HomeMy WebLinkAboutRFP - P916 GIS RELATED APPLICATION DEVELOPMENT (2)City of Fort Collins
Administrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P916
The City of Fort Collins is seeking proposals from qualified firms.
Written proposals, four(4)will be received at the City of Fort Collins' Purchasing Division, 215 North
Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our
clock), November 26, 2003. Proposal No. P-916. If delivered, they are to be sent to 215 North
Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
Questions concerning the scope of Project #1 should be directed to Project Manager, Marcus Bodig
(970) 416-2050.
Questions concerning the scope of Project #2 should be directed to Project Manager, Katy
Carpenter (970) 416-2048.
Questions regarding proposals submittal or process should be directed to Buyer, David M. Carey,
C. P. M. (970) 416-2191.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30916.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2Id floor, Fort Collins, and request a
copy of the Bid.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures that
such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
J mes B. O'Neill II, CPPO, FNIGP
D e r of Purchasing & Risk Management
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215 North Mason Street • 2nd Floor 0 P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
regional level draw. So maps for those schools would show the whole city.
These separate map types should be designed so that the user can print them with a minimal
amount of formatting and knowledge of ArcMap software.
2.4 Report
A report with all of the relevant contact information would be printed and sent to each carpooler,
along with a map. Each record in the report corresponds to a point on the map. A sample of the
report can be obtained to evaluate fields that are needed for the display. This report is currently
generated out of Access.
Carpoolers who are outside the area on the map are also listed. We need a way to develop a list of
matches for these carpoolers other than by phone, as is done now.
SECTION 3.0: Pricing
In your proposal, provide:
3.1 Cost Estimate
A cost estimate for the work required to complete this Project. This estimate should be broken down
by the deliverables as set forth in the Scope of Work for Project #2 and include a breakdown of
hourly costs, expenses and total number of hours estimated for each person who would be assigned
to the Project.
3.2 Hourly Rate and Daily Expenses
An hourly rate and daily expenses for additional work on this Project or other tasks.
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EVALUATION AND ASSESSMENT OF PROPOSAL
An evaluation committee shall rank the interested firms based on their written proposals using the
ranking system set forth below. Firms shall be evaluated on the following criteria.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an
outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the
qualification. The City may award to a firm on the basis of written proposals or up to three firms may
be invited for interviews prior to award. Interviews will be rated on the same criteria.
Such interviews, if any, will be scheduled for December 10 -12, 2003. Firms will be contacted no
later than December 5, 2003 to schedule and interview.
Weighting
Qualification
Standard
Factor
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills?
1.0
Availability
Can the work be completed in the time frame
required?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and Work
Is the cost and work hours proposed reasonable for
Hours
the effort required?
2.0
Firm Capability
Has the firm done previous projects of this type?
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Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
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Attachment A
Tax parcel modification and relationship with addresses
TaxParcel Replacement
Sh.a Link I Int p
Address Data Model
Parcels
Point feature class
Address
StreetNames
s a.g
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City" and , [insert either a corporation, a partnership or an individual, doing business
as 1, hereinafter referred to as "Professional'.
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of ( ) page[s], and
incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit
"B", consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution of this
Agreement. Services shall be completed no later than . Time is of the essence. Any
extensions of the time limit set forth above must be agreed upon in writing by the parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
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Professional: City: With Copy to:
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold
harmless the City, its officers and employees in accordance with Colorado law, from all damages
whatsoever claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of
the services furnished under this Agreement. The Professional shall maintain commercial general
liability insurance in the amount of $500,000 combined single limits, and errors and omissions
insurance in the amount of
6. Compensation. [Use this paragraph or Option 1 below.] In consideration of the
services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee
in the amount of ($ ) plus reimbursable direct costs. All such fees and costs shall not
exceed ($ ). Monthly partial payments based upon the Professional's billings and
itemized statements are permissible. The amounts of all such partial payments shall be based upon
the Professional's City -verified progress in completing the services to be performed pursuant hereto
and upon the City's approval of the Professional's actual reimbursable expenses. Final payment
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shall be made following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings, and other services rendered by the Professional shall become the
sole property of the City.
