request for proposal request for proposal ......mandatory pre-proposal conference: 01/29/13 at 2:00...

RFP SA 2113 - PRINCE WILLIAM COUNTY SERVICE AUTHORITY DISTRIBUTION AND COLLECTION SCADA REPLACEMENT PROJECT

Purchasing Department

P.O. Box 2266 · Woodbridge, Virginia 22195-2266 · Fax (703) 335-7954

REQUEST FOR PROPOSAL

January 18, 2013

REQUEST FOR PROPOSAL NUMBER: SA 2113 SUBJECT: DISTRIBUTION AND COLLECTION SCADA REPLACEMENT PROJECT PROPOSAL DUE DATE/TIME: 03/1/13 at 2:00 PM (Local Time) MANDATORY PRE-PROPOSAL CONFERENCE: 01/29/13 at 2:00 PM (Local Time)

SUBMIT: One (1) original and six (6) copies including an electronic version of the proposal in portable document format (PDF) to: STREET ADDRESS: Prince William County Service Authority Procurement Department Attn: Angela White – SA 2113 4 County Complex Court Woodbridge, VA 22192 Please direct questions concerning this proposal in writing only, by email to: Angela White at [email protected]; no later than 02/04/13 at 12:00 noon (Local Time).

In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services listed herein, in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. Company Name _______________________________________________________ Authorized Signature _______________________________ Date: _______________ Name Printed____ _____________________________________________________ Phone Number _____________________ Fax Number _____________________ Note: Prince William County Service Authority does not discriminate against faith based organizations in accordance with the Code of Virginia § 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.


Table of Contents I. INTRODUCTION 3

II. PURPOSE 3

III. DEFINITIONS 4

IV. PROJECT BACKGROUND 5

V. GENERAL DESCRIPTION OF PROJECT 5

VI. GENERAL DESCRIPTION OF THE PROCUREMENT PROCESS 7

VII. RFP SCHEDULE / TIMELINE / PROCEDURES 8

VIII. SCADA REPLACEMENT PROJECT 10

IX. ROLE OF THE SERVICE AUTHORITY DURING THE PROJECT 11

X. ROLE OF THE SCADA CONTRACTOR DURING THE PROJECT 12

XI. SCADA CONTRACTOR QUALIFICATIONS SUBMITTAL 12

XII. PRELIMINARY PROJECT REQUIREMENTS 12

XIII. PROJECT COORDINATION 17

XIV. SCADA DESIGN STANDARDS 18

XV. SCADA CONTRACTOR DELIVERABLES 19

XVI. MANDATORY TERMS AND CONDITIONS 19

XVII. SUBMISSION REQUIREMENTS 20

XVIII. PROPOSAL EVALUATION PROCESS AND SELECTION CRITERIA 23

XIX. CONTRACT 24

ATTACHMENTS:

ATTACHMENT 1 - MANDATORY TERMS AND CONDITIONS

ATTACHMENT 2 – PPEA GUIDELINES

ATTACHMENT 3 - PRIME CONTRACTOR QUALIFICATION QUESTIONNAIRE

ATTACHMENT 4 SUBCONTRACTOR QUALIFICATION QUESTIONNAIRE


I. INTRODUCTION

The Prince William County Service Authority (“Service Authority”) is a public utility created in 1983 under the Virginia Water and Sewer Authorities Act and chartered by the Prince William Board of County Supervisors. The Service Authority is an independent body responsible for providing comprehensive water and sewer services in Prince William County. The Service Authority has approximately 85,000 customers and provides wastewater treatment for the eastern portion of the county via the H.L. Mooney AWRF, a 24.0 mgd facility. Wastewater service for the western portion of the county is provided by the Upper Occoquan Service Authority, a 54.0 mgd regional facility that is jointly owned by Fairfax County, Prince William County, the City of Manassas, and the City of Manassas Park. Water is supplied via wholesale water purchase agreements with Fairfax Water and the City of Manassas, as well as Service Authority-owned wells. The water and sewer system is composed of approximately 1,160 miles of water main and 1,080 miles of sewer mains.

II. PURPOSE

The Service Authority is requesting conceptual stage proposals for replacement of its Distribution and Collection (D&C) SCADA System and associated field controls. The details of the system requirements are defined in this RFP. The proposal should describe the proposed project team, the team’s qualifications, and standard rates for key services from the Offerors, all as further described in this RFP. The Service Authority is issuing this RFP under its PPEA Guidelines, originally adopted on January 12, 2006 and last revised January 13, 2011, a copy of which is attached hereto and by this reference incorporated herein (the “Guidelines”). It is anticipated that the preliminary design and pilot phases of the project will be completed under negotiated Interim Agreements, and then the remainder of the project under a Comprehensive Agreement, which is expected to be a Guaranteed Maximum Price (GMP) or Firm Fixed Price (FFP) contract. It is anticipated that the contracts will be substantially similar to the Service Authority’s PPEA contract format. The Service Authority recognizes this project may require the Prime Contractor to utilize Subcontractors for completion of the Work. All key subcontractors shall be named in the project team as part of the conceptual stage proposal and considered with the team qualifications. The Service Authority will not entertain proposals from Joint Ventures. With respect to this RFP, the Service Authority retains all rights granted to it as a responsible public entity under the PPEA, including but not limited to the following, which it may exercise in its sole discretion: reject any and all bids/proposals at any time; terminate consideration or evaluation of any and all bids/proposals at any time; suspend, discontinue and/or terminate discussions regarding confidentiality agreements, interim agreements and comprehensive agreements at any time prior to the authorized execution of such agreements by all parties; suspend or eliminate conceptual stage review and proceed directly to detailed stage review; negotiate with a Offeror without being bound by any provision in its bid/proposal; negotiate with fewer than all Offerors at any given time; request and/or receive additional information regarding any bid/proposal; issue addenda to and/or cancel any request for proposals or invitation for bid; revise, supplement or withdraw all or any part of the Guidelines; assess, retain and/or waive any and all fees required to be paid by Offerors in accordance with the Guidelines; and/or request revisions to conceptual or detailed phase bids/proposals.


III. DEFINITIONS

The following definitions and references are given for the purpose of interpreting the terms as used in this Request for Proposal and apply unless the context indicates a different meaning: • All references to a time of day are references to the time in Prince William County, VA.

• “Service Authority” and “Owner” refer to the Prince William County Service Authority.

• “PPEA” refers to the Public-Private Education Facilities and Infrastructure Act of 2002 Va. Code §56-575.1 et. seq., as amended.

• “Contractor” means an individual person(s) or company that possesses unique qualifications which allow them to perform to services described and in this document refers to an Offeror that is awarded a contract as a result of this Request for Proposal.

• “Contract Administrator” refers to the Service Authority representative who manages actions that must be taken to assure full compliance with all of the terms and conditions contained within the contract document, including price.

• “Day(s)” shall mean calendar days, unless otherwise specified.

• “Key Personnel” means each person listed or referenced by Offeror in its proposal including key Subcontractor personnel.

• “Mandatory” means compulsory and required without exception.

• “Notice to Proceed” means a written notice issued by the Owner to the Contractor fixing the date on which the contract times will commence to run and on which Contractor shall start to perform the Work under the contract documents.

• “Offeror” means the entity making an offer to the Authority in response to this Request for Proposal.

• “Owner Representative Consultant” means the designated (third party) official representative of the owner authorized by the owner to oversee the Project.

• “Conceptual Stage Proposal” or “Proposal” means an offer made by an Offeror to the Authority in response to this RFP.

• “RFP” means this Request for Proposal.

• “SCADA” means Supervisory Control and Data Acquisition.

• “Subcontractor” means an entity having a direct contract with the Contractor for the performance of a part of the Work.

• “Perform” perform all operations required to complete the Work referred to in accordance with the intent of the Contract Documents.

• “Project” or “Work”, refers to the entire services or the various separately identifiable parts thereof required to be provided by Contractor under a contractual agreement awarded as a result of the two-stage RFP process.


IV. PROJECT BACKGROUND

This project has been developed to replace the existing aging SCADA system hardware and software with current model communications and control system components. The Service Authority requires a replacement D&C SCADA System that provides more flexibility and higher reliability than the existing system. The Service Authority’s current concept is to utilize a cellular IP-based communications system, and is in the process of procuring an enterprise-wide data service plan with a local provider (Communications Provider). The communication system will be based on 4G communication network performance characteristics. Description of Existing SCADA System In 1991, HSQ Technology (HSQ) installed a MISER human-machine interface (HMI). HSQ continues to provide technical support for the central servers, as well as the HSQ remote terminal units (RTUs). In 1998, the Service Authority upgraded the central servers and workstations to Compaq (Hewlett-Packard) Alpha systems. In 2012 the SCADA Servers were upgraded to HP Itanium systems. System remote facilities are comprised of the following types of sites:

• 57 Sewage Pumping Stations • 23 Water Storage Tanks • 18 Metering Stations • 13 Water Pumping-Booster Stations • 11 Wells • 4 Water Pressure Reducing Valves

These remote facilities account for over 3,000 separate data points that are used to monitor the operational health of the water distribution and wastewater collection systems of the County. Additional facilities may be included in the final project. The Service Authority SCADA system is a critical and indispensable tool for providing the ability to monitor and control the system from a central or remote location in order that operations and technical support services may be dispatched in a timely manner. The existing SCADA communications network is a hybrid system comprised of microwave, licensed radio, unlicensed radio, and tone telemetry data links. The HSQ RTUs are used for communications, and for the most part, do not have any control functions programmed into them. Pump stations use hardwired relay logic panels for control.

V. GENERAL DESCRIPTION OF PROJECT

The Service Authority is replacing the entire existing D&C SCADA System that provides monitoring and control of the wastewater collection and water distribution system in the Service Authority’s service area. The SCADA System is used to monitor and control all of the remote facilities that operate as part of the wastewater and water field infrastructure. The D&C SCADA System is separate from the Mooney AWRF SCADA System, and this project does not impact or interface with the Mooney AWRF SCADA System.


The SCADA system will include new SCADA servers, software and field control equipment. The successful SCADA Contractor will design, construct, configure, program, test, train, and place into service the new D&C SCADA System, utilizing a communication system that is IP-based and operated by a commercial provider. A new Human Machine Interface (HMI) must be planned, installed, and configured, and the new field control equipment will require writing new programs for new programmable logic controllers (PLCs). The SCADA Contractor will be responsible for developing and implementing appropriate security protocols as part of this project. This project must be implemented and completed with the absolute requirement of maintaining safe operation of all critical infrastructure systems at all times, which will require significant coordination with the Service Authority. The replacement SCADA system will include access control features and will include an IP-based video monitoring and recording system. The Service Authority views this as primarily a SCADA configuration and integration project. Site construction is generally limited to removal and installation of controls-related equipment. The Service Authority is seeking highly qualified SCADA professionals with extensive experience in wide-area implementations, established local support teams, and a collaborative work plan. This project involves several phases, and will proceed through an iterative preliminary design – pilot – refine – construct process as defined by the Interim and Comprehensive Agreements.

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VII. RFP SCHEDULE / TIMELINE / PROCEDURES

Proposal Due Date The RFP response is due on 03/1/2013 at 2:00 pm (Local Time) Anticipated Procurement Timeline The following is the anticipated timeline for this RFP and subsequent procurement process. These dates are approximate and may be changed at the discretion of the Service Authority. All references to weeks are weeks from RFP due date. CONCEPTUAL STAGE PROPOSALS Mandatory Pre-proposal Conference January 29, 2013 at 2:00 PM Questions due February 4, 2013 at 12:00 (Noon) RFP Responses Due Date/Time March 1, 2013 at 2:00 PM

CONCEPTUAL STAGE PROPOSAL EVALUATION Service Authority Review of Submissions to determine which to Accept for Evaluation

+2 Weeks

Service Authority Evaluation of Accepted Conceptual Stage Proposals + 4 Weeks

Interviews (if required) +6 Weeks

DETAILED STAGE PROPOSAL EVALUATION Pilot Site Visits +8-10 Weeks Discussions and Clarifications +11-12 Weeks Detailed Proposal Submitted +16 Weeks Interviews (if required) +17 Weeks Selection +20 Weeks Contract Negotiations +21-25 Weeks Contract Award + 26 Weeks (depending upon Board Meeting Dates) Date and Location of the Mandatory Pre-proposal Conference

A. A mandatory pre-proposal conference will be held in the Raymond Spittle Building, 4 County Complex Ct., Woodbridge, Virginia 22192, on 01/29/13 at 2:00 PM (Local Time). Due to the importance of all Offerors having a clear understanding of the planned scope of the project and special requirements, attendance will be a prerequisite for submitting a proposal. Offerors are advised to bring their own copy of the RFP as copies will not be provided at the pre-proposal meeting.


B. Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public meetings should contact Angela White at least five (5) days prior to the date of the meeting.

Delivery of Proposal One (1) original and Six (6) copies including an electronic version of the proposal in portable document format (PDF) must be received at the Procurement Department of the Prince William County Service Authority, no later than March 1, 2013 at 2:00 PM (Local Time) at the address below.

Prince William County Service Authority Procurement Department Attn: Angela White - SA 2113 4 County Complex Court Woodbridge, VA 22192

It is the responsibility of the Offeror to ensure that the Service Authority receives the proposal submittal by the proposal due date and time. No submittals or modifications to submittals will be accepted after the proposal due date and time except as expressly requested by the Service Authority, consistent with its Guidelines. Late proposals will be unopened, rejected, stored for 60 days by the Service Authority and then disposed of or returned at Offeror’s expense. Questions Concerning This RFP

A. Questions concerning any portion of this RFP should be directed in writing via e-mail by 02/04/2013 at noon (local time).

B. Mark subject line: "Questions on SCADA Replacement Project RFP SA 2113”.

C. Submit questions to: Angela White, Purchasing Manager at

[email protected].

D. Failure by an Offeror to ask questions or request changes by the dates indicated above shall constitute the Offeror’s acceptance of all of the terms, conditions and requirements set forth in this RFP.

