2-ADDENDUM 1 Questions and Answers .pdf

Twelve East Fourth Ave. Suite 106 ♦ ROME, GEORGIA 30161

PHONE (706) 291-5118

FLOYD COUNTY, GEORGIA

PURCHASING

TO: All Prospective Bidders: RFP #25-026 – “GIS Mapping Service and Platform Conversion”

FROM: Randy E. Self, Purchasing Director

SUBJECT: Questions & Answers Concerning RFP

We have received some questions concerning the GIS Mapping Services and Platform Conversion for Floyd County Board of Tax Assessors. These questions and answers can also be reviewed on the Bonfire Website under the Messages Tab and then in the Public Q&A section.

1. How many parcels updates are to be completed annually?

Here is a running count of the actual mapping changes: 2021 – 139; 2022 - 166; 2023 – 193; 2024

– 197; 2025 – 208

2. On page 5: “2a. Begin mapping of parcel combination and parcel split request submitted from

04/01 previous year to 04/01 current year,” please clarify if this is 2024 – 2025 or 2025-2026 and can you provide a rough estimate of the number of parcels impacted?

Previous Year/Current Year refers to the Digest year we are working in. It is not referencing a specific year. Parcel combinations are submitted year-round but can only be completed for the upcoming Digest year. Here are the historical counts of parcel combination requests: 2021 – 81;

2022 – 98; 2023 – 84; 2024 – 107; 2025 – 106.

3. On page 21: “6) BIDDER agrees to furnish all labor, tools, equipment, materials, and supplies necessary to complete these projects or incidental to, all work as required by this proposal,” doe this refer to the mapping portion only?

Any and all labor, tools, equipment, materials, and supplies necessary to receive delivery of the mapping changes from the Assessors, up to the delivery of the updated files.

4. Does Floyd County have your own ArcGIS Enterprise portal, and if so will we be given admin rights to make updates remotely?

An ArcGIS Enterprise portal should be in place by the end of 2025. Access will be given to the chosen vendor to make updates remotely.

RANDY E. SELF AMANDA JENKINS SHARON PASLEY

PURCHASING DIRECTOR PURCHASING AGENT PURCHASING AGENT

ADDENDUM #1

5. Does Floyd County anticipate this contract to involve full-time 40hour per week as a requirement?

No.

6. The RFP states GIS staff must be familiar with daily operations of the Tax Assessor’s Office.

Would the County consider allowing an onboarding period or site visit for firms who have similar experience but not specific familiarity with Floyd County’s workflow?

Yes.

7. The RFP appears to request a lump sum for the defined tasks. Would the County prefer a breakdown by task category (daily, weekly, yearly) or simply a single total price with optional service rates separately listed?

Both

8. Is there an existing schema or geodatabase model (e.g., Esri Parcel Fabric) that the County expects the converted GIS data to align with?

Floyd County currently uses AutoCAD for mapping. That data is then converted to ArcGIS for the purpose of publishing the data to other platforms. We are planning to convert from AutoCAD to ArcGIS and the winning firm must use ArcGIS.

9. The daily mapping activities outlined in the RFP mention that GIS staff will assist the public in person, by phone, and through email; however, the scope specifies remote work. Can the County clarify how in-office public assistance is expected to be handled?

When questions concerning mapping arise, the County will need a point of contact that can answer any questions that cannot be answered by in office staff members. There will not be a need for the vendor to provide in office staff.

10. What GIS environment is the County currently operating within (e.g., ArcGIS Enterprise), and how will system and user permissions be managed? Will the County provide enterprise portal access, remote desktop access, or a County-issued laptop for performing The county currently uses AutoCAD for our in-house mapping. The vendor will be using ArcGIS and will be given permission to use the ArcGIS Enterprise portal to submit changes.

11. The RFP requests potential training for County staff. Can the County clarify whether it expects proposers to submit draft training materials with the proposal, or should training content be developed after award in collaboration with County staff?

The County has no specific training in mind. We only request that general process questions be answered by the vendor when the need arises.

12. How are we expected to structure pricing?

Pricing per map change is preferred.

13. Under Daily tasks, the RFP asks, “Please explain how staff in the office would handle in office mapping questions?”. Does this refer to mapping questions from internal Floyd County personnel or from the public?

Both internal and external questions pertain to mapping.

14. How many individual AutoCAD files need to be converted to GIS format? And do the AutoCAD files have a spatial reference (coordinate system assigned)?

The county currently has 334 .DWG files. The total file size is 85.3 +/- MB's

15. Is there a required or preferred data model or schema that the parcel data needs to reflect once it has been converted to GIS format? And is there a preference or requirement for Shapefile or Geodatabase format?

ArcGIS Shapefile.

16. Is there an existing workflow for GIS requests that Tax Assessor Staff are already using? If so, is there a specific request or ticketing system in use?

Once a deed is recorded and a determination is made that it requires remapping, a ticketing system will be used to submit the mapping request to the vendor. The vendor will make the appropriate mapping changes and submit them to our city GIS department and Schneider. Schneider hosts our website GIS data.

17. Is there a mechanism in place to ensure secure access for the Vendor’s GIS resource to Floyd County’s internal system, or will the vendor be required to provide that? Ex: Ninja installations and subscriptions?

By the end of 2025, we will have an ArcGIS Enterprise portal, and the vendor will be given access to that portal.

18. How will the vendor access the AutoCAD files? Is there any supporting documentation or historical information that would help the conversion process; either spatially or attribution-wise?

Floyd County will provide you will complete copies of all files necessary to begin.

19. Does the County have any integrations with other vendors such as City Works, OpenGov, etc., that will need to be updated after the parcel data conversion?

The county's information is hosted online with Schneider (qPublic). There is also a joint relationship with the City of Rome. The county asks that all mapping changes be submitted to both parties.

20. Regarding the task “Print off all pertinent deeds and plats filed in the clerk’s office/deed room from the previous calendar week”: Will vendor staff have electronic access to these records, or is this strictly an on-site activity?

This step will not be necessary. Upon further investigation, County staff will determine which deeds require remapping and those will be forwarded to the vendor.

21. If on-site tasks are required, will the County provide workspace and necessary resources for vendor staff within County offices?

Onsite staff should rarely, if ever, be necessary but in the case that it is, workspace will be provided.

22. Can you clarify if any qualifications are to be part of the submittal or just 2 cost responses (1 - GIS Remote Mapping Services & 1 - AUTOCAD to Arc/GISPro conversion) and the required forms?

Cost to convert. Cost to maintain mapping changes submitted to the vendor from the County.

23. Please clarify staffing requirements. The RFP requests that bidders "provide remote staffing as required." The document also asks, "how staff in the office would handle in-office mapping questions?" Does the county request both on-site, in-office full-time staff? Or is the County looking for remote employees? Please clarify number of staff, locations, and roles and responsibilities required.

County does not require on-site staff. County only requests that if any mapping questions arise that in office staff cannot answer, those can be forwarded to and answered by vendor.

24. The provided bid sheet appears to ask for a single value. What price is the county looking for in the bid sheet? The RFP also asks for separate prices for GIS Mapping and ArcGIS Pro Conversion, how does the County want these prices shown as there are not separate line items on the bid sheet?

The county currently has 334 .DWG files. The total file size is 85.3 +/- MB's. We ask that the vendor provide pricing for the conversion of the existing AutoCAD files to ArcGIS files. This price would be separate from the regular mapping changes that will be done as part of the RFP.

25. The solicitation references remote mapping services throughout; however, several tasks listed under the Daily and Weekly responsibilities (e.g. assisting the public in the office, printing deeds/plats from the clerk’s office) appear to require physical presence. Can the County clarify whether this work is intended to be performed in person, remotely, or through a hybrid approach?

Remote.

