REQUEST FOR PROPOSAL PHOTOGRAMMETRY & TAX MAP

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REQUEST

FOR

PROPOSAL

PHOTOGRAMMETRY & TAX MAP

Issuing Agency: [address] [address] [address] [address] [address]

For more information contact:

[address] [address] [address] [address] [address]

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NOTICE TO RESPONDENTS

NOTICE IS HEREBY GIVEN that proposals and qualifications are being solicited by

[municipality] to produce aerial photogrammetric products and a new, State certified Tax Map, spatially referenced to the aerial base. All mapping shall be directly supervised by a New Jersey licensed Professional Land Surveyor.

The RFP package for this project may be obtained at the following address during regular business hours (8:30 am to 4:30 pm). [address] [address] [address] [address] [address]

Interested respondents shall submit one (1) original and ten (10) bound copies of their proposal, of which one copy must be unbound for further copying (if necessary). Alternatively, respondents may submit one (1) unbound original copy accompanied by a CD-ROM containing a fully compiled, softcopy version of their proposal in Microsoft Word or Adobe PDF format. The Owner requires that the RFP response be submitted by [date] prior to [time] EST. This is not a bid and no public reading of the proposals will be held.

[optional]

There is a mandatory pre-proposal meeting scheduled for [date] at [time] EST at the following location: [address] [address] [address] [address] [address]

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1.0 INTRODUCTION

The Mayor and administration of the [municipality], [county], New Jersey, hereinafter referred to as the “Owner”, have initiated a multi-phased effort toward the development and implementation of an enterprise-wide Geographic Information System (GIS). The project requested through this Request for Proposal (RFP) is another aspect of the Owner’s overall plan.

The Owner is soliciting proposals from experienced and qualified firms for the production of aerial photogrammetric mapping and the development of a new, New Jersey certified Tax Map, referenced to the aerial base and linked to the existing digital tax assessment database. The new Tax Map must be developed using a methodology based in geometric construction, close mathematically, conform to the referenced regulations, use the digital resources and templates available from the State, and be approved by New Jersey Treasury Department, Division of Taxation, Local Property Branch. The project deliverables will serve as the basis of the Owner’s enterprise GIS. This request for proposal (RFP) document sets forth applicable administrative requirements, a scope of services, proposal requirements, general conditions and guidelines to be incorporated in an agreement between the Owner and the firm to be selected to be responsible for providing for the preparation of the new maps, hereinafter referred to as the “Tax Map Consultant”.

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2.0 ADMINISTRATIVE CONDITIONS & REQUIREMENTS

The following items express the administrative conditions and requirements of this RFP. Together with the other RFP sections, it will apply to the RFP process, subsequent contract negotiations, and the project’s production. Any proposed change, modification, or exception to these conditions and requirements may be a basis for the Owner to determine the proposal as non-responsive to the RFP and will be a factor in the determination of an award of a contract agreement. The contents of the successful Respondent’s proposal, as accepted by the Owner, will become part of any contract awarded as a result of this RFP.

2.1 Proposal Submission Information

Submission Date & Time: [date] prior to [time] EST

One (1) original & ten (10) bound copies of their proposal, of which one copy must be unbound for further copying (if necessary). Alternatively, respondents may submit one (1) unbound original copy accompanied by a CD-ROM containing a fully compiled, softcopy version of their proposal in Microsoft Word or Adobe PDF format.

Submission Address: [address] [address] [address] [address]

Attention: [contact name] [contact title]

Section 4.0 of this RFP provides minimal submission requirements. Please clearly mark the submittal package with the title of this RFP and the name of the responding firm. The original proposal shall be marked to distinguish it from the copies. This is not a bid and no public reading of the proposals will be held. Only those RFP responses received before the submission date and time specified will be considered. Responses forwarded to the Owner before the submission date and time specified above may be withdrawn upon written application of the Respondent. The request must provide evidence showing that the individual is or represents the principal or principals responsible for the submitted proposal. After the submission date and time specified above, responses that have been collected by the Owner must remain firm for a period of sixty (60) days.

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2.2 Owner Representative [optional]

The Owner has designated [consultant name], as their GIS Consultant to assist in the administering of this RFP and oversight of the proposed project work.

The Owner has placed an emphasis on optimizing its resources and enhancing its internal data management/use through technology. An important consideration of this project is that the mapping and data deliverables (including intermediate work products) coordinate and integrate with the Owner’s planned and developing GIS. The successful Respondent will be required to coordinate its work with the Owner’s GIS Consultant who will be using the deliverables of this project in current and subsequent work.

2.3 Interpretations & Addenda

Respondents are expected to examine the RFP with care and observe all specified requirements. All questions about the meaning or intent of this RFP are to be directed to the [owner’s primary contact] prior to or at the pre-proposal conference. Interpretations or clarifications considered necessary by [owner’s

primary contact] in response to such questions will be addressed at the proposal conference. The Owner will issue an addendum following the pre-proposal conference highlighting the clarifications made during the discussion. The addendum will become part of the RFP. Failure of any respondent to receive such Addenda shall not relieve the respondent from any obligation under the RFP as submitted.

No questions will be accepted after the date of the pre-proposal conference. Please direct questions to: [owner’s primary contact]

[address] [address] [address] [address]

Telephone: [telephone number]

Facsimile: [fax number]

2.4 Reference Specifications

The State of New Jersey, Department of Treasury, Division of Taxation publication entitled, “Tax Maps - Regulations and Standards – updated 2008, or the latest revisions thereto, shall be considered as an integral part of this project. In cases of conflicts in these specifications affecting State Certification, the State regulations shall prevail. Any deviations from the above referenced specifications must be mutually agreed upon by the Local Property Branch of the Division of Taxation, the Owner, the designees of the Owner, and the Tax Map Consultant.

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The validity and interpretation of each clause and/or part thereof of the referenced specifications, this document, and of any resulting contract document shall be governed by the laws of the State of New Jersey.

The digital work performed by the Tax Map Consultant and provided under this contract shall comply with the Owner’s applicable standards and requirements.

2.5 Proposal Cost Form

For simplicity, the RFP contains a costing sheet. All blank spaces in the Proposal Cost Form must be filled in ink or by typewriter, and no change shall be made in the wording or of the items contained therein. If any changes are made, that shall be cause for the Owner to reject any proposal, in the Owner’s discretion depending upon the significance of the change. All erasures, interpolations, or other physical changes in the Proposal Cost Form shall be signed or initialed by the Respondent.

