INSTRUCTIONS CITY OF SALINAS RFQ GUIDELINE. City of Salinas. Open Data Committee 11/20/2017. City of Salinas RFQ Guideline Page 1 of 11

Transcription

1 CITY OF SALINAS RFQ GUIDELINE City of Salinas Open Data Committee 11/20/2017 City of Salinas RFQ Guideline Page 1 of 11

2 Dear Respondent: The City of Salinas is interested in developing an open data platform for the purpose of developing and hosting the City's Open Data Portal. The City is now accepting qualifications based on proposals from entities or qualified individuals with the knowledge, skills and expertise to guide the City through this process. The following instructions provide the City's requirements as to form, content, and submissions pursuant to this RFQ. Please carefully review the entire solicitation package and all attachments before submitting a response. Responses will be accepted until 2:00 PM (PST) on December either by hard copy to GIS Administrator 200 Lincoln Ave, Salinas CA or via to erics@ci.salinas.ca.us. Electronic responses are preferred. It is expected that the City's Open Data Portal will go live on April 30, The Consultant is expected to be selected January after an in-person or virtual meeting with the City's Open Data Committee, tentatively scheduled for January The selection criteria is outlined at section 6 of the attached guidelines. Questions, requests for clarification and comments should be directed to Eric Sandoval, GIS Administrator at erics@ci.salinas.ca.us and submitted before close of business, December 5, 2017 Thank you for your interest in doing business with the City of Salinas. Sincerely, Eric Sandoval GIS Administrator, City of Salinas City of Salinas RFQ Guideline Page 2 of 11

3 1. GENERAL: Please read the entire Solicitation package and all attachments before submitting a Response. Responses must be in accordance with the provisions, specifications and instructions set forth herein and will be accepted until the date and time the Response is due. 2. RESPONDENT QUESTIONS: All questions regarding the contents of this Solicitation, and Solicitation process (including requests for ADA accommodations), must be directed solely to the GIS Administrator. Questions should be submitted in writing via letter, fax or . Questions received after December 5 may be answered at the discretion of the City. All questions and answers will be posted on the City website on December 8 th. 3. INSTRUCTIONS FOR PREPARING AND SUBMITTING RESPONSE: Respondents will have the option to submit their responses either electronically or in person through hard copy response. Respondents shall provide their responses in accordance with the following form and content requirements: ELECTRONIC RESPONSE (preferred): a. Responses shall be submitted via to erics@ci.salinas.ca.us using the subject line RFQ-Open Data Platform. b. Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response. c. Responses should be specific to the Solicitation and present details on all requested information in a concise manner. d. Responses are limited to a total of 30 pages, excluding the title page (s), for sections 1-3. Sections 4-6 are a separate document and do not have a page limit. HARD COPY RESPONSE: a. Submit one (1) signed original hardcopy along with four (4) hardcopies of all Response documents. Do not use spiral binding or comb binding on Responses or any Response documents. Three-ring binders are preferred for large submissions. OR b. Submit one (1) flash drive providing all Response documents in PDF, Word, and Excel (utilize Excel only if spreadsheets/graphs/charts are included as a part of the Response). c. All Responses must be signed, sealed and addressed to the GIS? Division and Respondents shall address all Responses identified with a shipping address, and title in the following manner: City of Salinas GIS Division 200 Lincoln Ave Salinas CA RFQ: Open Data Platform d. Responses must be signed by an authorized representative of Respondent with the authority to bind Respondent to make such commitments to the City set forth in the Response. City of Salinas RFQ Guideline Page 3 of 11

4 e. Responses should be specific to the Solicitation and present details on all requested information in a concise manner. f. Responses are limited to a total of 30 pages, excluding the title page (s), for sections 1-3. Sections 4-7 are a separate document and do not have a page limit. City of Salinas RFQ Guideline Page 4 of 11

5 4. RESPONSE FORMAT: Suggest font of no smaller than 10 point font, 1 margins, and fonts for graphics must be legible. Table of Contents. Identify contents by section and page number SECTION 1: Executive Summary of Proposal. A brief letter of transmittal should be submitted that includes the following information. 1. The Respondent s understanding of the work to be performed. 2. A positive commitment to perform the service within the time specified. SECTION 2: Qualifications (Abilities, Experience, Expertise, Company Background). The following information should be included. 1. A statement of your qualifications, abilities, experience, and expertise in providing the requested services. a. A description of what qualifies your company, financial and otherwise to provide the City with the services. b. An assessment of your ability to meet and satisfy the requirements of the City. 2. Identification of key personnel including senior project management and technical staff to be assigned to the City and their qualifications. 3. General company information including the following: a. Size of your company b. How many years in business, and how many years providing similar services as proposed to City. c. Mix of government and private customer base. d. Description of any organizational affiliations with other companies such as valueadded resellers, business partners, alliance partners related to providing products and services as proposed to City. 4. Provide names, contact info, and telephone numbers of three (3) organizations that have received similar services from your company. Include website addresses for any information that is public-facing. References should be of comparable in size or complexity to the City s proposed solution. If providing URL examples, limit the responses to 1 or 2 pages for the 3 examples with template noting URL, solution, and how scope relates to this RFQ. Be specific. Where examples are shown, state why you are sharing the specific URL and where on the website the example is referenced. SECTION 3: Solution Overview. Provide a general description of the proposal and how it meets the desired solution functionality as outlined in this RFQ. This section must address the following items: 1. Description of the overall proposed technology solution and inventory of software components (see Scope of Work). 2. Describe any major new releases within the next year that may be of interest to the City (Development Roadmap). 3. Any optional Respondentofferings the City should consider that may not be reflected in the desired solution functionality (see Scope of Work). City of Salinas RFQ Guideline Page 5 of 11

6 SECTION 4: Service Level Agreement (SLA). 1. Transition. Describe your approach to knowledge transfer such that City staff are capable of effectively supporting and maintaining the solution after the implementation. 2. SLA/Support a. Provide a copy of your comprehensive SLA which includes support numbers, escalation process, resolution time, and performance credit procedures. b. Describe how you address customer credits if the SLA is not met. c. Describe the stability, response time, and uptime of your solution. d. Describe how the City interacts with the support team, how client relations are handled, how the City would report an issue, how issues are tracked, and how issues are escalated. If possible, list the points of contact on your team. e. Describe the lifecycle of issue resolution (initiation, response time, escalation process, resolution time, onsite assistance). f. Describe alternate service level plans, if available (i.e., gold, silver, bronze). Include additional items in the pricing list. g. Describe any User Groups, Communities, or Conferences to learn about future innovations. h. Describe how help and technical documentation is embedded in the solution. 3. System Maintenance a. Describe the process, steps taken, and timing of communication for any SaaS software changes (maintenance/enhancements). b. Describe the approach to product enhancements and how future product roadmaps are communicated to a customer. c. Describe what features, if any, are on the one to three year roadmap for this solution. SECTION 5: Respondent s License and Support Agreements. Samples of Respondent s current license and support agreements must be provided for all components of the recommended solution, including, but not limited to, hardware, software, operation system, and database. Also, indicate the way software is licensed, e.g., named, concurrent, site, etc. Respondent must acknowledge and agree that if selected, any agreement entered into with the City will take precedence over such software license and maintenance agreements, except for software license agreement provisions relating to scope and grant of license, respondent s ownership of its intellectual property, and respondent s intellectual property rights. Respondent further agrees that if recommended for an award, any terms in the SLA that conflict with the agreement with the City will be revised to bring them into conformance with this requirement. SECTION 6: General Requirements. 1. Conflict of Interest or Pending Litigation Statement Describe any arrangements, formal or informal, that the Respondent has with any other party that might interfere with the Respondent s ability to provide independent and unbiased advice and recommendations under this RFQ. Describe any litigation, administrative proceedings or City of Salinas RFQ Guideline Page 6 of 11

7 investigations (actual or pending) in which the Respondent is involved or to which it is subject, that might have an adverse effect on its ability to fulfill its engagement under this RFQ or that might influence the City s evaluation of its suitability or capability. 2. The services solicited under this RFQ are proposed to be funded with public service funds. The agency selected must perform its services in compliance with federal laws and regulations and the State of California laws. This includes, but is not limited to, non-discrimination, equal employment opportunity, and fiscal management requirements. SECTION 7: Cost Estimate. Pricing Summary Template Please estimate the cost of your services and hours to complete Deliverable 1 Solution Implementation Pricing - Pricing covers hosting, solution license, implementation, training, setup, and additional features. Deliverable Cost Hours to Complete Solution Implementation Annual Solution Costs Summarize by annual costs Deliverable 2 Annual Solution Pricing - Demonstration solution. Pricing covers SLA requirements for support, licenses and/or maintenance, hosting, training, version updates, etc. Item Year 1 Option Year 1 Option Year 2 Cost 1. W-9 Form. All responses should include a fully completed, current W-9 form. Failure to include the W-9 will not disqualify your response, however the W-9 must be submitted to the City prior to the execution of any contract pursuant to this Solicitation. ( 5. CRITERIA FOR EVALUATION AND AWARD: a. The City reserves the right to reject any and all proposals received. If less than three (3) Responses to a Solicitation are deemed responsive by the City, at the City s sole discretion, the Responses may be evaluated using simple comparative analysis instead of any announced method of evaluation, subject to meeting administrative and responsibility requirements. City of Salinas RFQ Guideline Page 7 of 11

8 b. Each Response will be evaluated based upon responsiveness and responsibility criteria. A failure to meet responsiveness or responsibility criteria will render a Respondent ineligible for award of a contract under the Solicitation. 1. Responsiveness. The City will determine whether the Response complies with the instructions for submitting a Response set forth in the Solicitation (i.e. the completeness of the Response which encompasses the inclusion of all required attachments and submissions). Responsiveness will also be examined as it pertains to items set forth in this Solicitation that state a Respondent may be deemed non-responsive based upon the content of their Response. The City will reject any Responses that are submitted late. Failure to meet any requirements in the Solicitation will result in rejection of a Response as non-responsive. 2. Responsibility. The City will determine whether a Respondent is one with whom the City should do business. Factors the City may evaluate to determine responsibility include, but are not limited to: an excessively high or low priced Response; past performance under any agreement with the City; references from any source including, but not limited to, those found outside the references listed in the Response and City employees, agents or officials who have experience with the Respondent; compliance with applicable laws; Respondent s record of performance and integrity (e.g. has the Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified). A Respondent must at all times have financial resources sufficient, in the opinion of the City, to ensure performance of the contract and must provide proof upon request. City staff may also use Dun & Bradstreet or any generally available industry information to evaluate the Respondent. The City reserves the right to inspect and review Respondent s facilities, equipment and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information, or the quality of the information, will result in Respondent being deemed nonresponsible. 6. CONTRACT NEGOTIATIONS AND ACCEPTANCE: Respondent must be prepared for the City to accept the Response as submitted. If Respondent fails to sign all documents necessary to successfully execute a final agreement within a reasonable time as specified, or negotiations do not result in an acceptable agreement, the City may reject the Response or revoke the award, and may begin negotiations with another Respondent. Final contract terms must be approved or signed by the appropriately authorized City official(s). No binding contract will exist between the Respondent and the City until the City executes a written contract City of Salinas RFQ Guideline Page 8 of 11

9 SCOPE OF WORK This Scope of Work will be compiled into any resulting contract as Exhibit A. 1. INTENT: The City of Salinas ("City") is publishing a solicitation and seeking a cloud-based (SAAS) Open Data Platform that is highly scalable, reliable, flexible and feature-rich. The goal of this project is to advance how City data is used to be more efficient, innovative, accessible, and transparent while driving public engagement. On-premise solutions at the City will not be considered. 2. SCOPE OF WORK: The City is seeking a cloud-based (SaaS) Open Data platform that eliminates storage and on-premise infrastructure while providing enhanced indexing, retrieval, data management, and presentation features. The City is also evaluating the Respondent for a long-term partnership and prefers to do business with a sole provider. The following key requirements are desired in the Open Data Platform: I. For End User: a. An intuitive user experience. b. Enhanced searching and filtering capabilities including enhancing search in the wild (e.g. Google search can search title, metadata, and record-level content). c. Data visualizations and interactive visualizations. Enable creation by end users, such as open data dashboard, performance gauges, heat maps, maps, and charting. d. Ability for users to easily see the City s efforts at tracking strategic priorities and performance metrics. e. Ability to work with analytical platforms through direct connectors. f. Metadata availability (description of the data). g. Improved system reliability and uptime, where updates for maintenance are scheduled with a notification system, and also designed to minimize times when portal is unavailable to users. h. Support creation of web pages, story pages, or dashboard pages in HTML, CSS and other widgets. i. Provide Service APIs (preferably open standards) access to users via REST, JSON, etc. to search (datasets, records) and for data access (aggregation, download, query, join). j. Multi-language support for English and Spanish. k. Support web accessibility standards. l. Explore the tabular data uploaded such that user exploration tools are built into the platform interface (i.e. filter, rollup) m. Allow for export of data in native format as well as additional spatial or non-spatial formats. n. Allow for user interaction such as comments, stars/scoring, suggestions, sharing with others, and other user feedback. o. Allow end user to open in toolsets, websites or systems with fewer or one click (i.e. ESRI files in one click to open in ESRI solutions such as ArcGIS Online, or capability to interface with systems such as SAP, Oracle, Microsoft, Active Directory, or LDAP, etc.). p. Ability to visualize spatial datasets. II. For City Administration (Internal Staff) a. Ability to track strategic priorities and performance metrics. City of Salinas RFQ Guideline Page 9 of 11

