GIS_On-Call_Professional_Services_(Addendum_#1_Revision).pdf

Information Technology Department

Request for Proposals (RFP) #RFP193271 For

GIS On-Call Professional Services

Proposal Submittal Deadline:

Thursday, February 13, 2025 BEFORE 3:00 pm

Procurement Contact:

Alice Harrison Contract Administrator alice.harrison@cityofpaloalto.org

(650) 329-2173

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

Request for Proposal (RFP) #RFP193271 1

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - Cost Proposal (RFP193271) - Hourly Rates Only

B - Firm Experience

C - Professional Services Agreement Sample

D - Insurance Requirement

E - Suggested_Legal_clauses_for_GIS_On-Call (1)

F - 1-64 IT Information Privacy Policy dated December 2017

G - Cybersecurity Terms and Conditions v3.1

Request for Proposal (RFP) #RFP193271 2

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for on-call Geographic Information System (GIS) project support services. The City is seeking proposals for 5 years and may award to more than one proposer. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The City of Palo Alto seeks proposals from qualified vendors to provide on-call

Geographic Information System (GIS) project support services. This initiative focuses on implementing and maintaining the City’s new enterprise GIS, enhancing geospatial capabilities across departments, and transitioning legacy applications to modern platforms. Key priorities include streamlining data integration, improving system efficiency, and ensuring compliance with technical and regulatory requirements.

The project aims to centralize GIS operations, transitioning from a hybrid model to a service-oriented architecture anchored by the ArcGIS Enterprise platform. This will enable efficient data sharing, prevent redundancy, and enhance confidence in data accuracy.

Vendors will assist with GIS infrastructure setup, database management, CAD-GIS integration, and application development, among other tasks. Departments will benefit from tailored GIS solutions, such as dashboards, mobile apps, and workflow automation, to support operations like asset management, utility maintenance, and urban planning.

The City seeks vendors with expertise in Esri’s ArcGIS suite, spatial analysis, and system integration. By collaborating with a qualified partner, Palo Alto aims to modernize its GIS environment, boost operational efficiency, and deliver superior geospatial tools to support city-wide initiatives. The City may award to multiple vendors.

1.2. Background

NO VALUE

1.3. Contact Information

Procurement Contact:

Alice Harrison

Contract Administrator alice.harrison@cityofpaloalto.org

(650) 329-2173

Department:

Request for Proposal (RFP) #RFP193271 3

Information Technology

1.4. Timeline

Release Project Date: January 15, 2025

Question Submission Deadline: January 24, 2025, 1:00pm

Proposal Submission Deadline: February 13, 2025, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

Request for Proposal (RFP) #RFP193271 4

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Thursday, February 13, 2025.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP193271 5

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of

Request for Proposal (RFP) #RFP193271 6 clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

Request for Proposal (RFP) #RFP193271 7

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Fixed Fee form of contract. A Sample Agreement of Services is provided as an

Attachment to this RFP. The method of payment to the successful Proposer shall be on a Fixed Fee with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Request for Proposal (RFP) #RFP193271 8

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

5.1. Background

The City’s GIS is currently operating as a hybrid governance model with technology, data, and software being managed centrally and users being enabled in a distributed fashion.

The GIS architecture has a significant impact on this recommendation and interrelates with the software deployment suggestions. An example would be easy-to-use GIS web browsers and mobile applications that rely on a central GIS server and use the ArcGIS platform. GIS browsers and mobile technology allow non-GIS users to perform data capture and editing, find assets and information, create their own reports, and report their real-time locations. Select users use ArcGIS Pro for advanced editing workflows, data visualization, advanced data analysis, and data maintenance. This approach enhances and expands the GIS usage at the department level in which end users do a majority of their own GIS tasks while relying on a central group of GIS experts for assistance with high-level operations.

The GIS Team in the IT department provides services related to Geospatial web application development, configuration, data integration, data migration database management, networking, hardware, and training for the enterprise-wide GIS. The city desires to have a central GIS data repository that (i) enables departments to manage and

Request for Proposal (RFP) #RFP193271 9 maintain their business data with ease, (ii) facilitates data/information sharing, (iii) prevent duplicate and redundant GIS subsystems, and (iv) prevents the existence of disparate copies of data that inculcates lack of confidence in data accuracy and completeness.

5.2. 1. Current System Architecture

The City’s current GIS primarily consists of ArcGIS Enterprise, Encompass, and

AutoCAD.

A. Encompass

Geodesy’s Encompass system is the City’s legacy GIS which was put in place 25+ years ago.

Encompass runs on SQL Server 2019. Many City staff use desktop applications such as GIST and AVEC to view, analyze, and edit the GIS data. There are many other custom applications and ETLs that have been built using the Encompass framework. Around 80% of the custom encompass-based applications and workflows have been migrated to the ArcGIS Enterprise platform.

B. AME AutoCAD

The Utility department 15+ years ago implemented an AME AutoCAD Topobase system which uses Oracle Database 12g Enterprise Edition. The utility department uses AME to enter asset information and when jobs are posted to the database it is stored as native Oracle Spatial data. There is also two-way synchronization with

Encompass using custom programming.

There are custom apps that have been written by Geodesy and CADMasters. These apps are listed in Attachment B-2 and B-3 and will be moved to the ArcGIS platform as warranted by the city.

C. ArcGIS Enterprise

Request for Proposal (RFP) #RFP193271 10

Starting in 2022 the city started building out its ArcGIS Enterprise platform.

Currently, the City runs ArcGIS Enterprise 11.2 in a High-availability configuration and leverages SQL Server 2019 and Oracle 12g based Enterprise Geodatabases.

High-level technology solutions o ArcGIS Portal is used to visualize via the web platform all Utility and non-utility

GIS data.

o Many GIS datasets have been made available to view and edit via ArcGIS

Mobile apps like FieldMaps, Survey123, and Workforce.

o Department-specific custom editing workflows have been enabled using

ArcGIS Pro.

o Many configurable GIS web application solutions have been configured for targeted editing use cases.

o Many custom advanced GIS web applications have been built using ArcGIS

Javascript API and Python. Custom geoprocessing services have been built leveraging ArcPy libraries.

o FME Server is leveraged for many internal and external geospatial extract, transformation, and load tasks.

Utility specific implementation

The City of Palo Alto Utility [CPAU] department offers residents and businesses a full suite of City-owned and operated utility services including electricity, natural gas, water, sanitary sewer, and commercial fiber optic services.

Shown below is a high-level conceptual illustration of the 5 utility data stores in the AME

AutoCAD database and the ArcGIS Geodatabase.

Electric:

Request for Proposal (RFP) #RFP193271 11

CPAU’s Electric data has been moved to Esri’s UNM. FME workbenches have been meticulously built to migrate the data from AME to ArcGIS every month. The UNM data model has not yet been made the primary system of record because all data integrations between the legacy AME system and other ancillary systems have not been moved to

ArcGIS. The only integration that has been completed from the UNM datastore is the

City’s Electric Outage Management System.

Fiber:

CPAU is currently working on implementing a new Fiber Management System [FMS] from

3-GIS which runs on-premise leveraging the City’s ArcGIS Enterprise. When the new

FMS implementation is completed the CPAU Fiber staff will transition away from AME to use the new 3-GIS FMS.

Gas, Water and Wastewater [WGW]:

CPAU’s WGW division is currently using a hybrid data model where the Engineering team is using AME for engineering-specific data management and the Operations team is using

ArcGIS Web and mobile tools for many targeted operations-specific asset management workflows.

5.3. 2. Desired System Architecture

The city would like to deploy a GIS adhering to a modern Service-oriented architecture that is centered on the geodatabase and ArcGIS Enterprise. This is illustrated by the graphic included on the side where a centrally managed system houses all GIS data and applications. In turn, data and applications specific to the needs of each department will be made available to the end users through various applications and methods.

The existence and maintenance of a centrally located enterprise geodatabase(s) is the cornerstone component in the City’s new enterprise GIS program. The geodatabase will be accessed directly through multiple web, mobile, API, and desktop-based GIS applications. The CPAU Electric has migrated to Esri’ UNM. The remaining Water, Gas, and Wastewater utilities would like to adopt Esri’s Utility Network Model after a feasibility study is done and a transition plan is put in place.

The City desires to have a central GIS data repository to achieve the following goals:

• Prevent duplicate and redundant GIS subsystems. Prevents the existence of disparate copies of data that inculcate a lack of confidence in data accuracy and completeness.

• To improve efficiency and increase ROI

• Technology simplification

• Enables departments to manage and maintain their business data with ease.

