SAP

State of South Carolina Request for Proposal (Amendment 1)

Solicitation:

Amendment Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400022867 04/08/2022

KATHY SANTANDREU

803-896-5304 ksantandreu@mmo.sc.gov SFAA, Div. of Procurement Services, MMO PO Box 101103 Columbia SC 29211

DESCRIPTION: SCDOT Migration of GIS to Esri Roads & Highways Platform

USING GOVERNMENTAL UNIT: South Carolina Department of Transportation (SCDOT)

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 04/15/2022 05/04/2022 11:00:00 AM ET (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 03/24/2022 2:00:00 PM ET(See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Please see page 3

Initial here if NO redacted copy is necessary __________ See Section II A “Submitting Confidential Information” clause, and Section IV “Submitting Redacted Offers” clause

CONFERENCE TYPE: Pre-Proposal

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: Teams Web Meeting

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of 120 calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________ ___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause) _________________________________________________ Area Code - Number - Extension Facsimile _________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause) ____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses) ____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): Preferences do not apply

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Preferences do not apply ____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENTS TO SOLICITATION (JAN 2004) (modified): (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov(b) Offerors shall acknowledge receipt of any amendment to this solicitation by identifying the amendment number and date in the space provided for this purpose on Page Two and returning with solicitation response (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

Questions from Offerors - amendment (revised)

The solicitation is amended as provided herein. Information or changes resulting from questions will be shown in a question-and-answer format. All questions received have been reprinted below. The “state’s response” should be read without reference to the questions. The questions are included solely to provide a cross-reference to the potential Offeror that submitted the question. Questions do not form a part of the contract; the “state’s response” does.

Questions about amendment #1 will be accepted until Wednesday April 13, 2022 10AM ET. Only questions about amendment #1 will be accepted.

Update to dates:

SUBMIT OFFER BY (Opening Date/Time): Wednesday, May 4, 2022 11:00:00 AM ET Award should be posted on Tuesday, June 7, 2022.

Answers to vendor questions:

1. On Page 7 in the MAXIMUM CONTRACT PERIOD section, the solicitation states that "The maximum contract period shall be for five (5) years. This includes an initial one (1) year term and four (4) optional one-year renewal terms." On Page 24 in the TASK 3: FULL ESRI ROADS AND HIGHWAYS IMPLEMENTATION section, the solicitation states that the "...vendor will provide as-needed technical support for a period of 1-year with optional annual renewal for 2 additional years."

a. Is it the intent of SCDOT that the as-needed technical support for the initial 1 year and optional 2 additional years be performed within the overall 5-year contract period?

b. Would SCDOT consider proposed project schedules that include optional annual renewal as-needed technical support periods beyond the stated maximum contract period of 5 years?

c. Would SCDOT consider proposed project schedules that may take less than the maximum contract period of 5 years?

The maximum contract period shall be 5 years. A 1-year initial term with 4 optional one-year renewal terms. The proposed project schedule from the offerors should be within this 5-year maximum contract period. Offerors should propose a schedule that is appropriate for their approach, and experience from similar projects at other state DOTs.

2. On page 19 under ASSUMPTIONS, the solicitation states that "Remote access to the SCDOT GIS environment by the vendor will need to be done through SCDOT staff. SCDOT does not provide vendors with direct access to the SCDOT network."

a. Does SCDOT permit virtual technical consultations to facilitate the installation, configuration, and troubleshooting of software (e.g., screen-sharing via Microsoft Teams)?

b. Or, is the expectation that all technical consultations will need to be facilitated physically on-site alongside SCDOT staff?

It is expected that offerors will leverage virtual technical consultation through Microsoft Teams as well as periodic on-site consultation as appropriate. SCDOT does not allow remote virtual control, but an “over the shoulder” virtual consultation is appropriate for this project.

