SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSAL NO. 11/12-001MS GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES.

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1 SUWANNEE RIVER WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSAL NO. 11/12-001MS GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Table of Contents Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Key Points 3 4 Instructions to Proposers 6 5 GIS Consulting Services Scope of Work 14 6 Forms 20 Suwannee River Water Management District 9225 CR 49 Live Oak, FL (Fax) (Florida only) GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 1 of 28

2 SECTION 1: INTRODUCTION The Suwannee River Water Management District (also referred to as District) is soliciting proposals from qualified firms (also referred to as proposer or contractor) to provide professional geographic information system (GIS) services to assist in the accomplishment of the District s mission. GIS services are required for regularly scheduled, optional, and as-needed tasks in conformity with the specifications and procedures described in Section 5 of this Request for Proposals (RFP), GIS Consulting Services Scope of Work. The majority of the work to be completed as a result of this proposal will be done onsite for the Department of Land Acquisition and Management (LAM). A regular schedule throughout the year will be established in the contract to complete onsite work for LAM. Additional work can be done on or off site on an as-needed basis. The initial contract shall be for a period of one year with the potential for two subsequent one-year renewals based upon the prior year s performance by the contractor, the same terms and conditions or terms more favorable to the District, and mutual agreement of the District and the contractor. SECTION 2: PROPOSED SCHEDULE September 30, 2011 Release of Request for Proposals (RFP). October 11, 2011 Contractor Registration Forms due to the District in order to receive proposal updates, notification of changes in the meeting schedule, and copies of responses to all written questions regarding this RFP. October 17, 2011 All questions about the RFP must be received by the District no later than 8:00 AM. October 20, 2011 Response to questions received by the District will be ed by 5:00 PM. October 26, 2011 Proposals due prior to 4:00 PM at District headquarters in Live Oak. Opening of proposals will occur at this time. November 2, 2011 District Selection Committee meeting at 10:30 AM at District headquarters in Live Oak. November 15, 2011 Presentations by top-ranked proposers beginning at 10:00 AM. December 13, 2011 Governing Board consideration for entering into contract with ranked contractors.* January 3, 2012 * Denotes a public meeting. All times denote Eastern Time (ET). Tentative execution of contract(s). GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 2 of 28

3 SECTION 3: KEY POINTS 3.1 INSURANCE REQUIREMENTS The District requires insurance for all projects. Workers compensation insurance in the amount required by Florida Law will be required for companies authorized to do business in Florida. Additional information regarding insurance requirements is in Section 4.5, Qualifications of Proposers. 3.2 PREFERENCES Provide proof of eligibility for Veteran s Preference, drug-free workplace or minority-owned business, if appropriate. 3.3 SELECTION OF CONTRACTOR It is the District s goal to determine the best value to the District amongst the proposals that are submitted. Proposals will be compared on price, firm experience, proximity, references, ability to provide services, and demonstrated ability to successfully complete projects of comparable size. Historically, the District has had multiple contractors for this work. The District would like the proposer to have no more than one additional firm listed in each response to the Request for Proposal. The District may select more than one proposer to be available for District GIS Services. Ranking of proposals will be made to select the most qualified and cost-effective selection in the sole opinion of the District. Proposal packages may be obtained on or after September 30, 2011, from the District by going to If you need assistance or if, due to disability, you require a special accommodation to participate in any activity relating to this proposal, contact Kristel Callahan by calling or kjc@srwmd.org. 3.5 CHALLENGE OF SOLICITATION PROCESS If a potential proposer protests any provisions of this Request for Proposal (RFP), a notice of intent to protest shall be filed with the District in writing within 72 hours after the posting of the RFP on the District s website and the proposer shall file a formal written protest within ten (10) days after filing a notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter , Florida Administrative Code, and Section (3), Florida Statutes, shall post with the District at the time of filing the formal written protest, a bond pursuant to Section (2)(c), Florida Statutes (2011). Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter , Florida Administrative Code and Section (3), Florida Statutes, or failure to post the bond or other security GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 3 of 28

