HomeMy WebLinkAboutContracts & Agreements_237-2021AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of the acquisition and implementation of a water and
wastewater utility regulatory compliance data management system ("Agreement") is made and
entered in this 21st day of December, 2021 ("Effective Date"), by and between the City of
Redlands, a municipal corporation ("City") and Hach Company, a Delaware Corporation.
("Consultant"). City and Consultant are sometimes individually referred to herein as a "Party"
and, together, as the "Parties." In consideration of the mutual promises contained herein, City
and Consultant agree as follows:
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ARTICLE 1 — ENGAGEMENT OF CONSULTANT
City hereby engages Consultant to provide the acquisition and implementation of a water
and wastewater utility regulatory compliance data management system services for City
(the "Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," titled "Scope of Services," which is attached hereto and incorporated herein by
reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to, any applicable State
prevailing wage laws.
ARTICLE 3 -- RESPONSIBILITIES OF CITY
3 1 City designates John R. Harris, Municipal Utilities and Engineering Director, as City's
representative with respect to performance of the Services, and such person shall have the
authority to transmit instructions, receive information, interpret and define City's policies
and decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICE$
4 1 Consultant shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit "B," titled "Project Schedule," which is
attached hereto and incorporated herein by reference.
4.2 The term of this Agreement shall be for a period of three (3) years commencing as of the
Effective Date, unless terminated earlier as provided herein.
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4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to City, consistent with City
Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a
copy of such policy from City staff.
ARTICLE $ -- PAYMENTS TO CONSULTANT
5 1 Total compensation for Consultant's performance of the Services shall not exceed the
amount of one hundred fifty five thousand four hundred ninety-two dollars ($155,492).
City shall pay Consultant on a time and materials basis up to the not to exceed amount in
accordance with Exhibit "C," titled "Bidder's Cost Proposal Sheet" which is attached
hereto and incorporated herein by reference.
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the Services. City
shall pay Consultant no later than thirty (30) days after receipt and approval by City of
Consultant's invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person, (ii) five (5) days after deposit in first class registered mail, with
return receipt requested, (iii) on the actual delivery date if deposited with an overnight
courier; or (iv) on the date sent by facsimile or electronic mail transmission (including
PDF), if confirmed with a copy sent contemporaneously by first class, certified,
registered or express mail, in each case properly posted and fully prepaid to the
appropriate address set forth below, or such other address as a Party may provide notice
in accordance with this section.
CITY,
City Clerk
City of Redlands
35 Cajon Street
P.O Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
Phone: (909) 798-7531
CONSULTANT.
Mary Baird, Sr Manager Sales Enablement
Hach Company
PO Box 389, 5600 Lindbergh Drive
Loveland, CO 90538
Mary.baird(ahach. com
Phone: (800) 227-4334
Fax: (970) 461-3919
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by
Consultant for the duration of its performance of the Services. Consultant shall not
perform any Services unless and until the required insurance listed below is obtained by
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Consultant. Consultant shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services. Insurance policies
shall include a provision prohibiting cancellation or modification of the policy except
upon thirty (30) days prior written notice to City
A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Consultant is self -insured or exempt from the workers' compensation laws
of the State of California. Consultant shall execute and provide City with Exhibit
"D," titled "Workers' Compensation Insurance Certification," which is attached
hereto and incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability, property damage and
personal injury is required. City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City
C. Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and
property damage liability This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non -owned
vehicles, and employee non -ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City
D Consultant is expressly prohibited from assigning or subcontracting any of the
Services without the prior written consent of City In the event of mutual agreement
by the Parties to assign or subcontract a portion of the Services, Consultant shall add
such assignee or subcontractor as an additional insured to the insurance policies
required hereby and provide City with the insurance endorsements prior to any
Services being performed by the assignee or subcontractor
6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed
officials, employees and agents from and against any and all claims, losses or liability,
including attorneys' fees, arising from injury or death to persons or damage to property
occasioned by any negligent act or omission by, or the willful misconduct of, Consultant,
or its officers, employees and agents in performing the Services.
ARTICLE 7 _.. CONFLICTS OF INTEREST
71 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
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represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item,
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
T CL NE L NS TIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, result in City's immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor Neither City nor any its agents shall
have control over the conduct of Consultant or Consultant's employees, except as herein
set forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
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only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Consultant
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation.
8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than five (5) days prior written notice to Consultant of City's intent to terminate. If this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant,
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without regard to its conflicts of laws provisions. The Parties agree
that all actions or proceedings arising in connection with this Agreement shall be tried
and litigated only in the state courts located in San Bernardino County, California, and
the federal courts located in Riverside County, California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
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IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed in confirmation of this Agreement
C OF REDLAIDS
aul T Barich, Mayor
ATTEST•
p
nne Donaldson, City Clerk
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HACH COMPANY
By
Mary Bair ;l Sr. Manager Sales
Enableme
EXHIBIT "A"
SCOPE OF SERVICES
Provide the following tasks for the acquisition and implementation of a Water & Wastewater
Utility Regulatory Compliance Data Management System in accordance within this Exhibit "A."
PROJECT MANAGEMENT
The overall project management shall include planning, coordination, reporting, and
communication. This task also includes preparation of monthly updates, tracking budgets and
schedules against the contract, and implementing corrective measures.
a. Initial Project (Kick-off) Meeting:
Hold a two (2) hour in -person or virtual kick-off meeting with City staff within one week
of the project start date to discuss scope, schedule, and other project details. The
consultant is to review the approach that will be employed to execute the project and for
collecting pertinent data from the City This meeting will also ensure that City's goals
and objectives are clearly understood by the Consultant's team.
b. Data Acquisition and Data Management:
Consultant shall communicate with City staff to obtain the necessary information to
carryout specified tasks. Consultant shall ensure current and future files are reviewed for
accuracy and that the data format meets City standards.
e. Invoicing:
Consultant shall prepare and submit detailed monthly invoices, with a term of net 30 days
from date of invoice, and tracking document indicating expenditures and balances against
contract budget. The Consultant shall notify the City in advance, and in writing, of any
out -of -scope work needed to complete the Scope of Services and/or meet the
specifications and minimum requirements. Additional funds beyond the agreed upon
price are not available as all necessary costs are expected to be included in Exhibit "D,"
titled "Bidder's Cost Proposal Sheet"
d. Quality Assurance and Quality Control.
Consultant shall perform internal quality assurance reviews at key project completion
milestones to assess overall project implementation. Consultant shall also perform
technical reviews of work products and deliverables prior to releasing final control to the
City
e. Project Timeline Management:
Consultant shall oversee the progress of all activities to ensure that Tasks 2-4 are
completed within 6 months from the project start date and in accordance with Exhibit
"D," titled "Project Time Line" Total project time line shall not exceed the termination
date of this agreement. Training dates for task 5 will be determined by the City with input
from the Consultant.
ACQUISITION
Acquisition shall include all necessary software, hardware, servers, interfaces, modules, tools,
software license, multi and concurrent user licenses, subscriptions, adequate cloud storage and
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cloud storage implementation, user management fees, location parameter fees, additional facility
fees, shipping, handling; warranties, and other items not listed to fulfill the Scope of Services and
in accordance with Exhibit "B," titled "Specifications and Minimum Requirements"
INSTALLATION SERVICES
Installation services shall include all activities associated with the completion of the Scope of
Services in accordance with Exhibit "B," titled "Specifications and Minimum Requirements,"
including:
a. On -site and remote installation activities;
b. Coordination with the City's Project Team, City's IT Department, and City's third party
contractor for SCADA and Historian services;
c. Installation of MS SQL server(s), software, interfaces, mobile data collection tool, and
laboratory module, and other required items on all devices necessary for proper
operation,
d. Configuration, and
Validation of successful installation, making corrections and adjustments until the Scope of
Services, specifications, and minimum requirements are met.
IMPLEMENTATION SERVICES
Implementation services shall include turn -key implementation of all deliverables performed
entirely by consultant and as outlined in the Scope of Services and in accordance with Exhibit
"B," titled "Specifications and Minimum Requirements," including:
a. Interface set-up;
b. Configuration,
c. Basic variable and calculation set-up;
d. Cross-referencing variables,
e. Enabling web and cloud services to properly operate the database functions and
capabilities;
f. CVS import set-up;
g. Automatic data retrieval,
h. Input of test/analyst, samples, sample scheduling, chain of custodies, and certificate of
analysis for the laboratory module;
i. Population of all assets and tags;
j. Development and set-up of customized report and forms; and Validation of successful
implementation, making corrections and adjustments until the Scope of Services,
specifications, and minimum requirements are met.
TRAINING
Dates to be determined by the City with input from the Consultant and shall include detailed
instruction on how to utilize all features, input and upload data into the system, prepare ad -hoc
reports and forms, and customize key features.
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Conduct a comprehensive 4 Days - Onsite Training and Services with relevant staff upon
completion of database management system installation and implementation. Staff will include
Wastewater, Water, Laboratory, Compliance, and IT personnel. Training to include:
E. Basic, Advanced, and Admin (project manager to create a training agenda based on
training requirements).
• Installation Review
• Basic User — How to use WIMS focusing on day-to-day operations including entering
data, running reports, and graphing data.
• Power User — How to get more out of WIMS including Report and Form Design,
Calculation setup,
• QA/QC, and all specifics as described in the technical specifications section,
understanding security, etc.
• Administration Training — Covering system architecture, backup, security setup,
troubleshooting services and interfaces.
F SCADA Interface installation, configuration and training. Approximately 40 variables to
be cross referenced for each facility Including training on how to cross-reference
additional variables.
Follow-up Training and Sign -off 3 Days — Onsite Training and Services
• Installation Review
• Training — Basic, Advanced, and Administration
SUPPORT SERVICES & WARRANTY
Provide three (3) years on -going and responsive support services including live telephone, email,
and remote support and self-help training tools. Include a minimum of one-year warranty on
purchased products with exception to consumable items. In addition, a warranty that all services,
which are to be performed in accordance with standard practices, are free from defects in
workmanship for a period of ninety (90) days from their date of performance.
DATA MIGRATION
Provide 100 hours of data migration services for the purpose of integrating one year of historical
laboratory analysis results for use in the database. The data to be migrated is in Excel format and
consists of daily bench sheets containing multiple tabs of information.
SPECIFICATIONS AND MINIMUM REQUIREMENTS
Meet the following specifications and minimum requirements for the acquisition and
implementation of a Water & Wastewater Utility Regulatory Compliance Data Management
System in accordance with Exhibit "A," titled "Scope of Services"
1 SPECIFICATIONS
a. Database Management Software:
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1) Separate facility database for water and wastewater;
2) Software with at least 6 concurrent users for each facility database;
3) Purchase and installation of the most recent version of MS SQL Server compatible
with existing City devices and servers; and
4) A minimum of 1 year of software support.
b. Compatibility and Security.
1) Software, hardware, interfaces, modules, and tools shall be compatible with existing
City devices and servers; and
2) Product shall meet the most current cyber security standards and the City's minimum
requirements.
c. Standard SCADA interface for 2 separate historians.
d. Mobile Data Collection Tool.
1) Capable of downloading data points from Hach and other instrumentation and
equipment currently in use at the City without the need of additional devices,
2) Remote installation and configuration of the interface;
3) Enable web services for forms;
4) Cross reference 10 or more variables to software; and
5) Training on form setup and how to capture and send the data to software.
e. Laboratory sample scheduling & tracking module for 2 separate facilities:
1) Automatic sample scheduling and chain of custody issuance;
2) Automatic tracking of schedule, results, chain of custody, and limits with alerts for
failed/ missed samples and exceedances;
3) QA/QC capabilities including those functions listed in the minimum requirements;
4) Automatic data retrieval from Hach platform and other instrumentation and
equipment without the need of additional devices; and
5) Manual data entry to pre -designed bench sheets and excel worksheets.
f. Contract Lab CSV Import and Cross-referencing: Create, and cross-reference 500 or
more contract lab parameters from contract lab supplied CSV file and City analyte list,
g. Laboratory sample scheduling & tracking module for 2 separate facility databases to
include the input of:
1) Up to 150 tests/analytes (methods);
2) I100 samples (which includes scheduling);
3) 10 personnel,
4) Chain of custody reports; and
5) Certificate of analysis reports.
h. Implementation.
Consultant to gather information and determine specific needs to create an
implementation plan for approval by the City for the water and wastewater database
management system, laboratory sample scheduling & tracking module, and mobile data
collection tool to include the following:
1) Remote Basic Install. Consultant to work with City project team, IT, and City's third
party consultant to perform install,
2) Basic Variable setup: Consultant to incorporate an industry standard list of
parameters and calculations for the water and wastewater facilities and the laboratory
sample scheduling & tracking module;
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3) Site specific calculation setup: Consultant to work with City's project team, City's
IT, and City's third party consultant;
4) Develop and complete set up of Consumer Confidence Report and other EDD
reports that meets California Laboratory Intake Portal (CLIP) requirements.
5) Develop and complete set up of the following reports and forms for the wastewater
facility database:
a) Annual Pretreatment Report Supportive Data
b) Annual WWTP Report Work Sheet
c) Annual Monitoring Reports
d) Monthly Bio-Solids Report
e) WW TOC
0 Quarterly Influent Monitoring Report
g) Quarterly Reclaimed Monitoring Report
h) Quarterly Effluent Monitoring Report
i) Monthly WWTP Report
j) Monthly Water Balance
k) Monthly Digester & Flare Data
I) Priority Pollutant Monitoring
m)PFAS Monitoring
n) Monthly Water Supply Monitoring Report
o) Annual and Quarterly Pretreatment Report
6) Develop and complete set up of the following reports and forms for the water facility
database:
a) Hinckley WTP TOC Monthly Report
b) Hinckley WTP TOC Quarterly Report
c) Tate WTP TOC Monthly Report
d) Tate WTP TOC Quarterly Report
e) TCR Monthly Report:
0 RTCR Monthly Report
g) Stage 2 DBP Quarterly TTHM Report
h) Stage 2 DBP Quarterly HAAS Report
i) Well 38 / 39 Blend Monthly Report
j) Orange St. Well / Church St Well Monthly Blend Report
k) Agate 2 / Hinckley WTP Monthly Blend Report
1) Rees Well IX Plant Monthly Water Quality Report
m)NO3-N 2019_12 Dec_FIX1
n) PER 2019_12 Dec
7) One (1) standard format monthly Key Performance Indicator (KPIs) report with 10
or more user defined KPIs for each of the facilities
8) Predefined dashboard with 10 or more user defined KPI's and KPI graph set for each
ofthe facilities;
9) One (1) standard format yearly summary KPI report with 10 or more user defined
KPIs for each of the facilities; and
10) Data entry form development including one (1) custom data entry form and standard
monthly data entry forms for all parameters for each ofthe facilities.
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2. MINIMUM REQUIREMENTS
a. Product shall include:
1) A commercial off -the -shelf, client/server system which is not at the beginning or end
of its life cycle;
2) An out -of -the -box laboratory sample scheduling & tracking module that meets the
specifications and minimum requirements and Scope of Services without additional
customization and/or development;
3) Minimum one-year warranty on purchased products with exception to consumable
items. In addition, a warranty to ensure that all services are to be performed in
accordance with standard practices and free from defects in workmanship for a period
of ninety (90) days from their date of acceptance;
4) On -going software support to include live telephone, email, and remote support and
self-help training tools;
5) Central secure database and user interface that meets all current cyber security
standards with the most updated versions of server, software, and application
protections as well as free software and application upgrades as they become
available;
6) System security to include single sign -on integration, granular access controls and
user limitations, automatic log out and full electronic signature compliance; and
7) Operating System Software required compatibility with Microsoft based OS and SQL
products, notably Windows 10 and Server 2016.or above.
b. Product shall.
1) Have the ability to communicate with existing Hach platform instrumentation listed
below RFID technology is preferred but an alternative method that achieves the same
goal will be considered. Include specifies on the proposed alternative method
including detailed steps the user must take to achieve the same result.
a) Turbidity meter 2100N
b) Spectrophotometer DR 6000
c) Conductivity HACH HQ14d and HACH CDC401 Probe
d) Ammonia Electrode ISE with BNC connector
e) Heating block DRB 200 FOR COD
0 1720E NTU meter
g) Surface Scatter 7 NTU meters
h) TU520013enchtop NTU meter
i) HQ440D Benchtop Lab meters
j) Solitax se
k) Nitratax sc
1) Amtax se
m) Filtrax
n) LDO sensor probes
o) 02 sensor probes
p) BOD probes
2) Capable of adding fields, perform routine upgrades, and maintenance of the system
without requiring a reconfiguration of the system,
3) Able to store unlimited tags, assets, variables, and user data,
4) Able to integrate with SCADA, Historian, and CVS files;
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5) Able to provide interface with two separate Historian software systems for automatic
collection of daily/hourly/15-minute/1-minute summarized data from historical
file(s). Interfaces shall run with no user intervention and be able to be run as an NT
Service;
6) Perform data migration with easy to use import and export capabilities for Excel,
PDF, and other files, and
7) Perform laboratory and field scheduling activities to plan sampling programs, track
sample status, maintain chain -of -custody information, and manage associated
laboratory workflow
c. Software Architecture to include:
1) Client -Server based operation,
2) The system shall be licensed for purchase and "Software -as -a -Service" models of
licensing will not be accepted,
3) The data shall be able to be directly stored on the Microsoft SQL Server model
included with this project with no need to pass through another system. Software shall
be able to incorporate native utilization of the data base platform including stored
procedures, triggers, and tuned indexes;
4) Provide a full audit trail of all inserts, edits, and deleted data. Approvals shall be
provided for all data points and system parameters with security features to ensure
that only authorized individuals enter, view, and modify data,
5) Contain various program and software access levels to include user authorization,
data entry, data approval, data retrieval, data modification, and database structure
creation or modification functions;
6) Allow for two methods of access control to the program. Shall be Windows pass
through security and application defined; and
7) Shall require no third -party packages in order to fully deliver all of the system
features including LIMS.
d. System functions to include:
1) Dashboard with the ability to do the following:
a) Customizable;
b) Ability to assign one or more to single and multiple users;
c) Easy navigation to program functions;
d) Key performance indicators with gauges, numerical, graph, and chart options; and
e) Customizable language options.
2) Ability to manually entry unlimited variables including control limits, text, graphics,
and comments with the ability to accept <, >, and ND and other data qualifiers.
Variables provided with regulatory control limits and optional text or graphic
operators for use in reports;
3) Perform at a minimum the following complex calculations:
a) Standard operators, functions, and difference;
b) Minimum MCRT, SRT, WAS, loading, percent removals, Contact Time (CT) at a
minimum. CT required look -up tables to be included with the system,
c) Easy -to -use BOD worksheet with beginning and ending DO readings entered and
the BOD is automatically calculated and averaged with other bottles in the group.
All BOD tests shall be automatically checked against STANDARD METHODS
criteria, or other user defined criteria, and removed from the average if invalid,
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d) Ammonia standard graph capability of the system to extrapolate the ammonia
sample concentration from the graph; and
e) Automatic Bac-T notification for positive samples and/or samples out of holding
time.
4) Report generator customizable to meet user needs and capable of the following:
a) Spreadsheet layout display and formatting and printing options,
b) Provide cross-facility/database reporting; and
c) Ability to pull data from external databases.
5) Must able to report date in Electronic Data Deliverable (EDD) files that will meet the
new CLIP formatting requirements.
6) Ability to calculate results daily, hourly, or by the minute with the calculated data
values stored to ensure the consistency of the data and so that it is readily available
for analysis. Historical equations shall allow definitions of the calculation by date;
7) Complete statistical analysis capability on any parameter in the system in various data
ranges with the availability to provide averages, totals, geometric means, minimums,
maximums, percent removal, surcharge, standard deviations and violations;
8) The ability to display results graphically via time series, pie charts, probability
distribution and regression plots;
9) Ability to provide QC analysis to identify outliers and meet ELAP requirements.
Capabilities to include points above or below control limits and a specified number of
points which meet the following conditions, consecutive points outside the warning
limits, consecutive points on one side of the mean, and consecutive points sloping in
one direction,
10) Multiple regression routine to calculate and provide correlation of a chosen dependent
against multiple chosen independent variables including the ability to provide a
graphical output of a multiple regression analysis for a dependent variable as a
function of up to three independent variables;
11) Process modeling routines including the ability to change activated sludge parameters
on the computer and determine oxygen requirements, sludge production and clarifier
capacity The State Point Analysis method shall be included,
12) All plotting modes to include labeling for all axes parameter identification (legend)
and calendar time duration identification and user selection various plotting symbols,
lines and colors;
13) Ability to export full color graph images for use with any other Windows application
and to write standard Windows Metafile or Bitmap files and to output full color plots;
14) Saved graphs to be outputted over a date range and printed with up to four (4) graphs
per page with a single action,
15) Ability for separate databases and have look -up functions that transfer data from one
database to another;
16) Visual/audio prompt for data out of pre-set range;
17) Quick and easy trending, charts, and graphs with user customization and selection
capabilities. Including time series trends or plots with multiple variables on the Y and
X axis with a ten year time period capability and two (2) variable correlations,
18) Ability to track numeric and none numeric fields with built in equations for complex
calculations to provide aggregates, add formulas, and track key performance
indicators;
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19) Built-in and self -generating reports that are customizable with variable comparison
and data tracking for audit trails;
20) Email and print capabilities in an user friendly format produced both manually and
automatically; and
21)Data approval and review options to allow access to all data for corrections, review,
and approval of data.
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EXHIBIT "B"
PROJECT SCHEDULE
The following is the project schedule for the purchase and implementation of the Hach WIMS
software based on the scope of services.
Item
Description
Schedule of
Task
Completion
1 Week after
PO Recieved
1 Project Kickoff
Meeting
Hach Resources.
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance, IT, & Tesco
The Hach Project Manager will schedule a 2-hour
remote kick-off meeting to conduct detailed
review of Scope of Work (SOW) with City to
ensure alignment on all details. Meeting will
include:
1 Review Hach WIMS implementation services
document.
2. Line -item review of this SOW document
3 Line -item review of City's completed RFI
worksheet
4 Review of City's desired reports (including
calculations).
5 Explanation of Key Performance Indicators
(KPIs) Form (to be returned within 3 business
days)
6. Explanation of WIMS Security Planning Form
(to be returned within 3 business days)
7 Electronic copies of the WIMS training guides
and Hach WIMS admin guide will be delivered
2. Initial Database Setup
Hach Resources.
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will create databases
based on locations/parameters identified in the
City's completed "Request for Information"
(RFD as well as City provided questionnaires that
have been completed by Redlands team.
3-6 weeks from
completion of
task 1
3 Database Review
Hach Resources:
Assigned Project Manager
Redlands Resources.
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will host web meeting
with City to review databases. City will finalize
Key Performance Indicators (KPIs) for rise in
dashboards and reports.
3-6 weeks from
completion of
task 1
4 Database Setup
The Hach Project Manager will set up
3-6 Weeks
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Hach Resources:
Assigned Project Manager
Redlands Resources:
None
parameters, formulas, and permit limits as agreed
in prior meetings.
from
completion of
task 1
5 Regulatory Report and
Entry From Setup
Hach Resources:
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will complete set up
of regulatory reports provided and agreed upon in
SOW as defined in RFP
3-6 weeks form
completion of
task 1
6• Database Review
Hach Resources:
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will teleconference
with client to review regulatory reports and
ensure City's satisfaction with database, reports,
and variable naming conventions.
3-6 weeks from
completion of
task 1
7 Database and Variable
list clean up
Hach Resources:
Assigned Project Manager
Redlands Resources.
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will modify database
based on City's database review discussion.
Variable list will be verified and approved by
City
3-6 weeks from
completion of
task 1
8. Calculation Setup
Hach Resources:
Assigned Project Manager
Redlands Resources.
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will host web
conference with City to setup/test site specific
calculations such as F/M ratio, MCRT, CT, and
chemical dosage calculations.
3-6 weeks from
completion of
task 1
9' Interface Development
and LabCal
Hach Resources:
Assigned Project Manager
Entry Form Setup/Bench sheets identified in the
SOW will be created and configured to City's
specific system.
Deliverables include the following
1-2 weeks from
completion of
task 8.
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Redlands Resources.
Wastewater, Water, Lab,
Compliance
1 Setup of Tests and analytes
2. Setup of Samples including Sample Scheduling
3 Setup of Personnel
4 Creation of Chain of Custody and Certification
of Analysis Reports,
5 KPI graph set
6. Standard format yearly summary KPI report.
7 Predefined dashboard with user defined KPI's.
8. Standard Monthly Data Entry Forms for all
parameters.
10• Test Data
Entry/Regulatory Report
Testing/Data Migration
Hach Resources:
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will begin data
migration from City's existing data (Excel Sheets,
Paper forms, etc. ) in order to test data entry
forms and reports. Hach Project Manager will
work with Lab personnel and contract lab vendor
to import contract lab provided CSV file as well
as cross-reference variables for import.
1-2 weeks from
completion of
task 9
11 Finalized Database
Review
Hach Resources.
Assigned Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance
The Hach Project Manager will host 1-hour web
meeting with City to review finalized database,
calculations, reports, forms, and verify they are
ready for delivery Project Manager will make
edits to the database if needed based on the
review
1-2 weeks from
completion of
task 9
12. Remote DRA
Assistance and Planning
Hach Resources:
Assigned Project Manager
Redlands Resources.
IT
The Hach Project Manager will host WebEx
meetings with City DBA/System Admin to plan
install, assist in Database setup, assist in Oracle
or SQL Client Install etc.
1 week from
completion of
task 11
13 Remote Basic Install
Assistance
Hach Resources:
Assigned Project Manager
Redlands Resources:
The Hach Project Manager will host WebEx
session with City to install Hach WIMS on server
and 1 local PC (City PC). Project Manager will
also provide instructions on how to install on
other clients will be delivered.
1 week from
completion of
task 11
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IT
14 Remote
SCADA/Mobile data
collection interfaces
install,
Hach Resources:
Assign Project Manager
Redlands Resources:
IT Resource and/or
SCADA vendor (TESCO)
Hach Project Manager to host WebEx Installation
of SCADA Interfaces with City IT and SCADA
expert. Interface for mobile data collect will also
be setup, configured and tested.
1 week from
completion of
task 13
15 On -Site Training
Hach Resources:
Assign Project Manager
Redlands Resources:
Wastewater, Water, Lab,
Compliance, & IT
4-Days — Onsite Training and Services
1 Installation Review
2, Basic User — How to use WIMS focusing on
day-to-day operation including entering data,
running reports, and graphing data.
3 Power User — How to get more out of WIMS
including Report and Form Design, Calculation
setup.
4 QA/QC, and all specifics as described in the
technical specifications section, understanding
security, etc .
5 Admin Training — Covering system
architecture, backup, security setup,
troubleshooting services and interfaces,
2-3 weeks from
completion of
task 14
16' Follow up training and
sign -off
Redlands Resources:
Wastewater, Water, Lab,
Compliance, & IT
3-Days — Onsite Training and Services
1 Installation Review
2. Training — Basic, Advanced, -and Admin
1-2 months
form
completion of
task 15
17 Miscellaneous
Additional lead time to account for unforeseen
issues that may arise which may delay the project.
3 months
beyond
projected
timeline of
approx. , 4-6
months.
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EXHIBIT "C"
BIDDER'S COST PROPOSAL SHEET
The following Bidders Cost Proposal Sheet indicates the agreed upon cost to perform services
outlined in Exhibit "A," titled "Scope of Services" The amount listed in the "Cost/Rate" and
"Total Cost" column includes all costs associated with the item Each item number below
corresponds with the same task number m Exhibit "A," titled "Scope of Services".
Item #
Description
Cost / Rate
(A)
Quantity (list
unit)
Total
(A x B)
)
1.
Project Management
$
$
2
WIMS Multi -User License with one
concurrent user and one facility
$3 396 90
1
$3,396 90
WIMS Concurrent User License
$737 00
5
$3,685 00
WIMS Additional Facilities
$994 95
1
$994 95
WIMS for MS SQL Server DB
$3,350 00
1
$3,350 00
SCADA/Historian Interface Module
connects to a single SCADA source
$2,160 75
2
$4,321 50
Required for all Claros subscriptions,
includes cloud storage, user
management, and graphs/spreadsheets
$154 10
5
$770 50
Required for Claros Collect customers,
price is per 100 location parameters
$134 00
1
$134 00
WIMS LabCal Software Module
$3,725 20
1
$3,725 20
WIMS LabCal Module Additional Facility
$994 95
1
$994 95
3
Installation Services
$206 00
40 hours
$8,240 00
4
Implementation Services
$206 00
360 hours
$74,160 00
5a
Training — 4 day onsite
$11,564 00
1
$11,564 00
5b
Training — 3 day onsite
$9,655 00
1
$9,655 00
6
6a
Three Year Software Support
$9,900 00
1
$9,900 00
6b
Warranty
$
$
7
Data Migration
$206 00
100 hours
$20,600 00
8
Additional Items or Services
(list separately)
$
$
TOTAL SUM BID
$155,492 00
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EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways
(a) By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and I will comply with such provisions
before commencing the performance of the work and activities required or permitted under this
Agreement (Labor Code §1861)
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California. However, at any time, if I employ any person such
that I become subject to the workers' compensation laws of California, immediately I shall
provide the City with a certificate of consent to self -insure, or a certification of workers'
compensation insurance.
I certify under penalty of perjury under the laws of the State of California that the information
and representations made in this certificate are true and correct
HACH COMPANY
By
ary Bair Sr Manager g ales Enablement
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