Constructing and Evaluating a Request for Proposal. Ray Fox USGS Geospatial Liaison to Missouri MAGIC 2012 Conference

Transcription

1 Constructing and Evaluating a Request for Proposal Ray Fox USGS Geospatial Liaison to Missouri MAGIC 2012 Conference

2 What you will need! TIME RFP s need time to construct An RFP for a spring leaf-off flight should be started in the spring the year before RFP s may be preceded by an RFI, Request for Information RFI s are used when you are not sure what you need or what you can afford Note: Most companies will not commit to their best price on an RFI

3 What you will need HELP The RFP will need to follow your organization s rules and regulations, do you know them? Your Contracting Office is key The industry is changing rapidly, if you haven t contracted recently then you need to talk to others that have. Places to look, State Assessors Organization, State GIS Council, your neighbors

4 Know what you want! Easier said than done. A few years ago one foot imagery, 8 bit color was the norm, now it s six inch, 24 bit and we are seeing more 4 inch and panchromatic as well as 4 bands (near-infrared) Color Infrared is also an option LiDAR is even more confusing, do you need a 2 contour product, better if using for geologic investigations (sink holes).

5 Imagery Standards Content Standards for Digital Orthoimagery (FGDC-STD ) Geographic Information Framework Data Content Standard, Part 2: Digital Orthoimagery (FGDC-STD ) ASPRS Accuracy Standards for Large Scale Maps You may not need Class 1 Accuracy in rural areas, may be an option

6 LiDAR Standards USGS National Geospatial Program (NGP) Draft V- 13 Base Line Specifications Soon to become Version 1 Hydro Flattening is required for a cartographic product (lakes and ponds are flat, rivers flow downstream). Hydro Enforced is used for hydrologic products, culverts and ditches removed. If you need hydro enforced be sure to specify that breaklines are attributed so they can be added back.

7 Planning form used by USGS Geospatial Product and Service Contracts (GPSC)

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9 Metadata Metadata is very important to ask for and easily overlooked You don t want to have to do this yourself FGDC compliant metadata is the standard All federal and hopefully any state partner requires compliant metadata

10 Specifications Be sure to include the specifications you need or want, having them in the RFP allows you to weed out proposals that otherwise you need to consider. The more specifications you include, the less flexibility you allow the bidder, and they need to be justifiable.

11 Area of Extent Provide a graphic of your area Important to state whether your area stops at your border, or if you expect some coverage extending beyond. USGS wants coverage by full tiles. So if your tile extends past the border you specify full tiles, a certain distance beyond, or stop at the border.

12 Digital Imagery Examples Camera Calibration Report Don t want to find out the camera was not calibrated correctly after the fact Digital orthorectified imagery. True color, 24 bit 3 or 4 band, color Infrared 4 band can be an option You can specify by digital camera Again, can be an option but this has become the industry standard and film is becoming hard to find Wouldn t specify which camera unless you have a valid reason

13 Resolution You do need to state what your product will be. A county or larger project may have one foot imagery in rural areas, six inch in developed, and areas that need additional flights due to building lean in selected areas. Remember to show these areas on your map or graphic if possible.

14 LiDAR Resolution Most agencies want elevation information that will provide a 2 contour resolution This equates to a meter ground sample distance FEMA will collect at a 4 or 8 resolution in rural areas.

15 Flying Height This can be difficult and requires research. There are specifications for optimal flying height by camera for accuracy and resolution NDEP does not specify flying height but does ground sample distance, original resolution and horizontal accuracy. Technology is changing what is possible

16 Accuracy Standard Format National Standard for Spatial Accuracy (NSSDA) used to determine geospatial accuracy ASPRS accuracy standard has class levels by scale. Specify the format and media you want the product in GeoTIFF, and MrSID compression standard Determine your tiling requirement based on size and number of tiles. Portable hard drive is standard today, may change (cloud?) Final contract can address this (mutually agreed upon media)

17 Evaluation Criteria Critical that you clearly state your evaluation criteria in the RFP Evaluators can not use criteria not in the RFP Cost as a factor is controversial MAPPS and ASPRS recommend Qualifications only (QBS) URISA (GIS Professional 11-12/2011) discusses inclusion of cost as a factor. Cost should not outweigh qualifications, if used they should be one factor.

18 Some Evaluation Criteria Specialized experience and technical competence Prime contractor and subcontractors Experience of the project manager Other key personnel Professional licenses Registered surveyor and photogrammetrist in your state Certified Project Manager

19 Understanding of the project Proposed methodology and approach Technology and methods QA/QC methods and procedures Understanding of the proposed scope of work Knowledge and understanding of regulations Previous experience, if federal money is used then experience with those regulations, state, etc. Obtaining FAA permits especially if that is an issue (military base, large airport, etc)

20 Understanding of regional conditions Good example is in SE Missouri NE Arkansas. They flood the fields during duck season. Duck season is also prime leaf-off collection season. I live in the Ozarks, charcoal producing area Charcoal making creates smoke What is unique about your area?

