X Request for Proposals 911 RFP No. CC01-2011 For E-911 GIS Mapping Services Western Creek County, Oklahoma
Section I - General Information TABLE OF CONTENTS 01. Proposal Intent 02. Information to be Submitted 03. Proposals Binding 04. Addendums 05. Questions 06. Postponement and Rejection 07. Contract Increase or Decrease 08. Selection 09. Terms and Conditions of Award 10. Contract Award 11. Propriety Statement 12. State and Federal Laws 13. Time of Completion 14. Method of Payment and Performance Bond 15. RFP Process Timeline Section 2 Scope of Services 01. Digital Mapping 02. Project Management Services 03. Optional Considerations 04. County Responsibilities 05. Deliverables 06. Anticipated Time Table Attachments 01. Map of project area in Creek County 02. Non-collusion affidavit 03. Minimum attribute data of centerlines 2
SECTION 1 - GENERAL INFORMATION 1. PROPOSAL INTENT: It is the intent of these specifications to establish minimum requirements to provide for the creation of accurate digital map layers in electronic and printed form for a western section of Creek County, Oklahoma for use with Enhanced 911 systems and other Public Safety functions. Another function of this project is to create an accurate Master Street Address Guide (MSAG) for the streets in the project s area comprised of existing MSAG and new MSAG derived from GIS data. The area of this project does NOT include the Sapulpa, Kellyville, Kiefer and Mounds telephone exchange areas. Towns and cities included in this project are Drumright, Mannford, Oilton, Bristow, Depew, Slick, Shamrock, and Lawrence Creek. See attachment 1 for map of included area. 1.1 At minimum the vendor should be capable of providing the following services: 1.1a - Project Management Services 1.1b - Digital Mapping Services 1.1c - Printed Mapping Services 1.1d - Software, hardware, and training to maintain digital map data 2. INFORMATION TO BE SUBMITTED: The vendor shall submit one electronic copy on CD and four (4) printed copies containing the following information to be bound with the proposal as evidence of compliance with the Creek County requirements. THE PROPOSAL MAY BE REJECTED IF THE INFORMATION LISTED HEREIN IS INCOMPLETE OR IRREGULAR. 2.1 An introduction and short description of the firm in letter form signed by the appropriate corporate authority. The company s Federal Tax Identification Number should appear on this document. 2.2 An executive summary that briefly summarizes the solution offered by the vendor including unique merits or accolades. 2.3 A list of 3 to 5 references of past E-911 mapping work accomplished similar to this project, preferably in Oklahoma but other areas are acceptable. 2.4 Detailed description of all personnel to be assigned to the project - information to include a recent resume for key personnel 2.5 Detailed scope of work section with a timeline for milestones and tasks 2.6 A breakdown of costs to include a.) Fees and expenses for the initial digital and printed mapping services as a turnkey project and b.) Optional costs for software, hardware and training of two (2) Creek County employees for the ongoing maintenance of the map layers. 3
3. PROPOSALS BINDING: Unless otherwise specified, all formal proposals submitted shall be valid for ninety (90) calendar days following the proposal date. 4. ADDENDUMS: Any substantive interpretation correction or change of the proposal documents shall be made by addendum to vendors of record. Interpretation, corrections or changes of the proposal documents made in any other manner shall not be binding, and vendors shall not rely upon such interpretations, corrections or changes. Any addendum shall be issued within a reasonable time prior to the proposal deadline. 5. QUESTIONS: All questions should be referred in writing by email to: Mary Harris mtmsolutions@swbell.net Cell (405) 650-7635 Responses to questions will be sent to all known interested parties if contact information is provided by the vendor. 6. POSTPONEMENT AND REJECTION: Creek County shall have the right to postpone the proposal opening for its own convenience, or to reject any or all proposals. The County also reserves the right to reject a proposal which is in any way incomplete or irregular. 7. CONTRACT INCREASE OR DECREASE: Creek County reserves the right to increase or decrease the scope of services, revise the anticipated working agreement or otherwise modify the working arrangement during the course of the E-911 project. Modification of work to be accomplished after a contract is signed with the successful vendor will be addressed on addenda to the original contract and will become effective only when agreed upon and signed by both parties. 