City of Danville, Virginia

Transcription

1 City of Danville, Virginia P.O. Box Patton St, Room 304 Danville, VA Danville, VA J. Gary Via, CPPO Phone: (434) Director of Purchasing Fax: (434) REQUEST FOR PROPOSAL RFP Intent It is the intent of this RFP to secure the services of an experienced vendor to provide a fully supported, user friendly, flexible, menu-driven geospatial solution for designing, editing, modeling, and managing Danville Power and Light (DPL) facilities and assets. The preferred solution will integrate seamlessly with existing geospatial infrastructure and ERP software. The solution must allow for project design separate from the master dataset, with a simple review, approve, and update process. The solution shall be specifically designed to enable the City to efficiently assess multiple utility systems and facilitate decisions regarding infrastructure installation, maintenance, rehabilitation and repair. Vendor responsibilities will include full implementation (installation, configuration, data migration, testing, and training) and integration of a solution that meets the technological requirements of the City. The vendor will also be expected to provide maintenance and software support after implementation. Additional details are available in Section Deadline Sealed proposals shall be submitted no later than May 11, 2016 at 5:00 PM to: City of Danville Purchasing Department Attn.: J. Gary Via 427 Patton Street, Room 304 Danville, Va

2 1.3 Questions Any questions concerning this Request for Proposal should be directed to J. Gary Via, Director of Purchasing: (434) option Code Compliance This procurement process is governed by the Procurement Code of the City of Danville, Virginia. Copies of the Procurement Code may be obtained by writing the City of Danville, Purchasing Department, PO Box 3300, Danville, Virginia Firms organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Virginia Title 13.1 or Title 50 or as otherwise required by law. A Firm organized or authorized to transact business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include in its bid or proposal the identification number issued to it by the State Corporation Commission. Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Compliance with federal, state, and local laws and federal immigration law: The Vendor does not, and shall not during the performance of the contract for goods and services in the Commonwealth; knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of Equal Opportunity During the performance of this contract, the Vendor agrees as follows: The will not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Vendor. The Vendor agrees to post in conspicuous places, available to employees or applicants for employment, notices setting forth the provisions of this nondiscrimination clause The Vendor also shall not discriminate against any handicapped person in violation of any state or federal law or regulation and shall also post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this additional nondiscrimination clause The Vendor, in all solicitations or advertisements for employees placed by or on behalf of the Vendor, will state that such Vendor is an equal opportunity employer Notices, advertisements and solicitations placed in accordance with federal law, rules or regulations shall be deemed sufficient for the purpose of meeting the requirements of this article The Vendor will otherwise comply with all other applicable provisions of local, State, and Federal law. 1.6 The City of Danville does not discriminate against faith-based organizations 2

3 1.7 Proposals Binding Ninety (90) Days Unless otherwise specified all formal proposals submitted shall be binding for ninety (90) calendar days following closing date unless extended by mutual consent of both parties. 1.8 Permits The Vendor shall, at his own expense, secure any business or professional licenses, permits, or fees required by the City of Danville or Commonwealth of Virginia. 1.9 Termination After giving the Vendor seven (7) days written notice, the City may without breach terminate the services of the Vendor at any time and may finish the work by whatever method it may deem expedient. 2.0 CODES & STANDARDS 2.1 All design shall be performed by the Vendor in all applicable provisions of the Code of Virginia (1950) as amended: the Procurement Code of the City of Danville, VA and by the City of Danville Standard Requirements version 1.0 dated February 23, The Vendor, its officers, agents, employees, and any subcontractors, in the performance of this Agreement shall comply with all applicable statutes and laws of the United States and the Commonwealth of Virginia, the Charter and ordinances of the City of Danville, and the applicable rules and regulations of the agencies of each. 3.0 SCOPE OF SERVICES 3.1 General Summary of Danville Power and Light Services The City of Danville is an independent city located in south-central Virginia that owns and operates its own Utilities Department. Danville Utilities offers water, natural gas, electric and broadband network services to our customers. We serve residences and businesses in the City of Danville and in portions of Pittsylvania, Halifax, and Henry Counties. The Power and Light Division serves nearly 43,000 customer accounts. The electric service territory covers 500 square miles with 17 substations, 1,350 miles of distribution lines, and 120 miles of transmission lines. DPL previously utilized Trimble s Utility Center and Autodesk s AUD to edit, model, maintain, and manage its infrastructure. There are eleven workstations and tablets for technicians and engineers to design and plan current jobs, and two workstations to provide QA/QC analysis before updating the master dataset. 3.2 General Requirements The primary objectives are to design, model, and track all of DPL utility assets in a single GIS-based system and to integrate with existing systems. The solution should assist 3

