Resolution 2020-31333 RESOLUTION NO. 2020-31333
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER TO APPROVE THE MATERIAL TERMS, AS SET FORTH IN
THIS RESOLUTION, PURSUANT TO REQUEST FOR PROPOSALS ("RFP")
2018-233-KB, FOR DESIGN, BUILD, OPERATE AND MAINTAIN WATER,
WASTEWATER AND STORMWATER SUPERVISORY CONTROL AND DATA
ACQUISITION (SCADA) & PROGRAMMABLE LOGIC CONTROLLER ("PLC")
(THE "PROJECT") WITH DATA FLOW SYSTEMS, INC. FOLLOWING PHASE
II OF THE RFP EVALUATION PROCESS IN ACCORDANCE WITH FLA. STAT.
SECTION 287.055, IN AN AMOUNT NOT TO EXCEED $3,756,169.00,
INCLUDING A TEN PERCENT (10%) OWNER'S CONTINGENCY IN THE
AMOUNT OF $375,616.90; AND AUTHORIZING THE CITY MANAGER AND
THE CITY ATTORNEY TO TAKE THE NECESSARY AND APPROPRIATE
STEPS FOR THE IMPLEMENTATION THEREOF; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT WITH DATA FLOW SYSTEMS, INC.
WHEREAS, on June 6, 2018, the City Commission approved the issuance of RFP
2018-233-KB for Design, Build, Operate and Maintain Water, Wastewater And Stormwater
SCADA & Programmable Logic Controller (the "Project"); the RFP was issued on June 2, 2018,
with an opening date of August 15, 2018; and
WHEREAS, as it relates to this Project, Supervisory Control and Data Acquisition
(SCADA) refers to an industrial computer system that monitors and controls substations,
transformers and other electrical assets, as well as sensors (either digital or analog) and control
relays that directly interface with the managed system; and
WHEREAS, in accordance with Section 287.055 of the Florida Statutes, the RFP
provides for a two-step, phased evaluation process; and
WHEREAS, the Phase I selection process evaluates the qualifications, experience and
availability of the proposers and key members of the design-build team, including the lead
designer and lead construction firm, and only those proposers short-listed during Phase I are
authorized to proceed to Phase II; and
WHEREAS, Phase II of the RFP selection process involves price and detailed technical
proposals that are submitted based on the approved Design Criteria Requirements (the "DCR");
and
WHEREAS, the Phase I proposals were evaluated on September 13, 2018 by an
Evaluation Committee appointed by the City Manager pursuant to LTC#456-2018; and
WHEREAS, on October 17, 2018, via Resolution No. 2018-30541, the Mayor and City
Commission approved the shortlisting of the three top-ranked proposers, namely (1) SICE, Inc.
("SICE"), (2) Data Flow Systems, Inc. ("DFS"), and (3) Revere Control Systems, Inc. ("Revere"),
to be further considered in Phase II of the evaluation process; and
WHEREAS, the Administration engaged Hazen and Sawyer Engineering towards the
end of 2018 to develop the DCR, and Phase II of the RFP commenced on June 21, 2019 when
Hazen and Sawyer Engineering completed the DCR; and
WHEREAS, following the release of the DCR, Phase II proposals were due from the
short-listed firms on October 18, 2019.; and
WHEREAS, prior to the due date for Phase II proposals, Revere Control Systems, Inc.
notified the City that it had elected not to participate in Phase II; and
WHEREAS, the Evaluation Committee convened on January 13, 2020 to review and
score the remaining proposals; and
WHEREAS, the Committee's ranking was as follows: Sice, Inc., as the first ranked
proposer; and Data Flow Systems, Inc., as the second ranked proposer; and
WHEREAS, on February 12, 2020, via Resolution No. 2020-31162, the City
Commission authorized the Administration to enter into simultaneous negotiations with (1)
SICE, Inc., the top ranked proposer, and (2) Data Flow Systems, Inc., the second ranked
proposer; and further provided that the final selection of the recommended proposer, including
the Project costs and approval of material terms for the Project shall be subject to the prior
approval of the Mayor and City Commission; and
WHEREAS, as directed by City Commission, staff proceeded with simultaneous
negotiations and requested a Best and Final Offer (BAFO) from both firms and successfully
negotiated the material terms, as articulated in the memorandum accompanying this Resolution;
and
WHEREAS, both proposals have met the overall intent of providing a turnkey SCADA
system for the City's wastewater, water, and stormwater pump stations; and
WHEREAS, DFS has proposed a total Project cost of $3,756,169.00 for the design,
construction, operation and maintenance (five years), of the water, wastewater and stormwater
supervisory control and data acquisition (SCADA), programmable logic controller(PLC), and the
proposal provided by DFS is $1,545,841.00 less than the proposed Project cost by SICE
($5,302,010.00); and
WHEREAS, DFS is a full-service manufacturer and installer of its SCADA system and is
proposing to install a system that has been deployed extensively throughout the U.S.;
WHEREAS, accordingly, the Administration recommends proceeding with DFS because
DFS is the only proposer that is a full-service manufacturer and installer of the SCADA system,
and DFS has provided the best overall technical proposal and cost by providing a system that is
manufactured, installed and maintained by a single entity at significant cost savings.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission of the City of Miami Beach, Florida accepts and approves the recommendation of
the City Manager to approve the material terms, as set forth in this Resolution, pursuant to
Request for Proposals ("RFP") 2018-233-KB for Design, Build, Operate and Maintain Water,
Wastewater and Stormwater Supervisory Control and Data Acquisition (SCADA) &
Programmable Logic Controller (PLC) (The "Project") with Data Flow Systems, Inc. following
Phase II of the RFP evaluation process in accordance with Fla. Stat. Section 287.055, in an
amount not to exceed $3,756,169.00, including a ten percent (10%) Owner's Contingency in the
amount of $375,616.90; and authorizing the City Manager and the City Attorney to take the
necessary and appropriate steps for the implementation thereof; and further authorizing the
Mayor and City Clerk to execute and agreement with Data Flow Systems, Inc. ("DFS").
