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REQUEST FOR PROPOSALS – GIS Solutions PAGE 1

REQUEST FOR PROPOSALS

GIS SOLUTIONS –

ARCGIS AND ARCFM UPGRADE AND

ARCGIS ENTERPRISE IMPLEMENTATION

RELEASE DATE: FEBRUARY 28, 2020

DUE DATE: APRIL 3, 2020


Table of Contents 1. INTRODUCTION ..................................................................................................................................... 3

2. BACKGROUND AND INTENT .................................................................................................................. 3

3. SCHEDULE AND PROCESS...................................................................................................................... 5

4. PROPOSAL CONDITIONS ....................................................................................................................... 7

5. STATEMENT OF QUALIFICATIONS ......................................................................................................... 8

6. SCOPE OF WORK ................................................................................................................................... 9

7. VENDOR RESPONSIBLITIES .................................................................................................................. 11

8. EVALUATIONS OF PROPOSALS ............................................................................................................ 14

9. CONSIDERATION OF REJECTION AND WITHDRAWAL OF PROPOSAL ................................................. 15

APPENDIX A – Vendor Compliance Worksheet ....................................................................................... 17

APPENDIX B – Form of Exceptions ........................................................................................................... 20

APPENDIX C – Bid Proposal Summary Notes ........................................................................................... 21

APPENDIX D – Goal 1 Bid Summary Form ............................................................................................... 22

APPENDIX E – Goal 2 Bid Summary Form ................................................................................................ 23

APPENDIX F – Vendor Information .......................................................................................................... 24

APPENDIX G – Infrastructure Diagram .................................................................................................... 25

APPENDIX H – Sample Service Agreement .............................................................................................. 26

APPENDIX I – Sample Nondisclosure Agreement .................................................................................... 33


1. INTRODUCTION The Fayetteville Public Works Commission (hereafter referred to as PWC) is soliciting

proposals for qualified Vendor(s) to support upgrading and deploying GIS solutions as described below:

Objective 1: Upgrade the existing ArcGIS, ArcFM and supporting applications, to

include: • ArcGIS – ArcGIS, ArcGIS Server, web services, web app, GIS

Online items, GIS related admin scripts • ArcFM – ArcFM, ArcFM Replication, Designer, Fiber Manager,

Geodatabase Manager, Conduit Manager, Redline Extension, ArcFM Development Package, Responder Adapter for CIS, and ArcFM Viewer to

• GeoNexus – GeoWorx Office 5.2.x and GeoWorx Sync 2.4.x Upgrades/updates of all ArcFM and ESRI licenses (production and test),

along with their license managers, will be required.

Objective 2: Deploy ArcGIS Enterprise, to include migration from ArcGIS Online and adding an additional web portal option. This implementation will take place after the initial upgrade (Goal 1) is complete. Vendor will be responsible for ensuring all supporting applications as listed above are fully integrated and functional with the ArcGIS Enterprise deployment.

Vendors will be responsible for providing a turn-key solution, to include all labor and support necessary for data conversion/migration, testing, integration to existing technology systems, setup, deployment, and training. PWC reserves the right to award contract(s) to one or more vendors, as determined to be in the best interest of PWC. PWC anticipates awarding contract(s) by June 2020 with an expected start date no later than July 2020 for the selected Vendor(s).

2. BACKGROUND AND INTENT PWC was created on March 4, 1905, through an act of the state legislature to manage,

operate, and supervise the three utilities – electric, water, and sanitary sewer services. The PWC operates as a public authority owned by the City of Fayetteville, and is governed by four Commissioners appointed by the Fayetteville City Council. The PWC serves more than 112,000 customers daily and is committed to implementing sustainability efforts that benefit the community at-large. More information can be found at http://faypwc.com.

The PWC GIS system includes over 1,580 miles of water, 1,378 miles of sanitary sewer, 237 miles of fiber, and 2,818 miles of electric primary and secondary data. The GIS system is integrated with Oracle Work & Asset Management (WAM) application providing a geospatial aspect to our construction work orders and analytical functionality to our assets. The GIS system also generates and receives files for exchange with Oracle Customer Care and Billing (CC&B) and the outage management system (OSI). Refer to Appendix for an overview of the entire GIS infrastructure.

http://faypwc.com/


The purpose of this document is to provide general and specific information for use by Vendors(s) in submitting a proposal to supply the Public Works Commission with information technology goods and services as listed above in accordance with N.C.G.S. 1436.129.8. We will select a qualified Vendor with whom we will develop a mutually beneficial contractual relationship. Our decision to award will be based on our determination of the proposal that offers the best overall benefit to the PWC, taking into account pricing, maintenance and support, and any value-added services and other factors specified herein. PWC reserves the right to reject any or all proposals. 2.1 ACCURACY OF RFP AND RELATED DOCUMENTS

The PWC assumes no responsibility for conclusions or interpretations derived from technical and background information presented in the RFP, or otherwise distributed or made available during the procurement process. In addition, the PWC will not be bound by or be responsible for any explanation, interpretation or conclusions of this RFP or any documents provided by the PWC other than those given in writing by the PWC through the issuance of addenda. In no event may a Vendor rely on any oral statement by the PWC or its agents, advisors or consultants.

2.2 PWC RIGHTS AND OPTIONS

The PWC, at its sole discretion, reserves the following rights: • To supplement, amend, substitute or otherwise modify the RFP at any time; • To cancel this RFP with or without the substitution of another RFP; • To reject any or all proposals produced in response to the RFP; to take any

action affecting this RFP, this RFP process, or the Services or facilities subject to the RFP that would be in the best interests of the PWC;

• To issue additional requests for information, and/or; • To require one or more Vendor to supplement, clarify or provide additional

information in order for the PWC to evaluate the responses submitted. 2.3 EXPENSE OF SUBMITTAL PREPARATION The PWC accepts no liability for the cost and expenses incurred by the Vendor in

response to this RFP, including preparing requests for clarification. Each Vendor that prepares a Response shall do so at its own expense and with the express understanding that they cannot make any claims whatsoever for reimbursement from the PWC for the costs and expenses associated with the Response.

2.4 TRADE SECRETS/CONFIDENTIALITY Upon receipt a the PWC, your Response is considered a public record, except for

material which qualifies as “Trade Secret” information under N.C.G.S. 66-152(3). Your Response will be reviewed by PWC staff and members of the general public who submit public records request.

THE RESPONDER IS REQUIRED TO IDENTIFY ALL CONTENT DESIGNATED

AS A TRADE SECRET AS DEVINED PURSUANT TO N.C.G.S. 66-152(3)AND


WHICH MEETS THE CRITERIA FOR CONFIDENTIALITY PURSUANT TO N.C.G.S. 132.1.2(1). ALL NOTED TRADE SECRETS MUST FOLLOW PROCEDURES NOTED BELOW AND REQUIRE ATTACHED DOCUMENTATION SPECIFYING HOW THE CONTRENT QUALIFIES AS A TRADE SECRET UNDER NORTH CAROLINA LAW. IF AN ENTIRE RESPONSE IS MARKED CONFIDENTIAL OR TRADE SECRET, IT WILL BE DISQUALIFIED FROM CONSIDERATION.

To properly designate material as “trade secret” under these circumstances, each Vendor must take the following precautions.

A. Any trade secrets submitted by Vendor should be submitted separately in a

sealed enveloped marked “Trade Secret – Confidential and Proprietary Information – Do Not Disclose Except for the Purpose of Evaluation this Response,

B. Offer documentation specifying how the content qualifies as a trade secret under North Carolina law, and

C. The “trade secret” should be stamped on each page of the trade secret materials contained in the envelope.

3. SCHEDULE AND PROCESS

The following chart shows the schedule of events to prepare your organization’s response. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the sections that follow:

DATE EVENT 2/28/2020 Advertisement of RFP

3/13/2020 Cut-off for Submitted Questions

Vendors are permitted to submit written questions to the PWC, but only for purpose of clarifying this RFP. All submissions shall be submitted as outlined in Section 3.3.

4/03/2020 Response Submission due by 5:00 p.m. on this date.

6/30/2020 PWC anticipates awarding contracts on or before this date

7/30/2020 Vendors are expected to start on or before this date

12/30/2020 Completion date

3.1 INTERPRETATION AND ADDENDA

If the responder needs to submit changes or addenda, such shall be submitted in writing, signed in original ink by an official representative of the responder, cross-referenced clearly to the relevant bid section, in a sealed envelope, prior to the RFP opening. Such changes or addenda shall meet all requirements for the RFP. If the responder chooses to withdraw his RFP response; the withdrawal notice shall be in writing and received prior to the RFP opening.


No significant interpretation or clarification of the meaning of any part of this RFP will be made orally to any Vendor. Vendors must request such interpretations or clarification in writing to the PWC. Requests for information or clarification of this RFP must be made in writing and addressed to Nikole Subject at the e-mail address listed below, with e-mail being the preferred method of communication. Questions should reference the topic number.

E-mail: [email protected]

Please submit your questions by Friday, March 13, 2020, no later than 5:00 P.M. Any written responses issued by the PWC to questions and requests for information will be provided to all Vendors that have requested an RFP. Any and all such interpretations and supplemental instructions will be made in the form of written addenda and shall become a part of this RFP.

3.2 VENDOR CONTACT

3.2.1 Prior to receipt of proposals and award of a contract, Vendors are expressly prohibited from contacting any PWC officials, employees, or any other party associated with this Request for Proposal, except as noted above.

3.2.2 Communication regarding this Request for Proposal via any medium other

than the designated fax number or e-mail address, including phone, personal visits, etc., is prohibited.

3.2.3 Violation of this provision constitutes grounds for the immediate

disqualification of the Vendor from consideration in the award of the bid. In the case where a Vendor/Subcontractor has violated this provision, other Vendors utilizing the same Vendor/Subcontractor may be disqualified.

3.3 PROPOSAL DUE DATE AND TIME/SUBMISSION REQUIREMENTS

3.3.1 PWC will accept sealed proposals until 5:00 PM, April 3, 2020, in the PWC

Procurement Office, 1st floor, PWC Administration Building, 955 Old Wilmington Road, Fayetteville, NC 28301. Proposals received after the stated date and time will not be considered and will be returned to the Vendor unopened.

3.3.2 Vendor shall plainly mark the outside of the sealed envelope with the

following information: SEALED BID: RFP FOR GIS SOLUTIONS, Vendor’s name, address, proposal due date, and time.

3.3.3 Vendors shall provide seven (7) copies of the proposal and include a flash

drive containing a PDF version of their complete proposal. 3.3.4 Each proposal must include the following sections, in the order provided

below: I. Cover Letter II. Executive Summary

mailto:[email protected]


III. Statement of Qualifications IV. References V. Scope of Work VI. Vendor Compliance Worksheet

VII. Bid Summary Forms VIII. Detailed Cost Explanation IX. Form of Exceptions X. Vendor Information Form

3.3.5 PWC reserves the right to accept or reject any variances, substitutions,

exclusions and exceptions.

