RFP FOR DIGITAL AERIAL IMAGERY SOLUTIONS SUBMISSION DEADLINE: Monday, December 2, 2013-3:00 p.m. EST Official clock will be www.greenwichmeantime.com OCPA Contact: Manish Bhatt, Chief Information Officer mbhatt@ocpafl.org 407 836 5021 SEALED RFP RESPONSES TO BE SUBMITTED TO: Manish Bhatt, CIO Orange County Property Appraiser's Office 200 South Orange Ave, Suite 1700 Orlando, Florida 32801 Page 1 of 8
The Orange County Property Appraiser s Office (OCPA) is requesting proposals that provide solutions for digital aerial imagery for Orange County, Florida.. 1. General terms and conditions Firms submitting proposals must be properly registered to conduct business. Firms may submit representative samples of similar or related work efforts, with reference information. Responses which do not contain the required information identified herein, or non-relevant work experience may not be considered. All submitted materials will not be returned and will become part of the project file and public record. 2. Proposal Response Format All responses to this Request for Proposals (RFP) must be submitted in a sealed envelope. A person duly authorized to act in such capacity must sign each proposal. Submissions shall include an original plus five (5) copies. All responses to this RFP must be submitted in the following format: Signed cover-page (see attachment 2) Detailed answers to questionnaire, including all submittals (see attachment 1) Detailed Project Plan - Provide a complete project work plan, which corresponds to all billable components of the project. Also include timelines (completion & delivery) for each phase. If your project approach specifies map accuracy requiring certification by a Professional Surveyor and Mapper (PSM) to comply with Chapter 472, Florida Statutes, identify the necessary personnel and provide a copy of Florida PSM license. Copy of the firm s current insurance. References - List at least three recent clients of comparable projects (include name, title, organization/company, phone, fax, email, physical address). 3. Opening Date and Time Sealed proposals for performing the work will be received and opened by the designated OCPA official at the time and place listed in the Tentative Schedule of this invitation. No telephonic or fax proposals will be accepted. Proposals and amendments to previously submitted proposals, or withdrawal of proposals submitted, if received by OCPA after the date and time specified for scheduled receipt, will not be considered. It will be the responsibility of the prospective vendor to see that their proposal is received in this office by the specified submission deadline. OCPA will announce award of the contract as soon thereafter as is practicable. Page 2 of 8
4. Clarifications of Terms If any prospective vendor has questions about the specifications or other solicitation documents, the prospective vendor should contact OCPA in writing, addressed to Manish Bhatt (note: contact information on the cover page). Any revisions to the solicitation will be made only by addendum issued by OCPA. Verbal responses and/or representation shall not be binding. 5. Default In the event of default or material breach by the contractor, OCPA reserves the right -- under the contract awarded pursuant to this RFP -- to procure the services from other sources, and to hold the Contractor liable for any excess cost occasioned thereby (including any legal costs incurred in collecting said costs). 6. Ethics in Public Contracting By submitting a proposal, the prospective vendor certifies that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any public employee having official responsibility for this procurement transaction, any payment, loan subscription, advance, deposit or money, services, present or promised unless consideration of substantially equal or greater value was exchanged. 7. Anti-Discrimination By submitting a proposal, the vendor certifies it has an equal employment opportunity policy which prohibits discrimination based upon race, religion, sex, color, national origin, disability, age, marital status, and sexual orientation. 8. Selection of Vendor using Competitive Negotiations OCPA will use a competitive negotiation process (Section 287.055, Florida Statutes) in selecting the source or vendor to provide this work. The proposal, as submitted, will be evaluated by OCPA. Three or more vendors deemed as best suited and qualified may be selected by the Selection/Negotiation Committee (SNC) for presentations, ranking and subsequent negotiations with the highest ranked vendor. Negotiations may then be conducted with these vendors and a determination made by OCPA as to who has made the best proposal and the contract awarded to that vendor. OCPA reserves the right to contract with more than one vendor or none of the short-listed vendors, for this solution. 9. Proposal Rejection OCPA reserves the right to reject any or all proposals, for any reason, and will not be liable for any vendor cost incurred in connection with the preparation and submittal for this Request for Proposals. Page 3 of 8
10. Evaluation Criteria The following are the criteria the SNC will consider in evaluating the proposals. The SNC will not necessarily assign equal weight to each evaluation category. Technical approach which improves data-quality, shortens delivery time and lowers cost. Ease of deployment and integration with current Geospatial systems. Experience with acquiring and processing county-wide ortho-photos at 3 GSD or better. Completeness of the proposal, including responses to questionnaire (attachment 1). Ability to communicate the value proposition. Quality of technical presentation. Other relevant factors set forth in Section 287.055(4), Florida Statutes. 11. Tentative Schedule RFP issued: Nov 22, 2013. o Vendors who have contacted us offering similar services are notified. o Posted online: http://www.ocpafl.org/other/bidsrfps.aspx Published in Orlando Sentinel for a day during November 25 November 29, 2013. RFP closing date Monday, December 2, 2013 at 3pm. Proposals opened Random drawing to determine technical presentation slots Inform vendors regarding their allocated presentation slots December 2, 2013 by 5pm E.S.T. Technical Presentations o Slot 1 Tuesday, December 10, 8:30 am 10:30 am at OCPA office o Slot 2 Tuesday, December 10, 11:00 am 1:00 pm at OCPA office o Slot 3 Tuesday, December 10, 2:00 pm 4:00 pm at OCPA office o Slot 4 Wednesday, December 11, 8:30 am 10:30 am at OCPA office o Slot 5 Wednesday, December 11, 11:00 am 1:00 pm at OCPA office o Slot 6 Wednesday, December 11, 2:00 pm 4:00 pm at OCPA office Vendor ranking will be announced on or before Thursday, December 12, 2013 Contract Negotiations December 12 December 13, 2013 Tentative date to award contract Friday, December 13, 2012 Aerial Data Acquisition Between January 1, 2014 and January 15, 2014 Page 4 of 8
12. Payment The total contract price and payment schedule will be negotiated during the contract negotiations phase, after the vendor short-listing and ranking process is completed. 13. Permits and Licenses by Contractor The vendor shall make all necessary applications for permits and licenses of a temporary nature that are required for the execution of the work. 14. Compliance with Regulations The vendor shall give all notices and comply with all laws, ordinances, rules and regulations bearing on the conduct of the work. If the vendor performs any work knowing it to be contrary to such laws, ordinances, rules or regulations, and without such notice to OCPA, the vendor shall bear all costs arising there from. 15. Protection of Work, Property and Persons The vendor shall adequately protect the work, adjacent property, and the public, and shall be solely and fully responsible for any damage or injury caused by the vendor or its authorized agent s acts or negligence. 16. Changes in Work OCPA, acting through authorized representatives, may order extra work, or make changes by altering, adding to, or deducting from the work, and with the contract sum being adjusted accordingly. All such orders and adjustments shall be in writing, signed by representatives of the OCPA and the vendor, and such work shall be performed under the conditions of the original contract. No extra work or changes involving extra costs shall be made unless pursuant to a written order by OCPA, and no claim for an addition to the contract shall be valid unless so ordered. 17. Jurisdiction and Venue This RFP and the contract related hereto shall be interpreted and construed in accordance with and governed by the laws of the State of Florida. Venue for litigation concerning this RFP and contract shall be exclusively in Orange County, Florida. 18. Indemnification The vendor shall be fully liable for the actions of its agents, employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the OCPA and its officers, agents and employees from suits, actions, damages, and costs of every name and description, including attorney s fees, arising from or relating to personal injury and damage to real or tangible personal property, alleged to be caused in whole or part by the vendor, its agents, employees, partners or subcontractors; provided however, that the vendor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the OCPA. Page 5 of 8
ATTACHMENT 1: QUESTIONNAIRE Questions Submittals / Requirements / Notes 1. List available options for pixel resolution and ground-sampling distance (GSD). Vendor must be able to deliver imagery with a minimum of 3 pixel resolution. 2. List delivery date of county-wide aerials (assuming data acquisition between Jan 1, 2014 Jan 15, 2014). What conditions may delay meeting your delivery times? How would you handle such delays? 3. What camera system/s do you propose to use for this project? 4. Would your firm agree to a stipulation in the contract, which calls for $500/day penalty for missing the delivery date? 5. List options for spatial accuracy (vertical and horizontal). If your product is certified for spatial accuracy by a Professional Surveyor and Mapper (registered in Florida), please specify surveyor s name, and license number. 6. How does your firm differentiate from other vendors in your business? Explain whether your differentiator is cost, quality, process, expertise, innovation, etc 7. How would your firm assist us in case of a natural disaster? 8. What quality assurances do you offer? Would you agree to make those a part of the contract? What turn-around time do you offer to return the Page 6 of 8 MUST provide 8.5 x11 color-printouts of 3 pixel resolutions and GSD at both 1 inch = 50 feet and 1 inch = 25 feet scales. Samples may be from your recent jobs. Use residential areas for your samples. Make sure to include timelines in your project plan. Identify whether you will use 8-bit or 16-bit for data capture and data processing. OCPA will provide existing ground control points and latest available LIDAR/DEM/DTM/Breaklines where available. The vendor may propose other methods to achieve their proposed spatial accuracy. Make sure to explain your QC effort in your project plan or a separate submittal. corrections? 9. In what ways would your firm benefit the local Orange County economy - for this project? 10. What is the average overlap/side-lap in Please specify how you would remove/reduce
your data collection? 11. What coordinate system/projection/datum would the data be delivered in? 12. What guarantees do you give for cloud/smoke/fog/shadow free Imagery? Would you make these guarantees, a part of the contract? 13. Does your solution support seamless mosaic imagery? Does your solution offer edge matched tiling or overlapping tiling? 14. Please outline your data ownership policy for the deliverables. Are there any restrictions on distributing, selling, or publishing your data? Please specify details if your company has a revenue sharing model. 15. What other value-added products/solutions do you propose with this solution? 16. Please list your project team, specifying their role and qualifications. 17. Please provide a complete list of deliverables for each proposed option. building lean. Demo or sample data required if you propose seamless data. Specify if additional cost incurred to OCPA. Page 7 of 8
ATTACHMENT 2: REQUEST FOR PROPOSAL COVER PAGE This signature sheet must be returned with your proposal as the cover page. VENDOR: 1. The undersigned is an authorized representative of the firm and is designated to submit this RFP. 2. In order to be considered for selection, the Vendor must submit a complete response to this request for proposal. 3. In submitting this proposal, it is agreed that OCPA reserves the right to waive informalities and to reject any and all proposals. 4. Attached hereto and made a part of this proposal is all of the information required by or requested in the RFP. Authorized Signature Printed Name Title Date Company Name Mailing Address City, State, Zip Phone No. Fax No. Federal Employer ID No E Mail. Circle one: -- Individual -- Partnership -- Corporation If a corporation, incorporated under the laws of the state of Licensed to do business in the State of Florida? yes no Page 8 of 8