FWC 24.25-39-RFP.pdf

FLORIDA FISH AND WILDLIFE CONSERVATION COMMISSION

1875 ORANGE AVE E

TALLAHASSEE, FL 32311-6160

(850) 488-6551

REQUEST FOR PROPOSALS

FWC 24/25-39

LAND MANAGEMENT INFORMATION SYSTEM ARCGIS PRO MIGRATION AND TECHNICAL

SUPPORT

RESPONDENT ACKNOWLEDGEMENT FORM

Purpose: The intent of this RFP is to obtain competitive responses for migrating the existing FWC Land Management

Information System database modules and customized Esri add-in tools from Esri ArcMap to ArcGIS Pro and subsequent Technical Support, per the specifications contained herein. Only responsive and responsible Respondents will be considered for award of this RFP. Note*LMIS User Manuals have been provided via separate attachments on the Vendor Information Portal to aid vendors’ proposal responses.

Responsive: To be responsive, a response must constitute a definite, firm, unqualified and unconditional offer to meet all the material terms of this RFP. Material terms are those that could affect the price, quantity, quality, or delivery.

Also included as material terms are those which are clearly identified in this RFP and which, for reasons of policy, must be complied with at risk of response rejection for non-responsiveness.

Non-Responsive: Any submission that does not comply with this RFP in any way, does not contain all the properly signed forms, supplements or deviates from the RFP requirements or has an incomplete Cost Sheet may be considered nonresponsive at the discretion of Procurement Manager.

Responsible Companies: The Commission shall only consider responsible companies. Responsible companies are those that have, in the sole judgment of the Commission, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The Commission may also consider references and quality to determine the responsibility of the Respondent. The Commission reserves the right to use any information, whether supplied through the Respondent’s submission or otherwise obtained, in determining responsibility.

Rejection of Reponses: The Commission reserves the right to reject any and all responses and to waive any minor irregularity in the submissions received in response to this RFP. The Commission reserves the right to consider all information, whether submitted or otherwise, to determine responsiveness and responsibility and to reject responses accordingly.

Name of Business: ____________________________________________________________________________________________________

Contact Person Name: _________________________________________________________________________________________________

Business Address: ____________________________________________________________________________________________________

City: ____________________________ State: _____________________________ Zip code: ______________________________________

Phone: ___________________________ Fax: _______________________________ Email: ______________________________________

Federal Employer Identification Number: _______________________________________________________________________________

I certify that this RFP response is submitted without prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same professional services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this RFP and certify that I am authorized to sign this acknowledgement for the Respondent.

Authorized Signature (Manual): ________________________________________________________________________________________

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 2 of 45

Authorized Signature Name (Typed) and Title: Date:

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 3 of 45

CALENDAR OF EVENTS

FWC 24/25-39

SCHEDULE DUE DATE METHOD

RFP Advertised November 18, Posted on the Vendor Information Portal (VIP)

Deadline for Questions

Must be received

PRIOR to:

December 3, 2024

@ 5:00 PM ET

See Deadline for Questions Clause

Anticipated date for Responses to

Written Questions

December 13, Posted on the Vendor Information Portal (VIP)

SEALED RESPONSE DUE

(REMEMBER: RFP number should be clearly marked on envelope)

Must be received

PRIOR to:

December 30, @ 3:30 PM ET

Mailing Address:

Florida Fish & Wildlife Conservation

Commission

Attn: Purchasing

1875 Orange Ave E

Tallahassee, Florida 32311-6160

Submissions are due BEFORE the date and time of the public opening.

Public Response Opening

December 30, @ 3:30 PM ET

Public Opening Location:

1875 Orange Ave E

Tallahassee, FL 32311-6160

-Teleconference-

Conference call phone number: 1.888.585.9008

Conference room number: 218-721-199

Evaluation Period

From

January 6, 2025 to

January 20, 2025

Florida Fish & Wildlife Conservation

Commission

Anticipated Date of Intended

Award January 27, 2025 Posted on the Vendor Information Portal (VIP) https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 4 of 45

GENERAL CONDITIONS

FWC 24/25-39

The Florida Fish and Wildlife Conservation Commission’s (FWC or Commission) mission is to manage fish and wildlife resources for their long-term well-being and the benefit of people. The Commission administers six (6) major programs including habitat and species conservation, freshwater fisheries management, law enforcement, marine fisheries management, hunting and game management and fish and wildlife research.

A Respondent submitting a response shall be registered in the MyFloridaMarketPlace (MFMP) system and, where required, the Sunbiz system prior to the RFP opening. Business entities which must be on file with

Sunbiz include the following foreign and domestic entities: Corporations for and not for profit, Limited

Liability Companies (LLC), Limited Partnerships (LP) including Limited Liability Limited Partnerships

(LLLP), and organizations doing business under a fictitious name (DBA). A Respondent may not be considered for an award if not registered in the MFMP and Sunbiz system. The Respondent’s registration address and federal employer identification (FEID) number should match the Respondent’s address and

FEID number listed on the Respondent Acknowledgment form (page 1).

