RFP- IAWWTF SCADA

ITHACA AREA WASTEWATER TREATMENT
FACILITY
On-Call SCADA Service Contract
Request for Proposals
Posting Date: 05/11/26
Submission Deadline: 06/11/26
Ithaca Area Wastewater Treatment Facility
525 Third Street
Ithaca, NY 14850

The City of Ithaca is requesting proposals from qualified firms or individuals to establish an
on-call contractual relationship with a qualified SCADA and I&C service provider to support
ongoing maintenance and modernization of existing systems.
This document outlines the scope of work for an On Call SCADA Service Contractor.
Electronic proposals will be accepted until 06/11/26, at 5:00 PM. Proposals shall be
submitted by email* to:
bzarzynski@cityofithaca.org
*
An email reply will be sent confirming the City's receipt of the proposal. Please contact the City if you do not receive
a confirmation email within two business days.
Summary
This solicitation seeks a Contractor capable of supporting both legacy and new control infrastructure while
maintaining system integrity, operational reliability, and cybersecurity compliance. The City's goal is to
establish an on-call contractual relationship with a qualified SCADA and I&C service provider to support:
Integration of new process equipment and control infrastructure
Ongoing maintenance, on-call troubleshooting, and modernization of existing SCADA and
I&C systems; and
Implementation of cybersecurity measures consistent with CIRSA, CISA, and ISA/IEC 62443
guidance to enhance reliability, resiliency, and system integrity. All work shall also comply
with DEC 6 NYCRR Part 750 Wastewater Cybersecurity Regulations.
The selected Contractor shall provide professional, responsive, and technically proficient support services
to ensure seamless coordination between newly implemented systems and existing operational
infrastructure.
Background
1.0 Existing Systems
The Ithaca Area Wastewater Treatment Facility currently operates control and automation systems of varying
age and vendor platforms, including:
Johnson Controls instrumentation and process control equipment
Building Automation System (BAS) operating on the Metasys platform
Limited documentation of SCADA, PLCs, field devices, and network infrastructure
o Typical devices include but are not limited to pumps, motors, blowers, probes, meters, VFDs,
etc.
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The Contractor shall perform field verification, system inventory, and coordination with City staff to document
existing conditions prior to performing work.
1.1 Scope of Work and Deliverables
Capital improvements introduce new process control components, including Programmable Logic
Controllers (PLCs), network architecture, and Human-Machine Interface (HMI) systems, all of which require
integration and coordination within the City's existing Control System environment. These improvements
also provide an opportunity to implement enhanced cybersecurity controls and standardized system
architecture across both legacy and newly constructed systems.
Proposers shall clearly describe their experience, technical capabilities, service approach, and resources to
perform the Scope of Services outlined below. The selected Contractor shall provide professional SCADA
and I&C support services on an as-needed basis. Services may include, but are not limited to, the following
areas of work:
1.1.1. On-Call Emergency Support
The Contractor shall provide 24/7 on-call response and emergency support for SCADA and I&C system
issues. Responsibilities include, but are not limited to:
Providing 24/7 availability for emergency response and troubleshooting of SCADA and I&C
system failures. Contractor shall provide emergency response within 2-3 hours of
notification.
Performing rapid remote and on-site diagnostics, repair, and recovery for software,
programmable logic controller (PLC), and network communication failures.
Establishing and maintaining defined response time targets and escalation procedures
appropriate to the severity of each incident.
Implementing and following communication protocols for incident reporting, status updates,
and coordination with City personnel.
Including in the proposal a brief example or summary of the Proposer's procedures for incident reporting,
escalation, and client communications
1.1.2. Cybersecurity for ICS Networks and Facilities
The Contractor shall support the City in strengthening the cybersecurity posture of its industrial control
system (ICS) environment and associated infrastructure. Services may include, but are not limited to:
Performing annual or periodic cybersecurity assessments of the City's ICS networks, remote
telemetry units (RTUs), and process control systems.
Identifying, documenting, and recommending mitigations for system vulnerabilities in
alignment with CIRSA, CISA, and other applicable industry guidance (e.g., ISA/IEC 62443).
Providing clear deliverables and documentation, including assessment reports, prioritized
recommendations, and implementation support for approved improvements; and
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Assisting the City in secure architecture planning, system hardening, and configuration of
existing and new control system components.
Proposers shall include a summary of their experience performing ICS cybersecurity assessments and
system improvements, particularly for municipal or utility environments.
1.1.3. SCADA and I&C Support and Modernization
The Contractor shall provide ongoing support and modernization services for the City's SCADA and I&C
systems. Services may include, but are not limited to:
Provide HMI programming and configuration to ensure consistent, intuitive, and user-
friendly operator interfaces across all facilities.
Boundary flow monitoring and remote communications
Performing PLC programming, troubleshooting, and data management to support reliable
and efficient control operations.
Assisting with the integration and consolidation of remote sites, field devices, and operator
interfaces from multiple vendor platforms into a unified, City-managed system.
