REQUEST FOR PROPOSAL PHOTOGRAMMETRY … FOR PROPOSAL PHOTOGRAMMETRY & TAX MAP ... licensed Professional Land Surveyor. ... and implementation of an enterprise-wide Geographic Information

REQUEST

FOR

PROPOSAL

PHOTOGRAMMETRY & TAX MAP

Issuing Agency:

[address]

[address]

[address]

[address]

[address]

For more information contact:

[address]

[address]

[address]

[address]

[address]

[municipality] Tax Map & GIS 2 Request for Proposals

TABLE OF CONTENTS

Page

NOTICE TO RESPONDENTS 4

1.0 INTRODUCTION 5

2.0 ADMINISTRATIVE CONDITIONS & REQUIREMENTS 6

2.1 Proposal Submission Information 6

2.2 Owner Representative [optional] 7

2.3 Interpretations & Addenda 7

2.4 Reference Specifications 7

2.5 Proposal Cost Form 8

2.6 Quantities of Estimate 9

2.7 Cost Liability & Additional Costs 9

2.8 Ownership of Material 9

2.9 Statutory & Other Requirements 10

2.9.1 Business Registration Certificate 10

2.9.2 Certificate of Authorization (COA) 10 2.9.3 Insurance and Indemnification [verify limits] 11 2.9.4 Mandatory Affirmative Action Certification 12

2.9.5 Stockholder Disclosure 12

2.9.6 Non-Collusion Affidavit 12 2.9.7 Debarred, Suspended and Disqualified Bidder Provision 12

2.10 Subcontractors 13

2.11 Compliance with Laws 13

2.12 Multiple Bids Not Allowed 13

2.13 Proposals to Remain Subject to Acceptance 13

2.14 Unbalanced Bidding 14

2.15 Unsatisfactory Past Performance 14

2.16 Availability of Funds 14

2.17 Rejection of Proposals 14

2.18 Failure to Enter Contract 14

2.19 Commencement of Work 14

2.20 Owner’s Consultant Authority [optional] 15

2.21 Time for Completion 15

2.22 Liquidated Damages [optional] 15

2.23 Extension of Time 16

2.24 Termination of Contract 16

2.25 Tax Map Consultant Payment 17


3.0 SCOPE OF WORK 18

3.1 Aerial Photography [optional] 18

3.1.1 Orthophotography 18 3.1.2 Limited Planimetric Mapping 19

3.1.3 Full Planimetric Mapping (Optional Item) 20 3.1.4 Topographic Mapping (Optional Item) 20

3.2 New Computerized Tax Maps 21

3.2.1 Reference Specifications 21 3.2.2 Source Documents 21

3.2.3 Map Construction 23 3.2.4 Pilot Area 26 3.2.5 Geographic Information Systems (GIS) Compatibility 26

3.3 Deliverables 27

4.0 PROPOSAL REQUIREMENTS 29

4.1 Title Page 29

4.2 Table of Contents 29

4.3 Executive Summary 29

4.4 Background 29

4.5 Objectives 30

4.6 Project Approach 30

4.7 Project Work Plan 30

4.8 Project Organization & Staffing 30

4.9 Subcontractors 31

4.10 Key Dates & Deliverables 31

4.11 Assumptions, Exceptions, Alternates & Risks 31

4.12 Cost Proposal 31

4.13 Qualifications Statement 31

4.14 Administrative Documents & Appendices 32

5.0 BASIS FOR SELECTION 33

APPENDIX A – Proposal Cost Form

APPENDIX B – Administrative Forms


NOTICE TO RESPONDENTS

NOTICE IS HEREBY GIVEN that proposals and qualifications are being solicited by

[municipality] to produce aerial photogrammetric products and a new, State certified Tax Map,

spatially referenced to the aerial base. All mapping shall be directly supervised by a New Jersey

licensed Professional Land Surveyor.

The RFP package for this project may be obtained at the following address during regular

business hours (8:30 am to 4:30 pm).

[address]

[address]

[address]

[address]

[address]

Interested respondents shall submit one (1) original and ten (10) bound copies of their proposal,

of which one copy must be unbound for further copying (if necessary). Alternatively,

respondents may submit one (1) unbound original copy accompanied by a CD-ROM containing

a fully compiled, softcopy version of their proposal in Microsoft Word or Adobe PDF format.

The Owner requires that the RFP response be submitted by [date] prior to [time] EST. This is

not a bid and no public reading of the proposals will be held.

[optional]

There is a mandatory pre-proposal meeting scheduled for [date] at [time] EST at the following

location:

[address]

[address]

[address]

[address]

[address]


1.0 INTRODUCTION

The Mayor and administration of the [municipality], [county], New Jersey, hereinafter

referred to as the “Owner”, have initiated a multi-phased effort toward the development

and implementation of an enterprise-wide Geographic Information System (GIS). The

project requested through this Request for Proposal (RFP) is another aspect of the

Owner’s overall plan.

The Owner is soliciting proposals from experienced and qualified firms for the

production of aerial photogrammetric mapping and the development of a new, New

Jersey certified Tax Map, referenced to the aerial base and linked to the existing digital

tax assessment database. The new Tax Map must be developed using a methodology

based in geometric construction, close mathematically, conform to the referenced

regulations, use the digital resources and templates available from the State, and be

approved by New Jersey Treasury Department, Division of Taxation, Local Property

Branch. The project deliverables will serve as the basis of the Owner’s enterprise GIS.

This request for proposal (RFP) document sets forth applicable administrative

requirements, a scope of services, proposal requirements, general conditions and

guidelines to be incorporated in an agreement between the Owner and the firm to be

selected to be responsible for providing for the preparation of the new maps, hereinafter

referred to as the “Tax Map Consultant”.


2.0 ADMINISTRATIVE CONDITIONS & REQUIREMENTS

The following items express the administrative conditions and requirements of this RFP.

Together with the other RFP sections, it will apply to the RFP process, subsequent

contract negotiations, and the project’s production. Any proposed change, modification,

or exception to these conditions and requirements may be a basis for the Owner to

determine the proposal as non-responsive to the RFP and will be a factor in the

determination of an award of a contract agreement. The contents of the successful

Respondent’s proposal, as accepted by the Owner, will become part of any contract

awarded as a result of this RFP.

2.1 Proposal Submission Information

Submission Date & Time: [date] prior to [time] EST

One (1) original & ten (10) bound copies of their

proposal, of which one copy must be unbound for

further copying (if necessary). Alternatively,

respondents may submit one (1) unbound original

copy accompanied by a CD-ROM containing a fully

compiled, softcopy version of their proposal in

Microsoft Word or Adobe PDF format.

Submission Address: [address]

[address]

[address]

[address]

Attention: [contact name]

[contact title]

Section 4.0 of this RFP provides minimal submission requirements. Please

clearly mark the submittal package with the title of this RFP and the name of the

responding firm. The original proposal shall be marked to distinguish it from the

copies. This is not a bid and no public reading of the proposals will be held.

Only those RFP responses received before the submission date and time specified

will be considered. Responses forwarded to the Owner before the submission

date and time specified above may be withdrawn upon written application of the

Respondent. The request must provide evidence showing that the individual is or

represents the principal or principals responsible for the submitted proposal.

After the submission date and time specified above, responses that have been

collected by the Owner must remain firm for a period of sixty (60) days.


2.2 Owner Representative [optional]

The Owner has designated [consultant name], as their GIS Consultant to assist in

the administering of this RFP and oversight of the proposed project work.

The Owner has placed an emphasis on optimizing its resources and enhancing its

internal data management/use through technology. An important consideration of

this project is that the mapping and data deliverables (including intermediate work

products) coordinate and integrate with the Owner’s planned and developing GIS.

The successful Respondent will be required to coordinate its work with the

Owner’s GIS Consultant who will be using the deliverables of this project in

current and subsequent work.

