Transcription
City of SeattleCITY OF SEATTLEREQUEST FOR PROPOSALS (RFP) #SCL-26434CONSULTANT CONTRACTPROJECT TITLE: SEATTLE CITY LIGHT UTILITY TECHNOLOGY PLANTable 1: Procurement ScheduleNoActivity1Issuance of RFP2Pre-Submittal Conference (See 7.2 below)3Deadline to Submit Questions4Answers to Questions Posted as Addendum5Deadline to Submit Proposals6Shortlisting of Consultants7Interviews (if required)8Notification to Selected Consultant9Clarification Period10Contract Execution DateDate2/5/212/10/212:00 pm Pacific2/11/213:00 pm Pacific2/12/212/26/213:00 pm Pacific3/5/213/8/21 – 3/10/213/12/213/17/21 – 3/22/213/26/21The City reserves the right to modify this.Changes will be posted on the City website or as otherwise stated.Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan1 Page
Procurement Contact InformationProcurement Contact: Lorrie van den Arend, Senior Contract SpecialistTABLE 2: DELIVERY ADDRESSUPLOAD ELECTRONIC PROPOSALS TO:https:/cityofseattle.bonfirehub.comUnless authorized by the Procurement Contact, no other City official or employee may speak for the Cityregarding this solicitation until award is complete. Any Proposer contacting other City officials or employeesdoes so at Proposer’s own risk. The City is not bound by such information.Table of Contents1.2.3.4.5.6.7.8.9.Purpose and Background. . 3Performance Schedule. 3Solicitation Objectives. . 3Minimum Qualifications. . 3Scope of Work. 4Contract Modifications. 7Procedures and Requirements. . 8Response Materials and Submittal. . 15Selection Process., Award and Contract Execution . 19Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan2 Page
1. Purpose and Background.The intent of this work is to produce a City Light Utility Technology Plan to address the development oftechnology in line with City Light’s Strategic Plan (copy attached) and using three planning horizons oftwo, four, and six years2. Performance Schedule.It is anticipated that a contract will be executed by the end of March 2021. The period of performance willbe six (6) months through the end of September 2021. The estimated budget for this effort is 400,000.3. Solicitation Objectives.The City expects to achieve the following outcomes through this Consultant solicitation:Execute a contract for the following three phase program:Phase 1: Evaluation of technologies currently applied to enable the business capability of City Light (currentstate).Phase 2: Recommended future states of technology required by City Light to enhance its businesscapabilities to meet strategic objectives in 2, 4 and 6 years.Phase 3: Roadmap to achieve the recommended future states via a comprehensive City Light UtilityTechnology Plan.4. Minimum Qualifications.Minimum qualifications are required for a Consultant to be eligible to submit a proposal response. Yoursubmittal response must show compliance to these minimum qualifications. Those that are not responsiveto these qualifications shall be rejected by the City without further consideration:The minimum qualifications for the Consultant are as follows:1) Documented experience with three organizations developing comprehensive Electric UtilityTechnology strategic plans for major private and/or public organizations (with organizationalcontact information). At least one of these organizations will be used as a reference and will becontacted.2) A minimum of 5 years of experience working directly with Utility related services and/ortechnology providers.3) Experience working with Utility industry leaders and companies focused on new/emergingservices with utility operations, smart grid, Geographic Information System (GIS), businessintelligence and decision support, mobile workforce, work management, and inventory andasset management. This enterprise perspective should also include foundational technologyinfrastructure required to support these services – communications, cyber security, datagovernance and management, and system integrations.4) Experience with and knowledge of current business-related technology systems necessary forthe efficient and effective operations of Utilities including, but not limited to, systems forbusiness/financial, human resources, general business operations, project management,contracting and procurement, etc.5) Demonstrated experience working with utilities related to Electrification, TransportationElectrification, Distributed Energy, and Grid Modernization.Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan3 Page
6) Ability to show outcomes and benefits from strategic planning efforts with clients – client was ableto act upon plans provided.7) Demonstrated experience working directly with utility services and/or technology providers relatedto the utility industry and emerging utility technologies.8) Demonstrated experience applying Enterprise Architecture tools and methodologies to thedevelopment and documentation of technology planning.NOTE: Utilization of sub-consultant organizations to accomplish specific aspects of the contract ispermissible. Utilization of Women and Minority Business Enterprises (WMBE) is encouraged in allfacets of the contract, where appropriate.5. Scope of Work.Statement of Work Introduction and SummaryThe intent of this work is to produce a City Light Technology Plan to address the development oftechnology in line with City Light’s Strategic Plan and using three planning horizons of two, four, and sixyears. The City Light priorities consist of the following:1. Focus on customers2. Create our energy future3. Cultivate a culture of change4. Ensure financial health and affordability5. Keep the lights onThe scope of this initiative consists of an initial kick-off and Visioning Work Session followed by threeprimary phases and a final presentation to leadership, as outlined in this section, with additional details ofthe scope/objectives included in Section 3 (Solicitation Objectives).Leveraging existing City Light research and planning information, ensure that recommended technologyinvestments, projects and initiatives support City and City Light goals in relation to the deployment of newutility capabilities with information technology, operational technology, communications technology,energy technologies and consumer technologies: Establish technologies that allow for more options for our customers, to adapt to the changesmore efficiently