REQUEST FOR PROPOSAL

Revised 2-4-2025

Ohio Department of Natural Resources

Property Tracking and Land Management System

Background Information: The Ohio Department of Natural Resources (ODNR) is responsible for maintaining all state-owned assets purchased by the Agency as part of general operations. Currently buildings and land purchases are input into OAKS. OAKS data is not easily or consistently maintained. This makes it difficult for the ODNR Office of Budget and Finance to provide the Department of Administrative Services (DAS) Asset Management Group with current and accurate asset information and the Office of Risk Management with the status of these items for insurance purposes. ODNR is seeking a system to manage its land and property assets that is able to provide more efficient and flexible operation.

Project Objective: ODNR is seeking a Property and Land management system that allows for the tracking of the department’s Building & Land asset portfolio.

Scope of Work: The Property and Land Management System (System) must be able to address the following needs of the Department:

1. Data Management: The system shall provide an intuitive interface for divisions to enter and update property and building information.

a. System must have the ability to establish Parent/Child Relationship e.g.: - state park, to parcels (piece of land) and buildings relationships.

b. System should be able to be expanded to accommodate additional asset classes: e.g. equipment, furniture, technology.

2. Reporting: System must have the ability to generate standardized reports according to ODNR needs.

a. Demolished property reports

b. Uninsured properties reports

c. Reconciliation of missing assets

d. Reconcile with DAS’ OAKS information

3. Custom Reporting

a. Superusers should have the ability to run SQL reports

b. System must be able to integrate with data visualization platforms such as Power BI or Tableau

4. GIS Mapping

a. Display properties on interactive maps, including layers for spatial data and property boundaries.

b. Ability to track assets by Lat/Long Coordinates

c. Filter assets by location, visualize geographic relationships, and add attributes like GPS coordinates, square footage, county information, property descriptions, and historical significance.

5. Asset Lifecycle Management and Workflow

a. Maintain detailed records of all properties, including parent-child relationships, classifications, and categories.

b. Record acquisition workflows, valuation updates, decommissioning, and disposal tracking.

c. Store historical ownership, valuation data, and photos to track changes over time. Platform should be able to track transactional data and tie into our current GIS system with supporting documentation. Platform should be tied to Risk Management if possible.

d. Property Tracking and Land Management System Workflow

i. Office of Real Estate & Land Management (REALM) makes a purchase of Land, etc.

and/or a new building is constructed, and it is at that point entered into the new system, assigned a name, etc.

ii. Then from that point, the workflow is GIS, Risk Management (RM) (Insurance), land holding divisions, doc share, Division of Engineering, Division of Oil & Gas (O&G) (would be the same as landing Holding Divisions), Grants), etc. where the attributes can be updated, changed, etc. and only once all these hands have touched the asset it is “batched” into Ohio Administrative Knowledge System (OAKS) and as a read only asset.

iii. Changes can only be made in our new system and updated through batch, if that’s even necessary.

iv. REALM and hopefully Office of Budget & Finance (OBF) will ultimately administer the entire system and who has access.

6. Financial Tracking

a. Record acquisition costs, maintenance expenses, and depreciation calculations.

b. Budget allocation, forecasting, reporting, and expense reconciliation for each asset (Future state); integration with ODNR’s financial system is preferred.

7. Notifications

a. Provide automated alerts for document expirations, insurance renewals, compliance deadlines, scheduled maintenance, and inspections.

8. Technical

a. Transaction Audit: All transactions will be placed in an audit table for a period specified by ODNR.

b. System must comply with all relevant ODNR policies concerning Data Privacy and Security

c. System must be compatible with OH|ID Secure Online User Account platform

d. System must be compatible with mobile devices and allows for remote access.

e. System must comply with Department of Administrative Services security and data privacy policies (examples attached).

f. System must comply with State IT Policy, Standard and Service Requirements.

g. System must comply with ADA Compliance - IT-09 Digital Accessibility.

9. Data Access

a. ODNR utilizes Alation, the State’s Enterprise Data Catalog software, to publish metadata information and instruct users on how to access the data. This is the preferred solution for understanding and accessing the data.

b. Data can be replicated back to an ODNR SQL Server system.

10. Product Lifecycle/ Updates

a. Platform must be fully supported with updates and patches through the duration of the initial agreement. Any update or improvements after the initial agreement will be addressed during the renewal process.

Deliverables: Proposal must address all items listed in the Scope of Work and comply with all relevant IT and Legal Policies. Proposal must contain a cost breakdown of implementation, onboarding / development, and support costs for the initial term of contract. Proposal must also contain a proposed cost structure for ongoing support and maintenance, as well as planned updates and training for ODNR staff.

Term: Notwithstanding the foregoing, this Agreement shall expire no later than June 30, 2027. As the current General Assembly cannot commit a future General Assembly to expenditures, this Agreement shall terminate no later than June 30, 2027. Upon mutual, written consent prior to the termination date, and subject to appropriation, the parties may renew this Agreement on the same terms and conditions for up to 36 months. Any changes to the terms and conditions, except performance completion and termination dates, may require a separate agreement.

Property and Land Management System, meeting the requirements in the Scope of Work.

Delivery Location:

Office of Budget and Finance Ohio Department of Natural Resources, 2045 Morse Rd. Bldg. D2 Columbus, OH 43229.

Evaluation: All Proposals must be submitted through Ohio Buys. Proposals received outside of Ohio Buys will not be considered.

Evaluation Scoring:

The scale below (0-5) will be used to rate each proposal on the criteria listed in the Technical Proposal Evaluation table.

DOES NOT MEET

0 POINTS

WEAK

1 POINT

WEAK TO MEETS

2 POINTS

MEETS

3 POINTS

MEETS TO

STRONG

4 POINTS

STRONG

5 POINTS

DNR will score the Proposals by multiplying the score received in each category by its assigned weight and adding all categories together for the Offeror’s Total Technical Score in Table 3. Representative numerical values are defined as follows:

DOES NOT MEET (0 pts.): Response does not comply substantially with requirements or is not provided.

WEAK (1 pt.): Response was poor related to meeting the objectives.

WEAK TO MEETS (2 pts.): Response indicates the objectives will not be completely met or at a level that will be below average.

MEETS (3 pts.): Response generally meets the objectives (or expectations).

MEETS TO STRONG (4 pts.): Response indicates the objectives will be exceeded.

STRONG (5 pts.): Response significantly exceeds objectives (or expectations) in ways that provide tangible benefits or meets objectives (or expectations) and contains at least one enhancing feature that provides significant benefits.

Evaluation Criteria:

Criterion Weight Extended Score

Offeror's Company Profile

1. Offeror’s proposal demonstrates the necessary capacity and expertise in the creation and maintenance of Land and Property Management Platforms

2. Offeror’s proposal provides at least 3 references that are relevant to the nature and scope of ODNR's requested solution

Offeror's Proposed Solution

1. Offeror's Proposal demonstrates how solution will address all mandatory deliverables.

2. Offeror's Proposal demonstrates a plan for meeting optional deliverables with a focus on high priority items

3. Offeror's proposal provides a roadmap for adding features or meeting additional deliverable in future versions of solution

Offeror's Implementation Plan

1. Offeror's proposal establishes project timeline from project build out to regular operations, with discrete project milestones for the process

2. Offeror's proposal provides a detailed breakdown of internal staff who will be responsible for the implementation plan

3. Offerors Proposal provides project update schedules and contacts for ad-hoc status updates

Offeror's Account Management Plan

1. Offeror's proposal establishes a continuing support plan and designated points of contact for issue resolution

2. Offeror's Proposal allows for ODNR staff to manage asset portfolio for the entire lifecycle of individual assets.

3. Offeror's Proposal supports both standardized reporting and ad-hoc/customized reporting

4. Offeror's proposal allows for ODNR staff to integrate with multiple existing platforms such as OAKS, OhioBuys, GIS platforms, etc.

5. Offeror's proposal establishes a reporting schedule for updates and support items 15

Offeror's Technical Plan 1.Offeror's proposal demonstrates how platform and offeror will comply with all relevant I.T. policies

2. Offeror's proposal demonstrates how platform and offeror will comply with Data Privacy and Security best Practices

3. Offeror's Proposal demonstrates how it will integrate with OH|ID platform 15

Project Technical allowable points 1600 Project cost allowable points 400

Total Allowable Points 2000

Estimated Budget: A budget for this project has not been established at this time.

Cost Proposal: Cost proposal should be submitted separately from the technical proposal

Deliverable Cost Total cost of software platform including but not limited to implementation, maintenance, and ongoing support for the initial term.

Cost Proposal Points: to calculate the Offeror’s Cost Proposal points after the Offeror’s total technical points are determined, using the following method:

Cost points = (lowest Offeror’s cost/Offeror’s cost) x Maximum Available Cost Points as indicated in the “Scoring Breakdown” table. The value is provided in the Scoring Breakdown table. “Cost” = Total Not to Exceed Cost identified in the Cost Summary section of Offeror Proposals. In this method, the lowest cost proposed will receive the Maximum Available Cost Points.

The number of points assigned to the cost evaluation will be prorated, with the lowest accepted cost proposal given the maximum available points possible for this criterion. Other acceptable cost proposals will be scored as the ratio of the lowest price proposal to the proposal being scored, multiplied by the maximum available points possible for this criterion.

An example for calculating cost points, where Maximum Available Cost Points Value = 60 points, is the scenario where Offeror X has proposed a cost of $100.00. Offeror Y has proposed a cost of $110.00 and Offeror Z has proposed a cost of $120.00. Offeror X, having the lowest cost, would get the maximum available 60 cost points.

Offeror Y’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $110.00 (Offeror Y’s cost) equals 0.909 times 60 maximum points, or a total of 54.5 points. Offeror Z’s cost points would be calculated as $100.00 (Offeror X’s cost) divided by $120.00 (Offeror Z’s cost) equals 0.833 times 60 maximum available points, or a total of 50 points.

Preferences

The State will apply all preferences pursuant to Ohio Administrative Code 123:5-1-06.

Following the initial evaluation and scoring, all Proposals will be considered for preferences. Preferences will be calculated at a rate of five percent (5%) for the first preference and two percent (2%) each for the second and third preferences. The preferences shall be combined and applied as a total percentage of the original Proposal to determine the score for evaluation purposes.

Preferences will only be applied if there is at least one Offeror that does not qualify for that particular preference.

For purposes of qualifying for a preference, an Offeror failing to complete the certification for each preference will be deemed as not qualifying for that preference.

(a) For the Buy American preference, if any Offeror offers a product that is not a domestic source end product, the State will add the applicable percentage of the total available points to the total score of each Offeror offering a domestic source end product.

(b) For the Buy Ohio preference, if any Offeror is a Buy Ohio Offeror claiming the preference, the State will add the applicable percentage of the total available points to each Buy Ohio Offeror’s total score.

(c) If claiming the preferences in (a) and (b) based on the product(s) offered, an Offeror is only eligible to receive the preference if the cost of the product(s) offered exceeds 50% of the total offered cost for products and services. A Buy Ohio Offeror is also eligible to receive the Buy Ohio preference based on its significant economic presence in Ohio or a border state.

(d) For the Veteran-Friendly Business preference, the State will add the applicable percentage of the total available points to any certified veteran-friendly business Offeror’s total score.

Invoicing

Invoices Origin-DNR-N14 (A unique number will be provided with each invoice.)

All invoices must be submitted DIRECTLY to Ohio Shared Services (OSS).

There are three options available to submit invoices to OSS:

• EMAIL the invoice to: invoices@ohio.gov

• FAX the invoice to: 1-614-485-1039

• MAIL the invoice to: Ohio Shared Services, PO Box 182880, Columbus, Ohio 43218-2880

In order to process your invoice, please make sure all the required information listed below is on your invoice before submitting it to OSS or they will be returned for not being a proper invoice.

1. Must include the Purchase Order (PO) number assigned. You may shorten it to the last five digits.

2. Supplier full name as it appears on your PO.

3. The Ship to and/or service facility name and full address

4. Unique invoice number

5. Date of service or date work was completed.

6. Complete itemization of services performed, materials or goods supplied and/or labor furnished.

7. Line charge(s). If parts are included, please break out the line charges with product and charges separately.

8. No State of Ohio sales tax

9. Remit to address must match our records for payment

10. This PO is only valid for the goods and/or services received through June 30, 20XX.

11. Any goods/services received after June 30, 20XX will require a new PO.

All fields mentioned above are required to count as a correct invoice; failure to provide this information will result in a returned invoice and delayed payment.

Contract Negotiations. Negotiations will be scheduled at the convenience of DNR. The selected Offeror(s) are expected to negotiate in good faith.

General. Negotiations may be conducted with any Offeror who submits a competitive Proposal, but DAS may limit discussions to specific aspects of the RFP. Any clarifications, corrections, or negotiated revisions that may occur during the negotiations phase will be reduced to writing and incorporated in the RFP, or the Offeror’s Proposal, as appropriate. Negotiated changes that are reduced to writing will become a part of the Contract file open to inspection to the public upon award of the Contract. Any Offeror whose response continues to be competitive will mailto:invoices@ohio.gov be accorded fair and equal treatment with respect to any clarification, correction, or revision of the RFP and will be given the opportunity to negotiate revisions to its Proposal based on the amended RFP.

Top-ranked Offeror. Should the evaluation process have resulted in a top-ranked Proposal, DNR may limit negotiations to only that Offeror and not hold negotiations with any lower-ranking Offeror. If negotiations are unsuccessful with the top-ranked Offeror, DNR may then go down the line of remaining Offerors, according to rank, and negotiate with the next highest-ranking Offeror. Lower-ranking Offerors do not have a right to participate in negotiations conducted in such a manner.

CONTRACT AWARD. DNR plans to award the Contract based on the schedule in the RFP, if DNR decides the Project is in the best interests of the State and has not changed the award date.

Apparent awardee will be required to sign a contract with the Ohio Department of Natural Resources.

Economic Price Adjustment

The Contract prices(s) will remain firm for the initial term of the Contract. Thereafter, the Contractor may submit a request to increase its price(s) to be effective 30 calendar days after acceptance by the State. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers; on purchase orders that are already being processed; or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, e.g., increases in the cost of raw materials, labor, freight, workers’ compensation and/or unemployment insurance. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation includes, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify the State immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject section VI I. - Standard Terms and Conditions. Suspension/Termination and the Contract Remedies sections.