3. Can SCDOT provide the existing/current Oracle and SQL Server versions and licensing levels?

SCDOT’s IT Application and System Standards were provided as part of the solicitation. However, we have recently begun upgrading to SQL Server 2019. SQL Server 2019 Enterprise is the preferred environment.

4. Does SCDOT have an agency preference or direction as to which RDBMS is preferred (Oracle, SQL Server)?

Either Oracle or SQL Server is acceptable to SCDOT. Oracle 12.2.0.1 is the current release level at SCDOT. SCDOT is migrating to SQL Server 2019 Enterprise, so that would be the preferred environment unless there is a compelling reason to employ Oracle.

5. On Page 24 under the TASK 2 DELIVERABLES section, the solicitation states that one of the deliverables is the "Cartographic pilot production for a single map product (City Map)". It is understood that the data used to create the City Map product will be derived from the two-county pilot area (Lexington and Richland). Based upon the information available from SCDOT's web site that lists the city maps by county, there are approximately 7 city maps contained within those counties (Lexington: Batesburg-Leesville, Chapin, Columbia Metro Area, Pelion, Summit and Gilbert; Richland: Columbia Metro Area, Eastover).

· Does SCDOT desire this deliverable to be one (1) of those city maps (e.g., single map product)? Or does SCDOT wish to replicate all the city maps that are contained within those counties (~7).

Preference is for the ‘Columbia Metro Map’ (including the title page and index) as well as documentation of the workflow process including templates, output options, and printing procedures.

6. On Page 20 under ASSUMPTIONS, the solicitation states, "SCDOT desires to have both a test and production environment for the Roads and Highways implementation." Does SCDOT desire to upgrade the current in-place infrastructure? Or will the Roads & Highways environments be 'new' and stood up alongside the existing environment?

SCDOT plans to stand up a production and test Roads & Highways environment which will be new environments.

7. Is there a minimum number of US State DOT R&H implementations suggested/required that a vendor must have participated in to be considered qualified vendor for this bid?

See the QUALIFICATIONS -- REQUIRED INFORMATION section on Page 28, as well as Qualifications and Experience on page 26. The References section on Page 27 requests references for at least 2 projects of similar size and scope conducted within the last 7 years.

8. Is there a limit to the number of references for US State DOTs where we have implemented Esri Roads and Highways?

See ‘References’ section on page 27. There is no limit on the number of references, but they should be for projects of similar size and scope.

9. Does SCDOT already have an existing routable network with turning movements/restrictions in a GIS (Esri or Geomedia) format that can be leveraged by the contracted entity for reference?

Offerors should assume the routable network will need to be built from scratch.

10. Approximately how many centerline / route miles of roads to migrate? SCDOT online data suggests approximately 44K miles of on-system routes and 39K miles of “other” routes. Does SCDOT desire to migrate just the on-system routes or all-roads (83K)?

Approximately 80,000 centerline miles of state public routes: these are all the routes captured in HIGHWAYS and OTHER_ROADS files must be migrated into Roads and Highways as well as the features identified in the discovery sessions as potential candidates for event layers (HIGHWAYS_OVERLAPS, HPMS_SMAPLES), there may be some attributes that are currently a part of HIGHWAYS or OTHER_ROADS feature that can become events (EVACUATION ROUTES, FEATURE_TYPE, ONE_WAY). This is where SCDOT relies on the vendor’s experience to provide the best solutions.

11. What is the network security model that SCDOT IT Services unit prefers/uses for users to connect to enterprise business systems?

Active Directory

12. Will any federal funding be leveraged to pay for vendor services as part of this program?

Funding source is irrelevant for the purposes of this solicitation.

13. During the “Public Opening” of bids, will vendors have the opportunity to see (or hear, if read aloud) pricing from other offerors?

No. Please see OPENING PROPOSALS -- INFORMATION NOT DIVULGED (FEB 2015), page 18.

14. If there are more questions asked by vendors than anticipated that causes a delay in responding to those questions, will there be an amendment to delay the ultimate response submission deadline?

