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15To: From: Date: SUBJECT: BACKGROUND: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members of the City Commission 2001 Hector Mirabile, Ph.D., City Manager r;;f 15 December 13, 20 II Agenda Item No.: A Resolution relating to soliciting request for quotations for GIS services for the City of South Miami; authorizing the City Manager to enter into a one (I) year agreement for professional services with Immersive Solutions Corporation. On behalf of the City of South Miami, International Data Consultants (lDC), as the city's outsourced IT provider, solicited requests for quotations for GIS services for the city. Three quotations were received and are summarized below: Alion Immersive Ross GIS Science and Solutions Corp Consulting Technology $23,000 $21,600 $187,200 Immersive Solutions Corporation is recommended for the award. Immersive Solutions provided the most comprehensive proposal and complied with the RFQ providing references and agreeing to a 30-day cancellation clause. Ross GIS Consulting and Alion Science and Technology did not provide references and, more importantly, did not agree to a 30-day cancellation clause. In addition, the proposal from Ross GIS Consulting was unclear as to additional services offered and the costs associated with those services. It is the intent of this agreement with Immersive Solutions to optimize the city's GIS support, improve and update existing GIS databases, provide common sense GIS solutions using industry standard practices and open source software solutions, and provide the City the ability to deliver these services more productively and efficiently. AMOUNT: ACCOUNT No.: DOCUMENTATION: The detailed proposal from Immersive Solution Corporation is enclosed, in addition to the responses from the other bidders. The one-year agreement, through the issue of a City purchase order, will run concurrently with our fiscal year, expiring September 30, 2012. $23,000 001-1790-519-3450 Resolution Request for Quote copy for GIS Services from International Data Consultants Vendor responses and Quotation Summary 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 RESOLUTION NO. ______ _ A Resolution relating to soliciting request for quotations for GIS services for the City of South Miami; authorizing the City Manager to enter into a one (1) year agreement for professional services with Immersive Solutions Corporation. WHEREAS, on behalf of the City of South Miami, International Data Consultants (IDC) as the city's outsourced IT provider, has solicited requests for quotations for GIS services for the City; and WHEREAS, it is essential that the city engages a firm that can provide all inclusive services related to GIS with positive and accurate results in a timely manner. The city's departments depend on the GIS based information in order to provide the residents and the general public dependable day to day services; and Whereas, the Mayor and City Commission desire to engage a firm that can provide all inclusive services related to GIS with positive and accurate results to the various city departments that depend on the GIS based information in order to provide the residents and general public with dependable day to day GIS services. Whereas, three quotations were obtained and Immersive Solutions Corporation provided the City with the lowest, most responsive and responsible proposal. NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA; Section 1. The City Manager is hereby authorized to issue a purchase order to Immersive Solutions Corporation, for the goods and services set forth in its proposal, in an amount not to exceed $23,000 which shall be charged to account No. 001-1790-519-3450. A copy of the GIS Services proposal made by Immersive Solutions Corporation is attached and made part hereof by reference. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this __ day of ____ , 2011 ATTEST: APPROVED: 42 CITY CLERK MAYOR 43 44 COMMISSION VOTE: 45 Mayor Stoddard: 46 READ AND APPROVED AS TO FORM, Vice Mayor Newman: 47 LANGUAGE, LEGALITY AND Commissioner Beasley: 48 EXECUTION THEREOF Commissioner Palmer: 49 Commissioner Harris: 50 51 CITY ATTORNEY 12/01/2011 International Data Consultants City of South Miami GIS Services Request for Quotation On behalf of the City of South Miami (City), International Data Consultants (IPC), as the City's outsourced IT provider, is soliciting requests for qllotations for GIS services for the City. THE 1 YEAR CONTRACT FOR PROFESSIONAL SERVICES WILL BE WITH THE CITY OF SOUTH MIAMI. Professional services will inClude ongoing maintenance of existing GIS information as weU as the cr~ation of new GIS based information based on departmental requests. Please see attached spreadsheet for required GIS layers and the current disposition of these layers. Respondents must be familiar with. ESRI products such as ArcGIS server, ArcGIS desktop and Arc View. All respondents must have a minimum of 3 current GIS outsollrcing client references. All current data and an created data must be the property of the City and must reside on City provided storage. As part of the quotation, the respondent must indicate any software licenses or equipment that the City must purchase in order to accomplish the tasks outlined. The City will provide a high performance PC which will. be remotely accessible to the successful respondent 2417. A GIS technician wm be added to the existing help desk and all requests for service will be submitted throllgh the help desk ticket system which is web based and utilizes email as the