PASSED AND ADOPTED this Al day of Ji/ 2020.
Dan Gelber, Mayor
ATTEST:
Ra ael E. Granado, City Clerk
\I APPROVED AS TO
FORM& LANGUAGE
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Resolutions-C7 P
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 29, 2020
SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER TO APPROVE THE MATERIAL TERMS, AS SET
FORTH IN THIS RESOLUTION, PURSUANT TO REQUEST FOR
PROPOSALS ("RFP") 2018-233-KB, FOR DESIGN, BUILD, OPERATE AND
MAINTAIN WATER, WASTEWATER AND STORMWATER SUPERVISORY
CONTROL AND DATAACQUISITION (SCADA)& PROGRAMMABLE LOGIC
CONTROLLER ("PLC") (THE "PROJECT") WITH DATA FLOW SYSTEMS,
INC. FOLLOWING PHASE it OF THE RFP EVALUATION PROCESS IN
ACCORDANCE WITH FLA. STAT. SECTION 287.055, IN AN AMOUNT NOT
TO EXCEED $3,756,169.00, INCLUDING A TEN PERCENT(10%) OWNER'S
CONTINGENCY IN THE AMOUNT OF $375,616.90; AND AUTHORIZING
THE CITY MANAGER AND THE CITY ATTORNEY TO TAKE THE
NECESSARY AND APPROPRIATE STEPS FOR THE IMPLEMENTATION
THEREOF;AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT WITH DATA FLOW SYSTEMS, INC.
RECOMMENDATION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida approve the material terms of an agreement with Data Flow Systems, Inc.
("DFS"), pursuant to Request for Proposals (RFP) 2018-233-KB for Design, Build, Operate
and Maintain Water, Wastewater and Stormwater Supervisory Control and Data Acquisition
(SCADA) & Programmable Logic Controller (PLC), and authorize the Mayor and City Clerk to
execute the agreement upon finalization by the City Manager and City Attorney.
BACKGROUND/HISTORY
Supervisory Control and Data Acquisition (SCADA) generally refers to an industrial computer
system that monitors and controls a process. In the case of the transmission and distribution
elements of utilities, SCADA monitors substations, transformers and other electrical assets.
Sensors (either digital or analog) and control relays that directly interface with the managed
system. Remote Telemetry Units (RTUs) serve as local collection points for gathering reports
from sensors and delivering commands to control relays.
Additionally, SCADA systems are crucial for industrial organizations and companies in the
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public and private sectors to control and maintain efficiency, distribute data for smarter
decisions, and communicate system issues. The SCADA software processes, distributes and
displays the data helping operators and employees analyze the data and make important
decisions. State and municipal utility departments use SCADA to monitor and regulate water
flow, reservoir levels, pipe pressure and other factors. Effective SCADA systems can result in
significant savings of time and money.
The current SCADA system in the City of Miami Beach is outdated and no longer applicable for
software updates. Therefore,the system requires removal and replacement with a new SCADA
contract. In order to consider a contract, the City of Miami Beach is seeking qualified proposers
to respond to this RFP for an all-inclusive SCADA package that includes engineering, design,
integration and installation of a radio-based or equal form of communication, Internet accessible
SCADA system including PLC. The SCADA system will be for remote monitor and control of
potable water storage tanks and pumping station, wastewater pumping stations, stormwater
pumping stations, and all associated monitoring stations(flow, pressure, etc.).
ANALYSIS
On June 6, 2018, the City Commission approved the issuance of RFP 2018-233-KB and the
RFP was issued. The RFP stipulated a two-step, phased evaluation process. Phase I
considers the qualifications, experience and availability of the proposers and key members of
the design-build team. Firms short-listed in Phase I are then invited to submit technical and price
proposals as part of Phase II. Phase I proposals were received on August 15, 2018. The
Phase I proposals were evaluated on September 13, 2018 by an Evaluation Committee
appointed by the City Manager pursuant to LTC# 456-2018. On October 17, 2018, via
resolution No. 2018-30541,the Mayor and the City Commission approved the shortlisting of the
three top-ranked proposers, namely (1) SICE, Inc., (2) Data Flow Systems, Inc., and (3)
Revere Control Systems, Inc.,to be further considered in Phase II of the evaluation process.
Subsequent to the completion of Phase I short-listing and as a result of questions from short-
listed bidders, the City realized that, in order to get the best responses and facilitate the
proposal review process, it was necessary to provide more information to bidders in the form of
design criteria requirements (DCR), which establishes the minimum technical requirements for
the SCADA and PLC system. Accordingly, the Administration engaged Hazen and Sawyer
Engineering towards the latter end of 2018 to develop the DCR. The RFP had to be placed on
hold while the DCR was being developed. Once Hazen and Sawyer Engineering completed the
OCR,the RFP was reinitiated on June 21,2019.
Following the release of the DCR, Phase II proposals were received from the short-listed firms
on October 18, 2019. Prior to the due date for Phase II proposals, Revere Control Systems,
Inc. notified the City that it had elected not to participate in Phase II. Once the Phase II
proposals were received, Hazen and Sawyer completed its full review of the compliance of
each proposal with the requirements of the DCR.
The Evaluation Committee convened on January 13, 2020 to consider proposals received
under Phase Ii. The evaluation process resulted in the scoring of the proposal received as
follows:
1st Sice, inc.
2nd Data Flow Systems, Inc.
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On February 12,2020 City Commission authorized the Administration to enter into simultaneous
negotiations with (1) Sice, Inc. ("SICE"), the top ranked proposer, and (2) Data Flow Systems,
Inc. ("DFS"), the second ranked proposer, and further provide that the final selection of the
recommended proposer, project costs and approval of material terms for the Project shall be
subject to the prior approval of the Mayor and City Commission.
As directed by City Commission, staff proceeded with simultaneous negotiations and requested
a Best and Final Offer(BAFO)from both firms. The administration has successfully negotiated
the following essential terms:
1. Programmable Logic Controls (PLC's): Replacement of all existing PLCs and
input/output(I/O)racks at all wastewater,water,and stormwater stations.
2. Obsolescence: If any of the hardware or software provided for this project becomes
obsolete within ten (10) years of final acceptance the firm shall replace or modify as
needed at no additional cost to the City.
3. System Maintenance. Warranty. and Spare Parts: Firm shall provide complete system
maintenance, inclusive of all parts, materials, equipment and labor necessary to provide a
fully functional and satisfactory system,which is included in the Annual Maintenance Cost.
Annual Maintenance Costs for years 6-10 shall be provided at today's cost and will be
escalated based on the Consumer Price Index with a cap of 3% to the year of service.
Renewal of the annual maintenance contract at the end of year 5 will be at the City's sole
discretion.
If future pump stations are added, the future annual maintenance cost provided on a per
pump station basis in Future Groups 1-3, escalated accordingly, will be added to the
annual maintenance costs in Group 7 or Future Group 4.
All repairs shall be completed within 72 hours.A sufficient inventory of spare parts shall be
maintained by the firm to ensure that repairs are completed within 72 hours. The City will
not store spare parts.
4. Training: Firm shall provide four(4) 8-hour days of training for 30 individuals. At the firm's
discretion, training may be provided for all 30 individuals at once or in separate sessions.
Nonetheless, 30 individuals must each receive four(4)8-hour days of training.
5. Permitting: Firm shall be responsible for all work and fees associated with permitting for
the wastewater, water, and stormwater stations listed in the cost proposal form..Work and
fees associated with the permitting of future stations will be the responsibility of others.
6. Schedule: Duration from Notice to Proceed (NTP) to substantial completion shall not
exceed fifteen (15) months. This duration assumes all sites are substantially complete
and ready to receive SCADA system components at the time installation is scheduled to
begin.
7. future Stations: Firm must provide a unit capital cost and annual maintenance cost for
future wastewater, water, and stormwater station integration into the SCADA system by
type, as indicated on the Best and Final Cost Proposal Form. Prices shall be provided at
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today's cost and will be escalated accordingly based on the Consumer Price Index to the
year of installation with a 3% cap. Cost shall be for a SCADA system and associated
equipment-that is similar in scope and performance to what has been proposed by the
firm.
8. Control Room: Engineering, design, hardware, software, programming, and integration
including all necessary work for a fully functioning SCADA System. Bidder shall provide
four (4) new workstations with enough processing power, memory, and all other ancillary
components required to operate the SCADA System in a fully functional and satisfactory
manner. Control Room configuration to be finalized and agreed upon by selected Bidder
and the City through the submittal process.
Both DFS and SICE concurred with the material terms mentioned above. In addition, both
have met the overall intent of providing a turnkey SCADA system for the City's wastewater,
water, and stormwater pump stations.
FINANCIAL INFORMATION
Total Fund 419* Fund 429*
Project Amount $3,756,169.00 $1,502,467.60 $2,253,701.40
10% $375,616.90 $150,246.76 $225,370.14
Contingency
Total $4,131,785.90 $1,652,714.36 $2,479,071.54
ACCOUNT TOTALS:
*419-0815-000674-00418-561-00-00-00-20719 $1,652,714.36
`429-0815-000674-29-422-564-00-00-00-20719 $2,479,071.54
Account(s) 419-0815- Amount(s) $1,652,714.36$2,479,071.54
000674-00-
418-561-00-
00-00-20719
429-0815-
000674-29-
422-564-00-
00-00-20719
CONCLUSION
I have reviewed the submissions and the findings of staff and the City's engineering consultant,
Hazen and Sawyer. Hazen and Sawyer was tasked with assisting the City with this process and
analyzing how each firm has addressed the project requirements included in the RFP.
According to the Hazen and Sawyer, both firms have met the overall intent of the RFP.
Through the negotiation process each firm was given the opportunity to submit its best and final
offer (BAFO) which must comply with the final criteria (essential terms mentioned above)
established by the City to compare the proposals. The BAFOs also included any revised
pricing proposed. According to staff and the City's consultant, both firms are well qualified and
can deliver a system that suits the City's requirements for the project. However, there are two
major material differences that support an award of contract to DFS.
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First, DFS is the only proposer that is a full-service manufacturer and installer of its SCADA
system. This is an important point because the full accountability for the system lies within a
single entity. In contrast, Sice's proposal is based on multiple manufacturers whose products
would be integrated into a cohesive system by the proposer. While this is certainly possible, it
does increase the likelihood of implementation and integration issues, now and in the future
when upgrades are necessary. Further, while the DFS system is proprietary, according to the
City's consultant, once system components are selected, regardless of whether these
components are from a single manufacturer or multiple manufacturers, it is unlikely that a system
would deviate from the original equipment manufacturer because of potential integration issues
that could arise.As such, the proprietary nature of a system of this magnitude and complexity is
not of major concern.
Second, and probably the most important point, DFS submitted a final cost proposal that is
significantly more cost effective and approximately 30% lower than the final cost proposal
submitted by Sice. DFS submitted a final cost proposal of$3,756,169.00. Sice submitted a
final cost proposal of $5,302,010.00. The difference between the two proposals is
$1,545,841.00. Further, when costs for future stormwater integrations (e.g. dry pit, submersible
or in-line booster pumps for wastewater, water and/or stormwater stations) into the SCADA
system are considered, the cost differences between the two proposals becomes even greater.
DFS submitted a proposal for future integrations and maintenance in the amount of
$1,141,173.00. Sice submitted a proposal for future integrations and maintenance in the amount
of$4,033,781.00. The difference between the two proposals is $2,892,608.00.
Finally, by awarding a contract to DFS the City is assured of a technically competent system that c
is manufactured, installed and maintained by a single entity at a significant cost savings from the
competing proposal.
Therefore, based on the aforementioned, I recommend that the that the Mayor and City
Commission of the City of Miami Beach, Florida approve the Resolution accepting the
recommendation of the City Manager and approving the material terms, pursuant to Request
For Proposals (RFP) 2018-233-KB, for Design, Build, Operate and Maintain Water,
Wastewater and Stormwater Supervisory Control and Data Acquisition (SCADA) &
Programmable Logic Controller (PLC), in an amount not to exceed $3,756,169.00 including a
ten percent(10%) Owner's Contingency in the amount of$375,616.90; and authorizing the City
Manager and the City Attorney to take the necessary and appropriate steps for the
implementation thereof; and further authorizing the Mayor and City Clerk to execute and
agreement with Data Flow Systems, Inc. ("DFS").
Applicable Area
Citywide
Is this a"Residents Right Does this item utilize G.Q.
to Know" item. pursuant to Bond Funds?
City Code Section 2-14?
Yes No
Legislative Tracking
Public Works/Procurement
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ATTACHMENTS:
Description
o Resolution
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