request for proposal support services … rfp-1266-rfq-13655.pdfrequest for proposal support...

© 2017 Northeast Ohio Regional Sewer District of 24

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REQUEST FOR PROPOSAL

SUPPORT SERVICES FOR AUTOMATION

SSA-3

March 2017 - RFP- 1266/RFQ-13655

This Request for Proposal (RFP) is made available to interested consulting firms for

professional services for the Support Services for Automation Technical Services project.

The District considers this project a Category 1 (complex design and/or high risk, and this

category will factor into the scope and negotiation with the successful Consultant).

The RFP is organized as follows:

SECTION 1 - SUBMISSION OF PROPOSALS

SECTION 2 - INTRODUCTION

SECTION 3 - DESCRIPTION OF PROJECT AND SERVICES

SECTION 4 - PROPOSAL CONTENT AND FORMAT

SECTION 5 - PROJECT SCHEDULE

SECTION 6 - EVALUATION AND SELECTION PROCESS

Various supporting and informational documents are referenced throughout this RFP.

Unless otherwise noted, these documents are available on the Consultant and Contractor

Resource Page on the District’s internet site (www.neorsd.org). Any future addenda

related to this project will be posted to the NEORSD website under the “Bids and

Proposals” section.

Information related to this RFP is provided through a designated NEORSD website.

This site can be accessed at www.neorsd.org/bids

The additional information specific to this RFP found on Sharefile are as follows:

Attachment A – Exhibit B – Scope of Services

Attachment B – Monthly Task Order Status Example

Attachment C – Budget Summary Example

Attachment D – Professional Services Invoice Template

Attachment E – Instrumentation, Control and Automation Standards

Programming libraries will be delivered at the Pre-proposal meeting on receipt of a

signed NDA

http://www.neorsd.org/

http://www.neorsd.org/bids


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1 SUBMISSION OF PROPOSALS

Proposals for providing these services will be accepted until the close of business (4:30

P.M.) on Friday, June 9, 2017.

Proposals are to be delivered to the following name and address:

Kyle R Dreyfuss-Wells, Chief Executive Director

Northeast Ohio Regional Sewer District

3900 Euclid Avenue

Cleveland, OH 44115-2504

Attn: Ronald Czerski, Deputy Director of Operations and Maintenance

Late submittals will not be considered. Proposals not meeting the requirements of this

RFP may be deemed non-responsive at the sole discretion of the District.

A mandatory pre-proposal meeting for contractors submitting as prime will be held at 1:00 P.M. on Friday, May 26, 2017 at the Northeast Ohio Regional Sewer District’s George J. McMonagle Building, 3900 Euclid Avenue, Cleveland, Ohio. Questions regarding this RFP shall be directed to Donte Stoner at the pre-proposal meeting or at other times by calling (216) 641-3200, ext. 4454 or e-mailing to [email protected]. No questions will be answered after June 2, 2017. Questions of potential interest to all parties will be answered in writing as an addendum.

mailto:[email protected]


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2 INTRODUCTION

2.1 PROJECTBACKGROUND

The District has seen an increase in the amount of work required to maintain its

infrastructure that has resulted in the need for additional design, inspection,

troubleshooting, and/or evaluations of various plant and sewer components and/or support

services and processes. Upgrade the facilities and provide efficient, cost effective

operations, the District wishes to obtain consulting services under a Support Services for

Automation Contract. The District will award one (1) contract for an amount not to

exceed $1,500,000 over a period of no more than two (2) years. Work would be awarded

on a task order basis as the need arises. The District will also utilize the consulting

services under this contract for emergency project work in both the Plants and the

Collection Systems (24-hour support).

The Northeast Ohio Regional Sewer District (NEORSD), hereafter referred to as the

District, operates three (3) wastewater treatment plant facilities, a wastewater collection

system, and related facilities. Each of the plants and the collection system are equipped

with programmable logic controller (PLC) based process monitoring and control systems

that are interconnected and integrated on a process control data network. Each of these

facilities are currently engaged in improvement projects related to automation and

process control.

The District has a Process Control and Automation Department (PC&A) that manages,

programs, configures, maintains, and enhances the process control system, interfaces with

capital and construction projects, and performs other automation-related work. The

PC&A Department provides maintenance for the control systems and process data

network, performs Human Machine Interface (HMI) and Programmable Logic Controller

(PLC) logic modifications and enhancements, and supports larger control system-related

projects that are being performed in-house or are included in the District’s Capital

Improvements Program (CIP), responds to daily work orders, upsets, emergencies,

systems management, and other duties that consume the available in-house technical

resources.

The District has identified some control system projects, resources needed to augment the

District’s PC&A Department and support project delivery, RFP development and

documentation needs.

This RFP is being issued to solicit proposals from qualified firms for provision of as-

needed supplemental technical resources to augment the District’s PC&A Department

and support project delivery and RFP development and documentation needs. The

supplemental staff will report to designated District personnel and will be assigned

work orders and tasks. The intent is to reduce the department’s backlog by focusing

technically proficient resources on specific projects and tasks to drive them to

successful completion.


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The District’s PLC and HMI control systems, along with supporting software and

hardware, are currently being upgraded under multiple projects from systems that were

installed over ten (10) years ago. Some legacy equipment and software must remain in

place and operational and may be included in tasks assigned under this contract, however,

there is also much current equipment and software in the system.

The District has developed an extensive set of instrumentation and control standards to

which the Contractor will be expected to adhere and augment throughout the work. The

standards include, but are not limited to, standard HMI screen layouts and objects and

standard PLC and Operator Interface Terminal (OIT) control logic blocks. These will be

furnished to the Consultant to facilitate the programming and configuration work.

2.2 AVAILABLEINFORMATION

Consultants may request to examine documents not already provided as an exhibit to this

RFP. If the request is approved, the documents will be uploaded to the designated ftp

Sharefile site, or if that is not possible, will be made available at the District’s

Administrative Office for examination. Requests should be directed to the Project

Manager, Donte Stoner, by calling (216) 881-6600, ext. 4454 or e-mailing at

[email protected].

2.3 RESTRICTIONS ON USE OF PROPRIETARY SOFTWARE

The Consultant is expected to enhance the District’s flexibility to accomplish follow-up

studies or design related efforts as well as other District projects. Software utilized by the

Consultant in accomplishing the scope of services must support this expectation, and at

the District’s request must be provided for its use. Use of proprietary software which

cannot be turned over to the District at the end of this project is not allowed.

2.4 EVALUATION OF CONSULTANT PERFORMANCE AFTER SELECTION

The District will evaluate the performance of Consultants on its projects, in the interest of

improving project designs, ongoing Consultant performance, and future project selections.

The Consultant Project Performance Evaluation form that the District will use is

located on the Consultant and Contractor Resource Page on the District’s internet site

(www.neorsd.org).

mailto:%[email protected]





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3 DESCRIPTION OF PROJECT AND SERVICES

3.1 DESCRIPTION OF PROJECT

This Request for Proposal has been developed to obtain consulting services for the

District’s Wastewater Treatment Facilities, Sewer Collection System, and Process

Controls and Automation Support Services. Work performed as a task order would

be expected to adhere to established procedures for that type of activity.

This project is intended to provide professional services to assist in workload and

professional staff augmentation for the Process Controls and Automation department of

Operations and Maintenance. To that end, the work contemplated ranges from

management-level planning and technical solution development efforts down to

execution of programming, configuration, and other technical execution tasks.

Tasks are to be assigned as needed and scope-managed to keep within the amount

allocated for the contract. Frequent interaction with District management and technical

resources is expected.

Work will be assigned to the Contractor as work order tasks on control system projects

and maintenance for which the District requires assistance. These tasks may be design

and management-oriented, or execution and performance-oriented. It is expected that

the contractor can perform in differing roles as required.

Contractor shall perform designated tasks until funds are exhausted. Contractor and

District shall coordinate to ensure that the contract limits are not exceeded, and manage

task work to adequately plan for contingencies so that no tasks are left incomplete. Task

allocation tracking is considered a project management function for this proposal.

3.2 REQUESTED TASKS AND SERVICES

The District is requesting the following types of tasks be performed to address the needs

of this Project:

Project Management

Project and Task Planning

Task Execution

Documentation

Other Services


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Some potential services associated with delivery of this project may include, but are not

limited to, supplemental project management, analyses, piloting, RFP preparation

assistance, standards preparation, control narrative preparation, PLC, HMI, OIT, network

device and other programming, checkout/commissioning activities, and other tasks

required to support automation efforts in the District.

The activities associated with performing the tasks above are described in further detail in

the attached Exhibit B. A sample version of Exhibit B from another project can be found

on the Consultant and Contractor Resource Page on the District’s internet site

(www.neorsd.org). The Consultant should base the Technical Approach section of the

proposal on the described tasks and the description of the project and services in this RFP.

Negotiation of the Scope of Services with the successful Consultant will begin with a

project version of the Exhibit B Scope of Services. The successful Consultant will

work with the District to revise and refine the Scope of Services to meet the District’s

needs for the Project.

3.3 PROJECTUNDERSTANDING

Proposals will be evaluated in part on the Consultant’s understanding of key issues,

challenges, and technologies that may determine the success of the Project. The

Consultant may present information in the Proposal related to concepts that significantly

enhance the operation, maintenance, functionality, and/or life cycle of related components

of the District’s existing or future infrastructure.

3.4 RESPONSIBILITIES

Negotiation of the Scope of Services with the successful Consultant will begin with a

project version of the Exhibit B Scope of Services developed from the examples in

Attachment A. The successful Consultant will work with the District to revise and refine

the Scope of Services to meet the District’s needs for the Project.

CONSULTANT’S RESPONSIBILITIES:

For each Task Order authorized, the Consultant shall provide all engineering services

necessary to develop and produce a complete deliverable that will satisfy the scope of

work negotiated. The Consultant shall work with the Operations & Maintenance

Department, Engineering & Construction Department, Information Technology

Department, and any other Department necessary for task completion. The Consultant

shall work with personnel who will indicate system needs and assist in achieving the

District’s desired scope of work. The Consultant shall carefully consider the input by the

District’s staff, but based on the Consultant’s own experience and ability, shall be



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solely responsible to provide a complete and workable deliverable in accordance with

the requirements of the scope of work.

DISTRICT’S R E S P O N S I B I L I T I E S :

The District will, at the Consultant’s request, provide information and material on file

that is pertinent to the task order authorized. This may include plan and profile sheets of

existing services, standard drawings, specifications, etc. The District will provide

information on the requirements and standards for the project including the following:

Standard format and drafting procedures for construction drawings

Standard forms for bid documents: Legal Notice, Instructions to Bidders, General

Terms and Conditions, Bid Forms, Agreement Forms, Division 1

Specification Templates and bond requirements

Formats for specifications and other documents

Standard construction drawings

Project Management Templates

NEORSD automation standards

NEORSD Life Safety Standards (Fire Protection)

NEORSD Security Guidelines

NEORSD Acceptable Use Policy

3.5 TRANSFER OF RECORDS

It is the intent of the District that the work effort be conducted in a manner that

maximizes the District’s flexibility regarding follow-up studies or design related

efforts and other District projects. Software and software programs that would be

necessary to achieve this shall be made available to the District. Utilization of

proprietary software which cannot be made available to the District at the end of this

project will not be allowed.

All records (project reports, meeting notes, data files, project data, original tracings,

maps, field sketches, lab reports, flow data, design calculations, graphic originals,

electronic files, etc.) generated shall be the property of the District and shall be

turned over to the District upon completion or as directed.


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All deliverables shall be required to be delivered to the District in hardcopy and

electronic (original software and PDF) format. Depending on the size of the

electronic deliverables, the Consultant may be required to provide and utilize

portable hard drive(s) for delivery.

3.6 AUTHORIZATION OF TASK ORDERS

The District will negotiate the scope of services and the cost basis with the selected

Consultant prior to the authorization of a contract or task order. The method of

payment under this Contract shall be based on a time and materials compensation,

up to a negotiated not to exceed amount for each task order, including

subcontracting costs and other direct costs with no markup allowed. See Attachment

A-Project Invoice Standards.

3.7 PROJECTMANAGEMENT

Project management is a critical activity to be included within the execution of all

tasks identified above. Utilize procedures related to cost estimating, scheduling,

project documentation, risk management, QA/QC, and others as necessary to

enhance budget, scope, and time management. Typical monthly reporting

requirements to the District are shown in Attachment B – Monthly Task Order

Status (Example) and Attachment C – Budget Summary (Example). Invoicing set-up

and reporting are shown in Attachment D -Professional Services Invoice Template.

To ensure that this improvement project is successfully completed in a timely

manner and to the satisfaction of the District, the following project management

items are being included in the scope of work for this project:

3.7.1 Monthly Project Summary Report

The Consultant’s project manager shall prepare a monthly project summary

report within seven (7) working days of the close of the billing month. The

monthly report shall include the following items (items that are required as

part of the standard invoice need not be duplicated for the monthly reports):

3.7.1.1 A listing of work performed during the month and a listing of

anticipated work during the next two (2) months. Information shall be

broken down by Tasks.


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3.7.1.2 Consultant person-hours utilized to date, along with total

person-hours allocated. This shall be done for each Task.

3.7.1.3 Subconsultant (including both non-MBE/WBE and MBE/WBE)

person-hours utilized to date, along with total person-hours allocated for

each Task and Subtask. (The person-hours shall be broken out separately for

each of the Subconsultants)

3.7.1.4 Consultant’s Direct Labor, Indirect Costs, Other Direct Costs,

and Profit expended to date, along with the negotiated Direct Labor, Indirect

Costs, Other Direct Costs and Profit for each Task and Subtask, along

with current balances.

3.7.1.5 The percentage of Direct Labor on which local taxes have

been paid to member communities.

3.7.1.6 Subconsultants (including both non-MBE/WBE and

MBE/WBE), costs expended to date, along with the negotiated amounts for

each of the subs, and current balances, by Task.

3.7.1.7 An updated, cost-loaded CPM schedule in Primavera P6 format

via the District’s SharePoint Website, using the specified workflow process.

Invoices for the period covered in the report, will not be paid until the

monthly report is delivered to and approved by the District.

3.7.2 Project Meetings

The Consultant’s Project Manager shall meet, in person, with select District

personnel monthly to review the progress of this project and to discuss any

outstanding issues and potential problems. These meetings should include

identification of work performed last period, work to be completed next

period, critical action item status, and responsible parties to complete actions.

Budget or schedule problems shall be identified and corrective actions noted.

The Consultant shall prepare and deliver an agenda, a revised action items

table and a revised risk register, as appropriate, three (3) working days in

advance of the meeting and shall prepare and deliver meeting minutes for

review within three (3) working days of the meeting. All draft submittals shall

be in Word or Excel, and all final submittals shall be in PDF and delivered to

the District’s project manager.

It is also recommended that the Consultant’s and the District’s Project

Manager hold telephone discussions as frequently as needed.


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The Consultant shall also make personnel available for meetings with the

regulators to answer questions pertaining to design or implementation

elements of the project. The District will take the lead in organizing,

planning and conducting any meetings with the regulators.

In support of the Project Management Plan, the Consultant should anticipate

the need for ongoing coordination meetings with the District. The Project

Manager and other staff will be required to attend these meetings. The

meetings will be conducted to distribute information and/or to get input

from other staff members at the District. The meetings will be limited to a

total of four (4) per month.

3.7.3 Monthly Invoices

The Consultant shall submit to the District monthly invoices detailing costs

incurred in conjunction with this project. Each invoice shall cover a period

of one (1) calendar month (or a four-week period) and shall be submitted to

the District within twenty-one 21 days of the close of the monthly billing

cycle. Invoices submitted after this date shall be processed on the next

monthly invoice review period.

Prior to the start of this project, the Consultant’s Project Manager shall meet

with District personnel to review the District’s invoicing requirements and

format. The Consultant shall be required to submit their invoices in the

District’s specified format and via the District’s SharePoint Website, using

the specified workflow process.

If work is not progressing in a manner which is satisfactory to the District,

monthly progress payments may be reduced.

The recommended Project Management hours should be included in each of

the tasks previously mentioned.

3.7.4 Weekly Task Order Revenue Updates

The Consultant shall submit to the District a weekly revenue update, broken

down per task order. Each update shall indicate the Total Task Order Fee,

Total Task Revenue, and Total Fee Remaining for the total task order, the

Prime Consultant, and the total for all Subconsultants. The format shall be

like the following table.


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Total Task Order Total Prime Total Sub

Task Descriptio

n n n

Prime Task Manager

Task Order Fee

Total Revenue

Fee Remainin

g g

Prime Fee

Total Prime Revenue

Prime Fee Remaining

Sub Fee

Total Sub Revenue

Sub Fee Remaining

Task 1

Jones, Bob

$12,000.0

0

$1,458.0

0

$10,542.0

0

$8,000.0

0

$1,158.00

$6,842.00

$4,000.

