Request for Proposal #

Request for Proposal # 2016-054

GIS Editing & Updating Services

Due Date: July 7, 2016

Time: 2:00PM

Receipt Location: Government Center, 500 N. Main Street,

7

Floor, Room #709, Monroe, NC 28112

Procurement Contact Person

Name: David Shaul

Title: Procurement Specialist

Procurement Division

E-mail:

[email protected]

Telephone: 704.283.3601

GIS Editing & Updating Services

Introduction

Union County, North Carolina (population 212,756) is located in the central, southern piedmont. The County provides its citizens with a full array of services that include public safety, water /wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration.

The Union County, through its Public Works Department (UCPW), operates and maintains a regional water utility system that provides retail water and wastewater service to over 43,000 water customers and 28,000 sewer customers within unincorporated Union County and 11 of the 14 municipalities within the County. UCPW currently meets the water and wastewater needs of more than one half of Union County’s population. UCPW provides wholesale water supply to the Town of Wingate and also has a water sales agreement with the City of Monroe to sell up to 2 million gallons per day to the City as part of their long term water supply strategy. Union County Public Works is seeking professional services to assist with adding new public sewer and water assets into the Public Works Geographic Information System (GIS) through GIS editing and digitizing. These services will not require field-survey work. The services will assist with the current backlog of assets not currently in the public works GIS, as well as on-going services to add new assets into the system.

Project Scope & Technical Specifications

One of the following sources will be provided for each project to update the water and sewer geodatabase:

1. Certified Final As-Built Construction Drawing in PDF format – these digital documents can be converted into geo-referenced images and then used to digitize the required utility assets.

2. Computer Assisted Drawings (AutoCAD) of the construction as-builts – these digital files may or may not be projected.

3. Submittals that conform to the UCPW’s standard for Digital and GIS Data Requirements for Construction Drawings and As-Built Submittals.

Examples of these sources can be provided upon request. An estimate of over 130,000 linear feet of utility main (water and sewer) is currently in backlog (by means of option 1 above) and available for processing into the current GIS. Missing assets are periodically identified and are needed to be processed, most often through either option 1 or 2. On-going completed projects are routinely submitted by developers and will be processed by option 3 or option 1.

Required Data and Standards

New utility assets must conform to the standards, scale, and attribute controls found within the current Utilities Geodatabase. A list of required utility features and corresponding attributes as well as a list of current editing rules and guidelines can be found in Appendix A – Features & Attributes, Editing Rules & Guidelines. In most cases, attribute domains are used within the geodatabase to confirm data accuracy. In addition, all new features must match the Coordinate System currently used by Union County Public Works:

North Carolina State Plane Coordinate System (grid coordinates, not ground coordinates):

 Horizontal:

o North Carolina State Plane Coordinate System FIPS 3200 Feet o North American Datum 1983

 Vertical:

o North American Vertical Datum 1988, U.S. Survey Feet

Data Transfer

File and data transfer for the sewer and water geodatabase will occur through the ArcGIS Distributed Geodatabase toolset. At the start of an updating project (and at various points throughout), a single Check-Out child replica of the master geodatabase will be provided for the addition of new utility assets. At submittal, the check-out will be returned to UCPW for review, and either synchronized with the master geodatabase if approved, or returned for additional data corrections and further review.

Detailed Submittal Requirements

Proposal Format

Proposers should prepare their proposals in accordance with the instructions outlined in this section. Each proposer is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP. Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included.

The proposal should be organized into sections:

 Tab A for the Company Background;

 Tab B for Project Management;

 Tab C for Quality Assurance / Quality Control;

 Tab D for Subject and Technical Expertise;

 Tab F for Required Signature Forms; Appendix A, Features & Attributes, Editing Rules & Guidelines; Appendix B, Proposal Submission Form; Appendix C, Addenda

Receipt and Anti-Collusion; and Appendix D, Iran Divestment Certification.

