Clark County Request for Proposal

Transcription

1 , Clark County Request for Proposal Aerial Photography and Digital Orthoimagery

2 INTRODUCTION 3 SCOPE OF WORK 3 INTRODUCTION 3 PROJECT COMPONENTS 3 Aerial Photography and Digital Orthoimagery 3 Additional Considerations 5 Coordinate System 6 Accuracy 6 Quality Control/Assurance 6 Software 6 SUBMISSION INFORMATION & INSTRUCTIONS SUBMISSION LOCATION, TIME & DATE 7 CONTACT PERSON 7 SUBMITTAL PACKAGES 7 SUBMITTAL FORMAT INSTRUCTIONS 8 Cover Letter 8 General Firm Information 8 Project Team 8 Direct Response to Scope of Work 8 Schedule of Implementation 8 References 9 Additional Comments 9 Samples of Work 9 7 EXCLUSION FROM CONSIDERATION 9 TERMS AND CONDITIONS 10 Definition 10 Evaluation of Proposal 10 Discussion of Proposal 10 Negotiations 10 Confidentiality 10 Authority 11 Error in Proposal 11 Reserved Rights 11 Incurred Costs 11 Award 11 Criteria for Selection 11 Non-Discrimination 12 Taxes 12 Payments 12 Contract Responsibilities 12 Interpretation or Correction of RFP 12 Law Governing 13 Insurance 13 Hold Harmless Cause 14 Evaluation 14 Attachments 15 Attachment B. Submittal Checklist 16

3 INTRODUCTION Clark County is located in Eastern Illinois and consists of approximately 505 square miles. The county is home to 16,335 (2010 census) individuals. Currently the County contains approximately 15,996 parcels. In 2001, the County began exploring options to develop a countywide geographic information system (hereinafter referred to as GIS). A GIS committee (hereinafter referred to as The Committee) was formed with representatives from various districts in Clark County. These representatives found that there was indeed a need for GIS technology within/throughout the County. In 2002, an action plan was drafted. With the plan completed, the county could then focus its attention on the steps needed to develop a GIS. In spring 2003, the county was flown. 400 scale photos were taken of the county. In addition 100 scale photos were taken of incorporated areas in the county. Clark County Digital orthoimagery is also required to perform a variety of aerial analyses. SCOPE OF WORK INTRODUCTION The Scope of Work for this effort shall be addressed by the respondent under one general section. Respondents shall address each topic as a separate section in their SOW under the section entitled Direct Response to Scope of Work (see SUBMISSION INFORMATION AND INSTRUCTIONS, page 7). The following components constitute the scope of work: PROJECT COMPONENTS The following information indicates the general requirements, guidelines, and expectations for each of the project components. They constitute a base standard of expectations: accuracy, content, etc. The minimum levels of acceptance of product accuracy, content, etc., will be based on the National Map Accuracy Standards, and the respondents are expected to indicate where those Standards are and are not being met. If the respondent alters any of these details as part of various alternate methods of implementation, please provide clear details describing benefits and detriments with respect to the task itself as well as the overall scope of the project. This RFP offers the respondents the opportunity to offer alternatives with explanations of their advantages. All data will be delivered in a suitable ESRI format. Aerial Photography and Digital Orthoimagery Project Extent: The County requires color digital orthoimagery to cover the Urban areas of the county. Digital orthoimagery (oblique and ortho) will be used to derive and compile highly 2

4 accurate spatial data for GIS implementation. One final orthophoto scale should be used in the project. For the Urban areas, a final minimum scale of one inch equals one hundred feet (1'' = 100') should be established. The resolution of the photos should be a minimum 6 pixels resolution. Please include prices for better resolution photography. Aerial photography will be conducted in the spring of 2017 before leaves appear on trees. Monumentation: A basic network of monuments was established throughout Clark County for the 2003 aerial photography, which may or may not be intact. Attachment A shows this network. Additional monuments may be established by the vendor or the county depending on cost to assure accurate aerial photographs. These monuments shall be first order GPS control points. Pre-Flight Targeting: Prior to the aerial flight, targets will be placed on each permanently monumented first order control point. Targets may be white X's, T's, or V's and ideally painted on hard surfaces except where they must be placed in fields using pinned-down durable white plastic strips. Photography: Aerial Photography (i.e., aircraft photograph, not satellite imagery) shall be undertaken only when well-defined images can be obtained. Aircraft will be flown at such an altitude that accuracy, scale, content, and resolution described herein are met. Photography shall not contain shadows caused by topographic relief and sun angle whenever such shadows can be avoided during the time of day that photography must be taken. Photography shall not be undertaken when the sun angle is less than 30 degrees above the horizon. The contractor must complete all aerial photography during periods when deciduous trees do not contain leaves; streams, rivers and ditches are within their natural boundaries; and there is no appreciable snow or ice on the ground. Photography shall not be attempted when haze, smoke, or dust obscure the ground, or when clouds or cloud shadows appear on more than five (5) percent of the area of any single photograph. Flight plan: Flight lines must coincide with, and be flown continuously across the centerline of each tier of maps. The first two and last two exposures of each flight strip shall fall outside the boundaries to be mapped. Crab: Any flight lines that have a crab of more than three degrees, or any two successive exposures with a crab of more than five degrees, will be rejected. Tilt: Camera tilt shall not exceed three degrees for any negative or between any two successive exposures, and no more than one degree for the entire project. 3

5 Aircraft: The contractor must specify the type of aircraft utilized for the aerial photography, as well as any other service organization that may be used for the project. The location of the service organization and the aircraft to be utilized must be specified. The county reserves the right to accept or reject any such service organization utilized by the selected vendor. Aerial Camera: It is preferred that the aerial camera used in the project be no older than three years. Aerial Film: The Contractor must specify the type of aerial film or digital medium to be used for the photography. All film used on this project, whether accepted or rejected, shall become the property of the County at the completion of the project. Quality Assurance: The Contractor must check the results of all aerial photography carefully for quality, accuracy and completeness prior to submission to the County. Such checking must also be completed with sufficient time to allow the Contractor to produce aerial photography within the specifications contained in this RFP. Unacceptable aerial photography shall be corrected by the Contractor at no additional cost to the County. The quality of the aerial film positives shall be suitable for making high quality reproductions. Forward Overlap: Overlap in the direction of flight should average percent within plus or minus five percent. Side Overlap: Sidelap between overlapping parallel flight lines should average 30 percent within plus or minus 10 percent. Flight Line Map: Before photography is obtained, the contractor shall furnish a map showing the flight lines to be used. Digital Index: An index will be provided to the County showing the photograph tiles with a field showing the tile number. Base Material: All digital information will be provided, including digital orthoimagery, on a suitable storage device (DVD, Flash Drive, etc). Additional Considerations The respondent is invited to offer any other considerations for the implementation of the project. Feel free to identify items or processes that may fit into the larger scope of work that might make this a better, more achievable effort. 4

6 Coordinate System The coordinate system for all photographs, world files, maps, spatial data layers, and other relevant spatial information produced or processed by the awarded vendors/team shall be NAD_1983_StatePlane_Illinois_East_FIPS_1201_Feet. Accuracy All photography, digital orthoimagery and other relevant spatial information produced or processed by the awarded vendors/team shall meet or exceed the National Map Accuracy Standards for each scale indicated. The county will require proof of compliance with the National Map Accuracy Standards. Quality Control/Assurance Please include a detailed description of all quality control and assurance methods for all components of this project. Software Clark County entities primarily use the Environmental Systems Research Institute, Inc. (ESRI) suite of GIS products. ArcGIS, and various peripheral ESRI software licenses exist throughout the County. Therefore, all data must be capable of being used in ArcGIS without conversion or any sort of transformation. All raster data should be provided in TIF format with world files (*.TFW) as well as a seamless (.sid) layer, unless the respondent provides a convincing argument to use another format. The Committee must approve the use of a different format. 5

7 SUBMISSION INFORMATION & INSTRUCTIONS SUBMISSION LOCATION, TIME & DATE Clark County Clerk & Recorder s Office Clark County Courthouse 501 Archer Ave Marshall, IL Phone: (217) Fax: (217) Due date: 10:00 a.m., Wednesday, June 1, 2016 clarkcounty012@gmail.com CONTACT PERSON Lisa Richey, assessor@clarkcountyil.org SUBMITTAL PACKAGES Respondents will provide three (3) sets of original Statements of Proposal (SOP), titled as such, and bound in some manner for dissemination among our review committee members. Detailed instructions for format of SOP appear below. 6

