PCCS and SCADA Improvements II

The City of Cleveland (City), Department of Public Utilities (DPU), Division of Water (CWD) is soliciting proposals from qualified firms interested in providing professional services to design improvements for the plant computer control systems (PCCS) for its Morgan and Crown Water Treatment Plants (WTP). The City of Cleveland (City), Department of Public Utilities (DPU), Division of Water (CWD) is soliciting proposals from qualified firms interested in providing professional services to design improvements for the plant computer control systems (PCCS) for its Morgan and Crown Water Treatment Plants (WTP). The previous capital improvements project, Control System Improvements, designed improvements for the plant computer control systems of the Nottingham and Baldwin Plants and developed control system standards for all four plants (Control System Improvements Project Plant Computer Control System Standards Manual). The design professional (DP) is to follow the standards in designing PCCS and SCADA Improvements. This RFP invites proposals from experienced engineering firms for design services as described by this document, including but not limited to preliminary design, detailed design, specialized technical assistance, field services, construction bidding and award support, construction administration support, inspection, commissioning, and project close-out. A detailed scope of work is described in Section 2 of this document. CWD intends to award one contract for the work defined in Section 2. The DP shall receive access to the Plant Computer Control System Standards manual and the 2020 PCCS Life Cycle Reports for the Morgan and Crown WTPs upon meeting the following conditions. The design firm shall provide brief response to the short Request for Qualifications (Section 10), which requests the profile of the company, the qualifications of the company, a description of the company’s technologies and procedures to safeguard CWD’s information, and a signed NDA. We are asking for all proposers to destroy all physical and digital copies of the PCCS Standards manual and the Morgan and Crown PCCS Life Cycle Reports and that a signed affidavit attesting to the destruction of these documents be returned to CWD if the firm is not the chosen design consultant. CWD reserves the right to deny a proposed DP Access to CWD’s materials if they are not satisfied with the companies’ qualifications. The Affidavit Attesting to the Destruction of Sensitive Documents is found in Attachment E. 1.1. Selection of Design Professional CWD is seeking the services of an engineering firm to assist our engineering staff. Due to the nature of the engineering activities, it is expected that the selected consulting firm will need to acquire the services of subconsultants specializing in various disciplines in order to successfully complete the contract tasks. The selected DP must have knowledge of and documented experience in the evaluation, design, and construction of computer control systems associated with the plants, and SCADA, in addition to water treatment and pumping processes. The City will select a DP based upon the criteria below. The City reserves the right to reject any or all proposals or portions of them, to waive irregularities, informalities, and technicalities, to re-issue or to proceed to obtain the service(s) desired otherwise, at any time or in any manner considered in the City’s best interests. The Director may, at his/her sole discretion, modify or amend any provision of this notice or the RFP. 1.2. Proposal Content A . Each proposal shall include the following parts in the below order. B. The technical proposal is submitted electronically via OpenGov and is limited 50 sheets printed, not including the fee proposal and City forms. Page size shall be 8.5 x 11 inches (11 x 17 inch pages may be utilized for graphical representations but each will be counted as two pages). Font size shall be no less than 12 pt. Dividers are excluded from the page count. C. Each proposal should be organized so as to facilitate its evaluation. D. Cover Letter The cover letter shall identify and introduce the Proposer and provide other general information about Proposer’s business organization including, at least, in one or more attachments or in the Proposal, Proposer’s name, principal address, federal ID number, telephone and facsimile numbers, and e-mail address. E. Executive Summary The Executive Summary should provide a complete and concise summary of Proposer’s background, area(s) and level(s) of expertise, relevant experience and ability to meet the requirements of this RFP. The Executive Summary should briefly state why Proposer is the best candidate for the engagement. The Executive Summary should be organized so it can serve as a stand-alone summary apart from the remainder of the proposal. F. Exceptions Proposer shall itemize any exceptions it has to the RFP. If it has no exceptions to or deviations from any part of this RFP, it shall so state on an “Exceptions” page. If no deviations or exceptions are identified, Proposer understands that if the City