Lift Station SCADA System Replacement Project

Response Submission Information
Project Name: Lift Station SCADA System Replacement Project RFP Number: 26-016
Due Date: September 25, 2026 Time: 11:00 AM CST
Attention: Alex Urbanczyk Department: Public Works
Submit Proposal by E-mail to: aurbanczyk@villageofglencoe.org
Request for Proposal Response
Company Name: ______________________________________________________________________
Mailing Address: ______________________________________________________________________
City: _________________________________ State: ___________ Zip: _____________
PROPOSAL ON: Lift Station SCADA System Replacement Project
Total Not-To-Exceed Price:
SEE EXHIBIT A
NOTE TO PROPOSERS: Any and all exceptions to these specifications MUST be clearly and completely stated in
writing on the proposal sheet. Attach additional pages if necessary. Please be advised that any exceptions to these
specifications may cause your proposal to be disqualified.
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 1

GENERAL TERMS AND CONDITIONS
Section 1: Intent
It is the intent of the Village of Glencoe ("Village") to contract with a qualified systems integrator ("Contractor") to
furnish, install, configure, commission, and support a replacement supervisory control and data acquisition (SCADA)
system for the Village's sanitary sewer lift stations. The project includes local control hardware at each station,
remote communications, a secure supervisory dashboard, alarm notification, historical data and reporting, and
ongoing managed service provider (MSP) support.
Section 2: Proposal Price
Proposer shall offer pricing on the Village's pricing sheet (page 1 of this document). Proposers must note any items
which the Proposer cannot perform or intends to subcontract. Proposal pricing must remain firm for the term of the
agreement, and Proposers must propose a not-to-exceed price. The not-to-exceed price shall be all-inclusive of all
meetings, telephone calls, transportation, materials, supplies, labor, equipment and any other costs required to fulfill
the scope of work as identified herein.
Section 3: Additional Information and Technical Questions
Proposers are invited to submit a letter of intent to aurbanczyk@villageofglencoe.org. Proposers submitting a letter
of intent will receive a copy of all questions and answers submitted by all proposers, and any subsequent
amendments to this request for proposals. Proposers should submit questions via email to Alex Urbanczyk at
aurbanczyk@villageofglencoe.org. A mandatory site visit will be held the week of September 14-18, please contract
Alex Urbanczyk to schedule an appointment. The Village will provide access to the lift stations so proposers may
inspect existing control equipment, pedestals, communications conditions, electrical service, and site constraints.
Questions are due no later than 10:00 Am CST on September 18, 2026. Answers will be provided by September
23, 2026. Any and all changes to these specifications are valid only if included by written addendum from the Village
to all Proposers.
Section 4: Silence of Specifications
The apparent silence of specifications as to any detail or apparent omission from a detailed description concerning
any portion of this document shall be interpreted as meaning that only the best commercial material or practice shall
prevail.
Section 5: Insurance, Hold Harmless and Indemnification
In addition to other standard contractual terms the Village needs, the Village will require the selected contractor to
comply with indemnification, hold harmless and insurance requirements as outlined below:
Contractor shall defend, indemnify and hold the Village, its officers, officials, employees and volunteers harmless
from any and all claims, injuries, damages, losses or suits including attorney fees arising out of or resulting from the
acts, errors or omissions of the Contractor in performance of this Agreement, except for injuries and damages
caused by the sole negligence of the Village.
The Contractor shall procure and maintain, for the duration of this agreement, insurance against claims for injuries
to persons or damages to property which may arise from or in connection with the performance of the work
hereunder by the contractor, his agents, representatives, employees or subcontractors. The cost of such insurance
shall be paid by the contractor. Insurance shall meet or exceed the following unless otherwise approved by the
Village.
A. Minimum Levels of Insurance
1. Comprehensive or Commercial General Liability: $1,000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage.
2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and
property damage.
3. Worker's Compensation coverage as required by the Industrial Insurance Laws of the State of
Illinois.
