THE CORPORATION OF THE COUNTY OF RENFREW DEVELOPMENT & PROPERTY DEPARTMENT GIS WEBSITE APPLICATION REDESIGN & HOSTING REQUEST FOR PROPOSAL (RFP) RFP PLANNING-2010-01 The Request for Proposal (RFP) process within the County of Renfrew is established to promote the exchange of new ideas between potential service providers and the County. RFPs allow for more flexibility in delivering services and products to the County of Renfrew than would the tendering process. RFPs utilize descriptive objectives and technical specifications as a guideline to suppliers rather than a direct agreement of detail. This affords the County of Renfrew access to technologically advanced products, innovative thinking and new approaches to solving problems utilizing the combined knowledge and experience of the Suppliers and Contractors. Suppliers and Contractors benefit through an open forum to exchange ideas, promote new products and demonstrate their capabilities without commonly present restraints.
TABLE OF CONTENTS Part I... 1 1.0 PURPOSE... 1 2.0 GENERAL INFORMATION... 1 3.0 INFORMATION FOR BIDDERS... 3 4.0 GENERAL REQUIREMENTS... 7 5.0 WEB DESIGN AND ARCHITECTURE REQUIREMENTS... 7 6.0 HOSTING... 7 Part II Information Required from Bidders... 7 7.0 BIDDER PROFILE AND CAPABILITIES... 7 8.0 FINANCIAL TERMS... 8 Part III EVALUATION CRITERIA... 8 9.0 LIABILITY... 9
GIS WEBSITE APPLICATION REDESIGN & HOSTING REQUEST FOR PROPOSAL (RFP) RFP Planning-2010-00 Part I The County of Renfrew was incorporated in 1861 under the provisions of the Municipal Act. Renfrew County is an upper-tier municipality and is comprised of 17 lower-tier municipalities. The County of Renfrew stretches from the National Capital Region of Ottawa, westward along the shores of the beautiful Ottawa River to the northern tip of historic Algonquin Park. Renfrew County is the largest County in Ontario, with over 900 pristine lakes and four major river systems. 1.0 PURPOSE It is the intent of this RFP and resulting contract to establish an agreement for the professional services of a GIS application website developer for the purpose of redesigning and hosting of the current County of Renfrew Internet GIS website (www.renfrewcountygeosmart.ca) and for future functionality. The application redesign is intended to provide information and interactivity for the Corporation, lower tier municipalities and the general public. The successful bidder must have substantial experience in GIS website design, development, implementation, maintenance and consideration for future needs and functionality. 2.0 GENERAL INFORMATION 2.1 The County of Renfrew Internet GIS application currently: Is maintained by an outside company who receives data changes and additions from County staff and implements the required changes. Is currently hosted externally on a County-owned web server using AutoDesk MapGuide 6.5 technology. Requires upgrading due to hardware and software age and to provide for future expansion. Has approximately 55 gigabytes of data on the server. Has 25 unique logins (including the public login). Due to the rural setting of the County of Renfrew, broadband Internet is not readily available in all areas; thus, a focus on design and layout must lend itself to dial-up connection speeds. 2.2 The new website will require the following functionalities/features: Citizens and staff should be able to use the internet mapping service without prior training in GIS. All functions should be intuitive, user friendly, and graphically oriented. County of Renfrew Web GIS Application RFP Planning-2010-01 1
To ensure maximum use by various Internet users, the system must be usable within all modern web browsers. This excludes "IE-only" systems and will ensure that the GIS application will be accessible to users with non-windows machines. Please indicate any non-compliant browsers. Vendors must indicate if the program requires plug-ins. The County may require program customization in the future. Please indicate if the program is customizable. Please provide examples. Mail merge/notification for all owners (not just one owner). Red lining. Spatial selection and reporting Municipal Plan Review creating a buffer and selecting features from 30 layers that intersect the buffer and creating a report of those selected features Severance History Reporting Assessment Database Reporting Report functionality for multiple databases. Password Protection Security Feature for Sensitive Map Data Layers (members-only section). Hosted externally. Please indicate compatibility with Web Enabled Mobile Devices (e.g., Cell Phones and PDAs) The internet mapping application must provide, at a minimum, the following functions: Map View Zoom In and Out Manual Map View Pan Organize Logical Map Layers in Layer Groupings Map E-mail function Map Print function Standard Database Search: by Owner by Address by Parcel by Street Name Measure (area, distance ect) Open Query (ability to customize a database search) for all GIS layers with Boolean Searches for all available database fields Multi-Tab Function for Layer Control and Legend Display Multi-Page Size Print Function with Graphic Scale and North Arrow Single Button Launch of On-line Help Menu with Explanation of Map Tools 2.3 The new website should allow the County of Renfrew to content manage: add and remove GIS content add and remove members revise the existing GIS content (color change, labeling, mouse over) when applicable, comply with AODA (Accessibility for Ontarians with Disabilities Act, 2005). Necessary staff training and site documentation should be included in any proposal, as County of Renfrew Web GIS Application RFP Planning-2010-01 2
