GIS Support RFP Questions and Answers 4.6 Vendor Support/Training reference to standard support offerings, which is more appropriate for a software vendor than for a services provider ANSWER: This is a standard clause on the BGS standard posting. The only way I could see it applying to our posting is that we asked for some assistance with ArcGIS desktop assistance, but we are not expecting the vendor will train users completely on its use, just provide some basic assistance. That may be something you could address in this section? Otherwise I believe this clause is designed for a company who will be providing an application to solve a need, which we do not need. 4.10 Open Standards preference that the Solution be fully functional using Open Standards ANSWER: Again, this a standard clause built into the form- it would apply to a vendor who is providing a software, which we are not looking for. 4.14 Tuning and Measurement requests requirements for the test environment of a typical hardware/software solution ANSWER: Again, BGS standard clause- This would be for a vendor that is providing an application and needs an infrastructure for it, we already have this set up, including the test environment, so this does not apply to you. 5.2 Retainage full payment is contingent upon completion of all deliverables, which is not a realistic milestone in an open-ended support contract ANSWER: We used BGS s IT template for this RFP, we understand that retainage will not apply on this contract because this is a support contract. 7.4 Functional and Technical Requirements reference to the proposed software application ANSWER: Again, BGS Standard, you are not proposing a new software application so this would not apply. 7.6 Education and Training reference to operation of recommended equipment and the proposed solution ANSWER: This would apply if you were providing a new solution which you are not. 8.2 Other Cost Components e.g., maintenance costs (8.2.2), maintenance agreement (8.2.4), new releases (8.2.5) ANSWER: Again, if you were providing a new software solution, which you are not.
- Can we register to do business in Vermont after getting the intent to award, as we are Michigan based business? ANSWER: Yes - Can most of the GIS software development and geospatial data management be done from out of State (but in USA)? ANSWER: We still plan to come for needed on-site meetings, needs assessment, workshops, deployment, training, etc. Some of the server and data management work can be done remotely, but participation and leadership in the committees and teams, preparation and participation in drills and emergencies and a couple other minor requirements WILL require in person participation at the Dept of Public Safety and other local sites. - How many client-site face-to-face meetings are required? ANSWER: Vermont Emergency Management has face-to-face meetings or drills a minimum of once a month, sometimes more. Other face to face meetings, outside of emergency situations, could occur up to 2 times a month or more. - Do we have to include the cost of travel related expenses in the price proposal or it will be separate reimbursement? ANSWER: The cost of any travel would have to be included in the price proposal as the State of Vermont does not reimburse vendor travel as a standard. - Are you looking for Hourly Billing Schedule for various GIS Skills categories, as scope is open to perform various task activities? ANSWER: If Hourly Billing would be required on top of the estimate for standard service, the price per hour must be included in the response. - Are there page count limitations for the proposal or individual proposal sections? ANSWER: Not that I have ever been made aware of. - Would you consider having the work performed at the contractor's site, outside of Vermont? ANSWER: Some of the server and data management work can be done remotely, but participation and leadership in the committees and teams, preparation and participation in drills and emergencies and a couple other minor requirements WILL require in person participation at the Dept of Public Safety and other local sites. - You state that this work used to be performed by "...at least one internal staff person..." Would you please tell us how many people you anticipate are required to perform this work? ANSWER: It would be up to the vendor to decide, but be aware the amount of work in this RFP is more than one full time person would be able to undertake.