E. No answers given in response to questions submitted shall be binding upon this RFP

unless released in writing as an addendum to the RFP by the Authority.

Addenda Amendments to this RFP and notes from the pre-proposal conference will be posted on the Procurement page of Authority's website www.pwcsa.org. The Offeror should acknowledge each addendum in their proposal. Failure to acknowledge each addendum may prevent the proposal from being considered for award. It is solely the Offeror’s responsibility to locate and review each addendum to this RFP before submitting a proposal.


VIII. SCADA REPLACEMENT PROJECT

Description of New SCADA System Control Room - The new D&C SCADA System shall be operated by Service Authority Operators both from the Control Room and remotely using laptops and thin client workstations. Select remote sites will also have a local graphic user interface utilizing panel-mounted-Operator -interfaces that will also act as backup local control stations. General operation and configuration – The D&C SCADA system shall be designed using redundant servers and operator interfaces. The general arrangement and configuration of the D&C SCADA System shall ensure that remote sites are controlled through on-site controllers (PLCs) as well as local Operator Interface-based manual stop/start controls that can function without the main control PLC. Operators in the Control Room or using remote laptops will control the operation of the remote facilities by changing setpoints in the remote-site PLC, or by sending operator-initiated manual start/stop commands. All critical control logic shall reside in the remote-site PLC. In addition to the control inputs described above, the SCADA servers will collect historical operating data from the sites. Preliminary Control Narratives (PCN) for each type of site will be provided to the selected SCADA Contractor. These preliminary control narratives shall be revised by the SCADA Contractor as agreed with the Service Authority as a part of preliminary and final design during a series of control narrative workshops. Local site control systems shall be able to safely operate autonomously for a minimum of 24 hours and/or execute a managed shutdown in the event of loss of communication. The Service Authority has determined that the basis of the replacement D&C SCADA System will be the following hardware and software (baseline configuration):

• Wonderware System Platform 2012 or Current Version

• VMware based application, historian, and terminal servers

• Microsoft 2008 Server or current version

• Allen-Bradley CompactLogix PLCs

• RS Logix 5000 Enterprise PLC programming software

• Local HMI displays, including thin clients and panel mounted Operator Interfaces with integrated I/O

Alternatives to the baseline hardware and software described above will be considered during the design phases. Proven experience with the above mentioned products and systems is a mandatory requirement for responding to this solicitation. Equipment to be removed and replaced - Under the SCADA Upgrade Project, most existing SCADA system components will be removed and replaced. The SCADA Contractor shall develop demolition plans as part of the Preliminary Design. The salvaging, recycling, or disposal of all removed equipment shall be determined during the scope development for the construction phases.


Field Controls - All existing HSQ RTUs and cabinets are to be removed and replaced under this project. This Work will include disconnecting and re-terminating all I/O, power, and communications connections, replacing or extending conductors as required and approved, removing existing enclosures, preparing the site for the installation of new control enclosures, installing, programming, and placing new control equipment into service in accordance with the final process control narratives and SCADA system design. SCADA servers – All existing SCADA servers, workstations, and related equipment will be decommissioned and replaced with new virtual servers, workstations, and thin clients. The replacement SCADA system should also support the future use of mobile tablets and smart-phones. The SCADA contractor shall maximize the reuse of existing server racks, UPSs, network switches, and related equipment where possible and agreed to by the Service Authority, and when compatible with an approved transition plan. SCADA and PLC Hardware and Software – The existing HSQ RTUs and software will be replaced. The selected SCADA Contractor shall review the existing SCADA and PLC configuration at the Mooney Plant and clearly describe recommended variations from existing hardware, programming, and configuration standards as part of the Phase 1a Preliminary Design. The response to the Request for Proposal should include a description of SCADA hardware and software combinations that the respondent considers appropriate for this project for the baseline configuration, as well as any other alternatives with which the proposed project team has significant successful design, configuration, implementation, and support experience. Communications – The SCADA Contractor will implement a robust and flexible communications system for the D&C SCADA system based on commercial cellular technology. The Service Authority, in consultation with the selected SCADA Contractor, shall procure a suitable enterprise-wide data service plan from the Communications Provider, and will provide the cellular modems for use in the replacement D&C SCADA system. The SCADA Contractor shall be responsible for testing the cellular service at each site, and incorporating the selected SCADA modem into the remote site controller design, including the design and installation of extended or directional antennae and supporting hardware as necessary to achieve reliable communications on the 4G wireless network.

IX. ROLE OF THE SERVICE AUTHORITY DURING THE PROJECT

The Service Authority SCADA Program Manager will be the technical representative of the Service Authority with the SCADA Contractor throughout the project. The SCADA Contractor will work directly and closely with the SCADA Program Manager at all times to allow a consistent transfer of information and knowledge regarding the Service Authority’s requirements for the D&C SCADA System. The SCADA Contractor will work with the SCADA Program Manager and the Owner Representative Consultant(s), in the planning of all coordination workshops and meetings.


Throughout all phases of the project, the Service Authority and their Owner Representative Consultant(s), will review and provide comments or acceptance of submitted design and configuration documents. Additionally, the Service Authority may procure selected D&C SCADA System computer hardware and software based on the specifications developed during the design process. Arrangements for the provision of the SCADA hardware and software will be determined during the Phase 1a Preliminary Design step described in Section XII.

X. ROLE OF THE SCADA CONTRACTOR DURING THE PROJECT

The SCADA Contractor shall be responsible for all design, construction, and integration activities for the D&C SCADA System project. The SCADA Contractor shall coordinate as necessary with the Communications Provider and hardware and software vendors for all design, installation, testing, QA review, and startup activities that impact any functionality of the D&C SCADA System. All design details shall be developed through a series of iterative, interactive workshops with the Service Authority and Owner Representative Consultant(s). The SCADA Contractor shall also work closely at all times with Service Authority staff and the Owner Representative Consultant to ensure that Service Authority staff is aware of project status, issues, and potential impediments to progress.

XI. SCADA CONTRACTOR QUALIFICATIONS SUBMITTAL

Refer to Section XVII of this Request for Proposal for items that must be submitted regarding qualifications of the company and key staff.

XII. PRELIMINARY PROJECT REQUIREMENTS

Project Overview This section of the Request for Proposal is provided to generally describe the scope of services required for this project, and to enable interested firms to determine the appropriate skills and resources to complete this project. A detailed scope of services will be developed in cooperation with the successful contractor. The Service Authority is requesting proposals from SCADA integration contractors capable of completing the design and construction of a complete SCADA system, and coordinating with vendors and service providers in order to provide a complete and functioning SCADA system. The Service Authority is seeking a SCADA Contractor who has a proven record of success in similar SCADA projects, with significant experience in the design, integration, and implementation of SCADA systems, and with significant experience in the water and wastewater utilities field. Ancillary systems that may require specialty subcontractors are also included in this project. The SCADA Contractor is required to coordinate the construction of the entire project, including obtaining all required permits and inspections.


The new SCADA system will completely replace the existing SCADA system, including selected sensors, control equipment, SCADA software, servers, and workstations. The new commercial communications system, to be implemented by the SCADA Contractor, will completely replace the existing communication system. All sites that are currently monitored or controlled by the existing SCADA system must remain monitored and controlled throughout this project, with limited planned and authorized downtime during transition from the existing system to the new system. It is the responsibility of the SCADA Contractor to plan, coordinate, and execute this transition. The SCADA Contractor will design and develop a system architecture plan acceptable to the Service Authority in several phases. The project shall proceed through final design, construction, and testing of selected pilot sites to confirm functionality and operation of the SCADA system. The preliminary design for the remaining sites and the SCADA system overall shall be modified as necessary based on lessons learned at the pilot sites. Final design, construction pricing, and construction of the remaining sites will proceed when authorized by the Service Authority. Phased Design and Construction Project The development of this project will proceed in multiple phases. There is no guarantee that any or all phases will be implemented. A subsequent phase shall not be started until the prior phase deliverables have been reviewed and accepted by the Service Authority, and written authorization to proceed is provided by the Service Authority to the SCADA Contractor. The expected design and construction phases for this project are: Phase 1 – Pilot Sites Preliminary and Final Design TO BE COMPLETED UNDER NEGOTIATED INTERIM AGREEMENT Part 1 – Details TBD The Preliminary Design shall be developed through a series of iterative, interactive Design Workshops led by the SCADA Contractor, and including the Service Authority and its Owner Representative Consultant(s). Phase 1a - Preliminary Design, including the following deliverables:

• Review existing field data and reports • Site survey of the selected Pilot Sites and report of site conditions and all required site

improvements o Pilot Sites o Control Center

• Preliminary Overall System Architecture Plan • Preliminary Designs shall be developed for selected Pilot Sites, which will be constructed

and tested as Pilot Test Sites during Phase 2 o Expect the Preliminary Design review process to include several iterations of

submittal, review, comment, revision, re-submittal • Meeting Minutes and Action Items from all Preliminary Design Workshops


• Updated Control Narratives for the Pilot Sites • Design of HMI configuration for the pilot sites, including screen graphics standards • Preliminary Cut-over/transition approach for the Pilot Sites • Overall O&M Manual outline (Table of Contents) • Overall Training outline (Table of Contents) • Factory and Functional Acceptance Test Procedures • Implementation Schedule

o Detailed schedule for the Pilot Sites o Preliminary schedule for the remaining sites

• Preliminary Pilot Sites Construction Cost Estimate • Cyber security plan • Physical security and Access Control Plan • Video Monitoring System Plan

Phase 1b - Final Design for Pilot Sites and HMI Framework

The SCADA Contractor shall only proceed with Pilot Site Final Design after receiving written acceptance of the Phase 1a Preliminary Design. Phase 1b - Final Design of Pilot Sites includes: • Accepted final versions of all Preliminary Design deliverables, incorporating Service

Authority comments for the Pilot Sites o Final versions shall include complete construction documents, Bill of Materials,

manufacturer’s cut sheets, and other necessary documents, signed and sealed by a Professional Engineer as required

• Final design of the SCADA system underlying framework and Pilot Site graphics, developed through iterative, interactive workshops

o Negotiated Interim Agreement No. 2

The Pilot Sites Final Design shall be complete and ready for construction. The SCADA Contractor shall only proceed with Phase II after receiving written acceptance of the Phase 1b Final Design. Phase 2 – Pilot Sites Construction and Configuration TO BE COMPLETED UNDER NEGOTIATED INTERIM AGREEMENT Part 2 – Details TBD Construction for Pilot Sites • Pilot Sites facility improvements • Fabrication and Factory Acceptance Testing (FAT) of Pilot Site equipment

o Interim/Permanent Control Room construction/configuration o Configuration of SCADA servers o Configuration of Workstations, Thin Clients, and Operator Interfaces o Remote Site Controllers

• Coordination with commercial communications network provider • Procurement and maintenance of all required permits


Programming for Pilot Sites (PLC and HMI) • All programming and configuration will be conducted on-site (Service Authority facilities) in

close cooperation with the Service Authority SCADA Program Manager • SCADA servers and software • Configuration and testing of PLC programming • Installation of PLC programs in PLCs • Configuration and testing of SCADA User Interface/HMI programming • Installation/Configuration of HMI in workstations and mobile devices • HMI and PLC Program documentation • Completion of O&M Manual for Pilot Sites and current SCADA system configuration

Training • HMI user training – Pilot group • HMI System Administrator Training • PLC Programming Review

Transition and Operational Handover – Pilot Sites • Functional Acceptance Testing and Sign-off to begin control transition and Pilot Test period • Demonstrate pilot system functions satisfactorily for a period of time acceptable to the

Service Authority. • Pilot sites to be operated by the Service Authority using the new local controls and SCADA

system • Maintenance of new equipment remains the responsibility of SCADA Contractor • Interim warranty is in place

Pilot Test Completion • Record drawings, specifications, and control narratives for Pilot Sites and Control Center,

including Service Authority comments • Summary report of final configuration of remote sites, control center, and HMI • Conduct one or more workshops to review the performance of the Pilot Sites and initial

SCADA system implementation; identify required changes and Action Items for Final Design

Phase 3 – Full System Design TO BE COMPLETED UNDER A NEGOTIATED COMPREHENSIVE AGREEMENT Phase 3a - Preliminary Design of remaining Remote Sites and Control Center:

• Review accepted final versions of all Record drawings and documents for the Pilot Sites • Utilize the Pilot Sites Final Design and Record information to prepare a Preliminary Design

for the remainder of the Service Authority’s sites: o Site survey of remaining remote sites o Overall System Architecture o Remote sites improvements and required hardware/software configuration o Control Center o HMI configuration o Control Narratives


o Cut-over/transition plan for remaining sites o Updated O&M Manual outline o Updated Training outline o Updated Factory and Functional Acceptance Test Procedures o Implementation Schedule o Overall Construction Cost Estimate based on updated Preliminary Design

• Expect the Preliminary Design review process to include several iterations of submittal, review, comment, revision, re-submittal

The SCADA Contractor shall only proceed with Phase 3b after receiving written acceptance of the Phase 3a Preliminary Design. Phase 3b - Final Design

• Accepted final versions of all Preliminary Design deliverables, incorporating Service Authority comments

o Final versions shall include complete construction documents, Bill of Materials, manufacturer’s cut sheets, and other necessary documents, signed and sealed by a Professional Engineer as required

• Conduct one or more Final Design review workshops • Full implementation schedule • Guaranteed Maximum Price for the Overall Construction Cost based on accepted Final

Design

Phase 4 – Full System Construction TO BE COMPLETED UNDER A NEGOTIATED COMPREHENSIVE AGREEMENT Construction

• Fabrication and Factory Acceptance Testing (FAT) of all equipment o All remaining site improvements o Control room construction/modifications o Workstations and mobile equipment o Remote Site Controllers o SCADA servers and software

• Procurement and maintenance of all required permits

Programming for Remaining Sites (PLC and HMI)

• Configuration and testing of PLC programming • Installation of PLC programs in PLCs • Configuration and testing of SCADA User Interface/HMI programming • Installation of HMI in workstations and mobile devices • Program documentation • Final version of all O&M Manuals

