HomeMy WebLinkAboutRFP 2025172-01 Conversion of ArcMap Parcel Fabric FINAL
REQUEST FOR PROPOSAL for
CONVERSION OF ARCMAP PARCEL FABRIC TO ARCGIS PARCEL FABRIC AND
WORKFLOW MANAGER IMPLEMENATION
FOR THE COUNTY OF FRANKLIN, PA
COUNTY OF FRANKLIN, PENNSYLVANIA
RFP# 2025172-01
County of Franklin, PA
272 North Second Street
Chambersburg, PA 17201
Table of Contents
SECTION I INTRODUCTION & INSTRUCTIONS ............................................................................... 3
1.01 PURPOSE ......................................................................................................................... 3
1.02 RFP Schedule ................................................................................................................... 3
1.03 REQUIRED REVIEW ........................................................................................................... 3
1.04 AMENDMENTS TO PROPOSALS ......................................................................................... 3
1.05 AMENDMENTS TO THE RFP ............................................................................................... 3
1.06 QUESTION & ANSWER PERIOD .......................................................................................... 4
1.07 PRE-PROPOSAL CONFERENCE ......................................................................................... 4
1.08 RETURN INSTRUCTIONS ................................................................................................... 4
1.09 NONDISCRIMINATION CLAUSE ......................................................................................... 5
SECTION II BACKGROUND ........................................................................................................... 5
SECTION III SCOPE OF WORK ...................................................................................................... 6
SECTION IV RESPONSE FORMAT .................................................................................................. 9
SECTION V EVALUATION ............................................................................................................ 10
SECTION VI CONTRACT PROVISIONS AND INSURANCE REQUIREMENTS .................................... 11
6.01 CONTRACT PROVISIONS ................................................................................................. 11
6.02 PROGRESS PAYMENTS AND RETAINAGE ......................................................................... 12
6.04 INSURANCE REQUIREMENTS .......................................................................................... 13
SECTION VII GENERAL LEGAL INFORMATION ............................................................................. 15
7.01 RIGHT OF REJECTION ...................................................................................................... 15
7.02 WITHDRAWAL OF PROPOSALS ........................................................................................ 15
7.03 EXEMPTION FROM FEDERAL EXCISE AND PENNSYLVANIA SALES TAX .............................. 15
7.04 VENDOR CLEARANCE ..................................................................................................... 15
7.05 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS ................................................. 15
7.06 DISCLOSURE OF PROPOSAL CONTENTS ......................................................................... 15
7.07 INDEPENDENT CONTRACTOR ......................................................................................... 16
7.08 NEWS RELEASES ............................................................................................................ 16
7.09 NO ASSIGMENT ALLOWED .............................................................................................. 16
SECTION I INTRODUCTION & INSTRUCTIONS
1.01 PURPOSE
The County of Franklin, Pennsylvania is requesting proposals to provide professional
services to plan and implement the conversion of the existing ArcMap Parcel Fabric to the
ArcGIS Pro Parcel Fabric for the Geographic Information Systems (GIS) Department. An
upgrade of the ArcGIS Enterprise environment will also be completed to support the above
goal.
1.02 RFP Schedule
The RFP schedule set out herein represents Franklin County’s best estimate of the
schedule that will be followed. If a component of this schedule, such as the deadline for
the receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All
times are Franklin County, Pennsylvania time.
Proposer Questions due by …………………………Friday December 19, 2025 12:00 PM
Responses to Questions to be posted by …... Tuesday December 23, 2025, 4:00 PM
RFP Submission Deadline ………………………….…… Monday January 5, 2026 4:00 PM
Anticipated Selection Date………………………………………………….… January 21, 2026
Project Completion Deadline ……………………………………………. (See Scope of Work)
1.03 REQUIRED REVIEW
Offerors should carefully review this solicitation for defects and erroneous material.
