enterprise geographical information system (gis) strategic
TRANSCRIPT
CITY OF PASADENA
REQUEST FOR PROPOSALS
For
Enterprise Geographical Information System (GIS)
Strategic Plan
February 13, 2013
City of Pasadena Department of Information Technology
100 N Garfield Ave Room N123 Pasadena, CA 91109
NOTICE REGARDING DISCLOSURE OF
CONTENTS OF DOCUMENT All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
Table of Contents
1. INVITATION FOR PROPOSALS .............................................................................................................. 5
2. BACKGROUND ...................................................................................................................................... 6
THE ENTERPRISE GIS STRATEGIC PLAN INITIATIVE ................................................................................. 6
EXISTING SITUATION ................................................................................................................................ 6
3. SCOPE OF WORK ................................................................................................................................... 7
OVERVIEW ................................................................................................................................................ 7
SECTION 1 – REQUIRED: Assessment of all GIS systems, resources, data and utilization ..................... 7
SECTION 2 - REQUIRED: Complete Enterprise GIS Strategic Plan ........................................................... 7
SECTION 3 - REQUIRED: Create an Implementation Roadmap .............................................................. 8
SECTION 4 - OPTIONAL: Assessment of Pasadena Water and Power Department’s (PWP) current GIS
program .................................................................................................................................................... 8
4. CONTENTS OF PROPOSAL .................................................................................................................. 11
SECTION 1 – EXECUTIVE SUMMARY ...................................................................................................... 11
SECTION 2 – VENDOR DATA ................................................................................................................... 12
SECTION 3 – STAFF QUALIFICATIONS AND EXERIENCE ......................................................................... 12
SECTION 4 – ENTERPRISE GIS STATEGIC PLAN OUTLINE ....................................................................... 12
SECTION 5 – METHODOLGY ................................................................................................................... 12
SECTION 6 – COST PROPOSAL ................................................................................................................ 12
SECTION 7 – ACKNOWLEDGEMENTS, ADDITIONS AND EXCEPTIONS ................................................... 13
SECTION 8 – EQUAL OPPORTUNITY EMPLOYMENT PRACTICES COMPLIANCE .................................... 13
SECTION 9 – DECLARATION OF NON-COLLUSION ................................................................................. 13
SECTION 10 – LIVING WAGE COMPLIANCE............................................................................................ 13
SECTION 11 – TAXPAYER PROTECTION AMMENDMENT ...................................................................... 13
SECTION 12 – SMALL OR MICRO-BUSINESS PREFERENCE ..................................................................... 13
SECTION 13 – SERVICES CONTRACT AND PURCHASE ORDER ............................................................... 13
5. ASSUMPTIONS .................................................................................................................................... 14
6. EVALUATION PROCEDURES AND CRITERIA ....................................................................................... 14
TIMELINE ................................................................................................................................................. 15
7. PAYMENTS AND DELIVERABLES ......................................................................................................... 16
8. PASADENA LIVING WAGE ORDINANCE ............................................................................................. 16
9. LOCAL PREFERENCE ............................................................................................................................ 17
10. CERTIFICATE OF INSURANCE .......................................................................................................... 18
11. STANDARD TERMS AND CONDITIONS ........................................................................................... 18
12. EQUAL OPPORTUNITY CONTRACTING ........................................................................................... 18
13. DEFINITIONS ................................................................................................................................... 18
14. INSTRUCTIONS AND QUESTIONS ................................................................................................... 19
15. ADDENDA........................................................................................................................................ 19
16. PROOF OF AUTHORITY ................................................................................................................... 20
17. WITHDRAWAL OF PROPOSAL ........................................................................................................ 20
18. FIRM COMMITMENT OF AVAILABILITY OF SERVICE ..................................................................... 20
19. RESERVATIONS ............................................................................................................................... 20
20. DECLARATION OF NON-COLLUSION .............................................................................................. 20
21. DOCUMENTS TO BE CONSTRUED TOGETHER ................................................................................ 20
22. ERRORS AND OMISSIONS ............................................................................................................... 21
23. RFP NOT CONTRACTUAL ................................................................................................................ 21
24. PATENT FEES; PATENT, COPYRIGHT, TRADE SECRET AND TRADEMARK FEES ............................. 21
25. TAXES .............................................................................................................................................. 21
26. TAXPAYER PROTECTION AMENDMENT ......................................................................................... 21
27. EXHIBITS .......................................................................................................................................... 22
5
REQUEST FOR PROPOSALS
FOR
GIS Strategic Planning
Consulting Services
1. INVITATION FOR PROPOSALS
The City of Pasadena (the “City”) is seeking a qualified and experienced consultant or
consulting firm to assist the City in efforts to develop an Enterprise GIS Strategic Plan.
Parties interested in responding are required to submit three (3) copies of the proposal and
one electronic copy on CD or DVD no later than 5:00 PM on March 12, 2013 to:
Jonathan Robinson
GIS Coordinator
Department of Information Technology
City of Pasadena
100 N Garfield Ave., Room N123
Pasadena, CA 91109
The outside of the submittal package must be clearly marked “Proposal for City of Pasadena
Enterprise GIS Strategic Plan”. Alternatively, a fully electronic package can submitted through
e-mail (30MB maximum) by the deadline to [email protected]. It is the
responsibility of the vendor to verify receipt of the proposal by the City.
