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Issued By : Mary Johns, Buyer Deadline : 03/29/2023 prior to 2:00 p.m., AK Time Pre-Proposal Meeting : A non-mandatory Pre-Proposal meeting will be held 03/09/2023 via teleconference at 10:00 a.m . AK Time. To attend, call 907-713-2140 Participation ID Code 258358 . Consultants interested in submitting a Proposal should email CBJ Purchasing at [email protected] a minimum of twenty-four (24) hours prior to the scheduled meeting to provide notice of participation and submit any questions. Contact, Questions & Addenda : CBJ Purchasing Division of Finance is the sole point of contact for all matters pertaining to this procurement. No oral interpretations will be made. Submit any questions in writing, noting issuing Buyer and Proposal number. Requests must be received a minimum of seven (7) business days prior to the Proposal deadline via email to [email protected] or the Public Purchase “Ask Questions” link or Fax to (907) 586-4561. Any changes to CBJ issued documents will be in the form of an addendum to the bid. Addenda are issued as promptly as is practical to all plan holders. All such addenda will become part of the bid. Submission Instructions : Timely responses are accepted via Electronic Submission * at Public Purchase www.publicpurchase.com the CBJ’s eProcurement Provider. Late responses will not be accepted. Consultants who successfully complete the free registration process may submit a response by doing the following: Complete online acknowledgements* of the Terms & Conditions (ATTACHMENT A), Insurance Requirements (ATTACHMENT B) and the City and Borough of Juneau Standard Contract Sample (ATTACHMENT C). Consultants must acknowledge, or acknowledge with exceptions. (Those who note Exceptions may not qualify for award. ) Load their PDF RFP Response as specified. Intent, Overview & Timeline : The City and Borough of Juneau (CBJ) seeks proposals from highly qualified Consultants to complete an Orthoimagery project for the City and Borough of Juneau (CBJ), Community Development Department (CDD). It is the intent of the CBJ to enter award the project to a responsive and responsible bidder to complete the work as specified. This weather dependant project will acquire orthoimagery data to support general public use, private and public development projects, hazard analysis, asset management, and planning. The data must be obtained in late spring or summer during post-snowmelt conditions and leaf-off conditions if practical. The project timeline will be from Date of Award (Spring 2023) through Project Completion Deadline. NOTE: Can not be later than then end of October, 2023 . About Juneau : Located in the panhandle of southeastern Alaska, on the traditional land of the Tlingit people, the City and Borough of Juneau (CBJ or City) consists of 3,250 square miles and is only accessible by air or sea. Juneau is Alaska’s capital and has a population of approximately 31,000 people. Juneau is a temperate rain forest and receives around 92 inches of annual precipitation. For more information on Juneau, visit CBJ’s Website at: https://juneau.org/manager/visitor-information Minimum Qualifications : CBJ is seeking a consultant (or team) with the following minimum qualifications. Has documented experience and can produce references upon request that establish or demonstrate the Consultant’s capabilities to complete similar projects timely and on budget. Has all required permits and licenses necessary upon award so that they can complete the project within the required timeline. Has already acquired data that meets specifications, is not outdated and is approved by the CBJ as viable. Contract Administration & Review of General Terms/Conditions, Insurance & Contract : In an effort to maintain the expected level of services and ensure that the Consultant is fulfilling all duties and reporting requirements, CBJ will assign Quinn Tracy, GIS Specialist or other designee as Contract Administrator for this project. Attached to this RFP are documents required for this project (ATTACHMENTS A, B & C). Consultants should carefully review all these attachments. Awarded Consultant is expected to comply with these requirements and will be required to sign the CBJ’s contract. Funding, & Budget : Funding for this project is to be provided by CBJ General Operating Funds. The City and Borough of Juneau (City or CBJ) is a government agency and should funds not be appropriated, the Contract will be null and void. If the level of funding is reduced, limited or withdrawn, the CBJ, upon mutual agreement with the Consultant, may reduce the scope of work and make changes in the compensation or terminate the contract. If the contract is terminated, the