RFP 21-10 Broadband Data Consulting Services - Ottawa ...
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RFP 21-10 Broadband Data
Consulting Services
Introduction:
Ottawa County is soliciting proposals from experienced vendors who can provide and execute a
strategy for comprehensive data collection and analysis to determine the current status and future
needs of broadband service throughout Ottawa County. The successful vendor must have prior
experience in development and implementation of a data collection that includes, but is not limited
to, creation of appropriate survey materials and using appropriate sampling methods and adopting
proper methodology to drive a significant response rate, analyzing the data and putting into a form
to be used by Ottawa County to determine its future broadband needs. It is helpful if the successful
vendor has some knowledge of broadband issues in the community, but it is not necessary.
It is the County’s intention to award a professional services contract for a single term lasting through
June 30, 2021 or for as long is necessary to complete the project. The awarded contractor will be
required to complete elements of each of the tasks, as outlined within Scope of Services, and will be
required to sign an agreement that includes the terms and requirements as outlined herein.
Proposals are to be submitted no later than 2:00 P.M. (EST) on Friday, January 22, 2021. Proposals
received after this time will not be considered. All requests for additional information or questions
should be directed to Amy Bodbyl-Mast at purchasing.rfp@miottawa.org.
The County of Ottawa officially distributes bid documents through the Michigan Intergovernmental
Trade Network (MITN), website http://www.bidnetdirect.com/mitn and through the Purchasing page
of the County’s website http://www.miottawa.org/Departments/FiscalServices/bids.htm. Solicitation
documents obtained from any other sources are not considered official copies.
Ottawa County reserves the right to award the contract to the proposal with the highest degree of
responsiveness to the requirements of the RFP. Ottawa County further reserves the right to
consider matters such as, but not limited to: qualifications, experience, methodology, budget
requirements, schedule and availability in determining the most advantageous proposal.
12220 Fillmore Street, Room 331 | West Olive, Michigan 49460 | 616-738-4670 | miOttawa.orgRFP 21-10
Broadband Data Consulting Services
Information Summary:
Friday, December 18, 2020 RFP Release Date
Monday, January 4, 2021 Vendor Questions
Friday, January 8, 2021 Addendum 1 Issue Date (if needed)
Friday, January 22, 2021 Proposal Submission Deadline
Friday, February 19, 2021 Intent to Award (Estimated)
March 1, 2021 Contract Start Date (Estimated)
Proposal Submission:
Deadline: Proposals must be received by 2:00 P.M. (EST) on Friday, January 22, 2021. Proposals
received after this time will not be considered. All proposals must include completed, signed copies
of required documents, as follows:
ATTACHMENT A – PROPOSAL FORM
ATTACHMENT B – VENDOR CONDITIONS
E-mail Proposal Submission: Respondents are to submit electronic response (preferably single-file
PDF format) by e-mail to: purchasing.rfp@miottawa.org with the subject line: “RFP 21-10 Broadband
Data Consulting Services.” Proposal documents larger than 25 MB should be sent in multiple emails
with the subject line: “RFP 21-10 Broadband Data Consulting Services, 1 of 2,” etcetera. Vendor
assumes all risks associated with electronic submission (including possible technical issues).
Submissions not meeting proposal submission criteria as described herein may be deemed non-
responsive.
Questions:
Vendors may submit questions and requests for clarification regarding this RFP until the end of day
on Monday, January 4, 2021. Responses to all questions and inquiries received by the County will
be issued Friday, January 8, 2021 in the form of an addendum and posted on the MITN and on the
County’s website. All requests for additional information or questions should be directed to Amy
Bodbyl-Mast, Purchasing Manager, Ottawa County Fiscal Services, purchasing.rfp@miottawa.org.
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Broadband Data Consulting Services
Background Information:
Ottawa County, Michigan is located along the eastern shore of Lake Michigan and consists of 24
local units of government that include 17 townships, 6 cities, and one village. The County collectively
comprises approximately 566 square miles of land and over 1,000 square miles of surface water.
The demographic makeup of the County ranges from densely populated urban to sparsely
populated agricultural/rural land.