4 required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, Failure to file a protest within the time prescribed in Section (3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes. 3.6 CHALLENGE OF DISTRICT S INTENT TO AWARD CONTRACT If a proposer intends to protest District s intent to award contract, the notice of intent to protest must be filed in writing within 72 hours after posting of a notice of intent to award contract and the proposer shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter , Florida Administrative Code, and Section (3), Florida Statutes, shall post with the District at the time of filing the formal written protest, a bond pursuant to Section (2)(c), Florida Statutes (2011). Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter , Florida Administrative Code and Section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. More specifically, Failure to file a protest within the time prescribed in Section (3) Florida Statutes shall constitute a waiver of proceedings under Chapter 120 of Florida Statutes. 3.7 AMERICANS WITH DISABILITIES ACT The District does not discriminate upon the basis of any individual s disability status. This nondiscrimination policy involves every aspect of the District s functions including one s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact the District at or (Florida only). The District s fax number is MINORITY BUSINESS ENTERPRISES The District recognizes fair and open competition as a basic tenet of public procurement. Proposers doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age, marital status, or sex. The District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 4 of 28

5 3.9 VETERAN S PREFERENCE In the absence of a minority business enterprise, whenever two or more service providers are ranked equally, a veteran-owned business enterprise shall be given preference in the award process DRUG FREE WORKPLACE ACT The selected proposer shall represent that it has established a drug free workplace PUBLIC ENTITY CRIME Section (2)(a), Florida Statutes, states A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list REJECTION OF RESPONSES Pursuant to Rule 40B-1.812, Florida Administrative Code, the District reserves the right to reject any and all proposals or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal RENEWAL OF CONTRACT The initial contract shall be for a period of one year with the potential for two subsequent one-year renewals based upon the same terms and conditions or terms more favorable to the District, and mutual agreement of the District and the contractor. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 5 of 28

6 SECTION 4: INSTRUCTIONS TO PROPOSERS 4.1 EXAMINATION OF CONTRACT DOCUMENTS AND WORK SPECIFICATIONS The proposer is required to examine carefully the general specifications of the work and other contract documents for the work contemplated, and it will be assumed that the proposer has investigated and is fully informed of the conditions and materials to be encountered and of the character, quality and quantities of work to be performed and materials to be furnished and the requirements of other contract documents. Failure on the part of the proposer to review and familiarize himself with the work will not be sufficient cause to submit a claim for additional compensation. No verbal agreement or conversation with any officer, agent or employee of District, either before or after the execution of the contract, shall affect or modify any of these terms. 4.2 OBLIGATION OF PROPOSERS Proposer is solely responsible for being fully informed of the conditions under which the work is to be performed in relation to existing conditions. Failure to do so will not relieve a successful proposer of his obligation to furnish all material, equipment and labor necessary to carry out the provision of the contract documents and to complete the contemplated work for the consideration set forth in this proposal. In addition, proposer shall be held responsible for having examined the details of the proposed project and having satisfied himself from his own personal knowledge and experience or professional advice as to the character of the project and any other conditions surrounding and affecting the work. The Contractor Registration Form, Form 1 in Section 6, should be prepared and provided to the District before or on October 11, Submittal of Form 1 will enable the District to provide proposers with forms in Word format and any updates or changes to this proposal. It will also provide all potential proposers responses to any and all questions submitted by individuals or firms about the project. Contractor Registration Forms received after October 11, 2011, may result in not receiving timely updates and changes to this RFP. 4.3 PROPOSAL PREPARATION Proposals shall be organized and provide requested information in accordance with Sections 4 through 6. Forms 2 through 5 in Section 6 (pages 21-27) shall be submitted on reproduced copies. Additional pages of documentation may be submitted to further clarify the information in Sections 4 GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 6 of 28

7 through 6, but no proposal will be considered that does not include responses addressing Sections 4 through 6. Proposers shall submit one digital copy, one original and four copies of their proposal package in the form and manner specified below. All blank spaces on the proposal forms shall be typed or legibly printed in ink. If an individual makes the proposal, he must sign his name therein and state his address, and the name and address of every other person interested in the proposal as principal. If the proposal is made by a firm or partnership, the name and address of each member of the firm or partnership must be stated. If a corporation makes the proposal, an authorized officer or agent, subscribing the name of the corporation with his own name, must sign the proposal. Such officer or agent must also state the name of the state under which the corporation is chartered and the names and business addresses of the President, Vice President, Secretary, and Treasurer, as applicable. Corporations chartered in states other than Florida shall submit evidence of registration with the Secretary of State for doing business in the State of Florida. Form 3, Certificate as to Corporation, should be prepared and submitted by corporations. 4.4 DELIVERY OF PROPOSALS One digital copy on compact disc (CD), one original and four (4) paper copies of the proposal should be sent to: Kristel Callahan, Business Resource Specialist Suwannee River Water Management District 9225 County Road 49 Live Oak, Florida Phone: Proposals are due at the above address prior to 4:00 PM on October 26, Proposals received after this time, for any reason, will be rejected. Proposals must be hard copy. FAX or digital transmittals will not be accepted. All proposals shall be submitted in sealed envelopes with the proposal number and proposal opening time and date (as advertised) clearly marked in large, bold and/or colored lettering. Proposals delivered in an envelope not properly marked with the proposal number and proposal opening and time that are inadvertently opened by District personnel will not be considered. The proposal shall be hand-delivered or mailed, preferably by registered mail. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 7 of 28