Subject to the Owner’s right to correct a Respondent’s mathematical totals, a discrepancy between the word and numeral for a particular item will be resolved in favor of the word (if applicable). In the event of error in extension of unit prices bid multiplied by quantities, the unit price bid shall be held, and the Owner will make the correct extension and insert the corrected total. This corrected total shall be that which is considered in the overall proposal evaluation (see Section 4.0).

The Proposal Cost Form of an individual must be signed by the individual, whose signature must be witnessed; and whose business address and any business trade name must be stated. The Proposal Cost Form of a partnership must state the names and addresses of all partners, and the partnership business name and address; and it must be signed by at least one partner, with the signature witnessed. The Proposal Cost Form of a corporation must show the State of incorporation and the principal office address, and must be signed by the President or Vice President, with the corporate seal affixed, attested by the Secretary or Assistant Secretary. All names must be typed or printed below the signature. Digital submittals shall include a digital replica of the Proposal Cost Form complete with a digital signature(s) closely resembling the signature(s) on unbound hardcopy version.

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2.6 Quantities of Estimate

Wherever the estimated quantities of work to be done are shown in any section of this RFP, including the Proposal Cost Form, they are given for use in comparing proposals. The Owner especially reserves the right (except as herein otherwise specifically limited) to increase or diminish the quantities as may be deemed reasonably necessary or desirable by the Owner to complete the work detailed by this contract. Such increase or diminution shall in no way violate this contract, nor shall any such increase or diminution give cause for claims or liability for damages.

2.7 Cost Liability & Additional Costs

The Owner assumes no responsibility and no liability for costs incurred by respondents prior to the issuance of an agreement. The liability of the Owner shall be limited to the terms and conditions of the contract.

Respondents will assume responsibility for all costs not stated in their proposals. All hourly rates either stated in the proposal or used as a basis for its pricing are required to be all-inclusive. Additional charges for indirect costs, fees, postage, licensing, commissions, taxes, travel, subsistence, report preparation, administrative tasks, administrative and clerical support, overhead, etc., are not to be billed and will not be paid.

2.8 Ownership of Material

The Owner shall retain all of its right, title and interest in and to any and all documents and property furnished by the Owner to the Tax Map Consultant, for the purpose of assisting the Tax Map Consultant in the performance of this or any resulting contract. All such items shall be returned immediately to the Owner at the expiration or termination of the work or completion of any related services, pursuant thereto, which ever comes first. None of such documents and/or property shall be disclosed to others or used by the Tax Map Consultant or permitted by the Tax Map Consultant to be used by third parties at any time except in the performance of the resulting contract without the written consent of the Owner.

Ownership of all data, materials and documentation originated and prepared for the Owner pursuant to this contract shall belong exclusively to the Owner. All service engagements under this contract are considered “work for hire”. All data, reports, computerized information, programs and materials related to this project shall be delivered to and become the property of the Owner upon completion of the project. The Tax Map Consultant shall not have the right to use, sell, or disclose the total of the interim and final work products, or make available to third parties, without the prior written consent of the Owner. All information supplied to the Owner shall be supplied on CD-ROM media compatible with the Owner’s computer operating system and GIS Enterprise.

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2.9 Statutory & Other Requirements

The following provisions shall be applicable to this RFP and be made a part of the Respondent’s response. Digital submittals shall include a digital replica of the forms associated with the following items complete with a digital signature(s) closely resembling the signature(s) on unbound hardcopy version.

2.9.1 Business Registration Certificate

On June 28, 2004, Governor James E. McGreevey signed a bill into law (Laws of 2004 - S-1778) which expands the NJ State Business Registration to local and county governments.

Effective September 1, 2004, all companies who desire to enter into a contract with a county or municipality must register and obtain a “Business Registration Certificate” issued by the NJ Department of Treasury, Division of Revenue. The law defines a “Business Organization” as individual, partnership, association, joint stock company, trust, corporation or other legal business entity or successor thereof.

Under the bill, there are no exceptions for any vendors providing goods or services, professionals, Tax Map Consultants, or subcontractors to provide a copy of their business registration in response to a proposal solicitation at the time a proposal is submitted or before the issuance of a purchase order or other contracting document. Non-compliance when submitting any bid or RFP will be subject to audit comment, recommendation and corrective action. It shall be the Respondent’s responsibility to inform their subcontractors of this requirement.

2.9.2 Certificate of Authorization (COA)

Please be advised that any corporation (except a professional service corporation established pursuant to the Professional Service Corporation Act, N.J.S.A. 14A:17 et seq.), offering or providing professional engineering and/or land surveying services in the State of New Jersey must obtain a Certificate of Authorization (COA) from the State Board of Professional Engineers and Land Surveyors to perform these functions. Once your COA application has been approved, you will be issued a Certificate number, and that certificate number must also be indicated in your Title Block. Any corporation offering or providing said services without the requisite COA is in violation of N.J.S.A. 45:8-56.

The Respondent’s proposal shall include either a copy of their COA (if applicable) or a statement identifying that the COA requirement is not applicable.

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2.9.3 Insurance and Indemnification [verify limits]

The Tax Map Consultant shall obtain and maintain during the life of the Contract the following Insurance requirements. Evidence of insurance shall be provided as a condition of award of contract.

Worker’s Compensation and Employer’s Liability Insurance. This insurance shall be maintained in force during the life of this contract by the respondent covering all employees engaged in performance of this contract in accordance with the applicable statute. Minimum Employer’s Liability $500,000.

Professional Liability Insurance/Errors and Omissions. This insurance shall have limits of not less than $1,000,000 per claim and $2,000,000 aggregate for claims arising out of Professional Services provisions under this Contract. Upon termination of the Contract, the Tax Map Consultant shall present evidence of an extended reporting period to provide coverage for claims for a period of three (3) years from the date of termination. General Liability Insurance. This insurance shall have limits of not less than $1,000,000 any one person and $1,000,000 any one accident for bodily injury and $1,000,000 aggregate for property damage, and shall be maintained in force during the life of this contract by the respondent. Automobile Liability Insurance. This insurance covering the respondent for claims arising from owned, hired and non-owned vehicles with limits of not less than $500,000 any one person and $500,000 any one accident for bodily injury and $500,000 each accident for property damage, shall be maintained in force during the life of this contract by the respondent. Certificates of the Required Insurance. Certificates as listed above shall be submitted along with the contract as evidence covering Comprehensive General Liability, Comprehensive Automobile Liability, and where applicable, necessary Worker’s Compensation and Employer’s Liability Insurance. Such coverage shall be with acceptable insurance companies operating on an admitted basis in the State of New Jersey and shall name the Owner and [owner’s representative] as an additional insured.

