Loading...
HomeMy WebLinkAboutRFP 8741 HMI Software SystemRFP 8741 SCADA HMI Software Scope of Work Purpose The City of Denton, TX is interested in soliciting proposals for qualifled software suppliers who can demonstrate that they possess the organizational, functional, and technical capabilities to provide SCADA HMI software that meets the City of Denton Water Utility’s needs. Background The City of Denton operates two water treatment facilities, Lake Lewisville Water Treatment Facility and Lake Ray Roberts Water Treatment Facility, and two wastewater reclamation facilities, Pecan Creek Water Reclamation Facility and Robson Ranch Water Reclamation Facility. Each facility utilizes a SCADA System to facilitate monitoring and control of the treatment processes. The City plans to upgrade the current HMI components of these SCADA Systems and to standardize on a single HMI software platform at all facilities. Figure 1 represents the overall SCADA System Architecture to be implemented in conjunction with the HMI Software Replacement project. Note that the license counts are provided in Attachment C. FIGURE 1 Scope of Work The proposer selected in response to this RFP shall provide the software licenses and professional services necessary to successfully implement the City’s new HMI architecture. The conflguration of the selected HMI software and all HMI programming services will be provided by others. In conjunction with provision of the new HMI software, the software supplier shall provide HMI Software Fundamentals training for flve (5) City staff and HMI Software Administrator training for four (4) City staff. Final terms of the software training will be flnalized with the selected supplier. The software supplier shall also provide flve years of software support with an option for flve additional years. Speciflc terms of the software support agreement will be flnalized with the selected supplier. All of Proposer’s personnel providing goods and services under the resulting contract shall possess the necessary skills, experience, and knowledge, to perform their assigned duties. In the event assigned personnel are providing non-conforming or unsuitable services, the City shall notify the vendor and provide the opportunity to rectify the deflciency. If unable to cure the nonconforming services, the vendor shall remove from the project and replace the vendor personnel that the City deems unsuitable for the project with a resource possessing the necessary skills, experience, and knowledge, to perform their assigned duties in a satisfactory manner. The City shall be entitled to any and all upgraded versions of the software covered in the contract that becomes available from the selected proposer. Such upgrades shall be provided at no cost to the City so long as a valid maintenance and support agreement, or if applicable software as a service licensing agreement, is in place. HMI Software Requirements The HMI Software Requirements contained in Attachment B – HMI Software Requirements contain the detailed functionality the City requires in a future systems environment, as well as general and technical system requirements. HMI Software Pricing A pricing worksheet has been provided in Attachment C – Pricing Worksheet. The items listed on this worksheet represent the anticipated types and number of licenses and services required to meet the City’s requirements. Final pricing will be negotiated with the selected supplier. This solicitation is not a bid process nor will it follow a lowest-priced responsive Proposal process, but will be based on best value Proposal(s) utilizing the Evaluation Criteria listed in the RFP. Evaluation Procedures The following subsection outlines the intended proposal evaluation process the City has identifled. The City reserves the right to deviate from this process at its own discretion, and to (i) negotiate any and all elements of the RFP, (ii) amend, modify, or withdraw the RFP, (iii) revise any requirements under the RFP, (iv) require supplemental statements of information from any Proposer, (v) extend the deadline for submission of Proposals, (vi) cancel, in whole or part, this RFP if the City deems it is in its best interest to do so, (vii) request additional information or clariflcation of information provided in any Proposal without changing the terms of the RFP. The City may exercise the foregoing rights at any time without notice and without liability to any Proposer, or any other party, for expenses incurred in the preparation of responses hereto or otherwise. The City reserves the right to reject any or all Proposals or parts of Proposals, to accept part or all of Proposals on the basis of considerations other than lowest cost, and to create a Project of lesser or greater expense than described in this RFP or the Proposer’s reply, based on the component prices submitted. The City reserves the right to cancel this solicitation or to change its scope if it is considered to be in the best interest of the City. Development of Vendor Shortlist • Vendor Shortlist: The City Evaluation Committee will initially review and evaluate each Proposal received to determine the Proposer’s ability to meet the requirements of the City. The evaluation criteria described below will be the basis for evaluation. The Evaluation Committee will determine the Proposers best suited to meet the needs of the City based on the scoring of the evaluation criteria. These Vendors will form the Vendor Shortlist. • Reference Checks: The City may employ a process of contacting references provided through proposals. This process may include teleconference meetings, web conferences, and in-person meetings with references. The City reserves the right to conduct reference checks at any point in the evaluation process. Clarification and Discussion of Proposals The City may request clariflcations and conduct discussions with any Proposers that submits a Proposal, including requesting additional information. The City reserves the right to select the Proposal or Proposals that it believes is the most responsive as determined by the City Evaluation Committee, which will best serve the City business and operational requirements, considering the evaluation criteria set forth below. Proposers shall be available for a system demonstration to City staff . Failure of a Proposer to respond to such a request for additional information, clariflcation, or system demonstrations may result in rejection of the Proposal. The initial evaluation may be adjusted because of a clariflcation under this section. The City reserves the right to waive irregularities in the Proposal content or to request supplemental information from Proposers. Evaluation Criteria As described in the preceding Evaluation process sub-section, the City intends to follow an iterative approach to scoring based on key evaluation activities. The City hereby reserves the right to evaluate, at its sole discretion, the extent to which each Proposal received compares to the stated criteria. Vendor proposals shall be evaluated in accordance with the following criteria, subject to variation at the sole discretion of the City: Shortlist Identification Criteria TABLE 1 Criteria Description Points Technical Alignment of the proposed software to the City’s HMI Software Requirements (Attachment B). 