In lieu of a pre-bid conference to resolve any questions regarding this Request For Proposal
and the City's Contracting requirements, please e-mail your questions to
[email protected] by February 22, 2013. The City will make every attempt to
respond to questions promptly. In addition, all submitted questions and answers will be
consolidated and posted by February 27, 2013 on the City’s website.
Submission of a proposal shall constitute acknowledgment and acceptance of all terms
and conditions contained in this RFP and all exhibits and attachments hereto.
6
2. BACKGROUND
THE CITY OF PASADENA
The City of Pasadena is a full-service municipality governed by a Council/Manager form of
government and comprised of 16 departments providing traditional services including a Public
Health Department, Water and Power Utility, Library, Police and Fire Departments. The City’s
annual operating budget is over $700 million and employs approximately 2,000 employees.
THE ENTERPRISE GIS STRATEGIC PLAN INITIATIVE
The City developed an Enterprise GIS system based on a plan developed in 2003, which has
provided significant value to the City over the last decade. The Enterprise GIS Strategic Plan
Initiative will define new strategies for enhancing GIS service delivery with improved efficiency
and effectiveness, expand GIS accessibility and use, enhance support of city business activities,
and increase organizational awareness and support for GIS. The comprehensive Enterprise GIS
Strategic Plan will identify key technology advancements and provide a roadmap for
implementation.
EXISTING SITUATION
Currently, the GIS Division within the Department of Information Technology serves as
the primary source for GIS service needs for the City.
The GIS Division consists of a GIS coordinator, GIS Analyst and another GIS Analyst with web
development experience currently under recruitment. Additionally, the Utility has staff
dedicated to support Water and Power systems and data.
The GIS Division manages and supports the enterprise GIS infrastructure, provides support and
training for the City’s intranet Web Mapping application (iMap) and maintains the primary
relationship with ESRI for software licenses. The enterprise GIS system also utilizes ESRI’s
ArcIMS and ArcGIS Server technology to support iMap and other web browser based mapping
applications for internal staff as well as direct connections through ArcGIS Desktop. The
enterprise GIS data is stored within ArcSDE geodatabases running on top of Oracle 10G
databases and consisting of over 300 GIS datasets ranging from aerial imagery, elevation
models, spatial views, geometric networks. Versioned editing has also been enabled within the
enterprise GIS database. Currently, all ESRI software is running at the 9.3.1 version with a
planned migration to version 10 over the next year.
Tabular data from enterprise systems such as development review and permitting, asset
management, business licenses, and recreation management are linked to various
featureclasses in the GIS for use by City staff.
7
3. SCOPE OF WORK
OVERVIEW
The Enterprise GIS Strategic Plan will be used to implement GIS technology to serve as
an everyday tool that will leverage the City’s information assets, increase the visibility of GIS in
the City, increase department sponsorship of GIS, identify new opportunities for GIS to address
business needs, and integrate GIS within city business processes. The Enterprise GIS Strategic
Plan will include the following sections:
SECTION 1 – REQUIRED: Assessment of all GIS systems, resources, data and utilization
Perform an assessment of all City departments – determine how GIS is being used currently; perform
data discovery (identifying the core data sets used by the department, the nature of the data, the use of
the data, applications/business processes supported by the data, the business need supported by the
data). The results of the assessment should be a comprehensive and detailed inventory.
1. Using information obtained from the assessments, provide recommendations on how GIS
resources, such as people, processes and technology, can be more efficiently and effectively
leveraged within City Departments.
2. Create a matrix of discovered data sources and how GIS systems and services could be leveraged
to maintain the data for multiple uses.
3. Produce a gap analysis outlining where increased GIS support and data is necessary and where
support resources should be allocated within the City.
4. Provide recommendations on how to best leverage ESRI licenses based on current and future
needs, including ArcGIS server, desktop editor licenses and ESRI Enterprise License Agreements
(ELA)
SECTION 2 - REQUIRED: Complete Enterprise GIS Strategic Plan
Create a comprehensive Enterprise GIS Strategic Plan which addresses the current and future GIS needs
of the City characterized by industry best practices and identifies key technology advancements which
meet the City’s goal of effective and efficient delivery of GIS services.
1. Develop an Enterprise GIS Strategic Plan which outlines a road map for implementing
industry best practices in the following areas:
a. GIS Staff development and Training
b. GIS Mobile Application Deployment
c. External GIS service delivery for access in the field and public use
d. Enterprise system integration, e.g. ERP, Land Management, etc.
e. Any other area discovered as part of the gap analysis
2. Create a plan that develops, maintains and delivers the data and functionality
uncovered in the assessment and outlined in the plan.
8
3. Identify the data assets and information architecture needed to support the initiatives in
the plan.
4. Provide recommendations on system infrastructure models, e.g. hardware and
software, to support functionality in the plan.
5. Provide recommendations on retooling the Enterprise GIS Governance structure to
maximize visibility and ongoing investments in the service.
6. Develop criteria and rank priorities for all elements of the plan.
SECTION 3 - REQUIRED: Create an Implementation Roadmap
1. Detail the steps to implement the strategic plan, with any dependencies, critical decision
points, and estimated personnel needs.
2. Provide estimated costs to implement the plan, including those for data
upgrade/acquisition, software licensing and maintenance, and hardware costs.
3. Conduct a high-level cost-benefit analysis and/or a return on investment analysis to
justify the initiatives on the roadmap.