communications methodology. Submitted tickets must be responded to in a 24 hour period Monday through Friday with an estimated time for completion. All it.ems 01) the spreadsheet listed as an "H" or high priority layer must be created wi.thin three months of the City selecting the successful respondent. Layers .marked as "M" mll$tbe completed within 6 months of selection with the remainder of the layers being created by the end of the contract period. Th~.lr1fotmation contained In thl$ docurnent Is confidential International. Data Consultants,Jnc. Copyright © 2011 All rights reserved 13302 SW i28'" Str~t Miami, Florida 33186 Tel: 305'253-7677 Fax: 305-253-7657 The City sh.all obtain the subscriptions to Miami-Dade GIS data, aerial photographs and property appraiser records at no cost to the respondents. Please .indicate any data sources or softWare provided you as part of your response and the benefits to the City of these items. The system created by the successful respondent must allow authorized City staff access to the various maps and layers via a web based access schema. The City employees will not be able to modify the original maps but will be able to copy the originals to another location and make modifications as needed. Employees must also be able to print the maps to an Hf> Designjet T790. Services are to be invoiced on a monthly basis. Contract must include all of the required indemnities and insurance as required by the City. (AVailable from the City Purchasing Department) Contract must include a 30 day notice of cancelation for any reason to the bemefit of the City. All responses must be received by 12/5/2011. Please send PDF responses to ddeblois@intldata.com. Should you have any questions please do not hesitate to contact me at any ofthe contact pOints listed below. Thank you, g-=~- Dennis R. Deblois Acting IT Director, City of South Miami Dennis R. Deblois President J CEO 13302 S.V.l128th Street Miarhi, Fl 33186 (305) 25H677WOI' (305) 29S·a373 iv\QbHIC DDeblois@intidata,<om \'A'i'.'1.iiltldata.com The Information contai.neg in this document is confidential Intern~lonal Data Consultants, Inc;, .. Copyright © 2011 All rights reserved 13302 SW 128th Street Miami, Florlqa 33186 Tel: 305-253-7677 Fax: 305-253-7657 City of South Miami GIS Map Layers Deserijrtion Maps & laye'rs Base Map Add"" Folio number property based Flood elevation property based/fEMA Flood Zones Zoning elarnficatlon property based location for each building pel'mit application being proeem!d lOe<ltion of each active wmmerclal building permit lS$ted location of each active resIdential bullding permit issued lOC3tion of aU completed/closed building permits Issued Solid Waste Routes Trash Routes (similar to Solid Waste Routes) Trash Collection Schedule Street-Ughting,(Maintamed by PW) Street BannefLoeatkSns (currently_3 spots:) Oty-Bul!ding.s malritali'red by PW Oty Parb maintained by PW Land Use Plan Amendments CE Offleen' Zones OVerlayZones Sp~! U'se/SPe'<:iatExceptions H\storkPruervation varianCE!$. Oeve!opmen~ Orde~/Oeve!opment ~ments CUrrently Available Data SOUrce Accuracy Critical Used 8y Calc, Dade, FEMA, Fed, _ • Departments Using Th!~ Yes/No Survey. AT&T, FPl 1.ow /Med tHigh low I Med tH1gh MaporLayer -Comments" byS,_Kobolll Yes County Med H P&z. BLD Have it~ Made-of various G,SO;\t.'! by MDe. last obtained 03/2011. y~ Oty/County H H y~ County H H Yo. FEMA H H Yo. City H H H H H H H H H H L M M y" City M" H No City H H Yo. City H M No City M y" "<tv H M No City M No "<tv M P&Z.BLD P&4SLD P&Z, SLD, pm P&Z;BLO,CE SLD BlD BlD 'alO 'PW 'PW PW.CE 'PW ;PW !PW 'PW iP&Z 'P&Z ;'CE }'&Z: '1'"&2 J>&Z :P&Z P&Z Have it.'j/'!cluded i" parwLpo:y hy MiX:. Does not Ile~es5aritl' meteh foilos provided 0Ii My Homeweb page, dve to constantly being revj~ed hI/MOe. Have it. Included i,,-pan::eJ_poly bYMDC. Oot'S not'rH~ce5~rjly_match attu~l mailing a-drl'ress. Have it partlalfy; only FEMA Flood Zones"provided by MOC; do-NOT have "flood elevation property baseo". H"IV~ it __ la,t_vpdMetl' 2/22/2011. Do NOT 1Ji}lle! Note that thiswcvld re4,Ne 'loso!utelY,correct f{llio numbers,\'ihieh h~$ not lieen-the case in HiE Perml1-~. Alio, ltwould-be hfllpful that f<:illM from HIT Permits be import-able toG!S, I.e., to hllve them in Windows-compatible databMe (whkh 1$ not cummtly providedhuppott*d-by-tlle HTE h,fmitsj; Al$~-noie that Miami dade County ittl'!lf cliMlge$ -folio'number; ccca5~ion",1IY, whlchlia5 been receMly WHy often (but rhope.-that.lt wm $top Whenever they redfy th~ir da'ta), See_comments:forLocation for each bui,ding permit applk"tion being proteS$e';. See ccmmet'ltdor Location for ellen build;ne permltapp!ic.1tlor, being ~roee~sec!" Sse"cOrnmeri',t,fi:.rl6t<lt\oh [oi each bujfdingl'ermlt appiil:;)tion ""'l1g proce~~ed" C'o_NOT have! 61'('1 g1lrcnge pickup t.ones per-<fa'ls. Po Nor havlO!,On!y tra'Shpi~!wp 70ne$ pordays. Hawfil,'_tr",h pld:up zones per day~,-A,!~o have garbage pkkup1:O"~~ per days. 00 NOT-have! Do-NOTH~vol OoJ40T h~ve! However,_tn',s WOUld-be very easy 10 <::reat,-" il the listing of bi.1i!cHngs/addfeS5(lS would be provided to'me. Have jU~,,;etl on-thc'listirig of OW's p;!rks ;otthe Citv's-w<.'b sit«, Halle it. Bas(!rhlrl'the sp1!ldiicat'on5'provit!ed by Phinning; bst (,ptlatl:'d 11115/2010. 06 !>lOT Ha"e! liave-tl.'last uptltiti'.O 3/.1.2/2.010. Have it.: Conta,r')lOd-lrnhe Zoning m~p. Last updated 212.2/2011. Do N()T-h~ve! H"ve-it. Contained in the-Zoning map. Lllst updated -2i22/2011. Do NOT-hwtil! helieve tl-iatthi~ would b-,5'better to' lie contalrlea in the di!taD<!se iMtead-as a GIS la~~r. bec;ju~h-there rimy be multiple varj~n~ .... s for ihe 5aJne properties, ami a~$uch/the)'mayoverfy·over1~p. 00 NOrna-vel t believe th,ltthis woutd'b(! b~ttlOri:", be contained in-the dal<lba5e instead as '" GIS-laver; b~?uslO thEre ina'tbe multiple var';H!ces for the $<lt>'l'e'pwp!:rtlc-s; an'd'as-ivtn, they may overly ov"r!~p. SewerUnes H Waterma!n LInes H Stormwater Inlets &_OItl:h Basins H Stormwater_UtiUty Unes H Manhole COvets L AT&T lines L Gas ,UtUlty lilies L Ff'LUnes L Comeast Unes & Cl!Jble BOl(es L Atlantie Broadband L Sidewalks H Road Resurf.lCing-H PWI< PWI< PWK PWK PWl< PWI< PWI< PWK PWK PWK PWl< PWK Have it;,partlally. last data was provided by WASD as-Em shape files from 'in August lOll-via Keith; Note that correctoess"of this_data-is questlontlble, -as-some of the properties imp_eared 001 to have accounts; like for example.-a'numoer of-commerda! properties on US 1 not having'sewer accounts,:Hke_CVS-PharmaCy; 6460 $'Dixie Hwy; South MiamI Elementary School, 68GO_SIN 60 Street; etc.!n addition, the s'ewer lines provided in Esrj shape-flIe:s nave heen cut by the City's boundaries Mt/'as such, do not make sense, as,some of the wafer and sewer mains that serve'the CIty's propertIes'extend beyond 'City's bounliaries, and:as such, the ihformati,on ha~_bel!n incomplete. In addition, note that it -has:bcen difficult to obtain-this data from WASD.-Also-note thatre',dtawin'g the data from papet maps arrd/o'f digltal-copfes, as I usedto d6; h3s been extremely time- consuming. See comments for Sewer Unes. Have It, butin AutoCAO. PrQvfded the sketchy character of thlS data, l,believe that it would be best forthis'lnfo'tmat16n to lie used to cletermine'-the location anhe stortnw-aterinstallations and then create respending Esri s.hape fire_So See comments for Stormwatedri!ets & Catch Basiris. 00-NOT have! Note that Miami,Oade County'also' doe __ s net have this GIS dala: Provided-that ~re multiple manholes possible by mu!tiple agencies, I'believethat it would be best iMthe-City to obtain-this data from llie respective -agencieS. -If this would not be-pOSSible,! beHeve.thrit it will-take too much-tlme to h'iVentOfY aWof the'existlng manholes as well as provided that they may change at any time. the re!!abi!lty-ofsuch colietted'data maybe too low. Do NOT havel Lbe!ievetha~,lt-would be best to'ge~ this data from AT&T. Dc NQihave! believe that it is best,togetthis data from gas utmtv cornpa!\ieS. As_much as I-kno\';; tne' city aPPe'ars-tO'be served on!y by Fforida'cityGas. 00 NOT have! ! believe,that it is best to get this data from FPL Do N'dT' have! Note that the,cable TVprovlde[ for the City of South Miami isAtlaritit' Broadband,As such; I be!i~eth-afComc~s.t would not have:that many installatiOns-in the City. Do NOT havel ! believe tha{lt-wou!dbe best to get thIS data from Atlantic. Boiaclb.md. Have it,-outdated and/or incomplete. 1 made the map showi!)g City's slde>.valksoh -12/16/2003, \ ... liich'! beHeve-;";'as done by seiectlng the edges 6fpavement (EaPs) of the roadways that-Publlc Works'-crews has indkated'to have sidewalks. Note that this map did not ihclude sidewalks on-State'.s andtounty's roads. Hilve it, partially.-fhave limited data about roads resurfacing, name!y,-only \vhich portions of ro~dswere surfaced,'and which was p-rovided by Public W6rk!;' -staH(in the--nioacl"from~to": (cshlon), from whkh-I produced the (sri'shape files:_lnterestingly enough.-these shape-files have been-created differently"namely either as_polygons, i.e.;, showing the whole rights-of-way, or as centerlines, ,which was lh response to the spe't!fi'c reqmisrs'by whoever was working tio·that Piibl1c.woi'k!;', projects at the_time. TrafficSigns H PWI< Do NOn'l3ve! ! believe that it ts:best to get this data from Miami- Dade Cotllity (Public Works). TraffltS1!nals H PWI< Do NOT'have!-See comments fotTraffic Signs. Trafficcarming Have it. partially -not in'·omrmap forthe whole Gty,-but only as separate profects. This is I1Ot-eJo!plidtly'defineci. namely, "flooding complaints" by. whom? ! have,creatoo G!S-d~t<l:that-! used: to make tne maps of I'loodingCOmphlintS-H PWK repetitive loss_properties, as required by FEMA' and Community f{"ting System {CRSj, of whith the-tatest map was done in Ntwember :W07~ t believe th;jt Planning Department-mav nave the data because it tleais with flood-related issues. Water Valve Boxes H PWK See:comment5 for Watermain lines. Pavers at IntersectiOnS & Streets l PWK Do NOT h<lve! 1 believethat it \"Iould be best for the City ttl do the 'f1lfentory of the eXil>tin'g paved inters-€:ction:;. Do NQThavelJ assume th;!t,this:wciu1d include -only-ADA features in AOARamps H PWK ROWs and in puolii:;grounds-. If this i5 to be expanded to private propeytles-, ! beneve that it would be very dlHkuit td ct>mpHe tne da'",;t. H'lVc-it.lt also inilud!)s any other landscoped ireas in ROWs in Landscape Medians PWK adilition to median~'! created Esri polygon shape file-by otltlinil\s: the landscaped areas ftom the aerial images-based on the selection by Dotlnle-anci Clayton In March 20U-, ! have selected number-orOP projects. Namelv.,! have-created a number or-maps-containlng individual tIP projects by selecting the af> Constrw:tlon Projects H PWK parcels and/or locations on which-these projects applied. last updat!l was for CIP adopted March' 17,2009 {prepared 1-l toup!e month::-before its adopUon). Have_it. Provided by Mi~mi j)~t!,;_C(>lInt;(;~ f~f;I>O;!<t $h~p~fi!<-rO'..,-~t. BusStops No County H '&Z.PWl( M<:>,-",",,,'!r, s(>m" ,;f th,,' lills Items' ld'~~iOIl~hav~ b<:"c'n in~oiit:d. I'iwid"d th~t th~r" ;~ a timir,.,(1 "iJmberofbu~ stops i~ ~heCitv, thoy!ollkl b1>-~a$;;y'nventmied bvthil City ;t~~lt Bus8enehes No County H P&Z._ Do NO! have! Also, see-comments: for-8us-Stops. Sus Shelters No County H P&Z,PWK Do N'OT have! Also, see 'Commehts-fcr 8us$tops amI Bus-Bencn!!s. Do NOT h,wet Prov',d'ed that tnere is likely_a tu'nited number of suth BIke Path Lanes. No Oty/County M P&z'PWK features in the City, th'i:Y could be_easily inventoried by the City its'elf. Db NOT havHProvla!!d thatthere is likely a limited l1umber-{lf such BIke Snarrows No City/County M P&Z,PWK fe:atures in 'the City,tlley-could be: easityiliventoried by the Oly itself. Do NOT have! Provided-that there is likely_a limited number of such BlkeRaeks No "'" l P&z'_PWK features In the 'City;-they_ could be-easHy.inventoried by tile tHy itsetf. ! have selected number of trees"in-ROW·re!ated projects. Namely, I have treated a-number of-maps containing individual projects by se!eding tlie:parcels and/or locations on which these projects Trees In Right of Way l PWK applied, last update was for-the map;titled "Proposed Tree Planting locations", Per Book1.)ih, Fiiday,-June -1'7,,2011'1:42:05 PM, by Keith Ng. Also, \ve-tried.to make-the trees in ROWs irwentory'Ja 2004, by using the Hr'-irAQ andAfcPad; however; this project wasxance!ed. Outdoor Seating Agreements No Oty M P&Z Do NOT ha'lel Oh-Streetparklng'spaces No O<y M P&Z Do NOThavel f>arklngAgreements No Clly Off-Street Parkins_FacUlties No C"Y Parflng Meters Aerials U,!mown County Employee locations M M H M M POl POl All P&Z H1l 00 NOT have!! be!l~ve that this would be better to b~ corHainetl in the ctataba~e lMtead as a GIS layer, beOluse there may Ol! muftiple 1igreiiment:, for the same patklngbtations, ano anu<:h;the;'m<lybverlv Civetrap. DO NOihavel Do NOThave! Have it However, the latest aerials. obtained in March 2010 have neen shot at resolution of i-pixe! '" 1 foot; _which-is too fuuy .. The acceptable rescifution-js I-pilref '" 3"i"ihkh\'ias-obtained 10:2007. Consequently, vie desperately ,ne-ed updated aerial imagery at acceptable resolution of-! ph:et-", 3", which is ava\!abJe l)t Miami Oade County; 1 believe_that the cmtis $450. Note that this information Is-CRmCAt. as public-workS does a lot of identifying vla aerial imagery. Do NOT have:! I bellevelhat'.indilsion -of this information is beyond the City's majn1;oncern; which-is pa,perties in -tho:i-Ciiy of South r0iami. CO'lsequenUy, -1 believe that' ltWilJ'oe difficult tcrprovlde-this information in'our G1S,-which-bcundarles do not go_beyond Miarrll dade County. Therefore,-!"soggestlhattnis"be questioned if needed; If ih·jifl be needed,'th::!f'! f suggest that this rath{!r done lrl Google Earth-Professionahwaflke-apprlcation-. GIS Quotation Summary Alion Science and Terms Immersive Solutions Corp Ross GIS Consulting Ross Technology $23,000 $21,000 Details $187,200 References Y N N 30-Day Out Y N N $18,000 20 hrs/$75 per hour weo t.::J1':' ::'OHware $3,000 Upgrades Proposal #2 $2,000 Aerial Photos $10,000 E5RI ArcGIS Software $2,500 ESRI Maint. $7,000 ESRI Liscense $4,000 Server Hardware $800 Solid Waste $1,000 Plan Amendments $1,500 Special Use Exceptions $1,000 Dev Orders/Agreements $6,000 Stormwater Inlet Drains $10,000 Manhole Covers $4,000 Sidewalks $1,500 Road resurf. $19,000 Traffic Signs $300 Flood Complaints $5,000 Water Valve Boxes $400 Pavers $2,000 ADA Ramps $1,200 CIP Projects $1,500 Bus Stops/Shelters $1,700 Bike Paths $15,000 Trees in Row $500 Outdoor Seating Agree. $1,500 On-street parking spaces $1,500 Parking Agreements $3,000 Off-Street Parking Faciliteis $1200 Employee Locations $105,100 Dr. Hector Mirabile City Manager, South Miami Dennis Deblois Immersive Solutions Corporation 3115 Windsong Drive Oakton, VA 22124\ If President, I nternational Data Consultants Subject: GIS Coordination Support Dear Dr. Mirabile and Mr. Deblois: December 5, 2011 Immersive Solutions Corporation is pleased to provide this unsolicited Letter Proposal for GIS Professional Services to the City of South Miami. This proposal assumes a one year Period of Performance (PoP) for GIS Professional Services from contract award. Immersive Solutions Corporation would like to enter into a partnership with the city to optirnize the city's GIS support, improve and update existing GIS databases, provide common sense GIS solutions using industry standard practices, open source software solutions, and save the city money. In this lelter proposal we recommend that the city strongly consider our offer. ISC proposes the following solutions to the city. 1. Provide a tiered approach to GIS support. ISC will provide South Miami with GIS coordinator support from a pool of GIS coordinators managed by a senior GIS analyst. We will designate a South Miami" lead GIS Coordinator to act as your main point of contact. Our first priority will be to organize the city's GIS data and create new GIS layers based on departmental request received. ISC's support approach will insure that your data will be managed, always built correctly, and available in a timely manner per the terms of this agreement. 2. A dedicated support technician. South Miami will always work with the same staff person every day, unless surge support is required. We will also provide the city with a dedicated phone line and email account to contact the analyst. We will also work with the existing help desk dispatching systems in use by the city today. The GIS Coordinator will also be available via video chat using GotoMeeting or Skype upon scheduled request in addition to normal phone contact. ISC will also work with the City's exiting help desk solution, and respond to all tickets within 24 hours of submission Monday through Friday, providing an estimated time to complete. 3. Full GIS mapping support .. Your assigned GIS coordinator will create and distribute all rnaps and data layers as requested. AIlISC employees in support of South Miami will be familiar with and trained in the use of ESRI products. We will ensure that all information will meet any data or mapping requirements specified by the city, and be compatible with any future requirements which will arise. 4. GIS Spreadsheet completion. ISC will begin addressing all (H) high priority layers and will have them completed from within the first three months of the start of the contract. The other identified layers (M, L) will be completed in priority at the earliest. Immersive Solutions Corporation, Proprietary 1 Immersive Solutions Corporation 3115 Windsong Drive Oakton, VA 22124 5. Printing maps. ISC will develop all map output such that it can be printed on a HP Designjet T790 at the correct resolution. We will also work with the city to adapt any data output to a format which will meet the requirements of the plotter chosen by the city if a Designjet T790 is not chosen. 6. Map access to South Miami staff. All GIS product will be made available to City staff based on the rules and policies supplied to ISC by the city. City staff will be able to view and print all maps they based on the web based access schema. The staff will not be permitted to modify the original maps, but the original maps will be made available for duplication to be used for other purposes as needed. ISC will work with South Miami to tailor this solution to meet the specific requirements as they become better defined over the first year. 7. Remote access and support. ISC will develop and work with all South Miami's GIS data, imagery and other data types off-site, unless an onsite presence is specifically requested. All GIS data layers and map creation will take place at the ISC offices in Virginia. The resulting data output will be maintained and stored on the City's provided data storage facilities in compliance with the City's standard acceptable network and usage policies. 8. Web based GIS map layer access. ISC will deliver South Miami with a web based software solution to publish any and all GIS layers created for City staff. The tool chosen for this requirement will be based on the specific needs of the city as more information is made available. ISC works with a variety of web based viewers including Google Maps, Google Earth, GeoServer and ESRl's ArchGIS.com. All web based maps will be delivered in such a way as they can be printed. 9. Software recommendations. ISC recommends that South Miami considers using the following software packages in the GIS deparment: a. Rapid Dynamic Analytical Capability (RDAC). RDAC is a proprietary tool developed by ISC which incorporate GeoServer, Java Eclipse RPC, uDig, and other open source tools to provide an easy to use GIS tool. RDAC combines the functionality of multiple ESRI tools into a single software package to simplify geospatial services to its customer. RDAC provides its customers with the ability to create GIS layers, host GIS data, publish data layers to all open standards based formats, publish maps as web pages, and develop templates and print all map output to any printer output. RDAC will be provided to South Miami at no cost as a part of this contract. b. ESRI Arc Editor. ESRI Arc Editor will allow us to create any unique data layers or layer characteristics which cannot be created using RDAC. ESRI Arc Editor will be provided in the Virginia offices of ISC at no cost to South Miami. c. ESRI Arc Server (optional). ISC will install ESRI Arc Server if requested by South Miami. Arc Server can be used to serve up all local GIS content and maps to the city. We would recommend installing a Post GIS database for the Arc Server database (recommended) or an Oracle or Microsoft SOL Server database with Arc Server as recommended by South Miami. It is our estimation that such a heavy software solution such as an Arc Server and database server solution is not required for South Miami, this is why we suggest it as an optional solution. Immersive Solutions Corporation, Proprietary 2 Immersive Solutions Corporation 3115 Windsong Drive Oakton, VA 22124 10. ISC will support on-site GIS requirements at the customer's request. Travel and accommodations for the first two weeks (consecutive weeks) is covered under the fee terms of this contact. All additional travel which is required will be approved in advance and paid for by the customer. Standard Per Diem rates will apply to all ISC travel. 11. ISC will provide South Miami with a licensed copy of RDAC (Rapid Dynamic Analytical Capability), a proprietary open source, and open standards based tools to develop and publish GIS data. RDAC is currently being utilized by US Army North and the US National Guard Bureau J8 in support of planning and training support for our nation security, in addition to providing GIS mapping support. The same tool can also be used to publish GIS data in the form of web based maps (kml, kmz), windows mapping services (wms, wmf), simple web pages, and printing of maps in a large variety of graphical formats. RDAC also works with imagery from any commercial or government customers and can work with ERSI products, Web EOC, and any other GIS or Command and Control product. 