CITY OF DALLAS Request for Qualifications Big Data Initiative BUZ1422 A. OVERVIEW The City of Dallas (City) seeks a qualified consultant to assist in building an approach to address the growing needs of Big Data. The services noted in Groups A, B, C, and D (page 2) should be provided by a single professional service proposer (Proposer). The objective is to assist the City in its approach to Big Data by understanding the current data structure, proposing a suitable Data Management Strategy to address Big Data, interview customers to understand Big Data needs, identify potential data sets for Big Data use cases and provide the City with a Big Data roadmap, while keeping the current and future state in mind. The City currently gathers data in various systems that provide services to the citizens of Dallas. The Big Data initiative will assist the City in developing a roadmap and define its approach to effectively and efficiently use data to improve and serve the residents. As the demand for transparency, efficiency and effectiveness increases, the City would like to define a strategy to address these needs. The City recognizes that there has been a steady increase in the volume and variety of data that’s gathered and stored by various City departments. The City’s Communication and Information Services (CIS) Department has responsibility as the data custodian to oversee and manages data as requested by the respective City Department.
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Group A – Study of Current Data Environment The qualified proposer is expected to study and understand the current data operations and its standards.
Group B – Understand and Identify Big Data Need The qualified proposer will interview select City departments to identify their Big Data needs and document these requirements at a high level. Also define the use cases and their benefit to the City and residents of Dallas.
Group C – Propose a Data Management Strategy The qualified proposer should propose a Data Management Strategy considering the City’s long term Big Data approach. Based on the understanding of current data policies, standards and procedures the proposed Data Management Strategy(DMS) should address data governance, data operations, data security and data quality.
Group D – Produce a Big Data Roadmap The qualified proposer will present the City with a Big Data strategic road map with an implementation plan, taking the current state of Data at the City and need for Big Data into consideration. Also the roadmap should provide possible approaches to be undertaken by the City to address the identified Big Data needs/use cases. The proposed solution(s) should be supported by a high level architectural and solution over view.
B. SCOPE OF WORK (GROUPS A, B, C AND D) The following defines the scope of work, as it applies to Groups A, B, C and D above. Group A – Study of Current Data Environment The City of Dallas expects the proposer to study the city’s current data environment. The study is to be focused around, but not limited to, the following areas:
Overall high level study of the current data environment (data source level) Current data policies, standards and procedures Current compliances Volume of business data – structured and unstructured Data operations Data quality Data security Data governance
Group B – Understand and Identify Big Data needs Version 1.0 – 12/17/13
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The City of Dallas expects the proposer to understand and identify Big Data needs within City departments. The proposer is expected to carry out the following activities in understanding & identifying Big Data needs:
Establish a common definition of Big Data for the City Interview City departments to identify Big Data needs Define types of data – structured and unstructured Define data sharing needs Define use cases that address Big Data needs Define criteria to address identified Big Data needs Define benefits vs. TCO for identified use cases The following City departments will be included in this study: 1) 2) 3) 4) 5) 6) 7) 8) 9)
Dallas Police Department Court and Detention Services Dallas Water Utilities Code Compliance Office of Financial Services Human Resource Geographic Information Systems (GIS) Sustainable Development & Construction Services Dallas Fire-Rescue
Group C – Propose a Data Management Strategy The City of Dallas expects the proposer to propose a viable DMS based on their study and understanding of the City’s current data practices. The proposed DMS should focus around, but not be limited to, the following areas:
Best Practices Road Map to address data operations, data quality, data security, data governance Infrastructure technology objectives Data life cycle Short term and long term objectives Short term and long term implementation plan, including timeline Key strategic objectives
Group D – Big Data Roadmap The City of Dallas expects the proposer to develop a Big Data roadmap for the City. This would be based on the various observations made under Group A, B & C. The Big Data roadmap will help the City define its long term approach to address Big Data needs within the City that would benefit the Version 1.0 – 12/17/13
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residents and visitors of Dallas. The proposed Big Data Roadmap should focus on, but not be limited to, the following areas:
Big Data Roadmap with objectives and timeline Define possible uses cases with Big Data needs and implementation plan based on findings Define criteria’s to address Big Data Propose a Big Data governance structure Propose best adoptable architecture to address Big Data Propose possible solution to address identified Big Data use cases
C. EXPERIENCE REQUIREMENTS Proposer should state the size of the firm, the location of the office from which the Services will be performed and, the qualifications of the professional staff to be employed on this engagement. In relation to this request, all the following should be provided: 1. Prior list of similar work done for a government entity comparable to the size of City of Dallas 2. Should have at least five (5) years of experience in studying environment(s) similar to the City or a Data decentralized government environment. 3. Should have at least five (5) years of experience delivering Big Data strategic roadmap for environment(s) similar to the City or a Data decentralized government environment. 4. Should have at least ten (10) years of experience delivering Data management strategy for environment(s) similar to the City or a Data decentralized government environment. 5. A list of all key team personnel who will provide service on this project, if selected. 6. A statement of qualifications for individuals identified in Section C.5 above and their experience in relation to the planning, development and implementation of the Services. 7. A statement of qualifications that shows that the team collectively possess the knowledge to provide the all the services. 8. All team member(s) on the project should have substantiality equivalent background in these services. Proposer shall include: 1. A maximum of five (5) verifiable engagements for which similar services were provided or are being provided currently. 2. References including the names, telephone numbers and email addresses of client officials responsible for the engagements listed above.
