City of Nixa, Missouri Request for Proposals (RFP) GIS Implementation Services For Electric INTRODUCTION The City of Nixa is soliciting Requests for Proposals (RFP) to identify qualified GIS consulting firms who have demonstrated expertise and experience to provide upgrades of the current electric distribution mapping system to the current ESRI Geodatabase. BACKGROUND The City of Nixa, Missouri is one of the fastest growing cities in the state. Nixa is located approximately six (6) miles south of Springfield, which is the third (3 rd ) largest city in the state. According to the 2010 U.S. Census figures, Nixa s population stands at 19,022. Over the past 20 years, Nixa has grown 353%, from a population of 4,192 in 1990 to its current population of 19,022. Nixa prides itself on the fact that it is a master planned community, where pro-active, adopted comprehensive and strategic planning policies and procedures help guide and facilitate the community s quality growth. Nixa is a full-utility-service City, providing all electrical distribution, delivery of water, sanitary sewer treatment and recycling of all ecological products. One of the essential functions of the city is the management of its utility infrastructure. The City s electric distribution system is composed of four distribution substations, approximately 2450 poles, 1600 street lights, 1100 underground transformers, 400 junction cabinets, and 750 secondary vaults. These facilities are located along an approximate 165 miles of line. SCOPE OF SERVICES The City of Nixa would like to develop a survey grade inventory of electric system providing the city with the capability of producing accurate maps. The selected firm will provide layers based on ESRI s ArcGIS 9.3.1 or latest release. The City currently has base map information relating to our electric system infrastructure that will be made available. The following infrastructure shall be provided as part of the inventory: Substations Poles Street Lights Pad mount transformers
Junction cabinets Secondary vaults SCHEDULE The following is the schedule of events which are anticipated by the City of Nixa for the implementation and completion of selecting the Contractor to provide the requested services as outlined in the Scope of Services. The City of Nixa may, at its discretion, revise the schedule of events at any time as may be in its best interest: Event Date Post Request for Submissions March 14, 2012 Final Questions due from Proposers March 30, 2012 at 4 p.m. City of Nixa response to Questions April 4, 2012 Submissions Due April 13, 2012 at 4 p.m. FORMAT OF SUBMISSIONS In order for the City of Nixa to adequately compare submissions and evaluate them uniformly and objectively, all submissions shall be submitted in accordance with the format outlined below. The submissions should be prepared simply and economically, providing straightforward and concise information as requested. 1. Company Information. The complete legal name, address, permanent address and telephone number of the Company including the name of the person to contact for discussion of the submissions. 2. Company Overview. Overview of the firm, including the year founded, office locations and number of years in practice. A description of the firm s current staffing, and details as to the experience and educational qualifications of the individuals that would act as primary counsel. Include the names of individuals anticipated to be primarily responsible for the services to be provided under this proposal. 3. Firm Experience. A description of the experiences of the firm and individuals responsible for providing service to the City, including specific details as to the development of similar projects. 4. Proposal Details. Details of approach that will be used to meet the requirements outlined above. This should include: o Software or program to be utilized o Necessary hardware or other requirements to manage the program
o A timeline detailing implementation o Appropriate staffing capability o Training to be included and a discussion of the final product. 5. Outline of Fees. The total cost of project implementation, including information on purchases, if any, the City of Nixa would need to make for implementation. 6. References. A list of references with phone numbers and examples where work can be seen. SUBMISSION DUE DATE Sealed submissions with one (1) original and three (3) complete copies will be received by the City of Nixa no later than 4:00 p.m., Friday, April 13, 2012. Submissions will not be accepted after this time. Submissions shall be addressed as follows: City of Nixa Attn: Autumn Miller P.O. Box 395 715 W. Mt. Vernon Nixa, MO 65714 AMENDMENTS If it becomes necessary to revise or amend any part of this Request for Proposal, the City will furnish the revision by written Amendment to all prospective proposers who received an original Request for Submissions.
SUBMISSIONS EVALUATION PROCESS The evaluation of the submissions process will include the following: Submissions will be evaluated and rated in accordance with the evaluation criteria. A shortlist may be developed listing the highest ranked submissions. Nixa s Selection Committee may confer with all responsible proposers who have been short listed and may arrange, if necessary, for interviews/presentations by the short list firms. The City of Nixa reserves the right to conduct pre-award discussions with any or all responsive and responsible Contractors who submit submissions determined to be reasonably acceptable of being selected for award. Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submissions; and such revisions may be permitted after submission of submissions and prior to award of a contract. CITY OF NIXA RIGHTS Nixa reserves the right to reject any and all submissions and to waive minor irregularities. Nixa further reserves the right to seek new submissions when such a procedure is reasonable and in the best interest of Nixa to do so. CRITERIA FOR AWARD Nixa will evaluate submissions. Each submittal will be evaluated for full compliance with the RFP instructions to the Contractor. The objective of the evaluation will be to recommend the firm who is most responsive to the herein described needs of Nixa. Submissions which are responsive to the Request for Proposal will be evaluated based on, but limited to the following criteria: Demonstrated experience and expertise of the Contractor and its staff in providing service of a similar nature to public sector clients. (30 points) Types of service for which firm is qualified to perform. (15 points) Capacity/Capability to perform work. (15 points) Projected amount of time to complete task. (10 points) The price for completing the work. (10 points) Methods of tracking and reporting progress on projects. (10 points) Other (10 points)