The Town of Londonderry, New Hampshire Community Development Department seeks proposals for:

Transcription

1 Town of Londonderry, New Hampshire REQUEST FOR PROPOSALS The Town of Londonderry, New Hampshire Community Development Department seeks proposals for: Department Project Tracking Database Offered by: Cynthia May, Town Planner Department Manager RFP Coordinator: John Vogl GIS Manager Comprehensive Planner ACCEPTANCE DEADLINE: 2:00 pm, May 15, BID OPENING TIME & LOCATION: 4:00 pm, May 15, 2013 Elwood Conference Room Londonderry Town Hall 268B Mammoth Road Londonderry, NH SEALED ENVELOPES MUST BE MARKED: RFP Project Tracking Database" on the outside of the mailing envelope, addressed to the Town of Londonderry, New Hampshire attn: Susan Hickey, Town of Londonderry Finance Department, 268B Mammoth Road, Londonderry, NH General Introduction It is the intention of this project to develop a project tracking system that can be accessed and utilized by all department staff for improved access to department information, project status and historical records in a paperless environment. The database should be able to store digital files from developers in Word, PDF and CAD formats (among others) that can be accessed from the tracking interface. The new database will replace a system currently in use by the department, will be fully scalable to add on tracking information, and will be fully searchable to retrieve stored data and/or customized reports. A sample of the existing project tracking database is presented in figure 1.1

2 Figure 1.1: Sample of existing project tracking records and data to be ioncorporated into new project tracking database 2. Department Summary The Town of Londonderry is a suburban community in southern New Hampshire, approximately 42 square miles in size and is located 40 miles north of Boston. Londonderry has a population of 24,975 (2010) and includes over 10,000 property parcels. Londonderry averages over 100,000 SF of new non-residential development per year and enjoys a six-year average of 26 new residential units per year. The Manchester-Boston Regional Airport is located in Londonderry. The community is receiving new projects weekly, with an anticipated uptick in development requests in the near future. The Planning & Economic Development Department provides technical and administrative support to the Planning Board, Town Council, Londonderry Housing and Redevelopment Authority, Capital Improvements Program Committee, Heritage & Historic District Commission, Zoning Board of Adjustment, Conservation Commission, and other related groups. The

3 Planning & Economic Development Department is also responsible for coordinating the subdivision and site plan review process and assisting in the implementation of the 2012 Master Plan. Technical and administrative support includes review of proposed site improvements (hereinafter projects ) submitted to the boards by private landowners. The department consists of a Town Planner/Department Manager, GIS Manager/Planner, Associate Planner and Economic Development Consultant. Project review consists of inter-department and technical review of submitted plans, often including review by a third-party consultant. Each plan ultimately is readied for presentation at one or more Planning Board hearings. Projects may be of several types, including subdivision, site plan, zoning change, and different project types may have different approval paths. The status of a project through its path triggers required noticing requirements, review standards, and possibly associated review fees. It is critical that the Department have easy access to track a project through the process. As an example, the path for a subdivision is presented in figure 2.1.

4 Figure 2.1: Subdivision Process path

5 3. General Scope of Work The Town of Londonderry, New Hampshire Community Development Department is seeking proposals from qualified firms to implement a database for departmental use to track properties primarily through the Planning Board review process. This database (herein "project tracking") should have the ability to record procedural steps, accept attachments, run custom sorts and queries, export reports and be linked to GIS records for visualization and query through an on-line interface that may include ArcGIS Online. The GIS software to be utilized is ESRI ArcGIS. The Town is open to either custom databases or existing software suites that can provide full functionality. The Town will work with the contractor to design a database structure to meet the department demands, including identifying all information points, domain values, dependencies, joins/relates and associated data sources. The Town has a preference for commercially available products. Specific requirements of the database will include: Ability to record general project details Ability to record project specific milestone events Ability to identify the status of any project in the planning process Ability to accept and access attachments associated with milestone events Ability to report the current status of any and/or all projects in the system Ability to report events in chronological order Ability to provide reminders for upcoming procedural steps, actions and deadlines Ability to calculate and report time differences between milestone events Ability to record payments made to an escrow account and report via a chronological history Ability to run custom queries or reports on information entered into the database Ability to view selected information about projects currently under review through a dashboard interface. Ability to present limited project information through a public-facing website, preferably through a GIS interface such as ArcGIS.com. The town currently uses a Microsoft Access database to record tracking information. This database contains critical information that should be transferred to the new format. The Town requests options to convert the existing records into the new format. Existing records can be made available for estimating purposes.

6 4. Minimum Evaluation Criteria Proposals must contain the minimum information necessary to fully respond to the requirements herein. The following are minimum and comparative evaluation criteria. These criteria, along with other factors, will be used as the basis for evaluating proposals. All proposals must clearly state responses to each evaluation criteria item, must provide appropriate justification and associated contact names, and must describe where in the proposal associated information is located. Respondents must meet the following minimum evaluation criteria in order to be considered for this RFP. Responses to these criteria must be clearly stated in the RFP along with associated references. Respondents that do not meet these criteria will not be eligible for contract award. Minimum vendor qualifications: 1. Vendor must have been providing database development work for at least 5 years. 2. Vendors must have experience with GIS applications and integration with web services. 3. Proposal clearly states QA/QC procedures that will be used to ensure the quality of all deliverables. 4. Vendor has provided all items as described in the RFP. 5. Format of Proposals Proposals should be clear and concise, and contain all information necessary to fully respond to the requirements herein. Proposals shall include the following, presented in the order specified. 1. Letter of Transmittal: (2 page maximum) Letter of Transmittal indicating who in the firm is authorized to negotiate and execute an Agreement for this work, and, including the following statements: Agreement to incorporate both this RFP and the proposal into an Agreement to be negotiated in good faith, and intended to be executed by June Statement of where the database development work will be performed. A brief summary of the Firm s financial status.

7 2. Introduction: (2 page maximum) Introduction to the project including the following: Brief history of the firm. Brief project approach. 3. Scope of Services: (4 page maximum) Outline of scope of services to include the following: A list of any exceptions or clarifications to the scope of work as outlined in Section 3 Detailed Scope and Specifications. A brief, concise scope of work for the following: Proposed Database Development, software and server needs Proposed user interface Proposed GIS interface Proposed updating/reporting interfaces Proposed process for converting existing records A clear, concise description of any alternative approaches. A schedule for each task. Quality Control Procedures. 4. Staffing: (4 page maximum) Project Staffing Plan which will include the following: Proposed project manager and principal-in-charge. Listing of all proposed subcontractors to be utilized on the project and their proposed roles. 5. Qualifications: (8 page maximum) Statement of qualifications related to this project. Project descriptions for up to five similar database or GIS development projects. References for the projects provided. 6. Conflict Disclosure: The applicant shall fully and completely identify any personal, business, contractual or other engagements, arrangements or other dealings has or had with any Town officer, Town employee or a business entity with which a Town officer or Town employee is affiliated.

8 7. Additional Information Appendix: Statements or information that the respondent wishes to provide to strengthen his/her proposal with regard to the selection criteria. 8. Price Proposal: Proposal shall include a price proposal under separate cover. Any alternative proposals shall be submitted on a separate price proposal. Proposal shall clearly state the price for each task. The signed proposal shall state that it is a firm offer and the signatory is authorized to bind the firm submitting the proposal to the terms contained within the proposal for a period of one hundred (180) days from the date of submission. 6. Contact Information and Proposal Submittal Questions shall be directed to: John Vogl, GIS Manager/Comprehensive Planner Planning and Economic Development Department 268B Mammoth Road Londonderry, NH (voice) x128 ( ) jvogl@londonderrynh.org No pre-proposal meeting will be held. Proposers are encouraged to with questions. One original and three copies of the technical proposal are required. One sealed copy of the price proposal shall be included under separate cover. Six (6) copies of the proposals (and an electronic PDF version) are to be submitted to: Susan Hickey Town of Londonderry Finance Department 268 B Mammoth Road Londonderry, NH All Proposals must be submitted on or before May 15th, 2013 at 2:00 PM. Each envelope must be clearly marked Town of Londonderry RFP Project Tracking Database with the proposing firm s name, address, and contact information. Each firm assumes the responsibility for ensuring the timely submittal of their proposal. This is not the responsibility of the Town. The Town of Londonderry, NH reserves the right to reject any proposal for any non-discriminatory reason it deems advisable to protect the interests of the Town.

9 7. Selection Criteria The issuance of the proposal is not a guarantee that the Town of Londonderry will select any of the applicants that submit a proposal. The Town reserves the right to withdraw this RFP or to reject all proposals received in response to it. The Town of Londonderry assumes no responsibility or liability for cost incurred by recipients of this RFP in responding to it or in responding to any subsequent information requests. The Town will endeavor to select the firm that best aligns with the scope of work, experience and evaluation and selection criteria contained in this RFP. Prior to accepting a proposal, the staff may contact and schedule interviews with one or more selected applicant(s). The staff reserves the right to discuss bid price and negotiate the bids with prospective applicants prior to awarding the contract. 8. Schedule Project schedule is estimated to be as follows: 1. Proposals Available 4/12/ Proposals Due 5/15/2013, 2:00 pm. 3. Bid Opening 5/15/2013, 4:00 pm. 4. Approximate Notice to Proceed 6/1/ Alternative Approaches Alternative approaches and pricing are encouraged. Any alternative approaches or pricing options can be described in an Alternative Approach section of the proposal and/or can be itemized in the cost form. Alternate proposals including limited data capture or change analysis may be considered. 10. Revisions to the RFP If the Town determines it is necessary to revise the RFP, an addendum will be provided to all applicants or those that received the original RFP, depending on the stage of the process.