- You indicate that the best solution may require the contractor host the solution, as long as it is within the continental U.S. However, if the best solution is to have the State host the solution, can the SDE and MS SQL Server 2008 be remotely managed? ANSWER: This is a standard clause required by the Vermont BGS RFP when a proposal requires a new application or solution to address an issue. For this RFP, the vendor will not be hosting the solution as the infrastructure and applications are already in place at the Dept of Public Safety. Section 4.1, item 1.a (page 9): - What GIS software and hardware is in-place at DPS now? ANSWER: The answer to this question is listed in section 4.12 of the posted RFP - Is any additional GIS software and/or hardware planned for acquisition by DPS? ANSWER: No new software is planned at this time. Upgrades to existing versions are possible. - This section defines "Virtual Vermont" as "A series of GIS servers and databases running on virtual servers within the DPS network to create a GIS infrastructure." What roles do DPS and any other entities take in operating "Virtual Vermont?" ANSWER: DPS, through the chosen vendor of this RFP, manages the servers, that ESRI versions running on the servers, the data and database updates and providing or creating interfaces to other GIS data sources within the state. Section 4.1, item 1.b (page 10): - 1.b Which entity(ies) host(s) the hardware or software components that make up "Virtual Vermont"? ANSWER: DPS hosts the existing databases, hardware and software, managed by the selected vendor of this RFP. Section 4.1, item 2.a (page 10): - Is there any available documentation of DPS GIS applications, data and/or systems configurations available? ANSWER: Our team is familiar with the VCAMP documentation, so we are only asking about non- VCAMP assets. There may be some documentation available and minor cross training available by the previous support personnel, after a vendor is selected. Section 5 (page 11)
- As stated in the RFP, the contractor will need to support the maintenance of the Critical Facilities dataset. What other datasets will the selected contractor be actively maintaining? ANSWER: The Vermont 911 dataset - Is there a backlog of Critical Facilities information or updates to other datasets that need to be worked through to catch up and make the data current? ANSWER: That may be available by the previous support personnel after a vendor is selected. Section 8.1 (page 27): - The RFP states that, Proposals must be fixed cost for specific deliverables. Section 4.1, specifies a wide range of requested GIS services. Can the State provide more detail about types of deliverables to be priced, anticipated volume of requests, etc. Any sample deliverables that can be provided would also be helpful. ANSWER: This is standard language built in to the BGS RFP posting format. From the list of requirements, if there is any specific deliverable that can have a defined beginning and end date, that can be priced specifically, but the purpose of the RFP is for on-going support and less about specific deliverables. 1.1 Overview: The Overview indicates the RFP is calling for a fixed-price proposal. The section 5.1 Invoicing implies there may be time and materials terms. The Section 8.1 Costs of Preparation indicates the State generally doesn t enter into time and material contracts. Can you clarify if this RFP is intended to be fixed price or time and materials based given the range of support services outlined? Can you provide an FTE estimate or an anticipated budget estimate? ANSWER: It would be preferable to receive a fixed price quote, but some small amount of hourly fee can be included, as long as it is clarified in detail. There is no anticipated budget at this time. The Overview notes Public Safety may enter into a contract (the Contract) to have the selected offer or (the Contractor) perform all or part of the Work. This is echoed in section 5.16 Contract Negotiation. Is there the potential that Public Safety will make multiple awards? ANSWER: No, this will be a single award. 1.1 Structure and Scope of RFP: Last sentence notes: Public Safety s GIS services are built on an ESRI ArcGIS platform primarily. What else (software, devices, etc...) is in the architecture specific to GIS Services that may require support as outlined in the RFP. ANSWER: More details in section 4.1 may clarify what besides ESRI support may be included. 1.1 Objective of RFP
This section references the GIS software and infrastructure DPS has built Can any relevant documentation such as a high-level architecture diagram be shared specific to the GIS infrastructure? ANSWER: See more details in 4.1 below as to the design of the infrastructure This section references assist in leading statewide committees and teams Can you provide a listing of relevant teams/committees and their charters so as to better understand the scope of involvement? ANSWER: See answer including list of committees below. This section references ad hoc mapping demands... Can you provide a general description of these demands and business needs so as to better understand the scope of involvement. ANSWER: Occasionally the Department divisions may require a map be created from data for grant applications, legislative demands or for public information publication. Most of the data may be pulled from the Department s CAD/RMS system and data generally will be provided in Excel,.CSV or related format which simply needs to be mapped. 3 Project Management and Implementation Requirements Can you elaborate on the anticipated on-site, at DPS offices, requirements of the Project Manager? ANSWER: While some of the support can be done remotely (we will provide remote server and database access to employees who have passed fingerprint supported background checks) the committee and team meetings as well as Vermont Emergency Management drills and critical events will require on-site support, as will occasional other meetings or events. 3.1 Project Scope Change Management: Can you elaborate on the meaning of (2) creating and conducting thorough testing and training tasks to ensure successful implementation and use of the XXXX system.? Are those systems specifically defined? ANSWER: As primary support of the Department s GIS systems, we require a change management request be submitted to the IT section before implementing (such as upgrades, configuration changes, etc.) but the implementation of changes will be up to the vendor and therefore testing to insure any change will not negatively affect the system will but up to the vendor, with some testing support given by Department staff. 4.1.1.a Functional Requirements: Enterprise Data Management: Provide ESRI, ArcGIS and other GIS related software and system configurations in DPS Virtual Vermont This section references Virtual Vermont. Can you provide relevant documentation or a high-level overview on the design including sharing objectives and methods, architecture, protocols/guidelines, and standards? ANSWER: The Virtual Vermont infrastructure includes an ArcGIS Desktop license server that serves ArcGIS Desktop licenses to DPS, a set of ArcSDE geodatabases in an instance of Microsoft SQL Server, a set of 3 ArcGIS Server servers (a mix of 10.0 and 10.1 versions), and a web server in a DMZ that has