B. Other Provisions
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 2

The policies are to contain, or be endorsed to contain, the following provisions:
1. General or Commercial Liability and Automobile Liability Coverages
a. The Village, its officials, employees and volunteers are to be covered as additional
insureds with respect to: liability arising out of activities performed by or on behalf of
the contractor; products and completed operations of the contractor; premises owned,
leased or used by the contractor; or automobiles owned, leased, hired or borrowed by
the contractor. The coverage shall contain no special limitations on the scope of
protection afforded to the Village, its officials, employees or volunteers.
b. The contractor's insurance shall be primary insurance with respect to the Village, its
officials, employees and volunteers. Any insurance or self-insurance maintained by the
Village, its employees or volunteers shall be excess of the contractor's insurance and
shall not contribute with it.
c. Any failure to comply with reporting provisions of the policies shall not affect coverage
provided to the Village, its officials, employees or volunteers.
d. Coverage shall state that the contractor's insurance shall apply separately to each
insured against whom claim is made or suit is brought, except with respect to the limits
of the insurer's liability.
2. All Coverages
a. Each insurance policy required by this clause shall state that coverage shall not be
canceled by either party except after thirty (30) days prior written notice has been given
to the Village.
3. Acceptability of Insurers
a. Insurance is to be placed with insurers with a current Bests' rating of A- or better, or
with an insurer acceptable to the Village.
4. Verification of Coverage
a. Contractor shall furnish the Village with certificate of insurance and copy of actual
insured endorsements affecting coverage required by this clause. The certificate and
endorsements for each insurance policy are to be signed by a person authorized by
that insurer to bind coverage on its behalf and shall name the Village, its officials,
employees and agents as "additional insureds" except for coverages identified above.
The certificates are to be received and approved by the Village before work
commences. The Village reserves the right to require complete, certified copies of all
required insurance policies at any time.
Section 6: Evaluation/Acceptance of Proposals
The Village will review all proposals and make selections based on qualifications and experience of the contractor,
compliance with the proposal requirements and fees. The Village may accept the proposal that is, in its judgment,
the best and most favorable to the interests of the Village and to the public; reject the low-price proposal; accept
any item of any proposal; reject any and all proposals; or waive irregularities and informalities in any proposal
submitted or in the request for proposals process. The waiver of any prior defect or informality shall not be
considered a waiver of any future or similar defect or informality. Proposers should not rely on, or anticipate, any
waivers in submitting their proposals.
Section 7: Other Terms
No Collusion
In submitting this proposal, the Proposer declares that the only person or party interested in the proposal as principals
are those named herein, and that the proposal is made without collusion with any other person, firm or corporation.
Engagement
The Proposer further understands and agrees that if their proposal is accepted, the individual will enter into an
engagement with the Village to provide the services with fifteen (15) days of receiving notice of the selection.
Payment
All payments for the Services will be made by the Village in conformance with the requirements of the Local
Government Prompt Payment Act (50 ILCS 505).
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 3

Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 4

LIFT STATION SCADA SYSTEM REPLACEMENT PROJECT
Section 1: Background
The Village of Glencoe is a mature community with a population of approximately 8,800. It is located in the North
Shore region of northern Cook County along Lake Michigan, approximately 24 miles north of downtown Chicago.
The Village is a home rule, special charter municipality operating under the council-manager form of government.
The Public Works Department is responsible for the operation and maintenance of the Village's public
infrastructure, including sanitary sewer lift stations.
The Village currently operates eight lift stations with local controls and remote monitoring. The Village is seeking
to replace and modernize the existing SCADA system to improve reliability, remote access, alarm notification,
reporting, communications, and long-term technical support. A primary objective of this project is to preserve
reliable local station operation independent of the supervisory SCADA platform.
Section 2: Project Objectives
* Replace the existing lift station SCADA system with a modern, supportable system using current controller,
communications, and supervisory technologies.
* Provide each lift station with its own local controller and associated control components so that normal
automatic pump operation continues if the central SCADA platform, cloud service, server, or inter-station
communications are unavailable.
