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HomeMy WebLinkAboutItem 15 - SCADA Network Consulting and Support ServicesPublic Works Agency www.santa-ana.org/pubic-works Item # 15 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report November 21, 2023 TOPIC: SCADA Network Consulting and Support Services AGENDA TITLE Approve Agreement with XV Solutions to Provide SCADA Network Consulting and Support Services in an Amount Not to Exceed $750,000 for Up to a Five -Year Term (Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with XV Solutions to provide on - call supervisory control and data acquisition network consulting and support services, for a total amount not to exceed $750,000, for a three-year term beginning November 21, 2023 and expiring November 20, 2026, with provisions for one, two-year extension, subject to non -substantive changes approved by the City Manager and City Attorney (Agreement No. 2023-XXX). GOVERNMENT CODE §84308 APPLIES: Yes DISCUSSION The Public Works Agency's Water Resources Division (Water Resources) oversees and maintains the daily operations of the City's water and sanitary sewer systems. The water system is composed of approximately 480 miles of water main, 21 groundwater wells, seven pump stations, 10 reservoirs with a storage capacity of 49 million gallons, four pressure regulating stations, and seven connection points to the Metropolitan Water District. The system has an average daily demand of 30 million gallons from its roughly 45,500 metered service connections. The City's water production facilities are controlled by supervisory control and data acquisition (SCADA) software which is used to monitor the processes involved in water production, storage, and delivery. The computer -based SCADA system provides significant insight about the potable water system in Santa Ana and allows the City to effectively respond to critical and time -sensitive information such as unplanned power outages and mechanical failures. Water Resources' SCADA software was formerly provided by Kapsch-DYNAC but displayed significant limitations with respect to reporting, long-term retention of historical data, and making live system changes. On January 19, 2021, the City entered into an agreement with Wonderware California (now referred to as AVEVA Select California) to provide SCADA software services without the SCADA Network Consulting and Support Services November 21, 2023 Page 2 limitations of Kapsch-DYNAC. Due to the complex nature of the SCADA system, an experienced consultant is needed to successfully execute the SCADA system upgrade from Kapsch-DYNAC to AVEVA Select California. It is imperative to secure the services of a qualified consultant who can provide continual SCADA network monitoring and technical support to ensure the reliable distribution of potable water to Santa Ana residents. On August 3, 2023, the Public Works Agency released Request for Proposals (RFP) No. 23-124, by which it sought the services of a qualified consulting firm to provide SCADA network consulting and support services for the City's water production facilities. The RFP was advertised on the City's online bid management and publication system, PlanetBids, with proposals due on August 22, 2023. System records indicate a total of 507 vendors were notified via PlanetBids, five of which are Santa Ana based. Forty-two vendors requested bidding documents, and one proposal was received and evaluated by a selection committee. Staff recommends awarding the agreement to XV Solutions to provide the requested services on an as -needed basis (Exhibit 1). Since 2019, XV Solutions has efficiently provided services to Water Resources and has proven to be instrumental in the transition from Kapsch-DYNAC software to Wonderware software by ensuring the successful implementation of set points, alarms, graphics, and mechanical components in the Wonderware interface. Additionally, XV Solutions provides SCADA programming services for new advanced water treatment systems as well as all capital improvement projects utilizing the SCADA network. Given the increased prevalence of California regulations pertaining to water quality and reporting, the City is presently engaged in the planning and construction of more than five additional advanced treatment facilities. These project expansion initiatives will require the ongoing involvement of an experienced consultant for the implementation of AVEVA Select California software. XV Solutions' work experience and proposal demonstrate that the firm has the necessary technical capacity and expertise to complete the required services outlined in the RFP. The firm's rates are reasonable and within industry standard and the proposal was determined to provide the best value for the City. FISCAL IMPACT Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years will be included in the proposed budgets for City Council consideration. SCADA Network Consulting and Support Services November 21, 2023 Page 3 Fiscal Accounting Fund Accounting Unit, Year Unit Description Account Description Amount - Account # Contract 3-Year Term Water Utility Production 2023-24 06017640- Water & Supply, Contract $150,000 62300 Services - Professional Water Utility Production 2024-25 06017640- Water Fund & Supply, Contract $150,000 62300 Services -Professional Water Utility Production 2025-26 06017640- Water Fund & Supply, Contract $150,000 62300 Services -Professional Optional Two -Year Extension Water Utility Production 06017640- Water Fund & Supply, Contract $150,000 2026-27 62300 Services - Professional Water Utility Production 2027-28 06017640- Water Fund & Supply, Contract $150,000 62300 Services -Professional TOTAL $750,000 EXHIBIT(S) 1. Agreement with XV Solutions Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency Approved By: Steven A. Mendoza, Acting City Manager EXHIBIT 1 CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND XV SOLUTIONS TO PROVIDE SCADA NETWORK CONSULTING AND SUPPORT SERVICES THIS AGREEMENT is made and entered into on this 21 st day of November, 2023 by and between XV Solutions ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS A. On August 3, 2023, the City issued Request for Proposal No. 23-124, by which it sought a consultant to provide SCADA network consulting and support services for the Water Resources Division of the Public Works Agency. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that Consultant is able and willing to provide the services described in the scope of work that was included in RFP No. 23-124. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall perform the services described in the Scope of Work section included within RFP No. 23-124, attached hereto and incorporated herein by reference as Exhibit A, and as more specifically set forth in Consultant's Proposal, attached hereto and incorporated herein by reference as Exhibit B. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Consultant's Fee Proposal, attached hereto and incorporated herein by reference as Exhibit C. The total amount to be expended under this Agreement, including any extension periods, shall not exceed $750,000.00. b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. Page 1 of 10 3. TERM This Agreement shall commence on November 21, 2023 and terminate on November 20, 2026, unless terminated earlier in accordance with Section 16, below. The term of this Agreement may be extended for one (1), two (2) year period upon a writing executed by the City Manager and City Attorney 4. PREVAILING WAGES Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. Page 2 of 10 7. INSURANCE Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors. a. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City that it has secured all insurance required under this Section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has secured all insurance required under this Section. b. Insurance coverage shall be at least as broad as: (i) Commercial General Liability (CGL): Insurance Services Office Form CG 00 O1 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000.00 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. (ii) Automobile Liability: Insurance Services Office Form CA 0001 covering Code 1 (any auto), with limits no less than $1,000,000.00 per accident for bodily injury and property damage. (iii)Workers' Compensation insurance as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000.00 per accident for bodily injury or disease. (iv)Professional Liability Insurance with limits no less than $1,000,000.00 per occurrence or claim, and $2,000,000.00 policy aggregate. (v) If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions: (i) Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in Page 3 of 10 connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant's insurance (at least as broad as ISO Form CG 20 10 1185 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 forms if later revisions used). (ii) Primary Coverage. For any claims related to this contract, the Consultant's insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. (iii)Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. (iv) Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. (v) Self -Insured Retentions. Self -insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self - insured retention may be satisfied by either the named insured or City. (vi)Acceptability of Insurers. Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best's rating of no less than ANII, unless otherwise acceptable to the City. (vii) Claims Made Policies. If any of the required policies provide coverage on a claims -made basis: • The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work. • Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. • If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of contract work. Page 4 of 10 (viii) Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Certificate Holder must be addressed as follows: City of Santa Ana Risk Management Division 20 Civic Center Plaza Santa Ana, CA 92702 (ix)Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors. (x) Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. 8. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant. Page 5 of 10 9. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 10. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 11. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, Page 6 of 10 sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. Page 7of10 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons: To City: City Clerk City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Nabil Saba Executive Director, Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) Qs elm :: Santa Ana, California 92702 Fax: 714- 647-5635 Page 8 of 10 To Consultant: XV Solutions 22013 Lakeland Ave Lake Forest, CA 92618 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 21. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. [signatures contained on following page] Page 9of10 SIGNATURE PAGE TO CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND XV SOLUTIONS TO PHOVIDE SCADA NETWORK CONSULTING AND SU1111O t I SERVICES IN WITNESS WHEREOF, the parties hereto have executed this Agrccmcni the elate and year firs( above written. ATTEST: Jennifer L. Hall Clerk of the Coun ci I APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: nathan T. Martine Assistant City Attorney RECOMMENDED FOR APPROVAL Nabil Saba Executive Dirwor Public Works Agency CITY OF SANTA ANA City Manager CONSULTANT: Name: .5G IK vAN a V tC.fL Title: a, vtev"" Page 10 of 10 EXHIBIT A SCOPE OF WORK CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES SCOPE OF WORK A. INTRODUCTION AND BACKGROUND The City of Santa Ana is located in the County of Orange in Southern California. The City encompasses 27.2 square miles and a population over 343,000 people. The City of Santa Ana Public Works Agency — Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City's water system has an average day demand of about 30 million gallons (MG) with 45,000 service connections. It is comprised of approximately 478 miles of water main, 45 MG of storage at five (5) sites, seven (7) MWD connections, 21 groundwater wells, seven (7) pump stations, four (4) pressure regulating stations and utilizes two (2) pressure zones. In order to manage and monitor the water infrastructure, the City's Water Resources Division utilizes supervisory control and data acquisition (SCADA) system. The City's facilities are controlled by the Dynac ES SCADA software as provided by Kapsch TrafficCom USA, Inc. The City is also utilizing Wonderware by AVEVA. B. CONSULTANT RESPONSIBILITIES The City is soliciting proposals from qualified consultant firms to provide information technology services for the Water Resources Division of the Public Works Agency. The City intends to select and enter into an agreement with one firm to provide the described services. The successful firm will have experience and/or knowledge of the components of the Water Division's technical Environment. The Water Division currently operates over 24 individual host servers interconnected by way of several network 10/100/1000 24 port switches. The data servers run Windows Server 2019, Windows Server 2018 R2 and Red Hat Linux. These servers and their subsequent network operate, manage and provide detailed analytics and water system information on a daily basis, 365 days a year. These systems are highly critical and can suffer little to no downtime. The Consultant shall provide all labor, materials, services, and equipment necessary for the services described herein. The Consultant shall possess all Federal, State and Local permits, licenses, and approvals necessary to provide good/services required in the Scope of Work. C. EXISTING WATER RESOURCES COMPUTER NETWORK (WRCN) OVERVIEW At a high level, the main objective behind the current information technology (IT) network is to provide the Water Division with a centralized computing network and efficient speed processing. As a result, the Consultant shall ensure the IT network provides the City with a storage environment that offers increased storage capacity, performance, robust fault tolerance and flexible storage administration. Overall, the Consultant shall continue to implement the following functionality of the City's current water production network infrastructure: City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 13 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES • Ability to use a combination of high -end and lower end storage media • Ability to create data replication groups • Ability to present