Request for Quotes (RFQ) for ESRI CityEngine Software Training, Implementation, Support Services and Related Data Development Work

Transcription

1 Office of Assistant CIO (GIS) 214 Michaelian Office Building White Plains, NY Request for Quotes (RFQ) for ESRI CityEngine Software Training, Implementation, Support Services and Related Data Development Work Westchester County, New York Westchester County Geographic Information Systems (GIS) and the Department of Information Technology Issue Date: May 19, 2014 Reply Date: June 19, 2014* * Addendum to RFQ extending Response Due Date to June 19, 2014

2 SECTION PROJECT BACKGROUND Westchester County, New York, is requesting quotes from qualified firms to provide (1) training and implementation work with ESRI CityEngine software, (2) 3D data development work with regard to two Levels of Detail (LoD) for building renderings in selected study areas, and (3) Two-year ad hoc CityEngine support (up to 40 hours per year). 2

3 2.1 DEFINITION OF TERMS SECTION 2 ADMINISTRATIVE REQUIREMENTS Please note the following definitions of terms used herein: The term County refers to the County of Westchester, New York. The term Respondent refers to any person, firm, or Company that provides a quote in response to this document. The term Contractor refers to the Respondent to which a contract is awarded. Requirements of the Contractor defined in this document shall also apply in full to any subcontractor for the named Contractor. 2.2 OBJECTIVE OF THIS RFQ The objective of this RFQ is to provide Westchester County with information concerning the background, experience, staff, and financial stability of firms interested in providing training, implementation, and support work with ESRI CityEngine software and 3D Levels of Detail (LoD) data development work with regard to building renderings 2.3 RESPONSE FORMAT FOR RFQ Respondents shall address all items as specified in Section 3 of this RFQ, as well as the technical information requested throughout other sections of this RFQ. Failure to adhere to this format or to address all items specified may disqualify a Respondent from further consideration. Respondents are also encouraged to include any additional information they wish to be considered. 2.4 REQUESTS FOR INFORMATION Any requests for clarification or additional information of a technical nature regarding this RFQ shall be directed to: Ilir Tota, Software Architect I Westchester County GIS 148 Martine Avenue, Room 214 White Plains, NY Voice: (914) iat2@westchestergov.com 3

4 2.5 SUBMISSION REQUIREMENTS Responses must be received no later than June 19, 2014 at 4:00 PM, Eastern Standard Time. Responses should be addressed and delivered to Mr. Ilir Tota at the address in Section 2.4. Quotes may be mailed or hand-delivered. Any quote received after the deadline by any delivery method will be returned unopened. 2.6 RESPONSIBILITY FOR COSTS The Respondent shall be fully responsible for all costs incurred in the development and submission of this quote. Quote documents should be prepared simply and economically, providing a straightforward and concise description of the Respondent s capabilities to satisfy the requirements of the quote request. No special bindings, colored displays, etc., are necessary. Emphasis should be placed on completeness and clarity of content. Selected Respondents may be asked to present in person the substance of their response to Westchester County representatives in White Plains. All costs of such presentations shall be borne solely by the Respondents. 2.7 RESPONDENT QUALIFICATIONS Respondents shall be required to submit evidence that they have relevant experience and have previously delivered services similar to those required: providing training, implementation, and support work with ESRI CityEngine software and (2) 3D data development work. Respondent may additionally be required to show that s/he has satisfactorily performed similar work in the past and that no claims of any kind are pending against such work. No quote will be accepted from any Respondent who is engaged in any work which would impair his/her ability to perform or finance this work, nor from any Respondent with outstanding claims pending for work of a similar nature, either completed or in progress. No quote will be accepted from, nor will a contract be awarded to, any Respondent who is in arrears to the County upon any debt or contract, or who is in default, as surety or otherwise, upon any obligation to the County, or is deemed to be irresponsible or unreliable by the County. 2.8 PRICE QUOTATIONS Prices quoted for work to be performed will be considered firm for a period of six (6) months from the date of submission. 4

