Town of Farragut

Addendum 3

RFQ No. 2026-25

GIS Services 03/30/2026

The proposer acknowledges this addendum shall modify and become a part of the original solicitation document. The Proposer further acknowledges that should it be determined at the time of the bid opening that the Proposer has failed to acknowledge receipt of ALL issued addenda; the Proposer’s Bid submission shall be rejected. The Proposer understands that any verbal representation made or assumed to be made during any oral discussion held between Proposer’s representatives and any Town personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Q1. Does the Town have a budget for this project that it would be willing to share? Having this information will enable us to provide a more accurate and competitive bid.

A1. The budget for GIS services is set annually during the Town’s budget formulation cycle. The final budget for FY27 has not been approved and is not expected to be approved before June 2026. Over the previous 6 fiscal years, the Town has historically budgeted between $42,500 and $45,500 annually for

GIS services with the potential for the allocation of additional funds as required for specific projects or emerging priorities.

Q2. Since this is a hard copy submission, would the Town consider extending the due date deadline to allow responders to adjust responses to more accurately meet the Town’s needs based on the responses to the Q&A?

A2. No, the due date remains the same April 7th, 2026, and delivered by 2:00pm. Proposals must be delivered in a sealed envelope clearly labeled with the RFP title and the proposer’s name and address, and addressed to: Town of Farragut, Attn: Finance, 11408 Municipal Center Drive, 2nd Floor, Farragut, TN

37934. It is the proposer’s responsibility to ensure that proposals are delivered to this address and floor designation by the required due date and time.

All proposals must be received by the Town no later than the date and time specified in this Request for

Proposals. Proposals received after the designated deadline, regardless of the cause, will not be considered.

The proposer is solely responsible for ensuring timely delivery of its proposal to the location specified in this RFP. The Town will not be responsible for any delays, delivery failures, or costs incurred by any courier, postal service, or other delivery company, nor for any costs associated with the preparation or submission of proposals. All such costs are the sole responsibility of the proposer.

Q3. Can the Town provide an estimate of the volume and frequency of CAD or as-built drawing conversions expected annually?

A3. At this time, the Town does not have historical data tracking the volume or frequency of CAD or as-built drawing conversions on an annual basis, so we are unable to provide a reliable estimate. However, we anticipate that the need for such conversions will be limited and will occur on an as-needed basis in connection with capital projects and infrastructure improvements.

Q4. How would you describe the current condition of the Town’s GIS data in terms of completeness and standardization?

A4. The current condition of the Town’s data is reasonably complete and standardized.

Q5. Does the Town anticipate development of new GIS applications, or primarily maintenance of existing tools?

A5. Primarily maintenance of existing tools, though new applications might occasionally be required.

Q6. Are there any existing or planned integrations between GIS and other Town systems (e.g., permitting, asset management)?

A6. There will likely be an integration with Work Order Management software.

Q7. Does the Town have expectations for response times or turnaround for GIS requests?

A7. Most current tasks are completed in one day, though some may require additional time.

Q8. Are GIS needs generally consistent week-to-week, or do they fluctuate based on projects?

A8. GIS needs are generally consistent week to week, but some fluctuations might occasionally be necessary.

All communications regarding this RFP must be submitted via email to the Finance Department representative identified below:

Tessa Cortes, Finance Director tcortes@townoffarragut.org

The Finance Director will be the sole point of contact for this RFP.

Proposers’ contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer’s bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance

Department representative.

mailto:tcortes@townoffarragut.org