2.3 Interpretations & Addenda

Respondents are expected to examine the RFP with care and observe all specified

requirements. All questions about the meaning or intent of this RFP are to be

directed to the [owner’s primary contact] prior to or at the pre-proposal

conference. Interpretations or clarifications considered necessary by [owner’s

primary contact] in response to such questions will be addressed at the pre-

proposal conference. The Owner will issue an addendum following the pre-

proposal conference highlighting the clarifications made during the discussion.

The addendum will become part of the RFP. Failure of any respondent to receive

such Addenda shall not relieve the respondent from any obligation under the RFP

as submitted.

No questions will be accepted after the date of the pre-proposal conference.

Please direct questions to: [owner’s primary contact]

[address]

[address]

[address]

[address]

Telephone: [telephone number]

Facsimile: [fax number]

2.4 Reference Specifications

The State of New Jersey, Department of Treasury, Division of Taxation

publication entitled, “Tax Maps - Regulations and Standards – updated 2008, or

the latest revisions thereto, shall be considered as an integral part of this project.

In cases of conflicts in these specifications affecting State Certification, the State

regulations shall prevail. Any deviations from the above referenced specifications

must be mutually agreed upon by the Local Property Branch of the Division of

Taxation, the Owner, the designees of the Owner, and the Tax Map Consultant.


The validity and interpretation of each clause and/or part thereof of the referenced

specifications, this document, and of any resulting contract document shall be

governed by the laws of the State of New Jersey.

The digital work performed by the Tax Map Consultant and provided under this

contract shall comply with the Owner’s applicable standards and requirements.

2.5 Proposal Cost Form

For simplicity, the RFP contains a costing sheet. All blank spaces in the Proposal

Cost Form must be filled in ink or by typewriter, and no change shall be made in

the wording or of the items contained therein. If any changes are made, that shall

be cause for the Owner to reject any proposal, in the Owner’s discretion

depending upon the significance of the change. All erasures, interpolations, or

other physical changes in the Proposal Cost Form shall be signed or initialed by

the Respondent.

Subject to the Owner’s right to correct a Respondent’s mathematical totals, a

discrepancy between the word and numeral for a particular item will be resolved

in favor of the word (if applicable). In the event of error in extension of unit

prices bid multiplied by quantities, the unit price bid shall be held, and the Owner

will make the correct extension and insert the corrected total. This corrected total

shall be that which is considered in the overall proposal evaluation (see Section

4.0).

The Proposal Cost Form of an individual must be signed by the individual, whose

signature must be witnessed; and whose business address and any business trade

name must be stated. The Proposal Cost Form of a partnership must state the

names and addresses of all partners, and the partnership business name and

address; and it must be signed by at least one partner, with the signature

witnessed. The Proposal Cost Form of a corporation must show the State of

incorporation and the principal office address, and must be signed by the

President or Vice President, with the corporate seal affixed, attested by the

Secretary or Assistant Secretary. All names must be typed or printed below the

signature. Digital submittals shall include a digital replica of the Proposal Cost

Form complete with a digital signature(s) closely resembling the signature(s) on

unbound hardcopy version.

Prices contained in the proposal are firm for the duration of the Contract.


2.6 Quantities of Estimate

Wherever the estimated quantities of work to be done are shown in any section of

this RFP, including the Proposal Cost Form, they are given for use in comparing

proposals. The Owner especially reserves the right (except as herein otherwise

specifically limited) to increase or diminish the quantities as may be deemed

reasonably necessary or desirable by the Owner to complete the work detailed by

this contract. Such increase or diminution shall in no way violate this contract,

nor shall any such increase or diminution give cause for claims or liability for

damages.

2.7 Cost Liability & Additional Costs

The Owner assumes no responsibility and no liability for costs incurred by

respondents prior to the issuance of an agreement. The liability of the Owner

shall be limited to the terms and conditions of the contract.

Respondents will assume responsibility for all costs not stated in their proposals.

All hourly rates either stated in the proposal or used as a basis for its pricing are

required to be all-inclusive. Additional charges for indirect costs, fees, postage,

licensing, commissions, taxes, travel, subsistence, report preparation,

administrative tasks, administrative and clerical support, overhead, etc., are not to

be billed and will not be paid.

2.8 Ownership of Material

The Owner shall retain all of its right, title and interest in and to any and all

documents and property furnished by the Owner to the Tax Map Consultant, for

the purpose of assisting the Tax Map Consultant in the performance of this or any

resulting contract. All such items shall be returned immediately to the Owner at

the expiration or termination of the work or completion of any related services,

pursuant thereto, which ever comes first. None of such documents and/or

property shall be disclosed to others or used by the Tax Map Consultant or

permitted by the Tax Map Consultant to be used by third parties at any time

except in the performance of the resulting contract without the written consent of

the Owner.

Ownership of all data, materials and documentation originated and prepared for

the Owner pursuant to this contract shall belong exclusively to the Owner. All

service engagements under this contract are considered “work for hire”. All data,

reports, computerized information, programs and materials related to this project

shall be delivered to and become the property of the Owner upon completion of

the project. The Tax Map Consultant shall not have the right to use, sell, or

disclose the total of the interim and final work products, or make available to third

parties, without the prior written consent of the Owner. All information supplied

to the Owner shall be supplied on CD-ROM media compatible with the Owner’s

computer operating system and GIS Enterprise.


2.9 Statutory & Other Requirements

The following provisions shall be applicable to this RFP and be made a part of the

Respondent’s response. Digital submittals shall include a digital replica of the

forms associated with the following items complete with a digital signature(s)

closely resembling the signature(s) on unbound hardcopy version.

2.9.1 Business Registration Certificate

On June 28, 2004, Governor James E. McGreevey signed a bill into law

(Laws of 2004 - S-1778) which expands the NJ State Business

Registration to local and county governments.

Effective September 1, 2004, all companies who desire to enter into a

contract with a county or municipality must register and obtain a

“Business Registration Certificate” issued by the NJ Department of

Treasury, Division of Revenue. The law defines a “Business

Organization” as individual, partnership, association, joint stock company,

trust, corporation or other legal business entity or successor thereof.

Under the bill, there are no exceptions for any vendors providing goods or

services, professionals, Tax Map Consultants, or subcontractors to provide

a copy of their business registration in response to a proposal solicitation

at the time a proposal is submitted or before the issuance of a purchase

order or other contracting document. Non-compliance when submitting

any bid or RFP will be subject to audit comment, recommendation and

corrective action. It shall be the Respondent’s responsibility to inform

their subcontractors of this requirement.

2.9.2 Certificate of Authorization (COA)

Please be advised that any corporation (except a professional service

corporation established pursuant to the Professional Service Corporation

Act, N.J.S.A. 14A:17 et seq.), offering or providing professional

engineering and/or land surveying services in the State of New Jersey

must obtain a Certificate of Authorization (COA) from the State Board of

Professional Engineers and Land Surveyors to perform these functions.

Once your COA application has been approved, you will be issued a

Certificate number, and that certificate number must also be indicated in

your Title Block. Any corporation offering or providing said services

without the requisite COA is in violation of N.J.S.A. 45:8-56.

The Respondent’s proposal shall include either a copy of their COA (if

applicable) or a statement identifying that the COA requirement is not

applicable.


2.9.3 Insurance and Indemnification [verify limits]

The Tax Map Consultant shall obtain and maintain during the life of the

Contract the following Insurance requirements. Evidence of insurance

shall be provided as a condition of award of contract.

Worker’s Compensation and Employer’s Liability Insurance. This

insurance shall be maintained in force during the life of this contract by

the respondent covering all employees engaged in performance of this

contract in accordance with the applicable statute. Minimum Employer’s

Liability $500,000.

Professional Liability Insurance/Errors and Omissions. This insurance

shall have limits of not less than $1,000,000 per claim and $2,000,000

aggregate for claims arising out of Professional Services provisions under

this Contract. Upon termination of the Contract, the Tax Map Consultant

shall present evidence of an extended reporting period to provide coverage

for claims for a period of three (3) years from the date of termination.

General Liability Insurance. This insurance shall have limits of not less

than $1,000,000 any one person and $1,000,000 any one accident for

bodily injury and $1,000,000 aggregate for property damage, and shall be

maintained in force during the life of this contract by the respondent.

