Solicitation SCC-ETC1. Explore the Coast Mobile Website Development. Bid designation: Public. State of California

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1 Solicitation SCC-ETC1 Explore the Coast Mobile Website Development Bid designation: Public State of California 4/10/2014 4:45 PM p. 1

2 Explore the Coast Mobile Website Development Bid Number Bid Title SCC-ETC1 Explore the Coast Mobile Website Development Bid Start Date Apr 10, :43:32 PM PDT Bid End Date May 20, :00:00 PM PDT Question & Answer End Date May 16, :00:00 PM PDT Bid Contact Trish Chapman Pre-Bid Conference Apr 24, :00:00 AM PDT Attendance is optional Location: 1330 Broadway, Suite 1300, Oakland, CA or by conference call , passcode Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad. Description Potential contractors or their subcontractors must have, at a minimum, previous experience designing mobile -optimized websites that include geospatial information and the ability to search based on location. Download the attached RFQ for complete information. 4/10/2014 4:45 PM p. 2

3 California State Coastal Conservancy REQUEST FOR QUOTATIONS (RFQ) No. SCC-ETC1 For: Explore the Coast Mobile Website Development INFORMATION TECHNOLOGY CONSULTING SERVICES Date: April 10, 2014 You are invited to review and respond to this Request for Quotations (RFQ). To submit a quotation for these goods and/or services, you must comply with the instructions contained in this document as well as the requirements stated in the State s Scope of Work (SOW), Attachment A. By submitting a quotation, your firm agrees to the terms and conditions stated in this RFQ. Read the attached document carefully. The RFQ due date is: May 20, Responses to this RFQ and any required copies must be submitted by mail, clearly labeled to the Conservancy contact noted below. Faxed or ed responses will not be considered. Conservancy Contact: California State Coastal Conservancy 1330 Broadway, 13 th Floor Oakland, CA Attn: Trish Chapman Phone: Fax: tchapman@scc.ca.gov Direct any questions regarding this RFQ to the contact named above via , providing a reference to the RFQ number in the subject line. The California State Coastal Conservancy reserves the right to cancel or modify this RFQ at any time. 4/10/2014 4:45 PM p. 3

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5 TABLE OF CONTENTS A. GENERAL INFORMATION 1 1. Background 1 2. Statement of Purpose 1 3. Business Objectives 1 4. Period of Performance 3 5. Amendment of Contract 3 6. Key Dates 3 7. Potential Contractor Questions 4 8. RFQ Response Requirements 4 9. RFQ Response Content Presentations/Interviews Contract Award 7 ATTACHMENT A SCOPE OF WORK 12 A. PROJECT SUMMARY Project Scope Project Schedule Responsibilities of Both Parties (Assumptions and Constraints) Management Approach 14 B. FUNCTIONAL REQUIREMENTS OF THE PROJECT General requirements Requirements for end user interface Requirements for content management interface Usability Security 18 C. TASKS AND DELIVERABLES 18 D. DELIVERABLE ACCEPTANCE PROCESS 21 E. DATA INTEGRITY AND SECURITY 21 F. TRAVEL 22 G. CHANGE MANAGEMENT PROCESS 22 H. FINAL PROJECT ACCEPTANCE PROCEDURES 22 ATTACHMENT B COST WORKSHEETS 23 Table 1. Summary of Project Costs 23 Table 2. Detailed Project Costs By Deliverable (D) 24 Table 3. Optional Task Cost Estimates 27 iii 4/10/2014 4:45 PM p. 5

6 ATTACHMENT C CUSTOMER EXPERIENCE REFERENCE FORM 29 ATTACHMENT D SUPPLEMENTARY PROJECT INFORMATION 31 ATTACHMENT E OTHER CONTRACT-RELATED DOCUMENTS 37 iv 4/10/2014 4:45 PM p. 6