* Provide secure remote monitoring and management through a dashboard accessible from Village-authorized
computers, tablets, and mobile phones.
* Provide reliable communications between lift stations and the supervisory SCADA platform. Radio
communication is preferred; however, the selected Contractor shall evaluate radio and cellular options and
recommend the architecture that best meets reliability, coverage, lifecycle cost, and support requirements.
* Provide alarm notification by text message and email, historical data trending, graphing, and operational/status
reporting.
* Establish an ongoing MSP relationship for system maintenance, software and firmware updates, backups,
troubleshooting, cybersecurity support, and technical guidance.
Section 3: Lift Station Inventory and I/O Requirements
The following I/O quantities are based on the Village's current system inventory and requested minimum capacity
for this RFP. The requested quantities are intended to provide the capacity required for existing points and
additional spare capacity. Proposers shall verify field conditions during the mandatory site visit and identify any
discrepancies or recommended changes in their proposal.
Current I/O Required Minimum I/O
Lift Station
AI / AO / DI / DO AI / AO / DI / DO
SHLS 1 / 1 / 8 / 4 2 / 2 / 16 / 8
LWLS 1 / 1 / 12 / 4 2 / 2 / 16 / 8
FLS 1 / 1 / 12 / 4 2 / 2 / 16 / 8
MHLS 1 / 1 / 6 / 2 2 / 2 / 10 / 6
S1LS 1 / 1 / 6 / 2 2 / 2 / 10 / 6
S2LS 1 / 1 / 6 / 2 2 / 2 / 10 / 6
GLS 1 / 1 / 6 / 2 2 / 2 / 10 / 6
RLS 1 / 1 / 6 / 2 2 / 2 / 10 / 6
AI = Analog Input; AO = Analog Output; DI = Digital Input; DO = Digital Output.
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 5

Section 4: Scope of Services
A. Project Assessment and Design
* Inspect each lift station and document existing controls, motor starters, I/O, power, pedestal and enclosure
conditions, communications equipment, antenna locations, and other relevant field conditions.
* Develop a final system architecture and point list for Village review prior to procurement and installation.
* Identify all proposed hardware, software, licenses, subscriptions, and recurring services, including anticipated
replacement or support lifecycle for major components.
* Identify locations classified as satellite stations and confirm the scope for replacement of pump motor starter
components. The Village will confirm final satellite-station designations during the procurement process
and/or by addendum.
B. Independent Local Station Control
* Provide each lift station with its own programmable controller and necessary local control components. Each
station shall be capable of independent automatic operation without reliance on the central SCADA platform,
cloud service, Village server, another lift station, or remote communications.
* Loss of supervisory SCADA, internet service, radio/cellular communications, or cloud connectivity shall not
interrupt normal local pump control. The proposer shall describe the local fallback operating sequence and
how operators can verify local status during an outage.
* Provide sufficient controller and I/O capacity to meet or exceed the required minimum I/O quantities listed in
Section 3.
* Preserve or provide appropriate local Hand-Off-Auto/manual controls, interlocks, level control, pump
alternation, and alarms based on existing station operation and the final approved control narrative.
* Provide a local means to connect for diagnostics, programming, and maintenance without requiring loss of
station operation.
C. Control Panels, Pedestals, Power, and Environmental Protection
* Reuse existing exterior pedestals where practical and where field condition supports continued service. The
smaller control boxes/enclosures mounted on or behind the pedestals shall be replaced or upgraded as
necessary to accommodate the new equipment.
* Provide new appropriately rated enclosures, terminal blocks, relays, power supplies, surge protection, wiring,
labeling, and ancillary components required for a complete installation.
* Provide a UPS at each lift station sized to support the controller, communications equipment, and other critical
low-voltage SCADA components through short-duration power interruptions. The proposer shall state the
proposed runtime and battery maintenance/replacement requirements.
