Request for Proposals

Transcription

1 Request fr Prpsals GIS Prject Water & Sewer Systems Issued by: NEOnet Inc Highway 101 East Suth Prcupine, ON P0N1H0 Phne: Web: Deadline fr Submissin: 5:00 p.m. March 11, 2016 All inquiries regarding this RFP are t be directed t: Paul Ouimette, Directr f Operatins, NEOnet Inc. puimette@nenet.n.ca

2 1. Prject Overview 1.1 Purpse It has been identified by many f the NEOnet regin Municipalities that they d nt have a current, accurate, accessible, and spatial digital data inventry f hard service assets. The gal f the prject is take the paper r CAD maps displaying the lcatins f water and sanitary main netwrks and create digital and ge- referenced GIS files with ID s and the key inventry attributes attached (age, material, size), if infrmatin is available n paper r CAD maps. While many Nrthern Ontari municipalities have water and sewer systems in their urban areas, few, if any, have mre than riginal as- built r summary drawings f these systems. These drawings have a finite life span and can becme unreadable, deterirate r lst ver time. Specifically, the cmmunities invlved in this prject are: Twn f Kapuskasing Twnship f Armstrng Twnship f Fauquier- Strickland Municipality f Mattice- Val Cte Municipality f Mnbeam Municipality f Opasatika Twnship f Val Rita- Harty Twnship f Casey Twnship f McGarry Twnship f James Cleman Twnship Twn f Latchfrd 1.2 Areas f Respnsibility Upn receiving the municipality s as- built drawing r skeletn maps (simplified map f where pipes are lcated in cmmunity) fr bth the water and sanitary systems, the winning bidder will be required t digitize and ge- reference all features in said drawings. Each pint r segment must cntain a unique ID which will be used t relate it t the attribute data within a spreadsheet. N field wrk r GPS cllectin will be required. In terms f scpe fr each the ppulatin sizes will give an indicatin f size. Please use ggle maps t lk at urban area size t get a handle n size. This prject is just fr the urban areas. The majrity are very small cmmunities with pp 280-1,216 ppulatin. The nly exceptin is Kapuskasing with a ppulatin f 8,196 and therefre a larger urban area and mre data..1.

3 Municipality Status Features Armstrng (pp 1,216) Casey (pp 374) Cleman (pp 597) Fauquier- Strickland (pp 590) Paper map shwing lcatins and a spreadsheet cntaining a descriptin f all curbstp lcatins. Paper map shwing all mains Shares part f the Cbalt water system Paper as- builts fr water and sewer system. The municipality has sme surface assets GPS d s that may help with the digitizatin f the data. Hydrants Curbstps (spreadsheet cntaining lcatins) Sewer lines Mains Hydrants James (pp 424) Detailed CAD file fr the water system. Mains Valves Hydrants Kapuskasing (pp 8,196) Kapuskasing Water and Sanitary netwrk data is currently in an AutCAD file. The data will need t be gereferenced. Hydrants Strm Pipes Catchbasins Latchfrd (pp 420) Water system in PDF Mains Valves Hydrants Mattice- Val Cte (pp 686) Paper as- builts fr water and sewer system. The municipality has sme surface assets GPS d s that may help with the digitizatin f the data. Hydrants.2.

4 Manhles McGarry (pp 595) Mnbeam (pp 1,101) Opasatika (pp 280) Val Rita- Harty (pp 939) Paper as- builts Paper as- builts fr water and sewer system. The municipality has sme surface assets GPS d s that may help with the digitizatin f the data. Paper as- builts fr water and sewer system. The municipality has sme surface assets GPS d s that may help with the digitizatin f the data. Paper as- builts fr water and sewer system. The municipality has sme surface assets GPS d s that may help with the digitizatin f the data. Hydrants Hydrants Hydrants The final prduct will need t be delivered as: ESRI Shapefiles which are: Individually segmented (if they are lines e.g. Water mains) and ID d segments r pints Maintain given IDs and create new unique ne when adding new segments/pints Segments must be intersectin t intersectin Shapefiles must be prperly defined with a valid crdinate system WGS 84 is preferred Excel Spreadsheet Cntaining data t be attached t each segment/pint with an ID matching that segment/pint. Attributes required: and Sanitary mains age, material, size (if available n infrmatin given).3.

5 N attribute data is required fr ther features i.e. Valves, Hydrants etc. Each segment/pint will require its wn line in the spreadsheet with a Unique ID in spreadsheet that matches the shapefile data 2. RFP Prcess and Vendr Submissin Requirements 2.1 Cntact and Submissin Infrmatin Summary f Key Dates Intent t submit deadline: Final date t submit questins via e- mail Submissin deadline: February 12, 2016 February 26, :00 p.m. March 11, INTENT TO SUBMIT Interested vendrs shuld (but are nt required t) register an Intent t Submit by the date indicated in Sectin 2.1. Vendrs shuld send an e- mail t the attentin f the NEOnet Prject Cntact in Sectin with the fllwing infrmatin: Stated intent t submit a prpsal Name f vendr s designated prject cntact fr the purpses f this prpsal Cntact infrmatin QUESTIONS ABOUT THE RFP AND PROJECT Vendrs questins abut the RFP shuld be frwarded via t the NEOnet Prject Cntact. NEOnet will remve all identifying marks frm the e- mail and frward the riginal questin, with an answer, t all vendrs wh registered during the Intent t Submit prcess. NEOnet will nt respnd t questins by telephne r in persn NEONET PROJECT CONTACT Refer all questins, and send all prpsal materials t: Attentin: Paul Ouimette, Directr f Operatins NEOnet Inc Highway 101 East Suth Prcupine, ON P0N 1H0 r Bx 3211 Timmins, ON P4N 8R6 Tel: (705) x32 puimette@nenet.n.ca.4.