4. PROPOSAL CONDITIONS 4.1 Submission of a proposal indicates explicit acceptance by the Vendor of the

conditions contained in this request. PWC reserves the right to waive informalities. PWC reserves the right to amend the specifications of this Request for Proposal and request new proposals at any time prior to award of contract. The decision of PWC shall be final.

4.2 Proposals must include the following information:

4.2.1 The Vendor shall include a cover letter signed by an authorized individual who commits to the terms and conditions of the company’s proposal. It must be stated in the cover letter that they agree to the terms and conditions.

4.2.2 The Vendor shall include an executive summary of the proposal, not to

exceed two (2) pages. Include a description of the company’s mission and values, a history of the company and software, and explanation of how the proposed solution best fits PWC’s needs

4.2.3 The Vendor shall include a statement of qualifications to demonstrate their

ability to meet RFP requirements.

4.2.4 PWC reserves the right to accept or reject any proposed subcontractor. 4.2.5 The Vendor shall provide a full description of the proposed approach, to

include support and processes that will be undertaken to meet requirements outlined in the Scope of Work section of this RFP. The description should explain the approach and quality assurance practices.

4.2.6 The terms and conditions of this RFP will preempt those of other

documents unless exceptions are noted herein and subsequently accepted by PWC. Thus, all variances, substitutions, exclusions, exceptions and clarifications to the RFP’s requirements and specifications, and terms and


conditions, must be listed on the Form of Exceptions if they are to be considered as part of the final agreement, regardless if they appear elsewhere in your response. Each shall identify the applicable section/sub-section number(s) it references.

4.2.7 Vendors will be required to sign PWC’s Service Agreement, and Nondisclosure Agreement. Any exceptions must be documented on the Form of Exceptions. These documents are included in the Appendix.

4.2.8 Provide three (3) references of other organizations that have similar size

and requirements for services described in this RFP that your company has served within the past three (3) years. Information provided must include client name, address, phone number, email address, and contact name. Failure to provide this information may result in disqualification of the proposal from consideration.

4.2.9 The Vendor must provide a detailed explanation of proposed charges/fee

structure. Include a clear itemization of all expenses and any options that are not included in the fees and expenses provided.

4.3 The Vendor shall supply the following:

4.3.1 A single point of contact through proposal acceptance. PWC will communicate solely through this contact regarding all proposal, procurement and contractual issues through acceptance.

4.3.2 A single point of contact after acceptance. PWC will communicate solely

through this contact to initiate all service-related issues after acceptance. 4.3.3 The single point of contact must be willing and able to assume full account

responsibility and act as an agent of the Vendor.

5. STATEMENT OF QUALIFICATIONS

Within the Statement of Qualifications, the Vendor will: • Include a description of location(s), number of years in business, and scope of

services. • Describe experience in deploying, testing, and providing ongoing support for ArcGIS,

ArcFM, Designer, Fiber Manager, Geodatabase Manager, Conduit Manager, Redline Extension, ArcFM Development Package, Responder Adapter for CIS, ArcFM Viewer, GeoWorx Office, and GeoWorx Sync.

• Demonstrate understanding of best practices related to GIS software deployments and support.

• Provide names, qualifications, and percentage of time commitment for staff or other resources that will be assigned to PWC.

• Provide a count of customers using the Vendor’s software solution. Identify how many customers operate for utility organizations.


• Provide resumes of project team members, to include subcontractors. • Provide an organizational chart to demonstrate how the project team fits within the

larger organization. • Provide details of how and why your company will best serve the needs of PWC.

6. SCOPE OF WORK

Vendors are expected to submit a Scope of Work providing detail on the items below. This information is required in addition to completion of the Vendor Compliance Worksheet which outlines minimum requirements for the project. 6.1 GOAL 1 - UPGRADE ARC GIS, ARCFM AND SUPPORTING APPLICATIONS

6.1.1 Implementation Plan

a. Describe your implementation plan and timeline. b. Include detail on the approach, to include project and change

management. At minimum, the Vendor Project Manager will: i. serve as the single point of contact for project, including the

management of any subcontractor(s) ii. manage all activities required to successfully implement the

solution within approved scope, schedule and budget iii. facilitate weekly status meetings to provide updates and share

information iv. implement and manage issue resolution process to address

issues quickly and efficiently v. maintain detailed work plan, budget, and schedule (changes

must be reviewed and approved by PWC team) vi. provide weekly status reports that will track milestones,

schedule, expenses, and issues c. Describe testing and training plans, to include deliverables,

timeframes, and PWC resource requirements. d. Describe approach to fit gap analysis to meet current PWC

requirements and avoid customizations. (New functionality will not be deployed through the upgrade.)

e. Define the proposed project implementation team, to include working hours, location, role, qualifications, and experience. Include staffing resource requirements from PWC.

f. Describe deliverables provided during the implementation, to include documentation and acceptance criteria.

g. Provide documentation regarding all installs, configurations, and any material related to the overall project.

h. Identify issues and challenges PWC should anticipate and indicate how they are resolved using your system and services.

6.1.2 Technical Information


a. Describe the system architecture, design assumptions, database requirements, hardware/software, and operational considerations.

b. Describe installation, maintenance, and license requirements and costs, to include post-project/installation and warranty support. If various delivery platforms are available, provide detail and pricing for each option.

c. Describe system administration, to include setup and maintenance and reports administration.

d. Detail recommendation and approach for data conversion/migration. e. Based on information in the Vendor Compliance Worksheet, explain

any additional software/hardware/licensing that PWC may need to purchase. Include estimate for these expenses on the Bid Summary Forms.

f. Document the installation process and all components, specifications, integrations, and requirements.

g. Review, test, and modify custom code, integrations and SQL scripting as necessary to ensure proper function.

h. Document test scripts for all phases of post installation testing, including UAT and integration testing.

6.1.3 Support

a. Describe any operational services available after deployment. b. Describe warranty and technical support options for ongoing support

after deployment. c. Describe any additional training/support options for users (phone

support, remote diagnostics, conferences, etc.). d. All critical and business impacting software defects are to be resolved,

including the coordination of resolutions with software vendor(s).

6.2 GOAL 2 - DEPLOYMENT OF GIS ENTERPRISE

6.2.1 Implementation Plan

a. Describe your recommended implementation plan and timeline. Include information on dependencies from Goal 1 effort.

b. Include detail on the approach, to include project and change management (see 6.1.1.b for PM requirements). Explain any changes in the approach.

c. Describe testing and training plans, to include deliverables, timeframes, and PWC resource requirements.

d. Describe approach to fit gap analysis to meet PWC requirements and avoid customizations. (Limited new functionality will be considered as needed.)

e. If the implementation team varies from Goal 1, explain new/different team members. Detail working hours, location, role, qualifications, and experience. Include staffing resource requirements from PWC.

f. Describe deliverables to be provided, to include documentation and acceptance criteria.


g. Provide documentation regarding all configurations and any material related to the overall project.

h. Identify issues and challenges PWC should anticipate and indicate how they are resolved using your system and services.

6.2.2 Technical Information

a. Describe the system architecture, design options and

recommendations, database requirements, hardware/software, and operational considerations.

b. Describe installation, maintenance, and license requirements and costs, to include post-project/installation and warranty support. If multiple GIS Enterprise solutions are available, provide detail and pricing for each option.

c. Describe system administration, to include setup and maintenance and reports administration.

d. Detail recommendation and approach for data conversion/migration. e. Based on information in the Vendor Compliance Worksheet, explain

any additional software/hardware/licensing that PWC may need to purchase. Include estimate for these expenses on the Bid Summary Forms.

f. Document the installation process and all components, specifications, integrations, and requirements.

g. Review, test, and modify custom code as necessary to ensure proper function.

h. Develop testing scripts for UAT as well as end user training for new functionality.

6.2.3 Support

a. Describe any operational services available after deployment. b. Describe warranty and technical support options for ongoing support

after deployment. c. Describe any additional training/support options for users (phone

support, remote diagnostics, conferences, etc.). d. All critical and business impacting software defects are to be resolved,

including the coordination of resolutions with software vendor(s).

7. VENDOR RESPONSIBLITIES

7.1 INSURANCE 7.1.1 Vendor shall procure and maintain in effect during the term of this

Agreement and for at least three (3) years thereafter (collectively, the “coverage period”) the following insurance coverage’s described below, which insurance shall be placed with insurance companies authorized to do business in the State of North Carolina and rated A minus VII or better by the current edition of Best’s Key Rating Guide or otherwise approved by PWC.


Professional Liability Errors and Omissions Insurance professional liability errors and omissions or malpractice insurance including contractual liability coverage with limits of not less than one million dollars ($1,000,000) per occurrence and one million dollars ($1,000,000) aggregate;

Worker’s Compensation Insurance as required by State Law;

Comprehensive Automobile Liability Insurance with limits not less than

$1,000,000 combined single limit per occurrence for bodily injury and property damage;

Commercial General Liability Insurance. A broad form Commercial

General Liability Insurance Policy including, without limitation, a waiver of subrogation endorsement in favor of the additional insureds, and appropriate endorsements adding the following coverages: Premises and Operations Liability; Explosion, Collapse and Underground Damage Liability; Personal Injury Liability (with employee and contractual exclusions deleted); Broad Form Property Damage Liability; Broad Form Contractual Liability supporting vendor’s indemnification agreements in favor of the additional insureds; Independent Contractor’s Protective Liability; Completed Operations and Products Liability for a period of not less than two (2) years following the date of final payment for all services provided under this Agreement. The Commercial General Liability Insurance Policy must be written with a combined single limit of liability of not less than $1,000,000 for each occurrence of bodily injury and/or property damage and an annual aggregate of liability of not less than $2,000,000 for bodily injury and/or property damage, and an annual aggregate of liability of not less than $2,000,000 for Completed Operations and Products Liability;

Additional Insured. PWC shall be named an additional insured in the

Comprehensive Automobile and Commercial Liability Insurance policies and the Commercial General Liability coverage shall be written on an “Occurrence” basis; and

Cyber Insurance. Vendor at its sole cost and expense will obtain and

maintain adequate risk financing (insurance and/or self-insurance) that provides coverage for privacy and data security risk exposures with limits of $1,000,000 per occurrence and $3,000,000 aggregate.

7.1.2 Insurance Requirements of Subcontractors Vendor agrees to require Subcontractors to comply with the insurance

provisions required of Vendor pursuant to this Agreement unless Vendor and PWC mutually agree to modify these requirements for Subcontractors whose work is of relatively small scope. Vendor agrees that it will contractually obligate its Subcontractors to advise Vendor promptly of any changes or lapses of the requisite insurance coverages and Vendor agrees to promptly advise PWC of any such notices Vendor receives from its


Subcontractors. Vendor agrees that it will contractually obligate its Subcontractors to indemnify and hold harmless PWC to the same extent that Vendor is required to do so as provided in this Agreement. Vendor assumes all responsibility for monitoring Subcontractor contracts and insurance certificates for compliance with the insurance and other provisions of this Agreement until final completion of the Project.

7.1.3 Additional Insurance Requirements Vendor shall not make changes in or allow the required insurance

coverages to lapse without PWC’S prior written approval thereto. All policies for insurance must be endorsed to contain a provision giving PWC a thirty (30) day prior written notice by certified mail of any cancellation of that policy or material change in coverage. Should a notice of cancellation be issued for non-payment of premiums or any part thereof, or should Vendor fail to provide and maintain certificates as set forth herein, PWC shall have the right, but shall not the obligation, to pay such premium to the insurance company or to obtain such coverage and to deduct such payment from any sums that may be due or become due to Vendor, or to seek reimbursement for said payments from Vendor. Any sums paid by PWC shall be due and payable immediately by Vendor upon notice from PWC. Receipt and review by PWC of any copies of insurance policies or insurance certificates shall not relieve Vendor of his obligation to comply with the insurance provisions of this Agreement. The insurance provisions of this Agreement shall not be construed as a limitation on Vendor’s responsibilities and liabilities pursuant to the terms and conditions of this Agreement.

7.2 The Vendor shall agree to protect, indemnify and hold harmless PWC, its agents,

officers and employees from and against any and all losses resulting directly or indirectly from negligent acts, errors, or omissions of the Vendor, or Vendor’s agents, officers, employees, and subcontractors, in the performance of services under this contract.

7.3 The Vendor shall ensure that any subcontractors engaged in work under this

project are included as insureds under its policies OR shall furnish separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.

7.4 Each insurance policy required by this clause shall be endorsed to state that

coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to:

Fayetteville Public Works Commission Attn: Trent Ensley, Procurement Manager P.O. Box 1089 Fayetteville, NC 28302-1089


7.5 The insurance requirements outlined shall be maintained in force by the Vendor throughout the term of this contract without lapse, and in no manner should deviate from these requirements. In the event Vendor fails to maintain insurance as outlined herein, PWC may, at its option, but not at the responsibility of PWC, obtain the required insurance at the expense of the Vendor.

7.6 The Fayetteville Public Works Commission, its officials, employees and volunteers

are to be covered as additional insured as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to PWC, its officials, employees or volunteers.

7.7 Vendor must comply with all federal, state, and local laws, ordinances, rules,

orders and regulations relating to performance of the contracted work. 7.8 PWC Service Agreement. Prior to award of contract, the recommended Vendor

shall enter into a Service Agreement with PWC. A sample Service Agreement is included in the Appendix.

7.9 Confidentiality/Nondisclosure Agreement. Any Vendor awarded a contract

from the Commission shall be required to sign the Confidentiality/Nondisclosure Agreement; it is included in the Appendix.

8. EVALUATIONS OF PROPOSALS

8.1 All qualified proposals will be reviewed and evaluated. At any time during the review, the PWC may request additional information from the Vendor. Such information request and Vendor’s response must be in writing. Information may be requested from sources other than the submitted proposal to evaluate the Vendor.

8.2 Evaluation criteria will include, but will not be limited to:

• Strength and stability of the Vendor to provide the requested services; • Ability to meet the project timeline; • Overall responsiveness, viability and completeness, and does the proposal

meet or exceed the PWC’s specifications; • Scope of goods/services being proposed; • Personnel qualifications; • Cost of proposed goods/services; • Any other facts considered relevant by the PWC; • Experience with similar projects of comparable size and scope.

8.3 PWC reserves the right to select and negotiate with the successful Vendor any

combination of bid line items and options.


9. CONSIDERATION OF REJECTION AND WITHDRAWAL OF PROPOSAL 9.1 Correspondence

After deposit of the proposal with Fayetteville Public Works Commission, the proposal will remain valid for a period of 120 days after the opening of the proposals.

9.2 A proposal may be rejected if the Vendor fails to:

• Submit their proposal in the format specified. • Supply the minimum information requested in the RFP. • Submit all addenda, addenda responses and templates. • Submit their proposal by the date and time required. • Submit a cost proposal with unbundled, detailed, itemized pricing. • Provide truthful and accurate information in its proposal.

9.3 No Acceptance PWC reserves the right to reject any or all proposals, to waive any informalities in

proposals, and to accept any proposal deemed most favorable to PWC. PWC specifically reserves the exclusive right to reject any or all proposals and to waive any technical defects in proposals.

9.4 Competency of Vendor PWC shall make such investigation as it deems necessary to determine the ability

of the Vendor to perform the work, and/or provide the goods or services required by this RFP. Upon request, the proposer shall furnish evidence satisfactory to PWC that it has the necessary facilities, ability, and financial resources to fulfill the specifications and conditions of the contract.

10. NORTH CAROLINA FREEDOM OF INFORMATION ACT All proposals received by PWC shall be considered public information subject to lawful

disclosure under the North Carolina Freedom of Information Act. Any proposal material deemed by the Vendor to constitute either proprietary or trade secret material shall be designated as such, and each sheet or section of a sheet containing such material shall be so marked by the Vendor. In addition, it shall be the sole responsibility of the Vendor to demonstrate to a court of competent jurisdiction that their designation is proper. PWC shall not make public any material determined by the court to be proprietary or trade secret. Vendor hereby agrees to indemnify and hold PWC free and harmless from any claims, suits, damages, penalties or expenses arising out of Vendor’s proprietary or trade secret designation.

