OREGON DEPARTMENT OF FISH & WILDLIFE. REQUEST FOR PROPOSAL (Intermediate Procurement) ORPIN Opportunity # ODFW FOR

Transcription

1 OREGON DEPARTMENT OF FISH & WILDLIFE REQUEST FOR PROPOSAL (Intermediate Procurement) ORPIN Opportunity # ODFW FOR Oregon Conservation Strategy Online Web Application and Upgraded Compass Mapping Platform Posting Date:.. August 18, 2014 Informational Webinar:.... August 29, 2014 Solicitation (Q & A) Deadline:....September 5, 2014 Proposal Due Date:... September 12, 2014 Tentative Issue of Notice of Intent to Award:.. October 3, 2014 Tentative Date to Begin Services:.October 13, 2014 COVER PAGE Page 1 of 23

2 TABLE OF CONTENTS SECTION 2. SOLICITATION ADDENDA... 4 SECTION 3. SOLICITATION REQUESTS FOR CHANGE... 4 SECTION 4. RESERVATION OF RIGHTS... 4 SECTION 5. PROPOSAL FORMAT... 5 SECTION 6. ODFW CONTACT PERSON AND PROPOSAL DELIVERY INSTRUCTIONS... 5 SECTION 7. ACCEPTANCE OF TERMS AND CONDITIONS... 6 SECTION 8. CONSIDERATION, FUNDING AND POSSIBLE AMENDMENTS... 6 SECTION 10. PROPOSAL CONTENTS AND EVALUATION CRITERIA SECTION 11. PROPOSAL OPENING SECTION 12. PROPOSAL EVALUATION PROCESS SECTION 13. PROPOSER SELECTION AND CONTRACT AWARD SECTION 14. INSURANCE REQUIREMENTS SECTION 15. FOREIGN CONTRACTOR SECTION 16. PUBLIC RECORDS SECTION 17. COST OF PROPOSALS SECTION 18. NO CONTRACTUAL OBLIGATION SECTION 19. RECYCLABLE PRODUCTS SECTION 20. EQUAL OPPORTUNITY EMPLOYER SECTION 21. ANTICIPATED CONTRACT AMENDMENTS SECTION 22. NON-DISCRIMINATION AGAINST MINORITY, WOMEN OR EMERGING SMALL BUSINESS ATTACHMENT 1 PROPOSAL COVER SHEET ATTACHMENT 2 REQUEST AND AUTHORIZATION FORM ATTACHMENT Page 2 of 23

3 SECTION 1. INTRODUCTION The Oregon Department of Fish & Wildlife (ODFW), Headquarters Office, Wildlife Division, Conservation Program in Salem (ODFW), is seeking a contractor (hereafter Contractor ) to design and develop an integrated web application for the Oregon Conservation Strategy (OCS); and, to redesign the ODFW Compass mapping tool, resulting in a customized user interface that links Compass to Conservation Strategy priorities and content. Throughout this document, the Conservation Strategy web application is described as OCS Online. The Oregon Conservation Strategy is an over-arching framework of the state s fish and wildlife conservation priorities, addressing Strategy Species; Strategy Habitats; Conservation Opportunity Areas; and statewide Key Conservation Issues [ Strategy Species are Oregon s native species of fish, wildlife, plants and invertebrates that are of conservation concern. Strategy Habitats provide essential resources for many of Oregon s Strategy Species, and include: aspen, ponderosa pine, and oak woodlands; grasslands; sagebrush; coastal dunes; estuaries; riparian and aquatic habitats; and wetlands. Conservation Opportunity Areas are specific places on-the-ground that provide the best opportunity to invest limited conservation dollars. Key Conservation Issues are threats recognized for their potential statewide impact to Strategy Species and Strategy Habitats. Oregon s Nearshore Conservation Strategy provides detailed information about nearshore species, habitats, and conservation issues. First developed in 2005 under leadership from Oregon Department of Fish and Wildlife (ODFW), the Oregon Conservation Strategy and Nearshore Strategy are now being revised to remain relevant and to meet USFWS contractual obligations by Fall In March, 2014 ODFW released Compass (Centralized Oregon Mapping Products and Analysis Support System), a mapping application providing easy access for displaying, analyzing, and downloading ODFW datasets. Available online ( Compass was developed to assist ODFW staff, partners, stakeholders, and Oregon citizens with viewing important spatial data and information reflecting Oregon s fish and wildlife species and habitats. Data being displayed within Compass includes a variety of ODFW data layers, including many layers directly tied to the Oregon Conservation Strategy. Conservation Opportunity Areas are currently displayed as a unique layer, with a link to the Conservation Strategy available within the pop-up display presented when a user selects an Opportunity Area feature. Other layers display important information related to Key Conservation Issues presented within the Conservation Strategy (e.g. Fish Passage Barriers and Wildlife Linkage Data are two datasets used within the Barriers to Animal Movement Conservation Issue). An additional component of Compass is to provide access to the Oregon crucial habitat layers, developed in coordination with the Western Governors Association Crucial Habitat Assessment Tool ( Developed by ODFW, these layers reflect the priorities documented within the Oregon Conservation Strategy, and highlight the places and corridors that provide the highest potential for fish and wildlife to thrive. This project will streamline access to Oregon Conservation Strategy priorities and guide users to understand related spatial datasets, including several datasets also used in Compass. The project will result in an integrated web application for the Oregon Conservation Strategy and redesigned Compass mapping tool, creating a customized user interface that clearly links Compass to Conservation Strategy priorities and content. Subject to the provisions of Section 8, the term of the contract resulting from this RFP (the Contract ) shall be fifteen months beginning September 1, 2014 or the date on which the Contract is executed by all parties thereto. ODFW may seek authority to make amendments (the Anticipated Amendments ) to the Contract for the purpose of extending the term of the Contract and the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor. This solicitation process shall be carried out pursuant to applicable Oregon Revised Statutes ( ORS ) 279B.070 and Oregon Administrative Rule This RFP is open to all independent contractors who submit a written response ( Proposal ) which complies with the Mandatory Proposal Contents described in Section 10.2, hereinafter the Proposer(s). Page 3 of 23

