Request for Proposal
for
Goods / Software / Services
Request For Proposal No. 7000146071
Issued: August 4, 2017
Proposal Submission Deadline: September 11, 2017 by 2:00 p.m. (Central Time)
CPSENERGY
P.O. BOX 1771
SAN ANTONIO, TEXAS 78296-1771
www.cpsenergy.com
TABLE OF CONTENTS
I. purpose 3
A. STATEMENT OF INTENT 3
B. ABOUT CPSENERGY 3
C. RFP SCHEDULE 4
Each individual must have a current, state-issued 4
photo ID to be allowed onsite. 4
The following PPE is required for the site walk down, 4
no exceptions: 4
· hardhat 4
· safety glasses 4
· safety toe boots 4
· long sleeve cotton shirts 4
D. CONTACT INFORMATION, QUESTIONS AND ANSWERS 5
E. RESTRICTIONS ON COMMUNICATIONS 5
II. PROPOSAL FORMAT & SUBMITTAL 5
A. PROPRIETARY DATA IN PROPOSAL 5
B. PROPOSAL FORMAT 5
C. PROPOSAL SUBMISSION REQUIREMENTS 6
1. Table of Contents. 6
2. Executive Summary or Cover Letter. 6
3. For Service(s). Experience, Qualifications, and Project Team. 6
4. For Goods/Software. General Scope, Minimum Requirements, Warranty, Experience, and Quality Control. 6
5. Company/Firm Overview. 8
6. References. 8
7. Fees/Compensation and/or Price Schedule. 8
8. Financial Strength. 9
9. Citations. 9
10. Subcontractors, Subsidiaries & Multiple Parties. 10
11. Safety. 10
12. Exceptions to Contract & Existing Master Agreement. 11
13. Business Questionnaire. 12
14. Conflict of Interest. 12
15. Other. 12
D. PRICE QUOTATIONS 13
E. FIRM PROPOSAL 13
F. TAXES 13
III. EVALUATION AND SELECTION CRITERIA 13
A. COMPETITIVE SELECTION/EVALUATION FACTORS 13
B. EVALUATION FACTORS 13
C. LOCAL CONDITIONS AND SUFFICIENCY OF DOCUMENTS 14
D. INTERPRETATION OF DOCUMENTS 14
E. ACCEPTANCE AND REJECTION OF PROPOSALS 14
F. OWNERSHIP OF DOCUMENTS 14
G. CONTRACT NEGOTIATIONS 15
H. BOARD OF TRUSTEES 15
The following malfunctions will be provided and tested as a minimum. 21
Checklist of rfp submission 23
I. purpose
A. STATEMENT OF INTENT
The City of San Antonio, acting by and through City Public Service Board (“CPSEnergy”), is soliciting proposals from companies (“Respondent(s)”) qualified and experienced in providing the following (as indicated):
Equipment, supplies, parts, materials, and/or other tangible items (“Goods”) as set forth on Exhibit A, either “Minimum Requirements” or “Specifications” as applicable.
Software programs and related program updates and documentation (“Software”) as set forth on Exhibit A, either “Minimum Requirements” or “Specifications” as applicable.
Both Goods and Software may include related support, consulting, training, installation, maintenance, and/or other services incidental to CPSEnergy’s use of the Goods or Software as further described herein.
“Services” as set forth in the attached Exhibit A, entitled Specifications and Scope of Services.
CPSEnergy issues this Request for Proposal (“RFP”) for the purpose of contracting for the selection(s) indicated above and further described herein on a per-assignment basis and/or according to the attached Master Agreement or Terms and Conditions, if applicable.
B. ABOUT CPSENERGY
CPSEnergy is the nation’s largest municipally owned energy utility providing both natural gas and electric service. Acquired by the City of San Antonio in 1942, CPSEnergy serves more than 765,000 electric customers and 335,000 natural gas customers in and around San Antonio (1,515 square mile service area). CPSEnergy is governed by a five-person Board of Trustees, consisting of the Mayor of the City of San Antonio and four citizens representing the four geographical quadrants of the City of San Antonio. Information about CPSEnergy’s history, operations and management is available on www.cpsenergy.com.
C. RFP SCHEDULE
CPSEnergy will make a concerted effort to maintain the schedule below, but reserves the right to revise the schedule based on CPSEnergy’s business needs.
Milestone / DateRFP Issuance / August 4, 2017
Pre-Bid meeting held at:
Braunig Power Station
15290 Streich Road
Elemendorf, TX 78112 / 9:00 a.m. (Central Time) on August 24, 2017
Check in at Security Gate no later than 8:30 a.m.
Remain at the Security Gate for instructions
Each individual must have a current, state-issued
photo ID to be allowed onsite.