Automobile Liability Insurance. This insurance covering the respondent

for claims arising from owned, hired and non-owned vehicles with limits

of not less than $500,000 any one person and $500,000 any one accident

for bodily injury and $500,000 each accident for property damage, shall be

maintained in force during the life of this contract by the respondent.

Certificates of the Required Insurance. Certificates as listed above shall

be submitted along with the contract as evidence covering Comprehensive

General Liability, Comprehensive Automobile Liability, and where

applicable, necessary Worker’s Compensation and Employer’s Liability

Insurance. Such coverage shall be with acceptable insurance companies

operating on an admitted basis in the State of New Jersey and shall name

the Owner and [owner’s representative] as an additional insured.

Indemnification. The successful respondent will indemnify and hold

harmless the Owner and [owner’s representative] from all claims, suits or

actions and damages or costs of every name and description to which the

Owner or [owner’s representative] may be subjected or put by reason of

injury to the person or property of another, or the property of the Owner or

[owner’s representative], resulting from negligent acts or omissions on the

part of the respondent, the respondent’s agents, servants or subcontractors

in the delivery of materials and supplies, or in the performance of the work

under this agreement.


2.9.4 Mandatory Affirmative Action Certification

No firm may be issued a contract unless it complies with the Affirmative

Action requirements of P.L. 1975, C.127. The Successful Respondent

must submit, within seven (7) days after the receipt of the notice of intent

to award the contract or the receipt of the contract, one of the following:

1. A photocopy of a valid letter for an approved Federal Affirmative

Action Plan (good for one (1) year from the date of the letter), or

2. A photocopy of an approved Certificate of Employee Information

Report, or

3. If the respondent has none of the above, the public agency is required

to provide the vendor with an initial Affirmative Action Employee

Information Report (AA-302)

2.9.5 Stockholder Disclosure

Chapter 33 of the Public Laws of 1977 provides that no corporation or

partnership shall be awarded any contract for the performance of any work

of the furnishing of any materials of supplies, unless, prior to the receipt of

the proposal or accompanying the proposal of said corporation or

partnership, there is submitted a statement setting forth the names and

addresses of all stockholders in the corporation or partnership who own

ten (10) percent of more of its stock of any class, or of all individual

partners in the partnership who own a ten (10) percent or greater interest

therein. The Respondent is required to complete and submit the disclosure

that is included in this RFP (see Appendix B).

2.9.6 Non-Collusion Affidavit

The Non-Collusion Affidavit, which is part of this RFP (see Appendix B),

shall be properly executed and submitted with the RFP response.

2.9.7 Debarred, Suspended and Disqualified Bidder Provision

The Respondent shall submit with its RFP response a sworn statement,

which is part of this RFP (see Appendix B), signed by an officer or partner

of the Respondent’s firm, indicating whether or not the Respondent is, at

the time of the proposal, included on the State Treasurer’s List of

Debarred, Suspended, or Disqualified Bidders.


2.10 Subcontractors

The Owner will consider the Successful Respondent identified as the Prime

Contractor to be the sole point of contact with regard to contract matters. The

Prime Contractor will be required to assume sole responsibility for delivery of all

services.

The Prime Contractor will not be permitted to substitute for Subcontractors,

which are shown on the list submitted with the RFP response, without first

obtaining prior written approval from the Owner.

2.11 Compliance with Laws

The Tax Map Consultant shall provide the Owner with professional

photogrammetric and land surveying services in all aspects of the Work to which

the resulting Contract applies. Any agreement entered into between the

Successful Respondent and the Owner must be in accordance with and subject to

compliance by both parties with the Local Public Contracts Law of New Jersey

and the specific provisions of N.J.S.A. 40A: 11-5(a) thereof pertaining to

professional services. The Successful Respondent must agree to comply with the

non-discrimination and all other laws and regulations applicable to the

performance of services thereunder. The Successful Respondent will be required

to sign and acknowledge such certificates as may be required by this section.

The Successful Respondent shall be responsible for obtaining and maintaining

any applicable permits or licenses from any government entity that has

jurisdiction to require the same. All proposals shall include this cost (if

applicable).

2.12 Multiple Bids Not Allowed

More than one bid from an individual, a firm or partnership, a corporation or

association under the same or different names shall not be considered.

2.13 Proposals to Remain Subject to Acceptance

RFP responses shall remain open for a period of sixty (60) calendar days from the

stated submittal date. The Owner will either award the Contract within the

applicable time period or reject all proposals.

The Owner may extend the decision to award or reject all proposals beyond the

sixty (60) calendar days when the bids of any Respondents who consent thereto

may, at the request of the Owner, be held for consideration for such longer period

as may be agreed.


2.14 Unbalanced Bidding

It is the intention of the Proposal Cost Form contained in this RFP to permit

Respondents to recite a fair price to furnish the various professional work tasks.

It is also the intention of the Proposal Cost Form contained herein to allow the

Owner to not sustain a cost for labor and materials above a fair price. Any Bid,

which in the opinion of the Owner or [owner’s representative] is unbalanced,

may be rejected.

2.15 Unsatisfactory Past Performance

Proposals received from Respondents who have previously failed to complete

contracts within the time scheduled therefore, or who have performed prior work

for the Owner in an unacceptable manner, may be rejected.

2.16 Availability of Funds

Pursuant to statutory requirements, any contract resulting from this RFP shall be

subject to the availability and appropriation of sufficient funds by [governing

body]. Continuation of the terms of this contract beyond the fiscal year is

contingent on availability of funds in the following year’s budget. In the event of

unavailability of such funds, the Owner reserves the right to cancel this contract.

2.17 Rejection of Proposals

The Owner reserves the right to reject any or all proposals, or to reject any

proposals if the evidence submitted by, or investigation of such Respondent fails

to satisfy the Owner that such Respondent is properly qualified to carry out the

obligations of the RFP and to complete the work contemplated therein.

Proposals that are incomplete, conditional, or obscure, or which contain additions

not called for, erasures, alterations, or irregularities of any kind, may be rejected

as informal. The Owner, however, reserves the right to waive any informality in

the RFP.

2.18 Failure to Enter Contract

Should the Respondent, to whom the contract is awarded, fail to enter into a

contract within fourteen (14) days, Sundays and holidays excepted, the Owner

may then, at its option, accept the proposal of another Respondent.

2.19 Commencement of Work

The Successful Respondent agrees to commence work on the project within

fourteen (14) calendar days from the date the written “Notice to Proceed” is

issued by the Owner or [owner’s representative].


2.20 Owner’s Consultant Authority [optional]

All order and directions contemplated under the Contract Documents and relative

to the execution of the Work shall be subject to concurrence by the Owner’s GIS

and Project Management Consultant, [owner’s representative].

[owner’s representative] shall determine the amount, quality, acceptability, and

fitness of the several kinds of work and deliverables that are to be paid for under

this Contract and shall decide all questions that may arise in relation to said work.

[owner’s representative’s] estimates and decisions shall be final and conclusive,

except as herein otherwise expressly provided. In case any question shall arise

between the parties hereto relative to said Contract Documents, the determination

or decision of [owner’s representative] shall be a condition precedent to the right

of the Tax Map Consultant to receive any money or payment for work under this

Contract affected in any manner or any extent by such questions.

2.21 Time for Completion

It is hereby understood and mutually agreed, by and between the Respondent and

the Owner, that the date on which the work shall be substantially complete as

specified in the Contract is an essential condition of this contract. The

Respondent shall include in the proposal a Project Work Plan (see Section 4.0)

that identifies the project schedule, project milestones, and proposed project

duration. The Respondent agrees that said Work shall be prosecuted regularly,

diligently, and uninterruptedly at such rate of progress as will ensure full

completion thereof within the proposed time.

2.22 Liquidated Damages [optional]

The Respondent unconditionally guarantees to substantially complete the Work

within the proposed project schedule, or within the time as extended in

accordance with the provisions of these administrative conditions. For the

purposes of this project, the date of submittal of the fully completed tax map for

State review will be the reference milestone.

