2003-25102 ResoRESOLUTION NO. 2003-25202
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS
(RFP) FOR THE PURCHASE AND IMPLEMENTATION OF AN
INFRASTRUCTURE MAINTENANCE AND MANAGEMENT
SYSTEM FOR THE PUBLIC WORKS DEPARTMENT WITH
FUNDING PROVIDED BY THE WATER, SEWER AND
STORMWATER ENTERPRISE FUNDS AND THE CITY'S
GENERAL FUND.
WHEREAS, the Public Works Department does not have a computerized public
works management system to manage functions such as: infrastructure asset
management, service request management, work order management, and GIS
implementation; and
WHEREAS, the Public Works Department has been working closely with the
Information Technology Department towards identifying the software requirements which
will combine the above functions resulting in a better, streamlined, more efficient operation
of Public Works facilities and that will improve customer service; and
WHEREAS, the Administration is looking for a consultant(s) to provide a suite of
integrated software products for a comprehensive infrastructure management system; and
WHEREAS, it is necessary for the City to issue a new Request for Proposals for
firms that have relevant experience with other similar field inventory/data conversion and
software implementation projects; and
WHEREAS, the evaluation and selection of the most qualified vendor will be
conducted pursuant to Section 287.055, Florida Statutes, known as the Consultants'
Competitive Negotiation Act (CCNA);
NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA that the Mayor and City Commission approve
and authorize the administration to issue a request for proposals (RFP) for the purchase
and implementation of an infrastructure maintenance and management system for the
Public Works Department with funding provided by the Water, Sewer and Stormwater
Enterprise Funds and the City's General Fund.
PASSED and ADOPTED this 8th day of January
ATTEST:
CITY CLERK
Section II- Scope of Services
Infrastructure Management Software Implementation
Table of Contents
I. INTRODUCTION ................................................................................................................................. 1
1.3 RFP organization ...................................................................................................................................... 1
2. PROJECT BACKGROUND ................................................................................................................ 2
2.1 City Description ....................................................................................................................................... 2
2.2 Public Works Department Description .................................................................................................... 2
2. 2.1 Water ....................................................................................................................................... 2
2.2.2 Sanitary Sewer. ........................................................................................................................ 2
2. 2.3 Stormwater .............................................................................................................................. 2
2.2.4 Streets (pavement) ................................................................................................................... 2
2.2.5 Streetlights ............................................................................................................................... 2
2.3 GIS Background ....................................................................................................................................... 2
2.3.1 General .................................................................................................................................... 2
2.3.2 Water ....................................................................................................................................... 3
2.3.3 Sanitary Sewer ......................................................................................................................... 3
2.3.4 Stormwater .............................................................................................................................. 3
2.3.5 Streets (Pavemen0 ................................................................................................................... 3
2.3.6 Streetligh ts ............................................................................................................................... 3
3. OBJECTIVES ....................................................................................................................................... 4
3.1 Data Development / Conversion .............................................................................................................. 5
3.2 Software Implementation ......................................................................................................................... 5
4. ADMINISTRATIVE ISSUES (TO BE INCLUDED IN STANDARD BID DOCUMENT
PA CK.4 GE) ..................................................................................................................................................... 6
4.1 Demonstration Project ..............................................................................................................................
4.2 Conversion 6
4.2. l Executive Summary .................................................................................................................
