City of Hays
Request for Proposals
COH Project 2020-26
Water Production SCADA Improvements
Design, Integration & Installation Services
Date of Issue: 12/1/2020
Pre-Proposal Conference Date: 1/19/2021
Proposal Due Date: 2/2/2021
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TABLE OF CONTENTS
1. INTRODUCTION ................................................................................................................................ 3
2. RULES OF PREPARATION ............................................................................................................... 4
3. PROPOSER INQUIRIES ..................................................................................................................... 4
4. PRE-PROPOSAL CONFERENCE ...................................................................................................... 4
5. SUBMISSION OF QUALIFICATIONS .............................................................................................. 4
6. SUBMISSION OF PROPOSALS ......................................................................................................... 5
7. NOTIFICATION OF WITHDRAWAL OF PROPOSAL .................................................................... 6
8. MINIMUM SCOPE OF SERVICES .................................................................................................... 6
9. CONTRACTUAL OBLIGATIONS ..................................................................................................... 6
10. RIGHT OF THE CITY OF HAYS TO REJECT PROPOSALS ...................................................... 7
11. EVALUATIONS .............................................................................................................................. 7
12. NON-LIMITATIONS TO RFP ........................................................................................................ 7
13. INTERPRETATIONS AND ADDENDA ........................................................................................ 7
14. PROJECTED SCHEDULE OF EVENTS ........................................................................................ 7
15. PROPOSAL RESPONSE FORMAT ................................................................................................ 7
16. CONFIDENTIALITY OF DOCUMENTS ....................................................................................... 8
17. LEGAL NOTICE .............................................................................................................................. 8
EXHIBIT A - LOCATION MAP AND COORDINATES ......................................................................... 10
EXHIBIT B - SCOPE OF SERVICES ....................................................................................................... 12
EXHIBIT C - PROPOSAL ......................................................................................................................... 19
EXHIBIT D - PRE-DESIGN REPORT ...................................................................................................... 20
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1. INTRODUCTION
Background
The City of Hays (City) Water Resources Department (WRD) is seeking proposals from qualified
firms experienced in Supervisory Control and Data Acquisition (SCADA) systems for public water
utilities to provide the required design and integration services for a new system-wide SCADA
system at the City’s Water Treatment Plant and its remote facilities. The services will include
integration, programming, screen development, software, server upgrades, hardware, licensing,
training, Remote Telemetry Unit (RTU) replacements, and communications upgrades required to
support system-wide operation and monitoring of the water supply system.
Exhibit A contains an overall location map and coordinate table.
The design, integration and installation scope of the Project is further detailed in Exhibit B.
The City does not anticipate using any state or federal funding for this project. The Project is
expected to be funded entirely by the City.
Existing SCADA System Overview
The existing SCADA system at the Water Treatment Plant is comprised of the following components:
• A Master Terminal Unit (MTU) control panel, a Main Filter Control Panel, Filter 1 and 2
Control Panels, and a Radio Panel.
• The location and quantity of remote sites include the following:
o Smoky Hills Wells – 12
o Booster Stations - 2
o Dakota Wells – 6
o City Wells – 19
o Towers/Repeater Sites – 6
• Communication from the plant to the remote sites are served by fiber, radio or both
fiber/radio. For remote sites using radio, refer to coordinate table provided in Exhibit A.
• There is an existing fiber connection between the Water Treatment Plant and City Hall, and
an existing fiber connection between the Wastewater Treatment Plant and City Hall.
• The existing lime feed system, soda ash system, carbon dioxide system, and other
instrumentation are not controlled or monitored in the current system. Refer to Exhibit B for
integration of existing equipment into the new SCADA system.
Goals and Objectives
The primary goal of this project is to develop a cost-effective, reliable, long-term solution for real-
time controls, data transfer and communications among the City’s facilities. The project objectives
are to select equipment with the best technology and reliability, provide secure remote access to the
Water Treatment Plant and remote facilities, plan for future expansion, and utilize technology that is
sustainable and upgradeable.
Coordination with Other Projects
Design shall provide capability for future system expansion as provided in Exhibit B.
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2. RULES OF PREPARATION
The submitted proposals must follow the rules and format established in this RFP. Adherence to these
rules will ensure a fair and objective analysis of all proposals. Failure to comply with any portion of
this request may result in rejection of a proposal.
3. PROPOSER INQUIRIES
The Office of Project Management of the City of Hays has prepared this RFP and has designated
HDR as the Owner Engineer. Please direct questions or comments concerning either the
administrative or technical requirements of this RFP to the following contact person:
Eric Farrow, HDR
10450 Holmes Road, Suite 600
Kansas City, MO 64131
(816) 347-1105 office
To ensure a timely response, questions should be e-mailed to the specified address above.
No inquiries will be accepted after noon on January 20, 2021. If necessary, the Owner Engineer
will issue a revision to the RFP by noon on January 21, 2021.
Inquiries for site visits can be accommodated by the City by appointment only and should be directed
to Plant Superintendent, Tim Huck at 785-628-7380. Locations are provided in Exhibit A.
