BPM006711_-_Solicitation_Requirements.pdf

Request for Proposal under A.R.S. § 41-2534

Notice Page

Arizona Department of Administration State Procurement Office 1802 W. Jackson, #100

Phoenix, AZ 85007

Solicitation Requirements | Revision No. 8 | Revised 03-24 | Page 1 of 84

Solicitation Number: BPM006711

Description: Geographic Information Systems (GIS) Software, Solutions and Services

Solicitation Due Date and Time: As indicated in the Arizona Procurement Portal (APP)

Pre-Offer Conference: A Pre-Offer Conference will be conducted as indicated in the Arizona Procurement Portal (APP).

IMPORTANT: You must register in advance for the Pre-Offer Conference. Please see link in APP to register.

Proposals will only be accepted online in the “State’s eProcurement System”, Arizona Procurement Portal (APP), at https://app.az.gov until the “Bid/Offer Due Date” indicated in the “State’s eProcurement System” for the Solicitation No. shown at the top of this page. Proposals must be in the State Procurement Office’s possession online no later than that deadline.

Submit technical inquiries about navigating and/or submitting proposals in the State’s eProcurement System to the State’s eProcurement System Help Desk by phone at (602) 542-7600, option 2; or by email to app@azdoa.gov.

LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be given for delays or incomplete proposals caused by internet connectivity problems, file uploading difficulties, or misunderstanding of the requirements or procedures for online submission in the “State’s eProcurement System”.

It is the responsibility of the Prospective Offeror to routinely check the APP website for Solicitation Amendments. Additional instructions for preparing an Offer are included in this solicitation.

Persons with a disability may request a reasonable accommodation, such as a sign language interpreter, by contacting the Solicitation contact person. Requests shall be made as early as possible to allow time to arrange for the accommodation.

Table of Contents Request for Proposal under A.R.S. § 41-2534

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 2 of 84

Click here to return to the Table of Contents

Notice Page

Table of Contents

Solicitation Summary 3

Scope of Work 5

Special Terms and Conditions 18

Addendum A to the Special Terms and Conditions 55

Addendum B to the Special Terms and Conditions 61

Uniform Terms and Conditions 10.5 66

Exhibit A 84

Solicitation Summary

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 3 of 84

1. What is the State Soliciting?

The Arizona Department of Administration, State Procurement Office (the State), as authorized under A.R.S. § 41-2501 et seq. is seeking to establish one or more mandatory statewide Contracts on behalf of State Agencies, Boards, and Commissions, as well as members of the Arizona Cooperative Purchasing Program, and for their sole use, to provide Geographic Information Systems (GIS) Software, Solutions and Services. The State will consider bidders whose responses demonstrate substantial expertise and capabilities in one or more of the following areas:

Category 1 Geographic Information System (GIS) Software Category 2 9-1-1 Solutions and Services Category 3 Professional Services and Software Solutions

The State anticipates awarding contract(s) with the intent to secure service coverage statewide.

Whether or not it actually enters into any contracts, how many contracts it enters into, and how the work is awarded between those contracts are all at the State’s discretion. Furthermore, the State will use any awarded contracts on an as-needed basis, with no guarantee as to its actual spending under them.

The State reserves the right to accept any item or combination of items specified in the Solicitation, unless the Offeror expressly restricts an item or combination of items in its Offer, and conditions its response on receiving all items for which it provided a proposal. In the event of such restriction, the State will evaluate if an award on such a basis will result in the best value and is in the best interest for the State. The State may otherwise determine, at its sole discretion that such restriction is non-responsive and deem the Offeror ineligible for further evaluation.

2. What is in the Solicitation?

2.1. At the time of publication, the following documents are included in the Solicitation:

2.1.1. Attachment: BPM006711 Solicitation Requirements

2.1.1.1. Notice / Cover Page

2.1.1.2. Table of Contents

2.1.1.3. Solicitation Summary

2.1.1.4. Scope of Work

2.1.1.5. Special Terms and Conditions

2.1.1.6. Addendum A to the Special Terms and Conditions

2.1.1.7. Addendum B to the Special Terms and Conditions

2.1.1.8. Uniform Terms and Conditions

2.1.1.9. Exhibits (Reserved)

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 4 of 84

2.1.2. Attachment: BPM006711 Solicitation Instructions

2.1.2.1. Special Instructions to Offerors

2.1.2.2. Standard Instructions to Offerors (RFP)

2.1.3. Solicitation Attachments

2.1.3.1. Offer and Acceptance

2.1.3.2. Confidential Information Designation

○ Confidential Information Designation (for reference only)

2.1.3.3. Conformance Statements and Exceptions Requests

2.1.3.4. Key Personnel

2.1.3.5. Letter of Insurability

2.1.3.6. Organization Profile

2.1.3.7. Proposed Subcontractors

2.1.3.8. Experience and Capacity Response

2.1.3.9. References

2.1.3.10. Method of Approach

2.1.3.11. AZ Baseline Infrastructure Security Controls

2.1.3.12. Prerequisite Assessment of Arizona Baseline Infrastructure

Security Controls

2.2. The State may issue a Solicitation Amendment at any time after Solicitation publication and before the Offer due date. It is the responsibility of the Prospective Offeror to routinely check the APP website for any Solicitation Amendments and revised documents.

