RFP # 13-9482-10CS

November 22, 2013

REQUEST FOR PROPOSAL

ANNUAL CONTRACT FOR GEOGRAPHIC

INFORMATION SYSTEMS SERVICES (GIS)

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to provide various geographic information systems services on an annual basis for the County of Henrico, in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5) additional copies marked, "Annual Contract GIS Services", will be received no later than 2:00 p.m., December 19, 2013 by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

1590 E. Parham RoadP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the

document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after 2:00 p.m., December 19, 2013 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division Office, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.

A pre-proposal conference will be held on December 5, 2013 at 2:00 p.m. in the Purchasing Office, North Run Office Complex, 1590 East Parham Road, Henrico, VA. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555 and enter meeting ID #7002 and password #1205. It is limited to one caller from each supplier. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is the Henrico County Board of Supervisors.

Technical questions concerning this Request for Proposal should be submitted to no later than December 6, 2013.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

804-501-5685

1590 E. PARHAM ROAD/P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

ANNUAL CONTRACT FOR

GEOGRAPHIC INFORMATION SYSTEM SERVICES (GIS)

COUNTY OF HENRICO, VIRGINIA

  1. PURPOSE AND GENERAL INFORMATION:
  1. It is the intent and purpose of this Request for Proposal (RFP) to solicit proposals from qualified firms to provide general Geographic Information System (GIS) General Consulting Services on an as-needed annual basis for the performance of various GIS projects for the Department of Information Technology and the Department of Public Utilities as well as any other County department(s) needing GIS services.
  1. Projects that are assigned to the Successful Offeror(s) will include GIS consulting, system and needs analysis, system design and development of specifications, data compilation and conversion, GIS-based application development, software application development, mobile application development and recommendations related to implementation to the County’s GIS program. Projects will include those identified by the County as well as projects created by emergency conditions or authorized by the Board of Supervisors. Many of the GIS projects in Public Utilities will include projects directly related to the implementation of Public Utilities Engineering and Technology Master Plan (ETMP).
  1. The fees shall be determined for each project at the time of assignment based on the hourly rates as provided for in the contract that is awarded pursuant to this Request for Proposal (RFP).
  1. The services that are described above require similar experience and expertise. The contract term will be limited to one year or when the cumulative total project fees reach the maximum amounts described below. The contract term will be one year and may be renewed for up to two additional one-year terms at the option of the County. Fees shall not exceed $300,000 for any single project or a total of $1,500,000 in any one-year term of the contract. The award of this contract shall be to the two top ranked Offerors. The goal is to assign the projects based on the firms availability of staff or area of particular expertise.
  1. Work assignments shall be on an “As Needed” basis. HENRICO COUNTY RESERVES THE RIGHT AT ALL TIMES TO PERFORM WORK IN-HOUSE OR TO AWARD PROJECTS BASED ON A SEPARATE REQUEST FOR PROPOSAL

II. BACKGROUND INFORMATION:

  1. The County of Henrico, Virginia has implemented an enterprise GIS program which has been in place for several years. The County is an urbanized locality with a population of approximately 314,000 people and an area of approximately 244 sq. mi. Many of the County’s departments are responsible for performing duties that require the collection, management, and analysis of geographic information. As well, many of the County’s departments rely heavily on the GIS databases to aid in daily workflow processes, from Dog Licenses to Computer Aided Dispatch.

The County has adopted a Geo-Centric Policy which aims to facilitate a coordinated effort in the collection, storage and use of geographic (or locational) data. As the County continues to grow, the enterprise GIS system must evolve in response.

  1. The Department of Public Utilities (DPU) implemented a GIS data model using the Spatial Data Standards for Facilities Infrastructure and Environment (SDSFIE).The Department of Public Utilities is one of the County’s Community Operations Agencies and is responsible for providing water, sewer, and solid waste services with a staff of 375 employees with annual revenues of approximately $102 million and operating expenses of approximately $81 million. Public Utilities has approximately 94,000 water and sewer customers, 1,500 miles of water main, and 1,500 miles of sewer main.
  2. The County has a robust enterprise GIS system and has procured and developed numerous GIS data layers. Layers include, and are not limited to, a First Order Class I geodetic monument network, several years of aerial orthophotography, elevation data including LiDAR, planimetric data layers, tax parcels, master address points, street centerlines, public utility data, public works data, recreation and parks data, planning datasets, political boundary and polling location datasets, environmental datasets and a variety of reference datasets. Each data layer has associated attribution.

All of these products are currently stored at the County and are fully available to support the scope of work related to meeting the needs described in this RFP.

  1. The County has implemented an enterprise GIS using Environmental System Research Institute (ESRI) ArcGIS software licensing. The County has an Enterprise License Agreement (ELA) with ESRI which supports the use of ArcGIS for Desktop products, ArcGIS for Desktop Extensions, ArcGIS for Server Products, ArcGIS for Server Extensions, ArcGIS Engine, ArcGIS Engine Extension, ArcGIS Runtime and ArcGIS Online for Organizations. The County’s GIS Architecture includes an Active/Passive GIS SQL Server Cluster and a network load balanced set of servers hosting various ArcGIS for Server based services. The County has hundreds of ArcGIS Desktop users and has invested in ArcGIS Server as well as field and mobile applications.
  2. The Department of Public Utilities is currently migrating to Cityworks, a GIS Centric Asset Management System and is the first Henrico county department to implement an enterprise wide GIS centric system. Three of the five DPU divisions that will be using Cityworks will be accessing it in the field through a mobile solution.
  3. Services requested in accordance with the scope of services will be coordinated by Henrico County GIS Coordinator, DPU GIS Manager or other resources assigned as appropriate to the scope of services.

III. SCOPE OF SERVICES:

  1. The County is seeking qualified Offerors to assist in providing general GIS consulting services. Offerors should demonstrate that they have the experience and qualifications to assist the County in the specific projects noted and with the general technology that each project includes.
  1. The Successful Offeror shall furnish all labor, materials, equipment, and technical services required for performing the work.
  2. The Successful Offeror shall meet with the County to determine specific scope and requirements of each project assigned.
  1. The Successful Offeror shall submit all deliverables or services in accordance to each project’s Scope of Work (SOW). Those services will include, but not necessarily be limited to:
  2. GIS Needs Assessment
  3. GIS Data Acquisition
  4. GIS Data Conversion, Update or Development Projects
  5. GIS Data Maintenance
  6. GIS Data Integration
  7. GIS System Integration,
  8. Extract, Transform and Load (ETL)
  9. GIS Analysis
  10. GIS Application Design, Development, & Implementation
  11. GIS Application Maintenance & Support
  12. Mobile Application Development, Implementation and Support
  13. Web Application Development, Implementation and Support
  14. GIS Test & Evaluation
  15. GIS Staff Augmentation
  16. Custom GIS Training
  17. Geodatabase Design
  18. Geodatabase Modeling
  19. Research, development and implementation of new GIS and related technology initiatives and applications, including but not limited to mobile, SharePoint, NG911 and LiDAR.
  20. Assist the County with systems and needs analyses in support of deployment of business processes
  21. Azteca CityWorks implementations including the development of asset management data modeling
  22. Preliminary costs estimates
  1. The Successful Offeror shall prepare final costs estimates, relevant system architecture design with hardware/software requirements, specifications and subsequent procurement specifications and recommendations. On such projects where additional procurement of products and services are required, the Successful Offeror shall assist the County in the capacity of a consultant by providing advice and facilitating development, deployment, and testing of the necessary products and services required by a project.
  2. The Successful Offeror shall be required to attend all relevant meetings related to any project assigned. The Successful Offeror will be required to prepare for County acceptance any products derived from the provision of services related to any project and to assist the County with completing review and acceptance of such products as necessary.
  1. The Successful Offeror represents that all tasks will be performed in accordance with generally accepted GIS standards and further represents that it will provide the County with the best possible advice and consultation within the their experience and knowledge.
  1. The Successful Contractor shall provide the County with all final and interim products related to the provision of services for any project in GIS format compatible with the County’s GIS program. All intermediate and final products developed by any services provided by the Successful Contractor shall exclusively belong to the County in their entirety. The County reserves the right of ownership and further distribution of those products.
  1. The following projects can be used as examples of the type of projects that may be awarded:
  1. Assistance to the County on an as needed basis in developing GIS project plans and implementation activities.
  1. GIS database design and development of required standards.
  1. Data compilation and conversion services.
  1. System design development, acquisition, installation, and testing.
  1. Provision of data conversion to the Department of Public Utilities.
  2. Provision of boundary survey services to support changes to the County’s border.
  3. Maintenance of asset data including regular synchronization with other systems such as the utility billing system, CIS Infinity.
  4. Automated creation of data files for consumption by other software systems in DPU such as Itron’s MVRS program.
  1. COUNTY RESPONSIBILITIES:

Henrico County will designate an appropriate County Project Manager for all work performed under this contract. The Project Manager shall coordinate the work and shall have the authority to make project-related decisions in writing on matters within the scope of the contract.

  1. ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

 Request for Proposals distributedNovember 22, 2013

 Preproposal Conference2:00 p.m., December 5, 2013

 Receive written proposals2:00 p.m., December 19, 2013

 Conduct oral interviews January 2014

 NegotiationsJanuary 2014

 Award of ContractFebruary 2014

VI.GENERAL CONTRACT TERMS AND CONDITIONS:

A.Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County of Henrico, Virginia (the “County”) should the Board of Supervisors fail to make annual appropriations for the Contract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The Contract resulting from this RFP is not assignable.

4.Upon making an award, or giving notice of intent to award, the County will place appropriate notice on the public bulletin board located at the following locations:

Purchasing DivisionEastern Government Center

North Run Office Complex3820 Nine Mile Road

1590 East Parham RoadHenrico VA

Henrico VA 23228

Henrico Government Center

4301 E. Parham Road

Henrico VA 23228

Notice of award or intent to award may also appear on the Purchasing Division website:

C.Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation

The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.

E.Controlling Law and Venue

The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.

F.Default

1.If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.

2.If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.

G.Discussion of Exceptions to the RFP

This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.

H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)

1.During the performance of this Contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

2.For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.