CITY OF SANTA ANA. 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California

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1 MAYOR MAYOR PRO TEM COUNCILMEMBERS CITY OF SANTA ANA 20 Civic Center Plaza P.O. Box 1988 Santa Ana, California CITY MANAGER David Cavazos CITY ATTORNEY Sonia R. Carvalho CLERK OF THE COUNCIL Maria D. Huizar January, ADDENDUM NO.1 REQUEST FOR PROPOSALS NO GEOGRAPHIC INFORMATION SYSTEMS SERVICES AND DATA DATE DUE: JANUARY 19, 2017 AT 4:00 P.M. Notice is hereby given that the City of Santa Ana Public Works Agency has made certain modifications, additions, and/or deletions, in the specifications to: RFP No: GEOGRAPHIC INFORMATION SYSTEMS SERVICES AND DATA. This addendum shall become a part of the original Request for Proposal. CHANGES TO PROPOSAL OPTION 1 Cloud Based (Hosted) Map Based Application: In the first paragraph of the Project Scope, the following change has been made: The scope of this project is to provide the City with access to a hosted map based application. The City is interested in a fully-developed, turn-key solution that meets all of the requirements listed in the Scope of Work that could be immediately implemented upon approval of the agreement. RESPONSE TO QUESTIONS ASKED/CLARIFICATIONS: 1. Does the City have an existing vendor agreement to provide these subscription services? If yes, and since it is public record, who is the provider, what is the annual fee, and when is the agreement end date? Can you share what your budget is for this project? Yes, the City currently has a vendor agreement to provide these subscription services. The provider is Digital Map Products and the annual fee is $70,500. The agreement end date is: April 15 th, While there is no specific budget for this project, the City desires to choose a vendor whose services offer the most quality and value. Pro Tem, Ward 2

2 2. Under the Proposal Evaluation and Rating; 25% weight is allocated to Understanding of Need. Can you elaborate on the Need, as it relates to this RFP? The Understanding of Need for this RFP is how well the Vendor understands what the City needs in relation to the presented Scope of Work. The City is not interested in solutions that do not meet ALL of the specified requirements in the Scope of Work. 3. Typically, municipal RFP processes allow 30 days for vendors to respond. Is it possible to extend the proposal due date to Friday Feb 03, 2017? Unfortunately, due to Council award processing due dates, the proposal due date will not be extended. 4. Is there an incumbent for this effort (Proposal Option 1 & 3)? See Question How many files (records/parcels) need to be updated for the Orange County Tax Assessor (Proposal Option 1)? The Vendor is responsible for determining the correct amount of records and parcels that require updating. 6. Does the City currently have a Geodatabase and if so, how large is it (Proposal Option 3)? The City Geodatabase for the features referenced in Proposal Option 3 is approximately 20mb. 7. Please define any other additional type of formatting that may be required outside of the norm,.pdf, csg., dgn, etc. (Proposal Option 1 & 3)? All desired formats are listed in the Scope of Work. 8. Please define what other methods for producing buffers that may be required besides ARCMap (Proposal Option 1)? This question is unclear. Proposal Option 1 does not call for using ARCMap for producing buffers. All buffer creation is handled by the Hosted Mapping Application. Pro Tem, Ward 2

3 9. Is there a list of hazard layers currently available? (Proposal Option 1) The list of desired Hazard Layers is listed in the Scope of Work. (Seismic, Fire, Flood, Manmade, etc.) The Vendor is responsible for updating and displaying the Hazard Layers from the correct Government source. (FEMA, USGS, etc.) 10. Please define out of the box reports. Do you need the ability to create custom reports? (Proposal Option 1) In addition to generating a standard Property Address / Property Owner report, the Hosted Mapping Application will allow users to generate custom reports by selecting any valid field from the Orange County Tax Roll Data. 11. For Proposal 3 why does the City require the data in two formats - ESRI & DGN? The City requires the data in both formats because our Engineers prefer accessing the graphic parcel data in DGN format for use in Bentley Microstation. 12. Approximately how many City employees will require access? (Proposal Option 1) The City currently has over 1,100 full-time employees. While only a small fraction of these employees will regularly access the system, the system must be capable of supporting the possibility that all users could access the system. 13. The RFP states that the vendor is responsible for updating several layers of the map, such as Parcel, Hazard, Census layers and so forth. Please confirm that the City means providing the City with access to the revised/new information as it becomes available to the Vendor, and NOT actually updating the data contained on any of these layers. Yes, this is correct. 14. Parcel data is required for the City plus a reasonable buffer. Is the City responsible for the final extent of this buffer and will this geographic extent (a) be the same for all map layers and associated attribute data, (b) remain the same OR change very-infrequently (less than 3x annually) The City is responsible for determining the extent of the buffer. The extent of the reasonable buffer does not change and is for all map layers. Pro Tem, Ward 2