SECTION 4 - OPTIONAL: Assessment of Pasadena Water and Power Department’s (PWP) current
GIS program
Vendors with utility experience are invited to include a proposal to conduct a deeper assessment of
PWP’s current GIS program, develop a focused 5-year GIS strategic plan and implementation
roadmap, which is specific to the Utility and will tie into the Enterprise GIS Strategic Plan. In other
words, the optional PWP GIS assessment will build upon the PWP departmental assessment and
data gathered for the Enterprise GIS Strategic Plan See 6. Evaluation Criteria and Procedures for
details on how this section will be evaluated.
History: PWP completed the Program Management, Development and Implementation for PWP’s
Enterprise GIS project in 2010. The project consisted of -
• Digitizing the electric geometric network from substation circuit source to the service points.
• Digitizing the water geometric network from water sources to the service points.
• Implementing and configuring Miner and Miner ArcFM, ArcIMS Server (converted to ArcGIS
Server in 2011), Spatial Wave Mapplet, MapLibrary and MapProduction.
• Piloting ArcFM Mobile Field application for both Water and Electric
• Developing data warehouse to store customer information, and legacy asset information
• Creating ETLs ( Extract, Transform, Load) to migrate data from CIS (Customer Information
System) and legacy databases
• Creating views to migrate data from data warehouse to ArcSDE.
9
PWP invested in applications and high quality data layers to support GIS. Next steps include further
integration of GIS throughout operations and planning for capital investment by leveraging existing
investment in applications and data to support decision making and analysis.
The focused analysis into PWP’s existing GIS program includes an assessment of staff, applications,
application configurations, data maintenance, documenting the current state including
organizational challenges and desired results, development of the PWP GIS vision, and creating a
strategy and implementation plan to align with PWP objectives. The plan should focus on utilizing
industry best practices for leveraging GIS technology, tools, workflows, data model, and ties into
the City’s Enterprise GIS Strategic Plan.
Overall objectives include:
1. Perform an assessment of the department to determine how GIS is currently being used,
perform data discovery (identifying the core data sets used by the department, the nature of
the data, the use of the data, applications/business processes supported by the data, the
business need supported by the data).
2. Perform an assessment of existing and potential future departmental software integration
with GIS
3. Perform an assessment of resources needed to support data maintenance and improve
accessibility by field operations.
4. Develop a GIS Strategic Plan which will outline a road map for implementing best practices
relating to the Water and Power Utility industry
5. Detail the implementation of the strategic plan, with any dependencies, critical decision
points, and estimated resource and training needs for all PWP groups (Water Engineering,
Power Engineering , IT, Customer Service, etc.) including the estimated costs to implement
the plan, including costs for data upgrade/acquisition, software licensing and maintenance,
and hardware costs.
6. Provide schedule of priorities for projects assuming limited financial and personnel
resources.
The Vendor will take a two phase approach:
Phase 1. Assessment and Research Phase
1. The Consultant will review and critique the existing and planned: GIS operations,
applications, application configuration, stored displays MXDs and map services, hardware,
software, data mining procedures, and the overall GIS framework. The Consultant will
include MWH’s and PWP’s vision of GIS usage following the initial implementation.
2. The Consultant will review and critique existing GIS expenditures. (Licensing / ELA, training,
consulting services)
10
3. Selected electric and water web GIS end users will be interviewed separately to identify
preferred needs and expected system performance. Selected electric and water ArcGIS
Desktop / ArcFM end users will be interviewed separately to identify preferred needs and
expected system performance.
4. Selected upper management will be interviewed to identify the GIS programs overall goals.
5. The Consultant will interview GIS leads in Water, Electric and Customer Service to identify
weaknesses/shortfalls of the current GIS program and how it could be improved to assist
them.
6. The Consultant will interview PWP’s GIS IT to identify the technical structure of PWP’s GIS,
weaknesses/shortfalls of current GIS program and how it could be improved to assist them.
7. The consultant will research the most effective state-of-the-art GIS enterprise systems
available and make recommendations for PWP to optimize business improvement
opportunities.
8. The consultant will research successful GIS programs used in other utility organizations with
similar characteristics and make recommendations to PWP.
Phase 2. Design and Analysis Phase
1. Provide information to enhance the work and investment already made in information
technology and GIS at PWP.
2. Outline needed hardware, software, staff skills, milestones, potential implementation of new
ESRI compatible GIS products, a review of electric and water GIS datasets to improve editing
efficiency, workflow models, costs and process changes to maximize service delivery and staff
efficiencies
• Provide Cost/Benefit of recommendations and alternatives
3. Provide Industry Research to compare the PWP GIS to other similar utility GIS implementations
4. Provide recommendations for each of the following:
• Data maintenance and QA/QC procedures
• Integration of all utility GIS operations to improve business functions.
• Staff training and skills requirements.
• A structured PWP GIS organizational plan
• GIS vision that has been approved by PWP management, staff, and stakeholders.
• Any other discoveries.
5. Examine existing method of importing customer and asset data from legacy systems to data
warehouse and provide recommendations.
6. Examine existing method of presenting customer and asset data from data warehouse to ArcSDE
or applications: Recommendation and best practices for including population of attribute data
directly to ArcSDE (excluding attributes for connectivity, annotation, and other application
dependent required fields).
7. Examine current symbology in GIS and AutoCAD to provide recommendation and development
of symbol standards. Provide further recommendations of these standards to allow for easy
data integration between GIS and AutoCAD.