In case the Tax Map Consultant fails to complete the contracted Work that is

satisfactory and acceptable to [owner’s representative] within the project

schedule, then the Tax Map Consultant shall and will pay to the Owner for each

and every calendar day determined to be in default, the following sums, which are

agreed upon, fixed and determined by the parties hereto to be liquidated damages,

and not a penalty:

[damage amount] for each calendar day beyond the project completion

Contract Time Limits

The Owner shall recover said damages by deducting the amount thereof out of

any money which may be due or to become due the Tax Map Consultant, or by an


action of law against the Tax Map Consultant.

2.23 Extension of Time

The Owner shall have the right to defer the beginning, or to suspend the whole or

any part of the work herein specified to be done whenever:

In the opinion of [owner’s representative] it may be necessary or

expedient for the Owner to do so.

The Respondent is delayed in the completion of the Work by any act or

neglect of the Owner or [owner’s representative], or by any employee of

the Respondent or any Subcontractor employed by the Respondent.

Changes are ordered in the Work caused by strikes, lockouts, fire, unusual

delay by common carriers, or unavoidable casualties.

Any cause deemed by [owner’s representative] to be beyond the Tax Map

Consultant’s control.

Any cause that [owner’s representative] shall decide to justify the delay.

2.24 Termination of Contract

If, through any cause, the Tax Map Consultant shall fail to fulfill in a timely and

proper manner obligations under this Contract or if the Tax Map Consultant

violates any requirements of this contract, the Owner shall thereupon have the

right to terminate this contract by giving written notice to the Tax Map Consultant

of such termination at least thirty (30) days prior to the proposed effective date of

termination, Such termination shall relive the Owner of any obligation for

balances to the Tax Map Consultant of any sum or sums set forth in the contract.

Notwithstanding the above, the Tax Map Consultant shall not be relieved of

liability to the Owner for damages sustained by the Owner by virtue of any breach

of the contract by the respondent and the Owner may withhold any payments to

the Tax Map Consultant for the purpose of compensation until such time as the

exact amount of the damage due the Owner from the Tax Map Consultant is

determined.

The Tax Map Consultant agrees to indemnify and hold the Owner and [owner’s

representative] harmless from any liability to subcontractors/suppliers concerning

payment for work performed or goods supplied arising out of the lawful

termination of the contract by the Owner under this provision.

In case of default by the Tax Map Consultant, the Owner may procure the articles

or services from other sources and hold the successful respondent responsible for

any excess cost occasioned thereby.


2.25 Tax Map Consultant Payment

Payment of progress payments will be made upon the submission by the Tax Map

Consultant to the Owner of an invoice on a form prescribed by the Owner.

Invoices may be submitted on a monthly basis and shall specify, in detail, the

periods for which the progress payments are claimed, the services performed

during the prescribed period and the amount claimed.

The Owner or [owner’s representative] will review each Tax Map Consultant

submittal and may withhold all or part or, on account of subsequently discovered

evidence, nullify the whole or a part of any certificate to such extent as may be

necessary to protect the Owner from loss because of:

Deliverables not complying with the project specifications;

Claims filed or responsible evidence indicating probability of filing claims;

Failure of the Tax Map Consultant to make payments properly to

subcontractors or for material or labor;

A reasonable doubt that the Contract can be completed for the balance then

unpaid; or

Damage to another Tax Map Consultant, agency, governing body,

corporation, or person.

When the above grounds are removed, payment for amounts withheld because of

them will be recommended for payment by the Owner.


3.0 SCOPE OF WORK

The Owner is seeking a Consulting Firm to provide Professional Photogrammetry and

Land Surveying services for aerial photogrammetric and tax mapping. The Owner

specifically requests the development of a new, New Jersey certified Tax Map,

referenced to recently acquired aerial photography and linked to the existing digital tax

assessment database.

3.1 Aerial Photography [optional]

The project’s scope identifies three (3) levels of photogrammetric services:

Color Digital Orthophotography at [map scale] final map scale

Planimetric Mapping at [map scale] final map scale

Topographic Mapping at a [contour interval] contour interval

Planimetric mapping, topographic mapping, and orthophotography shall be based

on the North American Datum 1983 (NAD83) and North American Vertical

Datum 1988 (NAVD88), feet.

The aerial survey must be performed and meet requirements of the Local Property

Branch of the Division of Taxation, hereinafter referred to as the “Branch”, as

outlined in the tax map regulations, as well as the American Society of

Photogrammetry and Remote Sensing (ASPRS Class 1) standards.

Alternate methods to meet or exceed the accuracy requirements outlined in this

section may be submitted, but the methods must be described in detail including

the anticipated horizontal and vertical accuracy.

3.1.1 Orthophotography

The Respondent’s RFP response shall include a detailed description

regarding the production of the required orthophotography. The digital

orthophotos shall not contain scale lines and mismatched imagery that

interfere with the interpretability of ground features or that are

aesthetically objectionable. Mismatches exceeding the specified ASPRS

Class 1 standards for this scale of photography are unacceptable and will

be cause for rejection. Other defects that could cause rejection include

out-of-focus imagery, dust marks, scratches, and inconsistencies in tone

and density between individual orthophotos and (or) adjacent map sheets.

Each file shall be radiometrically corrected to match its adjacent

orthophoto neighbors as closely as possible.

The Respondent’s RFP response shall address applicable issues involved

with the production of the digital orthophotography, including the

approximate number of tiles and their size. The method for viewing the


orthophotos should be discussed, considering the speed and capacities of a

typical personal computer. The Respondent shall clearly state the spatial

accuracy and deliverable format(s) of the orthophotos in its proposals.

Final pixel resolution of the digital orthophotos shall be 0.25 feet. The

Tax Map Consultant shall provide the Owner with the digital elevation

model (DEM) used to produce the topography as a deliverable.

The Tax Map Consultant shall submit a pilot area of four (4) contiguous

orthophoto tiles for review to [owner’s representative] for approval.

3.1.2 Limited Planimetric Mapping

The Owner is requesting the compilation of planimetric features to

augment the Tax Map construction. For the purposes of the RFP, the

Owner requests a price for “limited” planimetric mapping. The

Respondent shall clearly define the features proposed for planimetric

collection in their response. Those features shall be those typically

captured in projects of this nature including, but not limited to:

Alleys

Buildings

Fences

Curbs

Street Centerlines

Railroads

Water Courses

Bridges

Power Lines

Obscured Areas

The mapping shall meet the applicable standards at the compilation scale.

The Respondent’s RFP response shall address applicable issues involved

with the production of the planimetric mapping. Field editing will not be

required under this contract. However, the Respondent shall identify the

anticipated rate of capture for each feature proposed for collection.

While the planimetric features will not be processed to create GIS data

under this project, the Tax Map Consultant shall capture the data to be GIS

“process-ready.” The Owner’s intention is that all data captured as part of

this project will be capable of being processed through typical GIS feature

development techniques with minimal to no editing of the source CAD

data.

At a minimum, the following shall apply:

A point entity shall be captured as a point at its spatial location,

attributed with descriptive text (if necessary) directly associated


with that point, and graphically shown as a symbol (if necessary);

Line entities that are shown as continuous shall be continuous, or

connected if constructed of a series of line segments, and displayed

by a line style (if necessary). Line entities shown as a series of

unconnected line segments separated with spaces to display dashed

line are not acceptable;

Three (3) dimensional polylines and ellipses are not acceptable;

Entities shown as polygons shall be either a series of connected

lines or a closed polylines;

Each planimetric tile (digital file) shall have the same scope of

layers even if no information is collected on all layers;

Entities shall be constructed such that when a single layer is

isolated, it shows a complete representation of that entity. In some

cases, coincident linework or linework placed on a “hidden” or “no

plot” layer specific and isolated to that entity may be needed; and

Entities shall edge-match between tiles.

Prior to the start of work, the Tax Map Consultant shall submit a sample

CAD file to confirm that the file conforms to the State and Owner

standards.


tiles for review to [owner’s representative] for approval prior to full scale

production.

