REQUEST FOR PROPOSAL. EASTERLY WASTEWATER TREATMENT FACILITY Human Machine Interface Deployment Services HMI-2 WBS NO 1274.

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1 REQUEST FOR PROPOSAL EASTERLY WASTEWATER TREATMENT FACILITY Human Machine Interface Deployment Services HMI-2 WBS NO 1274 September 2011 This Request for Proposal (RFP) is being sent to interested engineering firms for undertaking the duties of the HMI INTERFACE DEPLOYMENT, HMI-2. Proposals for providing these services will be received until the close of business (4:30 P.M.) on October 27, Proposals shall be no more than 60 printed pages and the font size shall be equivalent to Times New Roman 12 pt or larger (See Section 3.0). Proposals are to be delivered to: Julius Ciaccia, Executive Director Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH Attn: Kellie Rotunno, Director of Engineering and Construction, Contract HMI-2 Late submittals will not be considered. A mandatory pre-proposal meeting (for proposers that will submit as a prime) will be held at 1 P.M. on October 6, 2011 at the Environmental Maintenance Services Center (EMSC), 4747 E. 49 th, Cuyahoga Heights, Ohio. Questions regarding this RFP shall be directed to Mr. Scott Sander at the pre-proposal meeting or at other times by calling (216) , ext or at SanderS@neorsd.org. No questions will be answered after October 20, The RFP is organized as follows: SECTION 1.0 SECTION 2.0 SECTION 3.0 SECTION 4.0 SECTION 5.0 SECTION 6.0 INTRODUCTION SCOPE OF SERVICES PROPOSAL CONTENT AND FORMAT PROJECT SCHEDULE EVALUATION AND SELECTION PROCESS SUBMISSION OF PROPOSALS

2 HMI-2 PROJECT, Human-Machine Interface Deployment Services, RFP list of Attachments The following attachments are included in this RFP. Attachment A Attachment B Attachment C Attachment D Attachment E Attachment F Attachment G Attachment H Attachment I Project Invoice Standards Project Data Standards & Requirements NEORSD MBE/WBE Policy District Equal Employment Opportunity Form Task and Hour Summary Form NEORSD Cost Summary Form NEORSD Non-Disclosure Agreement Owner/Consultant Professional Services Agreement NEORSD Declaration Regarding Material Assistance/No Assistance to a Terrorist Organization HMI-2 PROJECT, Human-Machine Interface Deployment Services, RFP list of Exhibits The following exhibits are included in this RFP, and available at the pre-proposal meeting. Exhibit A Exhibit B Exhibit C Exhibit D NEORSD Automation - Standards and Conventions Manual List of PanelView OIT locations and model numbers List of existing PLC I/O and point tags NEORSD Standard Object Programming Library Page 2 of 24

3 1.0 INTRODUCTION 1.1 PROJECT OVERVIEW The Northeast Ohio Regional Sewer District (the District) is seeking the services of a Control System Consultant/System Integrator team to perform a control system upgrade at the District s Easterly Wastewater Treatment Plant. Proposals will be accepted from qualified teams that include consulting and system integration capabilities. The District has procured Wonderware System Platform 3 Human-Machine Interface Software, and has proceeded to deploy it at the Westerly Wastewater Treatment Facility and the Southerly Wastewater Treatment Center, including the Southerly Renewable Energy Facility Project (REF). There is an existing GE Cimplicity HMI in place at all four facilities, being phased out as the Wonderware deployment is phased in. The District has contracted with a group of consultants (PSIM-28) to assist with the Southerly REF project and perform the HMI deployment in much of the Southerly facility. One of the tasks of this project was to develop a set of base PLC, PanelView OIT, and Wonderware HMI objects that must be used District-wide. Deployment and object development at the Westerly facility is ongoing by in-house personnel. There is a single District-wide galaxy model to which the new Easterly Wonderware deployment must conform. It is the goal of the District to achieve a fully automated control system across all facilities. The work of this project is to integrate the Easterly facility with the Wonderware System Platform 3 HMI software currently being implemented at Westerly and Southerly. In general, the District wants to: Upgrade its facility HMI (Human-Machine Interface) systems from Cimplicity to Wonderware. Implement a system that facilitates automatic control of its operations. Create a system that seamlessly integrates across facilities sharing a common look and feel. Construct a sustainable system that is routinely and effectively used by operations, maintenance, technical and management staff to achieve District goals. Increase the quality and availability of data for reporting, analysis, troubleshooting, and predictive maintenance systems. Document as-built PLC I/O and instrument settings Upgrade the Operator Interface Terminal (OIT) hardware and programming to support bumpless operation between HMI and OIT. Hardware provision is not in the RFP scope. This project is specifically focused on the Easterly Wastewater Treatment Plant. The intent of this project is to completely upgrade the HMI system at the plant as noted above and in section 2. Page 3 of 24