40 Reference Feedback and Comparable References This criterion considers the feedback received from references related to the vendor’s performance in the implementation including meeting project objectives and timelines, as well as the knowledge, skills, and experience of implementation staff; capabilities of the software; and ongoing vendor performance with support and maintenance. Additionally considers the relevance of references related to organization size and location, structure of the organization, entity type (e.g., City/town/village), comparable scope, similar software version. 20 Support and Training This criterion considers how well the terms of the software support options provided by the vendor along with the training options available meet the City’s requirements. 20 Cost This criterion considers, as applicable, the price of the software licensing, services, and terms of any offered ongoing maintenance and support (including applicable service level agreements) proposed in response to the information solicited by this RFP (Attachment C). 20 Evaluation of Shortlisted Vendors All shortlisted candidates will start the demonstration process with a score of zero (0). Scores from the written proposal evaluation will not be carried forward to the demonstration process. • Vendor Demonstrations: The City, at its sole discretion, reserves the right to have system demonstrations with those Proposers on the Vendor Shortlist, or any other Vendor. Demonstrations will be conducted at City offices. Demonstrations will involve a scripted demonstration. The schedule, scripts, and demonstration requirements will be provided with the invitation to participate in demonstrations, along with a brief memorandum containing information on the format of the demonstrations, logistics, and demonstration room conflguration. Vendors that are invited to participate in demonstrations are advised that the provided scripts must be strictly adhered to while presenting. Optional modules or functionality shall not be presented if they fall outside the scope of requested functionality or that functionality which has been proposed by the Proposers. The proposed version of the software must be shown and must not include any software that is under development or in beta testing. Evaluation Committee members will view the demonstrations, and additional City staff may also be in attendance to observe and provide informal feedback. The City may elect, at its sole option, not to conduct discussions or demonstrations with Proposers. • Site Visits: The City, at its sole discretion, reserves the right to conduct visits to locations that are using the proposed HMI software. Each short-listed supplier will be asked to provide contact information for one or more water/wastewater facilities to consider for a site visit. Facilities in Texas, especially those in the DFW metroplex, are preferred. • Best and Final Offer and Request for Clarification: A Best-and-Final-Offer (BAFO) process may be initiated if it is determined to be in the best interest of the City. Such process may be initiated following the identiflcation of the Vendor Shortlist or at any other evaluation process step. Additional processes of scope and cost clariflcation may be employed as part of the evaluation process if it is deemed to be in the City’s best interest. TABLE 2 Criteria Description Points Functionality Demonstrated This criterion considers new information learned through vendor demonstrations including but not limited to the demonstrated user interface and the alignment of demonstrated functionality with preferred business processes. 45 Client Satisfaction This criterion considers new information learned through site visits. 45 Cost This criterion considers the revised pricing information resulting from the BAFO provided at the conclusion of software demonstrations and site visits. 10 Instructions for Respondents (Required Response Documents) Each RFP response must be concise. Pertinent supplemental information should be referenced and included as appendices. All proposals are encouraged to be tabbed or otherwise organized to comply with the following sections: • Hard Copy Proposals: Respondents may submit one (1) version of the Technical Proposal and one (1) version of the Price Proposal with tab separators or otherwise under separate cover, clearly marked “Original.” Technical Proposals shall not include extraneous marketing materials. Hard copy submissions shall include a USB fiash drive with all submittal documents. • Email Proposals: No emails will be accepted for proposal submission. • Electronic Proposals and File Formats and Naming: Electronic submission of proposals via the City’s IonWave web portal will be accepted. Proposers shall submit one (1) electronic version of the Technical Proposal and one (1) electronic version of the Price Proposal. The following table provides the required flle formats and naming conventions for the electronic media flles. TABLE 3 Proposal Section Recommended File Naming Convention Required File Format Technical Proposal (Inclusive of Sections 1 & 2, and any Exhibits/Attachments) “(Proposer Name)” Technical Proposal All flles combined into one (1) searchable PDF Section Attachment B – HMI Software Requirements “(Proposer Name)” Proposal Response to Attachment B To be submitted in Microsoft Excel format, in addition to above PDF format Price Proposal Attachment C – Cost Worksheet “(Proposer Name)” Proposal Response to Attachment C To be submitted in Microsoft Excel format Technical Proposal Organization Guidelines Proposers are instructed to insert the completed Tab forms in the corresponding Tab sections as a part of their response to the Technical Proposal. The City expects that Proposers will include additional proposal content beyond simply completing the forms and worksheets provided through this RFP. The following table contains the organization guidelines for Proposal responses. TABLE 4 Proposal Tab No. Technical Proposal Section Tab 1 Company Overview Tab 2 Project References Tab 3 Software Support Agreements Tab 4 User Training Tab 5 Compliance to HMI Software Requirements Tab 6 Pricing Information (separate document) Content for Tabs 1 – 6 1. Section 1 - Proposal Response Requirements (Tabs 1 – 4) Proposal Response Requirements is a Word document that provides detailed instructions and requirements for the Proposer as it relates to the documents to be submitted as their RFP response for the Project. Proposers are instructed to organize Proposals in a tabbed format and to insert the required information in the corresponding Tabs as a part of their response to the Proposal. 