Request for Proposals (RFP) for Planimetric and Street-Feature / Infrastructure Data Capture. Westchester County, New York

Transcription

1 Office of CIO 908 Michaelian Office Building White Plains, NY Request for Proposals (RFP) for Planimetric and Street-Feature / Infrastructure Data Capture Westchester County, New York Geographic Information Systems (GIS), Department of Information Technology and Office of the Chief Information Officer Issue Date: May 3, 2004 Reply Date: June 4, 2004

2 TABLE OF CONTENTS Title Page TABLE OF CONTENTS... i SECTION 1 INTRODUCTION INTRODUCTION SCOPE OF WORK Geographic Extent Products to be Developed Additional Product Quote METHODOLOGY...4 SECTION 2 ADMINISTRATIVE REQUIREMENTS GENERAL TERMS AND CONDITIONS DEFINITION OF TERMS OBJECTIVE OF THIS RFP RESPONSE FORMAT PROPOSAL SUBMISSION REQUIREMENTS EXCEPTIONS PACKAGING DULY AUTHORIZED SIGNATURE RESPONSIBILITY FOR COSTS ECONOMY OF PROPOSALS SUBSTANTIVE PROPOSALS PROPOSALS BINDING INCLUSION RESPONDENT QUALIFICATIONS PRICE QUOTATIONS PRIME CONTRACTOR RESPONSIBILITY NON-NEW YORK CORPORATIONS AVAILABILITY OF FUNDS COMPLETE SERVICES/PRODUCTS INVOICING AND PAYMENT SCHEDULE PROCUREMENT SCHEDULE...10 SECTION 3 PROPOSAL FORMAT AND CONTENT PROPOSAL FORMAT AND CONTENT...11 Proposal Section 1: Introduction and Executive Summary...11 Proposal Section 2: Company Profile...11 Proposal Section 3: Organizational Structure and Key Staff Résumés...12 Proposal Section 4: Experience and Reference Summary...12 Proposal Section 5: Response to Commercial Questions...13 Proposal Section 6: Technical Approach...13 Proposal Section 7: Technical Alternatives...14 Proposal Section 8: Miscellaneous...14 i

3 Proposal Section 9: Cost Proposal SELECTION CRITERIA...15 SECTION 4 PROJECT PLAN AND PHASING PROJECT PLAN INITIATION/ADMINISTRATION PHASE PROTOTYPE (PILOT) PHASE COUNTY-WIDE PRODUCTION PHASE CONTRACTOR ACTIVITIES COUNTY ACTIVITIES PROJECT TRACKING AND REPORTING...18 SECTION 5 MAPPING SPECIFICATIONS GENERAL REQUIREMENTS Coordinate Systems Spatial Continuity Structural Consistency Accuracy VECTOR DATA PRODUCTION REQUIREMENTS Correction of Feature Distortions Visual Verification Feature Interpretation Digitizing...21 SECTION 6 DELIVERABLES PLANIMETRIC FEATURES TO BE UPDATED Existing Planimetric Features List Feature Definition Modifications NEW PLANIMETRIC FEATURES New Planimetric Features List STREET-FEATURE / INFRASTRUCTURE Street-Feature / Infrastructure List Street-Feature / Infrastructure in Open Space Lands RASTER PRODUCTS TIFF-G Imagery MrSID Compressed Imagery LARGE SCALE ENLARGEMENTS ON REPRODUCIBLE FILM CHECK PLOTS Symbology Annotation Plotting Routine DELIVERABLES FORMATS DATA DELIVERIES OWNERSHIP...28 SECTION 7 QUALITY CONTROL AND ACCEPTANCE PROCEDURES...29 ii

4 7.1 QUALITY CONTROL ACCEPTANCE CHECKS ACCEPTANCE PROCEDURES...30 SECTION 8 SCHEDULE...31 SECTION 9 GENERAL TERMS AND CONDITIONS CHANGE ORDER RESPONDENT RESPONSIBILITY RETAINAGE OFFICIAL PROJECT SCHEDULE EXCUSABLE DELAY LICENSES, PERMITS, AND CERTIFICATES INDEPENDENT CONTRACTOR AFFIRMATIVE ACTION ASSIGNMENT AND SUBCONTRACTING PROTECTION OF PROPERTY AND PUBLIC LIABILITY CONFIDENTIAL MATTERS OWNERSHIP OF DOCUMENTS LEGAL REPRESENTATIONS Understandings Proposal Requirements Contract Indemnification and Insurance Non-Collusion Conflict of Interest Contents of Proposal MBE/WBE MacBride Principles Respondent Certification...39 SECTION 10 COST QUOTATION FORM VECTOR DATA Planimetric Update New Planimetric Data Street-feature / Infrastructure Data Open Space Street-feature / Infrastructure Topographic Mapping RASTER Products LARGE SCALE ENLARGEMENTS CHECK PLOTS...43 ATTACHMENT A... A-1 iii