Consultant will be paid for fully documented work performed prior to termination. T h e project budget has been estimated to be $150,000 to complete. Any price proposals that are over the maximum budget may require additional requests for funding and therefore are not guaranteed to be approved for award Payments & Invoicing : Payments will be initiated upon receipt of approved invoices and completed required reports. Upon award, the Consultant and CBJ will negotiate a mutually agreeable timeframe for submission of invoices to ensure timely payments. Contract Changes, including Assignment/Subcontracting : The City does not anticipate changes to the scope of work for this completion of the project; however, unforeseen issues necessitate changes, the contract may be adjusted by mutual agreement. Changes will be made in the form of a written contract amendment, issued by the CBJ Law Department. If the two parties do not agree, the contract will be terminated and awarded to the next lowest responsive, responsible bidder or re-bid. Any changes or work performed without such approval, even if approved by a contract user, will be at the Consultant's expense and will not be binding. If applicable, any extensions to the contract will be negotiated, mutually agreed upon and documented by contract amendment. The Consultant may not assign or subcontract any part of the contract without the prior written consent of the CBJ Purchasing Division. The Purchasing Division must review and approve any contractual changes. Acceptance & References : The City reserves the right to determine suitability of services offered and all proposed services are subject to approval by the City. Any services rejected because of non-conformity of the terms and conditions or specifications of this contract, will be at the Consultant's risk and expense. References may be a factor in determining the bidder’s ability to provide quality services for the City. When considering the bidder’s experience the CBJ may request the Consultant to provide references from current customers. Failure or the bidder to produce acceptable references upon request may deem the services offered unacceptable and the Proposal non-responsive. Permits & Travel Expenses : The Consultant must comply with all applicable Federal, State, City laws which have a bearing on this contract and must have all licenses and permits required by the State and/or City for performance of this project. Consultants who seek to complete the project by use of Drone must have all required permitting at the time of Proposal award. As part of the total Proposal submitted Consultants must provide an all-inclusive costs for Travel Expenses, i.e. lodging, transportation, per diem, etc. Acronyms Definitions : DEM - Digital Elevation Model, ESRI - Environmental Systems Research Institute, FGDC - Federal, Geographic Data Committee GIS - Geographic Information System IR - Infra-red (band for digital imagery) NAVD88 - North American Vertical Datum of 1988 NAD83 - North American Datum of 1983 RMSE - Root Mean Square Error RGB - Red, green, and blue (bands for imagery) USFS - United States Forest Service USGS - United States Geological Survey XML - Extensible markup language PROJECT SPECIFICATIONS Purpose : The City and Borough of Juneau, Alaska (CBJ) seeks to acquire orthoimagery and derivative datasets for the purpose of updating CBJ’s GIS database to support engineering, urban planning and transportation projects and studies, improved flood and mass-wasting hazard modeling and mitigation efforts, watershed delineation, urban development, environmental and urban change detection, and general public use. Scope of Work : The following services shall be required in the performance of this contract, and in achieving the City’s project objectives. Overview : The data acquisition for this project is for multiband orthoimagery. CBJ seeks to acquire orthoimagery for four priority areas totaling 398 square miles. The priority areas are shown on the attached map (EXHIBIT A). For Priority Area 1, the CBJ would prefer orthoimagery at a resolution of 7.5 but also requests an alternate cost for 15 cm resolution. Priority Area 1 primarily encompasses the roaded core urban area. For Priority Area 2, the CBJ seeks 15 cm resolution but would like an alternate cost for 7.5 cm resolution. Priority Area 2 encompasses outlying developed and roaded areas and areas adjacent to the urban core that include recreational and infrastructure assets. Priority Areas 3 and 4 include more remote mainland areas, adjacent islands with development, and the Kensington and Greens Creek Mines. For Priority Areas 3, and 4, the CBJ seeks orthoimagery with a resolution of 15 cm. For Priority Area 1 : (approximately 