rfp utility network model implementation - gis.2.10. - …

TABLE OF CONTENTS PART I – GENERAL INFORMATION... ................................................................................................................. 3

1.0 General Information ... ......................................................................................................................... 3

2.0 Background ......................................................................................................................................... 3

3.0 Solicitation Schedule ........................................................................................................................... 4

4.0 Term of Contract .................................................................................................................................. 4

5.0 Acronyms... .......................................................................................................................................... 4

6.0 Attachments ... ..................................................................................................................................... 4

PART II – SCOPE OF WORK AND TECHNICAL SPECIFICATIONS .................................................................. 4

1.0 Scope of Work and Technical Services ............................................................................................... 4

2.0 Project Management ......................................................................................................................... 15

PART III – EVALUATION AND SELECTION PROCESS .................................................................................... 16

1.0 Evaluation Committee ... ................................................................................................................... 16

2.0 Interviews/Oral Presentations/ Demonstrations ................................................................................ 16

3.0 Selection Process .............................................................................................................................. 16

4.0 Best and Final Offer (“BAFO”) ........................................................................................................... 16

5.0 Evaluation Criteria ... ......................................................................................................................... 16

6.0 Additional Related Services ............................................................................................................... 19

PART IV – PROPOSAL SUBMISSION ................................................................................................................ 19

1.0 Instructions for Submission ... ........................................................................................................... 19

2.0 Submittal Requirements .................................................................................................................... 20

PART V – EXCEPTIONS TO TERMS AND CONDITIONS ................................................................................. 21

PART VI– SPECIAL CONDITIONS ...................................................................................................................... 21

1.0 No Contact Period ... ......................................................................................................................... 21

2.0 Protests .............................................................................................................................................. 21

3.0 Cancellation ....................................................................................................................................... 22

4.0 Anti-Boycott of Israel... ...................................................................................................................... 22

5.0 Executive Order 1-56 Zero Tolerance for Human Trafficking in City Service Contracts and Purchasing………………………. ....................................................................................................... 22

6.0 Preservation of Contracting Information……………………………………………………….. .............. 22

PART VII – INSTRUCTIONS TO PROPOSERS .................................................................................................. 22

1.0 Pre-Proposal Conference... ............................................................................................................... 22

2.0 Additional Information and Specification Changes ............................................................................ 22

3.0 Letter(s) of Clarification ..................................................................................................................... 22

4.0 Examination of Documents and Requirements ................................................................................. 22

5.0 Post-Proposal Discussions with Proposer(s) .................................................................................... 22

PART VIII – REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL ...................................................... 23

PART IX – REQUIRED FORMS TO BE SUBMITTED BY RECOMMENDED VENDOR ONLY ......................... 23

PART I – GENERAL INFORMATION 1.0 GENERAL INFORMATION

The City of Houston Public Works (“CITY”) is currently seeking proposals for qualified Geographic Information System (GIS) firm(s)/consultant(s) (“CONSULTANT”) the purpose of which is to provide professional GIS services to migrate the storm water, water, and wastewater utility geodatabases into the ESRI Utility Network Model. The CITY is seeking Proposals for utility network geodatabase migration and consulting services in each of the below designated areas relating to GIS services:

1.1.1 DATABASE READINESS ASSESSMENT

1.1.2 UTILITY GEODATABASE MIGRATION

1.1.3 RECOMMENDATION FOR PILOTS AND TESTING

1.1.4 MIGRATION PILOT(S)

1.1.5 IMPLEMENTATION TESTING STRATEGY

1.1.6 FINAL DATABASE IMPLMENTATION AND SUPPORT

1.1.7 DOCUMENTATION

1.1.8 WORKSHOPS AND MEETINGS

1.1.9 CUSTOM TOOL, INTERFACE AND WORKFLOW DEVELOPMENT

1.1.10 GENERAL GIS CONSULTATION

1.1.11 CUSTOM TRAININGS

1.1.12 DELIVERABLES

1.1.13 REQUIRED FUNCTIONALITY

The Request for Proposals (RFP) is categorized into two parts: Part 1- Water & Wastewater Systems and Part 2- Storm Water System. The parts are exclusive; thus, the various scopes within each part should not be combined or commingled with the other part. Interested parties may select one or both exclusive categories to submit proposals. Each exclusive category will be evaluated and scored independently; thus, two individual service contracts may be awarded.

2.0 BACKGROUND

2.1 CITY OF HOUSTON PUBLIC WORKS

Houston Public Works provides many of the basic services that affect the daily lives of everyone who lives and works in Houston. Primarily, the department is responsible for all the things we take for granted on a daily basis: the administration, planning, maintenance, construction management and technical engineering of the CITY's infrastructure. This includes the production and distribution of over 146 billion gallons of water per year and the treatment of over 90 billion gallons per year of wastewater. That is enough to fill the Astrodome four times per day with fresh water and over twice per day with wastewater. It also includes the maintenance of the CITY's over 16,000 lane miles of streets, over 60,000 stormwater manholes, over 100,000 stormwater inlets, over 1,100,000 street name and traffic control signs, over 17,000 freeway and under bridge light fixtures, traffic signals at over 2,450 intersections, over 60,000 fire hydrants, 160,000 water valves, 7,200 miles of water mains, 6,200 miles of wastewater mains, and 382 lift stations.

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3.0 SOLICITATION SCHEDULE

Listed below are the important dates for this Request for Proposal (RFP).

EVENT DATE RFP Issuance February 19, 2021 Pre-Proposal Conference March 1, 2021 Deadline for Questions March 10, 2021 Proposals Due April 1, 2021 Notification of Shortlisted Proposers (estimated) May 2021 Oral Presentations/Interviews (estimated) May 2021 Council Agenda Date (estimated) July 2021 Contract Start Date (estimated) July 2021

4.0 TERM OF CONTRACT

This is for a three (3) year contract with two (2), one (1) year options to renew, for a maximum five-year contract term. The City intends to enter into one or more contracts for Part 1- Water & Wastewater Systems and Part 2- Storm Water System.

5.0 ACRONYMS

ESRI The Environmental Systems Research Institute GIS Geographic Information Systems HHFP Hire Houston First Preference LGM Local Government Model QA/QC Quality Assurance and Quality Control RFP Request for Proposal UFID Unique Feature Identification

6.0 ATTACHMENTS

Attachment A - Workflow Manger Storm Water System Attachment B – Cost Proposal Workbook – Water & Wastewater Systems Attachment C – Cost Proposal Workbook – Storm Water System Attachment D – Schedule Attachment E – Assumptions Attachment F – Staff Category (Hours) Attachment G – Sample Contract

PART II – SCOPE OF WORK AND TECHNICAL SPECIFICATIONS 1.0 SCOPE OF WORK AND TECHNICAL SERVICES

1.1 PURPOSE - WATER AND WASTEWATER SYSTEMS

The water and wastewater systems geodatabase will migrate from ArcFM to the ESRI Utility Network Model and implement the ESRI Utility Network Model through the development of custom tools and/or workflows.

The CONSULTANT shall provide services that migrate the following: ESRI Enterprise Geodatabase version 10.2.1 ArcGIS Desktop 10.2.1 (not limited to version 10.2.1) ArcFM Solution 10.2.1a ArcFM Editing and Maintenance tools Multiple front-end customizations/workflows, including session manager and maintenance log

The CONSULTANT shall provide a work plan and schedule detailing the means by which the following minimum migration implementation requirements will be met:

Water Utility Network Model within an ESRI Enterprise Geodatabase version 10.8.1* Wastewater Utility Network Model within ESRI’s Enterprise Geodatabase version 10.8.1* ArcGIS Pro 2.x and Extensions*

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ArcGIS Pro Attribute Assistant ArcGIS Pro Data Reviewer ArcGIS Pro Workflow Manager ArcGIS Pro Data Maintenance Editing Tools Minimal customizations through Python scripts, where applicable

The CONSULTANT shall have experience with and will utilize SSP Innovations’ Productivity and Lifecycle extensions for the migration. The CITY shall license SSP Innovations’ Productivity and Lifecycle (Work for Productivity) software products and the CONSULTANT shall be given access to these tools. The SSP Innovations’ entire suite of web-based comprehensive enterprise asset management and capital construction work management functionality are not included under this scope of work.

The CITY will give preference to solutions that include fewer customizations and leverage existing software functionality. Additionally, the CONSULTANT shall be required to deliver a pilot for the data migration task. The anticipated project time frame is not to exceed three (3) years.