4. PRE-PROPOSAL CONFERENCE
All prospective bidders shall attend the mandatory Pre-proposal Conference to be considered as an
acceptable bidder. The conference will be presented in-person and via virtual conference using Zoom.
January 19, 2021, 2 PM, Public Works Conference Room, 1002 Vine Street, Hays, KS
Attendance in either format is permitted. Prospective bidders who require virtual attendance should
contact Plant Superintendent, Tim Huck at 785-628-7380 at least one day prior to the specified
meeting date to request a web link to join the conference. Proposals will not be accepted from bidders
that do not attend the pre-proposal conference.
If attending in person, the City of Hays is operating under Ordinance No. 3988 which requires masks
or other face coverings (Refer to https://www.haysusa.com/733/Face-Mask-Ordinance).
5. SUBMISSION OF QUALIFICATIONS
All prospective Bidders shall submit qualifications within the proposal. Qualifications shall include
the following:
a. Qualification Statement: Identify your organization, years the organization has been in business,
years the organization has been in business under its present name.
b. Claims and Suits:
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1) Has your organization ever failed to complete any work awarded?
2) Are there any judgments, claims arbitration proceedings or suits pending or outstanding
against your organization or its officers?
3) Has your organization filed any lawsuits or requested arbitration with regard to
construction contracts within the last 5-years.
4) Within the last 5-years, has any officer or principle of your organization ever been an
officer or principle of another organization when it failed to complete a construction
contract?
c. Licensing: List jurisdictions and trade categories in which your organization is legally qualified to
do business and indicate registration or license numbers, if applicable.
d. Experience: List the categories of work that your organization normally performs with its own
forces.
1) List the key individuals of your organization and their years of automation and electrical
experience. Installation supervisor shall have experience in overseeing installation and
start-up of at least three similar installations within the last 5-years. Programmer(s) shall
have experience in programming Allen-Bradley PLCs for at least three (3) projects of
similar size and complexity within the last 5-years. Programmer(s) shall have experience
in Human Machine Interface (HMI) software configuration and installation for at least
five (5) projects of similar size and complexity in the last 5-years. Submit relevant
software training certifications for each programmer from the associated software
company for all software to be installed, programmed or otherwise modified for the
project scope.
2) Have satisfactorily provided a control system for a minimum of five (5) projects of
similar magnitude and function within the last 5-years. Submit a project list including
project name, client name, contact name, phone number, email address, description of the
project and completion date.
e. Location: Provide office address and distance from the City of Hays. Integrator shall have an
office with at least two (2) full time qualified technical support technicians and three (3) full time
qualified programmers within a 325-mile radius from the City of Hays. Integrator shall have and
maintain capabilities for 24-hour emergency remote support and service for the duration of the
Project and the warranty period.
6. SUBMISSION OF PROPOSALS
Proposals shall be submitted as a hard copy via mail or in person prior to the scheduled bid opening at
City Hall located at 1507 Main St, Hays, KS 67601.
Bid opening is scheduled for 3 PM, February 2, 2021.
One digital file in pdf format shall be e-mailed to the Owner Engineer, identified in Section 3, after
the scheduled bid opening. It is the proposer’s responsibility to make sure the proposal is received by
the Owner Engineer. Owner Engineer will acknowledge all proposals received.
Proposals received after the above date and time will be considered late and will not be accepted. Any
late proposals will be returned unopened to the firm. Responses will be evaluated objectively based
on the firm's responses to the RFP.
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The City of Hays will not pay costs incurred in the proposal preparation including the costs for
printing, demonstration or negotiation process. All costs for the preparation of the proposal shall be
the responsibility of the proposing firm.
7. NOTIFICATION OF WITHDRAWAL OF PROPOSAL
Proposals may be modified or withdrawn by an authorized representative of the firm or by formal
written notice prior to the bid opening. Submitted proposals will become the property of the City of
Hays after the proposal submission deadline.
8. MINIMUM SCOPE OF SERVICES
Proposals shall address all design, integration and installation services necessary to complete the
Project as detailed in Exhibit B - Scope of Services.
The Integrator shall include a draft agreement and a completed and signed Exhibit C – Proposal. The
agreement shall include but not be limited to: definition of project scope, scope of services to be
provided by the Integrator, scope of services to be provided by the City, time schedule, and
compensation.
Services required for this project will include providing a Pre-Design Report (PDR) as detailed in
Exhibit D.
9. CONTRACTUAL OBLIGATIONS
The successful integrator will be required to accept a Purchase Order from the City of Hays in which
the integrator will undertake certain obligations. These obligations include, but are not limited to, the
following:
Inclusion of Bid - The proposal submitted in response to this RFP will be incorporated as part of the
Contract for Delivery.