00

$300.00

$3,700.00

Task 2

Smith, Frank

$7,500.00

$7,445.0

0

$55.00

$7,500.0

0

$7,445.00

$55.00

$ -

$ -

$ -

Task 3

Adams, Beverly

$56,000.0

0

$36,987.

00

$19,013.0

0

$15,000.

00

$6,987.00

$8,013.00

$41,00

0.00

$30,000.00

$11,000.00

Task 4

Roberts, Ann

$35,750.0

0

$15,678.

00

$20,072.0

0

$30,000.

00

$12,000.00

$18,000.00

$5,750.

00

$3,678.00

$2,072.00

Task 5

Donald, Henry

$60,000.0

0

$25,800.

00

$34,200.0

0

$48,500.

00

$20,800.00

$27,700.00

$11,50

0.00

$5,000.00

$6,500.00

Task 6

White, Bill

$115,000.

00

$1,212.0

0

$113,788.

00

$90,000.

00

$1,100.00

$88,900.00

$25,00

0.00

$112.00

$24,888.00

Totals

$286,250.

00

$88,580.

00

$197,670.

00

$199,00

0.00

$49,490.00

$149,510.00

$87,25

0.00

$39,090.00

$48,160.00


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4 PROPOSAL CONTENT AND FORMAT

Each Consultant shall submit one (1) original and seven (7) copies of the proposal, as

well as an electronic version, in pdf format with bookmarks, on a USB drive. The font

size on all submitted materials shall be equivalent to Times New Roman 12 pt. or larger.

Proposals shall be no more than fifty 50 printed pages, with hard copies printed on sheets

of double-sided recycled paper. All pages will be counted (i.e., each side of a sheet will

count as a unique page, so one [1] double-sided sheet will be counted as two [2] pages)

unless indicated otherwise in this RFP. Sheets that are 11”x17” shall be counted as two

pages per side, or four pages if double sided.

The following information shall be included in the proposal:

4.1 EXECUTIVE S U M M A R Y

Include a concise synopsis of the proposal focused on how the Consultant will

address the District’s key issues with its approach and team.

4.2 PROJECT DELIVERY

The District is looking for Consultants that will provide excellent service and

deliver quality projects for the District. The District expects this quality service to

extend through the entire duration of the Project. In this section of the Proposal

present the capabilities, skills, and experience of your project manager as well as

how you have served the District on prior projects. These factors will be strongly

considered in selecting the successful Consultant for this Project.

4.2.1 Proposed Project Manager

The District expects the proposed project manager to lead the Consultant project

team, be the single point of accountability for project delivery, and provide the

primary point of communication between the District and project team. Describe

the proposed project manager’s experience on similar projects, experience on other

District projects, and skills and results supporting the ability to serve the District.

The project manager is considered the most important key team member, and

will be committed for the Project’s duration. Any change in project manager, or

any other key team member, will require prior approval by the District.

The Consultant’s proposed project manager must be experienced in projects

of the magnitude and complexity of the Project. It is expected that the

Consultant’s proposed project manager will be available for frequent


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personal interaction with the District. In addition, the project manager must

meet the following requirements:

Must be a Project Management Professional or have significant

prior Project Management Experience.

Must understand process automation and

PLC/OIT/HMI controls

Must have had a key role in projects of similar or complementary

nature.

Must have managed projects of a similar or greater complexity

and/or size.

4.2.2 Performance on District Projects

Summarize your team’s experience on District Projects. List the District

staff that you worked with and would be most familiar with your work.

Your prior performance on District projects is an important consideration in

the selection process. The successful Consultant’s performance will be

formally evaluated on this Project for use in subsequent procurements.

Consultants that do not have prior experience working for the District will

receive a neutral rating for this evaluation criterion.

4.2.3 Project Charter

Prepare a project charter for this project, indicating items such as owners of

the overall project and project functions, task execution and reporting

parameters, and reporting. Project charter shall include an accountability

component noting responsibilities and expectations of the District and the

Consultant.

4.3 QUALIFICATIONS

Because of the critical nature of the work described within this RFP, the District

seeks services from highly experienced and qualified teams. The teams must be

able to staff this project with qualified individuals, experienced in the key technical

disciplines needed, who shall remain committed to this work from inception

through completion. A clear and comprehensive organization chart must be

presented to illustrate the organization of the team and key team members,

including Subconsultants.


