REQUEST FOR PROPOSALS

REQUEST FOR PROPOSALS Bid Name: GIS Migration and Support - RFP Description: Dorchester County is accepting request for proposals (RFP) for GIS data migration and system support to move our enterprise wide solutions in to ESRI 10.2x formats. This request is for a system consultation and support services only and does not include purchase of core hardware or software. It is the intention of this RFP to have a fully functioning 10.2* or 10.3 if appropriate, system in place within 180 days of start of contract. Bid Notice Number: 2015-1808-7407-13 Closing Date/Time: Tuesday, February 3, 2015 at 4:00 P.M., local time Place: Dorchester County Purchasing Department 201 Johnston Street St. George, SC 29477 S.G. Stephens, Jr., CPPO, Procurement Director Specifications/Bid Package: Please go on-line to bids.dorchestercounty.net; complete the vendor registration process; confirm registration; log-in; and download the complete project package. Vendor Registration: http://bids.dorchestercounty.net Commodity Code: 967-007 E-Mail: sstephensjr@dorchestercounty.net Project Contact: David Garber, GIS Coordinator DEADLINE FOR WRITTEN QUESTIONS ON THE PROCUREMENT WEBSITE IS 5:00 PM, TUESDAY, JANUARY 27, 2015. SCBO

Dorchester County Purchasing S.G. Stephens, Jr., CPPO Telephone (843) 563-0142 or 832-0142 Procurement Director Fax (843) 563-0152 or 832-0152 201 Johnston St. St. George, South Carolina 29477 January 12, 2015 Re: GIS Migration and Support Proposals - 4:00 P.M., Tuesday, February 3, 2015 RFP Number 2015-1808-7407-13 Dear Proposer: Please refer to the enclosed package for the above referenced services. Any questions relating to the specifications, terms, etc. should be directed question and answer feature on the e-procurement module. The deadline for posting questions is 5:00 PM, Tuesday, January 27, 2015. Include one (1) original, six (6) copies, and one (1) electronic copy of your submittal. Thank you for your participation. Sincerely, S.G. Stephens, Jr., CPPO Procurement Director /sgs

REQUEST FOR PROPOSALS RFP 2015-1808-7407-13 Dorchester County is accepting proposals (RFP) for GIS data migration and system support to move our enterprise wide solutions in to ESRI 10.2x formats. This request is for a system consultation and support services only and does not include purchase of core hardware or software. Sealed proposals will be received until 4:00 P.M., February 3, 2015 at the Office of the Procurement Director, Dorchester County Courthouse, 201 Johnston Street, St. George, South Carolina 29477. PROPOSALS RECEIVED AFTER 4:00 P.M., FEBRUARY 3, 2015 WILL NOT BE CONSIDERED. Proposals must be submitted in a sealed package marked on the outside with the offeror s name, address and RFP Number 2015-1808-7407-13. All proposals will be publicly opened at 4:00 P.M., February 3, 2015 in the Purchasing Department. Only the names of the offerers will be announced at the proposal opening. Dorchester County reserves the right to reject any or all statements and to waive minor deficiencies, informalities, and technicalities, when, in the judgment of County Council, the best interests of the County would be served.

REQUEST FOR PROPOSALS Geographic Information System (GIS) 10.2x* system Migration and support I. PREFACE RFP NO. 2015-1808-7407-13 Proposal Due Date: Tuesday, February 3, 2015/Time: 4:00 PM Dorchester County is accepting request for proposals (RFP) for GIS data migration and system support to move our enterprise wide solutions in to ESRI 10.2x formats. This request is for a system consultation and support services only and does not include purchase of core hardware or software. It is the intention of this RFP to have a fully functioning 10.2* or 10.3 if appropriate, system in place within 180 days of start of contract. Given this, the Dorchester County Purchasing Department is soliciting proposals from qualified firms who can, at a minimum, offer a history of system and data migration to the 10.2 platform and support functions as so described in this Request for Proposals. All responding firms should use the following information, specifications and requirements as minimum standards that should be met when preparing a response. All proposers should be thorough, precise, and detailed in describing their proposal. II. BACKGROUND INFORMATION Need for Dorchester County GIS Upgrade and Data Migration Dorchester County has an established GIS implementation that supports many of the County s business practices. However, the implementation is based upon older technology and hindering the capabilities to support additional needs. An upgrade of the ESRI software technology and data structures is needed to meet the demands of the existing users and to provide additional services and business systems integrations. Historically: Dorchester County Geographic information Systems served the Assessor s office, leveraging all other applications and data structures off of the Parcel Fabric. This process has served the County adequately for many years. Current metrics show that the Assessor s office is only 30% of our core GIS activities. Demands of asset management, fee tracking, elections, planning, economic development and emergency services have all grown dramatically in scope over the last few years. Internally our Desktop User base has grown with the development of data sets. In the last ten years we have gone from two editors and four desktop users to fifteen data editors and over eighty analytical viewers. Many more stations view GIS products using our web services. The public view our web facing products which are a mix of three different technologies. The effort 1 P a g e