Comments concerning defects and erroneous material should be made in writing and
received by the procurement office at procurement@franklincountypa.gov at least ten days
before the deadline for receipt of proposals. This will allow time for the issuance of any
necessary amendments. It will also help prevent the opening of a defective proposal and
exposure of the offeror’s proposals upon which award could not be made.
1.04 AMENDMENTS TO PROPOSALS
Amendments to or withdrawals of proposals will only be allowed if an acceptable request
is received prior to the deadline that is set for the receipt of proposals. No amendments or
withdrawals will be accepted after the deadline.
1.05 AMENDMENTS TO THE RFP
If an amendment is issued, it will be posted on the Franklin County, PA website at
https://www.franklincountypa.gov/current-solicitation-opportunities/.
1.06 QUESTION & ANSWER PERIOD
All questions must be submitted in writing to procurement@franklincountypa.gov.
Questions may be submitted until Friday December 19, 2025 at 12:00 PM, prevailing
Franklin County, Pennsylvania time.
1.07 PRE-PROPOSAL CONFERENCE
There is no pre-proposal conference for this RFP.
1.08 RETURN INSTRUCTIONS
Proposals shall be submitted to the Procurement Office as electronic PDF files at the
following address:
Franklin County, Pennsylvania
Procurement Department RFP #2025172-01
272 North Second Street
Chambersburg, PA 17201
The electronic files may be submitted via email to procurement@franklincountypa.gov or
via a USB flash drive.
The technical proposal shall be titled in the format of “VENDOR A – CONVERSION OF
ARCMAP PARCEL FABRIC – TECHNICAL PROPOSAL” where VENDOR A is the name of your
firm.
The cost proposal shall be saved in a separate PDF file from the main proposal and clearly
named in a format such as “VENDOR A – CONVERSION OF ARCMAP PARCEL FABRIC –
COST PROPOSAL”.
Any confidential information submitted by the vendor must be submitted in a separate PDF
Document from the main proposal and labeled similarly as described above including the
word “Confidential” at the end of the file name. See also, Section 7.06.
The County is not responsible for deliveries that do not reach the Procurement Department
by the required due date and time. Note that email transmission is not instantaneous. If
emailing your proposal, the County recommends sending it ahead of the deadline to
ensure the email is delivered by the receipt for proposals deadline. It is the responsibility of
the proposer to contact the Procurement Office at 717-709-7229 to confirm that proposal
has been received. The County is not responsible for unreadable, corrupt or missing
attachments.
All materials submitted with the response will become the property of the County of
Franklin. No materials submitted will be returned to the Respondent.
1.09 NONDISCRIMINATION CLAUSE
Franklin County assures that no person shall be excluded from participating in, be denied
the benefits of, or be otherwise subjected to discrimination on the grounds of race, gender,
creed, color, sexual orientation, gender identity or expression, or in violation of the
Pennsylvania Human Relations Act, which prohibits discrimination on the basis of race,
color, religious creed, ancestry, age, sex, national origin, handicap or disability, or in
violation of any applicable local, state, or federal laws. With advance notification,
accommodations may be provided for those with special needs for language, speech, sight
or hearing. If you have a request for a special need, wish to file a complaint, or desire
additional information please contact the Risk Management Department at (717) 261-3819
or riskmgt@franklincountypa.gov.
SECTION II BACKGROUND
The County of Franklin is a fourth-class county located in south-central Pennsylvania,
operating under an elected three-person Board of Commissioners. The County provides
services to its residents in many areas, including various general government services, a
court system, public safety, health and welfare, and community enrichment programs. The
county operates with fifty-two departments and approximately 700 full-time, part-time, and
casual employees.
The County’s GIS department manages the County’s geospatial capabilities and tools to
provide interactive reference mapping and map-based analysis as well as all the data,
applications, services and architecture to support this. The incorporation of GIS into the
County’s daily operations increases productivity, cost-effectiveness and dissemination of
knowledge for numerous County projects and entities, in turn enhancing the County’s
ability to serve the public. More information on the GIS department can be found at
https://www.franklincountypa.gov/departments/geographic-information-systems-gis/.
