Town of Paradise Valley 6401 East Lincoln Drive Paradise Valley, Arizona GIS Consulting Services

Transcription

1 6401 East Lincoln Drive Paradise Valley, Arizona Request for Qualifications (RFQ) for GIS Consulting Services RFQ Issued: July 16, 2015 Deadline for Submittal of Qualifications: 11:00 AM (MST) September 1, 2015

2 2 INTRODUCTION The Town of Paradise Valley is a residential community located in the Phoenix Metropolitan area comprising 16.5 square miles and a population of 13,457 (2014). The Town has committed to significant technology upgrades in recent years, with a major focus on Public Safety functionality and online services available to residents. The Town exercises a limitedgovernment model through its Mission, Vision, and Values statement and General Plan. The Town directly-employs 87 authorized paid positions, while also utilizing several volunteer and unpaid positions, including the Town Council, Presiding Judges, and Police Volunteers. This brings the total number of technology-supported staff to approximately 110. The Town does not have any full-time GIS staff. The Town of Paradise Valley is seeking statements of qualification for providing expert services in developing an efficient, yet comprehensive Geographic Information Services (GIS) plan that meets or exceeds current industry standards while maintaining a limited-staffing model. Qualified firms will have strong GIS experience in analyzing existing resources, identifying functionality gaps, and recommending a variety of sustainable solutions within the parameters defined in this document. PROJECT DESCRIPTION AND SCOPE OF WORK The Town of Paradise Valley uses ESRI s ArcGIS product (versions 9 and 10) for maintenance and production of GIS data, but lacks a centralized live database. Other software used by various departments have limited GIS database services such as New World Systems Aegis CAD/RMS, Caselle accounting suite, Lucity products and services for Public Works operations, and Accela permit management software (due for replacement in 2016). A majority of the GIS data is managed and exported as static files for access by the end user. The Town s Information Technology staff provides most of the GIS support. The Town wishes to expand utilization of GIS data to make informed decisions and provide quality customer service to users and residents, and would like to explore a live GIS database model, either internally or externally hosted. This live database model would serve as a central and authoritative repository of GIS data, while allowing easy importation and exportation of data to/from a variety of sources to meet internal and external uses. The recommended solutions should include a robust and intuitive mapping interface for public and internal users. Paradise Valley seeks a consultant to guide the planning of these goals, provide more appropriate solutions to this end, and develop a sustainable GIS policy for maintaining data integrity, reliability, accessibility, and accuracy.

3 3 A qualified firm will successfully demonstrate appropriate experience in developing a strategic plan from scratch, managing all aspects of the development of this plan, while working closely with Town staff to ensure it reflects the overall vision, mission, and uniqueness of the Town of Paradise Valley. Firms must have considerable experience in developing successful GIS plans that demonstrate a solid understanding of the technical intricacies, human resourcing factors, managerial impacts, customer service concepts, and financial and budgeting limitations. Potential consultant tasks may include, but not necessarily limited to, the following: Conducting a GIS needs assessment and review current GIS responsibilities in the organization; Evaluating departmental user needs for GIS resources; Identifying staffing levels, support structure, hardware and software platforms, services to the public, and inter-agency data sharing procedures that do not match current industry standards through a thorough gap analysis; Recommending steps to reduce or eliminate silos and redundancy of GIS data within the organization; Providing a general recommendation of emerging technologies and concepts applicable to the Town s structure and vision that should be considered in both short-term and long-term GIS planning; Identifying opportunities for the Town to provide improved GIS data and resource sharing with other municipalities and agencies, opportunities for departmental collaboration within the organization, as well as interaction with the residents and public in general; Developing suggested operating procedures to best ensure the successful implementation and sustainment of the recommended plan; Identifying training and development opportunities for GIS users; Recommending procedures for reviewing and assessing current GIS data quality; Identifying alternatives for hosting the data internally including web-based solutions and collaboration with other government agencies. SUBMITTAL FORM, CONTENT, AND EVALUATION CRITERIA The Town of Paradise Valley will select a consultant through a qualifications-based selection process scored on a 100-point scale. Firms interested in providing these services must submit a Statement of Qualifications (SOQ) that addresses the following items: I. Submittal Cover Letter

4 4 Include the Request for Qualifications (RFQ) title, submittal due date, and principal contact information (name, address, telephone, fax numbers, and address). II. Qualifications and Experience (40 points) The firm s experience and qualifications (including subcontracted staff that may be involved in this project) related to providing GIS planning services, specifically in the area of local government or limited-staffing environments ; o Describe the firm s contracts in the past five (5) years specifically related to the scope of work and the awarding and completion dates. For each project list the name(s) and telephone number(s) of the client s project manager. Prior experience in conducting user and organization GIS needs analysis including tools used to accomplish this task; Methods used by the firm to maintain familiarity with the current industry standards for GIS services; Prior experience in providing a comprehensive, yet non-technical, summary of the recommended GIS plan and course of action for implementation; Prior experience in planning or implementing hosted GIS solutions and webbased mapping functionality; The firm s affiliation with existing GIS products, if any, either developed inhouse, or through partnership with a specific company or product. III. Experience of Key Personnel (20 points) Qualifications and relevant experience of the specific project team members on at least three (3) projects of comparable scope, size, character and complexity (particularly the Project Manager and the managers of key disciplines). For each key person identified, list their length of time with the firm and at least three comparable projects in which they have played a primary role. If a project selected for a key person is the same as one selected for the firm, provide just the project name and the role of the key person. For other projects provide the following: Description of project Role of the person Contract dates Project owner Reference information IV. Project Understanding and Approach (40 points)

5 5 Describe your preliminary approach methods and plan to carry out the Scope of Work. Describe the anticipated interaction with Town Staff. Provide an outline of your anticipated schedule for completing the Scope of Work beginning with issuance of a Notice to Proceed. Discuss how subcontracted staff, if any, will participate in the implementation defined by the Scope of Work. Note Vendor pricing and overall project cost is not a factor in the initial selection process. SELECTION PROCESS A Selection Committee will review the proposals and select the most qualified firm, utilizing the evaluation criteria listed above. The top proposers may be invited to be interviewed by the Selection Committee, and/or asked to present their proposals in person. This will not be considered or scheduled until after the committee has evaluated and ranked all qualified written proposals. Scoring of the presenting proposers will be done on the same 100-point scale as the written proposals, with the written proposal score and presentation/interview score combined for an aggregate 200-point-based score. PRE-SUBMITTAL CONFERENCE AND CONTACTING STAFF PRIOR TO SELECTION PROCESS There will be a pre-submittal meeting for this RFQ on August 3, 2015, at 2 PM (MST) in the Town Hall Boardroom, 6401 E Lincoln Drive, Paradise Valley, AZ All interested parties are urged to attend this meeting. Arrangements to participate by phone conference can be made by contacting the Town s project manager for this RFQ. Staff will not be available to respond to individual inquiries regarding the project scope outside of this pre-submittal conference or published addendums. Please contact the Town s Project Manager (information below) regarding clarification of this document only. Additional information beyond this document will not be provided through individual contact. SUBMITTAL SCHEDULE The solicitation, receipt, and evaluation of submittals and the selection of the provider of consultant services will conform to the following schedule. (Note: Dates are subject to change.) Distribution/Advertisement July 16, 2015 Pre-submittal Conference August 3, :00 PM MST Deadline for Submittal of Qualifications September 1, :00 AM MST Evaluation and Selection Deadline October 1, 2015

6 6 Contract Negotiation October 2015 Contract Approval by Council (if needed) November 2015 Notice to Proceed November 2015 SUBMITTAL DEADLINE AND PROJECT MANAGER One (1) original, five (5) copies, and one (1) electronic copy of the submittal shall be delivered no later than 11 AM on September 1, 2015 to: Town of Paradise Valley Office of the Town Clerk 6401 E Lincoln Drive Paradise Valley, AZ Incomplete submittals, incorrect information, or late submittals shall be cause for disqualification. Copies received by FAX shall not be accepted. There are no exceptions, even if delay was due to a third party such as a delivery service or adverse weather. The SOQ must not exceed 15 single-sided pages with a minimum 12 point font. Adherence to the maximum page criteria is essential. Each page side (maximum 8 ½ x 11 ) which contains information will be counted towards the total page count. A cover, introduction letter, table of contents page, and/or tabbed divider pages will not be counted if they do not contain submittal information. Resumes and supplemental background information may be attached as an appendix and will not count toward the 15-page maximum. Questions regarding this RFQ may be submitted via to the Project Manager: Robert Kornovich, Information Technology Analyst rkornovich@paradisevalleyaz.gov Verbal inquiries, in person or by telephone, will not be answered. PUBLIC DISCLOSURE Subject to statutory limitations, all documents received by Town of Paradise Valley are considered public records and will be made available for public inspection and copying upon request. If you consider any documents submitted with your response to be proprietary or otherwise confidential, please submit a written request for a determination of whether the documents can be withheld from public disclosure no later than the due date of your response. If you do not obtain a determination of confidentiality prior to the submittal deadline, any document(s) submitted will be subject to public disclosure.

7 7 TERMS AND CONDITIONS Instructions The Town of Paradise Valley will not be responsible for firms adjusting their SOQ s based on oral instructions by any member of the Town Staff or the Town s contracted consultant(s) or agent(s). SOQ s deviating from the specifics contained herein by any means other than an authorized addendum from the Town will be subject to rejection. Contact with Town Officials Contact with Town of Paradise Valley staff, elected or appointed officials, or selection committee members concerning this RFQ, at any time, in any venue, is strictly prohibited and will be grounds for disqualification. Contact prior to evaluation of all proposals is limited to clarification of this RFQ through the project manager as outlined above, or during the presubmittal conference while it is in session. If a Statement of Qualifications is selected as a finalist for interview, or invited to present to the Selection Committee, contact is restricted to the Selection Committee members only. Costs and Cancellation of the RFQ The Town of Paradise Valley will not be responsible for any costs incurred by any firm submitting an SOQ or responding to this notice. The Town reserves the right to waive any irregularities in any submittal and to reject all submittals and re-advertise or cancel the project in its entirety, at its sole discretion. Protest Policy Firms wishing to respond to disqualification or a procurement outcome may refer to Arizona Revised Statutes (J) which governs protest procedures utilized throughout the selection process. Addenda Addenda to this RFQ will be posted on the Town s website at It shall be the responsibility of all prospective respondents to check the website for any possible addenda.