State of California
Bid Revised RFI_CIDIP_2014
5
Solicitation Revised RFI_CIDIP_2014
Culvert Inventory Database Improvement Project
Bid designation: Public
State of California
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State of California
Bid Revised RFI_CIDIP_2014
5
Bid Revised RFI_CIDIP_2014 Culvert Inventory Database Improvement Project Bid Number
Revised RFI_CIDIP_2014
Bid Title
Culvert Inventory Database Improvement Project
Expected Expenditure $0.00 (This price is expected - not guaranteed) Bid Start Date
Sep 4, 2014 8:15:11 AM PDT
Bid End Date
Oct 24, 2014 4:00:00 PM PDT
Question & Answer End Sep 26, 2014 4:00:00 PM PDT Date Bid Contact
Theresa Jones 916-227-6055
[email protected]
Pre-Bid Conference
Sep 17, 2014 9:00:00 AM PDT Attendance is optional Location: 1500 5TH STREET SACRAMENTO, CA 95814
Standard Disclaimer The State of California advises that prospective bidders periodically check the websites, including but not limited to Bidsync, and/or other state department links for modifications to bid documents. The State of California is not responsible for a prospective bidder's misunderstanding of the bid solicitation or nonresponsive bid due to failure to check these websites for updates or amendments to bid documents, and/or other information regarding the bid solicitations. Failure to periodically check these websites will be at the bidder's sole risk. The information published and/or responded to on these websites is public information. Confidential questions/issues/concerns should be directed to the contact on the ad.
Description This RFI has been modified and re-released as open instead of by invitation only. All RFI due dates have been updated in the RFI document. All questions relating to the first demonstration will be posted week of September 8, 2014, and will be included as part of the second set of questions/answers due after the second demonstration. As noted above, the second demonstration will be held on September 17, 2014 and will be identical to the first demonstration. Additional information on webcast/internet access to the second demonstration will be released at a later date.
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State of California
Bid Revised RFI_CIDIP_2014
.
Department of Transportation
REQUEST FOR INFORMATION (RFI) RFI_CIDIP_2014
for
Culvert Inventory Database Improvement Project (CIDIP)
September 3, 2014
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State of California
Bid Revised RFI_CIDIP_2014
(INTENTIONALLY LEFT BLANK)
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ I. INTRODUCTION AND OVERVIEW This Request for Information (RFI) is released by the State of California, Department of Transportation (Caltrans), Division of Procurement and Contracts (DPAC), on behalf of the Information Technology Project Management Office (IT PMO). This RFI will survey the information technology (IT) profession to understand what products or services may be available and to approximate the funding that may be needed for procurement of an appropriate solution. I.1. Purpose of this Request for Information (RFI) Caltrans, Division of Maintenance, is seeking a vendor to provide potential products and/or suggested approaches to assist in the improvement of the Culvert Inspection Program (CIP) database. Interested parties are invited to describe potential products and suggested approaches to assist the State in determining if a Commercial-Off-The-Shelf (COTS), Modified-Off-The-Shelf (MOTS), integrated product set (i.e., integration of multiple products), COTS Configurable, or custom solution would best address the required functions described in this RFI. Multiple products may be described in the response. Section II of this RFI describes the background, vision, and scope of the Culvert Inventory Database Improvement Project (CIDIP). I.2.1. Required Information Responses to this RFI should include the following information:
Name of the vendor.
Address of the vendor (Street, City, State, and Zip).
Name and title or position of the individual submitting the response.
Contact information including a telephone number and email address.
A statement by the individual certifying the information in the response is true and accurate to the best of his/her knowledge at the time of the submittal.
The proposed tool and solutions and some high level strategies to implement them.
Itemized and total estimated costs for the proposed solutions and strategies (see I.2.2., Cost Information).
If your response includes implementation of existing software (not custom development), please include: o Length of time the proposed product has been on the market. o The number of successful implementations of the product. Please provide names and contact information for companies with previous successful implementations. o Information regarding previous implementation in any public sector agencies. Please provide entity names and contact information.
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ o The technical platform of the software. o The amount of customization required or performed for a normal standard implementation. o Whether any customization will be performed by your company or a separate vendor. Respondent may also submit supplemental materials, if desired (e.g., additional product literature). I.2.2. Cost Information Caltrans is requesting cost information from respondents to this RFI. Caltrans understands that the costs provided are non-binding and will be used for informational budgeting purposes only. I.3. Contact Information Theresa Jones, Caltrans’ representative, is designated as the contact person for this RFI. Organizations responding to this RFI that require clarification of any matter must contact Theresa Jones via email:
[email protected] or by telephone at (916) 227-6055. No other representative of the State is authorized to communicate with respondents with respect to this RFI. I.4. Submission of Response Responses to this RFI should (or must) be submitted to be received by Caltrans at 4:00 p.m., Pacific Time (PT) on Friday, October 24, 2014 September 26, 2014. The responses may be emailed, hand-delivered, or sent via US Post, to the Caltrans contact and address below: Department of Transportation Division of Procurement and Contracts Attn: Theresa Jones 1727 30th Street, MS-65 Sacramento, CA 95816 Email:
[email protected]
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ I.5. Key Action Dates Listed below are the important key actions and dates. If Caltrans deems it necessary to make changes to this schedule, it will do so by posting changes to all interested parties via Bidsync at www.bidsync.com. Table 1. Actions / Dates Action
1. Release of revised RFI 2. Existing and Proposing System Demo (second demo) 3. Last day to submit questions 4. State’s response to questions 5. RFI Responses Due
Date
August 11, 2014 September 3, 2014 August 27, 2014 September 17, 2014 September 5, 2014 September 26, 2014 September 12, 2014 October 10, 2014 September 26, 2014 October 24, 2014
I.6. Submittal of Questions Interested Respondents requiring clarification of the intent, content, or procedural matters may submit questions by email with the subject line marked “Questions Relating to Caltrans RFI for “CIDIP” to the Department Contact provided in Section I.3. To ensure a timely response, questions are to be sent no later than the date provided in Section I.4. Questions and answers will be made available to all Respondents via BidSync. The parties submitting questions will not be publicized in the question and answer document. I.7. Caltrans Demonstration Caltrans will conduct a demonstration of the existing system workflow and technology. Caltrans will also demonstrate how it will envision the new CIDIP system. Questions arising from the demonstration should be submitted per Section I.4. All prospective vendors that attend the demonstration must contact Theresa Jones by August 18 September 10, 2014, 2:00 p.m., to inform the Contract Manager that you will be attending the demonstration on Wednesday, August 27 September 17, 2014. You must arrange for your own parking. The demonstration will start at 9:00 am at the Department of Transportation building located at 1500 5th Street, Sacramento, 95814 (Lassen Conference Room). Please arrive no later than 8:45 am and check in with the guard. A Caltrans staff will escort participants to the conference room. The demonstration and open discussion may last approximately three (3) hours. I.8. Disclaimer This RFI is issued for information and planning purposes only, and it does not constitute a solicitation. Responses to the RFI will not be returned. A response to this notice is not an offer and cannot be accepted by Caltrans to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI. Caltrans will consider _____________________________________________________________________________________________ Page 5 of 13
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ vendor responses in developing a Request for Quotation (RFQ), Invitation for Bid (IFB), Request for Proposal (RFP), Request for Offer (RFO), or other action. The submission of a response does not constitute any commitment on the part of the interested party except that the submitted information is correct to the best of the Respondent’s knowledge. Also, the right to compete in future procurements is not affected in the event that the party chooses not to submit a response to this RFI. Caltrans is also interested in learning the reasons for not submitting a response. The responses to the RFI are considered public documents subject to the California Public Records Act. Respondents should not include confidential or trade secret information in their response. II. PROJECT DESCRIPTION II.1. Background of the Program Within Caltrans, the Division of Maintenance (DOM) is responsible for public safety and maintaining the state highway system. Within DOM, the Culvert Inspection Program (CIP) is responsible for periodic inspection and maintenance of culverts on the State Highway System (SHS). The CIP is responsible for periodic inspection and maintenance of culverts on the State Highway System (SHS). Culverts control the flow of water through a roadway section, and protect both the roadway and adjacent property from water damage by directing and draining storm water. In addition, they allow creeks and small streams to flow under the roadway. The purpose of the CIP is to identify and address culvert deficiencies before they become a serious problem. The location, physical characteristics, and condition of Caltrans’ culverts and related drainage system assets are inventoried and assessed by Caltrans personnel. The CIP program is administered by 39 inspectors located in maintenance offices in all 12 districts. The Headquarters (HQ) Roadside Maintenance Office (RMO) coordinates CIP activity at a statewide level. District staff is responsible for maintenance of approximately 205,000 culverts statewide. The CIP has inspected and inventoried approximately 70,000 culverts, an average of about 14,000 culverts are inspected annually. Periodic inspections by the CIP are used to prioritize maintenance activities. The CIP conducts condition assessments of all State-owned drainage and culvert systems and their related appurtenances. The inspections are necessary to identify drainage and structural deficiencies that, if left unchecked, could endanger the traveling public and cause damage to the highway system due to flooding or catastrophic washout. The CIP maintains a Microsoft (MS) Access workgroup database in each district to record the individual physical characteristics of drainage and culvert systems. Data is collected during inspections using Global Positioning System (GPS)-enabled Trimble data collection devices. GPS data displays culvert locations on Geographic Information System (GIS) maps. _____________________________________________________________________________________________ Page 6 of 13