2. Section 2 - HMI Software Requirements (Tab 5) HMI Software Requirements is an Excel document that provides detailed requirements and capabilities related to software features and functions. This tab is to include Proposer’s response to each of the requirements identifled by the City (Attachment B – HMI Software Requirements). Proposers are to provide Section 2 in both Excel and PDF format. 3. Section 3 - Pricing Information (Tab 6) The completed Pricing Information Worksheet as contained in Attachment C – Pricing Information Worksheet. Proposers shall not modify the worksheets in any way. Proposal Supplements Any Proposer-submitted materials or documentation not speciflcally requested through this RFP may be included as Supplements to the Proposal. The following table provides the required flle formats and naming conventions for the electronic media flles. TABLE 5 Proposal Section Recommended File Naming Convention Required File Format Technical Proposal Section 1 including any Exhibits/Attachments “(Proposer Name)” Technical Proposal All flles combined into one (1) searchable PDF Section 2 “(Proposer Name)” Proposal Response to Attachment B To be submitted in Microsoft Excel format, in addition to above PDF format Price Proposal Section 3 “(Proposer Name)” Proposal Response to Attachment C To be submitted in Microsoft Excel format Attachment A Proposal Response Requirements Section 1 Company Overview – Provide an overview of the software vendor’s company. Describe corporate management, office locations, products offered, and industries served. Provide any additional information that may illustrate the company’s ability to meet the City of Denton’s requirements. Project References – Provide information for up to flve (5) clients at which the proposed software is being used. The clients must be public-sector water/wastewater facilities with a treatment capacity of 20 to 50 MGD. Provide the name and location of the facility, a description of the software installed including installation date, name of contact including email address and telephone number. Software Support Agreements – Provide information about the software support agreements offered for the proposed HMI software. Provide the terms and conditions for each type of agreement. Indicate guaranteed response times for each agreement along with any restrictions or limitations. Clearly identify which support agreement is being proposed, the cost of which is listed on the Pricing Information Spreadsheet. User Training – Provide information about all standard training courses offered for the proposed HMI software. For each course, describe content and duration. Identify the presentation formats available, including self-paced (online), instructor-led (online), instructor-led (software supplier location), instructor-led (Denton facility). Clearly indicate which training courses are being proposed, the cost of which are listed on the Pricing Information Spreadsheet. Section 2 Compliance to HMI Software Requirements – Provide a response to each functional requirement listed in Attachment B. Indicate whether the proposed HMI base software (1) fully supports the requirement, (2) provides a functional alternative to the requirement, (3) partially supports the requirement, (4) supports the requirement using add-on software, or (5) does not support the requirement. More information is provided in Attachment B. Attachment B HMI Software Requirements The City of Denton Evaluation Committee developed a list of functional requirements for the new HMI Software. The complete list includes 125 requirements. Each proposer must review the functional requirements and indicate the extent that the proposed software meets that requirement. TABLE B-1 Response Instruction Additional Information Fully Supported by Base Software The proposed software product fully supports the requirement using base software. Place an X in column D of the table None Functional Alternative The proposed software product does not fully support the requirement in the manner stated using base software, but the supplier believes that the base software provides an alternative that is functionally equivalent. Place an X in column E of the table Provide a brief explanation of the alternative in column F. Attach additional pages if necessary. Partially Supported by Base Software The proposed software product only partially supports the requirement using base software. Place an X in column G of the table Provide a brief explanation of the missing features/functions in column H. Attach additional pages if necessary. Supported by Add-On Software The proposed software product cannot fully meet the requirement using base software, but an add-on software module is available that will meet the requirement. Place an X in column I of the table Provide a brief description of the add-on software module in column J. Attach additional pages if necessary. Not Supported The proposed software does not meet the requirement. Place an X in column K of the table None Attachment C Pricing Information Attachment C – Cost Worksheet lists the number of types of software licenses along with communication drivers and interfaces anticipated to be required to meet the City of Denton’s future HMI Software architecture. Due to the differences in license types and functionality among HMI Software products, it is understood that flnal pricing will be negotiated with the selected supplier. The Cost Worksheet also includes the pricing for the specifled training courses and annual support agreement. The costs for any additional software licenses or costs that the proposer feels is required to meet the City of Denton’s requirements may be entered in the blank lines at the bottom of the spreadsheet.