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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2012-040 Mobile GIS for Public Works July 11, 2012 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Thursday, August 9, 2012 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Mobile GIS for the Public Works Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- Lewiston Department of Public Works Mobile GIS Solution Bid 2012-040 Bid Date: 08/09/12 @ 2:00 p.m. The intent of the specifications is to provide the Lewiston Department of Public Works with a Mobile GIS application solution to be utilized in public works field units. The specifications are the MINIMUM standards and are to include all software, configuration, and initial training. It is the sole responsibility of any bidder to know and comply with any and all related laws. Any clarifications or questions regarding this bid must be submitted in writing to the above address no later than three working days in advance of the opening date. All references to quantities are estimated, and are not binding or absolute. Final decisions regarding the purchase, if any, will be made by the agency after the bid opening, appropriate funding verifications, and required approvals are received. All bidders must comply with the format of this bid and all pages returned with the submission. Facsimiles or e-mail bids will be considered “non-responsive”. Product literature and any supportive information should be submitted with the bid. Failure to indicate “Comply” or “Non- Comply”, or leaving other lines blank may be considered “non-responsive” regardless of price. All bids must guarantee prices for a period of at least ninety (90) days from the opening date. All bids are FOB to the agencies’ specified locations, with prepaid and shipping charges included in price. Regarding any discrepancy between the unit and extended price, the each unit price shall prevail. All bids must be sealed and received prior to the specified opening date and time. All bids shall indicate in the lower left corner of the sealed container the bid number, title of bid and date and time of opening. Late bids will be rejected unless they are received by the City of Lewiston Purchasing Department prior to the opening time and date, labeled properly and the bidder is able to provide verifiable proof of delivery. ---PAGE BREAK--- Lewiston Department of Public Works Mobile GIS Solution Bid Bid Date: General Specifications & Scope The following specifications written below are for a mobile GIS application solution for the City of Lewiston, Department of Public Works, to be deployed in PW units. The application(s) would be utilized primarily for display of water, wastewater, electrical utility mapping, to increase productivity for field inspections, allow the creation of digital redlines in the field to provide feedback to the office staff, as well as utility specific data input. The required solution would enable multiple field deployments of a mobile GIS in the form of laptop, netbook, tablet, or other portable PC devices to be utilized in public works vehicles. A solution primarily intended for the water, wastewater, electrical utility industry will be considered before all others. Hardware, such as servers, laptops, docking stations, GPS, and other devices, are either currently in place, or are to be purchased separately, thus not a required deliverable of the proposal. For the purpose of this request for proposal, the projected number of field units to be outfitted is 3 (three), but additional units may be outfitted as funding becomes available. The following are requirements of the mobile GIS solution: · Must run on ESRI ArcGIS Engine platform. The required ArcGIS Engine licenses are considered part of the solution, thus costs should be included in the proposal. · ESRI ArcGIS Engine Geodatabase Update Extension is not required on the client(s) for implementation. · Compatible with any ESRI Geodatabase model. · Requires only one version within GIS to handle implementation. · User configurable using XML and map (mxd) files. · Stores and allows edits to redline and annotation feature classes in field. · Provide an administrative tool to automate the process of managing redlines/ sketches, history, and schema within GIS. · Implementation shall include GIS desktop extensions required to administrate and facilitate edits back in the office. · Shall use extended application framework using APIs . ---PAGE BREAK--- · Applications shall work from data sourced locally on field units independent of connectivity to wireless or cellular networks while in the field. · Centrally maintains and updates client configuration, data, and software. · daily with spatial and non-spatial operational data. · The process is required to be completely automated with minimal human interaction aside from plugging field unit into network. · Support for multiple user groups with different data sets and configuration. · Option to support various OS platforms, Windows7, Android on field deployments would be a plus. · Availability of maintenance updates to software as technology changes. · Software shall be GOsync! Mobil Gis Products by TC Technology, equal or superior. The following are required features of the total mobile GIS solution: · Intuitive map viewing application with simple drop down menus and other tools to simplify field inspections, locations, etc. · Must contain intuitive search and productivity tools, such as pen gestures (i.e. sketching a letter on the screen would initiate a ‘bookmarks’ menu). · GPS support for proximity map; Map should follow vehicle location automatically utilizing GPS, configurable so features such as water valves or manholes shall be automatically located by vehicle proximity, input forms automatically opened on screen for field inspection. · Support for one-touch tracing, the ability to trace a pipe network based on flow, connectivity, valve status, etc. · Redline tools to flag and draw out required mapping changes, attributes. · Inspection tools to support multiple types of utility feature inspections and reporting, integrated into the mobile GIS application. Intuitive and efficient data collection techniques such as drop down menus and data dictionaries shall be employed. Inspection data is to be automatically shared with the GIS and other business systems. · ArcGIS desktop redline management tools (extensions), for ArcGIS 10.0 or newer. Implementation: ---PAGE BREAK--- · Proposal would include