4.2.2 Company Background ............................................................................................................. 6
4.2.3 Team Profiles / Resumes ......................................................................................................... 7
4.2.4 Commercial Questions ............................................................................................................ 7
4.2.5 Technical Questions ................................................................................................................ 7
4.2.6 Alternatives / Miscellaneous .................................................................................................... 8
4.3 Application Software ............................................................................................................................... 8
4.3.1 Executive Summary ................................................................................................................. 8
4.3.2 Company Background ............................................................................................................. 8
4.3.3 Team Profiles/Resumes ......................................................................................................... 8
4.3.4 Hardware & Operating System Environment .......................................................................... 8
4.3.5 Proposed Application Software ............................................................................................... 8
4.3.6 Documentation ........................................................................................................................ 8
4.3.7 Database Software .................................................................................................................. 8
4.3.8 Optional Software .................................................................................................................... 8
4.3.9 System Security ........................................................................................................................ 9
4.3.10 Responses to Functional Requirements ................................................................................... 9
4.3.12 Continuing Support and Maintenance Program ................................................................... 10
4.3.13 Client References ................................................................................................................... 10
4.4 Cost Quotations ...................................................................................................................................... 10
4.5 Respondent Site Inspections .................................................................................................................. 10
5. PROJECT PLAN ................................................................................................................................ 11
5.1 Project Initiation ..................................................................................................................................... 11
5.2 Data Conversion ..................................................................................................................................... 11
5.2. I Phase I - Pilot Project Data Conversion .............................................................................. 1
5.2.2 Phase H- City-wide Data Conversion .................................................................................. 12
5.3 Application Software ............................................................................................................................. 13
Table of Contents
5.3.1 Installation&Setup ............................................................................................................... 13
5.3.2 Training/Documentation ..................................................................................................... 13
5.4 Reporting, Responsibilities, Schedule .................................................................................................... 13
5.4.1 Project Tracking/Reporting ................................................................................................. 13
5.4.2 Responsibilities ...................................................................................................................... 14
5.4.3 Issue Management / Resolution ............................................................................................. 14
5.4.4 ~lcquisition Milestones .......................................................................................................... 14
6. SCOPE OF WORK ............................................................................................................................. 16
6.1 Data Conversion Background ................................................................................................................ 16
6.2 Data Conversion (Geographic Features) ................................................................................................ 16
6.2.1 l~'ater Distribution Features (Geographic} ........................................................................... 16
6.2.2 Sanitary Sewer Features (Geographic} ................................................................................. 17
6.2.3 Stormwater Features (Geographic) ....................................................................................... 18
6.2.4 Street (Pavemen0 Features (Geographic) ............................................................................. 19
6.2.5 Streetlight Features (Geographic) ......................................................................................... 19
6.3 IMS Software ......................................................................................................................................... 20
6. 3.1 Installation ............................................................................................................................ 20
6.3.2 Training ................................................................................................................................. 20
6. 3.3 Licensing ............................................................................................................................... 20
7 DATA CONVERSION SPECIFICATIONS ..................................................................................... 21
7.1 General .......................................................................................................................................... 21
7.1.1 Feature Location ................................................................................................................... 21
7.1.2 .~ttributes ............................................................................................................................... 22
7.1.3 Symbolization ........................................................................................................................ 23
7.1.4 Metadata ................................................................................................................................ 23
7.2 Data Sources .......................................................................................................................................... 23
7.2.1 .dilas Sheets ........................................................................................................................... 23
7. 2.2 .derial Photos ......................................................................................................................... 25
8 INFRASTRUCTURE MANAGEMENT SOFTWARE SYSTEM SPECIFICATIONS ............... 26
8.1 Software System Requirements ............................................................................................................. 26
8.1.1 Flexibility .............................................................................................................................. 26
8.1.2 Batch and Online Processing Environment ........................................................................... 26
8.1.3 Data/Systems Integration .................................................................................................... 26
8.1.4 Modularity ............................................................................................................................. 26
8.1.5 Process Controls ................................................................................................................... 27
