Town of Taos Request for Proposal Historic Preservation GIS Geodatabase Project April 2007

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1 Town of Taos Request for Proposal Historic Preservation GIS Geodatabase Project April Background The Town of Taos is requesting proposals from qualified firms or a team of firms who can develop a comprehensive GIS geodatabase for more than 500 buildings. The goals for the Historic Building GIS Geodatabase Project are: 1. Design and implement a comprehensive GIS geodatabase of all buildings surveyed. 2. Use the geodatabase to create a series of maps which illustrate the data. 3. Use the geodatabase and resulting GIS mapping capabilities to provide information to the public, property owners, the Town of Taos Planning & Zoning Department, the Town of Taos Historic Preservation Commission, and the Town Council, etc. 4. Publish the maps to the Town of Taos web page. 5. Organize hard copy information for storage. 2. Scope of Work & Deliverables The Historic Building GIS Geodatabase Project will be completed according to the following Scope of Work. Task 1. Scan Historic Cultural Properties Inventory (HCPI) Forms. The contractor will scan all HCPI Forms and convert them into.pdf format. The Contractor will provide the.pdf files to the Town on compact disk or DVD. Each HCPI Form shall be saved and identified by the building s address. The.pdf files will be included in the geodatabase. Task 2. Geodatabase Design The Contractor will create a geodatabase capable of running on Microsoft SQL engine with ArcGIS 9.2 front end. Geodatabase will store and query all data from the 1981, 1996, 2005, 2006, and 2007 building surveys. Contractor will coordinate the geodatabase design and data entry with the Town s current GIS consultant and ensure that the geodatabase will be expandable and customizable to meet the Town s future needs. The geodatabase will include at least the following information for each building: 1. Local reference number (e.g , , , etc.), 2. UTM reference, 3. street address (with separate fields for street number and street name), 4. Parcel ID number, 5. Photographic data (roll number, frame number, negative location, etc.), 6. date of construction, 7. Source information for the date of construction (joy survey, NM DOT aerial photo, owner interview, etc.), 8. contact information of the surveyor,

2 9. contributing or non-contributing status of the building, 10. if the building is eligible for the State Register of Historic Cultural Properties and/or the Federal Register of Historic Places, 11. if the building is on the State Register of Historic Cultural Properties and/or the Federal Register of Historic Places (including plaque number, if applicable), 12. Common name of building (e.g. Harwood Museum, Taos Inn, etc.), 13. Current use (e.g. residential, commercial, institutional, vacant, etc.), 14. Condition (e.g. excellent, remodeled, good, fair, poor, threatened, etc.), 15. Construction material (e.g. adobe, wood frame, etc.) 16. Architectural (roofing, windows, doors, parapets, exposed vigas, etc.), 17..pdf files of all photographs, 18..pdf files of HCPI Forms, 19. Narrative description of building. Four sample HCPI Forms are attached to this RFP. The 1981 HCPI Form is an example with the least amount of data that will need to be added to the geodatabase. The 1996 HCPI Form is an example with the most amount of data that will need to be added to the geodatabase. The 2005 and 2006 samples are examples of the HCPI forms generated from the MS Access database that will need to be imported into the geodatabase. These.pdf files are available to download from The 2007 survey is in progress and will be provided to the Contractor. The Contractor will need to import the MS Access database from the 2007 survey. Contractor will create user friendly entry forms with drop down lists and/or other data entry parameters which minimize errors during data entry. Task 3. Data Entry The Town has completed building surveys in 1981, 1996, 2005, 2006, and in the process of another survey to be completed by July The following table outlines the surveys, the number of buildings included in each survey, and the type of data resulting from each survey. Survey Date Number of Type of Data Buildings /- hard copy HCPI forms only /- hard copy HCPI forms only hard copy HCPI forms and MS Access database hard copy HCPI forms and MS Access database 2007 (in progress) 50 hard copy HCPI forms and MS Access database The 1981 survey does not include any original photographs of the buildings. The 1996 survey was a re-survey of the buildings surveyed in The 1996 survey contains numerous original photographs that will be scanned, enhanced, and incorporated into the geodatabase. The 2005, 2006, and 2007 surveys include original photographs, negatives, and digital photographs for each building surveyed. Sample MS Access databases can be downloaded from Task 4. 3-Ring Binders

3 Contractor will provide 3-ring binders including all HCPI Forms from all surveys. HCPI Forms will be organized and labeled by street address and enclosed in 8 ½ x 11 see through protective covers. The Town of Taos will provide the 3-ring binders and the protective covers. 3. Proposal Requirements All proposals must include at least the following information. 1. Cover letter that demonstrates your understanding of the project. 2. Resumes of all personnel involved in the project. 3. Outline of the firm s experience in designing and implementing a geodatabase. 4. Proposed methodology and fee for completing each task of the Scope of Work. 5. Written confirmation that the consultant can provide the deliverables and can meet the schedule as outlined below. 6. Name and contact information for references of the firm s experience. Please submit your proposal no later than May 25, 2007 at 5:00 PM. Proposals will be accepted via or hand delivered to Town Hall. Proposals should be addressed to: Matthew Foster, Long Range Planner Town Hall Planning & Zoning Department 400 Camino de la Placita Taos, NM Project Schedule The project will be completed according to the following schedule. May 25, 2007 proposal deadline June 10, 2007 selection of consultant June 30, 2007 sign contract with consultant July 2007 scan 1981 & 1996 HCPI Forms July 2007 submit CD with.pdf files for all hard copy HCPI Forms July 2007 develop geodatabase August 2007 complete data entry of hard copy HCPI Forms August 2007 submit progress report to Town of Taos October 2007 import MS Access database into geodatabase October 2007 submit progress report to Town of Taos November 2007 test geodatabase December 2007 submit final report to Town of Taos 5. Selection Criteria The Town will select the contractor based on the following criteria: Contractor s Experience Understanding of the Project Proposed Methodology TOTAL 10 points 10 points 10 points 30 points

4 6. Questions Questions will be accepted in writing or by telephone. Please contact Matthew Foster or Ed Ramsey if you have any questions. Matthew Foster Ed Ramsey Long Range Planner GIS Planner - mfoster@taosgov.com eramsey@taosgov.com Phone - (505) Phone (505) Fax (505) Fax (505)

5 HCPI Sample Form 1981

7 HCPI Sample Form 1996

13 HCPI Sample Form 2005

16 HCPI Sample Form 2006

Historic Cultural Properties Inventory (HCPI) Base Form (FORM 1)

Historic Cultural Properties Inventory (HCPI) Base Form (FORM 1) Historic Preservation Division, New Mexico Office of Cultural Affairs For HPD Office use only: HCPI No. District No. NRHP: SRCP: Criteria: