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25E - AGMT WATER SYSTEM
REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 6, 2018 TITLE: AWARD AGREEMENT TO ENTERPRISE AUTOMATION FOR WATER SYSTEM CONTROL DESIGN, DOCUMENTATION, AND TESTING SERVICES (NONGENERAL FUND) (STRATEGIC PLAN NO. 6,2) CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on ls' Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Enterprise Automation to provide water systems controls services for the three-year period beginning February 6, 2018, and expiring February 5, 2021, with a provision for a two-year renewal option exercisable by the City Manager and City Attorney, in an amount not to exceed $200,000 annually, for a total amount not to exceed $1,000,000 for the five-year period, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana Public Works Agency oversees and maintains the daily operations of a highly automated and complex water system consisting of pump stations, wells, reservoirs and flow control valves. These operations require a robust network of industrial controls, computer programming, and engineered set -points to properly manage the water system. A poorly documented and maintained water control system results in confusion and delays when performing routine system operations, responding to system failures, or implementing system upgrades. To avoid these complications, industry best practices include the preparation of detailed, site- specific, control strategy documents and programming standards. Industry best practices also recommend establishing quality assurance and control procedures when performing device upgrades, and implementing business procedures for ensuring ad-hoc computer programming modifications are vetted and comply with City standards. The scope of services to be performed under this agreement will institute the stated industry standards for the City's water production system facilities. The deliverables will include the preparation of detailed control strategy documents for various water pump stations and all of the pressure control stations throughout the City. In addition, the scope of work includes developing and implementing business 25E-1 Award Agreement to Enterprise Automation for Water System Control Design, Documentation, and Testing Services February 6, 2018 Page 2 procedures to document and control all water system field device design, programming, testing, and commissioning. These services will significantly advance the Water Resources Division's efforts to standardize and modernize its water control systems to achieve more efficient operations. Staff prepared a Request for Proposals (RFP) which was advertised on the City's Planet Bids website, as well as the City website, on October 19, 2017. Three proposals were received and evaluated by an evaluation committee comprised of Public Works Agency staff. All firms scored above the minimum acceptable score of 70. Listed below are the responding firms and their respective scores: Rank FIRM Location Score 1 Enterprise Automation Irvine 86 2 ASC Engineering, Inc. Irvine 73 3 KDC Systems Los Alamitos 73 In accordance with the RFP, staff recommends awarding a contract to Enterprise Automation. Enterprise Automation demonstrated a high technical competency and ability to respond to the City's needs, and has worked successfully with the City in the past. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and equipment). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Project funding from the Water Utility Water Production and Supply Contractual Services - Professional account (No. 06017640-62300) is available in the Fiscal Year 2017/18 budget and will be budgeted in subsequent fiscal years as identified in the estimated spending plan below: Fiscal Year Amount FY 2017/18 (February — June) $100,000 FY 2018/19 (July -June) $200,000 FY 2019/20 (July -June) $200,000 FY 2020/21 (July -June) $200,000 FY 2021/22 (July -June) $200,000 FY 2022/23 (July -February) $100,000 TOTAL $1,000,000 25E-2 Award Agreement to Enterprise Automation for Water System Control Design, Documentation, and Testing Services February 6, 2018 Page 3 Fred Mousavipour Executive Director Public Works Agency FM/NS/RR Exhibit: 1. Agreement APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez 3 Executive Director Finance & Management Services Agency 25E-3 25E-4 AGREEMENT TO PROVIDE FUNCTIONAL SPECIFICATIONS AND SCADA SOURCE AND CHANGE CONTROL SERVICES FOR WATER PRODUCTION AND CONTROL FACILITIES THIS AGREEMENT is made and entered into this 6th day of February, 2018 by and between Enterprise Automation ("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 October 19, 2017, the City issued Request for Proposal No. 17-112, by which it sought a consultant to provide functional specifications and SCADA source and change control services for the City's water production and control facilities. B. Consultant submitted a responsive proposal that was selected by the City. Consultant represents that it is able and willing to provide the services described in the scope of work that was included in RFP No. 17-112 and further delineated in Exhibit A. 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 contracting 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 that are described in Exhibit A. Consultant's proposal is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement, including any extension periods exercised under Section 3, shall not exceed $1,000,000. The annual amount to be expended shall not exceed $200,000. b. Payment by City shall be made within thirty (30) 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 and Scope of Work, which may reasonably be expected by City. Page 1 of S 25E-5 3. TERM This Agreement shall commence on the date first written above and terminate on February 5, 2021, unless terminated earlier in accordance with Section 17, below. The term of this Agreement may be extended for one 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 8 25E-6 7. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the CITY, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary with respect to insurance or self-insurance programs maintained by the CITY; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the California Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self-insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. (iii) Certificates and policies shall state that the policies shall not be cancelled or reduced in coverage or changed in any other material aspect, by consultant, without thirty (30) days prior written notice to the City. Page 3 of 8 25E-7 (iv) Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 8. INDENINIFICATION Consultant agrees to indemnify and hold harmless the City, its officers, agents, employees, consultants, 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 to the extent of any negligent operations of the Consultant or its subcontractors, agents, employees, or other persons acting on their 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 to the extent of Consultant's responsibility. 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, and includes costs and fees of defense. 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 of, pertain to, or relate to the extent of the negligence, recklessness, or willful misconduct of the Consultant. 9. INTELLECTUAL PROPERTY INDENINIFICATION Consultant shall defend, indemnify and hold harmless the City, its officers, agents, representatives, and employees against any and all liability, including costs, and attorney's fees, for infringement of any United States' letters patent, trademark, or copyright 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 Page 4 of 8 25E-8 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 interest and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 13. 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: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax 714- 647-6956 Executive Director Public Works Agency City of Santa Ana 20 Civic Center Plaza (M-21) P.O. Box 1988 Santa Ana, CA 92702 Fax 714-647-5635 Page 5 of 8 25E-9 Sonia R. Carvalho City Attorney 20 Civic Center Plaza, M-29 P.O. Box 1988 Santa Ana, CA 92702 Fax 714-647-6515 To Consultant: Enterprise Automation 210 Goddard Irvine, CA 92618 Fax 949-769-6005 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. 14. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant regarding the subject matter herein, 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 are 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. 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 Page 6 of 8 25E-10 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. 17. 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 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. 18. FORCE MAJEURE In the event that performance of the services and/or delivery to City of any deliverables under this Agreement is delayed by circumstances beyond the reasonable control of Consultant, including without limitation changes to the scope of work, delays by City in providing information to Consultant, natural disasters, civil disturbances, labor disruptions, unavailability of materials, or shipping delays, Consultant will promptly notify City of such circumstances in writing and will be granted an equitable extension of time to perform the services and/or provide deliverables under this Agreement. 19. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, relation, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities or in connection with any activities 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. 20. 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. Page 7 of 8 25E-11 21. 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. 22. 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. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM SONIA R. CARVALHO City Attorney By:40-'rd.+ N _ Laura A. Rossini Senior Assistant City Attorney RECOMMENDED FOR APPROVAL FRED MOUSAVIPOUR Executive Director, Public Works Agency CITY OF SANTA ANA RAUL GODINEZ II City Manager CONSULTANT Name: Title: $e -f 2 EXHIBIT A ENTERPRISE 210EnterpseGodda Automation 210 Goddard Irvine CA 92618 USA AUTOMATION Tel 949-7694000 Fax 949-769-6005 twvw.eafntea2tor.com 2 Scope of Services & Schedule Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Dater. 11/21/2017 Section: &ope of Services & Schedule Pae Number 1 of 31 25E-13 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Imine CA 92618 USA Te1949-7696000 Fax949469E005 www.eaintearator.00m Scope of Work Functional Specifications and SCADA Source Control and Change Control Services for City of Santa Ana Client: City of Santa Ana Revision; 1.0.0 Document: Response to RFP 17-112 .Date: 1 112 11201 7 Seceon: Scope of Services & Schedule P.— Number 2 of 31 25E-14 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-7696000 Fax 949-769-6005 t .eainteamtorcom Table of Contents 1 Acronyms and Terms..................................................................................................::...... 5 2 Proposal Background ........................................ :........................ :.................................... :..... 6 3 Project Goals......................................................................................................................7 4 Project Approach .......... :...... :...... ........... :............................................................................. 7 5 Assumptions....................................................................................................................... 7 6 Supporting Documentation.................................................................................................. 8 7 Scope of Work.........................................:.........:.:...................................:.:...:.:.......I.......... 9 7.1 Project management ............ ...:...:..:............................................................................. 9 7.1.1 Team. check-in meetings......................................................................................10 7.1.2 Project status updates.........................................................................................10 7.2 Guiding principles and approach.......................................................:.:..........:............ I i 7.2.1 Analysis before design......................:.........................:........................................11 7.2.2 Functional specifications...:.::.:.............................................................................12 7.2.3 Panel and electrical design..................................................................................12 7.2.4 Testing.................................................................................................................12 7.3 Project initiation..................................................:..:....................................................13 7.3.1 Onsite kickoff meeting................:....:....................................................................13 7.3.2 Execution planning ........................................... ............................... ....................13 KeyDeliverables.....................................................................................................:..........13 7.4 Control panel design...........................................................................:.......................14 7.4.1 Drawings and documentation........::..::.................................................................14 KeyDeliverables................................................................................................................15 7.5 Functional specifications.............................................................................................15 7.5.1 Preparation............................:.............................................................................16 7.5.2 Specification development.........:.....::......:...........................................................18 7.5.3 Specification handover to PLC programmer.........................................................18 KeyDeliverables............................................................................................................:...19 7.6 Programming and testing specifications..........................................:............................19 7.6.1 Programming specifications.:................................................................................20 7.6.2 Training for PLC programmer..............................................................................20 7.6.3 Development, testing, and commissioning oversight............................................20 KeyDeliverables................................................................................................................21 7.7 Source control................................................................:.............................................21 7.7.1 PLC program collection........................................................................................21 Client City of Sante Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 1 112112017 Section: Scope of Sen+ices 8 Schedule Pa a Number 3 '1 31 25E-15 j4hE.NTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-7696000 Fax 949-7696005 w .eainteprator.corn 7.7.2 Source control workshop...................................................................:.................22 7.7.3 Source control speciffcation:.............................::.................................................22 7.7.4 Implementation....................................................................................................23 7.7.5 Management and maintenance............................................................................23 KeyDeliverables........................................................................................:..:................:...23 7.8 Change control.........................:...........................::......:.............................................23 7.8.1 Change control workshop....................................................................................23 7.8.2 Change Control Specification ................................................................:..............24 7.8.3 Management and maintenance........................:......................:.....::.....................24 KeyDeliverables............................................................:...................................................24 8 Other Value Added Related Services.................................................................................25 8.1 Dynac, network, and telemetry change management..................................................25 8.2 SCADA cyber security ....................................................:...........:.....::;.....,...•......•:.....25 8.3 SCADA maintenance .........:...........................................:............................................25 8.4 Obsolescent assessment; ........................................................................................... 26 8.5 As -built network drawings...........................................................................................26 8.6 As -built site documentation.......................................:...............:................................26 8.7 Electronic O&M system...............::.....................................::..........:............................27 8.8 Dynac data specification......:.........:............................................................................27 8.9 Automated PLC code change management................................................................27 8.10 Dynac test platform....................................................:................................................27 9 Assumptions & Clarifications .........................................................::...............::....:.............28 10 Schedule::....:..:.:..................:..........:..............................................................................29 --Client city of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 1 112 11201 7 Section: Scope of Services & Schedule Pae Number 4 of 31 25E-16 ENTERPRISE Enterprise Automation 210 Goddard Irvine CA 92818 USA A U TO M A T I O f`I Tel 949-769.6000 Fax 949.769-6005 www.eainteoralonwm 1 Acronyms and Terms For the remainder of the document the following acronyms will be used. Term- Description �a SCADA Change Request, EAs common`n"ame a for Change P : I f request ,!_Control EA EnterpriseAutomation 'FA , FactoryAcceptance-Test, HMIuman WE a Interface Operation and maintenance manuals O T Operator Interface Terminal, stand alone graphical interface t , YLaund on standalone eiluipment or reno, a sites: '2 „Prog mable-14c Controller f PM Project Manager eSAT £Site Acceptance Test.' SC AI Supervisory Control and Data Acgmsition the City; ��Gity of Sarita Ana r' • �'k { -;, r , Client: City of Santa AnaRevision, 1.0.0 Document: Response to RFP 17-112 - Date: 1112112017 Section* Scope of Services & Schedule Page Number 5 of 31 25E-17 ENTERPRISE AUTOMATION 2 Proposal Background Enterprise Automation 210 Goddard Irvine CA 92616 USA Tel 949-769-6000 Fax 949-7696005 v .eainteorafor.com The City of Santa Ana released RFP 17.112 soliciting bids from qualified systems integrators; to provide several consultative and design services aimed at promoting standardization and best practices. This project is a continuation of the City's initiative to mitigate risk and improve the serviceability of their SCADA system. The RFP specifically solicited proposals for the sole source development of control panel designs and functional specifications for two pump stations and four pressure reducing valve stations, which will be upgraded in the future. Additional scope includes the development of programming and testing specifications for those sites, the development of source control and change control systems, and support services for those systems throughout the life of the three year contract. Enterprise. Automation has a thorough understanding of the City's needs, expectations, and quality standards as, we have been providing similar services to the City since 2014, with great success. Projects include: 1: East Pump station (June,2014 —May 2015) a. Functional Specification b. Test documentation (FAT and SAT) c. On-site testing and support 2. SA -5 Lift Station (July 2014 —present) a. Functional Specification b. Design and specifications review c. On-site testing and support 3. San Lorenzo Lift Station (February 2015 present) a. Control panel design and factory acceptance testing It. Design and specifications review c. .Functional Specification I Test document development (FAT and SAT) 4. Walnut Pump Station Flay 2016 —,present) a. Existing condition technical memorandum. i. Site surveys and operations workshops b. Functional Specification c. PLC standard code modules and documentation d. OIT programming standards documentation e. Design and specifications review f. Testing documentation development (FAT and SAT) g. On-site testing and support Client City of Banta Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/2112017 Section: Scope of Services & Schedule Page Number 6 of 31 25E-18 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-7698000 Fax 949-769-6006 �.eaintearatdreom This scope of work represents Enterprise Automation's proposed approach to the RFP requirements as well as several supplementary recommendations which will add value to the City's SCADA and automations assets, and also minimize the City's exposure to operational, maintenance, and project related risks. 3 Project Goals The 'goals of this project are to: 1. Continue the process of developing'documentation;formats and standards that can be re -used on future City projects 2. Ensure that the control requirements for the facilities are documented and implemented, taking into account the needs of a variety of City stakeholders 3. Ensure that the facility operates as intended by the City once the project concludes 4. .Implement oversight mechanisms for the City's contracted PLC programmers 5. Promote transparency and intentional oversight for approved modifications to site programs. and configurations 4 Project Approach Our project approach is designed to: 1. Reduce overall project risk by leveraging EA's highly certified staff and in- depth knowledge of industry best practices 2. Maximize client engagement at all necessary levels (operations, maintenance, and management) to ensure that the functional specifications and panel designs meet or exceed the City's requirements 3. Promote thorough testing of everything where practical, prior to site deployment to reduce the probability of rework being necessary in the field 4. Leverage ENS previous experience working with the City's water team to prevent re -work and promote consistency 5 Assumptions Please see Section 9 for Assumptions and Clarifications that apply to this scope of work. f Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/2112017 Section: Scope of Services $ Schedule Pae Number 7 of 31 25E-19 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769-6005 v .eaintecmtoccom 6 Supporting Documentation This scope was developed with support from the following documents: 1. The City's RFP: Request for Proposals ,for Water ResoLuves Functional Specifications and SCADA Source and Change Control Services RFPNO: 17.112 Issued 10912017 2. No addendums were received for RFP NO: 17-112 Client City of Santa Ana Revision: 1(0.0 Document: Response to RFP 17.112 Dale: 11/21/2017 Section: Scope of Services & Schedule Page Number 8 of 31 25E-20 ENTERPRISE AUTOMATION 7 Scope of Work Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769-6005 vow✓.eainteamtoccom This section details the scope of work for tasks listed in the sealed Fee Proposal The City of Santa Ana is upgrading the Crooke Pump Station, Cambridge Pump Station, and four System Pressure Reducing Valve Stations. Although the full scope of the upgrades are unknown to Enterprise Automation at this time, it is generally understood that new control panels and PLC controls will be required. The City's design consultants will be preparing the upgrade designs whilst Contractors and PLC programmers engaged by the City will be performing the upgrade work. The City has requested assistance to provide control panel designs, "control descriptions and to assist with verification and documentation of the control system testing prior to, and during startup of each site.. Note: The sections within this Scope of Work are organized to match the order they are presented in the RFP. The actual order of execution will be reorganized to maximize engineering efficiencies and value to the City. 7.1 Project management `EA will provide a dedicated project manager to be the main point of contact and steward all communication through EA. The PM has primary responsibility for this contract's scope, budget, and schedule. The PM will prepare a detailed project schedule, publish it, and periodically update it as the project unfolds. At the commencement of the project,, the PM will submit the schedule to the City in electronic format. Note: a preliminary schedule has been included in Section 10 Throughout the life of the project, the PM will perform all commercial, budget, and project tracking related updates. The labor estimate for project management is comprised of a fixed percentage of the engineering hours (as will be evident in the sealed Fee Proposal).. For each workshop or client meeting involving key project decisions, EA's PM will draft and release meeting minutes with action items and dates assigned within one week. KeyPmjectManagementRolesandActi des' 1. Primary point of contact, communications coordination 2. Project scheduling S. Internal project team meeting coordination 4. Project status tracking (daily/weekly) Client: City of Santa Ana Revision: Document Response to RFP 17-112 Date 11121/2017 Section: Scope of Services & Schedule Pae Number 9 of 31 25E-21 ,e/ ENTERPRISE `-AUTOMATION 5. Project status communication with the City 6. Project invoices and tracking report (monthly) 7. Project coordination 8. Procurement oversight 7.1.1 Team check-in meetings Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769-6005 www.eainteomtor.com Internal project team meetings between the EA PM and EA engineering staff are conducted: regularly during all -projects. These meetings are used to discuss overall project status, budget, schedule, scope, and risk scenarios. The risk register is updated as known risks are averted or mitigated and new risk scenarios are identified. We consider these formal meetings acritical component to our success as they facilitate team coordination and collaboration in an organized and controlled manner. Refer to Volume 11, Appendix E: Example Technical Documentation for a sample of a project risk register. 7.1.2 Project status updates The PM will contact the City's project manager a minimum.of once every two weeks via email to provide status updates for all ongoing tasks. This standard practiceehelps-to maintain an open line of communication when current project activities do not require direct contact between EA and the City. Refer to Volume II, Appendix D: Example Commercial Documentation for a sample of one of our biweekly entails. Client: City of Santa Ana Revision: 1.0.0 SOcumenC Response to RFP 17-112 Date: 11/2112017 Section Scope of Services & Schedule Pae Number 10 of 31 25E-22 ENTERPRISE Enterprise Automation 210 Goddard Irvine CA 92618 USA AUTOMATION Tel 949-769-6000 Fax 949-7696005 wonv. e a i n to e m t o r. c o m 7.2 Guiding principles and approach When executing a project, the EA teams follow a standardized project methodology, which is founded on several guiding principles. They are: 1. Engage clients early and often; listen first a. Enterprise Automation identifies client needs first, before executing engineering tasks 2. Planning always precedes execution a. We develop a project schedule and detailed task execution plans for deliverables upfront and review designs before starting work 3. Client approval of design documentation is required before implementation (including functional specifications, SCADA standards specifications, network drawings, etc.) 4. Our QA/QC policy is summarized by our mandate "Nothing Leaves Enterprise Untested" a. We document all code and hold each other accountable b. All documents/programs are internally peer reviewed before internal or external turnover (e.g. desk checks) c. We test and commission only against client approved specifications d. We strongly encourage witnessed FATs for all projects e. Completion of commissioning must be. demonstrated to our client for sign-off/approval during a Site Acceptance Test (SAT) 7.2.1 Analysis before design At the onset of every project, the EA project team executes a detailed existing site and design analysis where all available documentation is reviewed, site surveys are completed, and if necessary, interviews with city personnel are conducted, to ensure we have a thorough understanding of the current and proposed designs before proceeding. Workshops play a key role in this at as they ensure that all stakeholder are clearly aligned and have unified goals, action items, and deliverables. Workshops can be scheduled before a design starts to clearly define the goals, mid design to review progress and ensure that progress meets the client's expectations, and after completion of the design to identify errors before implementation commences. For the project proposed by the City in RFP 17.112, EA expects to utilize several workshops at all stages during the development of the scoped deliverables. Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 1 112 112 017 Section: Scope of Services & Schedule Pa a Number 11 of 31 25E-23 .&ENTERPRISE Enterprise Automation TTA UTOMATIOn 210 Goddard Irvine CA 92618 USA Tel 96 9.6000 Fax 94976005 www.aaint.eainteorator. com 7.2.2 Functional specifications Functional specifications are a cornerstone of all EA projects. At EA, specifications provide the reader with a detailed and methodical description of how the system or component will look, feel, and operate. They are developed in close collaboration with our client and all relevant stakeholders to ensure thoroughness, completeness, and accuracy. Functional specifications require an acute attention to detail as they serve four vital roles: 1. They facilitate alignment between stakeholders before configuration begins 2. They provide a set of guidelines and constraints, which helps engineers plan properly and avoid cost over runs by letting them know when they can consider configuration complete 3. They act as compliance tools, which are incorporated into internal, FAT, and SAT documentation 4. They are utilized as training and on-site, troubleshooting tools Refer to Volume 11, Appendix E: Example Technical Documentation for a sample of one of our functional specifications. 7.2.3 Panel and electrical design Panel designs start with the development of a site's functional specification. A complete functional "specification should make it easy for an engineer to identify and list the required I0, equipment, and communications channels. Those requirements along with the spatial, power, and heat dissipation requirements form the components form the basis of the panel design. Where possible, EA develops panel design standards to reduce future design, maintenance, and training costs. These standards include: terminal block layouts, power supply sizing, component placement, and protective device sizing and usage. 7.2.4 Testing Our seventh core value is 'Notbing Leaves Enterprise Untested". We believe that testing standards and processes are what separates a good integrator from a great integrator. Our testing processes play a key role in our ability to proudly claim that we deliver "World Class Startups" to our clients. To develop test procedures for a project, we start with the functional specification. We test every 110 point from field to SCADA screen, every feature from redundancy to security, and all.process control subroutines. Outside of the specified features, we also test for anomalies and attempt to conceive every way Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/21/2017 Section: Scope of Services & Schedule Pae Number 12 of 31 25E-24 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel949-769{000 Fax949-769 005 �.eaintearatorxom which an operator might use and abuse a control system. Test procedures are never developed in a silo as they are always peer reviewed and client reviewed. 7.3 Project initiation Once a PM is assigned and an engineering team has been established, they will perform an internal team kickoff to review the following: • Customer history • Relevant parties involved • Relevant documentation (specs, designs, etc:..) • Project scope, budget, schedule, and risk areas 7.3.1 Onsite kickoff meeting Following the internal kickoff. meeting, EA will prepare for a formal kickoff meeting and release a meeting agenda at least one week prior to the meeting. Key members of the EA project team will attend the formal kickoff meeting at the City's facility. In addition to the EA team, expected attendees are_ key members of the City's staff. Meeting minutes will be published containing action items with assigned responsibilities and due dates. 