8 A No Proposal response shall be submitted in the same manner as a proposal. Proposers are requested to use the No Proposal Response Form (Form 6) provided in the Section QUALIFICATIONS OF PROPOSERS It is the proposer s responsibility to completely respond and/or completely fill in all items in Sections 4, 5 and 6 with the information listed below in the response. Items that are in bold will be used in the ranking of the proposals. Failure to provide these items may result in the proposal being considered non-responsive. Other services that can be provided should be filled in and may be included in the contract at the option of the District. The minimum requirements necessary to meet the qualifications for this contract are listed below. Proposals shall be organized as listed below. There is the potential for projects to be applicable to more than one section below or service or task. Please explain the project in one area and provide a link to the other chapter or service or task if appropriate and understandable. 1: Experience Have seven (7) years experience for the areas of expertise(s) being proposed (project experience must be by the individual(s), firm, or project manager(s) assigned to the project). Proposers shall include information which clearly demonstrates their ability to meet this requirement. 2: Projects Applicable to RFP Have completed at least four (4) projects of the nature specified in the applicable Section 5, GIS Consulting Services Scope of Work, over the past three (3) years. Proposers shall use Form 4, Similar Projects, to list the names of the project(s), including the personnel assigned to each, and the names of the agencies/companies for whom the work was performed, including a contact person and telephone number. Form 4 can be copied to provide additional references if desired. 3: References Proposers shall use Form 5, References, to provide the names, addresses, and telephone numbers of at least three (3) clients who can attest to your experience as it relates to Section 5, GIS Consulting Services Scope of Work, (not including District). Form 5 can be copied to provide additional references if desired. 4: Proposed Approach Provide an overview of the proposed approach. This overview should show an understanding of District goals and objectives and propose a plan of work that will be used to complete the District s requirements in a timely GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 8 of 28

9 manner. The major aspects of the proposed plan of work should be detailed to give the District s Selection Committee insight into the tactics that are being proposed to meet the project objectives in a timely manner. Section 5.2, Project Approach, should be addressed in this chapter. 5: Project Team List the contractor s Project Team (Team) that will be assigned to this task. Information on education, training, experience, certifications, and continuing education should be provided so the Selection Committee may clearly be able to understand the qualifications of the individual/firm/team that is being assigned to complete this project. Describe the firm s current workload and the ability of the firm to add a project of this scope within the proposed timeframes. 6: Expertise Describe in detail each of the past projects that demonstrate the contractor(s) expertise in the services or tasks listed in Section 5.3, Proficiencies Needed, and Section 5.4, GIS Consulting Services Expertise. 6A: Proficiencies Needed - Describe the proficiencies of individual(s) or the firm as stated in Section 5.3, Proficiencies Needed. 6B: Expertise Needed - Using Section 5.4, GIS Consulting Services Expertise, describe the expertise for each service or task listed in this section. Descriptions must explicitly define the relevance of the projects and why they are relevant to the specified service or task. Identify and define the relevant expertise of key Team member(s) that will be involved in this service or task and the number of hours per week that each member(s) would be available for relevant services or tasks. Form 2, the Proposal Cost Schedule, should be included in this section. The services or tasks are listed below and in Section 5.4. Geospatial Project and Data Analysis Services Geospatial Data Management and Editing Digital Planimetric and Thematic Mapping Cadastral Data Management, Editing and Analysis GPS Services and Mobile GIS Technology Spatial Metadata 7: Other Relevant Information. The contractor(s) may include additional information that is relevant to a project. 8: Payment and Insurance The contractor(s) shall demonstrate an understanding of the District payment and insurance requirements. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 9 of 28

