REQUEST FOR PROPOSALS UPDATE AND CONVERSION TO WEB-BASED GEOGRAPHIC INFORMATION SYSTEM (GIS)

Transcription

1 CITY OF BIXBY REQUEST FOR PROPOSALS UPDATE AND CONVERSION TO WEB-BASED GEOGRAPHIC INFORMATION SYSTEM (GIS) PUBLIC WORKS DEPARTMENT BEATRIZ AAMODT, P.E. DIRECTOR NOVEMBER 2012

2 City of Bixby Request for Proposal 1.0 INTRODUCTION AND SCOPE 1.1 Introduction The City of Bixby seeks proposals from qualified firms to provide professional services pertaining to GIS services described in the Scope of Services section. This Request For Proposals (RFP) does not constitute a contract for services performed or to be performed. Following the selection of the consultant, the City will negotiate a finalized Scope of Services. 1.2 Issuing Organization This RFP is initiated by the Public Works Department for the City of Bixby, Oklahoma. 1.3 Background Information In 2003, the City of Bixby retained Meshek and Associates (Tulsa, OK) to implement a GIS program. Since then, the population of the City of Bixby has increased greatly, resulting in expansion of infrastructure and municipal services and requiring an increase in spatial data services and data management. Bixby s GIS program has advanced only minimally in the face of these changes and growth. The City of Bixby anticipates the need to develop a twotiered web-enabled system consisting of software and datasets for (1) employees (data editors) and (2) the public (data consumers). Software and datasets for both tiers should be accessible using mobile and desktop applications as the particular situations warrant. Recommendations on complete cloud data hosting options may be entertained. To determine the best way to update and re-structure the GIS, an understanding of the activities and services (referred to as government functions ) typically required by the City of Bixby is necessary. These range of activities included within each government function are the basis for the development of GIS functional, application, and data requirements Administrative Services Administrative Services within the City of Bixby is generally considered to encompass those areas of responsibility that provide specific management services in the areas of finance/accounting, general administration, and City Council support. A) City Council Support meeting coordination, agenda preparation, and issues reporting; councilor correspondence; Mayor and individual Councilor support (specific Ward issues); and elections, and electoral boundaries. B) Financial Services accounting, payroll, procurement, cash management; billing, revenue collection, administration of taxes

3 capital budgeting, asset and debt management; and customer service / inquiry. C) General Administration City systems and resources maintenance and administration computer systems, network, and database management; human resources and labor relations (including support and training); and legal services, contracts and litigation. D) Economic Development special events coordination; development site location assistance; community liaison; and development incentives and business recruitment and retention Protective Services Protective services includes the police and fire departments A) Law Enforcement Services policing and law enforcement; central dispatch; investigations link to national police / crime databases; Motor Vehicle enforcement; traffic accident reporting; special event routing; animal control; and crime reporting / statistics. B) Fire Protection Services fire and accident management; building floor plan maintenance; emergency response; hydrant management and flow mapping; and hazardous sites / materials inventory Public Works and Engineering Services This group of functions involves engineering related services including roads, water, sewer and storm water management. A) Transportation Services and Storm Water Management road, bridge, street lighting operations management; traffic engineering (pavement markings, signs, signals; traffic counts);

4 R-O-W mowing; snow removal; operation and maintenance of storm sewer system infrastructure; and watershed management (MS4 compliance). B) Water and Sewer operation and maintenance of water distribution system infrastructure (supply / transmission / distribution / treatment / maintenance and water testing); operation and maintenance of sanitary sewer system infrastructure (collection / treatment / disposal / maintenance); and building maintenance. C) Engineering Services utility coordination (OG&E, ONG, PSO, etc.); As built Plans; Capital Improvement Plans; engineering design (utilities, road upgrades); street access approvals; (coordination with state and other agencies (such as ODOT & ODEQ); subdivision plan review; and construction inspections. D) Building Permits permit processing, permit tracking; Building, Mechanical, Electrical, Plumbing, and Fire Code reviews and inspections; environmental / municipal service approvals; and report preparation: Statistics to Council (monthly, year-end). E) Cemetery cemetery mapping; sales of burial spaces; deed tracking; and burial Information Planning and Development Services This group of government functions relates to the regulation of development including both the preparation and administrative aspects of land use plans, strategies and land use and development codes, address assignments, floodplain administration, and neighborhood and code enforcement services. A) Land Use Planning long-range planning administration;

5 building permits, sign permits, and certificates of occupancy; Comprehensive Plan Map Amendment requests, PUD, Rezoning, Subdivision Plat, Board of Adjustment, Detailed Site Plan, Lot-Split, Plat Waivers, and other development-related applications; public notices; right-of-way and easement closings, right-of-way and public property encroachment/license; statistics and projections for building permit, subdivision, residential lot inventory, and Census and other demographic data; coordinate Bixby s ArcGIS-based Geographical Information Systems program; prepare maps for planning and zoning, other departments, and the public as needed; B) Addressing / E-911 E-911 address assignments / reassignments; business and business license GIS database maintenance; information exchange (Tulsa City / County 911 Coordinator, Wagoner County 911 Coordinator, Bixby Postmaster, Oklahoma District USPS AMS Manager (Postmaster Coordinator), Tulsa County Assessor, telecommunications providers, police, fire, and ambulance/emsa); street name assignment / changes; and maintenance of community boundaries; service area and emergency responder area boundaries. C) Floodplain Administration Floodplain Regulations; provide flood information to the public, including Floodplain determinations; comply with National Flood Insurance Program (NFIP) requirements; review, correct, accept, or reject elevation certificates; administer FEMA grants; and D) Neighborhood Services / Code Enforcement Services neighborhood and homeowners association coordination; public relations and press release coordination; general code enforcement; dangerous and unsightly premise investigation / tracking; illegal dump site investigation / tracking; and nuisance abatement Parks and Recreation This includes services provided by Parks Department as well as functions related to the administration of parks and open space. A) Parks Services trail systems planning; special event coordination; recreation facilities management, use administration and permits;

6 parks planning; sports field permits / booking; parks and sports field maintenance; and parks supervision. 1.4 Scope of Services The objectives of the public infrastructure inventory and related databases are to facilitate the City's management of the infrastructure and general services provision systems. Specifically, to facilitate a planned maintenance and capital improvement program as well as city-wide master planning. Furthermore, the objective of this project is to update the current GIS product to facilitate the easy dissemination of low-risk public information to the constituents of Bixby and the public at large Scope The scope of the project can by summarized as follows: A) Conduct an initial general needs assessment prior to proceeding with a GIS implementation project. The assessment should commence with a review of the existing GIS and determination of how it can be updated while incorporating all of the government functions as the City of Bixby determines necessary. B) Investigate the availability, accuracy, and currency of existing digital and paper map data. C) Define the data (digital maps and attributes) needed for the GIS to extract information relevant to the functions and activities identified in each internal/external tier and government function as the City of Bixby determines necessary. D) Deliver a city-wide GIS plan that identifies a recommended implementation timeline, the general configurations of equipment, software, data, and expertise required to provide mapping support to the final government functions and makes use of a web based digital mapping for both City employees (data editors) and the public (data consumers). E) Prepare an initial estimate of the storage requirements and cost associated with recommended new GIS products, and provide recommendations on the extent to which the data should be Cloud based. F) Implement the GIS application requirements and deliver the data required to support the government functions and activities outlined in Section 1.3 as the City of Bixby determines necessary. Due to budget constraints, this will likely be implemented in Phases. G) Train the City's initial phase designees in maintenance and upkeep once the GIS project has been implemented to ensure quality mapping and accommodate future expansion. H) Provide recommendations and specifications for data acquisition and submittals to allow direct importation of new project information into the GIS system. A description of the required applications and data is presented as guidance for the preparation of the Proposal. However, the Bixby Public Works Director and City Engineer will be ultimately responsible for performing a needs assessment and making recommendations to the City Council. The final scope of the project will be determined based on immediate needs and budget constraints GIS Application Requirements This section describes the GIS application requirements for the City of Bixby. The applications represent

