The City of Mercer Island MOBILE ASSET DATA COLLECTION Contact Information: The City of Mercer Island ATTN: Jesse Langdon, GIS Coordinator 9611 SE 36th St Mercer Island, WA 98040 206-275-7771 jesse.langdon@mercergov.org MOBILE ASSET DATA COLLECTION
Table of Contents Introduction... 3 Request for Proposal (RFP)... 3 Response Instructions... 3 Intent to Bid... 3 General Instructions... 3 Proposal Format... 4 Vendor Inquiries... 4 General Considerations... 4 Evaluation and Selection Criteria... 4 Cost of Proposals... 5 Confidentiality... 5 Rejection of Proposals... 5 Sub-Contractor/Partner Disclosure... 5 Vendor Demonstrations... 5 Vendor Selection... 6 Contract Negotiation... 6 Proposal Schedule... 6 Background Information... 7 About the City of Mercer Island... 7 Current Computing Environment... 7 Interfaces and Integrations... 7 Scope of Work... 8 Project Overview... 8 Asset and Pavement Data Collection... 8 Project Goals... 9 Required Methodology... 9 Documentation... 10 License Structure... 10 Timeline... 10 Submission Requirements... 11 General Requirements... 11 Transmittal Letter... 11 Executive Summary... 11 Company Information... 11 History and Profile... 11 Organization... 12 Sub-Contractors/Partners... 12 References... 12 Project Overview... 12 Vendor s Proposed Solution... 11 Documentation... 12 MOBILE ASSET DATA COLLECTION
License Structure... 12 Quality Assurance (QA) / Quality Control (QC) Plan... 12 Warranty... 13 Project Implementation... 13 Project Team... 13 Methodology and Approach... 13 Timeline... 13 Appendix... 14 MOBILE ASSET DATA COLLECTION
Introduction Request for Proposal (RFP) NOTICE IS HEREBY GIVEN that sealed proposals will be received by The City of Mercer Island located at 9611 SE 36th St Mercer Island, WA 98040 for the following: MOBILE ASSET DATA COLLECTION UNTIL: July 17, 2009 at 5:00pm PST Late submittals will not be accepted. The City of Mercer Island is soliciting proposals from qualified vendors that are interested in providing mobile asset data collection. Further information is contained in this RFP document. The City of Mercer Island reserves the right to reject any or all proposals and to waive any irregularities. Dated: June 19, 2009 Response Instructions The following instructions are intended to guide interested vendors as much as possible in responding to this RFP. Additional instructions and requirements may be found throughout the remainder of this document, so careful attention should be given to insure a complete response on the vendor s part. Include any additional information relevant to the requested solution. Intent to Bid If the vendor intends to respond to this RFP, please forward a written acknowledgement by July 3, 2009 to the following contact: Ali Spietz, City Clerk 9611 SE 36 th Street Mercer Island, WA 98040 ali.spietz@mercergov.org General Instructions Submit one paper original and one digital copy on CD-ROM. Proposals should be sent in a sealed container and clearly labeled with your firm s name and address and The City of Mercer Island MADC Proposal. Send proposals to the following address: ATTN: City Clerk City of Mercer Island 9611 SE 36 th Street Mercer Island, WA 98040 The proposal must include all responses to the requirements contained within this RFP. 3
Proposals must be received no later than July 17, 2009 at 5:00pm PST. A letter committing your firm to the proposal must be signed by a responsible and authorized officer of your organization and accompany the proposal. Once submitted, the vendor s proposal can be withdrawn at any time before July 3, 2009 at 5:00pm PST. Following submission of proposals and final evaluation, the City of Mercer Island will have the right to retain the proposals for any unsuccessful bids, maintaining them in confidence. By submitting a proposal, the vendor agrees to all applicable provisions, terms and conditions associated with this RFP. Proposal Format The proposal should be divided by the specific headings and sub-headings found in the Submission Requirements section of this RFP. Vendor Inquiries Any questions, requests for clarification, or requests for data in connection with this RFP shall be submitted to the following contact no later than July 3, 2009 Jesse Langdon, GIS Coordinator 206-275-7771 jesse.langdon@mercergov.org General Considerations These general considerations provide further instructions for completing the proposal in response to this RFP. Evaluation and Selection Criteria Vendors will be evaluated on the basis of the best fit of the vendor s proposed solution to the requirements defined in the RFP. However, The City of Mercer Island may use information other than that provided by the vendor in its evaluation. Vendors will be evaluated against the following criteria (listed in no particular order): Quality and timeliness of submitted proposal and presentation, if applicable Ability to meet the functional, and technical requirements with minimal custom development Provide deliverables and documentation as stated throughout the RFP and under the Submission Requirements section of this RFP Financial stability of the organization Company experience with municipal governments 4
