Finance Department Purchasing Division Dear Proposer: REQUEST FOR PROPOSALS (RFP) Specification No. 16-11041-C FOR GIS MASTER PLAN PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY ADDENDUM A June 1, 2016 Questions received from proposers along with answers are attached. Proposals/bids must be received no later than 2:00 pm, on Tuesday, June 14, 2016. All responses must be in a sealed envelope and have GIS MASTER PLAN and Specification No. 16-11041-C clearly marked on the outer most mailing envelope. Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA 94704 Proposals/bids will not be accepted after the date and time stated above. Incomplete bids that do not conform to the requirements specified herein will not be considered. Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your response. Sincerely, Dennis Dang Acting General Services Manager 2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 E-mail: finance@ci.berkeley.ca.us Website: http://www.ci.berkeley.ca.us/finance
Addendum A Questions and Answers for Specification No. 16-11041-C GIS MASTER PLAN The City of Berkeley has received questions from some potential respondents regarding Specification No. 16-11041-C, GIS MASTER PLAN. In an effort to provide the same information to all, listed below are the questions received to date, with responses from City staff. 1.Q. Is the official proposal due date Tuesday, June 7, 2016 as stated on page 1, or Tuesday, June 14, 2016 as listed in Section VIII of page 12? 1.A. Proposals must be received no later than 2:00 pm, on Tuesday, June 14, 2016. 2.Q. Will a lack of client references as per Section III #2, and / or no documentation of previous past performance related to the RFP disqualify a bidder's proposal? 2.A. Yes. Proposal submission requires a minimum of three client references. 3.Q. How many members make up the GIS Users group mentioned in Section II, third bullet on page 4, and which departments are represented in the group? 3.A. The GIS Users Group has 50 members from the following departments: Finance; Health, Housing and Community Services; Information Technology; Parks, Recreation and Waterfront; Planning and Development; Police; Public Works; Rent Stabilization Board; and the City Manager s Office. 4.Q. Which are the software applications currently utilized for permits and asset (public works and/or real estate assets) management? 4.A. Accela Automation is utilized for land use permits, building permits and sanitary sewer work orders. Sungard HTE WF module is utilized for all other work orders including facilities, fleet, potholes and graffiti. The City does not utilize a specialized software application for managing real estate assets. 5.Q. Will the final presentation under Milestone 6 be given at staff level or before City Council? 5.A. The final vendor presentation will be given to Staff, members of the GIS Users Group and others. City Staff will present to City Council at a later date. 6.Q. Will the bidders' proposals be made available to the public? 6.A. Proposals will not be opened and read publicly or otherwise be available to the public during the review and selection period. Proposals submitted in response to this RFP become the property of the City and public records; and as such, may be subject to public review following award of a contract. 7.Q. It appears this may be a new requirement. Is this a new requirement for the City? 7.A. City desires to develop a new GIS Master Plan.
8.Q. Is there a budget for this contract? 8.A. Section IV.2, Selection Criteria, Costs awards 40 points out of 100 for pricing. Please provide your best proposal. 9.Q. For client references, can you confirm that references both inside and outside of CA will be appropriate? We would like to include a representative sample across client types both inside and outside of CA if possible 9.A. Yes. Client references should be California cities, or other large public sector entities inside or outside California. 10.Q. Insight into the budget can help our team craft an appropriate scope of services aligned to the funding level. We also understand many agencies prefer not to share budget details. This is a standard question we typically ask and understand if you prefer not to answer it. 10.A. See response to 8.Q. 11.Q. RFP states: Include a sample of a similar plan/project prepared for another organization. Is the City asking for a sample project (work) plan to do the GIS Master Planning project or a sample GIS Master Plan that resulted from doing the project (the end deliverable)? 11.A. Include a sample of a GIS Master Plan or similar plan/project prepared for another organization. 12.Q. Is this insurance limit negotiable: professional liability insurance policy in the amount of $2,000,000 to cover any claims arising out of the performance of the contract? It is our experience, most cities are requiring only a $1,000,000 limit on professional liability for GIS consultant work. 12.A. No. The minimum coverage required is $2,000,000. 13.Q. Does the City of Berkeley have an incumbent GIS Consultant? 13.A. The City does not contract with a GIS consultant for ongoing or on-call GIS services. The City occasionally contracts with GIS consultants for project work. 14.Q. The above referenced RFP references the Personal Services contract instead of the Professional Services contract. Was the Personal Services contract the correct reference? We are a professional services engineering company - would the Personal Services contract be appropriate? 14.A. The City of Berkeley will use the Professional Services boilerplate. All potential vendors should accept all terms and conditions of this boilerplate. 15.Q. Does the City have a desired timeframe within which they wish to have the GIS Master Plan developed to help guide the development of a proposed schedule in our proposal? 15.A. The tentative project schedule, as listed in the RFP, has project completion in March, 2017.