6. Compensation. [Option 1 ] In consideration of the services to be performed pursuant
to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed ($ ). Monthly partial payments based upon the Professional's billings and
itemized statements of reimbursable direct costs are permissible. The amounts of all such partial
payments shall be based upon the Professional's City -verified progress in completing the services to
be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct
costs. Final payment shall be made following acceptance of the work by the City. Upon final
payment, all designs, plans, reports, specifications, drawings and other services rendered by the
Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before final
payment, the Professional shall provide the City with reproducible drawings of the project containing
accurate information on the project as constructed. Drawings shall be of archival quality, prepared
on stable mylar base material using a non -fading process to prove for long storage and high quality
reproduction.
9. Monthly Report. Commencing thirty (30) days after the date of execution of this
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Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional are those of
an independent contractor and not of an employee of the City of Fort Collins. The City shall not be
responsible for withholding any portion of Professional's compensation hereunder for the payment of
FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this Agreement based on
the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in any way
relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's
approval or acceptance of, or payment for, any of the services shall not be construed to operate as a
waiver of any rights or benefits provided to the City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default.
14. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
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equitable actions against the defaulting party, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred
because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
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17. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit "_", consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
THE CITY OF FORT COLLINS, COLORADO
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John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
Nk1
(Corporate Seal)
Vendors: The City of Fort Collins Purchasing Division has implemented an on-line vendor
registration system. This system allows vendors to register, view and update
their business information and commodities. In the future, vendors will also
be able to receive Requests for Proposals (RFP's) through the on-line
system. All vendors doing business with the City of Fort Collins are
requested to register.
The vendor registration system is accessible through the City of Fort Collins Purchasing Department
internet webpage at www.fcgov.com/purchasing.
M.
vendor registration form is located by clicking
Gp6.. https://secure2.fcgov.com/bso/login.jsp
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The City of sort Cot— is implemensmg a ree onl .'abase use
dissemiroting bids, quotes.M requosts for pro I. You y regislernby
the printable instruction pages link.
If you have any difficulty completing the registration process, please call the Purchasing Division
at (970)221-6775 for assistance.
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Request for Proposal
GIS-Related Application Development
Proposal Number: P-916
General Description
The City of Fort Collins is soliciting proposals for two (2) GIS-related projects:
Project #1: To find a qualified developer to produce an application that will update the parcel and
address datasets. The application needs to update data in the Environmental Systems Research
Institute (ESRI) Geodatabase format.
Project #2: To find a qualified developer to produce a customized application to provide carpool
information to residents who sign up for carpooling.
Proposal Requirements
Submittals
The City of Fort Collins shall not reimburse any firm for the costs incurred in the preparation and
presentation of their proposal. Proposals must contain the following information.
1. Company history and experience with type of work requested in the scope of work for each
Project.
2. The name of the company representative responsible for coordinating with the City.
3. A written description of the proposed services as required below.
4. Pricing as requested.
5. Proposals must be separated into Project #1 and Project #2.
Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
Project #1
PARCEL MAINTENANCE APPLICATION
SECTION 1.0: Supplementary Data
1.1 Parcel Geodatabase Model Poster:
http://support.esri.com/index.cfm?fa=downloads.dataModels.byLabel&dmid=11
Then select the 'Oakland County Case Study Poster' link.
Or copy this poster from the City of Fort Collins FTP Server.
ftp://ns2.fcgov. com/download/rfp_data/ArcG IS Land ParcelDataModel1.zip
1.2 Address Geodatabase Model Poster:
http://support.esri.com/index.cfm?fa=downloads.dataModels. byLabel&dmid=32
Then select the 'Address Data Model Poster' link.