Product viability Experience and qualifications of the company and its resources References Total cost of any licenses fees (if applicable) License and maintenance agreement terms and conditions Cost of Proposals The City of Mercer Island shall not be responsible or liable for any costs incurred by the vendors in the preparation and submission of their responses to this RFP. Confidentiality All information contained in this RFP is considered to be the exclusive property of The City of Mercer Island. This RFP is provided for the sole purpose of enabling vendors to develop a response. All proposals submitted will be considered part of the public record with the exception of any proprietary information that can be legally withheld under current federal and state public record laws. Information considered proprietary by the vendor should be clearly labeled in the proposal. Rejection of Proposals The City of Mercer Island reserves the right to reject any or all proposals which are deemed to be non-responsive, late in submission, or unsatisfactory in any way. The City of Mercer Island shall have no obligation to award a contract for product, work, goods, and/or services as a result of this RFP. Sub-Contractor/Partner Disclosure The vendor may propose the entire solution. If the proposal by the vendor requires the use of sub-contractors, partners, and/or third-party products or services, this must be clearly stated in the proposal. The City of Mercer Island requires that the vendors submitting proposals shall have primary project and service liability for all products and services which shall collectively meet the RFP requirements. The City of Mercer Island will not refuse a proposal based upon the use of sub-contractors or third-party products; however The City of Mercer Island retains the right to refuse the sub-contractors that have been selected. The vendor shall remain solely responsible for the performance of all work, including work that is sub-contracted. Vendor Demonstrations The vendor may be invited to give a scripted demonstration of the capabilities of the proposed solution to The City of Mercer Island evaluation team. This demonstration (if requested), along with questions and answers, will be a critical component of the overall vendor evaluation. 5
Vendor Selection The City of Mercer Island reserves the right to make an award based solely on the information provided, to conduct discussion, or to request proposal revisions if deemed necessary. The vendor selected for the award will be chosen on the basis of The City of Mercer Island s evaluation and determination of which vendor will provide the greatest benefit to The City of Mercer Island, not necessarily on the basis of lowest price. The City of Mercer Island has no obligation to reveal how vendor proposals were assessed. Therefore, proposals should contain the vendor s best terms as related to the submission requirements of this RFP. Contract Negotiation The City of Mercer Island will review all proposals and select a vendor based on the submittals, or request an interview with selected vendors from which a final selection will be made, or reject all proposals should none be deemed acceptable. The City of Mercer Island reserves the right to accept any proposal that serves its best interest and to reject any and/or all proposals and waive any irregularities. Award of this proposal will result in the two parties entering into a contract. Proposal Schedule The following tentative schedule provides key dates for the vendor selection process: Milestones Date RFP Issuance June 19, 2009 Vendor Intent to Bid July 3, 2009 Vendor Inquiries Due July 3, 2009 Proposals Due July 17, 2009 Proposal Withdrawals Due July 17, 2009 Vendor Selection Announcement July 31, 2009 6
About the City of Mercer Island Background Information The City of Mercer Island is located in Lake Washington between the cities of Seattle and Bellevue. The Island has 22,000 residents and is provided a full range of services from the City by roughly 200 City employees. Current Computing Environment The City of Mercer Island is open to all mobile asset data collection proposals, but will give strongest consideration to solutions that work within its current computing environment. The current computing environment consists of: Microsoft SQL Server Windows XP/Server 2008 ESRI GIS Platform Interfaces and Integrations The City of Mercer Island uses a number of software applications critical to its core operation and mission. The proposed mobile asset data collection solution will need to interface or integrate with these existing platforms. GeoNorth MapOptix 6.0 ArcGIS Server 9.3 Tero WebWork 7