26. For the task “Assist the public in the office, on the phone, and through email as needed”, does the County expect the awarded vendor to provide direct public assistance, or will County staff continue handling all in-person interactions while the vendor provides only remote support?

The county will handle all interactions in person while the vendor will provide remote support.

27. Several tasks require the transfer of mapping products, plats, and related data files between the vendor and the County. Will the County provide a file-sharing platform for this purpose, or will the selected vendor be responsible for establishing and maintaining a secure file transfer solution?

By the end of 2025 the County expects to have an ArcGIS Enterprise Portal in place, and the vendor will be given access.

28. Please clarify the expected hosting environment for ArcGIS Pro software. Will the County host and maintain its own ArcGIS Pro environment and provide vendor access, or is the vendor expected to host and manage the ArcGIS Pro platform on behalf of the County?

See above

29. n the scope describing GIS Mapping Services – Daily (page 4), the County references providing in-person support in the Tax Assessor’s Office. Under a description of Proposal #1 (page 26), the RFP references remote staffing services only. Could the County please expand on its expectations of in-person support, given staffing and cost implications?

In person support is not required.

30. Will remote access be possible to access the County’s parcel dataset?

Yes

31. Under the County’s current licensing, does the County have access to parcel fabric? Are data in an enterprise environment?

Yes. Enterprise Portal discussed above.

32. Regarding the conversion to ArcGIS Pro, approximately how many CAD files need to be converted into GIS?

The county currently has 334 .DWG files. The total file size is 85.3 +/- MB's.

33. The daily mapping activities outlined in the RFP mention that GIS staff will assist the public in person, by phone, and through email; however, the scope specifies remote work. Can the County clarify how in-office public assistance is expected to be handled?

In office public assistance will be handled by County staff. Any specific questions that cannot be answered by county staff will be forwarded to the vendor.

34. What GIS environment is the County currently operating within (e.g., ArcGIS Enterprise), and how will system and user permissions be managed? Will the County provide enterprise portal access, remote desktop access, or a County-issued laptop for performing By the end of 2025, the County expects to have ArcGIS Enterprise Portal and the vendor will be given access.

35. The RFP requests potential training for County staff. Can the County clarify whether it expects proposers to submit draft training materials with the proposal, or should training content be developed after award in collaboration with County staff?

Minimal training in the process and procedure of remote/vendor mapping may be necessary.

Simple collaboration between the vendor and the staff to establish protocol may be necessary but no in-depth training of ArcGIS will be necessary.

36. How are we expected to structure pricing?

Please provide price for converting AutoCAD files to ArcGIS. The total file size is 85.3 +/- MB's.

Please provide pricing for mapping changes to the ArcGIS. Yearly historic mapping changes are listed below:

2021- 139 2022- 166 2023- 193 2024- 197 2025- 208

37. Are the AutoCAD files properly spatially referenced, or will they need to be referenced and projected upon the conversion to Shapefile?

Our AutoCAD files are not spatially referenced.

38. A previous response states that pricing per map change is preferred. Please clarify, given that the vendor would be providing services beyond only mapping changes. Is the County open to pricing for a set number of hours per week?

The vendor would need to field questions from the public that arise concerning mapping issues that a county employee cannot answer. Outside of that, only mapping changes would happen on a regular basis. Billing by hours per week is not preferred.

39. What is the County’s CAMA software system (e.g. Wingap, Tyler iasWorld)?

WinGAP

40. Will any current County parcel mapping staff continue to work in AutoCAD concurrent to this project? If so, will the conversion of new AutoCAD files be an ongoing task?

No Assessor's office personnel will continue to use AutoCAD. Converting to ArcGIS is a single event.

41. Will the vendor be expected to review deeds and other instruments and to identify which ones describe mapping changes? The RFP specifies “printing” - please clarify this requirement.

Upon further review, the mapping changes will be forwarded to the mapping vendor for changes.

Only deeds that require mapping will be forwarded.

Thank you, Randy E. Self

Randy E. Self, Purchasing Director

Floyd County Board of Commissioners