Or copy this poster from the City of Fort Collins FTP Server.
ftp://ns2.fcgov. com/down load/rfp_data/Addresses_Data_ModeI_Poster.zip
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1.3 Sample AutoCAD drawing
copy this drawing from the City of Fort Collins FTP Server.
ftp://ns2.fcgov.com/download/rfp_data/S-246.dwg
1.4 Complete AML documentation
This is a Microsoft Word Document that explains the process in detail and has copies of all the
AML's included in it. Copy this from the City of Fort Collins FTP Server.
ftp://ns2.fcgov.com/download/rfp_data/Parcel maintenance.doc
1.5 Attachment "A"
Tax parcel modification and relationship with addresses. This replaces the tax parcel feature class
as described in the parcel Geodatabase model poster.
SECTION 2.0: Background
The City of Fort Collins GIS department is planning to migrate all of their GIS data from ESRI
Arclnfo coverage format to Geodatabase format. The existing data is kept and maintained in ESRI
coverage format in Librarian and is maintained using AML (Arc Macro Language) programs. The
parcel, subdivision, street centerline, and addresses are currently maintained by a series of AML's.
AutoDesk's AutoCAD drawings are converted with AML's into ESRI Coverages. The following
describes this process in more detail.
The current process starts with a subdivision drawn in AutoCAD (see sample drawing). Drawings
have addresses and street centerlines and are drawn to exact specifications using pre -defined
layers by the City of Fort Collins Engineering department. The current specifications may change
due to the possibility of requiring digital submittal from the developers. The drawings are checked
against the existing parcel information for locational accuracy -- moved and/or rotated to get a best
fit. The drawing is then converted into AutoCAD DXF format.
Several QC (quality control) programs are used in this conversion process. The first one checks the
DXF files to ensure that the correct type of data is in the correct layer and that all required layers are
present. Other QC applications check that there are no topology errors (i.e. sliver polygons, missing
labels, dangle nodes, etc...) , all required subclasses are present, and the database design is
correct.
The DXF file is converted into the ESRI Arclnfo coverages that represent the parcel, subdivision,
street centerline, and address coverages. These coverages include only the area to be updated
and are defined the same as the final coverages. The coverages are visually and programmatically
checked to ensure that there are no errors. Once this is done each parcel polygon has a unique
identifier assigned to it.
The next step is to update all the addresses with the correct street names, zip codes and a unique
id. This may involve updating the master street name database. This is then used to update the
street centerlines with street ranges and names. The updated street centerline cover is then
inserted into the final coverage and manually cleaned up.
The parcel coverage address annotation then gets updated with the unique id from the address
database. This creates a "database linked annotation". Whenever the data is changed in the
database the annotation automatically displays the correct information.
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The new parcel data is then updated into the final coverage and manually cleaned up, removing
slivers. The subdivision boundary is merged into the overall subdivision coverage and manually
cleaned up.
The new Geodatabase design will use the ESRI parcel data model and the ESRI address data
model. Both of these data models will have some minor changes that have not been finalized as of
yet. The survey aware functionality that is shown in the model will not be implemented.
SECTION 3.0: Scope of work
3.1 Phase 1 -- Assessment and recommendations
The Professional will work with City staff to review the current AML's and process as described
above. Based on this review, The Professional will then make their own recommendations on how to
change, improve, and streamline this process, not just rewrite the existing AML's.
3.2 Phase 1 -- Deliverables
The Professional will produce and deliver a document that describes the recommended
modifications to the process and the application modules that will be developed. This will be the
foundation for a more detailed scope of work.
3.3 Phase 2 -- Project Prototype
After the Professional delivers the recommendations and the process is decided upon, The
Professional will produce a prototype of the new parcel update application to demonstrate how they
will function and to allow for any final requirement changes.
3.4 Phase 2 -- Deliverable
The Professional will produce a Parcel Maintenance prototype application to demonstrate
functionality. Final Parcel Maintenance application requirements will then be determined in
cooperation with City staff.
3.5 Phase 3 -- Parcel Maintenance Application: General Requirements
The Professional will produce a Parcel Maintenance application that will take a AutoCAD DXF file
and update the Geodatabase components. The application will be written to run on the windows
operating system and it will be written in a modular fashion to allow for individual modules to be
updated or replaced. The application will be written using ESRI Arc Objects and will integrate with
ArcMap.