7 the tasks that the GIS will perform when fully developed. The operations are divided into three general categories based upon access characteristics: core applications that support multiple divisions within the City; workgroup applications are those that support operational requirements within a specific section of the organization (i.e. public works); and external applications that are not directly municipal responsibility, but are highly interrelated (i.e. utility underground cabling). Table 1 summarizes the GIS applications identified by category and the government functions which it supports. The GIS implementation could be phased in, using the following ratings: (E) Essential - those applications that should form the basic framework for Bixby's GIS installation; (D) Desirable - those applications that are an enhancement, but are of a lesser priority than the essential applications; and (O) Optional - those applications that are lowest in priority but could be included if time and resources permit. The intent of the above ranking of applications is to provide the basis for the Proposer s formulation of a phased GIS implementation plan that will ensure that those applications with the greatest impact on Bixby's operations are implemented first. A) Core Applications This section describes the core GIS application requirements for Bixby. While there may be departments that are dominant users, core applications are those that are used in support of government functions across most organizational units within the City of Bixby. Street and Address Mapping / Inquiry This application provides the update and maintenance of the two main municipal map databases-the street file and the building location on the street with the address number. Parcel Mapping, Inquiry/Reporting This application includes the ability to locate land parcels by direct selection and attribute query through one or a combination of Parcel Identification Database (PID), street address, owner name, parcel number, or other relevant particulars. The Parcel Inquiry/Reporting application involves the use of the Tulsa County and Wagoner County Assessors parcel data to display and report on property parcels. Boundary Mapping This application will permit the update, display and inquiry of various administrative boundaries (ward and district boundaries, general service areas, area rate boundaries, community boundaries) within the City of Bixby. The Boundary Maps application includes the ability to overlay and query property parcels and topographic mapping as well as FEMA Floodplain contours. Service Infrastructure Inquiry This application uses municipal utility infrastructure mapping for inquiry and analysis purposes. It includes the ability to display municipal service systems -water, storm and sanitary utility information -(main lines, manholes, valves, lift stations, hydrants, etc). This data takes on additional value when combined with other themes such as municipal street, address, property ownership and/or topographic base mapping.

8 Permit System Integration and Inquiry This application would encompass the entire range of functions required to build and maintain a municipal permit tracking system. The Permit System links permits to property parcels and addresses. It includes the ability to track applications, inspections, and approvals by type. The application further allows for the monitoring of subdivision activity by type. The permit system should be capable of maintaining variance and site analysis information. It could also allow for the input of building footprints and possibly digital or scanned images (e.g. photographs). Urban Topographic Mapping This application includes the entry and updating of an urban topographic/planimetric database from field survey, photography, design plans and scanned as-built drawings. Features typically collected during this process are curb lines, hydrants, signs, trees, manholes, floodplains, catch basins, building footprints, utility poles and other relevant items. This application should include procedures for the upload of field survey data from GPS, monitoring stations and other field collection units. It can also allow for conversion of other map formats (raster to vector) and geo-referencing of existing maps and plans. B) Workgroup Applications Workgroup applications are considered to be those that are of primary interest to one government function. Administrative Services Area Rate Calculations The Area Rate Calculation application includes the ability to identify properties within service areas for services such as fire protection, street lighting, sewer, and fire hydrants. This application will allow for the overlay of these zones with the property layer and determination of the parcels that fall within each zone. Ward Boundaries can also be included in this application. Protective Services Emergency Service Areas This application allows for the determination and revision of the response areas for fire, police and emergency services. The application provides the ability to allocate manpower and equipment based on map features such as area, buildings or street miles and to allow for reconfiguration (redistricting) during emergencies. Incident Reporting This application allows for the entering updating and analysis of traffic, crime and other emergency incident reporting using street or address information. This application provides monitoring and analysis capability for fire and police departments. Transportation, Public Works and Engineering Services Utility Inventory Management This application consists of the ability to enter, update and maintain utility maintenance attribute information for water, storm and sanitary sewer main lines and service laterals, valves, manholes, catch basins, hydrants, etc. The typical information collected on utilities includes: pipe sizes and types, installation dates, contractor, inspection and maintenance records. This application will allow for the import of data from GPS receivers, total station units, and CAD files. The application will also allow for basic system network modeling (for example, modeling the flow through a water distribution system).

