GIS Web Mapping Application, GISTAR Upgrades

Agency: State Government of Maine
State: Maine
Type of Government: State & Local
NAICS Category:
  • 541370 - Surveying and Mapping (except Geophysical) Services
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Aug 4, 2020
Due Date: Sep 2, 2020
Solicitation No: 202007115
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
rfp# rfp title issuing department date posted Q&A and Amendment due date status awarded vendor next anticipated rfp release
202007115 GIS Web Mapping Application, GISTAR Upgrades DVEM August 4, 2020

September 2, 2020 Open

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STATE OF MAINE

Department of Defense Veterans and Emergency Management

Military Bureau

RFP# 202007115

GIS Web Mapping Application, GISTAR Upgrades

RFP Coordinator

All communication regarding this RFP must be made through the RFP Coordinator identified below.

Name: Randy Bean Title: Contract Grant Specialist

Contact Information: randy.m.bean.nfg@mail.mil

Submitted Questions Due

All questions must be received by the RFP Coordinator identified above by:

Date: 18 August 2020, no later than 11:59 p.m., local time

Proposal Submission

Proposals must be received by the Division of Procurement Services by:

Submission Deadline: 02 September 2020, no later than 11:59 p.m., local time. Proposals must be submitted electronically to the following address:

Electronic (email) Submission Address: Proposals@maine.gov


TABLE OF CONTENTS

Page

PUBLIC NOTICE 3

RFP DEFINITIONS/ACRONYMS 4

PART I INTRODUCTION 5

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. CONTRACT TERMS

E. NUMBER OF AWARDS

PART II SCOPE OF SERVICES TO BE PROVIDED 8

PART III KEY RFP EVENTS 12

A. BIDDERS CONFERENCE

B. QUESTIONS

C. AMENDMENTS

D. SUBMITTING THE PROPOSAL

PART IV PROPOSAL SUBMISSION REQUIREMENTS 14

A. PROPOSAL FORMAT

B. PROPOSAL CONTENTS

PART V PROPOSAL EVALUATION AND SELECTION 17

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. SELECTION AND AWARD

D. APPEAL OF CONTRACT AWARDS

PART VI CONTRACT ADMINISTRATION AND CONDITIONS 19

A. CONTRACT DOCUMENT

B. STANDARD STATE AGREEMENT PROVISIONS

PART VII RFP APPENDICES AND RELATED DOCUMENTS 20

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – DEBARMENT, PERFORMANCE AND NON-COLLUSION CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – PROPOSED SERVICES

APPENDIX E – COST PROPOSAL FORM

APPENDIX F – SUBMITTED QUESTIONS FORM


PUBLIC NOTICE

*************************************************

STATE OF MAINE

Department of Defense Veterans and Emergency Management

Military Bureau

RFP# 202007115

GIS Web Mapping Application, GISTAR Upgrades

The State of Maine is seeking proposals for improvements to its custom-built web mapping application, GISTAR, to better serve the needs of the organization.

A copy of the RFP, as well as the Question & Answer Summary and all amendments related to this RFP, can be obtained at the following website: https://www.maine.gov/dafs/bbm/procurementservices/vendors/rfps

Proposals must be submitted to the State of Maine Division of Procurement Services, via e-mail, to the following email address: Proposals@maine.gov . Proposal submissions must be received no later than 11:59 pm, local time, on 02 September 2020. Proposals will be opened at the Burton M. Cross Office Building, 111 Sewall Street - 4th Floor, Augusta, Maine the following business day. Proposals not submitted to the Division of Procurement Services’ aforementioned email address by the aforementioned deadline will not be considered for contract award.

*************************************************


RFP DEFINITIONS/ACRONYMS

The following terms and acronyms shall have the meaning indicated below as referenced in this RFP:

Term/Acronym

Definition

ArcGIS API for Javascript

ArcGIS Application program interface using the Javascript programming language

ArcGIS Server

The core server GIS software made by Esri

ArcSDE

Server-software sub-system that aims to enable the usage of Relational Database Management Systems for spatial data

CSV

Comma-Separated Value

Department

Department of Defense, Veterans, and Emergency Management

DoD

Department of Defense

DOMOPS

Domestic Operations

EGAD

Environmental and Geographic Analysis Database

Esri

International supplier of geographic information system software, web GIS and geodatabase management applications founded as the Environmental Systems Research Institute

Feature Service

Allow you to serve features over the Internet and provide the symbology to use when displaying the features

GB

Gigabyte

GIS

Geographic Information Systems

GIS Inc.