Certified Minority-owned, Woman-owned and Service-Disabled Veteran Business Enterprises, as certified by the State of Florida Office of Supplier Diversity, are encouraged by the Commission to participate in the bidding process.

Response from Respondent shall include all necessary equipment to complete the job. The Respondent is required to supply all specified documentation when submitting a response for this project.

Please note:

• The terms “Contract,” “Agreement” and “Purchase Order” are used interchangeably in the document.

• The terms “Commodities” and “Goods” are used interchangeably in the document.

TERMS AND CONDITIONS

PUR 1000 and PUR1001 are hereby incorporated by reference. PUR1000 and PUR1001 can be found at the

Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purc hasing_pur_forms

The following terms and conditions take precedence over the PUR1001 and PUR1000 forms where applicable. The Commission objects to and shall not consider any additional terms or conditions submitted by a Respondent or Contractor, including any appearing in documents attached as part of a Respondent’s response. In signing and submitting its response, a Respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response.

The terms and conditions of Attachment A, Purchase Order Terms and Conditions, are hereby incorporated into this solicitation. Any contract resulting from this solicitation will include the terms and conditions of this solicitation and the terms and conditions contained in Attachment A.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 5 of 45

PROCUREMENT MANAGER

Dale Eastmond

Dale.Eastmond@myfwc.com

ESTIMATED BUDGET

The Commission has an estimated budget for this project of $180,000. FWC has an estimated budget of

$51,000.00 for the initial year of this multi-year contract. Budgets for renewal years are expected to be

$30,000 - $50,000 each renewal year depending on annual budget appropriations.

TERM

The contract will be effective from the date of award until June 30, 2025. If circumstances constituting

Force Majeure have occurred, or if anything occurs beyond the Contractor’s control, the Contractor may request in writing an extension of Completion Date. The Project Manager and Contract Manager will review the extension request and if they determine it is justified, will forward to the Bid Request Inbox

(bidrequest@myfwc.com) for procurement review and approval/disapproval.

RENEWAL

Upon mutual agreement, FWC and the contractor may renew the contract for a period that may not exceed three (3) years. Pursuant to Sections 287.057(1)(a)2., and 287.057(1)(a)3., Florida Statutes, each Contractor shall supply a price for each year that a contract may be renewed. Evaluation of responses shall include consideration of the total cost of the contract, including the total cost for each renewal year, as submitted by the Contractor.

Exercise of the renewal option is at the Commission’s sole discretion and shall be conditioned, at a minimum, on the Contractor’s satisfactory performance of this Contract and is subject to the availability of funds. The Contractor, if it desires to exercise this renewal option, will provide written notice to the

Commission no later than thirty (30) days prior to the Contract expiration date. The renewal term shall require written approval from the Commission’s Procurement Manager.

SUBCONTRACTS

Subcontracting IS NOT permitted pursuant to the Terms and Conditions of the Purchase Order.

DIVERSITY

The Commission is committed to supporting Florida’s diverse business industry and population through ensuring participation by minority, women, and veteran-owned business enterprises in the economic life of the state. The State of Florida Mentor Protégé Program connects minority, women, and veteran-owned business enterprises with private corporations for business development mentoring. We strongly encourage contractors doing business with the State of Florida to consider this initiative. For more information on the

Mentor Protégé Program, please contact the Office of Supplier Diversity at (850) 487-0915 or osdinfo@dms.myflorida.com.

FWC encourages diversity in its procurement program and requests that all subcontracting opportunities afforded by this solicitation enthusiastically embrace diversity. The award of subcontracts should reflect the vast array of citizens in the State of Florida. Respondents can visit the Office of Supplier Diversity website for information on certified business enterprises that may be considered for subcontracting opportunities.

mailto:bidrequest@myfwc.com?subject=Extension%20Request https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program mailto:osdinfo@dms.myflorida.com https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd/mentor_protege_program

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VERBAL INSTRUCTION PROCEDURE

Respondents may not consider any verbal instructions as binding upon the Commission. No negotiations, discussions, or actions shall be initiated or executed by the Respondent as a result of any discussion with any Commission employee. Only those communications from the Commission that are in writing may be considered as a duly authorized expression on behalf of the Commission.

SOLICITATION QUESTIONS

Any questions from Respondents that require an official FWC answer concerning this project shall be submitted in writing to the Procurement Manager. This includes specification inquiries, such as questions or requests for additional or altered terms and conditions. Questions to the Procurement Manager shall not constitute formal protest of the specifications or of the solicitation. Questions must be received no later than the date and time specified in the Calendar of Events (Page 2). Questions may be sent via email with the solicitation number in the subject line. It is the responsibility of the Respondent to confirm receipt of questions if needed.