5 2.9 RIGHT TO REJECT QUOTES The County reserves the right to reject any and all quotes. This quote request is neither a contractual offer nor a commitment to purchase services. The County assumes no contractual obligation as a result of the issuance of this quote request, the preparation or submission of a quote by a Respondent, the evaluation of quotes, or final selection PRIME CONTRACTOR RESPONSIBILITY Respondents have the option of subcontracting parts of the services they propose. All subcontractors will be subject to approval by the County. The Contractor shall cause appropriate provisions of their quote to be inserted in all subcontracts ensuing, to insure fulfillment of all contractual provisions by subcontractors, including adequate insurance COMPLETE SERVICES/PRODUCTS The Contractor shall be required to (a) furnish all tools, equipment, supplies, supervision, transportation, and other execution accessories, services, and facilities; (b) furnish all materials, supplies, and equipment specified and required to be incorporated in and form a permanent part of the completed work; (c) provide and perform all necessary labor and training; and (d) in accordance with good technical practice, with due diligence, and in accordance with the requirements, stipulations, provisions, and conditions of this document and the resultant contract, execute and complete all specified work to the satisfaction of the County PROCUREMENT SCHEDULE The County has established a schedule for responses, quote review, Contractor selection, and project initiation. The following tentative dates have been established for this procurement. Milestone Date RFQ Release May 19, 2014 Written Questions due May 27, 2014 Answers to Questions posted June 3, 2014 Quote Due Date June 19, 2014 Contractor Selection (estimated) July 8, 2014 Notice to Proceed (estimated) August 22,

6 SECTION 3 QUOTE FORMAT AND CONTENT 3.1 FORMAT AND CONTENT Respondents are required to submit concise technical responses to this document. Unless specific exception is noted in your response, Respondent shall be assumed to be in agreement with, and will employ, the technical approaches described in the following sections. Quotes shall contain all elements of information requested. Detailed explanations of each technical step are not required. The County reserves the right to include any part of the selected quote, either in addition to or in lieu of the specifications contained in this document, in the final contract. The following sections and content are required in each quote: 1) Introduction and Executive Summary 2) Company Profile 3) Organizational Structure and Key Staff Résumés 4) Experience and Reference Summary 5) Response to Commercial Questions 6) Miscellaneous 7) Cost Quote Detailed requirements and directions for the preparation of each section are presented below. Section 1: Introduction and Executive Summary An Executive Summary should be prepared describing the major facts or features of the project, including any conclusions, assumptions, and generalized recommendations the Respondent desires to make. The summary should be no longer than two (2) pages, and should contain a brief statement indicating your firm s understanding of this project, and noting the key advantages of your firm and/or its approach. Section 2: Company Profile Provide the following Company Profile information for your firm. If you are proposing to subcontract any of the proposed work to another firm, similar information must be provided for each subcontractor. The length of the company profile should not be more than one (1) page per firm. 1) Firm name and business address, telephone and facsimile numbers, addresses; include contact information for all production facilities to be involved 2) Year established (including former firm names and year established, if applicable) 6

7 3) Type of ownership and parent company, if any; pending ownership changes, if any 4) Indicate whether the firm is licensed to do business in the State of New York 5) Project manager s name and contact information, for all involved firms 6) Work to be accomplished by each company included on the team. Section 3: Organizational Structure and Key Staff Résumés Describe how you anticipate organizing your team for this project. Provide a listing of key project team members who will be involved. Provide résumés for the principal-incharge, project manager, and other key managerial staff and technical staff. Do not include résumés for persons not directly involved in this project. It will be required that the key people proposed for the project actually participate. If subcontractors are to be used, the same information should be provided for each subcontracting firm. Section 4: Experience and Reference Summary Respondents must include at least two project references that can be contacted by the County. If subcontractor is being proposed, similar information must be provided for the subcontractor. When preparing project summaries, please provide the following information: 1) Project name 2) Name and address of client 3) Client contact person (name/position/current phone number) 4) Period of contract 5) Description of overall project scope, including all services and deliverables 6) Description of services and deliverables provided by any subcontractors or prime contractors who participated as part of the project team for the project 7) Status and comments. Respondents are to include in their experience summary only those projects that are similar in scope to this one, and to cite those projects in which members of the proposed project team have taken part. Do not cite more than six (6) projects. The County is particularly interested in firms with experience in providing training, implementation, and support work with ESRI CityEngine software, as well as 3D data development work with regard to two Levels of Detail (LoD) for building renderings. Section 6: Miscellaneous Any miscellaneous information such as sample maps or products may be included within this section of the response. 7