Supporting the development or hosting of a secure in-house remote operator data portal,
designed for safe and efficient remote access to authorized users.
Recommending best-practice service models, staffing approaches, and technology
strategies to enhance long-term system reliability, maintainability, and standardization.
Proposers shall describe their experience supporting and modernizing SCADA and I&C systems for
municipal or utility clients, including examples of prior system integration or modernization projects.
1.1.4. Compliance with Standards
The Contractor shall perform all work in accordance with applicable federal, state, and local regulations,
and in conformance with recognized industry standards governing SCADA, instrumentation, control
systems, and cybersecurity for municipal wastewater operations.
All services, equipment, and deliverables shall meet or exceed current professional and technical
standards, including those established by ISA/IEC 62443, NIST SP 800-82, and CIRSA/CISA cybersecurity
guidance, as applicable. The Contractor shall remain responsible for ensuring compliance with all
manufacturer specifications and accepted engineering practices throughout the term of the Contract.
1.1.5 Future Project List
List of potential future projects the owner and awarded contractor shall discuss and plan for
implementation.
Cybersecurity assessment
New dialer system with specific alarm list and texting capabilities
Critical asset list and associated problems
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SCADA system improvements. Trend development abilities and new screens.
Metasys alternative evaluation and HVAC integration into alarms and dialers.
More comprehensive control over systems, no local passwords. Remote access via high
security link.
Integrated camera system with remote access capabilities
1.2 Special Conditions/Provisions:
1.2.1. Non-Mandatory Pre-Proposal Meeting and Site Visit: A non-mandatory pre-proposal meeting
and site visit will be held to provide prospective Proposers with an opportunity to gain a clear
understanding of the project requirements, existing conditions, and the Scope of Work.
Attendance is strongly encouraged, as the Ithaca Area Wastewater Treatment Facility includes
multiple process areas and remote system components relevant to this solicitation.
Meeting Details: IAWWTF - 525 Third Street, Ithaca, NY 14850
Date: 05/28/26 at 10am
Attendance is not required to submit a proposal.
Statements made during the meeting or site visit shall not modify the solicitation.
RFP Submission Requirements
The City of Ithaca ("City") encourages prospective partners to submit the following documents
electronically to Brodey Zarzynski.
Submissions will only be accepted via email using the following address and subject line:
Email: bzarzynski@cityofithaca.org
Subject Line: RFP Response, IAWWTF On Call SCADA Service Contract
Responses submitted to this Request for Proposal (RFP) will become property of the City of Ithaca at the
time of submission. Any confidential information, such as a company's financial status, if required by the
specifications, shall be submitted separately and marked "Confidential." All responses may be released
pursuant to the Freedom of Information Law. This RFP is subject to the City of Ithaca Purchasing Policy
and Procedure Manual and all applicable local, state, and federal law. All proposals must be submitted by
06/11/26. The City of Ithaca may extend the advertising period of this RFP in its sole discretion.
Each proposal will be evaluated based on the following documents and requirements. Submissions must
include all of the following, including a cover letter, to be deemed complete. Notwithstanding the weight
indicators below, the City reserves sole award discretion.
1. Cover Letter
Provide a cover letter summarizing the applicant's qualifications, operational experience, and proposed
approach to the execution of this project.
2. Qualification & Capabilities
Describe the qualifications and capabilities of the firm, team, and/or individual(s) as they relate to the
requested project work. If any aspect of the project is to be outsourced, this must be noted in the proposal
and include the outsourced firm's identifications and qualifications.
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3. Technical Approach
Include a detailed work plan that lists all tasks determined necessary to accomplish the work outlined in
the Scope of Work section. The work plan shall define resources needed for each task (title and person-
hours) and the firm's staff person(s) completing the project task. Additionally, the plan should provide a
timeline that details the approximate duration for each task and milestone.
The work plan should also give details of any City staffing needs, including expected time duration and
frequency. Any additional information or documents needed from City staff should be included in this
section of the submission. Additional project elements or deliverables suggested by the consultant can be
included in the work plan and identified as 'consultant suggested elements.'
4. Past Project Experience
Please include examples of comparable projects and at least three references.
5. Cost Proposal
A cost breakdown shall be submitted as part of the proposal. Fees are to include the names, title, hourly
rates, overhead factors, and any other details from which the overall project costs and costs for each
element have been derived. The fees are to relate in detail to each item of the proposed work plan.
Applicants must justify the details of the fee proposal relative to personnel costs, overhead, how the
overhead rate is derived, material, and time.
If applicable, provide the price of any optional services that would be complementary to the services
requested.
Proposers shall provide a detailed Rate Schedule identifying all applicable labor classifications and
corresponding all-inclusive hourly rates for services provided under the Contract. Each rate shall include,
but not be limited to, wages, overhead, profit, travel, equipment, technology use, and any other direct or
indirect cost necessary to perform the work.
The Rate Schedule shall clearly identify:
Labor categories (e.g., Project Manager, Senior Controls Engineer, SCADA Programmer,
Field Technician).