11
8. Evaluate solutions for consuming GIS data in AutoCAD and provide recommendations and best
practices.
9. Evaluate existing Structured Map series and provide recommendations and best practices.
10. Assess existing annotation and provide recommendations and best practices, with a view to
accommodate for a number of growing mobile applications as well as for creation of map books.
11. Provide recommendations and best practices for creating an effective GIS training plan for all
levels of GIS users.
12. Assessment and recommendations on the use of GPS (Global Positioning Systems). (Immediate
data capture needs include trees, poles, vaults, valves, etc.).
13. Assessment of current applications and configuration including recommendation and best
practices. Include in recommendation customization of user applications, web applications,
desktop tools, COTS (Commercial off the Shelf) software and capabilities to process data to
create needed products or analysis.
14. Provide ease of use analysis of the existing GIS applications and provide recommendations to
improve and increase the usability of the GIS applications.
15. Provide a ROI (Return on Investment) analysis of the PWP Enterprise GIS applications
implemented to date.
16. Provide suggestions for creating a name brand for the diverse GIS applications being used by the
PWP group to create a sense of operating within a common, centralized system.
17. Provide recommendations for any other area discovered as part of the gap analysis.
In order to effectively report results to the PWP:
1. The vendor will meet with PWP staff to present a draft GIS Strategic Plan and alter the plan
based on feedback.
2. The vendor will present the final City and PWP Enterprise GIS Strategic Plans and discuss how to
incorporate the recommendations outlined in the plan to senior PWP staff. The vendor will also
provide documentation of the recommendations to PWP.
3. Deliver the final GIS Strategic Plan in a printed version and as a Microsoft Word document.
4. CONTENTS OF PROPOSAL
Marketing information will not be accepted in lieu of direct response to all requirements and
questions. Proposals must include but need not be limited to the following content. Proposals
must be organized according to the following sections. Please limit the proposal size to a
maximum of twenty pages, not including attachments.
SECTION 1 – EXECUTIVE SUMMARY
Letter of introduction signed by an authorized representative of the firm (2-3 pages
maximum) that provides an executive summary of the firm’s experience relevant to the
12
scope of work described in the RFP and describing why the firm would be of service to
the City of Pasadena on this project;
SECTION 2 – VENDOR DATA
a) Size (national and regional/local), and financial condition of the firm.
b) Experience with providing information technology strategic plans and services of
similar type, size and scope, for comparably sized government agencies.
c) Short descriptions of three (3) recent projects of similar scope performed for
communities/municipalities similar in size to the City of Pasadena.
d) Include a list, including names of persons to be contacted, with telephone and email
addresses the City may contact in order to ascertain quality of performance of
recent GIS Strategic planning for similarly sized governmental agencies.
SECTION 3 – STAFF QUALIFICATIONS AND EXERIENCE
a) Identify the project manager and key staff, who would be assigned to this project.
b) Provide information on the GIS strategic planning experience of the project manager
and key staff, including background and experience of each person relevant to this
project.
c) Indicate how the quality of work of the project staff will be assured over the term of
the engagement.
SECTION 4 – ENTERPRISE GIS STATEGIC PLAN OUTLINE
State in your own words your understanding of the objectives of the Enterprise GIS
Strategic Plan as outlined in the RFP.
SECTION 5 – METHODOLGY
a) Describe the method proposed to develop of the Enterprise GIS Strategic Plan, and
include a detailed project plan.
b) Discuss the rationale for the proposed approach.
c) Indicate how you will complete the contract within the time specified and with the
same team members.
SECTION 6 – COST PROPOSAL
A budget for the proposed project shall be submitted. The budget should be based on
the Scope of Work requirements for the Enterprise GIS Strategic Plan noted in required
Section 1, 2, and 3. If a vendor submits a proposal for the optional Section 4, then an
additional separate budget shall be submitted identifying all cost associated with adding
the optional section.
13
This information shall be followed by a budget narrative which shall describe and justify
the proposed budget, and include an estimate of staff allocations, estimated hours,
rates per assigned staff; and an estimate of total billable hours. Also include the
proposed method of progress billing and payment based on specific and measureable
deliverables. See 7. Payments and Deliverables for additional information.
SECTION 7 – ACKNOWLEDGEMENTS, ADDITIONS AND EXCEPTIONS
a) Acknowledge your ability to meet or not meet all of the requirements as stated in
the scope of work.
b) Compile and include all other information you deem pertinent, but not specifically
requested elsewhere.
c) Indicate any exceptions to the terms and conditions of this request for proposal, or
any qualifications/clarifications regarding the proposal response.
SECTION 8 – EQUAL OPPORTUNITY EMPLOYMENT PRACTICES COMPLIANCE
Each proposer must submit a completed form AA-1. Failure to submit this form will
result in automatic disqualification with no exceptions unless proposer has an approved
form on file with the City. Form AA-2 is required to be submitted for projects involving
labor or services in excess of $25,000. Form AA-3 is Optional (See EXHIBIT “A”).
SECTION 9 – DECLARATION OF NON-COLLUSION
A completed and signed "Declaration of Non-Collusion." (See EXHIBIT “B”)
SECTION 10 – LIVING WAGE COMPLIANCE
A completed and signed “Living Wage Compliance Certification” (See EXHIBIT “C”).
SECTION 11 – TAXPAYER PROTECTION AMMENDMENT
A completed “Disclosure Pursuant to the City of Pasadena Taxpayer Protection
Amendment, Pasadena City Charter, Article XVII” form (See EXHIBIT “D”).
SECTION 12 – SMALL OR MICRO-BUSINESS PREFERENCE
Certification by the State of California that the vendor qualifies as small or micro-
business, if such preference is claimed – see
http://www.pd.dgs.ca.gov/smbus/sbcert.htm for further information.
SECTION 13 – SERVICES CONTRACT AND PURCHASE ORDER
14
The City reserves the right to enter into an agreement with a vendor through either a
Purchase Order or a standard contract for services.
Furnish any/all comments or concerns or changes requested in PO or standard city
contract:
• A “Sample Services Contract” (see EXHIBIT “E”) and “Sample Purchase Order (see
EXHIBIT “F”) is attached for review by the vendor.
• Any portions of the sample contracts not identified as concerns by the vendor in
the proposal are considered to be acceptable by the vendor.
Note: If your proposal does not include all of the above items, it may be deemed non-
responsive.
5. ASSUMPTIONS
Consultant’s responsibilities will include: facilitation, data collection; provision of planning
models and tools; evaluation processes; presentation of the final Enterprise GIS Strategy to
personnel from appropriate City departments; and the production of a written Enterprise GIS
Strategic Plan expressing and reflecting the evaluation and recommendations collected as part
of this engagement.
6. EVALUATION PROCEDURES AND CRITERIA
Evaluation of proposals will be based on the competitive selection process, in which the
evaluation of proposals will not be limited to price alone. Project methodology, technical
expertise, references as well as relevant experience and qualifications, technical merit, how
well the respondent adheres to, and have performed according to equal opportunity
employment principles will also be considered in the selection process.
NOTE ON OPTIONAL ASSESSMENT OF WATER & POWER GIS PROGRAM. As outlined in the
Scope of Work section 4, vendors with experience in providing GIS strategic planning in the field
of a water and power utility are invited to submit a proposal that includes a deeper analysis
into the City’s Water and Power GIS Program. The City believes there are few vendors that can
provide both Utility specific plans and Municipal plans. Therefore, proposals including this
optional section will be awarded up to an additional five (5) percentage points, based on
previous experience and ability to assess a utility GIS program. The City reserves the right to
exclude the optional section from the scoring and for a final contract award even if the optional
section is included in a vendor proposal. If no proposals include the optional section or the City
chooses to omit the optional section in a final contract award, the City intends to issue a new
RFP sometime in the future specifically for the assessment of PWP GIS Program.
15
A screening committee consisting of personnel from appropriate City departments will
determine which proposals are responsive to the requirements of this RFP. The City reserves
the right to select a vendor based solely on the information submitted in the proposal and, if
necessary, telephone interviews with the respondents. In-person interviews and
demonstrations by the most qualified vendors will be requested only if determined by the
screening committee.
The competitive selection evaluation criteria are as follows:
Criteria Portion
1. Understanding of the objectives in the RFP and the proposed approach and method to develop the Enterprise GIS Strategic Plan including ability to meet timeframe set out below.
25%
2. Recent experience with projects of this size and scope in an agency of similar size. Reference information will be taken into consideration.
20%
3. Personnel assigned to the project and their compatibility with the City of Pasadena employees.
20%
4. Cost Proposal (excludes optional Scope of Work Section 4)
20%
5. Small or Micro-Business 5%
6. Local Pasadena Business 5%
7. (Optional) PWP GIS Program Assessment 5%
Total 100%
TIMELINE The City’s estimated timeline to review proposals is as follows:
Event Date
Release of RFP February 13, 2013
Deadline For Vendor RFP Inquiries February 22, 2013
16
Deadline for City Response to RFP Inquiries February 27, 2013
Proposal Due Date March 12, 2013
Vendor Selection March 12, 2013 thru April 3, 2013
Project Kick-Off May 1, 2013
7. PAYMENTS AND DELIVERABLES
The City requires a payment schedule based on defined and measurable deliverables as outline
below. Under no circumstances will payments be made in advance of work performed.
Deliverable Payment Schedule
1. Project Kick-off with Steering Committee and
Project Plan Delivered
10% of Total Cost
2. Assessment Phase Completed 20% of Total Cost
3. Draft of GIS Strategic Plan Received 20% of Total Cost
4. Final version of GIS Strategic Plan Accepted 30% of Total Cost
5. Final Presentation to Executive Steering
Committee
20% of Total Cost
No payment for extra services (items not included in the total cost) shall be made unless such
services and their costs have been previously authorized in writing and approved by the City.
8. PASADENA LIVING WAGE ORDINANCE
This contract is subject to the City of Pasadena’s Living Wage Ordinance, Pasadena
Municipal Code Chapter 4.11. The Ordinance requires that contractors providing labor or
services to the City under contracts in excess of $25,000:
17
o Pay no less than ten dollars and twenty-six cents ($10.26) per hour plus medical benefits
of no less than one dollar and seventy-six cents ($1.76) per hour, or twelve dollars and
two cents ($12.02) per hour without medical benefits to all employees who spend any
of their time providing labor or delivering services to the City of Pasadena. Additionally,
in January 2012 and each January thereafter the Living Wage rate shall be adjusted by
the change in the Consumer Price Index, for the Los Angeles-Riverside-Orange County
area, for the most recently available 12 month period. Accordingly, current City
contractors will be required to adjust wage rates no later than July 1st, to remain in
compliance.
o Notify employees who spend any of their time providing labor or delivering services to
the City of Pasadena who make less than twelve dollars ($12) per hour of their possible
right to the federal Earned Income Tax Credit (EITC) under § 32 of the Internal Revenue
Code of 1954, 26 U.S.C. § 32, and making available to such employees forms required to
secure advance EITC payments.