7 A. GENERAL INFORMATION 1. Background California boasts one of the most beautiful and spectacular coastlines in the world. It draws visitors from all over the state, country, and globe, and is a critical component of California s economy and quality of life for its citizens. The California Coastal Trail (CCT) is a work in progress and, once complete, will span over a thousand miles from Oregon to Mexico. The vision for the CCT is a continuous interconnected public trail system designed to foster appreciation and stewardship of the scenic and natural resources of the coast and to promote non-motorized transportation. The State Coastal Conservancy, California Coastal Commission, and the California Coastal Trail Association actively work to improve access to and along the California coast. Despite this, many residents of California are not familiar with the great opportunities, sometimes even in their own back yards, to enjoy the beach, go for a hike, or experience a tide pool. Mobile technology provides an opportunity to greatly improve the accessibility of information related to the California coast and CCT, and to help users select the best coastal experience for their interests and needs. In addition, web-based and mobile technology offers the opportunity to add interactive elements to a user s experience of the coast. Educational experiences and interpretive information can be provided to users through a variety of multimedia platforms (audio, visual, interactive, etc.) on their phones. For this reason, the Conservancy, Commission, and the California Coastal Trail Association are working together to develop a mobile-optimized website that is easy and attractive for the public to use. The website will make it simple for people to find their way to a new place on the California coast, and help them enjoy it when they are there. The Coastal Conservancy seeks a qualified web developer to build the database framework and web interface for the new CCT mobile-optimized website. 2. Statement of Purpose The purpose of this RFQ is to detail the specific activities, deliverables, roles and responsibilities, and acceptance criteria that comprise the development of a mobileoptimized website for content relating to the California Coastal Trail. The selected Contractor will provide professional services for development and implementation of the website. The development of this mobile-optimized website, to be known to the public as the Explore the Coast web app, is intended to address the business objectives and requirements described below and in the State s Scope of Work (SOW), Attachment A. 3. Business Objectives The business objectives identified for this project are as follows: 1 4/10/2014 4:45 PM p. 7

8 a. Use mobile technology to facilitate public access to the coast. Use mobile technology to facilitate public access to California s coast by making it easier for the public to find segments of the California Coastal Trail (CCT), connecting coastal trails, beaches and other access points to the coast. b. Enhance the public s experience of the coast. i. Provide detailed information about coastal access points and coastal trail segments in a format that can be searched based on an individual s preferences. ii. Provide location-specific interpretive information and interactive activities through multiple media formats including, text, photos, videos, and podcasts. c. Build tool s value to public by incorporating tools to help maximize quality content. i. Design system to allow easy addition and management of content by dispersed content managers. ii. Design system to draw on content from dispersed sources to facilitate keeping content up-to-date. iii. Design system to limit content addition to approved content managers with varying levels of content oversight. d. Minimize long-term system maintenance costs. The mobile technology system should be developed with a goal of minimizing longterm maintenance costs and technology expertise requirements. The system should be resilient to changes in mobile technology and the web environment. e. Minimize cost and technical requirements for content managers. Content for the system will be provided by a dispersed set of content managers with a highly variable range of technical skills and equipment. Most of these content managers will have extremely limited budgets to cover their responsibilities. The content management interface should be designed to function on a wide variety of computers, tablets, and mobile devices, should make use of free or very low-cost software, and should require only a low level of technical skill to operate. f. Maximize transferability. The system should be designed so that another organization could use the basic architecture of the system but replace the content with information about their own trail system. g. Ensure system security. System should be resilient against unauthorized attempts to edit or delete content or system programming. 2 4/10/2014 4:45 PM p. 8

9 4. Period of Performance The anticipated contract term is 18 months. This includes a six month period to develop and launch the tool, followed by a one-year maintenance period during which the Contractor will be responsible for 1) addressing programming errors leading to system crashes; 2) providing ongoing training to system operators; 3) making minor adjustments in interface and/or functions. If needed, the contract term will be extended by amendment. 5. Amendment of Contract The Conservancy has the option, prior to the expiration of the agreement, to amend the contract to add time, money, and/or optional tasks included in this RFQ to the contract s Statement of Work. The scope of work may be amended to include unanticipated tasks by mutual agreement of the Conservancy and the selected Contractor. Any resulting amended contract will not take effect until it is signed by both parties. 6. Key Dates It must be understood that time is always of the essence, both for the RFQ submittal and contract completion. Potential Contractors are advised of the key dates and times shown below and are expected to adhere to them. Event Date 1. Release of RFQ 4/8/ Pre-Bid Conference Call 4/24/2014, 10 a.m Broadway, Suite 1300, Oakland or , passcode Question and comment period 4/8/2014-5/16/ RFQ Response Submission Due date and time 5/20/2014 (Response must be received in the Conservancy s office by 5 p.m.) 5. Potential Contractor Presentations and Interviews 6/5/2014 (At the Conservancy s option) 6. Public Cost Opening at the Conservancy s offices 6/6/ Notice of Intent to Award Contract 6/9/ Anticipated Contract Award 6/16/ /10/2014 4:45 PM p. 9

10 Please note: All dates after RFQ Response Submission Deadline are approximate and may be changed if needed to allow the State additional or less time for review and contract execution. 7. Potential Contractor Questions Potential Contractors must submit any questions regarding the RFQ through the State s web-based procurement system, BidSync, Refer to bid number SCC-ETC1. Responses to all questions will be posted on the bid site for the benefit of all Potential Contractors. Potential Contractors that fail to report a known or suspected problem with the RFQ or fail to seek clarification and/or correction of the RFQ shall submit a quotation at their own risk. Verbal remarks provided in response to verbal inquiries are unofficial and are not binding on the Conservancy unless later confirmed in writing. The following shall be included in an inquiry: Potential Contractor contact name, name of firm, telephone number, address, and RFQ #. A description of the subject or issue in question or discrepancy found. RFQ section, page number, or other information useful in identifying the specific problem or issue in question. Remedy sought, if any. 8. RFQ Response Requirements This RFQ and the Potential Contractor s response to this document will be made part of the procurement contract file. The response should have three parts as described in #9 below: 1) Statement of Work; 2) Attachment B -- Cost Worksheets completed and sealed in a separate envelope; and 3) Attachment C Customer Experience Reference Forms. Responses must contain all requested information and data and conform to the format described in this section. It is the Potential Contractor s responsibility to provide all necessary information for the State to evaluate the response, verify requested information and determine the Potential Contractor s ability to perform the tasks and activities defined in the State s Scope of Work, Attachment A. The Potential Contractor must submit two hard copies of their response, along with one electronic copy of the Statement of Work, to the contact name and address contained on the cover sheet to this RFQ. The two copies of Attachment B -- Cost Worksheets must be provided in a separately sealed envelope. At the State s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection. 4 4/10/2014 4:45 PM p. 10

11 9. RFQ Response Content The majority of the information required to respond to this RFQ is contained in the Scope of Work, Attachment A; Cost Worksheets, Attachment B; and Supplementary Project Information, Attachment D. The response should include the following four components. a. Statement of Work: The Potential Contractor s Statement of Work responds to the State s Scope of Work and will be used to evaluate responsiveness to business objectives and system requirements. The response must include any additional information that the Potential Contractor deems necessary to explain how the Potential Contractor intends to meet the State s requirements. The Statement of Work must contain the following: 1. Proposed Solution. The discussion of the proposed solution should include a summary of the project approach; summary of how solution fulfills the business objectives; and examples of potential aesthetic styles. 2. Work Program. The work program should include details on the approach to each task defined in the State s SOW. The work program should include subtask descriptions and any additional deliverables identified by the Potential Contractor. The work program should also include a schedule providing estimated due dates for each deliverable. The Potential Contractor may also define additional optional subtasks that they feel would further the specified business objectives. 3. Traceability Matrix. The Potential Contractor should prepare a traceability matrix that provides a brief discussion of how each identified business objective and the project s functional requirements will be met. 4. Required Technology. Potential Contractor should provide a detailed listing of technical specifications for proposed solution, including required hardware, software, hosting environment, database solution for spatial and non-spatial data, and other relevant technologies. 5. Operational Cost Estimate. Statement of Work should include a detailed cost estimate of the ongoing operation costs of the proposed solution. This estimate should include cost of all required software (either for data management or end user interface), web services, etc. 6. Previous Experience. The Potential Contractor should provide descriptions and samples of similar work performed from at least three other projects. Samples may be provided by referring to specific urls or mobile applications. For each example of prior work, the Potential Contractor must explain the roles and responsibilities for the key members of the Potential Contractor s proposed team. Project examples that do not include members of the proposed team may be deemed non-responsive. 7. Organization chart that identifies the proposed contract team. 5 4/10/2014 4:45 PM p. 11