logical unit numbers (LUNs) to individual or multiple hosts including virtual machine (VM) hosts, their guests and traditional fiber/Ethernet connected hosts • Alarm notification thresholds • Remote administration • Ability to expand capacity on demand without downtime • Ability to create different redundant array of independent disk (RAID) level LUNs such as0,1,5&6 • High block level input/output (1/0) performance • Ability to present LUNs directly to VMs • Ability to send out packet data to remote sites over the radio network for control, status and monitoring • Ability to fail over to a backup server in real time with virtually zero data loss The City's Water Resources Division Equipment Overview: • DELL R640 (5) — ESXi Hosts with 12 VMs • Dell Poweredge R910 (3) • Dell Poweredge R820 (2) -- SCADA Servers (Red Hat Linux OS) • Dell Poweredge R210 • Dell Poweredge R610 • Dell Poweredge R320DELL LTO 5 Tape Backup System with Backup Exec The WRCN is located in two (2) Water Resources SCADA Server Rooms. It is a temperature controlled environment powered by a Symmetra LX Extended Run Backup universal power supply. Due to the nature of the water system, it is of the utmost importance to maintain system reliability and uptime for all equipment. D. SCOPE OF SERVICES The Consultant shall be expected to perform the following list of duties and assignments: 1. ON-CALLIACCESSIBILITY REQUIREMENT City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 14 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES The Consultant will provide qualified and competent technical support staff on a regularly scheduled basis for SCADA networking maintenance as well as SQL/Windows programming services at the City Central SCADA Control Rooms which are located in two different sites within the City. The SCADA networking components are critical assets and as such require technical support 24 hours per day, seven (7) days per week on demand. As a result, the Contractor shall be available on an on -call basis ready to respond, and service calls shall be responded to within six (6) hours. If hardware or software services need immediate repair, the Consultant shall be capable of arriving at the job site within twenty-four (24) hours of approval from the City to commence work. Regular business hours are considered from 7:00 am to 5:00 pm (Monday through Friday). Any time outside of business hours of operation may be considered after hours/weekends. 2. SYSTEM DIAGNOSIS AND REPAIR SERVICES The Consultant must be able to install, troubleshoot, diagnose and repair all existing networking equipment as it relates to SCADA Servers utilizing a Red Hat Linux operating system. The Consultant shall also be able to provide network configurations for the Linux environment. Special consideration shall be given towards firms with experience maintaining DYNAC ES and AVEVA System Platform in a production environment. 3. CORE INFRASTRUCTURE AND NETWORK ASSESSMENTS The Consultant shall be responsible for core infrastructure and network assessments for all network servers (physical and virtual), and one minimum detectable signal (MDS) network radio. Tasks shall include the following: a. Review connectivity at all sites and make necessary upgrades to ensure optimal network performance and security. Consultant shall demonstrate experience creating virtual networks and connecting multiple sites through networking trunks, through fiber using Cisco equipment. b. Maintain current firewall with latest software that meets industry standard c. Establish and maintain virus protection on all servers and SCADA workstations d. Address and maintain all backup procedures and system restore protocols e. Establish and maintain secure remote accessibility f. Private Network shall authenticate and authorize each remote connection in the Water Resources Division via private network access with specified feature codes. g. Establish, monitor and maintain remote access profiles within a specific internet protocol (IP) pool range which are assignable only to Santa Ana Water Resources Division authorized devices City of Santa Ana RFP 23-124 Water. Resources SCADA Consulting and Support Services Page 15 CITY OF SANTA ANA RFP NO.: 23-1 24 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES h. Prepare and create redundant array of independent disks (RAID) configurations as recommended or necessary. 1. Implement, manage, maintain and monitor virtual private network (VPN) and firewall with multi -factor authentication. Consultant must have experience implementing Cisco networking hardware for VPN, Firewalls and switches. j. The private network shall provide redundancy utilizing both a primary and a secondary gateway. The secondary gateway shall act as a hot standby to provide support when the primary gateway has experienced a failure and can no longer operate. Once the primary gateway becomes fully operational, data traffic will be redirected back to the primary gateway and the secondary gateway will revert to hot standby mode. k. Prepare monthly summary reports with backup status, event logs, patches applied, RAID status and other pertinent information. I. Assess and maintain radio communication at the WRCN in the SCADA server room m. Assess and apply server software patches as applicable n. The Consultant shall be familiar with APC Symmetra LX batteries to monitor, maintain and manage the backup power supply. Reports shall be provided if any anomalies occur. Recommendations shall be made towards replacement when applicable. o. The Consultant shall have the ability to deploy, configure, manage and maintain Sharepoint servers as they relate to backflow records and Water Resource Division digital records. Consultant shall be familiar with creating of Sharepoint sites, item types, and overall Sharepoint management. p. The Consultant shall have the ability to deploy, configure, manage and maintain VMWare vSphere environments. The Consultant shall configure, monitor and optimize all VMware systems for performance and reliability. q. Consultant shall have experience with the National Association of Sewer Service Companies (NASSCO) sewer rating system and provide programming support for the Sewer Video Server. r. Consultant shall have experience troubleshooting InterComm USA (ICU) Ticket Management software and provide networking setup and system support for this software. Coordination with the City Vendor will be required. s. The Consultant shall be familiar with the Wonderware Historian and have the ability to manage, upgrade, plan and create reports. Consultant shall design server storage on the Historian as requested by the City. t. The Consultant must have experience making changes to DYNAC in a production environment, and recreating the DYNAC configuration in AVEVA System Platform. u. Upon request, the Consultant shall provide inventory of the existing SCADA system City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 16 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES including instrumentation, equipment, and network and control devices as well as a list of computers, PLCs, and communication devices including location, brand name, model, CPU type, speed, memory, age of equipment, etc. At the City's request, the Consultant shall design, install and manage new servers (real or virtual) for the growing data management network. This shall include, but is not limited to, expansion of regular storage and expansion of long-term storage. 