CASITAS MUNICIPAL WATER DISTRICT

Transcription

1 CASITAS MUNICIPAL WATER DISTRICT REQUEST FOR PROPOSAL TO PROVIDE GEOSPATIAL SERVICES GEOGRAPHIC INFORMATION SYSTEM (GIS)/ COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) RFP will be received at the office of the Casitas Municipal Water District, 1055 Ventura Avenue, Oak View, California until Tuesday, October 19, 11:00 a.m. 1

2 1. INTRODUCTION CASITAS MUNICIPAL WATER DISTRICT REQUEST FOR STATEMENT OF QUALIFICATIONS GIS SERVICES The Casitas Municipal Water District (Casitas) is requesting a Request for Proposal (RFP) from qualified firms (Consultant) to provide GIS Services to Casitas. The selected Consultant shall construct a web based GIS system based on ESRI platform. 2. RFP SUBMITTAL The RFP should be submitted in written form to Casitas Municipal Water District, 1055 North Ventura Avenue, Oak View, California 93022, Attention: Todd Evans. RFP will be accepted until Tuesday, October 19, 11:00 a.m.no RFP will be accepted after that time and date. The firm shall submit two identical copies of the RFP. 3. BACKGROUND The Casitas Municipal Water District supplies water to 60-70,000 people in Western Ventura County and to hundreds of farms. The District boundaries encompass the city of Ojai, Upper Ojai, the Ventura River Valley area, the City of Ventura Mills Road to Hwy 33, and the beach area along the coast to the Santa Barbara County line. The District has approximately 3000 service connections,91 miles of pipe and both a direct seller of water and a seller of water to other water agencies The District in anticipation of implementing a GIS has scanned (TIF format) a majority of the pipeline drawings and begun collecting some data points for entry into the system. 4. SCOPE OF WORK The scope of the project will be done in phases: Phase 1 - Evaluation Kick off meeting Evaluate the current status of GIS source material (drawings, meter books, index maps, customer service data, meter telemetry ect...), IT infrastructure, and installed software. Interview staff to determine departmental needs. 2

3 Phase 2 - Recommendations Provide a detailed recommendation/plan on the best way to create a spatial geodatabase in the ESRI Local Government Information Model to meet the District s needs. Recommend the best way to electronically store and access said GIS mapping and third party software. Provide a cost estimate for the ongoing GIS maintenance cost Provide a recommendation for hardware requirements Recommend a Computerized Maintenance Management System (CMMS) Phase 3 - Implementation Upon reviewing the Consultant s recommendations, Casitas will direct the Consultant to proceed with development of a functional, spatially accurate, no-low maintenance GIS. Data Entry Software installation and configuration Staff training Phase 4 Implementation of CMMS Software Upon reviewing the Consultant s recommendations from Phase 2, Casitas may direct the Consultant to proceed with implementing the Third party CMMS software. Data Entry Staff Training Casitas has provided the above project description to assist in a general understanding on what the completed project should contain. The selected Consultant will work with Casitas to develop a more detailed scope of work and cost proposal. The Consultant shall identify and note additional elements that are required to successfully complete the project. 5. PROPOSAL CONTENT It is the intent of Casitas to seek only those RFPs that will directly address the particular project. The firms being requested to submit an RFP need not provide any general information about the firm, but only their qualifications that specifically address the needs of this project. The RFP shall not contain any information on personnel other than those who are actually going to be performing the work and are considered a primary human resource for the project. The RFP provided by the firm should address not only the details in the RFP, but should address those issues and relative points that may not have been described in the RFP, which the firm believes to be pertinent to this particular project. The RFP should contain the following elements: 3

4 (a) Experience. The RFP content should begin with the experience the firm has with projects similar to that proposed by Casitas. The RFP should focus on project experience dealing with Cities and Special Districts in settings similar to this kind. The firm should submit a listing of references with names and phone numbers of each similar project the firm has completed over the past five years. The RFP should include the qualifications, experience and references for the personnel considered the primary human resource on the project. (b) Project Understanding. The RFP shall contain a brief description of the Firm s project understanding and plan for completing the project objectives. (c) proposal: Submittals. The firm shall submit the following information as a part of the (1) Firm & human resource experience with similar projects and references. (2) Name(s) of primary human resources to be assigned to the project. (3) The Firm s standard hourly rate schedule. (4) A statement of the firm s project understanding and plan for completing the project objectives. (5) Proposed scope of work (6) Time schedule for completing each phase (7) Cost proposal, including any necessary ongoing maintenance cost, to complete the proposed Scope of Work (8) Cost proposal, including any necessary ongoing maintenance cost, to complete Phase 4 (CMMS) of the Scope of Work (d) Conflicts. The firm shall identify any conflicts which they believe could affect the project work and the ability to complete on schedule. 6. PRE-RFP CONFERENCE There will not be any formal pre-rfp conference prior to the RFP due date. If the firm has any question, the firm should contact Todd Evans (805) , Ext. 108 for additional information. 7. SELECTION The selection of the firm to complete the work will be based upon the following four criteria: (a) (b) (c) Qualifications and experience of the persons identified as being major human resources on the project. The responsiveness of the RFP to the needs of Casitas. The additional information provided by the firm during the interview, if Casitas chooses to conduct interviews with one or more firms. 4

5 (d) (e) How successful previous similar projects were in meeting the long term needs of the clients. The firm s cost proposal and time schedule. Casitas reserves the right to reject any and all RFPs that are considered unacceptable by Casitas or to waive any minor irregularities if so deemed by Casitas for any reason. If Casitas is unable to enter into agreement with the selected firm for any reason, it reserves the right to award the contract to the next responsible firm that submitted a proposal. The same selection process would be used to select the alternate firm. The District reserves the right to retain all proposals for a period of thirty (30) days and to reject any and all RFPs for any reason at the sole discretion of the District, with or without cause. 8. CONTRACT It is expected that the selected firm will sign a contract with Casitas to perform the work. The conditions to be included in that contract are as follows: (a) (b) A "no attorney's fees" clause. A "no interest" clause. (c) That Casitas be provided with and retain ownership of all documents, product manuals, files, or other work generated in connection with this project. (d) That the firm and any subcontractor shall provide workmen's compensation insurance and liability insurance as required. (e) That any review and discussion of invoices shall not be cause for extra cost or billings. (f) Any dispute resulting in lawsuits shall be filed and processed in Ventura County in accordance with the laws of the State of California. (g) The full and agreed upon project description as contained herein, or as revised, including the Agreement for Engineering Services. 9. PAYMENT Casitas shall only accept one (1) payment request from the selected firm per month. Invoices shall fully define the work component completed, the hours spent on each task, the budget for that person in terms of cost and hours, the pay rate for which the person is assigned, the percentage of the task completed in terms of actual work remaining and costs remaining until completion of the task at the time of billing. Each invoice shall also contain a purchase order number or work order number assigned to each task and the bill shall state the billing period. The bill will be paid within thirty (30) days after the approval by the Casitas Board of Directors. 5

6 10. CASITAS CONTACTS Todd Evans, Assistant Engineer 1055 N. Ventura Avenue Oak View California (805) , Ext. 108 FAX (805)