1.2 PURPOSE - STORM WATER SYSTEM

The storm water system geodatabase will migrate from the ESRI 10.5.0 Local Government Model (LGM) geometric network to the ESRI utility network*. The CONSULTANT shall provide services that migrate the following: ESRI Enterprise Geodatabase version 10.5.0 LGM

The CONSULTANT shall provide a work plan and schedule detailing the means by which the following minimum migration implementation requirements will be met: Storm Water Utility Network Model within ESRI’s Enterprise Geodatabase version 10.8.1* ArcGIS Pro 2.x + Extensions * ArcGIS Pro Attribute Assistant ArcGIS Pro Data Reviewer ArcGIS Pro Workflow Manager ArcGIS Pro Data Maintenance Editing Tools Minimal customizations through Python scripts, where applicable

*Version to be determined at the time development begins.

The anticipated project time frame is not to exceed six (6) months.

1.3 SCOPE OF WORK FOR THE WATER AND WASTEWATER SYSTEMS – PART 1

The scope of work under this solicitation includes but is not limited to the following items listed below. The CITY will provide the CONSULTANT with the current enterprise geodatabase at which time the CITY will prohibit internal schema changes until after the data migration task is complete.

The CONSULTANT shall be able to deliver the following products and services to the CITY regarding the water and wastewater systems:


The CONSULTANT shall deliver a database readiness assessment report to be delivered prior to recommendations for migration, pilot and testing. The database readiness assessment will detail at a minimum data quality issues that will need to be resolved by the CITY prior to migration and should also include data recommendations that may not prevent migration but would optimize data workflow and performance within the utility network.


The CONSULTANT shall migrate the database to the Utility Network Model. The migration will map key elements of the database (i.e. feature assets, attributes, and domains). Assets will be migrated first to a staging database for testing and validation. The CONSULTANT will provide a checklist of all database requirements certified as being met to the CITY for approval prior to the

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final migration. Post-acceptance in the staging database will be loaded into the production environment.

1.3.3 RECOMMENDATIONS FOR PILOTS AND TESTING

The CONSULTANT shall deliver a document stating the minimum technical recommendations for setting up the migration pilots and for instituting implementation testing which will require approval by the CITY prior to proceeding with migration pilots.

1.3.4 MIGRATION PILOTS

The CONSULTANT shall deliver two (2) pilot migrations one per each system (i.e. water, wastewater). Each pilot will entail migration review, a workshop, and at least two (2) meetings. Pilot areas will be selected by the CITY and provided to the CONSULTANT.

The CONSULTANT shall deliver all supporting documentation (e.g. data mapping, workflows, training materials, best practices), a workshop, and ArcGIS Pro and utility network editing tools.

The CONSULTANT shall produce a data mapping document detailing the database migration for both water and wastewater systems. Emphasis shall be given to but not limited to features, columns, domains, subtypes and attributes of which the CITY would need to add: 1) for Utility Network Model compatibility, and 2) to account for CITY customizations in order to avoid data loss.

All customizations and functionalities listed in the Required Functionality section must be included in each pilot and demonstrated prior to final database implementation. The CITY shall review deliverables and the CONSULTANT shall address CITY comments.

1.3.5 IMPLEMENTATION TESTING STRATEGY

The CONSULTANT shall develop a Testing Strategy Plan and deliver to the CITY for approval. The plan will include detailed processes that clearly describes the test strategy, objectives, and the deliverables required to validate the quality of the migrated database the data workflows and its tools. The Testing Strategy Plan should also identify the components which will be tested “in scope” and those components which will not be tested “out of scope.”

The CONSULTANT shall provide the minimum hardware requirements for standing up the locally hosted environment that will support the activities within the testing strategy plan. The locally hosted environment will enable the CITY the ability to test the database configurations, customizations, functionalities and software installations (e.g. SSP Innovations’ Work for Productivity and Lifecycle extensions). The development of a bug/defect reporting system will also be provided as a tool for capturing and documenting all results from the testing phase. A minimum of fifteen (15) business days will be allocated (excluding holidays, per each test event) for testing.

The CITY shall test all customizations and functionalities listed in the Required Functionality section. The CITY shall review the deliverables and the CONSULTANT shall address CITY comments. Multiple rounds of testing may be required.

1.3.6 FINAL DATABASE IMPLEMENTATION AND SUPPORT

The CONSULTANT will conduct the database migration using SSP Innovations’ Sync Application and perform software validation.

As implementation nears the final stage, for each system the CITY will suspend data editing for one (1) calendar week to conduct final data review. The suspension period for each system may either be concurrent or successive.

The CITY shall perform production testing and review. CITY IT support for Utility Network Model Implementation related items will not exceed fifteen (15) business days (excludes holidays, per each testing event). The CITY shall review deliverables and the CONSULTANT shall address CITY comments.

Post migration the CONSULTANT will train CITY staff on, at a minimum, the Utility Network model, tools, workflows and interfaces.

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1.3.7 DOCUMENTATION

1.3.7.1 Data Migration Mapping Plan with Data Dictionary:

The CONSULTANT will prepare a document per each system that contains a detailed migration plan mapping out the conversion from the existing schema to the Utility Network Model schema, and as part of this plan a data dictionary that defines the elements within the UNM. Emphasis shall be given to but not limited to features, columns, domains, subtypes and attributes of which the CITY would need to add: 1) for Utility Network Model compatibility, and 2) to account for CITY customizations in order to avoid data loss. Refer to Section 1.3.4 MIGRATION PILOTS.

1.3.7.2 Pilot Technical Recommendations

The CONSULTANT will prepare a document stating the minimum technical recommendations for pilot set up and testing. Refer to Section 1.3.3 RECOMMENDATIONS FOR PILOTS AND TESTING.

1.3.7.3 Best-Practices

The CONSULTANT will prepare a document(s) containing best practices on:

how to improve performance, maintain the utility network, reduce database size, and ensure the best state of the data within the UNM;

managing services (e.g. publishing, updating, deleting) in ArcServer and online content (e.g. dashboards, collector, web maps) as it pertains to the UNM; and

using the ArcGIS Workflow Manager extension with the UNM.

1.3.7.4 Tool and Interfaces

The CONSULTANT will prepare documentation on each tool and interface developed for this project. At a minimum the tools or interfaces functionality, input parameters, and stepped guide should be delivered.

1.3.7.5 Test Implementation Plan

The CONSULTANT will prepare a document detailing the implementation testing plan prior to migration. Refer to Section 1.3.5 IMPLEMENTATION TESTING.

1.3.7.6 Workflows

The CONSULTANT will prepare a document that summarizes workflows to edit and manage the UNM data and/or schema (e.g. customizing add, delete, update the schema, versioning, replicating, feature or tile services, validation) and integrates the ArcGIS Workflow Manager Extension. This document includes ArcGIS Workflow Manager Extension workflows to create and assign work, track job activities, standardize business process, distribute work geographically, integrate with GIS and other applications, reporting, manage distributed workforce.

1.3.7.7 Reports (i.e. Recommendation and Data Readiness)

The CONSULTANT shall deliver a database readiness assessment report refer to Section 1.3.1 DATA READINESS ASSESSMENT for details.


The CONSULTANT will prepare a workshop presentation on and hand out materials for each pilot. The CONSULTANT will provide an agenda and detailed notes to the CITY per each meeting. Refer to Section 1.3.4 MIGRATION PILOTS and Section 2.0 PROJECT MANAGEMENT for specified meetings.

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Refer to Section 1.3.13 REQUIRED FUNCTIONALITY for details on custom tools, interfaces, and workflow development.


The CONSULTANT will provide other general GIS consultation services (i.e. assistance with data readiness, recreation of web services, updating python scripts) as needed for this implementation.


The CONSULTANT will prepare two custom trainings one for general staff and the other for supervisory staff. At a minimum, each training will include a presentation and hand out materials on the workflows, interfaces, and tools developed.

1.3.12 DELIVERABLES

1.3.12.1 Data Readiness Assessment Report

1.3.12.2 Pilot technical recommendation document

1.3.12.3 Data migration mapping document with data dictionary

1.3.12.4 Two Pilots one for each system with supporting documentation, best practices, workflows, meetings, workshop, and tools


1.3.12.6 Test environments

1.3.12.7 Bug or defect reporting system

1.3.12.8 Database migration and checklist

1.3.12.9 Software validation

1.3.12.10 Training

1.3.12.11 Functionality


The CONSULTANT shall deliver the following functionality:

1.3.13.1 Feature Lifecycle Management

a. Replace the function provided by the ArcFM Abandon tools which allow for moving features from an “Existing” to “Abandoned” feature class without data loss.

1.3.13.2 Unique Feature Identification (UFID)

a. UFID and Facility ID Generator – Upon record creation, generate an incremental ID number (the UFID) that is unique across the entire CITY database, and the Facility ID, which is equal to the UFID except for wastewater gravity mains, where the Facility ID follows the format “UPMH# DSMH#-UFID” (CITY possesses current source code).

b. UFID and Facility ID Maintainer – Maintains the UFID and Facility ID when lines are split. The longer segment keeps the existing UFID and Facility ID while the shorter segment receives a new UFID and Facility ID (CITY possesses current source code). Note that the Facility ID Maintainer for wastewater gravity mains functions differently from the water system.

c. Wastewater Gravity Main Manhole Number Updater – Populates and/or updates the upstream and downstream manhole number fields on wastewater gravity mains based on the Manhole Number (if

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present) or UFID (if manhole number is not available) attributes of the respective manholes (CITY possesses current source code).

1.3.13.3 Attribute Auto-Updaters

a. Upstream / Downstream Invert Calculator for Wastewater Gravity Mains – Calculate the upstream and downstream invert fields based on the slope and length fields. This calculator should only be called when an existing gravity main is split due to the insertion of a manhole on that line, to prevent future manual updates from being overwritten.

b. IPSFacilityID – Creates a text attribute similar to the FacilityID for Wastewater mainline features (CITY possesses current source code).

c. Zone, Key Map, Council District, Wastewater Service Area, Wastewater Meter Basin, Address, Address_ID – Updates each feature’s respective field based on the polygon within which the centroid of the point or line falls. (CITY possesses current source code for all listed fields except for Wastewater Service Area and Wastewater Meter Basin).

d. IPSSubType – Creates and updates a text-formatted version of the Subtype code.

e. CompType – Create and update an IPS-generated code based on feature Subtyp.e

f. MainComp1, MainComp2 – For line features, create and maintain a code that is based on the CompType code of the point features at the start (MainComp1) and end (MainComp2) points of the line.

g. UnitID, UnitID2 – For point features, create and maintain a number similar to the UFID, and for line features, indicate the UnitID of the point feature at the start (UnitID) and end (UnitID2) point of the line.

h. X, Y / Lat, Long – On point features, automatically update the 4 attribute fields that indicate bi-directional location.

1.3.13.4 Version Management and Statistics

a. Version Management Interface – With functionalities similar to ArcFM’s Session Manager. The interface should provide the following capabilities:

Version Status (i.e. In Progress, Pending Approval) Project Type (i.e. Water, Wastewater) Version ID Number Current Owner Version Creator Creation Date Date of Most Recent Status Change

b. Batch Reconcile and Post Conflict or error resolution

c. Version Statistics Table – For each version that gets posted, tabulate the following figures, exportable into .csv or equivalent

Version ID Number Date and Time Posted Version Creator Edit Count by Type (Insert, Update, Delete) Total Edit Count (Insert + Update)

d. Workflows

1.3.13.5 Quality Assurance and Quality Control (QA/QC)

a. Perform QA/QC tasks on all features that were edited in the currently opened version.

b. Ability to QA/QC features in a custom area or selection.

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c. Feature Connectivity Check and Rebuild: Rebuild Network Connectivity (or utility network equivalent) Visual check of connectivity (Valence tool or equivalent) Customized and customizable Data Reviewer for attribute-based

QA/QC Customized and customizable Data Reviewer for topology-based

QA/QC Automated QA/QC tasks where possible.

1.3.13.6 Daily Editing Tools

a. Utility network editing toolsets, especially ones that are new to the utility network or ones that function differently when in the geometric network

b. Mass Attribute Updates c. System and User Configurable Edit Templates – Similar to the Favorites in

ArcFM, ability to store and use common combinations of features (e.g.all features required for a fire hydrant installation)

1.3.13.7 Interface General Purposes and Functionalities

a. Search capabilities for both feature attribute fields and spatial locations b. Map Templates

Utility-specific layer files and/or sets, similar to ArcFM’s Stored Displays. Similar to ArcFM’s Page Templates, stored layout view standards for

uniform look and feel of plots at various page sizes and orientations.

1.4 SCOPE OF WORK FOR THE STORM WATER SYSTEM – PART 2

The scope of work under this solicitation includes but is not limited to the following items listed below. The CITY will provide the CONSULTANT with the current enterprise geodatabase at which time the CITY will prohibit internal schema changes until after the data migration task is complete.

The CONSULTANT shall be able to deliver the following products and services to the CITY regarding the storm water system:


The CONSULTANT shall deliver a database readiness assessment report to be delivered prior to recommendations for migration, pilot and testing. The database readiness assessment will detail at a minimum data quality issues that will need to be resolved by the CITY prior to migration and should also include data recommendations that may not prevent migration but would optimize data workflow and performance within the utility network.


The CONSULTANT shall migrate the database to the Utility Network Model. The migration will map key elements of the database (i.e. feature assets, attributes, and domains). Assets will be migrated first to a staging database for testing and validation. The CONSULTANT will provide a checklist of all database requirements certified as being met to the CITY for approval prior to the final migration. Post-acceptance in the staging database will be loaded into the production environment.

1.4.3 RECOMMENDATIONS FOR PILOTS AND TESTING

The CONSULTANT shall deliver a document stating the minimum technical recommendations for setting up the migration pilots and for instituting implementation testing which will require approval by the CITY prior to proceeding with migration pilots.

1.4.4 MIGRATION PILOT

The CONSULTANT shall deliver one (1) pilot migration for the storm water system. The pilot will entail migration review, a workshop, and at least two (2) meetings. The pilot area will be selected

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by the CITY and provided to the CONSULTANT. The CONSULTANT shall deliver all supporting documentation (e.g. data mapping, workflows, training materials, best practices), a workshop, and ArcGIS Pro and utility network editing tools.

The CONSULTANT shall produce a data mapping document detailing the database migration for the stormwater systems. Emphasis shall be given to but not limited to features, columns, domains, subtypes and attributes of which the CITY would need to add: 1) for Utility Network Model compatibility, and 2) to account for CITY customizations in order to avoid data loss.

All customizations and functionalities listed in the Required Functionality section must be included in each pilot and demonstrated prior to final database implementation. The CITY shall review deliverables and the CONSULTANT shall address CITY comments.

1.4.5 IMPLEMENTATION TESTING

The CONSULTANT shall develop a Testing Strategy Plan and deliver to the CITY for approval. The plan will include detailed processes that clearly describes the test strategy, objectives, and the deliverables required to validate the quality of the migrated database the data workflows and its tools. The Testing Strategy Plan should also identify the components which will be tested “in scope” and those components which will not be tested “out of scope.”

The CONSULTANT shall provide the minimum hardware requirements for standing up the locally hosted environment that will support the activities within the testing strategy plan. The locally hosted environment will enable the CITY the ability to test the database configurations, customizations, functionalities and software installations (e.g. SSP Innovations’ Work for Productivity and Lifecycle extensions). The development of a bug/defect reporting system will also be provided as a tool for capturing and documenting all results from the testing phase. A minimum of fifteen (15) business days will be allocated (excluding holidays, per each test event) for testing.

The CITY shall test all customizations and functionalities listed in the Required Functionality section. The CITY shall review the deliverables and the CONSULTANT shall address CITY comments. Multiple rounds of testing may be required.

1.4.6 FINAL DATABASE IMPLEMENTATION AND SUPPORT

The CONSULTANT will conduct the database migration.

As implementation nears the final stage, for each system the CITY will suspend data editing for one (1) calendar week to conduct final data review. The suspension period for each system may either be concurrent or successive.

The CITY shall perform production testing and review. CITY IT support for Utility Network Model Implementation related items will not exceed fifteen (15) business days (excludes holidays, per each testing event). The CITY shall review deliverables and the CONSULTANT shall address CITY comments.

Post migration the CONSULTANT will train CITY staff on at a minimum the Utility Network model, tools, workflows and interface.

1.4.7 DOCUMENTATION

1.4.7.1 Data Migration Mapping Plan with Data Dictionary

The CONSULTANT will prepare a document per each system that contains a detailed migration plan mapping out the conversion from the existing schema to the Utility Network Model schema, and as part of this plan a data dictionary that defines the elements within the UNM. Emphasis shall be given to but not limited to features, columns, domains, subtypes and attributes of which the CITY would need to add: 1) for Utility Network Model compatibility, and 2) to account for CITY customizations in order to avoid data loss. Refer to Section 1.4.4 MIGRATION PILOTS.

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1.4.7.2 Pilot Technical Recommendations

The CONSULTANT will prepare a document stating the minimum technical recommendations for pilot set up and testing. Refer to Section 1.4.3 RECOMMENDATIONS FOR PILOTS AND TESTING.

1.4.7.3 Best-Practices

The CONSULTANT will prepare a document(s) containing best practices on:

how to improve performance, maintain the utility network, reduce database size, and ensure the best state of the data within the UNM;

managing services (e.g. publishing, updating, deleting) in ArcServer and online content (e.g. dashboards, collector, web maps) as it pertains to the UNM; and

using the ArcGIS Workflow Manager extension with the UNM.

1.4.7.4 Tool and Interfaces

The CONSULTANT will prepare documentation on each tool and interface developed for this project. At a minimum the tools or interfaces functionality, input parameters, and stepped guide should be delivered.


The CONSULTANT will prepare a document detailing the implementation testing plan prior to migration. Refer to Section 1.4.5 IMPLEMENTATION TESTING.

1.4.7.6 Workflows

The CONSULTANT will prepare a document that summarizes workflows to edit and manage the UNM data and/or schema (e.g. customizing add, delete, update the schema, versioning, replicating, feature or tile services, validation) and integrates the ArcGIS Workflow Manager Extension. This document includes ArcGIS Workflow Manager Extension workflows to create and assign work, track job activities, standardize business process, distribute work geographically, integrate with GIS and other applications, reporting, manage distributed workforce.

1.4.7.7 Reports (i.e. Recommendation and Data Readiness)

The CONSULTANT shall deliver a database readiness assessment report refer to Section 1.4.1 DATA READINESS ASSESSMENT for details.


The CONSULTANT will prepare a workshop presentation on and hand out materials for each pilot. The CONSULTANT will provide an agenda and detailed notes to the CITY per each meeting. Refer to Section 1.4.4 MIGRATION PILOTS and Section 2.0 PROJECT MANAGEMENT for specified meetings.


Refer to Section 1.4.13 REQUIRED FUNCTIONALITY for details on custom tools, interfaces, and workflow development.


The CONSULTANT will provide other general GIS consultation services (i.e. assistance with data readiness, recreation of web services, updating python scripts) as needed for this implementation.


The CONSULTANT will prepare two custom trainings one for general staff and the other for supervisory staff. At a minimum, each training will include a presentation and hand out materials on the workflows, interfaces, and tools developed.

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1.4.12 DELIVERABLES

1.4.12.1 Data Readiness Assessment Report

1.4.12.2 Pilot technical recommendation document

1.4.12.3 Data migration mapping document with data dictionary

1.4.12.4 One Pilot the storm water system with supporting documentation, best practices, workflows, meetings, workshop, and tools


1.4.12.6 Test environments

1.4.12.7 Bug or defect reporting system

1.4.12.8 Database migration and checklist

1.4.12.9 Software validation

1.4.12.10 Training

1.4.12.11 Functionality


The CONSULTANT shall deliver the following functionality: All items must be demonstrated by the vendor and will be checked by the CITY Project Manager at various checkpoints. These items may be operational via, Attribute Assistant, Data Reviewer, and Workflow Manager in order of preference, out-of-the-box ArcGIS Pro features, extension(s) to ArcGIS Pro, and/or back end customizations.

1.4.13.1 Unique Feature Identification

a. Unique feature identification (e.g. FACILITYID) shall be conducted through Sequencer in the Attribute Assistant.

b. The unique ID for the storm water infrastructure is FACILITYID and consists of three elements: Watershed Letter Asset Prefix Leading Zeros with Number

c. The number portion of the unique ID is seven digits. For example, the gravity main in Buffalo Bayou Watershed on row one of the table in the GIS database would be W-GM-0000001.

d. The Asset Prefix (17 types) was created to identify the type of drainage infrastructure. The swOpenDrain Feature (open drainage infrastructure) required additional identification between line types thus six prefixes were created.

Table 1. Asset Prefix GIS Feature Name Prefix Comment swDetention DP

swDetention LD when Green Infrastructure/Low Impact Development

swDischargePoint OF swEasement ES swFitting FP

swFitting LD when Green Infrastructure/Low Impact Development

swGravityMain GM swInlet IN

swInlet LD when Green Infrastructure/Low Impact Development

swManhole MH

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GIS Feature Name Prefix Comment

swManhole LD when Green Infrastructure/Low Impact Development

swNetworkStructure NS primarily Pump Stations swOpenDrain CH when Offroad Ditch swOpenDrain CL when Canal swOpenDrain LF when Low Flow Pilot Channel

swOpenDrain LD when Green Infrastructure/Low Impact Development

swOpenDrain RR when Rail Road Open Drain swOpenDrain RS when Roadside Ditch swOpenDrain SW when Swale swUnderPass UP swVirtualDrainline VL XX used by GIS staff to find errors

Harris County Flood Control District (HCFCD) operates within 22 primary watersheds. Each watershed is represented by one letter. These letters form the basis of the first character of the FACILITYID. A small percentage of storm infrastructure is located outside the 22 primary watersheds. These assets will be identified by the letter X.

Table 2. Watershed Letter WTSHUNIT WTSHNAME

A CLEAR CREEK B ARMAND BAYOU C SIMS BAYOU D BRAYS BAYOU E WHITE OAK BAYOU F SAN JACINTO & GALVESTON BAY G SAN JACINTO RIVER H HUNTING BAYOU I VINCE BAYOU J SPRING CREEK K CYPRESS CREEK L LITTLE CYPRESS CREEK M WILLOW CREEK N CARPENTERS BAYOU O SPRING GULLY & GOOSE CREEK P GREENS BAYOU Q CEDAR BAYOU R JACKSON BAYOU S LUCE BAYOU T BARKER RESERVOIR U ADDICKS RESERVOIR W BUFFALO BAYOU X For infrastructure located outside the 22 primary watersheds

1.4.13.2 Auto Populate Fields

a. Auto population of fields through Attribute Assistant which includes the following minimum fields: Address Council District

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FACILITY ID (see previous section) Upstream/Downstream Node FACILITY ID for linear features Last Value for various fields to assist editors Watershed

1.4.13.3 Workflow Manager

a. Project Management, Editor Tracking, QA/QC, and Version (Recociling/Posting Management

b. The following fields will be enabled in the database through Editor Tracking: created_user created_date last_edited_user last_edited_date

Refer to Attachment A for the workflow detailing the storm water data processing procedure utilized within Workflow Manager. Steps summarized in Attachment A are utilized to create the GIS deliverable. The workflow should be similar within Workflow Manager whereby staff are assigned jobs, staff check the job out, and start the workflow.

2.0 PROJECT MANAGEMENT

2.1 PROJECT SCHEDULE

The CONSULTANT shall produce a project schedule to be approved by the CITY at project initiation. The duration shall match the anticipated project time frame. The CONSULTANT shall update the CITY with monthly status updates and modify the schedule to show project progress or deviations. The CONSULTANT shall document project delays and develop a mitigation plan to correct for schedule deviations. This schedule shall be submitted with each monthly pay application.

2.2 QUALITY CONTROL

The CONSULTANT shall perform internal quality control of all samples, interim and final deliverables prior to submission to CITY as outlined in the scope of work. Interim submittals provided for review by the CITY shall, at a minimum, bear the signature of the CONSULTANT’s Project Manager and designated Quality Control reviewer. The CITY shall provide written comments for each submittal bearing, at a minimum, the signature of the CITY Project Manager.

2.3 ISSUES LOG

The CONSULTANT shall maintain an “Issues Log” detailing action items identified in meetings or during the design process, date the issue was identified, the responsible individual, the solution/resolution to the issue and resolution date.

2.4 PROJECT MANAGEMENT & ADMINISTRATION

The CONSULTANT shall provide project management and administration services including but not limited to project plan, initiation meeting, accounting, invoice preparation, review, sub-consultant management, project guide, progress tracking, filing, mailing, and copying.

2.5 RESPONSES TO QUERIES

The CONSULTANT shall evaluate CITY comments and coordinate responses into reports or technical memoranda. The CONSULTANT shall provide written responses to CITY’s comments received on reports, technical memoranda, plans and specifications.

2.6 KICKOFF MEETING FOR EACH PHASE The CONSULTANT shall hold a Kick-off Meeting to explain the objectives of each Phase and the methodology that will be used to develop each associated task. CITY Staff may be asked for opinions and to provide direction.

2.7 MONTHLY STATUS UPDATE MEETINGS For each task of the project, the CONSULTANT shall hold a monthly update meeting with the CITY’s Project Manager. The monthly meetings may be done in person or thru conference calls.

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2.8 FINAL PROJECT MEETING Upon project completion, the CONSULTANT shall conduct a project closeout meeting where a summary of findings detailing each phase and task of the project are presented. The CONSULTANT will produce a final comprehensive document of the project.

2.9 DELIVERABLES: Project Plan, Initiation meeting, Project Schedule (Updated Monthly), Monthly Invoice, Monthly Project Manager Status Report, Monthly Issues Log, Monthly teleconference, Project Closeout Meeting, Final project summary document.

PART III – EVALUATION AND SELECTION PROCESS

1.0 EVLAUTION COMMITTEE

An evaluation committee shall evaluate Proposers’ submissions in accordance with the evaluation criteria listed in Item E below. Upon completion of the evaluation, the committee may develop a short list of Proposer(s) meeting the technical competence requirements. The shortlisted Proposer(s) may be scheduled for a structured oral presentation, demonstration, interview and negotiations. Following these City-to-Proposer(s)’ meetings, the evaluation committee will summarize their findings and recalculate their scores, if needed. However, the evaluation committee reserves the right to issue letter(s) of clarification when deemed necessary to any or all Proposer(s). The oral presentations, demonstrations and/or interviews may be recorded and/or videotaped.

2.0 INTERVIEWS/ORAL PRESENTATIONS/DEMONSTRATIONS

The City reserves the right to request that Proposer(s) provide a final presentation handout of its Proposal at their scheduled meeting. No Proposer may attend presentations of any other Proposer. If necessary, Proposers may be scheduled for more than one presentation, demonstration, or interview.

3.0 SELECTION PROCESS

The City intends to select a Proposal that best meets the needs of the City and that provides the best overall value. The City reserves the right to check references on any projects performed by the Proposer, whether provided by the Proposer or known by the City. Upon review of all information provided by Proposers, the evaluation committee will make a recommendation for selection to City officials. Upon approval of the selected Proposer, a contract shall be executed by the appropriate City officials.

4.0 BEST AND FINAL OFFER (“BAFO”)

The City reserves the right to request a BAFO from finalist Proposer(s), if necessary.

5.0 EVALUATION CRITERIA

The proposal will be evaluated based on the criteria listed below in addition to overall proposal appearance and content. Proposals will be evaluated on the below sections for either ‘Part 1 -Water & Wastewater Systems’ or ‘Part 2- Stormwater Systems’, or both as submitted by proposers.

5.1 RESPONSIVENESS OF PROPOSAL (PASS/FAIL)

The Proposal shall be responsive to all material requirements that will enable the evaluation committee to evaluate it in accordance with the evaluation criteria and make a recommendation to City officials.

5.2 FINANICAL STABILITY OF THE PROPOSER (PASS/FAIL)

If Proposer is an entity that is required to prepare audited financial statements, Proposer shall submit an annual report that includes:

5.2.1 Last two years of audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet.

5.2.2 If applicable, last two years of consolidated statements for any holding companies or affiliates;

5.2.3 An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

5.2.4 A full disclosure of any events, liabilities, or contingent liabilities that could affect Proposer’s financial ability to perform this contract.

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If Proposer is a privately-owned entity or sole proprietorship for which audited financial statements are not required, Proposer shall submit an annual report that includes:

5.2.5 Last two years of un-audited accrual-basis financial statements, including an income statement, cash flow statement, and balance sheet;

5.2.6 An audited or un-audited accrual-basis financial statement of the most recent quarter of operation; and

5.2.7 A full disclosure of any events, liabilities, or contingent liabilities that could affect Proposer’s financial ability to perform this contract;

OR

5.2.8 Other financial information sufficient for the City, in its sole judgement, to determine if Proposer is financially solvent or adequately capitalized.

5.3 EXPERIENCE/EXPERTISE/QUALIFICATIONS (30 POINTS)

5.3.1 Proposer’s shall provide a brief statement describing the Proposer’s background information, history, resources and/or experience

5.3.2 Proposer’s shall provide details experience on GIS consulting services for utilities, ESRI’s Utility Network Model migrations and implementations, custom training development, custom tool and interface development, that are similar in type, scope and magnitude of that described in the scope of work.

5.3.3 Proposer’s shall provide past project experience comparable in size, scope and complexity to this solicitation. The CITY will accept project experience as follows:

5.3.3.1 Part 1 - Water & Wastewater Systems, Proposer’s shall submit one (1) comparable project for Water System and one (1) comparable project for Wastewater System, and one (1) comparable project that included both Water and Wastewater Systems. Proposer’s may submit three (3) comparable projects that included both systems on each project.

5.3.3.2 Part 2 - Stormwater System, Proposer’s shall submit three (3) comparable projects.

5.3.4 Proposer’s shall provide list of certifications and/or licensures, and key personnel resumes.

5.3.5 Proposer’s shall provide an organizational chart of proposed team or staff for this project.

5.3.6 Proposer’s shall demonstrate established resources, qualified staff who can successfully deliver services, and positive feedback on reference projects

5.4 METHODOLOGY/APPROACH (15 POINTS)

5.4.1 Proposer’s shall provide the process that clearly defines the method of approach that will be utilized in the successful achievement of the intended scopes of work, including a work plan, data management plan (i.e. backup, redundancy), and timeline to meet the requirements.

5.4.2 Proposer’s shall demonstrate a clear and concise methodology.

5.4.3 Proposer’s shall demonstrate resource availability to complete the scope of works based on recent, current and project workloads.

5.5 SCHEDULE (10 POINTS)

5.5.1 The CITY will evaluate the proposed schedule is reasonable along with detailed methods to mitigate and control project schedule to meet set milestones. Proposer’s shall complete and submit the Attachment D – Schedule in its entirety.

5.6 ASSUMPTIONS (5 POINTS)

5.6.1 The CITY will evaluate proposed assumptions upon which pricing is being determined. Proposer’s are to create a series of statements that define the conditions on which the estimate is based. Within this section the Proposer’s will at a minimum clearly define what the estimate includes and excludes; identify global and program-specific assumptions; identify any schedule or budget constraints, inflation assumptions, and travel assumptions that impact cost; and specify equipment, software, or other tangible or intangible assets the City is to furnish. Proposer’s shall

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complete and submit Attachment E – Assumptions in its entirety.

5.7 STAFF CATEGORY HOURS (5 POINTS)

5.7.1 The CITY will evaluate proposed Staff Category hours for each system requesting consideration, describe the system relating to the task description, total duration of the task in weeks, the anticipated start and end weeks of the task being describe, and the total hours for each staff category per task described. Proposer’s shall complete and submit Attachment F – Staff Category (Hours) in its entirety.

5.8 TECHNICAL KNOWLEDGE (25 POINTS)

5.8.1 Proposer’s shall demonstrate has a clear understanding of project goals, objectives, requirements, and deliverables to include technical knowledge of key geospatial concepts.

5.8.2 Proposer’s shall demonstrate an in-depth response and effective understanding in performing project management.

5.8.3 Proposer’s shall provide clear details and understanding on quality assurance and control practices that will be utilized.

5.9 TRAINING (5 POINTS)

Proposer’s shall demonstrate has set forth a clear, diversified for users and administrators, and detailed custom training plan.

5.10 COST (5 POINTS)

The CITY will evaluate the proposed costs are to be considered fair and reasonable. Proposer’s shall complete and submit either the Attachment B – Cost Proposal Workbook ‘Water & Wastewater System’ or Attachment C – Cost Proposal Workbook ‘Storm Water System’. MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE that is clearly marked with the RFP title and solicitation number and the label “Cost” Part 1 or Part 2.

5.11 LOCAL PREFERENCE POINTS

To be eligible for the preference, a company must be designated as a City Business (CB) or Local Business (LB) under the Hire Houston First Program prior to submittal of proposal. Proposer’s must provide Declaration of Hire Houston First Designation with proposal submission. At the conclusion of scoring Proposals, Hire Houston First preference points shall be distributed in such a way that grants the highest number of points to a City Business (CB) and the next highest number of points to a Local Business (LB).

Note: At the conclusion of scoring Proposals, preference points shall be distributed in the following manner:

5 Points: For Proposer subrecipient organization designated as a Hire Houston First “City Business” (CB);

3 Points: For Proposer subrecipient organization designated as a Hire Houston First “Local Business” (LB);

0 Points: For proposer subrecipient organization not designated as either a “City Business” (CB) or a “Local Business” (LB)

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5.12 EVALUATION MATRIX

Evaluation Criteria Max Points 5.1 Responsiveness of Proposal Pass/Fail 5.2 Financial Stability of The Proposer Pass/Fail 5.3 Experience/Expertise/Qualifications 30 points 5.4 Methodology and Approach 15 points 5.5 Schedule 10 points 5.6 Assumptions 5 points 5.7 Staff Category Hours 5 points 5.8 Technical Knowledge 25 points 5.9 Training 5 points 5.10 Cost 5 points 5.11 Local Preference Points 5 points TOTAL AVAILABLE POINTS 105 POINTS

6.0 ADDITIONAL RELATED SERVICES

In submitting its Proposal, Proposer’s shall indicate a willingness to negotiate future potential additional services deemed appropriate for the professional GIS services to migrate the storm water, water, and wastewater utility geodatabases into the ESRI Utility Network Model, as provided herein, or deemed necessary and/or desirable by the City

PART IV – PROPOSAL SUBMISSION 1.0 INSTRUCTIONS FOR SUBMISSION

1.1 Number of Copies. Submit five (5) printed copies of the Proposal, one printed original signed in BLUE ink, and five (5) electronic copies of the Proposal on thumb drives, sealed in a separate single envelope bearing the assigned solicitation number (located on the first page of this RFP document) to:

City Secretary’s Office City Hall Annex, Public Level 900 Bagby Street Houston, Texas 77002

1.1.1 Proposal. In a separate envelope submit one (1) original and five (5) printed copies of the Proposal for proposed system(s).

1.1.2 Cost. In a separate envelope submit one (1) electronic copy on a thumb drive of the required attachment as associated with proposed system(s). No printed copies are required to be submitted within the proposal.

1.1.3 Electronic Copies. In a separate envelope submit five (5) thumb drives with copies of the proposal (unlocked) excluding Cost.

1.1.4 Label. Proposer’s must indicate proposal is for “Part 1 - Water & Wastewater System” or “Part 2 - Stormwater System”.

The City shall bear no responsibility for submitting responses on behalf of any Proposer. Proposer’s may submit their Proposal to the City Secretary’s Office any time prior to the stated deadline.

1.2 Time for Submission. Proposals shall be submitted no later than the date and time indicated for submission in this RFP. Late submittals will not be considered and will be returned unopened. With the exception of City holidays, the normal business hours for the City Secretary’s office are Monday through Friday, 8:00 a.m. to 5:00 p.m. CST.

1.3 Format. Proposals must be left-bound with information on both sides of the page when appropriate. Material should be organized following the order of the submission requirements separated by labeled tabs and shall be securely bound. Submission materials will not be returned to Proposer’s.

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1.4 Complete Submission. Proposer’s are advised to carefully review all the requirements and submit all documents and information as indicated in this RFP. Incomplete proposals may lead to a proposal being deemed non-responsive. Non-responsive proposals will not be considered.

1.5 Packaging and Labeling; The outside wrapping/envelope of the printed Proposal shall clearly indicate the RFP title, date, time for submission, and the name of the Proposer. The required number of thumb drives containing the Proposal shall be submitted in a separate sealed envelope.

1.6 Delivery of Proposals. The Proposal and all required forms must be delivered by hand or mailed to the address shown on the cover sheet of this RFP. If using an express delivery service, the package must be addressed and delivered specifically to the City Secretary’s Office. Packages delivered by express mail services to other locations may not be re-delivered to its destination by the deadline hour.

1.7 Proposer’s Responsible for Timely Submission. Proposer remains responsible for ensuring that its Proposal is received at the time, date, place, and office specified. The City assumes no responsibility for any Proposal not received, regardless of whether the delay is caused by the U.S. Postal Service, a courier delivery service, or some other act or circumstance.

2.0 SUBMITTAL REQUIREMENTS

To simplify the review process, the Proposer’s must provide the responses to the items set forth below and include this information as requested in their bid packet to allow for the evaluation committee to conduct a thorough assessment of the Proposer’s experience and capabilities. Moreover, Proposer’s are encouraged to include additional relevant and supporting information to demonstrate their qualifications.

A proposal shall not exceed 30 pages excluding resumes, required forms, and required attachments.

Proposer’s shall indicate which system their response is for and submit all requirements below. If Proposer’s seeks to submit on both systems, Proposer’s are required to submit two responses and indicate response is for Part 1 - Water & Wastewater System or Part 2 - Stormwater System.

TAB 1: COVER LETTER: The cover letter shall be signed by an authorized representative of the Proposer. The letter should indicate the Proposer’s commitment to provide the services for either Part 1 - Water & Wastewater System or Part 2 - Stormwater System. Proposer must indicate which system it is proposing and submitting a response.

TAB 2: FINANCIAL STABILITY: If Proposer is an entity that is required to prepare audited financial statements, then Proposer shall submit an annual report containing the information as described in 5.2 Financial Stability of the proposer (5.2.1 – 5.2.4). If Proposer is a privately-owned entity or sole proprietorship for which audited financial statements are not required, Proposer shall submit an annual report containing the information as described in 5.2 Financial Stability of the proposer (5.2.5 – 5.2.8).

TAB 3: EXPERIENCE/EXPERTISE/QUALIFICATIONS: Proposer’s statement to requirements as described in 5.0 Evaluation Criteria, 5.3 Experience/Expertise/Qualifications.

TAB 4: METHODOLOGY/APPROACH: Proposer’s statement to requirements as described in 5.0 Evaluation Criteria, 5.4 Methodology and Approach.

TAB 5: SCHEDULE: Proposer’s much complete and submit Attachment D - Schedule in its entirety for proposed system(s) as described 5.0 Evaluation Criteria, 5.5 Schedule.

TAB 6 ASSUMPTIONS: Proposers much complete and submit Attachment E - Assumptions in its entirety for proposed system(s) as described 5.0 Evaluation Criteria, 5.6 Assumptions

TAB 7 STAFF CATEGORY HOURS: Proposer’s much complete and submit Attachment F – Staff Category Hours in its entirety for proposed system(s) as described 5.0 Evaluation Criteria, 5.7 Staff Category Hours.

TAB 8: TECHNICAL KNOWLEDGE: Proposer’s statement to requirements as described in 5.0 Evaluation Criteria., 5.8 Technical Knowledge.

TAB 9: TRAINING: Proposer’s statement to requirements as described in 5.0 Evaluation Criteria, 5.9 Training.’

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TAB 10: EXCEPTIONS TO SAMPLE CONTRACT: Provide any exceptions to the sample contract and include the rationale for taking the exception. If alternate language is proposed, include the proposed language for consideration, along with the corresponding Article Nos. within the RFP.

TAB 11: LEGAL ACTIONS: Provide a list of any pending litigation and include a brief description of the reason for legal action.

TAB 12: CONFLICT OF INTEREST: Provide information regarding any real or potential conflict of interest(s). Failure to disclose any potential conflict of interest at the outset may be cause for rejection of the Proposal.

TAB 13: OTHER: Provide any information the Proposer deems pertinent to demonstrating its qualifications to perform the services being requested, such as memberships in any professional associations, documents, examples, etc.

TAB 14: FORMS AND CERTIFICATIONS: Complete and return all forms and certifications provided in PART VIII– REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL.

TAB 15: PROOF OF INSURANCE: Risks and Limits of Liability are summarized in Attachment G – Sample Contract.

COST: In a separate envelope submit one (1) electronic copy on a thumb drive of the proposed cost using either Attachment B – Cost Proposal Workbook Water & Wastewater System’ or Attachment C – Cost Proposal Workbook ‘Stormwater System’ in its entirety.

Part V – EXCEPTIONS TO TERMS AND CONDITIONS All exceptions to the Sample Contract shall be submitted in a clearly identified separate section of the Proposal in which the Proposer clearly cites the specific paragraphs within the Sample Contract where the exceptions occur. Any exceptions not included in such a section shall be without force and effect in any resulting contract unless such exception is specifically approved by the Chief Procurement Officer or designee, City Attorney, Director(s) or designee in a written statement. The Proposer’s preprinted or standard terms will not be considered by the City as a part of any resulting contract. Please review and include any exceptions to the terms and conditions on the attached Sample Agreement.

Part VI – SPECIAL CONDITIONS

1.0 No Contact Period

Neither Proposer’s nor any person acting on Proposer's behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated City Representative identified on the first page of the solicitation.

With the exception of Proposer’s formal response to the solicitation and written requests for clarification during the period officially designated for such purpose by the City Representative, neither Proposer’s nor persons acting on their behalf shall communicate with any appointed or elected official or employee of the City, their families, or staff through written or oral means in an attempt to persuade or attempt to persuade or influence the outcome of the award or to obtain or deliver information intended to or which could reasonably result in an advantage to any Proposer from the time of issuance of the solicitation through the pre-award phase and up to the date the City Secretary publicly posts notice of any City Council agenda containing the applicable award. However, nothing in this paragraph shall prevent a bidder from making public statements to the City Council convened for a regularly scheduled session after the official selection has been made and placed on the City Council agenda for action, or to a City Council committee convened to discuss a recommendation regarding the solicitation.

2.0 Protests

Protests should be filed in accordance with the City of Houston Administrative Policy No. 5-12 http://www.houstontx.gov/adminpolicies/5-12.pdf

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3.0 Cancellation

The City has sole discretion and reserves the right to cancel this RFP, or to reject any or all Proposals received prior to contract award.

4.0 Anti-Boycott of Israel

City vendors are required to certify that they are not currently engaged in, and agree until the funds are exhausted under its contract with the City not to engage in, the boycott of Israel as defined by Section 808.001 of the Texas Government Code.

5.0 Executive Order 1-56 Zero Tolerance for Human Trafficking in City Service Contracts and Purchasing

The City has a zero tolerance for human trafficking and, per Executive Order 1-56, City funds shall not be used to promote human trafficking. City vendors are expected to comply with this Executive Order and notify the City’s Chief Procurement Officer of any information regarding possible violation by the vendor or its subcontractors providing services or goods to the City. The Executive Order is available on the City’s website: http://www.houstontx.gov/execorders/1-56.pdf.

6.0 Preservation of Contracting Information

The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this solicitation and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter.

PART VII – INSTRUCTIONS TO PROPOSERS

1.0 Pre-Proposal Conference

A Pre-Proposal Conference will be held at the date, time, and location indicated on the first page of the RFP document. Interested Proposer’s are encouraged to attend. It will be assumed that potential Proposer’s attending this meeting have reviewed the RFP in detail, and are prepared to bring up any substantive questions not already addressed by the City.

2.0 Additional Information and Specification Changes

Requests for additional information and questions should be addressed to the Finance Department, Strategic Procurement Division, Ruby Lopez, Procurement Specialist, preferably by e-mail to [email protected] or by telephone at (832) 393-8715 no later than 2:00 PM, CST on Wednesday, March 10, 2021. The City shall provide written responses to all questions received by Proposer’s prior to the RFP submittal deadline. Questions received from all Proposer’s shall be answered by the City and made available to Proposer’s who are listed as having obtained the RFP. Proposer’s shall be notified in writing of any changes in the specifications contained within this RFP.

3.0 Letter(s) of Clarification

3.1 All Letters of Clarification and interpretations to this Solicitation shall be in writing. Any Letter of Clarification(s) or interpretation that is not in writing shall not legally bind the City. Only information supplied by the City in writing or in this RFP should be used in preparing Proposal responses.

3.2 The City does not assume responsibility for the receipt of any Letters of Clarification sent to Proposer’s.

4.0 Examination of Documents and Requirements

4.1 Each Proposer shall carefully examine all RFP documents and familiarize themselves with all requirements prior to submitting a Proposal to ensure that the Proposal meets the intent of this RFP.

4.2 Before submitting a Proposal, each Proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the Proposer from obligation to comply, in every detail, with all provisions and requirements of the RFP.

5.0 Post-Proposal Discussions with Proposer’s

It is the City’s intent to commence final negotiation with the Proposer’s deemed most advantageous to the City. The City reserves the right to conduct post-Proposal discussions with any Proposer’s.

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PART VIII– REQUIRED FORMS TO BE SUBMITTED WITH PROPOSAL

1.0 Offer and Submittal, List of References, and List of Proposed Subcontractors (Exhibit I)

2.0 City of Houston Ownership Information Form (Exhibit III)

3.0 Anti-Collusion Statement (Exhibit IV)

4.0 Conflict of Interest Questionnaire (Exhibit V)

PART IX – REQUIRED FORMS TO BE SUBMITTED BY RECOMMENDED VENDOR ONLY Required forms shall be supplied to the Contractor after the award recommendation:

1.0 Drug Policy Compliance Agreement (Exhibit “B”); Contractor’s Certification of No Safety Impact Positions in Performance of a City Contract (Exhibit “C”); Drug Policy Compliance Declaration (Exhibit “D”)

2.0 City Contractors’ Pay or Play Acknowledgement Form (POP-1) http://www.houstontx.gov/obo/payorplay/pop1.pdf and Certification of Compliance with Pay or Play Program (POP-2) http://www.houstontx.gov/obo/payorplay/pop2.pdf.

3.0 To be eligible for the preference, a company must be designated as a City Business (CB) or Local Business (LB) under the Hire Houston First Program prior to submittal of proposal. Proposer’s must provide Declaration of Hire Houston First Designation form (SPD can insert form number) with proposal submission. (Exhibit II)

4.0 Requested information outlined in the scope of work and other additional relevant/supporting information, or alternate Proposal.

5.0 Texas Ethics Commission, Certificate of Interested Parties (Form 1295). Download a copy at https://www.ethics.state.tx.us/tec/1295-Info.htm

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EXHIBIT I OFFER AND SUBMITTAL, REFERENCES, PROPOSED SUBCONTRACTORS

PAGE INTENTIONALLY LEFT BLANK

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EXHIBIT I OFFER AND SUBMITTAL

NOTE: PROPOSAL MUST BE SIGNED AND NOTARIZED BY AN AUTHORIZED REPRESENTATIVE(S) OF THE PROPOSER, WHICH MUST BE THE ACTUAL LEGAL ENTITY THAT WILL PERFORM THE CONTRACT IF AWARDED AND THE TOTAL FIXED PRICE CONTAINED THEREIN SHALL REMAIN FIRM FOR A PERIOD OF ONE-HUNDRED EIGHTY (180) DAYS. "THE PROPOSER WARRANTS THAT NO PERSON OR SELLING AGENCY HAS BEEN EMPLOYED OR RETAINED TO SOLICIT OR SECURE THIS CONTRACT UPON AN AGREEMENT OR UNDERSTANDING FOR A COMMISSION, PERCENTAGE, BROKERAGE, OR CONTINGENT FEE, EXCEPTING BONA FIDE EMPLOYEES. FOR BREACH OR VIOLATION OF THIS WARRANTY, THE CITY SHALL HAVE THE RIGHT TO ANNUL THIS AGREEMENT WITHOUT LIABILITY OR, AT ITS DISCRETION, TO DEDUCT FROM THE CONTRACT PRICES OR CONSIDERATION, OR OTHERWISE RECOVER THE FULL AMOUNT OF SUCH COMMISSION, PERCENTAGE, BROKERAGE OR CONTINGENT FEE." Respectfully Submitted: _______________________________________________________________________________________ (Print or Type Name of Contractor – Full Company Name) City of Houston Vendor No. (If already doing business with City): __________________________________________ Federal Identification Number: _____________________________________________________________________ By: ____________________________________________________________________________________ (Signature of Authorized Officer or Agent) Printed Name: ___________________________________________________________________________

Title: ___________________________________________________________________________

Date: ___________________________________________________________________________

Address of Contractor: _____________________________________________________________________ Street Address or P.O. Box

_____________________________________________________________________ City – State – Zip Code

Telephone No. of Contractor: (_____) __________________________________________________________

Signature, Name and title of Affiant: ____________________________________________________________ _______________________________________________________________________________________ (Notary Public in and for) ____________________________________________________________________________ County, Texas My Commission Expires: ______________ day of _____________________________________ 20_________

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EXHIBIT I - REFERENCES

LIST OF PREVIOUS CUSTOMERS

1. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________

Contract Award Date: ________________ Contract Completion Date: _______________

Contract Name/Title: ________________________________________________________

Email: ________________________________________________________

Project Description: _________________________________________________________

__________________________________________________________________________

2. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________



Email: ________________________________________________________


__________________________________________________________________________

3. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________



Email: ________________________________________________________


__________________________________________________________________________

4. Name: ___________________________________ Phone No.: _________________

Address: __________________________________________________________________



Email: ________________________________________________________


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EXHIBIT I

LIST OF SUBCONTRACTOR(S)

The following is a list of Subcontractors we propose to engage on the following items of Work. Any item of Work which does not designate a Subcontractor will be done by the firm submitting the Proposal.

SEGREGATED PART OF WORK SUBCONTRACTOR/SUPPLIER ________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

________________________________ __________________________________

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EXHIBIT II

ATTACHMENT “E” DECLARATION OF HIRE HOUSTON FIRST DESIGNATION

DIRECTIONS: Execute the declaration below regarding your company’s status as a Hire Houston First (HHF) designated company. Fill out the appropriate box below and leave the other blank. If your company does not have a HHF designation and would like to apply for designation go to: www.houstontx.gov/obo/hirehoustonfirst.html at least 10 working days prior to submitting a bid or proposal.

1. This certifies that Bidder/Proposer, , is a Hire Houston First designated City Business (CB). A valid certificate of designation is attached.

____ __ _/__________ Print Name Signature Date

2. This certifies that Bidder/Proposer, , is a Hire Houston First designated Local Business (LB). A valid certificate of designation is attached.

____ __ _/________ Print Name Signature Date

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EXHIBIT III

CITY OF HOUSTON OWNERSHIP INFORMATION FORM REV. 12/23/2019

The City of Houston Ownership Information Form is used to gather information to comply with:

a. The City of Houston Contractor Ownership Disclosure Ordinance (Chapter 15 of the Code of Ordinances, Article VIII. City Contracts; Indebtedness to City);

b. The City of Houston Fair Campaign Ordinance (Chapter 18 of the Code of Ordinances); and, c. The State of Texas Statement of Residency Requirements (Tex. Govt. Code Chapter 2252).

Please complete the form, in its entirety, and submit it with the Official Bid or Proposal Form. Except as noted below regarding the Statement of Residency, failure to provide this information may be just cause for rejection of your bid or proposal.

NOTICE OF AFFIRMATIVE ACCEPTANCE OF THE CITY OF HOUSTON FAIR CAMPAIGN ORDINANCE

By submitting a bid or proposal to the City of Houston for a Contract in excess of $50,000 or for which a request is presented to City Council for approval, all Proposer’s agree to comply with the Chapter 18 of the Code of Ordinances.

Further, pursuant to Section 18-36 of the Code of Ordinances, it shall be unlawful either for any person who submits a bid or proposal to contribute or offer any contribution to a candidate or for any candidate to solicit or accept any contribution from such person for a period commencing at the time of posting of the City Council Meeting Agenda including an item for the award of the Contract and ending upon the 30th day after the award of the Contract by City Council. INSTRUCTIONS

1. Please type or legibly print in dark ink responses. Individuals and entities should disclose their full, legal names (not initials) and all required corporate letters (“Inc”, “LLP”, etc.).

a. If a firm is operating under an assumed name, the following format is recommended: Corporate/Legal Name DBA Assumed Name.

2. Full addresses are required, including street types (“St”, “Rd”, etc.) and unit number. 3. Individuals or entities with 10% or more ownership of the corporation, partnership, or joint venture (including persons

who own 100%) are required to be disclosed with their full name and full address. All officers and directors are also required to be disclosed with their full name and full address.

Orig. Dept.: FIN/SPD File/I.D. No.: 64 –

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PROJECT AND BID/PROPOSAL PREPARER INFORMATION

Project or Matter Being Bid: Bidder’s complete firm/company business information Name: Business Address [No./Street] City / State / Zip Code Telephone Number Bidder’s email address Email Address:

STATEMENT OF RESIDENCY

(THE STATEMENT OF RESIDENCY PORTION OF THIS DOCUMENT IS NOT APPLICABLE IF THE SOLICITATION INDICATES FEDERAL FUNDS WILL BE USED)

TEX. GOV’T CODE §2252.001, §(4) defines a "Resident bidder" as a bidder whose principal place of business* is in this state, and includes a contractor whose ultimate parent company or majority owner has its principal place of business in this state. TEX. GOV’T CODE §2252.001§ (3) defines a "Nonresident bidder" as a bidder who is not a resident in this state. * Principal Place of Business in Texas means that the business entity:

� has at least one permanent office located within the State of Texas, from which business activities other than submitting bids to governmental agencies are conducted and from which the bid is submitted; and

� has at least one employee who works in the Texas office. Based on the definitions above, your business is a: If you are a Nonresident Bidder, does your home state have a statute giving preference to resident bidders? If so, you must attach a copy of the statute to this Document. A copy of the State of statute is attached. NOTE: The State of residency of a bidder is not used in the decision-making criteria for the award of contracts for projects receiving federal funding, whether in whole or in part.

TEXAS RESIDENT BIDDER

NONRESIDENT BIDDER


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CONTRACTING ENTITY ORGANIZATIONAL ENTITY TYPE

FOR PROFIT ENTITY: NON-PROFIT ENTITY:

SOLE PROPRIETORSHIP NON-PROFIT CORPORATION

CORPORATION UNINCORPORATED ASSOCIATION

PARTNERSHIP

LIMITED PARTNERSHIP

JOINT VENTURE

LIMITED LIABILITY COMPANY

OTHER (specify in space below)

LISTING OF ADDRESSES

List all current and prior addresses where the bidder does/has done business or owns property (real estate and/or business personal property) in the city of Houston (“Houston”) in the past 3 years from the date of submittal of this form. If within the past 3 years from the date of submitting this form, the bidder does not and has not done business and has not or does not own property (real estate and/or business personal property) in Houston, please state “None” on the first line below.

Address

Address

Address

ATTACH ADDITIONAL SHEETS AS NEEDED.


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LISTING OF OFFICERS LIST ALL OFFICERS OF THE ENTITY, REGARDLESS OF THE AMOUNT OF OWNERSHIP (IF NONE STATE “NONE”)

Name Officer Address






LISTING OF DIRECTORS OR MEMBERS

LIST ALL DIRECTORS OF THE ENTITY, REGARDLESS OF THE AMOUNT OF OWNERSHIP (IF NONE STATE “NONE”)

Name Director or Member Address






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DISCLOSURE OF OWNERSHIP (OR NON-PROFIT OFFICERS)

Bidders are required to disclose all owners of 10% or more of the Contracting Entity. For non-profit entities, please provide the complete information for the President, Vice-President, Secretary, and Treasurer. IN ALL CASES, USE FULL NAMES, LOCAL BUSINESS AND RESIDENCE ADDRESSES AND TELEPHONE NUMBERS. DO NOT USE POST

OFFICE BOXES FOR ANY ADDRESS. INCLUSION OF E-MAIL ADDRESSES IS OPTIONAL, BUT RECOMMENDED. ATTACH ADDITIONAL SHEETS AS NEEDED.

Contracting Entity:

Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address:

DISCLOSURE OF OWNERSHIP (OR NON-PROFIT OFFICERS) continued.

Owner(s) of 10% or More (IF NONE, STATE “NONE.”):

Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address: Residence Address [No./Street] City / State / Zip Code

Owner(s) of 10% or More (IF NONE, STATE “NONE.”):

Name: Business Address [No./Street] City / State / Zip Code Telephone Number Email Address: Residence Address [No./Street] City / State / Zip Code

ATTACH ADDITIONAL SHEETS AS NEEDED.


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OPTIONAL: TAX APPEAL INFORMATION

If the firm/company or an owner/officer is actively protesting, challenging, or appealing the accuracy and/or amount of taxes levied with a tax appraisal district, please provide the following information:

Status of Appeal [DESCRIBE]: If an appeal of taxes has been filed on behalf of your company, please include a copy of the official form receipted by the appropriate agency.

REQUIRED: UNSWORN DECLARATION

I certify that I am duly authorized to submit this form on behalf of the firm, that I am associated with the firm in the capacity noted below, and that I have personal knowledge of the accuracy of the information provided herein. I affirm that all the information contained herein is true and correct to the best of my knowledge. I understand that failure to submit accurate information with my submission may result in my submission being considered non-responsive and non-responsible.

Preparer’s Signature Date

Printed name

Title

NOTE: This form constitutes a governmental record, as defined by Section 37.01 of the Texas Penal Code. Submission of a false government record and falsification of a governmental record are crimes, punishable as provided in Section 37.10 of the Texas Penal Code.

Debtor (Firm or Owner Name):

Tax Account Nos.:

Case or File Nos.:

Attorney/Agent Name:

Attorney/Agent Phone No.:

Tax Years:

.

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EXHIBIT IV ANTI-COLLUSION STATEMENT

The undersigned, as Proposer, certifies that the only person or parties interested in this Proposal as principals

are those named herein; that the Proposer has not, either directly or indirectly entered into any Agreement,

participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection

with the award of this Contract.

__________________________ __________________________________ Date Proposer Signature

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EXHIBIT V CONFLICT OF INTEREST QUESTIONNAIRE

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EXHIBIT V

CONFLICT OF INTEREST QUESTIONNAIRE