Geographic Information Systems Incorporated

GISTAR

Geographic Information Solution for Training, Analysis and Response

GPS

Global Positioning System

HOSS

Hazardous & Oil Spill System

HTML5

The latest version of Hypertext Markup Language

KML

Keyhole Markup Language

KMZ

Keyhole Markup language Zipped

Map Service

The way that you make maps available to the web using ArcGIS

MEARNG

Maine Army National Guard

MEDEP

Maine Department of Environmental Protection

Microsoft IIS

Internet Information Services, a web server software created by Microsoft

MS SSQL Server

Relational Database Management System developed by Microsoft

OD Cost Matrix

Origin-Destination Cost Matrix, finds and measures least-cost paths along a network from multiple origins to multiple destinations

OneView

GIS web access application developed by GIS Inc

RFP

Request for Proposal

SHP

Shapefile

State

State of Maine

URL

Uniform Resource Locator

USEPA

United States Environmental Protection Agency


STATE OF MAINE

Department of Defense Veterans and Emergency Management

Military Bureau

RFP# 202007115

GIS Web Mapping Application, GISTAR Upgrades

PART I INTRODUCTION

A. Purpose and Background

The Department of Defense, Veterans, and Emergency Services (Department) is seeking proposals to provide GIS Web Mapping Application, GISTAR Upgrades as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the Provider(s) will be selected and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder(s).

The MEARNG is seeking improvements to its custom-built web mapping application, GISTAR, to better serve the needs of the organization. GISTAR is built on GIS Inc.’s OneView platform, and more specifically the ArcGIS API for JavaScript 3.x and HTML5. The home page displays 4-5 tabs, each providing access to a viewer configured slightly differently for standard organizational workflows within the MEARNG:

1) Environmental;

2) Operations & Training;

3) Facilities Management;

4) Strategic Planning; and

5) DOMOPS for selected users only.

The backbone of the MEARNG GIS consists of three servers:

1) An application server running Microsoft IIS and the GISTAR application;

2) A database server running ArcGIS Server 10.6.1 and a MS SQL Server 2016 ArcSDE versioned geodatabase along with other legacy GIS datasets; and

3) An image server running ArcGIS Server 10.6.1 and several hundred GB of imagery.

The MEARNG also has several extensions in both Server and Desktop, with the ability to procure most any other ArcGIS extension necessary to achieve the desired outcomes specified below. There are several custom Python scripts set to run on a weekly schedule that pull data from different sources, merge it with the ArcSDE database and consume it in some of the custom tools in GISTAR. The entire system resides on the DoD federal network, and therefore contains unique firewall and security constraints not encountered on other networks.

B. General Provisions

1. From the time this RFP is issued until award notification is made, all contact with the State regarding this RFP must be made through the aforementioned RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding this RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of this RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals should adhere to the instructions and format requirements outlined in this RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of this RFP.

4. Bidders shall take careful note that in evaluating a proposal submitted in response to this RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal shall be signed by a person authorized to legally bind the Bidder and shall contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the selected Bidder’s proposal, including all appendices or attachments, shall be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.).

State of Maine Freedom of Access Act

8. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to this RFP.

9. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

All interested parties are invited to submit bids in response to this Request for Proposals.

D. Contract Term

The Department is seeking a cost-efficient proposal(s) to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. Please note that the dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with this RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

The term of the anticipated contract, resulting from this RFP, is defined as follows:

Period

Start Date

End Date

Initial Period of Performance

1 October 2020

30 September 2021

E. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.


PART II SCOPE OF SERVICES TO BE PROVIDED

A. Deliverables

(More information on each deliverable in Section B. below)

1. Application Changes: Upgrade GISTAR application to the most current version of the ArcGIS API for Javascript. Ensure all components are working as they should at the conclusion of the upgrade.

2. Main Configuration Changes: Modify the tools and layers windows to ‘float’. The buttons can be docked in their current locations upon initially opening any viewer, but they must be able to be moved freely based on user preference.