8.2 Software System Functional Requirements ........................................................................................... 27
8.2 Software System Functional Requirements ............................................................................................. 28
8.3 Customer Complaint Management Requirements .................................................................................. 31
8.4 Work Order / Service Request Management System Requirements ...................................................... 33
8.5 Water Management Requirements ......................................................................................................... 36
8.6 Sanitary Sewer Management Requirements ........................................................................................... 39
8.7 Stormwater Management System Requirements ................................................................................... 47
8.8 Slxeet Management Requirements ......................................................................................................... 49
8.9 Stormwater Management System Requirements ................................................................................... 51
8.10GIS Requirements .................................................................................................................................. 52
9 SERVICES REQUIRED .................................................................................................................... 55
9.0 Services Required / Provided ............................................................................................................... 56
10 EVALUATION AND SELECTION CRITERIA ......................................................................... 66
11 DELIVERABLES ............................................................................................................................ 68
11.1 Data Conversion .................................................................................................................................... 68
Table of Contents
11. I. 1 Demonstration Project Conversion ....................................................................................... 68
11.1.2 Phase l - Initial Data Conversion ......................................................................................... 68
11.1.$ Phase H- City-Wide Conversion .......................................................................................... 68
12 QUALITY ASSURANCE / QUALITY CONTROL .................................................................... 70
12.7Quality Assurance Categories ................................................................................................................ 70
12. 7.1 Completeness ......................................................................................................................... 70
12.7.2 Validity, Integrity, Connectivity ............................................................................................. 70
12. 7.3 Locational Accuracy .............................................................................................................. 70
12. 7.4 Graphic Data Quality ............................................................................................................ 71
12.SAcceptance / Rejection Criteria .............................................................................................................. 72
12.8.1 Rejection Criteria .................................................................................................................. 72
12.8.2 Acceptance Status .................................................................................................................. 72
13 APPENDICES ................................................................................................................................. 74
13.1 Appendix I .......................................................................................................................................... 74
13.2Appendix II .......................................................................................................................................... 74
13.3 Appendix III .......................................................................................................................................... 75
13.4Appendix IV .......................................................................................................................................... 76
13.$Appcndix V .......................................................................................................................................... 79
13.6Appendix VI .......................................................................................................................................... 80
13.7Appendix VII ......................................................................................................................................... 81
13.SAppendix VIII ........................................................................................................................................ 82
iii
Public Works Department
RFP for Infrastructure Management Software
1. Introduction
1.1 Overview
The City of Miami Beach Public Works Department is looking for a consultant(s) to provide a suite of
integrated software products for a comprehensive infrastructure management system. The infrastructure
management system must interface with a Geographical Information System (GIS) architecture and
software. A GIS implementation study is currently underway, which will provide a plan of action and a
tiraeline for the implementation of a GIS system within thc Public Works Department. The GIS System to
be developed will also be available to other city Departments. This project also will require the conversion
and data development of databases for the Water System, Sanitary Sewer System, Stormwater System,
Streets (pavement, sidewalks,curb and gutter), Strcetlighting System.
1.2 City of Miami Beach Statement of Work
Prospective Consultants / Vendors are asked to submit proposals for a complete suite of infrastructure
management application software; and for the procedures and costs of the data conversion. Proposals shall
include specifications for all software, hardware and services. The accuracy of the GIS datasets to be
produced will be determined by the conversion method agreed upon between the successful Consultant /
Vendor and the Public Works Department. The Consultant / Vendor will be responsible for the correct
capture and placement of all features and attributes. The coordinate system for the project will be Florida
State Plane Coordinate System, East Zone (US Survey feet units) referenced to the N,4D85 horizontal
datum.
Primary deliverables for this project include the installation, training and support of a comprehensive
infrastructure management system. Software system requirements are listed in Section 8.2. Seamless geo-
referenced GIS data layers and Microsoft Sequel Server Relational Database Management System
(R.DBMS) tables of the Water Distribution, Sanitary Sewer, and Stormwater Collection systems, Streets
(pavement) and Streetlighting System will require development. Hard copy color 1" = 100' scale maps
using Arclnfo line, and marker sets will also be required.
1.3 RFP organization
The remainder of the Request for Proposal document contains the following sections describing the
background, objectives and specifications, both detailed and general, of the project as a whole.
Sec 2
Sec 3
Sec 4
Sec 5
Sec 6
Sec 7
Sec 8
Sec 9
Sec 10
Sec I 1
Sec 12
Project Background
Objectives
Administrative Issues
Project Plan
Scope of Work
Data Conversion Specifications
Management Software System Specifications
Evaluation & Selection Criteria
Deliverables
Quality Assurance / Quality Control
Appendixes
Public Works Department
RFP for Infrastructure Management Software
2. Project Background
2.1 City Description
The City of Miami Beach is a cosmopolitan city, which is home to numerous world-class restaurants,
modeling, film & recording industries and pulsating nightlife. It is home to the nation's largest historic
district, first-rate cultural venues and an international mix of residents and visitors. The government serves
a vibrant population with a broad range of services. Some other basic statistics of thc community are given
below:
Population (1999) 94,424
Households (1998) 49,243
Area 7.1 Square. miles.