If questions are received, an addendum will be issued and shall be posted on the Vendor Information Portal.

LIMITATION ON RESPONDENT CONTACT DURING SOLICITATION PERIOD

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, (note the 72-hour posting period excludes Saturdays, Sundays, and state holidays) any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the

Procurement Manager or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

RESPONDENT SPECIFICATION INQUIRIES

Any protest concerning the specifications of this solicitation shall be made in accordance with PUR1001, paragraph 20, “Protests”. A notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Failure to file a protest within the time prescribed in Section

120.57(3)(b), F.S., shall constitute a waiver of proceedings under Chapter 120, F.S.

ADDENDUMS

If the Commission finds it necessary to supplement, modify or interpret any portion of the specifications or documents or answer any Respondent questions during the solicitation period, an addendum shall be posted on the Vendor Information Portal website. Each Respondent is responsible for monitoring the Vendor

Information Portal for new or changing information relative to this procurement. The Commission bears no responsibility for any delays, or resulting impacts, associated with a Respondent’s failure to obtain the information made available through the Vendor Information Portal.

SPECIFICATIONS FOR RESPONSE PRESENTATION

Each response shall be prepared simply and economically, providing a straightforward, concise delineation of Respondent’s capabilities to satisfy the requirements of this RFP. Elaborate binding, colored displays, and promotional materials are not required. However, examples of services provided may be included as attachments to the response. Emphasis in each response must be on completeness and clarity of content.

To expedite the evaluation of responses, it is essential that Respondents follow the format and instructions contained herein. All costs associated with preparing a response to this RFP is the sole responsibility of the

Respondent.

https://vendor.myfloridamarketplace.com/

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MANDATORY RESPONSIVENESS REQUIREMENTS FOR RESPONSE SUBMISSION

Response submission should be organized as follows:

TAB A. Respondent Acknowledgment Form (Mandatory)

The Respondent shall complete and submit the Respondent Acknowledgment Form (page 1) in its entirety and return the form as part of the RFP response or the response shall be deemed non-responsive.

TAB B. References (Mandatory) — Attachment B

The Respondent shall complete and submit the References form enclosed herein, to provide a minimum of three (3) references for similar projects completed. Current contact names, phone numbers and email addresses shall be given. This information shall be provided on the Reference Form, enclosed herein, and submitted with the response. The References form shall be completed in its entirety and returned as part of the RFP response or the response shall be deemed non-responsive.

TAB C. Experience (Mandatory) — Attachment C

The Respondent shall complete and submit the Experience form, enclosed herein, which should include a chronological list of Respondent’s relevant experience to this Scope of Work, a description of the services provided for each operation, and duration of each project. The Experience form shall be completed in its entirety, and returned, as part of the RFP response or the response shall be deemed non-responsive.

TAB D. Technical Understanding (Mandatory)

This section shall describe the Respondent’s understanding of the services sought under this solicitation with emphasis on those items deemed important in order to successfully complete the services specified below in the Scope of Work.

TAB E. Qualifications (Mandatory)

This section shall identify the personnel proposed for this project and present their qualifications, including experience in Esri Add in tools from ArcMap to ArcGIS Pro migrations and their availability to provide services for this project. The Respondent shall demonstrate that they have adequate personnel available to meet the demands of this project within established deadlines.

TAB F. Project Approach (Mandatory)

This section shall describe the Respondent’s strategy and methods that will be used in the performance of services as outlined in the Scope of Work of this solicitation, as well as a schedule for completion of the tasks necessary to complete this work within the term.

1. Technical Services/Approach/Demonstration of Understanding

Respondents shall submit a response detailing how the tasks identified in this RFP will be accomplished and explain why the Respondent is most qualified to provide these services.

The response shall include an overview of the proposed approach and demonstrate an understanding of FWC’s goals and objectives. Responses should include innovative ideas for accomplishing the tasks in the Scope of Work. Respondents shall also include the following:

a. Approach or plan for providing deliverables:

The Respondent shall propose a methodology for producing the plan. The methodology should demonstrate an understanding of the project and its objectives.

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 8 of 45

b. Proposed plan:

List proposed plan elements, organization and content (include examples and/or templates). Elements should include, but are not limited to, those listed below in the

Scope of Work.

2. Management Experience and Ability

a. Demonstrated experience with governmental clients;

b. Successful application of management techniques;

c. Educational level of professional and technical staff;

d. Applicable certifications and continuing education credits; and,

e. Overall tenure and experience.