4 SECTION 2. SOLICITATION ADDENDA Any substantive interpretation, correction or change to this solicitation will be made by written addendum and will be issued by ODFW. Interpretations, corrections or changes to this RFP made in any other manner will not be binding. Oral instructions or information concerning the RFP or its requirements given by ODFW shall not be binding until documented by written addenda. Notice of addenda issued, if any, will be posted on the Oregon Department of Administrative Services (DAS) Oregon Procurement Information Network (ORPIN), located at the following website: It is the responsibility of the Proposer to monitor ORPIN for issuance of addenda. SECTION 3. SOLICITATION REQUESTS FOR CHANGE THIS IS AN Intermediate PROCUREMENT (OAR ). Agency will not be accepting protests. Questions, including requests for explanations of the meaning or interpretation of provisions of this RFP, and Solicitation must be submitted to the person and address indicated in Section 6. The questions may be delivered via U.S. Mail or courier, hand-delivery, or and must be received by ODFW no later than the date and time indicated on the Cover Page of this RFP. Questions received past the specified deadlines will not be accepted. SECTION 4. RESERVATION OF RIGHTS ODFW reserves all rights regarding this RFP including, without limitation, the right to: 4.1 Cancel the solicitation, or reject in whole or in part, any or all Proposals when the cancellation or rejection is in the best interest of the contracting agency as determined by the contracting agency, in accordance with ORS 279B Modify the proposed time line for the solicitation process for this RFP with appropriate notice to prospective Proposers. The proposed dates represent a tentative schedule of events. All times are local (Pacific) times; 4.3 Waive any minor irregularity, informality, or non-conformance with the provisions or procedures of this RFP, and to seek clarification of each Proposal, if required; 4.4 Reject any Proposal that fails to substantially comply with all prescribed RFP procedures and requirements; 4.5 Require interview(s) of some or all of the Proposers; 4.6 Postpone award or execution of the resulting contract to complete reference check(s); 4.7 Reject a Proposal based on (a) negative reference check(s), negative claims history, Negative financial audit or for any reason within the scope of ORS 279B.110. See also, OAR Amend, within the Scope of Work, any contracts that are a result of this RFP; 4.9 Engage contractors by selection or procurement independent of this RFP and/or any contracts under it; 4.10 Negotiate with the successful Proposer to develop a Statement of Work within the Scope of Work described in this RFP Enter into direct negotiations with a Proposer without evaluation of Scored Evaluation Components if there is only one Proposal to this solicitation and that Proposal is judged responsive to this solicitation Reject Proposals that are deemed illegible or too difficult to read. Page 4 of 23

5 4.13 Reject Proposals considered by ODFW to be non-responsive to this solicitation. SECTION 5. PROPOSAL FORMAT To simplify and expedite Proposal evaluation and to ensure that each Proposal receives the same orderly review, all Proposals must follow the format described in this Section Proposals must be in the form of a Proposal package containing one (1) original copy of the Proposal. 5.2 Proposals should be prepared in a simple, economical manner, without stiff binders or covers, fastened in the top left-hand corner. 5.3 Provide all materials listed in Attachment 4, Proposal Contents Checklist Summary. 5.4 THIS IS AN Intermediate PROCUREMENT (OAR ). SECTION 6. ODFW CONTACT PERSON AND PROPOSAL DELIVERY INSTRUCTIONS 6.1 ODFW Contact Person All questions regarding this RFP must be directed to the ODFW Contact Person(s) identified below. If ing questions, please include the Orpin Opportunity # in the subject line. Contract Administrator: Andrea Hanson Phone: (503) andrea.v.hanson@state.or.us Alternate Contact (for technical inquiries): Arthur Rodriguez Phone: (503) arthur.h.rodriguez@state.or.us 6.2 Proposal Delivery The Proposal must be addressed as indicated below. Proposers are solely responsible for the means of Proposal delivery. PROPOSERS ARE ENCOURAGED TO CONFIRM DELIVERY WITH THE CONTACT PERSON PRIOR TO PROPOSAL DUE DATE. PROPOSALS MUST BE RECEIVED NO LATER THAN THE PROPOSAL DUE DATE SPECIFIED ON THE COVER PAGE. LATE PROPOSALS WILL NOT BE ACCEPTED. Mail, , or Deliver Proposals in person, addressed as follows: Bid Close: September 12 th, 2014 at 5p.m. PST MAIL: Oregon Conservation Strategy Web Applications ODFW OREGON DEPARTMENT OF FISH AND WILDLIFE Alan Hansen / Procurement Services Oregon Department of Fish and Wildlife 4034 Fairview Industrial Drive SE Salem, OR Address: ODFW.Bids@state.or.us Page 5 of 23

