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HomeMy WebLinkAboutRFP - 8391 OPEN DATA PORTAL SOFTWARE AS A SERVICE (2)8391 Open Data Portal Software as a Service & Consulting Addendum 1 Questions & Answers Page 1 of 5 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8391: Open Data Portal Software as a Service & Consulting OPENING DATE: 3:00 PM (Our Clock) October 17, 2016 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing 8391 Open Data Portal Software as a Service & Consulting Addendum 1 Questions & Answers Page 2 of 5 1) The City lists the integration of 17 different data sets in a priority order. Does the City anticipate that the vendor will achieve integration of all sources within the proposed budget included in the RFP? Answer: It would be preferable, but we understand that there may be some challenges that could impact the feasibility of that. 2) Will the City accept a time and materials services proposal that allows for reprioritizations within their project budget? Answer: We would. 3) For the sources, will the City be responsible for their own extract, cleansing, and batch file formatting of the data? Answer: Yes, but we do expect assistance in fully understanding and developing these processes. 4) Will the vendor be storing sensitive and confidential data (e.g. personal identification data, payment data, etc.) or will the data be stored in aggregate? Answer: It is not anticipated that the vendor will receive or store sensitive or confidential data. 5) Will future SaaS procurement opportunities be awarded as sole source or will the winning vendor be required to compete year over year? Answer: This opportunity stands alone and is only for the purchase and implementation of the City’s open data platform, and no other SaaS solutions or services, beyond standard maintenance or subscription costs. We would hope to use the platform for many years until such time as the performance of the solution or the vendor no longer meet the needs or expectations of the City. 6) RFP page 4: “It is the City’s desire to implement the solution in a timely manner as soon as the contract is awarded.” Is there a specific event or due date guiding the City’s timeframe for this project that we should be aware of at this stage? Answer: The open data platform is a Fort Collins City Council priority objective. As such, there is an expectation that the platform be in production, serving citizens in the first quarter of next year, and sooner if possible. 7) RFP page 4: “Long term outcomes of the project are: To increase access to and transparency to a large amount of the City’s operational data sets.” Does the City have a sense of how many data sets it is ultimately looking to publish? 8391 Open Data Portal Software as a Service & Consulting Addendum 1 Questions & Answers Page 3 of 5 Answer: There has not been a comprehensive assessment to determine an accurate number. However, the City plans to eventually make data sets from all across the organization available from the portal, utilizing the portal to thematically grouped data sets to organize the data. Any proposed solution should be able to manage and present a potentially large number of data sets. 8) RFP page 6: “Training: Submit a comprehensive Training Plan to include, but not limited to, conducting training on-site or remotely for up to 10 staff members at varying levels of use.” As part of our response, is the City looking for us to explain how we would create and submit a training plan, and conduct training of all necessary stakeholders throughout the project? Or, are you looking for an actual training plan at this stage? Answer: A Training Plan sufficient for the City to understand and rate how the respondent organizes, executes and costs training to the organization for the purposes of training City staff in the use, management, administration, configuration and support of the proposed solution. 9) Do you have or plan to use any GIS software to manage your CITY spatial data? (i.e. ESRI, QGIS, etc.) Answer: The City currently maintains its GIS data assets utilizing ESRI software. The City would expect to make use of ESRI software to maintain and manage GIS data assets outside of the proposed solution, but would be willing to use that software to manipulate GIS data assets in preparation for and/or delivery for inclusion in the proposed solution. 10) Does the city use any existing ETL software (e.g. Pentaho, Safe FME, Talend, etc.) for other CITY needs? Answer: The City does not currently have specific software for ETL. 11) Project Scope; 3.c (page 4) - It states "by which the City can automatically export data to the vendor's system." Do you mean import data into? If not can you explain more about export? Answer: That is what is meant. 12) What does the city feel is a timely manner for implementation? Does the CITY have a target Go Live date? 8391 Open Data Portal Software as a Service & Consulting Addendum 1 Questions & Answers Page 4 of 5 Answer: See the answer to question 6. 13) Development and configuration of data import processes/tools to consume City data into the vendors system.  Does the CITY have any unusual or proprietary data systems that may be complicated to interface with that are not standard DB's, SAP, PeopleSoft? Answer: We do not believe that we possess any unusual data systems, but if that is encountered, or there are limitations with specific proprietary data system, the City understands and assumes impacts of those limitations. 14) I.A.7 - Data Conversion: Include cost for conversion of up to five years of existing data for use within the proposed solution as needed.  If expecting Vendor to do all ETL work is there a number of datasets expected each year we need to support? Answer: The vendor is not expected to do all ETL work, but we do expect assistance in fully understanding and developing these processes, especially the Load portion. 15) Does the City need Telephone support for IT or IT + Site Visitors? Answer: This is open for discussion and could very much depend upon the proposed solution. It would be our preference for the solution to be intuitive, with potentials for Site Visitor self-support, such that little Site Visitor support is necessary. Ideally, telephone support would only be needed for City staff. 16) The City of Fort Collins has identified a not to exceed budget for this project of $90,000.  Can you clarify whether this is to mean a total budget of $90,000 per year? Or is this amount to be a total ceiling value over the entire contract duration? (i.e., base year plus any option years) Answer: The $90,000 is an implementation budget. The subscription/maintenance costs are not included in this amount. 17) Our software-as-a-service offering functions as a subscription with billing to be performed annually. Can we submit a contract template of our own that is more appropriate to our product offering? Answer: Yes. Just make sure to follow the format under Proposal Submittal Requirements so that we can tell how your proposed solution compares to what we are 8391 Open Data Portal Software as a Service & Consulting Addendum 1 Questions & Answers Page 5 of 5 seeking in the RFP. And, in section VII. Vendor Statement, fill in the requested information but don’t sign it; add a note here in your Proposal to let us know you are proposing Exceptions to the City’s Professional Services Agreement which in your case may include replacing it in its entirety with your own. 18) Under Proposal Submittal Requirements I. Methods and Approach A. Implementation Services 2) Requirements Definition (on page 6 of the RFP); which “requirements provided by the City” should we refer to? Additionally, what are vendors expected to provide to demonstrate a “structured documentation methodology”? Answer: Please disregard the stipulation included under Implementation Services, Item b) Requirements Definition: that states “, using requirements provided by the City, and a structured documentation methodology.”