The following PPE is required for the site walk down,
no exceptions:
· hardhat
· safety glasses
· safety toe boots
· long sleeve cotton shirts
Deadline for Respondent’s Questions / By 2:00 p.m. (Central time) on August 29, 2017
CPSEnergy Responses to Submitted Questions / September 1, 2017
Respondent Proposals Due / By 2:00 p.m. (Central time) on September 11, 2017
Proposed Contract Commencement / November 1, 2017
CPSEnergy will evaluate the proposals to determine which, in CPSEnergy’s sole judgment, represents the best value for the Goods, Software, and/or Services requested. CPSEnergy will evaluate all proposals based upon the evaluation criteria set forth in this RFP and as further clarified throughout the evaluation process. Based upon CPSEnergy’s initial evaluation of the proposals, CPSEnergy may make a final decision for award or may prepare a short list of apparent qualified Respondents. CPSEnergy may select one or more potential Respondents as candidates for a contract award.
CPSEnergy reserves the right to reject any and all proposals and to waive minor formalities and irregularities.
CPSEnergy assumes no liability or responsibility for the costs incurred by the Respondents for any materials, efforts or expenses required in the preparation of proposals or in connection with presentations or demonstrations.
D. CONTACT INFORMATION, QUESTIONS AND ANSWERS
During the solicitation period, the Procurement Analyst identified below shall be the sole contact for any inquiries from prospective Respondents. Any inquiries from Respondents shall be submitted in writing by electronic mail.
Bridget Jenkins
Contract Manager, Supply Chain
E. RESTRICTIONS ON COMMUNICATIONS
Respondents are prohibited from communicating with CPSEnergy employees, representatives, staff, or Board Members regarding this RFP during the period in which submittals have been solicited or are being evaluated (other than the Procurement Analyst identified in Section I(D) in the designated manner), with the exception of pre-submittal meetings open to all Respondents or responses to questions posed during interviews scheduled after responses are received and opened. Restricted communication includes, but is not limited to, “thank you” letters, phone calls, emails, and any contact that results in the direct or indirect discussion of the RFP and/or submitted proposals. Violation of this provision by Respondents or their agents may lead to disqualification of Respondent’s proposal.
II. PROPOSAL FORMAT & SUBMITTAL
A. PROPRIETARY DATA IN PROPOSAL
All materials submitted to CPSEnergy are subject to the Texas Public Information Act upon receipt. If a Respondent does not want proprietary information to be disclosed, each page containing proprietary information must be identified and marked Proprietary at the time of submittal. CPSEnergy will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, shall be determined by the Attorney General of Texas. Failure to properly identify proprietary information may result in all unmarked pages being deemed non-proprietary at CPSEnergy’s discretion and therefore made available to the public upon request. CPSEnergy endeavors to not publicly disclose the contents of any proposals during negotiations.
B. PROPOSAL FORMAT
Respondent must submit a text-searchable PDF (portable document format, non-zipped) of the proposal together with supporting documentation and information requirements to the email address specified in Section I(D) on or before the RFP response deadline identified in Section I(C). The text-searchable PDF must contain documents reproduced directly from the native document (i.e. Word, Excel, MicroStation, AutoCAD). Scanned images and documents will be considered irregular and may be rejected.
Please do not submit any single email containing more than 40MB of data. If the proposal and supporting documentation contains more than 40MB of data, please contact the Procurement Analyst identified herein. CPSEnergy cannot accept zipped files.
C. PROPOSAL SUBMISSION REQUIREMENTS
Each Respondent shall submit with its proposal the following information, organized in the following manner, for CPSEnergy’s use in evaluating the Respondent’s proposal and its ability to satisfactorily perform Services and/or provide Goods or Software. Proposals not meeting these minimum qualifications are subject to rejection.
1. Table of Contents.
A table of contents of all sections, figures, exhibits and tables of the proposal, all of which must be bookmarked (or tabbed) on the PDF of the submitted proposal.
2. Executive Summary or Cover Letter.
A brief executive summary of the major facts or features of the Proposal, including any conclusions, assumptions, and recommendations the Respondent desires to make.
The name of the person(s) authorized to make representations on behalf of the Respondent (including for each person their title, address, fax number, e-mail address and telephone numbers).
3. For Service(s). Experience, Qualifications, and Project Team.
a. A description of the Respondent’s operational history which reflects that the Respondent has been actively performing the Services for a minimum of three (3) consecutive years.
b. A brief description of similar Services presently being provided by Respondent for other companies within the State of Texas and elsewhere, including the name each company.
c. Information demonstrating the qualifications and resources the Respondent currently has available to provide the Services, including a description of all resources that will be used.
d. If Respondent proposes a project team to perform Services, Respondent shall provide resumes and qualifications of the key project team anticipated to be assigned to the CPSEnergy project, including an organizational chart of the project team.
4. For Goods/Software. General Scope, Minimum Requirements, Warranty, Experience, and Quality Control.
a. Specifications / Minimum Requirements. The Goods or Software shall meet all requirements set forth in the attached Specifications or Minimum Qualifications. Respondent shall include a description and information demonstrating their ability to meet the Specifications or Minimum Qualifications, or shall itemize and describe any proposed deviation.
b. Warranty. A detailed description of Respondent’s standard warranty and a statement of agreement with or an itemized list of any exceptions to the required warranties contained in the attached Master Agreement, attached as applicable to this RFP.
c. Experience. Provide the following information for all similar Goods, Services or Software either manufactured by Respondent or provided by Respondent to other companies for the past three (3) year period:
i. The quantity of similar Goods, Software, or Services.
ii. The percentage those Goods, Software, or Services delivered on time or early.
iii. The number of those Goods, or Software, or Services that failed initial inspection.
iv. The average turnaround time for resolving issues associated with manufacturing and installation by Respondent or supplier.
v. The number of years manufacturing or selling similar Goods or Software
vi. The number of years providing similar Goods, Software, or Services.
d. Quality Control and Contingencies.
i. Identify the location(s) the Respondent plans to utilize to design, assemble, store, create or manufacture the Goods and Software.
ii. Provide distance to above identified facilities and required modes of travel for CPSEnergy personnel visiting the facility(ies).
iii. Discuss transportation companies and modes of transportation to be used for deliveries to CPSEnergy.
iv. Discuss anticipated lead-time for deliveries to CPSEnergy.
v. List how the following situations would be resolved:
1. Request by CPSEnergy for revisions to Goods or Software design or function.
2. Request by CPSEnergy for change to existing order.
3. Request by CPSEnergy for short lead-time order.
4. Failure of Goods or Software to pass acceptance testing.
5. Root cause analysis of failures.
6. Problems with delivery.
7. Failure of Goods or Software to pass acceptance by CPSEnergy after delivery.
8. Warranty issues.
vi. Discuss your quality control procedures and certifications.
vii. Describe action plan(s) depicting countermeasures to reduce the failure rate (if any).
viii. List and discuss service availability and support capabilities.
e. Software.
i. Respondent shall submit any licensing agreement for any Third Party Components applicable to the Software.
ii. A list of any citations, notices of violation, or legal proceedings that any Federal, State, local regulatory agency or department, corporation, or individual has issued to or against the Respondent, or any employee of the Respondent while that employee was working for the Respondent, during the past three (3) years (a “Citation”) relating to Intellectual Property matters. For each Citation, state the nature of the Citation and the date of its resolution, together with the contact person for the Respondent who could address any questions about the matter. If there are no Citations, Respondent shall provide such a statement.
5. Company/Firm Overview.
a. The name and a brief description or history of the Respondent.
b. The location of the Respondent headquarters and branch locations that will have individuals assigned to CPSEnergy or will manufacture and/or install Goods and Software.
c. If the Respondent has offices within the City of San Antonio or Bexar County, indicate the name, type (headquarters, branch, etc.), address, telephone number, number of employees, and the general nature of business undertaken at each office.
6. References.
A minimum of three (3) references, from the last three (3) years, from different companies which the Respondent has provided similar Services, Goods, or Software to those identified in this RFP, which shall include the company name, complete address, and contact person’s name, phone number and email address for each reference submitted. A brief description of the Services performed by the Respondent shall accompany each reference. In addition to the list provided, CPSEnergy reserves the right to independently contact other companies with which the Respondent has engaged in a business transaction.
7. Fees/Compensation and/or Price Schedule.
Provide all fee/compensation proposals for Respondent’s Services/Goods/Software. Respondent may use the below chart as a guide. Detail any minimum fee amounts, the methods of fee calculations, and billing procedures. All fee arrangements must clearly state the type and amount of expenses and costs CPSEnergy would incur relating to Respondent’s Services.
Fixed Cost, as described below.
Service / Deliverable / Phase / Description / Quantity / CostAvR Simulator with virtual emulation of Honeywell Global User Station (“GUS”) Distributed Control System(“DCS”) / Fidelity as described in Exhibit A. / 1
AvR Simulator with CPSEnergy providing virtual emulation of Honeywell GUS DCS System / Fidelity as described in Exhibit A but CPSEnergy procures and supplies the DCS emulation to Company. / 1
Option Price: Rio Nogales Simulator with virtual simulation of Emerson Ovation DCS / Fidelity as described in Exhibit A and option exercised prior to December 2018. / 1
Option Price: Rio Nogales Simulator with CPSEnergy providing virtual simulation of Emerson Ovation DCS / Fidelity as described in Exhibit A but CPSEnergy procures and supplies the DCS emulation to Company and option exercised prior to December 2018. / 1
8. Financial Strength.
A statement of Respondent’s financial strength, including whether it has been profitable for each of the prior three (3) fiscal years, and whether the current year-to-date is profitable. A copy of Respondent’s last three fiscal year’s financial statements (audited preferred), and the most recent quarter’s financial statements. Financial statements should include the balance sheet, income statement, cash flow statement, statement of shareholder equity, comprehensive income, and all related notes. CPSEnergy reserves the right to include financial information obtained from Dun & Bradstreet and similar financial information providers in its analysis of Respondent’s financial strength.