7.3.2 Execution planning At EA, execution planning is an engineering activity whereby the engineers document the systematic processes required to generate each deliverable.These plans are followed and updated with new information as as work is completed. This is an elementary activity of ENS preparation and quality control process. EA engineers (typically the Lead Engineer) will set up the execution plan templates prior to the kickoff meeting. The templates are based on this scope of work and the Fee Proposal. Once the kickoff meetings are complete, and mutual understanding of the scope is confirmed; EA will update and add more detail to the execution plan's. Key Deliverables 1. Client Requested: a) Kickoff meeting minutes b) Project Schedule -in Gantt format Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 1112112017 Section: Scope of Services & Schedule Pae Number 13 of 31 25E-25 ENTERPRISE Enterprise Automation 210 Goddard Irvine CA 92618 USA AUTOMATION xrovw. ea Tel 9-6000 Fax 9497696008 .eaintinteprator.wm 7.4 Control panel design Enterprise Automation will develop complete control panel designs for the following sites: 1. Crooke Pump Station 2. Cambridge Pump Station 3. System Pressure Reducing Valve Stations (4 total) The designs will be processed for accuracy via a four step process: 1. Develop a panel design 2. Draft and review the panel drawings 3. Submit the panel drawings for City review 4. Incorporate the City's comments into the final panel design The PLC panel hardware specifications developed for the Walnut Pump Station project will be used as the basis for panel component selection. The panel design will also draw heavily on the reuse of the San Lorenzo Lift Station panel design and existing EA standards, to minimize project expense and lead time. An important consideration with this approach (ie. to leverage existing work), is that although EA is currently contracted to -deliver a panel design for the San Lorenzo Lift Station, this task will not be performed until the San Lorenzo project reaches the construction phase. In the event that panel design for this scope of work is initiated prior to the San Lorenzo design, it may be necessary to adjust the Fee Proposal to compensate for the additional design work required. 7.4.1 Drawings and documentation Enterprise Automation will determine the I/O requirements of the PLC panel, and will develop AutoCAD drawings and documents which will include: 1. Front Panel Layout Drawing 2. Back Panel Layout Drawing 3. Power Distribution Drawing 4. Communication Network Drawing 5. Analog Inputs/Outputs Drawing 6. Digital Inputs/Outputs Drawing 7. Wire numbering 8. Symbol legend 9. Construction notes and fabrication standards Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date:- 11/21/2017 Section: Scope of Services & Schedule Page Number 14 of 01 25E-26 ENTERPRISE AUTOMATION 10. Panel and terminal labels 11. Bill of materials 12.1/0 List with Tag Names 13. Design calculations: a. Heat dissipation b. Power supply and battery calculations c. Wire duct fill Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769-6005 �.eaintearator.com 14. Specifications for: a. DC Power Components (standard provided by City) b. Ethernet and Networking Components (standard provided by City) c. Telemetry Components (standard provided by City) d. Control Panel Construction (standard provided by City) Key Deliverables • Client Requested: a) 1/0 list b) Complete set of drawings c) Complete set of associated specifications 7.5 Functional specifications EA will develop functional specifications as required by the RFP for the following sites: 1. Crooke Pump Station 2. Cambridge Pump Station 3. System Pressure Reducing Valve Stations (4 total) The functional specifications will substantially conform to the standard functional specification format developed by EA for the EAST Pump Station, SA -5 vault, San Lorenzo Lift Station, and the Walnut Pump Station projects. The development process will be split into two phases, which consist of the following tasks: (notes in parentheses are the terms used in theRFP) 1. Functional Specification Preparation: a. Site surveys It. Existing Site Condition Technical Memorandum c. Existing site condition workshop (existing condition work sessions) d. Functional specification workshop (operations workshop) Client: Cib/-of Santa Ana Revision: 1,0.0 Document: Response to RFP 17-112 Date: 11/2112017 Section__ Scope of Services & Schedule Pa a Number 15 of 31 25E-27 ENTERPRISE AUTOMATION 2. Functional Specification Development: a. Functional specification production Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-789-80017 Fax 949_-769-8005 �.eaintegrator.com b. Functional specification review workshop 7..5.1 Preparation The purpose of this phase is to develop a strong understanding of the existing site. EA will leverage this information to provide recommendations for hardware, controls, standardization, and operation upgrades, which will be incorporated into the panel design and functional specifications. 7.5.1.1 Site surveys EA will inspect and document the condition of the controls at the existing facilities and catalog the existing controls hardware. Per the RFP, an allowance of one S hour day for 2 EA engineers has been provided for each site. We believe that 2 engineers are necessary in order to capture all the information needed and to reduce the risk that something is overlooked or forgotten. The RFP requires that the integrator catalogue all existing controls and equipment. It will. also be necessary to collect several key documents related to the site including: 1. Cut sheets 2. Equipment manuals 3. Panel designs 4. Electrical plans 5'. Construction plans 6. MIDs 7. Operations documentation EA anticipates that collecting these documents (which should they exist, may -or may not actually be located at the site) will take additional effort that is not included in the City's site visit allowance. [MB additional effort ie notinc/udedin the Fee FmpoaW Client: City of Sante Ana Revision: 1.0.0 Document Response to RFP 17-112 Date:. 1112112017 Section: Scope or Services&Schedule Page Number 16 of 31 25E-28 ENTERPRISE Enterprise Automation 210 Goddard Irvine CA 92618 USA AUTOMATION Telveainterato0 Fax 949769E005 w�wv.ea integrator. com 7.5.1.2 Technical memorandum EA will then prepare a technical memorandum for each site. The technical memorandum will contain the following information: 1. An.overview/evaluation of the condition of the existing controls equipment 2. Recommendations.for enhancements to existing controls Additional documentation to be developed with the technical memorandum includes: 1. Instrument database 2. I/O and communications database The format developed for the Walnut Pump Station project will be leveraged as a template for the technical memorandum, instrument databases, and I/O and communications databases. Once complete, EA will submit the memorandum to the City for review. EA has added this document to the scope. due to the high value it provides. The Technical Memorandum will provide EA and the City with a thorough, unambiguous, and documented understanding of the site condition and key areas for improvement. More importantly, it will serve as a documented justification for future design decisions and the corresponding costs that will be incurred by the City. [This addfkoaal owpe k included in the Fee PmpaWV Refer to Volume II, Appendix E: Example Technical Documentation for a sample of one of EA's site audits. 7.5.1.3 Technical memorandum review workshop To ensure the City's complete understanding of the memorandum and to review the key.findings and recommendations, EA will conduct a half day workshop with the City to review, explain, and discuss the contents as necessary. As experienced during the Walnut Pump Station project, the City's understanding of the memorandum will be rapidly advanced by this additional workshop. Following the workshop and receipt of the City's review comments, EA will update the documentation per City comments. [This additional scope ishaluded in the Fee Pmposall 7.5.1.4 Functional specification workshop EA will host a Functional Specification Workshop, which builds on the intent of the "operations workshops" called for in the RFP and adds discussion on the application of existing City standards to the site's upgrade. The outcome of this workshop will be a clear vision for the site's future hardware, I/O, equipment, process control strategy, communications, and SCADA interfaces. Client: City of Santa Ana Revision: Document Response to RFP 17-112 Date: 11/21!2017 Section: Scope of Services & Schedule Page Number 17 oY31 25E-29 ENTERPRISE Enterprise Automaton TAUTOMATION 210 Goddard Irvine CA 92618 USA Tel 94900 Fax 949-769-6005 1wn✓.eaIntegrintearatoccom 7.5.2 Specification development Utilizing the information gathered during the preparation phase, EA will develop detailed functional specifications for each site. The functional specifications will contain the following information, as called for in the RFP: a) Narrative overview of the function and operation b) Identification of all components (i.e. equipment, instrumentation, etc.) a. Narrative description of the functionality of each component c) Narrative description of'alloperational modes d) Description of theprocess control strategies a. Identification of the specific I/O, setpoints, commands, and communications associated with each strategy b. Detailed description of the control logic for each component/strategy, .including permissives, interlocks, PID controls, etc. e) Description of the SCADA interfaces f) Narrative and detailed description of system alarms and other notification functionality Once complete, EA will submit the specification to the City for review. 