* Provide dehumidifying or enclosure moisture-control equipment at each location. The proposer shall describe
the proposed equipment and maintenance requirements.
* At satellite locations designated by the Village, replace pump motor starter components as part of the project.
Proposers shall identify proposed components, compatibility with the existing pumps, and any required
shutdown or bypass procedures.
* All materials and installation methods shall be suitable for the environmental conditions at the lift station
locations.
* All furnished equipment and components shall be NDAA Section 889 compliant, and the Contractor shall
certify no prohibited covered telecommunications or video surveillance equipment is incorporated into the
system.
D. Communications
* Evaluate the suitability of radio and cellular communications for the eight lift stations. Radio is the Village's
preferred communication method.
* Provide a written recommendation identifying the proposed primary communication method, the basis for the
recommendation, expected reliability, required antennas or infrastructure, licensing requirements (if
applicable), recurring costs, and any known coverage limitations.
* If radio is proposed, perform or provide the necessary path/coverage evaluation to demonstrate reliable
communications between stations and the supervisory system. If repeaters or other infrastructure are
required, include them in the base proposal unless specifically identified as an alternate.
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 6

* If cellular is proposed for any location, identify carrier requirements, data plans, anticipated annual costs,
failover strategy, and how the system will maintain secure communications.
* The proposed communications architecture shall not create a dependency that prevents a lift station from
operating locally if communications are lost.
* All communication paths selected must meet or exceed cybersecurity standards, and no part of the SCADA
may be exposed to the public-facing internet.
E. Supervisory SCADA Platform and Remote Dashboard
* Provide a modern supervisory SCADA platform. A cloud-hosted solution is preferred. Proposers may
recommend an alternate Village-hosted/server-based solution only if they clearly explain the operational,
cybersecurity, maintenance, and lifecycle advantages.
* Provide a secure dashboard accessible to authorized Village staff from computers, iPads/tablets, and mobile
phones without requiring staff to be physically connected to the Village network, unless the proposed security
architecture requires a secure remote-access method.
* Provide role-based user access and describe authentication, multi-factor authentication options, encryption,
audit logging, session controls, and account administration features.
* Display, at minimum, station communications status, pump status, run status, level information, alarm state,
and other available analog/digital points included in the approved point list.
* Provide historical data storage, configurable trends and graphs, and the ability to generate or export status and
operational reports. Proposers shall identify historical data retention limits and any associated storage costs.
* Provide tools for Village staff to export historical data in a commonly usable format without proprietary
restrictions.
* Clearly identify all cloud hosting, software licensing, subscription, user-seat, data storage, alarm messaging,
and other recurring costs.
F. Alarm Notification
* Provide configurable alarm notification by text message and email to multiple Village recipients.
* Allow alarm priorities, recipient groups, schedules, acknowledgement, escalation, and notification delays to be
configured by authorized Village staff.
* Maintain an alarm history that records alarm occurrence, acknowledgement, return-to-normal, and
recipient/notification activity when supported by the proposed platform.
* The proposer shall describe how alarms are handled during loss of cloud or communications connectivity and
identify any local alarm functions that remain available.
G. Managed Service Provider (MSP) Support
* Provide an ongoing MSP service offering for the installed system. The proposal shall include the scope and
annual cost of recommended services beginning after system acceptance.
* At a minimum, describe routine system health checks, software/firmware updates, cybersecurity patching,
backup management, configuration backups, remote troubleshooting, licensing/subscription administration,
alarm/dashboard support, and recommendations for lifecycle replacement.
* Provide normal and emergency support response times, hours of coverage, escalation procedures, and any
on-site support rates not included in the annual service fee.
* Identify the proposed initial term and renewal options. The Village prefers a multi-year agreement structure
with annual renewal options or another arrangement that reduces recurring administrative burden while
preserving the Village's ability to evaluate performance and costs.
H. Installation, Cutover, and Continuity of Operations
* Sequence work to minimize interruption to lift station operation. No station shall be left without reliable
automatic pump control at the end of a workday unless specifically approved by the Village.