21 Organization and Clarity of the Proposal The best proposal can lose due to poor organization of the response Proposals are read and evaluated by a team of 5-7 people, the harder it is to pull out the facts the less likely that will happen A poorly organized or difficult to read proposal does not give confidence that the project will be well managed.

22 Work Experience References are valuable in assessing how the project team has performed. Things to ask about! Quality of final products Meeting schedules Responsiveness to your input Budget issues Ask for a sample from a similar project in the RFP

23 Project Cost and Schedule You need to decide whether the project cost will be a factor in the evaluation If so, state that this is one factor and that the lowest technically acceptable proposal may not be chosen. Lowest bid will have risks involved, can you afford these risks?

24 Schedule The proposal should list the hours and commitment from key staff Project Manager will be your contact, this person needs to be involved in all aspects of the project, and not just a figurehead Ask about other projects key staff will be working on, will your project have sufficient attention?

25 Special Considerations Most agencies provide opportunity for disadvantaged business to participate Determine how much weight (points) this should be worth This usually comes from your admin staff Do you allow for off-shore work, if so should points be given for proposals that have all work done in the U.S., state?

26 Other Factors Be sure to state that the deliverables belong to you, or are willing to use licensed data Consider penalties for delays or quality of data Penalties need to be clearly spelled out

27 Second Round You may want to interview those proposals that scored highest This isn t mandatory but does allow for more in-depth knowledge before final selection Allows you to meet those you will be dealing with Develop a set of questions that will be asked Need to be fair, if you ask one you need to ask all

28 Interviews You can ask follow up questions based on what you hear Allows you and the company to get a better understanding of each other

29 Completing the task You need to collectively write down an evaluation of each proposal A company that has taken the time and expense to submit a proposal deserves feedback on why they were not selected Be sure that your evaluation is strictly based on the evaluation criteria

30 Final Selection You may need to send the top choices to the deciding official Your top choice may decline for a variety of reasons, need a second or third choice if they are determined to be technically sound Once the contract has been signed, and not before celebrate Once the job is completed to your satisfaction really celebrate a job well done.

31 Questions or Comments? Ray Fox USGS Geospatial Liaison to Missouri 1400 Independence Road Rolla, MO

32 Constructing and Evaluating a Request for Proposal a Private Contractor s View MAGIC 2012 Conference Craig Molander Senior Vice President of Business Development Surdex Corporation CraigM@Surdex.com

33 RFP Construction & Evaluation Presentation Outline Context t Technology issues RFP process RFP structure RFP evaluation 2012 MAGIC Conference, Kansas City, MO 2

34 RFP Construction & Evaluation Context Both the government and the contractor t invest a large amount of time and money into preparing, responding to, and evaluating requests for proposals Technology is changing and there should be allowance for creativity it for a project Good construction & evaluation is the first step in ensuring that the project will be a success Contractors want a level playing field that puts the decision largely on the proposal response and the firm s reputation 2012 MAGIC Conference, Kansas City, MO 3

35 RFP Construction & Evaluation Technology Issues Digital it cameras many flavors and colors! Many older guidelines & specifications do not apply How to deal with calibration? Flying height is specific to the make/model of the camera They all work execution is in the hands of the operator check for level of experience LiDAR many uses and specifications Use USGS V13 for guidance Bare earth vs. hydro-flattening vs. hydro-enforcement Contours what type? Suggest delivery of data for use in follow-up projects cost savings DEM Ground control 2012 MAGIC Conference, Kansas City, MO 4

36 RFP Construction & Evaluation Digital Camera Flying Height Film can be pushed to 50% or more of nominal flying height ht Digital cameras cannot: discrete sampling vs. continuous media Height Ratio = focal length / detector size Nominal flying height = Height Ratio * GSD Respondent should declare height ratio for make/model Effects of change: Increasing flying height: Reducing flying height: Suggestions: Limit flying height to <5% over nominal >50% below nominal Preferred height is 5-10% below nominal reduces cost, reduces quality increases cost, increases quality 2012 MAGIC Conference, Kansas City, MO 5

37 RFP Construction & Evaluation Digital Camera Flying Height (cont d) Nominal Values for Flying Heights (AGL) Camera Model Ratio Flying Ht Flying Ht 1 GSD 6 GSD DMC 10,000 10,000 5,000 DMC-II ,249 16,249 8,125 ADS-80 9,646 9,646 4,823 UltraCam Xp 16,667 16,667 8,334 UltraCam Xp/WA 11,667 11,667 5,834 UltraCam Eagle (80mm) 15,385 15,385 7, MAGIC Conference, Kansas City, MO 6