in the industry, and build a more responsive utility operations system Create a more equitable energy system Achieve safer, greener, and sustainable energy system Outline readiness for the specified technologiesIn the development of the Technology Plan, and throughout the phases of the project, there are specificareas of coordination and integration to consider in project deliverables. The plan should align withSeattle IT governance bodies, for example cloud services and data governance. Remote work interestsshould be included to align with a broader Citywide direction to teleworking with an understanding of cost,worksite, and support implications. Integrations, specific to SCL systems and/or enterprise systems are akey aspect to understanding the technology landscape and future directions. Security, North AmericanElectric Reliability Corporation (NERC) compliance-control systems, and data analytics will also be anessential component of the work.The three phases, and their relationship to the overall project schedule are as follows: Initiation phase: Visioning Work Session in the first weekPhase 1: Evaluation of technologies currently applied to enable the business capabilities of CityLight (current state) Draft deliverable provided within 3 weeks from notice to proceed (NTP).Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan4 Page
Final/approved deliverable within 6 weeks from NTP.Phase 2: Recommended future states of technology required by City Light to enhance itsbusiness capabilities to meet strategic objectives in 2, 4 and 6 years First draft deliverable provided within 8 weeks from NTP. Second draft deliverable provided within 11 weeks from NTP. Final/approved deliverable within 13 weeks from NTP. Phase 3: Roadmap to achieve the recommended future states via a comprehensive CityLight Utility Technology Plan First draft of Technology plan delivered within 16 weeks from NTP. Second draft of Technology Plan delivered within 19 weeks from NTP. Final/approved Technology Plan within 21 weeks (5 months) from NTP. Close Presentation of Technology Plan and Roadmap within one week of close of Phase 3 Final approval for deliverables within one week of presentation of VisionStatement of Work DetailsIncluded here are the detailed expectations related to the sessions and phases listed in the summary.INITIATION PHASE: VISIONING WORK SESSIONThe successful contractor shall facilitate a Visioning Work Session with Seattle City Light, SeattleInformation Technology, and other key stakeholders. The session shall be coordinated with the CityLight Project Sponsor, City Light Project Manager, Seattle IT Enterprise Architect, City Light Businessand Technology Owners/Subject Matter Experts (SMEs) and Information Technology (IT) ServiceOwners/SMEs. The purpose of this session will be to review the City Light Strategic Plan, currenttechnology initiatives within City Light and Seattle IT, and existing enterprise modeling efforts with theintent of establishing the framework for the next three phases of work. To ensure that specific subjectareas are addressed, participants from other departments in the City may be included in the worksession. The session should take place within the first week of the engagement.Visioning Deliverable: Detailed outline/framework for the three phasesPHASE 1: EVALUATION OF CURRENT TECHNOLOGIES AND CAPABILITIESEvaluate the technologies used by City Light to fulfill the business capabilities implied in the StrategicPlan. The evaluation should address the major functional areas (e.g., utility operations, gridmodernization, GIS, decision support data modeling and analytics, mobile workforce, workmanagement, inventory and asset management, financial, and human resources). The evaluationshall identify: Business capabilities supported by existing technologies Deficiencies in existing technologies to match business capabilities State of existing technology with respect to: Position in lifecycle of existing product/version (i.e., end of service, end of life, etc.) Performance Interoperability, integration, data consistency Scalability Security Usability (user interface/user friendly) Ability to customize/flexible architecture Effectiveness/efficiency to support business processNew technologies required to support strategic business capabilitiesMost information required for evaluating the current state of technology will be available from existingRequest for Proposals #SCL-26434Seattle City Light Utility Technology Plan5 Page
reports and enterprise architecture models, although interviews with technology specialists areexpected to ensure adequate assessments. City Light expects the successful contractor to haveexpert knowledge of both existing and new technologies common in the electric utility industry.Phase 1 Deliverable: The final deliverable for Phase 1 shall be a formal report that outlines each ofthe major systems identified during this phase, with appropriate tables, diagrams, and formatting toclearly identify and convey the technologies required to support business capabilities and City Light’sstrategic plan. The deliverable for Phase 1 shall be included as a major section (i.e. Section 1) of thefinal City Light Utility Technology Plan (UTP).PHASE 2: RECOMMENDED FUTURE STATE (2, 4, and 6 Year)Recommend the future state of utility technology based on City Light’s strategic vision and in line withindustry trends, emerging technology, vendor roadmaps, and other drivers associated with thecategories of information technology, operational technology, communications technology, energytechnologies, and consumer technologies, along with a supporting information management (dataand content) and business intelligence strategy. The assessment of the recommended future stateshall include: Categorization and description of components needed for developing City Light’s technologyto support required business capabilities. Address identified gaps from the Phase 1 activitiesin the recommended future state. The report shall forecast developments of components andresources over the next 2, 4, and 6 years, including but not limited to:oPhysical systems (e.g., grid devices, network capabilities)oCyber securityoIntegration and interoperability of IT/OT applicationsoHuman skills and readinessAnalysis of technology required to meet the future states, identifying