RFP #1112-05 Bid Specifications - City of Urbana

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Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 10 of 34 The software program will be specifically designed for ease of use, and consist of an administration center, query system that supports any combination of available data fields, a calls module, a work order and work history module, and a reporting system that has customizable reports that can be saved. The software shall be sufficiently flexible to allow easy setup of custom data fields not found in the inventory such as routine/preventative pruning and or clearance pruning by management area. The software shall allow customizing a data field and the ability to mass edit the data by management area. For example it is desirable to log the date that routine/preventative pruning has been completed for an entire management area. It would also be desirable to define the next scheduled routine pruning cycle for a management area by adding the preferred cycle time (10 years) to the last date routine pruning was completed for a management area. The software should easily allow the changing of these data fields in order to change schedules from time to time to make up for unforeseen circumstances. The software shall be capable of providing more than one customizable data field that can be mass edited without affecting the other data fields. With available GIS data, a mapping window will be used to display and manage the geographically referenced tree inventory data, and to track tree work and maintenance history. On the primary map page, points representing the individual trees contained within the inventory database will be displayed, along with various basemap layers. The map page must provide the user with the basic functions of GIS: zoom, pan, label, and identify. The data must be able to be manipulated directly on the mapadd, delete, move, edit tree points. The software program must provide the user with a visual representation of the tree inventory. Minimum Software and Hardware requirements, for client access, are: Windows XP Service Pack 3, with Internet Explorer 8.0 on a Core 2 Dual processor, 2GB RAM, 250 GB hard drive Window 7 x64, Internet Explorer 9 on a i5 processor, 8 GB RAM, 250 GB hard drive The software should require no additional hardware. The web interface should use standard browser ports and be managed using an SSL connection. If contractor supplied software will be required, port must be configurable to use a proxy server. Tree attributes should be exportable for use in Excel and Access and the tree shapefile should be exportable for use in Arcview and other ESRI products now or in the future.
Street and Public Property Tree Inventory and Tree Inventory Data Management Software City of Urbana Request for Proposals RFP #1112-05 Page 11 of 34 TIMETABLE FOR PROJECT The anticipated selection of the contractor shall be mid July, 2012. The tree inventory work shall be initiated during the summer of 2012 and complete by March 2013. QUALITY CONTROL ‣ The contractor must have college-educated, professional arborists conduct the inventory. All managing inventory arborists must be Certified Arborists through the International Society of Arboriculture; no students or temporary employees will be allowed. ‣ During the inventory process, extensive quality control algorithms must be applied on a daily basis. These quality control checks will verify the accuracy and completeness of the tree inventory data. The contractor’s must run specific analysis software on the collected data to ensure consistency and accuracy. ‣ In addition to computerized quality checks and control, a senior inventory arborist must be on-site regularly to field-check the data collected by other staff to assure adherence to City work specifications and national industry standards. ‣ The City may further test the accuracy of the contractor’s GPS and GIS equipment and mapping capabilities of staff by requiring the contractor to collect location data on known reference points in the City. ‣ The contractor must assure the City that if any errant tree site location is detected, that is due to contractor error or equipment malfunctions, the correction responsibility belongs to the contractor and will be promptly remedied. INFORMATION TO BE PROVIDED BY THE CITY 1. Street maps of the area to be inventoried. 2. Right-of-way width or other information that will enable the contractor to determine if trees are located on public property. 3. GIS data layers and digital orthophotographs of the City. EVALUATION OF PROPOSALS Requests For Proposals Request For Proposals is a method of procurement permitting discussions with responsible Contractors and revisions to proposals prior to award of a contract. The Evaluation Committee may conduct discussions with any Contractor who submits an acceptable or potentially acceptable proposal. Contractors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. During the course of such discussions, the Evaluation Committee shall not disclose any information derived from one proposal to any other Contractor.
Page 1 and 2: Request Date 6/24/2012 CITY OF URBA
Page 3 and 4: Street and Public Property Tree Inv
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RFP #1112-05 Bid Specifications - City of Urbana

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