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REQUEST FOR PROPOSAL RFP # P08-09 GEOGRAPHIC INFORMATION SYSTEM PROFESSIONAL SERVICES AND INFRASTRUCTURE ASSET MANAGEMENT SERVICES

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CITY OF CASSELBERRY REQUEST FOR PROPOSAL RFP # P08-09 GEOGRAPHIC INFORMATION SYSTEM PROFESSIONAL SERVICES AND INFRASTRUCTURE ASSET MANAGEMENT SERVICES TABLE OF CONTENTS RFP # P08-09 GEOGRAPHIC INFORMATION
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CITY OF CASSELBERRY REQUEST FOR PROPOSAL RFP # P08-09 GEOGRAPHIC INFORMATION SYSTEM PROFESSIONAL SERVICES AND INFRASTRUCTURE ASSET MANAGEMENT SERVICES TABLE OF CONTENTS RFP # P08-09 GEOGRAPHIC INFORMATION SYSTEM PROFESSIONAL SERVICES AND INFRASTRUCTURE ASSET MANAGEMENT SERVICES PAGE Request for Proposal General Information Terms and Conditions RFP Scope of Service...9 Proposal Format...10 Company Information...11 List of References Drug Free Workplace Certification...13 Addendum Acknowledgement...14 Properser s Certification...15 CITY OF CASSELBERRY Purchasing Department 95 Triplet Lake Drive Casselberry, FL (407) Casselberry.org REQUEST FOR PROPOSAL # P08-09 May 9, 2008 TO: All interested business firms, corporations, partnerships, or individuals dealing in Geographic Information System Professional Services and Infrastructure Asset Management Services. The City of Casselberry is soliciting your proposal for GIS Professional Services and Infrastructure Asset Management Services. RFP s MUST be received by 12:00 p.m. (noon local time) on, Thursday, May 22, SPECIAL CONDITIONS PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. DISCRIMINATION: An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. Sealed proposals will be received by the City of Casselberry, Florida at Casselberry City Hall until Thursday, May 22, 2008 at 12:00 p.m. Proposals received after the specified time will not be considered and will be returned unopened. Proposals shall be sealed and plainly marked on the outside of the envelope RFP # P08-09 GIS Professional Services with name of firm submitting proposal. Proposals may be mailed or delivered to the address below prior to May 22, 2008 by 12:00 p.m. It is the sole responsibility of the proposer to assure that their proposal is received by the City of Casselberry prior to the time specified. One (1) original and three (3) identical copies should be submitted. Mail or deliver proposals to the following address: 1 City of Casselberry Finance Department /Purchasing 95 Triplet Lake Drive Casselberry, Florida Unsigned proposals will be considered incomplete and subject to rejection. Proposals having erasures/corrections must be initialed in ink by the proposer. In the case of errors in extensions, unit prices will govern. By signing the proposal, the proposer agrees that the proposal is made without any misunderstanding, agreement, or connection with any other person, firm, or corporation making a proposal for the same purpose; and, that the proposal is in all respects fair and without collusion or fraud. It is agreed by the undersigned proposer that the signing and delivery of this proposal represents the proposer s acceptance of the terms and conditions of the foregoing specifications and provisions; and, if awarded the contract by the City, will represent the agreement between the parties. All work required under this Request for Proposal will be performed on an as needed basis. Services, when requested, will be coordinated with City staff and completed as expeditiously as possible. Proposals will be publicly opened and read aloud in the Finance Department conference room, Casselberry City Hall at 2:00 p.m. Thursday, May 22, All proposers responding to this request will be notified in writing as to the final outcome of this process. It is anticipated that notifications will be mailed within three (3) weeks of the contract being awarded. The City of Casselberry reserves the right to accept or reject any or all proposals without recourse, to waive technicalities or to accept the proposal which in its judgment best serves the interest of the City. Cost of submittal of proposal for GIS Professional Services is considered an operational cost of the proposer and shall not be passed on to be borne by the City. George Millmann Purchasing Agent City of Casselberry, Florida 2 City of Casselberry Request for Proposal RFP # P08-09 GIS Professional Services I. GENERAL INFORMATION: The City of Casselberry, a municipal corporation existing under the laws of the State of Florida, is inviting proposals for Geographic Information System Professional Services and Infrastructure Asset Management Services. The City of Casselberry currently uses ESRI ARCGIS. Proposals. Proposals will be accepted only from parties which are free of obligations and interests which might conflict with the best interest of the City and are professionally qualified to perform the work described in this Request for Proposal. One (1) original and three (3) copies of the proposal are required. Interviews. The City reserves the right to conduct personal interviews and require presentations of any or all proposers prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews/presentations (i.e. time, accommodations, etc.). Modification. The City reserves the right to request that the proposer modify the proposal to more fully meet the needs of the City. Request for Additional Information. The proposer shall furnish such additional information as the City may reasonably require. This includes information which indicates financial resources as well as the ability to provide and maintain the services/requested. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. Acceptance/Rejection/Modification to Proposals. The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. Addendum. If it becomes necessary to revise or amend any part of this request for proposal, the City purchasing agent will furnish the revision by written addendum to all prospective proposers who received an original Request for Proposal. Any questions or clarifications should be in written format and will be answered by written addendum only. No oral interpretation of this request for proposal shall be considered binding. The City shall be bound only when such statements are written and executed under the authority of the purchasing agent. It is the sole responsibility of the proposer to verify with the office of purchasing as to any addendums that may have been issued. Proprietary Information. In accordance with Chapter 119 of the Florida State Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are in the public domain. However, the proposers are requested to specifically identify any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. 3 Property of the City of Casselberry. All proposals received from proposers in response to this request for proposal will become property of the City of Casselberry and will not be returned to proposer. Proposer s Certification. By submitting a proposal, the proposer certifies that he/she has fully read and understands the Request for Proposal and has full knowledge of the scope, nature and quality of work to be performed. 4 City of Casselberry Request for Proposal - RFP # P08-09 GIS Professional Services TERMS AND CONDITIONS 1. Agreement The resulting agreement or contract, including the language within the proposal, as submitted, the terms & conditions, general conditions, all required forms and all amendments or addendums issued by the City of Casselberry contains all the terms and conditions agreed upon by all parties and shall constitute the agreement or contract. No other agreement or contract, oral or otherwise regarding the subject matter of this agreement or contract shall be deemed to exist or to bind either party hereto. All changes must be submitted to the City in writing and approved by the Purchasing Agent and/or City Manager/City Commission prior to taking effect. The contract, if awarded, will be for an initial term of two (2) years. However, by mutual consent the contract may be extended for two (2) additional one (1) year terms. This contract, if awarded, may be cancelled in whole or in part by the City or the Contractor (s) upon giving at least thirty (30) days written notice prior to cancellation; except that nonperformance on the part of the contractor(s) will be grounds for termination. Termination will take place within five (5) days of notification. 2. Patent Indemnity To the fullest extent permitted by law, the CONTRACTOR (OR CONSULTANT) shall indemnify, hold harmless and defend the CITY, its agents, servants, and employees, or any of them, from and against all claims, damages, losses, and expenses including, but not limited to, attorneys fees and other legal costs such as those for paralegal, investigative, and legal support services, and the actual cost incurred for expert witness testimony, arising out of or resulting from the performance of services required under this Agreement, provided that same is caused in whole or part by the error, omission, negligent act, conduct, or misconduct of the CONTRACTOR, its agents, servants, employees, or subcontractors. In accordance with Section , Florida Statutes, adequate consideration has been provided to the CONTRACTOR for this obligation, the receipt and sufficiency of which is hereby specifically acknowledged. Nothing herein shall be deemed to affect the rights, privileges, and immunities of the CITY as set forth in Section , Florida Statutes. In claims against any person or entity indemnified under this section by an employee of CONTRACTOR or its agents or subcontractors, anyone directly or indirectly employed by them or anyone for whose acts they may be liable, the indemnification obligation under this Subsection shall not be limited by a limitation on amount or type of damages, compensation or benefits payable by or for CONTRACTOR or its agents or subcontractors, under Workers Compensation acts, disability benefits acts, or other employee benefit acts. 3. Reserved Rights The City of Casselberry reserves the right to accept or reject any or all proposals which they may 5 deem to best serve the interest of the City. The right is reserved to waived technicalities or informalities. Proposer warrants that prices, terms and conditions quoted on this proposal will be firm for acceptance for a period of sixty (60) days from date of bid opening. 4. Laws and Regulations The firm awarded this contract agrees to comply with all laws, codes, rules and regulations bearing on the conduct of work, including those of the Federal, State, County and the City of Casselberry and shall indemnify and save harmless the City of Casselberry against any claims or liability arising from, or based on the violation any such law, code, rules and regulations. The firm awarded this contract shall assume liability for damage or loss resulting from wrongful act(s) or negligence of its employees, agents or sub-contractors or its insurer shall reimburse the City of Casselberry for any damage or loss within thirty (30) days after a claim is submitted. The firm awarded this contract must be fully insured (see insurance requirements). The firm awarded this contract must be properly licensed. The City of Casselberry is exempt from State Sales Tax and Federal Excise Tax. In the event any situation is brought to mediation or a court of law, the venue shall be the County of Seminole, in the State of Florida, where all laws, codes, rules and regulations shall be used in the adjudication. 5. Insurance Upon award, the successful firm shall be required to obtain and furnish to the City of Casselberry, prior to the contract being effective, Certificates of Insurance approved by the City. All insurance policies shall be with insurers with an acceptable rating, registered and licensed to do business in the State of Florida. The selected firm will be required to name the City of Casselberry as an additional named insured on all certificates and policies pertaining to this Request for Proposal. Insurance coverage shall include workers compensation, general liability and professional liability with minimum coverage of one million ($1,000,000.00) dollars. All contractors used by proposer must be fully insured. 6. Public Records Upon award recommendation or ten (10) days after opening, Proposals become public records and shall be subject to public disclosure consistent with Chapter 119, Florida State Statutes. 