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4.3.1 Experience of Key Team Members on Similar Projects

Include brief resumes of key staff members (excluding the proposed project

manager, who should be addressed as noted in section 4.2.1) and/or

Subconsultants proposed to work on the project. The information should be

focused on experience on similar and/or complementary projects that show

the skill sets required for this General Engineering Services contract. The

information for these projects shall include, at a minimum, the following:

project description, key staff member’s role, client, client contact

information, construction cost (as applicable), and year completed. The

roles proposed for each Subconsultant as well as their qualifications in that

area shall also be identified in the Proposal.

Key Consultant staff include but are not limited to project manager,

technical discipline leads, design manager, design engineer, resident

construction representative, and other key staff on the top or mid-levels of

the proposed organization chart. Your ability to identify and highlight key

staff in the Proposal will be considered when evaluating your understanding

of the Project.

In addition, the Proposal should include a description of three (3) of the

most recent projects/programs/efforts that included similar scope of work

for the prime Consultant and relevant Subconsultants. The following

information shall be included for each project:

Project title

Firm name and role

Proposed team members involved

Project description

Client name

Client contact (address, phone, e-mail)

Year completed

Total design fee ($)

Construction management fee ($)

Change Orders ($)

Engineers estimate at bid ($)

Bid award ($)

Construction cost at time of completion ($)


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4.3.2 Key Team Members’ Availability

It is expected that the Consultant will honor its proposed project staffing

and all proposed key individuals shall be assigned to the project.

Substitutions will not be allowed for the convenience of the Consultant. In

the event a proposed individual becomes unavailable the firm must propose,

in advance and in writing, a substitution. The District reserves the right

to accept or reject all proposed substitutions.

In the event of tasks with urgent or emergency need for support services for

the District, the contractor shall commit, in writing, to a four (4) hour

maximum response time. Response time shall be defined as the time from

the initial request for assistance call, to the time that response personnel are

on-site at any requested District facility or location. There shall be no

exclusions for time of day or holidays or any other reason.

To demonstrate the availability of key staff proposed for the Project,

including and the proposed project manager, the Consultant must include a

summary like the following table in the Proposal.


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Availability of Key Staff During Project Delivery Period*

*Project delivery period is specific to the staff person & role (i.e. when they are needed)

Name Role Firm Project

Delivery

Period

Other Current and

Projected

Commitments

Total

Availability

Commitment

to Project

Comments

Example

Jane

Doe

Design

PM

ABC 1/1/12-

1/1/13

Columbus WWTP

Upgrade – 15%

Contact: Joe

Smith,

123.456.7899 or

[email protected]

Office Mgr. – 25%

Contact: Ellen Ott,

345.678.9123 or

[email protected]

60% 50% Given current

Project

understanding,

estimate need

for 50% PM

commitment

for Project

4.3.3 Firm Qualifications

Provide a statement of the Consultant Team’s qualifications, including

a description of three (3) of the most recent projects/programs/efforts

that included similar scope of work. The following information shall

be included for each project:

Start and end dates of project

Consultant fees and overall project budget

Engineers’ construction cost estimate and final award amount

Consultant’s role in project-highlight roles of staff

Contact information of reference person for project Owner




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The firms proposing to this work must meet all the requirements as

outlined within this proposal or their submission shall be eliminated

for consideration without any further consideration.

The firm must demonstrate successful experience in

similar projects of each of the following categories:

o WWTP design, construction and start-up

o Collection system design, construction and start-up

o Environmental and regulatory compliance

o Storm water management

o Engineering support services

o Project Planning

o RFP development

o Process Controls and Automation Design

o Control system documentation creation

o PLC programming

o HMI programming

o OIT Programming

o Server configuration and maintenance

o Network Infrastructure configuration and maintenance

The firm’s experience in conducting projects of similar

nature and complexity, and the ability of the firm to draw

upon this experience to benefit the District, should be

submitted. References and contact information are to be

submitted for projects submitted.

Describe the performance record of your team about

delivering quality products and services within

scope, schedule, and budget. Describe how the team will assure

quality performance for all services provided.

Describe project controls performance regarding cost


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monitoring and timely delivering of invoices and client-

required reports. Describe the record retention/document

control methods to be used during this Contract.

4.3.4 Experience and Qualifications of Team Members

The Contract shall provide the services of staff members proficient in the

skills required to accomplish the work. Because of the critical nature of the

work described within this Request for Proposals, the District is seeking a

highly experienced and qualified firm. Required qualifications of the firm

and its Project Team include:

Personnel with significant experience in project management.

