with the selected firm prior to issuance of a Purchase Order , and expressly reserves the right to negotiate with several firms simultaneously. However, since the selection and issuance of a Purchase Order may be made without discussion with any firm, the Proposer’s Proposal submitted should contain firm’s most favorable terms and conditions.
Negotiations shall be confidential and not subject to disclosure to competing Proposers until an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate terms with the next best qualified Proposer or withdraw the TO RFP. In the event the City does not approve the recommendation to issue a purchase order for the Phase I work, the TO RFP may be cancelled without any cost or obligation of the City.
If required, City Manager and/or City Council action will be requested by City staff prior to issuance of the Purchase Order to the selected firm.
PUBLIC WORKS DEPARTMENT
Engineering Division
303 West Commonwealth Avenue, Fullerton, CA 92832-1775
Telephone: 714-738-6845
Website: www.cityoffullerton.com
July 26, 2024
SCADA PHASE I PLANNING AND ASSESSMENT PROJECT
PROJECT NO. 53781
ADDENDUM NO. 1
TO: ALL RFP HOLDERS
THIS ADDENDUM, AS DESCRIBED BELOW, IS FOR USE OF CON SULTANTS SUBMITTING PROPOSALS ON THIS PROJECT. ALL PROPOSERS SHALL
ACKNOWLEGE RECEIPT OF THIS ADDENDUM IN THE COVER LETTER OF THEIR PROPOSAL.
CHANGES TO THE REQUEST FOR PROPOSAL:
1. Please refer to the attached Informational Addendum responding to Consultant questions, which includes:
a. Exhibit A depicting the location of City of Fullerton Water Facilities; and b. The addition of a Core Task to Task 4c to conduct a wireless survey as further described in the attached Information Addendum.
END OF ADDENDUM
City of Fullerton
SCADA Phase I SCADA Planning & Assessment RFP
Informational Addendum No. 1
July 26, 2024
1 This Informational Addendum is issued for the Invitation to Propose for the SCADA Phase I Planning & Assessment Project RFP dated July 3, 2024. This Addendum responds to questions posed by some of the firms to which the RFP was issued.
1.) Question Regarding Existing SCADA System Documentation:
o Can you provide detailed documentation or diagrams of the existing SCADA system architecture, including hardware and software components? o If not, can you clarify what documentation is available and the approximate size of the documentation that currently exists?
City Response: The City has SCADA network diagrams, radio and PLC make and models, PLC backups, Historian backups, Wonderware backups, and Win911 backups. This information will be made available to the selected Consultant, once the project is under contract.
2.) Question Regarding Site Access and Visits:
o How distributed are the sites (geographical distance)? City Response: See the attached EXHIBIT A: CITY OF FULLERTON WATER SYSTEM. The Consultant selected for this assignment will have an opportunity to visit each of the sites depicted in this exhibit, once the project is under contract.
3.) Question Regarding the Draft SCADA Master Plan:
o Can you provide the size or approximate page count of the existing Draft SCADA Master plan?
City Response: The Draft SCADA Master Plan is 126 pages.
4.) Question Regarding Task No. 1 – Kickoff Meeting: Does the City want all project staff in attendance in-person? Can key staff be in attendance in-person with additional team members in attendance remotely?
City Response: Remoting in for additional team members is acceptable.
5.) Question Regarding Task No. 2.c.v:
o What is the anticipated planning horizon for the SCADA Master Plan? City Response: The City has no plans to finalize the draft SCADA Master Plan. The draft SCADA Master Plan will be presented to the chosen consultant for their review.
6.) Question: Are class 5 cost estimates acceptable?
City Response: Yes.
7.) Question Regarding Task No. 3 – Will PLC programs be made available for review? City Response: Not at this time; however, the chosen consultant will have access to review PLC programs.
City of Fullerton
SCADA Phase I SCADA Planning & Assessment RFP
Informational Addendum No. 1
July 26, 2024
2 8.) Question Regarding Task 4.b: The City recently updated to a newer version of Wonderware.
Would the City like the selected consultant to conduct an evaluation of SCADA software solutions? Or should it be assumed that the City will continue to move forward with Wonderware as it is currently installed?