The selected contractor will be required to evidence compliance with the Living Wage
Ordinance by submitting payroll records as requested by the City. Each record shall include the
full name of each employee performing labor or providing services under the contract; job
classification; rate of pay and benefit rate.
On August 4, 2008, the Pasadena City Council amended the Living Wage Ordinance such
that the provisions of the Living Wage Ordinance may be waived in a bona fide collective
bargaining agreement, but only if the waiver is explicitly set forth in clear and unambiguous
terms. If this provision applies, you must provide a copy of the collective bargaining agreement
to the City.
Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for
termination of the Contract and a basis for penalties stated in Pasadena Municipal Code
Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to
the Purchasing Division 626.744.6755.
9. LOCAL PREFERENCE
18
The City of Pasadena is committed to promoting the economic health and well-being of its
residents. To this end, Contractor agrees to recruit Pasadena residents initially and to give
them preference, if all other factors are equal, for any new positions which result from the
performance of this Contract and which are performed within the City.
10. CERTIFICATE OF INSURANCE
Proof of insurance is not required to be submitted with your proposal, but will be required
prior to the City's award of the contract. A copy of the City’s standard services contract has
been attached (EXHIBIT “E”).
11. STANDARD TERMS AND CONDITIONS
Prior to the award of any work hereunder, City and contractor shall enter into the written
contract attached hereto as EXHIBIT “E”. Proposers responding to this RFP are strongly advised
to review all the terms and conditions of the contract.
12. EQUAL OPPORTUNITY CONTRACTING
Policy - The City of Pasadena is committed to a policy of Equal Opportunity Contracting.
Qualified firms including small businesses and businesses owned by women, minorities, and
disabled persons are encouraged to submit bids or proposals. Contractors expressly agree to
comply with the City's ordinances and regulations regarding Equal Opportunity Employment as
well as regulations that may be mandated by the source of the funds supporting this contract.
Compliance – To the extent permitted by law, Contractor expressly agrees to establish
compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the
Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.
The successful bidder may be required to submit documentation during the term of the
contract to evidence on-going compliance with the City’s Contracting Ordinance. Such
documentation may include, but not be limited to certified payroll records and Current
Permanent Workforce Utilization reports.
Questions regarding the City of Pasadena’s Contracting Ordinance and policy should be
directed to the Department of Finance, Purchasing & Payables Division: (626) 744-6755.
13. DEFINITIONS
19
The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this
RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the
several departments therein; (C) the directors of the several City departments; or any of their
properly authorized assistants; and ( D) the person, firm or corporation with whom the contract
is made by said City or the agent or legal representative who may be appointed to represent
such person, firm or corporation in the signing and performance of said contract.
14. INSTRUCTIONS AND QUESTIONS
City representative from whom the proposer will receive instructions:
Jonathan K. Robinson
GIS Division
Department of Information Technology
100 N Garfield Avenue
Room N123
Pasadena, CA 91109
Telephone Numbers:
Voice: (626) 744-6682 FAX: (626) 396-7488
Email: [email protected]
Questions regarding this Request For Proposals should be directed only to the person
designated above. Do not contact any other City employee or official regarding this RFP.
15. ADDENDA
If any person contemplating submitting a proposal of the items or services listed herein is in
doubt as to the true meaning of any part of this Request for Proposals, he/she may submit to
the City representative(s) identified in Section 14, above, a written request for an interpretation
or correction thereof.
20
Any interpretation or correction of City specifications will be made only by addendum, duly
issued by the City representative(s) identified in Section 14, above. Copies of such addenda will
be mailed or delivered to those persons who have received a set of specifications.
16. PROOF OF AUTHORITY
If the proposer is a corporation, formal proof of the authority of the officer signing the
bidder's proposal to bind the corporation must be submitted with said proposal. A copy of the
corporate resolution or minutes can be adequate proof. A simple letter is not sufficient.
17. WITHDRAWAL OF PROPOSAL
Any bidder may withdraw its proposal, either personally or by telegraphic or written
request at any time prior to the time set for the opening of proposals.
18. FIRM COMMITMENT OF AVAILABILITY OF SERVICE
Once a proposal is opened, a proposer is expected to maintain an availability of service as
set forth in its proposal for at least four months after date for opening proposals.
19. RESERVATIONS
The City reserves the right to reject any or all bids and any item or items therein, and to
waive any non-conformity of proposals with this RFP, whether of a technical or substantive
nature, as the interest of the City may require.
20. DECLARATION OF NON-COLLUSION
Each proposer shall submit a single copy of the Declaration of Non-collusion included herein
(EXHIBIT “B”, hereto, entitled "Declaration of Non-Collusion by Contractor").
21. DOCUMENTS TO BE CONSTRUED TOGETHER
The Request for Proposals, the Proposal, the Non-Collusion Declaration, and all documents
referred to in the complete specifications and the Contract to be entered into between the
Contractor and the City, and all modifications of said documents, shall be construed together as
one document.
21
22. ERRORS AND OMISSIONS
Proposer and/or the Contractor shall not be allowed to take advantage of any errors in or
omissions from the Request For Proposals. Full instructions will be given if such error or
omission is discovered and timely called to the attention of the City.
23. RFP NOT CONTRACTUAL
Nothing contained in this Request For Proposals shall create any contractual relationship
between the proposer and the City. The City accepts no financial responsibility for costs
incurred by any proposer regarding this RFP.
24. PATENT FEES; PATENT, COPYRIGHT, TRADE SECRET AND TRADEMARK FEES
Each proposer shall include in the price bid any patent fees, royalties and charges on any
patented article or process to be furnished or used in the prosecution of the Work.
25. TAXES
Price bid shall include all federal, state, local and other taxes.
26. TAXPAYER PROTECTION AMENDMENT
Under the provisions of the City of Pasadena Taxpayer Protection Amendment of 2000
("Taxpayer Protection Act"), the Contractor will be considered a "recipient of a public benefit."
The full provisions of the Taxpayer Protection Act are set forth in Pasadena City Charter, Article
XVII. Under the Taxpayer Protection Act, City public officials who approve this Contract are
prohibited from receiving gifts, campaign contributions or employment from Contractor for a
specified time. This prohibition extends to individuals and entities that are specified and
identified in the Taxpayer Protection Act and includes Contractor and its trustees, directors,
partners, corporate officers and those with more than a 10% equity, participation, or revenue
interest in Contractor. Contractor understands and agrees that: (A) Contractor is aware of the
Taxpayer Protection Act; (B) Contractor will complete and return the forms provided by the City
in order to identify all of the recipients of a public benefit specified in the Taxpayer Protection
Act; and (C) Contractor will not make any prohibited gift, campaign contribution or offer of
employment to any public official who approved this Contract.
22
27. EXHIBITS
EXHIBIT “A” Equal Opportunity Employment Forms
Form AA-1 Equal Opportunity Employment and
Non-segregation Affidavit
Form AA-2 Disadvantaged Business Enterprise
Affidavit
Form AA-3 Current Permanent Workplace
Utilization
EXHIBIT “B” Declaration of Non-Collusion
EXHIBIT “C” Living Wage Compliance Certification
EXHIBIT “D” Disclosure Pursuant to the City of Pasadena Taxpayer
Protection Amendment, Pasadena City Charter, Article XVII
EXHIBIT “E” Sample Services Contract
EXHIBIT “F” Sample Purchase Order
EXHIBIT “A” Equal Opportunity Employment Forms
Purchasing & Payables Division 100 N. Garfield Ave., Room 328 Pasadena, CA 91101 (626) 744-6755 (626) 744-6757 Fax Internet: www.ci.pasadena.ca.us/purchasing
Vendor List Questionnaire (Form AA-1) Affidavit of Equal Opportunity Employment & Non-segregation
In order to be placed to the City’s vendor list and be eligible to receive City business, you must provide the following information except where indicated as “optional”. By submitting this form you are declaring under penalty of perjury under the laws of the State of California and the laws of the United States that the information is true and correct. Furthermore, you are certifying that your firm will adhere to equal opportunity employment practices to assure that applicants and employees are not discriminated against because of their race, religion, color, national origin, ancestry, disability, sex or age. And, your firm does not and will not maintain or provide for its employees any segregated facilities at any of its establishments, and that it does not and will not permit its employees to perform their services at any location, under its control, where segregated facilities are maintained. Name of Company___________________________ Business Telephone_____________
Address______________________________ Fax number ___________________
(optional) City__________________________ State________ Zip____________________ Contact Person________________________ E-mail Address________________________ (optional) Tax ID Number (or Social Security Number)_________________ Remit Address (if different) ____________________________________________________ Please state clearly and concisely the type(s) of goods and services your company provides:
The following section is OPTIONAL and is for statistical reporting purposes only. Ownership (please check all that apply): African-American____ Asian____ Armenian____ Hispanic____ Native American____ Disabled____ Female____
EXHIBIT “A” Equal Opportunity Employment Forms
Project Workforce Utilization (Form AA-2)
This form is to be included in all bid documents for projects involving labor or services valued at $25,000 or more. Instructions: Please indicate the job titles/classifications to be used in the performance of this contract should it be awarded to your firm. Please indicate the number of employees in each job classification as well as the number of new hires, if any, as a result of this contract. Name of Company: ___________________________________________ Project: _____________________________________
Job Titles/Classification Estimated number of existing staff to be
employed in this classification if awarded the contract
Estimated number of new hires to be employed in this classification if
awarded the contract Are any current employees or potential new hires Pasadena residents? If so, how many?
EXHIBIT “A” Equal Opportunity Employment Forms
Current Permanent Workforce Utilization (Form AA-3) OPTIONAL
Name of Company: ___________________________________________ Project: ________________________________________
Completion of this form is OPTIONAL. Any information supplied by bidders is for reporting purposes only and will not be factored into the award of any contract. Instructions: Please indicate the number of employees in each Job Classification belonging to the following groups.
White (not of
Hispanic origin)
African-American
(not of Hispanic origin)
Hispanic Asian/Pacific Islander
Native American
Armenian Male Female
CLASSIFICATION Officials/ Managers
Professionals Technicians Office/Clerical Skilled Craft Workers Operators (semi-skilled)
Laborers Service Workers TOTAL
EXHIBIT “B” Declaration of Non-Collusion
NON-COLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID/PROPOSAL
The undersigned declares:
I am ________________________________________________________________________________________,
_____________________________________________________________________________________________
(Insert "Sole Owner", "Partner", "President, "Secretary", or other proper title)
of___________________________________________________________________________________________ (Insert name of bidder)
The party making the forgoing bid/proposal submitted herewith to the City of Pasadena declares: That all statements of fact in such bid/proposal are true;
That such bid/proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation;
That such bid/proposal is genuine and not collusive or sham;
That said bidder has not, directly or indirectly by agreement, communication or conference with anyone attempted to induce action prejudicial to the interest of the City of Pasadena, or of any other bidder or anyone else interested in the proposed contract; and further
That prior to the public opening and reading of bids/proposals, said bidder: a. Did not directly or indirectly, induce or solicit anyone else to submit a false or sham bid/proposal; b. Did not directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or
anyone else would submit a false or sham bid/proposal, or that anyone should refrain from bidding or withdraw his or her bid/proposal;
c. Did not, in any manner, directly or indirectly, sought by agreement, communication, or conference
with anyone to raise or fix the bid/proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit, or cost element of the bid/proposal price, or of that of anyone else;
d. Did not, directly or indirectly, submit his or her bid/proposal price or any breakdown thereof, or the
contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent, or to any individual or group of individuals thereof to effectuate a collusive or sham bid, except the City of Pasadena, and has not paid, and will not pay, any person or entity for such purpose or to any person or persons who have a partnership or other financial interest with said bidder in his or her business.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. I certify under penalty of perjury of the laws of the State of California that the above information is correct. By: ______________________________________ Title: ________________________________ Date: ____________________________________
EXHIBIT “C” Living Wage Compliance Certification
This contract is subject to the City of Pasadena’s Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The Ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000:
♦ Pay no less than ten dollars and fifty-four cents ($10.54) per hour plus medical benefits of no less than one dollar and eighty-one cents ($1.81) per hour, or twelve dollars and thirty-five cents ($12.35) per hour without medical benefits to all employees who spend any of their time providing labor or delivering services to the City of Pasadena. Additionally, in January 2013 and each January thereafter the Living Wage rate shall be adjusted by the change in the Consumer Price Index, for the Los Angeles-Riverside-Orange County area, for the most recently available 12 month period. Accordingly, current City contractors will be required to adjust wage rates no later than July 1st, to remain in compliance.
♦ Notify employees who spend any of their time providing labor or delivering services to the City of Pasadena who make less than twelve dollars ($12) per hour of their possible right to the federal Earned Income Tax Credit (EITC) under § 32 of the Internal Revenue Code of 1954, 26 U.S.C. § 32, and making available to such employees forms required to secure advance EITC payments.
The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.
On August 4, 2008, the Pasadena City Council amended the Living Wage Ordinance such that the provisions of the Living Wage Ordinance may be waived in a bona fide collective bargaining agreement, but only if the waiver is explicitly set forth in clear and unambiguous terms. If this provision applies, you must provide a copy of the collective bargaining agreement to the City.
I do hereby certify and declare under penalty of perjury that if awarded the contract for which this bid/proposal is made ________________________________will comply with the (Name of Company) requirements of the Pasadena Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11 and the rules and regulations promulgated thereunder. I understand that failure to comply with the provisions of the Pasadena Living Wage Ordinance may result in termination of the contract as well as other penalties as stated in Pasadena Municipal Code Chapter 4.11.
__________________________________________________________________________ (Name) (Title)
__________________________________________________________________________ (Signature) (Date)
Please return this form with your bid/proposal. Questions concerning the Living Wage Ordinance should be directed to the Department of Finance – Purchasing Division 626.744.6755.
EXHIBIT “D” Disclosure Pursuant to the City of Pasadena Taxpaye r
Protection Amendment Pasadena City Charter, Article XVII
TAXPAYER PROTECTION AMENDMENT
Under the provisions of the City of Pasadena Taxpayer Protection Amendment
("Taxpayer Protection Act"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the Taxpayer Protection Act are set forth in Pasadena City Charter, Article XVII. Under the Taxpayer Protection Act, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated. This prohibition extends to individuals and entities that are specified and identified in the Taxpayer Protection Act and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the Taxpayer Protection Act; (B) Contractor/Organization will complete and return the forms provided by the City in order to identify all of the recipients of a public benefit specified in the Taxpayer Protection Act; and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract.
EXHIBIT “D” Disclosure Pursuant to the City of Pasadena Taxpaye r
Protection Amendment Pasadena City Charter, Article XVII
Contractor/Organization hereby discloses its trustees, directors, partners, officers, and those with more than 10% equity, participation, or revenue interest in Contractor/Organization, as follows:
(If printing, please print legibly. Use additional sheets as necessary.)
1. Contractor/Organization Name: 2. Type of Entity:
� Non-Government � Nonprofit 501(c)(3), (4), or (6) 3. Name(s) of trustees, directors, partners, officers of Contractor/Organization: 4. Names of those with more than a 10% equity, participation or revenue interest in Contractor/Organization: Prepared by: ________________________________
Title: ______________________________________
Phone: _____________________________________
Date: ______________________________________ Rev.07.10.2007
EXHIBIT “E” Sample Services Contract
THIS EXHIBIT IS AVAILABLE AS AN ATTACHMENT TO THE RFP
EXHIBIT “F” Sample Purchase Order
THIS EXHIBIT IS AVAILABLE AS AN ATTACHMENT TO THE RFP