4 1.2 PROJECT PERFORMANCE REQUIREMENTS The following information summarizes the project performance requirements on which the Proposers can base their proposed technical approach. The District will be evaluating each Proposer team on their approach to the project and in addition, the District will also consider alternative creative approaches that provide value to the District for this project. For the purpose of this RFP, the "Project" will be the services as described below Coordination with other District Facility HMI Work The Wonderware System Platform 3.x software and Thin Client hardware to be used in this project has been procured by the District. The work of this proposal is to be thoroughly coordinated with the ongoing efforts at the Westerly and Southerly facilities. Coordination includes the use and advancement of the District-wide Wonderware Galaxy, Wonderware, OIT and PLC objects, template libraries, Automation Standards, and other related developments System Integration Responsibilities It is important to maintain clear lines of responsibility for implementation of the HMI-2 (Human-Machine Interface Deployment Services) work. This project s effort includes coordination and execution of the following at Easterly: Field instrumentation, device, and PLC I/O mapping and verification ISA instrument sheet documentation (for instruments connected to PLCs) Analog input scaling and calibration, and I/O wiring investigation as required for I/O mapping (note: shall be proposed as a separate subtask) Process flow documentation necessary to implement the PLC / OIT / HMI work and provide training Point / Tag definition in accordance with standards, and cross-referencing the new tags to existing Cimplicity point tags PLC and OIT programming to upgrade all facility OITs to Ethernet-based communication (eliminating DH) and provide bumpless control mode and setpoint transition Development of objects to District standards as required to implement facility equipment monitoring and control Development and re-use of existing program, screen, and control method review procedures, facility acceptance test procedures, and checkout and sign-off procedures Coordination with facility Operations and Maintenance staff for panel-bypanel scheduled phase-over, start-up, review, acceptance test, and checkout Page 4 of 24

5 Wonderware PLC connection configuration, including data integration server tag table setup for PLC-5 and SLC-5/05 PLCs. Wonderware system platform 3 server loading, configuration, and deployment for VMware virtual machines, Server 2008, Wonderware Data Integration / Application Object servers, Thin Client terminal servers, Wonderware historian, and deployment of thin clients Wonderware object and faceplate configuration Screen development including navigation and base trend screens Reporting system data push script / table preparation to Oracle database Commissioning of entire facility Wonderware HMI system Training for operations, maintenance, and management personnel on the PLC, OIT, and HMI systems configured, installed, programmed, or otherwise affected by this project Role of the HMI-2 Contractor (HMI-2) In general, the HMI-2 contractor s roles for the Easterly HMI work shall be: Integration: Perform integration to completely upgrade the existing and known near-future Easterly automation system to the Wonderware System Platform 3 HMI, including documentation, PLC and OIT integration with HMI, loop checks, startup and testing, data logging, and data transfer from automation systems Project Management: Coordinate automation integration with facility personnel and efforts, lead reviews and maintain communications with project management and facility management, present project plan, updates and progress, and facilitate and coordinate all system integration work. Provide guidance and coordination for additions to the plant automation system, and maintain District standards throughout project. Technical Documentation and Support: document PLC I/O, instrument parameters, Devicenet parameters, start-up support, and document final system architecture, configuration, and settings. Provide preprogramming workshops with District personnel, technical support during deployment, and operator training on the HMI and OIT systems configured and deployed as part of this project Available Information If the prospective proposers wish to examine any reasonably available documents not already provided as an Attachment or an Exhibit to this RFP, they will be made available at the District s Administrative Office for examination upon Page 5 of 24

6 request. To schedule an appointment to examine relevant District documents, contact Mr. Scott Sander by calling (216) , ext or at Page 6 of 24

7 2.0 SCOPE OF SERVICES The scope of work for the Easterly HMI-2 Human-Machine Interface Deployment Services Project shall consist of, but not be limited to, the tasks as outlined below. The tasks as described are the preferred means and methods of the District. The Proposer shall base its proposal on the described tasks. Most services will require presence at the facility. The Owner will provide access to some server room space and other office space. The HMI-2 contractor shall expect to provide on-site trailer office space and all necessary network connections if more than 4 persons will be continuously at the facility. CONSULTANT S RESPONSIBILITIES: The selected consultant shall provide a full complement of professional engineering services that will provide implementation of control system software and hardware configuration for the Easterly Human-Machine Interface Deployment Services, Contract HMI-2. The Consultant shall work with Engineering & Construction Department and Operation & Maintenance Department personnel who will indicate system needs to achieve 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, the HMI-2 Consultant shall be responsible to oversee the implementation of a complete and workable HMI system in accordance with the requirements of the scope of work. The Consultant shall become familiar with the District s requirements and design standards and the automation standards included in this RFP as Exhibit A. This would include understanding the requirements identified to meet the performance and operational objectives of this essential control facility. For the purposes of proposing and presenting on the basic services identified in Section 2.1 below, the Consultant shall consider the Project identified throughout this RFP. 2.1 SCOPE OF SERVICES FOR HMI-2 The scope of work for the Easterly HMI-2 Human-Machine Interface Deployment Services Project shall include the following tasks Project Management Plan Within 30 days of the Notice-to-Proceed the Consultant shall provide a detailed Project Management Plan that will be employed by the Contractor throughout the Project that includes critical processes and management activities that ensure compliance with the project schedule, risk and budget requirements. Included in the Management Plan will be: Team integration organize a project management team consisting of the HMI-2 Contractor, District facility and automation group staff, PMO representative and others identified, and discuss the project management Page 7 of 24

8 team responsibilities, assigning of activities, and integration of the programming team to meet project objectives and program standards. Budget and schedule management include description of task tracking activities and critical path earned value scheduling format and systems for the integration described in the HMI-2 Project. This includes the identification of the scheduling system consistent with the program work breakdown structure. Progress reporting - include project management instructions for measuring performance and reporting completion status including a look back, look forward and critical issue resolutions. QA/QC description of the project quality assurance and quality control systems that will be used by the Contractor for managing quality related problems and/or owner reviews of proposed deliverables and submittal documents. Business Opportunity Program plan include the process description for analyzing subcontracting work opportunities for minority and womenowned businesses and supporting calculations once the project elements are defined to a point where these work activities can be defined. Risk management include a description of the consultants risk management plan considering all project related risks and mitigation measures to alleviate those risks. This shall include confirmation that Consultant understands program management risk register requirements and method for developing and maintaining this register as a main program support tool Project Kick-Off Meeting Within 30 days of the Notice-to-Proceed the Consultant shall schedule a project kick-off meeting with all relevant stakeholders. This shall include appropriate NEORSD management, automation and facility staff. Consultant shall provide agenda, facilitate meeting, and record and distribute meeting minutes Preliminary Program Schedule The Consultant must provide a critical path schedule that meets the milestone requirements described in Section 4.0 of this RFP Coordination and Progress Meetings The Consultant shall conduct additional System Integration Review Meetings as necessary to maintain overall programming coordination and to receive and Page 8 of 24

9 review comments regarding the system integration. These meetings shall incorporate appropriate District staff and members of the programming team and include identification of work last period, work to be completed next period, critical action item status, and responsible parties to complete actions. Identification of budget or schedule problems shall be identified and corrective actions noted. The Consultant shall provide a summary of the meeting and meeting minutes that the Consultant shall issue to all participants. The HMI-2 contractor and key staff representing the various areas of discussion shall be in attendance for the review. The Consultant s QA/QC review staff shall be available by phone to answer any questions regarding their review Task Coordination Coordination of the project work implementation between all entities, including the consultant/integrator team, District project manager, facility management, automation personnel, PMO representatives, and construction contractors impacting the project work is required. This task shall include, but not be limited to, the following: Coordinate with District regarding transition and upgrade of system HMI from GE Cimplicity to Invensys Wonderware System Platform 3 Coordinate with facility personnel for instrument and equipment documentation, and equipment operation during checkout, including shutdown notices or other agreed upon notification. Consultant personnel generally shall not operate or engage facility equipment. Coordinate as required with construction contracts, including inviting representatives from construction contracts to progress meetings as directed or required by the District Develop a Maintenance of Plant Operations (MOPO) plan prior to beginning the Cimplicity to Wonderware conversion process. The goal is to have a plan in place that defines the approach to conversion, the sequence related to specific process equipment and areas, parallel operation, minimization of process interruption and unavailability of equipment and processes, and a recovery framework that would allow the District to return to existing operations should an unforeseen condition arise Document final system architecture configuration and settings Determine overall business and technical requirements for HMI system and integrate with District business process model and data requirements Page 9 of 24

10 Track and manage budget and schedule compliance for work implemented under this contract Automation System documentation Documentation of existing PLC I/O, instrument calibration and scaling, and other field work is required. Document and prepare spreadsheets, ISA sheets, and other data forms required to present and use field data for programming, checkout and related work necessary to implement the PLC, OIT, and HMI upgrades in this project: Field instrumentation, device, and PLC I/O mapping and verification for devices connected to PLCs ISA instrument sheet documentation Analog input scaling and calibration, and wiring investigation required for I/O mapping (note: shall be proposed as an allowance or separable effort) Process flow documentation Point / Tag definition in accordance with standards and cross-referencing to existing point tags Preparation of I/O spreadsheets, point checkout procedures and other documentation required for the project s work QA/QC procedures necessary for the I/O documentation and other fieldrelated work and checkout HMI Configuration and Programming Configure and program HMI servers, set up thin client workstation/terminals, establish network connections, program PLCs, perform PanelView upgrades and perform all related work necessary to configure and integrate the equipment listed below: Alter PLC programs as required to support bumpless setpoint transition between the incumbent Cimplicity HMI, the Wonderware HMI, and PanelView OIT control. Qty 17 - PLC5, 4 - SLC5/05, 1 Micrologix, and 2 Control Logix PLCs. Use standard District objects, and add or augment objects as necessary for differing process equipment, including equipment Page 10 of 24

11 such as: Southerly Force Main Pumps, Easterly Interceptor isolation gates, Detritus tanks, and more. Update or entirely program new or existing PanelViews to PanelView Plus 6 with Ethernet connectivity. Programming is to facilitate parallel HMI communications, including bumpless/modeless transfer between HMI and OIT controls using standard object from District libraries for PanelView Plus models. Incorporate login capability, I/O diagnostics for Control Logix I/O, and Devicenet diagnostics on the PanelView OITs. Use standard District objects, and add or augment objects as necessary for differing process equipment, including equipment such as: Southerly Force Main Pumps, Easterly Interceptor isolation gates, Detritus tanks, and more. o Program qty 4 new PanelView 1250 Plus 6 (areas are Southerly Pumps, Headworks, Degrit/Rag area, and Effluent Pump Station) o Upgrade and program one PanelView 1000 to a 1250 Plus 6 (Return Sludge) o Update programming on qty 3 existing PanelView 1250 Plus (Primary treatment, Wet Weather, and the Effluent Sample Station) o Update programming on qty 14 PanelView 550, 600, and C600 PanelViews (Blowers, Return Sludge galleries, Bisulfite Pumps) to PanelView 700 Plus 6. o Should the facility be unable to upgrade some PanelView hardware, an allowance item for the effort to revise existing RIO / DH connected PanelView programs to implement bumpless mode transfer with RIO messaging shall be included. Qty 2 Wonderware Data Integration / Application Object Servers (DA Servers) with redundant load-sharing and failover, including back door network connection for synchronization and signaling. PLC register to Wonderware tag conversion is to be implemented in the data integration server user-defined attributes table. Augment district object library as necessary for differing process equipment. Qty 2 Thin Client Servers with Windows Remote Desktop Services and ACP ThinManager 4 Qty 2 Windows domain controllers - upgrade from existing server 2003 to Server 2008 and add Remote Desktop / terminal services licensing services and District-supplied Client Access Licenses (CALs) Page 11 of 24

12 Qty 1 Wonderware historian (5K points). Data transfer script and data table configuration is also required to push Wonderware historical data to an Oracle database residing in a server on the Owner s businessautomation DMZ network. Alarm and Event database configuration and data transfer mapping is also required. Note that all servers are VMware 4 managed virtual machine sessions on two physical servers in two physical locations. Server operating system is to be Windows Server 2008 SP2 or 2008 R2. Qty 16 thin clients are to be deployed in this project, initially in parallel with existing Cimplicity HMI workstations in some locations, and ultimately replacing the Cimplicity workstations. Galaxy tree additions and related galaxy configuration is required. The galaxy server is not on-site; it is at the Southerly WWTC. A test galaxy may be used for development, but all deployment shall be to the production galaxy. The existing HMI point quantity is approximately 7500 points. Note that due to attributes being carried from the PLC, the Wonderware tag count may be up to 11 tags per existing analog input, and up to 3 per existing digital I/O. Approximately 120 HMI screens with content are in use and are to be incorporated into the Wonderware system, and over twice that number of trend screens. However, due to tag picker trend implementation, only a small percentage of the trend screens (base trends) are required. Screens are to be built to be able to be compared to existing Cimplicity HMI screens following per-unit process operation and other flow. Screen navigation using menu bar and drop-down menus as well as screen-based links are required, using standard screen objects Existing Control System Standards and Conventions The NEORSD Automation - Standards and Conventions Manual is included in this RFP as Exhibit A. The PSIM and others have built PLC AOI and UDT objects, OIT symbols, and Wonderware UDA and faceplate objects and trend screen objects which are to be used and augmented as noted throughout this RFP for the HMI and OIT conversion work. Note that the Standards may be altered and improved during the course of the HMI-2 project. Page 12 of 24

13 2.1.9 Project Management Project management is a critical activity to be included within the execution of all tasks identified above. In order 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: Monthly Project Summary Report The Consultant s Project Manager shall submit a monthly progress report which shall clearly delineate the current status of the system integration portion of the project, what has been accomplished to date, what work is remaining and the planned programming activities for the next month. Prior to submittal of the report, the QA/QC team shall review and provide comments as required per the approved Project Management Plan. The report shall be referenced against the ongoing project schedule and budget and shall identify any added risks to the project that might have developed since the last report. Monthly progress reports shall include financial reporting information that the District can review and recommend approval or rejection of progress payments. The Consultant s project manager shall prepare a monthly project summary detailing the following items (items that are required as part of the standard invoice need not be duplicated for the monthly reports): 1. A listing of work performed during the month and a listing of anticipated work during the next two months. Information shall be broken down by Tasks and Subtasks as appropriate. 2. Consultant person-hours utilized to date, along with total personhours allocated. This shall be done for each Task and Subtask. 3. Sub-consultants, including Business Opportunity Program personhours utilized to date, with total person-hours allocated for each Task and Subtask. (The person-hours shall be broken out separately for each of the Sub-consultants) 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. 5. The percentage of Direct Labor on which local taxes have been paid to member communities. Page 13 of 24

14 6. Sub-Consultants, including Business Opportunity Program fees expended to date, along with the negotiated amounts for each of the subs, and current balances, by Task and Subtask. 7. An updated, cost-loaded CPM schedule in Primavera P6 format. 8. Cash flow projections; baseline, actual and updated projection, including Business Opportunity cash flow. Invoices for the period covered in the report, will not be paid until the monthly report is delivered to and approved by the District. The monthly reports shall be delivered to the District on or before the 21st day of the following month. The consultant may be required to submit separate monthly reports for individual tasks as determined by the District. Invoices for the period covered in the report will not be paid until the monthly report is delivered to and approved by the District. The Consultant shall submit a status report template prior to the first meeting for review and approval by the District for use during project execution. The Consultant shall be responsible for maintaining the list of actionable items, issue and risk logs and the like Project Meetings The Consultant s Project Manager shall meet, in person, with select District personnel weekly to review the progress of this project and to discuss any outstanding issues and potential problems. It is also recommended that the Consultant s and the District s Project Manager hold telephone discussions on a weekly basis 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 calendar month (or a four-week time period) and shall be submitted to the District within six weeks after the end of each billing cycle. 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. Page 14 of 24