9 Road Infrastructure Management This application involves the data entry, update, display, plotting and reporting of various road infrastructure databases that are associated with a digital street centerline network. The Road Infrastructure Management application includes the ability to maintain a basic road network inventory (road name, address ranges, road class, length, jurisdiction, costs, etc), construction contracts, pavement management (including surface type / condition, distress ratings, etc.) and road link data, such as traffic counts and volume/capacity ratios. Other road infrastructure items that are considered part of this application include culvert inventory, sign inventory, bridge inventory, and access control lines. The Road Infrastructure Management application can also provide network routing capabilities to allow for the analysis of maintenance, R-O-W mowing, and snow plowing. The routing functionality should be considered as a future enhancement to this application. Street Signs/Signals Inventory This application will permit the update, inquiry and display of traffic signs, traffic signals and street light inventory data. Items should include, but not be limited to: stop signs, crosswalks, no parking signs, speed limit signs, traffic signals and street lights. Cemetery This application will permit the update, inquiry and display of cemetery lots, deeds, and sales. Planning and Development Services Zoning and Land Use Query This application includes various functions to allow for the inquiry and reporting of land use categories. A key component of this application is to classify each parcel by its zoning district and land use categories. The Land Use Planning application includes the ability to query zoning, Board of Adjustment, and approval conditions of properties. As the property layer is essential to this application, full display, inquiry and reporting of parcel information will be available. Development Analysis This application uses parcel layer data such as building permit information and land use data in order to monitor the direction and pace of development, the need for rezoning and plan amendment. Code Enforcement Reporting This application includes the ability to display, update and maintain a code enforcement inventory database. The key to this application is to link each code enforcement case to a parcel through the use of the PID. The Code Enforcement Reporting application includes a city website complaint submission function, complaint logging, follow-up visit tracking and tracking of patterns over time (repeat infractions, etc). Parks and Recreation Recreational Facility Locations This application includes the identification and update of recreational facility locations. The Recreational Facility Locations application would include facility classification, ownership and land use, facility inventory maintenance, inspection status and deficiency identification. Trails Inventory This application includes functions to display, update and maintain a municipal trails inventory.

10 C) External Application- Utility Integration External applications are those for which the City of Bixby is not directly responsible, but may wish to import data from in support of its government functions. Power Utility Information Access This application includes functions to import power utility infrastructure layers from OG&E, PSO and other power utilities. It also includes functions to display this information overlaid with other municipal GIS layers. Telephone Utility Information Access This application includes functions to import telephone utility infrastructure layers from BTC, AT&T, Windstream, Easytel, etc. Cable Utility Information Access This application includes functions to import cable utility infrastructure layers from cable companies. Natural Gas Utility Information Access This application includes functions to import natural gas utility infrastructure layers from gas pipeline utilities.