4 with creation of Capital Improvement Plans (CIP), operations and maintenance plans. The proposed solution must be capable of manipulating existing and new data related to engineering analysis and infrastructure inspection and management objectives. This solution must produce detailed staking and material sheets for projects (where applicable), and should provide in-solution engineering calculations for design optimization. The solution must be capable of storing projects in the design phase without affecting the master dataset. The solution shall be specifically designed to enable DPL to efficiently assess their utility systems and facilitate decisions regarding infrastructure maintenance, rehabilitation and repair. Proposals shall clearly define all required software applications and recommended hardware requirements. The City retains the right to purchase any required hardware and/or hardware upgrades recommended by the vendor from an independent supplier. Software Specifications a. The software must be a non-proprietary system that uses industry-standard architecture, including: i. Windows operating system, minimum Windows Server 2008 R2 and Windows ii. SQL Server database, minimum version b. The system should include or allow for report writing capabilities to analyze data and obtain user-defined printouts. Crystal Reports is preferred. c. The system must include built-in help and operating manuals, which include explanations of data fields, reports, screens, messages, errors, and general user procedures for use with field devices. d. The system should support field data collection with the ability to download and upload data for field inspections. A field solution must accommodate offline work (disconnected from a network). e. The City and the vendor must agree on the fields/attributes supported by the system prior to contract signing. The system must be able to add data elements during installation and with minimum modifications once installation is complete. f. The system should provide the ability to customize fields, rules, and settings (without paying for additional vendor services). g. Product demos must be the latest software release offered by the vendor. All configuration/ enhancements must be noted. 4

5 h. The system should interface with: i. ESRI s ArcSDE 10 and ArcMap 10 ii. Advanced Utility Systems CIS Infinity for customer data iii. Azteca s CityWorks work order management system for loading projects and material lists (strongly preferred) iv. SunGard s One Solution for material and stock lists and costs v. Milsoft s Windmil for model import Power and Light Requirements a. The system must provide the ability to plan, model, edit, and manage facility and feature information and connectivity. b. The system must be able to model networks and connectivity. c. The system must be able to trace electric distribution circuits d. The system should have a mass attribute editor tool that utilizes the tracing functionality to update feature data. e. The system must be able to provide counts on assets and customers. f. The system must provide a suitable workflow with ample QA/QC: i. The system must be able to create, edit, and store projects for multiple Technicians without compromising the integrity of the master dataset. ii. The system must allow a designated Technician to QA/QC submitted changes and approve release of those changes to the master dataset. iii. The system must provide data security to preclude inappropriate access or unauthorized changes to critical data. iv. The system should provide audit trails of table maintenance activity. 5

6 g. The system must produce project estimates based on material costs and labor. h. The system must produce material sheets for projects based on framing standards. i. The system must provide standard and customizable staking sheet templates j. The system must include seamless, user friendly engineering calculations Including but not limited to: i. Pole Loading ii. iii. iv. Pin Loading Anchor and Guying Calculations Line Clearance/Sag Profiles v. Secondary Load Calculations and Voltage Drop vi. vii. Cable Pull Calculations Voltage Drop 3.3 Software must have functionality to meet business rules as detailed in Appendix A at the end of this document. Appendix A must be completed and submitted with RFP response. 4.0 VENDOR'S RELATIONSHIP TO THE CITY 4.1 Independent Contractor It is expressly agreed and understood that the Vendor is in all respects an independent Contractor as to the work and is in no respect any agent, servant, or employee of the City. The contract specifies the work to be done by the Vendor, but the method to be employed to accomplish the work shall be the responsibility of the Vendor. 4.2 Subcontracting Vendor may subcontract services to be performed hereunder with the prior approval of the City, which approval shall not be unreasonably withheld. No such approval will be construed as making the City a part of, or to, such subcontract, or subjecting the City to liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Vendor of its liability and obligation under this Contract; and despite any such subcontracting the City shall deal through the Vendor, and subcontractors will be dealt with as representatives of the Vendor. 6