5 SECTION 1 INTRODUCTION 1.1 INTRODUCTION The County of Westchester, New York, Department of Information Technology, is requesting proposals from qualified photogrammetric firms experienced in the development of both digital orthophotography and planimetric databases. The County anticipates contracting with a firm to update its current base map datasets (developed from Spring 2000 photography) and to develop new county-wide planimetric and streetfeature / infrastructure databases. Ancillary raster and hardcopy products are also being requested. New Spring 2004 aerial photography, enhanced DTM data, and the digital products generated from Westchester County s Spring 2000 photogrammetric project (2000 Project) will provide the foundation for the creation of the data and products sought herein. Products from the Spring 2004 photography (2004 Project) which will be available to the selected Contractor include aerial film, camera calibration reports, flight diagrams, horizontal and vertical control reports, point listing and field notes, aerial triangulation report and orientation parameters, and image scans. For the purposes of formulating a response to this RFP, technical specifications and other supporting files and documentation regarding both the County s 2000 Project and the 2004 Project are available for download via File Transfer Protocol (FTP) from the County. The following table lists specific files available, in Portable Document, ESRI shapefile, and image file formats. Respondents should thoroughly examine these files before contacting the County with questions that may be readily answered therein. Files pertaining to 2000 Project Content Description BaseMapRFP.pdf Specifications for image and planimetric data DatabaseDesign.pdf Database structure and attribution ProjectWorkPlan.pdf Contractor technical procedures WCMun.shp County and Municipal Boundaries DeliveryAreaTileGrid.pdf Delivery organization structure (areas and tiles) DelArea.shp Delivery areas (40 areas, composed of tiles) TileGrid.shp Tile grid (2237 tiles, 2500 x 2500 square) OpenSpac.shp County parks and facilities (see Section 6.3) 1

6 Files pertaining to 2000 Project (continued) Content Description SamplePlanimetric.zip Vector data in multiple shapefiles, Area 13 Westchester13.sid (MrSID) Delivery Area orthophoto sample, Area and tif/tfw (TIFF-G) High resolution image Tile samples, in Area 13 Files pertaining to 2004 Project 2004Specifications.pdf 2004Grid.shp (shapefile) Content Description Specifications for 2004 data and materials Extent of image data to be supplied to County Request download instructions from Deborah Parker Note: The imagery associated with the 2004 Project will be produced by a photogrammetric firm under separate contract with New York State. 1.2 SCOPE OF WORK The County seeks technical proposals and quotes for all products described in this RFP. Planimetric features and street-feature / infrastructure should be considered as separate line items for the purpose of developing cost quotations Geographic Extent Westchester County covers approximately 486 square miles in southeastern New York State, bordered by New York City to the south, the Hudson River to the west, the State of Connecticut to the east, and Putnam County to the north. Planimetric data developed for this project shall extend two hundred feet (200 ) beyond County boundary Products to be Developed Products to be obtained through this solicitation are listed in this section. All planimetric data must be consistent in content, format and structure with the 2000 Project database design. 1. County-wide update of all planimetric feature databases developed from the 2000 Project, to include features that are new or newly identifiable, were missed or misinterpreted, were substantially changed, or have been removed since Spring The update shall incorporate limited modifications to feature specifications given in Section and/or as agreed during contract negotiations. 2

7 2. Development of new county-wide planimetric data sets: dams; stone walls; outdoor swimming pools; and outdoor athletic courts. 3. Development of new county-wide street-feature / infrastructure data sets within public road rights-of-way, and within open-space lands: manholes; catch basins; fire hydrants; street signs; bus stops; utility poles; light poles; street trees; guard rails; road barriers, walls and fencing. 4. Re-generation of orthophotography, organized according to the 2000 Project tile grid (TIFF-G format). Note: Forty-one (41) additional tiles of image data will be required, for a total of 2278 tiles. 5. Generation of seamless municipal data bundles including all planimetric data within 200 of municipal boundary, and a seamless image covering each municipality based on the 2000 Project Tile Grid (MrSID format). 6. Check plots for all planimetric data. Confirmation plots showing corrected errors, as necessary. 7. Plotting routine(s) to generate check plots, including all map elements, configured to run on the County s GIS network. 8. Grayscale continuous tone orthophoto enlargements, suitable for subsequent reproduction by the diazo process. 9. Metadata for all planimetric data sets, in accordance with Federal Geographic Data Committee (FGDC) metadata standards. All digital data will be delivered in ARC/INFO coverage format; in ESRI shapefile format; and in AutoCAD format, retaining the Z-value for all planimetric features captured. Vector data shall be consistent with the 2000 Project database design (DatabaseDesign.pdf), but must incorporate expanded feature definitions in Section All digital deliverables and plots will be organized according to the 2000 Project delivery area and tile grid structure (DeliveryArea/TileGrid.pdf) Additional Product Quote A quote is sought for two-foot (2 ) elevation contours, on behalf of municipalities that may wish separately to contract for such data. See 2004Specifications.pdf for details on topographic data. Price should be quoted on a per-square-mile basis. 3

8 1.3 METHODOLOGY The County reserves the right to approve any industry-standard and appropriate methodology proposed by the successful Respondent to complete the project. Proposed methodologies and/or strategies for updating planimetric features from the 2000 Project will be an important consideration. Respondents shall specify all processes, techniques, and systems to be employed for the project, including software and hardware, and establish justification for using them. The experience and number of staff trained on each system shall also be included. 4

9 SECTION 2 ADMINISTRATIVE REQUIREMENTS 2.1 GENERAL TERMS AND CONDITIONS The general terms and conditions listed in Section 9 shall govern any contract ensuing from this RFP. No pre-bid meeting will be held for this solicitation. 2.2 DEFINITION OF TERMS Please note the following definitions of terms used herein: The term County refers to Westchester County, New York. The term Respondent means any person, firm, or Company that provides a proposal in response to this document. The term Contractor means the Respondent to which a contract is awarded. All requirements of the Contractor in this document and any subsequent contract shall apply in full to all subcontractors for the named Contractor. 2.3 OBJECTIVE OF THIS RFP The objective of this RFP is to provide Westchester County with information concerning the background, experience, staff, equipment, and financial stability of firms interested in performing photogrammetric data development services. This RFP is not a contractual offer or commitment to purchase services. 2.4 RESPONSE FORMAT Respondents shall address all items specified in Section 3 of this RFP, as well as the technical information requested throughout other sections of this RFP. Failure to adhere to this format or to address all items specified may disqualify a Respondent from further consideration. Respondents are encouraged to include any additional information they wish to be considered. 5

10 2.5 PROPOSAL SUBMISSION REQUIREMENTS An original and three copies of your response must be received no later than 4 p.m., Friday, June 4th, An electronic version of the proposal is also required in Microsoft Word or PDF format. Proposals may be mailed or hand-delivered. Late proposals will not be considered. Any proposal received after the deadline by any delivery method will be returned unopened. All proposals become the property of Westchester County. 2.6 EXCEPTIONS Respondents must acknowledge and respond to each and every element required in this document in order for their proposal to be accepted as responsive. However, it is acknowledged that certain respondents may employ terminology or propose techniques that differ from those described in the specifications. All such exceptions in the Respondent s proposal shall be clearly identified, including the scope of such exceptions, their effect on all items influenced by the exceptions, and a description of functional and cost advantages and disadvantages should the County accept such exceptions. The County shall make a final determination as to the responsiveness of such exceptions and their acceptability. 2.7 PACKAGING Mailed proposals must be sealed to provide confidentiality of the information prior to the submission date and time. There shall be one securely sealed outer wrapping, clearly marked Westchester County Planimetric and Street-Feature / Infrastructure Data Capture. Price proposals need not be submitted separately. The County shall not be responsible for premature opening of proposals not properly labeled. 2.8 DULY AUTHORIZED SIGNATURE The proposal must contain the signature of a duly authorized officer or agent of the Respondent s company empowered with the right to bind the Respondent. 6

11 2.9 RESPONSIBILITY FOR COSTS The Respondent shall be fully responsible for all costs incurred in the development and submission of this proposal. The County assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of a proposal by a Respondent, the evaluation of proposals or presentations, or final selection ECONOMY OF PROPOSALS Proposal documents should be prepared simply and economically, providing a straightforward and concise description of the Respondent s capabilities to satisfy the requirements of the RFP. Special bindings, colored displays, etc., are not necessary. Emphasis should be placed on completeness and clarity of content SUBSTANTIVE PROPOSALS The undersigned Respondent shall certify: 1) That his/her proposal is genuine and is not made in the interest of, or on the behalf of, any undisclosed person, firm, or corporation, and is not submitted in conformity with, and agreement of, rules of any group, association, organization, or corporation 2) That s/he has not directly or indirectly induced or solicited any other Respondent to put in a false or sham proposal 3) That s/he has not solicited or induced any other person, firm, or corporation to refrain from preparing a proposal 4) That s/he has not sought by collusion to obtain for himself/herself any advantage over any other Respondent or over the County or any employee thereof PROPOSALS BINDING Respondents are advised that proposals shall be binding upon the Respondent for ninety (90) calendar days from the due date. A Respondent may withdraw or modify his/her proposal any time prior to the due date by a written request, signed in the same manner and by the same person who signed the original proposal. 7

12 2.13 INCLUSION Provisions of this RFP and the contents of the successful response are considered available for establishment of final contractual obligations. The County retains the option of canceling the award if the successful Respondent fails to accept such obligations RESPONDENT QUALIFICATIONS Respondents shall be required to submit evidence that they have relevant past experience and have previously delivered services similar to those required herein. Specific experience in large-scale planimetric and infrastructure data capture from true-color digital orthophoto projects must be clearly demonstrated. Each Respondent may additionally be required to show that they have satisfactorily performed similar work in the past and that no claims of any kind are pending against such work. No proposal will be accepted from any Respondent who is engaged in any work which would impair their ability to perform or finance this work PRICE QUOTATIONS Prices quoted for work to be performed will be considered firm. In case of error in the extension of prices in the proposal, the unit prices shall govern PRIME CONTRACTOR RESPONSIBILITY Respondents have the option of subcontracting parts of the services they propose. All subcontractors will be subject to approval by the County. The successful Respondent shall cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing, to insure fulfillment of all contractual provisions by subcontractors, including adequate insurance NON-NEW YORK CORPORATIONS In case a contract is awarded to a corporation outside of the State of New York, such corporation must be authorized to do business in the State of New York. The laws of the State of New York shall govern the contract executed between the successful Respondent 8

13 and the County. Further, the place of performance and transaction of business shall be deemed to be in Westchester County, New York, and in the event of litigation, the exclusive venue and place of jurisdiction shall be the State of New York, and more specifically the City of White Plains, New York AVAILABILITY OF FUNDS The County shall have no liability under this Agreement beyond funds appropriated and available for payment pursuant to this Agreement. The Parties understand and intend that the obligation of the County to pay the Contractor hereunder shall constitute a current expense of the County and shall not in any way be construed to be a debt of the County in contravention of any applicable constitutional or statutory limitations or requirements concerning the creation of indebtedness by the County, nor shall anything contained in this Agreement constitute a pledge of the general tax revenues, funds or moneys of the County. The County shall pay amounts due under this Agreement exclusively from legally available funds appropriated for this purpose. Notwithstanding the foregoing, the County will do all things lawfully within its power to obtain, maintain, and properly request and pursue funds from which payments under this Agreement may be made, including: (i) making provisions for such payments to the extent necessary in each annual budget submitted for the purpose of obtaining funding; and (ii) using its reasonable efforts to have such portion of the budget approved COMPLETE SERVICES/PRODUCTS The successful Respondent shall be required to (a) furnish all tools, equipment, supplies, supervision, transportation, and other execution accessories, services, and facilities; (b) furnish all materials, supplies, and equipment specified and required to be incorporated in and form a permanent part of the completed work; (c) provide and perform all necessary labor; and (d) in accordance with good technical practice, with due diligence, and in accordance with the requirements, stipulations, provisions, and conditions of this document and the resultant contract, execute and complete all specified work to the satisfaction of the County INVOICING AND PAYMENT SCHEDULE Products deliverable under the contract shall be delivered on a schedule to be agreed upon with County representatives. Upon acceptance of each product by the County, the Contractor may submit invoices for payments in accordance with a schedule to be negotiated. Depending on the availability of funding, the County may also negotiate an 9

14 incentive or performance payment plan. Such payments if negotiated would be based on the delivery and acceptance of products in advance of the agreed-upon delivery schedule. The County intends to complete review of products within thirty (30) days of submittal. Invoices shall be prepared and submitted to the address specified in Section PROCUREMENT SCHEDULE The County has established a schedule for responses, proposal review, Contractor selection, and project initiation. The following dates have been established for this procurement. Milestone Date RFP Release May 3, 2004 Written Questions due May 14, 2004 Addendum to the RFP (as required) May 21, 2004 Proposal Due Date June 4, 2004 Proposal Review June 11, 2004 Respondent Presentations Week of June 21, 2004 Contractor Selection June 30, 2004 Notice to Proceed (estimated) August 2,

15 SECTION 3 PROPOSAL FORMAT AND CONTENT 3.1 PROPOSAL FORMAT AND CONTENT Respondents are required to submit concise technical responses to this document. Unless specific exception is taken, the County assumes that the Respondent is in agreement with, and will execute, the technical approach described in the following sections. Detailed explanations of each technical step are not required. Proposals shall contain all elements of information requested. Summarize your approach, highlighting important points that differentiate your proposal or capabilities from others. The County reserves the right to include any part of the selected proposal, either in addition to or in lieu of the specifications contained in this document, in the final contract. The following sections and content are required in each proposal: 1) Introduction and Executive Summary 2) Company Profile 3) Organizational Structure and Key Staff Résumés 4) Experience and Reference Summary 5) Response to Commercial Questions 6) Technical Approach 7) Technical Alternatives 8) Miscellaneous 9) Cost Proposal Detailed requirements and directions for the preparation of each section are presented below. Proposal Section 1: Introduction and Executive Summary An Executive Summary should be prepared describing the major facts or features of the project, including any conclusions, assumptions, and generalized recommendations the Respondent desires to make. The summary should be no longer than two (2) pages, and should contain a brief statement of your firm s understanding of this project, and some of the key advantages of your firm and/or its approach. Proposal Section 2: Company Profile Provide the following Company Profile information relative to your firm. If you are proposing to subcontract some of the proposed work to another firm, similar information must be provided for each subcontractor. The length of the company profile should not be more than one (1) page per firm. 11

16 1) Firm name and business address, including telephone number and facsimile (FAX) numbers, and web address 2) Year established (include former firm names and year established, if applicable) 3) Type of ownership and parent company, if any; pending or anticipated ownership changes, if any 4) Indication of whether the firm is licensed to do business in the State of New York 5) Address and telephone number of production facility(ies) where the work is to be accomplished (if different than Item 1); also include project manager s name, address, and telephone/facsimile numbers, if different from Item 1 6) Work to be accomplished by each company included on the team. Proposal Section 3: Organizational Structure and Key Staff Résumés Describe how you anticipate organizing your team for this project. Provide a listing of key project team members who will be involved. Provide résumés for the principal-incharge, project manager, and other key managerial staff and technical staff. Do not include résumés for persons not directly involved in this project. It will be required that the key people proposed for the project actually participate. If subcontractors are to be used, the same information should be provided for each subcontracting firm. Proposal Section 4: Experience and Reference Summary Respondents must include at least three project references that can be contacted by the County. If subcontractor is being proposed, similar information must be provided for the subcontractor. When preparing project summaries, please provide the following information: 1) Project name 2) Name and address of client 3) Client contact person (name/position/current phone number) 4) Period of contract 5) Description of overall project scope, including all services and deliverables 12