12 8. Resumes for each identified member of the contract team, detailing experience meeting the State s requirements. 9. List of subcontractors (if any) including the firm name, address, and contact person. Subcontractors are subject to all terms, conditions and requirements of the contract. Previous experience, references, and resumes of team members must be provided for any subcontractors. 10. Any other requirements shown in the State s Scope of Work document. 11. If contractor is certified by the State of California as a Micro Business, Small Business or Disabled Veteran Business Enterprise, evidence of such certification should be included in the RFQ response. All Potential Contractors must complete the Bidder Declaration, GSPD , and include it with their response. b. Response to Cost Worksheets, Attachment B ***MUST BE PROVIDED IN A SEPARATELY SEALED ENVELOPE*** Complete the Cost Worksheets (Attachment B). Add rows for any additional deliverables defined by the Potential Contractor. c. References, Attachment C Contact information for three clients for whom the Potential Contractor, including the lead developer, has performed similar tasks. For each reference, provide a brief description of the project undertaken for that client, and the role of the proposed lead developer. Contact information should include contact name, firm, phone number and address. d. Bidder Declaration form GSPD All bidders must complete and include the Bidder Declaration form GSPD , which is available at: See Information Regarding Bidder Preferences section below for more details. 10. Presentations/Interviews In order to more fully evaluate a response, the Conservancy may request a presentation/interview from any or all Potential Contractors who submit a response to the RFQ. Please refer to the Key Action Dates above for the expected date of requested presentations/interviews. NOTE: The Potential Contractor s proposed key project staff identified in the quotation must be in attendance at the presentation/interview. 6 4/10/2014 4:45 PM p. 12

13 11. Contract Award Responses to this RFQ will first be reviewed for responsiveness to the requirements listed in item 9 above. If a response is missing required information, it may be deemed not responsive. Further review is subject to the Conservancy s discretion. The Conservancy reserves the right not to select any of the submitted quotations. Minimum Requirements Potential Contractors or their subcontractors must have at a minimum previous experience developing mobile-optimized websites that include geospatial data and the ability to search based on both current location and a specified location. Quotations from Potential Contractors that do not meet this minimum qualification may be removed from consideration. A review committee will compare responses based on the degree to which they offer the best value to the Coastal Conservancy. Best value criteria that will be used for comparison of the responses are as follows: 1. Administrative Criteria. Maximum 5 points. Statement of Work is written clearly and concisely without technical jargon. All acronyms and technical terms are explained. (Note: Responses will be reviewed by project management staff in addition to IT staff). All proposed team members and their roles are identified. 2. Statement of Work. Maximum 35 points. Discussion of approach to work reflects an in-depth understanding of the business objectives and required tasks. Key evaluation criteria include: o Quality of the proposed solution and its technical competency. o Use of proven development methodologies and tools. o Consistency of the proposed solution with the Conservancy s business objectives and functional requirements. o Aesthetic quality of proposed solution. o Completeness of operational cost estimate and consistency with the project objective to minimize long-term costs to system and content managers. o Reliability of delivery and implementation schedules. 3. Experience. Maximum 20 points. Examples of other projects provided as Potential Contractor s qualifications are clear and relevant. More points will be given for more relevant experience. Examples that are attributed solely to the Potential Contractor s firm and not to specific team members will receive fewer or no points. Key evaluation criteria include: o Demonstrated expertise with projects of similar scope and complexity. o Potential Contractor has made innovative use of current technologies with quality results. 7 4/10/2014 4:45 PM p. 13

14 o Potential Contractor has developed mobile technologies with aesthetically pleasing and easy-to-use interfaces. 4. Qualifications. Maximum 10 points. Resumes are provided for all proposed team members, and they describe the experience levels in detail. More points will be given for more experience, particularly of the lead developer. 5. Cost. Maximum 30 points. The cost will be the quoted price of developing the system as shown in Table 1 of Attachment B Cost Worksheets. The cost of optional tasks will not be included in the calculation. Cost points are calculated based on the ratio of the lowest cost proposal to the bidder s cost, multiplied by the maximum number of cost points available (30). In the case of the low-cost quote, this ratio will be 1 and the full 30 points would be awarded. See example below. Cost figures in the example below explain the calculations and have no other significance. Responses to this RFQ will be compared based these five criteria. An award, if made, will be to a single contractor chosen in accordance with the best value methodology. Administrative Criteria 5% 5 points Statement of Work 35% 35 points Experience 20% 20 points Qualifications 10% 10 points Cost 30% 30 points Total 100% 100 points Example of Best Value calculation Quotation 1 Quotation 2 Quotation 3 Admin Criteria 3 pts 4 pts 5 pts Statement of Work 23 pts 30 pts 33 pts Experience 17 pts 20 pts 18 pts Qualifications 5 pts 8 pts 9 pts Total Points Low-cost quote $40,000 $40,000 $ 40,000 Contractor quote $40,000 $50,000 $60,000 Cost points 1.0 x 30 = 30.8 x 30 = x 30 = 20 Grand Total = = = 85 In this example, the award goes to Quotation 2 as the response that scored the highest points from the four non-cost criteria, combined with the calculated Cost points. 8 4/10/2014 4:45 PM p. 14

