CITY OF POWAY REQUEST FOR PROPOSALS (RFP) FOR GEOGRAPHIC INFORMATION SYSTEM (GIS) WATER / WASTEWATER SYSTEM DATA CONVERSION PROJECT ADDENDUM SIX

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1 CITY OF POWAY REQUEST FOR PROPOSALS (RFP) FOR GEOGRAPHIC INFORMATION SYSTEM (GIS) WATER / WASTEWATER SYSTEM DATA CONVERSION PROJECT ADDENDUM SIX In reference to the Request for Proposals for Geographic Information System Water / Wastewater system data conversion project, the City has determined it will be expanding the scope as described below. In addition, the sections below are meant to clarify information that was presented in the original RFP. All clarifying information below should be considered the most up to date and supersede the original document. PROJECT SCHEDULE In order to best manage this project, the City has divided the deliverables into three Phases. It is important to point out that per Section 8, page 14 of the RFP, the City has the option to award any one of or any combination of the components of this project. Vendors need to ensure that their quotes are sufficiently detailed based on these phases. Phase 1: Scanning Phase 2: Data Conversion & Data Delivery Phase 3: Maintenance Application & Field Map Book Production Application The project schedule is below: SCANNING Schedule for Consultant Selection Date Notify City of interest in proposal 08/22/08 Question submittal deadline 08/29/08 Proposals Due by 5:00 p.m. 09/19/08 Vendor Interviews (if necessary) October 2008 Anticipated project start October-November 2008 The scope of the scanning project has been expanded to include all City as-built drawings housed at the City Hall facility. This expands the original scope which was to only scan the Water / Wastewater drawings. The City has determined that there are a total of 15,950 sheets that need to be scanned. Vendor should also provide a price per scan for any additional scanned documents above this original estimate. Of the 15,950 total sheets, 4,950 of them contain Water/Sewer data to be included in Phase 2: Data Conversion & Data Delivery. The RFP originally stated that the City is requesting multi-page tiff files as a deliverable. The City will accept multi-page PDF files if the vendor can demonstrate in a pilot delivery that the images will preview, view, and act just like tiff s when accessed from Laserfische. In addition, the City originally requested that only the drawing number and drawing type be indexed. The City is considering adding additional fields that could be indexed. Vendors should provide a quote that contains the cost to index the drawing number and drawing type and separately provide the cost to index each additional item below: Project Description (from title block) Project Date (from title block) Street(s)

2 DATA CONVERSION SOURCE DOCUMENTS AS-BUILT DRAWINGS As stated above, there are 4,950 Water/Sewer As-Built sheets. However, please be aware that of the 4,950 water/sewer sheets, some of these sheets will include cover pages, cross section data, and other information that will not contain actual facilities to convert. PUBLIC WORKS AS-BUILT RED LINES There are approximately 300 As-Built sheets that contain redline marks. These sheets are copies of sheets already counted in the As-Built drawing count above, but contain information (redline marks) that need to be converted. Therefore, only the redline marks which represent a relatively small number of facilities need to be converted from these documents. These documents do not need to be scanned. PUBLIC WORKS ATLAS FIELD BOOK PAGES Redline mark ups exist in the Water / Sewer atlas field book pages that need to be converted. Redline marks will be compiled by the City into one set of map books that will be provided to the vendor. Of the 46 pages in the Water map book and 46 pages in the Sewer Map Book, 25 pages total have redline marks with an average of 3 markups per page. These documents do not need to be scanned. ANNOTATION The City is requesting that feature linked annotation be provided for the facilities that will be used on the final mapping products. The current set of maps is at 1 = 200 and then these maps were reduced down to a smaller size to be used in the field. Annotation will be needed for the production of the field map books. The table below identifies the facilities and attributes that need to have feature linked annotation. Placement and orientation of the annotation will be reviewed with the selected vendor but it will be a requirement that annotation should not overlap facilities or other annotation. Water Pipe Water Hydrant Water Valve Water Annotation Diameter Material Plan Number Asset ID Asset ID Sewer Main Sewer Manhole Sewer Annotation Length Diameter Material Plan Number Asset ID 2