7.5.2.1 Functional specification review workshop To ensure the City's complete understanding of the specification, EA will conduct a full day workshop with the City to review, explain, and discuss the contents as necessary. Following the workshop and receipt of the City's review comments, EA will update the documentation per City comments. 7.5.3 Specification handover to PLC programmer It will also be necessary to conduct a handover workshop with the PLC programmer. The purpose of the handover is: 1. For EA to establish a working relationship with the PLC programmer 2. To explain the terminology used in the specification 3. To ensure the PLC programmer understands the intended operation of the site 4. To'ensure that the PLC. programmer accepts the requirement to explicitly comply with the specification 5. To provide a forum for the PLC programmer to ask questions Client: City of Santa Ana Revision: 1.0.0 Document Response to RFP 17-112 Date: 11/21/2017 Section: Scope of Services & Schedule Pae Number 18 of 31 25E-30 ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-76943000 Fax 949.769-6005 w .eaintearatoccam 6. For EA to gauge the PLC programmer's comprehension of the specification 7.. For EA to gauge the competency of the PLC programmer [TI& additional effort isnotizidudedin Fee Pmpoaal[ Key Deliverables Client requested: a) Functional Specifications for each site Instrument database 1/0 and communications database Additional scope (value adW a) Technical Memorandum for each site (included in the fee proposal) b) Technical Memorandum review workshop for each site. (included in the fee,proposal) 7.6 Programming and testing specifications Leveraging the templates and significant portions of the documents developed for the East Station, SA -5, San Lorenzo, and Walnut Pump Station projects, EA will develop several types of test documentation for each site; 1. Control Panel FAT documentation, for use by: a. The PLC programmer for internal panel testing prior to a formal witnessed FAT b. EA to conduct a.formal witnessed panel FAT at the PLC programmer's facility 2. Control System FAT documentation, for use by: a. The PLC programmer for internal testing of PLC, OIT, and ancillary equipment, prior to a formal witnessed control system FAT b. EA to conduct a formal witnessed control system FAT at the PLC programmer's facility 3. Control System SAT documentation, for use by: a. By the PLC programmer, Enterprise automation, and the City during site commissioning b. By the PLC programmer, Enterprise automation, and the City during formal site acceptance testing The test documentation will cover PLC/SCADA related controls only. Any process testing requirements, such as pump capacities, system pressures, etc. must be provided by the City. Client: City of Santa Ana Revision: 1.o.0 Document: Response to RFP 17-112 Dale: 11i21l2017 Section Scope or Services & Schedule Pae Number 19 of 31 25E-31 jAi.ENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949.76"000 Fax 949-769-6005 w ,eainteoratoccom 7.6.1 Programming specifications As referenced in the RFP, but not defined as a deliverable, it will be necessary for EA to deliver programming specifications to the PLC programmer. The programming specifications provide procedures detailing the use of the City's Modicon PLC and Magelis standards, and a framework for the internal structure of the PLC code. This task, although considered by EA as additional scope, will take minimal effort as we will'leverage and update the programming standards which have been developed for the WalnutPumpStation project. This document will act as a set of additional mechanisms to provide and institute further oversight of the City's contracted .PLC programmers. [$'hie proposed scope isinoludedin Fee P!rvpam l 7.6.2 Training for PLC programmer In the event that the PLC programmer has not used the City's programming specifications before, it will be necessary for EA to provide the PLC programmer with training on the purpose, interpretation, and use of the standards. EA believes this to be an essential task to reduce the cost of later oversieht and to reduce the risk of schedule overruns.Mile edditionaleBortisnotiacludedinFee Phtpong 7.6.3 Development, testing, and commissioning oversight The RFP requests that EA acts as the City's agent during testing and commissioning of each site. As per the RFP, EA has provided an allowance of 20 hours for the testing and commissioning support for each site. There is significant risk in assuming tbatthe PLC programmer will: 1. Utilize the Modicon PLC and Magelis standards as required 2. Accurately implement the functionality specified in the functional specification 3. Understand the test methodology they are expected to follow 4. Thoroughly execute the provided testing procedures and document the results 5. Arrive on site fully prepared for site commissioning This may appear to be particularly cynical, however it is an experience that EA encounters all too often, and the cost and toll it takes on our clients is inexcusable. Indeed, earlier this year EA, was engaged by a local municipality for high level design services, and our scope was quickly increased to provide extensive oversight of two separate integrators failing to perform on two separate projects. Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/21/2017 Section: Scope of Servicas & Schedule Page Number 20 of 31 25E-32 ,dkENTERPRISE AUTOMATION Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-7696005 w .eainteamtoccom EA's oversight of the entire development, testing and commissioning process is essential to ensure that commissioning of the plant controls is as short as possible and that the City is provided with the functionality they have requested. In ENS opinion, the allowance of 20 hours is insufficient to protect the City. Depending on the capability and diligence of the PLC.programmer 40 to 120 hours is more realistic. [Me aMdonale86rtie&o—tincluded inFee P"pamg Key Deliverables Client requested: a) Panel FAT documentation and signroff b) Control system FAT documentation and sign -off c) Commissioning/SAT documentation and sign -off AdMilnualeoope (value add? a) Programming specifications (included in the fee proposal) 7.7 Source control The RFP requires the selected integrator to implement, manage, and,maintain a source control system for the City. EA has already implemented a VisualSVN source control system for existing City projects. As part of the scope of this project, EA will collect:programs from the City's PLCs, develop procedures for the system's use and maintenance, and will provide copies of relevant configurations when a check-in/out request is made 7.7.1 PLC program collection As requested in the RFP, a.budget has been included to collect configurations from the City's 45 PLCs. This budget has been allocated under the assumption that programs are accessible (not password locked or passwords are on hand), and that we have support from the City whilst collecting to programs. EA has also assumed that the 45 PLCs are located at approximately 30 sites, and has provided an allowance of 80 hours to collect all programs. EA will organize and check-in the collected configurations to the existing source control system. Other configurations such as: 1. Dynac 2. Switches 3. Firewalls Client City of Santa Ana Revision: 1.0.0 Document Response to RFP 17-112 Date: 1 112 112 01 7 Section: Scope of Services & Schedule Page Number 21 of 01 25E-33 -.JLENTERPRISE 1 -AUTOMATION 4. Radios 5. Protocol converters 6: Communication devices 7. OITs 8. VFDs 9. Soft starters 10. Stand-alone pump controls 11. Programmable instruments 12. Programmable valves Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 94&769-6000 Fax 949-769-6005 vrmv.eainteoratocwm will also need to be collected and,logged into source control. EA however, does not have sufficient knowledge of the various sites to estimate this work. [This additional effortieaothaludedin the Fee Proposal) 7.7.2 Source control workshop EA will host a half-day source control workshop at their office to. discuss the City's existing source control system and define rules and processes. Topics will include how EA currently administers source control, discuss the City's preferences for use and organization, how to control check-in/outs, and how and when to provide backups of the Source Control repository to the City. Note: this will likely take place on the same day as the Change Control workshop. [This additional scope is included in the Fee Proposed 7.7.3 Source control specification EA will take the notes collected at the source control workshop and EA's knowledge of industry best practices to develop a Source Control Specification. This document will define, at minimum, the following: 1. What the file structure is within the Source Control repository 2. Who is authorized to check-in/out a program 3. Who is responsible for writing notes related to check-in/out requests 4. How EA will provide repository backups to the City 5- How frequently EA will provide repository backups to the City The Source Control Specification will be submitted to the City for review and updated by Enterprise Automation based on City comments. Me additional scope is includedin the Fee Proposed Client: City of Santa Ana Revision: 1..0.0 Document: Response. to RFP 17-112 Date:. 11/212017 Section: Scepe of Services & Schetlule Pau= Number 22 of 31 25E-34 ENTERPRISE `-AUTOMATION 7.7.4 Implementation Enterprise Automation 210 Goddard Irvine CA 92618 USA Te1949-769-6000 Fax949-769-6005 w .eaintearator.00m EA will implement the City's source control system as needed to comply with the Source Control Specification. Refer to Volume 11, Appendix E; Example Technical Documentation for a sample of a source control log. 7.7.5 Management and maintenance As defined in the RFP, budget has been included for EA to process up to four check-in and check-out requests per month. One hour has been allocated to process each request. Key Deliverables Client requested: a) Source Control repository populated with the City's 45 PLC programs Additional scope (value addl a) Collection of configurations for non -PLC devices (_not included in Fee Proposal) b) Source Control Workshop (included in Fee Proposal) c) Source Control Specification (included in Fee Proposal) 7.8 Change control The RFP requires the selected integrator to implement, manage, and maintain a robust, change control system for the City. This includes establishing procedures to provide governance and structure over proposed SCADA system and site local control programming changes and associated' integrator activities. The goal is to prevent Ad-hoc SCADA and PLC configuration changes. 7.8.1 Change control workshop EA will host a half-day change control workshop at their office to define several rules and processes constraining the system's use and management. Topics will inolude what the City uses now (if anything) for change control, typical EA change control processes, how we can leverage EA's standard system, who can use the change control system, how requests are handled, and who is responsible for tracking and closing out requests Note: this will likely be the same day as the source control workshop. ft& additional scope ie included is the Fee Pmposalf Client: City of Santa Ana Revision: Document Response to RFP 17-112 Date: 11I21T2017 Section: Scope of Services & Schedule Pa a Number23 of 31 25E-35 ENTERPRISE AUTOMATION 7.8.2 Change Control Specification Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-7696000 Fax 949-769-6005 w v.ealnteeratoccom EA will take the notes collected at the change control workshop and Ed's knowledge of industry best practices to develop a Change Control Specification. The Change Control Specification will be submitted to the City for review and updated by Enterprise Automation based on City comments. [TAie ade f6ionaleoope isIncludedin the Fee Pmpoeail Refer to Volume II, Appendix E: Example Technical Documentation for a sample of a change control procedure. 7.8.3 Management and maintenance As defined in the RFP, budget has been included for EA to process up to four change control requests per month. It is expected that change control requests may originate from the City, the City's contract PLC programmers, of from EA. One hour has been allocated to process each request. 1. This does not include the time to execute the change requests Key Deliverables • Client requested: a) Change control system • Additional scope (value add! a) Change Control Workshop (included.in Fee ProposaD b) Change Control Procedure (included in Fee'ProposaD Client: City of Santa Ana Revision. 1.0.0 Document: Response to RFP 17-112 Date:- 11/2112017 Section: Scope or Services & Schedule Page Number 24 of 31 25E-36 ENTERPRISE Enterprise Automation A 210 Goddard Irvine CA 92618 USA A UTOMATIOn Tel .eaint araoo Fax 9497696005 www.eaintearator. com 8 Other Value Added Related Services Following are a number of related services that EA could provide the City in the immediate or long term future. They have not been embedded in the, main body of the scope of work as they are either slightly tangential to the purpose of the RFP or are significant undertakings. Nevertheless, EA believes that the City could benefit greatly from implementing these ideas (assuming of course that the .City is not already performing some of these activities). These ideas are in no particular order. 8.1 Dynac, network, and telemetry change management The RFP is primarily focused on field assets -such as PLC's and OIT6. However, the water resources system should be treated as a single managed asset that includes Dynac, networking (switches; security appliances, etc.), servers, and telemetry systems. These additional assets should be managed no differently from the field assets which would include: 1. Source. control 2. Change control 3. Specifications 4. Test documentation 5. Internal testing_. 6. FAT 7. SAT 8.2 SCADA cyber security Perform periodic independent reviews of cyber security vulnerabilities and upkeep with industry best practices. 8.3 SCADA maintenance Schedule formal periodic maintenance of the Dynac SCADA system,. including Microsoft security patches, operating system health checks, and verification that server failover continues to produce the expected results. Client: City of Santa Ana Revision: 1,0.0 Document: ResponsetoRFP 17-112 Dater 11121/2017 Sectiom Scope of Services & Schedule _ Page Number 25 of 31 25E-37 ENTERPRISE AUTOMATION 8.4 Obsolescent assessment Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769-6005 m .eaintegmtocwm. Commission a system wide survey to identify obsolete SCADA and automation equipment, and the development of a plan, schedule, and budget to return the system to a non -obsolescent state. 8.5 As -built network drawings Create of comprehensive set of as -built network configuration drawings. It is currently understood by EA that an IP address list exists in lieu of a full set of network drawings. Assets to be included on the network drawings should include: 1. Dynac servers 2. Switches S. Security appliances 4. Radio communications 5. Sites 6. Site networks 8.6 As -built site documentation As -built documentation for the entire water system should be collected (scanned if necessary) and stored in a central location. This should also include taking detailed photographs of all 'I ' ocations. This information has enormous value when it comes to troubleshooting anmaking changes to the facilities. 1. All documentation collected should be verified to ensure that they are as - built 2. Missing documentation such.as P&IDs, panel drawings, electrical drawings, etc., should be identified 3. Documents found to be out of date should be updated to reflect existing conditions. 