The parcel Geodatabase components (see Parcel Geodatabase Model Poster) that will need to be
updated are:
• parcel framework polygon feature classes
• boundary arc feature class
• tax parcel polygon feature class, as modified (see Attachment A).
The tax parcel polygon feature class will have a unique id assigned automatically. The
tables related to it will also have their unique id's assigned automatically.
• annotations -- several will be incorporated into the Geodatabase including feature linked
Geodatabase annotation as mentioned below.
• easements, incorporated as an arc feature class
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The address Geodatabase components (see Address Geodatabase Model Poster) that will need to
be updated are:
• address point feature class
• subaddress point feature class
• street arc feature class
• address range tables, and name tables
• annotations, incorporated into the Geodatabase
Address and subaddress point feature classes will have a unique id assigned automatically.
The application developed must have QC processes to ensure that the same standard of data
quality that now exists is maintained. Input data must be checked to determine that it is correct and
all there and It also must check that the final data has no errors and that it will integrate into the
existing dataset.
Based upon the recommendations of the Professional some of the existing AML's could be used as
a front end to this application. Eventually the City of Fort Collins desires to automate this entire
process.
3.6 Phase 3: Parcel Maintenance Deliverables
The Professional will deliver the completed Parcel Maintenance application, along with copies of all
application documentation.
3.7 Training
The contactor will provide training as needed to operate the Parcel Maintenance application.
SECTION 4.0: Pricing
In your proposal, provide:
4.1 Cost Estimate
A cost estimate for the work required to complete this Project. This estimate should be broken down
by the deliverables as set forth in the Scope of Work for Project #1 and include a breakdown of
hourly costs, expenses and total number of hours estimated for each person who would be assigned
to the Project.
4.2 Hourly Rate and Daily Expenses
An hourly rate and daily expenses for additional work on this Project or other tasks.
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Project #2
CARPOOL MAP APPLICATION
SECTION 1.0 Background
The City of Fort Collins SmartTrips office is seeking a bid for a customized application to provide
carpool information to residents who sign up for carpooling. The end product must include a map
and a list of names, address and phone number information of other carpoolers which can be mailed
to each person in the carpool database. This is done so that each person who receives the
information can find someone to carpool with that lives and works near where they do.
Currently, a process has been established to create the maps in ArcMap (out -of -the -box) and a
report is generated using Access. The end product that is created now is what is needed. The
problem is that it takes many steps to create and update the maps and it is not user friendly enough
for SmartTrips staff to update the information on their own. There needs to be some customization
of ArcMap and a more efficient process of updating the database for the system to function
optimally.
There are two programs that make up the carpool program. School Pool matches parents with kids
that go to the same school. The regular carpool program keeps a database of random carpool
records and holds campaigns with larger local companies like HP, CSU, etc. to find carpool
matches. These two databases are stored in Access and updates are entered periodically and new
maps are created from the updated information. Each home address is entered into Access and
then redundantly entered into a shapefile in ArcMap using a geocoding process. The map that
shows all of the home locations is printed with a table that displays the number id on the map of the
home location and the persons' name and address. Another report is generated out of Access that
displays the persons' name, address, phone number, work destination, work hours, etc.
With the campaign programs, all participants work at the same location. In this case, it is easy to
match riders and prepare maps that display the relevant information for each person. A database
query is used to generate a report listing out only those employees. A similar query is set up to
generate a map with home locations, addresses, etc.
The handling of random carpool riders is more complex. They have less popular destinations and
need to find relevant locations for other carpoolers at the origin and destination sites. In addition,
some home (origin) or work (destination) sites are outside the immediate Fort Collins area.
Carpoolers living or working outside Fort Collins need to be provided with information relevant to
their situation. GIS has less detailed address information outside of the area, although the location
still can be geocoded. At this time we cannot produce the maps or reporting needed to assist these
people in locating potential matches.