The Tax Map Consultant shall supply one (1) set of mylar plots with the

submission of the digital planimetric data.

3.1.3 Full Planimetric Mapping (Optional Item)

The Owner is requesting the Respondent to provide an optional cost for

the production of “full” planimetric mapping. The Owner defines “full”

planimetric mapping as items beyond that which the Respondent feels is

required to complete the tax mapping work and typical to planimetric

mapping of urban areas. The Respondent shall clearly define the scope of

features proposed for “full” planimetric collection in their response.

If enacted by the Owner, this option will include the requirements

specified in Section 3.1.2 of the RFP. The cost for this item on the

Proposal Cost Form shall be presented as an incremental (added) cost to

the “limited” planimetric mapping item.

3.1.4 Topographic Mapping (Optional Item)

The Owner is requesting the Respondent to provide an optional cost for

the production of topographic mapping for the entire extent of the Owner.


The contour interval for the mapping shall be one (1) foot. In addition to

the contours, the Tax Map Consultant shall provide the Owner with the

digital terrain model (DTM) used to produce the topography as a

deliverable.

Similar to the planimetric mapping, the Tax Map Consultant shall capture

the topography to be GIS “process-ready.” The Owner’s intention is that

all data captured as part of this project will be capable of being processed

through typical GIS feature development techniques with minimal to no

editing of the source CAD data. For example, the Respondent shall

propose a strategy such that breaks placed in contours to avoid over-plot

with elevation values will be connected to support GIS processing of

continuous contour lines. All of the considerations of the planimetric

mapping specifically stated and implied are applicable to the topographic

mapping.

Prior to the start of work, the Tax Map Consultant shall submit a sample

CAD file to confirm that the file conforms to the State and Owner

standards.


tiles for review to the Owner or [owner’s representative] for approval.

The Tax Map Consultant shall supply one (1) set of mylar plots with the

submission of the digital topographic data.

3.2 New Computerized Tax Maps

3.2.1 Reference Specifications

It is the Owner’s intent for the Tax Map Consultant to construct a new Tax

Map and submit it to the State for full certification as a new Tax Map

(rather than a revaluation approval). The new Tax Map must be

developed using a methodology based in geometric construction, close

mathematically, conform to the referenced regulations, and be approved

by the Branch. Their publication entitled, “Tax Maps - Regulations and

Standards – updated 2008, or the latest revisions thereto, shall be

considered as an integral part of this project.

3.2.2 Source Documents

The base map shall be prepared from accurate information obtainable at

the following locations or other locations as needed:

New Jersey Department of Transportation

New Jersey Division of Taxation


County Clerk’s Office

Local Utilities

Municipal Files

The Owner will rely upon the Tax Map Consultant to request, review, and

implement the sources to complete the Work described herein. Prior to

the proposal submittal date, the Owner will make a sampling of the project

sources available for review including, the current tax maps, prior tax

maps, historical maps, plottings in the Owner’s files, filed maps (Owner

and County files, the tax assessment data, digital parcel base from a

previous effort, and parcel deeds.

It shall be the responsibility of the Tax Map Consultant to obtain, copy,

and/or purchase required information to complete the mapping specified

herein. Information supplied to the Tax Map Consultant by the Owner

will be made available at [owner’s location]. The Tax Map Consultant

may temporarily remove the information for reproduction purposes,

however all material must be returned within five (5) working days. The

Tax Map Consultant is responsible for the security and safe return of all

information so received as part of the requirements for completion of the

work. Please reference Section 2.8 “Ownership of Material”.

The Respondent shall detail their proposed level of effort regarding

research for the Tax Map construction. The Owner will provide access,

within reason and at no cost to the Tax Map Consultant to the available

information on file within the Owner and needed by the Tax Map

Consultant to complete the Work described herein.

The Tax Map Consultant shall review the available information and

project its needs in advance, as much as possible, to allow adequate

scheduling by the Owner to meet a request in a timely manner. Project

schedule extensions resulting from miscommunication will not be granted.

The Owner will provide one (1) complete set of prints of the existing Tax

Maps (approximately [number] sheets) and one (1) electronic database of

the current tax assessment database. The digital tax assessment file will

be a MS Access database (MDB) and be a subset of the full assessment

data (approximately [number] line items) and contain Block/Lot

designations, ownership, additional lots, and other information needed for

the development of the Tax Map.

While it is believed that the information on file is current, the Owner does

not represent that this information is without error. The Tax Map

Consultant is required to identify and alert the Owner of any discrepancies

or conflicts uncovered and provide a sound solution in a timely manner.

The Owner will furnish information to the best of its ability on


municipally owned parcels and ordinances relating to easements, land

acquisitions, vacated streets, street widenings, property purchases and

foreclosures, as required.

3.2.3 Map Construction

The Owner is undertaking this project to establish a firm cadastral

framework upon which the Owner can build its Enterprise GIS. The

Owner understands that the existing Tax Map is not without problems that

need to be addressed. The Respondent is encouraged to review the current

Tax Map in detail prior to submitting a proposal. The Respondent’s

proposal shall include a detailed description of its methodology for

constructing the Owner’s new Tax Map. The Owner notes that the

requested work is not a survey of every property nor a GIS parcel mapping

project. Proposals for scanning, rubbersheeting, and tracing will not be

accepted.

While it has been clearly stated that it is the expectation of the Owner to

receive a Tax Map that meets or exceeds the standards of the Branch and

common New Jersey Land Surveying practices, the following bullets

highlight important points for the Respondent to consider, but are not

meant to be all inclusive.

[verify these for complete accuracy]

The Tax Map construction shall be under the direct supervision of

a New Jersey licensed Professional Land Surveyor. The

supervising Surveyor shall be physically located at the site where

the tax map is produced.

Tax Map information shall be input into a computer utilizing a

commercially available computer drafting package.

Each new Tax Map sheet shall be constructed full scale and

georeferenced to the New Jersey State Plane Coordinate NAD83

and in accordance with the regulations and/or as mutually agreed

to by the Branch, the Owner, its Consultant, and the Tax Map

Consultant.

The new Tax Maps shall be geographically and spatially oriented

to the compiled planimetric and orthographic survey data both

graphically and by established and known ground survey control

points.

The new Tax Map will require a new sheet layout. The Owner will

review the Tax Map Consultant’s proposed sheet layout prior to

the commencement of Work by the Tax Map Consultant. Where

possible, the new Tax Map sheet layout shall position north to the

top of the sheet.


The Owner’s current Tax Map does not display all easements. The

Tax Map Consultant will be required to display the easements

currently on the Tax Map and those needed to show access to land-

locked parcels based on the Branch’s specifications. It is the

Owner’s intention and expectation to minimally meet the

requirements of the Branch regarding easements.

The Owner’s current Tax Map does not display all of the features

required in the Branch’s specifications. The Respondent shall

provide a description of the features proposed for the new Tax

Map, referenced to the Branch’s specifications, complete with an

estimate of the Owner’s responsibilities for documentation and

assistance.

All lettering shall meet or exceed State requirements.

The Owner’s current Tax Map contains alphanumeric Block and

Lot numbers. Thus, new Block and Lot numbers shall be assigned

in conformance with the Branch’s specifications. The Tax Map

Consultant’s numbering strategy shall be reviewed and approved

by the Owner prior to submission to the Branch for approval.

The Tax Map Consultant shall supply a digital database (MS

Access format) and bound correlation book to the Owner showing

the relationship of new Block and Lot numbers to the current

Block and Lot numbers and vice-versa.

The Owner’s digital tax assessment database contains a variety of

information in the additional lots fields, including legitimate lots,

duplicate lot numbers, and descriptive text. The Owner’s GIS

Consultant will pre-process the tax assessment database for the

Tax Map Consultant. The goal is to address these issues, however

not all of the problems may be completely resolved.

