REQUEST FOR PROPOSALS

ESRI GIS Implementation Services

Announcement

The Madison Metropolitan Sewerage District (MMSD or “district”) seeks proposals from qualified vendors to implement Esri’s geographic information software (GIS) district-wide. This will include migrating to Esri from GeoMedia, and other GIS data sources to a centralized database; verifying needs and requirements; and developing applications. The request for proposals (RFP) and any additional materials will be posted on the district’s website at:

http://www.madsewer.org/Projects/Current-Professional-Services-Projects

MMSD understands that proposers may have questions that cannot be answered by the information contained within this RFP. Proposers are welcome to contact the MMSD Project Manager, Claudia Haack via email or meet with district staff (in person or via a web conference) prior to October 11, 2017. Proposals must be submitted by 4:00 p.m. CDT on October 31, 2017. Please submit proposals via email to:

Madison Metropolitan Sewerage District Attn: Claudia Haack, Project Manager

claudiah@madsewer.org

Your email should clearly state in the subject line that you are sending an: “Esri GIS Implementation Services Proposal”

See the submittal section of this RFP for additional details and for a project timeline. No proposals will be accepted after the proposal deadline. MMSD reserves the right to reject any or all proposals in part or in full for any reason.

1. Background

MMSD

MMSD is a municipal corporation created for the purpose of collecting, conveying and treating wastewater from the Madison metropolitan area. The district provides service to 26 municipal and utility district customers and serves a population of approximately 367,000 people. All wastewater generated in the district’s 184 square mile service area is treated at the Nine Springs Wastewater Treatment Plant (NSWWTP). Current design flow for the NSWWTP is 50-

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million gallons per day (MGD). The collection system includes 18 district-owned pumping stations and approximately 120 miles of interceptors and forcemains.

MMSD employs approximately 100 individuals including skilled labor and professional staff. District management is organized into five Departments: Operations and Maintenance; Engineering; Administrative Services; Ecosystem Services; and Planning and Strategy. MMSD has one position, a GIS specialist, dedicated to GIS. The position is in the Planning and Strategy department.

A nine-member commission governs the district, with commissioners appointed by the district’s customer communities.

GIS at the District

MMSD has used a GIS for mapping, data tracking and analytical purposes since approximately 1997. MMSD’s GIS is based on Hexagon Geospatial’s GeoMedia software and features many Access databases and some SQL Server databases (see the appendix for samples and a summary of some of the databases). The primary GIS datasets include the collection system (sewers, manholes, pumping stations), the district’s biosolids land application tracking system Metrogro, features at the Nine Springs Wastewater Treatment Plant, district service area annexations, interceptor connection charges accounting system, bio-monitoring, imagery, and local sanitary sewer information. See also the “GIS System Overview” in the appendix.

The district relies on local and regional partners for acquisition of background datasets such as parcels, municipal boundaries, streets, soils, water features and local sanitary sewer systems. The district participates in the tri-annual Fly Dane regional partnership for the acquisition of orthophotography, elevation, and planimetric data.

GeoMedia is used to produce a collection system map book as well as several wall maps showing district facilities, pumping station service areas, and other features. Two Trimble GEO 6000 handhelds are available for field location of collection system features, biomonitoring points of interest, and the MetroGro home well sampling program.

GIS services are provided by a GIS Specialist in the Planning and Strategy Department. Service requests include: collection system updates; field and external data integration and transformation; and district-wide and project level map production.

MMSD recently purchased a Small Utility Term Enterprise License Agreement with Esri that includes:

• ArcGIS Data Interoperability for Desktop and Server. • ArcGIS GeoEvent Server for Windows – production server. • ArcGIS GeoEvent Server for Windows – staging server.

We anticipate that all MMSD employees will have access to Esri GIS.

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To illustrate how the district is currently using and anticipates using GIS in the future, following are some departmental and application profiles.

Ecosystem Services The Ecosystems Services team uses geographic information to optimize plant operating systems and resource recovery; for environmental quality monitoring; and in initiatives to reduce the need for wastewater treatment infrastructure, such as source reduction.

The most frequent use of GIS by ecosystems services team is in the biosolids land application program, Metrogro. Data includes field shape polygons, soil-type layers, topography layers, field application history and characteristics , well locations, and testing. GIS supports biosolids application record keeping; planning; and regulatory and permit requirements.

Most other ecosystems service geographic datasets consist of point class features. Sampling, permit, intervention, and monitoring data have associated postal address or coordinates. Examples include well monitoring; IP sampling; volunteer watershed monitoring; mercury data; chloride intervention and inventory; user charge sampling; and stream sampling. Despite having geographic components, the district has yet to regularly use geographic analysis, mapping, or linking to other data for these datasets.

Engineering; Planning and Strategy The Interceptor Connection Charge Accounting System (ICCAS) tracks connections to the district’s collection system, including payment of connection charges and state regulatory approval. ICCAS data is stored in a SQL server database and includes each sewer extension since the creation of the district in 1930. There are over 5,200 sewer plan records in the database.

