Geographic Information System (GIS) Needs Assessment
The City of Louisville, Colorado
Submittal Deadline: June 20, 2008

Project Overview
The City of Louisville is currently seeking the most qualified consultant to provide assistance in establishing a Geographical Information System (GIS) Needs Assessment.

Background
City of Louisville is a Colorado municipality with approximately 19,000 residents. The City, incorporated in 1882, lies in Boulder County roughly six miles east of the City of Boulder and 25 miles northwest of Denver. South Boulder Road runs in through the north part of the City; Highway 42 runs along the east side of the City; McCaslin Boulevard runs along the west boundary and Highway 36 runs along the southern boundary.

At this time, the City owns, either alone or in conjunction with other governmental entities, approximately 1700 acres of designated open space. The residential size of the City is not likely to grow significantly as there is little room. However, there are roughly 7,400 residential units in town (primarily single family). Commercial and industrial growth are expected, however, as there is room for both in Centennial Valley and the Colorado Tech Center.

The City of Louisville is comprised of 12 internal departments and divisions:

• City Manager's Office
• City Clerk's Office
• Finance Department
• Information Technology Division
• Human Resources Division
• Library
• Municipal Court Division
• Parks and Recreation Department
• Planning and Building Department
• Police Department
• Public Works Department
• Sales Tax and Licensing Division

It has not been determined if every department will be in need of GIS services, but the City would like to make GIS available to every department in the City for reference purposes.

Although the City of Louisville has not completed a formal GIS Needs Assessment before, the Parks and Recreation Department currently uses GIS primarily for locating flora and fauna in the City's parks and open space. They currently have several stand-alone PC's and one copy of ArcView. No other departments have GIS.

Also, the City of Louisville is currently utilizing the document management system LaserFiche, which we intend to integrate with the planned GIS system.

Scope of Work

Needs Assessment

• Objective/description: identification of potential GIS applications and existing resources, e.g., hardware, software, data, and staff. The City of Louisville presumes the vendor or consultant will conduct interviews with the various departments that are potential GIS users. The departments to be interviewed are listed above.
• Deliverables: a final report to include findings dealing with potential applications, necessary data, and required resources.

Conceptual system design

• Objective/description: to provide a general framework for structuring GIS within the organization. The conceptual system design should address software recommendations, physical system configuration (servers, network, and storage requirements, etc.) as well as a conceptual database design based on the applications identified and master data list generated during the needs assessment phase.
• Deliverable: Report detailing recommendations.

Implementation plan

• Objective/description: to provide a detailed description of how to begin implementing GIS within the organization. Based on interviews with the City Departments, near-term and long-term projects will be identified. Implementation plans for near-term projects should provide specific, detailed steps to be undertaken along with project milestones. A more generalized project roadmap should be provided for the longer-term projects. Specifics should address applications to be developed as well as estimated costs and required resources (particularly for shorter-term implementations).
• Deliverable: Report detailing recommendations.

Final presentation

• Objective/description: to present an overall view of the project findings and recommendations to an audience that might include elected officials, employees of the organization, and interested citizens. This is essentially an executive summary with an opportunity for a question and answer session.
• Deliverables: Public presentation, generally utilizing electronic visuals to enhance understanding of the information presented. It may be beneficial for you to provide an executive summary to share with legislators and board members unable to attend the public presentation.

The estimated budget for this project is $15,000.

Desired Consultant Qualifications
The following are the required minimum qualifications expected for the project team:

• Previous Needs Assessment experience, preferably in the Municipal Government arena.
• Knowledge of GIS functions and implementation strategies.
• Experience in small town environments.
• Successful record of completing similar projects.

IV. Submittal Deadline

A Pre-Proposal meeting will be held on Tuesday, June 10, 2008 at 2 p.m. that will be used as a question and answer period for candidates to meet with Staff to discuss the specifics of the project.

The submittal deadline for this RFP is Friday, June 20, 2008 no later than 4 p.m., Mountain Time. Please deliver 6 bound copies of a completed proposal to the Planning Department desk, located on the first floor of the City of Louisville City Hall, which is located at 749 Main Street, Louisville, CO 80027. Please call 303-335-4592 for directions.

Each submittal shall have the following documentation:

• Cover/Information sheet, which shall be completed per the attached form.
• List of Project Team, with brief description of the experience of each member and resumes.
• List of similar projects include CD's for each finished project.
• Scope of Work (project approach) provide a break out (list) of consulting hours and cost for each element of the project.
• Anticipated Project Schedule including estimated start and completion dates
• Complete Budget Estimate (include hourly fee for each team member and a listing of expected time on the project).
• Three references for projects that encompassed a related work effort.
• Signed Information Sheet.
• Signed Contractor's Pre-Contract Certification Regarding Employing Illegal Aliens

Only complete submittals will be accepted.

Resource List

• Sean McCartney, Principal Planner, 303-335-4592 mccarts@ci.louisville.co.us (Project Coordinator)
• Meredyth Muth, Public Relations Manager, 303-335-4536, muthm@ci.louisville.co.us
• Chris Lichty, City Forester, 303-335-4733, lichtyc@ci.louisville.co.us
• Chris Browning, IT, 303-335-4578, brownic@ci.louisville.co.us
• Michael Lutz, CAD Specialist, 303-335 € 4606, lutzm@ci.lousiville.co.us