For each new Tax Map sheet, the Tax Map Consultant shall

provide a digital database (MS Access Format) containing the

correlation between the digital tax assessment data and the block

and lots spatially illustrated on the digital drawing. Unreconciled

items shall be clearly designated. A method to determine

discrepancies between the current Tax Map and the Owner’s tax

assessment data shall be submitted to the Owner for approval prior

to the start of Work.

The Owner has approximately [number] condominiums. The

current Tax Map does not show any of the condominiums.

Condominium, co-op apartments, townhouses, etc., shall be

identified on the separate Tax Maps, as provided in the Branch’s

regulations or as modified because of the availability of data.


All “exempt” properties and public facilities shall be identified on

the Tax Maps by name and/or function in accordance with the

Branch’s regulations.

All lots of equal to or greater than one (1) acre shall be calculated

and annotated with acreage on the Tax Map.

Tax map preparation shall be in such a way that all different types

of lines and text are placed on separate layers. The Tax Map

Consultant shall use the digital resources available from the State

as a template for the CAD files. The Tax Map Consultant shall

submit a CAD file sample to the Owner or [owner’s

representative] at the start of the project to confirm compliance

with the State standards.

Layering shall be the same for all tax map sheets with each sheet

containing the full layer set even though some layers may be void

of data.

The digital drawings shall be capable of assemblage into a

seamless map of the entire Owner with no gaps or overlaps. All

lots will be mathematically closed polygons.

The assembled digital map shall not contain any duplicate

linework (i.e. no lines on top of lines). All intersecting lines shall

be snapped to within 0.01 feet. There shall be no undershoots or

overshoots, and all short line segments shall be deleted.

All curves including those along street centerlines shall be true

curves. All straight lines between lot corners shall consist of a

single line segment with no intermediate nodes. All property

boundaries shall be broken at lot line intersections.

The Tax Map Consultant shall submit a written report detailing the

process by which the spatial backbone was constructed,

dimensional inaccuracies were resolved, and research was

supplied. The report shall be signed by the Tax Map Coordinator,

include an assessment of spatial accuracy of the overall Tax Map,

and serve as a resource for the Owner to support subsequent Tax

Map maintenance.

The Tax Map Consultant shall be responsible for normal

maintenance to the Tax Map during the project up until two (2)

months prior to the actual submittal of the fully completed Tax

Map to the State for their review.

Areas containing dimensional and/or other conflicts shall be documented

and the Owner advised accordingly. A method to determine and illustrate

dimensional discrepancies electronically shall be submitted to the Owner

for approval; together with appropriate tolerances. The Owner will host


monthly progress meetings where a list of these discrepancies shall be

reviewed. When the discrepancy cannot be resolved, the notation to be

placed on the Tax Map shall be submitted to the Owner for approval prior

to placement on the Tax Map.

The final Tax Map; together with staged submissions, shall be submitted

in both a digital and analog format. Digital submissions shall comply with

current State standards and guidelines. The Tax Map Consultant shall

provide a digital file for each individual drawing deliverable with

capabilities of being individually edited, viewed, and plotted. Analog

submissions to the Owner shall be submitted on printed bond and mylar

media as designated herein.

The completed project will be reviewed and approved by the Owner prior

to final submission to the State for their certification. Sheets that require

editing, both minor and major, shall be corrected by the Tax Map

Consultant and resubmitted to the Owner for approval. The cost for all

work associated with the entirety of the editing process shall be included

in the Respondent’s proposal.

Official acceptance of the new, computerized Tax Maps by the Owner

shall not be considered valid until each map has been stamped as

“approved” and certified by the Branch.

3.2.4 Pilot Area

A Pilot Area will be designated at the project kick-off meeting and will

include no less than four (4) contiguous Tax Map sheets. This area shall

be completed and submitted to the Owner, representing the methods and

standards used to develop the final Tax Map deliverable. All

photogrammetric elements shall be included in this pilot area and subject

to the timeline as proposed in the Respondent’s Project Work Plan (see

Section 4.0).

The Owner must approve the structure and methods of accomplishment

for the Pilot Area, prior to giving the Tax Map Consultant authorization to

proceed with the remaining project production. This approval to proceed

will in no way override the requirement that the new Tax Map shall meet

or exceed the requirements of the Branch.

3.2.5 Geographic Information Systems (GIS) Compatibility

The Owner is not requesting any GIS data development under this RFP.

It is the Owner’s intention to use the individual, digital CAD deliverables

for the planimetric mapping, topographic mapping (optional), and Tax

Map files as a basis for their GIS data construction and maintenance.

Thus, the Tax Map Consultant shall develop the digital data such that it


will be capable of being processed through typical GIS feature

development techniques, for both linework and attribute data, with

minimal to no editing of the source CAD data, translation, or other

manipulation.

The Owner requires that the Tax Map Consultant coordinate its production

methodology with the Owner’s GIS Consultant, [GIS consultant], to

ensure this requirement is met. As part of the Owner’s internal project

QA/QC, [GIS consultant] will use the newly created digital data to create

the Owner’s GIS framework.

3.3 Deliverables

The following are established as minimum deliverables for the proposed project.

Please see the appropriate administrative (e.g., Section 2.8) and technical sections

of the RFP for full detail.

Mylar plots and digital data for the limited planimetric mapping (1”=50’

final map scale)

Mylar plots and digital data for the full planimetric mapping (optional

item) (1”=50’ final map scale)

Mylar plots and digital data for the topographic mapping (optional item)

(1”=50’ final map scale)

Prototype drawing and Pilot Areas for the limited planimetric mapping

and digital orthophotography

Prototype drawing and Pilot Area for the full planimetric mapping

(optional item)

Prototype drawing and Pilot Area for the topographic mapping (optional

item)

Digital Elevation Model (DEM) for the orthophotography

Digital Terrain Model (DTM) for the topographic mapping (optional item)

Prototype drawing and Tax Map Pilot Area

Tax Map production documentation

Digital Tax Map sheet files in a CAD format

Three (3) sets of DRAFT Tax Maps and index map (Key Map) pages for

review by the Owner and the State.

One (1) set of new Tax Maps on archival film base material, suitable for

reproduction purposes with the State Division of Taxation seal of

acceptance affirmed thereto

One (1) set of reproducible size (12” x 18”) Tax Map sheets

Block and Lot correlation database and bound booklet

Tax Map block and lot inventory correlation to the Owner’s digital tax

data


Tax Map documentation certified by the project’s Tax Map Coordinator

Monthly project meeting minutes


4.0 PROPOSAL REQUIREMENTS

Interested respondents shall submit one (1) original and ten (10) bound copies of their

proposal, of which one copy must be unbound for further copying (if necessary).

Alternatively, respondents may submit one (1) unbound original copy accompanied by a

CD-ROM containing a fully compiled, softcopy version of their proposal in Microsoft

Word or Adobe PDF format.

To facilitate a timely and comprehensive evaluation of all submitted proposals, it is

essential that all respondents adhere to the specified proposal format. The Owner

requires a standard format for all proposals submitted to ensure that clear, concise and

complete statements are available from each Tax Map Consultant in response to the

requirements set forth herein. Information not directly relevant to the RFP can be

included in an appendix, clearly marked as supplemental; however, it may not be

considered in the final evaluation. The Owner is under no obligation to search for

clarification through additional or unformatted information submitted as a supplement to

the formatted response.

The exact presentation and layout format of the proposal is up to the discretion of the

respondent. However, each proposal shall address the areas described below. This

information shall be considered to be proprietary and privileged and where the

Respondent indicates, shall be treated as such and used for in-house evaluation by the

Owner personnel and its Consultant only.

The RFP response shall follow the organization of the following items.

4.1 Title Page

The proposal shall include a title page identifying the project, respondent’s firm,

subcontracting firm(s) (if applicable), name of the respondent’s primary contact,

address, telephone number, facsimile number, and e-mail address.

4.2 Table of Contents

The proposal shall include a table of contents, listing the titles and page numbers

for each major item and sub-item contained in the proposal.

4.3 Executive Summary

The proposal shall include a summary of the key points, highlights, and pricing

contained in the response.

4.4 Background

The proposal shall include a review of the Respondent’s understanding of the

Owner’s requested project and familiarity with the Owner in general.


