City of Scappoose, Oregon Request for Proposals MAPPING & GIS PROJECT

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1 City of Scappoose, Oregon Request for Proposals MAPPING & GIS PROJECT The City of Scappoose is requesting Proposals from qualified consulting firms to assist with digital mapping of City facilities. Tasks under this contract will include developing geographic information system (GIS) data that is compatible with the Columbia County GIS base map; determining the optimal data conversion methodologies; converting existing data from AutoCAD and paper files to a standardized GIS data format; producing pre-formatted wall maps; and implementing an expandable architecture to allow for ongoing GIS data improvement. Interested consultants should submit a Proposal that includes pertinent experience in working with communities to produce maps and with developing and converting GIS data and relevant GIS applications. SUMMARY INFORMATION Due Date: October 10, 2007 at 3:00 p.m. Copies of Proposal to be submitted: 5 (one original and four copies) Location for Proposal Delivery: Submittals clearly marked Proposal for Mapping/GIS Services for the City of Scappoose shall be submitted to: Elizabeth Happala, CDC Administrator City of Scappoose Public Works Department E. Columbia Ave. Scappoose, Oregon (503) Contact Information for clarifications: It is requested that questions be submitted by or fax to the attention of: Brian Varricchione, City Planner & Assistant City Engineer [email protected] (503) (fax) These must be received at least 3 business days prior to the due date listed herein. An addendum will be issued if necessary. Pre-Proposal Meeting: None scheduled Project Description: The City of Scappoose (City) is seeking Proposals from qualified firms to provide comprehensive services related to the City s mapping/geographic information system (GIS) project. This project will include mapping streets and utilities, including water, sanitary City of Scappoose RFP Mapping & GIS Project Page 1

2 sewer and storm drainage facilities and may also include zoning and City Limits information. This is intended to be an ongoing project and the Proposals should delineate fees for the first year and project fees for two optional one-year extensions. Once the base mapping is completed, there will be regular updates in future fiscal years. The project budget for the following years will depend on the growth in the City and its fiscal budgeting plans. Selection Schedule: Advertisement for Proposals: September 12, 2007 Proposals Due: October 10, 2007 Consultant Selection: October/November, 2007 (interviews are not anticipated) BACKGROUND INFORMATION The City of Scappoose has a population of 5,840 and is located approximately 20 miles northwest of Portland, Oregon on US Highway 30 in Columbia County. The City does not currently utilize GIS mapping software. The City will use base map data (streets and parcels) produced by Columbia County using ESRI GIS software. The City has a substantial amount of spatial data in AutoCAD drawings and paper format that will need to be converted into a GIS data format compatible with the County GIS. These data include record drawings of subdivisions, utility system maps, and contours. The conversion of the aforementioned data will serve as the foundation of the City's GIS implementation efforts. A key goal for this project is to implement GIS-based mapping that can be further developed and enhanced in the future for use as an asset management tool for utility maintenance and planning. PROFESSIONAL SERVICES REQUIRED It is anticipated that the firm (along with any subconsultants) will provide the following services as a minimum: Conduct a technical audit of the City's existing hard-copy and digital data that can be converted to digital format (i.e., GIS data). Conduct technical needs assessment to determine optimal data conversion methodologies and techniques, as well as general (i.e., macro-level) data format and structure specifications. Utilize GIS software and any associated database applications to produce deliverables of maps and data that are compatible with the County s geodatabase structure (the firm will utilize ESRI GIS software). Generate descriptive FGDC-compliant metadata for all map layers. Work with the City and County to develop a protocol for data sharing and a common data specification. Convert data from AutoCAD drawings into a standard GIS format (geodatabase) and digitize limited paper maps into a standard GIS format (geodatabase). Spatially reference geographic data from multiple sources to the same spatial reference specification used by Columbia County. Assist the City in developing the information fields in the geodatabase associated with the utilities through the use of UML and generally-accepted industry practices for utlities geodatabase development. Develop preformatted hard-copy wall maps. Develop preformatted hard-copy field maps for the utilities. City of Scappoose RFP Mapping & GIS Project Page 2

