CITY OF DALLAS. Request for Competitive Sealed Proposal (RFCSP) BUZ1524. For. SCADA Repair, Parts and Support

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1 CITY OF DALLAS Request for Competitive Sealed Proposal (RFCSP) BUZ1524 For SCADA Repair, Parts and Support Purpose The purpose of this specification is to establish a thirty-six (36) month service agreement for parts, repair, replacement parts software support and Server upgrades of the City s storm water pumping supervisory control and data acquisition (SCADA) system. Equipment Requirements: GENERAL REQUIREMENTS Only Original Equipment Manufacturers (OEM) direct replacement approved parts are acceptable. Repair parts are not interchangeable between different brands of systems. All parts and equipment listed in the specifications and bid sheet shall be obtained from the Original Equipment Manufacturers for all brands listed. SCADA Repair Service: The contractor(s) must be able to provide SCADA repair service for existing SCADA equipment. Upon receipt of damaged SCADA equipment the contractor must provide a written report outlining the needed repairs & problems, estimated time for repairs and an estimated cost of the repairs (parts, labor, and other associated expenses) within two (2) work days. All repairs must meet or exceed the original equipment manufacturers (OEM) specifications and comply with appropriate institute standards. The material of construction shall be equal to or exceed the original design parameters. Qualification of Proposers The successful proposer(s) must be in an established business of repairing and supporting HSQ Miser SCADA hardware and software for five (5) years or more. If requested, proposers must provide verifiable references as evidence of years in this business. The successful proposer(s) must possess and maintain the capacity to provide the parts and service necessary through the duration of the agreement. All parts provided under this agreement shall be direct replacement parts with no field modifications required. The awarded vendor shall provide a current catalog list in the form of a CD, , or by electronic transfer (FTP) that can be used city wide, the information on the media shall contain stock number, part name, size, prices and all other pertinent information. It is the

2 vendors responsibility to provide updated manufactures price list during the contract period. Pricing Pricing provided in the responses will be considered firm for the thirty-six (36) month term of this contract from the date of the award. Exceptions Any and all exceptions to specifications must be addressed by to the buyer no later than two (2) days following the pre-proposal conference. If exceptions are approved, all proposers will be notified by an addendum to the original offer. If there are no exceptions, the full list of items must be furnished exactly as described. Insurance Requirements The awarded vendor must provide a certificate of insurance evidencing proof of insurance coverage listed in Attachment E within 15 days of award. The City of Dallas will be provided a Waiver of Subrogation waiving Rights of Recovery against City of Dallas on the Workers Compensation/Employers Liability policy. The City will be shown as the certificate holder. This insurance must stay in force for the duration of the contract. Communication In order to provide the customer service required for this service contract, proposers must respond quickly and clearly, this is essential for the City. Vendors must have a company employee (not an answering service or answering machine) answer the phone during normal business hours, or provide a cell phone number. Phone messages must be returned within two hours; vendors must answer written correspondence from the City within three (3) working days Questions/Contact Information During review of the RFCSP and preparation of proposals, Proposers may discover certain errors, omissions or ambiguities. If so, or if in doubt about the meaning of any part of this RFCSP, submit written questions to the designated buyer with the RFCSP number and no later than two days following the Pre-Proposal Conference. This is to give the City time to answer the questions and distribute written responses to all Proposers. All communications about this Request for Proposal must be directed through the following City representative: Kent Brown Business Development and Procurement Services Phone: 214/ kent.brown@dallascityhall.com