4.5 Objectives

The proposal shall include a section stating what the Respondent believes to be

the primary objectives for the project. The Owner welcomes the Respondent’s

suggestion(s) on how each objective should be measured throughout the life of the

project.

4.6 Project Approach

The proposal shall include a narrative description detailing what the Respondent

believes to be the scope of the intended project. This section should include a

discussion of all high level and associated subtasks tied directly to the tasks and

deliverables identified in other sections of the proposal. Further, this section

should include:

detail of all assumptions being made to accomplish the desired approach.

a description of exceptions or alternates to the specifications.

the risks that the Respondent deems to be significant and may adversely affect

project delivery and/or budget.

a listing of the specific software and hardware resources identified for use on

the project, including versions and general specifications. If a general

hardware/software inventory is provided, please clearly indicate the specific

items identified for the project.

a Quality Assurance/Quality Control (QA/QC) statement which documents

the procedures to be used in each area of the project.

4.7 Project Work Plan

The proposal shall include a section providing a high-level project work plan,

identifying and summarizing each project task (coordinated with the detailed

project approach), including a detailed project schedule. The work plan should

present a picture of the project’s key activities, milestones, key dates, and

resources the Respondent feels necessary to achieve success.

4.8 Project Organization & Staffing

The proposal shall include a section describing the organizational structure the

Respondent believes is necessary to accomplish each task and subtask of the

project. Both the Owner’s and Respondent’s resources should be considered.

The office location(s) where the work will be performed shall be clearly

indicated.

The Respondent shall provide the identity, professional credentials, and resumes

of the principals and other key personnel to be assigned to the project. The listing

shall identify the responsibilities of each individual assigned to the project. The

proposal shall identify the individual(s) for the following:


Project Manager. This individual will be responsible for the overall project

scheduling, coordination and completion.

Photogrammetry Coordinator. This individual will be responsible for

coordinating the aerial photogrammetry portions of the project.

Tax Map Coordinator. This individual will be responsible for ensuring the

compilation of accurate tax map sheets, including details, and coordinating the

review and reproduction of accurate, acceptable sealed and certified Tax

Maps. The individual assigned shall be a New Jersey Licensed Land

Surveyor, and the RFP response shall include a copy of his/her current license.

The above named key personnel will be required to attend a minimum of one (1)

monthly project review and coordination meeting each month. Unless otherwise

prearranged, all meetings will be held at Owner Hall.

4.9 Subcontractors

A list of all subcontractors (i.e., non-staff personnel) that are to be used in

completing this project must be provided with a brief description of their specific

qualifications, the task(s) they will perform, and any other information the

Respondent feels to be pertinent.

4.10 Key Dates & Deliverables

The proposal shall include a section summarizing the key dates, milestones and

deliverables found in the Project Work Plan. A description of what the Owner

should expect to see and/or receive on the associated date should be described.

Examples of anticipated deliverables are welcomed.

4.11 Assumptions, Exceptions, Alternates & Risks

The proposal shall include a section summarizing the assumptions made,

exceptions and/or alternates presented, and risks identified in the Project

Approach.

4.12 Cost Proposal

The proposal shall include a section containing a discussion relevant to the project

pricing. For simplicity, the RFP contains a costing sheet. All blank spaces on the

sheet must be completed in ink or by typewriter. The Respondent is asked to sign

the Proposal Cost Form. Digital submittals shall include a digital replica of the

Proposal Cost Form complete with a digital signature(s) closely resembling the

signature(s) on unbound hardcopy version.

4.13 Qualifications Statement

This statement shall set forth brief details of the origin of the firm, including any

parent company, the firm’s principal activities, the number of personnel in the


firm, and the firm’s office locations.

The Respondent shall also provide at least three (3) summaries of past

experiences and projects of a similar size and scope, specifically identifying other

New Jersey certified tax mapping projects completed utilizing CAD. The Owner

is specifically interested in project resulting in new, State-certified maps rather

than tax map updates. The descriptions of similar projects shall include the name

of the contracting municipality, the name of the contact person for the project, the

contact’s address and telephone number, the number of tax map sheets and

parcels, the final project cost, and a description of any schedule or cost related

change orders.

The Respondent shall provide sample photogrammetric mapping, topographic,

and tax mapping data relevant to the project scope on CD-ROM media, and a

hardcopy sample(s) of Tax Map(s) produced as described in the past experience

summaries.

The Respondent shall briefly describe any current or pending projects assigned to

the members of the project team. The description shall include the location of the

current project, client contact address and telephone number, project schedule,

and percent complete of each project.

4.14 Administrative Documents & Appendices

The proposal shall include the administrative documents identified in Section 2.0

(and its subsections) of this RFP. Signed documents shall be sealed, if applicable.

The Respondent may include information not specifically identified in the RFP

they feel necessary.


5.0 BASIS FOR SELECTION

The proposals will be reviewed by the Owner and the Owner’s Consultant, [owner’s

representative]. In evaluating the proposals, they will consider the qualifications of the

Respondents, whether or not the proposals comply with the prescribed requirements, and

such alternates, pricing, and other data, as may be requested in the RFP or prior to the

Notice of Award. Qualifications and experience of Subcontractors and other persons and

organizations proposed for portions of the work will also be considered. A listing of the

Owner’s evaluation criteria will be provided at the mandatory pre-proposal conference.

The Owner may conduct such investigations as it deems necessary to assist in the

evaluation of any proposal and to establish the responsibility, qualifications, and financial

ability of the Respondents, proposed subcontractors, and other persons and organizations

to perform and furnish the work in accordance with the RFP to the Owner’s satisfaction

within the prescribed time.

The Owner may establish a short list of respondents and conduct short list interviews

prior to award.

Following the evaluations of written proposals and presentations, the Owner’s Consultant

will prepare a report listing the names of all respondents, a summary of the evaluations,

and a recommendation for award.

It is the Owner’s intention to award a contract pursuant to N.J.S.A 40A:11-5(1)(a)(i)

(Professional Services). The Municipal Council will vote to accept or reject the

recommendation of award.

[municipality] Tax Map & GIS Request for Proposals

APPENDIX A

Proposal Cost Form


Proposal Cost Form

Aerial Photography

Orthophotography $

Limited Planimetric Mapping $

Full Planimetric Mapping Addition (Optional Item) $

Topographic Mapping (Optional Item) $

New Computerized Tax Maps

Research $

Mapping $

TOTAL PROJECT COST $

Signed:

Title:

Printed Name:

Date:

Company:


APPENDIX B

Administrative Forms


[municipality]

PROPOSAL CHECKLIST

The following checklist is provided to assist in the development of an RFP Response. It in no

way supersedes or replaces the requirements of the RFP sections. Please initial on the lines

below for each document/section attesting to the fact that you have read and/or included the

documents with your RFP response.

Title Page

Table of Contents

Executive Summary

Background

Objectives

Project Approach

Project Work Plan

Project Organization & Staffing

Subcontractors

Key Dates & Deliverables

Assumptions, Exceptions, Alternates & Risks

Cost Proposal

Qualifications Statement

Business Registration Certificate

Certificate of Authorization

Mandatory Affirmative Action Certification

Stockholder Disclosure

Non-Collusion Affidavit

Debarred, Suspended and Disqualified Bidder Provision

Acknowledgement of Receipt of Addenda

Date: Company:


MANDATORY AFFIRMATIVE ACTION LANGUAGE

(page one of two)

During the performance of this contract, the Tax Map Consultant agrees as follows:

The Tax Map Consultant or Subcontractor, where applicable, will not discriminate against any

employee or applicant for employment because of age, race, creed, color, national origin,

ancestry, marital status or sex. The Tax Map Consultant will take affirmative action to ensure

that such applicants are recruited and employed, and that employees are treated during

employment without regard to their age, race, creed, color, national origin, ancestry, marital

status or sex. Such action shall include but not be limited to the following: employment,

upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination;

rates of pay or other forms of compensation; and selection for training, including apprenticeship.