Facilitates data/information sharing, Request for Proposal (RFP) #RFP193271 12

• prevents the existence of disparate copies of data that inculcate a lack of confidence in data accuracy and completeness.

AutoCAD and ArcGIS Integration:

For select Utility and Public Works divisions, the city would like to implement AutoCAD and ArcGIS integrated workflows. These integrated workflows streamline the flow of information between operational and construction life cycle data will allow them to more accurately plan and maintain infrastructure assets. Some of the desired goals of this integration are listed below:

• Enrich AutoCAD with authoritative GIS content.

• Edit GIS data and attributes aligning with CAD layers. Any edits, additions, and deletions made in ArcGIS or AutoCAD are synchronized with one another to maintain the GIS system of record.

• Use templates for industry-specific workflows. Templates to allow AutoCAD professionals to ensure that layers, symbols, and attribute information are organized consistently, making the conversion process smoother their spatial data can be more easily interpreted and imported into GIS, preserving key attributes and reducing errors.

Request for Proposal (RFP) #RFP193271 13

Porting legacy applications to the ArcGIS platform:

There are custom apps that have been developed by Geodesy and CAD Masters. These apps are listed in Attachment B-2 and B-3. The city desires for these apps to be moved to the ArcGIS platform as warranted.

5.4. ATTACHMENT B-1 SCOPE OF SERVICES

The City of Palo Alto is seeking proposals from qualified Geospatial Information Systems

(GIS) firms to provide On-Call professional services for the Information Technology

Department to help implement the City’s new enterprise GIS and maintain it on an as-needed basis. The City has the right to select and award a contract to one or more firms

(Consultant(s)) to provide these services. The qualifications outlined below must be met.

Billing will be based on time and materials. Please include your firm’s expertise and billable rate for each specialized area description listed below. Also, include any previous experience you have had with the city or with government agencies similar to the City of

Palo Alto.

The selected Consultant(s) must pre-screen all proposed candidates and perform reference checks in advance. (Please provide the candidate pre-screening process in your proposal).

The selected Consultant(s) must perform a technical assessment for all proposed candidates in advance. (Please provide what the technical assessment consists of in your proposal).

Prior to commencing work or performing services for the City of Palo Alto, The

Consultant(s) must process all fingerprinting/background and confirm clearance for all proposed candidates who will perform any part of their service at a city location in advance. The City’s Risk Manager has the right to review and decline or approve the

Consultant(s) background check policy. If the Consultant(s) background check policy does not suffice. The city may require the Consultant(s) to submit fingerprints electronically using digital scanning from an authorized Live Scan fingerprinting location.

The Consultant(s) fingerprints will be processed through the California Department of

Justice databases to determine the prior criminal history of the applicant performing services onsite. (Please provide your firm's background policy in your proposal)

This support would be in line with, but not limited to the following specialized area descriptions:

Request for Proposal (RFP) #RFP193271 14

A. SPECIALIZED AREAS OF FOCUS

Consultant(s) must try to use the City’s small government enterprise Esri license and the suite of products it includes to build the City’s new enterprise ArcGIS platform. The list of products that come with the Esri term license can be found in Attachment B-4.

Consultant(s)s are required to adhere to the City’s enterprise GIS architecture when implementing solutions. As directed by the city staff help port legacy GIS applications to

ArcGIS based solutions. Consultant(s)s will be building custom applications as directed by the city and adhering to the City IT department’s technical guidance.

1. GIS Infrastructure setup and ArcGIS platform configuration

The GIS Infrastructure will be hosted in the City’s IT Data center based in City

Hall and managed by the IT department. GIS will have different environments like Production, Staging, and Development servers to support Software

Development Life Cycle processes. All the GIS servers are in the virtual environment using a corporate HyperV solution and the storage is based on

SAN via nimble technology.

▪ Deploy, and configure a high available ArcGIS Enterprise system that enables GIS content sharing across the enterprise and meets the City’s business requirements.

▪ Assist with server capacity planning.

▪ Configure ArcGIS Server sites, services, applications, and users

▪ Configure the Web Adaptor component to integrate our ArcGIS Server with a web server.

▪ Upgrade ArcGIS Enterprise as requested by the city.

▪ Publish services that have the capabilities required for our applications.

▪ Plan and create a cache for high-performing map and image services.

▪ Implement security for our site and services that meet the needs of the City.

2. Spatial Database Management

The new Enterprise GIS will be maintained in ArcSDE (Spatial Database

Engine) technology which is a core component of ArcGIS for Server. It manages spatial data in the Oracle 12g and SQL Server 2019 relational database management systems (RDBMS) and enables it to be accessed by

ArcGIS clients. It is the technology that provides the framework to support long transactions, which will facilitate the versioned editing environment in the

Departments’ multiuser geo-databases. The geo-database is the primary data storage model for ArcGIS; it provides a single central location to access and manage spatial data.

Request for Proposal (RFP) #RFP193271 15

▪ Demonstrates and maintains expert knowledge/leadership in configuring and supporting AutoDesk Topobase on Oracle DB.

▪ Demonstrates and maintains expert knowledge/leadership in configuring and supporting Esri Enterprise GeoDatabase running on Oracle and SQL

Server.

▪ Configure a multiuser geodatabase for our relational database management system.

▪ Create a multiuser geodatabase and configure connections to it.

▪ Configure storage settings to support our organization's data management workflows

▪ Perform database restores or re-organization as required

▪ Create/refresh development/QA databases from production data as required

▪ New database and tool implementation and configuration as required

▪ Develop database backup scripts and processes as required

▪ Perform database Initiation Parameter modifications as required

▪ Perform database upgrades and patches as required

▪ Data integrity and corrections as required

▪ Problem identification of data integrity, errors, and omissions.

▪ Database performance monitoring, analysis, and Tuning as required

▪ New database/object creation as required

▪ Application of schema changes, e.g. creation, alteration, and deletion of tables and indices, compilation and dropping of stored procedures and triggers, etc. as required

▪ Establishing and maintaining database configuration and system parameters consistently across database environments

▪ Execution of processes for the proper maintenance and functioning of databases, e.g. updating table/index statistics, dropping and rebuilding tables/indices, etc.

3. Software, Application, Database Development, and Integration services

All GIS applications and users will access the data from a centralized

Enterprise Geodatabase which will be primarily based on Oracle and SQL

Request for Proposal (RFP) #RFP193271 16

Server databases. Adhering to the City’s enterprise GIS architecture when implementing solutions, the Consultant(s) shall review, enhance with new services, and tools, and redevelop the application functionalities presented below.

▪ Building out the ArcGIS portal for Citywide use. Configure ArcGIS Server sites, services, applications, and users.

▪ Set up user roles and privileges to provide secure data access.

▪ Establishing new printing services

▪ Publish services that have the capabilities required for our applications.

▪ Develop department-specific targeted custom web map and web map app

GIS solutions to meet business requirements, using tools such as ArcGIS

JavaScript API and Experience Builder.

▪ Develop GIS dashboards that provide a visual presentation of statistics and information in order to identify trends and measure efficiencies/inefficiencies by managers and key stakeholders. Dashboards allow the City to capture and report specific data points from each department within the organization, thus providing a "snapshot" of performance. These dashboards will provide a real-time operational view of people, services, assets, and events. Operations Dashboard for ArcGIS is a configurable web app that provides location-aware data visualization and analytics for a real-time operational view of people, services, assets, and events.

Integrations: Upgrade existing integrations and shared services as directed by City staff. Integrations shall continue to provide data to existing interfacing systems in the same format and frequency; therefore, eliminating or minimizing impacts to the recipient systems. The Consultant(s) shall revise, enhance, and modify the integration interface with those systems whenever identified and required. This integration effort shall consider the ongoing activities within the other projects such as the SAP-ERP (Enterprise Resource

Planning), SAP-CIS (Customer Information System), Utility OMS (Outage

Management System), Accela permitting system, etc...

Workflow Automation: Review currently implemented data workflows, and analyze the stakeholders' requirements and business processes flow to implement automated workflows that map the analyzed business processes.

Workflow construction should be done using the ArcGIS Workflow Manager

Administrator application for the desktop. Each workflow shall map the stakeholder's business process or it shall represent a new automated process.

These automation scripts and workbenches should be constructed and published on the ArcGIS Server or FME Server to cover the whole business

Request for Proposal (RFP) #RFP193271 17 process automation. As directed by City staff workflows should be built and responsible for version management, for creating, deleting, reconciling, and posting data from data versions to the default version.

The objective is to greatly improve the efficiency of the GIS operations and the productivity of the GIS teams. Additionally, to help reduce errors and optimize staff time by organizing and automating the relationships between the activities in a GIS project, including non-GIS activities that are required.

• Improve user productivity by automating common activities such as geo-processing and version management and reducing repetition of production procedures.

• Ensure standardization and consistency across operations by quickly creating workflows using simple visual tools and centralizing workflow management.

• Automate and simplify workflow management using out-of-the-box, user-configurable tools.

• Easily track workflow status using reports. o Integrate the GIS and other business applications by seamlessly incorporating non-GIS activities into the GIS workflows.

• Efficiently manage a dispersed workforce and assign activities by geography.

Porting legacy applications to the ArcGIS platform: Currently there are many custom apps that have been written by Geodesy using its Encompass framework. There are also many custom apps that have been written by CAD

Masters, the City Utility departments’ AutoCAD Consultant(s). These apps are listed in Attachment B-2 and D and will be moved to the ArcGIS platform as warranted by the City.

Data Reviewer Checks Development Procedures: The city is always seeking to improve data quality, save time, and enrich its data quality with automated processes. Accordingly, the City would like to use the Esri ArcGIS

Data Reviewer extension for desktop and server for data quality management and control purposes. Using ArcGIS Data Reviewer, the Department will reduce Cost, Time & Resources used to complete QC tasks during the

Department GIS section's regular tasks and/or activities. The contractor shall implement ArcGIS Data Reviewer on both, the desktop and the Server levels to fulfill, develop, and deliver the following functions; Automate and simplify the QC process using out-of-the-box, user-configurable checks.

• Implement a consistent, Department-wide data review process by sharing data quality business rules between the GIS teams.

Request for Proposal (RFP) #RFP193271 18

• Free up resources by scheduling automated data validations to run at specified dates and times–enabling the GIS staff to work on other priority tasks.

• Track and report the review, correction, and verification of the data by automatically capturing user information and a date/time stamp.

• Streamline the error correction workflow across the Departments by managing QC results from a centralized location.

• Create GIS-related data validation methods by building checks specific to the Department using custom code or geo-processing models/scripts.

4. Spatial Modeling and Analysis services

The Consultant(s) is required to develop spatial analysis solutions to meet the various department requirements., preferably tools like Esri’s Insights.

Insights for ArcGIS is a web-based, data analytics workbench where you can explore spatial and nonspatial data, and work with maps, charts, and tables.

Apply advanced algorithmic spatial analysis with a simple drag and drop using guided workflows to make it easy for anyone to solve spatial problems.

Insights for ArcGIS empower making better decisions using all data. Users can integrate and analyze spatial and tabular data for contextual analysis from their enterprise databases, ArcGIS data, geodatabases, Excel spreadsheets, and ArcGIS demographic data. The city prefers to use this tool to enhance further the internal stakeholder spatial experience to make the optimum use of available data and application of spatial thinking tools with possibilities for analysis and data exploration and visualization data on cards such as maps, charts, tables, etc.

The following are some sample department-specific needs from the City’s

Urban Forestry department. But there are many other spatial analysis needs not listed here.

▪ Using spatial analysis methods, the tool must be able to show polygons of canopy cover for a specified geographic area (Citywide, per neighborhood, per parcel, and per selection). Calculations must be displayed as the total area of polygons selected and/or as a percentage of the total map area covered by a canopy. Source data may include existing internal data sets, publicly available satellite imagery, and/or any additional data or imagery determined necessary. The tool should automatically update as new data/imagery base layers are added.

▪ Using established industry modeling or analysis tools or methods (i-Tree tools for example) incorporate the ability to use these tools on our data within the ESRI / ArcGIS framework and adhere to the City’s new enterprise

GIS architecture. Some examples include calculations on monetary tree

Request for Proposal (RFP) #RFP193271 19 benefits, water savings, energy savings, tree appraisal value, and carbon sequestration.

▪ Modeling of predicted plant growth and future vegetation management needs.

5. Real-time Integration and streaming data visualization

The city would like to explore the capabilities of Esri’s GeoEvent Server to enable real-time event-based data streams to be integrated as data sources within the enterprise GIS. The intent is that the GeoEvent Server can make

GIS applications into frontline decision applications, helping you respond faster with increased awareness whenever and wherever change occurs.

A few areas the city would be interested in integration are as follows.

▪ SCADA –Utility Outage Management

▪ Customer Service Calls

▪ Billing and Consumption Information

▪ Work Orders

▪ AVL

▪ Smart Meters

The City would also like to explore the Big Data approach to GIS to allow analysis and decision-making from huge data sets, by using algorithms, query processing, and spatiotemporal data mining. This involves extracting information from the maximum possible sources using established procedures and computational techniques. Big Data visualization involves the presentation of data of almost any type in a graphical format that makes it easy to understand and interpret.

6. CAD and GIS Integration

For the near term, the City’s AutoCAD datastore will be maintained until all the

Utility departments are ready to fully embrace the ArcGIS platform and existing custom CAD-based solutions and workflows are ported to the ArcGIS platform. However, the City would like to select a Consultant(s) who demonstrates and maintains expert knowledge/leadership in CAD to GIS integrations. The Consultant(s) would need to meet the following types of needs outlined below.

▪ Work with the City’s Utility department and conduct a migration impact study, create a transition plan, and assist with the CAD to GIS migration.

▪ The Consultant will be required for building/enhancing CAD templates and automating the CAD conversion to GIS as part of this project.

Request for Proposal (RFP) #RFP193271 20

▪ The existing CAD data in the City shall be converted to GIS format, which means that the Consultant(s) will involve CAD/GIS Technicians in this task.

▪ It is expected that the Consultant(s) shall utilize the (AutoCAD for ArcGIS) tools to automate and standardize data conversion.

▪ In addition to that, the contractor is expected to review the existing CAD standards related to all the identified department stakeholders and their daily business processes in order to build templates for automated CAD data exchange with the GIS systems.

7. Asset Management Solutions integrated with ArcGIS Enterprise

The city desires to utilize an enterprise asset management solution

[CityWorks, Maximo, etc…] that is compatible with ArcGIS Enterprise which can be leveraged by the various divisions in Public Works, Utilities, and other departments as needed. Currently, there are many dated custom asset management solutions that are being used that are running on varying platforms and using different databases. The city would like to explore the opportunity to migrate these legacy applications to the ArcGIS Platform and consolidate them where it warrants. The city will need a vendor to conduct a feasibility study and recommend appropriate solutions. The vendor will assist as an integration partner to create a transition plan, data migration, and implementation. The procurement of the Asset management solution will be done via a separate RFP.

8. Utility Department Specific needs

The City’s Utility department being one of the primary users of GIS and having a separate AutoCAD-based system as stated above in the system architecture overview in Attachment B, has several requirements that have been identified, but it will not be limited to the following tasks only.

CPAU’s Electric data has been moved to Esri’s UNM. FME workbenches have been meticulously built to migrate the data from AME to ArcGIS every month.

The UNM data model has not yet been made the primary system of record because all data integrations between the legacy AME system and other ancillary systems have not been moved to ArcGIS. The only integration that has been completed from the UNM datastore is the City’s Electric Outage

Management System. CPAU Electric department would like to integrate the following ancillary systems with UNM:

▪ Engineering Analysis

▪ Staking/Design

▪ Asset Management System

▪ Grid Modernization related systems (for example, SmartWorks – Compass)

Request for Proposal (RFP) #RFP193271 21

The CPAU Electric division will need a vendor to conduct a feasibility study and recommend appropriate solutions for the above-listed needs. The vendor will assist as an integration partner to create a migration impact study, create a transition plan, data migration, system integration, and implementation. The procurement of these ancillary systems will be done via a separate RFP. The city hopes that adopting Esri’s recommended UNM data model will allow the

Utility department to start working with Esri partner vendors like Schneider, Milsoft, and Futura who provide specialized utility solutions in areas such as

Engineering Analysis, Outage Management System, Field Engineering or

Staking.

Many custom apps have been written by CAD Masters, the Utility departments’ AutoCAD consultant. These apps are listed in Attachment B-3 and will be moved to the ArcGIS platform as warranted by the city.

Several ArcGIS web, mobile, and dashboard-based solution needs have been identified thus far by the Utility Operations team, which have been listed in

Attachment B-6., but it will not be limited to the listed needs only.

CPAU’s Fiber data is in the process of being migrated into a new 3-GIS Fiber

Management System. The 3-GIS system is hosted on the City’s Fiber ArcGIS

Enterprise 10.9.1 environment and it uses SQL Server 2019 as the Enterprise

Geodatabase. The CPAU will be looking for a vendor to assist with completing the migration and assisting with migrating future fiber expansion project data into the FMS. The department will also be interested in a vendor conducting a feasibility study and recommending an appropriate Work Order system that can be integrated with FMS. The vendor will assist as an integration partner create a migration impact study, creating a transition plan, data migration, system integration, and implementation.

9. Data maintenance

GIS doesn’t differ from any other Information systems. It has become the heart of nearly every organization and business in today’s world. Likewise, the systems that maintain data about customers, finances, operational performance, infrastructure, research, or employees, GIS provide valuable information to assist management with decisions that can make the difference between an organization’s success and failure. Spatial attributes are becoming more important as location-based information is demanded and used more frequently by managers and customers. Today all agencies place great importance on their data and the additional complexity of spatial data demands that good data architecture, modeling, and documentation practices are a part of any information system.

▪ The Consultant(s) has to review, enhance, and republish the base map and all the associated maps/documents published and consumed within the application of different sites and views. This includes all the data manipulations from custodians to the GIS database with all its associated

Request for Proposal (RFP) #RFP193271 22 versioning and workflows. ArcMap documents (MXDs) comprising the Base map and other services within the application shall be revised and enhanced for topological errors, QA/QC techniques, and overall performance. Symbology and representation techniques, Esri products adopted for this purpose shall also be considered for this task. Base map caching techniques and storage shall be improved and enhanced for performance.

▪ Analyze and update foundation basemap data to meet new requirements from City staff, other public agencies, and the public.

▪ Acquire and analyze quarterly updates of Santa Clara County (SCC)

Recorder’s office map documents. Tasks include: identifying areas affecting Palo Alto’s foundation basemap, editing all cadastral data impacted by information on these documents (i.e. parcel lines, subdivisions, parcel maps, certificates of compliance, easements, etc.) by using distance and bearing methods within the Encompass Traverse toolset, and linking all relevant documents to appropriate features in the foundation basemap by using GIS-based document management functionality.

▪ Acquire and analyze quarterly updates of the Santa Clara County

Assessor’s office parcel rolls for Palo Alto. Tasks include: comparing these listings with the GIS data to identify changes in cadastral data affecting the foundation basemap reconciling these changes and making edits as necessary by using the tools and techniques described previously.

▪ Work with the City’s Real Property staff to review archives of consummated transaction files. Identify cadastral data changes made by those transactions (i.e. easement deeds, right-of-way transfers, etc.) edit the GIS foundation basemap to reflect these changes, and link a digital copy of the file together with other relevant documents to the affected parcels in the

GIS.

▪ Collect updated values for existing data sets or collect new data. Data collection methods might include direct observation, LiDAR, or the use of

UAVs.

10. System Maintenance and support

Scheduled maintenance, defined by the firm, to include:

▪ Monitor and tune services and geodatabase to ensure high performance.

▪ The Contractor shall be responsible for keeping all of the Department GIS

Databases/GIS applications updated/upgraded whenever there is a new version available. The Contractor will be responsible for keeping all the

Request for Proposal (RFP) #RFP193271 23 applications online by making necessary arrangements or with a minimum downtime during such upgrades.

▪ The Contractor will be responsible for keeping Department GIS Systems and Applications in development, staging, and production environments up to date and in synch with all major releases of Esri ArcGIS Server, ArcGIS

Portal, Oracle, FME and ArcGIS Desktop software, ArcGIS JavaScript API and other software.

▪ The Consultant(s) is also responsible for regularly updating and enhancing the corporate ArcSDE and Oracle Geodatabase by keeping the Oracle version with all updates and patches up to date.

Application support maintenance (as they arise):

▪ The CONSULTANT(S) shall be responsible for second-level Application support. (City will be responsible for first-level support of the application).

▪ The CONSULTANT shall maintain information for each service request, including but not limited to, problem description, start and end dates/times, actual or potential root cause(s), corrective action taken, and future action required.

▪ The CONSULTANT(S) shall provide support/change control application where all the work orders from the City will be recorded, approved, tracked, and managed throughout the life cycle.

▪ The CONSULTANT(S) shall develop and provide written Support request troubleshooting procedures for the system and application environment.

▪ The CONSULTANT(S) shall work with City IT to provide monthly status reports including, but not limited to, work order analysis, actual hours usage, average cycle time, quality issues, and improvement recommendations.

▪ The CONSULTANT(S) support shall be staffed between 6:00 a.m. PST to

6…