TAB G. Cost Sheet (Mandatory) — Attachment D

The Respondent shall provide a fixed price cost for ArcMap to ArcGIS Pro conversions for the initial year and an hourly fee schedule for subsequent Technical Support for the initial year and each renewal year on the Cost Sheet provided as Attachment D. The prices must include all things necessary to complete the project as described in this solicitation and the Respondent’s response hereto. The Cost

Sheet shall be completed in its entirety and returned as part of the RFP response, or the response shall be deemed non-responsive.

TAB H. Addendum (if applicable)

CONFIDENTIALITY/PUBLIC RECORDS LAW

Respondents are cautioned that Florida law generously defines what constitutes a public record and grants broad rights of public access to those records (e.g., section 119.07, F.S.). If a Respondent considers any portion of the documents, data or records submitted in their Response to this solicitation to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida

Constitution or other authority, the Respondent must mark the document as “Confidential.” The

Respondent shall also provide the Commission with a separate PDF redacted copy of its Response and briefly describe in writing the grounds and specific legal citations for claiming exemption from public records law. This redacted copy shall contain the Commission’s solicitation name, number and the

Respondent’s name on the cover and shall be clearly titled “Redacted Copy.” The Redacted Copy should only redact those portions of material that the Respondent claims is confidential, proprietary, trade secret or otherwise not subject to public disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority. If after the notice of intended decision or thirty (30) days after response opening, whichever is earlier, the Commission receives a public record request related to the solicitation, the Commission will provide the Redacted Copy to the requestor. If the Respondent fails to properly indicate any material enclosed in their Response is confidential, the Commission is authorized to produce documents, data or records in their entirety as submitted to the Commission in answer to a public records request. The

Commission will endeavor to provide notice to the Respondent of all public records requests received related to documents provided by the Respondent that were marked pursuant to this paragraph. In no event shall the Respondent hold the Commission or any of its employees or agents liable for disclosing, or otherwise failing to protect the confidentiality of information submitted in response to this solicitation.

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MAILING INSTRUCTIONS

The Contractor shall submit one (1) original and one (1) separate electronic copy (on a flash drive) of their response in a SEALED ENVELOPE addressed to:

Florida Fish and Wildlife Conservation Commission

Attn: Purchasing

1875 Orange Avenue East

Tallahassee, Florida 32301

The envelope shall be plainly marked on the outside with: SOLICITATION NUMBER, DATE AND TIME

OF THE RESPONSE OPENING.

THE COMMISSION IS NOT RESPONSIBLE FOR THE OPENING OF ANY ENVELOPES THAT ARE NOT PROPERLY

MARKED.

PLEASE NOTE: The Commission’s official business hours of operation are 8:00 AM–5:00 PM ET, exclusive of Saturdays, Sundays and state holidays. Selecting delivery services, such as next day first delivery, may result in attempted delivery prior to opening or closing, and the Commission will not be available to accept those deliveries. THE COMMISSION IS NOT RESPONSIBLE FOR LATE SUBMISSIONS DUE TO COMPLICATIONS

RELATED TO SELECTED DELIVERY SERVICES.

SOLICIATION PUBLIC OPENING

The public opening of this RFP will be conducted at the date, time and method specified in the Calendar of

Events (Page 2). RESPONSES RECEIVED AFTER THE SPECIFIED DATE AND TIME WILL BE

REJECTED.

Any person with a qualified disability shall not be denied equal access and effective communication regarding any response documents or the attendance at any related meeting or response opening. If accommodations are needed because of a disability, please contact the Purchasing Section at (850) 488-6551 at least three (3) workdays prior to the opening.

SELECTION AND EVALUATION OF RESPONSES

An evaluation committee consisting of three (3) Commission representatives with collective knowledge and experience related to the solicitation’s program area will independently evaluate and score each

Respondent’s response. The Evaluation Criteria Scoring Sheet (Attachment E) will be used by the evaluation committee to assign scores to all evaluated responses designated as responsive.

Scores will be averaged for all evaluation committee members and ranked by the highest to lowest average score. Respondents must score at least 60 points per work type to be considered for award.

GENERAL EVALUATION CRITERIA

General evaluation criteria include the following:

1. The Commission reserves the right to accept or reject any or all responses received and reserves the right to make an award without further discussion of the responses submitted. Therefore, responses should be initially submitted as outlined in the Mandatory Responsiveness Requirements for

Response Submission and Economy of Presentation sections.

2. Non-responsive responses shall include, but are not limited to, those that:

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 10 of 45

a. are irregular or are not in conformance with the requirements and instructions contained herein;

b. fail to utilize or complete prescribed forms; or

c. have improper or undated signatures.

3. The Commission may waive minor irregularities in the responses received that are merely a matter of form and not substance, and the corrections of which are not prejudicial to other respondents.

A NON-RESPONSIVE RESPONSE WILL NOT BE CONSIDERED.