Tab A - Company Background

Please provide the following information about your company. Respond to each item and provide supporting documentation and/or exhibits as requested or desired.

1. Company Name Address

Telephone Number Fax Number E-mail Address

Name of Single Point of Contact

Name of Person with binding authority to enter into contracts

2. Describe your company’s purpose, mission and values and explain how they will support the relationship with Union County.

3. Provide a history of your company.

4. Describe general characteristics that differentiate your company from others in the industry. Include any special advantages your services and system provides.

Tab B - Project Management

1. Describe your understanding and method of approach to successfully complete this project.

2. Provide a list of three (3) references.

Tab C – Quality Assurance / Quality Control

Describe the processes you will employ to mitigate data errors and inaccuracies.

Tab D – Subject and Technical Expertise

Describe your qualifications, knowledge, and experience with creating, editing, and digitizing, water and sewer assets in a GIS.

Tab E – Project Fee

Project fee is to be: Unit fee per Linear Foot(LF) - Develop a standard digitizing and editing cost into a calculation of fee per linear foot of main (water or sewer) digitized. Total main footage within an as-built can range from 25ft to over 15,000ft within a single project.

Tab F - Required Signature Forms

Proposers should include signed copies of the following documents: Features & Attributes, Editing Rules & Guidelines, Appendix A

Proposal Submission Form, Appendix B

Addenda Receipt and Anti-Collusion, Appendix C Divestment Act Certification Form, Appendix D

Bid Submittal Deadline and Bid Addendum Information

Bid Submission Deadline

Submittals shall be sealed and labeled on the outside RFP# 2016-054, GIS Editing & Updating Services. Submittals are to be received by the Union County, Procurement Division by 2:00

p.m., July 7, 2016. Bids received after the stated time will not be considered. The official time

shall be kept by the wall clock in the Finance Department, 7th Floor.

Mail or hand-deliver submission packets to:

Union County Government Building

Administrative Services, Procurement Division 500 North Main Street, Suite #709

Monroe, NC 28112

Attention: David Shaul, Procurement Specialist

Electronic (email) or facsimile submissions will not be accepted.

There is no expressed or implied obligation for Union County to reimburse firms for any expenses incurred in preparing bids in response to this request.

Union County reserves the right to reject any or all bids if, in its opinion, such rejection is in the best interest of the County.

Bid Questions

Submit questions by e-mail to David Shaul at [email protected] by June 29, 2016 - 5:00 PM EST. The email should identify the RFP number and project title. All questions

and answers may be posted as addenda on www.co.union.nc.us and www.ips.state.nc.us. Union County may modify the RFP prior to the date and time fixed for submission of proposals by the issuance of an addendum.

Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in the written addenda. Receipt of Addenda shall be acknowledged by the Bidder on Appendix C, Addenda Receipt and Anti-Collusion form.

APPENDIX A -

RFP # 2016-054

GIS Editing & Updating Services

WATER SEWER

ARV (Air Release Valve) Main (Water Main) ARV (Air Release Valve) PS (Pump Station)

InstallDate Material Northing Northing

Editor Diameter Easting Easting

Northing CasingSize InstallDate InstallDate

Easting CasingMat (all Ductile) Editor

Elevation JointType ARV_Depth MH (Manhole)

Project_Name Elev_Rim Northing

BFP (Backflow Preventor) InstallDate Easting

Type Editor CO (Cleanout) InstallDate

Elevation PermitNum Northing Editor

InstallDate Easting RimElevation

Editor Meter (Meter Box) InstallDate Depth

Northing InstallDate Editor

Easting Editor SWR_Valve

Northing FM (Force Main) Northing

Fittings Easting Diameter Easting

Subtype Material InstallDate

InstallDate Service (Service Lateral) InstallDate Editor

Editor InstallDate Editor

Northing Editor PermitNum SERVICE (Service Line)