Indemnification and Insurance - The successful firm(s) shall indemnify and hold the City of Hays and
its officers, agents, employees and assigns, harmless from any liability imposed for injury whether
arising before or after completion of work hereunder, or in any manner directly or indirectly caused,
occasioned or contributed to, or claimed to be caused, occasioned or contributed to, in whole or in
part, by reason of any act or omission, including strict liability or negligence of firm, or of anyone
acting under firm's direction or control or on its behalf, in connection with or incident to, or arising
out of the performance of this contract. Successful firm shall maintain the following insurance
requirements during the time of performance of these services and contract period. An insurance
certificate must be on file with the City Clerk’s office within four weeks of the signing of the contract
by both parties.
a. General Liability Insurance, with a combined single limit of $2,000,000 for each occurrence
and $2,000,000 in the aggregate.
b. Automobile Liability Insurance, $100,000 per person and $300,000 per occurrence.
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c. Worker's Compensation insurance in accordance with statutory requirements and Employer’s
Liability Insurance, with a limit of $1,000,000 for each occurrence.
10. RIGHT OF THE CITY OF HAYS TO REJECT PROPOSALS
The City of Hays reserves the right to reject any and all proposals or any part of any proposals, to
waive minor defects or technicalities, or to solicit new proposals on the same project or on a modified
project which may include portions of the originally proposed project as the City of Hays may deem
necessary in its best interest. The City also reserves the right to negotiate with any firm, all or part of
any proposal that is in the best interest of the City.
11. EVALUATIONS
The committee evaluating the proposals will recommend the qualified integrator that best serves the
City of Hays’ needs at the lowest possible cost. Selection will consider the base bid plus any bid
alternates in sequential order as presented in Exhibit B and up to the available funding amount.
12. NON-LIMITATIONS TO RFP
The format of the RFP must be followed, and all requested information must be submitted as
indicated; however, the City of Hays is receptive to any additional suggestions pertaining to services
development, additional related capabilities, and any alternative methods for providing related
services. Any exceptions to the RFP terms and conditions must be included in writing in the proposal.
13. INTERPRETATIONS AND ADDENDA
No interpretation made to any respondent as to the meaning of the RFP shall be binding on the City
of Hays unless repeated in writing and distributed as an addendum by the City of Hays.
Interpretations and/or clarification shall be requested in writing from the contact person listed in
Section 3. All addendum shall be acknowledged in Exhibit C – Proposal.
14. PROJECTED SCHEDULE OF EVENTS
Release of RFP Document 12/1/2020
Mandatory Pre-proposal Conference 1/19/2021
Last day to submit proposals (due by 3 PM) 2/2/2021
Target Bid Opening Date 2/2/2021
Staff recommendation at Commission Work Session 2/18/2021
Anticipated City Commission approval of contract 2/25/2021
Contract Completion Date (to be set by agreement) 2/25/2022
15. PROPOSAL RESPONSE FORMAT
In order to facilitate the analysis of responses to this RFP, firms are required to prepare the proposal
in accordance with the instructions outlined in Section 6.
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Proposals shall be prepared as simply as possible and provide a straightforward, concise description
of the firm’s capabilities to satisfy the requirements of the RFP. Expensive bindings, color displays,
or promotional material are not necessary or desired.
Proposals shall be limited to 15 pages not including the draft agreement.
EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND
CLARITY OF CONTENT.
The proposal should be organized into the following major parts:
• Executive Summary – A brief and non-technical narrative describing the proposal.
• Company Qualifications and Key Personnel – Refer to Section 5.
• Subconsultants – Identify any other firms to assist with the work. Include their qualifications,
experience and anticipated tasks.
• Project Approach – A discussion of the approach the integrator will take to complete the
work.
• Responses to Functional Requirements – Notes of explanation or clarification must be
included with specific reference to the item in question.
• Contract Terms and Conditions – This section is to contain the firm’s sample agreement. This
section is intended to form the basis for the development of an agreement to be awarded as a
result of the RFP.
• Schedule – Projection of anticipated starting and ending dates including an estimate of time
commitments from City staff.
• Cost Quotations – All costs must be included in this section as part of a lump sum fee. Refer
to Exhibit C.
16. CONFIDENTIALITY OF DOCUMENTS
All responses to the RFP submitted by firms shall be deemed public documents at the time opened by
City of Hays. The RFP is not intended to elicit proprietary information from the firm. If proprietary
information is submitted as part of the proposal, such information is to be labeled proprietary and be
accompanied with a request that the information is to be returned by the City of Hays to the submitter.
Any proposal that is submitted with a blanket statement or limitation that would prohibit or limit such
public inspection shall be considered non-responsive and shall be rejected.
17. LEGAL NOTICE
All City of Hays contracts are subject to the provisions of Section 2-576 through 2-580 of the City of
Hays, Kansas, Code of Ordinances.
All parties doing business with the City of Hays should familiarize themselves with the provisions of
the City of Hays Code of Ordinances Sections 2-576 through 2-580, prior to proposing any contract
to the City of Hays.
To the extent any contract entered into by or on behalf of the City of Hays, Kansas, omits any of the
contract provisions required by the City of Hays Code of Ordinances, the Code will prevail, and the
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required contract provisions will be read into the contract. To the extent any contract entered into by
or on behalf of the City of Hays, Kansas contains any of the contract provisions barred by the City of
Hays Code of Ordinances, the Code will prevail, and the offending provisions shall be null and void
and shall be unenforceable as to the City of Hays, Kansas.