10 8A: Budget and Payment - All expenses incurred, including but not limited to travel, meals, lodging, copies, etc., are borne by contractor(s) and are not separately chargeable to District. Payments will be made on an hourly basis for personnel. Invoices must be detailed to show date, site, person, activity and rate. Section 5.5, GIS Services Budget, should be addressed in this chapter. 8B: Insurance Requirements - If awarded, contractor(s) will purchase and maintain all insurance necessary to protect it from claims under workers' compensation laws, disability benefit laws or other similar employee benefit laws; from claims for damages because of bodily injury, occupational sickness or disease, or death of its employees, including claims insured by usual personal injury liability coverage; from claims for damages because of bodily injury, sickness or disease, or death of any person other than its employees including claims insured by usual personal injury liability coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting therefrom - any or all of which may arise out of or result from contractor s operations under this contract, whether those operations be by the contractor or by any subcontractor or anyone directly or indirectly employed by any of them or for whose acts any of them may be legally liable. (a) This insurance shall be written for not less than any limits of liability specified in this contract or required by law, whichever is greater, and shall include contractual liability insurance. The limits of liability for insurance shall be as follows: (i) For workers compensation insurance, the limits shall be as required by law; (ii) For motor vehicular liability insurance, the limits shall be for not less than $500,000 combined single limit; (iii) For general liability insurance, the limits shall be a minimum of $1,000,000 per occurrence and $1,000,000 general aggregate. (b) Before starting the work, contractor will file with the District certificate(s) of insurance, acceptable to the District, providing evidence that contractor has in full force and effect the insurance required herein with insurers authorized to do business in the State of Florida. These certificate(s) shall contain provision(s) that provide, without limitation, the following: (i) Name the District as a named or additional insured without waiving any defense of sovereign immunity or increasing the limits of District s liability in excess of the statutory cap provided under Section , Florida Statutes. (ii) The coverage afforded under the policies will not be cancelled or materially changed until at least 30 days prior written notice has been given to the District. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 10 of 28

11 4.6 QUESTIONS ABOUT PROPOSAL All questions about the proposal should be ed to Kristel Callahan by 8:00 AM October 17, District will not respond to any questions via phone calls or visits, or through s to District staff other than Ms. Callahan. Responses to questions will be developed and ed to potential proposers using the information submitted on Form 1. No response will be provided for questions received after 8:00 AM October 17, 2011, unless the District deems it to be in the best interest of the District for potential proposers who have provided the District with a Contractors Registration Form to know the response. 4.7 DISQUALIFICATION OF PROPOSERS Any of the following causes shall be considered as sufficient grounds for the disqualification of a proposer and the rejection of his proposal: Submission of more than one proposal for the same work by an individual, firm, partnership or corporation under the same or different names; Evidence of collusion among proposers; Incomplete work for which the proposer is committed by contract, which, in the judgment of District, might hinder or prevent the prompt completion of work under this contract if awarded to proposer; Being in arrears on any of his existing contracts with District or in litigation with District or having defaulted on a previous contract with District; and Any other cause which, in District s judgment and discretion, is sufficient to justify disqualification of a proposer or the rejection of the proposal. If Items or above are considered to be applicable to any prospective proposer by District prior to the issuance of proposal documents, the prospective proposer will be notified and will not be allowed to pick up proposal documents or submit a proposal for the work. If a proposal is submitted, District will notify the prospective proposer and the proposal will not be opened. 4.8 EXECUTION OF CONTRACTS Two copies of the contract will be provided to the highest ranked proposer after approval by the Governing Board. The proposer, within ten (10) days of the date of receipt, shall execute and return both copies of the contract to District, along with the following: A completed Internal Revenue Service Form W-9; Satisfactory evidence of all required insurance coverage; GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 11 of 28