12. Additional data sources. ISC will also provide the city with additional data sources not specifically referenced in the RFP. Other data sources include Homeland Security Infrastructure Protection Freedom Data (HSIP Freedom), various weather data feed sources, traffic camera feeds, and other areal image feeds. 13. Invoices. ISC will invoice South Miami on a monthly basis. 14. Insurance and Indemnities. ISC will meet the requirements for all insurance and indemnity requirements as specified by the South Miami City Purchasing Department. 15. 30 Day Cancelation. ISC understand that the City reserves the right to terminate the contract with 30 days written notice for any reason which is to the benefit of South Miami. GIS References: Applied Training Solutions, LLC John Rossi Chief Operations Officer jrossi@appliedtrg.com (703) 763-4897 US Army Installation Management Command Tom Cowan Fort Leavenworth, Director Plans Training Mobilization and Security (913) 684-3775 thomas.Cbwah@us.army.mil MITRE Corporation Jim Dear NetCentric C41SR Experimentation Lab, Project Lead jdear@mitre.org (703) 983-7601 Pricing Menu: Immersive Solutions Corporation, Proprietary 3 Immersive Solutions Corporation 3115 Windsong Drive Oakton, VA 22124 Onsite GIS Setup -$5,000 (2 weeks onsite by request through September 30,2012) Dedicated GIS Coordinator Support -$2,000 per/month (January 1st to September 30, 2012) • Flat rate pricing for City GIS support • Dedicated ESRI and RDAC trained personnel • Dedicated support email address provided • Dedicated phone number provided • Rapid Dynamic Analytical Capability (RDAC) software license • Staff availability on all days except days when South Miami is closed and Federal Holidays Total Cost· $23,000 Notes: • ISC is proposing a flat rate monthly fee to the city. The city will not be charged additionally for initial setup and installation. All front loaded services will be invoiced at the same rate regardless of the work required to setup the city the first time. • All reasonable software licensing required to support South Miami from our offices in Suffolk Virginia will be provided at no cost in support of South Miami. • The first license of the RDAC software will be provided to the City and no cost during the employment of ISC services in support of South Miami city GIS services. • Contract and billing will be run concurrently with the South Miami fiscal year for ease of use to the city. This proposal shall be governed by the laws of the state of Florida, venue for all purposed shall be in Miami-Dade County, Florida, all licenses and software necessary to operate the system being installed shall be issued in the name of the City or shall be transferrable to the City and shall be transferred to the City, along with possession of the software installation programs and all other related programs necessary to run and maintain the system upon termination or expiration of this agreement. The City shall have the right to update all programs in the future at the then current rate being charged by Immersive Solutions Corporation to its customer. I can be reached at email.jbewley@immersivesolutions.com 703-999-0301. Sincerely, //original signed by// Jason Bewley President, Immersive Solutions Corporation Immersive Solutions Corporation, Proprietary 4 ., Ross GIS Consulting, Inc. December 6, 2011 International Data Consultants Attn: Dennis Deblois 13302 SW 128th Street Miami, FL 33186 Re: Request for Quote Dear Mr. Deblois, GIS Professional Services Thank you for the opportunity to submit this proposal in response to the City of South Miami's RFQ for Professional GIS Services. This proposal can be negotiated and changed to suit your needs and financial goals of your organization. In addition to creating the layers you requested, Ross Consulting will provide a well organized GIS and interface that will allow users to manage and update their GIS system in an easy-to-use and efficient way with step-by-step instructions. A public interface can also be created. Given the list of layers provided in the RFQ, it is a little difficult to provide a detailed quote without knowing the number of records that I need to map for each layer. Although the RFQ requests only layers to be created, I feel that it is extremely important to have a system in place immediately upon completion of each layer to keep each layer updated and accurate. The system I would set up for South Miami would include the outlines for 2 methods of updating the GIS. In Method 1, a web interface will allow authenticated users to add and edit records for the most common and simple editing tasks as well as allow the attachment of documents to records. Method 2 will require City Staff to provide me with all the details I need to perform each edit myself. I have provided you with a set up proposal and an additional proposal: Proposal 1: A one year contract in which 20 hours per week will be perfomed on the creation of the GIS layers of your choosing. Additionally, Proposal 1 includes the initial set up and installation of the GIS software and web interface and the layers outlined. I will be able to complete a large number of the layers requested within the first year of a contract. Additional Proposal: If the City wishes to have a clearly defined contract which that states that a specific set of layers will be created by a specified date for a specific price in addition to initial setup, then the City can also choose the Additional Proposal in addition to Proposal 1. Please feel free to contact me at 305-934-7992 or via email at rossgis@hotmail.com should you have any questions. Thank you very much for your time and consideration. Sincerely, Matthew Ross December 6, 2011 GIS Professional Services