Indemnification. The successful respondent will indemnify and hold harmless the Owner and [owner’s representative] from all claims, suits or actions and damages or costs of every name and description to which the Owner or [owner’s representative] may be subjected or put by reason of injury to the person or property of another, or the property of the Owner or

[owner’s representative], resulting from negligent acts or omissions on the part of the respondent, the respondent’s agents, servants or subcontractors in the delivery of materials and supplies, or in the performance of the work under this agreement.

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2.9.4 Mandatory Affirmative Action Certification

No firm may be issued a contract unless it complies with the Affirmative Action requirements of P.L. 1975, C.127. The Successful Respondent must submit, within seven (7) days after the receipt of the notice of intent to award the contract or the receipt of the contract, one of the following: 1. A photocopy of a valid letter for an approved Federal Affirmative

Action Plan (good for one (1) year from the date of the letter), or 2. A photocopy of an approved Certificate of Employee Information

Report, or

3. If the respondent has none of the above, the public agency is required to provide the vendor with an initial Affirmative Action Employee Information Report (AA-302)

2.9.5 Stockholder Disclosure

Chapter 33 of the Public Laws of 1977 provides that no corporation or partnership shall be awarded any contract for the performance of any work of the furnishing of any materials of supplies, unless, prior to the receipt of the proposal or accompanying the proposal of said corporation or partnership, there is submitted a statement setting forth the names and addresses of all stockholders in the corporation or partnership who own ten (10) percent of more of its stock of any class, or of all individual partners in the partnership who own a ten (10) percent or greater interest therein. The Respondent is required to complete and submit the disclosure that is included in this RFP (see Appendix B).

2.9.6 Non-Collusion Affidavit

The Non-Collusion Affidavit, which is part of this RFP (see Appendix B), shall be properly executed and submitted with the RFP response.

2.9.7 Debarred, Suspended and Disqualified Bidder Provision

The Respondent shall submit with its RFP response a sworn statement, which is part of this RFP (see Appendix B), signed by an officer or partner of the Respondent’s firm, indicating whether or not the Respondent is, at the time of the proposal, included on the State Treasurer’s List of Debarred, Suspended, or Disqualified Bidders.

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2.10 Subcontractors

The Owner will consider the Successful Respondent identified as the Prime Contractor to be the sole point of contact with regard to contract matters. The Prime Contractor will be required to assume sole responsibility for delivery of all services.

The Prime Contractor will not be permitted to substitute for Subcontractors, which are shown on the list submitted with the RFP response, without first obtaining prior written approval from the Owner.

2.11 Compliance with Laws

The Tax Map Consultant shall provide the Owner with professional photogrammetric and land surveying services in all aspects of the Work to which the resulting Contract applies. Any agreement entered into between the Successful Respondent and the Owner must be in accordance with and subject to compliance by both parties with the Local Public Contracts Law of New Jersey and the specific provisions of N.J.S.A. 40A: 11-5(a) thereof pertaining to professional services. The Successful Respondent must agree to comply with the non-discrimination and all other laws and regulations applicable to the performance of services thereunder. The Successful Respondent will be required to sign and acknowledge such certificates as may be required by this section. The Successful Respondent shall be responsible for obtaining and maintaining any applicable permits or licenses from any government entity that has jurisdiction to require the same. All proposals shall include this cost (if applicable).

2.12 Multiple Bids Not Allowed

More than one bid from an individual, a firm or partnership, a corporation or association under the same or different names shall not be considered.

2.13 Proposals to Remain Subject to Acceptance

RFP responses shall remain open for a period of sixty (60) calendar days from the stated submittal date. The Owner will either award the Contract within the applicable time period or reject all proposals.

The Owner may extend the decision to award or reject all proposals beyond the sixty (60) calendar days when the bids of any Respondents who consent thereto may, at the request of the Owner, be held for consideration for such longer period as may be agreed.

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2.14 Unbalanced Bidding

It is the intention of the Proposal Cost Form contained in this RFP to permit Respondents to recite a fair price to furnish the various professional work tasks. It is also the intention of the Proposal Cost Form contained herein to allow the Owner to not sustain a cost for labor and materials above a fair price. Any Bid, which in the opinion of the Owner or [owner’s representative] is unbalanced, may be rejected.

2.15 Unsatisfactory Past Performance

Proposals received from Respondents who have previously failed to complete contracts within the time scheduled therefore, or who have performed prior work for the Owner in an unacceptable manner, may be rejected.

2.16 Availability of Funds

Pursuant to statutory requirements, any contract resulting from this RFP shall be subject to the availability and appropriation of sufficient funds by [governing body]. Continuation of the terms of this contract beyond the fiscal year is contingent on availability of funds in the following year’s budget. In the event of unavailability of such funds, the Owner reserves the right to cancel this contract.

2.17 Rejection of Proposals

The Owner reserves the right to reject any or all proposals, or to reject any proposals if the evidence submitted by, or investigation of such Respondent fails to satisfy the Owner that such Respondent is properly qualified to carry out the obligations of the RFP and to complete the work contemplated therein.

Proposals that are incomplete, conditional, or obscure, or which contain additions not called for, erasures, alterations, or irregularities of any kind, may be rejected as informal. The Owner, however, reserves the right to waive any informality in the RFP.

2.18 Failure to Enter Contract

Should the Respondent, to whom the contract is awarded, fail to enter into a contract within fourteen (14) days, Sundays and holidays excepted, the Owner may then, at its option, accept the proposal of another Respondent.

2.19 Commencement of Work

The Successful Respondent agrees to commence work on the project within fourteen (14) calendar days from the date the written “Notice to Proceed” is issued by the Owner or [owner’s representative].

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2.20 Owner’s Consultant Authority [optional]

All order and directions contemplated under the Contract Documents and relative to the execution of the Work shall be subject to concurrence by the Owner’s GIS and Project Management Consultant, [owner’s representative].