4. ONGOING SUPPORT AND MAINTENANCE SERVICES The Consultant shall provide ongoing support and maintenance including, but not limited to the following tasks: a. Proactive care and maintenance to provide stability, availability and reliability b. Twenty-four seven (2417) server, network and workstation monitoring c. Remote management and support tools d. Antivirus management e. Security management f. Reporting infrastructure improvements for operations of new and existing facilities g. Development and maintainance systems documentation h. Hardware and software patch management (including exterior and interior maintenance on hardware) i. Onsite services and technical support on an as -needed basis (miscellaneous projects, trouble shooting, reports and software updates j. System upgrades on water operation infrastructure k. Coordination with City IT Staff as necessary 5. TRAINING SERVICES Upon request, the Consultant shall provide comprehensive training for the Water Resources' end users on the basic network requirements as well as training for DYNAC ES and Aveva System Platform SCADA software as it relates to the various sites' programmable logic controller (PLC) programming and also provide training services for implementing various instruments into the City's SCADA system as well as how to utilize the City's software TopView program. Instructional manuals and standard operating procedures shall be provided by the Consultant as additional training resources when necessary. E. PROJECT MANAGEMENT AND COORDINATION City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 17 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES When a request for service is issued to the City, the Consultant shall issue an estimate to the City's designated Project Manager. The Consultant shall not proceed with any work without the approval of the City's designated Project Manager in the form of a Notice to Proceed. Consultants shall invoice the City on a monthly basis for all work performed during the period or provide a one-time invoice at the completion of work issued. Each invoice shall be accompanied by a summary of tasks performed, contract agreement number, results and progress on long- term tasks if any. F. VALUE ADDED RELATED SERVICES The Consultant may propose additional related services that the City has not specifically identified in this RFP to accomplish the stated goals of this RFP. Value added related services will be considered by the City and may or may not be incorporated in the agreement. All parts and materials must be supplied new and factory approved. G. MARKUP The following markup percentages shall be added to the Consultant's s costs and shall constitute the markup for all overhead and profits (to the sum of the costs and markups, one (1) percent shall be added as compensation for bonding): 1) Labor....................................................................... ......... 20 ................ 2) Materials...........................................................................................15 3) Equipment Rental ............................... . 15 4) Other Items and Expenditures.......................................................... 15 A. MINIMUM QUALIFICATIONS The Contractor shall meet the following minimum qualifications- 1 . All work is to be performed in compliance with all applicable codes, ordinances, laws, standards, due care, and Occupational Safety and Health Administration (OSHA) safety requirements. 2. The Contractor shall have a minimum of five (5) years of experience in the services described in ATTACHMENT 1: SCOPE OF SERVICES, 3. The Contractor shall possess state and local permits, licenses and certificates required by law to commence, carry, and complete the work. 4. Provide all necessary equipment to competently perform and complete work as specified. H. SAFETY Proposer shall be solely and completely responsible for the condition of the project site, including safety of all persons and properties during the performance of the work. In addition, proper safety equipment must be worn at all times. These requirements shall apply continuously until the contract is terminated and shall not be limited to normal working hours. City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 18 CITY OF SANTA ANA RFP NO.: 23-1 24 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES The Consultant shall assure that each employee or subcontractor under the contractor's supervision is trained in the work practices necessary to safely perform his or her job. I. INSURANCE REQUIREMENTS The successful bidders shall furnish the City with original copies of valid insurance policies herein required upon execution of the contract and shall maintain said policies in full force and effect at all times during the term of this contract. Said insurance policies shall comply with all requirements set forth in these specifications. Consultant(s) shall keep a current certificate of insurance at the City of Santa Ana at all times and shall immediately report any changes to the City. J. FEE SCHEDULE Contractor shall submit a fee schedule as described in Section III.B.3 of RFP. No separately stated freight or deliveries will be considered. Bidders shall include all costs in the unit price bid. Furthermore, the Contractor shall submit additional labor, material and rental equipment rates along with fee schedule. Contractor's labor and equipment rate sheet shall list rates for all labor designations, equipment, rentals, and materials. The bid items specified in the fee schedule are for reference purposes only. Labor increases shall be subject to mutually agreeable terms between the City and the Contractor. The City may request related services that will be paid at the vendor's standard labor and equipment rate submitted. Fee proposal shall be outlined as fol lows: ---End of SCOPE OF WORK Section --- City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 19 EXHIBIT B CONSULTANT'S PROPOSAL XV Solutions P.O. Box 28373 3101 W. Sunflower Avenue � Santa Ana, CA 92799 W SOLUTIONS Water Resources SCADA Network Consulting and Support Services RFP Response, BID# 23-124 August 20, 2023 Mr. James Burk, P.E. City of Santa .Ana Public Works Agency City Corporation Yard, Bldg. A 220 S. Daisy Avenue Santa Ana, CA 92703 XV SOLUTIONS COVER LETTER XV Solutions P.O. Box 28373 3101 W. Sunflower Avenue Santa Ana, CA 92799 Re: Request for Proposal for Water Resources SCADA Network Consulting and Support Services RFP # 23-124 Dear: Mr. Burk, XV Solutions appreciates the opportunity to provide you with a response to address the Water Resources SCADA Network Consulting and Support Services RFP. XV Solutions is a consulting firm that specializes in SCADA, computer networking, computer systems support, cybersecurity, and custom application programming. XV Solutions has been providing IT services to the City of Santa Ana's Water Division for the past 9 years, and we are confident in our ability to meet your specific needs through superior quality services in: SCADA (both Wonderware and DYNAC ES platforms), SCADA Networking, IT Support, Cybersecurity, and all your other SCADA