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Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 11 of 45

EVALUATION SCORING FACTORS

Scoring criteria include:

The following is a summary of evaluation factors with point value assigned to each. These, along with the general requirements, will be used in the evaluation of Respondent responses.

EVALUATION FACTOR

MAXIMUM POINTS

AVAILABLE

Relevant Experience 35

Technical understanding of the project 20

Project approach/methodology 20

Qualifications 15

Cost 10

TOTAL: 100

Points will be awarded on the basis of the following evaluation factors:

1. Relevant Experience (35 points)

The list of past projects will be evaluated based upon scope of the projects and relevance to this RFP.

This experience should include the prior successful migration of natural resource-based GIS tools and large geodatabases with customized Esri add-in’s from ArcMap to ArcGIS Pro and subsequent technical support. Prior experience/understanding of natural resource management data collection standards that apply to the specifics of the data requirements is preferred. Preference will be given to any experience working within the FWC IT infrastructure and those with FWC accounts, login credentials and FWC OIT permissions for change request submittals and publishments.

2. Technical Understanding of the Project (20 points).

Technical Understanding will be evaluated based on Respondent’s presentation of their understanding of the Scope of Work.

3. Project Approach/methodology (20 points)

Project Approach will be evaluated based on the Respondent’s proposed methodology and approach to completing the deliverables within the scheduled time frame (or earlier); and providing needed

Technical Support upon delivery.

4. Qualifications (15 points)

Qualifications will be evaluated based on the Respondent’s presentation of experience and availability of proposed personnel as they relate to the needs of this solicitation; and

5. Cost (10 points)

The evaluation of each Respondent’s cost proposal will be conducted based on the cost formula below.

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The Respondent submitting the lowest cost will receive the maximum points for the cost element of the evaluation. The other respondent's scores will be based on a relative percentage of the dollar amount higher than the lowest cost or price submitted by the lowest priced Respondent.

Formula for Cost Factor:

𝐴 ÷ 𝑁 × (𝐵) = 𝐶

A = Lowest total proposed cost (including renewals)

N = Proposed cost for Respondent under review

B = Number of maximum points awarded for lowest response

C = Score awarded to next lowest cost

NOTE: Each evaluator independently chooses the score based on their own judgment. Failure of the

Respondent to provide any of the information required in their RFP response should result in a score of zero (0) for that element of the evaluation.

POSTING OF RESPONSE TABULATION

Response Tabulation, with recommended award, will be posted electronically as Agency Decisions on the

Department of Management Services Vendor Information Portal as a Public Notice. The Agency Decision may be viewed on the Vendor Information Portal, and will remain posted for a period of 72 hours. Failure to file a protest within the time prescribed in Section 120.57(3)(b), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

Awarded Respondents are instructed not to proceed until a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice is given to the Contractor by the Commission.

A company or person who proceeds prior to receiving a Purchase Order, Formal Written Contract, Lease, Notice to Proceed, or some other form of written notice from the Commission does so without a contract and at their own risk.

Sealed responses, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and Section 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the responses, proposals, or final replies, whichever is earlier.

CONTRACT

The successful Respondent’s response and the Purchase Order shall form the contract between the parties.

In the event there is any disagreement between the documents, the parties shall refer first to the Request for Proposal then to Contractor’s response. The Commission reserves the right to revise the Purchase Order as necessary to meet the requirements of this RFP.

SCOPE CHANGES AFTER CONTRACT EXECUTION

The Commission shall provide written notice to the successful Contractor thirty (30) days in advance of any

Commission required changes to the technical specifications and/or scope of service that affect the successful Contractor’s ability to provide the service as specified herein. Any changes that are other than purely administrative changes will require a change order.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0119/Sections/0119.07.html

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FWC CONTRACT MANAGER

The FWC employee identified as the Contract Manager shall perform the following on behalf of the FWC:

review, verify, and approve receipt of services/deliverables from the Contractor;

• Submit requests for change orders/amendments/renewals, if applicable;

• Review, verify, and approve invoices from the Contractor; and, if applicable, complete the

Certificate of Contract Completion form; and

• Maintain an official record of all correspondence between the Commission and the Contractor and forward the original correspondence to the Procurement Manager for the official file (e.g., renewal letters, vendor name change letter).

DELIVERABLES

The following services or service tasks are identified as deliverables for the purposes of the subsequent

Contract:

a. Performance of all services set forth in the Scope of Work.

b. Submission of all invoicing, supporting documentation, Corrective Action Plans and reports.

LIQUIDATED DAMAGES

If the Contractor fails to complete the work or the conditions of the Purchase Order and/or Change Orders by the completion date, the Commission shall have the right to deduct liquidated damages from any amount due and payable to the Contractor. Liquidated damages shall be assessed in the amount of $100 per calendar day of delay. Exceptions to this provision may be made if a delay is attributable to circumstances that are clearly beyond the control of the Contractor. The burden of proof of unavoidable delay shall rest with the Contractor and shall be supplied in a written form and submitted to the Contract Manager.

