HomeMy WebLinkAbout20- RFP - GIS Data & Database Architecture and Data Maintenance Health CheckPage 1 of 13
REQUEST FOR PROPOSALS (RFP)
GIS DATA & DATABASE ARCHITECTURE AND DATA
MAINTENANCE HEALTH CHECK
CITY OF BOZEMAN
Bozeman, MT
City of Bozeman
PO Box 1230
Bozeman, MT 59771-1230
December, 2020
NOTICE IS HEREBY given that the City of Bozeman (City) is seeking proposals from firms to conduct
a data and database architecture and data maintenance review of the City’s GIS systems.
Copies of the Request for Proposals are available on the City’s website at:
http://weblink.bozeman.net/WebLink8/0/doc/229093/Electronic.aspx.
All proposals must be provided as a single, searchable PDF document file and be submitted
digitally as an email attachment to the RFP Recipient email address below. Respondents are
advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be
allowed per response. The subject line of the transmittal email shall clearly identify the RFP title,
company name and due date/time. File sizes greater than 25MB in size may be uploaded to
bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the
respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is
separately notified via email of same, prior to the given deadline.
Deliver RFPs via email to the City Clerk by 3:00 p.m. MST January 15, 2021. It is the sole
responsibility of the proposing party to ensure that proposals are received prior to the closing
time as late submittals will not be accepted and will be returned unopened.
The email address for submission is: agenda@bozeman.net
NON-DISCRIMINATION AND EQUAL PAY
The City of Bozeman is an Equal Opportunity Employer.
Discrimination in the performance of any agreement awarded under this RFQ on the basis of race,
color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual
orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring
and treatment of the awarded entity’s employees and to all subcontracts.
As such, each entity submitting under this notice shall include a provision wherein the submitting
entity, or entities, affirms in writing it will not discriminate on the basis of race, color, religion,
creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability and which also recognizes the eventual contract will
contain a provision prohibiting discrimination as described above and that this prohibition on
discrimination shall apply to the hiring and treatment of the submitting entity’s employees and
to all subcontracts.
In addition, pursuant to City Commission Resolution 5169, the entity awarded a contract under
this RFQ and any subcontractors must abide by the Equal Pay Act of 1963 and Section 39-3-104,
MCA (the Montana Equal Pay Act), and affirm it will abide by the above and that it has visited the
State of Montana Equal Pay for Equal Work “best practices” website,
https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and
has read the material.
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk (406) 582-2321, agenda@bozeman.net.
Questions relating to the RFP should be directed to: Tara Preston, Asset/GIS Systems Administrator,
406-582-2251, tpreston@bozeman.net.
DATED at Bozeman, Montana, this Sunday, December 20, 2020.
Mike Maas
City Clerk
City of Bozeman
For publication on:
Sunday, December 20, 2020
Sunday, January 3, 2021
I. INTRODUCTION
The City of Bozeman (Owner), is seeking proposals from firms to conduct a full data, database
architecture, and data maintenance review of the City’s GIS and other integrated asset
management databases.
The Owner intends to enter into a contract with the selected firm that will include but is not
limited to reviewing the City’s use of their SQL Server Enterprise Geodatabase, ArcGIS Enterprise
(referenced as well as hosted data), ArcGIS Online, data integrations using FME, and the use of
ArcGIS Desktop and Pro to update and publish data consumed by internal as well as external
users.
This RFP shall not commit the Owner to enter into an agreement, to pay any expenses incurred
in preparation of any response to this request, or to procure or contract for any supplies, goods
or services. The Owner reserves the right to accept or reject all responses received as a result of
this RFP if it is in the Owner’s best interest to do so.
This procurement is governed by the laws of the State of Montana and venue for all legal
proceedings shall be in the 18th Judicial District Court, Gallatin County. By offering to perform
services under this RFP, all Submitters agree to be bound by the laws of the State of Montana
and of the Owner, including, but not limited to, applicable wage rates, payments, gross receipts
taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc.