15 Additional Services In the event that work is not progressing in a manner which is satisfactory to the District, monthly progress payments may be reduced. The recommended Project Management hours shall be included in each of the specific tasks previously mentioned. The District may require additional services from the Consultant for items not specifically included in the aforementioned Tasks. These services may consist of, but not be limited to, additional programming services. It is the District s intent to include an allowance in an amount to be determined at the time of contract negotiations for Additional Services. The funds contained within this task will only be used with the written authorization of the Director of Engineering and Construction. The District will negotiate the actual scope of work and cost requirements for the additional work with the Consultants, on an as required basis. 2.2 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 programs utilized during this project that are not already licensed by the District shall be made available to the District at no additional cost. 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, electronic files, etc.) generated shall be the property of the District and shall be turned over to the District upon completion or as directed. 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. Page 15 of 24

16 3.0 PROPOSAL CONTENT AND FORMAT Each Proposer shall submit one original and seven (7) copies of the qualifications and technical proposal. All material submitted shall have a font size equivalent to Times New Roman 12 pt or larger, and proposals shall be printed on double-sided recycled paper. Proposals shall be no more than 60 printed pages. The page count includes all submitted information including detailed project team résumés. An 11 x17 page shall count as two pages. The following information shall be included in the technical proposal: 3.1 EXECUTIVE SUMMARY 3.2 QUALIFICATIONS Because of the critical nature of the work described within this Request for Proposals, the District shall obtain services from highly experienced and qualified firms. Required qualifications of the firm or team include: A demonstrated record of prompt positive response to field failures. A record of prompt deliveries in accordance with contract obligations required for previous projects Demonstrated experience record of successful installations for a minimum of three years. Shall be a Rockwell Automation listed and certified Solution Provider for all Rockwell and Rockwell partner equipment and software required. Secondary preference shall be given to Rockwell listed System Integrators. Versed in the ContolLogix and CompactLogix hardware as well as PLC-5 and SLC 5/05. The HMI-2 shall be versed in the use of RS Logix Familiar with RSNetWorx for Ethernet and Devicenet configuration. Knowledgeable in the use of Factory Talk Asset Centre. Shall have used either Factory Talk View (preferred) or RSView32 for PanelView configuration. Shall be a Wonderware solution provider. Individuals to be proposed for the Work shall have Wonderware System Platform 3 certification. Shall have ACP Thin Manager 4 deployment experience. ISO 9001 certification. If System Integrator does not have this certification, then they shall demonstrate 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.. It is preferred that the 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 firms must be able to staff this project with qualified individuals who shall be committed to this work from inception through completion. Page 16 of 24

17 The Proposer shall describe the availability and the commitment of resources for this project. A discussion of the commitment and availability of key project personnel (proposed project manager and designated task leaders) shall also be included. The Proposer must honor their 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 then the firm must propose in writing a substitution. The District reserves the right to accept or reject any and all proposed substitutions. The Proposer must demonstrate within their statement of qualifications that they have staff available to assume the responsibilities of the proposed Project Manager, proposed key engineers and resident experts, proposed key programmers, and proposed financial administrator in the event that the proposed individuals become unavailable Project Team Qualifications The résumés and office location of the proposed project manager, lead team members, and their proposed time commitment to the project shall be supplied. The District reserves the right to approve the proposed project manager. Résumés of key staff members and/or subconsultants proposed to work on the project as well as the guaranteed back-up personnel shall be supplied. The roles proposed for each subconsultant as well as their qualifications in that area shall also be identified in the proposal. The individuals proposed by the Proposer for the management, programming, contract administration, and other professional services must meet all the requirements as outlined within this RFP or their submission shall be eliminated from consideration. The Proposer shall provide a list of projects where key staff have functioned in their proposed role. The information for these projects shall include, at a minimum, the following: project description, key staff role, client, client contact, construction cost, and year completed. This information shall be provided for the following key positions: Proposed Project Manager The Proposer s proposed project manager must be experienced in large multi-disciplined projects of the magnitude and complexity of the Easterly HMI-2 Upgrade Project. The Proposer s proposed project manager must have within the last five years managed a project that included HMI and PLC programming integration and oversight and covering a range of disciplines identified in Paragraph below. It is expected that the Proposer s proposed project manager would manage the team within its local Cleveland office and be available for frequent personal onsite interaction with the District project management team. Page 17 of 24

