A REQUEST FOR PROPOSALS (RFP) for ATCOG Aerial Imagery Project 2017 February 19, 2017 ARK-TEX COUNCIL OF GOVERNMENTS 4808 Elizabeth Street Texarkana, Texas 75503
INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS A. Summary The Ark-Tex Council of Governments (ATCOG) hereby issues this Request for Proposals (RFP) in order to solicit proposals from individuals, firms, and teams who can provide aerial imagery for Miller County, Arkansas and the following nine Texas counties: Bowie, Cass, Delta, Franklin, Hopkins, Lamar, Morris, Red River, and Titus. B. Desired Deliverables 1. Ortho aerial imagery of all counties listed above a. 12 resolution or better (please provide multiple resolution options in pricing) b. Imagery that has been flown within the previous 12 months will be considered 2. Oblique imagery of densely populated areas a. 9 resolution or better (please provide multiple resolution options in pricing) b. Imagery that has been flown within the previous 12 months will be considered 3. Off-line access to imagery provided in JPEG2000 or MrSID format 4. Imagery compatible with Vesta Sentinel 6.1 software for use in Public Safety Answering Points (PSAPs) (a plug-in may be needed) C. Submission Deadline All proposals must be submitted to ATCOG via email to mrudel@atcog.org no later than 5pm on March 8, 2017. D. Required Elements in Response/Response Format Firms, teams, or individuals responding to this solicitation shall provide the following information in their proposals in the order listed below. Only complete submittals will be evaluated. 1. Cover Letter - Respondents should submit a cover letter expressing their interest in the project. The letter must contain, at a minimum, the following information: a. Statement of interest; b. Certification that the information and data submitted is true and complete to the best knowledge of the individual signing the 2
letter; c. Respondent s name, address, telephone number, fax number and e-mail address of the individual to contact regarding the submittal; and d. An authorized principal or partner of a firm shall sign the letter. 2. Qualifications and Experience of the Respondent (s) - Respondents shall describe projects and experience of the past three years relevant to the scope of services. Respondents should place particular emphasis on projects for which key staff to be assigned to this project have either been primarily responsible or have performed substantial work. If subcontractors are to be used, the means by which these firms will participate must be specified and their experience and credentials presented in this section. 3. Qualifications and Experience of Key Staff - Respondents shall identify the key individuals to be assigned to this project (by name and position) and describe the work tasks assigned to each individual. The respondent must also provide experience summaries of these key individuals, describing for each individual their previous experience on similar projects in similar roles, their educational background, and their length of tenure with the consulting firm. Resumes of these key individuals may also be included. Respondents shall also list any professional affiliations, licensures, and certifications that are pertinent to the project. 4. References - Respondents shall submit names, addresses, and phone numbers of references familiar with the Respondent's ability, experience, and reliability in the performance and management of projects of a similar nature. 5. Cost Information - Respondents shall also include a breakout of general operating expenses, the costs associated with any materials or services that may be required, or any other miscellaneous costs that are anticipated in the course of performing the tasks. Overhead costs, including, without limitation, faxing, cellular phone air time, and computer processing time, must be borne exclusively by the selected respondent(s) as a cost of doing business. It is highly recommended that respondents include pricing for multiple options such as different resolutions, product delivery, etc. so that ATCOG has the flexibility to build its own product package. 6. Project Management and Scheduling Expertise - Respondents shall identify the management techniques that they are using to assure the completion of project deliverables in accordance with contractual and quality control requirements and within schedule and budget. Respondents should include any additional information or services that set its proposal apart from others. 3