accepts the Proposer’s proposal, it must comply with and conform to all of the requirements of the RFP. G. Qualifications In the Qualifications section, each Proposer should state in detail its qualifications and experience and how its services and/or products are unique and best suited to meet the requirements and intent of this RFP. Proposer may include as much information as needed to differentiate its services and product(s) from other Proposers. Provide a list of at least three computer control system management projects that the Proposer and subconsultant(s) has successfully completed. Include a brief description of project responsibilities, services, and constructed dollar value for each project listed, and include the names and addresses of at least three references for the firm’s professional capabilities. Include the name, e-mail address, and telephone number of a contact person. H. Staffing 1. Proposer shall describe in detail how Proposer’s management and operating plan for delivery of the services for the engagement or project will achieve the intent and goals of the RFP. In its response to this subsection, Proposer shall provide: An organizational chart specific for the proposed engagement or project; describe each team member, firm and the specific roles and responsibilities or disciplines for each. Identify the office location of each team member. Brief resumes of key staff personnel anticipated to work on this project and their base availability for this project. Provide information on the location of each team member’s offices with the relation to the Public Utilities Building at 1201 Lakeside. The information supplied shall include all people that could potentially work under this contract. This information shall be presented in a format consistent with the Staff Proximity Table (Appendix A) and submitted with the technical proposal. I. Technical Approach and Preliminary Project Plan 1. The Proposer’s technical approach to the project is an important component of the selection. The proposal should concisely demonstrate the Proposer’s understanding of the project and its method of accomplishing the scope of work in this section of the proposal. This shall include the key issues and challenges of this project and how they will be addressed. Key activities and approaches that improve the chances of success should be described. The Proposer may present information in their proposal that significantly enhances the management, accuracy, efficiency, or reliability of their work. 2. This section should also include a preliminary project plan describing how the proposer will achieve the intent and purpose of the condition assessments and the resulting design specified in Task 2. This segment should include a proposed design schedule, based on an NTP, with specific tasks noted and key milestones. A budget should not be included in this section. J. CWD Questions The Proposer should answer the following questions in their proposal: 1. Upon a quick review of the CWD Standards does the Proposer see anything that can be improved or is lacking? 2. What problems does the Proposer foresee that CWD will have in maintaining these standards across all four plants and how have other facilities dealt with these issues. K. Environmental Sustainability Describe how the proposed services/project/solution incorporate environmental sustainability. L. Local Office 1. The DP is encouraged to maintain an adequately furnished and sufficiently equipped local office. A local presence of the DP in the greater Cleveland area will be considered in proposal evaluations. 2. The local office is not a dedicated Project Office as described in Appendix C, Reimbursables Policy. The cost associated with establishing and maintaining this local office is not an eligible reimbursable expense. 3. CWD desires the DP’s Project Manager and/or key staff to be based in Cleveland area and to be available to meet with CWD as required. 4. Qualified personnel shall be available and capable of reaching the facility within a 24-hour period from the request to provide technical support, emergency service, and troubleshooting or general assistance as required by CWD. M. Fee Proposal The Proposer shall submit its fee proposal as noted in OpenGov. Proposer shall provide their best estimate of expenses including, but not limited to, travel, printing, and other expenses. No qualification of the financial offer will be accepted. The fee proposal shall be a firm and final amount including the costs and expenses for all anticipated services. Refer to Appendix B for the Fee Table. N. Required City Forms Proposer shall complete, execute, and return with its proposal the forms required (see Section 8 Proposal Submittals). These forms shall be attached to OpenGov under Proposal Submittals. O. Financial Information This information is not required with the proposal. However, CWD reserves the right to request financial information from short-listed firms. This may include (but not be limited to) balance sheet and income statements for two fiscal years, prepared in accordance with generally accepted accounting principles.