Scope of Work Project Overview The City of Mercer Island is developing a comprehensive inventory of city-owned roadway assets. To maximize the life of all assets with the least overall cost, the City needs to record and report on the value and condition of all existing assets on an ongoing basis. This inventory will also assist City staff with developing strategic priorities for maintaining and improving the City s infrastructure in a proactive fashion. To accomplish this, a comprehensive inventory of these assets, along with details of their attributes and condition, must be collected and recorded in the City s asset management system. To that end, the City of Mercer Island requires the services of a consultant to assist with the development of a geospatial database of the City s right-of way assets, totaling approximately 86 centerline miles. The database must be in a form that will allow seamless integration with the City s current asset management system, WebWork. The scope of this work requires a mobile data collection approach and a GIS-based deliverable. Asset and Pavement Data Collection The consultant will use the right-of-way video collected by this project to extract roadway assets to a sub-meter level accuracy. The images must contain sufficient resolution so that all text is legible and the condition of the asset can be determined visually by an extraction operator. The consultant shall deliver these geospatially referenced images of the City road network to the City at the conclusion of the project. These images will be in a format that will allow for integration into the City s existing intranet GIS application, MapOptix. The consultant shall use a dynamic LiDAR scanner to collect point cloud data related to the asset features. This data will be used to examine specific geometric characteristics of the assets as well as for reflectivity conditions along the right-of-way using the intensity value from the LiDAR scanner. The consultant will use ground penetrating radar technology to collect data on roadway pavement thickness. This data will be used in conjunction with the right-of-way video to develop condition indices based on existing cracking, rutting, and roughness. All assets will be delivered as an ESRI feature class within an ESRI geodatabase. The location (northing and easting) of the asset, Average Reflectivity Value, date of collection, hyperlink to the asset picture, and all attributes as outlined in the provided City Asset Data Dictionary (see Appendix A) will be provided as attributes in the geodatabase. Pavement condition data will also be delivered as an ESRI feature class within an ESRI geodatabase, specifically as a series of sample points (at 15-20 foot intervals), and each sample point will include location of the point (northing and easting), pavement condition, pavement material, pavement depth, hyperlink to the corresponding right-of-way digital image, and the date of collection. 8
Project Goals The goal of the asset data collection project is to obtain an accurate and complete inventory of City-owned assets and their associated condition. The database shall be delivered as an ESRI personal geodatabase. It shall be compatible with ESRI s SDE and ArcGIS software. All data shall overlay with the City GIS basemap. To that end, the City seeks a vendor with proven prior experience to develop a comprehensive asset inventory. The vendor selected by the City shall have capable personnel immediately available to begin work on the following tasks and associated timeline. Required Methodology The Consultant shall use mobile data collection technologies to deliver digital images of the roadway (georeferenced video) at 15-20 foot intervals. The consultant will use forward-facing cameras capable of imaging the right-of-way. The vehicle must be capable of traveling at posted roadway speeds without creating a hazard to other traffic utilizing the same facility. The City is interested in collecting dynamic LiDAR data for use in project-level engineering activities. The consultant will use dynamic scanning LiDAR to collect this data and will deliver the raw ASCII data to the City at the conclusion of the project. The City plans to use this data to determine project-level measurements to augment field surveys. The City is also interested in collecting information on pavement condition. The consultant will use Ground Penetrating Radar (GPR) to collect data on pavement depth and condition for all City-maintained streets. The consultant will deliver all data in GIS format, complete with all inspection data referenced to a unique street segment ID as defined by the City. The consultant will use a street centerline dataset provided by the City to define the project area of interest. This phase of the project will be completed when there is inspection data present for every segment in the GIS centerline database. The project shall be comprised of the following tasks: (A) Verify City Street Network (B) Mobile Data Collection of all City Assets found in the Right-of-Way (C) Post-Processing of Raw Data (D) Asset Data Extraction (E) Development of Pavement Condition Index (F) GIS-Based Delivery of all Data Products (G) Integration with existing City Asset Management System and GIS Acceptance criteria: All georeferenced JPEGs shall have geospatially-enabled header information to support the mapping of camera image locations. 9