The collection system database covers the conveyance system itself, including pumping station service areas. There are 2,036 structure records, 2,054 main records, and several smaller record tables for related features, like direct connections, laterals, and locator balls. Feature attribute editing and reporting is done with forms.

Operations The NSWWTP database covers treatment plant buildings and the surrounding area. Process and building project locations are often referenced using maps developed from this database.

Sewer monitoring and maintenance staff, electricians and mechanics use derivatives of the collection system structure table for field location of district facilities on the Trimble GPS receiver or a smartphone with a web based mapping application (Google maps).

2. Outcomes, Deliverables, Qualifications

Outcomes

The goal of this project is to expand the district’s GIS capabilities per the 2016 IT strategic plan, attached to this RFP. This includes:

• Expand access for employees who have not been able to use GIS;

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• Broaden use of GIS (for example, not just as a map reference, but as an inspection-data collection tool); and

• Enhance collaboration with other entities (City of Madison, Capital Area Regional Planning Commission).

More specifically, this project is intended to implement the GIS-related recommendations of the plan and achieve the following outcomes:

1. Complete the migration to the Esri GIS platform, with transformed data and enhanced reliability.1

2. Increase and simplify access to GIS resources to empower end-users to use GIS more independently. For example, to make their own maps, collect information in the field and perform analysis within their area of expertise. The goal is to make GIS accessible to all MMSD employees.

3. Design and implement a system architecture that is easy to maintain and integrates with other systems and fosters collaboration with other entities.

4. Ensure that data standards are established and met, and processes and controls are established to help reduce data redundancy. While documented data standards currently exist, they were not always followed and tools to ensure compliance are limited in the current environment.

5. Develop a framework and implementation plan that will allow MMSD to link spatially relevant data (such as drawings and photos) to the GIS features. At a minimum, link property records to relevant features2.

6. Develop and implement a training plan for existing and new GIS users and administrators.

7. Ensure that GIS and other relevant data reside in a centralized data source (enterprise geodatabase) that eliminates redundancies and provides uniform access and controls.

8. Position the district to leverage Esri’s utility data model (wastewater) and emerging models (for example, utility network) system functionality in our existing SQL server database environment.3

9. Ensure district staff are actively engaged and participating in all aspects and phases of the planning and implementation tasks. This includes decision-making about data design, configuration, applications, prioritization, standards, and, training.

1 MMSD currently has several hundred GIS databases (mostly in MS Access; please see a partial inventory in the appendix). However, there are only a few critical sets that are needed for the primary applications (see under GIS at the district). We have included an initial scan in the appendix. 2 All of these files currently reside in a regular file system. Some of them are well organized (see the ERAS example in the appendix). MMSD would like the framework to identify the ideal storage place (options include the GIS, regular file system, or, onBase, the district’s document management system) and methods for linking the files. 3 As part of this project, MMSD is seeking advice on optimal hosting solutions that take our relationship with other governmental entities into consideration.

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Deliverables

The district recognizes that important aspects of this project will involve discovery tasks that result in more specific requirements, for example the volume, quality and type of data that needs to be migrated and the most beneficial structure the data should be migrated into. This will certainly impact the scope of work. We expect the proposals to identify the discovery tasks and propose a mechanism to collaboratively with MMSD staff review, prioritize, sequence and “right size” the dependent tasks within the project budget throughout the project phases. With that understanding, MMSD expects the following deliverables:

1. Review and update existing GIS needs assessment (existing uses of GIS and internal

survey/assessment), complete needs and requirements documentation.

2. Assess, document and prioritize data migration and conversion needs

3. Recommend implementation schedule and priorities.

4. Develop a detailed, prioritized implementation work plan for geodatabase.

5. Guide decision-making on GIS system architecture (layers, feature classes, and cloud

services SaaS)

6. Install GIS server and desktop software in conjunction with district staff.

7. Configure ArcGISOnline organization.

8. Migrate data into the Esri geodatabase and (as needed) other centralized database.

9. Develop detailed, prioritized implementation work plan for applications.

10. Configure applications.

11. Develop and implement training program.

12. Manage the project, including maintaining a change management/decision log and

having regular status updates (bi-weekly).

13. Provide a GIS Data Dictionary (metadata).

14. Recommend best practices for GIS data standards for the district, including user

permissions, roles and responsibilities, object names, data quality guidelines, etc.;

recommendations should align with the district’s IT governance structure.

15. Recommend staffing requirements for fully successful ongoing use of GIS in the district,

including knowledge, skills, and abilities needed. Address staffing levels, distribution of

positions within the district, and roles. Also recommend staffing priorities and

outsourcing options in the interim.

16. Provide guidance to the GIS team.

17. Document the data model.

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Qualifications

The objective of this RFP is to solicit proposals from qualified vendors that have specialized and applicable knowledge in Esri GIS migration and implementation. The consultant needs to have demonstrated experience in these areas:

• Assessing organizational requirements for GIS functionality efficiently and cost-effectively.

• Migrating GIS data that exist in a non-Esri format (in MMSD’s case GeoMedia to the Esri platform.

• Migrate and transform GIS production data from MS Access and separate SQL Server databases to a single central source. We are flexible on how archive and historical data are stored – either with production or in their own database/schema.

• GIS Infrastructure design and implementation. • Geodatabase planning, design, and implementation. • ArcGIS Online and Portal for ArcGIS installation, and configuration. • GIS and associated data conversion, cleansing, and transformation. • GIS application development and configuration. • Understanding of data sharing strategies with local governments. • Experience integrating with document imaging systems and computerized maintenance

management systems. • Proficient editing geospatial data with Esri Desktop Software. • Experience providing tailored training services for the Esri platform. • Understanding of ongoing staffing needs for successful GIS use.

It is further expected that the firms demonstrate that it is their practice to work collaboratively with internal (i.e. client) staff on a similar scope of work with organizations comparable to MMSD in function, staffing, infrastructure, governance, and other relevant categories. MMSD prefers firms that have at least an Esri Gold partner designation and, do not do any offshore development/sourcing.

3. Proposal Submittal

Schedule

Date (all in 2017) Task

October 6 RFP posted

11 Notice of interest and questions due 13 Addendum - response to questions - posted 31 Proposal due

November 6 Vendors notified if interviews are conducted

13 – 14 Tentative dates for vendor interviews 22 Tentative commission authorization

December 31 Contract finalized

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Notice of interest and questions

To facilitate effective pre-proposal communication and exchange of information, please email a notice of interest with your firm’s name, assigned primary contact person, and all contact information to MMSD’s project manager (see above under “Announcement”) no later than 4:00 p.m. CDT on October 11, 2017. Please contact the project manager with any questions you might have by the same deadline. Email is preferred.

Responses to substantive questions will be distributed via email to firms that have submitted a notice of interest and posted as an addendum to the RFP on our website by October 13, 2017. The submission of a notice of interest or questions is not required in order to participate in the RFP proposal process.

Proposals

Proposals are due on or before 4:00 p.m. CDT on October 31, 2017. Proposals shall not exceed 25 pages, not counting tab or divider pages, and resumes of key personnel (each resume not to exceed 2 pages). Please do not include extensive marketing materials, nor proposals that would expand the scope of work. Faxed submittals will not be considered. Please email your proposal in pdf format to the project manager as outlined under “Announcement”

No proposals will be accepted after the proposal deadline. MMSD reserves the right to reject any or all proposals in part or in full for any reason.

Proposal Format

The proposals shall include the following sections:

1. Project understanding and approach: Demonstrate a complete understanding of the project and include a detailed description of your team’s approach to the work. Include a discussion of key issues that may be encountered during the process and how they will be addressed. Comment on what you believe will be particularly important to the success of the project.

2. Qualifications and experience: Provide recent (within the last 5 years) project examples that illustrate applicable experience and qualifications of your firm, team-members and any sub-consultants. For each team member assigned to this project include relevant experience for their specific responsibility and role in the project.

3. Work plan and budget: Break down the approach into tasks and illustrate when the various tasks will be completed to meet major milestones. Include hours per task, timelines, and key meetings. Provide estimated hours and budget for each task and each team-member included in your approach, as well as an overall project budget. Include billable rates for each team member; clearly indicate any expenses (e.g., travel, food, etc.) that are billed outside of salaries and account for any expected adjustments.

4. References: Please include at least three (3) references for projects listed under “2. Qualifications and experience”. Include contact information and a brief description

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of the scope of work performed for that client. Similar organizations to MMSD and scope of work to this RFP are preferred.

4. Evaluation of Proposals, Consultant Selection and Contracting

Proposals will be evaluated by a committee comprised of district staff. Proposals will be scored on the basis of 100 possible points, as follows:

Maximum Points Criteria

40 Project understanding and approach 30 Firm and team member qualifications and experience 30 Costs, schedule, tasks and availability

The review committee’s recommendation will be for the consultant deemed to be in the best interest of the project based on the proposal and the results of the interview (if conducted).

The district reserves the right to contract for all or part of the project. The contract and associated scope of work will be a “not-to-exceed” contract.

The district anticipates that between $150,000 and $200,000 total will be available for this project. The district’s desire is to complete this project by the end of 2019.

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Appendix

The documents in the appendix are provided as PDFs. Please click on them to open a larger view.

MMSD IT systems overview

GIS Overview

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Partial inventory of GIS databases/illustration of legacy data

Partial GIS table inventory with date

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Partial cross reference of tables appearing in multiple databases

Initial priority databases for migration The district expects that there is some more discovery needed before a final inventory for migration can be created. This is an initial scan that separates “frequent use” from “project specific” databases.

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Partial listing of drawings and other documents that should be linked in GIS (ERAS database)

Documentation for ERAS

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Map page samples

Attachments

The following documents are incorporated by reference into this RFP and will be posted with the RFP on the district website at: http://www.madsewer.org/Projects/Current-Professional-Services-Projects

• IT Strategic Plan