Training


• HMI System Administrator Final Training • Additional HMI user training • PLC Programming Review

Operational Handover

• Acceptance Testing for Complete SCADA system • Warranty review • Record drawings, specifications, and control narratives for remote sites and Control Center • Final Acceptance by Service Authority – Warranty period for entire SCADA system begins

XIII. PROJECT COORDINATION

Service Authority Responsibilities

The Service Authority will provide a Contract Administrator for all communications and project management-related activities. Throughout all phases of the project, the Service Authority and their Owner Representative Consultant(s), will review and provide comments or acceptance of the submitted documents, including drawings, HMI configurations and graphics, PLC programs, and all other components of the design. The Service Authority will endeavor to review and return comments or acceptance of the submittals within 10 working days of receipt of properly formatted and detailed documents. No project time extension will be allowed due to failure of the Contractor to submit reviewable documents that comply with Service Authority requirements and include all prior Service Authority comments. SCADA Contractor Responsibilities

The SCADA Contractor is responsible for developing a complete design and a functional implementation of the new SCADA system. The SCADA Contractor shall conduct and document interactive workshops with the Service Authority to develop specific design details and performance requirements for the replacement SCADA system. The SCADA Contractor shall prepare complete design and construction documents for each phase of the project based on agreed details developed jointly with the Service Authority during the design and review workshops. The SCADA Contractor’s Technical Leader shall be actively involved in the configuration and programming of the system, and shall have the necessary background and skills to thoroughly understand the configuration and operation of the SCADA system and all core components of the control system. Design and review workshops will be conducted for all major aspects of the SCADA system, including, at minimum:

• System Architecture • Cyber security • Site security • Access Control System


• Video camera integration • Control narratives • Remote Site Controller enclosure configuration • HMI configuration, including functionality, layout, and graphic standards • PLC programming, including programming language and documentation • Training plan • Project documentation requirements

The requirement for a collaborative design process cannot be over-emphasized. The Service Authority must be in a position to completely understand and operate the installed SCADA system at the conclusion of the project. The SCADA Contractor shall conduct and document weekly progress meetings with the Service Authority throughout the project.

XIV. SCADA DESIGN STANDARDS

It is the Service Authority’s current concept to use the final, accepted versions of design and programming documents as standards for future work in the Service Authority. As such, all designs and configurations should be based on industry standard best practices, and shall not include Contractor’s proprietary knowledge, tools, or techniques that the Service Authority is not free to use, reproduce, and distribute at no further cost to the Service Authority. All submitted designs, documents, and programs become the property of the Service Authority, and by virtue of submitting these items to the Service Authority, the Contractor acknowledges and agrees that the Service Authority is free to use, publish, and modify contract deliverables for future projects. The SCADA Contractor must use experienced SCADA application system programmers on this project, and provide references for similar sized projects. Vendor certification with appropriate experience is strongly preferred. Acceptance of non-certified assigned staff on this project is solely up to the discretion of the Service Authority. References are discussed in more detail in Section XVII of this Request for Proposal. Reporting software – This project may include the configuration of enterprise-level Business Intelligence (BI)/Operational Intelligence (OI) reporting software. This requirement will be determined during the design workshops. Experience with BI/OI products from IBM, Information Builders, and similar applications are preferred. Integration With Existing Service Authority Applications - There is currently no specific requirement to integrate with existing Service Authority enterprise applications. SCADA application software will be selected based on the ability of SCADA data to be shared with other enterprise applications such as GIS, CMMS, LIMS and reporting and dash-boarding applications.


XV. SCADA CONTRACTOR DELIVERABLES

Specific deliverables for each phase of the project, and the details required for each deliverable, shall be developed during the design workshops. Generally, the SCADA Contractor shall be responsible for developing and delivering the following items that are expected to be part of this project (not all-inclusive): • Submittals - All hardware shown on design documents and/or Bills of Material for the project

shall be submitted for review and acceptance by the Service Authority. • Remote site improvements for process control, access control and physical facility security • System Architecture Diagram – The SCADA Contractor shall, as part of the planning

activities, develop a complete System Architecture Drawing including all sites with a list of installed major SCADA and control components, including cyber security features and remote access capabilities

• Control Room Modifications • Back-up control components – Local and remote control • Develop and submit construction and final Control Panel Designs for each enclosure in

editable AutoCAD format • Conduit and Wiring Standards • Access control system integration • Fire Protection Integration • Internet Protocol (IP) cameras – security and safety monitoring and recording • Field instruments – new and replacement • Update complete I/O listings Updated Control Narratives • Factory and Site Testing Plan • Acceptance and Handover Plan • Site Surveys – The SCADA Contractor shall be required to perform site surveys and prepare

a report and recommendation for all Service Authority sites. • Develop and submit draft and final P&IDs for each site in editable AutoCAD format • SCADA Implementation Plan • Site Functional Acceptance Test • System Functional Acceptance Test • Training Plan

All final documentation shall be delivered in electronic editable format appropriate for the stated purpose:

o Microsoft Word for control narratives and similar text documents o Microsoft Excel for tables and spreadsheets o Autodesk AutoCAD for drawings

XVI. GENERAL TERMS AND CONDITIONS

A. Refer to Attachment 1 for the Prince William County Service Authority’s General Terms and Conditions.


B. The terms and conditions attached are based on the Service Authority’s regulations or State law and reflect the Authority’s standard terms of the ensuing contract. Any concerns regarding the General Terms and Conditions that are not subject to State law will be addressed during the procurement process. Additional terms and conditions as determined by the Service Authority through negotiations will apply, should this solicitation result in a contractual agreement between the Service Authority and a Contractor.

XVII. SUBMISSION REQUIREMENTS

The following provides the required sections for submitting a response to this Request for Proposal. Failure to follow the submission requirements may result in a response being deemed non-responsive.

A. CONCEPTUAL STAGE PROPOSAL a. The response should be no longer than 30 pages (15 pages double-sided),

minimum 11 point font b. Proposal should be bound (3-ring binders acceptable) c. One original and six (6) copies of the proposal should be submitted, including an

electronic version of the proposal in portable document format (PDF). d. The following are not included in the page count

i. Covers ii. Section dividers iii. Offeror’s and Subcontractor’s Questionnaire

e. Proposal Format: the following is the format for the proposal i. Cover Letter ii. Table of Contents iii. Qualifications and Experience iv. Statement of meeting mandatory terms and conditions v. Offeror questionnaire – Offerors and proposed Subcontractors must each

complete the questionnaire and include in the response. vi. Reference projects – Offerors should provide 1-page descriptions of at

least five reference projects of similar complexity to the Service Authority’s. These projects must have been completed within the last five years, and should include a description of the level of Client collaboration that was included in the project. Reference contacts including name, company, address, telephone number, and email for the references shall be included.

vii. Company Quality Assurance (QA) Plan – Offerors shall provide an outline (e.g.: Table of Contents) of the company QA Plan for managing SCADA planning and implementation projects. Companies selected for interviews will be required to submit detailed company QA plans covering planning, design, programming and configuration, and testing and acceptance procedures for SCADA projects.

viii. A description of all company certifications with all vendor’s HMI software, PLC software, and PLC hardware


ix. A description of specific experience with Internet Protocol cameras, access control systems, radios, and cellular modems

f. Project Characteristics i. Project understanding – Describe your understanding of the project. ii. Project approach – Provide your approach to planning, designing, and

implementing SCADA projects of this magnitude, including your proposed approach to cyber and physical security. Alternatives to the baseline hardware and software described in Section VIII will be considered. Proven experience with the base line products and systems is a mandatory requirement for responding to this solicitation.

iii. Proposed Project team organization – Provide an organization chart for the key members of your project delivery team, including all proposed Subcontractors with a description of the services they will be providing

iv. Key project team member resumes – Provide concise resumes of the key team members who will be assigned to this project and who significantly participated in the reference projects. The selected Offeror may not substitute key team members without authorization from the Service Authority. Strong preference will be given to companies assigning highly qualified personnel located in a permanent local area office.

g. Project Costs i. Labor classification – Provide a classification ratings scale for employees

that may be assigned to this project. ii. Labor rate schedule – Provide a three-year rate schedule (January 2013

– December 2015) for personnel classifications that match anticipated personnel that may be used on this project.

iii. Risk factors and/or concerns – Describe what you see as risk factors and/or concerns for this SCADA project and how your firm will deal with them.

h. Signed Addenda – Any addenda issued against this proposal must be must be acknowledged, signed, and included in your response.

i. Submission Checklist – The following items should be included with your response. Failure to include all of these items may deem your submittal as non-responsive.

i. A complete proposal that does not exceed 30 pages, as described, and is submitted prior to the deadline.

ii. Proposal is bound as described and both physical and electronic copies are provided.

iii. Offeror’s and Subcontractor’s Questionnaires are complete. iv. Acknowledgement of each addenda issued by the Service Authority is

appropriately signed. v. All requested information and questionnaire forms are included.

B. DETAILED STAGE PROPOSAL (NOT REQUESTED AT THIS TIME) may include the

following requirements, as well as others to be determined later: a. Invited Detailed Stage Offerors: Following the evaluation of the accepted

Conceptual Stage Proposals, the Service Authority may select firms for further


consideration. Any firms so selected will be requested to submit a Detailed Stage Proposal.

b. Interviews: Interviews may be conducted with the Detailed Stage Proposal Offerors at the Service Authority’s facilities.

c. Additional information will be provided to and requested from the Detailed Stage Proposal Offerors, which may include but shall not be limited to a detailed project approach, a detailed estimate for Phase 1, proposed commercial methodology for each phase, and a high level estimate for the total project. A site visit to the Pilot Sites will be arranged with each Detailed Stage Proposal Offeror.

d. Reference Site Visits: The Service Authority may choose to visit references for the Detailed Stage Proposal Offerors. The Offeror should provide the Service Authority at least five reference sites similar in size and complexity to the Service Authority that are willing to provide a site visit and discussion about your prior work.

e. Detailed Proposal: The Service Authority will request a more detailed proposal from the Detailed Stage Proposal Offerors. At minimum, the Service Authority will request:

i. Written responses to questions that may be submitted to each Offeror ii. A detailed Company Quality Assurance Plan iii. A preliminary Project Schedule iv. A detailed Project Approach v. Other items that may be requested as a result of evaluating the

proposals.

Separation and Marking of Confidential Information PPEA procedures require that before a document of a private entity submitted to the Service Authority may be withheld from disclosure, the private entity must make a written request to the Service Authority at the time the documents are submitted earmarking with specificity the documents for which the protection is being sought and a clear statement of the reasons for invoking the protection with reference to one or more of three classes of records listed in Section 78010.D of the Guidelines. Any information considered to be confidential by the Offeror under these procedures, and therefore in the opinion of the Offeror not subject to public disclosure, must be submitted as follows:

a. Separate from the main proposal the information considered by the Offeror to be confidential.

b. Include a cover letter signed by the same officer signing the main proposal requesting that the information be withheld from public disclosure and specifying under the Service Authority’s PPEA Guidelines why the information is marked as confidential, citing one or more paragraphs from Section 78010.D of the Guidelines.

Failure to follow these instructions may result in the public release of this information.


XVIII. PROPOSAL EVALUATION PROCESS AND SELECTION CRITERIA

The following selection guidelines will be used during the Conceptual Stage Proposal evaluation to determine which Offerors, if any, will be invited to submit Detailed Stage Proposals: Selection Criteria – Conceptual Stage CRITERIA WEIGHT Firm Qualifications 10% Team/Personnel Qualifications 35% Relevant Project Experience/Reference Feedback 30% Proposed Project Approach 15% Financial and Business Condition 10% These criteria, along with those set forth in Section 78030 of the Guidelines, will be evaluated during the Conceptual Stage review. After evaluating the submitted Conceptual Stage proposals, the Service Authority may determine, at its sole discretion: • Not to proceed further with any Proposal; • To proceed to the detailed phase of review with any original Proposal; • To proceed to the detailed phase with a competing Proposal; • To proceed to the detailed phase with multiple Proposals, or; • To proceed directly to an Interim Agreement or Comprehensive Agreement.

Selection Criteria – Detailed Stage – The Detailed Stage Proposals will be evaluated with similar criteria to the Conceptual Phase, consistent with Section 78030 of the Guidelines, with particular emphasis on the Offeror’s detailed project approach.


A. Negotiations Selection shall be made of two or more Offerors deemed to be fully qualified and best suited to the needs and objectives of the Authority among those submitting Proposals, on the basis of the factors involved in the notice, including price if so stated in the notice. Negotiations shall then be conducted with each of the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the public body shall select the Offeror, which, in its opinion, has made the Proposal, which is in the best interests of the Authority and its ratepayers, and shall award the Contract to that Offeror. Should the Authority determine in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, it must document this in writing and a Contract may be negotiated and awarded to that Offeror.

B. Contract Award Upon successful negotiations, the Service Authority intends to award an Interim Agreement to the selected Offeror. The contract must be approved by the Service Authority Board prior to contract authorization.

XIX. CONTRACT

The interim and comprehensive agreements to be negotiated with the selected Offeror will be consistent with the PPEA and the Service Authority’s Guidelines. 0It is anticipated that the contracts will be substantially similar to the Service Authority’s PPEA contract format.

GENERAL TERMS AND CONDITIONS

(ATTACHMENT 1)


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GENERAL TERMS AND CONDITIONS (Attachment 1)

1. Employment Discrimination for Contracts Over $10,000 During the performance of the resulting contract, the selected Offeror agrees as follows: A. The selected Offeror will not discriminate against any employee or applicant for

employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bonafide occupational qualification reasonably necessary to the normal operation of the selected Offeror. The selected Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

B. The selected Offeror, in all solicitations or advertisements for employees placed by or on behalf of the selected Offeror, will state that such Offeror is an equal opportunity employer.

C. Notices, advertisements, and solicitations placed in accordance with Federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

D. The selected Offeror will include the provisions of the foregoing paragraphs a, b, and c in every subcontract or purchase order over $10,000.00, so that the provisions will be binding upon each Subcontractor or selected Offeror.