3 LOCATION OF DATA CONVERSION SERVICES The City has determined that it will accept proposals that allow for the data conversion to occur outside of the United States. Vendors have the option to propose data conversion services within the United States and/or outside the United States in one proposal, or alternatively, can submit two separate proposals. Per Section 7 of the RFP, vendors are requested to provide references where they have performed data conversion work. For any subcontracted services, vendors must also provide references for work performed by that subcontracted vendor. ADDITIONAL INFORMATION Please refer to the answers to the vendor questions below that provide additional detail for this RFP. 3

4 CITY OF POWAY REQUEST FOR PROPOSALS (RFP) FOR GEOGRAPHIC INFORMATION SYSTEM (GIS) WATER / WASTEWATER SYSTEM DATA CONVERSION PROJECT VENDOR QUESTIONS SET #2 1. Section 3 mentions that there are some drawings scanned by the City. How many drawings are scanned by the City? At what DPI? Has the City captured all the Laserfische templates for the scanned image? Is the quality of the drawings scanned by the City acceptable to the City? The City scanned drawings up until the year 2000 but they are of varying quality and DPI as they were done by intern staff. The City does not have a Laserfische template created and would like to vendors to propose that template. The existing quality of the scanned images is not consistent and is always an unknown when staff currently view the scans; therefore, we think there is benefit to get a full consistent set. 2. Is there an index of the as-builts? Development Services has a map book that identifies which drawings are associated with an area on the map. A copy of this can be provided to the vendor that is selected. 3. Has any data been collected by GPS? Last summer, Safety Services Department had two interns GPS all fire hydrants within the City. We are confident this data is accurate but also recognize that our SANGIS land base will not always allow us to use the GPS location. We are considering having our meter reading staff GPS the water meter locations. 4. What is the timeline for this project? Funds are budgeted for this Fiscal Year (July 2008-June 2009) and the City would like for the project to start as soon as we have completed the review of the proposals and selected a vendor. We are unaware of the amount of time required for this project and will rely on the vendors to propose a timeline for completion but expect that the project should not take more than one year to complete. 5. Water is the City s current Computerized Maintenance Management System (CMMS)? How much of the assets are in that application and how much detail? Approx 2/3 of the Water Data and 1/3 of the Sewer Data from the old Maintenance Books have been entered in Cartegraph as assets. However, the maintenance history for these records has not been added for each facility. There is some location information provided for the facilities but per Public Works, the information is sometimes vague. The intent of this project is to keep the maintenance data in the CMMS and provide a link via a facility sequence number to the GIS. 6. Is there maintenance information for the Meters? The meters are serviced by our meter readers in Administrative Services Department, Customer Services Section. They are not maintained by Public Works. The data for these meters is held in an in-house customized Water Billing application. 4

5 7. Is the APN linked to the property in the Water Billing Application? Yes, last summer for our public notice to water customers, we linked over 95% of the customer accounts to an APN. 8. How detailed does the City want larger facilities such as Booster Stations? Please refer to the data model to see the data that the City has identified. In general, the City does not want detailed piping captured within its major facilities. 9. Was a Hydraulic Model Completed? Yes, a hydraulic model was completed by Boyle Engineering. 10. Can vendor staff be provided a place to work at the Public Works Building? Yes, the City can provide a work area at the Public Works building. 11. Can vendor staff bring in equipment and staff to scan the drawings onsite? Yes, the City can provide a work area within City Hall to setup a scanner and house staff. 12. The RFP requested for multipage TIFF s. Has the City considered delivery of images as pdf documents? The City would be interested in knowing the benefits of pdf vs. tiff images and how they would be stored and accessible through Laserfische. The intent of having the scanned images is so that an end user would be able to select a facility within the GIS and then bring up the associated image. The City wants to ensure that the multipage image (tiff or pdf) file size remains as small as possible so that the access time to that file over the network is minimized. 13. Does the City want feature linked annotation? For mapping purposes, does the City want separate annotation for the sewer and water maps (i.e. streets, addresses)? The City wants feature linked annotation for the water and sewer facilities. The City will be maintaining our own address point layer as opposed to using the quarterly update from SANGIS. The City is not requesting that annotation for base map layers be created. The vendor is only responsible for the Water/Sewer annotation. 14. Does the City want map books produced as part of this project? The RFP requires delivery of a map book production tool but does not require the vendor to produce the map books. 15. Can the City provide the California Coordinate Grid (shapefile)? This shapefile has been uploaded to the City of Poway FTP site. To access this shapefile do the following: In Internet Explorer go to Tools Options Advanced uncheck Use Passive FTP Connect to the site using this address: ftp://ftp.ci.poway.ca.us o username: powayguest o password: guest92064 The shape file is under /guest/outgoing/water-sewer-gis-rfp/cal-coord-grid/ 5