AUTHORIZED COMPENSATION

It is understood and agreed that all compensation under this RFP is specifically limited to the Contractor’s response price accepted by the Commission, and to the specific procedure for payment established in this

RFP and the Purchase Order executed pursuant to it. The Commission is not liable for any costs, fees, expenses or any other compensation whatsoever incurred or charged by the Contractor, other than the response price paid for the work specifically described in the Scope of Work, which work is actually accomplished and invoiced by the Contractor subsequent to the Commission’s notice to proceed (or other notice to begin work). Thus, the Commission is not liable for any costs incurred or charged by the Contractor in anticipation of responding to, or performing work described in, this RFP, including but not limited to equipment or personnel procured by the Contractor in anticipation of such work. The Commission is not responsible to the Contractor for any loss or damages resulting from circumstances unforeseen at the time of publication of this RFP including, but not limited to, those resulting from a “force majeure”.

ADDITIONAL LEGAL REQUIREMENT

All corporations seeking to do business with the State shall, at the time of submitting a response, be on file with the Department of State in accordance with provisions of Chapter 607, Florida Statutes; similarly, partnerships seeking to do business with the State shall, at the time of submitting such response, have complied with the applicable provisions of Chapter 620, Florida Statutes. For further information on required filing and forms, please go to the following sites: http://sunbiz.org or http://dos.myflorida.com.

http://www.sunbiz.org/ http://dos.myflorida.com/

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USE OF CONTRACT BY OTHER STATE AGENCIES AND ELIGIBLE USERS

As provided in Chapter 60A-1.045, F.A.C., and Section 287.042(16) F.S., other State of Florida agencies may purchase from the resulting contract of this RFP, provided that the Department of Management

Services has determined the contract’s use is cost effective and in the best interest of the State, and with the Contractor’s consent.

Other State of Florida governmental entities and eligible users may also request of the Contractor to be able to use this contract. If the Contractor agrees to other entities to utilize this RFP contract, such agencies shall coordinate their use of this contract with the Florida Fish and Wildlife Conservation Commission in order to reduce scheduling conflicts.

CONDITIONS AND SPECIFICATIONS

The Respondent is required to examine carefully the conditions and specifications of this RFP and to be thoroughly informed regarding any and all requirements of the conditions and specifications.

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Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 15 of 45

SCOPE OF WORK

FWC 24/25-39

LAND MANAGEMENT INFORMATION SYSTEM ARCGIS PRO MIGRATION AND TECHNICAL

SUPPORT

PURPOSE

The intent of this RFP is to obtain competitive responses for complete migration of the existing FWC Land

Management Information System (LMIS) database modules, and customized Esri add-in tools from Esri

ArcMap to the ArcGIS Pro (including Arc GIS online) environment. Additionally, associated LMIS components that are integral with the existing system will be included such as deployment packages of add-in tools, sync services, web applications, web query pages, updated user guides, and submission of programming codes for the data repository to the FWC Office of Information Technology (OIT). LMIS modules to be migrated during the initial year will include the Area Manager’s Tool (AMT) and TechStaff modules. Upon completion of the migration, the awarded Respondent (Contractor) shall provide technical support to FWC staff to LMIS.

1. BASIC LMIS OVERVIEW

The LMIS system consists of the Area Managers Tool [AMT], Survey & Monitoring Protocols [SaMP], and TechStaff. These components capture detailed data elements associated with land management activities, infrastructure, and survey and monitoring related efforts occurring on FWC managed lands into the centralized databases. The system uses these tools to communicate data elements via deployment packages of add-in tools, sync services, web applications, and web query pages.

Area Managers Tools (AMT)

The AMT tool is used to enter spatial data for all land management related activities and infrastructure occurring on FWC managed lands (currently 52 areas).

Survey and Monitoring Protocols (SaMP) Tool

The SaMP tool is used to enter spatial data for opportunistic observations of plants and wildlife and established survey and monitoring efforts of wildlife and plant species or other monitoring efforts (e.g., water level monitoring, etc.) completed on the various FWC managed areas, as well as select cooperative managed areas.

TechStaff Tool

TechStaff is the data collection and analysis tool that is primarily employed as a monitoring effort that assesses natural community targeted goals every 5 years after land management treatments across the areas that FWC manages. This tool is used to generate random sampling points by natural community, complete data validation, and analyze sampling data.

2. SCOPE OF WORK

Tasks:

Migrate existing LMIS tools from ArcMap to ArcGIS Pro

1) Complete the necessary modifications to the LMIS database to deploy spatial file geodatabases compatible with the ArcGIS Pro environment. Given ESRI no longer supports ArcMap, the migration to ArcGIS Pro is time-sensitive and thus the Contractor will need to have appropriate resources to complete the migration within a six-month period of purchase order issuance, unless an extension is agreed upon by the FWC Project Manager in advance due to unforeseen issues. The AMT module shall take priority over TechStaff; however, modules may be worked on concurrently, separately or codependently. Work shall begin within 10 days of purchase order issuance. (Note: the migration of the

SaMP module is included under a separate contract so will not be included under this contract, but will be included under Technical Support for future years).

2) Configure the customized Esri add in tools to be compatible for use within the ArcGIS Pro environment that will communicate with the various geodatabases and sync to the centralized database.

3) Work with appropriate FWC personnel to provide input or feedback on modules, Esri customized add-ins, deployment packages, and with FWC OIT personnel for sync services and repository.

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 16 of 45

4) Provide monthly summary updates on the status of conversion per module, estimated time left for completion and any impediments to workflow will be stated with each update.

5) Conduct interim demonstrations of Esri add-in tools to gauge completion and/or when clarification is needed on template forms or preferences from FWC staff.

6) Testing of add-in tools will be included/completed by the Contractor before delivery.

7) Feedback from staff will be provided upon delivery in a timely fashion (no more than two weeks) for final changes and acceptance of deliverables.

Technical Support and Enhancements

1) Technical support in resolving any issues with AMT and TechStaff will be immediately provided after the migration from ArcMap to ArcGIS Pro on an as-needed basis. While the migration and technical support of the SaMP module is covered under a separate contract for the initial year, technical support and enhancements of the SaMP module will be included under this contract for future years. Technical support will also include any FWC requested enhancements to the LMIS modules and associated components.

2) When technical support or enhancements are requested by the FWC, the Contractor will be required to submit estimates for completion detailing estimated hours and costs for each request based on the set hourly fee schedule submitted with the Contractor’s RFP response. FWC will then review the estimate for prioritization of the work based on budget availability, and then provide the Contractor approval to proceed for selected requests based on priority and budget availability.

**Note that any subsequent changes or updates made by the Contractor to the LMIS system that interrupt or break existing functionalities and workflows will be corrected by the Contractor at their cost and at no cost to FWC.

FWC RESPONSIBILITIES:

The FWC will be responsible for any, or all of the following, to support completion of the required deliverables as appropriate:

1.) Provide pertinent insight, knowledge, and other available information held by FWC staff as to the existing LMIS as needed to complete tasks outlined in the contract.

2.) Provide guidance or input to the Contractor’s outlined methodology when or as needed to be used in the fulfillment of this contract within the timeline for tasks and deliverables.

3.) Review, test, and approve submittals in a timely manner toward successful completion.

PROPERTY OF THE FWC

All work performed by the Contractor pursuant to this Contract shall be considered works made for hire and shall become the property of the FWC upon completion or termination without restriction or limitation on their use and shall be made available, upon request, to the FWC or the FWC’s Project

Manager (or his/her designee) at any time during the performance of such services and/or upon completion or termination of such services. Upon delivery to the FWC of said document(s) and LMIS programming components, the FWC shall become the custodian thereof in accordance with Chapter

119, Florida Statutes. Upon finalization of any LMIS related programming or updates, the associated programming code shall be uploaded to the to the FWC Office of Information Technology data repository.

The Contractor shall not copyright any material and products or patent any invention developed under this contract, nor offer the programming or any associated LMIS components or coding to other entities.

PAYMENT AND INVOICES:

Payment:

1. The Contractor will be paid upon submission of properly certified invoice(s) to FWC after delivery and acceptance of commodities or contractual services is confirmed in writing by the Commission.

Invoices:

1. Invoices for ArcMap to ArcGIS Pro migrations can be submitted when migration of each module is 75% complete (i.e., working prototype is available for demonstration) and then a final invoice submitted upon FWC approval of final deliverables. Final annual invoices shall be submitted prior to June 15 each year.

2. Hourly payments for technical support and completed enhancements shall be submitted on a bi-monthly or bi-annual basis that is based on the fixed hourly fee schedule provided by the

Contractor and accompanied with supporting documentation to include timesheets. Final annual invoices shall be submitted prior to June 15 each year.

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 17 of 45

ATTACHMENT A

FWC 24/25-39

FLORIDA FISH & WILDLIFE CONSERVATION COMMISSION

PURCHASE ORDER TERMS & CONDITIONS

Last Updated: March 18, 2023

Section 1. PURCHASE ORDER.

A. Composition and Priority.

The Contractor agrees to provide commodities or contractual services to the Commission within the manner and at the location specified in the Purchase Order, and any attachments to the Purchase

Order. These Purchase Order Terms and Conditions, whether generic or specific, shall take precedence over any inconsistent or conflicting provision in the State of Florida, General Contract

Conditions, PUR 1000. Additionally, the terms of the Purchase Order supersede the terms of any and all prior agreements with respect to this purchase.