8 SUBMITTAL FORMAT INSTRUCTIONS Respondents must follow this outline for their submittal of SOP: Cover Letter A letter of transmittal will be received, signed by an authorized representative of the responding team. The letter will identify all team members (i.e., subcontractors) and state that all qualifications are valid to the date of submittal. If any portion of the SOP does not include some feature required by this RFP, please indicate what is missing and the reason why the SOP should still be considered. In addition, please indicate your capacity to take on the workload from this project in the timeliest manner. Also include in the cover letter an acceptance of Terms and Conditions as listed in Section 4. Specifically comment on acceptance of insurance requirements. General Firm Information General information about all of the responding team members and subcontractors shall be included in this section. At a minimum, include firm history, general statement of services, peripheral services, the role of each team member, and a history of the team itself. Please indicate where the work will be performed. Marketing collateral is allowed and encouraged. Project Team Delineate how you anticipate organizing your project team for this project. Provide resumes for key managerial and technical staff including work experience, education, and pay rate schedule for individuals involved with this project. If subcontractors are to be used, resumes as well as their project role and responsibilities shall be clearly defined. Direct Response to Scope of Work The respondents are expected to demonstrate qualifications by discussing alternate approaches to performing the various tasks listed in the Scope. Include benefits and disadvantages to each alternative method of achieving each task. Be as detailed as necessary to communicate the alternatives clearly to non-technical, policy-oriented decision-makers. It is also important to place each component and alternative to processes into a larger perspective. Please develop component processes that complement one another in terms of delivery, cost, integration, etc. Schedule of Implementation The respondents will provide a schedule of implementation. Use a simple Julian Calendar with "signing of contract" as day one. Please keep in mind that Clark County would like to implement this project as quickly as possible and build this into your schedules. If possible, indicate the earliest dates to get this project underway and 7

9 completed. Include any cost benefits/detriments associated with a "fast-track" implementation. Build into the schedule the different alternate methodologies as indicated in the Response to Scope of Work portion of you SOP. Alternatively, you may prepare more than one schedule for each methodology. References Each firm, team member, or subcontractor submitting qualifications for this project must provide at least three (3) recent (last three years) references where projects of a similar nature and similar size have been successfully completed. Please include a brief description of the completed project, including project cost and time lines. These references shall include your client's contact name, firm name, telephone number, and address. If this responding team has performed work together in the past, please include references for those clients as well. At least three (3) references will be contacted. Additional Comments Any other comments that will help us make our decisions or reinforce your capabilities may be included here. Samples of Work Any samples of work relevant to this project are to be included in this section. Include paper products, electronic media, and/or websites to demonstrate maps, photographs, imagery, and/or written materials. This information need not be contained in each of the three (3) submittal packages unless it is convenient to do so. We require only one (1) Samples of Work to be submitted. EXCLUSION FROM CONSIDERATION Any SOP received after the submission time and date (10:00 a.m., April 8, 2016) will be rejected and returned to sender unopened. Absolutely no exceptions will be made. The Committee does not prescribe the method by which the SOP is transmitted, therefore, it cannot be held responsible for any delay or excessive damage, regardless of reason, in the transmission of qualifications. The Committee reserves the right to reject any and or all SOP s either in part or in their entirety and to waive any minor irregularities. No change in team configuration will be allowed after due time and date (10:00 a.m., April 8, 2016). Any change in the team configuration after that time/date will cause that team's Statement of Proposal to be removed from review and further consideration. Statements of Proposal that do not follow the above delineated SUBMITTAL FORMAT INSTRUCTIONS will not be reviewed. When the Committee determines a vendor s qualifications to be unacceptable, such vendor shall not be afforded an additional opportunity to supplement its qualifications. 8

10 TERMS AND CONDITIONS Definition Request for Proposal (RFP) is a method of procurement permitting discussions with responsible vendors prior to award of a contract. The award will be based on the criteria set forth herein. Evaluation of Proposal The qualifications submitted shall be evaluated solely in accordance with the criteria set forth in this document. Discussion of Proposal The Committee may conduct discussions with any respondent who submits an acceptable or potentially acceptable set of qualifications. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussion of qualifications. During the course of such discussions, The Committee shall not disclose any information derived from one set of qualifications to any other vendor. All vendors are advised that in the event of receipt of an adequate number of qualifications, which in the opinion of The Committee require no clarification and/or supplementary information, such qualifications may be evaluated without further discussion. Hence, qualifications should be initially submitted on the most complete and favorable terms which vendors are capable of offering to the county. Negotiations The Committee reserves the right to negotiate specifications, terms and conditions which may be necessary or appropriate to the accomplishment of the purpose of this RFP. The Committee may require the RFP and the respondent s qualifications be incorporated in full or in part as Contract Documents. This implies that this RFP and all responses, supplemental information, and other submissions provided by the vendor during discussions or negotiations may be held by The Committee as contractually binding on the successful vendor. Confidentiality The Committee shall examine the qualifications to determine the validity of any written requests for nondisclosure of trade secrets and other proprietary data identified. After award of the contract, all responses, documents, and materials submitted by the respondent pertaining to this RFP will be considered public information and will be made available for inspection, unless otherwise determined by The Committee. All data, documentation, and innovations developed as a result of these contractual services shall become the property of the County of Clark. Based upon the public nature of these RFP s, a respondent must inform The Committee, in writing, of the exact 9

11 materials in the offer which cannot be made a part of the public record in accordance with the Illinois Freedom of Information Act. Authority This RFP is issued pursuant to applicable provisions of the County of Clark. Error in Proposal Respondents are cautioned to verify their qualifications prior to submission. Negligence on the part of the vendor in preparing the qualifications confers no right for withdrawal or modification of the qualifications. Reserved Rights The Committee reserves the right at any time and for any reason to cancel this RFP, to reject any or all qualifications, or to accept an alternate set of qualifications. The Committee reserves the right to waive any immaterial defect in any set of qualifications. The Committee may seek clarification from a vendor at any time prior to the due time and date (10:00 a.m., April 8, 2016) and failure to respond promptly is cause for rejection. The Committee may require submission of best and final offers. Incurred Costs Clark County will not be liable in any way for any costs incurred by respondents in replying to this RFP. Award Upon agreement by all negotiating parties, award shall be made to the responsible vendor whose SOP is determined to be the most advantageous to the County, taking into consideration negotiated price and work plan, and the evaluation criteria set forth herein. Criteria for Selection All qualifications submitted in response to this RFP will be evaluated based on the following criteria: Compliance with RFP: This refers to the adherence to all conditions and requirements of the RFP. Suitability of the Respondent: Prior experience, types of references, years in services, proximity to Clark County, primary services provided by firms/teams, etc., will be considered. Understanding of County's Needs: This refers to the level of understanding of the specific requirements of Clark County demonstrated throughout the SOP. 10

12 Clarity of Explanations: The degree to which the respondent articulates clear, concise, accurate, and meaningful explanations of technical details and alternate methodologies will have significant impact on evaluation. References: References will be contacted. Respondents should contact references prior to submittal deadline and inform them that we will contact them after submittal deadline. Respondent s capability in all respects to fully perform the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, facilities, equipment, and credit which will assure good faith performance will be investigated. The County will also inquire about value of performance. Fast-Tract Performance: Respondent's ability to perform this project in the swiftest fashion possible will be considered. Non-Discrimination Contractor shall comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Employment Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference. Furthermore, the Contractor shall comply the Public Works Employment Discrimination Act, 775 ILCS 10/0.01 et seq., as amended. Taxes The County of Clark is exempt from paying Illinois Use Tax, Illinois Retailers Occupation Tax and Federal Excise Tax. Payments The contractor shall furnish the County with an itemized invoice. The payment plan will be negotiated between the vendor and the County. Contract Responsibilities Any contract resulting from this RFP may not be assigned, in whole or in part without written consent of Clark County. If the Vendor attempts to make such an assignment without the written consent of the County, the Vendor shall nevertheless remain legally responsible for all obligations under the Contract. Interpretation or Correction of RFP Vendors shall promptly notify Clark County of any ambiguity, inconsistency or error that they may discover upon examination of the RFP. Interpretations, corrections and changes to RFP will be made by addendum as mutually agreed to by the vendor and The Committee. Interpretations, corrections or changes made in any other manner will not be binding. 11