IDC Page 11 8' Ross GIS Consulting, Inc. GIS Professional Services Proposal 1 A one year contract in which 20 hours per week will be perfomed on the creation of the GIS layers of your choosing. Additionally, Proposal 1 includes the initial set up and installation of the GIS software and web interface and the layers outlined. I will be able to complete a I . Maps/Map Templates/Documents/Layers • Maps and ESRI Map Documents for Land Use, Flood Zones, Aerial Photos, and additional mxd files upon request. In addition to creating mxd files, additional layers will be created including the following: • Annotation/labels and layers that represent parks, schools, and other significant features. • Update/Create Land Use Map and Layer. • Create Flood Zone Map and Layer. • Street Annotation Layer and Street Map. • Create Address Annotation Layer and Address Map. • Creation of an llx17 map atlas, including the mxd, pdf, and a section layer that will be created and used to build the atlas. Each page will represent one section in the City. • GIS maps and Layers showing Lots, Blocks, and Plats. Included in the first year with a one- year agreement at 20 hours per month at $75 per hour. (atleast 10 hours of each month dedicated to the work outlined In bullets to the or on a s. For any Hourly Rate and Monthly Hours WebGIS software Ross GIS Consulting. The web interface will allow you to create mailing labels, select parcels, display all your GIS layers, provide links to deeds and plats, and create reports on parcels sales and many other reports in the future. Also, in the near future, web editing functionality will be incorporated into the web interface so that authenticated users will be able to log in and edit specific GIS layers and upload documents through the web GIS interface. The new GIS interface currently being developed will allow users to create, edit, and manage capital projects, resolutions, group homes, drainage projects, and more. December 6, 2011 monthly agreement that includes 10 hours per month or more, the hourly rate can be reduced to $75 per hour. For example, an agreement for 20 hours per $3,000 with purchase of a contract of 20 hours or more. Free WebGIS software upgrades included in contract. Includes installation of ArcGIS Server and the software. GIS Professional Services IDC Page 12 • Ross GIS Consulting, Inc. $1,800 ESRI ArcGIS Server Workgroup Standard Software This software allows you to create and host web- based GIS websites and will allow you to host the WebGIS software developed by Ross GIS. ArcGIS Server Workgroup Standard Edition will allow the $10,000 City to store up to 10 GB of data into an ArcSDE (Paid to ESRI) spatial database running on SQL Server Express 2008 R2. Given the size of the city, 10 GB of data should be plenty of space· for many years. Alternatively, the Standard edition ESRI ArcGIS ArcEditor License This is desktop GIS software which is used to create and develop your GIS data and manage your data in a multiuser geodatabase in SQL Server 2008 R2 Express Edition. You can also opt $7,000 to only purchase an ArcView License ($1,500) but you will not be able to do web editing or store your data in SQL Server as an ArcSDE database. ArcGIS Server works best with a newer server with a powerful CPU and a lot of RAM. Server must have a 64-bit Windows Server 2008 operati ng system. ~$4,000 for GIS Professional Services $2,500 (Paid to ESRI) $1,500-2,000 per year. -No GPS equipment needs to be purchased by the City. In addition to a wide format HP DesignJet printer, it is highly recommended that the City purchase an llx17 color laser printer to print 11x17 maps. the minimum $0 tower server. December 6, 2011 GIS Professional Services IDC Page I 3 • Ross GIS Consulting, Inc. GIS Professional Services Additional Proposal A clearly defined contract which that states that a specific set of layers will be created by a "')led I nil er date for a i in addition to initial GIS website. All house addresses will display on every parcel. Missing addresses will be populated so that the mailing label tool picks up all addresses. Permits -Since the City is upgrading to Sungard's OneSolution software, I contacted Sungard and spoke with Tami Mansfield from sales. She informed me that OneSolution has a built in GIS interface to ArcGIS Server, the ArcGIS desktop, and Google. She told me that you should not have to worry about exporting data to excel because the OneSolution Software provides a direct interface to ESRI and Google. Waste Routes, Routes Street Ii Street nner Plan Amendments Special I Exceptions December 6, 2011 $0 $0 $800 $3,000 1,000 for first 60 records. Depend on number of records. Estimate about 15 minutes per record. $1,500 but will need to Part of Proposal 1. Part of Proposal 1 monthly hours to set up the interface. Month 3 Month 8 3 Month 4 Month 4 GIS Professional Services IDC Page 14 • Ross GIS Consulting, Inc, defi ne the project to determine what is needed. $1,000 for first 60 Development records. Depend on Orders/Development number of records. Agreements Estimate about 15 minutes per record. County WASD has this information. This data Water and Sewer lines will be requested and updated each year or twice per year. $6,000 if done by Storm water inlets and drains myself. Much more if done by an engineer. Will need to consult an Storm water lines engineer to provide this information. Manhole Covers ~$1O,000. AT&T lines, Gas lines, FPL lines, -Cable lines and boxes. Sidewalks $2,800 ~1,500. City staff will Road Resurfacing need to provide the locations and records for this dataset. ~25 