Request for Proposals RFP # Geodatabase Design and Implementation

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Dennis Owens
7 years ago
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1 Request for Proposals RFP # Geodatabase Design and Implementation PURPOSE The Village of Taos Ski Valley (Village) is seeking a consultant to assist in the design and implementation of a Geographic Information Systems (GIS) geodatabase. The selected consultant will be contracted to meet with Village staff to define the potential uses and needs of a geodatabase, design the geodatabase, instruct the staff in the process for populating and editing the geodatabase, and to develop a written workflow for on-going data updates. The contractor will also make recommendations for necessary upgrades to software licenses, mobile applications, computer hardware and remote sensing devices to implement the geodatabase for the intended uses. BACKGROUND The Village uses a Basic Single User License for ArcMap v Shapefiles and raster data (e.g. aerial images) are the primary data types. The Public Works Department uses TopCon & TopServe for limited remote sensing purposes. The Village is interested in using the geodatabase to generate maps and reliable special data for master planning, asset management, public input and web-based applications, and basic analysis and decision support to policy makers, Village staff, land developers, local businesses, and property owners. SCOPE OF WORK The consultant will complete the geodatabase according to the following Scope of Work: Task 1. Identify GIS Goals and Needs Contractor will meet with the Village staff to define the potential uses and benefits of designing and implementing a geodatabase with specific regard to data editing and integrity, asset management (roadways, water and sewer utilities), collaboration with public agencies, land use planning and zoning, code enforcement,

The selected consultant will be contracted to meet with Village staff to define the potential uses and needs of a geodatabase, design the geodatabase, instruct the staff in the process for populating

2 parcel management, licensing and permitting, and applications for public feedback and reporting. Contractor will review existing hardware systems and capacity and software license and recommend upgrades and improvements that are necessary to meet the desired goals. Task 2. Geodatabase Design Contractor will meet with Village staff to design the geodatabase and determine if a customized database should be implemented or if the Village should utilize available templates for local governments. The Village will be responsible for organizing existing data, acquiring new data, and on-going data entry after the geodatabase is designed and operational. Task 3. Implementation Plan and Workflow Contractor will prepare a written implementation plan and workflow procedures for Village staff that illustrates and outlines the processes for editing and maintaining the geodatabase with particulate access and editing privileges and responsibilities for individual staff members. Task 4. Support Contractor will provide on-going technical support to ensure proper implementation of the geodatabase and potential for expansion and additional applications. Proposal Requirements Proposals must include at least the following in order to be considered. 1. A two-page cover letter that introduces the individuals who would be working on the geodatabase and demonstrates the consultant understands the project. Include contact information for the consultant. 2. A one-page Statement of Qualifications that outlines the qualifications of the individual consultants and the firm. 3. Two pages that describe the applicable experience of the consultant. 4. One page that describes the specific process that the consultant would perform to complete the database. The budget for this project is $10,000. Given the limited budget and the consultant s hourly rate, the process should describe the most cost effective method(s) and specific tasks for designing the geodatabase based on the short term needs and uses of the geodatabase for the Village. The Village staff will be responsible for populating the geodatabase and expanding it to meet the long term needs and potential uses that would be identified in Task #1. 5. A list of three references of recent clients.

Geodatabase Design Contractor will meet with Village staff to design the geodatabase and determine if a customized database should be implemented or if the Village should utilize available templates