II. SCOPE OF SERVICES
A. Background
The City of Bozeman has had a GIS Division over 20 years. During this time, the use of GIS has
expanded from a hand full of layers for 1-2 divisions, to providing support across every
department within the City. Simultaneously, the GIS Division has expanded their Esri production
environment from Coverages and Shapefiles to supporting a robust and complex Enterprise
Geodatabase, File Geodatabasess, ArcGIS Enterprise (Portal), stand-alone ArcGIS Servers, and
ArcGIS Online. The majority of the City’s production data is stored in an Enterprise Geodatabase,
but with the industry-wide transition into Web GIS, the City is starting to migrated into hosted
data in ArcGIS Enterprise and ArcGIS Online.
Furthermore, the City’s GIS Department is highly integrated with other databases and systems
across the organization. This includes, but is not limited to
• Cityworks
• Navline (finance, utilities, billing, planning, etc.)
• Innovyze hydraulic models
• Neptune (water meters)
• Dropcountr (water use tracking)
• CUES GraniteNet (wastewater/stormwater pipe inspections)
• Zuercher (911)
• Emergency Reporting (fire)
• Montana Department of Revenue Orion database
• Laserfiche
• LiGO Automatic Vehicle Location tracking
• Utility locates
The majority of these integrations are completed with FME workspaces (Safe Software),
developed in house.
In 2017, the City of Bozeman underwent a full System Architecture review with Esri. The resulting
products from this review included a recommendation to expand the system architecture and
transition into an Enterprise wide Web GIS platform (ArcGIS Enterprise). Over the last 3 years the
City’s GIS staff have added additional ArcGIS Servers and built out a full ArcGIS Enterprise
implementation including Portal, Data Store, Host ArcGIS Server, additional federated ArcGIS
Servers, and Image Server (see Appendix A). Now that the City has a fully developed Web GIS, we
are requesting proposals to develop a plan to do the same for our database architecture.
B. Project Scope
It is the intent of this project to provide the City of Bozeman’s GIS department with a full review
of their existing database architecture (both traditional geodatabase as well as hosted data), and
provide recommendations for where transitioning from a traditional GIS to a web based
Enterprise GIS is best practice. While hosted feature layers are appropriate in some situations,
the Enterprise Geodatabase is not going away. Therefore, recommendations for improved
database maintenance and performance are being sought. Additionally, the City is interested in
learning about and exploring new data models and data maintenance processes. The scope of
services will include (but is not limited to):
1 Review of the existing use of Enterprise Geodatabase
2 Review of the existing use of File Geodatabases
3 Review of the existing use of Hosted data (ArcGIS Enterprise Data Store and ArcGIS Online)
4 Recommendations for improving database maintenance and overall performance
5 Recommendations to improve data management (including integrations)
6 Recommendations for migrating to new data models (i.e. ArcGIS Solutions for Local
Government, Utility Networks, etc.)
7 Recommendations on when to use a File Geodatabase, Enterprise Geodatabase, and Hosted
Feature Services (ArcGIS Enterprise or ArcGIS Online), including best practices
8 Review of the existing GIS integrations and how to more efficiently use FME to channel data
to the appropriate repositories (File Geodatabase, Enterprise Geodatabase, Hosted Feature
Service, etc.)
9 A plan for transitioning from ArcGIS Desktop to ArcGIS Pro.
III. PROPOSAL REQUIREMENTS
Firms interested in providing the services described above are requested to submit the following
information. Responses to each item should appear in the same order as in this RFP and should
identifythe item to which the responses applies.
a) Executive Summary
And executive summary that provides a high level review of the proposed proposal
b) Firm/Inidvidual Profile
Consultant’s legal name, address, telephone number, website (if any), and email address
c) Description of Proposed Solution
A narrative describing the Consultant’s proposed approach to conducting a database &
data architecture review and recommended plan.
d) Scope of Project
A summary of the proposed products or documents that will be provided at the
completion of this project.
e) Related Experience with Projects Similar to the Scope of Services
Descriptions of similar projects completed for enterprise GIS departments.
f) Statement of Qualifications
Include the Consultant’s professional credentials, experience, and qualifications in
providing the Scope of Services stated in this Request for Proposal. This includes
experience with Enterprise Geodatabases, ArcGIS Enterprise, and FME.
g) References
List of no more than three enterprise organizations you have worked for and whom we
may contact for recommendations.
h) Present and Projected Workloads
A description of the firm’s current work activities and how these would be coordinated
with the project, as well as specific current workloads of the project team members.
i) Key Personnel
Identify each principal of the firm and other key personnel who will be professionally
associated with this contract. Describe their respective areas of expertise and contract
role. Include personalized resumes, which identify the qualifications, training, and
experience of each key personnel.
j) Price Proposal
A price proposal of anticipated costs. There is up to $35,000 allocated for this project.
k) Additional Information
Submit any other additional information, which would assist the City of Bozeman in the
evaluation of the proposal. The City of Bozeman reserves the right to make any
investigation and solicit additional information or submittals as it deems necessary to
determine the ability of any Consultant to perform the Scope of Services stated within
this Request for Proposals.
l) Affirmation of Nondiscrimination & Equal Pay (see Appendix B)
Non-completion of the Affirmation of Nondiscrimination is cause for disqualification of
firms.
IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS
EVENT DATE/TIME
Publication dates of RFP Sunday, December 20, 2020
Sunday, January 3, 2021
Deadline for receipt of questions Tuesday, January 12, 2021
Deadline for receipt of proposals Friday, January 15, 2021
Evaluation of proposals Week of January 28, 2021
Interviews (if necessary) and selection of
consultants
TBD
Final Deliverable deadline Monday, May 31, 2021
With the exception of the advertising dates and advertised due date, the City reserves the right
to modify the above timeline.
Deliver RFPs via email to the City Clerk (agenda@bozeman.net) by 3:00 p.m. MST January 15,
2021. It is the sole responsibility of the proposing party to ensure that proposals are received
priorto the closing time as late submittals will not be accepted and will be returned unopened.
All proposals must be provided as a single, searchable PDF document file and be submitted
digitally as an email attachment to the RFP Recipient email address agenda@bozeman.net.
Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one
PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify
the RFP title, company name and due date/time. File sizes greater than 25MB in size may be
uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the
respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is
separately notified via email of same, prior to the given deadline.
V. AMENDMENTS TO SOLICITATION
Any interpretation or correction of this request will be published on the City’s webpage. The
deadline for questions related to this document is 5:00 p.m. MST on January 12, 2021.
VI. CONTACT INFORMATION
Any administrative questions regarding proposal procedures should be directed to: Mike Maas,
City Clerk, 406-582-2321, agenda@bozeman.net
Questions relating to scope of services should be directed to: Tara Preston, Asset/GIS Systems
Administrator, 406-582-2251, tpreston@bozeman.net
VII. SELECTION PROCEDURE
A review committee will evaluate all responses to the RFP that meet the submittal requirements
and deadline. Submittals that do not meet the requirement or deadline will not be considered.
The review committee will rank the proposals and may arrange interviews with the finalist(s) prior
to selection. Selection may be made directly based on the written RFP submission.
If interviews occur, the selection of finalists to be interviewed will be made by a selection
committee representing the City of Bozeman. The selection of interview candidates will be based
on an evaluation of the written responses to the RFPs.
All submitted proposals must be complete and contain the information required as stated in the
"Request for Proposals.”
VIII. SELECTION CRITERIA
Proposals will be evaluated based on the following criteria:
• [10 points] Executive Summary
• [30 points] Qualifications of the Firm for Scope of Services
• [50 points] Project Approach
• [10 points] Related Experience with Similar Projects
IX. FORM OF AGREEMENT
The Contractor will be required to enter into a contract with the City in substantially the same
form as the professional services agreement attached as Attachment B.
X. CITY RESERVATION OF RIGHTS / LIABILITY WAIVER
All 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.
A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS
UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER
WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT
ADDITIONAL REQUEST FOR QUALIFICATIONS AT A LATER DATE.
A. This RFP may be canceled or any or all responses may be rejected in whole or in part, as
specified herein, when it is in the best interests of the City. If the City cancels or revises
this RFP, all Respondents who submitted will be notified using email.
B. The City reserves the right to accept or reject any and all proposals; to add or delete
items and/or quantities; to amend the RFP; to waive any minor irregularities,
informalities, or failure to conform to the RFP; to extend the deadline for submitting
proposals; to postpone award for up to 60 days; to award one or more contracts, by
item or task, or groups of items or tasks, if so provided in the RFP and if multiple awards
or phases are determined by the City to be in the public interest.
C. The City of Bozeman reserves the right to reject the proposal of any person/firm who
previously failed to perform properly to the satisfaction of the City of Bozeman, or
complete on time agreements of similar nature, or to reject the proposal of any
person/firm who is not in a position to perform such an agreement satisfactorily as
determined by the City of Bozeman.
