REQUEST FOR QUALIFICATIONS No. RFQ-2021-SCADA-1
c/o Jeff Brasher, City Administrator
301 N. Washington
Seymour, TX 76380
Ph: 940-889-3148
Email: jbrasher@cityofseymour.org
The City of Seymour announces issuance of a Request for Qualification Statements (RFQ) for the following service(s):
Upgrade of Supervisory Control and Data Acquisition (SCADA) System
for
Operating the Water Utilities System
Electronically submitted Statements of Qualifications (SOQ’s) will be accepted only by email to Dr. Jeff Brasher, City Administrator, at the above email address, until 3:00 PM, local time, Friday, November 19, 2021, at which time the submittals will be publicly acknowledged and recorded. All SOQ submittals must be received in via email with a delivery and read receipt requested. Each submission will be acknowledged by the City Administrator upon receipt. The reference subject line of the email and title of the attachment shall be City of Seymour RFQ-2021-SCADA-1 Response. Submitting firms are expected to become familiar with local conditions, limitations, and operations of the City of Seymour that may have a material impact on their RFQ response.
No Pre-Proposal Conference will be held. However, interested companies may request an on-site visit with City Personnel and inspection of facilities at any time up to one week prior to the deadline for submittal of SOQ’s (November 12, 2021).
RFQ Intent and General Information
The City of Seymour is soliciting request for qualification statements from firms or joint ventures regarding Upgrade of Supervisory Control and Data Acquisition (SCADA) System for Operating the Water Utilities System for the City of Seymour, Texas. The project includes replacing and/or integrating existing SCADA equipment with new SCADA equipment; and migrating the operations, control, data files, data collection, and alarms from the existing SCADA to the new SCADA system. There is a cost-sharing component of the project between the City of Seymour and Baylor Water Supply Corporation. Interested parties shall be evaluated on the basis of familiarity with both SCADA systems and demonstrate the ability to integrate the City’s SCADA System Improvements through coordination with the Baylor Water Supply Corporation’s selected Systems Integrator, TraC-n-trol, Inc.
This is considered a high-technology procurement under Chapter Sec. 252.001(4) of the Local Government Code and the City will be seeking the firm that will provide the best service to meet current and future needs.
Anticipated Scope of Services
It is the intent of this solicitation to receive Statements of Qualifications for the Upgrade of the existing SCADA system, generally including the following Items:
- Upgrade of the existing SCADA system at the City’s Reverse Osmosis Plant;
- Installation of a new Remote Terminal Unit at the City’s Elevated Storage Tank;
- Installation of a new Remote Terminal Unit at the City’s Standpipe;
- Upgrade of Remote Terminal Unit at the City Well Field (cost-participation with Baylor WSC)
- Upgrade existing HMI and SCADA computer to be located at Baylor Water Supply Corporation’s office, to be cost-shared with Baylor WSC.
- Warranty – One Year Parts and Labor
Proposal Responsibility
It is the sole responsibility of the submitting firm to ensure that the SOQ arrives and is delivered to the above official address prior to the specified deadline for SOQ submittals. Faxed transmitted SOQ submittals will not be accepted in response to this RFQ request. Any submittals received after the specified deadline will be deemed as being non-responsive and will be returned unopened.
Contact
The point of contact for this RFQ for all information or questions, and to secure a copy of the detailed RFQ response package shall be:
City of Seymour
c/o Jeff Brasher, City Administrator
301 N. Washington
Seymour, TX 76380
Ph: 940-889-3148
Email: jbrasher@cityofseymour.org
The City of Seymour reserves the right to issue a contract and/or to cancel or modify this RFQ solicitation at any time; and at its sole discretion, award a contract or contracts that it deems is in the best interest of the City. Minority and small business vendors are encouraged to submit proposals.
Submitted By: Jeff Brasher, City Administrator
October 30, 2021
November 6, 2021
City of Seymour, Texas – SCADA System Upgrade
Request for Statement of Qualification
The City of Seymour is soliciting qualification statements from firms or joint ventures regarding the implementation of certain upgrades for the City’s SCADA system.
