HomeMy WebLinkAboutBozeman_GIS_Data_Services_RFPTHE CITY OF BOZEMAN
20 E. OLIVE ~ P.O. BOX 1230
BOZEMAN, MONTANA 59771-1230
GIS DEPARTMENT
PHONE: (406) 582-2250 ~ FAX: (406) 582-2263
E-MAIL: jhenderson@bozeman.net
City of Bozeman, Montana
Request for Proposals
GIS Data Services
Notice is hereby given that the City of Bozeman is requesting proposals from qualified contractors to provide:
Spatial adjustment of existing GIS boundary layers to match existing parcel dataset (approximately 2,189
features across 13 layers)
Migration of existing parcel dataset and related boundary layers to ESRI parcel fabric format
Creation of easement & rights-of-way datasets (to be included in parcel fabric)
Process for maintaining parcel fabric and related layers
Proposal documents and related data files are available on ftp://ftp.bozeman.net/GIS/ and may be examined or
obtained for no charge at the City of Bozeman GIS Department, Attention: Jon Henderson, 20 East Olive Street,
Suite 202, Bozeman, Montana 59715 (no USPS service), (406) 582-2250 or fax (406) 582-2263. Proposals must
be received in the GIS Department at the above address on or before 5:00 p.m., December 21st, 2015.
Any submitting entity under this invitation must sign and return the required affirmation stating that they 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 in the exercise of contract should it be awarded to that
entity. Each entity submitting under this notice shall also recognize in writing the eventual contract will contain a
provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the
hiring and treatment of the Contractor’s employees and to all subcontracts.
The right is reserved to reject any or all proposals received, to waive any minor irregularities or informalities in
proposals, to postpone the award of the contract for a period of not to exceed Sixty (60) days, and to accept the bid
which is in the best interests of the Owner.
The City of Bozeman is required to be an Equal Opportunity Employer
For additional information, contact Jon Henderson, GIS Manager (406) 582-2250, or fax (406) 582-2263.
Dated at Bozeman, Montana this 22nd day of November, 2015
By:
Jon Henderson
GIS Manager
Publish Date: Sunday, November 22nd, 2015
Sunday, November 29th, 2015
Sunday, December 13th, 2015
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I. Introduction
The City of Bozeman (“COB”) is seeking proposals from consultants qualified to provide GIS data
services to adjust and migrate all existing boundary layer information to a more accurate parcel base
which serves as the foundation for most GIS analysis.
The GIS Department currently maintains two separate parcel datasets. The primary parcel layer
(“parcels_original”) serves as the base for all existing boundary information (SID’s, zoning,
annexations, etc.) and is spatially inaccurate, while a second more spatially accurate parcel layer
(“parcels_adjusted”) acts as the base for our stormwater rate model.
This project will consolidate all data to the more accurate parcel base, thus improving our ability to make
reliable decisions with regard to zoning and other policy actions while also eliminating the need to
maintain two separate datasets. Another goal for this project is to migrate to a more current data model
(i.e., “Parcel Fabric”) in addition to creating rights-of-way and easement layers.
Overall, this project will benefit several internal workflows while providing a more accurate
representation of all property related information including easements and rights-of-way.
II. Preliminary Scope of Work
The project scope, specifications and requirements that are outlined in this request for proposals (RFP)
are subject to modification and final contract negotiations.
Task 1 – Spatial Adjustment of Existing GIS Boundary Layers
The GIS Department currently maintains 13 separate boundary layers (approximately 2,189 features) that
are spatially coincident with the original/inaccurate parcel base (listed below). Each dataset needs to be
either re-drawn and/or adjusted to match the authoritive parcel base (“parcels_adjusted”). All existing
attributes should be retained.
Annexations, City Limits, City Property, Community Plan Boundary, Community Plan Future
Land Use, Historic Districts, Lighting Districts, Open Space, Parks, Paybacks, PUD’s, SID’s,
Zoning Districts
Task 2 – Migration of Parcel Dataset to the ESRI “Parcel Fabric” Format
The GIS Department would like to take this opportunity to migrate the boundary layers listed above into
the ESRI “Parcel Fabric” data model (utilizing “parcels_adjusted” as the base) so that we can more
easily update and maintain topology between the datasets.
Task 3 – Creation of Easement & Rights-of-Way Datasets
The GIS Department wishes to develop a boundary dataset containing all existing easements & rights-of-
way (to be included in the Parcel Fabric). Original and recorded documents will be made available to
assist in any necessary research.
Task 4 – Process for Maintaining Parcel Fabric and Related Layers
The GIS Department needs a defined process for updating and maintaining the parcel fabric and related
layers to ensure a practical long-term approach to data management.
The proposal shall include a proposed schedule of events necessary to complete the work. The schedule
shall include a process and schedule for the submittal of draft products for City review prior to final
submittals.
Failure to comply with any of these provisions may result in the rejection of the proposal.
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III. Proposal Submission Requirements
1) General Requirements:
All required information must be completed in full, in ink, or typewritten.