County Miami-Dade
City Miami Beach
2.2 Public Works Department Description
The City's Public Works Department, for the purposes of this RFP, is comprised of the following systems;
Water Distribution, Sanitary Sewer Collection and Transmission, Stormwater Collection and Discharge,
Streets (Pavement) and Strectlighting.
2.2.1 Water
The Water Division is responsible for the storage and delivery of potable drinking water to the City of
Miami Beach. This is accomplished through the use of approx, four water tanks, 5 water pumping stations,
180 miles of pipeline, 23,000 valves, 1,000 hydrants, and 12,600 service connections for which the Water
Division is directly responsible.
2.2.2 Sanitary Sewer
The Sewer Division is responsible for the maintenance of the Sanitary Sewer system. This system is
comprised of 152 miles of sewer lines, 2846 manholes, 21 miles of force mains, and 23 pumping stations.
This Public Works Division has no treatment responsibilities, as the wastewater is transmitted to Miami-
Dade County Water and Sewer Depa~ment for eventual treatment and release.
2.2.3 Stortnwater
The Stormwater Division is responsible for the maintenance of the stormwater collection system. This
system is comprised of 59 miles of stormwater lines, 1660 manholes, 3550 catch basins, 86 grease
interceptors, 356 outfalls, 77 wells and 87 french drains. Although no pumping stations are currently in
place, in the near future there will be numerous stormwater pumping systems in place.
2. Z4 Streets (pavem enO
The Street and Streetlights Division is responsible for the maintenance of all city streets and right-of-ways.
This system is comprised of approximately 150 miles of streets, 33 miles alley, 242 miles of sidewalks
(concrete and concrete pavers) with adjacent concrete curb and gutters.
2.2.$ Streetlights
The Street and Streetlight Division is responsible for the maintenance of all city streetlights. This system is
coa~rised of approximately 4300 streetlights (including light poles and light fixtures), 2200 transformers,
242 mile of streetlight cabling, distribution networks and control panels. The streetlighting system
illuminates the city's roadways, alleyways, parks, parking lots, boardwalks, bridges, and other municipal
facilities.
2.3 GIS Background
2.$.1 General
Miami-Dade County's/FP&L GIS base map was obtained in 1996 by the City of Miami Beach. In 2001, it
was updated with tax assessor/property information obtained from Miami- Dade County. Since that time
Public Works Department
RFP for Infrastructure Management Software
several studies were performed by various consultants regarding the implementation of a citywide GIS
system. The City of Miami Beach has recently hired a consultant to develop a full implementation plan for
the development of a GIS based information network within the Public Works Depa~h~,ent using ESRI
Products.
The GIS base map, which was obtained from FP&L/Miami-Dade County, consists ofplanimetdc data, such
as large building footprints, and streets (including center line information and edge of pavement), property
information, lot numbers, subdivisions and water bodies. Base map data is believed to be within 5 feet (+/-)
of line horizontal position. Updated data can be obtained from Miami-Dade County by the City of Miami
Beach
The City of Miami Beach's computing environment includes Windows 98 desktops, Windows 2000
workstations and servers. All city buildings are networked. At this time, the main users of the proposed
system will be at City Hall (1700 Convention Center Drive) and at the Public Works Yard (451 Dade
Blvd.).
2. 3. 2 Water
In 1995, a Water System Master Plan was completed for the City of Miami Beach, Florida. The KYPIPE2
University of Kentucky Hydraulic Analysis Program was utilized to perform the hydraulic analysis and
modeling of the water distribution system. Subsequently, the hydraulic model's data has been converted to
the H2ONet modeling system (which is schematic in nature and GIS based) and is now being updated with
actual billing consumption data. The City maintains a paper based atlas (scale 1"=50') and as-built
drawings of the system.