15 Preferences and incentives will be awarded to certified small businesses, micro businesses, and disabled veteran business enterprises. See below for more information on bidder preference programs. See also the Bidder Instructions, GSPD-451, incorporated by reference, for more general information on the bidding and evaluation process. Bidder Instructions available at: Award of Contract Award of contract, if made, will be in accordance with the RFQ information on evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award. The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part its RFQ. Written notification of the State s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled Protests of this RFQ. Protests Any bidder s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final. If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the successful vendor will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final. All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to: 9 4/10/2014 4:45 PM p. 15

16 Street and Mailing Address: Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA Facsimile No.: (916) All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery. Information Regarding Bidder Preferences TARGET AREA CONTRACT PREFERENCES ACT (TACPA) The TACPA preference will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid: Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with the Final Proposal. Refer to the following website link to obtain the appropriate form: DVBE PARTICIPATION For purposes of this solicitation, the DVBE participation requirement was waived; however, to encourage DVBE participation, an incentive (5%) will be awarded to all bidders whose bids include at least 25% certified DVBE participation. Potential Contractors claiming this incentive should make it clear in their response to this solicitation. SMALL BUSINESS PREFERENCE A 5% bid preference is available to certified small businesses and micro businesses. Potential Contractors claiming this preference should make it clear in their response to this solicitation. NON-SMALL BUSINESS SUBCONTACTOR PREFERENCE - A 5% bid preference is available to a non-small business claiming 25% California certified small business subcontractor participation. Potential Contractors claiming this preference should make it clear in their response to this solicitation. SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA) - SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. ATTACHMENT WITH QUOTE REQUIRED IF CLAIMING THE SMALL BUSINESS PREFERENCE- All bidders must complete and include the Bidder Declaration form GSPD If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at 10 4/10/2014 4:45 PM p. 16

17 least twenty-give percent (25%) of the net bid price. All certified small businesses must perform a commercially useful function in the performance of the contract as defined in Government Code Section 14837(d)(4). SMALL BUSINESS CERTIFICATION - Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) DECLARATION FORMS All bidders must complete the Bidder Declaration GSPD and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. Bidders who have been certified by California as a DVBE must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at The completed form should be included with the bid response. NOTE: Contractors acting as Fiscal Agents are prohibited. When a subcontractor ultimately provides all of the products or performs all of the services that a contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor s role becomes that of a fiscal agent because it is merely administrative in nature, and does not provide a commercially useful function. It is unacceptable to use fiscal agents in this manner because the agency is paying unnecessary administrative costs. Contractors should carefully consider whether it is in their best interest to subcontract work out. Prime contractors must show that they are contributing commercially useful products and services to the State in connection with any subcontracting relationship. Any quotation submitted by a prime contractor where it appears that the prime contractor s role is solely one of a fiscal agent will be considered not responsive and will be rejected. The total of all preferences combined may not exceed 15%. 11 4/10/2014 4:45 PM p. 17

18 ATTACHMENT A SCOPE OF WORK This Scope of Work (SOW) details the specific activities, deliverables, roles and responsibilities, and acceptance criteria that comprise the development of the Explore the Coast mobile optimized website. A general description of each task of the SOW is provided in part C. Each description includes a listing of the planned deliverables to be produced for each task. A. PROJECT SUMMARY 1. Project Scope The Coastal Conservancy, in cooperation with the Coastal Commission and the California Coastal Trail Association (CCTA), aims to develop a mobile-optimized website for content related to the California Coastal Trail and coastal access points. The project will be managed by Conservancy staff and overseen by a joint committee of Conservancy, Commission and California Coastal Trail Association staff (CCT Mobile Committee). In addition, an advisory committee of the CCTA will provide input on the project. Contractor will provide professional services for implementation of the above and as further described in this Scope of Work. 2. Project Schedule The term of this project is approximately 18 months, with approximately six months to complete the mobile-optimized website and an additional year for follow-up maintenance. The anticipated start date is July 1, Upon initiation of these Services, the Contractor s Project Manager will work with the Conservancy to collaboratively define a baseline project schedule. Given the fact that project schedules are working documents that change over the course of the project, the Contractor s Project Manager will work closely with the Conservancy to update, monitor, agree, and communicate any modifications. 3. Responsibilities of Both Parties (Assumptions and Constraints) Shared Responsibilities Conservancy and Contractor will review their responsibilities before work begins to ensure that Services can be satisfactorily completed. Should any tasks slip behind schedule ten (10) business days, Contractor and Conservancy will escalate attention to the task as outlined in the Project Management Plan. 12 4/10/2014 4:45 PM p. 18

19 Conservancy Responsibilities The Conservancy Project Manager is the contact person to whom all Contractor communications may be addressed and who has the authority to act on all aspects of the services. This person will review the agreement and associated documents with the Contractor to ensure understanding of the responsibilities of both parties. Conservancy will provide Contractor with access to its data, equipment, systems, and personnel to the extent needed to complete the defined Services and to the extent permitted by law. Conservancy will maintain primary responsibility for the scheduling of Conservancy employees and facilities in support of project activities. Conservancy will commit key resources and subject matter experts for ongoing participation in all project activities as defined in the project plan associated with this SOW. The Conservancy Project Manager will provide sufficient access to Conservancy staff and management, the CCT Mobile Committee, CCTA advisory committee, and other users as appropriate to facilitate the performance of consulting tasks and the creation of deliverables. Conservancy and partner organizations will be responsible for providing all content to the system. Sample content will be provided upon request to help Contractor design the system. Conservancy staff will be responsible for coordinating with the CCT Mobile Committee and CCTA advisory committee. Conservancy staff will provide timely review and approval of the deliverables provided by the Contractor in order for the Contractor to perform his or her obligations under the agreement. Contractor Responsibilities: The Contractor will provide support and consulting services for the design and development, data conversion and migration, system configuration, testing, installation, and staff training of the Explore the Coast mobile-optimized website. The Contractor shall designate a person to whom all project communications may be addressed and who has the authority to act on all aspects of the agreement. This person shall be responsible for the overall project and shall be the contact for all invoice and staffing issues. Contractor personnel will attend committee meetings as needed. Contractor will provide the Conservancy with a bi-weekly Project Status Report that outlines the tasks completed during the prior period, the upcoming tasks that need to be completed during the following period, input or other deliverables needed from the Conservancy to complete the tasks, and a listing of any issues that may be placing the 13 4/10/2014 4:45 PM p. 19

20 project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates). The Contractor shall comply with all applicable Conservancy, Department of General Services (DGS), and California Department of Technology (CDT) policies and procedures and industry standards, as provided to the Contractor by the Conservancy. Work products from the Contractor will be subject to review and approval by the Conservancy, and the Contractor will be required to respond to the Conservancy s review results in a timely manner. The Contractor shall identify the key manager and supporting personnel who will be responsible for the completion of all tasks during the project including a statement defining each individual s qualifications and a corresponding resume. Required qualifications of the Contractor s proposed staff include the following: Demonstrated project management experience of the Contractor s Project Manager Relevant certifications for the technical resources assigned to the project Personnel commitments made in the Contractor s proposal shall not be changed without prior written approval of the Conservancy. The Conservancy reserves the right to require the removal and replacement of any member of the Contractor s staff from this project. 4. Management Approach The approach used to manage this project will be based on the Conservancy s standards and processes for project management and reporting. The Contractor will develop a Project Management Plan to facilitate successful completion of the project. The PMP will include: Communication Plan o Identify all key project roles and include contact information for persons in those roles. o Describe system for regular reporting and tracking of project status, including the format for bi-weekly project status reports o Describe process and format for risk/issue tracking, management, and escalation as they arise. Task assignment and tracking Schedule, including review times Deliverable Acceptance Form By mutual agreement, some project management tasks may be shared between the Contractor s Project Manager and the Conservancy s Project Manager. 14 4/10/2014 4:45 PM p. 20