18 Proposed Key Team Members Project Experience The proposed key team members must be experienced in large multidisciplined projects of the magnitude and complexity of the Easterly HMI-2 Upgrade Project. The Proposer s proposed programming team members must also have within the last five years led tasks within their area of expertise covering a range of software programming similar to that required for this project. The Proposer s proposed field work team members must also have within the last five years led tasks within their area of expertise covering a range of field work similar to that required for this project. The following capabilities must be demonstrated in the Proposers response to the RFP: Instrumentation and control HMI software implementation PLC programming implementation PanelView OIT software implementation Networking The Proposer s proposed key experts must be very familiar with the Wonderware System Platform and Allen-Bradley ControlLogix, SLC5/05, and PLC-5 programming platforms and have utilized their experience with these vendor s products within the last five years a minimum of two projects with similar scope and nature to this project. The Consultant must meet all the requirements as outlined within this request for proposal or their submission shall be eliminated from consideration. The consultant must be experienced in system software integration. A statement of the Consultant's team qualifications must be included, with a description of three (3) of the most recent projects/programs/efforts that included similar scope of work for the Prime Proposer (and relevant subconsultant experience.). The following information shall be included for each project: 1. Project title 2. Firm name 3. Role of firm Page 18 of 24

19 4. Proposal team members involved 5. Facility description 6. Project description 7. Client name 8. Client contact (address, phone, ) 9. Year completed 10. Total fee ($) 11. Construction cost at time of completion ($) 3.3 TECHNICAL APPROACH The Consultant shall prepare a technical approach section with the proposal that covers the task descriptions for the Project discussed in Section 2 of this RFP. The technical approach shall be consistent with the detailed descriptions of the project scope presented in this RFP. 3.4 BUSINESS OPPPORTUNITY PROGRAM PARTICIPATION The Proposer shall provide a summary of the proposed percentage of Business Opportunity Program participation in the project. The District s goal for aggregate participation is 15% of the total contract amount. The proposal shall include a statement indicating: Portions of the project to be assigned to MBE/WBE businesses in a responsible role; Other portions of the project that will involve contribution by MBE/WBE firms Statement of the overall percentage of MBE/WBE involvement; and Principal contact information for each MBE and WBE firm. The MBE and WBE firms proposed as part of this project team shall be certified with the District at the time of proposal. Questions regarding the District s Business Opportunity program shall be addressed to Ms. Tiffany Jordan, the District s Contract Compliance Manager at (216) Ext A copy of the District s policy is included in Attachment C. 3.5 SCHEDULE The Proposer shall include a description of its critical path logic in delivering this project on time and within the budget identified in their respective proposals. The Proposer shall include a critical path schedule in the section and include the methodology for maintaining and updating the schedule as this project progresses. The schedule provided must comply with the schedule requirements described in Section 4.0 of this RFP. Page 19 of 24