7 Payments to subcontractors: The Firm shall take one of the two following actions within seven days after receipt of amounts paid to the Firm by the City of Danville for work performed by the subcontractor. Pay the subcontractor for the proportionate share of the total payment received from the agency attributable to the work performed by the subcontractor under that contract; or Notify the agency and subcontractor, in writing, of his intention to withhold all or a part of the subcontractor's payment with the reason for nonpayment. Individual Firms shall provide their social security numbers and proprietorships, partnerships, and corporations to provide their federal employer identification numbers. The Firm shall pay interest to the subcontractor on all amounts owed by the Firm that remain unpaid after seven days following receipt by the Firm of payment from the City of Danville for work performed by the subcontractor, except for amounts withheld as allowed. Unless otherwise provided under the terms of this contract, interest shall accrue at the rate of one percent per month. The Firm shall include in each of its subcontracts a provision requiring each subcontractor to include or otherwise be subject to the same payment and interest requirements with respect to each lower-tier subcontractor. A Firm's obligation to pay an interest charge to a subcontractor pursuant to the payment clause in this section shall not be construed to be an obligation of the City of Danville. A contract modification shall not be made for the purpose of providing reimbursement for the interest charge. A cost reimbursement claim shall not include any amount for reimbursement for the interest charge. Vendor may subcontract services to be performed hereunder with the prior approval of the City, which approval shall not be unreasonably withheld. No such approval will be construed as making the City a part of, or to, such subcontract, or subjecting the City to liability of any kind to any subcontractor. No subcontract shall, under any circumstances, relieve the Vendor of its liability and obligation under this Contract; and despite any such subcontracting the City shall deal through the Vendor, and subcontractors will be dealt with as representatives of the Vendor. 4.3 Novation The Vendor shall not assign or transfer, whether by as Assignment or Novation, any of its rights, duties, benefits, obligations, liabilities, or responsibilities under this Contract without the written consent of the City; provided, however, that assignments to banks, trust companies or other Financial institutions for the purpose of securing bond may be made without the consent of the City. Assignment or Novation of this Contract shall not be valid unless the Assignment or Novation expressly provides that the assignment of any of the Vendor's rights or benefits under the Contract is subject to a prior lien for labor performed, services rendered and materials, tools and equipment supplied for the performance of the work under this Contract in favor of all persons, firms, or corporations rendering such labor or services or supplying such materials, tools and equipment. 7

8 5.0 RESPONSIBILITIES OF THE CITY 5.1 The City designates David Witcher, Danville Power & Light Engineer, to act as its representative with respect to the services to be rendered under any subsequent Agreements. Such person shall have complete authority to transmit instructions, receive information, interpret and define City's policies and decisions with respect to the Vendor's services for the Project. 5.2 The City shall assist the Vendor by placing at his disposal all available information pertinent to the Project. This may include existing information such as appropriate professional interpretations of all of the foregoing; property, boundary, easement, right-of-way, topographic and utility maps; zoning and deed restriction; all of which the Vendor may rely upon in performing his services under this Agreement. 5.3 The City shall guarantee access to and make all provisions for the Vendor to enter upon public and private property as required for the Vendor to perform his services under this Agreement. 5.4 The City shall furnish all required approvals and permits from all governmental authorities having jurisdiction over the Project and such approvals and consents from others as may be necessary for completion of the Project. 5.5 The City shall give prompt written notice to the Vendor whenever the City observes or otherwise becomes aware of any development that affects the scope or timing of Vendor s services. 6.0` INSURANCE/INDEMNIFICATION 6.1 The Vendor, prior to commencing work, shall provide at his own expense, the following insurance to the City of Danville evidenced by certificates of insurance. Each certificate shall require that notice be given, thirty (30) days prior to cancellation of material change in the policies, to the Director of Purchasing. a. Workers Compensation including Occupational Disease and Employer s Liability Insurance: The Contractor shall take out and maintain during the life of the Contract, Workers Compensation and Employer s Liability Insurance for all of his employees to be engaged in work on the project under this Contract in an amount no less than the minimum allowed by the State Corporation Commission, and in case any such work is sublet, the Contractor shall require the Subcontractor similarly to provide Workers Compensation and Employers Liability Insurance for all of the latter s employees to be engaged in such work. b. Comprehensive General Liability Insurance: The Contractor shall maintain during the life of the Contract comprehensive general liability insurance as shall protect him and the City of Danville and its officers, agents and employees from claims for damages for personal injury, including death, as well as from claims for property damage, which may 8