The City of Hays expects a professional job, done commensurate with the standards and practices of
the profession/or business.
All persons awarded and/or entering into purchase orders with the City of Hays shall be subject to and
required to comply with all applicable City, State and Federal provisions.
The City of Hays has an affirmative action program. The selected Integrator will be required to
include the following statement in any contract with the City of Hays:
"Contractor shall not discriminate in the employment of persons engaged in the performance of
this Agreement on account of race, color, national origin, ancestry, religion, sex, marital status,
physical handicap, or medical condition, in violation of any federal or state law. Contractor shall
comply with all requirements of the City of Hays pertaining to affirmative action with regard to
employment while this Agreement is in effect."
At any time, the City may elect to abandon the project. At that time, the Integrator would be
compensated for all items previously completed.
Rights to intellectual property developed, utilized, or modified in the performance of services shall
remain the property of the City of Hays.
Exhibit A
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EXHIBIT A - LOCATION MAP AND COORDINATES
Exhibit A
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EXHIBIT A - LOCATION MAP AND COORDINATES
Site Address Quarter Section Township Range Latitude Longitude
Smokey Wells
S-19 Schoenchen RD NW4 S30 T15 R18 38.710 -99.343
S-8 240th AVE SE4 S29 T15 R18 38.712 -99.339
S-20 240th AVE SE4 S29 T15 R18 38.714 -99.339
S-18 240th AVE SW4 S28 T15 R18 38.716 -99.334
S-10 N Front ST NE4 S28 T15 R18 38.716 -99.331
S-11 250th AVE NE4 S28 T15 R18 38.716 -99.324
S-13 250th AVE SW4 S27 T15 R18 38.715 -99.319
S-14 250th AVE SW4 S27 T15 R18 38.715 -99.313
S-16 Schoenchen RD SE4 S27 T15 R18 38.716 -99.306
S-21 Schoenchen RD SW4 S26 T15 R18 38.713 -99.298
S-22 Schoenchen RD SW4 S26 T15 R18 38.713 -99.293
S-23 270th AVE W2 S26 T15 R18 38.712 -99.282
Dakota Wells(1)
D-1 220th AVE NE4 S13 T14 R19 38.835 -99.376
D-2 Mount Pleasant RD SE4 S18 T14 R18 38.828 -99.361
D-3 230th AVE SE4 S18 R14 R18 38.831 -99.362
D-4 Mount Pleasant RD NW4 S20 T14 R18 38.825 -99.351
D-5 210th AVE SW4 S13 T14 R19 38.833 -99.390
D-6 Mount Pleasant RD SE4 S14 T14 R19 38.829 -99.400
City Wells
C-19 1010 Reservation RD SW4 S03 T14 R18 38.857 -99.315
C-19M(1)
Reservation RD S03 T14 R18 38.858 -99.314
C-27 1220 240th AVE S2 S04 T14 R18 38.861 -99.320
C-28 Reservation RD S03 T14 R18 38.860 -99.318
C-31 750 General Custer RD SW4 S03 T14 R18 38.857 -99.310
C-32 W 41st ST NW4 S29 T13 R18 38.899 -99.350
C-32M1 W 41st ST NW4 S29 T13 R18 38.899 -99.346
C-33 W 41st ST NW4 S29 T13 R18 38.896 -99.348
C-33M1(1)
W 41st ST NW4 S29 T13 R18 38.896 -99.346
C-33M2 W 41st ST NW4 S29 T13 R18 38.893 -99.348
C-33M3 W 33rd ST NW4 S29 T13 R18 38.896 -99.353
YE-1 220th AVE NW4 S19 T13 R18 38.901 -99.372
YE-2 220th AVE NW4 S19 T13 R18 38.900 -99.368
YE-M1 220th AVE NW4 S19 T13 R18 38.901 -99.372
YE-M2(1)
1319 Noose RD NW4 S30 T13 R18 38.897 -99.364
YE-M3 220th AVE NW4 S19 T13 R18 38.901 -99.364
Wilson M 101 E 28th ST S28 T13 R18 38.887 -99.322
Cemetary M(1)
2601 Vine ST NE4 S33 T13 R18 38.884 -99.320
C-24M(1)
300 Main ST NW4 S4 T14 R18 38.866 -99.334
Booster Stations
41st ST Booster E W 41st ST NW4 S28 T13 R18 38.900 -99.322
41st ST Booster W W 41st ST NW4 S29 T13 R18 38.899 -99.350
Other Sites
Tower 1 2050 Metro LN S26 T13 R18 38.889 -99.298
Tower 2 200 W 55th ST NW4 S21 T13 R18 38.914 -99.320
Water Plant 1000 Vine St NW4 S03 T14 R18 38.867 -99.318
Halliburton 1102 E 8th ST SW4 S03 T14 R18 38.863 -99.317
Pack Tower 1101B Hwy 40 Byp SW4 S03 T14 R18 38.862 -99.316
Notes:(1)
Fiber is not feasible at the indicated remote site(s) and radio communications should be utilized.