2.3.3 Sanitary Sewer
In 1993, the City of Miami Beach began a full-scale effort to analyze and rehabilitate the sanitary sewer
gravity system. As a result of this intense effort, the City has obtained a base map of the sanitary sewer
gravity system. In 1999, Miami-Dade County completed a Volume Sewer Customer Collection and
Transmission System Model, which included the City of Miami-Beach (both gravity system and force main
system). The force main system was also modeled in 1994 using the University of Kentucky Network
Modeling Program (KYPIPE) and subsequently converted to the H2ONet modeling system (which is
schematic in nature and GIS based). The city maintains a paper based sanitary sewer cut sheet (plan and
profile drawings at various scales) for each line segment showing manhole locations, location of laterals,
invert and rim elevations, property served etc. Additionally, the city has a paper based sanitary sewer map
and sanitary sewer force main map (scale 1"=300')
2.3.4 Stormwater
The stormwater collection system was inventoried using existing available hard copy Atlas maps.
Previously, an inventory of stormwater outfalls was conducted and field verified, this data is maintained by
Miami-Dade County (DERM and it is GIS based). The city maintains a stormwater atlas (scale 1"=100"),
from which an inventory of the storm water structures was made in excel format
2. 3.$ Streets (PavemenO
The streets network system was inventoried in 2002 by a consultant and the data was prepared in a database
systen~ The consultant provided the city with a digital copy in an excel file format. The city has Miami-
Dade County GIS base map containing themes for the edge of pavement in ArcView file format. The City
maintains a City Atlas (scale I"=100') which shows Street names, right-of-way widths, lots numbers, lot
dimensions, block numbers, subdivision names, lot addressing etc.
2.3. 6 Streetlights
The streetlight system was inventoried recently by a consultant and the data was prepared in a database
system. The consultant provided the city with a digital copy in an excel file format. We also have available
an F.P.L. inventory map of all streetlights within the city limits and a tabular listing of the streetlight
inventory in hardcopy form. The F.P.L. map and listing appear to have been created in digital form (the
map in AutoCAD or GIS form, the tabular listing in a spreadsheet form)
In addition to this, the Public Works Department maintains hard copy records on the inventory and
maintenance of the Departments assets.
Public Works Department
RFP for Infrastructure Management Software
3. Objectives
The Public Works Department of the City of Miami Beach is looking to develop a spatial decision support
and analysis function by implementing an infrastructure management system (IMS) to include the
following elements:
Maintenance Management Program - Streets, Streetlights, water, sewer, stormwater (to be expanded to
sanitation, property management, transportation and environmental)
· Customer Complaint Tracking System
· Work Order Generation
· Work Order Scheduling
· Warehouse (Par~s and Materials) Inventory
Water
· Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· System Analysis
Sewer
· Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· System Analysis
Stormwater · Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· System Analysis
Street (Pavement) · Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· Maintenance Forecasting
Streetlights · Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· System Analysis
Street Furniture · Inventory
· Condition Assessment
· Schedule Maintenance
· Schedule Inspections
· System Analysis
Public Works Department
RFP for Infrastructure Management Software
Vendor should assume that required Data Conversion will be included for all existing automated
components. Additionally, the City may elect to acquire the functional co~iponents over multiple Fiscal
Years, so the proposed solution must provide alternative pricing and contractual alternatives.
The system put in place will be intuitive, and capable of conveying information and reports in a visual
manner.
This project has two parts: the conversion of the existing data into the format required, and the installation,
training, and support of the infrastructure management software application.
3.1 Data Development / Conversion
The City is currently using a Sequel Server based RDBMS system for many of its information tracking
activities, this format will be used when the existing data is converted. By storing the Water Distribution,
Sanitary Sewer, and Stormwater collection database within a Sequel server RDBMS, all facility attribute
data will be stored in a single database.