B. Initial Term.

Unless otherwise specified, the Purchase Order begins on the date of issuance. Contractual services or commodities to be provided by the Contractor shall be completed by the date specified on the

Purchase Order end date.

Section 2. PERFORMANCE.

A. Performance Standards.

The Contractor agrees to perform all tasks and provide deliverables as set forth in the Statement of

Work and attachments to the Purchase Order. The Commission shall be entitled at all times, upon request, to be advised as to the status of work being done by the Contractor and of the details thereof.

Coordination shall be maintained by the Contractor with representatives of the Commission, or of other agencies involved in the project on behalf of the Commission.

B. Performance Deficiency.

If the Commission determines that the performance of the Contractor is unsatisfactory, the

Commission may notify the Contractor of the deficiency to be corrected, which correction shall be made within a time frame specified by the Commission. The Contractor shall provide the Commission with a corrective action plan describing how the Contractor will address all issues of Purchase Order non‐performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or Purchase Order non‐compliance. If the corrective action plan is unacceptable to the Commission, the Contractor will be assessed a non‐performance retainage equivalent to ten (10) percent of the total invoice amount or as specified in the contractual documents.

The retainage will be applied to the invoice for the then‐current billing period. The retainage will be withheld until the Contractor resolves the deficiency. If the deficiency is subsequently resolved, the

Contractor may invoice the Commission for the retained amount during the next billing period. If the

Contractor is unable to resolve the deficiency, the funds retained will be forfeited.

C. Contractor Responsibilities.

The Contractor agrees that all Contractor employees, subcontractors, or agents performing work under the Purchase Order shall be properly trained technicians who meet or exceed any specified training qualifications. Upon request, the Contractor shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the

Purchase Order must comply with all security and administrative requirements of the Commission.

The Commission may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The Commission may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with the Commission’s security or other requirements. Such refusal shall not relieve the Contractor of its obligation to perform all work in compliance with the Purchase Order. The Commission may reject and bar from any facility for cause any of the Contractor’s employees, subcontractors, or agents.

D. Assignment.

The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the

Purchase Order without the prior written consent of the Commission. In the event of any assignment, the Contractor remains secondarily liable for performance of the Purchase Order, unless the

Commission expressly waives such secondary liability. The Commission may assign the Purchase

Order with prior written notice to the Contractor.

Request for Proposal – Revised 3.23.2023 FWC 24/25-39, Page 18 of 45

E. Damages to State Property.

Any damages to state property (e.g., structures, roads, culverts, fences, trees, or other natural resources) caused by the Contractor while working on this project shall be the responsibility of the

Contractor to remedy, as determined by the Commission. The Contractor shall be responsible for the conduct of all Contractor personnel at all times while on the job site.

Should any historical or cultural artifacts be uncovered, the Contractor shall immediately halt work and notify the Commission’s Contract Manager. Please note: The State Archaeologist has the power to halt work if he or she has reason to believe artifacts are being disturbed.

F. Independent Contractor.

The Contractor shall perform as an independent contractor and not as an agent, representative, or employee of the Commission. The Contractor covenants that it presently has no interest and shall not acquire any interest that would conflict in any manner or degree with the performance of services required. Each party hereto covenants that there is no conflict of interest or any other prohibited relationship between the Contractor and the Commission. The Contractor agrees to include this provision in all its subcontracts under the Purchase Order.

G. Commission Rights to Undertake or Award Supplemental Contracts.

The Contractor agrees that the Commission may undertake or award supplemental contracts for work related to the Purchase Order. The Contractor and its subcontractors shall cooperate with such other contractors and the Commission in all such cases.

Section 3. PAYMENT AND FEES.

A. Payment.

The Contractor will be paid upon submission of properly certified invoice(s) to the Commission after delivery and acceptance of commodities or contractual services is confirmed in writing by the

Commission.

B. Invoicing.

Invoices may be submitted electronically to the Commission’s designated Contract Manager, as identified in this Purchase Order. The Contractor acknowledges that the Commission’s Contract

Manager shall reject invoices lacking documentation necessary to justify invoiced expenses.

C. Invoices, Continued.

All invoices shall be processed in accordance with Section. 215.422, Florida Statutes (F.S.), and Rule

69I-24, Florida Administrative Code (F.A.C.), upon receipt of a proper invoice and approval and inspection of goods or services. The Commission shall record the date of receipt of an invoice on the date on which a proper invoice is first received at the place designated by the Commission. Approval and inspection of goods or services shall take no longer than five (5) working days unless the bid specifications, purchase order, or contract specifies otherwise. Invoices must be legible and shall contain the items below in detail sufficient for a proper audit.

• The invoice number

• The date of the invoice

• “Bill To” information,…