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© 2017 Northeast Ohio Regional Sewer District Page 1 of 24
SSA-3 RFP-1266
3/03/2017 9:17 AM
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
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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.
© 2017 Northeast Ohio Regional Sewer District Page 3 of 24
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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
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).
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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
© 2017 Northeast Ohio Regional Sewer District Page 7 of 24
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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.
© 2017 Northeast Ohio Regional Sewer District Page 8 of 24
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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.
© 2017 Northeast Ohio Regional Sewer District Page 11 of 24
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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
Office Mgr. – 25%
Contact: Ellen Ott,
345.678.9123 or
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.