3.2 Software Implementation
The primary GIS used will be the ESRI product line. Although a geodatabase data model is preferred and
will score slightly higher in the final evaluation, a coverage data model would be satisfactory. The
particular ESRI product used is at the Vendor's discretion. However, the Vendor must be able and willing
to demonstrate to the Public Works Department what advantages the chosen product gives the Public
Works Department over and above other options available. In addition, the Vendor must be able to show
this in a live demonstration.
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
Condensed Title:
IApproving and authorizing the issuance of a Request for Proposals (RFP) for the purchase and
implementation of an Infrastructure Management System for the Public Works Department with funding
provided by the Water, Sewer and Stormwater Enterprise Funds and the Ciys General Fund.
Issue:
I Shall the City approve the issuance of the RFP?
Item Summary/Recommendation:
At the present time, the Public Works Department does not have a computerized public works
management system to plan, organize and control departmental responsibilities and initiatives such
as: infrastructure asset management, service request management, work order management, and
GIS implementation.
The City of Miami Beach Public Works Department is looking for a consultant(s) to provide a suite of
integrated software products for a comprehensive infrastructure management system. The RFP
identifies software requirements which will combine the above functions resulting in a better,
streamlined, more efficient operation of Public Works facilities and that will improve customer service.
Prospective Consultants / Vendors are asked to submit proposals for a complete suite of infrastructure
management application software; and for the procedures and costs of the data conversion.
Proposals shall include specifications for all software, hardware and services.
Approve and authorize the RFP.
Advisory Board Recommendation:
I
Financial Inforrr, ation:
Source of Amount ~count Approved
Funds: 1
2
3
4
Finance Dept. Total
City Clerk's Office Legislative Tracking:
Sign-Offs:
I O
epartme nt_,.Djre.~tef
fHB/MKR~J
I Assista~. city Manager
) ~"~City Manager
T:LAGEN DA~2002~OCT2302\CON SENT~RFQ35SanitarySewersSummary, doc
AGENDA ITEM
DATE
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and Date: January 8, 2003
Members of the City Commission
Jorge M. Gonzalez ~,.~xx
City Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO ISSUE A REQUEST FOR PROPOSALS (RFP)
FOR THE PURCHASE AND IMPLEMENTATION OF AN
INFRASTRUCTURE MANAGEMENT SYSTEM FOR THE PUBLIC
WORKS DEPARTMENT WITH FUNDING PROVIDED BY THE
WATER, SEWER AND STORMWATER ENTERPRISE FUNDS AND
THE CITY'S GENERAL FUND.
ADMINISTRATIVE RECOMMENDATION:
Adopt the Resolution.
ANALYSIS:
At the present time, the Public Works Department does not have a computerized public
works management system to manage functions such as: infrastructure asset
management, service request management, work order management, and GIS
implementation.
The Public Works Department has been working closely with the Information Technology
Department towards identifying the software requirements which will combine the above
functions resulting in a better, streamlined, more efficient operation of Public Works
facilities and that will improve customer service.
The proposed Infrastructure Management System will provide integrated software
applications to enhance the inventory, management and maintenance of all public works
assets such as: water, sewer, stormwater, streets, streetlights, street furniture and
equipment. The system will include the following:
Infrastructure Asset Mana,qement
Inventory
Condition Assessment
Schedule Maintenance
Schedule Inspections
System Analysis
Commission Memo
RFP - Infrastructure Management System
January 8, 2002
Service Request Manaqement
Customer Complaint Tracking
Service Order Generation
Work Order Manaqement
Work Order Generation
Work Order Scheduling
Warehouse (Parts and Materials) Inventory
GIS Mana,qement
Information obtained in the field and gathered during routine maintenance operations will
be incorporated into the GIS System, thereby providing a vehicle for easy retrieval and
updating of system infrastructure information.
The City of Miami Beach Public Works Department is looking for a consultant(s) to provide
a suite of integrated software products for a comprehensive infrastructure management
system.
Prospective Consultants / Vendors will be asked to submit proposals for a complete suite
of infrastructure management application software; and for the procedures and costs of
the data conversion. Proposals shall include specifications for all software, hardware,
training and services.