41 square miles) Orthoimagery with 7.5 cm pixels with a minimum of 4 bands (RGB+IR) is required (4-8 bands is desirable) and alternate for 15 cm pixels. For Priority Area 2 : (approximately 159 square miles) Orthoimagery with 15 cm pixels with a minimum of 4 bands (RGB+IR) is required (4-8 bands is desirable) and alternate of 7.5 cm pixels. For Priority Areas 3, & 4 : (approximately 72 square miles for Area 3 and 126 square miles for Area 4) Orthoimagery with 15 cm pixels or higher resolution with a minimum of 4 bands (RGB+IR) is required (4-8 bands is desirable). Public Domain : Deliverables for this project, and subsequent derivative products, will be made available in the public domain. Consultants must meet this licensing requirement. General Condition : Proposers shall furnish all facilities, labor, materials, and equipment, to provide the mapping services and project deliverables. The acquisition area includes the Juneau International Airport. The contracted vendor shall comply with all Federal Aviation Administration (FAA) regulations and obtain all necessary permits and flight clearances. Deliverables : The following deliverables shall be required in the performance of this contract, and in achieving the City’s project objectives: Orthoimagery : The CBJ recognizes there is a trade-off between the size of pixels and the number of bands that can be acquired and provided as digital orthoimagery. The preferred product for the project’s Priority Area 1 is 7.5 cm pixels, with a pixel size not to exceed 15 cm, with four bands (RGB+IR).The preferred product for Priority Area 2 is 7.5 cm pixels, with a pixel size not to exceed 15 cm, with four bands (RGB+IR). The preferred product for Priority Areas 3 and 4 is 15 cm pixels, with four bands (RGB+IR). RGB+IR tiled orthoimagery must meet or exceed horizontal global accuracy across the project area of 1 meter (1 RMSE). Consultants are encouraged to provide proposals that meet or exceed project requirements for imagery. Proposals may include alternatives (different pixel sizes, and additional bands), with suitable rationale, as long as the project’s basic requirements for orthoimagery are met. 1. The Bidder shall submit costs for the following priority areas and resolutions and additional alternatives at proposer’s discretion. Priority Area 1 (41 sq. mi., 7.5 cm & 15 cm) Priority Area 2 (159 sq. mi., 7.5 cm & 15 cm) Priority Area 3 (72 sq. mi., 15 cm) Priority Area 4 (126 sq. mi., 15 cm) 2. CBJ recognizes the challenge of acquiring orthoimagery during a time period in which leaf-off conditions overlap with no snow conditions above 1500 feet. The CBJ has a greater preference for acquiring orthoimagery with minimal or no snow conditions, especially for the Eaglecrest Ski Area vicinity, rather than leaf-off conditions. Best practices for aerial imagery must be followed to the greatest practical extent, including: a) Leaf-off conditions to the extent possible in which b) below is met. b) No snow below 1500 feet and minimal or no snow cover above 1500 feet. c) No fog and obstructing clouds in the imagery, and d) Minimum shadowing due to sun angle at time of acquisition. Proposals should specifically address procedures that will be followed to guarantee these conditions. e) Low tides for coastal areas 3. Proposals shall include the target wavelengths of all bands to be acquired. 4. Pixels in imagery files that lie outside the boundary of delivered imagery shall be set to a suitable no-data value. Quality Assurance/Quality Control (QA/QC) : Proposals must include a description of QA/QC tests to be conducted by the bidder, and identify suitable documentation (QA/QC reports) to be included as project deliverables.In addition, the CBJ may make arrangements with the USGS and USFS to conduct internal and independent QA/QC of the delivered orthoimagery. These QA/QC tests will be conducted as an additional check on data accuracy. Consultant shall acquire and provide a minimum of 20 differentially corrected GPS ground control checkpoints, distributed across the project area, to ensure accurate georectification of orthoimagery. Consultants must provide their QA/QC procedures, and produce associated project reports, that ensure that project accuracies and conditions are met or exceeded. Be sure to address the following: a. The spatial distribution of geometrically usable points is expected to be uniform and free from clustering. Proposals should describe procedures for ensuring that statistically significant clustering of data does not occur. b. Global horizontal positional accuracy of orthoimagery: 1 meter (1 RMSE). Documentation Verification : Project deliverables must be documented with suitable FGDC compliant metadata (XML format). If requested, prior to award, Consultants must include samples of metadata files created by for similar projects. Licensing, Datum & Projection : All data and deliverables for this project and subsequent derivative products must be available for the public domain. The City and Borough of Juneau’s GIS horizontal datum and projection is NAD83, Alaska State Plane 1 (U.S. survey feet). Reports & Metadata, MUST Include : 1. Individual fully FGDC compliant metadata files (XML format or equivalent), for each primary deliverable. 2. Collection Report with mission planning and flight logs. 3. Survey Report detailing control and reference points used in QA/QC. 4. Processing Report detailing methods used for calibration, classification, and generation of final deliverables. 5. QA/QC Reports (detailing analysis, accuracy assessment, and validation) of digital orthoimagery. 6. ESRI compatible files of the following: ground control points used by the project, flight-lines flown for data acquisition, depicting plane/UAS locations at GPS second intervals, tiling used for orthoimagery, and the orthoimagery coverage area. Electronic Deliverables : Project files shall be provided to the CBJ on a suitable portable hard drive. Orthoimagery files shall be delivered in tiled GeoTIFFS and ESRI mosaic geodatabase format or other standard industry formats, agreed upon in the final project contract. Other project deliverables, including reports and documentation, shall be provided in standard industry formats, agreed upon in the final project contract. An additional copy of all deliverables shall be provided to the CBJ on a separate hard drive, for backup purposes. Information Provided By CBJ : The CBJ’s GIS can provide basic electronic maps available as ESRI shapefiles which may be helpful in the preparation of a Consultant’s bid. These include a rudimentary Alaska shoreline, road centerlines acquired by GPS, and a set of polygon shapefiles that define the orthoimagery acquisition areas. Additional Information : Local weather can be below VFR minimums at any time of the year. The Juneau area is known to experience high winds which can affect operations at the Juneau International Airport. Consultants may have to plan for non-operational days due to weather. For real-time local airport and remotely-sensed wind data, see: http://pajk.arh.noaa.gov/jaws/jaws.php For tides, select “Tide Predictions” from: http://tidesandcurrents.noaa.gov/geo.shtml?location=9452210 For civil twilight in 2023 for the Juneau area, see: https://aa.usno.navy.mil/data/RS_OneYear Project Schedule : After a Final Award is completed the Consultant will be provided with Notice to Proceed. The Consultant will then meet with the PM and complete a detailed timeline that establishes the project schedule, appropriate and regular progress reports, phased payment schedule, the definition of an area, specifics of product delivery and associated media, and other details. Delivery of Project Pilot Area Data - No later than 8 weeks after data acquisition begins. Review of Pilot Area Data - Within four weeks after delivery of pilot area data, CBJ will make a formal determination regarding whether the pilot data are acceptable. Delivery of Final Project Data - Delivery of project data and all associated deliverables shall be completed no later than six months after pilot area data has been accepted. Review of Final Project Data - Within six weeks after delivery of the final project data and deliverables, the CBJ will provide a final decision on the acceptability of the data. EVALUATION CRITERIA & PROPOSAL CONTENT Evaluation Criteria : To determine the most advantageous proposal for the CBJ, an evaluation committee, of subject matter experts will be formed and they will review, evaluate, score and rank proposals in accordance with criteria and categories identified below and as stated in the Proposal Evaluation Form. Clarification of submitted material may be requested during the evaluation process. Interviews by telephone or in-person with top ranked Proposers may be conducted at the discretion of the evaluation committee. If interviews are held, finalists will be notified of any interview requirements. Award : Following the posting of evaluations and scoring, the successful Proposer will be required to accept the City’s contract. If needed, any changes to the scope, schedule, or compensation as lined out in the RFP document may be discussed, and must be mutually agreed upon. Changes will be documented in the contract. Note: Any agreed adjustments cannot have an effect on the ranking of proposals. If agreement cannot be reached, with the apparent best Proposer, the CBJ will discontinue the discussion and the next highest ranked Proposer will be offered the project. Upon receipt of a fully executed contract, the CBJ will issue a purchase order that will serve as the notice to proceed Note: Proposal amounts that total more than the budgeted amount may not be approved for award. Submittal, Title Page & Letter of Transmittal : Proposals are to be prepared in such a way as to provide a concise delineation of the Vendor’s capabilities to satisfy the requirements of this RFP. Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the RFP requirements or scope of work and on completeness. The clarity of content should be identified by a table of contents that includes page numbers and follows a defined sequence for deliverables as requested in the RFP. The page limit for this RFP is 20 pages ; however excludes CV’s or resumes, required relevant work samples or examples as specified, copies of required business or professional licenses, and professional references. Include a Transmittal Letter that is less than two pages and includes all the following: a. The RFP number and title b. Proposer’s name (legal name of entity) c. Complete mailing address d. Telephone number(s) and Fax number(s) e. Email addresses for all parties involved in the project f. Web site address (if available) g. Briefly describe your understanding of project and summarize qualifications and capabilities to meet RFP requirements. Identify any challenges associated with implementing the work. h. Identify person(s) authorized to represent the company during contract negotiations and the term of the contract. Include their title(s) and contact information. i. Acknowledge receipt of any addenda issued for this RFP. j. Provide notice that you qualify as a “Juneau Proposer” k. The transmittal letter must be signed by the person who has authority to bind the company. The name and title of the individual signing the proposal must be clearly shown immediately below the signature. Understanding & Methodology : (Weight20%) Provide a comprehensive narrative that illustrates your understanding of the purpose of the scope, objectives and requirements of the project, including the project schedule and deliverables. Identify any challenges associated with implementing the work. Describe the methodology you intend to practice and demonstrate how it will serve to accomplish the scope of work. Discuss any operational plan, problem solving approaches, techniques, standards or creative methods to be used for getting the job done. Include the proposed project schedule and time line, identifying any major tasks. Explain your understanding of the services and schedule the City expects; Describe a complete, practical, approach for completing the scope of work in-total and fulfilling the project requirements. For each primary deliverable, discuss the firm’s experience and methodology for its acquisition and development of project deliverables, with emphasis on the specifications for this project: Orthoimagery at different resolutions and with different bands QA/QC procedures to ensure product quality Fully compliant FGDC metadata Management Plan : (Weight15%) Explain the management plan you intend to follow. The plan must demonstrate how you will serve to accomplish the scope of work and achieve the City’s objectives. Include the following as part of your narrative: Organizational chart specific to personnel assigned to accomplish the work, including any sub-consultants. NOTE: Sub-consultants cannot be added after contract award without the prior, written consent of the Purchasing Division; Individuals responsible for decision-making and accountable for the completion of work (project manager), and the extent to which this individual will be available to the City. Provide his/her level of authority; Define your accountability system, lines of authority and communication; Discuss how this project fits into your overall organizational structure and the current work load; Discuss your management approach to potential contractual disputes; Show your Firm’s ability to provide services within budget. Quality Control & Assurance : (Weight 30%) Provide a comprehensive narrative describing or outlining your proposed Quality Control & Assurance plan and practices. Be sure to highlight how your firm has been able to pivot or react in prior projects and how that knowledge may apply to this project. Describing the following: All data and deliverables for this project and subsequent derivative products must be available for the public domain. Proposals must directly address this requirement Contingency plan for any unforeseen delays. Plan to ensure completeness of coverage for all deliverables. Provide Sample of FGDC Compliant Metadata Files for Orthoimagery . Proposals must include one example of fully compliant FGDC metadata produced by the proposer for similar projects. This metadata documentation can be provided as formatted text (suitable for printing), or as XML files (or equivalent), or both. Experience & Qualifications : (Weight20%) Provide a comprehensive narrative describing your proposed project team’s specialized experience, capabilities, and unique qualifications for the performance of the work. Include the following: A list of projects (of similar size & complexity) and previous work experience over the past five (5) years that demonstrate your ability to administer this project successfully; Include a description of the approach to the work including staff supervision and training. Include resumes for each proposer’s professional staff to be assigned work in the project including any sub-consultants. The resumes must describe each individual’s education, specialized training or certification and experience in the area assigned. The proposal must identify the project manager and key personnel assigned to the project. Identify whether project managers will have decision-making authority and their availability to the City via telephone or email during normal business hours; References (contact name, current phone number, current email, and project name) for three (3) completed project listed above; verify that the contacts will be available to provide references during the evaluation period. Price Proposal: Include Cost Tables : (Weight 10%) Price proposals will be by review by the Evaluation Committee and points will assessed by the overall value of the services offered. Provide an all-inclusive Price Proposal indicating a description of services and compensation that you expect to receive for the performance of the contract . The CBJ requests a fixed-price cost for proposals meeting the requirements of this project. Include specifics as needed and described in the SOW and include a complete itemized list of costs for the Specified Deliverables. This fixed-price cost to the CBJ must include all expenses incurred by the proposer to administer their proposed work, and to produce and deliver all project deliverables, including, but not limited to, for example, the costs for equipment mobilization, the cost of data acquisition, the cost preparing deliverables and reports, and any and all other related expenses. The CBJ recognizes that planning for and covering the cost of contingencies, particularly with respect to suitable weather conditions, can be a factor in this type of project. The CBJ anticipates that data acquisition can be completed in approximately five to seven days, under suitable conditions, and that all (final) deliverables can be produced and delivered within six to eight months after data acquisition. Cost Table : Include a completed version of the following table. The table is for informational purposes only, and are not intended to be a statement of the proposed total cost of the project to the CBJ. For example, if appropriate, Proposers may choose to exclude the cost of mobilization from these cost figures.Specify the proposed pixel size, and list the proposed bands (and target wavelengths) for each priority area. TABLE Project Priority 1 Area (41 square miles) Project Priority 2 Area (159 square miles) Project Priority 3 Area (72 square miles) Project Priority 4 Area (126 square miles) Product Proposed pixel size and Proposed Bands Unit Cost (per sq. mile) Proposed pixel size and Proposed Bands Unit Cost (per sq. mile) Proposed pixel size and Proposed Bands Unit Cost (per sq. mile) Proposed pixel size and Proposed Bands Unit Cost (per sq. mile) Ortho- imagery 7.5 cm 7.5 cm 15 cm 15 cm 15 cm 15 cm Juneau Proposer Preference (JPP) :(Weight 5%) of the total evaluation points will be given to any Proposer who submits a statement and demonstrates how they qualify and/or meet the criteria outlined in the City Ordinances 53.50.010 and 5 3.50.050 Firms must be qualified as described by the ordinances at the time of submittal of your proposal to receive preference points. (JPP Points are determined by CBJ Purchasing.) Sample Evaluation Form : Evaluator No.____ Proposer________________ Maximum Score Achievable = 1,000 points CRITERIA Weight % Score (0 – 10*) Total Points = (Numerical Score X Weight) Understanding & Methodology 20 Management Plan 15 Quality Control & Assurance 30 Experience & Qualifications 20 Price Proposal 10 Juneau Proposer Preference (JPP) 5 Determined by Purchasing Rank __________ Grand Total_______ *Point Guide : Outstanding (10 points)Adequate to Good (6 to 8 points) Marginally Acceptable (3 or 4 points)Unacceptable (0 or 1 point)No scores using numbers 2, 5 or 9

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