2. Drug-free A. During the performance of the resulting contract, the selected Offeror agrees to:

1. Provide a drug-free workplace for the selected Offeror’s employees; 2. Post in conspicuous places, available to employees and applicants for employment, a

statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the selected Offeror’s workplace and specifying the actions that will be taken against employees for violations of such prohibition;

3. State in all solicitations or advertisements for employees placed by or on behalf of the selected Offeror that the selected Offeror maintains a drug-free workplace; and

4. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000.00, so that the provisions will be binding upon each Subcontractor.

B. For the purpose of this section, “Drug-Free Workplace” means a site for performance of work done in connection with a specific contract awarded to a selected Offeror, the employees of who are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of any controlled substance or marijuana during the performance of this contract.

3. Claims/Disputes A. In accordance with Section 2.2-4363, VA Code Ann., this provision shall be followed for

consideration and handling of all claims by the selected Offeror under the resulting contract. Section 2.2-4365, VA Code Ann., is not applicable to the resulting contract, and under no circumstances is this paragraph to be construed as an administrative appeals procedure governed by Section 2.2-4365, VA Code Ann.

B. Notice of the intent to submit a claim setting forth the basis for any claim shall be


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submitted in writing within 10 days after the occurrence of the event giving rise to the claim, or within ten 10 days of discovering the condition giving rise to the claim, whichever is later. In no event, shall any claim arising out of the resulting contract be filed after the submission of the request for final payment by the selected Offeror.

C. Claims by the selected Offeror with respect to the resulting contract shall be submitted in writing in the first instance for consideration by the Service Authority’s Technical Contract Manager(s). The decision of the Service Authority’s Technical Contract Manager(s) shall be rendered in writing within forty-five (45) days from the receipt of the claim from the selected Offeror. If the selected Offeror is not satisfied with the decision or resolution of the Service Authority’s Technical Contract Manager(s), the selected Offeror may file a formal dispute with regards to the claim with the Service Authority’s Purchasing Manager, which claim shall be received within thirty (30) days of the date of decision of the Service Authority’s Technical Contract Manager(s). The Service Authority’s Purchasing Manager shall reduce his or her decision to writing and shall mail or otherwise furnish a copy of this decision to the selected Offeror within forty-five (45) days of the receipt of the claim from the selected Offeror. The decision of the Service Authority’s Purchasing Manager shall be final on behalf of the Service Authority unless the selected Offeror submits the claim to the Service Authority General Manager within thirty (30) days of the Service Authority’s Purchasing Manager’s decision. The selected Offeror may submit the claim to the Service Authority General Manager by mailing or otherwise furnishing the Service Authority’s Purchasing Manager a copy of the claim and a request for the Service Authority General Manager’s determination.

D. The Service Authority General Manager’s decision on the claim shall be rendered in writing to the selected Offeror within forty-five (45) days of the Service Authority’s Purchasing Manager’s receipt of the request from the selected Offeror, and shall be final and binding on behalf of the Service Authority, unless the selected Offeror submits the claim for determination by the Service Authority Board of Directors (“the Board”) by mailing or otherwise furnishing the Service Authority’s Purchasing Manager a copy of the claim, along with a request for determination by the Board within thirty (30) days of the Service Authority General Manager’s decision. The Board shall consider the claim and render a decision within forty-five (45) days of the date on which the Board hears the claim in open meeting. The Board’s procedure in considering claims under this contract shall be the same as that for other decisions of the Board on claims made under Section 15.2-1245 et seq., VA Code Ann. The decision of the Board shall be final.

E. Should any decision-maker designated under this procedure fail to make a decision within the time period specified, then the claim is deemed to have been denied by the decision-maker. Pending a final determination of a claim, the selected Offeror shall proceed diligently with the performance of the work under the contract.

F. In accordance with the provisions of Section 2.2-4363, VA Code Ann., full compliance with this procedure set forth in the provision shall be a precondition to the filing of any lawsuit by the selected Offeror against the Board of Directors of the Service Authority arising out of this contract.

4. Termination for Convenience of the Service Authority A. The parties agree that the Service Authority may terminate this contract, or any work or


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delivery required hereunder, from time to time either in whole or in part, whenever the General Manager of the Service Authority shall determine that such termination is in the best interests of the Service Authority.

B. Termination, in whole or in part, shall be effected by delivery of a Notice of Termination signed by the Service Authority General Manager or his designee, mailed or delivered to the selected Offeror, and specifically setting forth the effective date of termination.

C. Upon receipt of such notice, the selected Offeror shall:

1. Cease any further deliveries or work due under this contract, on the date, and to the extent, which shall be specified in the notice;

2. Place no further orders with any Subcontractor except as may be necessary to perform that portion of this contract not subject to the Notice;

3. Terminate all subcontracts except those made with respect to contract not subject to the notice;

4. Settle all outstanding liabilities and claims which may arise out of such termination, with the ratification of the Service Authority’s Purchasing Manager; and

5. Use all reasonable efforts to mitigate any damages which may be sustained by it as a consequence of termination under this clause.

D. After complying with the foregoing provisions, the selected Offeror shall submit a termination claim, in no event later than six (6) months after the effective date of its termination, unless an extension is granted by the Service Authority’s Purchasing Manager.

E. The Service Authority’s Purchasing Manager, with the approval of the Service Authority’s signatory to this contract, shall pay all reasonable costs of termination, including a reasonable amount for profit on supplies or services delivered or completed. In no event shall this amount be greater than the original contract price, reduced by any payments made prior to Notice of Termination and further reduced by the price of the supplies not delivered, or the services not provided. This contract shall be amended accordingly, and the selected Offeror shall be paid the agreed amount.

F. In the event that the parties cannot agree on the whole amount to be paid to the selected Offeror by reason of termination under this clause, the Service Authority’s Purchasing Manager shall pay to the selected Offeror the amounts determined as follows, without duplicating any amounts which may have already been paid under the preceding paragraph of this clause:

G. With respect to all contract performance prior to the effective date of Notice of Termination, the total of:

1. Cost of work performed or supplies delivered.

2. The cost of settling and paying any reasonable claims as provided in subparagraph (a) above.

3. A sum as profit on (a) determined by the Service Authority’s Purchasing Manager to be fair and reasonable.


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4. The total sum to be paid under (a) above shall not exceed the contract price, as reduced by the amount of payments otherwise made, and as further reduced by the contract price of work or supplies not provided.

H. In the event that the selected Offeror is not satisfied with any payments which the Service Authority’s Purchasing Manager shall determine to be due under this clause, the selected Offeror may appeal any claim to the Board of Directors of the Service Authority in accordance with the ‘Claims/Disputes” clause of this contract.

I. The selected Offeror shall include similar provisions in any subcontract, and shall specifically include a requirement that Subcontractor (s) make all reasonable efforts to mitigate damages which may be suffered. Failure to include such provisions shall bar the selected Offeror from any recovery from the Service Authority whatsoever of loss or damage sustained by a Subcontractor (s) as a consequence of termination for convenience.

5. Termination for Default If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his or her obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of the Contract, the Authority shall thereupon have the right to terminate, specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models and reports prepared by the Contractor under the Contract shall, at the option of the Authority, become its property and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents.

6. Termination for Non-Appropriation of Funds If funds are not appropriated for any succeeding fiscal year subsequent to the one in which this contract is entered into, for the purposes of this contract, then the Service Authority may terminate this contract upon thirty (30) days prior written notice to the selected Offeror. Should termination be accomplished in accordance with this section, the Service Authority shall be liable only for payments due through the date of termination.

7. Termination by Mutual Consent During performance of the contract, if the Service Authority and the selected Offeror mutually agree that it would be in the best interests of both parties to agree to terminate the contract, then fair and reasonable compensation shall be negotiated and the contract deemed completed.

8. Collusion All proposals submitted must be made without prior understanding, agreement, or connection with any corporation, partnership, firm, or person submitting a proposal for the same requirements, without collusion or fraud. Collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards.

9. Ownership The Service Authority requires all firms submitting proposals to indicate their form of organization and current principal place of business. In addition, proposals must list the names and addresses of any ownership interest of 3% or more in the commercial entity (s) responding to this solicitation.


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10. Non-Discrimination Against Faith-Based Organizations The Service Authority shall not discriminate against faith-based organizations.

11. Taxes The Service Authority is exempt from State sales tax. A Commonwealth of Virginia Sales and Use Tax Certificate of Exemption will be provided upon request.

12. Confidentiality A. The Service Authority agrees that neither it nor its employees, representatives, or agents

shall knowingly divulge any proprietary information with respect to the operation of the selected Offeror, or any other trade secret or proprietary information related thereto, except as specifically authorized by the selected Offeror in writing or as required by the Freedom of Information Act or similar law. It will be the selected Offeror’s responsibility to fully comply with 2.2-4342F of the Code of Virginia. All trade secrets or proprietary information must be identified in writing or other tangible form and conspicuously labeled as “proprietary” either prior to at the time of submission to the Service Authority.

B. The selected Offeror assures that information and data obtained as to facts and circumstances related to the Service Authority, its customers, employees and vendors will be collected and held confidential, during and following the term of this agreement and will not be divulged without the Service Authority’s written consent. Any information to be disclosed, except to the Service Authority, must be in summary, statistical or other form which does not identify particular details regarding the Service Authority, its customer, employees or vendors and its operations.

13. Insurance Note: If any exceptions are granted to these insurances requirements during negotiations, this section must be modified accordingly. The selected Offeror shall maintain insurance in the amounts and forms set forth below and shall provide a Certificate of Insurance to the Service Authority. The selected Offeror shall comply with the insurance requirements set forth in the following numbered paragraphs. A. The selected Offeror shall be responsible for its work and every part thereof, and for all

materials, equipment, and property of any and all description used in connection therewith. The selected Offeror assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work.

B. The selected Offeror shall, during the continuance of all work under the contract provide and agree to maintain the following:

1. Worker’s compensation and employer’s liability insurance under the Commonwealth of Virginia statutory requirements, to protect the selected Offeror from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or Subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

2. General liability insurance in the amount prescribed by the Service Authority, to protect the selected Offeror, its Subcontractors, and the interest of the Service Authority, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work. The general liability insurance


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shall also include the “Broad Form General Liability Endorsement”, in addition to coverage for explosion, collapse, and underground hazards, where required. Completed operations liability coverage shall continue in force for one year after completion of work.

3. Automobile liability insurance, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the selected Offeror. In addition, all mobile equipment used by the selected Offeror in connection with the contracted work, will be insured under either a standard automobile liability policy, or a commercial general liability policy.

C. Liability insurance may be arranged by general liability and automobile liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an excess or umbrella liability policy.

1. The selected Offeror shall provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best’s Key Rating of at least A-:VI.

2. The selected Offeror shall provide an original, signed certificate of insurance, evidencing such insurance and such endorsements as prescribed herein, and shall have it filed with the Service Authority’s Purchasing Manager before any work is started.

3. The selected Offeror will secure and maintain all insurance policies of its Subcontractors which shall be made available to the Service Authority on demand.

4. The selected Offeror will provide on demand, certified copies of all insurance coverage on behalf of the contract within ten (10) days of demand by the Service Authority. These certified copies will be sent to the Service Authority from the selected Offeror’s insurance agent or representative.

5. No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) day written notice to the Service Authority’s Purchasing Manager. The selected Offeror shall furnish a new certificate prior to any change or cancellation date. The failure of the selected Offeror to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the Service Authority’s Purchasing Manager.

6. Insurance coverage required in these specifications shall be in force throughout the contract term. Should the selected Offeror fail to provide acceptable evidence of current insurance within five (5) days of written notice at time during the contract term, the Service Authority shall have the absolute right to terminate the contract without any further obligation to the selected Offeror, and the selected Offeror shall be liable to the Service Authority for the entire additional cost of procuring the incomplete portion of the contract at time of termination.

7. Compliance by the selected Offeror and all Subcontractors with the foregoing requirements as to carrying insurance shall not relieve the selected Offeror and all Subcontractors of their liabilities and obligations under this section or under any other section or provisions of the contract.

8. Contractual and other liability insurance provided under the contract shall not contain a supervision, inspection, or services exclusion that would preclude the Service Authority from supervising and/or inspecting the project as to the end result. The


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selected Offeror shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the Subcontractors and any person employed by the Subcontractor.

9. Nothing contained herein shall be construed as creating any contractual relationship between any Subcontractor and the Service Authority. The selected Offeror shall be as fully responsible to the Service Authority for the acts and omissions of the Subcontractors and of person employed by them as it is for acts and omissions of persons directly employed by it.

10. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

11. The selected Offeror and all Subcontractors shall comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to the contract.

12. If the selected Offeror does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the Service Authority’s Purchasing Manager, may be considered.

13. The Service Authority shall be named additional insured in the general liability policies and stated so on the certificate of insurance.

(Note: The limits below are subject to change as determined by the Service Authority risk advisors.)

Coverage Required Minimum Limits A. Workers Compensation State Statutory Limits of the Commonwealth of VA: Applicable Federal Statutory Employers’ Liability $1,000,000.00 B. Comprehensive General Liability

Bodily Injury Each Occurrence $1,000,000.00 Annual Aggregate $3,000,000.00

Property Damage Each Occurrence $1,000,000.00 Annual Aggregate $3,000,000.00

Property Damage liability insurance will provide explosion, collapse and underground covereges where applicable

Personal Injury with employement exclusion deleted

Annual Aggregate $3,000,000.00

C. Comprehensive Automobile Liability

Bodily Injury Each Occurrence $1,000,000.00 Annual Aggregate $3,000,000.00

Property Damage Each Occurrence $1,000,000.00 D. Umbrella – Excess Policies Any combination of primary, umbrella and excess policies providing the limits required will be acceptable E. Professional Service Limits Professional Engineer Each Occurrence $2,000,000.00


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Aggregate $6,000,000.00 Service Authority must be named as additional insured on General Liability Policies. (This coverage is primary to all other coverage the Service Authority may possess.)

30 day cancellation notice required. Best’s Guide Rating A-:VI or Better, or Equiv. The Certificate must state contract No______________

14. Indemnification A. The selected Offeror shall indemnify and hold the Prince William County Service

Authority, its officers, employees and agents harmless for any damages resulting from failure of the selected Offeror to take out and maintain the required insurances.

B. Additionally, the selected Offeror agrees to indemnify, and hold the Service Authority and its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities resulting from the negligent act, error or omission of the selected Offeror, its agents, employees or representative, in the performance of the selected Offeror’s duties set forth in this contract.

C. The selected Offeror acknowledges receipt of the specific consideration for the selected Offeror’s indemnification of the Service Authority and that the specific consideration is included in the original contract price allocated by the selected Offeror among all pay items - receipt of which is acknowledged.

15. Licenses and Certificates A. The Service Authority reserves the right to require documentation that selected Offeror is

abiding by the ordinances, regulation, and laws of their community and the Commonwealth of Virginia.

B. If selected Offeror is required by any regulatory agency to maintain professional license or certification to provide any product and/or service solicited under this agreement, the Service Authority reserves the right to require documentation of the current license and/or certification at any time during the contract period.

C. Failure to keep required license and/or certification current and in force for the term of the contract and any extension, will deem you to be in breach of contract and the Service Authority will take all appropriate actions.

16. Material Breach If the Contractor at any time determines the Owner to be in material breach of this Agreement, the Contractor shall provide Notice of claim to the Owner within seven days of such breach. Such Notice shall specify the precise occurrence(s) of such breach. The Contractor’s continuing performance under the Contract Documents including but not limited to receiving moneys thereunder, shall constitute an election to waive such material breach and to confirm the continued existence of the Contract.

17. Force Majeure A. The parties will exercise every reasonable effort to meet their respective contractual

obligations, however neither party shall be considered to be in default of the contract if delays in or failure of performance shall be due to uncontrollable forces, the effect of which, by the exercise of reasonable diligence, the non-performing party could not avoid. The term “uncontrollable forces” shall mean any event which results in the prevention or


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delay of performance by a party of its contractual obligations and which is beyond the reasonable control of the non-performing party.

B. Neither party shall, however, be excused from performance if non-performance is due to forces that are preventable, removable, or remediable nor which the non-performing party could have, with the exercise of reasonable diligence, prevented, removed, or remedied with reasonable dispatch. The non-performing party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of the contract agreement.

18. Codes and Regulations Since the Service Authority is relying upon the selected Offeror’s expertise in providing the required service, it is the selected Offeror’s responsibility to ensure that each product and/or service provided within the scope of this contract shall comply with all applicable prevailing codes and regulations.

19. Safety All services, practices and items furnished under the terms of this contract shall comply with the Federal Occupational Safety and Health Act of 1970, as amended, as well as any pertinent Federal, Commonwealth of Virginia and/or local safety or environmental codes. Lack of knowledge of these requirements will not relieve the contactor of its responsibilities. Failure to comply with this requirement shall be considered a breach of contract.

20. Environmental Violations For all contracts and subcontracts in excess of $100,000.00, the selected Offeror shall comply with all applicable standards, orders, or requirements issued under Section 306 of the Clean Air Act (42 USC 1857(h)), Section 508 of the Clean Water Act (33 USC 1368), Executive Order 11378, and Environmental Protection Agency regulations (40 CFR, Part 15), which prohibit the use under nonexempt Federal contracts, grants, or loans, of facilities included on the EPA List for Violating Facilities.

21. Non-Disclosure A. The Service Authority agrees that neither it nor its employees, representatives, or agents

shall knowingly divulge any proprietary information with respect to the operation of the Consultant, or any other trade secret or proprietary information related thereto, except as specifically authorized by the Consultant in writing or as required by the Freedom of Information Act or similar law. It will be the Consultant’s responsibility to fully comply with 2.2-4342F of the Code of Virginia. All trade secrets or proprietary information must be identified in writing or other tangible form and conspicuously labeled as “proprietary” either prior to at the time of submission to the Service Authority.

B. The Consultant assures that information and data obtained as to facts and circumstances related to the Service Authority, its customers, employees and vendors will be collected and held confidential, during and following the term of this agreement and will not be divulged without the Service Authority’s written consent. Any information to be disclosed, except to the Service Authority, must be in summary, statistical or other form which does not identify particular details regarding the Service Authority, its customer, employees or vendors and its operations.


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22. Examination of Records The Contractor shall agree that the Purchasing Manager or a duly-authorized agent shall, until the expiration of three (3) years following the final payment on the Contract, have access to and the right to examine and copy any pertinent books, documents, papers and records of the Contractor involving transactions related to the Contract in question. If there is litigation or arbitration involving the Contract, the above-described rights of access, examination and copying shall continue until any litigation, appeals, claims or arbitration shall have been finalized.

23. Verification of Legal Presence for Employment In order to be eligible for qualification and performance under any Contract greater than $50,000 issued by the Service Authority, the Contractor must register and participate in a Federal Electronic Work Verification Program or similar electronic verification of work authorization program. Contractors and Subcontractors are required to verify the employment status of employees and independent Contractors and are prohibited from employing or contracting with an individual who is not determined to be legally eligible for employment in the United States as determined through the verification of the individual’s status. Every written contract shall provide that the contractor does not, and shall not during the performance of the contract for goods and services for the Authority, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

24. Payment Clauses to be Included in Contracts Any Contract awarded by any state agency, or any Contract awarded by any agency of local government in accordance with §2.2-4352, shall include: A. A payment clause that obligates the Contractor to take one of the two following actions

within seven (7) days after receipt of amounts paid to the Contractor by the state agency or local government for work performed by the Subcontractor under that Contract: 1. Pay the Subcontractor for the proportionate share of the total payment received

from the agency attributable to the work performed by the Subcontractor under that Contract; or

2. Notify the agency and Subcontractor, in writing, of his intention to withhold all or a part of the Subcontractor’s payment with the reason for nonpayment.

B. A payment clause that requires (i) individual Contractors to provide their social security numbers and (ii) proprietorships, partnerships and corporations to provide their federal employer identification numbers.

C. An interest clause that obligates the Contractor to pay interest to the Subcontractor on all amounts owed by the Contractor that remain unpaid after seven (7) days following receipt by the Contractor of payment from the state agency or agency of local government for Work performed by the Subcontractor under that Contract, except for amounts withheld as allowed in subdivision.

D. An interest rate clause stating “Unless otherwise provided under the terms of this Contract, interest shall accrue at the rate of one percent per month.”

E. Any such Contract awarded shall further require the Contractor to include in each of its subcontracts a provision requiring each Subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier Subcontractor.

F. A Contractor’s obligation to pay an interest charge to a Subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the Service Authority.


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25. Foreign and Domestic Businesses Authorized to Transact Business in State Any Contractor desiring to do business with the Service Authority must be authorized to transact business in Virginia as a domestic or foreign business entity as required by the State Corporation Commission. Such status must be maintained during the term of any Contract between the Contractor and the Service Authority.

26. Status Reports, Invoicing and Payment A. The Service Authority shall include in every Contract, a payment and invoicing clause,

outlining invoice submittal requirements based on the goods or Services to be provided under the Contract. A sample invoice approved by both parties shall be attached to the Contract.

B. The Contractor shall be required to provide monthly status/statistical reports for all Contracts or Task Orders exceeding 90 days, which shall be included as supporting documentation for goods received or Work performed. The details to be provided in such reports shall be determined when Work is ordered under the Contract.

C. All invoices will be paid within the time specified by the Contract unless any items thereon are questioned, in which event payment will be withheld for those items pending verification of the amount and the validity of the claim.

PPEA GUIDELINES

(ATTACHMENT 2)

Prince William County Service Authority

GUIDELINES FOR IMPLEMENTATION OF THE PUBLIC-PRIVATE EDUCATION FACILITIES AND INFRASTRUCTURE ACT OF 2002

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Division VII Chapter 8

Chapter 8 GUIDELINES FOR IMPLEMENTATION OF THE PUBLIC-PRIVATE EDUCATION FACILITIES AND INFRASTRUCTURE ACT OF 2002

Sections. 77005. Introduction. 77010. General Provisions. 77015. Solicited Proposals. 77020. Unsolicited Proposals. 77025. Proposal Preparation and Submission. 77030. Proposal Evaluation and Selection Criteria. 77035. Interim and Comprehensive Agreements.

ADOPTED: JANUARY 12, 2006, BOD Res. Num. 06-01-08 REVISED: JANUARY 13, 2011, BOD Res. Num. 11-01-07 APPROVED BY BOARD OF DIRECTORS

§78005 Introduction. The Authority has determined to adopt these guidelines under the authority of the Public-Private Education Facilities and Infrastructure Act of 2002 (the “PPEA”) Va. Code § 56-575.1 et. seq., as amended. PPEA grants responsible public entities the authority to create public-private partnerships for the development of a wide range of projects for public use, if the public entities determine there is a need for the project and that private involvement may provide the project to the public in a timely or cost-effective fashion. The PPEA defines “responsible public entity” to include any public entity that “has the power to acquire, design, construct, improve, renovate, expand, equip, maintain, or operate the applicable qualifying project.” The Authority is a responsible public entity under the PPEA. Individually negotiated interim and/or comprehensive agreements will define the respective rights and obligations of the Authority and the private operator or developer.

In order for a project to come under the PPEA, it must meet the definition of a “qualifying project.” The PPEA contains a broad definition of qualifying projects that includes utility infrastructure and any building or facility which meets a public purpose and is developed or operated by or for a public entity.

The PPEA establishes requirements that the Authority must adhere to when reviewing and approving Proposals received pursuant to the PPEA. In addition, the PPEA specifies the criteria that must be used to select a Proposal and the contents of the interim or comprehensive agreement detailing the relationship between the Authority and the private entity.

The Authority retains all rights granted to it under PPEA, as amended from time to time. Capitalized terms used in these Guidelines shall have the meanings given in § 56-575.1 of the PPEA.



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§78010 General Provisions. A. Proposal Submission.

A Proposal may be either solicited by the Authority or delivered by a private entity on an unsolicited basis. Proposers may be required to follow a two-part Proposal submission process, consisting of an initial conceptual phase and a detailed phase. The initial phase of the Proposal should contain the information specified in Section 78025, paragraph A; however, the completeness of any initial Proposal will be determined by the Authority in its sole discretion. The detailed Proposal should contain the specified deliverables set out in Section 78025, paragraph B. The PPEA allows private entities to include innovative financing methods in their Proposal; this can include the imposition of user fees or service payments, or connection fee credits. Such financing arrangements may include the issuance of debt instruments, equity or other securities or obligations. Proposals should be prepared simply and economically, providing a concise description of the proposer’s capabilities to complete the proposed qualifying project and the benefits to be derived from the project by the Authority. Project benefits to be considered are those occurring during the Construction, renovation, expansion or improvement phase and during the life cycle of the project. Proposals also should include a comprehensive scope of work and a financial plan for the project, containing enough detail to allow an analysis by the Authority of the financial feasibility of the proposed project. The Authority may require additional information from the proposer in order to provide clarification to the submission, so long as the same information is required from all proposers.

B. Affected Local Jurisdictions.

Any private entity requesting approval from or submitting a conceptual or detailed Proposal to the Authority must provide Prince William County, Virginia and any other Affected Local Jurisdiction with a copy of the private entity's request or Proposal. Affected Local Jurisdictions shall have 60 days from the receipt of the request or Proposal to submit written comments to the Authority and to indicate whether the proposed qualifying project is compatible with the (i) local comprehensive plan, (ii) local infrastructure development plans, or (iii) capital improvements budget or other government spending plan. Comments received within the 60-day period shall be given consideration by the Authority, and no negative inference shall be drawn from the absence of comment by an Affected Local Jurisdiction.

C. Proposal Review Fee.

The Authority may seek the advice of internal staff or outside advisors or consultants with relevant experience in determining whether to enter into an agreement with the private entity. No fee may be charged by the Authority to process, review or evaluate any solicited Proposal submitted under the PPEA. For unsolicited Proposals, the Authority shall charge a review and evaluation fee equal to one-half of one percent (0.5%) of the estimated cost of implementing the Proposal. The minimum fee shall be $5,000 and the maximum fee shall be $50,000. “Direct costs” may include (i) the cost of staff time required to process,



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evaluate, review and respond to the Proposal and (ii) the out-of-pocket costs of attorneys, consultants and financial advisors. The Authority has the discretion to waive its review fees.

D. Freedom of Information Act.

Generally, proposal documents submitted by private entities are subject to the Virginia Freedom of Information Act (“FOIA”) Va. Code §2.2-3700 et. seq., except that subdivision 11 of §2.2-3705.6 exempts certain documents from public disclosure. FOIA exemptions, however, are discretionary, and the Authority may elect to release some or all of the documents, except to the extent that the documents are (i) trade secrets of the private entity as defined in the Uniform Trade Secrets Act (§ 59.1-336 et seq.), (ii) financial records of the private entity that are not generally available to the public through regulatory disclosure or otherwise, including but not limited to, balance sheets and financial statements; or (iii) other information submitted by a private entity, where if the record or document were made public prior to the execution of an interim or comprehensive agreement, the financial interest or bargaining position of the public or private entity would be adversely affected. Subsection 56-575.4 G of the PPEA imposes an obligation on the Authority to protect confidential proprietary information submitted by a private entity or operator. When the private entity requests that the Authority not disclose information, the private entity must (i) invoke the exclusion when the data or materials are submitted to the Authority or before such submission, (ii) identify the data and materials for which protection from disclosure is sought, and (iii) state why the exclusion from disclosure is necessary. A private entity may request and receive a determination from the Authority as to the anticipated scope of protection prior to submitting the Proposal. The Authority is authorized and obligated to protect only confidential proprietary information, and thus will not protect any portion of a Proposal from disclosure if the entire Proposal has been designated confidential by the proposer without reasonably differentiating between the proprietary and non-proprietary information contained therein. Upon receipt of a request that designated portions of a Proposal be protected from disclosure as confidential and proprietary, the Authority shall determine whether such protection is appropriate under applicable law and, if appropriate, the scope of such appropriate protection, and shall communicate its determination to the proposer. If the determination regarding protection or the scope thereof differs from the proposer’s request, then the Authority should accord the proposer a reasonable opportunity to clarify and justify its request. Upon a final determination by the Authority to accord less protection than requested by the proposer, the proposer should be accorded an opportunity to withdraw its Proposal. A Proposal so withdrawn should be treated in the same manner as a Proposal not accepted for publication and conceptual-phase consideration as provided in Section 78020 paragraph A.1 below.