13 Law Governing Any contract resulting from this RFP shall be governed by and construed according to the laws of the State of Illinois. Insurance General: The successful bidder shall maintain for the duration of the contract and any extensions thereof, at bidder s expense, insurance that includes Occurrence basis wording and is issued by a company or companies qualified to do business in the State of Illinois that are acceptable to The Committee, which generally requires that the company(ies) be assigned a Best s Rating of A or higher with a Best s financial size category of Class XIV or higher, in the following types and amounts: (a)commercial General Liability in a broad form, to include, but not limited to, coverage for the following where exposure exists: Bodily Injury and Property Damage, Premises/Operations, Independent Contractors, Products/Completed Operations, Personal Injury, and Contractual Liability; limits of liability not less than: $3,000,000 General Aggregate $1,000,000 Products/Completed Operations $1,000,000 Per Occurrence Bodily Injury and Property Damage-Contractor s Liability (b)business Auto Liability to include, but not be limited to, coverage for the following where exposure exists: Owned Vehicles, Hired and Non-Owned Vehicles, and Employee Non-Ownership; limits of liability not less than: $1,000,000 Combined Single Limit (c)workers Compensation Insurance to cover all employees and meet statutory limits in compliance with applicable state and federal laws. The coverage must also include Employer s Liability with a limit of not less than minimum statutory limits ($500,000) for the State of Illinois. (d)umbrella Liability (Minimum Limits) $1,000,000 General Aggregate $1,000,000 Each Occurrence Certificate of Insurance: The successful bidder agrees that with respect to the above- required insurance that: (a) The Committee shall be provided with Certificates of Insurance evidencing the above required insurance, prior to commencement of the contract and thereafter with 12

14 certificates evidencing renewals or replacements of said policies of insurance at least fifteen (15) days prior to the expiration or cancellation of any such policies; (b)the contractual liability arising out of the contract shall be acknowledged on the Certificate of Insurance by the insurance company; (c)the Committee shall be provided with thirty (30) days prior notice, in writing, of Notice of Cancellation or material change and said notification requirement shall be stated on the Certificate of Insurance; (d)subcontractors, if any, comply with the same insurance requirements; and (e)county shall be named as additional insured. (f)insurance Notices and Certificates of Insurance shall be filed at: Clark County 501 Archer Ave Marshall, IL Hold Harmless Cause The Contractor agrees to indemnify, save harmless and defend the County of Clark, their agents, servants, and employees, and each of them against and hold them harmless from any and all lawsuits, claims, demands, liabilities, losses, and expenses, including court costs and attorney s fees, for or on account of any injury to any person, or any death at any time resulting from such an injury, or any damage to property, which may arise or which may be alleged to have arisen out of or in connection with the work covered by this contract. The foregoing indemnity shall apply except if such injury, death, or damage is caused directly by the willful and wanton conduct of the County of Clark, their agents, servants, or employees or any other person indemnified hereunder. Evaluation The evaluation of qualifications will be completed by The Committee and Clark County Board. Qualifications will be evaluated based on the criteria cited above. 13

15 Attachments The following attachments are included for your general information. They include: A. Clark County Monumentation Map 14

16 Attachment B. Submittal Checklist This checklist has been provided to ensure that respondents include all the required information within their SOP submittal. Include this checklist with submittal package, attached to the cover letter. Be certain the far right-hand column is completed for our quick reference. Item to be Included Page # Cover Letter Signed by Authorized Representative of Team All Team Members Identified by Name and Role Ability to Accomplish Project in Timely Manner Indicated Compliance with Terms and Conditions General Firm Information Information for Each Team Member Marketing Collateral Direct Response to Scope of Work Aerial Photography and Digital Orthoimagery Cadastral Spatial Data Planimetric Spatial Data Floodplain Spatial Data Monumentation Spatial Data Other Details Comprehensive Considerations Methodologies: Alternatives to Implementation (Benefits/Detriments) Considered Schedule of Implementation 15

17 Base Schedule Scheduling: Alternatives to Implementation (Benefits/Detriments) Considered References References for Each Team Member References for Entire Team, if available Additional Comments Samples of Work Packet (One Copy required) Submittal Checklist Other Information 16