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ Photographs of the culverts are also taken using standard video cameras and robot mounted video equipment. District maintenance staff downloads inspection information from the data collection device and photos from the cameras to the district CIP database. Periodically and generally monthly, each district CIP coordinator submits district data via email to the statewide CIP coordinator in the HQRMO. . District data is downloaded into the statewide MS Access database, and is used to determine the level of funding allocated to each district for culvert and drainage restoration and replacement. Maintenance has an annual budget of $5 million for statewide culvert maintenance and repair. An accurate statewide culvert inventory is critical to support appropriate allocation of funding to each district. The statewide CIP coordinator maintains a copy of each district database as well as the statewide version. The statewide CIP Coordinator processes the district files as they are received. Each file is checked for data format, reliability, and consistency, which is a time consuming and labor intensive process due to multiple table-record format issues and software versions. This results in delays updating the statewide database. Consequently, discrepancies between the district and statewide databases may exist at any given time. The HQ CIP database is a compilation of data from all 12 CIP databases. Ten districts, including HQ, are using the same version of the MS Access database while two districts are using a different version. Data inconsistencies that exist between the HQ database and the individual district databases need to be resolved. The CIDIP will establish one centralized web-enabled culvert inspection geodatabase to store and track, review and report all culvert data statewide. A solution must also provide for mobile data collection, interaction in the field, and quality control. II.2. CIDIP Vision The CIDIP vision is to establish a centralized web-enabled culvert geodatabase to store, track, and report on culvert inspection data. In addition, a web-based non-GIS interface is also desired. The envisioned system should include quality control checking of the culvert inspection data, the ability to query data using both GIS and non-GIS interface, and to provide spatial data analysis capabilities. The solution should also provide mobile data collection and interaction in the field. The solution should include:
.Net Framework or comparable technology stack. Quality control checking of the culvert inspection data. Ability to gather, view, share, and analyze culvert data statewide using a web interface with GIS capability. Ability to gather, view, share, and analyze culvert inspection data in a web enabled non-GIS interface. Spatial data analysis capabilities. Mobile data collection.
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________
II.3. Functional Description The proposed solution will meet the following requirements: 1. Provide a centralized repository for culvert inspection data in the form of a geodatabase. 2. Provide GIS map interface. 3. Allow access to photos and PDF files. 4. Provide ad hoc query/reporting capabilities. 5. Provide standardized reports. 6. Support data import/export from mobile GPS data collectors. 7. Ability to import legacy culvert data from existing CIP MS Access databases 8. Include a standard data collection dictionary for culvert data. 9. Provide the ability to track initial and re-inspections data. 10. Support version control and replication of data to allow the checking-in/checking out of data from the geodatabase. 11. Standardize the quality control process incorporating features from the districts and headquarter processes. 12. Provide the capability to share data as a web service. 13. Provide the ability to edit, query, and display data in a GIS environment. 14. Provide the ability to edit and query in a non-GIS environment. 15. Provide tiered access to users. 16. Provide for role based access control. 17. Provide data normalization and conversion of existing data. 18. Provide the ability to view CIP spatial data using desktop GIS and Computer Aided Drafting and Design (CADD) software. 19. Provide the ability to access a GIS image library; including aerial photos. _____________________________________________________________________________________________ Page 8 of 13
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ II.4. Technical Description II.4.1. Existing System Current Technology Used to Support CIP Database The following is a summary of the current process of collecting, processing and uploading culvert inspection data: A. Data Collection 1. Trimble GPS data collectors are used to collect data in the field. 2. Standardized data collection throughout the state is accomplished by using a data collection dictionary. 3. The data collection dictionary is viewed on the GPS data collector through Trimble’s TerraSync software. TerraSync processes the data and accesses the GPS units and GPS controllers to create geospatial data files. 4. The geospatial data files consist of a GPS coordinate for each feature in addition to associated data. 5. Data for a total of 17 features, including culverts, is collected during a culvert inspection. B. Data Processing and Uploading 1. Once the geospatial data is collected, it is downloaded onto a desktop computer and viewed with Trimble’s Pathfinder Office software. MS Windows Mobile is used to synchronize the GPS data collector with the desktop computer running Pathfinder Office. At this point, the data is in a Trimble file format with an “ssf” extension. 2. Using Pathfinder Office, the inspection data is viewed and a partial quality review is conducted. 