Transcription
Request for ProposalsRFP #2016-04Geodatabase Design and ImplementationPURPOSEThe Village of Taos Ski Valley (Village) is seeking a consultant to assist in thedesign and implementation of a Geographic Information Systems (GIS)geodatabase. The selected consultant will be contracted to meet with Village staff todefine the potential uses and needs of a geodatabase, design the geodatabase,instruct the staff in the process for populating and editing the geodatabase, and todevelop a written workflow for on-going data updates. The contractor will alsomake recommendations for necessary upgrades to software licenses, mobileapplications, computer hardware and remote sensing devices to implement thegeodatabase for the intended uses.BACKGROUNDThe Village uses a Basic Single User License for ArcMap v10.2.1. Shapefiles andraster data (e.g. – aerial images) are the primary data types. The Public WorksDepartment uses TopCon & TopServe for limited remote sensing purposes.The Village is interested in using the geodatabase to generate maps and reliablespecial data for master planning, asset management, public input and web-basedapplications, and basic analysis and decision support to policy makers, Village staff,land developers, local businesses, and property owners.SCOPE OF WORKThe consultant will complete the geodatabase according to the following Scope ofWork:Task 1. – Identify GIS Goals and NeedsContractor will meet with the Village staff to define the potential uses and benefitsof designing and implementing a geodatabase with specific regard to data editingand integrity, asset management (roadways, water and sewer utilities),collaboration with public agencies, land use planning and zoning, code enforcement,
parcel management, licensing and permitting, and applications for public feedbackand reporting.Contractor will review existing hardware systems and capacity and software licenseand recommend upgrades and improvements that are necessary to meet thedesired goals.Task 2. – Geodatabase DesignContractor will meet with Village staff to design the geodatabase and determine if acustomized database should be implemented or if the Village should utilize availabletemplates for local governments. The Village will be responsible for organizingexisting data, acquiring new data, and on-going data entry after the geodatabase isdesigned and operational.Task 3. – Implementation Plan and WorkflowContractor will prepare a written implementation plan and workflow procedures forVillage staff that illustrates and outlines the processes for editing and maintainingthe geodatabase with particulate access and editing privileges and responsibilitiesfor individual staff members.Task 4. – SupportContractor will provide on-going technical support to ensure proper implementationof the geodatabase and potential for expansion and additional applications.Proposal RequirementsProposals must include at least the following in order to be considered.1. A two-page cover letter that introduces the individuals who would be workingon the geodatabase and demonstrates the consultant understands theproject. Include contact information for the consultant.2. A one-page Statement of Qualifications that outlines the qualifications of theindividual consultants and the firm.3. Two pages that describe the applicable experience of the consultant.4. One page that describes the specific process that the consultant wouldperform to complete the database. The budget for this project is 10,000.Given the limited budget and the consultant’s hourly rate, the process shoulddescribe the most cost effective method(s) and specific tasks for designingthe geodatabase based on the short term needs and uses of the geodatabasefor the Village. The Village staff will be responsible for populating thegeodatabase and expanding it to meet the long term needs and potentialuses that would be identified in Task #1.5. A list of three references of recent clients.
Proprietary or confidential data shall be readily separable form the proposal in order to facilitateeventual public inspection of the non-confidential portion of the proposal. Confidential data is normallyrestricted to confidential financial information concerning the Respondent’s organization and data thatqualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA1978. The price of product offered or the cost of services proposed shall not be designated asproprietary or confidential information.Evaluation CriteriaProposals will be evaluated using the following criteria:1. Experience in designing and implementing a geodatabase for localgovernments. (10 points)2. Education and experience of the individuals performing the work. (10 points)3. Demonstrated knowledge of GIS software and hardware requirements toimplement a geodatabase for comparable uses. (5 points)4. Overall quality and clarify of the proposal. (10 points)New Mexico Resident preference: A Business with a valid resident business or contractor certificateissued by the NM Taxation & Revenue Department (NMSA 1978, §13-1-22(A)) will have preference overnon-resident businesses.Veterans Preference: Business with a valid resident veteran business certificate issued by the NMTaxation & Revenue Department. See NMSA 1978, §13-1-22(A) will have preference over non-veteranbusinesses.Proposal Evaluation:The Procurement Officer will review proposals for completeness and compliance with requirements. Ifany proposal submitted is deemed non-responsive, the Procurement Officer will notify the respondentin writing that such determination has been made and the method of protesting that determination.The Procurement Officer reserves the right to amend and/or cancel this request for proposals prior tothe time and date of the proposal due date, and the right to reject all offers submitted.The Procurement Officer reserves the right to waive any minor or technical irregularities in any proposalthat do not alter the price, quality or quantity of services, systems or items of tangible personal propertybeing offered. In addition, the right to reject any proposal mistakenly awarded because of clerical,arithmetical, or other error on the part of The Village of Taos Ski Valley.An Evaluation committee will perform the evaluation of proposals. This process will take place on April11, 2016 or shortly thereafter. Points will be allocated, by each member, as described in this RFP. Eachmember’s point totals will be translated into a numeric ranking of all proposals. The individual memberrankings will be totaled together to determine the overall ranking of proposals.