16.Q. How long will the project timespan be (ex. 4 months)? 16.A. The tentative project schedule, as listed in the RFP, shows a timespan of five months between Project Kick-Off on October 3, 2016 and Project Completion in March 2017. 17.Q. Is a local vendor preferred? 17.A. Vendor location is not one of the selection criteria. 18.Q. Would the City encourage innovative and cost saving strategies? 18.A. Yes. The City s mission statement includes initiate innovative solutions and do so in a fiscally sound manner. 19.Q. Would the City consider replacing 30 bound copies of the Final Master Plan with digital publishing software? 19.A. The City would consider replacing 30 bound copies of the Final Master Plan with 20 bound copies and digital publishing software. 20.Q. How would the City like the sample of work submitted in Section 5 (ex. Send full bound document with proposal? PDF? Etc.)? 20.A. Please include a printed copy of the work sample or note in the Information Requested section of the proposal that the full bound document is attached. 21.Q. It is noted that a GIS Steering Committee established the Enterprise GIS Program in 2008. Is the GIS Steering Committee still functioning within the City? If so, who are the resources that are on the steering committee and what is their role? 21.A. The GIS Steering Committee currently functions on an ad hoc basis. A new committee will be formed once the GIS Master Plan is in place. 22.Q. Noting the role defined on page 3 the supports the GIS based out of IT(one full time staff), are there other GIS staff available throughout the City within city departments? 22.A. There are approximately eight staff within city departments who use desktop GIS for maintaining GIS data and meeting the GIS business needs of their department. 23.Q. Noting the start of the GIS in 2008, are there past plans, governance documents, previous conceptual or logical database design plans? 23.A. There is an Enterprise GIS Team Charter and numerous Standard Operating Procedures and Best Practices documents covering topics such as Spatial Data Standards, Naming Conventions, Metadata, Map Templates and System Architecture Diagrams. 24.Q. Regarding the list of departments, would the City be averse to interviews with Alameda County as well as other relevant external groups? 24.A. No. 25.Q. In reference to the Data Layer Inventory Matrix, is the intent to have a Current/As-Is matrix or is the City anticipating the Matrix to be expanded upon to take into account future needs? 25.A. The City anticipates a Current/As-Is matrix as well as a To-Be matrix that takes into
account future needs. 26.Q. Regarding milestone #2, could you please confirm the definition of Disaster Planning? Should it be assumed that it is in reference to responding to natural or manmade emergency events? 26.A. Yes, the reference is to natural or man-made emergency events. 27.Q. Regarding milestone 3 and the parcel layers as the authoritative source, would it also make sense to assess the Street centerline, addresses, etc.? If not, could you please expand? 27.A. The City s current authoritative source for parcel and addresses data is the Land Management module of our Sungard HTE financial system. Milestone 3 includes an analysis of GIS parcels and addresses to assess their readiness and validity to become the new authoritative source. The City does not currently utilize a data model that integrates the centerline layer with parcels and addresses. In such case that a proposal recommends that the City migrate to a data model such as ESRI s parcel fabric that integrates parcels and addresses with centerline, then an assessment of the centerline layer may also be necessary. 28.Q. Referring back to Milestone #1; what is the City/County role/relationship in regards to the GIS? Is there a data agreement in place? If so, how has the data sharing been functioning? 28.A. The City receives a voting precincts GIS layer as needed from the County. Otherwise, the City creates and maintains its GIS vector data independent of the County. The City has a cost sharing agreement with the County for access to Pictometry s hosted application and copies of Pictometry orthophotography. 29.Q. Are there IT standards in place, for example for software, hardware? Is there an Updated Master Plan; more recent than 2011? 29.A. The City is currently developing a three year Information Technology Strategic Plan tentatively due October 2016. 30.Q. Regarding the timeline, does the City have a date in mind on when they would like for the plan development to be complete? 30.A. See responses to 15.Q and 16.Q. 31.Q. Does the City have an anticipated budget in mind? If not a set budget, would it be possible to get a range? 31.A. See response to 8.Q. 32.Q. How would you like the sample plan/project from Section 5 submitted? (ex. Send full bound proposal? PDF?) 32.A. See response to 20.Q. 33.Q. Do we need to turn in Attachment A with the proposal? 33.A. No.