6 When ing in bids, Proposers must address the Subject line as follows: Subject: BID FOR ODFW SECTION 7. ACCEPTANCE OF TERMS AND CONDITIONS The Proposal is an offer to enter into a contract that, if accepted for award by ODFW will result in a contract substantially in the form attached hereto as Attachment 5. A Proposer shall not make a Proposal contingent upon The Department of Fish & Wildlife s acceptance of specifications or contract terms that conflict with or are in addition to those contained in the RFP. SECTION 8. CONSIDERATION, FUNDING AND POSSIBLE AMENDMENTS Payment for all Work performed under this Contract shall be subject to the provisions of ORS Contractor must submit itemized invoices to the agency for reimbursement of services performed, noting the project, the ODFW/Agency s agreement number that is being performed, and the Agency s Contract Administrator, Andrea Hanson to: Accounts Payable Unit, Oregon Department of Fish and Wildlife 4034 Fairview Industrial Drive SE Salem, OR Notwithstanding any other term of this Contract, ODFW will not make any payment to the Contractor until the Department s Contract Administrator has approved the invoice of expenditures. Payment to the Contractor will be made within forty-five (45) days following approval of the invoice of expenditures. If there are problems with the invoice submitted by the Contractor, the Department s Contract Administrator will notify the Contractor about those concerns. ODFW may seek authority pursuant to ORS 279B.070 and OAR (3) (b) to amend the Contract for the purpose of extending the term and the maximum not-to-exceed compensation payable under the Contract or to modify the Services to be provided by the Contractor. SECTION 9. SCOPE OF WORK Project overview: Develop OCS Online Web Application: Currently, the Conservation Strategy is available as a single >365-page hard-copy document, and available on the web as a series of long chapters formatted as PDF files. This format makes the Strategy priorities difficult to access and understand, and therefore limits the use of the Strategy by ODFW and partners. This project will improve how the updated Strategy content is delivered to users. The Contractor will develop the OCS Online web application that displays the various Oregon Conservation Strategy sections in a graphically pleasing format, utilizing common elements within sections to promote users of the application to link for additional details. (For example, a section on a specific Strategy Species would connect a user to the Strategy Habitats necessary for the species to thrive, and then to the Key Conservation Issues directly affecting these species and habitats.) OCS Online will also connect to updated content from the Oregon Nearshore Conservation Strategy. Although the primary focus will be to upload the text elements of the Conservation Strategy into the OCS Online application, the Contractor will also be required to incorporate additional online elements that enhance the information presented in each section. Most of these elements will be provided by ODFW staff, and potential elements include images; videos; interactive maps; and various links to additional projects and information (both within ODFW and managed by partners and stakeholders). Ideally, certain selected section(s) of the Strategy will also be made available via mobile devices (tablets and smartphones), as determined by ODFW staff during this project. The OCS Online application will require a framework and instructions to amend with updated or new information and online elements after the contract is completed. ODFW staff will work with the Contractor to ensure software used for development can be used by ODFW staff in the future. Additional requirements for the OCS Online web application are presented in Exhibit A of this document, and listed out in the below Objectives. Page 6 of 23

7 Redesign ODFW Compass: Launched in March of 2014, ODFW Compass has demonstrated the need for ODFW to maintain a mapping application, improving data access to agency stakeholders and providing the ability to quickly undergo initial assessments of project areas. Compass was initially developed using freely available ESRI mapping application development software (ESRI Flex Application Builder). The limitations encountered in this development process has restricted the use of Compass, resulting in a need for a more customized mapping platform. The Contractor will design a mapping platform for Compass, customized per consultation with ODFW. Emphasis will be placed on organizing data layers by ODFW project; including grouping datasets by two priority projects: (1) Oregon Conservation Strategy related datasets (further organized by Strategy section: Conservation Opportunity Areas, Species, Habitats, Key Conservation Issues, etc; and (2) ODFW crucial habitat layers. Customizations will also include developing a reporting tool for Strategy datasets within a userdefined area. The Compass mapping application will require a framework and instructions for ODFW staff to amend with updated or new datasets and customized tools after the contract is completed. ODFW staff will work with the Contractor to ensure software used for development is compatible with ODFW licenses and skillsets. Additional requirements for the ODFW Compass redesign are presented in Exhibit A of this document, and listed out in the below Objectives. Integration and final product: The final phase of this project will be to fully integrate OCS Online with the redesigned ODFW Compass mapping application. A primary purpose of this integration is to streamline access to key components within the Oregon Conservation Strategy and to guide users through an understanding of its conservation priorities and available online datasets. To produce a final product that incorporates stakeholder review, ODFW staff will work with the Contractor and coordinate external review of draft work products and beta versions of the applications, focusing on potential users of the online versions of OCS Online and Compass. All data and applications will be managed and hosted by ODFW at the conclusion of this project. This project will require documentation of all methods and procedures, as well as detailed stand alone instructions so that ODFW can edit and update all OCS Online and Compass application content. Anticipated benefits and customers for this project: OCS Online will be a major advance in voluntary conservation for the state of Oregon, streamlining access to the maps, tools and resources developed within the Oregon Conservation Strategy, and strengthening partnerships among natural resources managers and outdoor interest groups. OCS Online will also connect users to important projects led by ODFW partners, promoting the use of data, tools and applications developed outside of ODFW that further the Conservation Strategy priorities. One example is to connect to existing citizen science and social media that already involve citizens in conservation opportunities and data gathering. OCS Online will promote the use of state fish and wildlife data in decision-making; help evaluate conservation success; and save agency resources by streamlining and informing first contact queries. OCS Online user groups will include but are not limited to: private landowners, planners, developers, watershed councils, land trusts, conservation organizations, citizen science groups, outdoor interest groups, tribes, local jurisdictions, and other state and federal agencies. Proposed Statement of Work: Objective 1. Develop OCS Online web application conveying Strategy priorities and content [Recommended completion date: January 2015]. Task 1.1. Project scoping and coordination. Review existing web-based planning tools to support the conservation of natural resources, including other state examples. Based on that review, work with ODFW staff to develop detailed schedule for the project. ODFW will be revising and updating Strategy content throughout the revision and will follow the agreed upon schedule to provide updated content for online delivery. Contractor may be required to participate in coordination meetings with ODFW staff no more than every two weeks during the period of the contract; potentially via webinar [ongoing throughout the project development period]. At least Page 7 of 23

8 one in- person kickoff meeting may be scheduled with the Contractor to establish communication and work flow. Product: Detailed work schedule for OCS Online development that aligns with ODFW staff work plan for updating content. [Recommended completion date: Within 30 days of beginning work on this contract.] Task 1.2. Develop options in wireframe or other visual format that will design, display and interpret Conservation Strategy content, allowing the user to navigate among all sections: Strategy Species; Strategy Habitats; Ecoregions; Nearshore; Monitoring; Conservation Opportunity Areas with associated profiles; statewide Key Conservation Issues; and other updated content as determined through the revision process. Product: Recommended option(s) in wireframe or other visual format for displaying Conservation Strategy content in a web application. Task 1.3. Develop first draft of the web application for OCS Online to display and access Oregon Conservation Strategy information and data. See Exhibit A for examples of anticipated functionality. Present draft content and discuss with ODFW staff and stakeholder advisory team(s). Throughout the process, document all design, software, and other methods so that ODFW staff can manage all aspects of OCS Online post-contract. [Recommended completion date: January 2015.] Product: First draft web application for Oregon Conservation Strategy Online. Objective 2. Develop and redesign Compass platform [Recommended completion date: January 2015] Task 2.1. Project scoping and coordination. Work with ODFW staff to develop detailed schedule for the project. ODFW will provide additional details on potential datasets and tools that will be included in the mapping application (see Exhibit A for more details). Coordinated with Task 1.1, Contractor may be required to participate in coordination meetings with ODFW staff no more than every two weeks during the period of the contract; potentially via conf call/webinar [ongoing throughout the project development period]. Product: Detailed work schedule for Compass platform development, including anticipated completion dates for all tasks within Objective 2. [Recommended completion date: Within 30 days of beginning work on this contract.] Task 2.2. Develop options in wireframe or other visual format to preview Compass platform, integrated datasets, and customized tools for ODFW staff review. Product: Recommended option(s) in wireframe or other visual format for Compass application. Task 2.3. Develop Compass mapping application. Initial requirements include using software familiar to ODFW staff and providing basic mapping tools and functionalities (see Exhibit A for additional details and anticipated functionality). Present draft content and discuss with ODFW staff and stakeholder advisory team(s). Throughout the process, document all design, software, and other methods so that ODFW staff can manage all aspects of Compass post-contract. Task 2.4. Incorporate initial data layers into upgraded Compass mapping platform. List of specific data layers and map services will be provided by ODFW. Integrate Oregon Conservation Strategy data layers as a group of data layers, and organized by Strategy sections. Integrate ODFW crucial habitat data layers as an additional, separate group of data layers. All data layers will include links to download datasets and provide users with ability to view documentation and metadata. Product: Compass mapping platform now includes Conservation Strategy and ODFW crucial habitat data layers. Task 2.5. Design customized reporting tool(s) for working with Conservation Strategy data layers (see Exhibit A for potential examples and requirements). Task 2.6. Submit first draft of upgraded ODFW Compass mapping application to ODFW staff for additional review and feedback, including the results of all tasks within Objective 2. Present draft content and discuss with ODFW staff and stakeholder advisory team(s). Throughout the process, document all design, software, and other methods so that ODFW staff can manage all aspects of Compass post-contract. Product: First draft of ODFW Compass mapping application, including datasets grouped within Oregon Conservation Strategy and ODFW crucial habitat projects; and customized reporting tool for analyzing Oregon Page 8 of 23

9 Conservation Strategy datasets. See Exhibit A for additional details and functionality. [Recommended completion date: January 2015.] Objective 3. Integrate OCS Online with Compass platform [Recommended completion date: June 2015] Task 3.1. Work with ODFW staff to develop recommendations showing how users can easily link between Compass and OCS sections. Recommendations should focus on ways for users to easily link between specific OCS sections and Compass datasets, and should include user-friendly explanations about the relationship between Conservation Strategy data layers and ODFW crucial habitat input data layers. Product: Recommendations in wireframe or other visual format to show integration between Compass and OCS Online. Task 3.2: Work with ODFW staff to develop a Help section for both OCS Online and Compass. Help sections can include items such as: Frequently Asked Questions; video guides to demonstrate aspects of the applications; and contact information to direct user feedback or inquiries. Product: Help sections within OCS Online and Compass. Task 3.3: Prepare beta version applications for OCS Online web and ODFW Compass. Include branding and formatting of all final Strategy content (for example, Strategy Species descriptions; Strategy Habitat descriptions; Conservation Opportunity Area profiles; other supporting content and resources for more information). [Recommended completion date: June 2015.] Product: Beta version applications for OCS Online and Compass, containing all available content. Objective 4. Finalize OCS Online and Compass. Coordinate beta-testing and review; incorporate feedback; documentation and maintenance procedures [Final completion date: September 2015] Task 4.1. Beta testing period. Contractor will deliver a working prototype (beta version) of the fully integrated OCS Online and Compass applications, offering at least a three-week review and comment period. Contractor will work with ODFW staff and stakeholder team(s) to review beta versions. Product: Beta test of fully integrated OCS Online and Compass; and documentation of all input received. Task 4.2. Final application completion, deployment and public release. Based on assessment of beta testing feedback and review of Strategy revised content, the contractor will modify OCS Online and Compass, and finalize for deployment and public release. Product: Public release of fully integrated OCS Online and Compass by September Task 4.3. Prepare metrics to evaluate application success. Included in the final documentation, contractor shall provide a process to receive web analytics including but not limited to: Number of hits per week/month; Amount of time spent on site; Page views within the site; Number of unique visitors. [October 2015] Product: Web analytics for OCS Online launch period and instructions for accessing continued metrics post launch. Task 4.4. Documentation and recommendations for maintenance, updates and enhancements. Contractor will provide detailed stand alone documentation for long-term site maintenance, including details on hardware and software requirements over time, data storage, ongoing cost estimates, and detailed instructions for updating content. Provide all documents in modifiable, digital format to ODFW staff and allow two weeks to review and revise. [October 2015] Product: Documentation for continued web application maintenance and final report describing how all tasks in this contract were completed in sufficient detail to allow replication if needed. Task 4.5 Limited support for final edits and maintenance. For the final two months of this project, Contractor should be available for minimal maintenance and final edits for the OCS Online and Compass applications. This support will be limited to no more than 4 hours a month (12 hours total). Contractor will work with ODFW Staff at the start of each month to develop anticipated needs, and scope out required time allotments for these needs. [November - December 2015] Page 9 of 23

10 Informational webinar for potential applicants Potential applicants are strongly encouraged to attend an optional, informational webinar: Webinar date: August 29, 2014 Webinar time: 10:00a.m. Pacific Standard Time 1. Please join using this link: 2. Join the conference call: Dial +1 (312) Access Code: Audio PIN: Shown after joining the meeting Meeting ID: Contact for questions about the webinar: Arthur Rodriguez Exhibit A: Anticipated application specifications To provide background information to potential bidders and to provide a starting point for the project, the anticipated technical specifications and functionality for the application are detailed below. The final project may include additional attributes to be determined in cooperation with ODFW staff, stakeholder team(s), and the successful bidder. 1. General Software Requirements a. Content Management System i. After development, both the OCS Online and Compass applications will be hosted on premise, and all resulting code and applications will be the property of ODFW. As a result, a critical component of developing these applications will be to provide a content management system for ODFW staff to make any needed additions, revisions, or data updates in future versions of both the OCS Online web application and ODFW Compass mapping application. 1. ODFW will work with Contractor to determine optimal Content Management System software for use by ODFW after development is complete. 2. For the web application, focus should be placed on providing ODFW with the ability to edit text, add additional projects or success stories (where applicable), and update information. 3. For the mapping application, focus should be placed on providing ODFW with the ability to add new datasets and data groups, edit layer properties (i.e., names, descriptions) of datasets, and potentially add new customized reporting tools. ODFW staff will work with the Contractor to describe this requirement in more detail, including the capabilities of current ODFW staff (familiarity in editing code using ArcGIS Flex or JavaScript, see section 3.g. for more details). b. ODFW Software Licenses i. ODFW maintains an Enterprise License Agreement with ESRI geospatial software. Most datasets used within the OCS Online web application and Compass mapping application will be hosted by ODFW as map services. This infrastructure is under development, and ODFW staff will work with Contractor to ensure data is made available as needed. Note that mapping services provided by ODFW partners will also be used within both applications. ii. ODFW uses the Windows Server and Operating Systems, and Microsoft SQL database licenses. Page 10 of 23