Scope of Work

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 5 of 84

Scope of Work

Scope of Work

1. Purpose and Background

1.1. Purpose: The State of Arizona is seeking to establish one or more “Statewide” contracts to supply Geographic Information System (GIS) Software, Solutions and Services for use by the State and its eligible cooperatives.

A list of all state agencies and purchasing cooperative members is available at:

https://spo.az.gov/programs/cooperative

1.2. Background: The State of Arizona and its eligible cooperative entities have an increasing need to procure and deploy Geographic Information Systems (GIS) Software, Solutions and Services.

Category 1 Geographic Information System (GIS) Software Category 2 9-1-1 Solutions and Services Category 3 Professional Services and Software Solutions

2. Definitions

2.1. Commercial Off-The-Shelf (COTS): Ready-made software solutions designed for general use without significant customization.

2.2. Geospatial Analytics: The use of advanced data processing, predictive modeling, and machine learning to analyze spatial data dynamically over time. It integrates big data, automation, and real-time monitoring to detect trends, forecast outcomes, and optimize decision-making.

2.3. Geospatial Analysis: The process of examining spatial data to identify patterns, relationships, and trends using GIS tools and techniques. It involves operations such as buffering, spatial overlays, network analysis, and interpolation to understand geographic relationships and support decision-making.

2.4. Geospatial Data: Spatial data is considered information that includes the geographic location and characteristics of natural or constructed features, or other attributes and/or boundaries on the earth. This information may be derived from, among other things, remote sensing, mapping, and surveying technologies.

2.5. License:

2.5.1. Concurrent use license: Shared, centrally managed software license for multiple software users

2.5.2. Single-use license: Software license assigned to single user

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 6 of 84

2.5.3. Perpetual license: One-time purchase license, perpetual access, no recurring fees

2.5.4. Subscription license: Renewable license providing access to software and updates for specified period of time

2.5.5. Enterprise license: Organization-wide access to software with unlimited or high-volume user access and centralized license management

2.6. Light Detection and Ranging (Lidar): A remote sensing technology that uses laser pulses to measure distances and generate high-resolution, three-dimensional (3D) representations of the Earth's surface.

2.7. Imagery: Raster-based visual representations of the Earth's surface, captured from sources like satellites, aerial photography, or drones.

2.8. Metadata: Information that provides details about the characteristics and context of geospatial data, such as source, accuracy, and structure.

2.9. Software as a Service (SaaS): A cloud-based software delivery model where applications are hosted and managed by a provider and accessed by users over the internet. Instead of installing software on individual devices, users subscribe to and use the software on-demand through a web browser.

2.10. User: User is defined as a single operator receiving and utilizing an application or software.

2.11. Web-Based Visualization: Tools that enable users to interact with geospatial data and imagery through web interfaces.

2.12. Data Set: A collection of similar and related information, including geospatial data, recorded in a common format.

2.13. Graphical User Interface (GUI): A form of user interface that allows users to interact with electronic devices through graphical icons and visual indicators such as secondary notation.

2.14. Shapefiles: A file format that stores geographic data, such as the location, shape, and attributes of places.

2.15. Geodatabases: A collection of geographic datasets both spatial and tabular held in a common file system folder.

2.16. Computer-Aided Design (CAD) Files: Digital files created using CAD software to design, model, and document physical objects or structures. These files store detailed geometric

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 7 of 84 and technical information about a design, including dimensions, materials, and annotations.

2.17. Point clouds: A collection of data points in a three-dimensional coordinate system, typically generated by 3D scanning technologies such as LiDAR, photogrammetry, or laser scanning. Each point represents a precise location on the surface of an object or environment and may include additional attributes like color or intensity.

2.18. Feature Services: A web service that provides access to spatial and attribute data, allowing users to view, query, edit, and analyze geographic features over the internet.

Feature services are commonly used to share and manage dynamic spatial datasets, supporting real-time updates and multi-user collaboration.

2.19. Desktop Software: Refers to computer programs that are installed and run locally on a user's computer rather than being accessed through a web browser or cloud-based platform. These applications typically offer robust functionality, often working offline, and are used for tasks such as GIS mapping, CAD design, data analysis, image editing, and office productivity.

2.20. Next Generation 911 (NG911): An IP-based emergency communications system that enhances traditional 9-1-1 by incorporating modern technology, data, and geospatial capabilities.

2.21. Public Safety Answering Point (PSAP): A facility where 9-1-1 calls are received and processed by emergency dispatchers. PSAPs are responsible for determining the caller’s location, assessing the emergency, and dispatching the appropriate first responders.