E. Use of Public Funds.

Virginia Constitutional and statutory requirements, as they apply to appropriation and expenditure of public funds, apply to any comprehensive agreement entered into under the PPEA. Accordingly, the processes and procedural requirements associated with the expenditure or obligation of public funds shall be incorporated into planning for any PPEA project or projects.



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F. Applicability of Other Laws.

Nothing in the PPEA shall affect the duty of the Authority to comply with all other applicable law not in conflict with the PPEA. The applicability of the Virginia Public Procurement Act, Va. Code §2.2-4300 through §2.2-4377, as amended, if any, (the "VPPA") is set forth in the PPEA.

G. Independent Analysis.

The Authority shall engage the services of qualified professionals, which may include but not be limited to, an architect, professional engineer, or certified public accountant, not otherwise employed by the Authority, to provide independent analysis regarding the specific advantages, disadvantages and the long and short term costs of any request by a private party for approval of a qualifying project unless the Board determines that such analysis of a request by a private party for approval of a qualifying project shall be performed by employees of the Authority.

§78015 Solicited Proposals.

The Authority may issue RFPs, inviting Proposals from private entities to acquire, construct, improve, renovate, expand, maintain or operate qualifying projects or to design or equip projects so constructed, improved, renovated, expanded, maintained or operated. The Authority may use a two-part Proposal process consisting of an initial conceptual phase and a detailed phase. A RFP may invite proposers to submit Proposals on individual projects identified by the Authority. In such a case the Authority should set forth in the RFP the format and supporting information that is required to be submitted, consistent with the provisions of the PPEA.

The RFP should specify, but not necessarily be limited to, information and documents that must accompany each Proposal and the factors that will be used in evaluating the submitted Proposals. The RFP should be posted in such public areas as are normally used for posting of the Authority's notices, including the Authority's website http://www.pwcsa.org. Notices should also be published in a newspaper or other publications of general circulation and advertised in Virginia's statewide e-procurement application (“eVa”) located at http://www.eva.state.va.us. The RFP should also contain or incorporate by reference other applicable terms and conditions, including any unique capabilities or qualifications that will be required of the private entities submitting Proposals. Pre-proposal conferences may be held as deemed appropriate by the Authority.

§78020 Unsolicited Proposals. The PPEA permits public entities to receive, evaluate and select for negotiations unsolicited Proposals from private entities to acquire, construct, improve, renovate, expand, maintain, or operate a qualifying project or to design or equip projects so constructed, improved, renovated, expanded, maintained or operated.

The Authority may publicize its needs and may encourage interested parties to submit Proposals subject to the terms and conditions of the PPEA. When such Proposals are received without issuance of an RFP, the Proposal shall be treated as an unsolicited Proposal.



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A. Decision to Accept and Consider Unsolicited Proposal.

1. Upon receipt of any unsolicited Proposal or group of Proposals and payment of any required, unwaived fee by the proposer or proposers, the Authority will promptly determine whether to accept the unsolicited Proposal for publication and conceptual-phase consideration. If the Authority determines not to accept the Proposal for conceptual-phase consideration, it should return the Proposal, together with all fees and accompanying documentation, to the proposer.

2. If the Authority chooses to accept an unsolicited Proposal for conceptual-phase consideration, it shall post a notice in a public area regularly used by the Authority for posting of public notices not less than 45 days prior to the date of Board review and action thereon. The Authority shall also publish the same notice in one or more newspapers or periodicals of general circulation in the jurisdiction to notify any parties that may be interested in submitting competing Proposals not less than 45 days prior to the date of Board review and action thereon. In addition, the notice should also be advertised in Virginia's statewide e-procurement application (“eVa”) located at http://www.eva.state.va.us. The notice shall state that the Authority (i) has accepted an unsolicited Proposal under the PPEA, (ii) intends to evaluate the Proposal, (iii) may negotiate a comprehensive and/or interim agreement with the proposer based on the Proposal, and (iv) will accept for simultaneous consideration any competing Proposals that comply with the guidelines adopted by the Authority and the PPEA. The notice also shall summarize the proposed qualifying project or projects, and identify their proposed locations. Copies of unsolicited Proposals shall be available upon request, subject to the provisions of FOIA and § 56-575.4 G of the PPEA.

B. Initial Review by the Authority at the Conceptual Stage.

1. While only Proposals complying with the requirements of the PPEA that contain sufficient information for a meaningful evaluation, and which are provided in an appropriate format, should be considered by the Authority for further review at the conceptual stage, the Authority may determine to evaluate any Proposal it chooses. Formatting suggestions for Proposals at the conceptual stage are found at Section 78025 paragraph A. If, after publishing notice of acceptance of an unsolicited Proposal in accordance with Section 78020 paragraph A., other competing Proposals are received, the Authority will require all private entities to submit uniform conceptual Proposals.

2. After reviewing the original Proposal and any competing Proposals submitted during the notice

period, the Authority may determine:

a. not to proceed further with any Proposal,

b. to proceed to the detailed phase of review with the original Proposal,

c. to proceed to the detailed phase with a competing Proposal;

d. to proceed to the detailed phase with multiple Proposals; or,

e. to proceed directly to an interim agreement or comprehensive agreement.



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In the event that more than one Proposal will be considered in the detailed phase of review, the Authority will consider whether the unsuccessful proposers should be reimbursed for costs incurred in the detailed phase of review, and such reasonable costs may be assessed to the successful proposer in the comprehensive agreement.

§78025 Proposal Preparation and Submission. A. Format for Submissions at Conceptual Stage.

The Authority may consider and approve an initial Proposal with whatever information it deems to be informative and consistent with its needs. It may also require that Proposals at the conceptual stage contain information in the following areas: 1) qualifications and experience; 2) project characteristics; 3) project financing; 4) anticipated public support or opposition, or both; 5) project benefit and compatibility; and, 6) any additional information as the Authority may reasonably request to comply with the requirements of the PPEA. Suggestions for formatting information to be included in Proposals at this stage include:

1. Qualification and Experience.

a. Identify the legal structure of the firm or consortium of firms making the Proposal. Identify the organizational structure for the project, the management approach and how each partner and major subcontractor in the structure fits into the overall team.

b. Describe the experience of the firm or consortium of firms making the Proposal and the key principals involved in the proposed project, including experience with projects of comparable size and complexity. Describe the length of time in business, business experience, and include the identity of any firms that will provide design, Construction and completion guarantees and warranties, and a description of such guarantees and warranties.

c. Provide the names, addresses, and telephone numbers of persons within the firm or consortium of firms who may be contacted for further information.

Identify any persons known to the proposer who would be obligated to disqualify themselves from participation in any transaction arising from or in connection to the project pursuant to the Virginia State and Local Government Conflict of Interest Act, Va. Code §2.2-3100 through §2.2-3131, as amended (the "VSLGCIA").

2. Project Characteristics.

a. Provide a description of the project, including the conceptual design. Describe the proposed project in sufficient detail so that type and intent of the project, the location, and the communities that may be affected are clearly identified.

b. Identify and fully describe any work to be performed by the Authority.

c. Include a list of all federal, state and local permits and approvals required for the project and



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a schedule for obtaining such permits and approvals.

d. Identify any anticipated adverse social, economic and environmental impacts of the project. Specify the strategies or actions to mitigate known impacts of the project.

e. Identify the projected positive social, economic and environmental impacts of the project.

f. Identify the proposed schedule for the work on the project, including the estimated time for completion.

g. Propose allocation of risk and liability for work completed beyond any specified completion date, and assurances for timely completion of the project.

h. State assumptions related to ownership, legal liability, law enforcement and operation of the project, and the existence of any restrictions on the Authority’s use of the project.

i. Provide information relative to phased or partial openings of the proposed project prior to completion of the entire work.

3. Project Financing.

a. Provide a preliminary estimate and estimating methodology of the cost of the work by phase, segment, or both.

b. Submit a plan for the development, financing and operation of the project showing the anticipated schedule on which funds will be required. Describe the anticipated costs of and proposed sources and uses for such funds.

c. Include a list and discussion of assumptions underlying all major elements of the plan.

d. Identify the proposed risk factors and methods for dealing with these factors.

e. Identify any local, state or federal resources that the proposer contemplates requesting for the project. Describe the total commitment, if any, expected from governmental sources and the timing of any anticipated commitment.

4. Project Benefit and Compatibility.

a. Identify who will benefit from the project, how they will benefit and how the project will benefit the overall community, region, or state.

b. Identify any anticipated public support or opposition, as well as any anticipated government support or opposition, for the project.

c. Explain the strategy and plans that will be carried out to involve and inform the general public, business community, and governmental agencies in areas affected by the project.



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d. Describe the anticipated significant benefits to the community, region or state, including anticipated benefits to the economic condition of the Authority, and whether the project is critical to attracting or maintaining competitive industries and businesses to Prince William County, compatibility with the local comprehensive plan, local infrastructure development plans, the capital improvements budget or other government spending plan.

B. Format for Submissions at Detailed Stage.

If the Authority decides to proceed to the detailed phase of review with one or more Proposals, the following information should be provided by the private entity, unless waived by the Authority:

1. A topographical map (1:2,000 or other appropriate scale) depicting the location of the proposed project;

2. A list of public utility facilities, if any, that will be crossed by the qualifying project and a statement of the plans of the proposer to accommodate such crossings;

3. A statement and strategy setting out the plans for securing all necessary property. The statement must include the names and addresses, if known, of the current owners of the subject property as well as a list of any property the proposer intends to request the Authority to condemn;

4. A detailed listing of all firms that will provide specific design, Construction and completion guarantees and warranties, and a brief description of such guarantees and warranties;

5. A total life-cycle cost specifying methodology and assumptions of the project or projects and the proposed project start date. Include anticipated commitment of all parties; equity, debt, and other financing mechanisms; and a schedule of project revenues and project costs. The life-cycle cost analysis should include, but not be limited to, a detailed analysis of the projected return, rate of return, or both, expected useful life of facility and estimated annual operating expenses;

6. A detailed discussion of any assumptions about user fees or rates, and usage of the projects;

7. Identification of any known government support or opposition, or general public support or opposition for the project. Government or public support should be demonstrated through resolution of official bodies, minutes of meetings, letters, or other official communications;

8. Demonstration of consistency with appropriate local comprehensive or infrastructure development plans or indication of the steps required for acceptance into such plans;

9. Explanation of how the proposed project would impact local development plans of each Affected Local Jurisdiction;

10. Identification of any known conflicts of interest or other disabilities that may impact the Authority's consideration of the Proposal, including the identification of any persons known to the proposer who would be obligated to disqualify themselves from participation in any transaction arising from or in connection to the project pursuant to the VSLGCIA;



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11. Description of the types of sureties proposed to insure completion of the project; and

12. Additional material and information as the Authority may reasonably request.

§78030 Proposal Evaluation and Selection Criteria. Once the advertisement required by Section 78020 paragraph A has been made as applicable to an unsolicited Proposal, and if competing Proposals have been received, and once the Authority has required each proposer to provide substantially the same information, selection shall be made of two or more proposers deemed to be fully qualified and best suited to the needs and objectives of the Authority among those submitting Proposals, on the basis of the factors involved in the notice, including price if so stated in the notice. Negotiations shall then be conducted with each of the proposers so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each proposer so selected, the public body shall select the proposer, which, in its opinion, has made the Proposal, which is in the best interests of the Authority and its ratepayers, and shall award the Contract to that proposer. Should the Authority determine in its sole discretion that only one proposer is fully qualified, or that one proposer is clearly more highly qualified than the others under consideration, it must document this in writing and a Contract may be negotiated and awarded to that proposer.

The following items shall be considered in the evaluation and selection of PPEA Proposals.

A. Qualifications and Experience.

Factors to be considered in either phase of the Authority’s review to determine whether the proposer possesses the requisite qualifications and experience shall include, but will not be limited to:

1. Experience with and performance on similar projects;

2. Demonstration of ability to perform work;

3. Leadership structure;

4. Project managers’ experience;

5. Management approach;

6. Financial condition; and

7. Project ownership.

B. Project Characteristics.

Factors to be considered in determining the project characteristics shall include but not be limited to:

1. Project definition;

2. Proposed project schedule;



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3. Operation of the project;

4. Technology, technical feasibility;

5. Conformity to laws, regulations, and standards;

6. Environmental impacts;

7. Condemnation impacts;

8. State and local permits; and

9. Maintenance of the project.

C. Project Financing.

Factors to be considered in determining whether the proposed project financing allows adequate access to the necessary capital to finance the project shall include but are not limited to:

1. Cost and cost benefit to the Authority;

2. Financing and the impact on the debt or debt burden of the Authority;

3. Financial plan;

4. Estimated cost; and

5. Life-cycle cost analysis.

D. Project Benefit and Compatibility.

Factors to be considered in determining the proposed projects compatibility with the appropriate local or regional comprehensive or development plans shall include but are not limited to:

1. Community benefits;

2. Community support or opposition, or both;

3. Public involvement strategy;

4. Compatibility with existing and planned facilities; and

5. Compatibility with local, regional, and state economic development efforts.



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E. Other Factors.