38 RFP Construction & Evaluation RFP Process Suggest a registration ti process whereby the government is aware of all potential responders Auto-notify for amendments, etc. Allow for a question and answer period early in the process: Address questions and clarifications that may arise Provide questions and answers to all responders Shortlist focus Project understanding Resources Certifications Qualifications Project management approach Fully document decisions for distribution to all responders later 2012 MAGIC Conference, Kansas City, MO 7

39 RFP Construction & Evaluation RFP Structure Be succinct less is better for both ththe RFP and dthe response Suggest a page limit on the response pages? Provide outline for responses to simplify response & evaluation Define the project Shapefiles & graphics (project, boundary, delivery tiles, etc.) Existing data Do not dictate the approach unless completely necessary Use existing guidelines and specifications whenever possible: FGDC/NSSDA for accuracy and validation USGS V13 LiDAR specifications NDOP orthophoto guidelines Request sample data from similar projects/geography Provide model contract to avoid surprises after award 2012 MAGIC Conference, Kansas City, MO 8

40 RFP Construction & Evaluation RFP Evaluation Make grading scheme clear to contractors t Price a factor or not? If so, how much? Are options factored into pricing evaluation? Evaluation Develop grading sheet for evaluators Evaluators need to work out differences Check references out Suggested process Base shortlist on qualifications & technical If pricing used, use only those from shortlist 2012 MAGIC Conference, Kansas City, MO 9

41 RFP Construction & Evaluation RFP Evaluation With regards to off-shore production (if allowed) Require declaration (as per federal/far) Promote use of USA labor only, or suggest reduction in points for use of non-usa labor Shortlist presentation suggestions Only offer for those in the running save costs Face-to-face, though webcasts becoming more common Q&A format with questions provided in advance General for all shortlisted Specific for each offering Open Q&A 2012 MAGIC Conference, Kansas City, MO 10

42 Constructing & Evaluating a Request for Proposal Staci Alvarez Contracts & Grants Administrator MAGIC 2012 Symposium

43 Overview General Timeline Preparing an RFP for Publication Publishing an RFP Initial Review Tips Next Steps

44 RFP Timeline

45 Preparing an RFP for Publication Goals: Promote Full & Open Competition Have you made the description of work so specific that it limits the number of firms that are qualified to do the work? Provide a Clear Description of Services & Deliverables Internal consistency Deliverables Required Formats & Due Dates

46 Preparing an RFP for Publication Items to include in RFP document: Background information Don t assume too much local knowledge Description of required proposal contents Scope of Work Price Hours Corporate & Capacity info Qualifications Explanation of formatting requirements

47 Preparing an RFP for Publication Other key elements to include in RFP document: Evaluation criteria Reserve the right to waive minor errors or omissions and the right to make decision based on the proposal alone Selection Procedures Protest Procedures Templates & Forms

48 Publishing an RFP Goal is to notify as many firms as possible Methods: Post RFP on agency website Post RFP on other websites Public notices in local newspapers (at least 1 general circulation paper) Notify firms directly about the RFP The RFP should be published for no less than 21 days, 30 days is better Allow plenty of time for Q & A or RFP changes Publish all Q & As and changes

49 Preparing for Evaluation Process Proposal evaluation 2 step process: Initial proposal review (pre-scoring/evaluation) Selection committee review (scoring/evaluation) To prepare for both steps you need to develop the evaluation documents that will help you assess: Whether the minimum RFP requirements are met Firm s Capacity Proposed price & hours Also need to develop the score sheets Based solely on evaluation criteria listed in RFP Include place for committee members to indicate the firm selected & signature

50 The Initial Review Occurs prior to the selection committee s scoring of proposals The reviewer must determine if the proposal is RESPONSIVE: Responsive proposals provide all of the required information that the agency needs in order to determine if the proposing firm is responsible and qualified.

51 The Initial Review Responsible firm = Financial/resource capacity to successfully complete the work Not debarred or suspended Qualified firm = Staff is qualified Prior work experience If the proposal does not include necessary info, then the proposal is NON-RESPONSIVE and cannot be evaluated.

52 Tips for Success Put a checklist of required documents in the RFP Example of EWG checklist: aerialphotorfp pdf Provide templates for proposers to use Want to be able to compare apples to apples Create the review and evaluation documents early Remember that these documents will go into the file, so they need to be self-explanatory!

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54 Tips for Picking a Selection Committee While RFP is open, program or planning staff puts together the selection committee Key characteristics of a selection committee: Number (5 to 7 members) Diversity (Agency/Non-Agency Staff) Expertise (Technical & Evaluation)

55 Next Steps Initial review documents, score sheets, and proposals are sent to the selection committee Remember: Selection Committee should only see the responsive proposals. Non-responsive proposals should not be considered!

56 Contact Information Staci Alvarez Contracts & Grants Administrator East-West Gateway Council of Govts. 1 S. Memorial Drive, Suite 1600 St. Louis, MO staci.alvarez@ewgateway.org ext. 227