SECTION III SCOPE OF WORK
The scope of work includes:
• Phase 1: Enterprise Upgrade (optional),
• Phase 2: Parcel Fabric Conversion, and
• Phase 3: Workflow Manager Implementation (optional)
Franklin County, PA seeks to modernize its land records management system by converting
the existing ArcMap Parcel Fabric to the ArcGIS Pro Parcel Fabric and upgrading its ArcGIS
Enterprise environment to support this modernization. This project aims to ensure data
accuracy, streamline workflows, and enhance interdepartmental collaboration. The goal is
to have the parcel fabric conversion portion started by March of 2026 due to the retirement
of the ArcMap software.
CURRENT ENVIRONMENT
• ArcGIS Enterprise 10.8.1 on Windows VM
• ArcGIS Server, ArcGIS DataStore, ArcGIS Portal, Windows Server 2019, SQL Server
2019 Standard
PROJECT PHASES
Phase 1: Optional ArcGIS Enterprise Upgrade
Phase 1 tasks include:
• Identify and update Enterprise system to necessary version needed to support
Parcel Fabric
o Evaluate server infrastructure, database compatibility, and system
performance
o Identify gaps or limitations that may impact the Parcel Fabric migration and
potential Workflow Manager implementation
o Ensure proper system requirements, including server specifications,
database configurations, and security protocols
o Upgrade and configure ArcGIS Enterprise, including Portal for ArcGIS, ArcGIS
Server, and the County’s SQL-based Enterprise Geodatabase
• Conduct system testing to validate performance and data integrity
Please note, depending on timing, this phase may be removed from the project and
performed in-house before the start of Phase 2: Parcel Fabric Conversion.
Phase 2: Parcel Fabric Conversion
Phase 2 tasks include:
• Migrate existing ArcMap Parcel Fabric to ArcGIS Pro Parcel Fabric
• Provide tools/training materials for internal data cleanup
• Include attribute rules, cadastral attributes, templates, existing control points, and
right-of-way data
o Creation of Attribute Rules: Include the creation and documentation of
industry standard attribute rules for maintaining the fabric records
o Road/Railroad Right-Of-Way Data: Create and populate the necessary parcel
fabric types to maintain right-of-way data based on PennDOT information
o Creation of parcel types: Create and populate other necessary parcel fabric
types to maintain normal County operations
• Develop necessary Python scripts for administration or data maintenance, as
needed
• Validate accuracy and data integrity post-conversion
• Implement the Enterprise Deployment model for the fabric to support multiuser
editing with branch versioning
• Ensure that published parcel data can be consumed by the Computer Aided Mass
Appraisal System (CAMA) by working with County staff and CAMA vendor staff to
provide appropriate services for integration into the CAMA system
Phase 3: Optional Workflow Manager Implementation
Phase 3 tasks include:
• Design and configure basic workflows for standard land records management tasks
• Integrate Workflow Manager with Parcel Fabric and other GIS applications
• Enable task tracking, notifications, and reporting
• Monitor system performance during the initial deployment period
• Provide post-deployment support plan (60 days)
• Address any issues or enhancements identified during the initial use period
Deliverables Include:
• Upgraded ArcGIS Enterprise environment compatible with ArcGISPro Parcel Fabric
and Workflow Manager
• Fully converted and attributed ArcGIS Pro Parcel Fabric dataset
• Configured ArcGIS Workflow Manager with documented workflows (if included)
• Seamless integration with existing County systems and adherence to ESRI and/or
industry best practices
• Documentation:
o System configuration,
o workflows, attribute rules, and
o Python scripts
• Training sessions and user documentation for GIS department staff
• Post-deployment support plan
Timeline
Phases 2 shall be started by March 2026 with the Optional Workflow Manager
implementation timeline to be proposed by vendor.