3. The data is then differentially corrected to correct for errors in the satellite signal. The data file extension is changed from ssf to cor. (Note: The file is left in an ssf format if it could not be successfully differentially corrected.) 4. Still using Pathfiner Office, the cor file is converted into MS Access format. The data file in this format is referred to as “working database”. 5. A modified MS Access database, created by Caltrans staff and referred to as the Data Processing Program, is used to conduct a second quality review and to format the working data so that the data can be uploaded into the CIP database. 6. The quality control review consists of checking for violation of referential integrity within the database tables. The review also checks for violations of pre-defined conditions. 7. The user goes back to the working database to make the necessary changes if error is found. The Data Processing Program is used to upload the data into the Culvert Inspection Database once the working database is free of error. _____________________________________________________________________________________________ Page 9 of 13
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________
C. Equipment and Software Use to Collect, Import, and Export Data 1. Data Collection Hardware: Trimble GPS data collector Software: Trimble TerraSync Software Data file type: ssf extension 2. Data Import, differential correction, and partial quality control review
Hardware: Trimble GPS collector and desktop computer Software: Trimble Pathfinder Office and TerraSync Data file type: cor extension
3. Data exported as a MS Access mdb file (working database) Hardware: Desktop computer Software: Trimble Pathfinder Office Data file type: MS Access “mdb” extension (working database)
4. Quality control review and processing Hardware: Desktop computer Software: Data Processing Program (Modified MS Access Database) Data file type: MS Access “mdb” extension (Working Database)
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________
5. Upload to Culvert Inspection Database Hardware: Desktop computer Software: Data Processing Program (Modified MS Access Database) and Culvert Inspection Database Data file type: MS Access database tables
II.4.2. Proposed New System The following summary is Caltrans’ vision of the proposed new system: 1. Creation of a geodatabase based on the existing HQ version of the Culvert Inspection MS Access database. 2. CIP legacy data (including photos) will be normalized, cleansed, converted, and migrated into the new geodatabase, including data from different versions of the Culvert Inspection database. 3. The Caltrans Linear Referencing System (LRS) web service will be used to convert GPS coordinates to Caltrans’ Postmiles. 4. A mobile data collection process with the ability to check in/out data from the geodatabase to mobile GPS devices. (The GPS data collectors need not be Trimble brand.) 5. Creation of a data collection dictionary (based on the current data collection dictionary) to interface with the GPS data collectors. 6. Creation of a data processing and quality control review process to check field inspection data before it is imported into the geodatabase. 7. Ability to edit, query, and display data in a GIS environment, including geospatial analysis. 8. Ability to edit, query, and display data in a non-GIS environment. 9. The non-GIS environment should have the ability to write queried data to a Google (Keyhole Markup Language) KML file.
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ Proposed CIP system structure Reports/Queries (Tiered Users) (Non-GIS Environment)
Maps (Tiered Users) (GIS Environment)
CIP Data
CIP Data
Data Staging Check in/out, QC
Desktop and Server GIS Services
Desktop and Server GIS Services
Reports Service
Mobile GIS/GPS Data Collector
Desktop and Server GIS
Geo Earth
Postmile Web Service (lat/long conversion/ location validation)
Existing Data Geo-database
Existing Photos Photo Storage
All 12 district offices and HQ must have access to the server via a web portal. In addition, development, testing and training environments are required. II.5. Approaches II.5.1. Development Approach For a COTS or MOTS solution, Caltrans envisions a solution that will require minimal customization. Respondents should take into consideration what has been defined in the requirements and provide feedback on ways to minimize any customization. Please provide information regarding your solution’s ability to meet the requirements with minimal customizations. II.5.2. Data Conversion Approach Caltrans must retain the legacy CIP databases and photos in MS Access. The transfer and consolidation (ETL) of individual district data to the newly improved CIP database will consist of an initial one-time load of approximately 2.8 million culvert records (250 MB) currently residing in the CIP database (HQ, District 2 and 5) and approximately 250,000 (366 GB total) of photos. _____________________________________________________________________________________________ Page 12 of 13
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of California of Transportation State of California,State Department REQUEST FOR INFORMATION RFI_CIDIP_2014
Bid Revised RFI_CIDIP_2014
______________________________________________________________________________ II.5.3. Testing Approach Caltrans Subject Matter Experts (SMEs) and IT staff are anticipated to perform acceptance testing. II.5.4. Technical Interfaces Caltrans would like the proposed solution to interface with the following: As part of the data conversion/migration process, the Caltrans’ LRS should be used to convert GPS coordinates to Caltrans’ Postmiles. During the quality review process and/or data processing of field inspection data, the system should interface with the LRS to convert GIS coordinates to Caltrans’ Postmile system as well. II.6. Implementation and Deployment Description Caltrans anticipates the CIDIP will be completed in a single phase, but is open to receive suggestions as to how the proposed database should be deployed and implemented.
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State of California
Bid Revised RFI_CIDIP_2014
Question and Answers for Bid #Revised RFI_CIDIP_2014 - Culvert Inventory Database Improvement Project
5
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: Sep 26, 2014 4:00:00 PM PDT
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