All deliverables shall be in a format that can be easily integrated with the City s current geographic information system. Documentation The selected vendor shall provide a complete set of data documentation. The documentation will include diagrams if needed, with a full explanation for each mapped feature type in the feature class. The documentation can be printed, on CD-ROM, or downloaded from the vendor s Website. The City of Mercer Island will be given permission to reproduce the documentation or parts of the documentation as needed. It is expected that the vendor shall maintain its copyrights to all materials. License Structure The license structure of the proposed solution should accommodate all City departments and users. The City of Mercer Island expects the licensing structure to be enterprisebased so that it will also accommodate growth and revision. The City expects the licensing structure to allow City staff to revise and update any and all data as necessary to appropriately maintain the City s asset management system. Timeline The City s intent is to execute a contract with the successful vendor and to issue the Notice to Proceed by July 31, 2009. The successful vendor will be expected to adhere to any mutually-agreeable schedule for completion of the work. 10
Submission Requirements General Requirements Answer each of the following general requirements. Some answers may only require a Meets Requirement response while others may require a more detailed explanation. Transmittal Letter Please provide a formal letter of transmittal with the proposal that commits the vendor to its proposal and states that the proposed solution meets the requirements of each subsection of this RFP. The transmittal letter must be signed by an officer of the vendor authorized to do so. Also include contact information for: (1) person responsible for answering questions regarding the proposal, (2) the person responsible for contract negotiation, and (3) the signer. Executive Summary Please provide an overview of the proposed solution including your company s unique abilities to meet the project requirements. Include exceptions to the RFP if any. This section need only be one to three pages. Company Information This section provides each vendor with the opportunity of demonstrating how its history, organization, and partnerships differentiate it from competitors. Careful attention should be paid to providing information relevant to The City of Mercer Island needs. History and Profile Provide a concise profile of your company to include the following: Identify the organization, address, phone number, and primary contact information Describe the history of the organization What is the total number of completed data collection projects? Please include whether the projects were public or private, the size and scope of the projects, dates of completion, and primary contact person for each project. Availability to proceed with project What is the service commitment to customers and measurements used? What are the organization s annual sales? Are audited or otherwise verifiable financial statements available upon request? Is the organization involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services? 11
Organization Provide an overview of your organization in a chart or list format. Include the names of executive and departmental managers. Sub-Contractors/Partners List any sub-contractors, partners, and/or third party partners who are involved in fulfillment of the proposed solution. Describe the specific role of each. References Give contact information for three to five customers from projects completed within the past 5 years including the company s name and the contact s name, title, address, phone number, and email address. Also include the products the customers are using that were developed by your organization, particularly city asset and pavement condition data. Project Overview Provide information for each sub-section that demonstrates the vendor s ability to meet and/or exceed The City of Mercer Island expectations described in the Introduction, Background, and Scope of Work. Vendor s Proposed Solution Provide a detailed description of the solution proposed. Include software and hardware resources used, as well as data collection, post processing, and quality control techniques employed. Explain why the solution best meets the needs of The City of Mercer Island. Documentation User documentation and full metadata must be provided. List and describe the available documentation and metadata that is included in the proposal pricing in this RFP and the media on which it is published. License Structure Please describe the data licensing structure in detail. Do so for each product if they differ from one another. Quality Assurance (QA) / Quality Control (QC) Plan The vendor shall provide a document describing QA/QC procedures that will govern every feature, table, feature class, attribute and file that will be created and checked for the final data product. The QC plan will provide a comprehensive description of the QC validation procedures the vendor will implement to ensure the final data delivery meets the requirements established for this project 12
Warranty Describe what is included with the vendor s warranty. Project Implementation This section covers various aspects of the vendor s approach to implementing projects. Please respond with as much relevant detail to The City of Mercer Island project as possible given the information provided in this RFP. Project Team List the project team. Provide names, roles, involvement levels and durations, and relevant experience for each person on the team. Describe the level of The City of Mercer Island staff involvement required during implementation. Methodology and Approach Provide outline and approach for the project. Define criteria used for benchmarks in the implementation process. Define criteria to determine when the project is complete. Define your procedure for conflict resolution in the event of a disagreement with The City of Mercer Island regarding performance. Timeline Provide a proposed schedule for all implementation steps, including durations for each step. 13