E. Selection Process ATCOG will establish a proposal review team to review the responses to this solicitation using the weighted criteria listed below for evaluation. After the review of responses, oral interviews of the most qualified respondent(s) may be conducted at the discretion of the review team. ATCOG staff will recommend a respondent or respondents to the ATCOG Executive Director on or before March 10, 2017 (date is approximate). Upon Executive Director approval, the selected respondent(s) will be notified and negotiations for a contract to provide services will commence. 20% - Qualifications and Experience of Respondent 20% - Qualifications and Experience of Key Staff 10% - References 30% - Cost Information 20% - Project Management and Scheduling Expertise F. Evaluation Criteria Evaluations of proposals will be based on the following criteria: 1. Experience and Capability - Respondents will be evaluated with respect to the experience of the respondent(s) and personnel assigned to the project both in terms of past efforts in this type of work and the quality and level of commitment to this project. Of prime concern will be the capabilities and accomplishments of the individuals to be assigned to this particular project. 2. Management Qualifications - Qualifications of the respondent in terms of its ability, experience, and reliability in performing and managing work within a schedule and budget will be included in the evaluation process. 3. Quantity of Deliverables - Number of deliverables, both required and preferred, projected to be provided by respondent. 4. Cost Information Project cost, determined from the standard service fee break out provided by the respondent, will be considered in the selection; however, it will not be the only determining factor. Specific attention will be given to the commitment implied for key staff and the overall labor effort proposed, and their relationship to the estimated project cost. 5. References Information provided by respondent s references addressing the knowledge, skills, abilities and performance of the respondent to complete the work outlined below will be included in the staff evaluation of the response. 4
6. Other Other factors that will be considered by ATCOG in evaluating the solicitation: a. Does the respondent demonstrate a clear understanding of ATCOG s needs as outlined in this RFP? b. Does the respondent possess the ability, capacity, skill, and financial resources to complete the project? c. Does the respondent have the character, integrity, reputation, experience, and efficiency required to complete the work? d. Does the respondent propose to perform the work at a fair and reasonable cost? G. Special Conditions 1. Rejection Rights - All respondents are notified that the execution of a contract pursuant to this solicitation is dependent upon approval by ATCOG. ATCOG reserves the right to reject all responses and re-solicit if deemed by ATCOG to be in its best interest, and to abandon the project and this RFP at any time for any or no reason. Selection of a respondent or respondents is also conditioned on the negotiation of an acceptable contract. 2. Other Conditions; Reservation of Rights - This is a solicitation and not an offer to contract. The provisions in this solicitation and any procurement or purchasing policies or procedures of ATCOG are solely for the fiscal responsibility of ATCOG and confer no rights, duties, or entitlements to any party submitting responses to this solicitation. ATCOG reserves the right to issue clarifications and other directives concerning this solicitation; to require clarification or further information with respect to any response or proposal received; to waiver any informalities or irregularities; and to determine the final scope and terms of any contract, and whether to enter any contract. The provisions herein confer no rights, duties or entitlements to any respondent. 3. Costs of Response Preparation and Other Charges - Respondents are solely responsible for all costs of preparing their proposals and participation in this solicitation and ATCOG assumes no responsibility for payment of any expenses incurred by a respondent as part of this process. For the selected firm, no reimbursement will be made by ATCOG for any costs incurred prior to full execution of a contract and issuance of written notice by ATCOG to commence project services. 4. Conflict of Interest Respondents shall not engage in any business or personal activities or practices or maintain any relationships which conflict in any way with the full performance of respondents obligations in this project. Respondents shall acknowledge that with respect to any subsequent contract, even the appearance of a conflict of interest is harmful to ATCOG s interests. Absent ATCOG s prior written approval, 5
respondents shall refrain from any practices, activities or relationships that reasonably appear to be in conflict with the full performance of respondent s obligations to ATCOG. If a conflict or appearance exists, or if respondent is uncertain whether a conflict or the appearance of a conflict of interest exists, respondent shall submit to ATCOG a disclosure statement setting forth the relevant details for ATCOG s consideration. Failure to promptly submit a disclosure statement or to follow ATCOG s direction in regard to the apparent conflict constitutes a breach of contract. H. ATCOG Contact Information Mary Beth Rudel Public Safety Manager Ark-Tex Council of Governments 9-1-1 Program 4808 Elizabeth Street Texarkana, Texas 75503 Office Phone: 903.255.3520 Cell Phone: 903.691.2511 Email address: mrudel@atcog.org END OF RFP 6