The project includes:
Overview
- System engineering – design shall be reviewed and approved by a licensed engineering firm registered in the State of Texas;
- Labor, materials, and programming for the upgrade of the existing SCADA system. This quote proposes to “share” functionality with Baylor WSC, as it currently does.
- Warranty – One-year parts and labor
- On and off-site technical support – 24/7 for the life of the system.
- Training (4 hours during or immediately following installation, 4 hours follow-up within 90 days, as required)
RO Plant
- Furnish and install a new SCADA Master Terminal Unit.
- Furnish and install a new I/O radio.
- Re-use the existing equipment where feasible.
- PLC programming as required for control and monitoring of site functionality, to mimic the existing functionality.
Elevated Storage Tank
- Furnish and install a new SCADA RTU and miscellaneous material as required for a fully functional panel. PLC platform must match Baylor WSC system.
- PLC programming as required for monitoring of EST level.
Standpipe
- Furnish and install a new SCADA RTU and miscellaneous material as required for a fully functional panel. PLC platform must match Baylor WSC system.
- Furnish and install a mast, antenna, surge suppression, and coaxial cable as required for radio communications with the Master site (Baylor WSC).
- Furnish and install instruments, as required.
- PLC programming as required for monitoring of Standpipe level.
Remote Master Well Site
- Furnish and install a new SCADA RTU and miscellaneous material as required for a fully functional panel. PLC platform must match Baylor WSC system.
- Re-use existing equipment, as feasible.
- PLC programming as required for control and monitoring of well sites.
HMI Computer and Software Upgrade (located at Baylor WSC Office)
- Furnish and install a new SCADA computer:
- Burn-in and set-up of the new computer to include download of required Microsoft updates.
- Installation of software on new SCADA computer.
- Furnish HMI System (licensed to the Baylor WSC) with thin clients for City Personnel access – 2 each.
- Development and configuration HMI application for graphical display, control, monitoring, and trending of system functionality.
- Set-up and configuration of alarm software for notification of issues related to system functionality.
- Annual support subscription with purchase of software. Year one of the subscription is included in the quoted price. Years two and beyond will be invoiced annually on the anniversary of purchase.
- Furnish, install, and configure a Firewall device for additional security for remote access to the HMI computer. Will include five (5) SSL/VPN certificate licenses.
Existing radio equipment is anticipated to be re-used and is assumed to be in good working order.
The City is interested in identifying the right firm to guide us in the design and installation process for integrating existing equipment, as possible, and/or replacing equipment, as necessary.
Proposer shall provide the following Request for Qualifications showing the ability to provide services noted above.
Statements of Qualification (RFQ) will be evaluated by a selection committee based upon the selection criteria and the criteria scoring system described in the RFQ. It is the intent of the City of Seymour to thoroughly evaluate all RFQ’s submitted. The City of Seymour reserves the right to conduct interviews and/or request presentations from all candidates or a short list of candidates. The contract will be awarded to one firm or one joint venture. The City reserves the right to reject any and all SOQ’s and to waive any informalities in the selection process.
Once a firm is selected, based upon the selection criteria factors, negotiations will be conducted between the firm and the City of Seymour to establish the final scope, fees, schedule, and terms. The City reserves the right to modify the project scope and services during the negotiations to fit the City’s needs and budget. Prior to discussing the proposed scope, the selected firm shall enter into a confidentiality agreement with the City. If a confidentiality agreement cannot be negotiated or if the City is unable to negotiate a suitable contract for the scope, fees, schedule, and terms with the top ranked candidate, the City will cease negotiations with the top ranked candidate and begin negotiations with the second ranked candidate. This process will be continued until a suitable confidentiality agreement and contract is negotiated. The City reserves the right to terminate negotiations at any time and not award the project.
SOQ’s are due to the email address given herein below no later than 3:00 pm on Friday, November 19th, 2021, delivered to:
City of Seymour
c/o Jeff Brasher, City Administrator
301 N. Washington
Seymour, TX 76380
Ph: 940-889-3148
Email: jbrasher@cityofseymour.org
Questions regarding this RFQ package should be addressed in writing to Mr. Brasher at same address.
Scope of Work
The City of Seymour is seeking qualified firms to implement the improvements described herein, as it may be amended and/or modified. The technology provided should be for upgrading the City’s existing SCADA system and capable of integrating existing equipment where possible. The selected firm shall provide electrical engineering, furnish, and install the equipment, furnish programming and support during the startup process, furnish training for City employees, furnish databases, storage, and reports, and provide a warranty for all equipment for a minimum of one year from the date of final acceptance by the City.
Terms
The contractor selected will be responsible for providing the equipment and services outlined in the scope of work as agreed to by the City and the contractor. All equipment furnished will become the sole property of the City of Seymour. The contractor will complete the installation, startup, and training within the schedule to be included in the negotiated contract. The contractor will be responsible for delivery of all products ordered. The contractor must name one specific full-time employee as a point of contact for City of Seymour staff. It is required that this person attend all meetings or interviews with the City of Seymour with respect to this proposal process and all meetings during installation, start-up, and training should the candidate be selected.
Execution of Contract
Upon successful completion of the negotiations for scope, fees, schedule, and terms, the selected candidate shall execute a contract with the City of Seymour and return the executed contracts within ten (10) calendar days from the date of receipt. The City will return the executed contract to the selected candidate within ten (10) days after confirmation of award.
The contractor shall begin construction within 30 calendar days from the date of the notice to proceed. All work must be completed with 150 calendar days from the date of the notice to proceed.
Invoicing
In general, the City of Seymour shall adhere to the Prompt Payment Act. The selected candidate shall provide the insurance required with the City of Seymour listed as additionally insured.
Communications with City Officers and Staff
Prohibited Contacts During Contract Evaluation – A vendor/contractor or a vendor’s/Contractor’s agent is prohibited from lobbying activities with city officials, including elected officials and employees, regarding a proposed contract from the time a Request for Qualification has been released until the contract is posted as a City Commission agenda item. If contact is required, such contact will be done in accordance with procedures incorporated into the solicitation document. Violation of this provision by respondents or their agents, including lobbyists, may lead to disqualification of the respondent’s offer.
Representations – No representations, statements, promises or agreements, orally or otherwise, made by any party or anyone acting on behalf of any party, that is not contained in this request or responding written RFQ shall be of any force or effect. It is stipulated and understood that any advice, approvals, or instructions given by City staff, technical personnel or other representatives to any Contractor are expressions of personal opinion and do not alter or amend the RFQ documents.
Proposal Security
Upon selection, any contractor submitting a proposal in excess of $100,000 shall be required to submit a performance and payment bond for 100% of the contract amount.
Evidence of Insurance
a) The Contractor will indemnify and save harmless the City, its officers, and employees from and against any and all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorney’s fees arising out of a willful or negligent act or omission of the Contractor in the performance of this contract. The City will not be responsible for negligence of Contractor, or any of its agents, employees, or customers.
b) Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from, or in conjunction with, the performance of the work hereunder by the Contractor, his agents, representatives, employees, or subcontractors. The insurance must name the City as additional insured and shall insure the City in the same general terms and the same general effect. It shall be the responsibility of the Contractor to maintain adequate insurance coverage at all times. Failure of the Contractor to maintain adequate coverage shall not relieve Contractor of any contractual responsibility or obligation. The cost of such insurance shall be borne by the Contractor, and a Certificate of Insurance evidencing that such insurance has been procured and is in force will be forwarded to the City before commencement of work hereunder.
Minimum Insurance Limits
| Type of Coverage | Per Occurrence Minimum | Aggregate Minimum |
| Workers Compensation | As required by law and shall cover all employees including drivers. | As required by law. |
| Comprehensive & General Public Liability minimum minimum | $1,000,000 | $2,000,000 |
| Property Damage | $1,000,000 | $1,000,000 |
| Comprehensive Auto Liability Bodily Injury $1,000,000 $1,000,000 | $1,000,000 | |
| Comprehensive Auto Liability- Property Damage | $500,000 | |
| Professional Liability | $1,000,000 | $2,000,000 |
Liquidated Damages for Failure to Enter into Contract
a) The Contract shall be deemed as having been awarded when formal notice of award has been mailed by the City to the Contractor by certified mail, return receipt requested.
b) The Contractor to whom the Contract shall have been awarded will be required to execute two (2) copies of the Contract as may mutually be agreed upon by the City and the selected Contractor, and to furnish insurance certificates, all as required. In case of his refusal or failure to do so within twenty (20) days after his receipt of formal notice of award, Contractor will be considered to have abandoned all rights and interests in the award. The Contractor’s proposal security may be declared forfeited to the City as liquidated damages and the award may then be made to the next best qualified Contractor or the work re-advertised for RFQ’s, as the City may elect. Such forfeiture of security shall be the remedy of the City.
Minimum Qualifications, Requirements, and Conditions
To be eligible for consideration, the RFQ shall include the following:
Evidence of the ability to deliver products and services that meet the Scope of Work requirements, including specifications or catalog cut sheets for the products and services proposed.
The firm must have a minimum of 5 years’ experience in providing the products and services required in the Scope of Work.
Representative listing of previous projects by the firm similar to the type expected by the City of Seymour listing size of project ($), client and client contact information (name and phone number) of a person (client) who can be contacted to verify the quality of the work performed and the products provided.
Statement regarding the availability of the firm and key personnel to commence services immediately after successful negotiation of a contract and to complete the services within the period specified in the contract.
Statement of proposer’s willingness to coordinate with Baylor Water Supply Corporation’s designated Systems Integrator, TraC-n-trol, Inc.
Proposal Evaluation Criteria
Each proposal will be evaluated according to the following evaluation criteria and total points for each criteria:
- The reputation of the firm and the firm’s products and services. (20 points)
b. The quality of the firm’s work, products, and services. (20 points)
c. The extent to which the firm, as well as the work, products, and services, meet the City of Seymour’s needs. (20 points)
d. The firm’s past relationship with the City of Seymour and Baylor WSC. (20 points)
e. Proximity and familiarity with the project site. (10 points)
f. Ability of the firm to provide ongoing support and maintenance after the initial installation. (10 points)
ATTACHMENT
CITY OF SEYMOUR
SCADA SYSTEM UPGRADE
PRELIMINARY SCOPE OF SERVICES
Upon the initiation of the negotiation, the selected firm shall enter into a confidentiality agreement with the City. Once the confidentiality agreement has been executed, a draft list of the items included in the project scope shall be provided. The draft list shall include equipment descriptions, manufacturer’s information, locations, and other data pertinent to the negotiation of the project scope and price.
The following preliminary scope of services is provided for response to the Request For Qualification. However, the final scope may be reduced or increased as necessary during the contract negotiation phase, as determined by the City.
The selected firm shall provide an application and feasibility report to include all the sites within the project scope, providing analysis and recommendations with regard to an integrated system that will service the City’s current and future needs. The report shall include a path study as well as an analysis of the proposed sites, the proposed improvements at those sites, and recommendations with regard to the equipment, installation, and operation of the system.
Selected provider will:
- Provide engineering and design and make recommendations for upgrade of the existing SCADA system.
- Upgrade the existing System at the RO Plant.
- Install SCADA equipment at the Elevated Storage Tank.
- Install SCADA Equipment at the Standpipe.
- Upgrade the Well Field SCADA system.
- Upgrade SCADA Equipment at the Baylor WSC Office.
- Make additional recommendations for functional upgrade of the system to meet cyber-security requirements.
- Make additional recommendations for functional upgrade of the system.
All software shall be licensed to the Baylor Water Supply Corporation and all final projects shall be transferred to the City upon completion.
CERTIFIED STATEMENT
I, ____________________, authorized representative for _______________________., hereby certify that the following supporting RFQ data, as outlined in the City of Seymour’s Request for Qualification for SCADA System Upgrades, is true and complete and shall be used in determining whether our company is a qualified, responsible vendor.
Printed Name
___________________________ Signature
Company name
State of Texas )
County of )
Before me, ____________, the undersigned authority, on this date personally appeared _____________, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed.
Given under my hand and seal this _______day of ________________, 2021.
_____________________________
Notary Public, State of Texas
____________________________
Typed or Printed Name
(seal) My Commission Expires: ____________________