3 Develop and deliver documentation for technical audit, technical needs assessment, data specification recommendations, data conversion methodology and workflow, UML for geodatabase, and recommendations for future data development efforts. Additional Information on Scope of Services: The City plans to use this project to provide baseline information in developing asset management tools to assist in maintenance and utility planning. The result of this project (the integration of County GIS and the City s spatial data) is to be used in a GIS desktop application. In the future the same data will be accessed in a Web browser in support of management decisions and inter-departmental planning e.g., landuse and utilities. The approach in accomplishing this initial phase of mapping work should give consideration to the ease of maintenance of utility maps and expansion of GIS capabilities as an ongoing effort by the City. Therefore, workflows and automated data-update software should be kept in mind for this data conversion scope of work in terms of a flexible geodatabase design and ease of updates for spatial data and attribute information. The scope and timing of future expansion is dependent on future growth patterns and the City s budget allocations. PROPOSAL REQUIREMENTS Consultants shall submit the items described below to be eligible for selection. Submit five (5) sets of the Proposals (one original and four copies) in a sealed envelope by the specified due date and time. Proposals received after the specified date and time will not be considered. Misdelivered, late, and faxed submittals will not be accepted. Consultants responding to this Request for Proposals do so at their own expense. The City is not responsible for any expenses associated with responding to this request. Proposals shall include the following in order to be considered. Concise and well-organized information is desired for ease of reading and evaluation; thus it is important that the firm adhere to page limits for each section. Covers, dividers, table of contents, and resumes are not counted against page limits. LETTER OF INTEREST 1 page maximum Include a Letter of Interest with each Proposal that shall specifically state that the consultant will comply with all terms and conditions contained in the Request for Proposals. The Letter of Interest must also state the name(s) of the person(s) authorized to sign a contract between the City and the consultant. A legal representative of the proposing firm, authorized to bind the firm in contractual matters, must sign the Letter of Interest. SECTION 1 - Statement of Understanding 1 page maximum Demonstrate that the consultant has an understanding of the situation and what is required with regard to the project. The page limit for this section applies to the written text. If necessary to demonstrate a thorough understanding, one additional page may be included for maps, graphics, and/or photos. SECTION 2 Project Approach 2 pages maximum Provide a description of the consultant s approach to the project and how key issues identified in the Project Understanding will be dealt with. The page limit for this section applies to the written text. If necessary to demonstrate a thorough approach, two additional pages may be included for maps, graphics, and/or photos. City of Scappoose RFP Mapping & GIS Project Page 3

4 SECTION 3 - Project Team 2 pages maximum Identify the team members. Provide a short description of the key team members role and experience. At a minimum this should include the project manager who will be the main contact with the City, the lead mapper, and other key team members that bring special qualities to the project. SECTION 4 Firm Experience 3 pages maximum Describe the firm s experience in the last five years on projects of similar size and scope and on projects performed for municipalities with populations in the 3,000-10,000 person range. SECTION 5 - Specific Requested Data 3 pages maximum Briefly address the following items in this section. This section can be submitted in either a table format or in written text format. References Provide a minimum of three references for the firm. This should include the client, contact name and position, and phone number. Specialized Expertise. Without going into details, list any specialized expertise your firm/team provides which may include specialized software, proprietary workflows for data conversion, etc. Scalable Architecture. Describe experience your firm/team has with building a GIS designed to expand over time. Matters Submitted in Confidence Identify any information which you believe is exempt from disclosure under ORS and specify the basis for Confidentiality. ATTACHMENTS Sample work No page limit Provide samples of maps and geodatabase schema and data field nomenclatures. COST No page limit Provide the billing rates by staff classification for the all members of the consultant team and the nonlabor costs (copies, etc.) associated with the project. SELECTION PROCESS The evaluation process implemented by the City shall be a Qualification Based Selection. The selection process will take into consideration the following criteria and weighting: Project Understanding: 20 points maximum Project Approach: 20 points maximum Project Team & Experience: 20 points maximum Firm Experience: 20 points maximum Other Specific Requested Data: 20 points maximum Sample Products: 20 points maximum Cost: 30 points maximum TOTAL = 0 to 150 points The City s consultant evaluation committee will review, score and rank all Proposals received. The outcome of the evaluations may, at the City s sole discretion, result in: (a) notice to City of Scappoose RFP Mapping & GIS Project Page 4