Requirements from the County
The County commits to providing, in accordance with County policy, adequate:
• Access to current parcel fabric and related datasets
• GIS staff availability for requirements gathering and training
• Access to the County’s IT infrastructure for system integration and testing
SECTION IV RESPONSE FORMAT
Franklin County is seeking a concise, qualifications-based response to this Scope of Work.
Proposals should be limited in length and focused on the firm's ability to meet the County’s
needs. Extensive marketing content or generic boilerplate is discouraged.
Respondents should include the following:
Cover Letter (1 page max)
• Brief introduction of the firm
• Primary contact for the proposal
• Acknowledgement of understanding of the project and its objectives
Project Approach (8 pages max)
• Indicate whether your team can support the optional Phase 1 and/or Phase 3 if they
are included
• Summary of approach to completing each phase (including optional phases) and
providing the deliverables
• Notes on any anticipated challenges and strategies to address them
Governance, Security & Quality Assurance (3 pages max)
• Describe your approach to data governance, security and quality assurance
Relevant Experience (2 pages max)
• Description of similar parcel fabric migrations and ArcGIS Enterprise upgrade
projects completed
• Experience with ArcGIS Pro Parcel Fabric, branch versioning, attribute rules, and
CAMA integrations
• Any experience with Workflow Manager (if proposing on Phase 3)
• Confirm ESRI certification and relevant experience
Key Personnel (1 page max)
• Names, titles, and brief qualifications of key team members
• Who will be the lead contact and project manager
Proposed Timeline (1 page max)
• Provide a high-level project schedule with estimated durations for each phase
• Demonstrate your ability to prioritize the Parcel Fabric conversion due to vendor
maintenance deadlines
References (1 page max)
• Provide the names and contact info for 2–3 recent clients for whom similar work was
performed as well as a brief description of the work completed
Cost Proposal
• Provide a milestone-based pricing that corresponds with the project milestones.
See Progress Payments and Retainage for suggested milestones.
• Each phase shall be priced separately. If applicable, separate pricing for optional
phases (Phase 1 and Phase 3).
• Provide the annual cost for post deployment support for 5 years.
• Provide a sample contract.
SECTION V EVALUATION
Proposal Evaluation Criteria & Scoring
Each proposal will be evaluated by a review committee comprised of County staff and/or
appointed evaluators using the criteria outlined below. Proposals will be scored on a 100-
point scale based on the firm’s response to each section of the RFP. The County seeks the
best overall value, not necessarily the lowest price.
Criteria Points
1. Project Understanding & Approach 20
2. Governance, Security & QA 15
3. Relevant Experience 15
4. Key Personnel Qualifications 15
5. Proposed Timeline & Capacity 10
6. Cost Proposal 20
7. References 5
100
• Optional phases (Enterprise Upgrade and Workflow Manager) will be scored if
included. Evaluation of these optional phases will be included in criteria 1.
• The County reserves the right to request interviews or clarifications.
• Selection is subject to final contract negotiations and County approval.
SECTION VI CONTRACT PROVISIONS AND INSURANCE REQUIREMENTS
6.01 CONTRACT PROVISIONS
After the County of Franklin makes its selection, it shall proceed to negotiate a contract
based upon a Scope of Work for the project. If the County is unable to negotiate a
satisfactory contract with the most highly qualified person or firm, the County shall
formally end negotiations with that person or firm and begin to negotiate with the second
most highly qualified person or firm. Negotiations shall continue in this sequence until a
contract is agreed upon.
The performance of this contract shall be in accordance with all Federal, State and local
laws as may be applicable. Any contract between the County of Franklin and the
consultant shall be subject to the rules and regulations of any agencies where funding is
being requested.
The contract between the County and the selected consulting firm will include the
following non-negotiable contract provisions:
1. Indemnification of the County.
2. Non-Indemnification of the Contractor.
3. Forum Selection (Franklin County, PA Court of Common Pleas).
4. Choice of law (Commonwealth of Pennsylvania)
5. Prevailing party attorneys’ fees.
6. Termination for convenience/termination for cause by the County.
7. County ownership of the instruments of service/deliverables.
8. Work-for-Hire Transfer of Copyrights/Intellectual Property.
9. All data is the property of the County of Franklin. The contract must include express
provisions guaranteeing County ownership of all data and guaranteeing that the
data may be accessed post-contract using non-proprietary means. No mining,
analytics, or duplication is allowed without the County’s express written permission.
10. Data security, confidentiality, and use of County data and information.
11. Nondiscrimination.
12. Suspension and debarment.
13. Release of liability in favor of the County.
14. Non-release of liability of the contractor.
15. Insurance coverage and County status as additional insured as set forth in Section
11.04.
16. Terms of payment and invoicing, including 45-day payment period.
17. Any and all federal and state provisions required as a result of grant funding.
18. Compliance with the current fiscal year National Defense Authorization Act
(“NDAA”), including, but not limited to, the NDAA prohibited manufacturers/ban list.
A separate “Data Sharing Agreement” will be signed by the selected contractor and
Franklin County during the Scope of Work process.
The County reserves the right to request additional contract provisions it deems necessary
as needed to protect the best interest of the County.
Any work proposed and undertaken by this solicitation that requires the use, access, and
sharing of County data shall be addressed via a “Data Sharing Agreement” as compliant
with current County of Franklin processes and procedures.
6.02 PROGRESS PAYMENTS AND RETAINAGE
Phase 1: ArcGIS Enterprise Upgrade (Optional)
Milestone ID Milestone Description Deliverables Payment %
1.1 Contract Signing Payment at signing of contract 5%
1.2 Project Kickoff &
Planning
System Assessment
Project plan, timeline, communication
plan
System assessment report,
compatibility analysis
10%
1.3 Upgrade Execution,
Testing & Validation
Upgraded ArcGIS Enterprise
components,
Post-upgrade validation report
10%
Subtotal Phase 1 25%
Phase 2: Parcel Fabric Conversion
Milestone ID Milestone Description Deliverables Payment
%
2.1 Data Review &
Preparation, Conversion
Planning
Data readiness checklist, Parcel
Fabric migration plan
10%
2.2 Parcel Fabric Conversion
Execution
Converted ArcGIS Pro Parcel Fabric
dataset
45%
Attribute Rules & Right-of-
Way Configuration
Attribute rules, parcel types, ROW
based on PennDOT Data
Scripting & Tools
Development
Python admin/maintenance scripts
with documentation
Enterprise Deployment
Model Setup
Branch versioning configuration and
documentation
Validation & QA QA/QC results, data integrity
validation report
CAMA System Integration
Support
CAMA service
endpoint/specifications
Staff Training & Materials Training sessions and user
documentation
Subtotal Phase 2 55%
Phase 3: Workflow Manager Implementation (Optional)
Milestone
ID
Milestone Description Deliverables Payment
%
3.1 Workflow Design Documented land records workflows 5%
3.2
Workflow Manager
Configuration
Configured Workflow Manager with
Parcel Fabric integration
5%
3.3 Training &
Documentation
User/admin training and
documentation
60-Day Post-Deployment
Support
Support logs and final report 5%
Subtotal Phase 3 15%
Final Closeout & Acceptance
Milestone
ID
Milestone Description Deliverables Payment
%
4.1 Final Project Acceptance &
Closeout
Final documentation set and
project summary
5%
Total Project Payment Allocation
Project Component Total %
Phase 1 – Enterprise Upgrade (Optional) 25%
Phase 2 – Parcel Fabric Conversion 55%
Phase 3 – Workflow Manager (Optional) 15%
Final Acceptance 5%
Total 100%
6.04 INSURANCE REQUIREMENTS
Prior to and during the performance of any services covered by this solicitation, the
contractor shall provide the County, upon execution of an agreement, in a form and
manner reasonably acceptable to the County Solicitor or Risk Manager, a certificate of
insurance as evidence that it has obtained and maintains in full force and effect during the
term of this Agreement the types of insurance in the amounts described in this section.
General Liability insurance covering liability for death and bodily injury and liabilities for
loss of or damage to property with a combined single limit of not less than One Million
Dollars ($1,000,000.00) per occurrence and One Million Dollars ($1,000,000.00) in the
aggregate;
Worker’s Compensation and Employer’s Liability insurance as required by the laws of the
Commonwealth of Pennsylvania;
Employee Dishonesty coverage at a minimum limit of $25,000.00;
Professional Liability insurance of not less than One Million Dollars ($1,000,000.00) per
occurrence; and
Cyber Liability insurance of not less than One Million Dollars ($1,000,000.00) per
occurrence and Two Million Dollars ($2,000,000.00) aggregate.
The County shall be endorsed as additional insured on the General Liability Insurance for
services and activities provided by the vendor under this agreement. Vendor shall provide
proof of insurance and the requirements of this section upon execution of this agreement
as requested after that. Should the vendor have any changes to their current insurance
coverage, they shall notify the County within 5 business days.
SECTION VII GENERAL LEGAL INFORMATION
7.01 RIGHT OF REJECTION
Franklin County reserves the right to cancel this request for proposals at any time for any
reason. Any proposal received may be rejected in whole or in part when in the best interest
of the County.
7.02 WITHDRAWAL OF PROPOSALS
Proposals may not be modified, withdrawn or cancelled by the offeror for three months
after the time designated for the receipt of proposals.
7.03 EXEMPTION FROM FEDERAL EXCISE AND PENNSYLVANIA SALES TAX
The County of Franklin, PA is exempt from Federal Excise Taxes and Pennsylvania Sales
Taxes as a political subdivision of the Commonwealth of Pennsylvania. Prices as shown in
the proposal shall exclude such Federal and State Taxes.
7.04 VENDOR CLEARANCE
All vendors will be required to submit a W-9 and pass clearance checks including a
debarment check and other background checks as deemed necessary by Franklin County.
A contract will not be awarded to any offeror who is suspended or debarred by the
Pennsylvania Department of General Services or any Department of Agency of the United
States Government.
7.05 COUNTY NOT RESPONSIBLE FOR PREPARATION COSTS
The County will not pay any cost associated with the preparation, submittal, presentation,
or evaluation of any proposal.
7.06 DISCLOSURE OF PROPOSAL CONTENTS
All responses are subject to the Pennsylvania Right to Know Law, 65 P.S. §§ 67.101-3104,
(“RTKL” or Right to Know Law”), which may mandate the release of any and all information
and documents submitted by the proposer. By submitting a proposal, all proposers
acknowledge the County’s non-waivable duties under the Right to Know Law, and agree to
cooperate therewith.
Any information deemed by the proposer to be confidential or proprietary shall be marked
accordingly. Additionally, any confidential information submitted by the vendor must be
easily separable from the non-confidential sections of the proposal and as such must be
submitted in a separate PDF Document from the main proposal and labeled similarly to as
described above including the word Confidential in the file name. Notwithstanding the
foregoing, all proposals, documents, submissions and data are subject to the Pennsylvania
Right to Know Law, and nothing contained herein shall be construed to bind the County to
the determinations made by the proposer.
Any exceptions taken to such mandatory terms shall result in rejection of the proposal.
7.07 INDEPENDENT CONTRACTOR
The relationship between Franklin County and Contractor providing the herein services is that of an
independent contractor and contracting agency. Nothing herein contained shall be construed to
give the Contractor and/or group facilitator any interest as an employee, joint venturer, or partner
of, or with, the County.
7.08 NEWS RELEASES
News releases pertaining to this project will not be made without prior Franklin County
approval, and then only in coordination with the Issuing Office.
7.09 NO ASSIGMENT ALLOWED
Unless specifically noted in this RFP, Coordinating Entity must provide all services to
complete the identified work.