3. Identify Tool Changes: Alter the Identify Tool to allow selection of a single object, change the zoom function to optional instead of automatic, and reconfigure the window as a floating popup instead of docked at the bottom of the screen.

4. Draw & Label Tool Changes: Incorporate the option of adding the results of the Draw & Label Tool as a layer in the map, as well as exporting those results to GIS formats other than just KML, such as a SHP.

5. GPS Photo Tool Changes: Determine and implement a successful workaround to the hyperlinks in the thumbnails and full-sized images getting blocked by group policy per DoD security requirements in the GPS Photo Tool. A complete rewrite of the Tool is an option.

6. Swipe Tool Changes: Alter the Swipe Tool so that the images appear in the background and all vector layers in the map ‘checked on’ still appear in the foreground. Enable mouse navigation and scrolling to zoom in/out if possible.

7. Unit Drive Analysis Tool Changes: Either copy and alter the existing tool or create an entirely separate and distinct Drive-Time Analysis Tool to utilize any existing features in any point layers in the map to drive between.

8. Measurement Tool Changes: Modify the Measurement Tool to allow the user to change the graphic display properties for both the lines and the font.

9. Buffer Tool Changes: Add the ability to buffer multiple features in the Buffer Tool and add an ‘Erase’ button option instead of automatically erasing the previous buffer when a new buffer is drawn. Add the option to save the buffers as a layer in the map, as well as the ability to export to GIS formats, e.g. KML and SHP.

10. Import/Export Tool Changes: Add the ability to import from a SHP to the Import/Export Tool and remove ‘(Beta)’ from the tool’s heading.

11. ECOP Tool Changes: Incorporate the HOSS map service data into the ECOP Tool analysis.

12. NEW Elevation Profile Tool: Create a new Elevation Profile Tool using the template in the link provided as a guideline. Ensure the tool works with locally sourced elevation datasets.

13. NEW Intersect Tool: Create a new Intersect Tool which incorporates the functionality of the intersect geoprocessing tool into the GISTAR application.

B. Details in reference to deliverables above:

1. Application Upgrade

As stated, the current GISTAR application is built on the ArcGIS API for Javascript 3.x. In an effort to stay current, the application must be upgraded to the latest version. The current version is 4.14, but that could change by the time this contract is awarded.

2. Main Configuration Changes

All viewers are currently configured so that the tools and layer buttons are docked on the right side of the screen. Clicking on any of the buttons will open tools or layers, but they also remain docked on the right side of the screen. Due to variations in monitor screen sizes throughout the organization and depending on the tool that is open, parts of it may not be visible in the lower portion of the screen. Ideally, the windows should be floating, i.e. moveable, and have the ability to be expanded/contracted based on user preference.

3. Identify Tool Changes

There are three changes that must be made to this tool. First, the current identify tool selects every feature that the cursor touches, i.e. points and lines, and every polygon it is touching the edge of or contained within. The tool should be reconfigured with the option to identify a single object. This could be achieved by adding a dropdown of every feature available for identification based on the location of the cursor. Second, the current configuration automatically zooms out (or in) to the extent of the largest feature that was selected. When working with a mix of small and large features, this can be inconvenient to the user. The zoom component should be configured as an option instead of being automatic. Lastly, the current identify window is docked at the bottom of the screen. This should be reconfigured as a floating popup.

4. Draw & Label Tool Changes

This tool is currently configured to allow users to export their markups and labels to a KML. It should be noted that the export option is present in both the Draw & Label Tool and the Import/Export Tool (listed below). The options should be added to save the markups as a layer in the current map, as well as export to other GIS formats.

5. GPS Photo Tool Changes

The current configuration is such that when the tool is activated, the GPS photo point layer appears in the map. The GPS Photo points table contains a URL field which links the images to their location in a directory on the database server. A popup containing a thumbnail of the image and preconfigured attributes appears when hovering over one of the icons. Upon clicking on the thumbnail, a full-size image should open up as a separate tab in the browser. However, due to DoD security requirements, group policy blocks hyperlinks, therefore neither the thumbnail nor the full-size image are currently operable. If it exists, a successful workaround should be implemented to restore functionality to the tool. It is unclear if storing the photo images as a raster field in the geodatabase feature class table will resolve this issue. Currently there are approximately 2000 GPS photo points, with more added on a regular basis. A complete rewrite/restructuring of the tool is an option if necessary.