3 Proprietary or confidential data shall be readily separable form the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal. Confidential data is normally restricted to confidential financial information concerning the Respondent s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA The price of product offered or the cost of services proposed shall not be designated as proprietary or confidential information. Evaluation Criteria Proposals will be evaluated using the following criteria: 1. Experience in designing and implementing a geodatabase for local governments. (10 points) 2. Education and experience of the individuals performing the work. (10 points) 3. Demonstrated knowledge of GIS software and hardware requirements to implement a geodatabase for comparable uses. (5 points) 4. Overall quality and clarify of the proposal. (10 points) New Mexico Resident preference: A Business with a valid resident business or contractor certificate issued by the NM Taxation & Revenue Department (NMSA 1978, (A)) will have preference over non-resident businesses. Veterans Preference: Business with a valid resident veteran business certificate issued by the NM Taxation & Revenue Department. See NMSA 1978, (A) will have preference over non-veteran businesses. Proposal Evaluation: The Procurement Officer will review proposals for completeness and compliance with requirements. If any proposal submitted is deemed non-responsive, the Procurement Officer will notify the respondent in writing that such determination has been made and the method of protesting that determination. The Procurement Officer reserves the right to amend and/or cancel this request for proposals prior to the time and date of the proposal due date, and the right to reject all offers submitted. The Procurement Officer reserves the right to waive any minor or technical irregularities in any proposal that do not alter the price, quality or quantity of services, systems or items of tangible personal property being offered. In addition, the right to reject any proposal mistakenly awarded because of clerical, arithmetical, or other error on the part of The Village of Taos Ski Valley. An Evaluation committee will perform the evaluation of proposals. This process will take place on April 11, 2016 or shortly thereafter. Points will be allocated, by each member, as described in this RFP. Each member s point totals will be translated into a numeric ranking of all proposals. The individual member rankings will be totaled together to determine the overall ranking of proposals.

Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The price of product offered or the cost of services proposed shall not be designated as proprietary or confidential information.

4 Contract Award The contract shall be awarded to the Respondent (s) whose proposal is most advantageous, taking into consideration the evaluation factors set forth in the RFP. The most advantageous proposal may or may not have received the most points. The award is subject to approval by the Mayor and/or Village of Taos Ski Valley Governing Body. No Obligation This procurement in no manner obligates The Village of Taos Ski Valley or any of its agencies to the use of any proposed professional services until a valid written contract is awarded and approved by the appropriate authorities. Termination This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when The Village of Taos Ski Valley determines such action to be in the best interest of The Village of Taos Ski Valley. Legal Review The Village of Taos Ski Valley requires that all respondents agree to be bound by the General Requirements contained in this RFP. Any respondent concerns must be promptly brought to the attention of the Procurement Officer. The contract to be entered into between the Village and the selected vendor for provision of the systems and services solicited by this RFP shall be subject to legal review and approval by the Village Attorney and will contain provisions mandated by and advisable under New Mexico law Protest Deadline Any protest by a respondent must be timely and in conformance with Section NMSA 1978 and applicable procurement regulations providing a 15-day protest period following knowledge of the facts or circumstances giving rise to the protest. Protest must be written and must include the name and address of the protestor and the request for proposals number. It must also contain a statement of grounds for protest including appropriate supporting exhibits, and it must specify the ruling requested from The Village of Taos Ski Valley. The protest must be delivered to the Procurement Officer, Village of Taos Ski Valley, PO Box 100, 7 Firehouse Road, Taos Ski Valley, NM Protests received after the deadline will not be accepted. General Information ALL PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION BY THE PROCUREMENT OFFICER OR DESIGNEE NO LATER THAN 4:00 PM April 8, Proposals received after this deadline will not be accepted. The date and time of receipt will be recorded on each proposal. Proposals must be addressed and delivered to the attention of the Procurement Officer at the above address. Proposals must be sealed and labeled on the outside of the package to clearly indicate that they are in response to the RFP# Geodatabase Design and Implementation. Proposals submitted by facsimile will not be accepted.

No Obligation This procurement in no manner obligates The Village of Taos Ski Valley or any of its agencies to the use of any proposed professional services until a valid written contract is awarded

5 A public log will be kept of the names of all Respondents that submitted proposals. Pursuant to Section NMSA 1978, the contents of any proposal shall not be disclosed to competing Respondents prior to contract award. Submittal Proposals should be mailed to: Village of Taos Ski Valley PO Box Firehouse Road Taos Ski Valley, NM ATTN: Nancy Grabowski/Finance Director Certified Procurement Officer Questions: Questions about the RFP can be directed to Matthew Foster, Planner, at (575) x 4# or at mfoster@vtsv.org.

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