Standard hourly rates and any applicable rates for after-hours, weekend, or emergency
response services.
Minimum billing increments or call-out charges, if applicable.
Distinction between on-site and remote support, if pricing differs; and
Any authorized reimbursable items proposed for separate billing (e.g., specialized
materials or third-party software).
All pricing shall be comprehensive and all-inclusive, encompassing all costs necessary for successful
performance under the Contract, including but not limited to
Labor, supervision, administration, and professional services
Materials, consumables, and equipment usage
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Communication, documentation, and reporting
Travel, mobilization, fuel, setup, and demobilization
Software, diagnostic tools, and technology resources required for service delivery
Any other costs necessary for full performance in accordance with the Scope of Work
Important Dates
Publication of RFP 05/11/26
Proposal Submission Deadline 06/11/26
Selection 06/25/26
Project Kickoff Meeting TBD
Proposal Evaluation
A selection committee composed of City staff will evaluate each proposal by the above-described criteria
to select a short list of applicants for further consideration. The City reserves the right to reject proposals
found to be unresponsive and/or deficient in any of the requested information. The submission of a
proposal with all requested information does not guarantee that the applicant is a candidate for further
consideration. The City may contact references to verify material submitted by an applicant.
Each person signing the proposal certifies that they are the person in the applicant's organization
responsible for determining the fees offered in the Proposal, and that they have not and will not participate
in any action contrary to the terms of this provision.
The City is committed to diversity, justice, and inclusion. The City encourages women- and minority-owned
businesses to submit responses and Awardees to utilize such businesses for supplies, equipment, and
services.
All proposals will be evaluated in accordance with the tabulation schedule Attached as Appendix A. The City
reserves the right to waive any and all irregularities, to request additional information as required in order to
make a procurement in the best interest of the City, and to reject any and all proposals for any reason.
Next Steps
Following selection, the City intends to work with the identified applicant to define the terms of the
contract, including the definition of a workplan with milestones and deliverables. The resulting agreement
will be subject to the City of Ithaca Terms and Conditions, which are attached as Appendix B.
Payment Terms:
Payment terms subject to negotiation at the option of the City following award. Interest penalties against
the City will not be allowed. The City is not subject to Federal, State, or Local taxes. The City shall not be
liable for any costs incurred by an applicant or Awardee prior to the date of execution of a contract.
Award of this RFP does not constitute execution of a contract.
Non-Appropriation Clause:
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In accordance with New York State General Municipal Law, the City will not be liable for any purchases
or contracts for goods or services for which funding is not available. As a result, the applicant agrees to
hold the City harmless for any contracts let for which funding either does not currently exist, or for which
funding has been removed prior to the authorization to proceed. Should it become necessary for the City
to cancel a project after the order to proceed has been issued, the applicant agrees that the City's
liability is strictly limited to only those financial damages that it can prove to have incurred as a result of
the Contract termination.
Indemnification, Hold Harmless, and Insurance:
The successful applicant ("Awardee") shall release, waive, indemnify, hold harmless, and defend the City
and its officers, employees, agents, and elected officials from and against any and all claims, demands,
actions, causes of action, suits, or judgements, including but not limited to, losses, costs, expenses,
penalties, or other damages or liability brought against the City and its officers, employees, agents, and
elected officials for injury, illness, or death to any person or persons or damage to property arising out of
the performance of this RFP by the Awardee, its employees, subcontractors, or agents with the
exception of actions and claims arising out of the negligence of the City. The indemnification will survive
the term of this RFP.
The Awardee will be required to procure and maintain, at its own expense, the minimum limits of insurance
as described herein or as required by law, whichever is greater.
Contract Award
The Contract award, if any, will be made by 06/25/26. The Contract shall be awarded to the applicant who
submits the proposal that proves to be in the best interest of the City. The City reserves the right to reject
any or all proposals, to waive any informalities, and to accept the proposal that serves the best interest of
the community. This RFP does not commit the City to award any contract or to pay any costs incurred in
the preparation of this proposal.
The resulting Contract will incorporate the City of Ithaca Contract Terms and Conditions, this RFP, any
addendum, and Respondent's response thereto, all additional agreements and stipulations, and the results
of any final negotiations will constitute the final Contract. The terms and conditions as contained in the
final executed Contract for Services shall take precedence over any conflicting terms.
Contract Extension:
The City agrees, under New York General Municipal Law, to allow all authorized users who wish to utilize
any Contract awarded as a result of this solicitation to do so. However, it is understood that the extension
of such Contract is at the discretion of the Awardee and the Awardee is only bound to the Contract
between itself and the City. The City shall not be a party to any such extended contract.
Contact Information
All questions and communications should be in writing and sent via e-mail. Questions and requests for
clarifications related to definition or interpretation of this RFP shall be submitted via email to Brodey Zarzynski
(bzarzynski@cityofithaca.org) no later than 5:00 PM on 06/08/26.
APPENDIX A: TABULATION SHEET
APPENDIX B: CITY OF ITHACA TERMS AND CONDITIONS
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