6 16. In Section 5.3 Project Tracking and Reporting, the RFP states the City wants tracking and reporting by grid page. Can the reporting be minimized by grouping multiple areas in one report? This reporting can be combined or grouped into larger reporting areas. This will minimize the amount of documents for creation on the vendor site and review of the City side but still allow for proper QC of the data. 17. In Section 4.5 Quality Assurance and Quality Control, the RFP requires that checks shall be made of all calculations. What is calculations referring to? Calculations for modeling are not required. Data gathered from the as-built drawings may require basic calculation. For example, to determine the depth of a manhole, it would require subtracting the Invert Elevation from the RIM elevation. 18. Does the City want the title block information indexed? Does the City want the scanned drawings georefrenced? The requirements for indexing have been further detailed in Addendum Six above. The City is not requesting as part of this RFP that the drawing be georeferenced as a deliverable. Depending on the conversion method proposed by the vendor, georeferenced may be a method used. In this case, please provide the cost to obtain the georeferenced files. 19. In Section 4.4, the RFP requires that the source code of the application is delivered. With many vendors having existing applications, would the source code for these packaged applications be required? The reference to delivery of source code for the maintenance application is no longer a requirement of this RFP. 20. Does the City intend to scan only the as-built drawings at City Hall or is there a need to scan the redline drawings at Public Works? Will the City determine which drawing (original vs. redline) will be used for the data conversion? The City is not requesting for the red line Public Works drawings to be scanned. Only the original as-built drawings will be scanned and delivered as part of this project. Hard copies of these drawing will be provided for data conversion. 21. With the review of the documents during the site visit, there are additional documents that were not included in the RFP. Can the City provide a new total for the documents that need to be converted? Can the City provide a percent of as-builts that have redlines? How many Atlas Field Sketches are expected to be scanned and used for this project? The City has provided revised counts in Addendum Six of all source documents. 22. How many Water & Sewer Service Connections exist in the Billing Application? The City has approximately 13,800 active water customers and approximately 12,000 sewer customers. 23. How will the City audit vendors to ensure they are not going to do the work offshore? The onshore / offshore data conversion information has been revised in Addendum Six. 6