1.1 Terms and Definitions
Carpool Program — This program consists of business campaigns and individual
carpoolers. The business campaign programs are done with larger companies in town like
CSU or HP. Carpool matches are more likely to be made when the people work at the same
location. Other people sign up for the program individually and can also be matched, but it is
more complex. Carpool matches for individuals would consist of others who are close to
their home or on the way home from their work and the match must also work nearby as
well.
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Carpooler — Someone who signs up for the carpool program. Each person has filled out a
form (http://www.fcgov.com/transportation/carpool.php), and the information is received by
SmartTrips staff and is entered into a database.
School Pool - SchoolPool is a free service that matches families from a participating school
with others who are interested in sharing a trip to school via carpooling, biking or walking.
Families provide information to the SmartTripsTM office, including name, grade, nearest
major intersections to home and phone number. The SmartTripsTM program uses an
innovative computer program (used to be RidePro software) to match families based on
home and school locations. Families receive a customized match list of possible SchoolPool
partners. Interested SchoolPool members then work out convenient transportation
arrangements among themselves.
Other information on the form that is filled out includes the following:
Parent Name
Home Address
Mailing Address
E-mail Address
How many miles from home to school?
Do you typically return home or go to work/errands?
Name of School (for each child)
Child Name (for each child)
Child Grade (for each child)
Would you like to:
1. Provide rides for other students?
2. Get a ride with other students?
3. Both provide and get rides?
4. Bike together?
5. Walk together?
School Pooler— A child who's parents have signed up for the school pool program. A form
is given to each child at the beginning of the school year to fill out. Each interested parent
fills out the form and returns it to the SmartTrips office where each child and parent is
entered into a database.
Report - A report is generated out of Access that lists all the relevant carpool matches
(destinations and origins) and is delivered with a map displaying most of those records
(except those outside of town) to the new carpooler who has signed up.
Origin — This is usually considered "home", where a carpooler would start the day.
Sometimes, though, it could be different if someone works a night shift or has two jobs.
Then this definition changes accordingly.
Destination — This is usually considered "work" where the carpooler is going and will leave
from at the end of the day. The same situations apply as above.
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SECTION 2.0: Scope of Work
• Meet with SmartTrips and GIS staff to verify needs of carpool program.
• Evaluate existing products, databases, data and procedures.
• Evaluate the problems outlined in Section 1.0, Background. Identify other problems.
• Meet with City staff to discuss findings.
• Work with City staff to identity all relevant needs, reach agreement on what problems are to
be addressed and determine procedures for application development.
• Provide documentation of those needs and requirements to City staff for agreement before
any programming begins.
• Program a user interface to update database, map and produce a report product.
• Provide regular updates of progress to the City's Project Manager. Changes in software
functionality will be reviewed and tested by SmartTrips and GIS personnel. Each change
must be accepted before moving to the next step, insofar as possible.
2.1 Database
The database update must update both the Access tables and GIS database tables. The data
format can be changed, but the goal is to reduce redundant data entry
The records from the Access database must correspond with each record in the GIS point dataset.
Data entry should be designed into a form with drop -down menus with a list of choices for field
entries with domains. A copy of the existing database can be delivered to evaluate field definitions.
2.2 Geocoding
New records should be geocoded using two separate geocoding services. One is a regional level
street centerline dataset and the other is an address location point based city-wide dataset. Both
geocoding operations performed against the two geocoding services should be seamless and
transparent to the user.
2.3 Map
The map should be generated based on whether the application is a campaign promotion for a
specific company, an individual carpooler, or a school pool.
Based on this criteria it is necessary to create a way to customize maps based on destinations and
origins that are relevant to each carpooler. This means that the map that the person would receive
displays only other carpoolers who are realistically going to be potential matches. For instance, in
the case of the individual carpooler, the map and report would only show other people who are close
to their home and also close to their work. For the campaign promotion carpooler, the map would
display all of the carpoolers near them that work at the same location. For the School Pool kids, the
map would show all of the kids that live near them that go to the same school. Some schools have
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