2.22. National Emergency Number Association (NENA): A professional organization dedicated to improving 9-1-1 emergency response systems in North America. NENA develops standards, best practices, and technical guidance for emergency communications, Next Generation 9-1-1 (NG911), and Geographic Information Systems (GIS) for public safety.

2.23. Change Detection: The process of identifying differences in geographic, spatial, or visual data over time.

2.24. Automatic Location Information (ALI): A database that stores and retrieves caller location information for 9-1-1 emergency calls. It is maintained by telecommunications providers and linked to Master Street Address Guides (MSAG) and Emergency Service Number (ESN) databases to ensure accurate call routing.

2.25. Master Street Address Guide (MSAG): A database used in legacy 9-1-1 systems to ensure that emergency calls are routed to the correct Public Safety Answering Point (PSAP). It contains a list of valid street names, address ranges, and corresponding emergency service zones to determine which agencies (police, fire, EMS) respond to a given location.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 8 of 84

2.26. Building Information Modeling (BIM): A process of creating and managing digital representations of an engineering plan’s and/or design’s functional and physical characteristics throughout its lifecycle, allowing collaboration, decision making, further design edits and analysis across time and project stages. GIS has a significant role in spatial data aspects of BIM.

2.27. Geospatial Artificial Intelligence (GeoAI): The leveraging of machine learning with geospatial data to provide enhancements in spatial analysis and acceleration in data visualization, interpretation, and modeling.

2.28. API: An Application Programming Interface is a connection and set of rules that allows different software applications to communicate and share data with each other.

2.29. SDK: A Software Development Kit is a collection of tools and resources that developers use to create applications for specific platforms or programming languages. It typically includes components like libraries, documentation, APIs, and testing tools to simplify the development process.

2.30. IDE: An integrated Development Environment is a software application that combines various tools needed for software development, such as a code editor, compiler, and debugger, into a single graphical interface.

2.31. Extract, Transform, Load (ETL): A data integration process used to collect data from multiple sources, convert it into a usable format, and load it into a target system such as a database, data warehouse, or GIS platform.

2.32. On-Prem: Software, hardware, and data storage solutions that are hosted and managed within an organization's own infrastructure, rather than in the cloud.

3. Mandatory Requirements:

3.1. Offerors providing responses to Category 1 Geographic Information System (GIS) Software are required to complete the AZRAMP Level 1 Prerequisite Control Sheet (https://azdohs.gov/sites/default/files/azramp-level-1-prerequisite-control-sheet_0.xlsx) and submit as part of their Offer. Arizona Department of Homeland Security (AZDOHS) Cyber Command will evaluate and rank submitted Arizona Baseline Infrastructure Security Controls for completeness, attention to detail, and understanding of National Institute of Standards and Technology (NIST) security controls and framework. AZDOHS Cyber Command will forward assessment results and recommendations to the Procurement Officer. Results of these IT security control reviews are for internal use only and will not be shared with responding bidders, though the results may be used by the Procurement Officer to determine Offeror susceptibility for award.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 9 of 84

3.2. Offerors providing responses to Category 2 9-1-1 Solutions and Services and/or Category 3 Professional Services and Software Solutions may be required to complete the AZRAMP Level 1 Prerequisite Control Sheet (https://azdohs.gov/sites/default/files/azramp-level-1-prerequisite-control-sheet_0.xlsx) at any time after award if the security need is required.

3.3. Pursuant to State Data Classification Policy P8110, and the Data classification defined in the Special Terms and Conditions, the Contractor may have access to the following type of Data as part of its work under the Contract:

☐ Public State Data (AZRAMP 125 / NIST Low Impact) ☐ Confidential State Data (AZRAMP 325 / NIST Moderate Impact)

4. Requirements:

4.1. Category 1 - Geographic Information System (GIS) Software

Geospatial analytics and modeling software includes continued research in traditional GIS applications with new and evolving technologies. These products make a wide variety of analyses and applications possible, support policy determinations and decision making, and enhance capabilities for both monitoring of economic and environmental conditions and reporting events and changes to the public. Software will be used for a variety of interdisciplinary research and application development projects in the earth sciences and natural resources management requiring combined use of vector and raster data, and the ability to manage and visualize complex, spatial relationships. Software will also be used for spatial data analysis, editing, viewing, web distribution, and creation and management of spatial metadata.

4.1.1. Functionality

4.1.1.1. GIS Desktop Software

4.1.1.1.1. GIS desktop software that supports advanced geospatial analysis, data visualization, and map creation.

4.1.1.1.2. Compatibility with standard GIS data formats.

4.1.1.1.3. Integration capabilities with other enterprise systems and databases.

4.1.1.1.4. User-friendly tools for tasks including data management, data editing, GIS service publication, spatial analysis, network analysis, geostatistical analysis, raster analysis, 3D modeling, and cartography.