11. ERRORS/CHANGE ORDERS 11.1 When an error is made in extending prices, the unit price will govern. Carelessness

in quoting prices, or in preparation of the proposal otherwise, will not relieve the Vendor. Erasures in proposals must be explained over signature of the Vendor.


11.2 After contract award, work will be authorized under the Service Agreement or any

subsequent amendment accompanied by a Purchase Order. Change orders are required for any changes in scope to the project requested and/or authorized by PWC that adds, deletes or modifies any billable component(s). Amendments to the Service Agreement will have the details of any change order and will contain the date of issue and a unique number used for identification and cross-reference purpose on invoices.

12. EQUAL OPPORTUNITY

The PWC has an equal opportunity purchasing policy. The PWC seeks to ensure that all segments of the business community have access to supplying the goods and services needed by PWC programs. The PWC affirmatively works to encourage utilization of small and minority business enterprises in our procurement activities. The PWC provides opportunities for all businesses and does not discriminate against any Vendor regardless of race, color, religion, age, sex, national origin or disability.

13. E-VERIFY REQUIREMENTS Vendor hereby acknowledges that “E-Verify” is the federal E-Verify program operated by

the US Department of Homeland Security and other federal agencies which is used to verify the work authorization of newly hired employees pursuant to federal law and in accordance with Article 2, Chapter 64 of the North Carolina General Statutes. Vendor further acknowledges that all employers, as defined by Article 2, Chapter 64 of the North Carolina General Statutes must use E-Verify and after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS 64-26(a).

Vendor hereby pledges, attests and warrants through execution of this proposal that

Vendor complies with the requirements of Article 2, Chapter 64 of the North Carolina General Statutes and further pledges, attests and warrants that any subcontractors currently employed by or subsequently hired by Vendor shall comply with any and all E-Verify requirements. Failure to comply with the above requirements shall be considered a breach of this Proposal and any subsequent Agreement resulting therefrom.


APPENDIX A – Vendor Compliance Worksheet

Please provide a response for each line item. Provide the page number or section that addresses each line item. If the specification can be provided but is not included in the base

price, price must be detailed on Bid Summary Form(s).

ITEM # MINIMUM REQUIREMENTS

VENDOR WILL

COMPLY (Yes/No)

INCLUDED IN BASE PRICE

(Yes/No)

GIS Solution Upgrade Upgrade and install all ESRI ArcGIS software to

the 10.6.1 version.

Upgrade and install all Schneider Electric ArcFM software to the 10.6.1 release.

Upgrade the ArcGIS and ArcFM Enterprise versioned geodatabases (Water and Electric) to the chosen 10.6.1 compatibility.

Verify proper function of all existing custom code post upgrade and upgrade and migrate existing custom code to support GIS software and Oracle database version upgrades.

Upgrade of GeoNexus solution to GeoNexus Office 5.2.x and GeoNexus Sync 2.4.x.

Upgrade existing Designer/Oracle WAM integration components (a review of Designer/WAM integration messaging, the Designer Message Router Framework, and GeoNexus SYNC integration will be required).

Work with PWC DBA staff to upgrade from Oracle 11g to Oracle 19c including data migration.

Work with PWC system admins staff to upgrade the GIS servers to Windows Server 2019.

Upgrade GIS Production and Test environments for both Electric and Water GIS systems. GIS Test environment should be a complete copy of the Production environment.

Validate GIS and design future GIS infrastructure to include: Server OS, database, integrations, and various components.

Provide support in migration, testing, and performance testing.

Provide post go-live support (minimum 30 days).


Resolve all issues identified during upgrade for all components that impact performance and use.

Technical Requirements Interface from Oracle WAM to Designer - WO

Creation/Status Update (Existing messaging – DES1)

Interface from Designer to Oracle WAM - Design CU & Work Locations (Existing messaging – DES2)

Interface from Oracle WAM to Designer – Design Approval Update (Existing messaging DES3)

Interface from Oracle WAM to Designer – WO Cancellation (Existing messaging – DES6)

Designer – Oracle WAM Usage Codes

Designer – Oracle WAM Difficulty Codes

Compatibility with Electric Modeling Software - CYMDIST – CYME International

OMS – Customer File Integration to Oracle CCB for OMS

OMS – Premise File Integration to Oracle CCB for OMS

OMS – Electric Geodatabase Data Export to OMS

CCB – Import weekly data files from Oracle CCB to GIS (import multiple MJ Harden files)

Compatibility with Cues Granite XP Software

Compatibility with Water Modeling Software, Innovyze - InfoSWMM

Migrate existing Water and Electric Geodatabase Multi-Version Views

Existing ArcFM/Designer Custom Components

Vendor shall provide assistance and resolve issue related to client-side installations.

GIS Enterprise Implementation

Develop ArcGIS Enterprise requirements (functional and technical) and avoid creating new customizations.

Deploy ArcGIS Enterprise based on industry standards and best practice, to include, but not limited to the following: • Active Directory Integration


• Widows IIS Deployment • Data Storage • Federated ArcGIS Server Instance (optional

and based on PWC licensing) Migrate existing PWC GIS web map application

to ArcGIS Enterprise.

Develop comprehensive end-user training plan and manual including on-site end-user training.

Provide support in migration, testing, and performance testing and all post go-live support.