3 1. Verbal questions and explanations are not permitted other than at the Pre-Proposal Conference. Do not rely on oral instructions or clarifications. Verbal agreements or representations are not binding. 2. The City reserves the right to contact proposer for clarification after proposals are opened, if such is deemed desirable by the City. 3. Proposer shall not contact City employees or Officers to explain, clarify or discuss their proposals before an award has been made except as set out in this section. 4. Violation of these provisions by proposer may lead to disqualification of its proposal. Proposal Submittal Guidelines 1. No modifications or addenda will be accepted after the proposal submission date and time unless requested by the City. 2. Proposals received after the due date and time will not be accepted and will be returned to the proposer unopened. 3. Each firm s proposal shall be typed and submitted as: a) One (1) Original clearly marked ORIGINAL on the front. b) Five (5) legible hard Copies each clearly marked COPY on the front. c) Five (5) electronic copies on discs or flash drives of the entire submittal with the firm name, solicitation number and submittal name on the front. 4. All shall be submitted in a sealed package. Faxed or ed responses are not acceptable. 5. The original proposal shall be clearly marked "ORIGINAL and signed in blue ink, by hand, in the space marked Authorized Signature. 6. The exterior of the sealed package shall reference the RFCSP name and number. The City of Dallas is not responsible for submissions not properly identified. 7. The submission envelope should be clearly marked with the firm s name and address with notation RFCSP # BUZ1524 SCADA Repair, Parts and Support. All proposals shall be received by the due date and should be directed to: Pre-Proposal Conference City of Dallas Business Development and Procurement Services Attention: Kent Brown 1500 Marilla St., Room 3FN Dallas, TX The City shall hold a pre-proposal conference for potential Proposers concerning the City s requirements. The pre-proposal conference will be held at 9:00 a.m. on June 17, 2015 at Dallas City Hall, 1500 Marilla St., in Conference room 3FS, located on 1500 Marilla Street, Dallas, Texas This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-qualification conference, it will be posted as an addendum online for all potential Proposers to view. This RFCSP shall only be modified by written addendum. Verbal agreements or statements are not official and are nonbinding on the City.

4 Opening of Proposals Proposals will be opened by the City at 2:00 p.m. the day following the due date so as to avoid disclosure of contents to competing proposers. Proposer names will be publicly read. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process. Method of Award The City reserves the right to award by the method deemed most advantageous to the City. The City will require the selected proposers(s) to execute a contract in substantially the same form as the sample attachment. The agreement will commence with the signing of contracts by the successful proposers and the City of Dallas. City staff may elect to request the awarded vendor provide a live demonstration of the system to ensure the desired end result is obtained. No work shall commence until the contract document(s) are signed; and proposer has provided necessary evidence of insurance as required. In the event the parties cannot negotiate and execute a contract within the time specified, the City reserves the right to terminate negotiations with the selected proposers and commence negotiations with another proposer. If selected to provide the services, responses to the proposal will be considered as part of the firm's contractual responsibilities. Misrepresentation of the proposers ability to perform as stated in the proposal may result in cancellation of the contract award. The City of Dallas reserves the right to withdraw or reduce the amount of an award, or to cancel the contract resulting from this procurement if adequate funding is not available. The City of Dallas will require the Contractor to sign the necessary contract documents prepared by the City Attorney s Office. Contract documents are not binding on City until approved by the City Attorney and executed by the City Manager or appointee. Contract award will be subject to approval by the Dallas City Council. The City of Dallas will require the awarded vendor Contractor to sign the necessary contract documents prepared by the City Attorney s Office prior to going to Council.