ArcGIS Server Web Adaptor 10.1 for serving services from ArcGIS Server 10.1 services to web clients over HTTP and HTTPS. The ArcSDE geodatabases (version 10.1) are in a Microsoft SQL Server 2008 R2 Standard Edition database on a Microsoft Windows Server 2008 R2 Standard 64-bit operating system. Only Direct Connect is used for connecting clients to the geodatabases. The ArcSDE geodatabases store copies of GIS data that is published or shared from other state agencies through EGC data exchange standards in addition to GIS data that is owned by DPS. Virtual Vermont has an ArcGIS Server 10.0 configuration and an ArcGIS Server 10.1 configuration. The 10.0 configuration uses four of eight available cores of licensing and the 10.1 configuration uses the other four cores. The 10.0 configuration is completely located within one four-core server. The 10.1 configuration is distributed across two two-core servers. The ArcGIS Server servers run on the Windows Server 2008 R2 Standard operating system. 4.1.1.a.i Functional Requirements: Enterprise Data Management: Provide ESRI, ArcGIS and other GIS related software and system configurations in DPS Virtual Vermont Is the Virtual Vermont environment entirely under the governance of DPS or does the architecture rely on other governing bodies such as the Department of Information and Innovation that have a stake in items such as software upgrades, patches, and network configurations. ANSWER: Currently it is under the governance of DPS but may rely on data provided by other departments. DII houses servers and storage facilities, but DPS is responsible for managing the servers and databases. 4.1.1.a.iii Functional Requirements: Enterprise Data Management: Provide ESRI, ArcGIS and other GIS related software and system configurations in DPS Virtual Vermont Can you elaborate on the DPS GIS related applications noting the software(s) and/or custom solutions and their current levels of Virtual Vermont service integration? ANSWER: DPS GIS related applications include: Spillman Data stored in Virtual Vermont provides address data to Spillman. DisasterLAN (DLAN) Virtual Vermont ArcGIS Server services serve data to DLAN, which is the emergency management disaster management system. DLAN has a web-based front end and a web mapping component named Vermont Live. The web mapping component provides a mashup of multiple data source types, including REST services and KML/KMZ files. DLAN also uses an ArcGIS Server configuration of its own. crime analysis Critical Facilities Data Collector (currently not in use and to be replaced by a new application) A Flex viewer that allows regional planning commissions to edit critical facilities (through a Virtual Vermont ArcGIS Server service) in a web mapping editor. Critical Facilities Data Viewer A Flex viewer that allows read-only access to the Vermont Critical Facilities geodatabase of Virtual Vermont to certain organizations through a password-protected ArcGIS Server service. VLRI (Vermont Local Road Information) - VLRI is a GIS system that fosters easy and efficient mapping, updating, monitoring, and dissemination of closure statuses of local roads (roads that are not maintained by VTrans). VLRI has a web mapping editor that allows
authenticated users to select road segments and attribute closure statuses and comments to those segments. ArcGIS for Server technology collects data entries from the web mapping editor into an ArcSDE geodatabase and serves data from that geodatabase to read-only systems and clients. VLRI is built on the ArcGIS API for JavaScript. The ArcSDE geodatabase, ArcGIS Server services, and application that compose VLRI are located in the Virtual Vermont infrastructure. Hazard Mitigation Projects Web Mapping Editor - The Hazard Mitigation Projects Web Mapping Editor is an interface for maintaining the Hazard Mitigation Projects GIS data through a password-protected ArcGIS Server service that is served from Virtual Vermont. The data that is edited through this application is not a redacted public facing subset of the data. The Hazard Mitigation Projects Web Mapping Editor is a Flex viewer. 4.1.1.b.i: Functional Requirements: Enterprise Data Management: Address DPS GIS resource needs As echoed in 1.1 Objective of RFP specific to gathering GIS data. Does this imply data development specific to identified data gaps or is this primarily assembly of existing data assets. ANSWER: Addressing gaps in necessary data and processing of existing data are both quintessential tasks in the DPS GIS program. For example, the state s GIS layer that stores and models dam inundation needs to be improved in order to better serve the state s business needs by assuring its schema is suitable to the those business needs, leveraging dam inundation modeling utilities to increase its coverage and current-ness, identifying its appropriate data owner, and updating its metadata. For an example of processing an existing data asset, the Hazard Mitigation Projects GIS data was initially created by geocoding data in Excel spreadsheet format. 2.a.ii Enterprise Applications/GIS Integrations Can you enumerate the number and types of ArcGIS Server services that drive the DisasterLan GIS module? ANSWER: The number and types of ArcGIS Server services that drive the DisasterLan GIS module vary as use of the software evolves and unique sets of services can be related to particular events. Generally, the GIS module is serving about 6 base map services, 4 geocoding services, and about 30 overlay services / KML files / data feeds. 2.a.iv Enterprise Applications/GIS Integrations Can you elaborate on the need for more efficient query response? What is the nature of the service (including data, custom programming, and deployment) where the query response could be improved? ANSWER: This speaks to collecting and updating data and data sources so that maps provide the widest and most currently available sets of data available within the state of Vermont. A majority of this would include creating interfaces or incorporating map sets provided by other state departments into the Virtual Vermont system. 2.a.vi Enterprise Applications/GIS Integrations Will contractors providing the GIS Support services outlined in this RFP be restricted from working on future application implementations if appropriately qualified and competitive?