7 24. Will the City provide a cut off data when no additional data can be produced for conversion? The City will agree to a date with the selected vendor when no other data or documents will be provided. Should the City request additional conversion past that date, the City can choose to add additional hours at the rate specified by the vendors proposals. 25. Is the City requesting survey grade conversion or a graphical representation of the facilities? The City utilizes the SanGIS land base. As a result, we must fit our facilities to that land base. We recognize that data will have to be shifted to line up with the parcel data. We also recognize that when using the existing orthophotgraphy, facilities may not line up where the SanGIS land base and imagery conflict. 26. Is it possible to get Sample data (As-Built drawing, Atlas Field Sketches, Customer service Database and SANGIS land base) for further clarification? Sample As-Built drawings are available on the RFP document download page on our web site. The customer service database is a SQL database that contains meter information. We do not see a need to make this data available as the data source for this conversion project is from hard copy maps. The SANGIS land base is available for download from 27. Can we assume that all As-built drawings are Hard copy Multi page Map? Yes, the As-Built drawings have multiple pages. Please see Addendum Six for updated source document counts. 28. Can we assume that some As-built drawings in Hard copy Multi page Map format and some are in.dwg Format (AutoCAD)? All As-Built drawings for this conversion project are in hard copy. 29. How many drawings should we estimate are in a single plan set? Shall we assume that one drawing unit as one plan set or can we assume, that one plan set have several As-built sheets vary from 1 to N in number. The sheet counts we are providing are actual sheets as opposed to multi-page drawings. These revised counts are in Addendum Six. 30. How many Atlas field sketches (In Approximation) will be given as Sources data? See Addendum Six above. 31. How many documents (In Approximation) need to be hyperlinked with water features? All features that are captured from the revised document counts in Addendum Six need to be hyperlinked to their associated drawing. 32. Which kind of reference data (GPS positions or Orthophotos) provided for Georefrencing the As-built drawing? What is the accepted accuracy level required for Geo-referencing As-Built drawings? The City has Orthophotography. Please see question #18 above for additional information on georefrencing. 7

8 33. Can we use SANGIS land base (Parcel boundary and Road name with road centre line) as reference? Yes, the SANGIS land base must be used as the base map for this project. 34. Please refer section 6.3 Post-Automation Cartographic Feature Processing Quality Control Under Heading Verification Plots on Page#12. As mentioned Plot based on the city atlas grid page number will be used to verify completeness of delivered files. Please suggest solution for the following: a. City Data Verification plots (To check the quality and Completeness of deliverables) will be part of final Deliverables. The City will need data verification plots to quality control the work and thus are a deliverable as part of this project. b. Please specify that a grid unit (City atlas grid) contains how many As-Built drawings for plotting. It is too difficult for us to estimate the number of as-built drawings per atlas grid page as each grid would have varying counts depending on the density of the area. 35. Please confirm our understanding - we have to deliver following: Coverage s:- Individual ArcInfo 9.0 Coverage, Mosaic ArcInfo 9.0 Coverage, or Geodatabase:- Geometric Network of Water and Wastewater? The RFP incorrectly stated that we wanted the data delivered in coverage format. Poway requests that the data be delivered in a Personal GDB or File Based GDB. 36. Questions submission deadline is AUG , will it be possible to ask any follow-up questions once we have received the Q&A? Yes, the City will accept follow up questions to help clarify information provided in this document. The revised project schedule is include in Addendum Six above. 37. Various Insurance covers are mentioned under section d of Special Provisions Exhibit A Consultants Insurance. Since this is an RFP for GIS services please confirm if these insurance covers will still be necessary. Yes, the stated insurance provisions will apply. 38. Does City of Poway give preference to Local Bidders / Bidders from USA? No considerations will be made other than the selection criteria stated in the proposed RFP. 39. We would like to know if any consideration will be made for a certified 8(a), woman owned small business. We are also a Louisiana company affected by hurricane Katrina. No considerations will be made other than the selection criteria stated in the proposed RFP. 8

9 40. Please confirm that we can carry out the work from our production centre in India and that the following alternatives would be acceptable to City of Poway for the RFP requirements: a. Vendor Interview: We will appear for interview from India through Live Meetings (Webcasts). Yes, this is acceptable. b. Conducting knowledge transfer sessions: We will provide the service from India using the Live Meetings (Webcasts). Yes, this is acceptable. c. Scanning of Documents: We request that city of Poway provide us scanned documents. Alternatively City of Poway sends us the hard copies for scanning in India. The City will not permit original hard copies to leave the country for any reason. Vendors have the option on bidding on all or parts of this RFP. Depending on the proposals received, the City may choose separate vendors for the scanning vs. the data conversion. Please see Addendum Six for clarification of project Phases. 41. Can the City provide the list of vendors who attended these meetings? The sign in sheets are attached below. 9

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