[Consultantservices] RFP: City of Louisville, Colorado - posted 06/02/08 @ 9:20 a.m.

[Jeri Parish]

The AICP Commission requests that entities soliciting planning
consultants follow a two-part RFQ/RFP selection procedure.  Here's the
link to read a description of such a two-part process in PAS Report 443,
Selecting and Retaining a Planning Consultant: RFPs, RFQs, Contracts,
and Project Management, by Eric Damian Kelly, FAICP. 
http://www.planning.org/consultant/choose.htm

Geographic Information System (GIS) Needs Assessment
The City of Louisville, Colorado
Submittal Deadline: June 20, 2008
Project Overview
The City of Louisville is currently seeking the most qualified
consultant to provide assistance in establishing a Geographical
Information System (GIS) Needs Assessment.
Background
City of Louisville is a Colorado municipality with approximately 19,000
residents. The City, incorporated in 1882, lies in Boulder County
roughly six miles east of the City of Boulder and 25 miles northwest of
Denver. South Boulder Road runs in through the north part of the City;
Highway 42 runs along the east side of the City; McCaslin Boulevard runs
along the west boundary and Highway 36 runs along the southern boundary.
At this time, the City owns, either alone or in conjunction with other
governmental entities, approximately 1700 acres of designated open
space. The residential size of the City is not likely to grow
significantly as there is little room. However, there are roughly 7,400
residential units in town (primarily single family). Commercial and
industrial growth are expected, however, as there is room for both in
Centennial Valley and the Colorado Tech Center.
The City of Louisville is comprised of 12 internal departments and
divisions: 
*	City Manager's Office 
*	City Clerk's Office 
*	Finance Department 
*	Information Technology Division 
*	Human Resources Division 
*	Library 
*	Municipal Court Division 
*	Parks and Recreation Department 
*	Planning and Building Department 
*	Police Department 
*	Public Works Department 
*	Sales Tax and Licensing Division 
It has not been determined if every department will be in need of GIS
services, but the City would like to make GIS available to every
department in the City for reference purposes.
Although the City of Louisville has not completed a formal GIS Needs
Assessment before, the Parks and Recreation Department currently uses
GIS primarily for locating flora and fauna in the City's parks and open
space. They currently have several stand-alone PC's and one copy of
ArcView. No other departments have GIS.
Also, the City of Louisville is currently utilizing the document
management system LaserFiche, which we intend to integrate with the
planned GIS system.
Scope of Work
Needs Assessment
*	Objective/description: identification of potential GIS
applications and existing resources, e.g., hardware, software, data, and
staff. The City of Louisville presumes the vendor or consultant will
conduct interviews with the various departments that are potential GIS
users. The departments to be interviewed are listed above. 
*	Deliverables: a final report to include findings dealing with
potential applications, necessary data, and required resources. 
Conceptual system design
*	Objective/description: to provide a general framework for
structuring GIS within the organization. The conceptual system design
should address software recommendations, physical system configuration
(servers, network, and storage requirements, etc.) as well as a
conceptual database design based on the applications identified and
master data list generated during the needs assessment phase. 
*	Deliverable: Report detailing recommendations. 
Implementation plan 
*	Objective/description: to provide a detailed description of how
to begin implementing GIS within the organization. Based on interviews
with the City Departments, near-term and long-term projects will be
identified. Implementation plans for near-term projects should provide
specific, detailed steps to be undertaken along with project milestones.
A more generalized project roadmap should be provided for the
longer-term projects. Specifics should address applications to be
developed as well as estimated costs and required resources
(particularly for shorter-term implementations). 
*	Deliverable: Report detailing recommendations. 
Final presentation 
*	Objective/description: to present an overall view of the project
findings and recommendations to an audience that might include elected
officials, employees of the organization, and interested citizens. This
is essentially an executive summary with an opportunity for a question
and answer session. 
*	Deliverables: Public presentation, generally utilizing
electronic visuals to enhance understanding of the information
presented. It may be beneficial for you to provide an executive summary
to share with legislators and board members unable to attend the public
presentation. 
The estimated budget for this project is $15,000.
Desired Consultant Qualifications
The following are the required minimum qualifications expected for the
project team:
*	Previous Needs Assessment experience, preferably in the
Municipal Government arena. 
*	Knowledge of GIS functions and implementation strategies. 
*	Experience in small town environments. 
*	Successful record of completing similar projects. 
IV. Submittal Deadline
A Pre-Proposal meeting will be held on Tuesday, June 10, 2008 at 2 p.m.
that will be used as a question and answer period for candidates to meet
with Staff to discuss the specifics of the project. 
The submittal deadline for this RFP is Friday, June 20, 2008 no later
than 4 p.m., Mountain Time. Please deliver 6 bound copies of a completed
proposal to the Planning Department desk, located on the first floor of
the City of Louisville City Hall, which is located at 749 Main Street,
Louisville, CO 80027. Please call 303-335-4592 for directions. 
Each submittal shall have the following documentation:
*	Cover/Information sheet, which shall be completed per the
attached form. 
*	List of Project Team, with brief description of the experience
of each member and resumes. 
*	List of similar projects - include CD's for each finished
project. 
*	Scope of Work (project approach) - provide a break out (list) of
consulting hours and cost for each element of the project. 
*	Anticipated Project Schedule - including estimated start and
completion dates 
*	Complete Budget Estimate (include hourly fee for each team
member and a listing of expected time on the project). 
*	Three references for projects that encompassed a related work
effort. 
*	Signed Information Sheet. 
*	Signed Contractor's Pre-Contract Certification Regarding
Employing Illegal Aliens 
Only complete submittals will be accepted.
Resource List 
*	Sean McCartney, Principal Planner, 303-335-4592
mccarts at ci.louisville.co.us (Project Coordinator) 
*	Meredyth Muth, Public Relations Manager, 303-335-4536,
muthm at ci.louisville.co.us 
*	Chris Lichty, City Forester, 303-335-4733,
lichtyc at ci.louisville.co.us 
*	Chris Browning, IT, 303-335-4578, brownic at ci.louisville.co.us 
*	Michael Lutz, CAD Specialist, 303-335-4606,
lutzm at ci.lousiville.co.us 


Jeri Parish
Advertising Manager
Planning Magazine
312-786-6704
Fax: 312-431-9985
jparish at planning.org



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