Personnel familiar with project scheduling, including Primavera P6.

Personnel familiar with process controls performance analysis, familiar

with Failure Modes and Effects Analysis (FMEA), and risk

management tools.

System Integrator shall define their quality processes and procedures to

the District. Proposer shall be subject to a quality management audit by

the District or the District’s representative.

Rockwell Automation listed and certified Solution Providers for all

Rockwell and Rockwell partner equipment and software utilized by the

District. Secondary preference shall be given to Rockwell listed System

Integrators.

Wonderware solution provider. Individuals proposed for performance

of Wonderware Historian and HMI-related work shall have

Wonderware Historian 11.5 and Wonderware Application Server 4.0

or higher certification.

Personnel versed in the ContolLogix and CompactLogix hardware as

well as PLC-5, SLC 5/05, and MicroLogix processors and I/O, and all

RS Logix software, personnel familiar with RSNetWorx for Ethernet

and DeviceNet configuration, proficient in Factory Talk View software

for PanelView configuration, and personnel knowledgeable in the use of

Factory Talk Asset Centre.

Personnel with ACP Thin Manager 9 or higher deployment experience.


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Personnel able to fully configure Cisco IOS switches, routers, ASA

firewalls, and cellular router or “modem” configuration. Cisco

certification preferred.

Personnel able to configure Microsoft Active Directory and other server

functions, including profile and account management, printer

configuration, and script management.

Personnel able to act as database administrators for MS-SQL, Oracle,

and Wonderware historian databases.

Personnel experienced in managed loop checks, functional acceptance

testing, startup sequencing for process controls, and other facets of

commissioning processes.

It is preferred that proposer and team member(s) be a member in good

standing of the Control System Integrators Association (CSIA) or endorsed

by other industry organizations. Certified members of CSIA are preferred.

The selected Contractor must be able to staff this project with qualified

technical staff members who shall be committed to each Task Order from

inception through completion.

The selected Contractor must honor its proposal in that all proposed

individuals acceptable to the District shall be made available to the project.

Substitutions will not be made or allowed for the convenience of the

Proposer. In the event a proposed individual becomes unavailable; the

Contractor must propose a substitute in writing for approval by the District.

The District reserves the right to accept or reject all proposed substitutions

4.3.5 Business Opportunity Program Participation

The proposal should include a summary of the proposed local and MBE/WBE

participation, along with the percentage commitment to each category. The

summary should include the roles and responsibilities of all proposed sub

consultants with respect to each task. Submittals will be evaluated on the

percentage and quality of participation by Minority Business Enterprise and/or

Women Business Enterprise (WBE) sub consultants.

The project’s goal for business opportunity participation is 10% total which can

include any combination of MBE and/or WBE firms. The percentage shall be

calculated upon the entire project including allowances. The proposal shall also

include the following information:


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Statement of the overall percentage of MBE/WBE involvement.

Principal contact information for each MBE/WBE firm.

The MBE/WBE firms proposed as part of this project team shall be certified with

the District at the time of the proposal. Questions regarding the District’s

Business Opportunity program shall be addressed to Ms. Tiffany Jordan, the

District’s Contract Compliance Manager, at (216) 881-6600, Ext. 6640. A copy

of the District’s MBE/WBE policy is available on the District’s web site

www.neorsd.org.

4.4 WORK LOCATION AND CONDITION

Work included in task orders issued under the contract may be required at any of the

District’s facilities, including remote sites in which control system equipment is currently

located or expansion of the control system is needed. No work in confined spaces is

intended.

The Contractor must furnish its own office space for programming, documentation

development, bench testing, etc. At the District’s option, the District may furnish needed

space within its facilities to accommodate the Contractor’s work.

The Contractor shall supply its own tools, computers, printers, test equipment, OSHA-

compliant safety gear, and other equipment and supplies needed to accomplish the work.

However, on-site programming shall utilize District-supplied programming computers

and software. In no case, shall any non-District computers, test devices or other

processors be connected to any District networks without written approval from the

District’s Project Manager.

Contractor staff must comply with the District’s Information Technology Use Policy.

The Contractor must comply with all District rules, regulations and policies when

working in District facilities and on District sites. Contractor’s staff that will be

performing work in the proximity of powered panels must comply with NFPA-70

standards for safety.

It should be noted that not all work requires on-site presence. Remote access to the

control system is not permitted.