[owner’s representative] shall determine the amount, quality, acceptability, and fitness of the several kinds of work and deliverables that are to be paid for under this Contract and shall decide all questions that may arise in relation to said work.

[owner’s representative’s] estimates and decisions shall be final and conclusive, except as herein otherwise expressly provided. In case any question shall arise between the parties hereto relative to said Contract Documents, the determination or decision of [owner’s representative] shall be a condition precedent to the right of the Tax Map Consultant to receive any money or payment for work under this Contract affected in any manner or any extent by such questions.

2.21 Time for Completion

It is hereby understood and mutually agreed, by and between the Respondent and the Owner, that the date on which the work shall be substantially complete as specified in the Contract is an essential condition of this contract. The Respondent shall include in the proposal a Project Work Plan (see Section 4.0) that identifies the project schedule, project milestones, and proposed project duration. The Respondent agrees that said Work shall be prosecuted regularly, diligently, and uninterruptedly at such rate of progress as will ensure full completion thereof within the proposed time.

2.22 Liquidated Damages [optional]

The Respondent unconditionally guarantees to substantially complete the Work within the proposed project schedule, or within the time as extended in accordance with the provisions of these administrative conditions. For the purposes of this project, the date of submittal of the fully completed tax map for State review will be the reference milestone.

In case the Tax Map Consultant fails to complete the contracted Work that is satisfactory and acceptable to [owner’s representative] within the project schedule, then the Tax Map Consultant shall and will pay to the Owner for each and every calendar day determined to be in default, the following sums, which are agreed upon, fixed and determined by the parties hereto to be liquidated damages, and not a penalty:

[damage amount] for each calendar day beyond the project completion Contract Time Limits

The Owner shall recover said damages by deducting the amount thereof out of any money which may be due or to become due the Tax Map Consultant, or by an

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action of law against the Tax Map Consultant.

2.23 Extension of Time

The Owner shall have the right to defer the beginning, or to suspend the whole or any part of the work herein specified to be done whenever:

 In the opinion of [owner’s representative] it may be necessary or expedient for the Owner to do so.

 The Respondent is delayed in the completion of the Work by any act or neglect of the Owner or [owner’s representative], or by any employee of the Respondent or any Subcontractor employed by the Respondent.

 Changes are ordered in the Work caused by strikes, lockouts, fire, unusual delay by common carriers, or unavoidable casualties.

 Any cause deemed by [owner’s representative] to be beyond the Tax Map Consultant’s control.

 Any cause that [owner’s representative] shall decide to justify the delay.

2.24 Termination of Contract

If, through any cause, the Tax Map Consultant shall fail to fulfill in a timely and proper manner obligations under this Contract or if the Tax Map Consultant violates any requirements of this contract, the Owner shall thereupon have the right to terminate this contract by giving written notice to the Tax Map Consultant of such termination at least thirty (30) days prior to the proposed effective date of termination, Such termination shall relive the Owner of any obligation for balances to the Tax Map Consultant of any sum or sums set forth in the contract. Notwithstanding the above, the Tax Map Consultant shall not be relieved of liability to the Owner for damages sustained by the Owner by virtue of any breach of the contract by the respondent and the Owner may withhold any payments to the Tax Map Consultant for the purpose of compensation until such time as the exact amount of the damage due the Owner from the Tax Map Consultant is determined.

The Tax Map Consultant agrees to indemnify and hold the Owner and [owner’s representative] harmless from any liability to subcontractors/suppliers concerning payment for work performed or goods supplied arising out of the lawful termination of the contract by the Owner under this provision.

In case of default by the Tax Map Consultant, the Owner may procure the articles or services from other sources and hold the successful respondent responsible for any excess cost occasioned thereby.

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2.25 Tax Map Consultant Payment

Payment of progress payments will be made upon the submission by the Tax Map Consultant to the Owner of an invoice on a form prescribed by the Owner. Invoices may be submitted on a monthly basis and shall specify, in detail, the periods for which the progress payments are claimed, the services performed during the prescribed period and the amount claimed.

The Owner or [owner’s representative] will review each Tax Map Consultant submittal and may withhold all or part or, on account of subsequently discovered evidence, nullify the whole or a part of any certificate to such extent as may be necessary to protect the Owner from loss because of:

 Deliverables not complying with the project specifications;

 Claims filed or responsible evidence indicating probability of filing claims;

 Failure of the Tax Map Consultant to make payments properly to subcontractors or for material or labor;

 A reasonable doubt that the Contract can be completed for the balance then unpaid; or

 Damage to another Tax Map Consultant, agency, governing body, corporation, or person.

When the above grounds are removed, payment for amounts withheld because of them will be recommended for payment by the Owner.

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3.0 SCOPE OF WORK

The Owner is seeking a Consulting Firm to provide Professional Photogrammetry and Land Surveying services for aerial photogrammetric and tax mapping. The Owner specifically requests the development of a new, New Jersey certified Tax Map, referenced to recently acquired aerial photography and linked to the existing digital tax assessment database.

3.1 Aerial Photography [optional]

The project’s scope identifies three (3) levels of photogrammetric services:

 Color Digital Orthophotography at [map scale] final map scale

 Planimetric Mapping at [map scale] final map scale

 Topographic Mapping at a [contour interval] contour interval Planimetric mapping, topographic mapping, and orthophotography shall be based on the North American Datum 1983 (NAD83) and North American Vertical Datum 1988 (NAVD88), feet.

The aerial survey must be performed and meet requirements of the Local Property Branch of the Division of Taxation, hereinafter referred to as the “Branch”, as outlined in the tax map regulations, as well as the American Society of Photogrammetry and Remote Sensing (ASPRS Class 1) standards.

Alternate methods to meet or exceed the accuracy requirements outlined in this section may be submitted, but the methods must be described in detail including the anticipated horizontal and vertical accuracy.

3.1.1 Orthophotography

The Respondent’s RFP response shall include a detailed description regarding the production of the required orthophotography. The digital orthophotos shall not contain scale lines and mismatched imagery that interfere with the interpretability of ground features or that are aesthetically objectionable. Mismatches exceeding the specified ASPRS Class 1 standards for this scale of photography are unacceptable and will be cause for rejection. Other defects that could cause rejection include out-of-focus imagery, dust marks, scratches, and inconsistencies in tone and density between individual orthophotos and (or) adjacent map sheets. Each file shall be radiometrically corrected to match its adjacent orthophoto neighbors as closely as possible.

The Respondent’s RFP response shall address applicable issues involved with the production of the digital orthophotography, including the

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orthophotos should be discussed, considering the speed and capacities of a typical personal computer. The Respondent shall clearly state the spatial accuracy and deliverable format(s) of the orthophotos in its proposals. Final pixel resolution of the digital orthophotos shall be 0.25 feet. The Tax Map Consultant shall provide the Owner with the digital elevation model (DEM) used to produce the topography as a deliverable.

The Tax Map Consultant shall submit a pilot area of four (4) contiguous orthophoto tiles for review to [owner’s representative] for approval. 3.1.2 Limited Planimetric Mapping

The Owner is requesting the compilation of planimetric features to augment the Tax Map construction. For the purposes of the RFP, the Owner requests a price for “limited” planimetric mapping. The Respondent shall clearly define the features proposed for planimetric collection in their response. Those features shall be those typically captured in projects of this nature including, but not limited to:

 Alleys  Buildings  Fences  Curbs  Street Centerlines  Railroads  Water Courses  Bridges  Power Lines  Obscured Areas

The mapping shall meet the applicable standards at the compilation scale. The Respondent’s RFP response shall address applicable issues involved with the production of the planimetric mapping. Field editing will not be required under this contract. However, the Respondent shall identify the anticipated rate of capture for each feature proposed for collection.

While the planimetric features will not be processed to create GIS data under this project, the Tax Map Consultant shall capture the data to be GIS “process-ready.” The Owner’s intention is that all data captured as part of this project will be capable of being processed through typical GIS feature development techniques with minimal to no editing of the source CAD data.

At a minimum, the following shall apply:

 A point entity shall be captured as a point at its spatial location, attributed with descriptive text (if necessary) directly associated

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with that point, and graphically shown as a symbol (if necessary);

 Line entities that are shown as continuous shall be continuous, or connected if constructed of a series of line segments, and displayed by a line style (if necessary). Line entities shown as a series of unconnected line segments separated with spaces to display dashed line are not acceptable;

 Three (3) dimensional polylines and ellipses are not acceptable;

 Entities shown as polygons shall be either a series of connected lines or a closed polylines;

 Each planimetric tile (digital file) shall have the same scope of layers even if no information is collected on all layers;

 Entities shall be constructed such that when a single layer is isolated, it shows a complete representation of that entity. In some cases, coincident linework or linework placed on a “hidden” or “no plot” layer specific and isolated to that entity may be needed; and

 Entities shall edge-match between tiles.

Prior to the start of work, the Tax Map Consultant shall submit a sample CAD file to confirm that the file conforms to the State and Owner standards.

The Tax Map Consultant shall submit a pilot area of four (4) contiguous tiles for review to [owner’s representative] for approval prior to full scale production.

The Tax Map Consultant shall supply one (1) set of mylar plots with the submission of the digital planimetric data.

3.1.3 Full Planimetric Mapping (Optional Item)

The Owner is requesting the Respondent to provide an optional cost for the production of “full” planimetric mapping. The Owner defines “full” planimetric mapping as items beyond that which the Respondent feels is required to complete the tax mapping work and typical to planimetric mapping of urban areas. The Respondent shall clearly define the scope of features proposed for “full” planimetric collection in their response.

If enacted by the Owner, this option will include the requirements specified in Section 3.1.2 of the RFP. The cost for this item on the Proposal Cost Form shall be presented as an incremental (added) cost to the “limited” planimetric mapping item.

3.1.4 Topographic Mapping (Optional Item)

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The contour interval for the mapping shall be one (1) foot. In addition to the contours, the Tax Map Consultant shall provide the Owner with the digital terrain model (DTM) used to produce the topography as a deliverable.

Similar to the planimetric mapping, the Tax Map Consultant shall capture the topography to be GIS “process-ready.” The Owner’s intention is that all data captured as part of this project will be capable of being processed through typical GIS feature development techniques with minimal to no editing of the source CAD data. For example, the Respondent shall propose a strategy such that breaks placed in contours to avoid over-plot with elevation values will be connected to support GIS processing of continuous contour lines. All of the considerations of the planimetric mapping specifically stated and implied are applicable to the topographic mapping.

Prior to the start of work, the Tax Map Consultant shall submit a sample CAD file to confirm that the file conforms to the State and Owner standards.

The Tax Map Consultant shall submit a pilot area of four (4) contiguous tiles for review to the Owner or [owner’s representative] for approval. The Tax Map Consultant shall supply one (1) set of mylar plots with the submission of the digital topographic data.

3.2 New Computerized Tax Maps

3.2.1 Reference Specifications

It is the Owner’s intent for the Tax Map Consultant to construct a new Tax Map and submit it to the State for full certification as a new Tax Map (rather than a revaluation approval). The new Tax Map must be developed using a methodology based in geometric construction, close mathematically, conform to the referenced regulations, and be approved by the Branch. Their publication entitled, “Tax Maps - Regulations and Standards – updated 2008, or the latest revisions thereto, shall be considered as an integral part of this project.

3.2.2 Source Documents

The base map shall be prepared from accurate information obtainable at the following locations or other locations as needed:

 New Jersey Department of Transportation

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 County Clerk’s Office  Local Utilities

 Municipal Files

The Owner will rely upon the Tax Map Consultant to request, review, and implement the sources to complete the Work described herein. Prior to the proposal submittal date, the Owner will make a sampling of the project sources available for review including, the current tax maps, prior tax maps, historical maps, plottings in the Owner’s files, filed maps (Owner and County files, the tax assessment data, digital parcel base from a previous effort, and parcel deeds.

It shall be the responsibility of the Tax Map Consultant to obtain, copy, and/or purchase required information to complete the mapping specified herein. Information supplied to the Tax Map Consultant by the Owner will be made available at [owner’s location]. The Tax Map Consultant may temporarily remove the information for reproduction purposes, however all material must be returned within five (5) working days. The Tax Map Consultant is responsible for the security and safe return of all information so received as part of the requirements for completion of the work. Please reference Section 2.8 “Ownership of Material”.