Exhibit B
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EXHIBIT B - SCOPE OF SERVICES
TO BE PROVIDED BY THE INTEGRATOR
The scope of the Project shall include:
Task 1 – Project Administration, Management and Quality
Throughout all tasks, the Integrator shall provide project administration and management activities such
as staffing, sub-consultant coordination, budget management, schedule management, and coordination
with City staff. The Integrator shall maintain the quality of the work products defined within this scope as
consistent with applicable standards and City’s expectations. Integrator shall maintain an on-site presence
during the installation phase(s). Integrator shall provide the following:
a. Identify potential risks to the project’s success and develop mitigation strategies.
b. Provide summaries following all project meetings.
c. Meetings:
i. Project Kickoff Meeting and SCADA System Requirements Workshop (Task 2)
ii. Site Investigation Meeting (Task 3)
iii. Pre-Design Report Review Meeting (Task 4)
iv. Detailed Design Review Meeting (Task 5)
v. Integration Workshop (Configuration Review and Process Controls, Task 7)
d. Prepare and submit monthly status reports including current status of project tasks, updated
project schedule, and project financials.
e. Schedule and attend milestone-based progress meetings during design and construction to review
project status.
f. Prepare project maps from GIS data and other publicly available information for use in project
planning.
Task 2 – Kickoff Meeting and SCADA System Requirements Workshop
For the Project Kick-Off Meeting, Project team members will be assembled to review and discuss the
project goals, approach, budgets and schedule. The accuracy of available documentation previously
provided by the City will be discussed so that the project team understands any related limitations. As
part of the kickoff meeting, the Integrator and the City will work together to refine the goals for the
project and to define the SCADA system vision and requirements. The meeting shall be attended by key
City staff from various departments (i.e. management, engineering, operations, maintenance, IT, and
others, as necessary). The Integrator shall prepare an agenda and a summary document of the conclusions
reached in the meeting.
Specific discussion items will include:
• System Goals and Business Drivers
• Existing Control System Architecture
• Overall SCADA System Requirements
• Operating system requirements and preferences
• Historical Data Collection Requirements
• Communications/Networking Requirements
Exhibit B
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• PLC/RTU Requirements
• Site-specific Instrumentation and Site Controls
• System Training Requirements
• Review specific questions and concerns from site visits
• Define any site-specific unique requirements
• Procurement Preferences, including the level of City participation in the selection and
implementation
Task 3 – Site Visits/Field Investigation
Before planning for any changes to the existing facilities, a complete understanding of the facilities and
existing conditions must be investigated. The Integrator shall perform site visits, interviews, and review
pertinent existing documents.
The purpose of the site visits will be to develop familiarity with each individual facility and its unique
characteristics. The site visits will occur immediately following the System Requirements Workshop
(Task 2). The project team will develop an inventory of existing hardware and software at each site.
Digital photos shall be taken of the SCADA equipment and shall be sorted and organized for future
reference. Each site will be visited as indicated in Exhibit A – Location Map.
Task 4 – Pre-Design Report
A Pre-Design Report (PDR) shall be submitted to provide a recommendation for a reliable and secure
SCADA system for system-wide process monitoring and control. The scope for the PDR is detailed in
Exhibit D. There are two deliverables associated with this task. Submit as digital files in pdf format.
• Draft PDR Deliverable: Submit a draft copy of the PDR to the City for their review. City requests
a minimum of 10 working days for review, but the review meeting shall be conducted within one
month of submission of the deliverable. Conduct a review meeting to discuss the bid alternates
and recommendations and obtain the City’s feedback. The Integrator shall coordinate date/time,
provide agenda, compile and distribute attendance and meeting notes. City will facilitate meeting
room, as required.
• Final PDR Deliverable: Submit a final copy of the PDR for City approval that addresses the
City’s feedback and incorporates the necessary items from the previous review meeting.
Task 5 – Detailed Design
Detailed design shall commence following City approval of the Final PDR. Design shall be based on the
Final PDR and any bid alternates from Task 9 as selected by the City. City requests a minimum of 10
working days for review, but the review meeting shall be conducted within one month of submission of
the deliverable. The Integrator shall coordinate date/time, provide agenda, compile and distribute
attendance and meeting notes. City will facilitate meeting room, as required. There are three deliverables
associated with this task. Submit as digital files in pdf format.
• 50 Percent Design Deliverable: Provide a set of design documents to the City for their review.
Conduct a review meeting to obtain the City’s feedback.
• 90 Percent Design Deliverable: Provide a complete set of design documents which represents 90-
percent completion to the City for review. Deliverable shall adequately address the City’s
feedback and incorporate the necessary items from the previous review meeting. Conduct a
review meeting to obtain the City’s feedback.
Exhibit B
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• Final Design Deliverable: Submit a final copy of design documents.
Task 6 – Permitting
This project is subject to permitting as required by the Planning, Inspection, and Enforcement Division
with the City of Hays. The Integrator who is awarded this project is required to obtain all necessary
permits to perform work within the City of Hays.