hours Traffic Signs, Signals, and ~$19,000 for all signs, Calming Structures mast arms, and calming structures December 6, 2011 GIS Professional Services . Month 4 Month 1 Depends on whether myself or Engineer will perform this work. Project needs more definition and discussion. Will need to consult an engineer to provide this information. We will have to define this project a little more. Large dataset and time consuming. An attempt can be made to get this information from the companies but I have tried in the past and they do not like to give the data out even when they have it. Month 4 Month 4 Month 12 GIS Professional Services IDC Page I 5 • Ross GIS Consulting, Inc. Flooding Complaints Water Valve Boxes Pavers ADA Ramps CIP Projects Bus Stops, Bus Shelters, Bus Stop benches. Bike Path Lanes, Bike Sharrows, Bike Racks Trees in ROW Outdoor Seating Agreements On-Street Parking Spaces Parking Agreements Off-Street Parking facilites Parking Meters Aerials Employee Locations December 6, 2011 $300. Will also setup the layers so that some users can add complaints over the Web GIS. $5,000 ~$400 $2,000. More definition of project is needed. ~$1,200 for first 50 records. For current and future projects, records will either be maintained by the RossGIS or by City staff via the Web GIS tools. $1,500 $1,700 ~$15,000 $500 ~$1,500 ~$1,500 ~$3,000 ~3,000 RossGIS will provide 2007 Aerials at no cost. $1,200 GIS Professional Services Month 3 Month 6 Month 6 Month 6 Month 3 Month 3 Month 4 Month 12 Month 3 Month 3 Month 3 Month 6 Month 12 Month 1 GIS Professional Services IDC Page 16 City of South Miami Production -Engineering Estimate Prepared by: Alion Science and Technology Contact: Glen Quesenberry -gguesenberrv@alionscience.com 12/8/2011 This Rough Order of Magnitude (ROM) identifies the generic costs associated with Alion Science and Technology providing professional GIS services to the city of South Miami. This document is organized into two areas" ongoing geospatial maintenance and creation of new geospatial data. Alion Science and Technology understands that this RFQ identifies the need for a separation ofthese services. Alion Science and Technology has over 15 years of geospatial support across the Department of Defense, including direct contract support to the U.S. Anny Geospatial Center (AGC), Defense Advanced Research Project Agency (DARPA), and the U.S. Naval Warfighting Development Command (NWDC). Technical Summary: In the list below specifics pertaining to both ongoing geospatial maintenance and new custom data generation is identified. Further information, when required will be provided in a technical proposal. 1-Current Systems Maintenance: a. Identification 1. Alion Science and Technology will perform a current systems capability analysis. This analysis will include documenting both Information Technology Capabilities, as well as Geospatial data authoring, storage, and dissemination capabilities. ii. Alion Science and Technology will deliver a Current Geospatial Capabilities and Geo-Int infrastructure report to the City. b. Gap-Analysis 1. Alion will identify the key stakeholders of the GIS system, and perform a requirements analysis for it's use. When this requirements document has been approved by the contract initiator (or city of South Miami), Alion Science and Technology will perform an analysis of the gaps in the currently identified system, and the required capabilities of the system. 10f3 ii. Alion Science and Technology will deliver a Current Systems Gap Analysis report to the City of South Miami, including recommendations for addressing major systems shortfalls. c. System modernization (if required) 1. Alion Science and Technology will integrate any actionable systems changes from this gaps analysis, as required while under contract within the Period of Performance within this RFQ. 2-GIS data creation: a. Pre-identified list of tables to be generated. i. Geo-Typical VBS2 terrain database for urban areas of Afghanistan. ii. Geo-specific VBS2 terrain databases for urban areas of Afghanistan. b. As-required Geospatial data creation support. i. Create terrain database with processed LIDAR data set, and provide the unprocessed equivalent to COSMOS. This would allow JSAF to federate to COSMOS with a common LIDAR based terrain elevation set. Technical Assumptions: I) The City of South Miami will incur expenses for the use of all desired ESRl Products, and associated Relational Database Engines that may be required. As such the City will also retain ownership of such software. 2) A full technical proposal will include both specific labor costs, as well as vendor quotes for software and hardware if needed. References I) U.S. Army Geospatial Center- Ed Lukert -703.428.6254 -Government 2) U.S. Navy NWDC - Gleun Goodman -757.857.5670 x515 Division Manager -Alion Science and Technology 3) IDA (DARP A rep) - George Lukes -glukes@ida.org Notes: The current DTRA AF/PAK CTDB will be renamed DTRA_SWA and be capable of adding in future terrain area enhancements as built. For example, if Iran was built, and of matching resolution, it would then be delivered in the DTRA _ SWA roll-up. 20f3 Fuuding to supply the CMB server requires a MIPR be sent to the U.S. Army Geospatial Center. More details below. Geospatial Support Labor Software Maintenance Amortization Admin/ Management Including all work previously mentioned within this ROM, both Geospatial and Analytical (One year time <lln,nnrt) 5% Software Maintenance Cost Sharing 4% Admin / Project Management Oversight 30f3 none Variable Dependent on software 7200 Variable