12 4.8.3 Proof satisfactory to District of the authority of the person or persons executing the contract on behalf of the proposer; and All other information and documentation required by the contract documents. The above documents must be furnished, executed and delivered, before the contract will be executed by District. The contract shall not be binding upon District until it has been executed by District and a copy of such fully executed contract is delivered to contractor. District reserves the right to cancel the award without liability, and at any time before the contract has been fully executed by all parties and delivered to contractor. 4.9 FAILURE TO EXECUTE CONTRACT Failure upon the part of the proposer to whom the contract has been awarded to execute and deliver the contract, and to furnish the evidence required in 4.8 above, within ten (10) days after the date of award shall be just cause, if District so elects, for the annulment of the award NOTICE AND SERVICES THEREOF All notices given by District, under the provisions of this contract, shall be in writing and service of same may be in either of the following manners: By delivery of such notice to the proposer or to any office of the proposer if said proposer be a corporation, or to any agent of the proposer By mailing such notice by United States mail to the address of the proposer shown on the proposer s proposal. District shall not accept as filed any electronically transmitted facsimile pleadings, petitions, notice of protests or other documents FLORIDA SALES TAX The attention of all prospective proposers is directed to the fact that District is exempt from payment of State of Florida sales tax pursuant to Section (6), Florida Statutes. The tangible personal property that is the subject of this contract is intended to remain tangible personal property and not become a part of public works owned by the District TIME OF COMPLETION Each proposer agrees that the time of completion is of the essence and further agrees that if awarded the contract, he shall proceed with the specified work in accordance with the approved schedule and within the time period specified in each work order. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 12 of 28

13 4.13 USE BY OTHER STATE OF FLORIDA GOVERNMENTAL ENTITIES Other State of Florida governmental entities may purchase from the Agreement to be awarded pursuant to this proposal, provided such use of the proposal has been determined to be cost-effective by the entity. Eligible users of this proposal include other water management districts, State of Florida agencies (including members of the state university system and community college system), counties, local county Boards of Public Instruction, municipalities, and other local public agencies or authorities. The general terms and conditions of this proposal shall apply to the services procured by other State of Florida governmental entities referencing this proposal. The proposer has the option of providing services described under this proposal to other State of Florida governmental entities at proposer s discretion. Funding mechanisms/work assignments must be executed in advance of work performed for another State of Florida governmental entity. The governmental entity shall utilize appropriate funding mechanisms (purchase orders, etc.) to authorize performance by proposer. All work performed under a funding mechanism executed by another state of Florida governmental entity shall be the responsibility of that governmental entity for payment. The District shall not be a party to any such funding mechanism thereby executed and shall not be responsible for payment for any services performed for any governmental entity that utilizes proposer pursuant to this section of the proposal. Contract/project managers shall be identified for each work assignment executed between the proposer and another governmental entity. The District s contract/project Manager(s) shall not be responsible for any work performed under any proposal between another governmental entity and the proposer. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 13 of 28

14 SECTION 5: GIS CONSULTING SERVICES SCOPE OF WORK 5.1 PROJECT DESCRIPTION The District is soliciting services to provide geospatial mapping, data management, and analysis services on an as-needed basis to assist in the accomplishment of its mission. Examples of these services include, but are not limited to, planimetric mapping, survey interpretation, geospatial application design and implementation, database design and development, metadata development and maintenance, programming, advanced data analysis and data modeling, data conversion, geospatial feature creation, editing, and maintenance, software integration, Global Positioning System (GPS) application design and data integration and mobile Geographic Information System (GIS) application development, and cartographic products. GIS services are required for regularly scheduled, optional, and as-needed tasks in conformity with the specifications and procedures described in this Scope of Work. The contractor(s) must provide onsite staff on a regular schedule throughout the year to complete tasks. The majority of GIS services needed will be for the Department of Land Acquisition and Land Management (LAM). Proposer(s) can be individual(s) or a firm that provides professional GIS services. The work may include a variety of geospatial mapping and data services. Proposals must clearly address the proposer s qualifications, proficiencies outlined in Section 5.3, Proficiencies Needed, and experience under Section 5, GIS Consulting Services Scope of Work. 5.2 PROJECT APPROACH The objective of this Request for Proposals (RFP) is to select a contractor(s) to perform the services set forth herein. The District anticipates setting forth the terms, conditions and fee schedules in a contract with the contractor(s). The District requests the following services from the successful proposer(s) The contractor(s) must describe their approach to project management. The project team may consist of more than one individual or more than one firm (but no more than two). It is mandatory to include letters of commitment from all team members, whether they be separate individuals not employed by the same firm or a separate subcontracting firm. It is not necessary to provide letters of commitment from employees within a firm. Proposals must specifically address why a particular team member is included. It should also clearly identify the governance structure for the team with particular emphasis on control and coordination of team members and a subcontractor. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 14 of 28