Easting Material (all Copper) InstallDate

Diameter (all 3/4") Gravity (Gravity Main) Editor

Hydrant PermitNum

InstallDate Valves InstallDate

Editor Size Editor

Northing ValveType Diameter

Easting Northing Material

Easting UpstreamElevation

Hydrant_Lateral InstallDate DownstreamElevation

Material Editor PipeGrade

Diameter Project_Name InstallDate Vault Editor Northing Easting InstallDate Editor Type

APPENDIX A -

Editing Rules and Guidelines WATER:

Break Water Main at: Don't Break at:

Material Change (use fitting at break) Tap, Bends

Size Change (use fitting at break) Laterals or Lateral Services All Pressurized Mains Intersections (use "tee" fitting) Valves (unless system valves):

Normally Open System Valves

System Valves: Check, Gate Valves

Pressure Reducer Valves Pressure Zone Separation Valves Reservoir Valves

System Separation (normally closed) Altitude Valves

Pump Stations Treatment Plants Reservoir

Additional Rules:

1. Add "Fitting" (tap) feature to all service line taps for meters; don't break main 2. Add "Fitting" (tee) to Hydrant Lateral / Water Main; don't break main

SEWER:

Break Gravity Main at: All Manholes

Don't Break at:

Taps for Service Lines / Cleanouts

I certify that all work performed will include the features & attributes identified by Union County and will follow the editing rules and guidelines contained in this Appendix.

_____________________________ ______________________ Proposer Date

________________________________ ______________________

APPENDIX B - PROPOSAL SUBMISSION FORM

RFP # 2016-054

GIS Editing & Updating Services

This Proposal is submitted by:

Company Name: _________________________________________________________ Representative (printed):__________________________________________________ Representative (signed):__________________________________________________ Address: __________________________________________________________ __________________________________________________________ City/State/Zip:__________________________________________________________ E-Mail Address:__________________________________________________________ Telephone:_____________________________________________________________

(Area Code) Telephone Number

Facsimile: __________________________________________________________ (Area Code) Fax Number

It is understood by the Proposer that Union County reserves the right to reject any and all Proposals, to make awards according to the best interest of the County, to waive formalities, technicalities, to recover and rebid this RFP. Proposal is valid for one hundred and eighty (180) calendar days from the Proposal due date.

_____________________________ ______________________ Proposer Date

________________________________ ______________________

APPENDIX C – ADDENDA RECEIPT and ANTI-COLLUSION

RFP # 2016-054

GIS Editing & Updating Services

Please acknowledge receipt of all addenda by including this form with your Proposal. Any questions or changes received will be posted as an addendum on www.co.union.nc.us and www.ips.state.nc.us. It is your responsibility to check these sites for this information.

ADDENDUM #: DATE ADDENDUM

DOWNLOADED ____________________ ________________ ____________________ ________________ ____________________ ________________ ____________________ ________________

I certify that this proposal is made in good faith and without collusion with any other proposer or officer or employee of Union County.

_____________________________________ _____________________

(Please Print Name) Date

_____________________________________ Authorized Signature _____________________________________ Title _____________________________________ E-Mail Address _____________________________________ Company Name

APPENDIX D - IRAN DIVESTMENT ACT CERTIFICATION

RFP # 2016-054

GIS Editing & Updating Services

Name of Vendor or Bidder:_ ________________________________________________________

IRAN DIVESTMENT ACT CERTIFICATION REQUIRED BY N.C.G.S. 143C-6A-5(a)

As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 143-6A-4.

The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement.

Signature Date

Printed Name Title

Notes to persons signing this form:

N.C.G.S. 143C-6A-5(a) requires this certification for bids or contracts with the State of North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times:

 When a bid is submitted;

 When a contract is entered into (if the certification was not already made when the vendor made its bid); or

 When a contract is renewed or assigned.

N.C.G.S. 143C-6A-5(b) requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer’s Final Divestment List.

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and will be updated every 180 days.