10 b. Ability to handle larger datasets c. Ability to handle spatial data (KML, SHP, GeoJSON, MrSID, MapInfo, OSM, etc.), non-spatial data (XLS, CSV, XML, Access, TXT, ODF, JSON), and unstructured data (JPG, PDF, JP2, TIFF, PNG, etc). d. Capability to integrate registered services such as web services, geospatial services, real-time data feeds, etc. e. Ability to automate and simplify data preparation, creation, updates and uploads to replace manual, labor-intensive processes. This could include federated support, scheduling, harvesting support, data publisher tools, etc. f. Ability to insert or upsert individual records to existing datasets. g. The solution must be intuitive and easy to use with limited steps or clicks in the system to upload data and view datasets. The City is looking for a robust system. h. Ability to provision different portals for different audiences (public vs internal City portals) i. Enhanced reporting and metrics for usage (i.e. users, dataset, API, search) and status (counts, licensing levels) to assist in decision-making for optimizing use, external and internal outreach, and administration. j. Provide API publishing, quota and restriction management. k. Provide user accounts and role management. l. Provide support for both public, non-public, and restricted data lifecycle management. m. Provide robust, multiple levels of security including but not limited to network, infrastructure, user, and data-level security. n. Provide customized branding to meet City web standards, URLs, and endpoints. o. Support easy to use administration of metadata, geospatial, improved visualization generation and maintenance, search, API, catalog management, and data automation (such as harvesting). p. Support City basic domain and subdomain setup as part of configuration. III. General Solution and Implementation Expectations - The City has several expectations of the implementation and the overall proposed solution. a. The implementation should be a turnkey solution with a short (3-4 months) configuration and implementation time. b. The City expects the Respondent to provide project management, develop a project plan, lead the requirements definition, lead the solution implementation, train users, publishers and administrators, and provide support during and after the project. The project plan would include requirements definition, portal setup, data import, appropriate iterations for revision, acceptance testing, beta launch, review period, and solution cutover. The project plan should also include the Respondent s plan for standing up the portal its support solution, training, and City stakeholder involvement in definition, development, testing, support, and training. The City expects the Respondent to take the lead, facilitate discussion, provide guidance, and share best practices in setting up and configuring a SaaS-based Open Data Platform. c. The City prefers to work with one single provider for the complete solution. d. A Service Level Agreement (SLA) will be negotiated and agreed upon by the City and the selected Respondent as part of the proposal evaluation process. e. The City expects the Respondent to clearly explain the licensing, subscription, and/or cost models for the requirements presented for example by size (data, row/record count, content), usage levels (API calls, upload per day, downloads, etc.), or other counts (i.e. number of users, number of datasets). f. The City expects the Respondent to provide a copy of their typical SLA for review. City of Salinas RFQ Guideline Page 10 of 11

11 g. The SaaS solution must have stable platform performance, high response time, and be generally accessible on a 24 x 7 x 365-time basis except for scheduled maintenance windows during agreed upon hours and with prior City notification. h. The City expects a monetary credit if solution performance and system availability are not met as defined and negotiated in the SLA. i. The City expects the Respondent to provide an assigned client representative, and expects Respondent to have a support process to log issues, track status, and request system enhancements. j. The City has a need to work with varying sizes of datasets. The solution needs to accommodate a range of dataset sizes and be easy to use with limited steps in the system. k. The City expects the Respondent to describe how support will be provided (e.g. help desk, user troubleshooting, administrator troubleshooting, engineering support, training) l. The City expects the Respondent to provide approach to involving the City in future roadmap and improvements awareness and participation. 3. TERM: This solicitation is for awarding a firm, fixed price purchasing contract to cover a one (1) year term with an option for two (2) additional years. City of Salinas RFQ Guideline Page 11 of 11