related IT needs. Attached you will find our proposal, which includes our service offerings and meets all the requirements outlined in Exhibit A of RFP # 23-124. Servando Varela, our company owner, is your point of contact and will be available to answer any questions or concerns you may have regarding this response. You may reach Servando anytime on his mobile phone, (714) 269-8190. Agreement Statement Servando Varela, agrees with all of the provisions contained in ATTACHMENT 4: STANDARD AGREEMENT as outlined in this RFP. Sincerely, G / Servando Varela Owner, XV Solutions Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Table of Contents Statement of Qualifications Firm and Personnel Experience About XV Solutions ............. Brief History ................... About Servando Varela....... Experience & Background Relevant Project Experience.. Description of Services and Scope of Services Understanding of the City's Needs ATTACHMENTS AND CERTIFICATIONS A XV SOLUTIONS Page 1 12 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Statement of Qualifications Firm and Personnel Experience About XV Solutions XV Solutions is an IT consulting company focused on providing best -in -class service to small and medium size organizations. We strive to provide our clients with customized IT solutions, to enable them to run their core work functions and relieve them from the burdens of managing IT. We have strong technical expertise that allows us to deliver innovation -driven solutions, no matter how complex the business problem may be. Our service offering is spread across: ➢ SCADA Design and Development, using Wonderware and DYNAC ES ➢ IT Networking and Cybersecurity ➢ IT Servers and Applications Support ➢ Storage and Backup ➢ Custom Application Design and Programming Brief History XV Solutions was founded in 2010 and has been providing services to the City of Santa Ana's Water Division group for nearly 9-years. Servando Varela is the owner, who personally handles all client engagements. About Servando Varela Servando has been working in the IT industry for 25 years. He started his career working for the City of Santa Ana's Water Division as an Engineering Intern, in 1997. While working for the Water Division, Servando's responsibilities included running daily backups, network support, and custom application programming using MS Visual Basic and MS SQL Server. Experience & Background In the year 2000, Servando went to work for FileNet Corporation as a Software Engineering Intern. He was hired as a permanent employee in early 2002, immediately after he completed his B.S. Al- XV SOLUTIONS ►Page 2 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 degree in Computer Science and Engineering from CSULB. While at FileNet, Servando was responsible for programming automated tests using various programming languages and his responsibilities included setting up test environments. Setting up the test environments deepened Servando's expertize with various operating systems (Windows, AIX/Unix and Linux), database servers (MSSQL, Oracle, and IBM D132), application servers (Microsoft Internet Information Services, WebLogic, and IBM WebSphere), and networking equipment (switches, routers, VPNs, and firewalls). In addition to the Computer Science and Engineering degree, Servando also holds an advanced degree in Business Administration (MBA) from Pepperdine University. He has formal training in project management, agile software development, Cybersecurity, Wonderware development and SCADA system management. Relevant Project Experience XV Solutions has been working for the City of Santa Ana's Water Division group, servicing an array of IT related issues. • September 2023: Implement Wonderware SCADA for the City of Santa Ana. This involved setting up the hardware and then implementing every Water Production site on the Wonderware SCADA platform, starting with Walnut Pumping Station. We created templates for pumps, valves, reservoirs, and all other devices that were used to standardize the implementation of the SCADA system. We have implemented every site that is running on Dynac ES and are planning to move off of DYNAC ES altogether later this year. Customer: City of Santa Ana, Water Resources Division. • February, 2019: Implement the Wonderware Historian plus Dream Report (reporting software) and design the daily, weekly and monthly Water Production reports. The work included working with Wonderware to ensure their product would meet the City of Santa Ana's need, size the hardware requirements, assist with the procurement requirements for the hardware and the software, install the new hardware and software, apply cybersecurity measures to the new operating systems, configure the software to talk to the field devices and collect data, and complete the implementation of all of the reports by collaborating on the design with City staff. Customer: City of Santa Ana, Water Resources Division. • November 2018: We have experience running DYNAC ES (SCADA) in a production environment. Also, maintaining the hardware and software, plus SCADA development, such as implementing new sites. We implemented Walnut Pump Station on DYNAC ES in November 2018. Walnut Pump Station was re -built and 4 new PI -Cs (M340s) were put in place to manage the system. The PI -Cs were programmed by a Consultant, with whom we Page 3 XV SOLUTIONS Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 collaborated to ensure we configured DYNAC ES properly. The Consultant provided the taglist and XV Solutions implemented the taglist on the DYNAC ES SCADA system; then we did a series of testing to ensure everything was mapped properly. Walnut Pump Station has a total of 5 booster pumps and 3 well pumps, a backup generator, plus many other instruments that are monitored/controlled by DYNAC ES. The same implementation was carried forward and improved in the Wonderware project, described above, while DYNAC continues to run. Customer: City of Santa Ana, Water Resources Division. • August 2013: Replaced the APC UPS Symmetra battery for the City of Santa Ana, Water Resources Division. As part of this replacement, we also increased the number of batteries to allow extend the runtime on the APC UPS and added an external bypass switch to the system. XV Solutions has also been maintaining the SCADA servers for the City for the last 10 years, including the Red Hat servers and SCADA workstations. Customer: City of Santa Ana, Water Resources Division. i XV SOLUTIONS Page 4 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Description of Services and Scope of Services Understanding of the City's Needs Each row represents XV Solutions' response to the RFP requirements outlined in the SCOPE OF WORK section. Req Description Support XV Solutions Response 3—a On -Call Y Unlimited 2417 remote and on -site technical support. Service calls Accessibility will be responded within 6 hours. In the event that hardware or software services need immediate repair, XV Solutions will arrive at the job site within 24 hours of approval from the City to commence work. We understand that the normal business hours are from 70m to 5pm, Monday through Friday and any time outside of the business hours may be considered after hours/weekends. System Y We can install, maintain, troubleshoot, diagnose, and repair both