11 Table 1 GIS Applications by Category CATEGORY APPLICATION Financial Services Administrative Services Council Support Public Works Engineering Services Inspection Services Addressing/E911 Building Permits Code Enforcement Land Use Planning Development Services Recreation Services Parks Services Law Enforcement Services Fire Protection Services IMPLEMENTATION Utility Infrastructure Inquiry X X X X X X X X E Parcel Inquiry / Reporting X X X X X X X X X X X X X X X E Core Boundary Maps X X X X X X X X X X X E Address Mapping / Inquiry X X X X X X X X X X X X X X X E Topographic Mapping X X X X X X X X X X X X E Urban Topographic Mapping X X X X X X X X X X X X E Permit System X X X X X X X X X X X X D Utility Inventory Management X X X D Land Use Planning X X X X X X D Road Infrastructure Management X X X X D Street Signs / Signals Inventory X X O Workgroup Redistricting Analysis X X X X X X O Voter Enumeration List X X O Code Infraction Reporting X X X X O Address Maintenance X E Trails Inventory X X X X D Recreational Facility Inventory X X X X X X X D Cemetery Management X D Power Utility Information Access X X X X X X X X X D External Telephone Utility Information Access X X X X X X X O Cable Utility Information Access X X X X X X X O Natural Gas Utility Information Access X X X X X X X X D E-Essential D-Desirable O-Optional

12 1.4.9 GIS Data Requirements This section describes the GIS requirements for data - what information would it use and where is it available. The data requirements are broken down into three areas by availability and maintenance responsibility: county mapping, municipal mapping and utility mapping. The GIS data requirements for municipal mapping and utility mapping are summarized within tables for each of the above mentioned areas. A) County Mapping Data Databases within this category are available from Tulsa County and Wagoner County. For each of these, the City of Bixby has an agreement for the ongoing maintenance of the mapping and any attribute data that is associated with it. Aerial data The most current 2010 color data from INCOG (flown by Aerial Data Systems of Tulsa) in MrSID format. Tulsa County Assessor s parcel data This data is gathered by INCOG on a quarterly basis, made available to Bixby upon request. Latest parcel data available is August 2012 Wagoner County Assessor s parcel data This data is received from INCOG annually. Planning and development services data This data is from the County Assessor's via INCOG: Subdivision Plats Zoning PUDs City Limits/Boundaries Ward Boundaries E-911 street The data is maintained by INCOG and received annually Floodplain This data is received from FEMA Census Data This data is received from the U.S. Census Bureau and is made available periodically B) Municipal Mapping Data This section provides an overview of municipal mapping that is needed to support municipal GIS applications previously described within this document. Bixby implemented GIS in 2003; however, the System has not been updated much since then. Some data was compiled but never included in the final GIS. The Consultant is responsible for assessing the existing GIS and incorporating existing and new data as required by the City. It may be necessary to construct new layers and change exiting layers as part of updating the GIS. The City of Bixby has compiled and maintained additional data to incorporate: Land Use - data mostly completed for Bixby Annexation Fenceline Business data - includes all known address points, current and last known occupants, contact information, Business License information, etc.

13 Communications towers data - includes year built, height, FAA Registration numbers, etc. as available. Lift Station data - includes name, SCADA system information if applicable, X/Y coordinates, and miscellaneous information such as power output and power requirements Warning Sirens data - includes install dates, model numbers, etc. Critical Facilities - for Multi Hazard Mitigation Plan purposes Trails data - includes existing and planned, current status, and plan sources such as City of Bixby Comprehensive Plan, INCOG, etc. City Parks - includes park areas Table 2 gives guidance to basic layers that need to either be updated or created.

14 Table 2 Municipal GIS Mapping Requirements Mapping Database Municipal Utilities Water Layer Sanitary Sewer Major Features Water mains, laterals, fire hydrants, valves, water supply meters, private water system meters, pump stations Sewer mains, laterals, manholes, lift stations, treatment facilities Storm Sewer Mains, laterals, inlets, catch basins Watersheds Watersheds Watershed polygons Recreational Facilities Recreational Properties Recreational properties polygons Fire Fire Hydrants Area polygons Traffic Control Signs Sign locations Signals Signal locations Road Inventory Culverts Culvert locations, size, type, inspection data Curbs Linked to road centerline features Bridge Inventory Bridges Bridge locations, size, type, inspection data Cemetery Lots Cemetery Lots Cemetery lot locations C) External Mapping Data This section provides an overview of additional mapping requirements. These are associated with the location of other utilities: power, telephone, cable, and natural gas. Some of this information may currently be available in digital form from third parties. Table 3 summarizes each of these databases that are of interest to or shared with Bixby.

15 Table 3 External GIS Mapping Requirements Mapping Database Power Utilities Poles Layer Street Lights Major Features Utility poles Linked to poles Telephone Utilities Cable Utilities Facilities Power lines Underground Cable Poles Telephone lines Underground Cable Poles Cable lines Underground Cable Transformers, substations Power lines by phase Underground cable conduit locations Utility poles Telephone lines Underground cable conduit locations Utility poles Cable lines Underground cable conduit locations Gas Utilities Main Lines Main and lateral transmission lines Distribution Lines Distribution lines

16 1.5 Current Technology Architecture Existing hardware (computers, plotters, printers, scanners, etc.) and network configurations will be identified by the Consultant before finalizing Service Agreement. Existing software should be identified (operating systems, word processing, spreadsheets, databases, , CAD systems, etc.) in relation to the functions they support within Bixby's operations. It expected that the hardware and software will support a full GIS System with capabilities to Read, Edit, and Analyze data as well as be available via the Web. The Consultant will be expected to make recommendations regarding the technology that will accommodate current and future needs. 2.0 PROPOSAL PREPARATION AND SUBMISSION 2.1 Proposal Requirements Pre-proposal Meeting Firms planning to submit proposals are encouraged to attend, in person, the pre-proposal conference held at the City of Bixby, 116 W. Needles Ave., Bixby, Oklahoma. The meeting will be held in the Council Chambers at 10:00 a.m. on December 5, Proposal Submission One (1) original with six (6) copies and one (1) copy on CD in Portable Document Format (PDF) of your proposal must be submitted on or before 10:00 a.m. on January 11th, 2013 to: By Hand Delivery: Mrs. Beatriz Aamodt, P. E. Public Works Director City of Bixby 116 West Needles Bixby, Ok By Mail Delivery: Mrs. Beatriz Aamodt, P. E. Public Works Director City of Bixby P.O. Box 70 Bixby, OK Electronically transmitted proposals will not be considered. Consultants are solely responsible for the timeliness of their submittals Evaluation Process and Selection Criteria All proposals meeting the requirements of this RFP shall be reviewed and rated by a Department evaluation committee according to the following criteria: Experience of the firm Experience and qualifications of the personnel Team availability

17 Project approach, work plan, timeline, deliverables and project management Understanding of the project Quality, completeness, and responsiveness of the proposal Administrative requirements. Selected proposers will be contacted to arrange in-person interviews with the evaluation committee. The evaluation committee will make the final recommendation for selecting the consultant. All recommendations are subject to the approval of the Public Works Director and City Engineer. Proposers are advised that any information submitted as part of this request for proposal becomes public information and may be released without further notification. Any information that the proposer considers confidential should not be submitted with the proposal. The issuance of the RFP does not commit the City of Bixby to award a contract with any bidder. If selected, the bidder will be required to enter into contract negotiations with the City of Bixby to resolve any revisions to the original submission as well as discussion regarding budget and pricing, prior to contract award Proposal Content The following items shall be included in the proposal: A) Cover Transmittal Letter Provide a narrative which introduces the firm and team highlighting the special strengths of the firm to perform the work requested in this RFP. The letter should be signed by an authorized principal of the proposing consulting firm. B) Firm Qualifications, Experience and References Provide a narrative describing the firm s qualifications to perform the project work, including past (relevant) experience and at least three client references, with contact names and information. Include information regarding the firm s experience involving the size and level of complexity of the proposed project with particular emphasis on any prior experience in a city environment. Qualifications and experience for proposed sub consultants should also be included. Additionally, include a narrative of your firm s expertise in the following areas: ESRI GIS Development ESRI/AutoCAD Integration ESRI/INCODE Integration GIS Standards and metadata development and execution. GIS applications for public works departments. Experience with mapping displays, including handheld, desktop and web-based interfacing. Integration with other database management systems. Experience with governmental GIS application development. Experience with the City of Bixby GIS, if applicable C) Project Organization, Personnel and Staffing Provide a brief description of all key personnel and technical staff (including, vendors, partners or subcontractors) to be involved and their relationship to the services to be provided.