Appendix A Asset Data Dictionary Benches Data type: point (GPS coordinate at ground level) wood concrete Bike Racks Data type: point (GPS coordinate at ground level) Bollards Data type: point (GPS coordinate at ground level) Offset from street centerline wood concrete Crosswalks Data : Line (from beginning to endpoint) Route Name Length - feet Location North leg South leg East leg West leg Special Emphasis Crosswalk In-pavement flashing lights School zone Refuge island Stamped brick pattern Piano key crosswalk striping Parallel line crosswalk bar Catch basins Data type: point (GPS coordinate at ground level) Wood grate Metal grate Ditches Data : Line (from beginning to endpoint) Length - feet Width - feet Dirt 14
Grass Rock lined Concrete rubble lined Drainage berm Data : Line (from beginning to endpoint) Driveways Data type Line (length of driveway entrance) Length - feet Asphalt Concrete Gravel Fencing Data : Line (from beginning to endpoint) Length - feet Chain Link Wood board Wood split rail Fire Hydrants (ideally including I-90) Data : point (GPS coordinate at ground level) Offset from road centerline 2 Port 3 Port 3 Port with Stortz Coupling Guardrails Data : Line (from beginning to endpoint) Length - feet Hedges Data type: line (beginning to endpoint) Length feet Height - feet Intersections Data Point (coordinate location at approximate middle of intersection) s (intersecting streets) Controlled signal Controlled 1 way stop sign Controlled 2 way stop sign Controlled 3 way stop sign Controlled 4 way stop sign Uncontrolled 15
Lanes Data Line (coordinate location from beginning to endpoint of segment. Segmentation occurs with change in lane number) Number of Lanes Length - feet Width - feet Through lane Left turn lane Right turn lane Center left turn lane (both directions) Combination through and turn lane Lighting Data : point (GPS coordinate at ground level) Milepost location Offset from road centerline GPS coordinate at ground level Offset from street centerline of light Town center decorative gooseneck Box Box (twin head) Cobra head of material Wood Town center decorative Concrete of mount Shoe base mount Flange base mount Utility pole Mast arm Strain pole with light Medians Data : Line (from beginning to endpoint) Route Length feet Width feet Paved Landscaped Median On-Pavement Data : point GPS coordinate at center of feature Offset distance from street centerline (feet) Lane Use Arrows Stop ahead Stop bar School legends Bike legends Bump legends 16
Pavement Markings and Striping Data : line (segmentation will occur with changes in linear striping type) Length feet Skip White Skip yellow Single solid yellow Single solid white Double yellow Double white Raised Pavement Marker (RPM) reflectors Paint Solid White Road Edge Data line Length - feet Concrete Concrete curb & gutter Asphalt thickened edge Rolled curb No edge Rockery or Wall Data type: line (from beginning to endpoint) Length feet Rockery Wall School Zones Data : line (from beginning to endpoint) Point (location of beacon post) Length - feet Zone Elementary Middle Mount type Beacon post mount type Mast arm Pedestal Wood pole Manholes Data : point (GPS coordinate at ground level) Offset from road centerline 17
Shoulders Data : line (from beginning to endpoint) Length feet Width - feet Asphalt Unpaved Concrete Sidewalks and Paths Data : Line (from beginning to endpoint) Length - feet Width - feet Asphalt Concrete Brick Paver Unpaved Signals (vehicle and pedestrian) Data : point - GPS coordinate at ground level Offset from street centerline Feature type Pedestrian signal head Vehicle signal head Controller cabinet Power disconnect pedestal Vehicle Signal Configuration Three Section Vertical Solid 4D-3a Three Section Horizontal Solid 4D-3b of Mount Mast arm mount Strain pole mount Speed Bumps Data : point GPS coordinate at center of feature Offset from road centerline Route Speed bump Speed hump Raised intersection Speed Limit Zones Data : line from beginning to endpoint Length - feet Route Speed Limit Storm drainage culvert ends Data : point Digital Image 18
Survey monuments/covers GPS coordinate at ground level Offset from street centerline Trees Data : point (GPS coordinate at ground level) Offset from street centerline Height - feet Conifer Deciduous Traffic Signs Data : point (GPS coordinate at ground level) Vertical location of sign material 1 highest 2 3 lowest Horizontal location of sign material A closest to road B C farthest from road Offset from road centerline Route Support Structure Single Post Double Post Span Wire Mast Arm Strain Pole Cantilever Sign Straps Support Size and Material Wood 4 X 4 Wood 4 X 6 Steel U-channel Steel post square Galvanized Steel Water Main Valves Data : point (GPS coordinate at ground level) Offset from road centerline 19