8 Section 7: Cost Quotes Price costs connected with this RFQ should be included in this section. The County requests separate quotes for the following tasks: A) Software Training and Implementation The focus of this Task will be developing foundation datasets, protocols, training, and initial implementation of the production and publishing of CityEngine software products. This work will be conducted in Westchester County GIS offices in White Plains. Respondents should be prepared to train on-site at least 2-3 County staff. This component will also include training (not production) on the creation of LoD3 models. B) 3D Data Development The deliverable for this Task will include the delivery of 3D data models for four (4) pilot areas in the County. Depending on the quotes received, County GIS staff intends to select either a Level of Detail 1 (LoD1) or Level of Detail 2 (LoD2) model for each of the half-square mile pilot areas located in White Plains, Port Chester, Yonkers, and Sleepy Hollow. For the purposes of this RFQ, Levels of Detail (LoD) 1 and 2 are defined as follows: LoD1: Building massings are developed as grey massings with flat roofs and delivered in industry standard 3D formats. Some models may require manipulation for optimal use in CityEngine. LoD2: Specific building models are enhanced to look realistic at all scales. Enhancements include modifying the 3D building object to add architectural features such as columns and ledges. Terrestrial photography (taken on-site) or the use of other existing high resolution images can be applied to skin the building model. This imagery is often pre- processed with Photoshop to remove trees and other image anomalies. High profile buildings such as city landmarks are good candidates for advanced detailing. Notes on Supporting Datasets: 3D models require an accurate digital elevation model and orthophotos to texture buildings. It will be the responsibility of the respondent to confirm that the County s existing DEM and 2013 orthophotography are of sufficient quality to support the requested 3D products. If the respondent does not believe the County s data is of sufficient quality, separate quotes for equivalent data (DEM and/or orthophotos) should be clearly itemized on the quote form. Study area boundary shapefiles, building footprints, DEM, and 2013 orthophotos for the four designated study areas will be available upon request via FTP from the County. As part of the FTP data download, Westchester County will also make available representative Pictometry oblique images (available countywide) which can be reviewed by all Respondents. Once a Contractor has been selected to produce and develop the 3D datasets, the County will provide Pictometry obliques for all four projects areas via a Non-Disclosure Agreement (NDA). The selected Contractor will be responsible for all 8

9 costs, including shipping, handling, postage, and providing an external hard drive, in the transfer of the oblique imagery. Respondents wanting to review the sample data products listed above should request via to Ilir iat2@westchestergov.com upon which FTP access and download instructions will be provided. C) Two-year support (up to 40 hours per year either online or telephone). Quotes should be submitted using the form found in Section SELECTION CRITERIA Westchester County GIS will evaluate individual quotes in context of the Respondent s overall capabilities, experience and the information provided in each response. Any firm determined to be technically unqualified, or whose quote is deemed unresponsive, will not be considered. The quotes will be evaluated on the following criteria, listed not necessarily in order of importance: Demonstrated understanding of the problems and needs presented by the project Past experience with similar projects Qualifications of project personnel and Respondent s ability to commit qualified staff sufficient to support a project of this size and scope Ability to complete the project in a timely manner without major deviations from project requirements Cost effectiveness of Respondent s proposed fee 9

10 SECTION 4 SCOPE OF WORK Task A. Software Training and Implementation The focus of this Task will be developing foundation datasets, protocols, training, and initial implementation on the CityEngine platform. Required services include: I. 3D Base Map Development: The foundation of a realistic 3D images base will require the integration of various data that make up the scene, including terrain, imagery and building models. The selected Contractor will be responsible to integrate and optimize these data into a CityEngine project accessible through a desktop application. Each dataset will be optimized for performance, with datasets tiled to allow for optimized processing and export. Building models can be attributed with information available in existing 2D parcel or building footprint polygons. The deliverable for this Task will be CityEngine project files with optimized data organized in appropriate datasets and file formats. II. Training: CityEngine is an advanced software with rich functionality and a complex user interface. The selected vendor will be responsible for an initial 2-3 day onsite training session including providing onsite tutorials based on documented training/ user guides. The intention of the training is to leave County users with the core skills needed to manage the 3D base map moving forward. The Respondent s proposal should also include costs associated with a possible additional 2-3 days of on-site support with County staff days (est.) after the initial training session. The following topics are to be included in the training: A. Data Import and Export A review of the most the most common types of 3D data formats and document how these data can be brought into the base map. Integration steps for GIS vector data such as parcel polygons or underground utilities will be reviewed. B. Parametric Modeling CityEngine offers a powerful toolset for generating fictional building models based on user defined parameters. The properties of these buildings are dynamic and user controlled with properties such as height, roof style and texture easily manipulated within the Desktop CityEngine environment. The Contractor will review the fundamentals of the parametric modeling process based on default CityEngine properties. C. CGA Scripting - The CityEngine API allows users to develop advanced custom properties for parametric buildings. CityEngine s CGA shape grammar scripting interface allows a user to create new building properties that are then exposed in the user interface. Building libraries of these parametric rules will allow County users to 10

11 generate parametric models that reflect specific architectural styles for a given location or scenario. D. WebGL Export CityEngine s ability to export or publish a web scene to the internet is a powerful capability that offers the 3D scene to users in an intuitive browser interface. A web scene can include many layers of 3D data that can be turned on and off similar to a traditional GIS table of contents. Project-specific areas of the scene can be published with 3rd party and parametric massings available as a toggle layers to help visualize a variety of alternative designs. The Contractor will document and train users on the steps and approaches to creating a web scene for WebGL publication. E. As-Needed Enhanced Modelling (LoD3) - Most commercially available textured models are delivered with a lower resolution skin based on ortho photography. These models are textured using oblique ortho imagery with a resolution that looks representative at large scales, but that becomes pixilated at larger scales. The Contractor will be responsible to demonstrate and train County staff on how to enhance these buildings with detailed architectural features such as columns and ledges while texturing them with high resolution terrestrial imagery taken by a person on the ground. Buildings requiring this advanced modelling are usually part of a specific development project or high-profile public buildings. F. Rule Packages Creation: CGA scripts can be combined into a Rule Package that offers exposed properties for specific and detailed architectural features and styles. For example, can be a colonial style brick townhouse rule package or a modern multi-family condo rule package. Each rule package will be programmed to expose various properties and will use texturing colors and elements to define the look and style of the parametric model. The Contractor will be responsible for developing rule packages for the County that are based on desired development or zoning parameters. This is considered as an as-needed service. Task B. 3D Data Development The focus of this Task will be delivery of 3D datasets for the four study areas in White Plains, Port Chester, Yonkers, and Sleepy Hollow for use in the CityEngine program. All data are required to be supplied to Westchester County GIS in File Geodatabase format in New York State Plane Feet East Zone (NAD 1983). Depending on quotes received, the County will specify either LoD1 or LoD2 for each study area. Respondents are also encouraged to supply quotes for data delivery in the following formats: OpenFlight (.flt), Collada (.dae), and 3D Studio (.3ds). The County will specify one of the four study areas as a pilot upon which the three remaining areas will be built and created in similar fashion. The pilot 3D model will be reviewed by County staff for visual quality and optimization within the CityEngine environment. Upon 11

12 approval of the pilot 3D model by the County, the vendor will be given approval to continue with development on an area-by-area basis. The Contractor will be responsible for delivering and loading all of the 3D datasets on the County s computers. An additional deliverable of this Task will be for the selected vendor to advise/summarize to the County, in writing, as to the sources of digital data/images available to the County (i.e., public domain, commercially available, imagery currently licensed to the County, etc) which can be used in the support of developing LoD1 and LoD2 3D datasets. Task B will be complete when the County has accepted all four study areas. Task C. Two-Year Support Task C will require the vendor to supply up to a maximum 40 hours of either online or phone support on the CityEngine configuration delivered to and accepted by the County associated with this scope of work. The selected Contractor will be required to respond to County requests for assistance and support within 24-hours. The County will retain the right to cancel support services with the selected vendor after a twelve-month period pending vendor performance review. 12

13 SECTION 5 COST QUOTATION FORMS 5.1 REQUIRED QUOTE Costs quoted in this section shall be considered firm for a period of six (6) months from the date of submittal. TASKS COST Task A: CityEngine Training and Implementation services: Study Area: Level of Detail 1 Level of Detail 2 Task B: 3D Data Development White Plains Port Chester Yonkers Sleepy Hollow Task C: Two-Year CityEngine Support: TOTAL: Costs quoted in this section shall be considered firm for a period of six (6) months from the date of submittal. FIRM NAME: AUTHORIZED SIGNATURE: DATE: TOTAL $ 13