34.Q. Can you share the details of Software that each division employs currently other than ArcGIS Suite, RouteSmart? 34.A. The City maintains no other GIS software and GIS software extensions. Software systems that utilize GIS services include Accela Automation for permitting, zoning, licensing, code enforcement and sewer work orders; KANA Lagan CRM, New World Systems Public Safety CAD dispatch and The Omega Group Crimeview Community. 35.Q. How many users from each City's division (can you give a break up of each) Public Works/Fire/Planning/Police/Information Tech/Parks, Recreation and Waterfront/Health, Housing and Community Services/Finance, etc. 35.A. A table from the City s FY2017 Adopted Budget with number of full time employees (FTE) per department is provided below. No breakout by division is available. Department Name Number of FTE Department Name Number of FTE City Attorney 12 Information Technology 40.5 City Auditor 13.5 Library 113.28 City Clerk 9.78 Mayor and Council 12 City Manager s Office 27.5 Parks, Recreation, and Waterfront 148.1 Office of Economic Development 5.85 Planning 76.5 Finance 45 Police Department 275.2 Fire Department 140 Police Review Commission 3 Health, Housing and Community Services 214.78 Public Works 292.6 Human Resources 20 Rent Board 20.6 36.Q. On what Hardware and Software platforms are the systems currently running in the Organizations environment (version specific info) if possible to share? 36.A. Enterprise GIS is currently running in ArcGIS Desktop 10.2.2 and ArcGIS Server 10sp5 and 10.2.2 using SQL Server 2008 R2 on virtualized Windows servers. In addition, Public Safety (Police and Fire) has a separate GIS environment for their New World CAD dispatch system that is running ArcGIS Desktop and Server 9.3.1. 37.Q. Do you have external/public facing systems that either send or pull the data from other than CONNECTexplorer? 37.A. The City maintains an ArcGIS Online site, http://berkeley.maps.arcgis.com/ and an Open Data Portal, https://data.cityofberkeley.info/. 38.Q. What other hosted Apps are currently running in City's divisions? 38.A. Crimeview Community, http://www.cityofberkeley.info/crimeviewcommunity/, is a hosted map application in the Police Department. 39.Q. Is there a mainframe system involved? 39.A. The City s current authoritative source for parcel and addresses data is the Land Management module (WF) in the Sungard HTE financial system. There is a nightly ETL from this system to Enterprise GIS (via a data warehouse) to update the GIS address layer.
40.Q. What SAP and CRP systems are employed? 40.A. The City s financial system is Sungard HTE and the CRM system is KANA Lagan. 41.Q. What is the Relational Database Platform being currently under use? 41.A. SQL Server 2008 R2. 42.Q. Does City of Berkeley have any Mobile based GIS Platforms that are used by Field Inspectors or Police for Emergency Management? 42.A. The City utilizes Collector for ArcGIS for data collection projects. There is no mobile based GIS platform for day-to-day inspections or emergency management. 43.Q. Is the City's GIS currently involving 3D data visualization software, such as Autodesk 3D/Civil Design etc? 43.A. No. 44.Q. Is there a specific Data Model for Parcel management like ESRI Parcel Fabric or is City open towards adopting one as part of the ongoing Strategy. 44.A. There is no specific data model for parcel management; however, the City is open towards adopting one. 45.Q. What is the current version of ArcGIS under use? 45.A. See response to 36.Q. 46.Q. Has the ESRI's credits being utilized since two years as part of ELA or is available for applying towards conducting Training? 46.A. ESRI credits are available for applying towards online training.