8. SELECTION: Proposals will be decided on May 2, 2011 at 10:00 AM Central Standard Time (CST) and evaluated by Creek County staff and other officials for conformance to the specification requirements. Preference will be given to those vendors providing demonstrated capability and experience in the design and implementation of similar 911 GIS projects. Finalists may be invited to an interview. Selection of the successful vendor will be followed by contract negotiations. The County s final recommendations will be based upon an analysis of the offering, not just lowest price. 9. TERMS AND CONDITIONS OF AWARD: The terms and conditions for contract award imposed herein shall govern in all cases, and conflicting terms or conditions submitted by the vendor may constitute sufficient grounds for rejection of the proposal. 10. CONTRACT AWARD: The contract for this entire project will be to the vendor deemed most advantageous as determined by the evaluation criteria as a lump-sum 4
award. Creek County reserves the following rights (in addition to those accorded the County by policy and statutory laws): 10.1 The right to negotiate with one or more vendors to arrive at a final selection. 10.2 The right to negotiate all proposal elements to ensure the best possible consideration be afforded to all parties concerned (this includes the right to approve or disapprove subcontractors proposed after award). 10.3 The right to reject any and all proposals, to consider alternatives, to waive any minor irregularities and technicalities, and to re-solicit proposals. 10.4 The right to award the contract to a vendor who is not the lowest cost. 11. PROPRIETY STATEMENT: The laws of Oklahoma require that at the conclusion of the selection process, the contents of all proposals shall be placed in the public domain and be open to inspection by interested parties. Proprietary information that is recognized as such and protected by law may be withheld if clearly identified in the proposal. 12. LAWS TO BE OBSERVED: The Vendor shall keep fully informed of all Federal and State laws; all regulations pertaining to the Occupational and Safety Hazards Act (OSHA); all local laws, ordinances and regulations; and all orders and decrees of bodies and tribunals having any jurisdiction or authority, which in any manner affect the conduct of work. The Vendor shall at all times observe and comply with all applicable laws, ordinances, regulations, orders and decrees, and shall protect and indemnify Western Creek County and its representatives against all claims and liabilities arising from or based on Vendor or employee violations. Upon discovering any provisions in the contract that are contrary to or inconsistent with any law, ordinance, regulation, order or decree, the vendor shall immediately report it to the County. 13. TIME OF COMPLETION: The vendor shall complete all deliverables to the satisfaction of Creek County and/or representatives and be in accordance with these specifications within 8 months from the date of contract. 14. METHOD OF PAYMENT and PERFORMANCE BOND: Creek County intends to make landmark payments upon the receipt of accepted invoices for work performed during phased cycles of the project or make monthly payments as arranged through the contract process. The cost of providing a Performance Bond shall be indicated as an optional item by the vendor. If Creek County determines that a Performance Bond is required of the successful vendor, the cost of purchasing the Performance Bond would be added to the contract price. The successful vendor would then be required to furnish a Performance 5
Bond in the amount of 100% of the contract price. Such Performance Bond shall be accompanied by a certified copy of Power of Attorney and shall be signed or countersigned by a resident agent of the bonding company. 15. RFP PROCESS TIMELINE: The bid proposal is due at the Board of County Commissioners, Attn: 911 Board Chairman, Creek County Collins Building, 317 East Lee, Suite 103, Sapulpa, Oklahoma 74066, no later than 4:00 PM Central Standard Time (CST) April 29, 2011. Telephone contact for mailing is 918-224-0278 RFP Released March 21, 2011 Final date for questions from vendors April 18, 2011 Proposals due April 29, 2011 Vendor selection May 2, 2011 SECTION 2 SCOPE OF SERVICES 1. DIGITAL MAPPING: The County wishes to have the successful vendor develop a digital base map utilizing the GPS centerline data or data digitized from other sources to the County s specifications. This centerline base map shall be developed in such a manner so as to reflect the County s unique rural and city addressing schemes as elements within the map. Each line segment shall be broken at every intersecting road and shall provide the MSAG valid road name and the correct (actual) low and high house number range for each line segment. Map Layers Required Create sixteen (16) individual layers of information as part of the digital county mapping project: 1. Streets (Interstate, US, State, County, Township and City Roads) - new dataset derived by digitizing from aerial photography and augmented by field GPS data 2. Railways public available layer corrected to aerial photography if necessary 3. Boundaries (Corporate, County, Township, City, and Tribal if provided) best public available layer with adjustments advised by County and cities. 4. Areas (Parks, Cemeteries and Monuments) best public available corrected to aerial photography if necessary 5. Zip code boundaries best public available 6. Water Features best public available with major features corrected to aerial photography if necessary 7. Fire Districts available from Rural Fire Coordinator but will require topology clean-up 6