The Respondent shall detail their proposed level of effort regarding research for the Tax Map construction. The Owner will provide access, within reason and at no cost to the Tax Map Consultant to the available information on file within the Owner and needed by the Tax Map Consultant to complete the Work described herein.

The Tax Map Consultant shall review the available information and project its needs in advance, as much as possible, to allow adequate scheduling by the Owner to meet a request in a timely manner. Project schedule extensions resulting from miscommunication will not be granted. The Owner will provide one (1) complete set of prints of the existing Tax Maps (approximately [number] sheets) and one (1) electronic database of the current tax assessment database. The digital tax assessment file will be a MS Access database (MDB) and be a subset of the full assessment data (approximately [number] line items) and contain Block/Lot designations, ownership, additional lots, and other information needed for the development of the Tax Map.

While it is believed that the information on file is current, the Owner does not represent that this information is without error. The Tax Map Consultant is required to identify and alert the Owner of any discrepancies or conflicts uncovered and provide a sound solution in a timely manner.

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municipally owned parcels and ordinances relating to easements, land acquisitions, vacated streets, street widenings, property purchases and foreclosures, as required.

3.2.3 Map Construction

The Owner is undertaking this project to establish a firm cadastral framework upon which the Owner can build its Enterprise GIS. The Owner understands that the existing Tax Map is not without problems that need to be addressed. The Respondent is encouraged to review the current Tax Map in detail prior to submitting a proposal. The Respondent’s proposal shall include a detailed description of its methodology for constructing the Owner’s new Tax Map. The Owner notes that the requested work is not a survey of every property nor a GIS parcel mapping project. Proposals for scanning, rubbersheeting, and tracing will not be accepted.

While it has been clearly stated that it is the expectation of the Owner to receive a Tax Map that meets or exceeds the standards of the Branch and common New Jersey Land Surveying practices, the following bullets highlight important points for the Respondent to consider, but are not meant to be all inclusive.

[verify these for complete accuracy]

 The Tax Map construction shall be under the direct supervision of a New Jersey licensed Professional Land Surveyor. The supervising Surveyor shall be physically located at the site where the tax map is produced.

 Tax Map information shall be input into a computer utilizing a commercially available computer drafting package.

 Each new Tax Map sheet shall be constructed full scale and georeferenced to the New Jersey State Plane Coordinate NAD83 and in accordance with the regulations and/or as mutually agreed to by the Branch, the Owner, its Consultant, and the Tax Map Consultant.

 The new Tax Maps shall be geographically and spatially oriented to the compiled planimetric and orthographic survey data both graphically and by established and known ground survey control points.

 The new Tax Map will require a new sheet layout. The Owner will review the Tax Map Consultant’s proposed sheet layout prior to the commencement of Work by the Tax Map Consultant. Where possible, the new Tax Map sheet layout shall position north to the top of the sheet.

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 The Owner’s current Tax Map does not display all easements. The Tax Map Consultant will be required to display the easements currently on the Tax Map and those needed to show access to land-locked parcels based on the Branch’s specifications. It is the Owner’s intention and expectation to minimally meet the requirements of the Branch regarding easements.

 The Owner’s current Tax Map does not display all of the features required in the Branch’s specifications. The Respondent shall provide a description of the features proposed for the new Tax Map, referenced to the Branch’s specifications, complete with an estimate of the Owner’s responsibilities for documentation and assistance.

 All lettering shall meet or exceed State requirements.

 The Owner’s current Tax Map contains alphanumeric Block and Lot numbers. Thus, new Block and Lot numbers shall be assigned in conformance with the Branch’s specifications. The Tax Map Consultant’s numbering strategy shall be reviewed and approved by the Owner prior to submission to the Branch for approval.

 The Tax Map Consultant shall supply a digital database (MS Access format) and bound correlation book to the Owner showing the relationship of new Block and Lot numbers to the current Block and Lot numbers and vice-versa.

 The Owner’s digital tax assessment database contains a variety of information in the additional lots fields, including legitimate lots, duplicate lot numbers, and descriptive text. The Owner’s GIS Consultant will pre-process the tax assessment database for the Tax Map Consultant. The goal is to address these issues, however not all of the problems may be completely resolved.

 For each new Tax Map sheet, the Tax Map Consultant shall provide a digital database (MS Access Format) containing the correlation between the digital tax assessment data and the block and lots spatially illustrated on the digital drawing. Unreconciled items shall be clearly designated. A method to determine discrepancies between the current Tax Map and the Owner’s tax assessment data shall be submitted to the Owner for approval prior to the start of Work.

 The Owner has approximately [number] condominiums. The current Tax Map does not show any of the condominiums. Condominium, co-op apartments, townhouses, etc., shall be identified on the separate Tax Maps, as provided in the Branch’s regulations or as modified because of the availability of data.

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 All “exempt” properties and public facilities shall be identified on the Tax Maps by name and/or function in accordance with the Branch’s regulations.

 All lots of equal to or greater than one (1) acre shall be calculated and annotated with acreage on the Tax Map.

 Tax map preparation shall be in such a way that all different types of lines and text are placed on separate layers. The Tax Map Consultant shall use the digital resources available from the State as a template for the CAD files. The Tax Map Consultant shall submit a CAD file sample to the Owner or [owner’s representative] at the start of the project to confirm compliance with the State standards.

 Layering shall be the same for all tax map sheets with each sheet containing the full layer set even though some layers may be void of data.

 The digital drawings shall be capable of assemblage into a seamless map of the entire Owner with no gaps or overlaps. All lots will be mathematically closed polygons.

 The assembled digital map shall not contain any duplicate linework (i.e. no lines on top of lines). All intersecting lines shall be snapped to within 0.01 feet. There shall be no undershoots or overshoots, and all short line segments shall be deleted.

 All curves including those along street centerlines shall be true curves. All straight lines between lot corners shall consist of a single line segment with no intermediate nodes. All property boundaries shall be broken at lot line intersections.

 The Tax Map Consultant shall submit a written report detailing the process by which the spatial backbone was constructed, dimensional inaccuracies were resolved, and research was supplied. The report shall be signed by the Tax Map Coordinator, include an assessment of spatial accuracy of the overall Tax Map, and serve as a resource for the Owner to support subsequent Tax Map maintenance.

 The Tax Map Consultant shall be responsible for normal maintenance to the Tax Map during the project up until two (2) months prior to the actual submittal of the fully completed Tax Map to the State for their review.