Diagnosis and DYANC ES and Wonderware SCADA systems in production. XV Repair Solutions is familiar with DYNAC ES, which is a SCADA software Services product that runs on the Red Hat Enterprise Linux (RHEL) operating system. XV Solutions has experience with IT support for the DYNAC ES servers to ensure they are running in dual mode and respond when the primary server fails and the secondary server takes control in a production environment. XV Solutions is also experienced with the Linux operating system in the areas of networking, security, backup and restore. XV Solutions also experience maintaining the AVEVA System Platform (also called Wonderware), which runs on a Windows distributed architecture and needs several servers to operate (Historian, Application Servers, Galaxy Repository, Dream Report) and operates uses MSSQL Server. Core Infrastructure and iq rk Assessments Network Y We are experienced in analyzing network efficiency utilizing network Performance & monitoring tools such as 'netstat' and Wireshark, to monitor Security incoming/outgoing network connections, routing tables, and network interfaces. We also have demonstrable experience with MDS radios, creating virtual networks and connecting sites with networking trunks. We are also familiar with Dell DRAC, which monitors the health of the servers to identity any failures and provide the administrator with information to isolate components with problems. A XV SOLUTIONS / Page 5 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req Description Support XV Solutions Response Firewa❑ Y Firewalls are used to isolate the internal network from external Maintenance threats, by implementing packet filtering and application gateways. Cisco and Netgear periodically release firmware patches to update hardware/software fire wall components needed to maintain security definitions up-to-date. XV Solutions has experience in both implementing and maintaining firewalls. 3—c Server/Desktop Y XV Solutions understand the importance of protecting assets against Virus Protection malicious software attacks. It is critical to maintain anti -virus software up-to-date, given viruses are released into the web daily. We are experienced with Symantec and McAfee anti -virus tools to monitor and prevent virus and malware intrusion. 3—d Routine Backups Y We are experienced in configuring scheduled -automatic backups to prevent data -loss due to hardware failures, database corruption, and natural disasters. We've configured the Water Division's backup process, to send alerts to SysAdmins when a failure is detected and/or the backup process fails. XV Solutions takes an active approach to ensure the data is backed -up safely, by performing periodic restore jobs to validate the backup process is reliable and 3—e Remote Access Y Establishing secure remote access can be done via VPN or Citrix. VPN provides a secure & encrypted communication tunnel to allow the use of tools such as RDP or VNC. These tools allow secure -remote connectivity to servers/computers within the network. XV Solutions is experienced in creating VPN gateways, and training staff on methods to securely connect into internal networks. 3—f Private Network Y Remote connections are validated for access into the private secured Security network via two different methods: (1) the VPN profile for each user has unique feature codes that are only known to the City of Santa Ana devices. This prevents brute force attacks into the VPN from external threats. (2) The SCADA server configuration for DYNAC ES contains specific end -point devices and their IP addresses that are allowed access to the SCADA portal. XV Solutions is familiar with both access control validation methods for remote connections. A XV SOLUTIONS Page 6 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req Description Support XV Solutions Response 3—g Static/Dynamic Y XV Solutions has experience managing both Dynamic IP addresses, IP Address which are typically used for mobile devices and workstations, and Management static IP addresses, which are usually required for servers. Dynamic IP addresses are managed with a DHCP Server. Windows Server operating systems, such as Windows 2008, Windows 2019, and Windows 2022 come with a built-in DHCP Server service that can be turned on and configured to dynamically assign IP addresses to devices connected to the network. Some appliances, like the Netgear SRX5308 also come with a built-in DHCP server that can be used for this purpose. Critical servers, like SCADA servers, SMTP/Email servers, Microsoft SharePoint, and other application servers require a static IP address. Static IP addresses can be reserved in a DHCP server. 3—h RAID Y RAID (Redundant Array of Independent Disks) is a method of Configuration grouping multiple hard -drives, so that the OS views multiple drives Support as one logical drive. There are several advantages to RAID configurations, such as increased read/write performance and redundancy. XV Solutions has expertise in creating various types of RAID configurations, and has configured RAID-5 for the Water Resources Division. 3—i VPN Support Y Knowledge in configuring Netgear VPN Router and Cisco ASA/NGFW firewalls to allow external systems VPN access to internal network. 3—j Network Y Yes, we have experienced implementing redundant VPNs using Redundancy CISCO NGFW devices, with two identical devices that have a primary online device and a secondary standby device, so that we can maintain an HA (highly availability) for the firewall/vpn devices and reduce remote access outages. 3-k Reporting Y Yes, monthly reports can be easily prepared and delivered via email, posted on the SharePoint server, added to a file server, or any other method that is convenient or desired. 3-1 MDS Radio Y MDS Radios can receive and send transmission to SCADA PLCs. The Support SCADA servers need to be connected to the same Ethernet network where the MDS Radio is dropping network packets; so that the SCADA server can process the packets received and also send out changes to PLCs. XV Solutions is experienced with networking requirements for MDS Radios and verifying that they are working properly for SCADA operations. 3-m Server Software Y XV Solutions has experience in managing and applying patches via Maintenance several methods: (1) Command line updates for Linux distributions. (2) Manually deploying Windows Updates via the Desktop. (3) Remote software deployment using tools such as SSCM or Desktop Authority. A XV SOLUTIONS Page 7 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req Description Support XV Solutions Response 3-n APC Symmetra Y The APC Symmetra is a modular, redundant, backup battery for enterprise servers. It has multiple controller cards, so that if one fails the other takes over and multiple battery modules that allows for redundancy and capacity expansion. We are familiar with monitoring the APC Symmetra type systems, configuring email alerts that report the status and health of the battery and its modules, capacity sizing, and dealing with Schnieder Electric, the APC Symmetra vendor. In 2013, XV Solutions managed the replacement and upgrade of the APC Symmetra for the City of Santa Ana, Water Production Server Room. The replacement and upgrade was executed on time and without any issues. 