18 Include names, title, licenses, and certificates, fields of expertise, and relevant state and local area experience for all proposed personnel and staff. Identify the principal-in-charge for the proposed services. Complete resumes for proposed staff should be provided as part of an appendix to the proposal. Provide a project organization chart which depicts the organization of the project team, including reporting relationships to the Public Works Director, and project team staff. Indicate the on-site availability for project manager as well as other staff during the lifetime of the project. D) Project Approach, Work Plan, and Deliverables Provide a narrative which shows your firm s understanding of the project s requirements and documents a logical technical approach to the project scope of work. Include a general work plan as well as the proposed approach to undertaking the scope of work described earlier in this RFP. Using the scope of work presented in this RFP, propose a work plan detailing major tasks and subtasks and the work to be conducted in each. For each task, detail the number of hours by staff level and the hourly rate for each staff level. If specific project team members or vendors are critical to specific tasks, identify where they will be utilized and/or committed. Include the results and deliverables expected from each major task. NOTE: Payment will be tied to the successful completion and acceptance of deliverables. Identify appropriate assumptions and considerations that could impact the scope and timeline for completing each task. Provide a detailed equipment list for each application area with associated costs. Provide a detailed list of estimated expenses by category. Identify related considerations and assumptions for these expenses. E) Project Management and Invoicing Describe how your firm intends to manage all aspects of the work to be performed including schedules for completion of tasks/subtasks, procedures for scheduling and cost control. The Project Management Proposal must include: Project kick off meeting. Regularly scheduled project team meetings. Written progress reports. Issue/risk management techniques. Progress reports. Invoicing system to support all work conducted and all associated equipment invoices and packing slips. Deliverable based invoicing. F) Timeline Based upon the proposed project approach and work plan, provide a detailed project schedule that illustrates the duration of each task/subtask and identifies results and deliverable milestones Checklist for RFP Submittal Requirements A checklist is provided to assist in verification that all elements of the RFP have been addressed. However, firms are encouraged to review the entirety of the RFP to ensure full compliance and not rely solely on the checklist.

19 Cover transmittal letter, signed by an authorized principal of the proposing consulting firm. Table of Contents, if included (not required). Proposal with the following sections, in order: Firm Qualifications, Experience and References Project Organization, Personnel and Staffing Project Approach and Work Plan Project Management and Invoicing Proposed Application and System Support Requirements Timeline Resumes for all proposed staff personnel provided in an appendix. 3.0 TERMS AND CONDITIONS 3.1 Inquiries All inquiries related to the RFP shall be directed to: Mrs. Beatriz Aamodt, P. E. Public Works Director City of Bixby 116 West Needles Bixby, Ok bixby.com Please refer to specific sections of the RFP document for ease of response. 3.2 Presentation / Demonstration The City of Bixby may request a formal presentation and/or demonstration of the proposed GIS solution before selecting a consultant. 3.3 Subcontracting Utilizing a subcontractor (who must be clearly identified) is acceptable; however, the lead bidder is ultimately responsible for the proposed GIS solution. Maintenance and support of software components may be provided directly from the software provider. 3.4 Proposal Closing Proposals must be submitted in a sealed envelope with the proposal title and closing date clearly identified. Late proposals will not be accepted. 3.5 Proposal Information All information submitted in the proposals shall be considered the property of the City of Bixby.

20 3.6 Proposal Costs The Bidders will assume any and all costs incurred with preparing and presenting the proposal to the City of Bixby. 3.7 Statement of Liability The City of Bixby shall not be deemed liable for any software/hardware delivered by the successful bidder until the complete GIS system has been accepted by the City of Bixby. 3.8 Software Reliability Any software utilized for the project shall be current and certified on the recommended GIS system.