8. Ambulance service boundaries new dataset derived from paper maps 9. Law Enforcement Areas new data set, but will duplicate city boundaries except possible tribal boundaries 10. Emergency Service Zones new data set, summary of Law, Fire and Ambulance datasets 11. Telephone Company Exchange boundaries new dataset derived from paper maps 12. Mile Markers on I-44 passing through project area (aprox. 30 miles) new data set 13. Township, Range and Section layer best public available 14. Parcel layer provided by County Assessor s office 15. Address Point layer provided by County Assessor s office 16. 2008 and 2010 USDA 1 meter MrSid aerial photography available at: ftp://ftp.okcc.state.ok.us/gis/county/2008/creek/ 2. PROJECT MANAGEMENT SERVICES: Throughout the duration, the vendor shall provide monthly reports that state the progress of the mapping project. This progress report will be stated as percent complete of mutually pre-determined milestones and tasks. The vendor s recommended milestones and associated tasks should be included in the vendor s response to this RFP. The County reserves the right to modify these milestones and/or tasks prior to the finalization of a contract and review by the vendor. The selected vendor will schedule regular project coordination meetings held at the local county offices. Whereas the scheduling of these meetings may vary depending upon the project and the stage of development, it is understood that these meetings shall be held no less bi-monthly during this project. Coordination Activities 1. Coordinate and review GIS point data from County Assessor s office for addition to the master map 2. Coordinate and review existing MSAG data provided by the County 3. Coordinate existing and new address range data to create a comprehensive tabular MSAG data set 4. Provide County Assessor s office with discrepancy reports in existing MSAG data as the GIS street layer evolves. 5. Along with a County representative, coordinate with towns and cities to acquire pertinent paper maps, utility data, etc. that enable the creation of accurate centerlines in these towns and cities. 3. OPTIONAL CONSIDERATIONS: Address & Map Maintenance System 7
The vendor shall also provide Creek County with the option of purchasing software and/or hardware capable of assigning new addresses and adding features to the GIS map files. Training for two persons on the map maintenance hardware/software package should be included in this option. Features & Description 1. Must calculate position from satellite and fixed site signals and use differential processing to obtain 3-5 meter accuracy 95% of the time and record field data in such a manner that it is easy to import into master data set. 2. Full range of drawing tools including: point, line, polyline, polygon, text, along with tools for automatically addressing points based on configurable addressing schemes individually and in batch mode. 3. A tool that will automatically update low/high ranges when streets are split or extended. 4. Software should notate and give the option to correct any topological errors such as dangles, overlaps and gaps. 5. Software should have a utility that simplifies the task of importing dissimilar GIS datasets. 6. Software should supply tools that allow for manual plotting of longitude and latitude and manual plotting or searching of addresses. 7. Software must create new MSAG data in NENA format from GIS street features using criteria from boundary layers. The software should also allow the user to validate existing MSAG against GIS datasets and note any errors in a tabular report. 8. Software must allow for the printing and editing of hard copy map documents such as map books or wall maps 4. COUNTY RESPONSIBILITIES: Due primarily to the public nature of the E-911 project, Creek County understands that the vendor cannot provide all management elements within the context of this proposal. It is understood that the County will be expected to provide local support if the project is to be carried-out in an efficient and timely manner. Some of those acknowledged responsibilities are as follows: 1. Provide meeting space for local project meetings 2. Provide a local project coordinator contact 3. Provide a local project telephone number 4. Provide for the taking and distributing of meeting minutes 5. Provide for the scheduling of all meetings with public officials 8
6. Provide access to any pertinent City and County offices 7. Provide access to any pertinent City and County records 5. DELIVERABLES: As a function of this proposal, the following products must be delivered: 1. Digitized computer map files in ESRI file format (Geodatabase Feature Class) that include the 16 layers described in Section 2 paragraph 1 in NAD 1983 UTM 14N projected coordinate system. Vendor is responsible for any projections changes required when acquiring data sets. 2. Accurate tabular comprehensive MSAG dataset in Excel format (electronic) that 100% matches the GIS street dataset (agreed upon and noted anomalies will be the only exceptions allowed). 3. If map maintenance hardware, software and training are requested by the County, the installation and training of this map maintenance hardware and software must be completed during the third month after the contract signing. County personnel must be completely comfortable with maintenance tasks by the end of the project. Documentation for the maintenance solution is mandatory. 4. One complete map book - that is to say one printed copy and one electronic copy formatted to print on 8 ½ X 11 paper that includes a street index, map sheets and all necessary inserts to achieve legible detail of street names. The map book must be organized for ease of use. 5. Four (4) printed wall maps of the project area ANSI E (34 X44 ) size with legible street name detail of county roads which may require several inserts. The printed maps should be professional cartography quality maps with legend, north arrow symbol and scale bar at minimum. Included layers other than streets to be determined. The vendor will also provide electronic copies of these 4 wall maps. 6. An end of project summary report that includes the actual (not proposed) timeline for completion of all milestones and tasks (this report should contain information on roadblocks or reasons for delays if encountered), summary of any known addressing anomalies, log of invoices paid by the County, and any recommendations from the vendor. 7. ANTICIPATED TIMETABLE: The vendor shall provide an estimated timetable for completion of project milestones and tasks. The total project duration must not exceed 6 months after the contract is signed. 9
ATTACHMENT 1 10
ATTACHMENT 2 Please complete and return with proposal NON-COLLUSION AFFIDAVIT STATE OF Oklahoma } COUNTY OF Creek } } SS:, of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the CONTRACTOR to submit the attached Proposal. Affiant further states that the CONTRACTOR has not been a party to any collusion among the Proposers in restraint of freedom of competition by agreement to Propose at a fixed price or to refrain from submitting a Proposal; or with any County official or employee as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between the Proposers and any County official concerning exchange of money or other thing of value for special consideration in the awarding of a contract; that the undersigned/proposer has not paid, given or donated or agreed to pay, give or donate to any officer or employee of the Creek County, Oklahoma, any money or other thing of value, either directly or indirectly, in the procuring of the award of a contract pursuant to this Proposal. FIRM NAME By: 11
Sworn before me this day of, 2011 Notary Public My commission expires ATTACHMENT 3 ATTRIBUTE DATABASE OF THE CENTERLINE For each feature there must be a uniquely associated record in the attribute table that contains, at a minimum from and to address ranges on the right and left side of the centerline from intersection to intersection, road name, road prefix (if applicable), road type, road suffix direction (if applicable), USPS city left, MSAG community left, USPS city right, MSAG community right, Zip left, Zip right, Telco left, Telco right, ESN left and ESN right. The final deliverable should return no records for an attribute query where street name is null and street type is null. Address ranges shall be entered into the attribute database to create an accurate MSAG, and shall reflect the correct range (actual address range as opposed to potential address range) from intersection to intersection even if the current MSAG does not. Field verification may be required to ensure that the address range in the attribute database will place a geocoded point on the proper road segment 98% of the time. The final deliverable must be able to generate a 98% match rate to the counties situs address database. Multiple roads that share the same geometry, or single roads that are known as more than one name along the same segment or feature shall contain the proper alternate attributes in the alternate columns. 12