5 Proposer(s) of selection for tentative contract negotiation and possible award, or (b) steps to gather more information for further evaluation. This may mean notice of placement on an interview list (Short-listed) with time and date of the interview specified; however, interviews are not anticipated. If possible, the City will make selections directly from the evaluation of the Proposals. The final selection will be based on the evaluation criteria scores of the Proposal, and if necessary, combined with the scores of the oral interview. The City Council will review the recommendations of the evaluation committee. Contract negotiations will proceed with the firm receiving the highest ranking from the City s consultant evaluation committee as approved by the City Council. The City reserves the right to engage in discussions leading to best and final offers, serial negotiations or competitive simultaneous negations to arrive at a final contract, scope of work, schedule and fee with the selected firm. Once the City has entered into a contract with a qualified firm, a notice that the contract has been awarded shall be mailed to all firms submitting a Proposal. CONTRACTUAL REQUIREMENTS Please see attached sample Personal Services Agreement for contractual requirements. LIMITATIONS The City of Scappoose reserves the right to waive any irregularities in submitted Proposals, to reject any and all Proposals and to terminate the selection process at anytime if, in its sole discretion, it determines such action would be in the best interests of the City. City of Scappoose RFP Mapping & GIS Project Page 5

6 SAMPLE PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into by and between the City of Scappoose ( City ), an Oregon municipal corporation, and, ( Consultant ), as of, RECITALS A. The City is in need of assistance in developing a geographic information system (GIS) and performing mapping-related services and Consultant is qualified and prepared to provide such services. B. It is the purpose of this Agreement to establish the services to be provided by Consultant and the compensation and terms for such services. AGREEMENT 1. Engagement. The City hereby engages Consultant to provide the described services and Consultant accepts such engagement. Consultant shall be an independent contractor for all purposes. 2. Scope of Work. The duties and responsibilities of the Consultant shall be as follows: Develop a GIS that is compatible with the Columbia County base map; determine optimal data conversion methodologies; convert existing data from AutoCAD and paper files; produce preformatted wall maps; and establish an expandable architecture to allow for ongoing GIS improvement. A more detailed scope of work is found in Exhibit A. 3. Compensation. Consultant shall provide the services, and the terms of compensation shall be on a time and materials basis on terms as provided in Exhibit B attached hereto and incorporated by reference. 4. Term. This Agreement shall commence upon the effective date, and continue through June 30, This Agreement may be extended upon the written approval of both parties. 5. Payment. Consultant shall make and keep reasonable records of work performed pursuant to this Agreement and shall provide detailed monthly billings to the City. Following approval by the City Manager, billings shall be paid in full within 45 days of receipt thereof. Any undisputed past-due amount shall incur an additional charge of one percent (1%) per month. The City shall notify Consultant of any disputed amount within fifteen (15) days from the date of the invoice, give reasons for the objection, and promptly pay the undisputed amount. Disputed amounts may be withheld without penalty or interest pending resolution of the dispute. Final payment shall be due within 30 days of City s acceptance of the completed work. Page 1 SAMPLE PERSONAL SERVICES AGREEMENT

7 6. Document Ownership. Upon acceptance of the work and final payment by the City, all work, including but not limited to documents, drawings, papers, computer programs, and photographs, performed or produced by the Consultant for the benefit of City under this contract shall become property of the City. 7. Notices. All notices, bills and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills and payments sent by mail should be addressed as follows: CITY: Brian Varricchione, City Planner City of Scappoose E. Columbia Ave Scappoose, OR CONSULTANT: When so addressed, such notices, bills and payments shall be deemed given upon deposit in the United States mail, postage prepaid. 8. Standard of Care. Consultant shall comply with applicable standards of professional care in the performance of the Services. Consultant will prepare materials and deliverables in accordance with generally accepted standards of professional practice for the intended use of the project. 9. Consequential Damages. Neither Party shall be liable to the other for consequential damages, including, without limitation, loss of use or loss of profits incurred by one another or their subsidiaries or successors, regardless of whether such damages are caused by either party s breach of contract, willful misconduct, negligent act or omission, or other wrongful act. 10. Insurance. While this Agreement is in effect, Consultant shall maintain insurance coverage in the following minimum amounts: i. Automobile Liability: $100,000 per person/$350,000 per occurrence/$50,000 property damage ii. General Liability: $1,000,000 per occurrence iii. Worker s Compensation: As required by law. 11. Termination. Either party may terminate this Agreement upon seven (7) days written notice if one of the following occurs: (i) the other party fails to substantially perform in accordance with the terms of this Agreement; (ii) the City in its sole discretion decides to abandon the Project. If either party terminates this Agreement, Consultant shall receive compensation only for work actually performed up to the date of termination. Page 2 SAMPLE PERSONAL SERVICES AGREEMENT

8 12. Effective Date. This Agreement shall be effective upon signing by both parties hereto. 13. No Third Party Rights. This Agreement shall not create any rights in or inure to the benefit of any parties other than City and Consultant. 14. Modification. Any modification of the provisions of this Agreement shall be reduced to writing and signed by the parties. 15. Waiver. A waiver by a party of any breach by the other shall not be deemed to be a waiver of any subsequent breach. 16. Entire Agreement. This Agreement contains the entire agreement between the parties and supersedes all prior written or oral discussions or agreements regarding the services described herein. 17. Governing Laws. This Agreement shall be governed by the laws of the State of Oregon. Venue shall be in the Circuit Court for Columbia County, Oregon. Consultant shall adhere to all applicable federal, state, and local laws and rules in performance of this Agreement. 18. Compliance with Law. Consultant shall comply with all applicable federal, state, and local statutes, ordinances, administrative rules, regulations, and other legal requirements in performance of this Contract, including but not limited to ORS 279B.020, ORS 279B.220, ORS 279B.225, ORS 279B.230, and 279B.235 which are incorporated herein. Pursuant to ORS 279A.120(2)(a), Consultant shall use products that have been manufactured in Oregon, provided that price, fitness, availability, and quality are otherwise equal. Consultant shall not provide or offer to provide any appreciable pecuniary or material benefit to any officer or employee of City in connection with this Contract in violation of ORS Chapter Succession. This Agreement shall inure to the benefit of, and shall be binding upon each of the parties hereto and such parties' partners, successors, executors, administrators, and assigns. This Agreement shall not be assigned by consultant without the express written permission of the City. 20. Mediation. Should any dispute arise between the parties to this Agreement, it is agreed that such dispute will be submitted to a mediator prior to any litigation, and the parties hereby expressly agree that no claim or dispute arising under the terms of this Agreement shall be resolved other than first through mediation and only in the event mediation efforts fail, through litigation. The parties shall exercise good faith efforts to select a mediator who shall be compensated equally by both parties. Mediation will be conducted in Scappoose, Oregon, unless both parties agree otherwise. Both parties agree to exercise good faith efforts to resolve disputes covered by this section through this mediation process. If party requests mediation and the other party fails to respond within ten (10) days, a mediator shall be appointed by the presiding judge of the Columbia County Circuit Court upon request of either party. The parties shall have any rights at law or in equity with respect to any dispute not covered by this Section. Page 3 SAMPLE PERSONAL SERVICES AGREEMENT

9 IN WITNESS WHEREOF, CITY has caused this Agreement to be executed in duplicate originals by its duly authorized undersigned agents and Consultant has executed this Agreement on the date hereinabove first written. CITY OF SCAPPOOSE Consultant: By: Its: By: Date: Date: APPROVED AS TO FORM: By: City Attorney Page 4 SAMPLE PERSONAL SERVICES AGREEMENT

10 Exhibit A {Insert final scope of work} Page 5 SAMPLE PERSONAL SERVICES AGREEMENT

11 Exhibit B {Insert billing rates} Page 6 SAMPLE PERSONAL SERVICES AGREEMENT