21 B. FUNCTIONAL REQUIREMENTS OF THE PROJECT The Conservancy has identified the following functional requirements for the mobileoptimized website. 1. General requirements Mobile-optimized. Key elements of the mobile-optimized system include: ease of use; quick to load; responsive web design; operability on variety of devices; accessibility. OGC Compliant. Data stored in an OGC compliant spatial database (so that it can be migrated to newer systems in the future as technology and software changes). Distributed Content. Ability to pull in live data from distributed sources. To the greatest extent possible, content should be drawn directly from its original source so that any changes to that source will automatically be incorporated into the system content. Similarly, edits made to update data through the system would update the original source data to maximize data freshness. Low maintenance system. o Once developed, the mobile tool should require very little on-going maintenance other than adding new content. o System should be resilient to change, such as standard upgrades in internet technology and programs. Transferable. o System should be designed so that another organization could use the basic architecture of the system but replace the content with information about their own trail system. o Simplify content database as much as possible. Standardized programming. System should make use of existing software and programming tools where feasible to minimize coding from scratch. System should be designed so that a qualified mobile technology programmer could build off of it (i.e., add new functions). Accessibility. System must be developed in compliance with California Government Code section 11135, subsection(d).. Code requires that all electronic and information technology developed or purchased by the State of California Government is accessible to persons with disabilities. 15 4/10/2014 4:45 PM p. 21

22 2. Requirements for end user interface a. Functions Search by location. Search for access points or trails based on current location or a specified location Find user location. Determine user s location (with permission) to allow for function of search based on current location. Search by attributes o Search for trails and access points based on one specific activity or amenity and return list in order of distance from current location or a specified location o Search for trails and access points based on multiple criteria and return list in order of distance from current location or a specified location o Display search results in table (list) or map format with ability to toggle between formats. Provide directions. Provide directions to access points and trails for automobile, transit, bicycle, and walking from specified location or current location. Deliver location-specific interpretive content o Deliver interpretive content from ETC database and distributed sources o Alert user to availability of site-specific interpretive content (defined at this time as webpage (to read), photo with text, audio podcast, video, weblink, or multi-step event (nature trail or scavenger hunt) o Multi-step event: System should allow creation and running of multi-step, GPS-triggered interpretive experiences where the mobile tool provides interpretive experiences at specific locations. Docent information could be in text, photo, video, or podcast format. For instance, this could be stops along a nature trail with descriptions of specific plants or ecosystems at each stop; or a visual scavenger hunt. Once user starts the experience, they will be prompted at each new location. Multi-step experiences can be limited to drawing from the ETC data framework. o Provide simple mechanism to start interpretive content o System should allow tagging interpretive information into categories (multiple categories for any one piece of information) and then displaying it back by category (e.g., plants & animals, history & culture, games & activities, etc) Feedback o Provide mechanism for users to provide feedback to system managers o Provide one-click mechanism for identifying any broken links to distributed data. 16 4/10/2014 4:45 PM p. 22

23 Optional: o Download and save information for specific sites, trails, or larger area to use in locations without cellular coverage. o Develop widget that can be embedded on partner websites for use on larger screen devices. b. Aesthetics Use commonly accepted icons and functions for site navigation. System must be aesthetically pleasing, simple, and with content text as large as appropriately possible. Provide descriptive content for trails and access points in a format that can be expanded to show additional detail. 3. Requirements for content management interface. In order to promote regular updates of the data, we will need a parallel website or a private portion of the website through which trusted users can enter and edit data. This portion of the project will be developed in close cooperation with the CCTA Advisory Committee. c. Functions Add/Edit/Delete Content. o Content should be editable by multiple users. o All types of content should be editable by approved content managers: Lines, points, polygons, attributes, etc. o Ability to import multiple file formats including: ESRI shapefiles, gpx data, Google KML/KMZ Geospatial Data Tools. o The system must support the use of geospatial analytical tools by staff and be compatible with ESRI GIS software systems and products. o Ability to export to shapefile, kml/kmz o Add location-specific notes not visible to the public. o Flag sections of trail that are closed and have a date for when that closure will automatically expire. o Allow content managers to view sections of trail that are being planned, proposed, permitted or are under construction (i.e. not visible to the public). 17 4/10/2014 4:45 PM p. 23

24 Search and sort data. Search and sort data by all attributes including, but not limited to: agency/land manager, user who entered & edited data, date data was entered or modified; and all attributes searchable by the end user. 4. Usability The system must include a simplified administrative interface that minimizes the need for additional database programming to maintain, configure or modify the data system. Fully functional on desktops and tablets. System should allow for editing and adding content from any internet connection. 5. Security Content management interface must be password-protected System administration must allow for restricting access to data as required. System must employ multiple security levels to maximize data accuracy while minimizing management. Necessary elements: o System to differentiate between unrestricted and moderated access to edit/update content o Allow for review and approval of data before changes are made. o Allow for the review of existing data, recently entered data, and data that is pending approval Password management The system must have adequate QA/QC controls to enforce data consistency and completeness Backup system and protocols C. TASKS AND DELIVERABLES The following section describes the specific activities and tasks that will be executed to meet the requirements of the Conservancy. These task descriptions provide the framework for the eventual billing and project management after the Contractor has been selected. Task 1. Project Initiation Contractor will meet with CCT Mobile Committee and CCTA advisory group to review and revise system requirements and project management expectations. Based on this, Contractor will draft a Project Management Plan for review. Contractor will also revise 18 4/10/2014 4:45 PM p. 24

