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HomeMy WebLinkAboutRFP 2025172-01 Conversion or ArcMap Parcel Fabric Questions & Answers Final1. Q: SECTION III SCOPE OF WORK - PROJECT PHASES - We understand Phase 1 (ArcGIS Enterprise Update) is optional due to the potential for in-house execution, depending on timing. Could you please clarify why Phase 3 (Workflow Manager Implementation) is optional and what factors or conditions contribute to this? A: The County is not fully licensed for Workflow Manager, but are considering it when our maintenance contract is renewed in Summer 2026. 2. Q: Does being located in Canada negate our firm from participating in this RFP? A: Being located in Canada would not negate your firm from participating in the RFP. However, The County will want our data to stay in the Continental United States and we would require approval of any Artificial Intelligence used that would be based out of the United States. 3. Q: What services are you currently running on ArcGIS Enterprise? Are these external (public) or internal services? A: There is a section of Portal that is only pushed out to a small number of employees that is controlled by our Active Directory credentials, a Portal page that displays our public facing maps (some are posted in portal, posted in AGOL (ArcGis Online) and others are self hosted). There is also an enterprise database that is used internally and it contains the data that is used for publishing some of our public facing maps. 6. Is there an estimated budget range or maximum funding limit that has been approved for the three phases of this project? A: No. 7. What infrastructure is currently running ArcGIS Enterprise? Is it scalable? Is it on a public cloud provider? A: The existing architecture is a 3-tier server environment running a web, application, SQL, and mainly unstructured data storage server. The servers are running Windows Server 2019 and the database version is Microsoft SQL Standard (64 bit) 2019. The server environment is on-premises. We do also utilize ArcGIS Online. 8. Do you have multiple Enterprise environments (such as DEV, TEST, and PROD)? A: We have a DEV server that serves multiple purposes (test/dev). 9. Could you please provide your current-state system diagrams for Enterprise so we can get a better understanding of the level of upgrade required? A: 10. Q: Under the Cost Proposal instructions, could you please clarify on the requirement to "provide a sample contract." A: Please provide a sample draft of the contract/agreement you are proposing to be signed between your company and the County for this work should your proposal be awarded. 11. Q: Is environment is on prem or in the cloud and what provider? A: It is an all on premises virtual environment. 12. Are there currently any python scripts or do they need to be created? A: We do have python scripts currently, but they may need adjusted after the conversion. We would be open to discussion if there are recommendations for additional scripts to improve processes. 13. What other parcel types are currently maintained? A: Current parcel types: Parcels, Lots, History, SecondaryCard, Cabins, Mobile Homes, Mobile Home Parks, Condominiums, Condo units, Subdivisions, Right-of-Way (only has a few features currently). 14. Q: Does the county require the migration of any custom ArcMap add in tools? A: The County does not have any custom ArcMap tools. 15. Are there any downtime requirements? For example, in place vs blue green upgrade. A: We understand there will be some downtime for the Enterprise upgrade, but we would like to schedule it to be minimally disruptive if possible. If budget allows, we would like to upgrade the environment as a part of this process. We would expect work resulting in downtime to be done in the afternoon and completed that evening. 16. Is enterprise on one VM or is it distributed across multiple? A: Enterprise is on the GIS Application server in the 3-tier diagram. It is a single server. Nothing is clustered. 17. "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" Q Can the County elaborate on what would impact this particular timing to be one or the other? How to understand this scenario? A: It would be a budget question about funds available for Microsoft server software upgrade. 18. Develop necessary Python scripts for administration or data maintenance, as needed - Q: What timeframe does the County envision this need? Just during the project execution, or for a longer duration? Ongoing? Would the County be open to a support contract that offers these services when needed? Again for the what timeframe? A: This would be just during the project. We would be interested in discussing a Time and Material contract for future support. 19. Validate accuracy and data integrity post-conversion Q: Can we assume this validation would only be relative to the accuracy/integrity of the same data before the upgrade? A: It would be to confirm the new fabric is as accurate or more accurate than the current parcel fabric. The ROW data would be the only thing that would be checked that is not currently existing. 20. As to Parcel Fabric training, what can we assume in terms of prior knowledge of ArcGIS Pro of the staff to be trained? Do they know Pro but just need to learn the Parcel Fabric workflows? Or?..... A: Yes, all our current staff are at least familiar with Pro so the training would be parcel fabric specific. Training on data clean-up tools in Pro would be helpful. 21. Q: For the Enterprise upgrade, is the County also interested in ArcGIS Monitor implementation? A: We are not interested in ArcGIS monitor at this time. 22. Q: For integration with CAMA, can we assume that CAMA system is capable of receiving standard industry standards and protocols, and ideally web services? Is it a current/modern CAMA? A: The county just recently upgraded to Vision 8 CAMA and it is consuming our current parcel fabric. The new system is https://www.vgsi.com/vision-8-cama/. Vision 8 marketing material highlights the ability to integrate with third-party tax, billing, or permit software and an embedded GIS bidirectional sync (meaning data can flow between Vision 8 and GIS systems). Vision is currently using a REST service from our Enterprise system to incorporate the fabric into the map within Vision CAMA. 23. Q: For the Workflow Manager portion does the County have some basic ideas in mind in terms of what sorts of workflows in Land Records they're looking for? Or are you looking to the bidder to advise and recommend? Both perhaps? A: We would be looking for some recommendations to utilize this if we decide to proceed with the Workflow Manager portion 24. Post-deployment support plan Q: What are the County's expectations here? You state 5 years. Does this suggest the support should include whatever or however much time the County may need per year for 5 years? Would the County be open to a best estimate on time/hours needed based on past experience, with that as a clearly-stated cap on hours per year for support? The amount of hours could always be discussed and further negotiated with the County later in this case. A: The County is open to discussing a post-implementation support contract with the chosen vendor that is tailored to our needs. We would be open to previewing what a support contract would look like and the ballpark figures that go with it. The County would entertain both fixed-price and time and materials approaches. 25. Q: Is the County willing to share a copy of it's existing Parcel Fabric? A: The parcel fabric can be made available to anyone who is planning to submit a proposal. Please contact procurement@franklincountypa.gov to get access to the file. We will ask that a non-disclosure agreement be signed before getting access and that if you do not win the proposal that all copies be destroyed. 26. Q: Do we understand the County is not asking for any data cleanup or other enhancement to be done to the data itself? A: With the exception of the ROW data, only enhancements or cleanups necessary for migration compatibility into Pro are anticipated as part of this RFP.