3-o SharePoint Y In 2014, XV Solutions developed an automated method to transfer Maintenance & hundreds of documents into the City of Santa Ana's SharePoint Support server repositories. We are experienced at building SharePoint tools for additional functionality, as well as architecting SharePoint document libraries to standardize the ways in which organizations store documents. We typically create custom item types and site in order to search, find and retrieve documents efficiently. 3-p VMware Y Yes, XV Solutions has experience deploying VMWare vSphere. The vSphere Support vSphere platform can be optimized for performance using various methods, including: setting up the RAID configuration and swap partitions for the VMWare servers, so that each server using its own LUN; ensuring that the CPU capacity is properly partitioned per VMWare server; allocating enough memory for each virtual server; and following other best practices and techniques for virtualization environments. XV Solutions has experience setting up complete vSphere environments. 3-q NASSCO Sewer Y XV Solutions is familiar with the NASSCO sewer rating system. CCTV Rating System sewer reports are usually accompanied by a small Microsoft Access Programming Database file that contains the NASSCO ratings for the pipe. XV Support Solutions has completed a project for the City of Santa Ana, Water Department where we programmatically extract the NASSCO ratings from the Access Database and aggregate them into a Microsoft SQL Server. The SQL Server database is then accessed via a custom-built application that allows Water Department employees to query CCTV reports by NASSCO rating and identify the sewer pipe segments that need the most attention. Al- XV SOLUTIONS ►Page 8 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req Description Support XV Solutions Response 3-r ICU Ticket Y The ICU Tickets system is a client side software application that Troubleshooting received USA DigAlert notifications. The ICU software is an aging 32- bit Microsoft Windows Application. It allows the printing of the tickets and storing of tickets for future use, reference, and for retention compliance. XV Solutions is familiar with this software. In March 2014, XV Solutions migrated the ICU Tickets software for the City of Santa Ana from an old Windows XP workstation to a new Windows 7 32-bit workstation 3-s Wonderware Y We have experience maintain the Wonderware Historian in Historian production. We have also installed the Historian and configured it to historize data coming from field devices/PLCs to keep the timeseries data available for reports and trend analysis. We can also maintain the software and hardware for the historian, including storage. XV Solutions originally implemented the Historian for the City of Santa Ana and has kept it running without issues since 2019. 3-t DYNAC and Y Yes, we have over 10 years of experience maintain DYNAC AVEVA System environments in production. We have exported the Dynac Platform configuration, which exports in XML, and re -implemented the objects in Aveva System Platform (also called Wonderware). DYNAC uses the concept of "digital devices" to aggregate and define how multiple bits will simulate field devices and those need to be properly re -interpreted and implemented in Wonderware so it behaves the same and we end up with the same SCADA functionality which is needed by the Water Department operators. 3-u SCADA system Y It's important to keep a current list of inventory of all SCADA system inventory and components for several reasons, including: maintenance, hardware management refresh planning and for cybersecurity purposes. We can help the City maintain such inventory and provided anytime upon request. 4 1 Ongoing Support and Maintenance Services 4—a Proactive Y We believe in continuous improvement and implementing industry Infrastructure standard methods of operation to make your network most effective Maintenance and efficient. XV Solutions performs routine hard -drive health tests, server performance monitoring, and server software maintenance to prevent failures from happening, and keep the infrastructure running smoothly. A XV SOLUTIONS / Page 9 Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req Description Support XV Solutions Response 4—b 4—c 4—d 4-e 4f 4-g 4-h 4-i Al ► Page 10 XV SOLUTIONS 24/7 Server, Y Monitoring the overall health of servers, network, and workstations Network, and is done by utilizing health monitoring tools that enable Event Tracing Workstation and performance monitoring. XV Solutions has experience Monitoring configuring systems to send notification and alerts when systems fail -over or immediate actions are required to ensure system uptime. Remote Y Familiar with Dell DRAC, allowing remote console for managing Network remote servers and us of Dell KVM switches, to remotely connect to Management any computer connected to the switch. Anti -Virus Y In addition to services provided in 3—c (see above); XV Solutions has Management services routinely run system anti -virus scans. Security Y We'll provide cybersecurity services, including the implementation of Management firewalls, penetration testing, cybersecurity assessments, and implementation of STEM and SOAR platforms (STEM, Security Information and Event Management; SOAR, Security Orchestration, Automation and Response). Reporting on Y Will do reporting of infrastructure improvements for operations of infrastructure new and existing facilities, upon request by City staff improvement System Y Will create and maintain SCADA system documentation Documentation Hardware & Y XV Solutions is pro -active in updating/patching software &hardware Software Patch devices as described in 3—m. and Upgrade Support On -Site Y XV Solutions has on -site services: server/desktop installation and Support maintenance, hardware/software troubleshooting, routine backups, miscellaneous projects, ad -hoc reports and software upgrades. Water Resources SCADA Network Consulting and Support Services I RFP # 23-124 Req 4-i 4-k 5 Description Systems Upgrades Collaborate with City IT Support Training Services Support XV Solutions Response Y Will provide system upgrades on Water operations infrastructure Y We value building relationships with clients and working closely with IT staff to better serve you. XV Solutions is familiar with the responsibilities of the City of Santa Ana central IT department and how they relate to the Water Production SCADA network. XV Solutions has skillfully worked on collaborative projects with central IT, including the installation of the T1 line for SCADA notifications, and the upgrade of the ICU Tickets system. Ongoing Maintenance and Support Y XV Solutions will provide comprehensive training to the Water Resources staff on the DYNAC ES and AVEVA System Platform (Wonderware) and all of it's components, such as TopView, as it relates to the overall City's SCADA system for the Water Department. We'll also develop instructional manuals and standard operating procedures as additional training resources when necessary. A XV SOLUTIONS / Page 11 ATTACHMENTS AND CERTIFICATIONS CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES APPENDIX ATTACHMENT 2: FEE PROPOSAL Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Appendix: Attachment 1) and am familiar with the scope of work. I am familiar with all the existing conditions and limitations that may impact work requests. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal. Proposer shall submit hourly rates schedule, which shall include but not limited to, direct and indirect costs for labor, for staff per job classification, material, equipment rates, overhead, incidental supplies, travel, mileage, and fuel. Any special materials will be purchased by the contractor only after discussed and authorized by the City projects manager or designee in writing. Prior to commencement of services, Contractor shall provide separate quotes, upon request by the City, which shall be approved by the City's Public Works Agency. Note: This contract is subject to prevailing wages. XV sOy+l o Y-\ 8,6IJ2.3-3 D� COMPLETE LEGAL NAME OF COMPANY TAXPAYER I.D. NO. 2 2 0 t,K C-o\k�,n.A &e LzAKe--- + CA - BUSINESS ADDRESS STREET CITY/STATE ZIP CODE V6--L,--4 Sr-wvp�"� VAv-�LA"-' o-"�AZT SIGNATURE OF AUTHORIZED AGENT NAME (PRINT) TITLE EMAIL ADDRESS PHONE NUMBER CSLB NUMBER DIR REGISTRATION NUMBER City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 20 APPENDIX CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES ATTACHMENT 3: PROPOSER'S REFERENCES List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications. Attach additional Rages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Customer Name: Address: 220 S . Gc.l Ohl Aw., cA 12TO3 Contract Amount: .$ Y 73 Description of supplies, equipment, or services rovided: Contact Individual: YCAV\ 'Ro-,Irh + p_- 2-- Phone Number: 7 %�Z — 3 5_A6 '-7-2 Yy Email: So,*�-ano\,x yj Year: O Z ( 19�711-A-- Reference / Customer Name: 4_ fK -404^ Contact Individual: Address: S_ cU Phone Number: / —' r6 ! f S S C� / 270 Entail: g i'4Z ^ 4J1 Contract Amount: S^ e°as/ -t- 3WOYear: Z.e�) Description of Reference Customer Name. - Address: Contract Amount: or services Description of supplies, equipment, or services provided: Contact Individual: Phone Number: Email: Year: Reference City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 21 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES Customer Name: Address: Contract Amount: Description of supplies, equipment, or services provided: Contact Individual'. Phone Number: Email: Year: THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE. City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 22 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES NON -COLLUSION AFFIDAVIT (Title 23 United States Code Section 112 and Public Contract Code Section 7106) In conformance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the BIDDER or any other BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. Note: The above Non -collusion Affidavit is part of the Proposal. BIDDERS are cautioned that making a false certification may subject the certifier to criminal prosecution. Signed State of California County of Sub crib d and sworn to (or affirmed) before me on this -1 day of S , 2�, by .. (2 tp t6r,' Lam- , proved to me on the basis of satisfactory vldence"to be the person(s) who appeared before me A notary public or other officer completing this certificate verifies only the identity of the individual who signed the ftKdocument to which this certificate is attached, and not the _g7t- ) truthfulness, accuracy, or validity of that document. No ry Public Signa Notary Public Seal LISA DETRICK Canmissan # 2428742 Notary Public - Cal$omia ORAN6IE County tMy Coma+. Expires DEC 2, 2026 City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 33 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES NON -LOBBYING CERTIFICATION The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure of Lobbying Activities," in conformance with its instructions. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly. Signed: Title: 0 k e4F/Z Firm: Xy S-0161-�i'yn�.S Date: e/ 2-0 1,2-e_2-2 City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 34 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES NON-DISCRIMINATION CERTIFICATION The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows: The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause. 2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. 3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the Consultant's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor. 5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders. 6. In the event of the Consultant's non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law. City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 35 CITY OF SANTA ANA RFP NO.: 23-124 WATER RESOURCES SCADA CONSULTING AND SUPPORT SERVICES 7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States. 8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter. Signed: t G��� ��i ✓ �D c7 F Title: W /Vey Firm: X V 01V -- ► p N Date. k12 p/,-?- o,9- 3 City of Santa Ana RFP 23-124 Water Resources SCADA Consulting and Support Services Page 36 XV SOLUTIONS EXHIBIT C CONSULTANT'S FEE PROPOSAL (including hourly rates if applicable) XV SOLUTIONS August 20, 2023 XV Solutions P.O. Box 28373 3101 W. Sunflower Avenue Santa Ana, CA 92799 City of Santa Ana, Public Works Agency RFP Response: Water Resources SCADA Consulting and Support Services RFP # 23-124 Hourly Rate Fee Schedule, To Accompany ATTACHMENT 2: FEE PROPOSAL XV Solutions hourly rates and job classifications. Job Classification: Sr. IT Consulting Engineer Classification Description: Sr. IT Consulting Engineers have a considerable breadth and depth of experience m computer systems that include: computer programming, networking, storage, data backup, disaster recovery, knowledge of SCADA systems, VPN/F"waU configuration, Windows Server operating systems, Linux operating systems, Microsoft SQL Server, and network security. Additionally, Sr. IT Consulting Engineers have a Bachelor's Degree in Computer Science from an accredited universir•. Hourly Rate: $150/11our Job Classification. SCADA Consulting Engineer Classification Description: The SCADA Consulting Engineer has considerable experience and training on Aveva System Platform (formerly called Wonderware) with at least 2 years of working experience and formal training on all of the Areva System Platform subsystems including the Historian, Application Server, Development Environment, Operations Integration Server, and Aveva Reports. Additionally, the SCADA Consulting Engineer's focus is to develop new SCADA HMI screens according to the customer's speaficauon, interpret SCADA IO taglists and implement new functionality in Wonderware accordingly. Hourly Rate: S150/1-lour Monthly Maintenance We understand, based on the SCOPE OF SERVICES, described in this RFP, that the Water Resources SCADA network includes at least 12 physical production servers running Windows Server operating systems and 2 SCADA high availabibry Red Hat server, which need to be maintained, backed up and patches on a regular basis. The City also has in production a VNINVare vSphere environment with 12 virtual machines that are used in production and also require backup and maintenance on a regular basis. Additionally, remote access VPN/Firewalls and LIPS battery backups are in place and require maintenance. Monthly Maintenance Rate: S1,200 / Month Sincerely, val'o,4 G Servando Varela Owner, XG' Soluuons