15 5.2.2 Onsite GIS staff shall handle day to day activities in the Department of Land Acquisition and Management. This person must have 3-5 years of intensive GIS experience working with surveys, computer-aided design (CAD) files, forest inventory and management data, forest management operations planning and tracking and maintaining inventories of natural resources and facilities. For example, data of this type includes forest stand mapping, forest inventory; recreation features such as trails and signs; natural features such as rare species occurrences and location and treatment histories of invasive exotic plants; and operations such as tree planting and prescribed burn operations. District will provide hardware and software needed for onsite work. It is expected that the costs associated with onsite work will be approximately 80 percent of the project budget Provide technical expertise for GIS services District-wide as requested with expertises listed in Sections 5.3 and 5.4. This expertise will primarily be to upgrade and develop software used by the rest of the District Contractor(s) shall provide all labor, materials, equipment, tools, transportation and supplies required to complete the work unless stated within this proposal. 5.3 PROFICIENCIES NEEDED The selected proposer(s) should be experienced in the use of Environmental Systems Research Institute (ESRI) ArcGIS software 9.x and higher that includes but is not limited to: ArcMap, ArcCatalog, ArcToolBox, ArcPad, Spatial Analyst, 3D Analyst, Spatial Analysis, Advanced ArcEditing, Survey Analyst, COGO, Maplex and Spatial Database Engine (SDE). The selected proposer(s) should be familiar with data in formats supported by the ESRI ArcGIS software that includes, but are not limited to: Shapefiles, Coverages, Personal, File, and Enterprise Geodatabases Triangulated Irregular Networks (TIN), GRIDs, Terrain Data Set and American Standard Code for Information Interchange (ASCII) files. The selected proposer(s) must be experienced with working within the ESRI Spatial Database Engine (SDE) environment. The selected proposer(s) should be familiar with image formats ERDAS Imagine (IMG), ERDAS LAN (LAN), Tagged Image File Format (TIF), Geographic Tagged Image File Format (GeoTIF), Multi-resolution Seamless Database (MrSID), Joint Photographic Experts Group (JPEG), JPEG2000, and Enhanced Compressed Wavelet (ECW). Working experience with other data formats such as LiDAR LAS format, KML/KMZ, Trimble SSF is beneficial. In addition, selected proposers(s) will need GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 15 of 28

16 to become familiar with third party software, such as forest inventory and processing software, to further improve usability and integration with other natural resource data and provide analyses to plan for future land management operations. The selected proposer(s) should be experienced in working with database versions of Oracle 9i, SQL Server 2008, Microsoft Access 2007, ASP.NET and higher with GIS data and applications. Please list your proficiencies in your proposal in regard to Section 5.3, Proficiencies Needed. 5.4 GIS CONSULTING SERVICES EXPERTISE The District may utilize the following services and expertise separately or collectively Geospatial Project and Data Analysis Services The selected proposer(s) must be able to provide programming, data analysis, and data modeling support for the processing of geospatial data within the ESRI software environments. The selected proposer(s) must be able to evaluate GIS project and application needs and resources and provide solutions Software and Hardware Environments Identify all software and hardware that will be used to support geospatial project and data analysis services Description of Data Development and Processing Workflows Describe the selected proposer(s) project processes and workflows for application design, development, programming, and analysis Examples of Services (include but are not limited to the following): Application needs assessment, design, and implementation; Custom programming of geoprocessing tools advanced spatial data geoprocessing; Database development and quality control; Creation of geodatabase relationship classes and or tabular relationships; Development of standard operating procedures for geospatial tasks; and Production of reports and maps Geospatial Data Management and Editing The selected proposer(s) must be able to provide geospatial and tabular data editing and GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 16 of 28

17 maintenance skills in support of the District s geospatial data within the ESRI software environments Software and Hardware Environments Identify all software and hardware that will be used to support geospatial data management and editing services Description of Data Development and Processing Workflows Describe the selected proposer(s) data management and editing processes and workflows. Quality control and assurance procedures must be clearly defined Examples of Services (include but are not limited to the following): ESRI geodatabase design, creation, operation, and maintenance; Relational database design, creation, operation, and maintenance; Design and organize geospatial data structures for ease of use and secure user access; Survey, COGO and cadastral data input, editing, and maintenance; Migration of spatial data and conversion of data formats; and Advanced ArcEdit skills Digital Planimetric and Thematic Mapping The selected proposer(s) must be able to interpret, capture and attribute planimetric and thematic features using two-dimensional (capture from ortho-rectified imagery) approaches. Data will be created and or maintained as ESRI Shapefiles, Personal, File, or Enterprise Geodatabases Software and Hardware Environments Identify all software and hardware that will be used to support geospatial data management and editing services Description of Data Acquisition and Processing Workflows Identify all workflows in collecting, processing, and delivering planimetric and thematic map data from planning to completion phases. Quality control and assurance procedures must be clearly defined Examples of Features to be Captured (include, but are not limited to the following): Rivers, streams, wetlands and other waterbodies features; Roads, buildings, impervious surfaces and man-made features; and Land use and cover, timber stands, forest burned areas and land management related features Cadastral Data Management, Editing and Analysis The selected proposer(s) must be able to provide geospatial and tabular data editing, GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 17 of 28

18 maintenance, analysis skills in support for the District s cadastral data and surveys Software and Hardware Environments Identify all software and hardware that will be used to support cadastral data management, editing and analysis services Description of Data Development and Processing Workflows Describe the selected proposer(s) approach to organizing, integrating, and maintaining surveys into a corporate data structure and GIS applications. Also include previous applications using Florida Department of Revenue parcels and parcel databases Examples of Services (include but are not limited to the following): Input and maintenance of District surveys and cadastral data; Survey interpretation and COGO skills; and Analysis of Florida Department of Revenue s geospatial parcel data and property database items GPS Services and Mobile GIS Technology The selected proposer(s) must be able to provide support of data collected and/or used by GPS and mobile GIS systems for District applications. Software to be used includes but is not limited to ArcPad, ArcGIS for Windows Mobile, and TerraSync Software and Hardware Environments Identify all software and hardware that will be supported for GPS and mobile GIS technology services Description of Data Development and Processing Workflows Describe the selected proposer(s) methodology for improving the effectiveness of data collected by GPS and the efficiency of the process that encompasses GPS field collection phase to integration of GPS data with corporate data. Also, describe selected proposer(s) approach for evaluating mobile GIS feasibility and implementing mobile GIS capabilities for District tasks Examples of Services (include but are not limited to the following): Creation of GPS data attribute templates; Integration of GPS field data into new or existing corporate data layers; Design workflows for GPS field data collection, quality control, and processing; and Implementation of mobile GIS technology Spatial Metadata The selected proposer(s) must be able to develop spatial metadata that is compliant with the Federal Geographic Data Committee s (FGDC) Content Standard for Digital Geospatial Metadata GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 18 of 28

19 and District standards. Metadata will be delivered in formats compatible with ESRI ArcGIS products Software and Hardware Environments Identify all software and hardware that will be supported for spatial metadata services Description of Data Acquisition and Processing Workflows Identify all workflows involved in developing spatial metadata from planning to completion phases including details on meeting FGDC standards. Quality control and assurance procedures must be clearly defined Training The selected proposer(s) must be able to train staff, in an individual or group setting, on GIS techniques, applications, and concepts. Some instances of training may be in a formal structured setting and others cases may be one-on-one informal training on a very specific topic Software and Hardware Environments Identify all software and hardware that will be supported for training services Description of Training Clearly identify methodology of providing training to staff and how staff can learn about GIS software, techniques, concepts and best practices from selected proposer(s). Particular emphasis is on teaching staff the skills needed to perform GIS tasks required by District applications. 5.5 GIS Services Budget The Fiscal Year 2011/2012 District Budget contains $130,000 for GIS services. It is anticipated that the initial contract amount for the project is expected to range from $110,000 $130,000, depending on the qualifications and expertise of the applicants. As written in Section 3.3, the District may chose to enter into contract with more than one of the proposers. It is anticipated that all the GIS services associated with Section will be included in one contract. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES Page 19 of 28

20 SECTION 6: FORMS Form 1 CONTRACTOR REGISTRATION FORM RFP 11/12-001MS Contractors wishing to receive proposal updates, notification of changes in the meeting schedule, and copies of responses to all written questions regarding this RFP must return this form to the Suwannee River Water Management District by October 11, Individual or Firm: _ Contact Name: _ Address: _ Phone: _ Fax: _ _ Return To: Suwannee River Water Management District Department of Mission Support 9225 County Road 49 Live Oak, Florida Fax: Attn: Kristel Callahan *This form is not required to be submitted with proposal. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 20 OF 28

21 Form 2 PROPOSAL COST SCHEDULE Date: Proposal to be opened at 4:00 PM, October 26, To: Suwannee River Water Management District In accordance with the advertisement requesting proposals to provide GIS services, subject to the terms and conditions of the contract documents, the undersigned proposes to perform the specified work for the price contained in the Project Cost Schedules (fill in all blanks): Proposers are reminded to refer to Section 4, Instructions to Proposers, for information to be included with their proposal package. Failure on the part of the proposer to include this information with this proposal shall render the proposal non-responsive. I hereby acknowledge, as Authorized Representative, that I have fully read and understand all terms and conditions as set forth in this RFP, and upon award, shall fully comply with such terms and conditions. Proposer (Firm Name) Address Signature Typed Name and Title Telephone Number Fax Number address GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 21 OF 28

22 PROPOSAL COST SCHEDULE Years of Experience in Each Area Spatial Metadata GPS Services and Mobile GIS Technology Cadastral Data Management, Editing and Analysis Digital Planimetric and Thematic Mapping Geospatial Data Management and Editing Geospatial Project and Data Analysis Services Available to Work Onsite Onsite Hourly Rate Off Site Hourly Rate Staff Title Staff Performing Work GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 22 OF 28

23 * More lines can be added for additional staff. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 23 OF 28

24 Form 3 CERTIFICATE AS TO CORPORATION The below Corporation is organized under the laws of the State of, authorized by law to make this proposal and perform all work and furnish materials and equipment required under the contract documents, and is authorized to do business in the State of Florida. By: (Official Title) (Affix Corporate Seal) (Address) Attest: (Secretary) Federal Tax Identification No. Registered Agent The full names and residences of persons or firms interested in the foregoing proposal as Principals or Officers (specifically include the President, Vice President, Secretary, and Treasurer, as applicable, and state the corporate office held of all other individuals listed) are as follows: Attach a copy of a Certificate to do business in the State of Florida, or a copy of the application that has been accepted by the State of Florida to do business in the State of Florida. GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 24 OF 28

25 Form 4 SIMILAR PROJECTS Make copies and attach additional sheets for additional work examples. Date: Firm: Please complete the forms below that show completed projects over the past five years that are related to the scopes of services described herein. Include information on the equipment and labor used, the names of personnel assigned to each, name of the agencies/companies for whom the work was performed, and a contact person and telephone number. COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: (month/year) COMPLETION DATE: (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: COMPLETION DATE: (month/year) (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 25 OF 28

26 SIMILAR PROJECTS Make copies and attach additional sheets for additional work examples. Date: Firm: Please complete the forms below that show completed projects over the past five years that are related to the scopes of services described herein. Include information on the equipment and labor used, the names of personnel assigned to each, name of the agencies/companies for whom the work was performed, and a contact person and telephone number. COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: (month/year) COMPLETION DATE: (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: COMPLETED PROJECT: AGENCY/COMPANY: CONTACT: TELEPHONE: NAME OF PROJECT: DESCRIPTION: START DATE: COMPLETION DATE: (month/year) (month/year) COST OF PROJECT $ NAMES OF PERSONNEL ASSIGNED TO PROJECT: GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 26 OF 28

27 Form 5 REFERENCES Date: Firm: Please provide names/address/telephone of three clients who can attest to your experience as it relates to the tasks provided in the Scope of Services attached. (These references should not include the District.) FIRM NAME: ADDRESS: CONTACT PERSON: TELEPHONE: FAX: FIRM NAME: ADDRESS: CONTACT PERSON: TELEPHONE: FAX: FIRM NAME: ADDRESS: CONTACT PERSON: TELEPHONE: FAX: GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 27 OF 28

28 Form 6 SUWANNEE RIVER WATER MANAGEMENT DISTRICT NO PROPOSAL RESPONSE FORM RFP 11/12-001MS Your reasons for not responding to this Request for Proposals (RFP) are valuable to the Suwannee River Water Management District s procurement process. Please complete this form and return it no later than the date set for receipt of proposals. Please check (as applicable): REMARKS: Specifications too general (explain below) Insufficient time to respond to the RFP We do not provide this type of work for this project Our schedule would not permit us to perform Unable to meet specifications Specifications unclear (explain below) Other (specify below) PROPOSER: ADDRESS: SIGNATURE: DATE: TELEPHONE: GEOGRAPHIC INFORMATION SYSTEMS CONSULTING SERVICES PAGE 28 OF 28