City of Pittsburg 65 Civic Avenue Pittsburg, CA

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1 City of Pittsburg 65 Civic Avenue Pittsburg, CA February 4, 2016 The City of Pittsburg (City) is distributing the enclosed Request for Proposals (RFP) for Geographic Information System Support Services consultant for Pittsburg, California. The enclosed documents are also on-line through the City s website, or by request to Richard Abono, Community Development Department, (925) or rabono@ci.pittsburg.ca.us. This RFP is an invitation by the City to firms to submit their qualifications and a cost proposal to the City. This RFP is not a request for competitive bid. Consultant s submittal in response to this RFP does not create any right in or expectation to a contract with the City. The City reserves the right to add to, delete, and modify this RFP, including any specifications and/or statement of work, the proposed contract, the terms and conditions, and any subsequent executed contract. All responses to the RFP must be submitted by 2 p.m. February 22, 2016 to the Community Development Department, First Floor at the City of Pittsburg, 65 Civic Avenue, Pittsburg CA Thank you. 1

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3 City of Pittsburg Request for Proposals Geographic Information System (GIS) Support Services Deadline for submission: 2 p.m. February 22, 2016 Publication: February 4, 2016 City of Pittsburg website: Community Development Department City of Pittsburg 65 Civic Avenue Pittsburg CA

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5 Request for Proposals (RFP) Introduction The City of Pittsburg, California, ( the City ) seeks proposals from professional consulting firms with mastery of the geographic information system (hereinafter referred to as VENDOR) to provide GIS support services for the City of Pittsburg, California. The GIS work unit is managed within the Engineering Division of the Community Development Department, located on the first floor of Pittsburg City Hall. Other divisions of the department include Building, Planning, Capital Improvement Program, Development and Traffic. The GIS unit also serves several other departments and divisions within the city government, including Public Works (streets, sidewalks, building maintenance) and Utilities (water distribution, sanitary sewer collection, stormwater/npdes) as well as Economic Development and Successor Agency/development activities within City limits. Scope of Work Key components of the support services include five core areas, as follows: 1. Overall Coordination of the GIS Function Overall responsibility for development and deployment of the GIS system for use by City staff Interaction with Engineering and other City Departments to gather information for existing and new layers Prepare a Needs Assessment Report that includes evaluation, procurement, and implementation of hardware and software for running the GIS services to the City of Pittsburg Manage the GIS accessible to Public Resolve problems faced by GIS users Coordinate with Contra Costa County Coordinate with other cities (no less often than once per quarter) Set up Emergency Operation Center version of the GIS 2. Design New GIS Layers as and when needed Design, develop and create GIS layers and data elements consistent with existing standards using ArcGIS software application Design, update and deploy maps with related data attributes on GIS platform for newly created layers Perform digitizing and drafting as required for the new data pertaining to the newly designed layers 5

6 3. Modify existing GIS Layers Code and digitize maps and geographic feature data into various layers of the existing GIS and perform quality control checks Update and deploy maps with related data attributes from the as-built maps of new subdivisions Analyze the mapping needs of various end user groups and then develop, modify or update layers to meet those needs 4. Update Attributes and Values Analyze change requests submitted by field staff and then modify maps or data to meet those needs Maintain existing and new data elements from a variety of internal and external sources Periodically update, modify and correct data values and mapping information of various utilities layers in GIS Perform weekly updates of the GIS working set to the production server 5. Maintain the GIS System Manage the City s infrastructure and asset inventory publication Maintain GIS layers/data elements consistent with industry standards Analyze and interpret geographic data and ensure that the data quality and information is reliable and consistently maintained Create asset reports from the GIS system based on the layer and data attributes Proposers are encouraged to provide evidence of past experience with GIS and public agency GIS. All proposals are to be submitted to the City of Pittsburg, Community Development Department, First Floor, 65 Civic Avenue, Pittsburg CA on or before 2 p.m. on Monday, February 22, The words RFP/GIS shall be clearly printed on the outside of the envelope. 6

7 Requirements Instructions Please respond to the four (4) areas listed below: 1. Project Approach and Provision of Services a. Description of Organization b. Detailed plan or strategy to provide Support Services for existing GIS c. Consultation with City staff and coordination of activities to update, maintain and/or expand the GIS system operated by the City d. Meeting on a regular basis and providing weekly communication regarding operation of the GIS. Work closely with City staff to develop annual operating budgets and prioritized goals by month, quarter and year. 2. Personnel a. Identify contact person that will be primary liaison between VENDOR and the City, and describe their current relationship with proposing entity b. Demonstrate expertise in the area of GIS support c. Personnel plan for hiring additional part-time staff if needed, description of resources and methods for mobilizing this work force d. Provide an organizational chart, description of key staff and the roles they will play in the organization. 3. Skills, Experience and Industry Knowledge a. Demonstrate experience and working knowledge of a government organization and process. b. Provide list of relevant experience to other municipalities including client name and location, year begin and end, description of services. c. Experience and working knowledge of ESRI Geodatabase d. Experience in the area of training and documentation to City staff. e. Process requests for GIS and/or digital data from public, staff, agencies, and consultants. f. Demonstrate relationship and experience in the GIS or information technology, including contacts with service providers, industry vendors and/or other resources. 4. Time and Material Rates 5. Insurance a. General Liability b. Workers Compensation c. Non-owned automobile d. Professional Liability 7

8 Information Rating and Evaluation Process The City will consider the VENDOR responses using a pre-determined weighted scale for each area, and determine by comparison how the results will be rated. Project Approach and Provision of Services Personnel Skills, Experience and Industry Knowledge 34 points 33 points 33 points Following the evaluation of the qualified, responsive submitted responses under the criteria listed above, qualified firms may be invited to interview. The interview will be rated with a final score for each of the sections, for a total score out of 100 points. If you have questions regarding this Request for Proposals packet, please direct them to Richard Abono, Senior Civil Engineer, at (925) , or by at rabono@ci.pittsburg.ca.us. Note to all Respondents and Proposers: The City of Pittsburg reserves the right to reject all submittals at its option to terminate this request for proposals, reissue it with the same or different conditions, or extend the date for submittals. This request is not an offer to contract with any specific party. Selection of a party with whom to enter into exclusive negotiations is expected to, but is not guaranteed to, lead to a disposition and agreement for this project. 8

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