Areas containing dimensional and/or other conflicts shall be documented and the Owner advised accordingly. A method to determine and illustrate dimensional discrepancies electronically shall be submitted to the Owner for approval; together with appropriate tolerances. The Owner will host

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monthly progress meetings where a list of these discrepancies shall be reviewed. When the discrepancy cannot be resolved, the notation to be placed on the Tax Map shall be submitted to the Owner for approval prior to placement on the Tax Map.

The final Tax Map; together with staged submissions, shall be submitted in both a digital and analog format. Digital submissions shall comply with current State standards and guidelines. The Tax Map Consultant shall provide a digital file for each individual drawing deliverable with capabilities of being individually edited, viewed, and plotted. Analog submissions to the Owner shall be submitted on printed bond and mylar media as designated herein.

The completed project will be reviewed and approved by the Owner prior to final submission to the State for their certification. Sheets that require editing, both minor and major, shall be corrected by the Tax Map Consultant and resubmitted to the Owner for approval. The cost for all work associated with the entirety of the editing process shall be included in the Respondent’s proposal.

Official acceptance of the new, computerized Tax Maps by the Owner shall not be considered valid until each map has been stamped as “approved” and certified by the Branch.

3.2.4 Pilot Area

A Pilot Area will be designated at the project kick-off meeting and will include no less than four (4) contiguous Tax Map sheets. This area shall be completed and submitted to the Owner, representing the methods and standards used to develop the final Tax Map deliverable. All photogrammetric elements shall be included in this pilot area and subject to the timeline as proposed in the Respondent’s Project Work Plan (see Section 4.0).

The Owner must approve the structure and methods of accomplishment for the Pilot Area, prior to giving the Tax Map Consultant authorization to proceed with the remaining project production. This approval to proceed will in no way override the requirement that the new Tax Map shall meet or exceed the requirements of the Branch.

3.2.5 Geographic Information Systems (GIS) Compatibility

The Owner is not requesting any GIS data development under this RFP. It is the Owner’s intention to use the individual, digital CAD deliverables for the planimetric mapping, topographic mapping (optional), and Tax

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will be capable of being processed through typical GIS feature development techniques, for both linework and attribute data, with minimal to no editing of the source CAD data, translation, or other manipulation.

The Owner requires that the Tax Map Consultant coordinate its production methodology with the Owner’s GIS Consultant, [GIS consultant], to ensure this requirement is met. As part of the Owner’s internal project QA/QC, [GIS consultant] will use the newly created digital data to create the Owner’s GIS framework.

3.3 Deliverables

The following are established as minimum deliverables for the proposed project. Please see the appropriate administrative (e.g., Section 2.8) and technical sections of the RFP for full detail.

 Mylar plots and digital data for the limited planimetric mapping (1”=50’ final map scale)

 Mylar plots and digital data for the full planimetric mapping (optional item) (1”=50’ final map scale)

 Mylar plots and digital data for the topographic mapping (optional item) (1”=50’ final map scale)

 Prototype drawing and Pilot Areas for the limited planimetric mapping and digital orthophotography

 Prototype drawing and Pilot Area for the full planimetric mapping (optional item)

 Prototype drawing and Pilot Area for the topographic mapping (optional item)

 Digital Elevation Model (DEM) for the orthophotography

 Digital Terrain Model (DTM) for the topographic mapping (optional item)

 Prototype drawing and Tax Map Pilot Area

 Tax Map production documentation

 Digital Tax Map sheet files in a CAD format

 Three (3) sets of DRAFT Tax Maps and index map (Key Map) pages for review by the Owner and the State.

 One (1) set of new Tax Maps on archival film base material, suitable for reproduction purposes with the State Division of Taxation seal of acceptance affirmed thereto

 One (1) set of reproducible size (12” x 18”) Tax Map sheets

 Block and Lot correlation database and bound booklet

 Tax Map block and lot inventory correlation to the Owner’s digital tax data

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 Tax Map documentation certified by the project’s Tax Map Coordinator

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4.0 PROPOSAL REQUIREMENTS

Interested respondents shall submit one (1) original and ten (10) bound copies of their proposal, of which one copy must be unbound for further copying (if necessary). Alternatively, respondents may submit one (1) unbound original copy accompanied by a CD-ROM containing a fully compiled, softcopy version of their proposal in Microsoft Word or Adobe PDF format.

To facilitate a timely and comprehensive evaluation of all submitted proposals, it is essential that all respondents adhere to the specified proposal format. The Owner requires a standard format for all proposals submitted to ensure that clear, concise and complete statements are available from each Tax Map Consultant in response to the requirements set forth herein. Information not directly relevant to the RFP can be included in an appendix, clearly marked as supplemental; however, it may not be considered in the final evaluation. The Owner is under no obligation to search for clarification through additional or unformatted information submitted as a supplement to the formatted response.

The exact presentation and layout format of the proposal is up to the discretion of the respondent. However, each proposal shall address the areas described below. This information shall be considered to be proprietary and privileged and where the Respondent indicates, shall be treated as such and used for in-house evaluation by the Owner personnel and its Consultant only.

The RFP response shall follow the organization of the following items.

4.1 Title Page

The proposal shall include a title page identifying the project, respondent’s firm, subcontracting firm(s) (if applicable), name of the respondent’s primary contact, address, telephone number, facsimile number, and e-mail address.

4.2 Table of Contents

The proposal shall include a table of contents, listing the titles and page numbers for each major item and sub-item contained in the proposal.

4.3 Executive Summary

The proposal shall include a summary of the key points, highlights, and pricing contained in the response.

4.4 Background

The proposal shall include a review of the Respondent’s understanding of the Owner’s requested project and familiarity with the Owner in general.

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4.5 Objectives

The proposal shall include a section stating what the Respondent believes to be the primary objectives for the project. The Owner welcomes the Respondent’s suggestion(s) on how each objective should be measured throughout the life of the project.

4.6 Project Approach

The proposal shall include a narrative description detailing what the Respondent believes to be the scope of the intended project. This section should include a discussion of all high level and associated subtasks tied directly to the tasks and deliverables identified in other sections of the proposal. Further, this section should include:

detail of all assumptions being made to accomplish the desired approach. a description of exceptions or alternates to the specifications.

the risks that the Respondent deems to be significant and may adversely affect project delivery and/or budget.

a listing of the specific software and hardware resources identified for use on the project, including versions and general specifications. If a general hardware/software inventory is provided, please clearly indicate the specific items identified for the project.

a Quality Assurance/Quality Control (QA/QC) statement which documents the procedures to be used in each area of the project.