17 6) Description of services and deliverables provided by any subcontractors or prime contractors who participated as part of the project team for the referenced project 7) Amount of contract 8) Status and comments. Respondents are to include in their experience summary only those projects that are similar in scope to this one, and to cite those projects in which members of the proposed project team have taken part. Do not cite more than six (6) projects. Proposal Section 5: Response to Commercial Questions In the response, please cite questions before each answer. Where applicable, provide information for each subcontractor. Answers shall be direct and specific. 1. Who will serve as the Contractor s authorized negotiator? Give name, title, address, and telephone number of the Respondent s authorized negotiator. The person cited shall be empowered to make binding commitments for the firm and its subcontractors, if applicable. 2. What is the potential impact of current or near-future workload on the proposed project? Cite specifically all major project commitments that include similar services and which may affect your ability to deliver in a timely manner. 3. What exceptions are taken to the General Terms and Conditions contained in this document? 4. What specific additional information do you need from the County before commencing contract negotiations? Proposal Section 6: Technical Approach In the response, include a brief narrative of key steps, no more than 20 pages. Note specifically any operations included or excluded that may differentiate your technical procedure from others. This narrative should also include: 1. A list of the equipment (hardware and software) you propose to use for each of the major steps in the production process. Specify manufacturer/model of equipment and software version where appropriate. Do not include extraneous equipment that will not be used for this project. 13

18 2. Your description of the most challenging aspects of the project, and your firm s plan for dealing with them. For planimetric updates and new planimetric data, describe how you will ensure precise topological integrity and edge-matching, and how you will remove distortions at elevated structures such as bridges and overpasses. 3. Expected spatial accuracy and completeness for each item in the scope of work. 4. Your firm s methods to ensure data consistency (spatial accuracy, completeness, attribute coding, etc) with the County s 2000 Project datasets. 5. Procedures for the development of Federal Geographic Data Committee (FGDC) compliant metadata ( 6. Your firm s quality control procedures. 7. Your specific requirements for support from County personnel, based on your technical plan of operations and previous project experience. Proposal Section 7: Technical Alternatives All Respondents must provide a technical approach and price for the project as described in this RFP. However, where the Respondent has technical alternatives that provide superior results or some other cost or performance advantage to the County, the Respondent should provide sufficient details to clearly define the advantages gained. This type of technical alternative must be described separately from the basic proposal. The effect on the cost of employing such an alternative should be added as an addendum to the cost section. Such alternatives may include production methods that distinguish your firm s approach to projects such as this one. Proposal Section 8: Miscellaneous Any miscellaneous information such as sample maps and quality control forms may be included within this section of the response. Proposal Section 9: Cost Proposal FIRM, FIXED PRICES ARE TO BE SUBMITTED ON COST QUOTATION FORMS INCLUDED IN YOUR RESPONSE. Use Section 10 forms or similar format. Separate binding of cost proposals is not necessary. 14

19 3.2 SELECTION CRITERIA A technical committee of representatives from the County will initially evaluate individual proposals. Any firm determined to be technically unqualified, or whose proposal is deemed unresponsive, will not be considered further. The County will then conduct a final evaluation of the proposals. The County intends to negotiate a contract with the best-qualified firm having a reasonable price. If a satisfactory contract cannot be negotiated with the best-qualified firm, the negotiations will be formally terminated. Negotiations shall then be undertaken with the second most qualified firm and so on. The proposals will be evaluated on the following criteria (list is not necessarily in order of importance): Demonstrated understanding of the problems and requirements of the project Stability of company and adequacy of production facilities Qualifications of project personnel and Respondent s ability to commit capable staff to support a project of this size and scope Quality of equipment to be used Ability to complete the project in a timely manner without major deviations from project requirements Applicability/advantages of alternative approaches/procedures to achievement of project objectives Cost-effectiveness of Respondent s proposed fee Past experience with similar projects Quality control procedures. 15

20 SECTION 4 PROJECT PLAN AND PHASING 4.1 PROJECT PLAN The scope of work is to be carried out in accordance with the overall project plan outlined below. The project plan calls for three essential phases: 1) project initiation and administration, 2) completion of a prototype area (pilot) that involves the production of all required products, and 3) completion of all products for the entire County by delivery areas, and by municipalities. Within the context of the overall plan, Respondents are encouraged to propose their most efficient approach to accomplishing the tasks outlined. 4.2 INITIATION/ADMINISTRATION PHASE Project initiation will begin upon agreement on administrative procedures and the issuance by the County of a written notice to proceed. On-site meetings will be scheduled to address project start-up issues, determine the prototype tiles, distribute necessary source materials, and to address any other technical or procedural issues. After the project initiation meeting(s), the Contractor shall draft a work plan detailing all technical and administrative procedures. The County will review the procedures defined; request any necessary clarifications and changes; and upon agreement, will authorize the commencement of work. The work plan will serve as the project plan and documentation of technical activities throughout the project. A final report shall be delivered to the County upon completion of the project. 4.3 PROTOTYPE (PILOT) PHASE A prototype project shall be carried out for an area that corresponds to at least twenty (20) 2500 x 2500 tiles from the 2000 Project tile grid, to be selected by the County. The objective of the pilot is to identify and resolve any unforeseen issues or problems, and to produce products that define the standard against which subsequent deliverables will be measured. The pilot shall also be undertaken to assure the Contractor is capable of performing the work in a timely manner according to the requirements specified. 16

21 For the pilot project, all products specified shall be provided in final format. Vector data will be presented superimposed on orthophoto imagery in check plots, and plotting routine will be installed and configured on the County GIS network. Upon receipt of the pilot data, the County will conduct a Quality Review, in consultation with its independent Quality Assurance/Quality Control (QA/QC) contractor, to ensure specification compliance and specification adequacy. The County will then notify the Contractor of the results of this review. If there are no problems, or if the problems are minor and can easily be corrected, the County will provide written notice to proceed to the production phase of the project. If significant problems are evident, the Contractor will be notified to make the necessary corrections and submit revised data and plots. The County will then review the revised products, and will notify the Contractor to proceed if the corrections were properly accomplished. If significant problems with the pilot project still occur, and are a result of the Contractor s efforts, or lack thereof, the County reserves the right to authorize payment for the work completed, and to cancel the remainder of the contract. The pilot phase will be completed when these three conditions have been met: Specifications and work plan procedures have been validated and/or revised to reflect the experience of the prototype including any additional requirements identified during the pilot project; and The pilot products and databases have successfully passed QA/QC; and Written notice to proceed has been issued to the Contractor by the County. 4.4 COUNTY-WIDE PRODUCTION PHASE County-wide production phase shall commence upon express written notice to proceed. The production phase of the project will proceed according to the following sequence of operations. Data will be delivered in the 40 delivery areas in the 2000 Project and in municipal bundles. The Contractor shall propose a delivery schedule for the County s approval. The County will provide authorization to proceed for each phase of the project. Each delivery will include all products required. Following each preliminary delivery, quality control review will be performed. Data that fails to meet acceptance criteria will be returned to the Contractor. All revisions shall be made without disruption of the contracted schedule. 17

22 4.5 CONTRACTOR ACTIVITIES The major activities of the Contractor are as follows: Developing and documenting procedures to meet specifications as contracted; Producing digital files and hard-copy map products of all designated data in accordance with final specifications; Maintaining specified quality standards; Delivering preliminary and final products on schedule; Maintaining source material security; Consulting with the County to resolve all discrepancies and ambiguities prior to proceeding with work on the project; Providing all labor, materials, equipment, tools, and other incidentals necessary to perform the work. 4.6 COUNTY ACTIVITIES Within the context of the overall project, the County will accept the following major responsibilities: Designation of a Project Manager and single point of contact; Provision of source materials as appropriate; Timely review of deliverables. Any additional responsibilities that the Respondent expects to be handled by the County should be specifically stated in the proposal. 4.7 PROJECT TRACKING AND REPORTING Throughout the project, the Contractor must establish and maintain procedures for tracking and reporting progress. The Contractor will maintain a secure and passwordprotected website for project tracking and management including provisions for file transfer via file transfer protocol (ftp) to share work plan updates, monthly reports, and deliverables with the County. 18

23 The Contractor will be required to submit written project status reports on a monthly basis, including a brief summary of progress and other pertinent information. Project status reports at a minimum shall include: Delivery areas compiled (include graphical illustration as appropriate) Products, plots and digital files delivered Meetings held, planned, or needed Issues/Problems encountered (whether related to data development or project management) Anticipated problems for the next reporting period Production goals for the next reporting period. A final report shall be delivered to the County upon completion of the project. The County will require the Contractor meet in person with County representatives at several key steps in the project, at a minimum as identified below: Project Initiation Prototype (Pilot) Project Review Regular periodic meetings, to be scheduled at least quarterly. Any additional meetings planned by the Contractor should be specifically identified in the proposal. The County expects the Contractor will be available for conference calls and/or in-county meetings when the County deems it necessary. 19