ANSWER: No 2.b.3 Enterprise Applications/GIS Integrations Can you elaborate on the number and types of 3 rd party systems? ANSWER: See list in 4.1.1 3. Desktop GIS software support and licensing Can we assume the GIS Software is primarily, or entirely, within the Esri family of software? If not can you enumerate other software that would require the support outlined in item 3 of the RFP? ANSWER: Yes 4.a Geospatial Analysis and Cartography Can you elaborate on the anticipated scope of the mapping needs, spatial analysis, and reports including hypotheticals and/or real examples? ANSWER: This is largely dependent on the number/frequency of Emergency Management demands and drills or critical events, in the addition to other department needs. Assume that there are at least monthly demands, if not more frequently. See also information related to committees or team that may need some of these resources for their workload. ANSWER: 6. Leadership, interaction w/egc (Enterprise GIS Consortium), FEMA Region1, etc Can you elaborate on the full list of assigned committees and boards including the frequency of regularly scheduled meetings? Team/Committee Enterprise GIS Consortium (EGC): A voluntary consortium of state government organizations focused on effective management of the State s Enterprise Geographic Information System (GIS). Charter/Info Link to EGC web page: https://outside.vermont.gov/sites/eg Link to EGC charter: EGC Emergency Management Workgroup: A workgroup that is composed of a subset/superset of the Enterprise GIS Consortium that focuses on the the area of emergency management. EGC LiDAR Workgroup: A LiDAR support team composed of individuals and interested agencies and organizations as a subcommittee of the EGC. EGC Parcel Data Workgroup: A workgroup that is composed of a subset/superset of the Enterprise GIS Consortium that focuses on the the area of parcel data and parcel data coverage. https://outside.vermont.gov/sites/eg See attached EGC_EmergencyManagemen Link to EGC LiDAR Workgroup web page https://outside.vermont.gov/sites/eg Link to EGC Parcel Data Workgroup web p https://outside.vermont.gov/sites/eg
FEMA Emergency Management Geospatial Working Group New England: A regional group that meets, with coordination provided by FEMA, to share information on GIS. The meetings generally have an emergency management theme. SEOC Steering Committee Contact FEMA Region 1 Charter from DEMHS 7.b Develop a SEOC-GIS File server to be used as a designated GIS work file server for storing SEOC GIS data files. Can we assume there will be overlap in governance and resources with the Department of Information and Innovation specific to file servers and access control for SEOC? ANSWER: There may be some minor overlap but for the most part DII provides the server, DPS IT staff will set up access and the vendor will design and implement the data and resources available. 4.10 Open Standards Given this is a support contract working with existing software and service models (as opposed to a delivered solution) it is unclear if where/how to ensure implementation of Open Standards. Can you elaborate on, or clarify, how DPS is currently ensuring open standards? ANSWER: This is a standard clause in the Vermont Building and General Services template. It would not apply to the support of the existing system. 4.11 Application and Database Architecture Can you provide a high-level architecture diagram that would indicate topology of the servers, any development/test/production designs, and RDBMS types and versions? ANSWER: See information provided in 4.1.1 above. 5.2 Retainage As an ad hoc support services contract can you clarify how the State hold back will be implemented? ANSWER: Normally a 10% retainage is put on hold until the last deliverable has been accepted 7.4 Functional and Technical Requirements Can we assume this is boilerplate language that needs updating as the RFP is for GIS support services and not a software application solution? ANSWER: Correct 7.5 Professional Services Requirements Can you elaborate on what is desired in respect to a work schedule to accomplish all of the required tasks within the desired timeline? Can we assume the desired timeline is a 2 year renewable term for support services? ANSWER: Correct 7.6 Education and Training
As a support services request can you elaborate on what is intended specific to education and training? Is there a suite of goals and objectives specific to establishing in-house operational capacity specific to the list of tasks and activities listed for the GIS support services and project management? ANSWER: This is part of the boiler plate template, but some minor assistance or direction may need to be provided occasionally to desk top software users, although complete training is not required. 8.2.4 Maintenance Agreement Can you elaborate on this cost component given the scope of services outlined? ANSWER: This is a standard clause in the Vermont Building and General Services template. As this contract does not include a new application, this is not applicable. 8.2.5 New Releases Can you elaborate on this cost component given the scope of services outlined? ANSWER: This is a standard clause in the Vermont Building and General Services template. As this contract does not include a new application, this is not applicable.