6. Swipe Tool Changes

This tool utilizes imagery services from the image server to display two overlapping sets of imagery for a location by swiping either horizontally, vertically or through a spyglass. When the tool is activated, any other layers that are present in the map are not visible, i.e. the swipe layers are in the forefront. The tool should be changed so that the swipe layers are in the background of any vector layers in the map. Navigation with a mouse, either panning or zooming in/out, is also disabled while the tool is active. If possible, this functionality should be restored.

7. Unit Drive Analysis Tool Changes

This tool uses an OD Cost Matrix to determine the impact (time and mileage) to a soldier’s commute if they were to be stationed with a different Guard unit at a different location. It utilizes files containing soldier home zip codes, Guard unit identifiers, Guard unit stationing zip codes, and a network dataset, as well as custom geoprocessing tools. This tool functions as it should. That being said, users would also like the ability to conduct other drive-time analyses between two locations. The functionality could be incorporated into the existing tool, or it could be configured as an entirely separate tool. The existing network dataset can be used (or a new one created if necessary), and any point layer available in the map should be a valid input dataset.

8. Measurement Tool Changes

The current configuration of the tool is basic, only allowing the user to measure distance or areas and erase their results. The resulting graphic display consists of a solid blue line for the linear features and black font for the measurement text. The option should exist for the user to change the properties for both components.

9. Buffer Tool Changes

This tool allows users to create multiple ring buffers around any feature, either by drawing one from scratch or using any layer available in the map. The options exist to change the distance, units, number of rings, as well as the graphic and font properties. Users can only buffer one feature in the map at a time, drawing a new one will clear the existing one. The functionality to buffer multiple features should be added. There currently is not an option to either save the buffer(s) as a layer in the map or export to GIS formats, and these options should be added as well.

10. Import/Export Tool Changes

This tool allows users to import features from different sources and export features to different formats. Currently, users can import features from a CSV file, GIS layer (Feature Service or Map Service), and KML/KMZ. The export options are as follows: from map layers to CSV, KML, and SHP; and from Draw & Label Tool to KML (as specified in the Draw & Label Tool). The functionality does not exist to import from a SHP. That option should be added. The name/heading of the tool as it appears in the application is ‘Import/Export (Beta)’. The ‘(Beta)’ should be removed from the heading.

11. ECOP Tool Changes

This tool downloads datasets from the MEDEP EGAD in the form of a text file, and data from the USEPA via a map service, and converts them to an X,Y feature class. Standard drawing tools are used to create a feature on the map depicting an area of interest. The tool creates a multiple ring buffer intersection with the MEDEP and USEPA sites. The sites are listed in an Identify window docked on the bottom of the screen and certain attribution is available to the user. It has become evident that some of the data from the MEDEP is lacking, even though it is known to exist. The MEDEP has another dataset, other than EGAD, that also contains spill sites called HOSS. HOSS is available as a map service only. The HOSS data should be incorporated in the tool.

12. NEW Elevation Profile Tool

Create or download/configure from an existing template an elevation profile tool. A template is available on arcgis.com here: https://www.arcgis.com/home/item.html?id=4aa7e7ae8b964ee88c78cc261b9faf82 . This template should be a guideline for what is configured in the GISTAR application. At first glance, it appears the esri Topographic basemap is what is being used in the template. While this may be sufficient for regional analyses outside of MEARNG property boundaries, it lacks detail sufficient for analyses within MEARNG property boundaries. The MEARNG currently maintains vector contours for most all sites owned or operated by the MEARNG in the ArcSDE database. Raster surface layers for many of the sites currently exist in their native format separate from the ArcSDE database, and the rest could be created to build this tool if necessary.

13. NEW Intersect Tool

Incorporate the basic functionality found in the Intersect tool into the GISTAR application. The tool should be capable of using a single feature or an entire layer from any available layers in the map. The result of each analysis should be able to be saved as a layer in the current map, as well as export to GIS formats. The results should also display in table format and include a unique identifier field for each feature such as a name, number, etc. and any calculated measurement information, e.g. the actual amount of area within the overlapping area in the case of polygon features.


PART III KEY RFP EVENTS

A. Questions

1. General Instructions

a. It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

b. Bidders and other interested parties should use Appendix F – Submitted Questions Form – for submission of questions.

c. The Submitted Questions Form must be submitted by e-mail and received by the RFP Coordinator, identified on the cover page of this RFP, as soon as possible but no later than the date and time specified on the RFP cover page.

d. Submitted Questions must include the RFP Number and Title in the subject line of the e-mail. The Department assumes no liability for assuring accurate/complete/on time e-mail transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and posted on the following website no later than seven (7) calendar days prior to the proposal due date: Division of Procurement Services RFP Page . It is the responsibility of all interested parties to go to this website to obtain a copy of the Question & Answer Summary. Only those answers issued in writing on this website will be considered binding.

B. Amendments

All amendments released in regard to this RFP will also be posted on the following website: Division of Procurement Services RFP Page . It is the responsibility of all interested parties to go to this website to obtain amendments. Only those amendments posted on this website are considered binding.

C. Submitting the Proposal

1. Proposals Due: Proposals must be received no later than 11:59 p.m. local time, on the date listed on the cover page of this RFP, at which point they will be opened. Proposals received after the 11:59 p.m. deadline will be rejected without exception.

2. Delivery Instructions: Email proposal submissions are to be submitted to the State of Maine Division of Procurement Services, via email, to the email address provided on the RFP Cover Page ( Proposals@maine.gov ).

a. Only proposals received by email will be considered. The Department assumes no liability for assuring accurate/complete e-mail transmission and receipt.

b. Bidders are to insert the following into the subject line of their email submission:

“RFP# 202007115 Proposal Submission – [Bidder Name]”

c. Bidder’s proposals are to be broken down into multiple files, with each file named as it is titled in bold below, and include:

- File #1 – [Bidder Name]: PDF format preferred

Completed - Proposal Cover Page (Appendix A)

Debarment, Performance and Non-Collusion Certification (Appendix B)

- File #2 – [Bidder Name]: PDF format preferred

Organization Qualifications and Experience (Appendix C and all related/required attachments stated in PART IV, B., Section I.)

- File #3 – [Bidder Name]: PDF format preferred

Proposed Services (Appendix D) (and all related/required attachments stated in PART IV, B., Section II.)

- File #4 – [Bidder Name]: PDF format preferred

Cost Proposal (Appendix E and all related/required attachments stated in PART IV, B., Section III.)


PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Bidder’s proposal must follow the outline used below, including the numbering and section and sub-section headings as they appear here. Failure to use the outline specified in this section, or to respond to all questions and instructions throughout this document, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team for this RFP, has sole discretion to determine whether a variance from the RFP specifications should result in either disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in this RFP will, at best, be considered minimally responsive. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s experience and ability to perform the requirements specified throughout this document.

A. Proposal Format

1. All pages of a Bidder’s proposal should be numbered consecutively beginning with number 1 on the first page of the narrative (this does not include the cover page or table of contents pages) through to the end, including all forms and attachments. For clarity, the Bidder’s name should appear on every page, including Attachments. Each Attachment must reference the section or subsection number to which it corresponds.

2. The Bidder is asked to be brief and concise in responding to the RFP questions and instructions.

3. All electronic documents should be formatted for printing as formatting will not be adjusted prior to printing and reviewing these documents.

4. The Bidder may not provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated.

5. Include any forms provided in the submission package or reproduce those forms as closely as possible. All information should be presented in the same order and format as described in the RFP.

6. It is the responsibility of the Bidder to provide all information requested in the RFP package at the time of submission. Failure to provide information requested in this RFP may, at the discretion of the Department’s evaluation review team, result in a lower rating for the incomplete sections and may result in the proposal being disqualified for consideration.