Other factors that may be considered by a responsible public entity in the evaluation and selection of PPEA Proposals include:

1. The proposed cost of the qualifying project;

2. The general reputation, industry experience, and financial capacity of the private entity;

3. The proposed design of the qualifying project;

4. The eligibility of the project for accelerated documentation, review and selection;

5. Local citizen and government comments;

6. Benefits to the public;

7. The private entity’s compliance with a minority business enterprise participation plan or good faith effort to comply with the goals of such plan;

8. The private entity’s plans to employ local Contractors and residents; and

9. Other criteria that the responsible public entity deems appropriate.

§78035 Interim and Comprehensive Agreements. Prior to acquiring, designing, constructing, improving, renovating, expanding, equipping, maintaining, or operating the qualifying project, the selected proposer shall enter into a comprehensive agreement with the Authority. Before entering into a comprehensive agreement, an interim agreement may be executed, which permits a private entity to perform compensable activities related to the Project. The Authority may designate a working group to be responsible for negotiating the interim or comprehensive agreement. Each interim or comprehensive agreement shall define the rights and obligations of the Authority and the selected proposer with regard to the project. A. Interim Agreement Terms. The scope of an interim agreement may include but is not limited to:

1. Project Planning and Development;

2. Design and Engineering;

3. Environmental analysis and mitigation;

4. Survey;

5. Ascertaining the availability of financing for the proposed qualifying project;

6. Establish a process and timing of the Negotiation of the comprehensive agreement; and



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7. Any other provisions related to any aspect of the development or operation of a qualifying project that the parties may deem appropriate before execution of a comprehensive agreement.

B. Comprehensive Agreement Terms. The terms of a comprehensive agreement shall include but are not limited to:

1. The delivery of maintenance, performance and payment bonds or letters of credit in connection with any acquisition, design, Construction, improvement, renovation, expansion, equipping, maintenance, or operation of the qualifying project;

2. The review of plans and specifications for the qualifying project by the Authority;

3. The rights of the Authority to inspect the qualifying project to ensure compliance with the comprehensive agreement;

4. The maintenance of a policy or policies of liability insurance or self-insurance reasonably sufficient to insure coverage of the project and the tort liability to the public and employees and to enable the continued operation of the qualifying project;

5. The monitoring of the practices of the operator by the Authority to ensure proper maintenance;

6. The terms under which the operator will reimburse the Authority for Services provided;

7. The policy and guidelines that will govern the rights and responsibilities of the Authority and the operator in the event that the comprehensive agreement is terminated or there is a material default by the operator including the conditions governing assumption of the duties and responsibilities of the operator by the Authority and the transfer or purchase of property or other interests of the operator by the Authority;

8. The terms under which the operator will file appropriate financial statements on a periodic basis;

9. The mechanism by which user fees, lease payments, or service payments, if any, may be established from time to time upon agreement of the parties. Any payments or fees shall be set at a level that are the same for persons using the facility under like conditions and that will not materially discourage use for the qualifying project;

a. A copy of any Service Contract shall be filed with the Authority.

b. A schedule of the current user fees or lease payments shall be made available by the operator to any member of the public upon request.

c. Classifications according to reasonable categories for assessment of user fees may be made.

10. The terms and conditions under which the Authority may contribute resources, if any, for the qualifying project; and,



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11. Other requirements of the PPEA.

Any changes in the terms of the comprehensive agreement as may be agreed upon by the parties from time to time shall be added to the comprehensive agreement by written amendment. The comprehensive agreement may provide for the development or operation of phases or segments of a qualifying project.

C. Review of Interim and Comprehensive Agreements.

At least 30 days prior to entering an interim or comprehensive agreement, the Authority shall provide an opportunity for public comment on the proposed agreements, including the conduct of a public hearing. Once negotiated, but before being entered, the interim or comprehensive agreement shall be either posted on the Authority’s website or a notice with a summary of the agreement and where copies are available for public inspection may be published in a newspaper of general circulation in the area. The interim or comprehensive agreement shall not be executed until approved by the Board.

D. Filing of Interim and Comprehensive Agreements.

Copies of the agreement and any supporting documents must be electronically filed with the Auditor of Public Accounts of the Commonwealth of Virginia.

PRIME CONTRACTOR QUALIFICATION QUESTIONNAIRE

(ATTACHMENT 3)

1 of 10 Initials: _______

PRIME CONTRACTOR QUALIFICATION QUESTIONNAIRE

(Attachment 3)

The information contained in this submittal must be factual and verifiable. Your response may be used to determine eligibility to participate in upcoming project work. Your response/lack of response may result in disqualification from the evaluation process. Full Legal Name: Business Address: Mailing Address: Phone: ( ) Fax: ( ) E-mail Address: Company website:

The company / individual below represents and certifies the information provided on this questionnaire and all attachments is current, accurate, and complete and will apply to all contractual agreements issued to the named company / individual by Prince William County Service Authority (“Owner”) The company / individual named below will immediately notify Owner should any of the information change or be found to be incorrect.

Date of Certification:

Authorizing Signature: Typed Name &Title:

1. GENERAL BUSINESS INFORMATION Address of Corporate or Main Office

Describe the types of services provided by your company

Location of office(s) that perform SCADA work

Which office(s) will be supporting this project?

2. LEGAL / FINANCIAL 2a. Type of Organization

Select your organization type and complete the appropriate information. Corporation Partnership LLC Joint Venture Individual


State of Incorporation/ Formation:

Date of Incorporation/ Formation:

If partnership, type of partnership:

President/ Owner/ General Partner(s)/ or Principal(s) (specify):

2b. Taxpayer Identification

Provide firm’s Federal Taxpayer ID Number (EIN or SSN), as applicable. 2c. Time in Business

How many years has your organization been in business under your present business name and license number?

2d. Ownership

Has there been any change in ownership of the firm at any time during the last three years? NOTE: A corporation whose shares are publicly traded is not required to answer this question.

If “yes”, explain on a separate page. Yes No 2e. Affiliates

Is the firm subsidiary, parent, holding company or affiliate of another firm? NOTE: Include information about other firms if one firm owns 50% or more of another or if an owner, partner, or officer of your firm holds a similar position in another firm.

If “yes” explain on a separate page. Yes No 2f. Qualification

Is your firm qualified to do business and in good standing in the state of Virginia? Yes No 2g. Licenses

Where applicable, does your firm possess a valid and current State of Virginia contractor’s license for the project for which it intends to submit a bid? If “yes” provide applicable registration or license numbers. Attach separate sheet if necessary.

Yes No

State / Jurisidiction License Number Trade Category

Has your firm had any license revoked or suspended at any time in the last five years? If “yes”, explain on a separate page. Yes No


2h. Bank Reference

Financial Institution:

Address:

Telephone Number: ( )

Contact Name: 2i. Debarment/Suspension

In the past three years, or presently, has your firm been debarred, suspended, proposed for debarment or declared ineligible for contract awards by any Federal, State or Local Agency?

If “yes” explain on a separate page. Yes No 2j. Bankruptcy/Litigation

Is your firm currently the debtor in a bankruptcy case? If “yes”, please attach a copy of the bankruptcy petition showing the case number and the date on which the petition was filed.

Yes No

List all bankruptcy actions against you, your company, or related companies in the last seven years. Attach separate sheet as necessary

List any litigation against your firm in the last three years. Attached separate sheet as necessary.

3. INSURANCE AND BONDS 3a. Insurance

Indicate the types of insurance policies you maintain and current coverage limits.

Coverage Yes No Limits Worker’s Compensation Statutory

Employer’s Liability $

Commercial General Liability $

Automobile Liability $

Umbrella $

Professional Liability $

Pollution Liability $

Other (specify) $ 3b. Insurance Non-Renewal

In the last five years has any insurance carrier, for any type of coverage, refused to renew the insurance policy for your firm? If “yes”, explain on a separate page, and include the name of


the insurance carrier, the form of insurance, and the year of the refusal Yes No 3c. Current Surety Information

Bonding Capacity: $

Surety:

Surety Agent:

Surety Agent Address:

Telephone Number: ( ) 3d. Prior Surety Information

Has any other surety company written bonds for your firm in the last five years? If “yes”, please provide the above information, including dates, for each such surety on a separate sheet.

Yes No 3e. Surety Payments

At any time during the past five years, has any surety made payments on your firm’s behalf to satisfy any claims made against a performance or payment bond issued on your firm’s behalf in connection with a construction project, either public or private? If “yes”, explain on a separate signed page the date and amount of each such claim, the name and telephone number of the claimant, the grounds for the claim, the present status of the claim, and, if resolved, the date of resolution, the method by which such claim was resolved, the nature of the resolution, and the amount, if any, at which the claim was resolved.

Yes No

4. WORK UNDER CONTRACT AND PRACTICES

4a. State the total worth of work in progress and under contract: $ 4b. What percentage of work do you normally perform with your own forces?

4d. Do you require bonds from your lower-tier subcontractors? Yes No 4e. Do you normally obtain lien releases when paying subcontractors and suppliers? Yes No

5. CONTRACT HISTORY Prior Experience with Owner

Has your organization had past experience with Owner on any projects? Yes No

4c. If you do use lower tier subs to complete any of your work, list the types of work that you normally subcontract out:


If “yes”, on a separate sheet, list information about your projects performed for the Owner within the last 5 years including project name, contract value, and contact name in Owner organization.

6. WORK HISTORY State your firm’s annual amount of work performed for each of the last three years, and indicate

what percentage of the work was completed as a Prime/General Contractor or as a Subcontractor:

Year Amount General Contractor Subcontractor $ % %

Year Amount General Contractor Subcontractor

$ % %


7. CONTRACTOR SAFETY PERFORMANCE REVIEW Owner is committed to providing a safe and healthy working environment for our Contractors and their employees at our project work-sites. Contractors proposing to provide services for the project must provide the requested information. The questions relate to governmental safety and health regulations and standards, including, but not limited to the Occupational Safety and Health Act (OSHA) of 1970.

Completion of this questionnaire does not in any way relieve any Contractor of its obligation to comply with applicable laws, regulations and standards or to provide a safe and healthy workplace for their employees and subcontractors.

7a. Worker’s Compensation EMR Provide your worker’s compensation experience modifier rate (EMR) for the last 5 years and the estimated EMR for the current year below. Additionally, a letter from your firm’s Broker, on their letterhead, indicating your EMR’s must be provided.

Year:

EMR:

Are the above EMR’s for:

State InterstateRate

Entire Company

Particular Division Joint

Venture

7b. Injury / Illness Metrics Provide below, the firm’s actual metrics for the last 4 years and the estimated metrics for the current year.

Year:

Total Hours Worked


Number of Fatalities

Recordable Cases

Recordable Case Rate*

Lost Time Cases

Lost Time Case Rate*

Lost Time Days

Lost Time Days Rate*

Total DART Cases

DART Case Rate*

* Calculations are to be made using the following formula: Number of Incidents X 200,000 Work-hours 7c. Citations

List the OSHA citations and the citations from similar state agencies that your company has received in the last three years Including citations you have received alone or as part of a Joint Venture. Use additional sheets if necessary.

Issue Date

Type of Citation

Number of Citations

Penalty

OSHA / State Std. Cited

If you have no OSHA Citations, please attach a notarized statement on your letterhead indicating that you have no citations.

7d. Company Environmental, Safety and Health Plan

Does your firm have a corporate safety officer / department? If “yes”, provide the name, title, contact number and a copy of the current resume of your corporate safety officer.

Yes No

( ) Name (Corporate Officer) Title Telephone Number

Does your firm have written company safety program? If “yes”, attach

the Table of Contents and a copy of your Injury Prevention Plan. Yes No

Do you conduct documented Field Safety Audits? Yes No

If “yes”, how often:

Does your firm provide safety orientation/training for new employees? Yes No

Does your firm have an active employee substance abuse Testing Program? If “yes”, provide a copy. Yes No


Do you have personnel trained to provide first aid and CPR at each project site? Yes No

Do you have a corrective action program that addresses safety and

health performance? Yes No

Does your firm have an accident/incident investigation program? Yes No

8. QUALITY ASSURANCE AND QUALITY CONTROL Does your firm have written Quality Management Procedures? Yes No

Does your firm perform written, daily pre-task planning? Yes No

Does your firm actively perform Quality checks/reviews? Yes No

Does your firm have a written plan to address deficient work? Yes No

Does your firm have PMP certification for your project managers?

Yes

No

9. SUBCONTRACTING

Do you plan to use Subcontractors to perform any work on this project?

Yes

No

If Yes, please list the names and locations of the Subcontractors and describe what services they would be providing on this project:

Subcontractor (Company name and location) Services to be provided on this project

NOTE: If your qualification for this project is dependent on including the qualifications of one or more of your subcontractors, you must include one or more Subcontractor Qualification Questionnaire for each subcontractor with your submittal.


10. QUALIFICATIONS

10a ‐ SCADA HMI Programming and Configuration Qualifications

Will your firm be providing SCADA HMI programming and configuration services on this project? (If NO please skip to 9b.) Does the company have Wonderware Certified System Integrators on staff for this project?

If so, how many years of experience? If so, how many? Does the company have experience in Wonderware System Platform? If so, how many System Platform projects have been completed? Do you have Other SCADA/HMI programming and configuration experience with:

Rockwell GE Proficy Other Vendors/Systems (Please list)

Years current company in business providing SCADA integration services

Do you have a permanent office located in Prince William County that regularly engages in SCADA HMI programming and configuration?

If so has the office been open for 2 years or more? How many HMI programmers are located in this office?

If not, is the closest permanent company office within 100 miles? How many HMI programmers are located in this office?

If not, where/how far is the closest office? How many HMI programmers are located in this office?

Where will the HMI programming for this project be performed?

10b ‐ PLC Programming Qualifications

Will your firm be providing PLC programming services on this project? (If NO please skip to 9c.) Does the company have Rockwell PLC programming experience with RSLogix 5000 Enterprise?

If so, how many years of experience? Does the company have Rockwell Automation‐trained PLC programmers on staff for this project?

If so, how many years of experience? Do you have Other SCADA/HMI experience with:

Modicon Other Vendors/Systems (Please list)

Years current company in business providing PLC programming services


Do you have a permanent office located in Prince William County that regularly provides PLC programming services?