6 2.1.4 SUBMISSION REQUIREMENTS Vendrs must submit three hard cpies and ne electrnic cpy f their prpsal. The printed versins must be f letter quality, single- spaced and single- sided n standard letter size 8.5 x 11 inches paper, with margins n less than 1 inch. The size f type must be at least 12 pints r 10 characters per inch. An electrnic cpy is defined as an ed versin f the dcument in Adbe Acrbat r MS Wrd/Excel file frmats. Other file frmats will nt be accepted. The electrnic versin may be supplied with the hard cpies if it is burned n a gd quality, multi- platfrm CD suitable fr use with either Macintsh r Windws platfrms. 3. Prpsal Cntent 3.1 Frmat Nte: Failure t fllw the Prpsal Frmat may result in the disqualificatin f yur prpsal. Yur dcument MUST fllw the numbering scheme (Six Sectins) and cntent used in this sectin. 3.2 Headings In rder t ensure that there is unifrmity t the prpsals and t facilitate the cmparisn between vendrs, all prpsals MUST cntain the fllwing cntent, rganized accrding t the nine headings in this sectin. General: The vendr s name must appear in the upper right- hand crner f each page and each page shuld be numbered cnsecutively. Cver Page Cntaining legal name, address and cntact infrmatin fr the vendr 1. Methdlgy Describe in detail yur recmmended methdlgy/apprach Describe data surces yu will require t cmplete the identified task Describe assistance, if any, yu will require frm the municipalities r ther agencies 2. Csts Fill in the fllwing table fr each cmmunity Municipality Cst t Digitize, Segment, ID, Add Attributes Twnship f Armstrng.5.

7 Twnship f Casey Twnship f Cleman Twnship f Fauquier- Strickland Twnship f James Twn f Kapuskasing Twn f Latchfrd Twnship f Mattice- Val Cte Twnship f McGarry Twnship f Mnbeam Twnship f Opasatika Twnship f Val Rita- Harty Please list and describe if there are any ther csts invlved that have nt been accunted fr in abve Sectin 2 table. 3. Vendr Qualificatins and References Descriptin f similar prjects successfully implemented The name, e- mail address, telephne number and mailing address f tw references invlved in similar prjects yu have managed 4. Value Added Describe any ther services r cntributins the vendr can prvide as part f this prject. 5. Other Infrmatin, Cnsideratins r Cncerns Prvide additinal relevant infrmatin if applicable Identify cnsideratins and areas f cncern regarding the prject as presented 6. Official Signatures Prvide vendr s signing authrity name apprving the submissin f the prpsal and the cntent therein with assciated signature. 4. Evaluatin 4.1 Prpsal Evaluatin Criteria The awarding f any cntract(s) t a vendr(s) will be based n the review, analysis and negtiatin f the prpsal(s) which best meets the needs and bjectives f the cmmunity and the availability f sufficient gvernment funding t prceed with the prject. The RFP.6.

8 Review Team reserves the right, at the time f evaluatin f any prpsals, t request any additinal infrmatin r changes t the prpsal that it deems necessary in rder t make a decisin n any prpsal..7.

9 Respnses t the RFP will be the primary surce f infrmatin used in the evaluatin prcess. Therefre, vendrs are advised t be as cmplete as pssible in their respnses. Hwever, selectin may nt necessarily be based n the prpsal as submitted. Further negtiatins and mdificatins t respnses with the respndents are expected if and nce a shrt list has been established. NEOnet reserves the right t negtiate with several vendrs r nt t prceed with any vendr s prpsal. The fllwing scale will be applied when reviewing submissins. Prpsal Criterin Methdlgy Csts Experience: Vendr Qualificatins and References Ttal Pints Pricing Vendrs shuld be advised that: the award f the cntract will nt necessarily be t the prpsal with the lwest bid r the highest vendr cntributin, if the bid is therwise cnsidered inadequate n any f the evaluatin criteria. 4.3 Validity Perid The respndent shall explicitly cmmit and state in its prpsal that the prpsal is valid frm the clsing date until December 30, This will allw sufficient time fr the RFP Review Team t review, assess, meet with vendrs as necessary, select the successful respndent(s) and secure funding. 4.4 RFP Review Team The prject s RFP review team will include representatives frm NEOnet s staff and representatives frm the member cmmunities. 5. Claims 5.1 Ownership All materials submitted in respnse t the RFP becme the prperty f NEOnet. Prpsals and supprting materials will nt be returned t vendrs, nr will NEOnet cnsider any expenses that the vendrs may ccur in preparing these prpsals..8.

10 5.2 Rights t Reject and Mdify NEOnet reserves the right t reject any r all prpsals and t assess prpsals by applying the stated criteria as it sees fit in its abslute discretin. NEOnet reserves the right t increase r decrease the scpe f this prpsal r t eliminate entirely ne r mre cmpnents, as a result f a change f requirements. 5.3 Ntificatin f Successful Vendr Vendrs shuld be ntified f the RFP review team s decisin by June 30, Prir t that date, the RFP review team reserves the right t interview the ptential shrt- listed vendrs..9.