24_167_ADD1.pdf

TO:

FROM:

DATE:

SUBJ:

RFP ITEM:

All Vendors Tywanna Scott, Procurement Assurance Analyst Tamika Allen, Information Technology

Geri A. Sams ,1../J ~ Procurement Directo~

March 18, 2024

Clarifications to the Specifications and Responses to Vendor's Questions

RFP Item #24-167 Consultant Services for NextGen 9-1-1 Geographic Information Systems Support - Information Technology

RFP OPENING DATE: Monday, April 1, 2024@ 11 :00 a.m.

ADDENDUM 1

Respondents on this project are hereby notified that this Addendum shall be attached to and made part of the above-named RFP Package. The changes and clarifications shall supplement the contract documents for the above referenced project. Changes shown in this document shall supersede previously dated contract documents. Acknowledge receipt of all Addendums on Attachment B within the Specifications package.

Clarifications to the Specifications:

• Augusta has access to the Georgia Geospatial Information Office's (GIO) 1 Data Gateway and its validation tools. Upon contract execution, Augusta will set up an account for the successful proposer in this Gateway. The successful proposer will be able to use these validation tools at no cost for the data validation portion of this project. Augusta would prefer the successful proposer use the GIO tools. All deliverables, regardless of validation tools used, must pass the thresholds set by the GA GIO in the 1 Data Gateway.

• The successful proposer will be required to provide deliverables that meet both NENA and Georgia NG911 Standards. The Georgia NG911 Data Standards can be found at https://ng911-hub.gio.georgia.gov/

Responses to Vendor's Questions:

1. Question: Is the City of Augusta planning on using the Georgia Geospatial Data Standards for NG911? The RFP refers to NENA Standards only?

Response: Yes, we will need the data to meet Georgia Standards.

2. Question: Will the GIS data be available for review before responding to RFP?

Response: Yes, we can upload to vendor's FTP site if requested. Some of the data is available through our Open Data Catalog, but with limited attributes.

3. Question: Does the City of Augusta plan on using the states data validation tool (1 DataGateway GIO Portal)?

Response: Yes, we would like to use the tool.

4. Question: Are you seeking to align your current schema with NENA standards, or is there an interest in a weekly data submission process to automate your existing schema according to NENA requirements?

Room 605 - 535 Telfair Street, Augusta Georgia 30901

(706) 821-2422 - Fax (706) 821-2811 www.atuws1aga.g,o, Register at www.demandstar.com/supplier for automatic bid notification

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Addendum 1 RFP 24-167 Consultant Services for NextGen 9-1-1 Geographic Information Systems Support

Response: We are looking to align our current schema and add any missing required attributes. However, we will not change any existing field names. No weekly data submission will be necessary.

5. Question: Is there a general deadline for the completion of all tasks?

Response: Not at this time.

6. Question: Will Augusta supply Parcel data, Lidar, or Aerial imagery for analyzing areas lacking addresses?

Response: They can be if needed. Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1. Please return the completed agreement to the email address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at (706) 821-4239.

7. Question: Does the city possess any additional professional licenses considering a single GIS Professional Advanced license costs $4,150 per year?

Response: The city will not provide any professional licenses for the use of the chosen proposer.

8. Question: How is the current data being stored?

Response: Esri SQL Server Enterprise Geodatabase.

9. Question: NENA databases often overlook certain details, such as house numbers not adhering to high-to-low standards or address points incorrectly positioned relative to roadsides. Should customized scripts identify these errors and be integrated into the validation process or general audit?

Response: Selected proposer will have access to Georgia's GIO validation tools which perform these checks.

10. Question: Will there be a comparison of the MSAG with existing ANI/ALI data, address point level data, road centerline data, or all the above?

Response: Yes. Augusta can work with chosen vendor and AT&T to obtain the necessary data to complete this analysis.

11 . Question: How does the City maintain its current spatial definition concerning the topology for PSAP boundaries?

Response: At the moment, there is no topology in place for PSAP boundaries between jurisdictions.

12. Question: Is this contract structured on an annual basis, or is it a comprehensive agreement encompassing all aspects?

Response: Contract will end once remediation is complete, and deliverables have been accepted by Augusta.

13. Question: Is it possible for us to access the data beforehand to perform a network analysis to gauge the match rate between roads and addresses for preliminary insights?

Response: Yes. Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1. Please return the completed agreement to the email address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at

(706) 821-4239.

14. Question: Does the city currently utilize any software designed to mitigate user errors in the future, particularly in addressing tasks?

Response: City has access to Esri's addressing solution tools and Georgia GIO's validation tools.

15. Question: Section C, Scope of Services, item 6 under Data Validation/Remediation (page

16) states "Successful Proposer shall supply Augusta with a validation system that can also be used in the Data Maintenance task for continuing validation of our datasets." What Data Maintenance task in the RFP does this refer to? Is the vendor responsible for providing a

Page2 piece of software for ongoing Data Maintenance after the Project Deliverables are complete? Is the customer expecting to send data to the vendor on a regular ongoing basis with the expectation that the vendor will continue to run validation checks? If so, how long is this expected to continue?

Response: Augusta has access to the validation tools provided by the GA GIO. We will need an SOP document for ongoing maintenance.

16. Question: Can Augusta, Georgia provide a data quality control report for the vendors to review/access prior to the RFP submission deadline?

Response: We cannot provide a data quality control report but can provide a copy of our NG911 data for vendors to run their own analysis. Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1.

Please return the completed agreement to the email address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at (706) 821-4239.

17. Question: Section C: Scope of Services> Overview, Item 3 indicates: "The successful Proposer will be required to perform gap analysis; remediate, upgrade, and develop GIS datasets; and perform quality assurance and control of G/S data to determine and document specific needs or shortfalls in the NG9-1-1-relevant GIS data currently maintained by the GIS Division of the Augusta Information Technology Department." Could you please tell us what data is missing at this time?

Response: At this time, Augusta expects missing data to be in attribute format, not in feature classes or geometry.

Further, could you please confirm that you want all layers that are marked as required by NENA to be created if not currently available?

Response: Yes, any and all layers marked as required by NENA should be created if they do not exist in our current database. However, we do not expect this to be the case.

18. Question: Section C: Scope of Services > Data Processing and Handling indicates:

"Augusta will review all delivered data for completeness and NENA NG9-1-1 Standards within 60 days of receipt. Substandard deliverables will be sent back to the successful Proposer for remediation. The successful Proposer will return corrected deliverables within 30 days of notification." How often does Augusta anticipate data to be delivered throughout the project for review?

Response: Pilot delivery can occur within 3-4 weeks of project kickoff.

Final delivery at completion of project. Additionally, by what means does Augusta anticipate data to be delivered?

Response: Proposer FTP download.

19. Question: The Local Small Business Opportunity Program document indicates that subcontracting opportunities should be afforded to local small businesses for contracts over $100,000. To offer maximum consistency, security, and efficiency, our company does not typically subcontract any portion of the work or service related to this type of contract. All work is provided in house by full time, fully vetted employees. Please clarify if Augusta is REQUIRING vendors to subcontract a portion of the work, or whether this means that only if a subcontract is necessary to complete the war!< - that this subcontracting opportunity should be afforded to a local small business.

Response: Not applicable to this project.

20. Question: What is the current state of your GIS datasets, particularly in terms of data accuracy, completeness, and compliance with NENA standards?

Response: Augusta cannot provide a specific 'state' of our datasets. Part of the scope of work is for the vendor to perform this audit and validation of our data.

Augusta can provide a copy of our NG911 data for vendors to run their own analysis.

Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1. Please return the completed agreement to the email

Page3 address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at (706) 821-4239.

21. Question: Will you provide specific examples of challenges or issues encountered with GIS data that they are seeking to address through this project?

Response: We anticipate the majority of our issues will be attributal, not so much with geometry.

22. Question: What technical infrastructure arid support systems are currently in place to facilitate GIS data analysis and remediation?

Response: Selected vendor will have access to the GA GIO office's validation tools.

Vendors must use their own software for remediation but must provide deliverables in Esri File Geodatabase format.

23. Question: Please provide insight into the level of stakeholder involvement expected throughout the project, particularly from the GIS Division and other relevant departments?

Response: GIS Division will be available throughout the project for any questions which might arise, but all remediation work shall be performed by vendor.

24. Question: Who currently owns and manages the GIS data, and what level of access will the successful bidder have to this data?

Response: Information Technology's GIS Division is the owner and manager of the data. Successful bidder will receive a complete copy of all necessary data, but will not have direct access to Augusta's GIS Enterprise data. Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1. Please return the completed agreement to the email address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at (706) 821-4239.

25. Question: Are there any specific GIS tools, software platforms, or methodologies that are required/preferred for the successful bidder to utilize?

Response: No. However, final deliverable will need to pass GA GIO's NG911 validation tool thresholds and delivery must be in Esri's File Geodatabase format.

26. Question: The first is on page 5 of the RFP, in Notice to All Vendors, in the statement, "The successful proponent will submit the following forms to the Procurement Department no later than five (5) days after receiving the "Letter of Recommendation" (Vendor's letter will denote the date forms are to be received)." Does the term "Letter of Recommendation" imply a contract award?

Response: Potentially, yes.

27. Question: The second question regards Section E, Scope of Services item g. "Provide a description or example of what your firm would include in a Standard Operating Procedure developed for Augusta, as outlined under SOP in Section C of this RFP."

I have pr~pared a Standard Operating Procedure document example we recently completed for a similar project. It is quite comprehensive and almost 100 pages in length. As including this important example would far surpass the required page count, may we submit it as an attachment?

Response: Yes.

28. Question: When does the "Data Maintenance task" begin in relation to the Validation/Remediation phase of the project?

Response: Data maintenance refers to the ongoing maintenance performed by the GIS Division on the data, after this project is complete.

29. Question: Is the validation system required for the Data Maintenance task meant to support ongoing maintenance of the remediated datasets after completion of the project, or continued validation of GIS datasets during the project?

Response: After completion of the project.

Addendum 1 RFP 24-167 Consultant Services for NextGen 9-1-1 Geographic lnfonnation Systems Support Page4

30. Question: Does Augusta require the validation system to be a software-based platform or a managed services solution for delivering periodic validation reports?

Response: Periodic reports during the project.

31. Question: If the validation system can be delivered as a managed service, how often does Augusta require validation reports to be provided, and are they required on an ongoing basis after completion of the remediation project?

Response: Weekly reports during the project. Not required once project is complete.

32. As the Fee Proposal does not include a required line item for ongoing Data Maintenance tasks or the validation system, can Augusta clarify if pricing for the validation system should be presented as optional or where it should be included within the required lines?

Response: This is optional. Augusta now has access to the GA GIO's validation tools which can be used for this purpose.

33. Question: ALI was not mentioned and is an important part of the MSAG/ALI/GIS synchronization. DATAMARK does an MSAG/ALI Analysis as part of Data Remediation.

Would we be able to obtain a copy of the ALI for this work?

Response: Augusta can work with chosen vendor and AT&T to obtain the necessary data for the analysis.

34. Question: May we request a copy of the GIS data for review prior to submitting our RFP response?

Response: Yes. Normally, we only release data with a signed Digital Data Release Agreement which is attached to this Addendum 1. Please return the completed agreement to the email address provided on the form (gis@augustaga.gov) and the data will be provided to your company. Any questions please call Evelyn Chanti at

(706) 821-4239.

35. Question: Recognizing that various agencies and entities that vendors contract with utilize their own professional services contracts, many of which are non-negotiable, will Augusta clarify if on Attachment B, the Statement of Non-Discrimination phrase, "That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made as part of and incorporated by reference into any contract or portion thereof which this Company may hereafter obtain ... " applies in a limited manner to " ... any contract or portion thereof which this Company may hereafter obtain from (or enter into with) Augusta, Georgia"?

Response: The statement is as read.

36. Question: Referencing the following statement from the Local Small Business Opportunity Program Ordinance Requirements on p.10, "In accordance with§ 1-10-8 and Chapter 10B, the LSBOP shall only be utilized with federally funded projects, solicitations or contracts as authorized by federal (and Georgia) laws, regulations, and conditions applicable to such projects", will Augusta advise if the LS BOP will apply to this RFP/project?

Response: Not applicable to this project.

Please acknowledge addendum in your submittal

END ADDENDUM

ATTACHMENTS: DIGITAL DATA RELEASE AGREEMENT (1 PAGE)

Page5

Date

Organization

Attn

Address

Phone Number

Augusta, GA Disclaimer

DIGITAL DATA RELEASE AGREEMEN T

Information Technology - GIS Division

REQUESTOR INFORMATION

E-mail

TERMS OF AGREEMEN

"This data has been compiled by the best methods available. Accuracy is contingent upon the source information as compiled by various agencies and departments both internal and external to the consolidated government of Augusta, GA. Augusta, GA and the companies contracted to develop these data assume no legal responsibilities for the information or accuracy contained herein. It is strictly forbidden to sell or reproduce these maps or data for any reason without the written consent of the Augusta-Richmond Count;y Commission."

Data Release Statement

"I have read and understand the GIS Map and Digital Data Disclaimer. I understand my rights concerning access to this data, and I covenant and agree to abide the restrictions stipulated by the government of Augusta, GA for the use of this data."

Data Sharing Statement

"I understand that under the rights of data sharing, as described in the data ordinance, Augusta, GA is sharing its data free of charge with the condition defined that all data created which may potentially benefit Augusta, GA will be reciprocally shared at the conclusion of the project, or beforehand, should the information or data be deemed important to our departments or mission. Additionally, metadata supporting the data and/or the plans purpose whether proposed or an actively funded project along with factual methodology and conclusions for the data produced, will be made available at the time the data is shared back with Augusta, GA."

Signature

Name

Data Requested

Date ___________ _

Data Format □Shapefile □ File Geodatabase

Augusta, GA Government Information Technology Department• GlS Division

535 Telfair St Bldg 2000 • Augusta, GA 30901 OFFICE: (706) 821-4239 FAX: (706) 826-4753 EMAIL: gis@augustaga gov

WWW.AUGUSTAGA.GOV