The Tax Map Consultant agrees to post in conspicuous places, available to employees and

applicants for employment, notices to be provided by the Public Agency Compliance Officer

setting forth provisions of this nondiscrimination clause;

The Tax Map Consultant or Subcontractor, where applicable, will in all solicitations or

advertisements for employees placed by or on behalf of the Tax Map Consultant, state that all

qualified applicants will receive consideration for employment without regard to age, race, creed,

color, national origin, ancestry, marital status or sex;

The Tax Map Consultant or Subcontractor, where applicable, will send to each labor union or

representative or workers with which it has a collective bargaining agreement or other contract or

understanding, a notice, to be provided by the agency contracting officer advising the labor union

or workers’ representative of the Tax Map Consultant’s commitments under this act and shall

post copies of the notice in conspicuous places available to employees and applicants for

employment.

The Tax Map Consultant or Subcontractor, where applicable, agrees to comply with the

regulations promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and

supplemented from time to time.

The Tax Map Consultant or Subcontractor agrees to attempt in good faith to employ minority

and female workers consistent with the applicable county employment goals prescribed by NJAC

17:27-5.2 promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and

supplemented from time to time or in accordance with a binding determination of the applicable

county employment goals determined by the Affirmative Action Office pursuant to NJAC 17:27-

5.2 promulgated by the Treasurer pursuant to P.L. 1975, c. 127, as amended and supplemented

from time to time.


MANDATORY AFFIRMATIVE ACTION LANGUAGE

(page two of two)

The Tax Map Consultant or Subcontractor agrees to inform in writing appropriate recruitment

agencies in the area, including employment agencies, placement bureaus, colleges, universities,

labor unions, that it does not discriminate on the basis of age, creed, color, national origin,

ancestry, marital status or sex, and that it will discontinue the use of any recruitment agency

which engages in direct or indirect discriminatory practices.

The Tax Map Consultant or Subcontractor agrees to revise any of its testing procedures, if

necessary, to assure that all personnel testing conforms with the principles of job-related testing,

as established by the statutes and court decisions of the State of New Jersey and as established by

applicable Federal law and applicable Federal court decisions.

The Tax Map Consultant or Subcontractor agrees to review all procedures relating to transfer,

upgrading, downgrading and layoff to ensure that all such actions are taken without regard to

age, creed, color, national origin, ancestry, marital status or sex, and conform with the decisions

of the State of New Jersey, and applicable Federal law and applicable Federal court decisions.

The Tax Map Consultant and is Subcontractor shall furnish such reports or other documents to

the Affirmative Action Office as may be requested by the office from time to time in order to

carry out the purposes of these regulations, and public agencies shall furnish such information as

may be requested by the Affirmative Action Office for conducting a compliance investigate

pursuant to Subchapter 10 of the Administrative Code (NJAC 17:27).

____________________________________

Tax Map Consultant Representative

Signature

____________________________________

Representative Name and Title

____________________________________

Company Name

____________________________________

Date

Subscribed and Sworn to

before me this ______ day

of_________________ 20_____

Notary Public of ____________

My Commission expires:______


AFFIDAVIT OF COMPLIANCE WITH

P.L. 1975, C. 127

AFFIRMATIVE ACTION PROGRAM

NJSA 10:5-34 SUBMISSION OF BIDS; AFFIRMATIVE ACTION

PROGRAM APPROVAL; FEE; EXEMPT SUBTAX MAP CONSULTANTS

Each prospective respondent on a public contract and each subcontractor to a prime Tax Map

Consultant shall formulate and submit to the State Treasurer his or its affirmative action program

of equal opportunity whereby he or it guarantees minorities employment in all employment

categories; the submission shall be accompanied by a fee in an amount to be fixed by the State

Treasurer. The State Treasurer shall notify the bidder of approval or disapproval of his or its

program within 60 days of its submission; failure of the State Treasurer to act within 60 days

shall constitute approval of the program. Any existing federally approved or sanctioned

affirmative action program shall be approved by the State Treasurer.

No subcontract bidder who has less than five employees need comply with the provisions of this

section.

P.L. 1875, C. 127, S4

The following Bidder,______________________________________________________hereby

affirms it will, if awarded the Contract(s), will fully comply with the Equal

Employment/Affirmative Action provisions of New Jersey P.L. 1986, C. 127.

______ Yes: 5 or more employees

______ Not required: less than 5 employees

____________________________________

(Name of Company or Corporation)

By _________________________________

(Title)

of _______________ 20____

_______________________

Notary Public of ___________

My Commission expires:


STOCKHOLDER DISCLOSURE

Chapter 33 of the Public Laws of 1977 provides that no corporation or partnership shall be

awarded any contract for the performance of any work of the furnishing of any materials of

supplies, unless, prior to the receipt of the proposal or accompanying the proposal of said

corporation or partnership, there is submitted a statement setting forth the names and addresses

of all stockholders in the corporation or partnership who own ten (10) percent of more of its

stock of any class, or of all individual partners in the partnership who own a ten (10) percent or

greater interest therein.

Name of Company:

Type of Business: Corporation Partnership

Name Home Address Office Ownership %

(use additional copies as required)


NEW JERSEY NON-COLLUSION AFFIDAVIT

STATE NEW JERSEY )

SS

COUNTY OF )

I, of the Owner/Town of

in the County of and State of of full age,

being duly sworn according to law on my oath depose and say that:

I am of the firm of the Respondent making

the proposal for the above named project, and that I executed the said Proposal Cost Form with full

authority so to do: that said Respondent has not, directly or indirectly, entered into any agreement,

participated in any collusion, or otherwise taken any action in restraint of free, competitive bidding

in connection with the above named project; and that all statement contained in said Proposal Cost

Form and in this affidavit are true and correct, and made with full knowledge that the Owner relies

upon the truth of the statements contained in said Proposal Cost Form and in the statements

contained in the affidavit in awarding the contract for the said project.

I further warrant that no person or selling agency has been employed or retained to solicit or secure

such contract upon an agreement or understanding for a commission, percentage or contingent fee,

except bona fide employee or bona fide established commercial or selling agencies maintained by

(NJSA 52:34:15)

Signed:

(also print or type name of Affiant under signature)

Subscribed and sworn

before me this day

of 20 .

Notary Public of

My Commission Expires , 20 .


STATE OF NEW JERSEY DEBARRED LIST AFFIDAVIT

STATE NEW JERSEY)

SS

COUNTY OF)

I, of the Owner/Town of in the County of _____________

and the State of _______ full age, being duly sworn according to law on my oath depose

and say that:

I am , an officer of the firm of

________________________________________ the Respondent making the Proposal for the

above named work, and that I executed the said Proposal with full authority to do so; that said

bidder at the time of making of this proposal is not included on the State of New Jersey, State

Treasurer's List of Debarred, Suspended and Disqualified Bidders; and that all statements

contained in said Proposal and in this affidavit are true and correct, and made with the full

knowledge that the Owner of Jersey Owner, as the Owner relies upon the truth of the statements

contained in said Proposal and in the statements contained in this affidavit in awarding the

contract for said work.

The undersigned further warrants that should the name of the firm making this bid appear on the

State Treasurer's List of Disbarred, Suspended and Disqualified Bidders at anytime prior to, and

during the life of this Contract, including Guarantee Period, that the Local Unit shall be

immediately so notified by the signatory of this Eligibility Affidavit.

The undersigned understands that the firm making the bid as Tax Map Consultant is subject to

debarment, suspension and/or disqualification in contracting with the State of New Jersey, if the

Tax Map Consultant, pursuant to NJAC 7:1-5.2, commits any of the acts listed therein, and as

determined according to applicable law and regulation.

(Insert Name and Address of Tax Map Consultant)

(Insert Name and Title of Affiant)

Subscribed and sworn

before me this day

of 20 .

Notary Public of

My Commission Expires , 19 .


[municipality]

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA

The undersigned Respondent hereby acknowledges receipt of the following Addenda:

Addendum Number Dated

Signed:

Title:

Printed Name:

Date:

Company: