Gis Programming and Development Services

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900950

SPECIFICATIONS, TERMS & CONDITIONS

for

GIS PROGRAMMING AND DEVELOPMENT SERVICES

NETWORKING/BIDDERS CONFERENCES

at

2:00 p.m.
on
March 13, 2012
at
Castro Valley Library
3600 Norbridge Avenue
Canyon Room
Castro Valley, CA 94546 / 10:00 a.m.
on
March 14, 2012
at
General Services Agency
1401 Lakeside Drive,
Room # 1107, 11th Floor
Oakland, CA 94612
Additional Information: Free parking available at on-site parking lot. / Additional Information: Please allow enough time for parking at metered street parking or public parking lot and entry into secure building;
For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp
or contact the person listed below. Thank you for your interest!
Contact Person: Evelyn Benzon, Contracts Specialist II
Phone Number: (510) 208-9622
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

April 16, 2012

at

Alameda County, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900950

SPECIFICATIONS, TERMS & CONDITIONS

for

GIS PROGRAMMING AND DEVELOPMENT SERVICES

TABLE OF CONTENTS

Page 1 of 2

Page

I. ACRONYM AND TERM GLOSSARY 4

II. STATEMENT OF WORK

A.  Intent 5

B.  Scope 5

C.  Background 5

D.  Specific Requirements 7

E.  Vendor Qualifications 8

F.  Debarment / Suspension Policy 9

G.  Deliverables/Reports 9

III. INSTRUCTIONS TO BIDDERS

H.  County Contacts 9

I.  Calendar of Events 10

J.  Networking / Bidders Conferences 11

K.  Submittal of Bids 11

L.  Response Format 13

M.  Evaluation Criteria/Selection Committee 13

N.  Notice of Intent to Award 18

O.  Bid Protest / Appeals Process 18

IV. TERMS AND CONDITIONS

P.  Term / Termination / Renewal 20

Q.  Quantities 21

R.  Pricing 21

S.  Award 22

T.  Method of Ordering 22

U.  Invoicing 23

V.  County Provisions 23

W.  Online Contract Compliance System 26

X.  Compliance Information and Records 27

Y.  Account Manager / Support Staff 27

Z.  General Requirements 28

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL No. 900950

SPECIFICATIONS, TERMS & CONDITIONS

for

GIS PROGRAMMING AND DEVELOPMENT SERVICES

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C – Insurance Requirements

Exhibit D1 – References

Exhibit E – SLEB Certification Application Package

Exhibit F – Small Local Emerging Business (SLEB) Partnering Information Sheet

Exhibit G – Request for Bid Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Services Agreement Template

Exhibit K – Intentionally Omitted

Exhibit L – RFP Vendor Bid List

Exhibit M – Response Content and Submittals Completeness Checklist

Exhibit N – Debarment and Suspension Certification

Exhibit O - Programming and Development Services Architecture

Specifications, Terms & Conditions

for GIS Programming and Development Services

I.  ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFP
Board / Shall refer to the County of Alameda Board of Supervisors
CAD / Shall mean Computer Aided Design
CSC / Shall refer to County Selection Committee
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
County / When capitalized, shall refer to the County of Alameda
eGIS / Shall refer to County's Enterprise Geographic Information System
EPA / United States Environmental Protection Agency
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B. / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
GIS / Shall mean Geographic Information System
ITD / Shall refer to Alameda County Information Technology Department
Labor Code / Refers to California Labor Code
OSHA / Refers to California Occupational Safety and Health Administrations
Proposal / Shall mean bidder/contractor response to this RFP
PO / Shall refer to Purchase Order(s)
Request for Proposal / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein; also referred herein as RFP
Response / Shall refer to bidder’s proposal or quotation submitted in reply to RFP
RFP / Request for Proposal
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging
State / Refers to State of California, its departments and/or agencies
UPS / Shall mean Uninterruptible Power Supply

II.  STATEMENT OF WORK

A.  INTENT

It is the intent of these specifications, terms, and conditions to describe the Alameda County Information Technology Department’s (ITD) requirements for qualified vendors to assist ITD in providing Enterprise Geographic Information System (eGIS) services.

The County intends to award a three-year contract (with option to renew) to the bidder selected as the most responsible bidder whose response conforms to the RFP and meets the County’s requirements.

B.  SCOPE

This contract will provide Alameda County ITD with a Contractor that has the expertise and resources to assist ITD in designing, programming, developing, implementing, and supporting eGIS services for County Departments who are interested in obtaining these services.

C.  BACKGROUND

The Alameda County ITD provides services to County Departments which aid in the effective delivery of IT services that support the business needs of the County. County Information Technology is a vital part of the organization, providing faster and better ways for County employees to do their jobs and for County residents to access County services. ITD provides the following services:

1.  Application Services: Application services include the assessment, development, implementation, and support of technology-based business solutions which support County departmental goals and objectives. Services in this area include, but are not limited to, business analysis, application construction, web support, and project management.

2.  Infrastructure and Technical Services: Staff builds, monitors, and maintains the physical computer system environment for the County. These services include support of the countywide network, data center, server farm, desktop PCs, and Security. Services in this area include, but are not limited to, network services, server services, office systems, and database administration.

3.  Data Center Services: This area is responsible for the 24x7 operation of the County's 10,000 square foot data center. Services include monitoring of the County's computing environment and network infrastructure, help desk and production support, and print services. Reliable, uninterrupted power is critical for this data center. To facilitate this continuity of power, a large 750 KVA uninterruptible power supply (UPS) was installed to provide power in the event of a power failure or fluctuation. The UPS will run until a diesel generator can be brought online for longer term independent power. Services in this area include, but are not limited to, Help Desk Support, Production Support, and Print Services.

4.  eGIS Services: Alameda County's Enterprise Geographic Information System (eGIS) software is utilized by several County departments. We currently have Geographic layers that include county parcels, utilities, roads, buildings, voting precincts, and much more, totaling over 150 different layers of GIS data. Various County agencies are currently using the eGIS in their day-to-day operations. The software utilized by the County for eGIS includes the ArcGIS® suite by ESRI®, ArcSDE®, and SQL Server. The County publishes map services for access on the County Intranet and the Internet using ESRI's ArcGIS for Server®.

a.  Alameda County has developed several applications that use ArcGIS Server software to access different geodatabases. Listed below are just a sample of applications that have been built to service both County internal staff and the public:

(1)  Assessor Parcel Viewer: Public view parcel and property tax

(2)  Registrar of Voters Redistricting system

(3)  Public Works Hydro system: water flow and capacity

(4)  Public Works Survey monuments tracking and preservation

(5)  Criminal Justice mapping

(6)  Environmental Health Restaurant Inspection Results

b.  Alameda County is continually developing new applications and systems that use ArcGIS; listed below are just a sample of some of the applications being developed:

(1)  Assessor Property Comparable: used to assess property value

(2)  Probationer analysis

(3)  BI using Cognos to SpotOn interface to ESRI GIS

c.  Many of the geodatabases are replicated from various sources into an enterprise data warehouse that is made available to all county departments. In addition, many of the eGIS databases are available for public download.

d.  County standards call for eGIS applications to be developed using VB on MS Windows platforms. A few applications have been written in Java and JSP running on AIX and Linux platforms. Server infrastructure is built utilizing both loads balancing and clustering for high availability.

Please refer to Exhibit O for the architecture of the environment the Programming and Development Services will focus on.

D.  SPECIFIC REQUIREMENTS

1. Vendor(s) shall be provided with various assignments on an “as-needed” basis. Assignments may vary from agency to agency depending on the needs and requirements of the participating agency. Projects that encompass the need for GIS Programming and Development Services include, but are not limited to, the following:
   

1. GIS Spatial Analysis;
   
2. Cartography, Conversion and (Computer Aided Design) CAD;
   
3. Photogrammetry, and Aerial Photography;

1. Asset Management;

1. Environmental;

1. Software Development and Database Management;

1. Engineering;

1. Hardware;

1. Remote Sensing and Image Processing;

1. Land Surveying and Mapping;

1. E9110 Integrated Mapping/GIS.

1. During any project assignment, the County expects that the vendor shall:

1. Assign a single point of contact (account manager) to receive requirements and report results.

1. Communicate with the County project team via e-mail, phone, and on-site meetings.

1. After receiving specifications for specific work assigned, return a detailed proposal or Statement of Work within one (1) week.

1. Turn over source code(s) and documentation(s) to the County for each assignment when applicable.
   

E.  VENDOR QUALIFICATIONS

Vendor minimum qualification criteria include, but are not limited, to the following:

1.  Must be able to demonstrate considerable experience in the design, development, and deployment of GIS applications in similar scale, scope, and volume as Alameda County.

1. Must have staffing available to support three (3) concurrent eGIS projects.

1. Must be regularly and continuously engaged in the business of providing GIS professional services during the past five (5) years. This must be verifiable through references and past projects completed.
   
2. Must have extensive experience with ESRI® products such as ArcGIS®, ArcSDE®, and ArcGIS for Server® in similar scale, scope, and volume as Alameda County.

1. Must have extensive and quantifiable experience using VB.NET and Microsoft SQL development with ArcGIS applications.

1. Vendor staff supporting eGIS programming, development and implementation services will typically possess 3+ years of experience in each staffing position:

1. GIS Project Manager: expert in design, planning, and implementation of eGIS applications. Main vendor contact for each GIS implementation.
2. GIS Analyst: expert in defining business requirements and procedures relative to eGIS in similar scale, scope, infrastructure, and volume as Alameda County.
3. GIS Architect: expert in programming, supporting and implementing ESRI GIS applications similar to Alameda County infrastructure.
4. GIS Administrator: expert in the configuration and setup of ESRI GIS products in environment similar to Alameda County.
5. GIS/CAD Mapper: expert in creating, maintaining, publishing, converting maps using ESRI GIS products.

For each of the above requirements, bidders must submit, with their proposal, a detailed description of how their firm meets the requirement.

F.  DEBARMENT / SUSPENSION POLICY

1.  In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

a.  The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at www.epls.gov; and

b.  Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal, and their named subcontractors are not debarred, suspended, or otherwise excluded by the United States Government.

G.  DELIVERABLES/REPORTS

Reporting, contracting, and scheduling methods to include the following:

1.  Statement of Work detailed costs and timelines;

2.  Detailed project plans;

3.  Source code and documentation for programs and procedures developed.

III.  INSTRUCTIONS TO BIDDERS

H.  COUNTY CONTACTS

GSA–Purchasing is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA–Purchasing Department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded. Bidders shall not contact or lobby evaluators during the evaluation process. Attempts by Bidder to contact evaluators may result in disqualification of bidder.

All questions regarding these specifications, terms, and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on March 14, 2012 to:

Evelyn Benzon, Contracts Specialist II

Alameda County, GSA–Purchasing

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

E-Mail:

FAX: 510-208-9626

The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes, and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

I.  CALENDAR OF EVENTS

Event / Date/Location
Request Issued / February 27, 2012
Written Questions Due / by 5:00 pm on March 14, 2012
Networking/Bidders Conference #1 / March 13, 2012 @ 2:00 p.m. / at Castro Valley Library
3600 Norbridge Avenue
Canyon Room
Castro Valley, CA 94546
Networking/Bidders Conference #2 / March 14, 2012 @ 10:00 a.m. / at: General Services Agency
1401 Lakeside Drive,
Room #1107, 11th Floor
Oakland, CA 94612
Addendum Issued / March 30, 2012
Response Due / April 16, 2012 by 2:00 p.m.
Evaluation Period / April 16 – 27, 2012
Vendor Interviews / May 9, 2012
Board Letter Issued / June 26, 2012
Board Award Date / July 24, 2012
Contract Start Date / August 1, 2012

Note: Award and start dates are approximate.