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D. INSURANCE REQUIREMENTS The successful Proposer will be required to purchase and maintain, during the term of the contract, insurance as described in Exhibit A and agrees to the indemnification agreement therein. Should physical workspace be required in a City facility for services performed under the contract, the City nor its agents shall be liable or responsible for any damage that may occur due to fire, explosion, flood, power failure, or any other cause, to the Proposer’s business personal property, including but not limited to goods, merchandise, equipment, or supplies that is kept in a City facility, nor to the Proposer’s employee’s personal property or belongings that is brought to a City facility. E. CONFIDENTIALITY All information, documentation and other materials submitted in response to this solicitation are subject to public disclosure under the Texas Public Information Act after the solicitation is completed and contract executed with the selected Proposer. F. DISQUALIFICATION OF PROPOSER Proposers may be disqualified for, but not limited to, any of the following reasons: 1. The belief that collusion exists among the Proposers. 2. The Proposer is involved in litigation against the City. 3. The Proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City. 4. Lack of financial stability. 5. Failure to use the City’s approved forms. G. BUSINESS INCLUSION AND DEVELOPMENT PLAN It is the policy of the City to use qualified Minority and Women-Owned Business Enterprises (M/WBEs) to the greatest extent feasible on the City’s construction, architectural and engineering, professional services, other services, and goods contracts. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City has adopted the Business Inclusion and Development Plan (BID Plan) for all City contracts. The purpose of the Business Inclusion and Development Plan is to increase participation of locally owned M/WBEs in City procurement and contracting opportunities and to develop the local business base through the award of contracts and purchases to locally owned businesses. The City’s goal for minority and women business enterprises for other services is 23.8%, based on City Council Resolution #97-1605 dated May 14, 1997. It is the responsibility of the prospective proposer to comply with the M/WBE requirements and the Business Inclusion and Development Plan. Version 1.0 – 12/17/13
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H. QUALIFICATIONS AND SUBMISSION REQUIREMENTS Sealed responses shall be delivered in person or by mail to the address listed below by 2:00 p.m. on the designated due date. Starting at 2:01 p.m. on the due date, submissions will not be accepted and will be returned to the Proposer unopened. All submissions should include the project name and number, firm name, address, telephone number, and designated contact person regarding the submission. One (1) original bound clearly marked “ORIGINAL” on the front and five (5) legible hard copies each clearly marked “COPY” on the front of the complete submission with eight (8) complete exact electronic copies on electronic formats (flash drive or CD only) labeled with the solicitation number (BUZ1422) and the Proposer’s name shall be submitted to: Dallas City Hall Kent brown, Sr.Buyer Business Development & Procurement Services 1500 Marilla St. 3FN Dallas, TX 75201 The submission shall be typed and accompanied with a cover letter signed by the submitting Proposer’s authorized representative identifying: Its interest in serving as agent for the project: 1. General contents of the transmittal including all group(s) the Proposer is submitting. 2. The name, address, and telephone number of the Proposer’s contact person for the submission. The submission will cover the following: 1. General description and capabilities of the Proposer. 2. Scope of work to be performed should be clearly defined in terms of Services, including but not limited to requirements documented in Section B. 3. Proposer shall provide a proposed schedule for the project The approach and methodologies the Proposer will employ to deliver the proposed Services in the time frame described. 4. Description of any proprietary analysis tools, knowledge or methodologies that the Proposer would use during the Services. 5. If the Proposer proposes to use a sub-contractor, the Proposer or affiliate shall be identified and information included as requested for the sub-contractor. 6. Proposer shall identify its key staff members for the project and include a brief description of their experience and capabilities.
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7. Identify any special assistance that will be requested from the City, such as resources, e-mail accounts, physical workspace, telephone lines, etc.
I. SELECTION CRITERIA The Communication and Information Services (CIS) Department, in conjunction with the department of Business Development and Procurement Services (BDPS), will coordinate a review of the RFQ submissions by a selection committee (Committee). The successful Proposer(s) deemed qualified shall be selected by the Committee on the basis of demonstrated experience and capabilities under the established evaluation criteria. Groups A – D will be evaluated utilizing the following evaluation criteria: 1. Overall approach and methodology to be used to accomplish the RFQ requirements a. Scope of work b. Proposed schedule c. Proprietary analysis, tools, knowledge or methodologies 2. Project Staffing a. Certifications/education and experience of staff b. Special assistance required from City 3. Proposer Experience a. General description of Proposer b. Experience of the Proposer c. Proposer financial stability 4. Client References
40%
30%
20%
10%
TOTAL 100% If it is necessary to conduct interviews, the City will choose the number of Proposer(s) to be interviewed and schedule them accordingly. Those Proposer(s) selected will make in-person presentations to City staff members serving as the Committee. From those presentations, and using the evaluation criteria as stated above, the Committee will select the RFQ submission that appears most favorable to the City and ask the Proposer to submit a cost proposal at that time. The City may at any time investigate a Proposer’s ability to perform work and ask for additional information about the Proposer’s work on previous contracts. Proposers may choose not to submit such information in response to the City’s request; however if failure to submit such information does not clarify the City’s questions concerning the ability to perform, the City may discontinue further consideration of the Proposer’s submitted RFQ. The City may be interested in obtaining information regarding previous experience performing similar or comparable work, staffing and personnel turnover, financial statements for current and past periods and other relevant information.
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Please be aware that the City may use sources of information not supplied by the Proposer concerning the Proposer’s abilities to perform this work stated in these specifications. Such sources may include current or past customers of the Proposer; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City. J. PROCESS SCHEDULE 1.
Pre-Qualification Conference The City shall hold a pre-qualification conference for potential Proposers concerning the City’s requirements. The pre-qualification conference will be held at 1:30 p.m. on March 19, 2014 at Dallas City Hall, 1500 Marilla St., conference room #3FS, Dallas, Texas 75201. This will be the only opportunity for prospective Proposers to talk directly with representatives of the user department. If information of a significant nature is identified in the pre-qualification conference, it will be posted as an addendum online for all potential Proposers to view. This RFQ shall only be modified by written addendum. Verbal agreements or statements are not official and are nonbinding on the City.
2.
Questions Regarding RFQ and Related Issues During the solicitation process, the only contact with the City user department shall be at the prequalification conference. All other questions should be referred in writing to the buyer listed below no later than 2 business days prior to the proposal due date. Kent Brown Sr. Buyer
[email protected] If the Proposer does not ask questions or clarify assumptions, the City will assume the Proposer agrees with, and understands, the City’s requirements.
3.
Request for Cost Proposals After selecting the most qualified Proposer(s), the City will then request a cost proposal. The City will review the proposal(s) and may request “best and final” (BAFO) offers from the Proposer(s) deemed most advantageous at that time. The contracted contingent fee compensation shall be the lowest pricing the Consultant offers any city in Texas. If the Consultant offers a lower rate to a Texas City during the term of this contract, the Consultant will extend the same rate to the City for all contingency fees paid by the City pursuant to this Contract. The new, lower rate will apply to payments to the Consultant beginning on the date the Consultant offers the other city a lower rate and shall continue until the final termination date of the contract and will not be retroactive. A lower rate could be achieved by either reducing the percentage of contingency fees, or by reducing the number of quarterly sales tax payments to which the contingency fees apply.
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4.
Approval by City Council and Offering of Contract Contract award is subject to approval by the Dallas City Council. The successful Proposer(s) will be required to execute the City’s contract as written in the attached sample consultant contract document. All Proposer(s) are expected to submit their response on the basis of the requirements contained in the contract attached as well as the specifications and additional City documents as part of this RFQ Proposer(s) should review the sample contract carefully and seek private legal advice if there are questions about the legal effect of any of the provisions. Any concerns about or exceptions or modifications to this contract shall be expressed in the Proposer’s response; any excessive or unreasonable modifications or exceptions to the City’s contract may adversely affect consideration of the response. No modifications or exceptions to the City contract will be considered after the Proposer’s proposal is accepted and a contract is awarded by the City Council.
5.
Rejection or Acceptance of Responses This RFQ does not commit the City to award any contract. The City reserves the right to reject any or all submissions, to waive technicalities or irregularities, and to accept any submission it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any Proposer responding to this RFQ.
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