24 SECTION 5 MAPPING SPECIFICATIONS 5.1 GENERAL REQUIREMENTS The following requirements shall apply to all digital products requested Coordinate Systems All horizontal coordinates shall be tied to the New York State Plane Coordinate system, East Zone, North American Datum (NAD) 1983/92 Adjustment; coordinate values shall be in New York State Plane, U.S. Survey Foot. All hard-copy plots shall be so referenced. Vertical datum for all products will be North American Vertical Datum (NAVD) Spatial Continuity New planimetric data produced for this project will be spatially continuous with 2000 Project planimetric data. This requirement for spatial continuity means that the structure of the databases must not inhibit the execution of GIS functions across boundaries, or allow artificial discontinuities in the database (sheet edges, model edges, or other delimitations) Structural Consistency All vector data and raster products must be geographically organized according to the 2000 Project delivery area and tile grid. Proposed database design for new planimetric and street-feature / infrastructure data should be consistent in structure and format with the 2000 Project. Database design and file naming conventions shall be subject to approval by the County Accuracy The Contractor will be responsible for meeting ASPRS Class 1 Horizontal Accuracy Standards for Class 1 Large-Scale Maps at 1:1200 (1 = 100 ). Planimetric data shall be mapped at double coordinate precision, with a fuzzy tolerance of one thousandth (0.001) of a foot, and a dangle tolerance of zero. The County reserves the right to obtain any and all data, readings, records, or any other information relating to this project from the Contractor, should there be a question about the accuracy of any product contracted. 20

25 5.2 VECTOR DATA PRODUCTION REQUIREMENTS Only interactive (manual) techniques will be allowed for compilation of planimetric data. No autocorrelation or automated feature extraction shall be accepted Correction of Feature Distortions The Contractor will be responsible for the quality of planimetric features. Advanced processing methods shall be used to correct or remove excessive distortions in all delineated structures including bridges and overpasses, buildings and other features, due to elevated surfaces. Any distortion of buildings or other structures at tile or grid edges shall be corrected or removed Visual Verification Visual verification shall be performed before submittal of planimetric data sets to insure precision and completeness. The Contractor s Project Manager shall verify accuracy and completeness by visual inspection of the digital features prior to each delivery Feature Interpretation The County acknowledges that differences of opinion may occur in the interpretation of planimetric or topographic features. In cases where the County and Contractor disagree over the interpretation of a feature or group of features, or of the proper way to structure, attribute, or otherwise depict them in the GIS database, the County shall have the sole right to determine the appropriate depiction of said features, even if the County s interpretation requires a higher level of effort than the Contractor s Digitizing The Contractor must adhere to standard ARC/INFO coverage compilation requirements for topological connectivity, edge-matching, point duplication, segmentation, area and polygon closure and centroids, cartographic quality of digitized lines, and point criteria as described in the BaseMapRFP.pdf. 21

26 SECTION 6 DELIVERABLES Feature definitions and capture specifications for planimetric data will follow 2000 Database Design for updated features, except for feature definition revisions specified in Section Feature definitions and capture specifications should be proposed for new planimetric and street-feature / infrastructure data, for approval by the County. Planimetric coverage annotation should be consistent with the annotation specifications from the 2000 Project, and optimized for the production of hardcopy maps at 1 = 100. Other specific annotation requirements should be included in the final database design. All planimetric datasets will cover the entire County and will extend two hundred feet (200 ) beyond the County boundary. 6.1 PLANIMETRIC FEATURES TO BE UPDATED The following planimetric features shall be updated as necessary to include changes that occurred between the capture of Spring 2000 and the capture of Spring 2004 aerial photography. The County will provide access to Spring 2000 orthophotos, ARC/INFO coverages and design parameters for these features. Features will be captures, and coded with their feature type and attribution in accordance with existing coverage databases except where specifically noted in or agreed during contract negotiations Existing Planimetric Features List Feature Type General Description *STRCL Line Centerlines of paved and unpaved roads and bike paths. Includes hidden features, so coded. *HYDROLN Line Centerline of creeks, streams and other drainages less than 10 feet in width, including hidden and interpolated centerlines, so coded. *HYDROPLY *RAIL STRUCT Polygon Line Line and Polygon Closed polygons of lakes, ponds and reservoirs over one-quarter acre (0.25 acre), including large rivers and bay/ocean shoreline. From and To nodes indicate flow direction. Railroad centerlines. Includes abandoned and hidden railways, so coded. Buildings over 200 sq. ft. including mobile homes; Towers and antennas over 200 ft.; Tanks over 500 sq. ft.; Train stations and platforms; Miscellaneous structures (stadia, large monuments). 22

27 TRANS TRANSTRUCT Line and Polygon Line and Polygon Roads edge-of-pavement. Includes paved and unpaved roads and alleys; paved medians; interpolated roads passing through multi-unit buildings; sidewalks; and parking areas. All driveways, paved or unpaved. Bridges (outline, expansion joint to expansion joint); Railroad bridges and tunnels; Pedestrian bridges (over highways). *Coverages include identification and/or proper name attributes and annotation. See DatabaseDesign.pdf and sample data Feature Definition Modifications The following changes to the feature definitions established in the 2000 Database Design are required: 1. No background polygons should be included in any polygon data set. 2. Digitized polygons shall be created for all driveways regardless of length, whether paved or not. No attribution of surface material is required. Note: Only paved driveways over 100 feet in length were required in the 2000 database design. 3. Interpolated sidewalks shall be digitized where obscured by buildings, overpasses or otherwise. Note: Only visible sidewalks were digitized from the 2000 imagery. 4. Towers: water towers, radio towers, transmission line towers, observation towers and other free-standing tower structures shall be digitized as points where the perimeter of their base exceeds 15 feet on any one side and/or their height exceeds 100 feet. Note: Only towers whose base exceeded 25 feet on any one side were required in the 2000 database design; height was not factored. 5. Antennas: all community-scale wireless transmission devices and structures, including all radio, TV, microwave, and other antennas mounted on the ground shall be digitized as points where visible. Note: Features were mapped as polygons in NEW PLANIMETRIC FEATURES Feature definitions and capture specifications shall be established and approved, and the following new planimetric features shall be captured County-wide: 23