4.1.1.1.5. Supports efficient processing of datasets up to 10 million records.

4.1.1.1.6. Support for collaborative data editing by dozens of data editors simultaneously.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 10 of 84

4.1.1.1.7. Permissions mechanism to control access to data and security.

4.1.1.1.8. Geoprocessing tools. Automation of Geoprocessing tools (through code or a graphical interface)

4.1.1.2. GIS Mobile Applications

4.1.1.2.1. Mobile GIS applications compatible with Android and iOS devices.

4.1.1.2.2. Offline data collection and synchronization capabilities.

4.1.1.2.3. Data collection applications for unlicensed users (e.g. specific user group or volunteers) based on a specific project or interest.

4.1.1.2.4. User-friendly interface for field data collection and inspection.

4.1.1.2.5. Technical support and regular software updates.

4.1.1.2.6. Report creation and integration capabilities via webhooks and

APIs

4.1.1.3. On-Prem Web GIS Platform

4.1.1.3.1. Licenses for GIS server software that support multi-user access and data sharing.

4.1.1.3.2. Capabilities for hosting and managing spatial data services (e.g., map services, feature services).

4.1.1.3.3. Integration with existing IT infrastructure and databases.

4.1.1.3.4. Integration with 3rd party GIS services.

4.1.1.3.5. Scalability to accommodate growing data volumes and user demands.

4.1.1.3.6. GUI GIS web maps and dashboards

4.1.1.4. Cloud-based Web GIS Platform

4.1.1.4.1. Cloud-based GIS services that provide scalable and flexible access to spatial data and spatial analysis tools.

4.1.1.4.2. Services support thousands of users.

4.1.1.4.3. Capabilities for data storage, analysis, and sharing in the cloud environment.

4.1.1.4.4. Ability to create semi-customized, web-based visualization and analysis tools for unlicensed users (e.g. public), and to have password-protected web services for sensitive data needing to be viewed by privileged, unlicensed users.

4.1.1.4.5. Integration with desktop, mobile, and server-based GIS applications.

4.1.1.4.6. Integration with 3rd party GIS services

4.1.1.4.7. Security features to protect data privacy and integrity.

4.1.1.4.8. Open data platform

4.1.1.4.9. GUI customizable GIS web maps and dashboards

4.1.1.5. GIS Development Tools

4.1.1.5.1. Ability to automate workflows with GUI tools

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 11 of 84

4.1.1.5.2. Ability to automate workflows with scripts

4.1.1.5.3. Ability to extend GIS software capabilities with scripts

4.1.1.5.4. Tools for high-, low-, and no-code GIS application development

4.1.1.5.5. Ability to customize desktop, mobile, and online applications and tools through use of a standard coding language (Python, JavaScript, C#, Java, Swift, etc.) published APIs. Documentation of those APIs should be available.

4.1.1.5.6. Ability to develop fully custom desktop, mobile, and online applications and tools through use of a standard coding language (Python, JavaScript, C# etc.) published SDK's. Documentation of those SDK's should be available.

4.1.1.5.7. Vendor provided SDK's should be able to be used in industry standard IDEs (Visual Studio, Xcode, Eclipse, Android Studio).

4.1.2. Training

The Contractor shall provide training at the task order level, either onsite or offsite, covering both introductory and advanced administration and management. If specified in the task order, training options include classroom-based (CBT) or web-based end-user training with up-to-date materials reflecting software updates. Training must support agency-specific needs, including the ability to integrate CBT courses into agency systems. Additional requirements include:

4.1.2.1. Customized training packages tailored to agency needs for ELAs.

4.1.2.2. Development of an annual training course for each agency.

4.1.3. Technical Support & Maintenance

Suppliers will identify their support and maintenance capabilities.

4.2. Category 2 - 9-1-1 Solutions and Services

4.2.1. The selected vendor will implement a GIS data aggregation and validation solution that ensures the accuracy, completeness, and consistency of geospatial data and their representative attributes into seamless statewide datasets used for NG911 services. The basis of this aggregated dataset will come from a combination of available source data from local PSAPs, County, Tribal and Municipal governments, Arizona state agencies, and any specific or unique data capabilities and resources derived from the Vendor. Must demonstrate experience with and understanding of coordinate systems, datums, projections and transformations.

4.2.2. Project Objectives:

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 12 of 84

4.2.2.1. Establish a centralized system for aggregating GIS data from various sources and formats, including address points, road centerlines, PSAP boundaries, and other NENA GIS data model datasets. Formats includes; File Geodatabase, shapefiles, feature services, cloud based data sets, but are not limited to.

4.2.2.2. Implement automated data validation procedures to ensure compliance with NG911 NENA data standards.

4.2.2.3. Capable of ingesting existing GIS datasets, ensuring seamless integration with local, regional, and state-level 911 data workflows.

4.2.2.4. Provide tools, processes and documentation for data correction and enhancement.

4.2.2.5. Support data integration and fusion to create an accurate, comprehensive and reliable NG911 GIS database.

4.2.2.6. Facilitate data lifecycle management, including change detection and schema transformation.

4.2.2.7. Support data conformance reporting and metic tracking for accurate reporting of improvements data suppliers have made.

4.2.2.8. The selected vendor will include and use all existing and available source data that is commonly used in 9-1-1 call routing to aid in development of the NG9-1-1 geodatabase. This includes the ALI database, MSAG, and GIS maps. The GIS vendor will also be involved in the coordination and oversight necessary to compile the statewide aggregation of data into the NG9-1-1 database.

Typical layers/attributes include:

4.2.2.8.1. Centerline Layer

4.2.2.8.2. Address points layer

4.2.2.8.3. Other additional or supplemental layers as deemed

necessary

4.2.2.8.4. Synchronization of Automatic Location Identification (ALI)/GIS/ MSAG databases)

4.2.2.8.5. Municipal

4.2.2.8.6. Emergency Services Boundary

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 13 of 84

4.2.2.8.6.1. PSAP Boundary

4.2.2.8.6.2. Fire

4.2.2.8.6.3. Police

4.2.2.8.6.4. Emergency Medical Services

4.2.2.8.7. Road Name Alias Table

4.2.2.8.8. Cell Sector Location

4.2.2.8.9. Parcels

4.2.3. Technical Support

It is the State’s expectation that the actual remediation of the identified errors and discrepancies will be conducted by the local entities. The vendor will design the data aggregation workflow, including data ingestion, transformation, and validation processes. Configure the software to meet the specific needs of the project, including data validation rules, data integration logic, and reporting requirements.

Vendor systems will permit periodic reports summarizing error rates, trends, and remediation status for continuous improvement. Reports should include conformance for data suppliers but also include benchmarks for data processing times and system uptime to ensure the vendor delivers a high-performing solution.

4.2.4. The Vendor shall provide sufficient information and guidance to the local entities (PSAPs/GIS) for the remediation of their data by creating user-friendly documentation tailored to varying technical expertise levels among local entities.

Providing comprehensive training to users on system functionality and data management procedures. Provide ongoing support and maintenance for the software. Perform regular system updates and upgrades and address user questions and issues.

4.2.5. Exceptions to any facet of the specifications must be clearly stated within the Vendor’s proposal. Exceptions shall include an alternative where applicable. Any alternative must include a thorough description of the configuration, implementation and operation of the alternative to assist the evaluation team in understanding the purpose of the exception, and alternative.

4.2.6. Impacts to Service Response

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 14 of 84

The vendor shall ensure all software and services remain operational and accessible to the Government 24/7/365. Support is provided at three levels:

4.2.6.1. Priority Support (Tier 3)

4.2.6.1.1. 24/7 technical assistance with a 2-hour response time for critical issues. Includes emergency support, a ticketing system, and regular software updates and bug fixes.

4.2.6.2. Standard Support (Tier 2)

4.2.6.2.1. Business hours support with a 6-hour response time, phone/email support, a ticketing system, and regular software updates and bug fixes.

4.2.6.3. Basic Support (Tier 1)

4.2.6.3.1. Email-only support with a 24-hour response time, a ticketing system, and regular software updates and bug fixes.

Additionally, the Contractor shall participate in disaster recovery planning and define clear support roles.

4.2.7. Training

The vendor will provide comprehensive training to ensure stakeholders can effectively use the GIS aggregation and validation solution. Training will cover system functionality, data management best practices, and compliance with NG911 standards. Customized materials, such as manuals and quick reference guides, will be tailored to varying technical expertise levels. Hands-on sessions will allow participants to practice workflows and address specific challenges.

Follow-up training and ongoing support will be provided to accommodate evolving project needs and ensure sustained success.

4.3. Category 3 – Professional Services and Software Solutions

This category encompasses a broad range of GIS-related tasks, solutions, and support services including expert consulting for GIS strategy, implementation, and optimization, including system integration, workflow automation, and capacity building. It is designed to provide agencies with the flexibility to address unique or emerging geospatial needs.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 15 of 84

Suppliers are recommended to propose or offer solutions for items not specifically stated in this scope of work that support GIS technologies.

Selected vendors must demonstrate experience with and understanding of coordinate systems, datums, projections and transformations. Services and solutions under this category may include, but are not limited to:

4.3.1. Linear Referencing Systems:

4.3.1.1. Design, maintenance, and analysis of linear referencing systems for transportation networks, utility corridors, and other linear features.

4.3.1.2. This would support temporal databases to show time and keep record of retired records

4.3.1.3. Version based editing so multiple editors can be maintaining and updating data at the same time

4.3.1.4. Linear referencing methods used to provide many separate data layers supported by one or multiple main route or centerline network(s)

4.3.2. Geocoding Tool:

4.3.2.1. Referent based location spatial definition and plotting. Tool to transform tabular data records into spatially pre-defined locations (mile markers, engineering stations, intersections, etc.) on a map with its supporting tabular attribute data.

4.3.3. GIS Data & System Support Services:

4.3.3.1. Contracted support for GIS data creation and management (not limited to, Lidar, Imagery, CAD), maintenance, and quality assurance, including specialized data collection, attribute enhancements, and metadata creation.

4.3.3.1.1. Database management support, including but not limited to SQL Server, PostgreSQL and Oracle.

4.3.3.2. Contracted support for GIS system design, development, and/or management via a Task Order. The use of this contract for temporary staffing or staff augmentation is specifically excluded.

4.3.4. Custom GIS Application Development:

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 16 of 84

4.3.4.1. Design and development or customization of tailored GIS applications to meet specific agency needs, integrating advanced tools and datasets.

4.3.5. Services, advice, guidance, or consultation in support of agency programs’ missions utilizing geospatial technology, including but not limited to:

Mapping and cartography;

Image processing;

Data reviewing and remediation;

Natural resource planning;

Migration pattern analysis;

Pollution analysis;

Site selection;

Emergency preparedness planning

Federal reporting.

4.3.6. Extract, transform, load (ETL) software and support

4.3.6.1. Software, services, advice, guidance, or consultation in support of extract, transform, load processing.

4.3.7. Design, maintenance, and/or updates of a geospatial data hub

4.3.8. Building Information Modeling (BIM) support as it relates with GIS implementations and digital delivery initiatives.

4.3.8.1. Building collaborative processes that:

Utilizes 3D modeling Improves data connections Improves data management and storage Defines industry standards related to BIM global to local data governance.

4.3.8.2. Indoor Mapping and Navigation: Development and implementation of GIS solutions for indoor environments, such as facilities management, wayfinding, and emergency planning.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 17 of 84

4.3.9. Geo Artificial Intelligence (GeoAI) implementations and process improvements through automated workflows using AI technologies.

4.3.10. Training and documentation:

4.3.10.1. On-site or remote training for GIS technologies and processes. Provision of temporary or long-term GIS personnel to augment agency staff capabilities.

4.3.10.2. Documentation of all developed processes and procedures

4.3.11. Training and documentation related to GIS

4.3.11.1. On-site or remote training for GIS technologies and processes.

4.3.11.2. Documentation of all developed processes and procedures

Special Terms and Conditions

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 18 of 84

The Special Terms and Conditions modify the Uniform Terms and Conditions. It can modify them by replacing, deleting, appending to, or revising the text of an existing provision or by inserting a new paragraph into an existing article. No other document modifies or adds to the Uniform Terms and Conditions, except as may subsequently be otherwise and expressly agreed and incorporated by Contract Amendment.

1. Definition of Terms: As used in the Contract, the terms listed below are defined as follows:

1.1. Acceptance: The document titled “Offer and Acceptance Form” bearing the state contract number once Procurement Officer has signed it to signify (1) State’s formal acceptance of the Accepted Offer and (2) the formation of the Contract. For clarity of intent, the foregoing is not to be confused with the term “acceptance” used throughout the Contract in the context of delivery, inspection, etc., with respect to Materials or Services.

1.2. Accepted Offer:

1.2.1. If State did not request a Revised Offer, then “Accepted Offer” means the Initial Offer.

1.2.2. If State requested a Revised Offer but not a Best and Final Offer, then “Accepted Offer” means the latest Revised Offer.

1.2.3. If State requested a Best and Final Offer, then “Accepted Offer” means the Best and Final Offer.

1.3. “AI” means the science and engineering of making machines capable of performing tasks that are typically associated with human intelligence, such as learning and problem-solving, and includes without limitation: AI systems, classic AI, external AI, generative AI, and large language model (LLM) AI.

1.4. Arizona Procurement Code: The Arizona Procurement Code consists of Arizona Revised Statutes (A.R.S.) §§ 41-2501 et seq. and Arizona Administrative Code (A.A.C.) R2-7-101 et seq. There is additional information in the Solicitation Instructions regarding how to access these state statutes and rules.

1.5. Arizona Risk and Authorization Management Program (AZRAMP): is used by the Arizona Department of Homeland Security to evaluate Cloud services and Contractors that will transfer, process, or store state data outside of state-managed or controlled networks, and has three levels of control review:

1.5.1. AZRAMP Level 1 Prerequisite: 35 Controls

1.5.2. AZRAMP Level 2 Low Impact: Public Data Classification

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 19 of 84

1.5.3. AZRAMP Level 3 Moderate Impact: Confidential Data Classification

1.6. Arizona Transaction Privilege Tax (TPT): For information, refer to the Arizona Department of Revenue (DOR) website at: https://azdor.gov/transaction-privilege-tax-tpt

1.7. Attachment. Any item that:

1.7.1. The Solicitation required Offeror to submit as part of the Offer (e.g., Initial Offer, Revised Offer, or Best and Final Offer);

1.7.2. Was attached to an Offer when submitted; and

1.7.3. Was included in the Accepted Offer.

1.8. Cloud Services: Cloud or Cloud Services means any Software as a Service (SaaS), Infrastructure as a Service (IaaS), or Platform as a Service (Paas) involving the transfer, processing, or storage of state Data outside the control of state-managed and controlled networks.

1.9. Contract Terms and Conditions: The Special Terms and Conditions and the Uniform Terms and Conditions taken collectively.

1.10. Contractor: The Person identified on the Accepted Offer who has entered into the Contract with the State.

1.11. Contractor Indemnitor: Contractor or any of its owners, officers, directors, agents, employees, or Subcontractors.

1.12. Co-Op Buyer: A member of the State Purchasing Cooperative that has entered into a “Cooperative Purchasing Agreement” with the Arizona Department of Administration State Procurement Office under A.R.S. § 41-2632. Unless there is an applicable Cooperative Purchasing Agreement in effect at the time, a State Purchasing Cooperative member cannot be a Co-Op Buyer. For reference, “Co-Op Buyer” is to be construed as encompassing an “eligible procurement unit” under A.A.C. R2-7-101(23).

NOTE: Membership in the State Purchasing Cooperative is open to all Arizona political subdivisions, including cities, counties, school districts, and special districts. Membership is also available to non-profit organizations, other state governments, the federal government and tribal nations. For reference, “non-profit organizations” are defined in A.R.S. § 41-2631(4) as any nonprofit corporation as designated by the I.R.S. under Section 501(c)(3) through 501(c)(6) of the tax code.

1.13. Data Breach: Data Breach is used herein as defined as stated in A.R.S. Title 18, chapter 5, article 4 (Data Security Breaches), or in any relevant state or federal standard, to indicate an unauthorized acquisition of and unauthorized access that materially

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 20 of 84 compromises the security or confidentiality of unencrypted and unredacted computerized personal information maintained as part of a database of personal information regarding multiple individuals.

1.14. Eligible Agency:

1.14.1. If the Special Terms and Conditions indicate that the Contract is a “single-agency” contract, then “Eligible Agency” means the particular State of Arizona agency, university, commission, or board identified therein.

1.14.2. If the Special Terms and Conditions indicate that the Contract is a mandatory statewide contract, then “Eligible Agency” means any State of Arizona department, agency, university, commission, or board.

1.14.3. If the Special Terms and Conditions indicate that the Contract is a “cooperative” contract available for use by Co-Op Buyers, then “Eligible Agency” means any State of Arizona department, agency, university, commission, board, or any Co-Op Buyer.

1.15. Federal Risk and Authorization Management Program (FedRAMP): A federal government program that provides a standardized approach to security assessment, authorization, and continuous monitoring specifically for Cloud products and services relied upon by federal entities that store, process and transmit federal information.

1.16. Instructions to Offerors: The Solicitation Instructions document of the Solicitation.

1.17. NIST: NIST is the National Institute of Standards and Technology. For more information, see https://www.nist.gov/.

1.17.1. NIST Low Impact: If a Contractor may process, transmit, or store Public State Data (per State Data Classification Policy P8110), metadata, and/or Data that may be released to the public that requires no additional levels of protection during its work under the Contract, or as directed by the State Chief Privacy Officer (Arizona Department of Homeland Security Governance, Risk, and Compliance team), then the Contractor shall comply with NIST Low Impact security controls.

1.17.2. NIST Moderate Impact: If a Contractor may process, transmit, or store Confidential State Data (per State Data Classification Policy P8110) or metadata during its work under the Contract, then the Contractor shall comply with NIST Moderate Impact security controls.

1.18. Order: The instrument by which the Eligible Agency or Co-Op Buyer authorizes a Contractor to perform some or all of the Work. Whether the Contract will have one Order

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 21 of 84 or many Orders depends on the scope of the Contract and how the State will use it. The Special Terms and Conditions provide that information. Any of the following are construed as an “Order”: “Purchase order,” “task order,” “service order,” or “job order”.

1.19. State’s eProcurement System: The State’s official electronic procurement system, established pursuant to A.A.C. R2-7-201 as set forth in the Arizona Department of Administration State Procurement Office policy document Technical Bulletin No. 020, The State’s eProcurement System–The Official State eProcurement System. Technical Bulletin No. 020 is available online at:

https://spo.az.gov/sites/default/files/documents/files/TB_020_APP_20181024.pdf

1.20. State: With respect to the Contract generally, “State” means the State of Arizona and its department, agency, university, commission, or board that has executed the Contract.

With respect to administration or rights, remedies, obligations and duties under the Contract for a given Order, “State” means each Eligible Agency or Co-Op Buyer who has issued the Order.

1.21. State Indemnitees: Collectively, the State of Arizona, its departments, agencies, universities, commissions, and boards and, and their respective officers, agents, and employees.

1.22. StateRAMP: A non-profit organization that provides a uniform approach to verifying that the cybersecurity of Cloud service providers (CSPs) meets the standards and regulations needed to do business with state and local governments.

1.23. Work: The totality of the Materials and the Services and all the acts of administration, creation, production, and performance necessary to fulfill and incidental to fulfilling all of Contractor's obligations and duties under the Contract in conformance with the Contract and applicable laws.

2. Contract Interpretations

2.1. Usage. Where the Contract:

2.1.1. assigns obligations to Contractor, any reference to “Contractor” is to be construed to be a reference to the Contractor and all Subcontractors, whether they are first-tier Subcontractors, sub-subcontractors, suppliers, sub-suppliers, consultants, or sub-consultants, as well as all of Contractor’s and the Subcontractor’s respective agents, representatives, and employees in every instance unless the context plainly requires that it is a reference only to Contractor as apart from Subcontractors.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 22 of 84

2.1.2. uses the permissive “may” with respect to a party’s actions, determinations, etc., the terms is to be interpreted as in A.A.C. R2-7-101(32) [Definitions]. For clarity of intent, any right given to State using “State may” or a like construction denotes discretion and freedom to act so far as any regulatory or operative constraints permit in the relevant circumstances, provided that: (a) where written “may, at its discretion,” the discretion extends to whatever is most advantageous to State; and (b) where written only as “may,” the discretion is constrained by what is fair, reasonable, and as accommodating of the respective best interests of both parties as practicable under the circumstances;

2.1.3. uses the imperative “shall” with respect to a party’s actions, duties, etc., the term is to be interpreted as in A.A.C. R2-7-101(44) [Definitions]. Conversely, the phrase “shall not” is to be interpreted as an imperative prohibition.

2.1.4. uses the term “must” with respect to a requirement, criterion, etc., the term is to be interpreted as conveying compulsion or strict necessity;

2.1.5. uses the term “might” with respect to an event, outcome, action, etc., the term is to be interpreted as conveying contingency or non-discretionary conditionality; and

2.1.6. uses the term “will” or the phrases “is to be” or “are to be” with respect to an event, outcome, action, etc., the term or phrase is to be interpreted as conveying such certainty or imperativeness that “shall” is either unnecessary or irrelevant in that instance.

2.2. Contract Order of Precedence

2.2.1. Complementary Documents. All of the documents forming the Contract are complementary. If certain work, requirements, obligations, or duties are set out only in one but not in another, Contractor shall carry out the Work as though the relevant Work, requirements, obligations, or duties had been fully described in all, consistent with the other documents forming the Contract and as is reasonably inferable from them as being necessary to produce complete results.

2.2.2. Conflicts. In case of any inconsistency, conflict, or ambiguity among the documents forming the Contract and their provisions, they are to prevail in the following order, descending from most dominate to most subordinate, provided that, among categories of documents or provisions having the same rank, the document or provision with the latest date prevails. Information being identified

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 23 of 84 in one document, but not in another, is not to be considered a conflict or inconsistency.

2.2.2.1. Contract Amendments;

2.2.2.2. The final Solicitation Documents, in the following order:

(1) Special Terms and Conditions;

(2) Exhibits to the Special Terms and Conditions;

(3) Uniform Terms and Conditions;

(4) Scope of Work;

(5) Exhibits to the Scope of Work;

(6) Specifications; and

(7) Any other documents referenced or included in the

Solicitation;

2.2.2.3. Orders, in reverse chronological order; and

2.2.2.4. Accepted Offer.

2.2.3. Attachments and Exhibits. For clarity of intent, if an item was an Attachment in the Solicitation Documents or an Offer (either Initial, Revised, Best and Final, or Accepted) and was subsequently made into an Exhibit, or its content was incorporated into one of the other Contract documents, then that Attachment no longer exists contractually as an “Attachment” since it has at that point been made into some other Contract document. In every other case, an Attachment and the Offeror Data therein remain part of the Accepted Offer for purposes of precedence and contractual effect.

3. Contract Administration and Operation

3.1. Term of Contract. The term of the Contract will commence on the date indicated on the Acceptance and continue for twenty-four (24) months unless canceled, terminated, or permissibly extended.

3.2. Contract Extensions. State may at its discretion extend the initial Contract term in increments of one (1) or more months and do so one or more times, provided that the maximum aggregate term of the Contract including extensions cannot exceed the maximum aggregate term of five (5) years.

Solicitation No. BPM006711 Geographic Information Systems (GIS) Software, Solutions and Services

Arizona Department of Administration State Procurement Office

Solicitation Requirements | Revision No. 9 | Revised 09-24 | Page 24 of 84

3.3. Notices and Correspondence

3.3.1. To Contractor. State shall address all Contract correspondence other than formal notices to the email address indicated as “Default for Type” for “General Mailing Address” in Contractor’s corresponding State’s eProcurement System Vendor Profile; and address any required notices to Contractor to the “Contact Name and Title” at the “Mailing Address” indicated on the Accepted Offer, as that address might have been amended during the term of the Contract.

3.3.2. To State. Contractor shall address all Contract correspondence other than formal notices to the email address indicated in “Contact Instructions” in the State’s eProcurement System Summary for State; and address any required notices to State via email to the Procurement Officer identified as “Purchaser” in the State’s eProcurement System and via mail to…