4 15. Please provide us with the size of the following map layers: (we do not need precise size(s) but we do need your reasonable estimates) all as buffered to the extended boundary beyond city limits: a. Parcel data b. Tax roll data as [sic] c. Hazard layers approximate total number of layers and accumulated total size d. Census layers e. Is it reasonable for us to assume that the total amount of storage space required will not be greater than the sum of (a+b+c+d) + 50% of that total. Because the Vendor is responsible for providing ALL the map layers specified in the Scope of Work, the Vendor is responsible for calculating the size of ALL the map layers specified in the Scope of Work. 16. Are Bing and/or Google hard requirements as providers for aerial imagery? Providing the most up to date imagery is often best accomplished with other providers. Yes. Bing and/or Google are hard requirements for the base map. The hosted mapping application will also need to load the City s custom aerial photography at full resolution, including ALL the historical imagery the City possesses. 17. Can you make a sample of the data (hazards, parcels, tax roll) available for review? No, due to licensing restrictions, this is not possible. 18. Can you provide a copy of the county s parcel update schedule? The Vendor is responsible for all communication with the County and determining the County s update schedule. 19. Please describe how City of Santa Ana currently receives parcel and tax roll data from the county. The City currently receives this data from Digital Map Products in File Geodatabase and Microsoft Access database format. Pro Tem, Ward 2

5 20. What is meant by shapefiles for personal use (proposal option 1) Every user account can load shapefiles into the Hosted Mapping Application for display / symbolization. These shapefiles would be only visible to the user that loaded them. The Hosted Mapping Application administrator can load shapefiles into the system that are visible to all users. 21. Proposal Option 2, Appendix page 5: can you clarify the schedule options? For example, Delivery Schedule One does that mean the entire project area is spilt in 3 parts, flown in years 1, 2 and 3. Or does it mean the entire area is flown in year one, and then re-flown in year 2 and again in year 3? The entire area is flown in year one, and then re-flown in year two and then again in year three. The project area is never split. 22. Can you provide the project area in digital form (shapefile etc.)? The selected Vendor will receive the project area in digital form if needed. The project area is located on the last page of the RFP and includes State Plane coordinates defining the project area. This is sufficient information for proposals. 23. Is it acceptable, as an option, to use and update existing elevation data instead of creating a digital elevation from scratch? Does the City have existing elevation data? No, this is not acceptable. The Vendor should create a new DEM from scratch. The City currently has a DEM from Are we as the vendor responsible for locating all of the data mentioned in the Proposal? (Proposal Option 3) Yes. 25. Will contact information be provided for each of the desired data sources requested? (Proposal Option 3) No. The Vendor is responsible for sourcing and providing all data. 26. Where do we get the sales transactions for updating the tax roll information? (Proposal Option 3) Pro Tem, Ward 2

6 The Vendor is responsible for sourcing and providing all data, including sales transactions. 27. Will the data be made available to us at no cost as an agent of the City of Santa Ana or are we going to be responsible for purchasing the data needed in this proposal? (Proposal Option 3) The Vendor is responsible for sourcing, purchasing and providing the data for Proposal Option What is the current data update process used by the City? (Proposal Option 3) The Vendor is responsible for providing updated data per the terms listed in the Scope of Work. 29. How many different agencies deliver data for this process? (Proposal Option 3) The Vendor is responsible for determining which agencies to source the data from. 30. In what format do all of the different data sources arrive? (Proposal Option 3) The Vendor is responsible for sourcing the data in the format they need in order to deliver the files in the formats required by the Scope of Work. 31. Is there an existing update schedule for each of the data sources? If so, where is this listed? (Proposal Option 3) The Vendor is responsible for determining the correct update schedule for the data sources. 32. If there are parcel splits or merges during the year, are those changes required to be reflected in the graphical data portion on a quarterly basis? (Proposal Option 3) No. 33. Is there a data source available for noting the Bearing / Distance information of the lot change information? (Proposal Option 3) This level of information is not required. Pro Tem, Ward 2

7 34. Is there a data source available for noting the new APN numbers? (Proposal Option 3) The Vendor is responsible for determining a data source to obtain new APN s as needed. 35. Are Road Centerline updates required on a quarterly basis? (Proposal Option 3) No. 36. Is the data extents [sic] of Appendix 5 based on any parcels that cross/touch the data extent line or only parcels fully contained by the bounding box? (Proposal Option 3) Data deliveries should include any parcels that touch the data extent line. 37. In regards to the City s network authentication platform (Proposal Option 1) a. What standards are in use? Microsoft Windows / Active Directory Authentication. b. What format will the user s network credentials be presented in? The Vendor is responsible for the implementation of the single sign-on authentication. The City is not aware of the format of the credentials. 38. Under item IV. Submittal Requirements, Section B, Item 1-C Firm and Team Experience: Do you require full resumes for team members, or will a professional paragraph of current experience suffice? While full resumes are preferred for all team members, a professional paragraph of current experience will suffice for team members serving a minor role. 39. Are you open to other map base-layer solutions? (Proposal Option 1) No, the City desires Bing or Google maps as the base layer solution. Pro Tem, Ward 2

8 40. Will you provide the OC Parcel data files? (Proposal Option 1) No. The Vendor is responsible for sourcing and providing all data displayed in the Hosted Mapping Application. a. Is it acceptable to use a 3rd party for up to date parcel data files? The Vendor is responsible for determining an accurate and complete source of the data. The Vendor may use a 3 rd party source as long as it does not differ from the County. 41. What programming language is the custom internal EDMS written in? (PHP, ASP, etc) The City believes Visual Studio was used to develop the application, but the developer that created the application is no longer a consultant for the City. The Vendor would have full access to the custom internal EDMS application after selection, if needed. 42. Will there be any public (non-authenticated) access to the mapping solution? This is not a requirement, but the Vendor could offer this as an option. 43. Do you have an estimate on the number of potential proposers for Option 1? No. 44. Have you established an estimated budget for Option 1? See Question 1. All other terms and conditions remain the same. Trevor Burgan GIS Administrator Pro Tem, Ward 2