7. The Bidder should complete and submit the “Proposal Cover Page” provided in Appendix A of this RFP and provide it with the Bidder’s proposal. It is important that the cover page show the specific information requested, including Bidder address(es) and other details listed. The proposal cover page shall be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

8. The Bidder should complete and submit the “Debarment, Performance and Non-Collusion Certification Form” provided in Appendix B of this RFP. Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

B. Proposal Contents

Section I   Organization Qualifications and Experience

1. Overview of the Organization

The Bidder is to complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in this RFP. The Bidder is also to include three examples of projects which demonstrate their experience and expertise in performing these services as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors

If subcontractors are to be used, provide a list that specifies the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

3. Organizational Chart

Provide an organizational chart of the bidder’s organization.  The organization chart must include the project being proposed.  Each position must be identified by position title and corresponding to the personnel job descriptions and the Staffing Plan provided.

4. Litigation

Attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which Bidder paid the claimant either as part of a settlement or by decree.  For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.  If no litigation will be included, write “none” on submitted attachment.

5. Licensure/Certification

Provide documentation of any applicable licensure/certification or any specific credentials required to provide the proposed services.

6. Certificate of Insurance

Provide a certificate of insurance on a standard Acord form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

Section II Proposed Services

1. Services to be Provided

The Bidder is to complete Appendix D (Proposed Services) discussing the Scope of Services referenced above in Part II of this RFP and what the Bidder will offer. Give particular attention to describing the methods and resources you will use and how you will accomplish the tasks involved. Also, describe how you will ensure expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, clearly identify the work each will perform.

Section III Cost Proposal

1. General Instructions

a. The Bidder must submit a cost proposal that covers the entire period of the initial contract. Please use the expected “Initial Period of Performance” dates stated in PART I, D.

b. The cost proposal shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFP requirements.

c. No costs related to the preparation of the proposal for this RFP or to the negotiation of the contract with the Department may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

2. Cost Proposal Form Instructions

The Bidder should fill out Appendix E (Cost Proposal Form), following the instructions detailed here and in the form. Failure to provide the requested information, and to follow the required cost proposal format provided, may result in the exclusion of the proposal from consideration, at the discretion of the Department.


PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals shall be accomplished as follows:

A. Evaluation Process - General Information

1. An evaluation team, comprised of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the selection of a contractor shall ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders if needed to obtain clarification of information contained in the proposals received, and the Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations. Interviews/presentations are not required, and changes to proposals will not be permitted during any interview/presentation process. Therefore, Bidders should submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: The score will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria.

Section I. Organization Qualifications and Experience (30 points)

Includes all elements addressed above in Part IV, B, Section I.

Section II. Proposed Services (30 points)

Includes all elements addressed above in Part IV, B, Section II.

Section III. Cost Proposal (40 points)

Includes all elements addressed above in Part IV, B, Section III.

2. Scoring Process: The review team will use a consensus approach to evaluate and score Sections I & II above. Members of the review team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Sections III, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in this RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 40 points. Proposals with higher bids values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 40 = pro-rated score

No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process.  All Bidders are expected to provide their best value pricing with the submission of their proposal.

4. Negotiations: The Department reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of service as presented in the selected proposal. Such negotiations may not significantly vary the content, nature or requirements of the proposal or the Department’s Request for Proposals to an extent that may affect the price of goods or services requested. The Department reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

C. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of contractor selection or non-selection will be made in writing by the Department.

3. Issuance of this RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to this request, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals, to make multiple awards, or to make partial awards.

D. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554 Code of Maine Rules, Chapter 120 (found here: Chapter 120 ).  The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.


PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

1. The successful Bidder will be required to execute a State of Maine Service Contract with appropriate riders as determined by the issuing department.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Division of Procurement Services’ website at the following link:

Division of Procurement Services Forms Page

2. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i): Chapter 110 )

This provision means that a contract cannot be effective until at least 14 calendar days after award notification.

3. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in this RFP may need to be adjusted, if necessary, to comply with mandated requirements.

4. In providing services and performing under the contract, the successful Bidder(s) shall act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Agreement Provisions

1. Agreement Administration

Following the award, an Agreement Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the successful Bidder in the finalization of the contract.

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See Also

rfp# rfp title issuing department date posted Q&A and Amendment due date status

State Government of Maine

Bid Due: 10/16/2020

bid # due date due time commodity attachments addenda 2021-001 16-Oct-2020 11:59 pm

University of Maine

Bid Due: 10/16/2020