and time needed to support all of the public viewers in its self is justification for a system upgrade. Our Old Format web service referred to as the Parcel Bio Page extracted information from static copies of the AS400 real properties tables, and geography from our production GIS to create the public portal GIS site. This service has been a robust tool for many of our public clients. However, the application is beyond its life cycle. The AS400 data sets assessor fields are no longer kept current as we now use the Harris Computing REALWARE data sets in SQL. The County s old GIS service portal was IMS Internet Map Server based and is no longer supported by our GIS vendor making upgrades and changes problematic. For over a year, the old format Parcel Bio Page has been maintained as a standby / backup to other services but is labor intensive and subject to data limitation and hardware failure as the servers themselves are beyond contract service. Going forward: Recent changes to Assessor s CAMA data sets and GIS vendor support options are providing opportunities in how we can provide spatial data solutions, both in-house and to the public. The currently maintained data sets are sufficient for our immediate needs but have not been truly integrated in to a robust data model. Dorchester GIS Dept is aware that new ESRI Government data models are available to better utilize the information we have already generated such as the ESRI Local Government Information Model. From an infrastructure standpoint, recent server upgrades and server virtualization have placed the County in a robust scalable environment sufficient to grow GIS applications incrementally without dramatic hardware acquisitions. In short, Dorchester County GIS is ripe for an upgrade to our applications and data models enterprise wide. We wish to migrate our internal services and applications to ESRI Server Rev 10.2x* with SQL 2012, allowing us to host critical time sensitive applications and continue to push the static applications to off-site servers dispersing traffic and application load. Specifics on platforms and data: Our current systems are comprised of ESRI SDE 9.2 Data base current size 2 gig Format MSSQL 2005 Approx 68,000 parcels and 100 data layers, Raster data set includes several years of ortho products and one LiDAR data set. (See appendix A for layers and models list) Current Servers : (both Physical) Application Server - 2.6 GHZ Xeon 4 Core, 8 GB Ram, Windows Server 2003 R2 Std Database Server - 2.6 GHZ Xeon 4 Core, 16 GB Ram, Windows Server 2003 R2 Std, MS SQL 2005 2 P a g e

New platform ready for deployment: (both virtual, VMWare 5.0, 3 Hosts) Application Server - 2.6 GHZ Xeon, Windows Server 2012 Std, Cores and Memory as needed Database Server - 2.6 GHZ Xeon, Windows Server 2012 Std, Cores and Memory as needed, MS SQL 2012 or 2008 R2 (not installed yet) SCOPE OF WORK TO INCLUDE THE FOLLOWING SERVICES AND CONDITIONS OF SERVICE: 1) Review of Dorchester County s GIS datasets (layers) for infrastructure and departmental needs including but not limited to datasets such as roads, utilities, addressing, permitting, planning layers, and cadastral tax fabric. This is to establish a migration matrix to 10.2x*. Specifically to implementation of the ESRI Local Government Information Model (or equivalent). 2) Provide consultation services and recommendations on General GIS process, including but not limited to software, hardware acquisition, data workflow, report generation, GIS integration from our existing systems to ESRI 10.2x* SQL platforms. Recommendations should include CPU scaling and license shortfalls if identified in review 3) Establish an ESRI 10.2x* Environment on Dorchester County System with reference to the LGIM template on Dorchester County servers. 4) Identify and adjust for spatial data links to other Dorchester enterprise systems. (MATIX, IDAM, Geo-Comm, MARVLIS, OnBase, and ROD system under selection), 5) Migrate designated data set into relevant 10.2x* data models. (Appendix A) 6) Test and verification of migrated data and topology. 7) Generate a land records clean up and migration plan, including any needed templates. (Only a test of land records are to be converted at this time) 8) Work with Staff to develop at least one outfacing secure GIS portal that will replace old systems without loss of functionality and one internet portal to replace our base Arc Reader product. This will include tileing and site maintenance scripts as needed. 9) Provide training for up to three County Employees in the maintenance of the new services (new roll up procedures, etc.). This should include data base management scripts. 10) Provide on call / on line support for the duration of the conversion project. Number of hours to be determined by task one and two phase. 3 P a g e