well as the cost of occasional maintenance and revision by the web designer as required. After the selection of the successful bidder, the County of Renfrew will finalize the terms and conditions of the Agreement with the successful bidder. Any award of an agreement resulting from this RFP will be in accordance with the by-laws, policies and procedures of the County of Renfrew. It is anticipated that the ongoing maintenance work will be performed by the County of Renfrew staff. Any agreement reached with the successful bidder will recognize that ownership, copyright and editorial control of the website would remain with the County of Renfrew and that the successful bidder would work closely with the County of Renfrew in developing web-based services for the County of Renfrew. 2.4 The following current functionalities will not be required for this RFP: Business Search Create Business Economic Development Tool School Region Query Tool Find Shortest Path 3.0 INFORMATION FOR BIDDERS 3.1 The lowest or any submission to the RFP will not necessarily be accepted and the County of Renfrew reserves the right to award any portion of this RFP. The County of Renfrew also has the right to cancel the RFP at anytime, either prior to or after the closing time, without award or without any obligated reason for cancellation. 3.2 The County of Renfrew is not liable for any costs incurred by bidders in their response to this RFP. 3.3 All contents of this RFP document including: background, research, or other associated documents provided by the County of Renfrew are considered to be proprietary and confidential and are to be maintained as such. 3.4 Copyright of any work produced under a contract that should result from this RFP will rest with the County of Renfrew. 3.5 Three (3) copies of the proposal must be submitted in one (1) sealed envelope. These three (3) copies must consist of: one (1) original, one (1) copy and one (1) electronic copy on CD. Faxed or e-mailed copies will not be accepted. The one (1) sealed envelope must be clearly marked with the following information: Return Address: (Bidder s address in the top left hand corner of the envelope) with the following clearly identified as follows: RFP Planning-2010-01 GIS Website Application Redesign and Hosting Mr. Jason Davis, GIS Coordinator Planning Department County of Renfrew 9 International Drive Pembroke, ON K8A 6W5 County of Renfrew Web GIS Application RFP Planning-2010-01 3
3.6 County of Renfrew Contact: All correspondence and reporting will be the responsibility of: Mr. Jason Davis, GIS Coordinator County of Renfrew 9 International Drive Pembroke, ON K8A 6W5 Office: 613-735-3204 Ext. 463 County of Renfrew Web GIS Application RFP Planning-2010-01 4
3.7 Request for Proposal (RFP) Closing (a) (b) Date of Closing RFP submissions can be made until 4:00 p.m. E.S.T. on Monday, December 20, 2010. Delays caused by any delivery service (Canada Post, courier, etc.) shall not be grounds for an extension of the deadline. Proposals must be received on or before the time and date specified. Request for Proposal (RFP) Submission Process RFP Packages shall be submitted to: Mr. Jason Davis, GIS Coordinator Planning Department County of Renfrew 9 International Drive Pembroke, ON K8A 6W5 3.8 Any proposed changes to the requirements, as defined by the RFP, will be brought to the attention of Mr. Jason Davis, GIS Coordinator, Development & Planning Department, County of Renfrew in writing and prior written authorization must be obtained. If it becomes necessary to revise any part of this RFP, the revisions will be in the form of an Addendum posted electronically on the County of Renfrew s website located at: http://www.countyofrenfrew.on.ca/tenders.htm. Addenda will not be issued by the County after twelve o clock noon, on the fourth day of business prior to RFP closing date, without providing an extension of time. Bidders should monitor that site as frequently as they deem appropriate. The issuance of an addendum may not allow sufficient time for submitting proposals on time, therefore the date for submitting proposals may be revised if, in its opinion, the County determines that more time is necessary to allow bidders to revise their proposals. Each bidder will be responsible for verifying before submitting their proposal, that they have incorporated all addenda into their proposal. 