Task 7 – Integration and Installation Services
The following equipment and services shall be provided for installation of a complete, fully functioning
SCADA system for system-wide process monitoring and control. Bid alternates are presented in Task 9.
• SCADA System
i. To the extent possible, the SCADA network shall be physically isolated from all other
networks including administration and surveillance networks.
ii. SCADA network shall be arranged in a ring configuration with managed network
switches.
iii. Human Machine Interfaces (HMIs) shall be run on PC based hardware platforms running
client versions of the HMI software from redundant central SCADA/HMI servers.
iv. Provide dedicated historian workstation running compatible historian software.
v. Integrator shall provide a 2-year maintenance/warranty contract for all work provided.
• Maintenance/warranty agreement shall include SCADA system, network, process
controls troubleshooting and optimization.
• Provide capability for on-line remote troubleshooting.
• See also service contract extension as bid alternate in Task 9.
vi. Appropriate training shall be provided to the City for all hardware and software.
• Minimum of 40 hours training.
• Schedule training at the City’s time and location preference.
• Coordinate training to cover all operational shifts.
vii. All outages to existing SCADA system shall be coordinated with the City a minimum one
week prior to the outage.
• PLCs
i. Acceptable manufacturer: Allen-Bradley Controllogix/Micrologix
ii. Provide one spare CPU and power supply of each type.
iii. Provide 20-percent spare I/O points and 10-percent spare I/O cards of each type
(minimum 1).
iv. Each PLC panel shall have panel mounted touch screen HMI. Manufacturers: Allen
Bradley Panel View Plus6.
v. PLC program shall be clear, concise and well-annotated.
• Remote Site Communication
i. Remote sites shall communicate to the Water Treatment Plant via fiber optic cable with
the following exceptions. Integrator shall provide radio communication to the six (6)
Dakota Well sites and five (5) City monitoring well sites including C-19M, C-33M1, YE-
M2, Cemetery Monitor, C-24M. Refer to coordinate table provided in Exhibit A.
Exhibit B
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ii. City to facilitate fiber optic communications with utility provider to the other remote sites
that do not have existing fiber, but where fiber has been determined to be feasible by the
utility provider.
iii. Ethernet over fiber managed network routers and switches acceptable manufacturers: HP,
Siemens, N-TRON, Cisco.
iv. The following components shall be provided:
• An initial software radio analysis to determine the feasibility and reliability of the
proposed radio system.
• These results shall be verified with a physical radio coverage analysis.
• Antennas, cable and height adjustment(s) shall be furnished and installed
according to the radio system study.
1. Line of sight shall be reviewed during proposal stage to include the cost
of any antenna height adjustments.
• Control panels
i. All control panels shall be new. Reuse of the existing control panels may be considered
upon request.
ii. UPS power for each control panel to sustain power to the UPS loads for 30 minutes. UPS
shall be located within each control panel.
iii. Provide each panel with surge protection.
iv. Equipment/panel shall be rated for maximum temperature panel of environment panel
will be located.
v. All exterior panels shall have heater and corrosion inhibitors.
vi. Comply with electrical classifications and NEMA enclosure types for the environment in
which the equipment is being installed.
• Areas designated as wet and/or corrosive: NEMA Type 4X.
• Either architecturally or non-architecturally finished areas designated as dry,
noncorrosive, and nonhazardous: NEMA Type 12.
vii. All wiring and installation of control panels shall be provided.
viii. Panels shall be built under provisions of UL 508A and shall be labeled accordingly.
• Software HMI
i. Software shall be Wonderware System Platform.
ii. Software shall be designed with multiple security levels for users with different
permissions.
iii. Provide licenses as necessary so that all HMIs can be active simultaneously.
iv. Data historian software shall be compatible with HMI software package.
v. I/O capacity requirements as required plus 20 percent for future expansion.
vi. Provide City with all copies of the runtime and development software.
vii. Provide reproducible backup copies of all custom programming to City.
viii. Remote access via VPN internet. Initial software development via remote access is
generally acceptable. Once installation begins, Integrator shall maintain a presence on-
site. Integrator shall submit for approval policies and procedures for maintaining
cybersecurity for the remote connection.
Exhibit B
16
COH Project 2020-26
ix. Integrated software autodialer for critical alarms (minimum 15) with acknowledge
function, user editable. An alarm for an operator safety check shall be integrated into the
system at 2.5 HR intervals for shifts staffed by a single person.
x. A minimum of two (2) configuration review meetings shall be held to coordinate screen
and report configuration and develop standards. Topics to be covered shall be screen
graphics and layout, security, operator interface functionality, navigation, trending
displays, alarm monitoring, archival and retrieval of historical data, report generation and
configuration standards and conventions.
• Workstations and Servers
i. Provide a minimum of two (2) operation workstations with two (2) monitors and
keyboard at each workstation.
• PCs shall be provided with Windows software and Microsoft Office (most
current versions and licensed to City)
• Acceptable manufacturers for workstations: Dell, HP, Lenovo, Asus.
ii. Provide at least one (1) tag and historian server.
• Historian hard drive shall be sized for a minimum of 3-year data retention with
first in, first out configuration and minimum one (1) minute polling.