28 6.2.1 New Planimetric Features List Feature Type General Description Dams Line and Polygon Uppermost edge of structural barricades damming reservoirs, rivers or streams, mapped as lines. Mapped as elongated polygon where the width of the feature exceeds ten feet (10 ). Stone walls Line Visible stone walls along roads and through fields Swimming Pools Polygon Outdoor swimming pools Athletic Courts Polygon Outdoor athletic courts, and ball fields, of all types and surfaces 6.3 STREET-FEATURE / INFRASTRUCTURE Feature definitions and capture specifications shall be established and approved, for the following new street-feature / infrastructure features to be captured: Street-Feature / Infrastructure List Feature Type General Description Manholes Point Centers of manhole covers in roadways or in fields Catch basins Point Approximate center of catch basin, at curbside Fire hydrants Point At center of point of contact with pavement/ground Street signs Point At center of point of contact with pavement/ground Bus shelters Point Approximate center of shelter covering or structure Utility poles Point At center of point of contact with pavement/ground Light poles Point At center of point of contact with pavement/ground Street trees Point At center of point of contact with pavement/ground Guard rails Line Railings along road shoulder Road barriers Line Fixed barriers, walls and fencing between travel lanes and along shoulder Digitized points, lines or polygons shall be created for all features in these categories that are visible within the public road Right-of-Way (ROW). 24

29 The ROW shall be interpreted to include the area between road edge-of-pavement and sidewalk where any sidewalk is present; and extending to ditches or culverts or other visible features indicating public roadway maintenance, including mowed or landscaped areas along parkways Street-Feature / Infrastructure in Open Space Lands A separate quote is sought for capturing the features listed in 6.3.1, within public lands identified in the Open Space layer (OpenSpac.shp). 6.4 RASTER PRODUCTS Image files shall be produced from original 2004 Project orthophotography, using standard image processing techniques, and organized according to 2000 Delivery area/tile grid TIFF-G Imagery Contractor will re-generate one TIFF-G format image for each of the 2278 tiles MrSID Compressed Imagery Contractor will generate a single MrSID image for each municipality, as part of the municipal data bundles. Image area for each municipality will be defined using tile grid, and will include any tile touched by a 200 buffer around the municipal boundary. The County also requires one MrSID image at one-half foot (0.5 ) pixel resolution, compressed at approximately 20:1 or as otherwise agreed, covering the entire County, extended to include all 2278 tiles of imagery. 6.5 LARGE SCALE ENLARGEMENTS ON REPRODUCIBLE FILM Continuous tone enlargements are to be produced on stable high-contrast Mylar film at the scale of 1" = 200' for the purpose of making Diazo Black Line Prints. Enlargements are to be produced from orthophoto imagery to enable edge-matching with surrounding sheets. If perfect edge matching cannot be achieved, then sheets should provide a minimum of 5% overlap with surrounding enlargement sheets. Image area shall not exceed 36" x 36". 25

30 Each enlargement shall include a title block at the bottom (South edge) of the image, containing County logos and other annotation to be defined and provided by Westchester County Department of Planning. Each enlargement shall show the sheet number along the four sides of the image, according to a sheet numbering scheme to be approved by the Department of Planning. The area of the orthophoto image shall be free of annotation or other markings. The Department of Planning may request vector data such as municipal and county park boundaries be printed on the image area. The final design and layout of these prints will be approved during the pilot project. 6.6 CHECK PLOTS Hardcopy check plots (and confirmation plots, as necessary) will be required, which will include both planimetric data and orthophotography, to facilitate the County s Quality Assurance process. The number of sets of plots and the organization of features to appear in each set, as well as all other plot characteristics and details, shall be subject to approval by the County. A sample plot for each set of plots, showing all marker symbols and line symbols, any unique text sets, and annotation text fonts, will be produced for approval by the County during prototype phase. No final plots are required Symbology The symbols on the check plots for all planimetric features to be updated, Section 6.1.1, shall conform to the symbols used in the County s 2000 Project. The Contractor will choose appropriate symbols and symbol look-up tables for new planimetric features and street-feature infrastructure datasets itemized in Sections and 6.3.1, following good cartographic practices, and chosen to ensure legible and aesthetic presentation on plots. The symbol specifications, organized by feature type, shall contain the feature name, feature sample, symbol set, and associated symbols, and will be subject to approval by the County Annotation The orientation and display of annotation shall follow accepted rules of cartographic production to ensure legible and aesthetic map products for plotting. Annotation shall be in upper case only, correctly spelled, and correct in regard to grammar where applicable, as specified in BaseMapRFP.pdf. 26