CITY OF JONESBORO. 2015:28 Request for Proposals (RFP) Geographic Information Systems (GIS) Strategic Plan

Transcription

1 CITY OF JONESBORO Project Description 2015:28 Request for Proposals (RFP) Geographic Information Systems (GIS) Strategic Plan The City of Jonesboro ( City ) needs an experienced Geographic Information Systems (GIS) Strategic Planning Consultant that can assess the current state of the City s GIS program, conduct comprehensive needs assessment interviews, perform a return on investment analysis, complete a comparative analysis of GIS functionality, and provide recommendations and outline best practices. This will include specifics for each department, including, but not limited to: Administration, Engineering, E911, Information Systems, Finance, Police and Fire, Inspections, Parks and Recreation, Planning and Zoning, Sanitation, Streets, and Quality of Life/Code Enforcement. The selected firm ( Consultant ) shall be qualified with demonstrated experience in developing and implementing successful comprehensive GIS Strategic Plans. The Consultant will be responsible for the development of a (GIS) Strategic Plan and recommend a future direction for the City of Jonesboro s GIS. The following ten key assessment requirements shall be considered in preparation of the proposal. 1 Assess the current state of the City s GIS 2 Assess the quality, quantity and completeness of the City s existing GIS data layers 3 Recommend a strategy to improve the City s digital layers 4 Survey each divisions needs, and develop a summary/strategy 5 Detail and document what is working, what should be improved, and what should be added or discontinued 6 Ensure that the correct technology is deployed. This includes hardware, software, mobile tools, GPS, and other geo spatial related tools 7 Provide GIS governance and staffing recommendations for the future growth of the City. 8 Provide recommendations to the City regarding open and transparent government as it relates to sharing GIS data with the public and developers 9 Detail Best GIS Business Practices as it relates to technical, tactical, logistical and strategic needs of the City of Jonesboro 10 Identify and present the value of GIS in local government, this would include return on investment strategies, and value of GIS to the City

2 Scope of Services The Scope of Services identifies the desired services to be provided and identifies the principal work tasks and schedule to be performed by the Consultant. The Firm s Work Plan for each element of the scope of work should clearly state the task objectives and all activities, methodologies, and reviews for each task. All Work Plan activities and the Consultant project schedule should identify all anticipated documents and deliverables that will be produced by the Consultant. A. GIS NEEDS ANALYSIS 1. The Consultant shall conduct a needs analysis and document the current state of GIS City wide and detail the needs of all City Departments. 2. A cost comparison for GIS Software Licensing options specifically Enterprise License vs. other licensing options for E911 and Asset Management System. B. CONCEPTUAL ALTERNATIVE SYSTEM DESIGN SERVICES 1. Conceptual System Design. The Consultant will propose an optimal and cost effective system design that will address all of the needs of the City in terms of performance, effectiveness, sustainability and economics. 2. Recommendations with costs for potential upgrades/changes to all other department s software/hardware as needed to maintain and improve their operations. C. FINAL ASSESSMENT REPORT 1. Business Plan. The Consultant will develop a GIS Business Plan that will outline the project goals and objectives and will focus on identifying a strategy for improving City business processes using GIS technology. 2. Final Assessment Plan. The Consultant will develop a Final Assessment Report which will include the information developed during the assessment and recommended changes to the City s GIS Program. Special Conditions of Work: 1. All work performed by the Consultant shall be in compliance with all applicable Federal, State, and local laws, regulations, and ordinances. 2. The City will not be liable for any costs incurred in preparing, submitting, or presenting a consultant s submittals or any associated travel costs.

3 3. The City reserves the right to postpone the opening and/or review of respondent submittals for cause or convenience. The City also reserves the right to reject any and all proposals, in whole or in part, and to waive any information therein. PREPARING AND SUBMITTING A PROPOSAL The evaluation and selection of a consultant will be based on the proposal submitted. In order to properly evaluate the firms, each consultant must include in the submission the following documents: 1. A Cover Letter is required and should display a clear understanding of the project, include a positive commitment to complete the work within the specified time periods, and briefly summarize why the firm should be selected. Address and contact information for each party in a proposed joint venture should be included. 2. Project Proposal: A project proposal in response to the scope of work should be submitted including the following elements: a. A detailed work plan that identifies all tasks included in the scope of work; b. A list of major concerns associated with completing the work; c. A detailed work schedule; d. An organization chart showing key personnel by name and title; e. A proposed timeline and benchmark accomplishments; f. A proposed budget; and g. A list of references. Projects listed in this proposal that are intended to show the firm s experience in the type of work contemplated and that do not have the involvement of any team member will not be considered as relevant. A. Time and Place for Submission of Proposal Six (6) copies of the proposal and one (1) electronic copy shall be submitted and received by the City no later than 2:00 p.m. (CST) on May 20, Proposals should be sent to: Steve Kent, Purchasing Agent City of Jonesboro 300 S. Church St. PO Box 1845 Jonesboro, AR 72403

4 B. Clarification of Specifications Requests for clarification or revision to any items, requirements or specifications contained in this Scope of Work must be addressed to the official listed below and received in writing at the City no later than 5:00 p.m. (CST) on May 13, Steve Kent, Purchasing Agent City of Jonesboro 300 S. Church St. PO Box 1845 Jonesboro, AR Oral communications shall not be binding on the City and can in no way modify the terms, conditions, or specifications of this Scope of Work or relieve the successful firm(s) of any obligations under any contract resulting from this Scope of Work. Following receipt of a written request for the Scope of Work clarification, the City shall provide a response to all short listed firms no later than 5:00 p.m. (CST) on May 15, This procedure shall be followed in order to ensure competitive fairness by providing all prospective respondents with the same information. C. Evaluation The objective is to select the firm that best meets the needs of the City. To accomplish this objective, consultants will be evaluated on the following. 1 Understanding Scope of Work Provide information approach that demonstrates a clear understanding of the scope of this project as defined in this RFP. 2 Work Plan Provide a comprehensive, coherent, and well defined work plan and detailed approach to this project. 3 Work Schedule Provide a realistic work schedule with clear indication of milestones. 4 Experience Provide relevant and concise information regarding the experience of proposed project team include information demonstrating performance of the team members and references.

5 5 Cost Proposal. Provide a Cost Proposal for the work. Evaluation Overview No. Evaluation Criteria Maximum Points 1 Understanding Scope of Work 15 2 Work Plan 15 3 Work Schedule 10 4 Experience 10 5 Cost Proposal 20 Maximum Total Points 70 NOTICE OF NONDISCRIMINATION The City of Jonesboro complies with all civil rights provisions of federal statutes and related authorities that prohibit discrimination in programs and activities receiving federal financial assistance. Therefore, the City does not discriminate on the basis of race, sex, color, age, national origin, religion or disability, in the admission, access to and treatment in the City s programs and activities, as well as the City s hiring or employment practices. Complaints of alleged discrimination and inquiries regarding the City s nondiscrimination policies may be directed to Ms. Gloria Roark, Director of Human Resources at the City of Jonesboro, P.O. Box 1845, Jonesboro, Arkansas , (870) , or the following address: groark@jonesboro.org. This notice is available from the ADA/504/Title VI Coordinator in large print, on audiotape and in Braille.