3.9 To be considered, bidders must submit a complete response to the RFP using the format provided in Part II. An official authorized to bind the contractor to its provisions must complete the Proposal Signature Sheet (located at the end of this document). For this RFP, the proposal must remain valid for at least 120 days. 3.10 All financial data requested within this RFP must be included within the proposal and should provide details of the expenses, costs and/or revenue being discussed. Failure to meet this requirement may result in automatic disqualification of the proposal. 3.13 Any contract resulting from this RFP is not assignable. 3.14 All contract payments will be subject to a performance holdback of 10% which shall be held without accruing interest until 45 days after the date of substantial completion. All invoices shall be received by April 29, 2011. 3.15 No portion of the work shall be subcontracted to a third-party without the prior written consent of the County of Renfrew. County of Renfrew Web GIS Application RFP Planning-2010-01 5
3.16 By submitting a proposal in response to the RFP, the bidder represents that they have read and understood the RFP and have familiarized themselves with all laws and regulations that in any manner may affect the cost, progress, or performance of the work. 3.17 Bidders shall not make any public announcement or distribute any literature regarding this RFP or otherwise promote itself in connection with this RFP or any agreement awarded under this RFP, without the prior written approval from the County of Renfrew and then only in coordination with the County of Renfrew. 3.18 The documentation comprising any proposal submitted in response to this RFP, along with all correspondence, documentation and information provided to the County of Renfrew by a bidder in connection with, or arising out of this RFP, once received by the County: Shall become the property of the County of Renfrew and may be appended to the Agreement and/or Purchase order with the successful bidder. Shall become subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and may be released pursuant to that Act. Because of MFIPPA, prospective bidders are advised to identify in their proposal material any scientific, technical, commercial, proprietary or similar confidential information, the disclosure of which could cause them injury. 3.19 Each bidder s name at a minimum shall be made public. Proposals will be made available to members of County Council on a confidential basis and may be related to members of the public pursuant to MFIPPA. 3.20 Bidders must disclose to the County of Renfrew any potential conflict of interest that might compromise their performance of the work. If such a conflict of interest does exist, the County of Renfrew may, at its discretion, refuse to consider the proposal. 3.21 The Municipality shall not be held liable for any errors or omissions in any part of this RFP. While the Municipality has used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Municipality, nor is it necessarily comprehensive or exhaustive. 3.22 Deliverable Due Dates: Award of Contract January 31, 2011 Site Design and Development February 28, 2011 Content Integration March 14, 2011 Quality Assurance & Testing April 04, 2011 Site Launch April 29, 2011 Due Dates are subject to change at the discretion of the County of Renfrew. Changes will be posted at http://www.countyofrenfrew.on.ca/tenders.htm County of Renfrew Web GIS Application RFP Planning-2010-01 6
4.0 GENERAL REQUIREMENTS 4.1 Training provide options based on experience and costing (include costing). 4.2 Content to be maintained by County of Renfrew staff. 4.3 A statistics package. 5.0 WEB DESIGN AND ARCHITECTURE REQUIREMENTS 5.1 User friendly architecture. 5.2 Navigation that is consistent and intuitive. 5.3 Design consistency throughout all reports. 5.4 Clean, professional and uncluttered. 5.5 Uses web friendly colors. 6.0 HOSTING The County of Renfrew GIS web application is currently hosted externally on County owned hardware and bidders are invited to propose an external hosting solution for the new web application for up-to 100 gigabytes worth of data. The County does not want to own any hardware associated with the web application. The costs related to hosting must be priced out separately from the website design and development costs. It must be clearly identified how these costs are calculated (i.e. monthly, annually etc.). The County of Renfrew reserves the right to terminate any hosting agreement with 60 days notice. Part II Information Required from Bidders To be considered for evaluation, proposals must respond to all requirements in this Part (Part II) of the RFP. Any other information that may be relevant but is not contained in this RFP should be provided as an appendix to the proposal. If it becomes necessary to revise any part of this RFP, the revisions will be in the form of an Addendum posted electronically on the County of Renfrew s website at: http://www.countyofrenfrew.on.ca/tenders.htm. Bidders should monitor that site as frequently as they deem appropriate until the day of the deadline. The issuance of an addendum may not allow sufficient time for submitting proposals on time, therefore the date for submitting proposals may be revised if, in its opinion, the County of Renfrew determines that more time is necessary to allow bidders to revise their proposals. Each bidder will be responsible for verifying before submitting their proposal, that they have incorporated all Addenda into their proposal. 7.0 BIDDER PROFILE AND CAPABILITIES 7.1 How many years has your company been in business? 7.2 How many employees would be dedicated to support, implementation and development of this project? 7.3 What other services does your company provide? What percentage of your business is GIS website redesign? County of Renfrew Web GIS Application RFP Planning-2010-01 7
7.4 Describe your familiarity and/or experience with websites related to Municipal Government. 7.5 What Municipal Government GIS website application has your company recently designed/redesigned? Please describe each in detail. 7.6 What examples can you provide to demonstrate your company has a proven service and track record? 7.7 Does the proposed web GIS solution have the capability to expand functionality (i.e. permits & applications)? Describe the additional functionalities. 8.0 FINANCIAL TERMS 8.1 Describe the financial terms and details you are proposing. 8.2 Describe in detail your fee schedules. 8.3 Describe the details and terms regarding any future maintenance services, hosting and support services you could provide the new website (i.e. staff training costs, site documentation costs, etc.). 8.4 Prices should be quoted in Canadian dollars exclusive of GST, PST and HST. Part III EVALUATION CRITERIA All proposals will be reviewed and evaluated by qualified personnel selected by the County of Renfrew. The evaluation team will compile a short list, and the County may contact those PROPONENTS for interviews. The MUNICIPALITY may ask PROPONENTS to provide further information or clarification on the contents of their PROPOSAL or may be required to confirm statements on capacity, capability or costs. RFPs will be assessed on the weighted criteria described in the Criteria Weight Chart below. The objective of the valuation process is to identify the proposal that most effectively meets the requirements of this RFP and provides the best overall value to the County of Renfrew in accordance with the RFP. Criteria Weight Chart Understanding of the Assignment 20 Capabilities of Firm 10 Previous Experience with Similar Projects 15 Financial Terms 40 Project Schedule 5 Quality of Submission 10 Total 100 County of Renfrew Web GIS Application RFP Planning-2010-01 8
9.0 LIABILITY 9.1 The successful bidder must provide Proof of Liability insurance with a minimum of five million dollars coverage. The County of Renfrew must be stated as a named insured for the project and that the County of Renfrew is notified in advance in the event the insurance policy is cancelled or changed in any manner. 9.2 The successful bidder must supply a Certificate of Clearance from WSIB in accordance with the County s Procurement Policy. 9.3 The County of Renfrew, without liability, cost or penalty, in its sole discretion, may disqualify any proposal at any stage of the RFP process if: The proposal contains incorrect information. The bidder misrepresents any information provided in it proposal. The bidder submits a proposal that is determined to be non-compliant with the requirements of this RFP. The bidder reveals a conflict of interest in its proposal. 9.4 Bid irregularities and or disqualification shall be consistent with County of Renfrew Corporate Policy GA-01 Procurement of Goods & Services. This document can be located on the County of Renfrew website (http://www.countyofrenfrew.on.ca/humanresources/policies.htm). County of Renfrew Web GIS Application RFP Planning-2010-01 9
Proposal Signature Sheet My signature certifies that the proposal as submitted, complies with all Terms and Conditions as set forth within RFP Planning-2010-01. I hereby certify that I am authorized to sign as a Representative for the firm. NAME OF FIRM: ADDRESS: SIGNATURE: NAME (print): TITLE: TELEPHONE: FAX: EMAIL: DATE: All accepted proposals become the property of the County of Renfrew and will not be returned. Three (3) copies of the proposal must be submitted in one (1) sealed envelope. These three (3) copies must consist of: one (1) original, one (1) copy and one (1) electronic copy on CD. Faxed or e-mailed copies will not be accepted. Delays caused by any delivery service (Canada Post, courier, etc.) shall not be grounds for any extension of the deadline. Please submit this form by 4:00 p.m. E.S.T. on Monday, December 20, 2010. County of Renfrew Web GIS Application RFP Planning-2010-01 10