5 Proposers understand and agrees that if selected, it and persons designated by it to provide services in connection with a contract(s), is and shall be deemed to be an independent contractor of the City, responsible for its respective acts or omissions; and the City shall in no way be responsible for proposers actions. Contract Requirements The successful proposer will be required to execute a contract in substantially the form as Sample Contract of these Specifications. The form may be tailored by the City Attorney to meet the particular requirements of this procurement. All proposers are expected to submit their bid on the basis of the requirements of these Specifications, including the Form Contract. Proposers are responsible for reviewing the Form Contract carefully and seeking private legal advice if question arises regarding the legal aspects of the contract. Method of Selection All Proposals received by the above referenced due date will be reviewed by an Evaluation Committee as part of a two-step selection process. The first part of this process, proposal review, may result in the creation of a short list to consist of those solution providers that are to be invited to demonstrate their solution. The second part of this process is to evaluate and rank the proposer s demonstration(s). The City will initiate a Best and Final Offer (BAFO) process with the Proposers who are ranked highest. A recommendation for award of a contract will be made to the proposer(s) that offer the solution that best meets the needs of the City. Evaluation Procedure and Criteria The Selection Committee will consist of City technical, management, and end-user personnel and others designated by the City. This committee will evaluate the proposals based on criteria listed below: Cost 85% Exprerience and capability 15% As part of the evaluation process, the City may interview Proposers regarding specific areas of their proposals as well as their references. Basis of Evaluation It is the Proposer s responsibility to effectively communicate their qualifications, services and products to the City of Dallas by thoroughly responding to each requirement contained in this RFCSP. The evaluation is based upon the following criteria: 1. Related to Criteria - Value to the City: 1.1. Actual cost of various elements of the system as identified in the Proposal Pricing document.

6 2. Experience and Capabillity 2.1 Satisfactory company background, and references as well as qualifications and experience in the maintenance of HSQ Miser SCADA products. Demonstrated successful experience on similar type projects in organizations the size and complexity of the City of Dallas will be favored. 2.2 Leadership and sustainable position in the HSQ Miser SCADA System market place. Business Inclusion and Development The City encourages Proposers to consider utilization of subcontractors and to provide Minority Business Enterprise and Women Business Enterprise (MBE/WBE) subcontractors with a full and fair opportunity to submit proposals to participate on this contract. Proposers are encouraged to use the suggested voluntary outreach efforts by contacting the Buyer to obtain the necessary forms and instructions. All proposers will complete and submit the Business Inclusion and Development (BID) forms attached to this RFCSP. The BID packet also include an overview of the City's program and participation goals established by the Dallas City Council. Help in preparing the forms may be obtained by contacting a member of the Resource Link team: Laura Hurtado laura.hurtado@dallascityhall.com Invoicing In order to be in compliance with these specifications, awarded vendor must have received a hard copy or an attachment of a City of Dallas delivery order prior to shipping or delivering merchandise. The delivery order must reflect the price(s) on the vendor s bid sheet. The City of Dallas is not liable for any delivery or shipment in which a Delivery Order was not obtained first. Invoices submitted for payment must have the following information: Name and address of the department where product(s) were delivered Date of delivery Delivery order number that authorized the purchase Manufacturer s part number if applicable and a detail description of each item delivered. Unit cost and extended cost of each item Total cost of the order Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice. All invoices are to be sent to:

7 Flood Control Operations Trinity Watershed Management 2255 Irving Blvd. Dallas, TX Estimated quantities of Parts The quantities listed are the City s best estimates. Actual quantities can be more or less than the listed quantities during the term of the contract, depending on inventory levels and anticipated needs. The City will not be responsible for any anticipated profits or losses, by any proposer, based on these estimated quantities. Delivery Requirements Orders shall be delivered within thirty (30) business days for small item shipments and up to ninety (90) days maximum for large shipment items, after receipt of order. Partial shipments are acceptable, but the order shall not be considered complete until such time as the total number of items ordered has been received. No More than two (2) shipments per order will be received without prior approval by the City. Warranty Requirements All parts procured in accordance with these specifications shall be covered by manufacturers and / or suppliers standard warranty. Warranty period will begin after parts are delivered. Environmental Recognizing the importance of exercising positive environmental stewardship, The City will purchase environmentally preferred products whenever feasible and require contractors and consultants to use recycled and other environmentally preferred products whenever feasible. Termination The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Proposer. The City will compensate Proposer in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such notice. Error and Omission The vendor shall not be allowed to take advantage of any error or omission in these specifications. The vendor is required to review these specifications carefully and notify the City of Dallas Purchasing Department.