4. Missing documentation, particularly P&IDs, panel drawings and electrical drawings, should be re-created. e.g. P&IDs could be developed with relative ease following a site inspection. EA owns AutoCAD plant 3D (which contains, numerous MID symbol libraries) in addition to in-house experience with developing P&IDs. Client: City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/2112017 Section: Scope of Services & Schedule Pae Number 26 of 31 25E-38 ENTERPRISE AUTOMATION 8.7 Electronic OW system Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-7696000 Fax 949-769-6005 w .eainteorator.com Develop an electronic O&M system covering the central SCADA locations and the remote sites. The O&M Information could be made available to City staff via a web portal, and perhaps via wireless tablets for staff operating in the field. The electronic O&M system could include: 1. Network drawings 2. As -built panel drawings 3. As -built functional specifications 4. As -built P&IDs 5. As -built electrical drawings 6. Detailed photographs 7. Manufacturer equipment manuals 8. Operator training manuals 9. Maintenance training manuals 10. Maintenance procedures 11. Troubleshooting guides 8.8 Dynac data specification Create'a detailed SCADA data format specification that defines how information is mapped between SCADA and the PLCs. This could result in significant time savings for SCADA configuration. 8.9 Automated PLC code change management Consideration should be given to the future implementation of MDT's AutoSave, Automation Change Management software (httpsJ/www.mdt-software.com�. This software is able to detect unauthorized changes made to the PLCs. The software supports numerous PLC brands and programming packages, including Modicon Unity and Concept: 8.10 Dynac test platform Although this may not be possible due to Dynac licensing restrictions, it would be a best practice to implement a virtualized Dynac development system, so that configuration changes and testing can be performed safely on an off-line system before being deployed to the live production system. Client. City of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/21/2017 Section: Scope of Services & Schedule Pae Number 27 of 31 25E-39 ENTERPRISE AUTOMATION 9 Assumptions & Clarifications Enterprise Automation 210 Goddard Irvine CA 92618 USA Tel 949-769-6000 Fax 949-769.6005 w .eainteorator.com The following assumptions and clarifications were used in preparing this proposal: 1. All submittals will be transmitted in electronic format (no hard copies will be provided) 2. Written approval (email or letter) from the City is required for all submittals within 10 business days of release by EA. 3. Delays due to mechanical, electrical, or IT related issues, production scheduling constraints, or lack of system availability out of EA's control, which result in additional site time, will be charged at ENS standard hourly rates.. Client: Cily of Santa Ana Revision: 1.0.0 Document: Response to RFP 17-112 Date: 11/21/2017 Sectiant Sco a of Services &Schedule Pae Number 28 0(31 25E-40 ENTERPRISE AUTOMATION 10 Schedule Enterprise Automation 210 Goddard Irvine CA 92618 USA T61949-769-6000 Fax 949-769-600$ www.eainteorator=E! The Gantt chart on the following pages represents an estimated schedule for executing only the deliverables included in this scope of work and associated Fee Proposal. Note: • An estimated NTP date of 1/2/2018 has been assumed • Source Control and Change Control design and implementation will begin immediately. Following completion of implementation, a maintenance task for each system (check-in/out requests and change control requests) carries on through the end of the three year contract. • The schedule considers the four Pressure Reducing Valve Stations as one "Site" and tasks for all four sites will be executed simultaneously • The schedule for each site assumes a six month construction phase. a) Gaps have been added between Functional Specification Development and Testing Documentation Development, and Testing Documentation Development and Testing & On-site Support to allow for City Contractor and Programmer activities: • These gap's are estimates only. We assume they will be extended or contracted depending on contractor/programmer management effort, ability to correctly use EA supplied design documentation, overall organization, and other conditions outside of EA's control. Client: City of Sante Ana Revision: 1..0.0 Document Response to RFP 17-112 Date: 11/21/2017 Section: Scone ofSemices & Schedule Pae Number 29 of 31 25E-41 ISE P4-UffTg-AR'-T'ION 25E-42 7777. 25E-42 I tu ME RM P4TI0R11- Et, KIM - 25E -43 City of Santa Ana Response to RFP 17-112 EA17CSA091 Date: 11121/2017 Version; 1.0.0 Author: AS Reviewed by., SOP EXHIBIT B I Bid Cost Sheet I W Control Panel Drawings per site $ 23,355 2 Functional Specifications per site $ 48,202 3.s. Programming and Testing Specifications per site $ 12,8a6 -documentation development 3.b. Programming and Testing Specifications per site $ 4,824 - Witness (estington-site services 4.a. Source Control total fee $ 24,507 - Initial PLC program collection 4.b. Source Control total fee $ 7,186 - establish database, standards and procedures 4.c. Source Control peryear $ 11,030 - annual budget for processing requests 5.a. Change Control total fee $ 6.860 - establish forms, standards and procedures 5.b. Change Control per year $ 13,020 annual budget for processing requests I Note: the fees indicated on this sheet for Items 1, 2, 3 a., 3 b.. 4 c., and 6 b. were developed using EA's standard rates for 2018, these fees are subject to FA's standard rate escalation In.years 2019 and 2020 FEE PROPOSAL RFP 17-112 0.1.1 Bid Cost Sheet 25E-44 I of 15 T. 1 rG— 46 a 0 a 0 T. 1 rG— 25E-45 a 0 a 0 .......... TOE c i A oc u 25E-45 25E-46 F. j - k /\ / � \§_& ! ; � );§ (t A/k §\\) �i§ 25E-46 F. j - k /\ / � / ! ; � § (t 25E-46 F. j - /\ § (t �i§ \" . - /| /§ " (/§ \ \\\ ; /i a \ { . !§!|e ! # e_ 9 Gg 6 G!INT 9R. , ){�\/ 25E-46 F. j 25E-47 (� /$ §2�§ §c§ //k )kkƒ 25E-47 (� \ . 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(2 !\{R `» ---UgS § \ �\ #0 k\\/k\ eeE _ �/ Lo 2a !333!2 12lom 25E.5§ / / ENTERPRISE 2018 A UTOMATION Engineering Rates I $95/hr Out -of -Town rates apply when overnight lodging is required. Travel time is charged as regular Engineering time. Rate classifications charged by engineers are based on a project role/responsibility basis, not title. Service calls covered by an Enterprise Automation service contract are prioritized whilst all other service requests are dependent on existing schedules and the availability of engineering staff. Service calls not covered by a service contract are charged at double time with a 4 hour minimum. Unless otherwise arranged, overtime rates are: Time and a half outside of normal business hours, or time in excess of 8 hours per day Double time Saturday, Sunday and holidays, or time in excess of 12 hours per day Personal vehicle mileage as per the published IRS mileage rate Travel expenses at cost Payment terms Net 30 days Rates effective 1/1/2018 through 12/31/2018 Hourly rates may be subject to an annual increase not to exceed 2.5% annually during the term of the agreement Nothing leaves Enterprise untested 210 GODDARD, IRVINE, CA 92618 o PHONE: (949) 769-6000 25E-59 WED: WVNN.EAINTEGRATOR.COM Rate Classification Engineering Out -of -Town Project Engineer 1 $185/hr $195/hr Project Engineer 2 $195/hr $205/hr Lead Engineer $205/hr $215/hr N d Project Manager $215/hr $225/hr e Architect $250/hr $275/hr m CAD $125/hr I $95/hr Out -of -Town rates apply when overnight lodging is required. Travel time is charged as regular Engineering time. Rate classifications charged by engineers are based on a project role/responsibility basis, not title. Service calls covered by an Enterprise Automation service contract are prioritized whilst all other service requests are dependent on existing schedules and the availability of engineering staff. Service calls not covered by a service contract are charged at double time with a 4 hour minimum. Unless otherwise arranged, overtime rates are: Time and a half outside of normal business hours, or time in excess of 8 hours per day Double time Saturday, Sunday and holidays, or time in excess of 12 hours per day Personal vehicle mileage as per the published IRS mileage rate Travel expenses at cost Payment terms Net 30 days Rates effective 1/1/2018 through 12/31/2018 Hourly rates may be subject to an annual increase not to exceed 2.5% annually during the term of the agreement Nothing leaves Enterprise untested 210 GODDARD, IRVINE, CA 92618 o PHONE: (949) 769-6000 25E-59 WED: WVNN.EAINTEGRATOR.COM 25E-60