Contract AwardThe contract shall be awarded to the Respondent (s) whose proposal is most advantageous, taking intoconsideration the evaluation factors set forth in the RFP. The most advantageous proposal may or maynot have received the most points. The award is subject to approval by the Mayor and/or Village ofTaos Ski Valley Governing Body.No ObligationThis procurement in no manner obligates The Village of Taos Ski Valley or any of its agencies to the useof any proposed professional services until a valid written contract is awarded and approved by theappropriate authorities.TerminationThis RFP may be canceled at any time and any and all proposals may be rejected in whole or in partwhen The Village of Taos Ski Valley determines such action to be in the best interest of The Village ofTaos Ski Valley.Legal ReviewThe Village of Taos Ski Valley requires that all respondents agree to be bound by the GeneralRequirements contained in this RFP. Any respondent concerns must be promptly brought to theattention of the Procurement Officer. The contract to be entered into between the Village and theselected vendor for provision of the systems and services solicited by this RFP shall be subject to legalreview and approval by the Village Attorney and will contain provisions mandated by and advisableunder New Mexico lawProtest DeadlineAny protest by a respondent must be timely and in conformance with Section 13-1-172 NMSA 1978 andapplicable procurement regulations providing a 15-day protest period following knowledge of the factsor circumstances giving rise to the protest. Protest must be written and must include the name andaddress of the protestor and the request for proposals number. It must also contain a statement ofgrounds for protest including appropriate supporting exhibits, and it must specify the ruling requestedfrom The Village of Taos Ski Valley. The protest must be delivered to the Procurement Officer, Village ofTaos Ski Valley, PO Box 100, 7 Firehouse Road, Taos Ski Valley, NM 87525. Protests received after thedeadline will not be accepted.General InformationALL PROPOSALS MUST BE RECEIVED FOR REVIEW AND EVALUATION BY THE PROCUREMENT OFFICEROR DESIGNEE NO LATER THAN 4:00 PM April 8, 2016.Proposals received after this deadline will not be accepted. The date and time of receipt will berecorded on each proposal. Proposals must be addressed and delivered to the attention of theProcurement Officer at the above address. Proposals must be sealed and labeled on the outside of thepackage to clearly indicate that they are in response to the RFP#2016-04 Geodatabase Design andImplementation.Proposals submitted by facsimile will not be accepted.
A public log will be kept of the names of all Respondents that submitted proposals. Pursuant to Section13-1-1196 NMSA 1978, the contents of any proposal shall not be disclosed to competing Respondentsprior to contract award.SubmittalProposals should be mailed to:Village of Taos Ski ValleyPO Box 1007 Firehouse RoadTaos Ski Valley, NM 87525ATTN: Nancy Grabowski/Finance Director Certified Procurement OfficerQuestions: Questions about the RFP can be directed to Matthew Foster, Planner,at (575) 776-8220 x 4# or at mfoster@vtsv.org.
RFP #2016-04 Geodatabase Design and Implementation PURPOSE The Village of Taos Ski Valley (Village) is seeking a consultant to assist in the . asset management, public input and web-based applications, and basic analysis and decision support to policy makers, Village staff, land developers, local businesses, and property owners.
