SA CONNECT: REQUEST FOR PROPOSAL (RFP) SCOPE OF SERVICES

Transcription

1 I. BACKGROUND AND GENERAL INFORMATION SA CONNECT: REQUEST FOR PROPOSAL (RFP) SCOPE OF SERVICES Facilitated by the San Antonio Economic Development Foundation (SAEDF), SA Connect serves as an interactive Geographic Information System (GIS) platform that enables corporate or business decision makers to locate critical city infrastructure needs, from utilities to transportation, using one easy navigation tool. As companies look to expand or establish a presence in San Antonio, the online GIS platform creates a comprehensive map that can be shared to initiate a targeted real estate search. SA Connect has more than 60 layers of key information to tailor a search and map, including: Energy CPS Energy, electric & gas Water San Antonio Water Services, Texas Water Development Board, San Antonio River Authority, Edwards Aquifer Authority Broadband/ Communications AT&T, Alphabet (Google), and other broad band affiliated stakeholders Transportation Roads & Highways Texas Department of Transportation, Alamo Area Regional Mobility Authority, VIA Metropolitan Transit, City of San Antonio, Bexar County Transportation Aviation City of San Antonio Aviation Department Transportation Rail & Public Metropolitan Planning Organization, VIA Metropolitan Transit, Lone Star Rail, Union Pacific For more information visit: saconnect.online II. PROFESSIONAL SERVICES REQUIREMENTS The professional services may include a variety of website maintenance, responses to website questions, web interface review, data drop portal, maintenance of data and updates as they become available from stakeholders (listed above), upgraded capabilities that provide revenue through banner advertising/sponsorships and all other associated activities. The most common service activities are included but are not limited to: Annual Software/Website Maintenance Maintain the appropriate software licenses (ESRI) to support the SA Connect interface. Monitor and track usage of ESRI Online and associated credits for use Ensure features of SA Connect remain functional

2 Response to website questions (internal and external) Maintain and respond to within a 24 hour timeframe. Provide users with appropriate contact information if additional services are needed. Website Interface Review Occasionally review website interface for usability and data accuracy. Provided software updates, interface should be reviewed for accuracy and usability. Data Drop Portal Provide a portal to all affiliated data stakeholders to upload current datasets into. Data Maintenance Because data can be presented in many formats, it is expected that data will be maintained and structured to the appropriate formats for the ESRI ArcGIS system. In addition to the Data Drop Portal, formatted data should be logged and stored in an accessible database. Banner Advertising Provide a space within the website interface for paid sponsors and advertising. All data and materials, including strategic plans, budgets, graphics, copy, collateral materials, invoices, records and research information shall be the sole possession and ownership of the San Antonio Economic Development Foundation (SAEDF) and will be kept confidential by the Consultant. III. PROJECTED SCHEDULES AND BUDGET The Consultant will develop an annual and quarterly schedule, in conjunction with the SAEDF, for the implementation of the maintenance and operation of SA Connect and associated data delivery. SUBMIT RFP ATTACHMENT A - Experience, Background and Qualifications SUBMIT RFP ATTACHMENT B - Price Schedule Provide a budget narrative and overall budget total that is matched to the specific deliverables and timeline described in the Scope of Services and Deliverables section above. 1.) Provide a description of project deliverables and a timeline for implementing each element of the scope and deliverables. 2.) Describe how you would assess the service delivery. How would you identify best

3 practices? 3.) Describe your plan for assessing the current state of data and maintenance. Do you have established relationships with entities that could provide data? 4.) The strategic planning contract will be deliverables-based whereby the contractor will invoice upon submission of deliverables. 5.) Describe services available such as: a. Accessibility of data and databases. b. Future upgrades to the website and capabilities for future revenue. c. Design changes to the interface. d. Additional features. IV. SAN ANTONIO ECONOMIC DEVELOPMENT FOUNDATION (SAEDF) RESPONSIBILITIES The SAEDF shall supply to Consultant, either directly or indirectly from others, all available information and data which is required by Consultant and deemed necessary by the SAEDF. The SAEDF shall also be responsible for the following: A. Establishing procedures to govern the relationships among the SAEDF, Consultant, and third parties. B. Furnishing to Consultant all of SAEDF requirements for the Services requested, including, but not limited to, schedule milestones; budgets/financial constraints; and any specific SAEDF criteria, standards, or objectives. C. Making final decisions utilizing information supplied by the Consultant. D. Providing designated personnel to represent SAEDF in matters involving Consultant. V. PROPOSAL SUBMISSION PROCESS SA Connect will award the strategic planning CONSULTANT contract to one entity/firm that best demonstrates an ability to effectively deliver services as described herein. All proposals must be comprehensive and address the full scope of services contemplated by this RFP.

4 Proposal Deadline THE DUE DATE FOR SUBMISSION OF PROPOSALS, IN RESPONSE TO THIS REQUEST FOR PROPOSAL IS NOVEMBER 4, 2016 at 5:00 P M CENTRAL T IME. Proposals received after the due date and time may be deemed NON-RESPONSIVE and therefore subject to rejection. Submittal Procedure Each proposal may be sent either electronically via USB Drive or by hardcopy. If submitting a hard copy, place proposal inside a three ring binder. Font size shall be no less than 12-point type. All pages shall be numbered and, in the case of hard copy submissions, printed two-sided. Margins shall be no less than 1 around the perimeter of each page. Websites or URLs shall not be submitted in lieu of the printed proposal or electronic submission. Each proposal must include the sections and attachments in the sequence listed in the RFP Section Proposal Requirements, and each section and attachment must be indexed and, for hard copy submissions, divided by tabs and indexed in a Table of Contents page. For electronic submissions on a USB, each separate section should be attached as a separate file. Failure to meet the above conditions may result in disqualification of the proposal or may negatively affect scoring. All proposals must be submitted in either electronic or paper form, according to the following rules. Paper versions must adhere to all of the following requirements: One original signed in ink, of the full proposal and an electronic version on a USB. Complete proposals will be accepted prior to the due date from 9:00 a.m. to 5:00 p.m. Monday Friday at the same location. Late or incomplete proposals may not be reviewed. In-person or bonded messenger delivery of proposals is encouraged. The outside of each envelope or package should be labeled using the following guide: SAN ANTONIO ECONOMIC DEVELOPMENT FOUNDATION RFP for STRATEGIC PLANNING CONSULTANT ATTN: Tracey Campos 602 East Commerce Street San Antonio, TX 78205

5 Communications and Restrictions Respondents may submit written questions concerning this RFP to the Staff Contact Person listed below until 2:00 p.m. CST on Thursday, October 31, Questions received after the stated deadline will not be answered. All questions shall be sent by to: Tracey Campos, Project Manager Subject: SA Connect RFP Questions Dept. of Business Intel. & Planning, San Antonio Economic Development Foundation Schedule of Events Release of RFP October 24, 2016 RFP Questions Due October 31, 2016 Proposals Due to SA Connect November 4, 2016 Review Period (may include phone or in-person interview) November 7-11, 2016 Contract Period Begins Mid-Late November, 2016 Notice of Award All respondents will be notified as to their award status. Disclaimers The issuance of this RFP does not obligate SAEDF to award a contract or to pay any costs incurred in the preparation of a proposal. SAEDF reserves the right to accept or reject any or all proposals received in response to this RFP. SAEDF can cancel or rescind this RFP, in part or in whole, if deemed necessary. SAEDF shall not pay for any costs incurred by the applicant agencies in the completion of this RFP. Submission of an RFP does not, in any way, obligate SAEDF to award a contract. SAEDF reserves the right to accept or reject any applications, to negotiate with all qualified sources, or to cancel in part or in its entirety this RFP, if it is in the best interest of SAEDF to do so.

6 All contract awards by SAEDF, pursuant to this RFP, are contingent upon the availability of funds. Respondents are liable for any and all costs incurred prior to final authorization by and the execution of a contract with SAEDF. SAEDF also reserves the right to: Rescind an award and/or reallocate the funding to another applicant should the successful respondent fail to execute its grant agreement in a timely fashion. Change and amend as necessary its policies or procedures governing the scope of services described herein. Perform an assessment of the risk that any recent, current, or potential litigation, court action, investigation, audit, bankruptcy, receivership, financial insolvency, merger, acquisition, or other event might have on an organization s ability to provide services. Appendices Please provide the following documents as appendices. If a document is not applicable, please note this on the Checklist: A completed IRS W-9 Request for Taxpayer Identification Number & Certification. This form can be ed upon request or downloaded at Three references, preferably from projects of similar scope and magnitude as described in this RFP. Include the organization name; contact name, address, phone number and address; brief description of work performed; project start and end dates; initial and final (or current, if project is in process) contract amount. VI. PROPOSAL REVIEW PROCESS Process A selection panel will perform an in-depth review and evaluate all proposals based on the criteria outlined below. SAEDF reserves the right to award contracts on the basis of proposals received without further discussions with respondents. However, SAEDF may conduct post-application investigation prior to awarding grants including interviewing references from respondent s current or past funders VII. LIMITATIONS & MODIFICATION OF CONTRACTS SAEDF may require successful applicants to participate in contract negotiations prior to

7 contract finalization. SAEDF shall reserve the right to terminate, with or without cause, any contract entered into as a result of this RFP process. Any contract awarded pursuant to this RFP may be unilaterally modified by SAEDF upon written notice to the contractor under the following circumstances: a) Contractor fails to meet performance and service expectations set forth in the contract, or b) The federal or state government increases, reduces or withdraws funds allocated to SAEDF, which impact services solicited under this RFP, or c) There is a change in federal or state legislation and/or their regulations, local laws, or applicable policies and procedures. VIII. OTHER All Services shall be coordinated with the Director of Business Intelligence & Planning, Mr. Colin Sherman, San Antonio Economic Development Foundation (SAEDF), at (210)