implementation; installation and configuration to work with existing city computer/network infrastructure, spatial and non-spatial data as necessary for field operations. · The implementation would connect to, write to, and with existing city ArcSDE databases, as well as non-sde data (ie tie-cards). The field units would theoretically be checked back in at end of every work day into city network connection. The required solution would then with data servers, to update data, both spatial and non-spatial business data, software updates, and schema changes. · Input and Inspection forms and schema configured to support multiple types of utility inspection processes to suit the Department of Public Works organization. · As additional field units may be added, set-up and deployment of these subsequent units with mobile GIS and tools should be straightforward and deployable by City IT/GIS staff with minimal consultation from vendor. Training: · Proposal would include required end-user training. Options should be listed for on-site as well as remote web based or live video conference setting. Lewiston Department of Public Works ---PAGE BREAK--- Mobile GIS Solution Bid 2012-040 Bid Date: August 9, 2012 @ 2:00 p.m. General Specifications & Questionnaire: Item # Specifications Yes No 1 Application written primarily intended for the water, wastewater, electrical utility industry 2 Runs on ESRI ArcGIS Engine platform 3 ArcGIS Engine licenses included in proposal 4 ESRI ArcGIS Engine Geodatabase Update Extension required for client 5 Compatible with any ESRI Geodatabase model 6 Requires only one version within GIS to handle implementation 7 Stores and allows edits to redline and annotation feature classes in field 8 Administrative tools to automate the process of managing redline/ sketches, history, and schema within GIS. 9 GIS desktop extensions required to administrate and facilitate edits back in the office. 10 Extended application framework using APIs 11 Applications shall work from data sourced locally on field units independent of connectivity to wireless or cellular networks while in the field. 12 Solution centrally maintains and updates client configuration, data, and software. 13 daily with spatial and non-spatial operational data. 14 process is completely automated with minimal human interaction aside from plugging field unit into network. 15 Support for multiple user groups with different data sets and configuration. 16 Availability of ongoing updates to software. 17 Map viewing application supports intuitive searches, pen gestures, one-touch tracing. ---PAGE BREAK--- 18 GPS support for proximity map; Map follows vehicle location automatically utilizing GPS, features such as water valves or manholes can be automatically located by vehicle proximity. 19 Will trace a pipe network. 20 Redline tools to flag and draw out required mapping changes. 21 Inspection tools to support multiple types of utility feature inspections and reporting, integrated into the mobile GIS application. Intuitive and efficient data collection techniques such as drop down menus and data dictionaries shall be employed. Inspection data is to be automatically shared with the GIS and other business systems. 22 ArcGIS desktop redline management tools (extensions), for ArcGIS 10.0 or newer. 23 Implementation; installation and configuration to work with existing city computer/network infrastructure, spatial and non-spatial data as necessary for field operations. 24 Automated updates with existing city ArcSDE databases, as well as non- SDE data. 25 Input and Inspection forms and schema configured to support multiple types of utility inspection processes to suit the Department of Public Works organization. 26 Expandability of licenses, subsequent units with mobile GIS and tools deployable by city staff with minimal consultation from vendor. 27 Support for multiple field device operating system (Windows, Android) 28 User configurable using XML and map (mxd) files 29 End-user training on-site 30 End-user training web based or live video conference setting 31 Software is GOsync! Mobil Gis Products by TC Technology equal or superior. Upon request of the City, a working demonstration shall be provided by a representative of the bidder or by delivery of a sample unit to the City within 20 working days of the written request. Any and all cost related to this demonstration shall be incurred by the bidder. Final determination of any purchase will not be exclusively on price. Factors that may be considered are price, ease of installation, interface options, service, warranty, ease of programming, ease of use for the user with intuitive graphical menus, options, support and other areas determined by City staff. The City reserves the right to accept or reject any and/or all bids when deemed in the best ---PAGE BREAK--- interest of the department. Exceptions to Specifications: Bidder must provide detailed explanation for any specifications not fully met by the proposed product. Using the following format, indicate both the Item # and explanation for each exception taken. If no exceptions are taken, state as such. Item # Exception (use additional sheets if necessary) [ ] Mark here if any additional pages of exceptions are to be attached as part of this bid. ---PAGE BREAK--- Lewiston Department of Public Works Mobile GIS Solution Bid 2012-040 Bid Date: August 9, 2012 @ 2:00 p.m. Proposal Form To: Director of Budget/Purchasing City Hall, 27 Pine Street Lewiston ME 04240 Dear Sir: The undersigned hereby declares that he/she or they are the only person(s), firm or corporation interested in this proposal as principle; that it is made without any connection with any other person(s), firm or corporation submitting a proposal for the same, and that no person acting for or employed by the City of Lewiston, is directly or indirectly interested in this proposal or in any anticipated profits which may be derived therefrom. The undersigned hereby declares that he/she has read and understands all conditions outlined in the Request for Bid, and all Addenda issued, and that the proposal is made in accordance with same. Descriptive literature necessary to evaluate the bid must be furnished. Itemize items required for proposed solution, or attach separately Price $ Quantity Total $ Total all $ ---PAGE BREAK--- Cost for additional field units licenses or optional items or services Price $ $ $ $ $ STATE TERMS FIRM NAME SIGNATURE TYPED/PRINTED NAME ADDRESS TELEPHONE # E-MAIL ADDRESS FAX # DATE