The proposal must be signed by a person authorized to commit the Contractor to provide the goods
or service. Submission of a signed proposal will constitute a representation by the Respondent that
Respondent has complied with every requirement of this RFP, that without exception the proposal is
premised upon performing and furnishing the Work required by the proposal documents and
applying any specific means, methods, techniques, sequences, and/or procedures of performance that
may be shown or indicated or expressly required by the proposal documents, that Respondent has
given the City written notice of all conflicts, errors, ambiguities, and discrepancies that Respondent
has discovered in the proposal documents and the written resolutions thereof by the City are
acceptable to Respondent, and that the proposal documents and any written resolutions are generally
sufficient to indicate and convey understanding of all terms and conditions for performing and
furnishing the Work.
2) The proposal must be received no later than 5:00 p.m., December 21st, 2015. Proposals received
after 5:00 p.m. will not be considered. Proposals will be privately opened and evaluated by the City.
3) Two (2) copies of the proposal shall be sealed and submitted to (no USPS service):
Jon Henderson
GIS Manager
20 East Olive Street, Suite 202
Bozeman, MT 59715
4) Proposals must be plainly marked in the lower left-hand corner of the envelope as follows:
“GIS Data Services”
5) The City’s staff contact for this RFP is:
Jon Henderson
GIS Manager
Phone #: (406) 582-2250 FAX #: (406) 582-2263
E-mail address: jhenderson@bozeman.net
6) Proposal Format:
a) Section I - Statement of Understanding
An overall introduction, including a statement of the Contractor’s understanding of each item
proposed in the Scope of Work, and a general description of the Contractor’s approach.
b) Section II - Proposed Technology and Equipment
Detailed explanation of type of technology and equipment proposed to be utilized to obtain
the products necessary to comply with each item in the Scope of Work.
c) Section III - Personnel Qualifications
Names, relevant experience, professional registrations of Contractor’s personnel with
background information on previous experience, qualifications, and skills relevant to each
item proposed upon in the Scope of Work section.
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d) Section IV – References
A list of at least three clients for whom the Contractor has provided similar services. This list
shall include the agency/company name, address, phone number and name of contact person,
and description of the similar project.
e) Section V – Subcontractors
A list and description of names, office locations, tasks, qualifications, and responsibilities of
any subcontractors that may be utilized for this project.
f) Section VI - Change in Scope
A proposed procedure to accommodate changes in scope of the contract, and addition or
deletion of task activities.
g) Section VII - Contractor’s Expectations of City Staff
Clearly define any expectations for information or support to be provided by City staff during
the project.
h) Section VIII - Delivery Schedule
A proposed schedule for delivering the products and services as described in the RFP.
7) Discrimination in the performance of any contract awarded under this request for proposal 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. Every entity
submitting under this request for proposal must sign and return the attached affirmation statement
with their bound response to this request for proposal.
8) All prospective Contractors may submit written questions about, or request written clarifications of
this RFP, including written protests of the RFP’s terms and conditions or technical specifications no
later than December 14th, 2015. All questions must be in writing (includes email) and addressed to
the City’s staff contact. No other staff member will answer questions about this Request for
Proposals.
IV. Selection Criteria and Process
A consultant selection committee consisting of key COB staff will evaluate each statement of
qualifications and proposal according to the criteria listed below and the requirements of MCA 18-8-
201 et seq. Each Respondent will be ranked and, if necessary, the selection committee may select up
to three Respondents for interviews. Respondents selected for interviews will be provided additional
instruction by the City.
Criteria Weight
1. The qualifications of professional personnel to be assigned to the project 30%
2. Related experience on similar projects 30%
3. Capability to meet project time and budget requirements 15%
4. Location of firm 5%
5. Present and projected workloads 10%
6. Recent and current work for the City of Bozeman 10%
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A determination of finalists to be interviewed will be made by the selection committee based on an
evaluation of written proposals received. Award will be made following contract negotiations to the
most qualified consultant at a price to be rendered, as well as the scope, complexity and professional
nature thereof.
If the COB is unable to negotiate a satisfactory contract with the consultant initially selected at a price
the COB determines to be fair and reasonable, negotiations with that consultant will be formally
terminated and the COB will select another consultant in accordance with MCA 18-8-204 and continue
until an agreement is reached or the process is terminated.
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.
V. Time Line
These dates may be revised if any step takes longer than anticipated. The City reserves the right to
postpone the award.
RFP issued 11/22/15
Written questions submitted 12/14/15
Proposals due 12/21/15
Notice to award 1/11/16
VI. Deliverables
The respondent shall submit a delivery schedule.
The Contractor shall deliver to the City for acceptance the following items:
1) Adjusted GIS Boundary Layers: All 13 existing boundary layers re-drawn or migrated to be
coincident with the adjusted parcels. All existing attributes should be retained.
2) Parcel Fabric: Based on ESRI’s best practice solution for managing topology between boundary
layers using the adjusted parcel dataset as the base.
3) Easements & Rights-of-Way: Digitization of easements & rights-of-way as determined by the
availability of recorded information.
4) Process for Maintaining Parcel Fabric and Related Layers: Documented step-by-step instructions
on how to update and maintain topology within the parcel fabric.
All products delivered and developed under this proposal shall become the sole property of the City of
Bozeman with no restrictions on use or dissemination.
VII. Quality Control and Acceptance Procedures
Quality Control
The City retains the sole right to determine contract adherence to quality control requirements. Judgment
that the Contractor is in breach of the quality control requirements may require suspension of any phase
of the contract until such time as the City can determine that such problem(s) have been remedied.
Respondents shall indicate in their proposal a description of the internal quality control processes they
will utilize throughout the various phases of the project to assure that the contract deliverables will be
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acceptable. The Respondent may provide forms, flow charts, or other materials to document the quality
control process.
Acceptance Checks
An attempt will be made to complete checks of all deliverable products within 30 days of delivery.
Check plots and ArcGIS data will be subjected to a series of inspections that may include the following:
Mounting, manipulation, and display of digital files on the City’s GIS system
Comparison of data and file content with digital orthophotos
Checks to verify the informational content of the data for completeness, correctness, and
database integrity
Other checks against specifications as may be appropriate
Acceptance Procedures
After initial checking, work increments will be categorized by the City as follows:
ACCEPTED: Products that meet specifications and contain no errors, or so few errors as to be
acceptable, will be formally indicated as accepted. The City may assume responsibility for
minor corrections, after which the Contractor will be notified, so that the problems will not recur
on subsequent products.
RECEIVED-EDITED: The product has a number of errors that do not permit acceptance. For
the product to be accepted, the Contractor must correct all errors noted by the City. The City
will verify through a recorded edit that the Contractor has made all corrections called in for the
first edit.
REJECTED: The number and character of errors detected by the City are such that the product
is formally returned to the Contractor without a complete edit. The City will formally notify the
Contractor of the rejected status of the product. The Contractor must edit and correct the
mapping for resubmittal to the City. If the City determines that there is an excessive number of
rejected products, the City may require the Contractor to suspend production until the problems
are resolved.
Completion of any required corrective actions shall not affect the Contractor’s production schedule.
Payment for work will not be authorized until the City has accepted the products. The acceptance
procedure will apply to all deliverable products to be received.
VIII. Reservation of Rights; Liability Waiver
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 30 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 are determined by the City to be in the public interest; and to reject, without liability
therefore, any and all proposals upon finding that doing so is in the public interest.
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. The City reserves the right to disqualify
any entity who fails to provide information or data specifically requested herein or who provides
materially inaccurate or misleading information or data or who attempts to influence the selection
process outside the procedures established herein. The City reserves the right to disqualify any entity on
the basis of any real or apparent conflict of interest. This disqualification is at the sole discretion of the
City.
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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.
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.
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.
This project is subject to the availability of funds and approval of the Bozeman City Commission.
IX. Withdrawal of Proposals
Proposals submitted may be withdrawn by written request if received before the hour set for the opening.
After that time, proposals may not be withdrawn for a period of fifteen (15) days and at no time after
award.
No responsibility shall attach to a City employee for the premature opening of a proposal not properly
addressed and identified in accordance with these documents.
When discrepancies occur between words and figures, the words shall govern.
X. Confidentiality and Disclosure of Information
Upon completion of negotiations or a determination that no proposals will be pursued, one copy of each
submitted proposal shall be retained for the official files of the City and will be considered a public
record.
In addition, each respondent agrees the city shall not be liable for disclosures of confidential information
if disclosure of such information is required by law.
XI. No Partnership/Business Organization
Nothing in this RFP or in any subsequent agreement, or any other contract entered into as a result of this
RFP, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business
organization of any kind between or among the City and the respondent.
XII. 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.
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XIII. Accessibility
Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For
further information please contact the ADA Coordinator Chuck Winn at 406-582-2307 or the City’s TTY
line at 406-582-2301.
XIV. Governing Law
This RFP and any disputes arising hereunder or under any future agreement shall be governed hereafter
and construed and enforced in accordance with the laws of the State of Montana, without reference to
principles of choice or conflicts of laws.
XV. Miscellaneous
No conversations or agreements with any officer, employee, or agent of the City shall affect or modify
any term of this RFP. Oral communications or any written/email communication between any person and
the designated contact City staff shall not be considered binding.
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Attachment A: Non-Discrimination Affirmation Form
______________________________________ [name of entity proposing] hereby affirms it
will not discriminate on the basis of race, color, religion, creek, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity, or disability in the
performance of work performed for the City of Bozeman, if a contract is awarded to it, and also
recognizes the eventual contract, if awarded, will contain a provision prohibiting discrimination
as described above and that this prohibition shall apply to the hiring and treatment of the
______________________________________ [name of entity proposing] employees and to all
subcontracts it enters into in the performance of the agreement with the City of Bozeman.
Signature of Proposer: ______________________________________ Person authorized so sign on behalf of the proposer