4.7 Project Work Plan

The proposal shall include a section providing a high-level project work plan, identifying and summarizing each project task (coordinated with the detailed project approach), including a detailed project schedule. The work plan should present a picture of the project’s key activities, milestones, key dates, and resources the Respondent feels necessary to achieve success.

4.8 Project Organization & Staffing

The proposal shall include a section describing the organizational structure the Respondent believes is necessary to accomplish each task and subtask of the project. Both the Owner’s and Respondent’s resources should be considered. The office location(s) where the work will be performed shall be clearly indicated.

The Respondent shall provide the identity, professional credentials, and resumes of the principals and other key personnel to be assigned to the project. The listing shall identify the responsibilities of each individual assigned to the project. The proposal shall identify the individual(s) for the following:

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 Project Manager. This individual will be responsible for the overall project scheduling, coordination and completion.

 Photogrammetry Coordinator. This individual will be responsible for coordinating the aerial photogrammetry portions of the project.

 Tax Map Coordinator. This individual will be responsible for ensuring the compilation of accurate tax map sheets, including details, and coordinating the review and reproduction of accurate, acceptable sealed and certified Tax Maps. The individual assigned shall be a New Jersey Licensed Land Surveyor, and the RFP response shall include a copy of his/her current license. The above named key personnel will be required to attend a minimum of one (1) monthly project review and coordination meeting each month. Unless otherwise prearranged, all meetings will be held at Owner Hall.

4.9 Subcontractors

A list of all subcontractors (i.e., non-staff personnel) that are to be used in completing this project must be provided with a brief description of their specific qualifications, the task(s) they will perform, and any other information the Respondent feels to be pertinent.

4.10 Key Dates & Deliverables

The proposal shall include a section summarizing the key dates, milestones and deliverables found in the Project Work Plan. A description of what the Owner should expect to see and/or receive on the associated date should be described. Examples of anticipated deliverables are welcomed.

4.11 Assumptions, Exceptions, Alternates & Risks

The proposal shall include a section summarizing the assumptions made, exceptions and/or alternates presented, and risks identified in the Project Approach.

4.12 Cost Proposal

The proposal shall include a section containing a discussion relevant to the project pricing. For simplicity, the RFP contains a costing sheet. All blank spaces on the sheet must be completed in ink or by typewriter. The Respondent is asked to sign the Proposal Cost Form. Digital submittals shall include a digital replica of the Proposal Cost Form complete with a digital signature(s) closely resembling the signature(s) on unbound hardcopy version.

4.13 Qualifications Statement

This statement shall set forth brief details of the origin of the firm, including any parent company, the firm’s principal activities, the number of personnel in the

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firm, and the firm’s office locations.

The Respondent shall also provide at least three (3) summaries of past experiences and projects of a similar size and scope, specifically identifying other New Jersey certified tax mapping projects completed utilizing CAD. The Owner is specifically interested in project resulting in new, State-certified maps rather than tax map updates. The descriptions of similar projects shall include the name of the contracting municipality, the name of the contact person for the project, the contact’s address and telephone number, the number of tax map sheets and parcels, the final project cost, and a description of any schedule or cost related change orders.

The Respondent shall provide sample photogrammetric mapping, topographic, and tax mapping data relevant to the project scope on CD-ROM media, and a hardcopy sample(s) of Tax Map(s) produced as described in the past experience summaries.

The Respondent shall briefly describe any current or pending projects assigned to the members of the project team. The description shall include the location of the current project, client contact address and telephone number, project schedule, and percent complete of each project.

4.14 Administrative Documents & Appendices

The proposal shall include the administrative documents identified in Section 2.0 (and its subsections) of this RFP. Signed documents shall be sealed, if applicable. The Respondent may include information not specifically identified in the RFP they feel necessary.

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5.0 BASIS FOR SELECTION

The proposals will be reviewed by the Owner and the Owner’s Consultant, [owner’s representative]. In evaluating the proposals, they will consider the qualifications of the Respondents, whether or not the proposals comply with the prescribed requirements, and such alternates, pricing, and other data, as may be requested in the RFP or prior to the Notice of Award. Qualifications and experience of Subcontractors and other persons and organizations proposed for portions of the work will also be considered. A listing of the Owner’s evaluation criteria will be provided at the mandatory pre-proposal conference. The Owner may conduct such investigations as it deems necessary to assist in the evaluation of any proposal and to establish the responsibility, qualifications, and financial ability of the Respondents, proposed subcontractors, and other persons and organizations to perform and furnish the work in accordance with the RFP to the Owner’s satisfaction within the prescribed time.

The Owner may establish a short list of respondents and conduct short list interviews prior to award.

Following the evaluations of written proposals and presentations, the Owner’s Consultant will prepare a report listing the names of all respondents, a summary of the evaluations, and a recommendation for award.

It is the Owner’s intention to award a contract pursuant to N.J.S.A 40A:11-5(1)(a)(i) (Professional Services). The Municipal Council will vote to accept or reject the recommendation of award.

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APPENDIX A

Proposal Cost Form

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Proposal Cost Form

Aerial Photography

Orthophotography $

Limited Planimetric Mapping $

Full Planimetric Mapping Addition (Optional Item) $ Topographic Mapping (Optional Item) $ New Computerized Tax Maps

Research $

Mapping $

TOTAL PROJECT COST

$

Signed: Title:

Printed Name: Date:

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REQUEST FOR PROPOSAL PHOTOGRAMMETRY & TAX MAP

REQUEST

FOR

PROPOSAL

PHOTOGRAMMETRY & TAX MAP

TABLE OF CONTENTS

NOTICE TO RESPONDENTS

1.0 INTRODUCTION

2.0 ADMINISTRATIVE CONDITIONS & REQUIREMENTS

3.0 SCOPE OF WORK

4.0 PROPOSAL REQUIREMENTS

5.0 BASIS FOR SELECTION

APPENDIX A

Proposal Cost Form

Proposal Cost Form

TOTAL PROJECT COST

$

APPENDIX B