Background:
The City of Sunrise, Utilities Department uses a Supervisory Control and Data Acquisition (SCADA) system that is an integrated network of process control computers, communication systems (including analog and digital radio interfaces and fiber optic networks), and human/machine interfaces (HMI) that allows the Utilities Department to monitor and control the City’s extensive water treatment and distribution system, and wastewater treatment and collection system over our seventy (70) square mile service area. Many of the more than 223 subsystems control remote unattended stations that rely on the SCADA system for automated control. In order to effectively maintain the SCADA system, the Utilities Department requires the services of outside contractors to provide maintenance services.
The City issued RFP No. 25-04-04-HR, which opened on July 31, 2025 and seven responses were received. The evaluation committee met and ranked the seven firms according to the criteria set forth in the RFP. The ranking was based upon the overall evaluation of the following categories: Organizational Overview including business qualifications, key personnel and demonstrated experience; Technical Response to Scope of Service; Capacity to deliver service, and strategic approach; Prior South Florida Experience; Prior Water and Wastewater Utilities Experience; and Cost Proposal.
On September 12, 2025, the evaluation committee met and shortlisted three firms. On September 22, 2025, the evaluation committee met for presentations from the three shortlisted firms and completed a final ranking. On September 25, 2025, the evaluation committee held a negotiation meeting with Gray Matter Systems, LLC to review contract terms and pricing. Staff successfully negotiated lower hourly rates with Gray Matter Systems, LLC, who also agreed to provide additional staffing categories for the City’s optional, as-needed use. Staff reached an agreement with Gray Matter Systems, LLC to reduce their proposed pricing by 35%. Both parties reached an agreement on favorable terms.
Staff recommends that a contract be awarded to Gray Matter Systems, LLC for Supervisory Control and Data Acquisition (SCADA) Services. References were favorable for the vendor’s performance on similar contracts with other entities. The initial contract period would be from October 28, 2025 through October 27, 2028, with the option to renew the contract for three additional one-year periods. Pricing for all services under this contract shall remain firm for the first three years of the contract. For subsequent years and renewal periods, the contract allows a price increase in accordance with the Consumer Price Index as promulgated by the Bureau of Labor Statistics, U.S. Department of Labor, not to exceed 5%.