* Provide a station-by-station cutover plan describing temporary controls, bypass procedures, shutdown
duration, testing, and restoration to normal service.
* Coordinate all outages and operational impacts with Village staff in advance.
* The Village anticipates that site work may occur throughout the year. Proposers shall identify any weather,
temperature, seasonal, access, or manufacturer limitations that could affect installation and shall recommend
an appropriate construction schedule.
* Maintain safe, secure, and weatherproof conditions at each site throughout construction.
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 7

I. Testing, Commissioning, Training, and Closeout
* Perform complete point-to-point testing of all analog and digital I/O, controls, alarms, communications,
historical data, and dashboard functions.
* Demonstrate that each lift station continues normal local automatic operation during simulated loss of
supervisory SCADA and loss of communications.
* Demonstrate alarm notification, acknowledgement, historical trending, graphing, reporting, remote access, and
user permission functions.
* Provide operator and administrator training for Village staff, including local controls, remote dashboard use,
alarm management, report/trend creation, user administration, and basic troubleshooting.
* Provide final as-built drawings, network/communications diagrams, I/O lists, control narratives, panel drawings,
equipment manuals, software and firmware versions, license information, configuration backups,
PLC/HMI/SCADA source files, and administrator credentials necessary for the Village to operate and maintain
the system.
* The Village shall retain ownership of project-specific programming, configuration files, historical data, and
system documentation developed under the contract, subject to applicable third-party software licensing
terms.
* Provide warranty information for labor, hardware, software configuration, and communications equipment.
J. Alternate Bid - Protective Bollards
Provide an alternate bid for furnishing and installing protective bollards at lift station locations identified by the
Village during the mandatory site visit or by addendum. The alternate shall include excavation, concrete, bollards,
restoration, traffic/site protection, and all incidental work necessary for a complete installation. Proposers shall
provide a lump-sum alternate and a unit price per bollard so the Village may adjust quantities at award.
Section 5: Proposal Requirements
Cover Letter
* Brief introduction of the firm and identification of the primary project contact.
* Confirmation that the proposer has reviewed the RFP, attended the mandatory site visit, and understands the
project objectives and required station independence.
Project Understanding and Technical Approach
* Narrative describing the proposed system architecture, local station control strategy, supervisory SCADA
platform, communications design, and cutover approach.
* Explicit description of how each lift station will continue operating if SCADA, cloud hosting, Village server, or
communications are unavailable.
* Description of how existing pedestals will be reused and how existing smaller enclosures/control boxes will be
replaced or upgraded.
* Description of UPS and dehumidification equipment proposed for each station.
* Description of the proposed scope for pump motor starter replacement at satellite locations.
Communications Recommendation
* Comparison of radio and cellular communications for the Village's lift station system, with radio treated as the
preferred approach unless the proposer recommends otherwise.
* Identification of all infrastructure, antennas, repeaters, cellular plans, licensing, recurring fees, and coverage
assumptions.
SCADA, Cloud Hosting, and Cybersecurity
* Description of the cloud-hosted platform or alternate server architecture, remote access method, supported
devices, user administration, authentication, security controls, backups, data retention, reporting, and data
export.
* Identification of all one-time and recurring software, cloud, licensing, messaging, storage, and support costs.
* System shall conform to ISA/IEC 62443 and NIST SP 800-82, aligned with EPA/CISA water sector
cybersecurity guidance
Managed Services
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 8

* Proposed MSP service scope, response times, staffing/support model, annual pricing, contract term, renewal
options, and exclusions.
Equipment and Technical Data
* Manufacturer and model information for proposed PLC/controller hardware, I/O, power supplies, UPS
equipment, communications hardware, enclosures, dehumidification equipment, starter components, and
other major system components.
* Product lifecycle/support status and anticipated availability of replacement parts.
Implementation Schedule
* Proposed project timeline showing design/submittals, procurement, station-by-station installation, testing,
training, substantial completion, and final closeout.