Yes.

15. Does SCDOT expect any data corrections or improvements to be part of the migration to Roads & Highways Pro as part of this bid? Or is it the intent for this to be an “as-is” migration?

Any data issues found in the pilot migration to R&H that would prevent loading of the road network into R&H should be identified and categorized by the vendor and sent to SCDOT with proposed resolutions. SCDOT GIS staff will follow the proposed clean-up procedures and submit the corrected road network files back to the vendor for another load into R&H. This process can be repeated in the pilot phase to make sure all possible issues are addressed prior to statewide data migration. If additional issues are identified after the pilot, but during the statewide migration – those too shall be identified and categorized by the vendor and sent back to SCDOT for resolution.

16. On page 27 there is an MBE section that looks like it needs filled out and returned with the response.

16.1. Is there an MBE goal associated with this contract? No

16.2. Where should this section be located within our response? Appendix? Yes, include as an appendix.

17. On page 3, the USB drive submittal instructions ask for a file to include pricing and a file to exclude pricing. Please confirm that SCDOT would like the Pricing section to be included within the body of our main response and not as a separate document.

Include pricing in the body. The original should be just ONE file, WITH pricing.

18. On page 26, the Solicitation lists “Fixed Price” as a section of the Technical Proposal format but Section VIII says that the pricing should be submitted separately. Should the information listed under Fixed Price be removed from the Technical Proposal and included in the Cost Proposal?

Follow the instructions on page 3.

19. Page 27 under INFORMATION FOR OFFERORS TO SUBMIT -- GENERAL (MAR 2015) states that bidders should “submit a summary of all insurance policies you have or plan to acquire to comply with the insurance requirements stated herein, if any, including policy types; coverage types; limits, sub-limits, and deductibles for each policy and coverage type; the carrier's A.M. Best rating; and whether the policy is written on an occurrence or claims-made basis. [04-4010-2]”. Should bidders include a Certificate of Insurance as part of our submittal? If so, should this be included as an Appendix?

Yes, include as an appendix.

20. Does the Minority Participation Form on page 27 need to be submitted with our proposal?

Yes, include as an appendix.

21. On Page 28, under QUALIFICATIONS OF OFFEROR (MAR 2015), the solicitation states that the following should be provided:

a) The general history and experience of the business in providing work of similar size and scope.

(b) A list of every business for which supplies or services substantially similar to those sought with this solicitation have been provided, at any time during the past three years. Include contact information (contact name, direct phone number and email address)

(c) List of failed projects, suspensions, debarments, and significant litigation. If you do not have any, please provide a statement to that effect on your company’s letterhead.

(d) Dun and Bradstreet number.

(e) Provide a list of qualified staff available for the project, including a resume detailing relevant experience

Questions about this section:

A. Should this information be provided in the Qualifications and Experience section?

B. Should bidders provide a list of every project that they have completed in the last three years?

C. Should the requested letter (listed as c above) also be provided as a part of the Qualifications and Experience section?

D. Do these items count towards the 25-page limit?

Clause has been modified. Include information in your response as an appendix. Will not count towards page limits.

QUALIFICATIONS -- REQUIRED INFORMATION (MAR 2015)

Submit the following information or documentation for you and for any subcontractor (at any tier level) that you identify pursuant to the clause titled Subcontractor - Identification. Err on the side of inclusion. You represent that the information provided is complete. (a) List of failed projects, suspensions, debarments, and significant litigation. If you do not have any, please provide a statement to that effect on your company’s letterhead. (b) Dun and Bradstreet number. (c) Provide a list of qualified staff available for the project, including a resume detailing relevant experience

22. On page 27, under Subcontractors, the solicitation states, “Should the selected offeror wish to utilize subcontractors on this project, they must present a list of those subcontractors, as well as their appropriate licensing, insurance, and qualifications at time of proposal submittal.”