If so has the office been open for 2 years or more? How many PLC programmers are located in this office?

If not, is the closest permanent company office within 100 miles? How many PLC programmers are located in this office?

If not, where/how far is the closest office? How many PLC programmers are located in this office?

Where will the PLC programming for this project be performed?

10c ‐ Ancillary Systems Qualifications

Will your firm be providing design or installation services for Ancillary services on this project? (If NO please skip to Company Qualifications.)

Number of systems with IP cameras installed in last 5 years Total number of IP cameras installed in last 5 years

Number of systems with IP radios installed in last 5 years Total number of IP radios utilized in last 5 years

Number of systems with IP cellular modems installed in last 5 years Total number of IP cellular modems utilized in last 5 years

Number of Access Control System Installations in the last 5 years Number of Access Control System Integration projects in the last 5 years

Do you regularly plan, design and install cyber security systems on SCADA networks?

Do you regularly plan, design, and construct SCADA Control Rooms?

10d ‐ Company Qualifications Describe the Company's Performance:

% of On‐time delivery ‐ last 5 years % of On‐time delivery ‐ Reference Projects % of Change Order value of original contract ‐ last 5 years % of Change Order value of original contract ‐ Reference Projects

Number of claims filed by company against clients in last 5 years Number of claims filed against company in last 5 years

Do you have an office located in Prince William County? If so has the office been open for 2 years or more? If not, is the closest permanent company office within 100 miles? If not, where/how far is the closest office?

If you have a local office: What % of the overall proposed team is locally staffed?

10 of 10 Initials: _______

Do you have a Certified SCADA Security Architect (CSSA) in your company?

Does the proposed Project/Technical Manager have experience with SCADA for: Industrial facilities Municipal Utilities Federal Facilities

Number of technical staff employedby the company Number of overall staff employed by the company

Do you plan to use subcontractors on this project? If so, have you worked with these subcontractors previously on comparable projects?

Are you willing to work collaboratively with the Service Authority staff?

END OF QUESTIONNAIRE

SUBCONTRACTOR QUALIFICATION QUESTIONNAIRE

(ATTACHMENT 4)


SUBCONTRACTOR QUALIFICATION QUESTIONNAIRE

(Attachment 4)

The information contained in this submittal must be factual and verifiable. Your response may be used to determine eligibility to participate in upcoming project work. Your response/lack of response may result in disqualification from the evaluation process. Full Legal Name: Business Address: Mailing Address: Phone: ( ) Fax: ( ) E-mail Address: Company website:

The company / individual below represents and certifies the information provided on this questionnaire and all attachments is current, accurate, and complete and will apply to all contractual agreements issued to the named Prime Contractor by Prince William County Service Authority (“Owner”) The company / individual named below will immediately notify the Prime Contractor should any of the information change or be found to be incorrect.

Date of Certification:

Authorizing Signature: Typed Name &Title:

1. GENERAL BUSINESS INFORMATION

Address of Corporate or Main Office

Describe the types of services provided by your company

Location of office(s) that perform SCADA work

Which office(s) will be supporting this project?

2. LEGAL/FINANCIAL 2a. Type of Organization

Select your organization type and complete the appropriate information. Corporation Partnership LLC Joint Venture Individual


State of Incorporation/ Formation:

Date of Incorporation/ Formation:

If partnership, type of partnership:

President/ Owner/ General Partner(s)/ or Principal(s) (specify):

2b. Taxpayer Identification

Provide firm’s Federal Taxpayer ID Number (EIN or SSN), as applicable. 2c. Time in Business

How many years has your organization been in business under your present business name and license number? 2d. Ownership

Has there been any change in ownership of the firm at any time during the last three years? NOTE: A corporation whose shares are publicly traded is not required to answer this question.

If “yes”, explain on a separate page. Yes No 2e. Affiliates

Is the firm subsidiary, parent, holding company or affiliate of another firm? NOTE: Include information about other firms if one firm owns 50% or more of another or if an owner, partner, or officer of your firm holds a similar position in another firm.

If “yes” explain on a separate page. Yes No 2f. Qualification

Is your firm qualified to do business and in good standing in the state of Virginia? Yes No 2g. Licenses

Where applicable, does your firm possess a valid and current State of Virginia contractor’s license for the project for which it intends to submit a bid? If “yes” provide applicable registration or license numbers. Attach separate sheet if necessary.

Yes No

State / Jurisidiction License Number Trade Category

Has your firm had any license revoked or suspended at any time in the last five years? If “yes” explain on a separate sheet. Yes No


2h. Bank Reference Financial Institution: Address: Telephone Number: ( ) Contact Name:

2i. Debarment/Suspension

In the past three years, or presently, has your firm been debarred, suspended, proposed for debarment or declared ineligible for contract awards by any Federal, State or Local Agency?

If “yes” explain on a separate page. Yes No 2j . Bankruptcy/Litigation

Is your firm currently the debtor in a bankruptcy case? If “yes”, please attach a copy of the bankruptcy petition showing the case number and the date on which the petition was filed. Yes No List all bankruptcy actions against you, your company, or related companies in the last seven years. Attach separate sheet as necessary

List any litigation against your firm in the last three years. Attached separate sheet as necessary.

3. INSURANCE AND BONDS (Separate from the Prime Contractor Coverage) 3a. Insurance

Indicate the types of insurance policies you maintain and current coverage limits.

Coverage Yes No Limits Worker’s Compensation Statutory

Employer’s Liability $

Commercial General Liability $

Automobile Liability $

Umbrella $

Professional Liability $

Pollution Liability $ Other (specify) $


3b. Insurance Non-Renewal In the last five years has any insurance carrier, for any type of coverage, refused to renew the insurance policy for your firm? If “yes”, explain on a separate page, and include the name of the insurance carrier, the form of insurance, and the year of the refusal.

Yes No 3c. Current Surety Information

Bonding Capacity: $

Surety:

Surety Agent:

Surety Agent Address:

Telephone Number: ( ) 3d. Prior Surety Information

Has any other surety company written bonds for your firm in the last five years? If “yes”, please provide the above information, including dates, for each such surety on a separate sheet.

Yes No 3e. Surety Payments

At any time during the past five years, has any surety made payments on your firm’s behalf to satisfy any claims made against a performance or payment bond issued on your firm’s behalf in connection with a construction project, either public or private? If “yes”, explain on a separate signed page the date and amount of each such claim, the name and telephone number of the claimant, the grounds for the claim, the present status of the claim, and, if resolved, the date of resolution, the method by which such claim was resolved, the nature of the resolution, and the amount, if any, at which the claim was resolved.

Yes No

4. WORK UNDER CONTRACT AND PRACTICES

4a. State the total worth of work in progress and under contract: $ 4b. What percentage of work do you normally perform with your own forces?

4d. Do you require bonds from your lower-tier subcontractors? Yes No 4e. Do you normally obtain lien releases when paying subcontractors and suppliers? Yes No

4c. If you do use lower tier subs to complete any of your work, list the types of work that you normally subcontract out:


5. CONTRACT HISTORY Prior Experience with Owner

Has your organization had past experience with Owner on any projects? Yes No

If “yes”, on a separate sheet, list information about your projects performed for the Owner within the last 5 years including project name, contract value, and contact name in Owner organization.

6. WORK HISTORY State your firm’s annual amount of work performed for each of the last three years, and indicate

what percentage of the work was completed as a Prime/General Contractor or as a Subcontractor:


Year Amount General Contractor Subcontractor

$ % %


7. CONTRACTOR SAFETY PERFORMANCE REVIEW Owner is committed to providing a safe and healthy working environment for our Contractors and their employees at our project work-sites. Contractors proposing to provide services for the project must provide the requested information. The questions relate to governmental safety and health regulations and standards, including, but not limited to the Occupational Safety and Health Act (OSHA) of 1970.

Completion of this questionnaire does not in any way relieve any Contractor of its obligation to comply with applicable laws, regulations and standards or to provide a safe and healthy workplace for their employees and subcontractors.

7a. Worker’s Compensation EMR Provide your worker’s compensation experience modifier rate (EMR) for the last 5 years and the estimated EMR for the current year below. Additionally, a letter from your firm’s Broker, on their letterhead, indicating your EMR’s must be provided.

Year:

EMR:

Are the above EMR’s for:

State InterstateRate

Entire Company

Particular Division Joint

Venture


7b. Injury/Illness Metrics Provide below, the firm’s actual metrics for the last 4 years and the estimated metrics for the current year.

Year:

Total Hours Worked

Number of Fatalities

Recordable Cases

Recordable Case Rate*

Lost Time Cases

Lost Time Case Rate*

Lost Time Days

Lost Time Days Rate*

Total DART Cases

DART Case Rate*

* Calculations are to be made using the following formula: Number of Incidents X 200,000 Work-hours 7c. Citations

List the OSHA citations and the citations from similar state agencies that your company has received in the last three years including citations you have received alone or as part of a Joint Venture. Use additional sheets if necessary.

Issue Date

Type of Citation

Number of Citations

Penalty

OSHA / State Std. Cited

If you have no OSHA Citations, please attach a notarized statement on your letterhead indicating that you have no citations.

7d. Company Environmental, Safety and Health Plan

Does your firm have a corporate safety officer / department? If “yes”, provide the name, title, contact number and a copy of the current resume of your corporate safety officer.

Yes No

( ) Name (Corporate Officer) Title Telephone Number

Does your firm have written company safety program? If “yes”, attach

the Table of Contents and a copy of your Injury Prevention Plan. Yes No

Do you conduct documented Field Safety Audits? Yes No


If “yes”, how often:

Does your firm provide safety orientation/training for new employees? Yes No

Does your firm have an active employee substance abuse Testing Program? If “yes”, provide a copy. Yes No

Do you have personnel trained to provide first aid and CPR at each

project site? Yes No

Do you have a corrective action program that addresses safety and

health performance? Yes No

Does your firm have an accident/incident investigation program? Yes No

8. QUALITY ASSURANCE AND QUALITY CONTROL Does your firm have written Quality Management Procedures? Yes No

Does your firm perform written, daily pre-task planning? Yes No

Does your firm actively perform Quality checks/reviews? Yes No

Does your firm have a written plan to address deficient work? Yes No

Does your firm have PMP certification for your project managers?

Yes

No

9. 2nd TIER SUBCONTRACTING

Do you plan to use 2nd Tier Subcontractors to perform any work on this project?

Yes

No

If Yes, please list the names and locations of the Subcontractors and describe what services they would be providing on this project:

Subcontractor (Company name and location) Services to be provided on this project


NOTE: If your qualification for this project is dependent on including the qualifications of one or more of your subcontractors, you must include one or more Subcontractor Qualification Questionnaires for each subcontractor with your submittal.

10. QUALIFICATIONS

10a ‐ SCADA HMI Programming and Configuration Qualifications

Will your firm be providing SCADA HMI programming and configuration services on this project? (If NO please skip to 9b.) Does the company have Wonderware Certified System Integrators on staff for this project?

If so, how many years of experience? If so, how many? Does the company have experience in Wonderware System Platform? If so, how many System Platform projects have been completed? Do you have Other SCADA/HMI configuration experience with:

Rockwell GE Proficy Other Vendors/Systems (Please list)

Years current company in business providing SCADA integration services

Do you have a permanent office located in Prince William County that regularly engages in SCADA HMI programming and configuration?

If so has the office been open for 2 years or more? How many HMI programmers are located at this office?

If not, is the closest permanent company office within 100 miles? How many HMI programmers are located at this office?

If not, where/how far is the closest office? How many HMI programmers are located at this office?

Where will the HMI programming for this project be performed?

10b ‐ PLC Programming Qualifications

Will your firm be providing PLC programming services on this project? (If NO please skip to 9c). Does the company have Rockwell PLC programming experience with RSLogix 5000 Enterprise?

If so, how many years of experience? Does the company have Rockwell Automation‐trained PLC programmers on staff for this


project?

If so, how many years of experience? Do you have Other SCADA/HMI experience with:

Modicon Other Vendors/Systems (Please list)

Years current company in business providing PLC programming services

Do you have a permanent office located in Prince William County that regularly provides PLC programming services?

If so has the office been open for 2 years or more? How many PLC programmers are located at this office?

If not, is the closest permanent company office within 100 miles? How many PLC programmers are located at this office?

If not, where/how far is the closest office? How many PLC programmers are located at this office?

Where will the PLC programming for this project be performed?

10c ‐ Ancillary Systems Qualifications

Will your firm be providing design or installation services for Ancillary services on this project? (If NO please skip to Company Qualifications.)

Number of systems with IP cameras installed in last 5 years Total number of IP cameras installed in last 5 years

Number of systems with IP radios installed in last 5 years Total number of IP radios utilized in last 5 years

Number of systems with IP cellular modems installed in last 5 years Total number of IP cellular modems utilized in last 5 years

Number of Access Control System Installations in the last 5 years Number of Access Control System Integration projects in the last 5 years

Do you regularly plan, design and install cyber security systems on SCADA networks?

Do you regularly plan, design, and construct SCADA Control Rooms?

10d ‐ Company Qualifications Describe the Company's Performance:

% of On‐time delivery ‐ last 5 years % of On‐time delivery ‐ Reference Projects % of Change Order value of original contract ‐ last 5 years

10 of 10 Initials: _______

% of Change Order value of original contract ‐ Reference Projects

Number of claims filed by company against clients in last 5 years Number of claims filed against company in last 5 years

Do you have an office located in Prince William County? If so has the office been open for 2 years or more? If not, is the closest permanent company office within 100 miles? If not, where/how far is the closest office?

If you have a local office: What % of the proposed team is locally staffed?

Do you have a Certified SCADA Security Architect (CSSA) in your company?

Does the proposed Project/Technical Manager have experience with SCADA for: Industrial facilities Municipal Utilities Federal Facilities

Number of technical staff employed by the company Number of overall staff employed by the company

Do you plan to use subcontractors on this project? If so, have you worked with these subcontractors previously on comparable projects?

Are you willing to work collaboratively with the Service Authority staff?

END OF QUESTIONNAIRE