11 iii. Development of the OCS Online and Compass applications should focus on providing content via the following web browsing software: Microsoft Internet Explorer, Mozilla Firefox, Google Chrome, and Safari. iv. Additional license requirements may be presented during detailed discussion of the project. 2. Anticipated Functionality of OCS Online a. Display and user interface: User interface must be intuitive, easy to use and learn, and accessible by the non-technical user. Additional consideration will be given to proposals that incorporate ways to promote the concepts of natural resource conservation within the design and user experience. Design will also incorporate previous Oregon Conservation Strategy graphics and logo, which will be provided by ODFW staff. b. Link: A critical component of a user s experience using OCS Online will be to guide them to make appropriate connections among sections of the Conservation Strategy. For example, a section on Strategy Species should guide a user to the section(s) on their associated Strategy Habitats, and then the Key Conservation Issue(s) that most affect them. As provided by ODFW staff, additional links will also allow users to connect to projects performed by ODFW partners and stakeholders that reflect Conservation Strategy priorities. c. Branding: Work with ODFW staff to brand content and user experience. Design will also incorporate previous Oregon Conservation Strategy graphics and logo, which will be provided by ODFW staff. d. Print/Export to PDF: Provide ability to export sections of the Oregon Conservation Strategy to a PDF document. e. Responsive Design/Mobile Application: Web application should be designed to respond and properly display on all screen sizes, including tablet and mobile (smartphone) devices. f. Help Section: Help section within OCS Online can include a variety of useful help tools, including Frequently Asked Questions, videos to show how to use various tools within the application, and the ability to submit questions or comments. 3. Anticipated functionality of ODFW Compass a. Development Documentation and Programming Code Details: Application and programming code will be required to follow ODFW coding standards, including consistent naming and commenting throughout programming code. Proposals and project schedules should provide opportunities where ODFW staff can participate in code review as it is being developed, and before any code is finalized. ODFW Coding standards can be provided upon request. b. Basic mapping and display functions: Support high quality, dynamic map visualizations with multiple layer overlay options, feature identification tools (pop-up windows), and access to attribute tables and metadata. Provide navigation with standard pan and zoom options, as well as a locator gazetteer. c. Customized Reporting Tool (Query Function): Support user-defined spatial proximity queries (drawing or uploading project areas) and tabular queries (drop-down menu or search functions) using operational geospatial data layers. Query options and results should incorporate all sections of the Oregon Conservation Strategy including Species, Habitats, Key Conservation Issues, ongoing Conservation Actions, and Conservation Opportunity Areas (including access to Opportunity Area profile information.) Results should be presented in a report format easily understood and graphically pleasing by users, and report should be able to be exported/printed/saved. This tool should be presented as a button within the Compass mapping application, promoting users to query datasets to create their own customized reports on Conservation Strategy priorities in given areas. d. Data access and download: When available, easily direct users to download available ODFW datasets through the ODFW Data Clearinghouse ( Page 11 of 23

12 Promote users to access partner and stakeholder datasets through linking to existing projects and data as available. e. Documentation: Utilizing the data documentation included within ESRI map services, data descriptions and other metadata should be readily available with all geospatial datasets. Metadata may also be accessible via selection and/or query functions, if applicable. Within mapping application, metadata/data documentation must be presented in a way that is easy for the user to access and understand. f. Help Section: Help section within ODFW Compass can include a variety of useful help tools, including Frequently Asked Questions, videos to show how to use various tools within the application, and the ability to submit questions or comments. g. Mobile Application: Due to available resources and time, ODFW does not anticipate developing any mobile application for the Compass mapping site within this project. However, future Compass upgrades may include the need for a mobile version of the mapping application. h. Existing Applications used by ODFW: The following existing mapping applications are used by ODFW and partner agencies in other states, and may be used as reference for the intended redesign of Compass. i. ODFW Compass ( Compass was publically launched in March, Using available resources, the platform for Compass was designed using the ArcGIS Flex Application Builder. An additional programming language investigated for application development was JavaScript. ii. WGA CHAT ( iii. Montana CAPS ( iv. Wyoming WISDOM ( v. Arizona Habimap ( vi. Nevada CHAT ( SECTION 10. PROPOSAL CONTENTS and EVALUATION CRITERIA This section of the RFP identifies areas that ODFW has determined are necessary to evaluate whether the Contractor can successfully accomplish the services covered by this RFP. Proposals shall clearly address each of the areas identified. Proposer s failure to comply with the instructions or submittal of an incomplete Proposal may result in Proposal being deemed non-responsive, except that ODFW reserves the right to waive minor irregularities MANDATORY (pass/fail) Proposal Components Proposals must contain all components listed in Attachment SCORED PROPOSAL COMPONENTS Proposals shall contain all elements of information requested below. These elements will be evaluated and assigned points as indicated. Provide full, direct, and substantive responses Ability to Achieve Scope of Work Technical Proposal 45 Points Each technical proposal shall contain the following elements: A. Executive Summary The vendor shall provide a brief Executive Summary (two pages or less) explaining the process to achieve the Scope of Work. The vendor also shall state why its proposed approach best supports the requirements of the Request for Proposal. B. Work Plan Vendor proposals shall include a detailed Work Plan (no more than 15 pages) explaining how the vendor intends to complete all Tasks listed in the Scope of Work contained in section 9, provide the Page 12 of 23

13 Deliverables for each project, and obtain the State s acceptance of all Deliverables. The Work Plan shall include a detailed timeline and description of how the project shall be prioritized and managed to meet ODFW s objectives Supplemental Question 15 Points Describe how your approach to developing the OCS Online and Compass applications will improve the way information is presented within the Oregon Conservation Strategy. The current Oregon Conservation Strategy is available here: Describe how elements from this current format may translate to a web format to facilitate an engaging and interactive user experience. In particular: A. What elements of the formatting would you keep, and what elements of the formatting would you discard to best portray the content online? B. What new or existing design elements could be used to guide users to finding the information they are looking for? C. The ODFW Compass mapping application is available here: Consider integrating this application with a newly developed OCS Online. Specifically, what new design elements and/or customized tools within the Compass mapping application would help guide Compass users to utilize the full suite of Strategy information? Vendor and Project Team Qualifications 30 Points A. Vendor Firm General Information 1. The vendor shall provide basic corporate and sub-contractor information to include, but not be limited to, ownership, size, relationship with larger owner, financial resources, date of incorporation, and staffing locations. 2. The vendor should indicate its experience with creating, updating and maintaining spatial datasets depicting Pacific Northwest native habitat and/or vegetation types in GIS format, as well as vegetation type classification systems. 3. The vendor shall provide detailed descriptions of at least one previous successfully implemented similar project, preferably working with datasets depicting Pacific Northwest habitat and/or vegetation types. B. Vendor Project Managers and Personnel Information The vendor's Project Manager and personnel shall be qualified to perform the Tasks required and to assure timely achievement of the Scope of Work. The level of qualifications of the Project Manager and personnel shall be identified in the proposal. For each Task, the vendor shall provide a list of Personnel meeting each level and qualifications designated by the vendor. The vendor also shall provide for each individual staff member a resume including at least the following information: 1. Academic background and degrees. 2. Professional certifications. 3. Previous experience with management of sub-contractor staff. 4. Availability of time for this project. Vendor's Project Manager and Personnel shall not be substituted without prior written approval of the Agency s Project Manager. ODFW reserves the right to review and remove vendor and sub-contractor personnel prior to and during their assignment and to request changes of selected personnel after their assignment. Page 13 of 23

14 C. Vendor past performance Proposers must provide a minimum of three client references. References must have specific knowledge of experience related to this project s objectives (as described in Section 9, Scope of Work). Negative reference information may result in elimination from consideration. For each reference, provide the company name and address; contact person s name, title, phone and ; and the nature of work. ODFW may contact references Estimated Fees (Use Attachment 3) 10 Points The proposer will provide an estimate of costs (include professional services, including salary: and supplies, including computer processing and mapping supply needs) to achieve the project outcomes. Provide information in Attachment 3. Proposals not containing this information may be considered non-responsive and be rejected by the Agency. Agency will award to the Pricing Proposal with the lowest Estimated Quote the maximum points possible (10 Points). Agency will award to Pricing Proposals with higher Estimated Quote a percentage of the maximum possible points available relative to the lowest Pricing Proposal Total Price. For evaluation purposes Agency will calculate a total based on lines 1 thru 7 by multiplying estimated quantity x unit prices for each line. (L/X)*Y = A, where: X = Proposed Estimated Quote being scored L = Lowest Estimated Quote scored Y = Maximum possible points (10) A = Awarded points SECTION 11. PROPOSAL OPENING Proposals will not be opened at the Proposal delivery location, and at the time the Proposals are due as specified on the cover page of this RFP. In accordance with ORS 279B.060(5), Agency shall make available the identity of all Proposers after the opening of the Proposals; and Proposals will be available for inspection at the specified delivery location after the Notice of Intent to Award a contract is issued. SECTION 12. PROPOSAL EVALUATION PROCESS ODFW will conduct an evaluation of the responses received to this solicitation in accordance with OAR (2)(c). An Evaluation Committee will be established to evaluate and score the Scored Proposal Components. Any attempt by a Proposer to improperly influence a member of the Evaluation Committee during the Proposal review and evaluation process will result in the elimination of that Proposer s Proposal from consideration. The evaluation of the responses will be conducted in up to four phases: Phase 1: Evaluation of Mandatory Proposal Components Phase 2: Evaluation of Scored Proposal Components Phase 3: Ranking of Proposals Phase 4: Interview(s), if necessary 12.1 Evaluation of Mandatory (pass/fail) Proposal Components The purpose of this phase is to determine if the Proposal contains the Mandatory Proposal requirements listed in Attachment 4. Proposals will be reviewed by the Contracts Officer to determine if they are complete. Complete Proposals will be forwarded to the Evaluation Committee for evaluation and scoring. Page 14 of 23

15 12.2 Evaluation of Scored Proposal Components Proposals will be scored according to how well the Proposer responds to each of the elements described in Section 10, Scored Proposal Components. Each member of the Evaluation Committee will evaluate the Scored Proposal Components of each Proposal. Points given by each evaluator will be summed and divided by the number of evaluators to compute an average performance score for each Proposal. Points Possible Scored Proposal Component 45 Ability to Achieve Scope of Work (10.2.1) 15 Supplemental question (10.2.2) 30 Vendor and Project Team Qualifications (10.2.3) 10 Estimated Fees (10.2.4, Attachment 3) 100 Total Maximum Points Possible 12.3 Ranking of Proposals Points awarded to each Scored Proposal Component will be added together to determine the total score and the ranking of each Proposal Interviews (if necessary) At ODFW s discretion, an interview process with the top ranked Proposers may be conducted. If an interview process is initiated, ODFW shall decide on the number of high-scored Proposers to be invited for an interview. The method of evaluation, content of interview questions, and other specifics shall be announced at the time Proposers are invited for interview. SECTION 13. PROPOSER SELECTION AND CONTRACT AWARD Subject to the provisions of Section 4 and other applicable law, the final selection will be made based upon the highest Proposal score, or, if interviews are held, the final selection will be made based upon the highest total score of Proposal score plus interview score. ODFW will notify the apparent successful Proposer ( Notice of Award ) and request that the apparent successful Proposer sign a contract in substantially the form set forth as Attachment 5 of this RFP. If the apparent successful Proposer is not able to execute the contract offered within ten (10) business days of Apparent Successful Proposer's receipt of the contract, or such later date as ODFW may authorize, ODFW may make another selection. If all Proposals are rejected, all Proposers will be promptly notified. SECTION 14. INSURANCE REQUIREMENTS During the term of any Contract which may result from this RFP, the successful bidder shall maintain in force, at its own expense, insurance provisions as required by ODFW. A Contract will not be executed until acceptable proof of all required coverage is received. Insurance requirements may include: Workers Compensation, Professional Liability, Commercial General Liability, and Automobile Liability. Failure to present the required documents within the deadline provided by ODFW may be grounds for bid rejection. SECTION 15. FOREIGN CONTRACTOR Page 15 of 23

16 If the successful Proposer is not domiciled in or registered to do business in the State of Oregon, Proposer shall promptly provide to the Oregon Department of Revenue and the Secretary of State Corporation Division all information required by those agencies relative to the successful Proposer s performance of any resulting Contract. Proposer shall demonstrate its legal capacity to perform the services set forth under the Scope of Work under this RFP in the State of Oregon prior to entering into any resulting Contract. The Oregon Secretary of State website can be accessed at SECTION 16. PUBLIC RECORDS This RFP and one copy of the subsequent selected Proposal(s), together with copies of all documents pertaining to the award of a contract, shall be kept by ODFW and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that Proposer considers a trade secret under ORS (2), each sheet of such information must be marked with the following legend: "This data constitutes a trade secret under ORS (2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 92." The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance", ORS (2). Therefore, nondisclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. The above restriction may not include fee schedule information, which is generally open to public inspection.identifying the Proposal in total as a trade secret is not acceptable, and may result in rejection of the Proposal. Failure to identify a trade secret within the Proposal shall preclude Proposer from thereafter claiming that the information was a trade secret. SECTION 17. COST OF PROPOSALS All costs incurred in preparing and submitting a Proposal and participating in interview(s), if required, in response to this RFP will be the responsibility of the Proposer and shall not be reimbursed by ODFW. All Proposers who respond to this RFP do so solely at their own expense. SECTION 18. NO CONTRACTUAL OBLIGATION All Proposers who submit a Proposal in response to this RFP understand, acknowledge and agree that ODFW is not obligated thereby to enter into a contract with any Proposer. SECTION 19. RECYCLABLE PRODUCTS Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. SECTION 20. EQUAL OPPORTUNITY EMPLOYER ODFW is an Equal Opportunity Employer, and is committed to achieving a workforce that represents the diversity of Oregon, and being a leader in providing fair and equal employment opportunity for all interested applicants and Employees. (ODFW Policy ). SECTION 21. ANTICIPATED CONTRACT AMENDMENTS The contract, if any, resulting from this RFP may be amended as needed for additional work to meet ODFW s continued need for Services as described within the Scope of Work of this RFP. ODFW will directly negotiate with Contractor to finalize the details and costs of the amendment(s). SECTION 22. NON-DISCRIMINATION AGAINST MINORITY, WOMEN OR EMERGING SMALL BUSINESS Page 16 of 23