22.1. What type of licensing should be supplied? No anticipated need for licensing for prime or subcontractors

22.2. Should a Certificate of Insurance be provided for subcontractors? Yes

22.3. If so, in what section should this information be provided? Include information in your response as an appendix.

23. Is SCDOT expecting Tasks 1-3 to be completed within the initial one-year contract period?

Offerors should propose a schedule based on their approach and experience with projects of similar size and scope. The only limitation is that this contract will be a total of 5 years.

24. On page 23, under the section City Map Cartographic Production, please provide additional clarification pertaining to SCDOT’s desired approach to production mapping.

24.1. Is SCDOT planning to continue to utilize GeoMedia or to migrate entirely to an Esri solution for cartographic production mapping, either way utilizing Roads & Highways data?

SCDOT is seeking to migrate all GIS features (identified by SCDOT staff) that are currently maintained by SCDOT GIS/Mapping Department (stored in GISTRANS Oracle database and occasionally GeoMedia warehouses) as well as most of the processes, capabilities and workflows used for data maintenance, data QA/QC, data analysis, data manipulation, map production and report production that support the established day-to-day functionalities from the current GeoMedia-oriented/based environment to Esri environment.

24.2. If looking to migrate to an Esri-centric production mapping solution, would the expectation be to utilize ArcGIS Pro?

This should be discussed during the discovery sessions.

24.3. If ArcGIS Pro is the software solution for cartographic production mapping, would this be limited exclusively to ArcGIS Pro alone as the software solution or would SCDOT consider acquiring and/or utilizing additional 3rd party add-on solutions to ArcGIS Pro?

This should be discussed during the discovery sessions.

24.4. Would SCDOT provide a copy or sample of the data currently utilized for Cartographic production?

Offerors should assume that cartographic production is a brand-new process. Review the map production instructions provided by SCDOT for details on the requirements. Any existing data to support cartographic products will be reviewed during the discovery process with the selected offeror.

25. The “Number of Copies” section of the Solicitation document, on page 3, specifies that two items, an “original solicitation response (including cost/price) and a redacted copy (marked redacted) of the same proposal must be submitted on-line.” The same section specifies that three files, an original with pricing, and original without pricing, and a redacted copy of the response are to be provided on a USB drive. Later, in the “Proposal Content” section of the Solicitation document, on page 25, it specifies that the Technical Proposal shall include “fixed price” by task and supporting assumptions. On the same page, the solicitation specifies that a “Schedule/Price-Business Proposal – must be submitted separately from the technical proposal.”

25.1. Please confirm that bidders should submit;

On-line:

1 – Original solicitation response with pricing (one file?)

1 – Redacted copy of the original solicitation response with pricing (one file?)

On USB:

1 – Copy of the original solicitation response with pricing

1 – Copy of the original solicitation response without pricing

1 – Redacted copy of the original solicitation response with pricing

25.2. Is the “original solicitation response” expected to be everything included in the “Proposal Content” section which begins on Page 25, and if so, how should bidders manage the requirement that the “Schedule/Price-Business Proposal” be submitted separately?

Please follow instructions on page 3.

· A file labeled “original” (non-redacted). This file will include your pricing. (this is one file; everything is to be included in this one document – technical, pricing, appendices, etc. - EVERYTHING)

· A file labeled “original without pricing” (non-redacted). This file will be identical to the above EXCEPT you will not include the pricing. (take the above “original” and simply remove/delete/black out pricing. There must be no reference to price in this copy)

· A file labeled “redacted”*. If no redacted copy is needed, please submit a statement that clearly states that “no redacted copy is required” and also initial the appropriate location on the cover page. (take the above “original” and redact it. Black out sections that are confidential/proprietary. You can redact unit pricing but CANNOT redact total pricing)

26. Contractor and the State of South Carolina currently have a Master Purchase Agreement (“MPA”) (Agreement No. 00062815.0, formerly No. 316261), made effective March 16, 2018, and the SCDOT has leveraged this Agreement to purchase Services, some of which are on-going. For the purposes of this Solicitation, can we leverage the MPA to govern the terms under this Solicitation?

