Town of Somers, Connecticut Geographic Information Consulting Services Request for Proposals

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1 Town of Somers, Connecticut Geographic Information Consulting Services Request for Proposals The Town of Somers invites proposals for Geographic Information System consultation/ implementation services. Interested parties may submit (4) four sets of each proposal accompanied by a digital version to: Director of Public Works/Town Engineer Jeffrey S. Bord Land Use Department 600 Main St Somers, CT The deadline for submissions of proposals is Tuesday, January, 29 th 2013 at 12:00pm Submissions will not be read publicly, but will be available upon request. This Request for Proposal and any addendum shall be issued on the Town s web page at It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this Request for Proposal. No questions will be accepted or addenda issued after Monday January 21, 2013 unless it is to postpone the due date. Respondents with questions regarding the submission requirements or requesting an electronic version of this request for proposals may contact the following personnel via only (telephone inquiries related to proposal requirements shall not receive a response): Jeffrey S. Bord, Town Engineer Additional details about the assessor s maps or other information may be obtained via only from: Patricia Juda, Town Assessor 1

2 TOWN OF SOMERS, CONNECTICUT REQUEST FOR PROPOSALS FOR GIS CONSULTING SERVICES The Town of Somers is soliciting proposals from professional Geographic Information System consultants. The requested services may include but are not limited to planning, design, development, integration and implementation of GIS information systems ( The Project ). The Project should consist of reviewing the Town s GIS needs and helping the Town further its data management goals. Purpose The Town of Somers seeks to develop a GIS and an interactive Web-GIS application under 2012 Capital Improvement Project Funding. The estimated start date for The Project is February 11 th 2013, with an estimated completion deadline of August 1, The consultant is to develop a high-quality Town-wide digital parcel database, integrate other CT- GIS and local data, and make the information available on the Town s website through an interactive online application. All GIS products must be delivered as topologically correct Esri ArcGIS Geodatabases with metadata (to be owned by the Town) based on the Connecticut State Plane Coordinate Grid System (NAD 83). Scope of Services The anticipated initial Scope of Services may include: 1. Conduct a limited departmental assessment including the following: a. Interviewing Town staff to gain an understanding of the GIS needs of each department; b. Develop recommendations for a GIS including software, hardware, network requirements (including maintenance) with costs; c. Develop a strategy to guide recommendations, priorities, and actions for GIS development within the Town that addresses: Possible GIS applications for each Town department, including but not limited to an inventory of the maps and spatial data; Existing resources and needs (hardware, software, data); Areas for process improvements, data sharing, common fields, and security needs; Town s information technology structure to ensure GIS will work effectively with other software and hardware tools; 2. The provision of a GIS with the ability to provide the services and functions listed within this request. Interested consultants must submit as part of any proposal a detailed work plan including cost to accomplish the following: 1 Conversion of existing assessor maps to a seamless and updated GIS parcel data set including subdivisions; 2 Integration of recent orthophotography, and current Town Zoning Map 2

3 3. Integration of road centerlines, edge of roads, road ROW, and attributed data including ownership and street names; 4. Location of wetland soils and surface water features; 5. Recommendation and possible integration of available Federal and State data and other mapping that would be determined to be beneficial to the Town. Examples include but are not limited to USGS; CTDEP; CRCOG; UCONN CLEAR; CT ECO; DECD; FEMA; US CENSUS; CTDOT and others; 6. Development of an underlying database, including Assessor s CAMA database, to provide descriptive information of each parcel and feature shown or developed through the implementation of the Project 7. Training of staff with GIS technology, software, and hardware tools; 8. Integration of key interest points such as municipal buildings, fire stations, recreational facilities, open spaces, significant natural and cultural features; 9. Implementation of various phases of GIS development, as requested by the Town. 10. A detailed task completion schedule outlining each project phase and a completion date within The Project s deadline. The Town of Somers reserves the right to modify or expand the Scope of Services in a manner that best services the interest of the Town. Additional Scope of Services may include, but are not limited to: long term support including updating of digital mapping data and supporting databases, map data maintenance and management guidance; integration of water and sewer systems; well locations; topography mapping; easements; building locations; street maintenance routes; trails, greenways, and bicycle routes; street signs dog license registrations; emergency response data (fire, police, and EMS); fire suppression systems; fire protection water sources; location of special needs residents; Town maintained illumination. Respondents may also separately offer alternate proposals or additional services, such as additional text or annotation, additional layer files of particular features, and annual maintenance of any digital files provided under this contract in addition to the proposed work. Additional Information There are 4000 identified parcels within the Town. The Town encompasses roughly 28.5 square miles. There are 45 assessor maps. There are approximately 90 miles of maintained roads. 3