• Provide server rack with dimensions based on proposed equipment location.
iii. Ethernet over fiber managed network routers and switches acceptable manufacturers: HP,
Siemens, N-TRON, Cisco.
iv. Provide one spare ethernet switch of each type.
v. Provide UPS power for each workstation and server.
• Drawings/Submittals/Shop Drawings
i. Submit as digital files in pdf format.
ii. Technical data for equipment.
iii. Communication architecture diagram.
iv. Comprehensive set of wiring diagrams and panel fabrication drawings and Bill of
Material.
v. HMI graphic screens.
• Process Control Descriptions
i. A process control meeting shall be held with the City to determine what automation,
alarms, and setpoints are existing that need to be replicated, what automation is to be
incorporated, and to determine the functional and operational requirements of the
processes that shall be monitored and controlled.
ii. Control Loop Descriptions shall be submitted to the City for review and feedback.
iii. Vendor packaged control panels that are supplied with PLC-based controls shall be
integrated into the SCADA system.
• I/O list
i. Compile I/O list based on existing I/O connected to existing system. The following is an
approximation based on record information. Integrator to provide a contingency for
unaccounted I/O points.
• Remote Well Sites (each site): 7 DI, 2 DO, 4 AI, 1 AO.
• Remote Booster Pump Station Sites (each site): 9 DI, 3 DO, 3 AI, 1 AO.
• Water Tower Sites (each site): 2 DI, 1 AI.
Exhibit B
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COH Project 2020-26
• Water Treatment Plant: 120 DI, 73 DO, 75 AI, 33 AO.
ii. Discuss with City what additional I/O points shall be added.
• This includes, but is not limited to, the CL2 feed system, the ferric feed system,
the samplers and the ammonia feed system. The chlorinators at the Smokey
Wells remote sites do not require system integration.
iii. As a minimum, the following I/O points shall be included, if not already integrated:
• Roof: Free Chlorine.
• East Primary Basin: Phenolphthalein Alkalinity, Total Alkalinity, Total
Hardness, pH, Temperature, Free Chlorine.
• West Primary Basin: Phenolphthalein Alkalinity, Total Alkalinity, Total
Hardness, pH, Temperature, Free Chlorine.
• Filter Influent: pH.
• Filter Effluent: Total Alkalinity, Calcium Hardness, Total Hardness,
Temperature, Total Dissolved Solids, pH, Total Chlorine.
iv. Integration of the existing carbon dioxide vendor panel PLC into the new SCADA
system.
v. Integration of the future lime feed system vendor panel PLC into the new SCADA
system. The lime feed system is intended for replacement in 2021.
vi. Identification of modification requirements for integrating the soda ash system into the
SCADA system. Based on the existing system, the soda ash system monitoring would be
hard-wired points. The City may replace this in the near future, as early as 2022, and the
system would include a vendor provided PLC that would require integration into the new
SCADA system.
vii. Loop check out to include checking control signal generation, transmission, reception and
response for all control loops under simulated operating conditions by imposing a signal
on the loop at the instrument connections and submit documentation.
viii. Wiring and conduit for new I/O shall be included and shall meet the environmental
requirements where installed.
• Electrician
i. Any work requiring the use of an electrician shall be the responsibility of the Integrator.
• Demolition
i. Remove existing control panels, radios and associated wiring and hardware. Salvage
hardware to the City.
Task 8 – Substantial Completion and Close-out
The Integrator may request the Project be considered substantially complete when the Work is sufficiently
complete and can be utilized according to its intended purpose according to the Owner Engineer or the
City. The Integrator shall submit the following documentation to the City for the project to be considered
substantially complete.
• Final O&Ms including equipment BOM, wiring diagrams and panel layouts based upon as-built
conditions.
• Final As-built control descriptions.
Exhibit B
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COH Project 2020-26
A final walk-through will be required by the City and Owner Engineer to provide feedback in the form of
a punch list identifying any incomplete work.
The project shall be substantially complete within 300 days of Notice to Proceed. Integrator shall address
all punch list items within 45 days of the Substantial Completion date.
Task 9 – Bid Alternates
Bid Alternate 1 – Site Surveillance System
• One camera at each remote site location
• One intrusion detection switch at each remote site location
• Leak detection alarms, where applicable
• Four cameras at the Water Treatment Plant
• One additional dedicated computer monitor located at the Water Treatment Plant
Bid Alternate 2 – Service Contract Extension
• Provide a three (3) year extension to the maintenance/warranty contract.
SCOPE OF SERVICES
TO BE PROVIDED BY THE CITY
The scope of the Project shall include:
• Attend meetings
• Provide existing record information
• Respond to Requests for Information (RFIs) within ten days of receipt
• Review shop drawings
• Provide access to facilities
• Facilitate fiber optic communications with utility provider to the remote sites where fiber is
feasible.