4.5 TECHNICAL A P P R O A C H

The Consultant team’s technical approach to the Project is a very important component of

the selection. In the Proposal, the Consultant is requested to provide a narrative to

demonstrate their project understanding of how tasks will be assigned, scopes will be



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developed and what the reporting structure would look like within the Consultant’s

organization and with the District. Include key activities and approaches that improve the

chances of project success along with key issues and challenges and how they will be

addressed. In addition, the Consultant should explain their approach to managing risk,

providing internal quality control and how individual tasks may fit into other projects or

sequencing of construction to meet the District’s objectives.

4.6 STATEMENTS (Not included in the Page Count)

The Consultant shall include the following statements in the Proposal as an appendix.

“By submitting this Proposal, I certify as a legal representative of the prime firm that I

have reviewed the District’s current Standard Agreement for Professional Services

available on the Consultant and Contractor Resource Page on the District’s internet site

(www.neorsd.org). Any requested exceptions to the standard agreement are stated

below.”

“By submitting this Proposal, I certify as a legal representative of the prime firm that I

have examined background reports and data and agree to acquire the additional

information needed to perform all aspects of the work as outlined in this RFP.”

“By virtue of submitting this Proposal, I certify as a legal representative of the

prime firm that neither the firms on the team nor the key personnel presented have

known personal or organizational conflicts of interest associated with this Project

and/or the District, or that any known potential conflicts of interest have been

communicated in written form to the District prior to the submittal of this

Proposal, and that information may be considered by the District in evaluating the

team’s suitability for this Project.”

4.7 DETAILED RESUMES (Not Included in the Page Count)

Detailed resumes for key team members may be included as an appendix. No

more than one page per resume. Pages in this appendix are not included toward

the total page count.



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5.0 PROJECT SCHEDULE

It is anticipated that this contract shall commence on or about J u l y 01, 2017. The

duration of this contract is a maximum of two (2) years. Services rendered shall be

funded under negotiated, not to exceed, amounts for individual task orders on an as

needed basis.

6.0 EVALUATION AND SELECTION PROCESS

Once all proposals have been received, the Consultant selection will follow these steps.

1. The written Proposals will be evaluated and scored by a District Selection Committee

utilizing the following criteria:

Delivery (30% of Total Score)

Proposed Project Manager – 15%

Performance on District projects – 15%

Qualifications (20% of Total Score)

Experience of key team members on similar projects – 10%

Key team members’ availability – 5%

Business Opportunity Program Participation – 5%

Technical Approach (30% of Total Score)

Project understanding – 10%

Project risk approach – 10%

Project planning implementation approach – 10%

2. Upon completion of the scoring and ranking of the written submittals, the District

may select based on evaluation of the preceding categories. Alternately the District

may, at its sole discretion, select up to three (3) of the top ranked firms to deliver a


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presentation and provide further clarification of their capabilities, experience, and

approach. The District may prepare and submit a list of questions to each of the short-

listed firms prior to their interview, or may instead provide the questions by asking

them during the interview.

The District may allot up to 90-minutes for the presentation and interview, including a

30-minute question and answer period. Key project personnel will be expected to take

the lead in presenting and answering questions regarding the Project. Upon completion

of the presentations, the District selection committee will score each firm according

to the following criteria:

Presentation and Interview (20% of Total Score)

Confirmation of technical approach/understanding – 10%

Confirmation of PM/team qualifications – 5%

Response to District Questions – 5%

3. If interviews are held, the scores for the Presentation and Interview will be combined

with the scores from the evaluation of the written submittals to determine the overall

score and corresponding ranking of the short-listed firms.

4. The District will enter negotiations with the highest ranked firm to develop a final and

mutually agreed-upon scope of services, using Exhibit B as a basis, and a

corresponding price for the services to be performed. If the District cannot reach an

agreement with the highest ranked firm, the District may initiate negotiations with the

next highest ranked firm.

5. Upon reaching agreement on the scope and total not-to-exceed price for the project,

the District’s Project Manager will make a recommendation to award to the District’s

Consultant Review Committee (CRC) for review.

6. Upon approval by CRC, District Staff will report to the Board of Trustees and make a

recommendation to enter an agreement based on the outcome of the negotiations.


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The selected Consultant cannot commence work on any aspects of the project prior to

Board approval and subsequent execution of the District’s standard Agreement.

END OF RFP

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