4 Important Dates Question submission cut-off date: Monday, January 21 st 2013 Proposal Due Date: 12:00pm Tuesday, January 29 th 2013 Proposal Selection Date: Tuesday, February 5 th, 2013 Project Start Date: February 11 th, 2013 Project Completion Date: August 1, 2013 (Subject to change) Submission of Statement of Qualifications Interested consultants who wish to be considered for this work shall provide four (4) sets of the following information to the Director of Public Works/ Town Engineer, Jeffrey S. Bord in the Land Use Department at 600 Main St, PO Box 308, Somers, CT by 12:00pm, Tuesday, January 29th. An electronic version of the RFP response on CD shall accompany the submission. The submission should include: Letter of Introduction; Firm's Information Package; An outline and description of the firm's understanding of the Project and proposed approach necessary to meet requirements of the Scope of Services; Detailed fee proposals identified by task as presented in the Scope of Services, including a total cost for completing the initial Scope of Services; Recommendations for the management of the Project; At least two references for on-going and/or recently completed GIS work (including contact person and phone number/ ); Qualifications of the firm; Certificate of insurance ( Appendix A) Any additional information that will assist in evaluating the qualifications of the consultant; Schedule for completion of initial scope of services. Proposals must provide a clear description of tasks to be completed, a detailed approach in how such tasks will be completed, in addition to proposed deliverables Additional Requirements Respondents with questions regarding the submission requirements or requesting an electronic version of this request for proposals may contact the following personnel via only (telephone inquiries related to proposal requirements shall not receive a response): Jeffrey S. Bord, Town Engineer Additional details about the assessor s maps or other information may be obtained via only from. Patricia Juda, Town Assessor 4

5 Selection of Consultant(s) The Board of Selectman shall designate a selection committee. The selection committee shall evaluate the responses, and if desired, create a short list for the purpose of conducting interviews. The selection committee shall recommend the retention of a consultant(s) to the Board of Selectman, who shall select the consultant(s) based upon Town administrative policy and procurement procedures. All submissions shall be final and binding on the respondent for acceptance by the Town for 120 days from the proposal closing date and time. A respondent filing a Statement of Qualifications thereby certifies that no officer, agent or employee of the Town who has a pecuniary interest in this request for proposal neither has nor shall participate in the contract negotiations on the part of the Town, that the proposal is made in good faith without fraud, collusion or connection of any kind with any other respondent of the same call for proposals, and that the respondent is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm. Respondents must fully disclose, in writing to the Town on or before the closing date of this request for proposals, the circumstances of any possible conflict of interest or what could be perceived as a possible conflict of interest if the respondent were to become a contracting party pursuant to this request for proposals. The Town shall review any submissions by respondents under this provision and may reject any proposals where, in the opinion of the Town, the respondent could be in a conflict of interest or could be perceived to be in a possible conflict of interest position if the respondent were to become a contracting party pursuant to this request for proposals. Respondents shall make all investigations necessary to inform it regarding the service(s) to be performed under this request for proposal. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such person guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any respondent who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages. The Town of Somers is an Affirmative Action - Equal Opportunity Employer. The Town of Somers is issuing this request for proposals for the purpose of determining the benefits of retaining consultants to provide the services described in this Scope of Services and reserves the right to reject any or all responses and to amend this Scope of Services in the process of selecting a Consultant. The Town of Somers reserves the right to enter into a contracted service agreement with more than one consultant as may be required to ensure the fair due process of the application review process and to meet the specialized needs of the Commission. The Town reserves the right to reject any, or any part of, or all Bid Proposals; to waive informalities; and to accept that Bid Proposal which the Town deem to be in the best interest of the Town, whether or not it is the lowest dollar Bid. Consideration in the awarding of the CONTRACT will be given, but not limited to, price, the accuracy and responsiveness of the CONTRACTOR, the experience, competence and financial condition of the CONTRACTOR, time for completion and/or labor force adequate to perform the 5

6 work, the nature and size of the CONTRACTOR S organization, quality of similar projects it has performed and completed in the past in Connecticut, other projects and/or revaluations currently under contract by the CONTRACTOR, the quality and ease-of-use of the Computer Assisted Mass Appraisal software system, quality of integration with the TOWN S existing assessment administration computer system, and a determination by the TOWN that the CONTRACTOR has the ability to complete the project successfully.. The individual or firm selected will be required to abide by the Town of Somers Municipal Code of Ethics and Insurance policy. (See Appendix A) Dated at Somers, CT this 17 th day of December

7 APPENDIX A INSURANCE The professional individual or firm shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from, or be in connection with the performance of the work hereunder by the individual or the firm, his agents, representatives, or employees. The cost of such insurance shall be included in the proposal. For the purpose of this clause, the term professional individual or firm shall also include the individual s or firm s respective officers, agents, officials, employees, volunteers, boards and commissions. A. Minimum Scope and Limits of Insurance 1. Board Form Comprehensive General Liability $1,000,000 combined single limit per occurrence for bodily injury, personal injury, property damage and products/completed operations. 2. Automobile Liability $1,000,000 combined single limit per occurrence for bodily injury and property damage. 3. Umbrella Liability $1,000,000 per occurrence, following form. 4. Workers Compensation limits as required by the State of Connecticut labor Code. 5. Employer s Liability $100,000 each accident $500,000 disease/policy limit $100,000 disease/each employee. 6. Professional Liability (if used on a claims-made basis, insurance coverage shall be maintained for the duration of the contract and for two (2) years following contact completion.) $1,000,000 per occurrence $1,000,000 aggregate. 7. Personal Property Coverage. 8. Adequate insurance to cover the value of personal property (including but not limited to, personal computers) belonging to the consultant while located on Town property, while in use or in storage, for the duration of the contract. B. Aggregate Limits Any aggregate limits must be declared to and be approved by the Town. At the option o the Town, the insurer shall increase or eliminate the aggregate limit and notify the Town of any erosion of aggregate limits. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and be approved by the Town. At the option of the Town, the insurer shall reduce or eliminate such deductibles or self-insured retentions as regards the Town or the Consultants shall procure a bond which guarantees payment of the losses and related investigations, claims administration and defense expenses. At no time will the Town be responsible of the payment of deductibles or self-insured retentions. D. Notice of Cancellation or Non-renewal Each insurance policy required by the exhibit shall be endorsed to state that coverage shall not be suspended, voided, canceled or reduced, either in coverage or in limits, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Town. E. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions; 1. Liability (General, Automobile, Professional) Coverage: a. The Town of Somers and its respective officers, agents, officials, employees, volunteers, boards and commissions are to be named as additional insured with regards to liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, 7

8 leased or used by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the Town. b. The Consultant s insurance coverage shall be the primary insurance as regards the Town. Any insurance or self-insurance maintained by the Town shall be in excess of the Consultant s insurance and shall not contribute with it. c. Any failure to comply with the reporting provisions of the policies shall not affect coverage provided to the Town. d. Coverage shall state that the Consultant s insurance shall apply separately to each insured against whom a claim is made or a suit is brought, except with respect to the limits o the insurer s liability. 2. Worker s Compensation and Employer s Liability Coverage: a. The insurer shall agree to waive all rights of subrogation against the Town for losses arising from the work performed by the Consultant for the Town. b. If State statute does not require the Consultant to obtain Worker s Compensation insurance, then the Consultant shall furnish the Town with adequate proof of the self-employment status. The Consultant agrees to waive all rights of claims against the Town for losses arising from the work performed by the Consultant. In the event that during the contract this self-employment status should change, the Consultant shall immediately furnish proper notice to the Town and a certificate of insurance indicating that Worker s Compensation insurance and Employer s Liability coverage has been obtained by the Consultant as required by this Exhibit. F. Acceptability of Insurers 1. Insurance is to be placed with insurers which have a Best s rating of at least A. 2. Insurance companies must either be licensed to do business in the State of Connecticut. G. Verification of Coverage The Consultant shall furnish the Town with certificates of insurance effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Chief Financial Officer before work commences. Renewal of expiring certificates shall be filed thirty (30) prior to expiration. The Town reserves the rights to require complete, certified copies of all required policies, at any time. All insurance documents required by this Exhibit shall be mailed to the Chief Financial Officer. Signature and Title: Date: 8

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