9 arise from operations under the Contract, whether such operations be by himself or by any Subcontractor, or by anyone directly or indirectly employed by either of them. The amount of such insurance shall be not less than a combined single limit of $1,000, per occurrence on bodily injury and property damage and $1,000, aggregate on completed operations. The comprehensive general liability insurance shall provide the following: Professional Liability Comprehensive Contractual Insurance Independent Contractor and Subcontractor Broad Form Property Damage Personal Injury c. Automobile liability insurance with minimum combined single limits of $500, per occurrence. This insurance shall include bodily injury and property damage for the following vehicles: Owned Vehicles Non-owned Vehicles Hired Vehicles d. Umbrella Policy: At the option of the Contractor, primary limits may be less than required, with an umbrella policy providing the additional limits needed. This form of insurance will be acceptable provided that the primary and umbrella policies both provide the insurance coverage herein required. However, any such umbrella policy must have minimum coverage limits of $2,000, The Vendor shall be solely responsible and liable for the accuracy and completeness of all work performed hereunder and hereby agrees to indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, demands, actions, suits and proceedings arising out of, based upon or caused by the negligent acts, omissions or errors of, or the infringement of any copyright or patent, by the Vendor, its officers, agents, employees or subcontractors, in the performance of this Agreement. The approval or acceptance by the City of any work performed by the Vendor, its officers, agents, employees or subcontractors, under this Agreement, or any part of such work, shall neither constitute nor be deemed a release from the responsibility or liability of the Vendor, its officers, agents, employees or subcontractors, for the accuracy, completeness, timeliness, and competency thereof, or negligence with respect thereto, nor shall such approval or acceptance constitute or be deemed an assumption by the City of the responsibility and liability for the accuracy, 9

10 completeness or competency of such work, or any negligence in the performance thereof. 6.3 The Vendor, prior to commencing work, shall provide at his own expense, the following insurance to the City of Danville evidenced by certificates of insurance. Each certificate shall require that notice be given, thirty (30) days prior to cancellation of material change in the policies, to the Director of Purchasing Workers Compensation including Occupational Disease and Employer s Liability Insurance: The Contractor shall take out and maintain during the life of the Contract, Workers Compensation and Employer s Liability Insurance for all of his employees to be engaged in work on the project under this Contract in an amount no less than the minimum allowed by the State Corporation Commission, and in case any such work is sublet, the Contractor shall require the Subcontractor similarly to provide Workers Compensation and Employers Liability Insurance for all of the latter s employees to be engaged in such work Comprehensive General Liability Insurance: The Contractor shall maintain during the life of the Contract comprehensive general liability insurance as shall protect him and the City of Danville and its officers, agents and employees from claims for damages for personal injury, including death, as well as from claims for property damage, which may arise from operations under the Contract, whether such operations be by himself or by any Subcontractor, or by anyone directly or indirectly employed by either of them. The amount of such insurance shall be not less than a combined single limit of $1,000, per occurrence on bodily injury and property damage and $1,000, aggregate on completed operations. The comprehensive general liability insurance shall provide the following: Professional Liability Comprehensive Contractual Insurance Independent Contractor and Subcontractor Broad Form Property Damage Personal Injury Automobile liability insurance with minimum combined single limits of $500, per occurrence. This insurance shall include bodily injury and property damage for the following vehicles: Owned Vehicles Non-owned Vehicles Hired Vehicles 10