D. The City of Bozeman reserves the right to determine the best qualified Contractor and
negotiate a final scope of service and cost, negotiate a contract with another Contractor
if an agreement cannot be reached with the first selected Contractor, or reject all
proposals.
E. The professional services contract between the City of Bozeman and the successful
Contractor will incorporate the Contractor's scope of service and work schedule as part
of the agreement.
F. This RFP does not commit the City to award a contract. The City assumes no liability or
responsibility for costs incurred by firms in responding to this request for proposals or
request for interviews, additional data, or other information with respect to the
selection process, prior to the issuance of an agreement, contract or purchase order.
The Contractor, by submitting a response to this RFP, waives all right to protest or
seek any legal remedies whatsoever regarding any aspect of this RFP.
G. The City reserves the right to cancel, in part or in its entirety, this RFP including, but not
limited to: selection procedures, submittal date, and submittal requirements. If the City
cancels or revises this RFP, all Contractors who submitted proposals will be notified
using email.
H. Projects under any contract are subject to the availability of funds.
XI. NONDISCRIMINATION AND EQUAL PAY POLICY
The City of Bozeman requires each entity submitting under this notice shall affirm, on a
separate form provided, that it will not discriminate on the basis of race, color, religion, creed,
sex, age, marital status, national origin, or because of actual or perceived sexual orientation,
sexual preference, gender identity, or disability in fulfillment of a contract entered into for the
services identified herein and that this prohibition on discrimination shall apply to the hiring
and treatment of the submitting entity’s employees and to all subcontracts it enters into in
the fulfillment of the services identified herein. Failure to comply with this requirement shall
be cause for the submittal to be deemed nonresponsive.
The City also requires each entity submitting under this notice shall affirm it will abide by the
Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited
the State of Montana Equal Pay for Equal Work “best practices” website,
https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication
and has read the material.
XII. MISCELLANEOUS
A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or
agent of the City shall affect or modify any term of this solicitation. Oral communications
or any written/email communication between any person and City officer, employee or
agent shall not be considered binding.
B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent
agreement, or any other contract entered into as a result of this solicitation, shall
constitute, create, give rise to or otherwise be recognized as a partnership or formal
business organization of any kind between or among the respondent and the City.
C. Employment Restriction and Indemnity. No person who is an owner, officer,
employee, contractor, or consultant of a respondent shall be an officer or employee of
the City. No rights of the City’s retirement or personnel rules accrue to a respondent,
its officers, employees, contractors, or consultants. Respondents shall have the
responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s
compensation and occupational disease compensation, insurance, unemployment
compensation other benefits and taxes and premiums appurtenant thereto concerning
its officers, employees, contractors, and consultants. Each Respondent shall save and
hold the City harmless with respect to any and all claims for payment, compensation,
salary, wages, bonuses, retirement, withholdings, worker’s compensation and
occupational disease compensation, insurance, unemployment compensation other
benefits and taxes and premiums in any way related to each respondent’s officers,
employees, contractors and consultants.
D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons
with sensory impairments. For further information please contact the ADA Coordinator
Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301.
E. Procurement. When discrepancies occur between words and figures in this solicitation,
the words shall govern. No responsibility shall attach to a City employee for the
premature opening of an RFP not properly addressed and identified in accordance with
these documents.
F. Governing Law. This solicitation and any disputes arising hereunder or under any future
agreement shall be governed and construed and enforced in accordance with the laws
of the State of Montana, without reference to principles of choice or conflicts of laws.
XIII. ATTACHMENTS
The following exhibits are incorporated in this RFP:
Appendix A: City of Bozeman Asset Management & GIS System Architecture
Appendix B: Non-Discrimination Affirmation
END OF RFP
Appendix A
Appendix B
NONDISCRIMINATION AND EQUAL PAY AFFIRMATION
____________________________________(name of entity submitting) hereby affirms it will
not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity or disability and
acknowledges and understands the eventual contract will contain a provision prohibiting
discrimination as described above and this prohibition on discrimination shall apply to the
hiring and treatments or proposer’s employees and to all subcontracts.
In addition, ____________________________________(name of entity submitting) hereby
affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana
Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices”
website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices
publication and has read the material.
______________________________________
Name and title of person authorized to sign on behalf of submitter