25 its proposal for the system structure detailing hardware and software requirements, technical knowledge needed for content managers and system maintenance, and summarizing how system requirements will be met. Both documents will be reviewed by the CCT Mobile Committee, with contractor receiving one consolidated set of comments. Contractor will then finalize both documents. Deliverables: Draft and Final System Structure Proposal. Draft and final Project Management Plan Task 2. Data Management Framework Design and Development With feedback and revisions from staff, Contractor will develop the data management framework where staff will input data such as polygons, lines, points, text descriptions, photos, interpretive information and links, etc. This will be accessible through a password protected interface so that staff can input data while the website development continues. See Attachment D for additional information on anticipated content. Deliverables: Draft and Final Data Management Framework Task 3. Public (Front-End) Website Design and Development With feedback and revision from the Conservancy, Contractor will develop and deploy the front-end user interface of the mobile-optimized website. This will include all aforementioned end-user interface functions, plus appearance elements such as: choices of wireframes and page layouts, color palates, font choices, and overall aesthetic character. Contractor will demonstrate a draft version of site to the CCT Mobile Committee and CCTA Advisory Group and revise the interface based on comments received. The Conservancy will compile comments into one set of comments. Optional Tasks 3.1: Develop functionality for user to download and save information for specific sites, trails, or larger area for future use in locations without cellular coverage. 3.2: Develop widget of system that can be embedded on partner websites for use on larger screen devices. Additional functions identified as priorities by the Committee and Advisory Group may be added by amendment to the contract. Deliverables: Draft and final wireframes and mockups of front end user interface Draft and final flow diagram of page/button connections Draft and final deployed website Task 4. Content Management (Back-End) Website Design and Development With feedback and revision from CCT Mobile Committee and CCTA Advisory Group, Contractor will develop and deploy the content management interface of the mobileoptimized website. This will include all aforementioned content management interface 19 4/10/2014 4:45 PM p. 25

26 functions, plus appearance elements. Contractor will demonstrate a draft version of site to the CCTA Advisory Group and revise based on input received. Optional Tasks Additional functions identified as priorities by the Committee and Advisory Group may be added by amendment to the contract. Deliverables: Draft and final wireframes and mockups of back-end interface Draft and final flow diagram of page/button connections Draft and final deployed website Task 5. Training and Technical Specifications Contractor will develop tools to assist staff in navigating the website and understanding the technical elements including: video tutorials and/or webinars explaining data management processes, and a complete set of technical specifications explaining the structure and operation of the mobile-optimized website. Technical specifications should be sufficient to allow another contractor to take over management and/or further development of the website. While Contractor cannot guarantee specific expertise for Conservancy staff as a result of participating in the project, Contractor must make all reasonable efforts to transfer knowledge to the Conservancy. The Conservancy is dedicated to successfully implementing, understanding and actively managing this system over time. The Conservancy intends to manage all of the system processes and administrative tools. Once post-production assistance tasks are completed by the Contractor, the Conservancy will assume all day-to-day operations of the mobile-optimized website. Deliverables: Video tutorials and/or webinars explaining technical elements A set of website technical specifications Task 6. Project Management Project management will include managing the project schedule and budget to ensure that all tasks are completed on-time and within budget in accordance with the practices outlined in the Project Management Plan. This task will also include all necessary meetings with the Conservancy (project and IT staff), CCT Mobile Committee, CCTA Advisory Committee, and others as needed. Meetings with the Mobile Committee and/or CCTA Advisory Group will include an option for conference call and webinar participation. Conservancy staff will set up these capabilities, but Contractor will be responsible for organizing and running the meetings in such a way as to fully integrate remote participants. Project management will also include invoicing and reporting. Deliverables: Bi-weekly Project Status Report; Meeting agendas, materials, and lists of follow up tasks and assignments 20 4/10/2014 4:45 PM p. 26