11 6.3.4 Umbrella Policy: At the option of the Contractor, primary limits may be less than required, with an umbrella policy providing the additional limits needed. This form of insurance will be acceptable provided that the primary and umbrella policies both provide the insurance coverage herein required. However, any such umbrella policy must have minimum coverage limits of $2,000, EVALUATION PROCEDURE A selection committee, consisting of representatives from Danville s staff, shall review the proposals submitted. After each proposal has been evaluated on the basis of the Vendor's approach to meeting Danville's needs, short-listing procedures will narrow the list of candidates to the two or more best qualified firms. Danville expects to ask for references related to quality of service and ability to deliver, after choosing the top contenders. Each of these firms may then be invited to an interview at which time each firm will be given an opportunity to present its proposal and to answer questions of the selection committee. Your proposal will be evaluated using the following criteria: a. Costs. Break out specifics for Future maintenance and service. b. Company history, stability and financial resources. c. Timeliness. d. Quality of performance of previous contracts. e. References. f. Suitability of your program in relation to ease of operation for the City g. Responsiveness to City s desires. h. Service level agreements 8.0 AWARD PROCEDURES The selection committee will make a recommendation of the top-ranked respondent. Danville may elect to make award without conducting formal interviews if one firm is determined to be the most qualified. 9.0 PROPOSALS (4 COPIES REQUIRED) a. Proposals should include the following information: b. A brief history of your company. c. References to include names and telephone numbers of contact people for whom you have performed similar work. Please include a reference that is as close to City of Danville as possible. Please include how many companies/municipalities are currently using your program. d. A detailed description of your program (include setup and configuration requirements). e. A detailed response to Desires as listed above. f. Costs for both a vendor-hosted solution and a City-hosted solution, if both options are available. g. All costs associated with software licensing, annual support, and Implementation and training service fees, upgrades, updates; project management fees, technical, administrative, testing, and other associated costs 11

12 h. Letter stating willingness to be interviewed on site in the City of Danville and provide onsite demo to interested parties. i. Overall proposal in general. j. Be specific on your customer service and training programs. k. Detail all hardware requirements (for City-hosted solution). l. Your company s practices and procedures for maintaining compatibility with Microsoft Operating Systems standards. 12

13 Appendix A (must be completed and submitted with RFP response) Please review the requirement details in Section 3. Included means a standard feature of the product; Optional means available as a modification or customization. Requirement Description Software Specifications A non-proprietary system that uses industry-standard architecture, including: 01 Windows operating system, minimum Windows Server 2008 and Windows 7 02 SQL Server database, minimum version Report writing capabilities (describe) 04 Built-in help and operating manuals 05 Field data collection allowing for offline work 06 Ability to define and add data elements during installation 07 Ability to customize fields, rules, and settings 08 Product demos must be the latest software release offered by the vendor 09 Configuration of the software requires no code programming or unsupported customization System interfaces (describe) with: 10 ESRI's ArcSDE 10 and ArcMap Advanced Utility Systems' CIS Infinity for customer data 12 Sungard s One Solution for stock lists and material costs 13 Azteca's CityWorks work order management system for project tracking 14 Milsoft s Windmil engineering analysis import of GIS data Requirements 15 Ability to plan, model, edit, and manage facility and feature information and connectivity 16 Project estimates based on material costs and labor 177 Counts on assets and customers 18 Model networks and connectivity Workflow and QA/QC: 19 Ability to create, edit, and store projects for multiple Technicians without compromising the integrity of the master dataset Included? Y/N Optional? Y/N Comments Α 1

14 Included? Requirement Description Y/N 20 Allow a designated Technician to QA/QC submitted changes and release those changes to the master dataset 21 Data security to preclude inappropriate access or unauthorized changes to critical data 22 Audit trails of table maintenance activity 23 Mass attribute editor tool that utilizes the tracing functionality to update feature data 24 Ability to utilize and implement current City framing/design standards 25 Material sheets for projects based on framing units 26 Standard and customizable staking sheet templates 27 Trace electric distribution feeders Seamless, user friendly enhanced engineering calculations: 28 Pole Loading 29 Pin Loading 30 Anchor and Guying Calculations 31 Line Clearance/Sag Profiles 32 Secondary Load Calculations and Voltage Drop 33 Cable pull calculations Functions/ Modules 34 Asset management 35 Engineering design 36 Staking 37 Right-of-way inspection 38 Distribution inspection 39 GPS 40 Mobile- laptop or tablet 41 Mobile- ios device 42 Map viewer Α 2 Optional? Y/N Comments