Broadband service throughout Ottawa County has been an issue for a long time. There are many
areas that lack service, are experiencing poor service, or in some cases simply cannot afford
it. With the onset of the Covid-19 pandemic, this matter has taken on even greater importance
throughout the community. Because of the way in which education, business, health care and
simple social interaction are being conducted now, high speed internet service is no longer a luxury
to have but is now a must have. Ottawa County has endeavored to make broadband service
available to all in the County. A multi-step approach is required to bring this project to fruition.
Possibly the single most important step in the process is that of data collection. Meaningful data
regarding broadband coverage and quality is sorely lacking. To properly assess feasibility, determine
funding needs, develop appropriate engineering design and ultimately implement the service,
thorough data is needed at a more granular level to determine need, desirability and affordability
from all segments of the community. This project requires expertise in the field of data collection,
sampling and analysis of the data in order to move the project to the next steps.
Contract Requirements:
Following is a list of contractor requirements:
• Consultant(s) will be required to sign an agreement that includes the terms and requirements
as outlined in the RFP.
• Contract(s) will begin on the date that the document is executed and last until the data
collection process is completed per the terms of the agreement.
• Consultant(s) will be required to meet all associated requirements in regard to applicable
federal, State, and local regulations, and be responsible for meeting all requirements related
to the County’s solicitation.
• Consultant(s) and all sub-contractors must maintain all licenses required, if any, for their
discipline by the State of Michigan and the Federal Government during the course of the
contract.
• Consultant(s) will not proceed on a Scope of Services task without the written consent of the
County.
• Consultant(s) will be accountable to the Ottawa County Director of Planning and Performance
Improvement (Director) and anybody else that they deem necessary.
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Broadband Data Consulting Services
• Consultant(s) will be required to provide a qualified representative to attend all meetings
related to contract tasks.
• All invoices submitted to Ottawa County will be reviewed and approved before payment is
made. Invoices must clearly itemize expenses or these will not be paid. Documentation of
completed work must be available for review at the time of invoicing.
Scope of Services:
The table below quantifies the minimum required activities that will be expected of the consultant(s):
Task 1 – Survey and Methodology Development
1. PROJECT IMPLEMENTATION – The Consultant will develop a comprehensive survey that will
include but not be limited to the questions of high speed internet/broadband availability
among all segments of the community (residential, business, educational, agricultural/rural,
health care), anticipated uses for broadband by individuals, businesses and others,
individual/homeowner/business owner affordability of service and level of digital literacy
among the users of broadband/internet service. Upon contract signing, the Consultant will be
expected to meet with the Data Collection Steering Committee to discuss the substance of
the survey.
The Consultant will also develop an appropriate methodology using the most beneficial
sampling methods (including projected sample size), by which to distribute the survey and
with an objective of driving the best possible response rate. Tools for distribution to be
considered should include but not limited to online surveying, US mail, telephonic or cell
phone text. The Consultant will be expected to make recommendations on the best manner in
which to obtain responses.
As part of this task, the Consultant will be expected to develop and suggest a marketing
approach in order to raise awareness of the survey and its purpose and the importance of
meaningful response. Tools to consider for marketing may include, but not be limited to
television advertising, direct mail, internet/social media advertising and newspaper
advertising.
This task could also include development of website designed exclusively for conducting the
survey and educating on the project and survey.
2. ANTICIPATED PROJECT SCHEDULE – It is anticipated that this task should be completed
with 30-60 days of project kick off.
3. TASK/ACTIVITY LEAD – Ottawa County Director of Planning and Performance Improvement,
Data Collection Steering Committee and consultant(s) designated by the Director.
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4. OUTPUTS – Approved survey form and format, methodology and sampling procedures to be
utilized and marketing plan designed to drive response.
Task 2 – Survey Launch and Data Collection
1. PROJECT IMPLEMENTATION – The Consultant, after receiving approval from the various
task leads, will choose a date for launch of the survey and the methods by which responses
will be obtained. The Consultant will provide the resources, people and tools, needed to
conduct the survey throughout the data collection process. Upon the chosen date for launch,
the Consultant will conduct the survey using the agreed upon methods and forms, providing
weekly updates on the status, progress and any other issues that may arise throughout the
data collection process itself.
2. ANTICIPATED PROJECT SCHEDULE – It is expected that this task will take 4-6 months to
complete.
3. TASK/ACTIVITY LEAD – Ottawa County Director of Planning and Performance Improvement,
Data Collection Steering Committee and consultant(s) designated by the Director.
4. OUTPUTS – Survey data collected and preliminary analysis, suggestions on what or how to
improve the process in real time, if needed, address issues that arise during the process.
Task 3 – Analysis and Reporting
1. PROJECT IMPLEMENTATION - Upon completion of the data collection, the Consultant will
analyze the data and put into a detailed report. The data will be put into Tableau, Excel, Other
database software and/or GIS. Consultant will make presentation to Data Collection Steering
Committee and others deemed necessary by the Director.
2. ANTICIPATED PROJECT SCHEDULE – Will be completed within 30-45 days after completion
of actual data collection.
3. TASK/ACTIVITY LEAD – Ottawa County Director of Planning and Performance Improvement,
Data Collection Steering Committee and consultant(s) designated by the Director.
4. OUTPUTS – Detailed report providing final analysis (hard copy and electronic), input data into
Tableau and/or GIS, presentation to Director, Data Collection Steering Committee and others
as deemed necessary by Director.
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Proposal Selection and Award Process:
A Data Collection Steering Committee will be established by the County to review the proposals and
to make a recommendation for contract award. A proposer may not contact any member of the
Committee except at the RFP Administrator’s direction.
Proposals will be evaluated based on the following criteria (of equal weight and in no particular
order):
• HISTORY AND BACKGROUND
• EXPERIENCE AND QUALIFICATIONS
• RESPONSIVENESS TO PROPOSAL OBJECTIVES
• FEES PROPOSED
• REFERENCES
As a part of the proposal evaluation process, finalists may be invited to attend an in-person or virtual
interview. The County reserves the right to interview any number of qualifying firm(s) and/or
consultant(s) as part of the evaluation and selection process.
Contract Term, Period, Procedures and Use:
It is the County’s intention to award a professional services contract for a single term lasting through
completion of the entire project as outlined in the RFP. The awarded contractor will be required to
complete elements of each of the tasks, as outlined within Scope of Services. The proposal, or any
part thereof, submitted by the awarded vendor may be attached to and become a part of the
contract.
The County, by written notice, may terminate this contract, in whole or in part, for any reason giving
thirty (30) days’ notice. If this contract is terminated, the County is liable only for payment under the
payment provisions of this contract for services rendered before the effective date of termination.
All proposers are notified that the County reserves the right to delete or modify any task from the
Scope of Services at any time during the course of the RFP process and reserves the right to modify
the Scope of Services during the course of the contract. Such modification may include adding or
deleting any tasks this project will encompass and /or any modifications deemed necessary. This
contract is for the County use. Pricing reflects a commitment of the term indicated.
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Terms and Conditions:
OWNERSHIP OF DATA
All information provided by the County and any reports, notes, and other data collected and utilized
by the vendor, its assigned employees, and/or subcontractors, pursuant to this agreement, shall
become the property of the County as prepared, whether delivered to the County or not. Unless
otherwise provided herein, all such data shall be delivered to the County or its designee upon
completion of the agreement or at such other times as the County or its designee may request.
INCURRED EXPENSES/CONFIDENTIALITY
The County is not responsible for any cost or expense incurred by the proposers preparing and
submitting a proposal or cost associated with meetings and evaluations of proposals prior to
execution of an agreement. All proposals, (including attachments, supporting documentation,
supplementary materials, addenda, and other) shall become the property of the County and will not
be returned to the proposer.
RESERVATION OF RIGHTS
Ottawa County reserves the right to award a contract without an interview, as determined in the best
interest of Ottawa County. Ottawa County reserves the right to select and recommend for award the
proposed services which best meets its required needs, quality levels and budget constraints.
Ottawa County reserves the right to reject any and all proposals.
SUBCONTRACTORS
Since the contract is made pursuant to the proposal submitted by the awarded vendor and in
reliance upon the vendor's qualification and responsibility, the vendor shall not sublet or assign the
contract, nor shall any subcontractor commence performance of any part of the work included in the
contract without the previous written consent by the County.
INDEPENDENT CONTRACTOR
The awarded vendor will perform all work and services described herein as an independent
contractor and not as an officer, agent, servant or employee of Ottawa County. No person
performing any of the work or services described hereunder will be considered an officer, agent,
servant or employee of the County nor will any such person be entitled to any benefits available or
granted to employees of the County.
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