Exhibit C
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COH Project 2020-26
EXHIBIT C - PROPOSAL
COH PROJECT NO. 2020-26
Water Production SCADA Improvements
Design, Integration & Installation Services
1. The undersigned declares he/she has examined the Request for Proposals and all attached documents,
has examined the site of work, and has determined for himself/herself the conditions affecting the
work. The Integrator hereby proposes to do the work called for in the RFP and attached documents at
the following not-to-exceed prices.
2. The undersigned, in compliance with your Request for Proposals (RFP), dated February 2, 2021,
hereby proposes to do the work called for in said RFP at the following lump sum price:
Description Total
Base Bid $
Bid Alternate 1 $
Bid Alternate 2 $
3. The Undersigned further agrees that if the proposal is accepted by the City, he/she will commence
work within the timeframe set out in Section 14 - Projected Schedule of Events and shall complete the
work as specified within the RFP and attached Exhibits; and that he/she shall pay liquidated damages
in the amount of Five-hundred Dollars ($500) for each calendar day, that the work remains
uncompleted after expiration of Contract time.
Required Documents Attached (Yes / No)
Client References _________
Contract Terms and Conditions (include draft agreement) _________
Standard Hourly Rate Schedule _________
Responses to Functional Requirements (if any) _________
Acknowledgement of Addenda _________
(If Any # ____, # ____, # ____)
Dated this ____ day of _____________________, 2020.
Signature of Proposer
By: ____________________________________
Name: ____________________________________
Title: ____________________________________
Name of Firm: ____________________________________
Exhibit D
20 COH Project 2020-26
EXHIBIT D - PRE-DESIGN REPORT
TO BE PROVIDED BY THE INTEGRATOR
Pre-Design Report Scope
Services required for this project will include providing a Pre-Design Report (PDR) to identify conceptual
and preliminary solutions, and to fully define the scope required for final design, installation and
integration. The PDR will include an analysis of the options considered for the software, and hardware.
Submit a draft copy of the PDR to the City for their review. Conduct a review meeting to discuss the bid
alternates and recommendations and obtain the City’s feedback. Document any comments received from
the City. The report shall include the following topics, at a minimum:
• Executive Summary
• Site List and Location Map
• Control and Communications System Architecture
• SCADA System Software/Hardware Evaluation
• Control System PLC/RTU Selection
• Summary of Recommendations
Executive Summary
The PDR shall include an executive summary identifying the existing SCADA system background
information and the goals to be accomplished as a part of this project.
Site List and Location Map
The PDR shall include a site list and location map of the Water Treatment Plant and the remote facilities.
A table shall be supplied identifying longitude, latitude and elevation.
Control and Communications System Architecture
The control system architecture shall be provided to illustrate how all of the components of the control
system fit together within the water system and the connection to City Hall. The PDR shall include:
• Controls System Communication Diagram
• List of all remote facilities, their existing communication method and protocol. Propose a
standardized upgrade across all of the remote sites.
• Propose the equipment and integration required to upgrade the existing remote communication,
including radio repeater sites.
• Security considerations shall be addressed.
• Identify redundancy and back-up power requirements at all designated remote sites.
• A preliminary software radio path study shall be performed utilizing unlicensed spread spectrum
frequency radio communications as the primary communications backbone to identify radio
antenna height requirements, location of radio repeater sites, and proposed equipment to ensure
the designed radio system is reliable prior to construction.
• Identify unique requirements on a site-by-site basis.
Exhibit D
21 COH Project 2020-26
SCADA System Software/Hardware Evaluation
The City currently uses Wonderware at their Wastewater Treatment plant. It is generally accepted this is
the standardized SCADA system software for the Water Treatment Plant, as long as that software will
meet all of the system requirements. The PDR shall include the following:
• Identify a new Human Machine Interface (HMI) platform along with the required HMI software
and hardware to replace the existing system within the plant’s SCADA network.
• The software version selected shall be able to provide all of the required software applications
and licenses to the City for the specified HMI system functionality to meet the City’s project
goals.
• The software version provided must provide the City the ability to maintain control strategies for
various processes and provide the ability to easily make changes, understand monitoring data, and
address alarms.
• Identify the historian module that shall allow for tracking and providing historical data in various
types of graphical representations that are easy to read and accessible on screen with simple
navigation.
• Identify options for the capability for accessing the system with smartphones and other handheld
devices.
SCADA System PLC/RTU Selection
The City currently uses Allen-Bradley PLCs at the Wastewater Treatment Plant. It is generally accepted
that this is the standardized SCADA system PLC hardware. The Integrator shall review and recommend
PLC and RTU equipment based on cost, functionality, and local service capabilities to meet all the system
requirements. The PDR shall include:
• List of anticipated control panels and equipment to be installed.
• Verification of existing I/O count for each Water Treatment Plant process area and remote site.
• Identification of recommended I/O points not currently being monitored that would be
advantageous to the City.
• Identify physical locations for new PLC panels. Identify any wiring and field modifications
required to accommodate the panel installation.
• Description of integration requirements for vendor provided PLC panels into the new SCADA
system.
• A Sequence of Construction to demonstrate the ability to keep the Water Treatment Plant online
and operational during the project.
Summary of Recommendations
The PDR shall include a Summary of the Recommendations.