City Response: The City plans to continue utilizing Wonderware and does not want an evaluation of other SCADA software solutions.
9.) Question Regarding Task 4.c: Would the City like a wireless survey included as a core task? Or as an optional task? To provide an accurate cost for a wireless survey, a comprehensive site list and information on the communication technology at each site will be needed.
City Response: The City would like a wireless survey included as a core task. Please refer to the previously referenced Exhibit A for a map of existing water facilities. This item should be added as a new core task under Task 4.c.
Please note that no detailed information on the communication technology at each site is available at this time. Each Consultant shall make reasonable assumptions on the equipment at each site and state their assumptions in their proposal. The selected Consultant will have an opportunity to update their proposal if additional information becomes available during final negotiations with the selected Consultant.
End of Informational Addendum No. 1
Main Water Plant
Well #s: 3A, 4 , 5, 6, 7 & 8
Christlieb Well
# 15A
Airport Well # 9
Kimberly
Well # 1A
Kimberly
Well # 2
Sunclipse
Well # 10
Coyote Well # 12A
Inactive
Lower Acacia
Reservoir 1D
Upper Acacia
Reservoir 3A
(2 Tanks)
Coyote
Reservoir 1C
Laguna
Reservoir 2A
Hermitage
Reservoir 2B
Tank Farm
Reservoir 2D
(5 Tanks)
Las Palmas
Reservoir 3B
State College
Reservoir 2C
Hillcrest
Reservoir 1A
Hawks Pointe
Reservoir 3C
PS 1A-3
PS 2D-3
PS 3B-4
PS
PS 1D-2
PS 3A-4A
PS 1D-3
PS 2C-3
PS 2A-4B
PS 2B-3
PS 3C-4C
PS 1C-2
PS 2B-4C
F-8
F-3
(NOT
OPERATIONAL)
F-6
F-2
F-4
F-9
F-5
F-1 (NOT OPERATIONAL)
F-7 (NOT CONNECTED)
32.5 MG
5 MG
2 MG
2 MG
2 MG
3 MG
5 MG
10 MG
4 MG
2 MG
LOWER FEEDER
TO ORANGE COUNTY RESERVOIRS &
WEYMOUTH FILTRATION PLANT
TO DIEMER
FILTRATION PLANT
WEST ORANGE COUNTY FEEDER
ORANGE COUNTY FEEDER
PARKS RD
VALENCIA DR
ACACIA AVE
PIONEER AVE
PALM ST
HIGHLAND AVE
BERKELEY AVE
MADISON AVE
ASSOCIATED RD
BRADFORD AVE
VALENCIA DR
DALE ST
CHAPMAN AVE
YORBA LINDA BLVD
PLACENTIA AVE
EUCLID ST
LEMON ST
N HARBOR BLVD
LAMBERT RD
GILBERT ST
MAGNOLIA AVE
ROSECRANS AVE
RAYMOND AVE
BROOKHURST RD
NUTWOOD AVE
PLACENTIA AVE
COMMONWEALTH AVE
STATE COLLEGE BLVD
CHAPMAN AVE
EUCLID ST
BASTANCHURY RD
BREA BLVD
HARBOR BLVD
HARBOR BLVD
GILBERT ST
ORANGETHORPE AVE
MALVERN AVE
BASTANCHURY RD
ORANGETHORPE AVE
COMMONWEALTH AVE
BEACH BLVD
LA HABRA BREA
BUENA PARK
ANAHEIM
PLACENTIA
LA MIRADA
5 57
57 91
91 EXHIBIT A
CITY OF FULLERTON
WATER SYSTEM
0 0.5 10.25
Miles q
Zone 1
Zone 1A
Zone 1B
Zone 1C
Zone 2
Zone 2A
Zone 3
Zone 3A
Zone 4
Zone 4A
Zone 4B
Zone 4C
Pressure Zone
Apr-2019
(W
²³
L
UT Reservoir
Forebay
Well
MWD Connection
Water Sampling Site
Pump StationPS
City Limits
7 MWD Water Main
Inter-ConnectÚÚ
Water Main
(Darker mains 12" & Larger)