* Identification of weather or seasonal limitations and any activities that should not be performed during winter or
adverse conditions.
Experience and Qualifications
* Summary of relevant experience with municipal wastewater lift station SCADA, telemetry, controls, and remote
monitoring systems.
* At least three references for comparable municipal or utility SCADA projects, including project description,
completion date, contact name, phone, and email.
* Identification of key project personnel and subcontractors, including controls programmers and field
electricians.
Pricing
* Lump-sum, not-to-exceed base bid for the complete SCADA replacement project.
* Itemized pricing by lift station sufficient to identify hardware, installation, programming/commissioning,
communications, and other major cost components.
* Alternate Bid No. 1 for protective bollard installation, including a unit price per bollard.
* Annual recurring pricing for cloud hosting, software licensing, alarm messaging, communications services, and
MSP support for at least the first three years following acceptance.
* Hourly or unit rates for additional programming, field service, electrical work, and other services that may be
authorized by the Village outside the base scope.
* Identification of any taxes, freight, permits, licenses, subscriptions, or other costs not included in the proposal.
Exceptions and Assumptions
* Clearly identify every exception, deviation, assumption, owner responsibility, or item excluded from the
proposal. Silence will be interpreted as full compliance with the RFP requirements.
Prevailing Wage and Insurance
* Contract requires that the Prevailing Rate of Hourly Wages be paid to all persons employed to perform this
work. All contractors and subcontractors rendering services under this contract must comply with all
requirements of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq., including all wage, notice, and
recordkeeping duties.
* Provide proof of insurance coverage meeting the minimum requirements stated in the General Terms and
Conditions.
Section 6: Evaluation of Proposals
The Village will evaluate proposals based on the factors identified in the General Terms and Conditions and the
overall best interests of the Village. Evaluation will consider, at a minimum, the proposer's demonstrated
understanding of the project, technical approach and system resiliency, qualifications and comparable
experience, proposed communications and cloud architecture, cybersecurity and remote-access approach, MSP
support model, implementation schedule, lifecycle and recurring costs, compliance with proposal requirements,
and total proposed fees. The Village may conduct interviews or request clarifications from one or more proposers
before making a selection.
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 9

Section 7: RFP Schedule
The Village anticipates following the schedule below. Dates are subject to change by written addendum.
Milestone Date / Time
RFP Issued August 26, 2026
September 14-18, 2026 - Contact Alex Urbanczyk to
Mandatory Site Visit
schedule an appointment
Questions Due 10:00 AM CST September 18, 2026
Response to Questions / Addendum September 23, 2026
Proposals Due 11:00 AM CST September 25, 2026
Anticipated Village Board Award October 15, 2026
Notice to Proceed October 16, 2026
Target Substantial Completion December 31, 2026 *pending lead times for materials
Section 8: Proposal Submission
Proposals may be submitted by email to aurbanczyk@villageofglencoe.org and are due by 11:00 AM CST on
September 25, 2026. Alternatively, proposals may be submitted in a sealed envelope marked "Lift Station SCADA
System Replacement Project" in the lower left-hand corner and addressed to:
Village of Glencoe
Attention: Alex Urbanczyk
675 Village Court
Glencoe, IL 60022
It is the sole responsibility of respondents to deliver the proposal by the stated deadline. Each proposal must be
submitted with all required documentation.
Section 9: Right to Reject Proposals
Submission of a proposal indicates acceptance by the firm of conditions contained in this request for proposals
unless clearly and specifically noted in the proposal submitted. The Village of Glencoe reserves the right without
prejudice to reject any or all proposals.
Section 10: Questions
Please direct questions or concerns related to this RFP to:
Alex Urbanczyk
Water Plant Superintendent
Phone: (847) 461-1651
Cell: (847) 826-6318
aurbanczyk@villageofglencoe.org
Village of Glencoe Request for Proposals: Lift Station SCADA System Replacement Project
Due: September 25, 2026 11:00 AM CST
Page 10