Resolve all issues identified during upgrade for all components that impact performance and use

Upgrade GIS Production and Test environments for both Electric and Water GIS systems. GIS Test environment should be a complete copy of the Production environment.

Validate GIS and design future GIS infrastructure to include: Server OS, database, integrations, and various components.

Vendor shall review ArcGIS Enterprise deployment strategies and select one in agreement with FWPC.

Vendor shall provide assistance and resolve issue related to client-side installations.


APPENDIX B – Form of Exceptions Vendor shall identify each exception or deviation from the contractual specifications in this RFP. The omission of exceptions implies complete compliance with the Bid Documents and Specifications.


APPENDIX C – Bid Proposal Summary Notes

1. PWC anticipates awarding contracts by June 2020 with an expected start date no later than July 2020 for the selected Vendor(s).

2. Vendor must provide all proposal components, to include Vendor Compliance Worksheet. 3. Prices are firm unless otherwise stated and shall be valid for acceptance by PWC for a period

of 120 days from the RFP deadline date.

4. PWC reserves the right to select and negotiate with the successful Vendor any combination of bid line items and options.

5. Vendor must attach a Bid Summary Form and Detailed Cost Explanation for each Goal, to include how price was derived and whether costs are included as base price or option price.

6. If various service delivery options and/or pricing structures are available, multiple Bid

Summary Forms are allowed. 7. The Vendor shall be subject to PWC travel policies. Travel expenses will be paid on a

reimbursement basis.


APPENDIX D – Goal 1 Bid Summary Form Detailed Cost Explanation Must be Attached

OPTION # _______

Expenses Base Price Option Total Project Management Needs Analysis Functional Requirements (define/document) Technical Requirements (define/document) Design Development GeoNexus Upgrade Testing Unit System Integration Performance UAT (Including Regression) Training/Knowledge Transfer Documentation Hardware Software (to be provided by Vendor) Software (PWC required to purchase/upgrade)

Go Live (deployment, cutover plan) Annual Maintenance Technical Support (after Go Live) Warranties Travel Other (please define) NC and Cumberland County Sales Tax TOTAL

SEE APPENDIX C: BID PROPOSAL SUMMARY NOTES FOR MORE DETAIL ON PRICING REQUIREMENTS


APPENDIX E – Goal 2 Bid Summary Form Detailed Cost Explanation Must be Attached

OPTION # _______

Expenses Base Price Option Total Project Management Needs Analysis Functional Requirements (define/document) Technical Requirements (define/document) Design Development Testing Unit System Integration Performance UAT (Including Regression) Training/Knowledge Transfer Documentation Hardware Software (to be provided by Vendor) Software (PWC required to purchase/upgrade)

Subscription Fees (cloud-based services) Go Live (deployment, cutover plan) Annual Maintenance Technical Support (after Go Live) Warranties Travel Other (please define) NC and Cumberland County Sales Tax TOTAL

SEE APPENDIX C: BID PROPOSAL SUMMARY NOTES FOR MORE DETAIL ON PRICING REQUIREMENTS


APPENDIX F – Vendor Information

Name of Company Address Phone No. Fax No. E-Mail Address Federal I.D. No. SDBE, Minority or Woman Owned Business Enterprise Yes No Bid Submitted By: (Name Printed)

(Signature) Title:

Date:


APPENDIX G – Infrastructure Diagram


APPENDIX H – Sample Service Agreement


APPENDIX I – Sample Nondisclosure Agreement

NONDISCLOSURE AGREEMENT This Nondisclosure Agreement (“Agreement”) is made effective this _____ day of _________________, 20____, by and between Fayetteville Public Works Commission, a public authority organized under the laws of the State of North Carolina with its principal place of business located at 955 Old Wilmington Road, Fayetteville, North Carolina 28302 (“PWC”), and ________________________, a __________________ with its principal place of business at ______________________ (“Vendor”)(PWC and Vendor are each a “Party” and collectively the “Parties”). In consideration of the mutual covenants contained herein, the parties intending to be legally bound, agree as follows: 1. “Confidential Information” means all records, communications, and other information, whether written, electronic, or oral, given by one Party (“Disclosing Party”) to the other Party (“Receiving Party”) that are not subject to disclosure as a public record under North Carolina law when such information is in the possession, custody, or control of PWC, which information includes but is not limited to trade secrets, personnel records, and customer billing records. All Confidential Information shall either be marked or otherwise identified as “confidential” or be such information that a reasonable person would be expected to understand is confidential under the circumstances. Confidential Information excludes information which:

a. Was known to Receiving Party prior to its receipt from Disclosing Party free of any obligation to keep it confidential;

b. Is or becomes publicly available, by other than unauthorized disclosure; c. Is independently developed by Receiving Party without knowledge of the Confidential

Information; d. Is disclosed to any non-agent third party by Disclosing Party without restriction; e. Is lawfully received from a third party whose disclosure would not violate any

confidentiality or other legal obligation; or f. Is required to be disclosed pursuant to North Carolina law.