recommendations for:ReplacementExpansionModernizationNew implementationPhase 2 Deliverable: The final deliverable for Phase 2 shall be a formal report that describes thedesired future state of utility technology in 2, 4 and 6 years for City Light to proactively meet theutility’s challenges and advancements. This report must address the rapidly changing electric utilityand technology environments but must also take into consideration City Light’s vision as outlined inthe strategic plan. The deliverable for Phase 2 shall be included as a major section (i.e. Section 2) ofthe final City Light Utility Technology Plan (UTP).PHASE 3: ROADMAP TO ACHIEVE DESIRED FUTURE STATE (2, 4, and 6 Year)Outline the recommended projects and initiatives including estimated costs, dependencies,sequencing, priorities, schedules, etc. to achieve the future state of technology usage and readinessby City Light and the Information Technology Department (ITD) based on Phases 1 and 2. The planshall focus on the justification, rationale, and priority for recommended initiatives but is notresponsible for outlining a design or implementation plan. Solutions shall include infrastructurecomponents necessary for future technology support, stressing solutions that are nimble, flexible, andscalable due to the rapidly changing utility technology environment. This phase will result in aroadmap of recommended technologies, projects, and initiatives necessary to achieve the desiredfuture state, based on the current systems and capabilities information developed in the first phase,the target state and gap analysis developed in the second phase, and the contractor’s knowledge ofindustry practices for successful implementation of electric utility technologies. The roadmap mustinclude (for each recommendation):Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan6 Page
Identification and description of benefits to be realizedReadiness assessment of current City of Seattle (i.e., ITD, City Light) skill sets andresource capacity necessary to successfully execute each roadmap initiativeIdentification of dependent technologies and/or projectsRecommendations for prioritization and project sequencing and reasoning for eachrecommended initiativeCost and duration estimations for each roadmap recommendationAssessment of project risks and extent of initiative visibilityImpact of not implementing each recommendationThe consultant shall develop the City Light Utility Technology Plan which addresses all aspects ofemerging electric utility technologies related to the delivery and support of utility projects andservices. This plan is the final deliverable and shall contain all information from the three phases ofthis initiative.Phase 3 Deliverable: The final deliverable for Phase 3, shall include a comprehensive, detailed andformal roadmap which outlines the technology initiatives and investments that the City mustundertake and make in order to advance from the current state of the utility and informationtechnology outlined in the Phase 1 deliverable, to the desired technology state outlined in the Phase2 deliverable. The Phase 3 deliverable, officially known as the City Light Utility Technology Plan,must outline all of the criteria identified in this section of the RFP to assure that initiatives andinvestments are aligned based on appropriate priorities, sequencing, and benefits, aligned to thebusiness strategy; and to assure that there is a clear assessment of scope, cost, risk, visibility andduration.CLOSEPresentation of Technology Plan – Present an executive summary of the Technology Plan andRoadmap to the City Light leadership and key stakeholders. The purpose of the presentations is toprovide a concise explanation of the plan and the technology initiatives required to reach the 2, 4, and6-year future states. The presentations should be conducted within the week after the final, approvedTechnology Plan.Final Deliverable and Approval – Any feedback from the review and presentation(s) of theTechnology Plan should be incorporated into the final deliverables and signed off.6. Contract Modifications.The City consultant contract is attached (See Attachments Section).Consultants submit proposals understanding all Contract terms and conditions are mandatory. Responsesubmittal is agreement to the Contract without exception. The City reserves the right to negotiate changesto submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. Ifthe Consultant is awarded a contract and refuses to sign the attached Contract form, the City may rejectthe Consultant from this and future solicitations for the same work. Under no circumstances shall Consultantsubmit its own boilerplate of terms and conditions.Request for Proposals #SCL-26434Seattle City Light Utility Technology Plan7 Page
7. Procedures and Requirements.This section details City instructions and requirements for your submittal. The City reserves the right in itssole discretion to reject any Consultant response that fails to comply with the instructions.7.1 Registration into the Online Business DirectoryIf you have not previously done so, register at: http://www.seattle.gov/obd The City expects all firms toregister. Women- and minority- owned firms are asked to self-identify (see section 7.25). For assistance,call Julie Salinas at 206-684-0383.7.2 Pre-Submittal ConferenceAn optional Pre-Submittal Conference will be conducted to provide an overview of the project and providedetails of the proposal evaluation process. This contract will be delivered via the Expertise-Driven ProjectDelivery (XPD) process as outlined in this RFP. The XPD process consists of 1) Selection Phase, and 2)Pre-Award Clarification Phase.This process is substantially different than many traditional RFP processes. The Pre-Submittal Conferencewill provide significant details, examples, and dialogue intended to best position Consultants for successwithin this process. Consultants are therefore strongly encouraged to attend the Pre-Submittal Conference.SCL will be hosting a Pre-Submittal Conference on Wednesday, February 10, 2021, at 2:00p
Electric Reliability Corporation (NERC) compliance-control systems, and data analytics will also be an essential component of the work. The three phases, and their relationship to the overall projec t schedule are as follows: Initiation phase:
