Island County, Washington REQUEST FOR PROPOSALS (RFP) GIS Data Inventory Update for Shoreline Compliance

Transcription

1 Island County, Washington REQUEST FOR PROPOSALS (RFP) GIS Data Inventory Update for Shoreline Compliance Send Proposal Packages to: Tess Cooper, Critical Area Planner Island County Planning and Community Development Department P.O. Box N.E. 6 th Street Coupeville, Washington RFP Shoreline GIS data update RFP Release Date: June 1, 2016 Proposal Due Date: June 22, 2016 at 2:30 p.m. PST Island County, WA GIS Data Inventory RFP Page 1 of 6

2 PURPOSE Island County is conducting a Marine and Nearshore Compliance Improvement Project through a Grant provided by National Estuary Program Funds. Island County s goal for this project involves a multi-faceted approach to improve regulatory compliance in the County s shoreline areas. Specifically, Enforcement activities in Island Count are currently a manual, paper-based process. This is an inefficient and time-consuming process. Improvements to traditional tools and technology would increase enforcement efficiency and create more time for tasks such as case management, outreach, data tracking and analysis. The project proposes technology improvements include a wireless field computer, mobile GIS Software & license, and GPS devices (for permit review and code compliance staff). The use of better data collection methods, improved GIS data inventories, permit tracking reports, and data base queries will greatly improve efficiency in the use of limited County resources providing better service to the public. MINIMUM QUALIFICATIONS The consultant(s) selected must have demonstrated knowledge and experience with shoreline regulations related to local government and policy, as well as thorough knowledge of the Washington State Shoreline Management Act (SMA) requirements. Specifically, the selected consultant must have documented experience and expertise in the following areas: Marine and nearshore science and regulation GIS analysis and data inventory management using ESRI s software PROJECT BUDGET This effort is being funded by a National Estuary Protection grant issued through the Washington State Department of Fish and Wildlife. Island County has budgeted $30,000 to acquire consulting services to assist with this project. PROJECT MANAGEMENT Island County will provide project management and oversight services for this project with input and review by the Washington State Department of Fish and Wildlife. WDFW s Project Manager for this grant-funded project is Maria Hunter. PROJECT SCHEDULE This project is part of a broader effort by Island County to improving shoreline permit processes and identifying efficiencies to provide better service to the public. Island County has adopted a broad schedule and framework for the completion of this work. A more specific schedule is established in the scope of work associated with the NEP Island County, WA GIS Data Inventory RFP Page 2 of 6

3 grant (link). A copy of this document is available on the Island County website and should be consulted in developing responses to this RFP. PROJECT DESCRIPTION Island County is seeking one or more qualified consultants to improve our GIS and Data inventory related to the marine shorelines of Puget Sound. Additional resources and improvements have been identified as useful to enforcement activities and are proposed to be collected and packaged by an outside consultant under this project. These resources include but are not limited to: - A library of outside agency datasets with auto-updating files including: o Eel grass and kelp beds o Drift cells o Shoreline modification o Spawning bed data o Other relevant nearshore inventories. - WDFW High Resolution Change Detection and other modeling capabilities. - With the new no-net loss requirement under the SMP high resolution oblique photos are useful to help establish a baseline of existing conditions from which to determine new shoreline modifications. Island County is in the process or acquiring recent shoreline oblique aerial photos needs a GIS layer compiled of the collection. - Other suggested shoreline management related data-sets or tools. PROJECT OUTCOMES By improving the efficiency of our code compliance program, Island County will be able to resolve a greater number of code compliance issues with our existing staffing resources. This will be accomplished by reducing the amount of time that is required to research and process code violations. In addition, improved data analysis and tracking will improve the accuracy of code compliance efforts reducing the amount of time needed to resolve disputes and appeals. PROPOSAL CONTENT Proposals should be no longer than ten pages (not including attachments). At least three bound paper copies and one digital copy of all application materials should be submitted. Proposals must include the following: A. Firm/Team Information: Firm name, address, phone, fax, and . Identify the project manager and all team members including subcontractors who will work on the project and indicate the estimated total hours each will spend on the project and the hourly rates charged for their services. Island County, WA GIS Data Inventory RFP Page 3 of 6

4 B. Scope of Services/Budget: A general scope of work is provided in this RFP and a more detailed scope of work and preliminary schedule is outlined in Island County s NEP grant agreement (link). Describe your approach to, and understanding of the project, specifically addressing each of the tasks included in this RFP. Please include your estimate or understanding of which tasks should be performed by County staff. In addition to the scope of work described in the NEP grant agreement, proposals should specifically address the following: 1. The proposed scope of services should include the following deliverables: a) Strategic Plan for Updating Data Inventories b) Library of data products c) Management plan for Island County Data Stewards to keep data up to date and relevant (if not auto-updating). C. Relevant Experience: Describe the relevant background and experience of the firm. D. References: Provide at least two relevant references for your firm and for each team member and subcontractor. Such references should include project descriptions, client names, addresses, and phone numbers. The consultant s role in the project should be fully described and should indicate whether the experience is associated with the firm or an individual team member. E. Project Schedule: A formal project schedule will be finalized with the selected consultant; however, proposals should be generally consistent with the scope of work described in this RFP and the preliminary schedule identified in the NEP grant contract (link). Proposals must include a statement indicating that your firm/team has sufficient financial and staffing resources and can comply with the timelines identified in the preliminary schedule. EVALUATION PROCESS Proposals will be evaluated in two phases. In the first phase, written proposals will be reviewed and evaluated by a review committee comprised of staff members from Island County Planning and Community Development and Public Works. Finalists will then be selected and invited for interviews at the County offices in Coupeville, WA. Following the interview process, a selection will be made by the Island County Planning Director based on the evaluation criteria below; taking into consideration input, rankings, and concerns identified by the review committee. If selected, the consultant will be informed of the Planning Director s decision within five working days of the final interview. Island County, WA GIS Data Inventory RFP Page 4 of 6

5 SCORING CRITERIA The proposals will be evaluated as follows: A. Approach and project understanding - 60 points 1. The proposal indicates a thorough understanding of the project scope and relevant issues. 2. Proposal utilizes innovative and original approaches that take into consideration Island County s unique conditions, circumstances, and issues. This should not however, preclude the use of established methods or practices if the consulting team feels that such techniques are the best approach. 3. A realistic schedule for accomplishing the required work, within the scope of the timelines prescribed in Island County s NEP grant agreement. B. Previous experience of key personnel in the areas required - 20 points 1. Proposal demonstrates that team members have appropriate academic backgrounds, work experience, and professional credentials in all areas and disciplines required to complete the required work. 2. Firm can demonstrate experience completing similar projects on time. Work samples and references should be provided to document this experience. C. Budget optimizes value to Island County - 20 points 1. Hourly rates for key staff members are reasonable 2. Proposal identifies the work product that will be delivered and maximizes the quality and quantity of work that will be delivered to Island County. COMMUNICATIONS WITH ISLAND COUNTY All communication concerning this Project should be directed to: Paula Bradshaw, Office Manager Island County Planning and Community Development Department P.O. Box 5000 Island County, WA GIS Data Inventory RFP Page 5 of 6

6 1 N.E. 6 th Street Coupeville, Washington [email protected] PROPOSALS DUE To be considered, three (3) bound, paper copies and one digital copy of the proposal must be received at the address above no later than 2:30 p.m. on June 22, Proposers are solely responsible for ensuring that proposals are delivered on time. No ed or faxed copies will be accepted. Proposals received after the due date and time will not be considered. COST OF PROPOSAL This RFP does not, under any circumstance, commit the County to pay any costs incurred by any proposer in the submission of a proposal. The proposer is responsible for all cost associated with response to this RFP. REJECTION OF PROPOSALS Island County reserves the right to reject any or all proposals at any time with no penalty and to waive immaterial defect and minor irregularities in proposals. PROPOSAL DISPOSITION All materials submitted in response to this RFP shall become the property of Island County upon delivery. ANTICIPATED CONSULTANT SELECTION TIME SCHEDULE Request For Proposals Published June 1, 2016 Proposals Due June 22, 2016 Finalists Selected For Interview June 24, 2016 Interviews Conducted July 6, July 8, 2016 Final Selection Announced July 13, 2016 Contract Signed August 15, 2016 Publication: Whidbey News Times issue dated 6/1/16 Daily Journal of Commerce issue dated <date> Island County, WA GIS Data Inventory RFP Page 6 of 6