No

27. Page 25 – Task 3: Full Esri Roads and Highways Implementation does not specifically call out migration of any road inventory characteristics data or what Roads and Highways software configuration considers “events” (ex. Functional Classification, Surface Type, County Code, Maintenance Operations etc.). The task only explicitly includes Vendor migration of the full SCDOT road network into Esri R&H and delivery to SCDOT. Question: In Reference Documents 2.xlsx, which data items (Table Names) are to be included within the “migration of the full SCDOT road network” for the scope of Task 3?

All the routes captured in HIGHWAYS and OTHER_ROADS files must be migrated as well as the features identified in the discovery sessions as potential candidates for event layers (HIGHWAYS_OVERLAPS, HPMS_SMAPLES), there may be attributes that are currently a part of HIGHWAYS or OTHER_ROADS feature that can become events (EVACUATION ROUTES, FEATURE_TYPE, ONE_WAY). SCDOT is seeking to identify a few such attributes/layer to become events. These will become examples of how R&H events are created and managed. This is where SCDOT relies on the vendor’s experience to provide the best solutions.

28. In Task 1, the GIS Migration Approach section states “An evaluation should also be conducted on how the SCDOT RIMS data should be managed going forward and if it should be included within the Esri R&H database.” The “if” portion of that sentence seems to contradict the previous bullet stating the contractor will document a “Plan for the conversion of the full SCDOT GIS and RIMS data into Esri R&H”. Question: Does SCDOT mean that the “Plan for the conversion of the full SCDOT GIS and RIMS data into Esri R&H” covers only conversion of GIS and RIMS data into ArcGIS geodatabase feature classes and tables, independent of potential data management by R&H?

SCDOT is seeking for the vendor to research and provide their findings on whether Esri R&H could take on a role of RIMS (data management, functionalities, capabilities) and if it is determined that R&H platform is suited to replace RIMS, the vendor is asked to provide a plan for migrating data from RIMS to R&H as well as establishing the workflows in R&H to mimic RIMS current capabilities.

29. Regarding the specification on Page 23 related to City Map Cartographic Production:

a. Please share a list of data sources for these workflows. Do all the data exist in the LRS data management system or will some of the data sources exist in other databases outside the LRS geodatabase?

All original data sources for SCDOT Systems map production (as the one that SCDOT seeks to replicate in ESRI environment) are stored in Oracle database. Not all features used in map production have LRS – County Boundaries, Municipalities, Hydro features, and other features do not have LRS. Please see the Metro Map Production section in the Reference Documents.

b. Please share the number of layouts, page sizes and map scales SCDOT supports in the City Maps Cartographic Production. Please see the Metro Map Production section in the Reference Documents.

c. Is SCDOT's City Map Cartographic Production limited to cities or does it include counties and other jurisdictions? Please see the Metro Map Production section in the Reference Documents.

d. How are the City To Arrows expected to be created in the new system? Are they stored somewhere? Some of the processes are manual. Please see the Metro Map Production section in the Reference Documents.

e. Is SCDOT planning to support only fixed extend print map or do you intend to support digital and customer defined extents? The map that SCDOT requests to reproduce in the scope of this project is a part of System Map Series – this series map extents are fixed as well as their scale.

30. Please clarify the criteria for acceptance for “creation of a routable network.” (Task 2, Solicitation pg 24).

Creating the routable network will be the responsibility of SCDOT based on the discovery findings and recommendations from the selected offeror.

31. There is no mention of creating a routable network in Task 3. Is it correct to assume that creating a routable network in Task 2 is a proof of concept, based on available data from SCDOT?

Creating the routable network will be the responsibility of SCDOT based on the discovery findings and recommendations from the selected offeror.

32. On page 2 of the Solicitation, what does "preferences do not apply mean"? Please see information on procurement references by clicking on the following link. https://procurement.sc.gov/osp/preferences Preferences do not apply to RFPs.

33. On page 2 of the Solicitation, do we need to have an in-state office for consideration? Disregard – these are for preferences and preferences do not apply to this RFP.

34. On page 18, under Mail Pickup, does the State only accept parcels from USPS or is there another carrier that the state accepts parcels from such as FedEx or UPS? There is no preference to the state which mail carrier you utilize.

35. Will SCDOT give all the tasks to one company or multiple companies? Please see page 29. Award will be made to ONE Offeror. One Offeror means one company.

36. Is there an incumbent? No

37. Does SCDOT have an allocated budget? Funding is available for this project.

38. What are the SCDOT goals for the first year of the contract? It is up to the offeror to propose a schedule based on their approach and prior project experience.

39. On page 17, can we register with the S.C. Department of Revenue after notice to award? Based on your type of company, if there is any obligation to register with the SC Department of Revenue (DOR), it must be in place by the time the award goes final. Award goes final seven (7) business days after “intent to award” is posted, so if the intent of award for this project is posted on June 7, 2022, the award would be final on June 17, 2022.

For more information, please call the SC Department of Revenue and/or visit their website. DOR form SCDOR-111 may be helpful.

40. Does South Carolina offer reciprocity with California for DBE Certification? No

41. PDF pg. 172 Section 4.2.1.1 – a singular LRS structure is defined and there is no mention of multiples, can you confirm that a single statewide LRS is to be delivered or if multiple LRSs are to be delivered, define the other LRSs by name/type?

Single LRS (see LINEAR REFERENCING SYSTEM description in Reference Documents)

42. Excel – while the data schema details provided are helpful, there is business context knowledge that can’t be fully defined within the RFP process and requires the discovery phase. There are clearly defined data sets in the Excel that are not needed for creating the R&H LRS, nor do they make sense as event layers. Can SCDOT provide a count of its estimate of the total number of anticipated Event Layers that will exist within R&H for comparison against vendors best assumptions?

All the routes captured in HIGHWAYS and OTHER_ROADS files must be migrated as well as the features identified in the discovery sessions as potential candidates for event layers (HIGHWAYS_OVERLAPS, HPMS_SMAPLES), there may be attributes that are currently a part of HIGHWAYS or OTHER_ROADS feature that can become events (EVACUATION ROUTES, FEATURE_TYPE, ONE_WAY). SCDOT is seeking to identify a few such attributes/layer to become events. These will become examples of how R&H events are created and managed. This is where SCDOT relies on the vendor’s experience to provide the best solutions.

43. Can you make the recording of the pre-proposal conference available to prospective Offerors? Meeting was not recorded.

44. Page 7: Maximum Contract Period: The maximum contract period shall be for five (5) years. This includes an initial one (1) year term and four (4) optional one-year renewal terms.

44.1. Then later in the document it notes it as 1 + 2 (Page 24). Could you please clarify if it is 5 years or 3 years?

The maximum contract period shall be 5 years. A 1-year initial term with 4 optional one-year renewal terms. The proposed project schedule from the offerors should be within this 5-year maximum contract period. Offerors should propose a schedule that is appropriate for their approach, and experience from similar projects at other state DOTs.

45. Page 19: Assumptions: Third bullet: Remote access to the SCDOT GIS environment by the vendor will need to be done through SCDOT staff. SCDOT does not provide vendors with direct access to the SCDOT network.

45.1. If access will not be granted, please clarify the expected protocol for how the vendor will accomplish key objectives such as moving data to the test and production environments or configuring elements within them?

It is expected that offerors will leverage virtual technical consultation through Microsoft Teams as well as periodic on-site consultation as appropriate. SCDOT does not allow remote virtual control, but an “over the shoulder” virtual consultation is appropriate for this project.