7. Payment Payment will be accomplished by submission of invoice, in duplicate with itemization of all work performed by location and mailed to: 6 City of Casselberry Attention: Accounts Payable 95 Triplet Lake Drive Casselberry, Florida Once the City representatives/commission has approved the invoice, payment will be made within thirty (30) days. 8. Interpretation of Documents If any person contemplating submitting a proposal is in doubt as to the true meaning of any part of the specifications or procedural documents, or finds discrepancies in or omissions in the specifications, he may submit to the Owner a written request for an interpretation or correction thereof. The person submitting the request will be responsible for its prompt delivery. The purchasing department will review the written request and decide if an addendum to the proposal needs to be issued. If an addendum is issued, it will be mailed or delivered to each person receiving a set of the proposal documents. No questions, interpretations etc. will be answered orally or by written addendum after May 16, Failure of any proposer to receive such addendum shall not relieve said proposer from any obligation under the Proposal submitted. All addenda issued shall become part of the contract documents. 9. Drug Free Workplace By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida State Statute Communications There will be no further communications, by any means, verbal or written, with any City employee, elected official, board member, or representative of the City of Casselberry during the course of this Request for Proposal until after the proposals have been opened and evaluated. Any communication shall be directly with the purchasing agent or his designee. 11. Manner of Performance The contractor(s) shall perform all its obligations and functions under this agreement in accordance with all terms, conditions, and specifications laid forth by the City. The contractor will abide by all State and Federal Regulations on wages and hours of an employee. The contractor shall be responsible for all its employees, subcontractors and their actions during their term of this contract with the City of Casselberry. The contractor shall keep current all licenses and permits whether Municipal, County, State, or Federal required for the performance of its obligations and functions hereunder and shall pay promptly when all fees become due. Cost of submittal of this Proposal and any presentations or additional requested information is 7 considered an operational cost of the proposer and shall not be passed on to be borne by the City. Please make sure all forms requiring signatures are completed, signed and returned in a sealed envelope marked on the outside RFP # P08-09 GIS Professional Services. Failure to comply with these specifications and instructions will result in disqualification of your Proposal. The Proposer agrees that it will not discriminate against any employee or applicant for employment for work under this agreement because of race, color, religion, sex, age, disability or national origin. 12. Evaluation of Proposals Award shall be made to the responsible proposer whose proposal is determined to be the most advantageous to the City, taking into consideration the selection criteria set forth below: A. Fees proposed B. Location of business C. Experience of proposer with reference to Scope of Services of this RFP D. Experience of principal and professional support staff that will be assigned to the City s projects E. References F. The sufficiency of financial resources and ability of proposer to perform this contract G. Company history H. Prior Contract Performance with the City of Casselberry I. Such other information that may be requested or secured. The proposals may be short-listed and the City of Casselberry, at its sole discretion, may request interviews and/or presentations from the short listed proposers. The selection criteria is listed in order of importance. 8 REQUEST FOR PORPOSAL RFP # P08-09 GIS Professional Services SCOPE OF SERVICES The City of Casselberry is requesting Proposals for Professional GIS and Infrastructure Asset Management Services. All work performed under this request for proposal will be performed on a as need, when needed basis. Services may include but are not limited to the following: Technical Support Software Training (ESRI ARCGIS) Application Maintenance or development Database Maintenance or development General Consulting Data Hosting Editing of City Zoning, existing and future land use GIS data Other services that may be required. Time of Completion: Work will be authorized on an as-needed basis. Project schedules will be developed upon request. Requested services will be completed expeditiously subject to coordination with City staff. Key Personnel: The firm awarded this contract shall appoint a single representative with whom the City of Casselberry shall coordinate all authorized work. This representative shall have the authority to transmit instructions, receive information, interpret and deliver decisions. 9 CITY OF CASSELBERRY Request for Proposal - RFP # P08-09 GIS PROFESSIONAL SERVICES PROPOSAL FORMAT (Minimum Requirements) In order to insure a uniform review process and to obtain the maximum degree of compatibility, it is required that the proposals be organized in the manner specified below. Proposals should include an index and individual tab for each section: A. Title Page. Request for Proposal # P08-09 Geographic Information System Professional Services and Infrastructure Asset Management Services. B. Letter of Transmittal. Stating the proposers understanding of the work to be performed and the names and titles of the persons who will be authorized to make representations for the proposers. C. Company History. Provide a brief history of the firm, including location of office(s), number of years in business, organizational structure, list of personnel, etc. D. Qualifications/Experience. Provide professional credentials, certifications and experience of the firm and each of the personnel who would be assigned to work with the City of Casselberry a
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