20 3.6 TASK & HOURS Provide Task and Hour Summary Forms (Attachment E) completed for each Task and Subtask outlined in Section 2.0 of this RFP. An electronic file spreadsheet in Excel format of the Task and Hour Summary Forms accompanies the RFP for the Proposers to use in the proposal. Candidates shall break the project down by the top-level tasks identified in the Scope of Work. The total of the hours for all tasks shall reflect the total estimated effort needed to perform the entire project as outlined in the RFP. Hours in all tasks shall be identified by labor category for each activity. As described above, the Proposer will need to propose hours for the Project scope identified in Section 2 for the purposes of comparing all proposals in a consistent format. Note that the task and hour information is not included in the page count. All proposed subconsultants shall also have a Task and Hour Summary Form in the proposal. The District will use these forms to assist in evaluation of the proposals. The District reserves the right to request additional Task and Hour Information. A prompt response of one (1) working day shall be adhered to in these requests. Consultants may prepare their own task and hour forms as long as the tasks are identified and the labor classifications and associated hours are clearly listed. A statement indicating that the Consultant has examined background reports and data and agrees to acquire the additional information needed to perform all aspects of the work as outlined in this Request for Proposal. Statements confirming that no personal or organizational conflicts of interest are known to exist. 3.7 CERTIFICATION FORMS The Consultant shall provide in this section of the proposal a notarized copy of the District s Bidder s Equal Opportunity Report. The Consultant shall provide in this section of the proposal an executed copy of the District s Non-disclosure Agreement. 3.8 RESUMES The Consultant shall provide in this section all resumes in addition to the key personnel described in the proposal Section 3.2 description above. Page 20 of 24

21 4.0 PROJECT SCHEDULE Time is of the essence in the implementation of the Easterly HMI Upgrade (HMI-2) Contract. The base schedule is RFP Issued September 28, 2011 Pre-proposal Meeting October 6, 2011 Proposals due October 27, 2011 Proposal Presentations November 9-10, 2011 Negotiation /Recommendation November 16-30, 2011 Award December 15, 2011 Notice to proceed December 16, 2011 Project completion August 3, 2012 Page 21 of 24

22 5.0 EVALUATION AND SELECTION PROCESS Once all Qualifications and Technical proposals have been received, the following steps will be followed to select the Consultant: 1. The written Qualifications and Technical Proposals will be evaluated and scored by a District Selection Committee utilizing the following criteria: Written Qualifications (30% of Total Score) Project Team 5 points Proposed HMI-2 Project Manager 5 points Experience of proposed team and staff on similar projects 5 points Clarity and organization of proposal 5 points Local Participation 5 points Business Opportunity Program Participation -5 points (5 points awarded for meeting or exceeding the goal) Written Technical Approach (40% of Total Score) Project Understanding 15 points Proposed methods to accomplish scope of work 15 points Ability to meet proposed schedule 10 points 2. Upon completion of the scoring and ranking of the written submittals, the District may select top ranked firms to deliver a presentation and provide further clarification of their approach. The District may prepare and submit a list of questions to each of the shortlisted firms to address during their interview. If presentations are required, the District may allot up to 90-minutes for the presentation and interview, including a 30-minute question and answer period. Key project personnel would be expected to take the lead in presenting and answering questions regarding the technical proposal. Upon completion of the presentations, the District selection committee will score each firm according to the following criteria: Presentation and Interview (30% of Total Score) Quality and clarity of presentation 5 points Project Manager s ability to communicate project understanding 10 points Identification of project-specific risks and plan to manage them 10 points Adequacy of Response to District Questions 5 points 3. The scores for the Presentation and Interview will be combined with the scores from the evaluation of the written submittals to determine the overall ranking of the short-listed firms. Page 22 of 24

23 4. The District will enter into negotiations with the highest ranked firm to develop a final and mutually agreed-upon scope and fee. If agreement cannot be reached 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 fee for the project, the Selection Committee 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 into a contract based on the outcome of the negotiations. 7. The selected consultant cannot commence work on any aspects of the project prior to the Board approval and subsequent execution of the District s standard professional services contract. Page 23 of 24

24 6.0 SUBMISSION OF PROPOSALS One original and seven (7) copies of the technical proposals are to be delivered to: Julius Ciaccia, Executive Director Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, Ohio Attn.: Kellie Rotunno, Director of Engineering & Construction, Contract HMI-2 Deadline for submission of proposals is 4:30 P.M, October 27, Late submittals will not be considered. All questions regarding this RFP shall be directed to Mr. Scott Sander by calling (216) , ext or at No questions will be answered after October 20, Page 24 of 24