2. Receiving Party will: (a) protect and safeguard the Confidential Information with at least the same degree of care as it uses to protect its own Confidential Information, which will be no less than a commercially reasonable degree of care; (b) use the Confidential Information of Disclosing Party only for the purpose for which Disclosing Party provided such information to Receiving Party (“Purpose”) and for no other purpose or otherwise in any manner to Disclosing Party's detriment; (c) not disclose, publish, or furnish Confidential Information, in any manner, except to its employees, agents, attorneys, accountants or advisors (collectively “Representatives”) who (i) need to know such Confidential Information to assist Receiving Party in relation to the Purpose, (ii) are informed by Receiving Party of the confidential nature of the Confidential Information, and (iii) are subject to confidentiality duties or obligations to Receiving Party that are no less restrictive than those in this Agreement; (d) not copy Confidential Information without the written consent of Disclosing Party, unless necessary for the Purpose, and (e) be responsible for any breach of this Agreement caused by any of its Representatives. The Receiving Party shall give the Disclosing Party notice immediately upon becoming aware that any Confidential Information has or may have been disclosed or released. 3. If Receiving Party or its Representatives is requested or required by applicable federal, state or local law, including but not limited to, subpoena, civil investigative demand or similar process (collectively, a “Legal Order”), to disclose any Confidential Information, the Receiving Party will (a) promptly notify Disclosing Party of such request, except as prohibited by law, so that Disclosing Party may seek an appropriate protective order or other remedy; and (b) provide commercially reasonable assistance to Disclosing Party in opposing such disclosure and/or obtaining a protective order or other remedy to the extent such opposition is reasonably warranted by law. If, after providing such notice and assistance as required in this Section, Receiving Party remains subject to a Legal Order to disclose any Confidential Information, Receiving Party or its Representatives, as the case may be, will disclose no


more than the portion of the Confidential Information, which, on the advice of Receiving Party’s legal counsel, is specifically required to be disclosed by such Legal Order. If Vendor designates information as Confidential Information, Vendor shall defend, indemnify, and hold harmless PWC, its Commissioners, officers, employees, and agents, from every claim, demand, loss, expense, cost, damage or injury, including reasonable attorney’s fees, resulting from any third party bringing an action under Chapter 132 of the North Carolina General Statutes, to the extent such may result from the decision of PWC or its staff to withhold information in accordance with G.S. 132-1.2 and this Agreement. PWC agrees to maintain the confidentiality of Confidential Information during the pendency of any such action consistent with its statutory obligations and the commitments undertaken herein. 4. The Parties agree that, upon the written request of a Disclosing Party, Receiving Party and its Representatives will promptly return to Disclosing Party or provide written certification of the destruction of all Confidential Information of Disclosing Party, including all Confidential Information contained in internal documents, without retaining any physical or electronic copy, extract or summary of any part thereof. Notwithstanding the foregoing, a Receiving Party may retain copies of Confidential Information to the extent required by law and, in addition, solely to the extent necessary for purposes of such Party’s ordinary course internal document retention and backup requirements and procedures, provided that such Confidential Information will remain subject to the terms and conditions of this Agreement for so long as it is retained. 5. The Parties agree that (a) all Confidential Information disclosed under this Agreement, and all copies thereof, will be and remain the property of Disclosing Party; (b) nothing contained in this Agreement grants or implies any grant of any right, license or authority in or to the Confidential Information; and (c) neither Party will be under any legal obligation of any kind whatsoever, or otherwise be obligated to enter into any business or contractual relationship, investment, or transaction, by virtue of this Agreement, except for the matters specifically agreed to herein. THE PARTIES HEREBY AGREE THAT ALL CONFIDENTIAL INFORMATION IS PROVIDED “AS IS,” AND NEITHER PARTY MAKES ANY WARRANTIES, EXPRESS, IMPLIED OR OTHERWISE, REGARDING THE ACCURACY, COMPLETENESS OR PERFORMANCE THEREOF. 6. The Parties agree that (a) money damages alone would not be a sufficient remedy for any breach of this Agreement, and that, in addition to all other remedies, each Party will be entitled to seek specific performance and injunctive or other equitable relief as a remedy for any such breach; (b) neither Party will oppose any injunctive relief sought by the other Party on the grounds of failure to prove actual damage; and (c) each Party waives any requirement for the securing or posting of any bond in connection with such remedy. 7. Either Party may terminate this Agreement at any time by providing written notice to the other Party. Notwithstanding the foregoing, the confidentiality provisions of this Agreement shall survive and continue to apply to Confidential Information in perpetuity after such Confidential Information was disclosed to Receiving Party. 8. This Agreement sets forth the entire agreement and understanding between the Parties on the subject matter hereof, and supersedes all prior discussions and agreements between them. This Agreement may not be modified or amended except in a writing signed by all Parties. This Agreement will be binding upon and will inure to the benefit of each Party hereto and its successors and assigns. The Parties agree that if at any time a Party elects not to assert any of its rights under this Agreement, this election will not be construed as a waiver of such Party's rights under such provision or any other provision of this Agreement. If any provision of this Agreement is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full force and effect and enforceable. This Agreement shall be governed by, and construed in accordance with, the laws of the State of North Carolina. Venue for any proceedings arising under or relating to this Agreement shall be in the courts serving Cumberland County, North Carolina. All notices under this Agreement will be in writing and will be deemed to have been duly given upon receipt, if personally delivered or if sent by certified mail, return-receipt requested, postage prepaid to the


addresses set forth on the first page of this Agreement. This Agreement may be executed in counterparts with the same effect as if the signatures to each counterpart were upon a single instrument, and all such counterparts together shall be deemed an original of this Agreement. For purposes of this Agreement, a facsimile copy or scanned copy or photocopy of a party’s signature shall be sufficient to bind such party. IN WITNESS WHEREOF, the Parties have executed this Nondisclosure Agreement effective the date first written above. FAYETTEVILLE PUBLIC WORKS COMMISSION [VENDOR] By: __________________________ By: __________________________ _______________, _________________ _______________, _________________ (Printed Name) (Title) (Printed Name) (Title)