46. Page 20: Assumptions: Second bullet: SCDOT desires to have both a test and production environment for the Roads and Highways implementation.

46.1. Is it fair to assume that these will be on-prem environments housed within the SCDOT network? Yes

46.2. Is the Test environment for this project a shared environment with other demands outside this project? Yes

46.3. Will vendors have direct access to Test? No

46.4. Is the Test environment expected to be identical in all ways (configuration, processing power, firewall rules, etc.) to Production? Typically, yes. Exact resource allocation to the Test environment may not match the Production environment.

47. Page 20: Assumptions: Fifth bullet: Invoicing for tasks of extended duration can be performed based on percentage complete. For example, the final conversion of the SCDOT data will be done by SCDOT District and will be billed based on the percentage of each District’s road network within the entire State.

47.1. Exactly how will the percent complete figure be determined - what would be the acceptance criteria?

By percentage of features converted. Progress will be evaluated and either accepted or rejected by SCDOT.

48. Page 21: Requirements Discovery: Third bullet: Existing ArcGIS Server and Portal configuration as well as continuing usage of ArcGIS Online

48.1. Can you please share any available documentation you have around the existing system architecture?

SCDOT is currently at 10.7.1 of ArcGIS Server, Portal, and Desktop licenses. SCDOT is anticipating upgrading to the latest esri software release prior to the start of this project.

49. Page 21: Requirements Discovery: Ninth bullet: Enterprise, versioned geodatabase (or branch versioning) design for supporting Esri R&H and ArcGIS Pro. SCDOT has both Oracle and SQL Server platforms that can be used for on-premise configuration.

49.1. Is there a preference, or unstated requirement, that would demand one RDBMS over the other?

SQL Server 2019 Enterprise is the preferred environment.

50. Page 23: GIS Training: (4) 4-hour sessions.

50.1. Is the expectation that these sessions will be cumulative to cover different topics for different users or the same session covering all the topics done four times?

Some topics will be suitable to a narrower group such as the administrative training. Other topics are typically cumulative and will entail the same group of attendees.

51. Page 24: Task 3: Full Esri Roads and Highways Implementation: The vendor will be expected to perform the migration of the most current SCDOT data and deliver this data back to SCDOT in groups.

51.1. Please clarify what is meant by “groups”.

First group is the two pilot counties, second group – the entire state (including the two pilot counties).

52. What does routable network mean to SCDOT? Is SCDOT looking for a network to route traffic from one route to another, through intersections with turn restrictions, and one-way roads?

Routable network is currently built using GeoMedia Transportation Manager and is used in SCDOT Oversize Overweight routing and permitting. Creating Routable Network is not a part of this RFP. However, it is a part of this RFP to identify and set in place the road data structure, configuration, attributes and alike, which would allow for a successful building of the routable network from SCDOT R&H in the future. This is where SCDOT relies on the vendor’s experience/knowledge to provide the best solutions.

53. Does the data migration include route history, or only current route data, i.e., does SCDOT require the loading of retired route into Roads and Highways?

Only current route data.

54. Will SCDOT be requiring onsite meetings other than the initial kick-off, or should all meetings be conducted virtually?

It is expected that offerors will leverage virtual technical consultation through Microsoft Teams as well as periodic on-site consultation as appropriate. SCDOT does not allow remote virtual control, but an “over the shoulder” virtual consultation is appropriate for this project.

55. Can we list the same resource with multiple roles, and can we list multiple resources with the same role?

This is up to the offeror to decide based on their approach and proposed staffing of the project.

All other terms, condition, bidding instruction, and specifications remain unchanged. If there are any question or if any confusion or uncertainty arises as a result of this amendment, it is the sole responsibility of the Offeror to contact the procurement officer for clarification. Contact information can be found in the top right-hand corner of the cover page of this amendment reference the “Duty to Inquire” in the original Request for Proposal (RFP).