Firm shall be prepared to provide all items in the scope of work and meet and work with staff at County offices (201 Johnson St. Saint George SC ) as often as bi-weekly, as well as respond to emergency requests for services. Frequent coordination with Dorchester County, by the prime firm is essential to this project. The prime firm must also be able to respond on short notice to County s requests to attend meetings, provide data and other technical materials, and answer questions regarding project status. Therefore, the selected prime firm must have an office location within 200 miles of the County s seat. Subcontractor and branch offices may be located throughout the United States. Dorchester County anticipates/estimates GIS services needs between 300 400 hours however this number is subject to change with updated needs assessments, phasing, and/or special project needs. PROPOSAL SUBMITTAL REQUIREMENTS PROPOSALS SHALL INCLUDE AT A MINIMUM THE FOLLOWING INFORMATION: 1) A cover letter describing the background of your firm. Include number of employees, office location, and resumes of principal staff member(s). The cover letter must be signed by an official of the firm who has the authority to enter into an agreement. 2) List of entities you currently or recently provide similar GIS services. Include a brief summary of your duties and responsibilities for these entities. a) Draft Project plan detailing task necessary to accomplish the project b) Strategies for installation, migration and support of GIS 10.2x* c) Project management overview d) Assigned personnel - staffing e) Timeline f) Staff training options g) Documentation procedures h) Testing Strategy 3) Please provide a brief summary of how you would plan to provide staff resources to the County and include the resume of those employee(s) that would be assigned to the project if different from principal staff. If proposed subcontractor services would involve more than 20% of the total project effort, similar 4 P a g e

information should be provided for professional staff members of the contracted firm. 4) Please provide a copy of the following billing information: Please note that printing services will be provided by Dorchester County for all project needs deemed necessary by County. In addition County does not intend to pay for travel time, travel expenses, telephone rates, copying, or supplies incurred by contractor. a) A copy of your companies proposed fee schedule for services provided, including hourly billing rates for any support personnel. b) A sample invoice. c) Summary of company billing practices ( billing schedules, etc) d) Billing rates for any items not covered by fee schedules. ** see note above. i) Description of the firms method, procedure, and practices used to provide quality assurance on past projects. 5) Information on the company s experience as it relates to the following areas: a) GIS capabilities for local government demonstration of similar work. b) GIS systems supported by firm, specifically firm experience with ESRI ArcGIS 10.2 platform c) Interface with local government d) Training history Include one (1) original, six (6) copies, and one (1) electronic copy of your submittal. Proposals will be screened and the top candidates will be selected by a committee of County staff. The qualifications for the top candidates will be verified and references will be checked. In reviewing the proposals, the County will consider the below major factors and other factors determined to be best value to the County. Completeness of proposal Qualifications/Experience References Acceptance of County s Standard Terms and Conditions Fee Structure and Billing Rates Accessibility of contractor staff 5 P a g e

CONTRACT PERIOD The contract will be valid for up to ONE (1) year from date of award. During this period, the firm may not change the fee structure. Payment Payment shall be made in concurrent to delivery of project milestones, and additional hours or services as negotiated. Vendor W-9 Form The awarded vendor shall submit a completed Vendor W-9 Form to Purchasing. Vendors who have already submitted a form for another separate purchase order are not required to submit another form. Indemnification Successful vendor shall defend, indemnify and save harmless Dorchester County and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful bidder, or of any agent, employee, sub-contractor or supplier in the execution of, or performance under, any contract which may result from bid award. Successful vendor indemnifies and will indemnify and save harmless Dorchester County from liability, claim or demand on their part, agents, servants, customer, and/or employees whether such liability, claim or demand arise from event or casualty happening upon or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful vendor shall pay any judgment costs, which may be obtained, against Dorchester County growing out of such injury or damages. Vendor Assignments Standard info Vendor Affirmation Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts, and the vendor shall be removed from all bid lists. By signature hereon affixed, the vendor hereby certifies that: Standard info Default 6 P a g e

In the event the successful vendor shall fail to perform, keep or observe any of the terms and conditions to be performed, kept or observed, the County shall give the successful vendor written notice of such default. And in the event said default is not remedied to the satisfaction and approval of the County within five working days of receipt of such notice by the successful vendor, default will be declared and all the successful vendor s rights shall terminate. Vendor, in submitting this bid, agrees that the County shall not be liable to prosecution for damages in the event that the County declares the vendor in default. Venue Any dispute regarding any agreement between the successful vendor and Dorchester County shall be resolved in a court of competent jurisdiction in Dorchester County. 7 P a g e

Geographic Information System (GIS) 10.2x system migration and support Review criteria: Completeness of proposal 10% Qualifications/Experience 40% Must have migrated at least one systems to 10.2x Must have implemented some part of the LGIM On line examples of ARC Services (web) Training history (ability to pass on info) References 10% In Region In State In Local Government Terms and Conditions 10% Acceptance of County s Standard Contract Fee Structure and Billing Rates 10% Are the rates clear? Are the rates realistic? Overhead percentage, tech / admin ratio. Accessibility of contractor staff. 20% Proximity and availability. Demonstrate the ability to complete the project on schedule. 8 P a g e

Appendix A Primary Vector Data Parcels Polygon with Topology for tax assessment Roads and Addresses for 911 and road maintenance Public Works Vector DATA Sewer and water data model Service areas Raster Image and LiDAR FEMA Scans USGS TOPO Imagery NAIP_1994 NAIP_1999 2003 1 foot Color 2007 1 and half foot mix Color NAIP_2009 Pictometry 2011 NAIP_2013 9 P a g e