Questions and Responses 2.pdf

Florida Department of Transportation

RON DESANTIS

GOVERNOR

605 Suwannee Street

Tallahassee, FL 32399-0450

JARED W. PERDUE, P.E.

SECRETARY

Date: 1/21/2026 To: All Proposers RE: Questions and Answers 2 Proposal ID: DOT-RFP-26-3007-CS Description: GIS Mapping Services and Data Management www.fdot.gov

S No

RFP Section RFP Clauses Page no.

Query Client Response

1 Exhibit - A, Scope of Services

II. Tasks for which vendor services may be required

36 Please confirm the details scope of tasks and associated deliverables under Exhibit A – Scope of Services, including any defined KPIs or SLAs related to accuracy, turnaround time, and system availability.

Tasks will be issued once the contract is awarded. Tasks will include GIS Support for the District, database maintenance and programming, GIS Application Production, preparation and production of reports and maps, etc.

2 Exhibit - A, Scope of Services

II. Tasks for which vendor services may be required

37 Please provide details of any District 3 Geodatabase schemas, naming conventions, and metadata standards that the selected vendor will be required to adhere to.

Please refer to included FDOT GIS Manual and D3 Data Governance Guide.

3 Exhibit - A, Scope of Services

II. Tasks for which vendor services may be required

37 Please identify the authoritative database to be maintained by the vendor and specify the expected refresh frequency for each dataset.

There are multiple databases that will require support by the GIS contract.

These include Electronic Document Management System (EDMS), Work Program databases, Roadway Characteristics Inventory database, Traffic Characteristics Database, etc.

Refresh rates range from nightly to weekly refresh.

4 Exhibit - A, Scope of Services

VIII. QUALITY ASSURANCE

PROGRAM

49 Please confirm the QA/QC framework and acceptance criteria that will be applied, including validation checks, topology rules, and spatial accuracy thresholds.

Please refer to included D3 GIS Quality Assurance Plan.

5 21. PROPOSAL

FORMAT

INSTRUCTIONS,

21.2 Technical

Proposal (Part I),

3. PROPOSER'S

TECHNICAL

PLAN

2. PROPOSER'S

MANAGEMENT PLAN

b. Identification of Key Personnel The Proposer should provide the names of key personnel on the Proposer's team, as well as a resume for each individual proposed and a description of the functions and responsibilities of each key person relative to the task to be performed.The approximate percent of time to be devoted exclusively for this project and to

15 Please outline expectations for vendor staffing, including required key roles, onsite versus offsore (remote) FTEs deployment requirements/project engagement, and any background checks or facility access prerequisites.

What is the average timeline of each mentioned TWO? This will help vendors to work on ramp-up/ramp-down plans and work on each role type to distribute percent of time to be devoted against mentioned task types.

On-site staffing is not a standard requirement;

however, this language is included in the contract to allow for on-site presence should a specific project necessitate it.

While routine work may be performed the assigned tasks should also be indicated.

3. PROPOSER'S TECHNICAL

PLAN

b. Facility Capabilities The Proposer should provide a description and location of the Proposer's facilities as they currently exist and as they will be employed for the purpose of this work.

remotely, there will be instances where on-site participation is required, including occasional team meetings, emergency event support, and periodic needs assessment meetings for upcoming or potential projects.

Timelines for each TWO will depend on the task that is needed. TWOs can range from 1 month to 2 years.

6 SPECIAL

CONDITIONS

32 ATTACHED FORMS: Price Proposal Form

19 Please clarify whether pricing is expected to be proposed on a time-and-material basis or a deliverable-based model, and whether a standardized pricing template will be provided.

This will be a labor based contract only.

See Exhibit B, Price Proposal of the RFP.

7 SPECIAL

CONDITIONS, 44

BUDGETARY

LIMITATION

The Department has a total maximum budgetary amount of $

1.5 million for the contract resulting from this solicitation.

Proposals received that exceed the total maximum budgetary amount will be considered non-responsive. See Special Condition 21, RESPONSIVENESS OF

PROPOSALS.

21 Please provide guidance on how the maximum contract value of USD $1.5 million is expected to be allocated annually or by task?

The $1.5M will be utilized on a task by task basis as services are needed over the 3 year contract term.

8 STANDARD

WRITTEN

AGREEMENT, 4

INDEMNITY AND

PAYMENT FOR

CLAIMS

B LIABILITY INSURANCE 25 Please clarify the insurance requirements, specifically whether genal liability insurance (with no self-insured retention permitted) is mandatory, and whether professional liability insurance is excluded.

See Section 10) Liability Insurance of the

RFP.

9 Exhibit - A, Scope of Services, II.

Tasks for which vendor services may be required

Task Description: The Task Work Order (TWO) will include project requirements, schedules, manpower estimates, documentation, and total allowable project costs.

36 Please elaborate, what would be the tentative time period or schedules of such Task Work Order (TWO) based on Major tasks mentioned: application services, Mapping/Reporting/Analysis, GIS Management vendor, Software services?

Any historical time period or time taken to deliver such required tasks?

Tasks are issued on an as-needed basis. Duration of each task is dependent upon the scope of work.

10 Exhibit - A, Scope of Services, Major tasks: A.

Application Services

11. Compilation of GIS data: C.

Identification of non-traditional data sources where strategic decision-making can be extrapolated.

39 Please elaborate what does non-traditional data sources refer to. Is it related to field survey work to be carried out by vendor? If field survey work, needs to be done, what kind of survey technique is expected from the vendor?

The GIS Department is frequently tasked with projects that include mapping or data management of non-traditional data sources.

Examples are Files or data that are stored hard copy which require migration to geospatial data, mapping or management of field collected data, etc. This data could include field survey work such as signage, roadway features, data points for emergency management operations, etc.

11 Exhibit - A, Scope of Services, Major tasks: A.

Application Services

15. Design mobile collection workflows using configurable applications and tools such as Survey 123, Collector for ArcGIS, and Trimble mobile collection tools.

40 Do the vendor need to deploy field survey team (awarded for current scope) to work with such mobile field applications? Is GPS data collection (with required attributes) using this mobile applications is part of the current scope?

This contract will entail creation and management of Field Survey Apps. There will be minimal need for teams to deploy for field survey work.

However, knowledge of the mobile application that is created/manage d is preferred.

12 VI. Subconsulting Additional sub-contractors with specialized areas of expertise may be required by the Department or requested by the Vendor to complete specific

48 Can the awarded vendor be allowed to bring additional sub-contractors during the task work order allotment stage based on the volume/type of work complexity?

Subvendors may be utilized to fulfill the scope of work

13 21. PROPOSAL

FORMAT

INSTRUCTIONS,

21.2 Technical

Proposal (Part I) 4.

WORK PLAN

The Proposer shall provide a Work Plan which sets forth on an average the estimated staff-hours for each skill classification that will be utilized to perform the work required.

15 How would the bidder create a work plan without the prior knowledge of project/tasks requirement (TWO) as a part of technical proposal, since FDOT project manager would issue TWO schedules/task types once the project is awarded? Please assist and guide on the same.

The Work Plan should address your firm's approach to performing each of the tasks and subtasks in the scope of services. This includes how you would determine the appropriate positions and hours for those tasks.

Attachment "A" GIS Services - Personnel Classification Requirements

Principal: Degree in related field with 10+ years of DOT experience Project Manager: Geospatial Related Secondary Degree, Certification (GISP) with 4+ years Survey/Mapping/GIS experience or equivalent with 5+ years, as well as 4+ years of DOT Project Management experience

64 Is relevant DOT experience of 10+ years against Principal role and 4+ years of DOT Project Management experience aginst Project manager role is a mandatory qualification criteria for selection of (senior) such role types?

Yes, all requirements on Attachment “A” are relevant as stated.

14 Attachment "A" GIS Services - Personnel Classification Requirements

SUR Survey/GIS/SUE Analyst 1 (Entry):

SUR Survey/GIS/SUE Analyst 2 (Junior):

SUR Survey/GIS/SUE Analyst 3 (Senior):

64 Is SUR Survey expert different from SUE GIS Analyst to deliver a particular scope or both the roles can be taken care by same GIS personnel? We assume that FDOT is going to bear the travel, lodging & boarding expenses of the said surveyors deployed by vendor team.

The loaded labor rates proposed should include all expenses, including travel.

See Exhibit C, Bid Sheet.

15 Attachment "A" GIS Services - Personnel Classification Requirements

SUR UAS Operator: Unmanned Autonomous System (UAS) Operator - HS Graduate / equivalent with 1+ years survey experience, and 1+ years UAS experience. If system is airborne, a Federal Aviation Administration (FAA) Remote Pilot Certificate is also required.

65 Whether SUR UAS operator need to fly UAV's supplied by FDOT or the same UAS operator need to only process the aerial images captured by FDOT?

Please also clarify if vendor needs to bring their own UAVs or mobile devices for field data collection at additional cost.

The contract could require the awardee to conduct Data collection and/or imagery collection via UAV. This will be conducted utilizing the awardee's UAV or a sub-consultant under the contract.

16 Attachment "A" GIS Services - Personnel Classification Requirements

Transportation Data Analyst:

Bachelor's Degree in Statistics, Computer Science or related field and 0-3 years of experience for data collection, data analysis, data mining, data quality control

65 Does data collection requirement against Transportation data analyst role refer to collating data from multiple sources like field team, other departments, live data feeds, open data sources, geodatabases etc.or this Data collection refer to the said analyst visiting field with mobile devices (Field application) & collecting GPS/attribute survey data.

Please clarify.

This role is reserved for data processing and data management.

UAV operation is reserved for the

SUR/UAS

Operator.

We assume that this data analysts are not required to fly UAVs for field data collection, since this is a speacialized skill beyond mobile device field survey.

17 Attachment "A" GIS Services - Personnel Classification Requirements

Transportation Data Technician: HS Grad of equiv., with 0-2 years of experience, for data collection, field collection

65 Please clarify whether Transportation Data Technician need to visit field sites for data collection (GPS/attribute survey data using mobile devices - Field application). We assume that data technicians are not required to fly UAVs for field data collection, since this is a speacialized skill beyond mobile device field survey.

Field data collection will be a minimal requirement for this contract.

Field collection will be reserved to testing and training for staff that will be conducting field data collection for projects. UAV operation is reserved to the

SUR/UAS

Operator. The Data Technician position type can be utilized for post data processing and review.

18 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please list all external systems requiring integration (e.g., CADD, asset management, EDMS, Work Program, traffic systems) and indicate whether API integration documentation will be made available.

All of the systems that are listed will be required integrations.

Integration documentation will be provided upon task implementation.

19 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please clarify whether the vendor will be responsible for publishing public-facing GIS applications or services, and outline any applicable branding, accessibility, or review/approval requirements.

The awardee will be responsible for creating public facing GIS applications and services.

However, publishing will be completed by FDOT staff once the product has been approved.

Please refer to the attached D3 Data Governance Guide

20 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please specify the expected reporting cadence (e.g., weekly, monthly, quarterly) and identify any mandate project management, reporting, or collaboration tools.

There are scheduled status meetings with the GIS team weekly, Project Manager status meetings bi-weekly, and in-person project status meetings quarterly. There are currently no tools that are required for project management other than access to the Department's Microsoft Teams and SharePoint.

21 Exhbit "A" Scope of Service - Mapping Services

General Please confirm requirements for knowledge transfer and documentation deliverables, such as SOPs, runbooks, and system or architecture documentation.

SOPs, runbooks, and documentation and Data Management are required as a deliverable for all projects that are completed under this contract.

22 Exhbit "A" Scope of Service - Mapping Services and Data Management

General We assume that all relevant software licenses, hardwares, databases, and hosting environments will be provided by FDOT. Please confirm.

The Department will provide access to included softwares and databases (i.e.

FDOT

ArcOnline).

However, the awardee will be required to maintain an active software license with ESRI for this contract.

23 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please confirm GIS Applications are hosted on-premise or on Cloud infrastructure

FDOT GIS

Applications are hosted both on-premise and Cloud

24 Exhbit "A" Scope of Service - Mapping Services and Data Management

General All GIS and related softwares required for this RFP will be provisioned by Florida DOT. Please confirm the understanding

The Department will provide access to included softwares and databases (i.e.

FDOT

ArcOnline).

However, the awardee will be required to maintain an active software license with ESRI for this contract.

25 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Are there specific FDOT standards or schemas we must follow for mapping and data management?

Please confirm

Please refer to included attachment

FDOT GIS

Manual and D3 Data Governance Guide.

26 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Do you require integration with FDOT’s current GIS or asset management systems? Please confirm

Yes, the contract will require that the awardee be compliant with State FDOT GIS and asset management systems.

27 Exhbit "A" Scope of Service - Mapping Services and Data Management

General What are the biggest pain points FDOT has faced in previous mapping/data management projects?

Data accessibility, Data storage solutions for large datasets (photos, pdf's, etc.), Streamlined application/data hubs for consistent access to Department tools.

28 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please share the architectural diagrams for GIS Landscape

See Attached

FDOT D3 GIS

Architecture

29 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please share the list of version of GIS softwares ArcPro 3.5, ArcGIS Server and Portal 10.9 with intended upgrade planned under this contract.

30 Exhbit "A" Scope of Service - Mapping Services and Data Management

General Please share the list of environments FDOT has ArcGIS Online, Azure Portal, SQL Server, ArcGIS Portal, ArcGIS Server

31 General General Considering the tight timeline and an elaborate scope, we request an extension of 15 days for bid submission. Kindly consider our request

An addendum has been posted to address.

32 General General Is the budget of $1.5M for one year or the full three year term?

See S No. 7 response above.

33 General General Is there an incumbent currently doing this work, and if so what is the size of their team?

The incumbent for this contract is Vanasse Hangen Brustlin, Inc.

They are currently utilizing a total of 33 people, including 2 subconsultants.

34 21. PROPOSAL

FORMAT

INSTRUCTIONS,

21.2 Technical

Proposal (Part I) 4.

WORK PLAN

The Proposer shall provide a Work Plan which sets forth on an average the estimated staff-hours for each skill classification that will be utilized to perform the work required.

The RFP is requesting a workplan be submitted. Since the work is going to be issued via TWO's what plan is being asked for or is this not a requirement?

See response to S No.13 above.

35 General General For work such as the developer, can that be done offshore or at a minimum remotely?

On-site staffing is not a standard requirement;

however, this language is included in the contract to allow for on-site presence should a specific project necessitate it.

While routine work may be performed remotely, there will be instances where on-site participation is required, including occasional team meetings, emergency event support, and periodic needs assessment meetings for upcoming or potential projects. VPN access will be required for access to Department databases and servers. VPN access will be provided to the awardee throughout the Department.

36 28) Proposal Evaluation

28.1 Evaluation Process The RFP is requesting knowledge of the Districts business environment. Is it specific District knowledge being looked for or just knowledge of typical processes with a GIS department? If specific knowledge is being required are any resources currently supporting the District available to be hired by the company receiving the award?

Knowledge of typical processes with a GIS department is sufficient. GIS departments are similar in day-to-day functions and requirements.

D3 ArcGIS Data Governance Guide

To meet the Central Office's data governance requirements, District 3 has implemented governance standards for ArcGIS

Online content. Please review the accompanying PDF to determine which fields require data and the standards that apply to those fields. Any data that does not meet the criteria will be updated to "Not Shared or Private".

Data governance (DG), which is based on internal data standards and policies that also regulate data consumption, is the process of regulating the accessibility, usability, integrity, and security of the data in corporate systems. Data governance that is effective, protects against misuse and maintains data consistency and reliability.

What advantages does data governance offer?

The most notable advantages of data governance include better data quality, lower costs associated with data management, increased access to necessary data across the organization, a reduced risk of errors being introduced, and the assurance that clear guidelines for data access are established, enforced, and followed.

Why are we doing this?

These standards are being applied to better assist and strengthen the GIS system as we continue to expand the availability, access, and presence of data and tools. Your assistance in complying with the following standards helps to ensure that users can successfully find and use GIS data.

Descriptive Title Title will begin with D3 space "title name". Unacceptable formats are D3_ or D3TitelName.

Once you update the name, click Save

Thumbnails There are two (2) ways to change the thumbnails.

Click Edit thumbnail to change the image.

Click the Upload an Image and Select an image from your files

Or

Create a thumbnail from map

Summary Click Edit to give a brief description of the service and click Save when done.

Description There are four (4) criteria’s that must be added to the description, and they are thoroughly explained below..

1. In-depth Description

2. Source – Links to websites, apps, story maps, web maps and other resources related to this functionality should be added.

3. Data Custodian – who is responsible/maintains the data (department, group)

4. Update Frequency – (yearly, quarterly, monthly, weekly, daily, static, etc..)

Once all fields have been updated correctly, the description should look like the below description:

Credits

For data created or maintained by the department, credit should be listed as Florida

Department of Transportation. For data received from partner agencies or elsewhere, please note the source.

Terms of Use

NO WARRANTIES - DISCLAIMER: This site and its content is made available by the Florida Department of Transportation on an "as is", "as available" basis without warranties of any kind, express or implied.

DISCLAIMER OF LIABILITY: The user of this application and data assumes all responsibility and risk for the use of both.

Under no circumstances, including negligence, shall the Florida Department of Transportation, or its employees be liable for any DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY or CONSEQUENTIAL DAMAGES, or LOST PROFITS that result from the use, misuse, or inability to use the application and data. Nor shall the Florida Department of

Transportation, or its employees be liable for any damages resulting from or related to reliance, mistakes, omissions, interruptions, deletion of files, computer viruses, errors, defects, or any failure of performance, communications failure, theft, destruction or unauthorized access to the application and data.

Tags required Tags are required for all items; at a minimum the following must be added/completed.

D3

Office (Planning, Transportation, etc.)

Data Type (examples: work program, RCI, etc.)

FDOT District 3 GIS Quality Assurance Plan

As part of the QA/QC plan for GIS at D3, the following guiding principles will be followed. While not each element may be applied to the three primary activity categories, the “General” category of the QA/QC plan will be conducted.

General:

1. Assign a QA/QC Reviewer: Assign a team member as the QA/QC reviewer for each task. This reviewer will be responsible for conducting a thorough review of the completed work before it is considered final.

2. Round-Robin Approach: Establish a rotation system where team members take turns being the QA/QC reviewer. This ensures that everyone on the team has an opportunity to participate in the QA/QC process and provides a fresh perspective.

3. Competency and Availability: Determine the competency and availability of team members for the QA/QC role. Consider their experience, knowledge, and attention to detail. Select individuals who have the necessary skills to identify errors, inconsistencies, or areas for improvement.

4. QA/QC Checklist: Develop a QA/QC checklist that outlines the key aspects to be reviewed for each task. This checklist should include items such as accuracy, completeness, adherence to guidelines or standards, proper formatting, and overall quality. The checklist serves as a guide for the reviewer and helps ensure consistency in the QA/QC process.

5. Utilize Project Management Tools: Leverage project management tools like JIRA or email to facilitate seamless communication during the QA/QC process. The reviewer can provide feedback, ask questions, and address any concerns directly within the project management system, ensuring that all team members are aware of the feedback and can collaborate effectively.

6. Timely Feedback: The QA/QC reviewer should provide timely feedback to the task owner. If any issues or areas for improvement are identified, the reviewer should clearly communicate them and suggest necessary changes. This promotes continuous improvement and ensures that the task is refined before it is considered final.

7. Documentation: Maintain proper documentation of the QA/QC process, including records of reviewers, feedback provided, and any modifications made based on the

QA/QC findings. This documentation serves as a reference for future assessments and helps maintain a history of quality control efforts.

Primary Activity Categories for QA/QC of GIS:

The following three categories detail the main types of GIS work that are conducted by

FDOT D3. The tasks vary by length of time and complexity beginning with Day to Day/Small

Tasks which are the quick items which arise through the course of the day in a more ad hoc nature. The second category is more focused on projects or longer processes which require additional coordination and are more able to go through normal QA/QC processes such as requirement gathering, development, and testing in which robust QA/QC processes can be implemented. The third scenario which is more unique is the testing and cross collaboration with FDOT Central Office on statewide initiatives and projects, what makes this unique is that FDOT D3 while involved does not have a direct role in the development or implementation, however a quality check and review must be performed as these tools, data, and reports from Central Office are used by D3 leadership and team members. While these central office portions are not in direct control of D3 GIS, there is an oversight need for review of these items.

Day to Day/Small tasks:

To ensure the quality of day-to-day small tasks, it is crucial to implement a level of QA/QC.

Consider assigning another team member to review the work as an extra set of eyes. All tasks should go through a QA/QC process with the team. To manage this effectively, establish a round-robin approach where team members take turns being responsible for

QC. Determine who is available and competent to perform QC at any given time. Utilize project management tools like JIRA or email for seamless communication during the QC process, making it easy to share feedback and address any issues that arise.

Projects:

For projects, it is essential to incorporate QA/QC procedures into the project lifecycle.

Designate specific phases for testing and review to ensure the quality of deliverables.

Conduct regular status meetings to stay updated on project progress and facilitate efficient task exchange and delegation. It's important to be in sync with the team's activities and keep all members informed. Develop a system to manage project files effectively. Provide a solution that enables team members to work on files without requiring a VPN, allowing them to save PDFs, maps, and other necessary documents. Establish a process to access, update, and change maps and relevant files. Consider using tools like ArcPro for updates and maintenance to ensure accuracy and consistency.

Central Office - Statewide:

Maintain a well-documented approach for quality assurance and quality control at the central office level. Provide detailed procedures supported by screen shots and examples to guide team members. These procedures should include checks and balances to ensure consistency and accuracy. Implement regular reviews and audits to verify the effectiveness of quality processes and identify areas for improvement. This will help ensure that quality standards are maintained throughout the organization and statewide operations.

Transportation Technology

Geographic Information Systems Manual

Document Owner: Daniel Teaf

Original Effective Date: 1/31/2018

Date Last Reviewed: 11/4/2024

Associated Department(s): GIS

Revision History

Geographic Information System Manual

Date Changes Version

01/23/2018 Ini t ial version 1.0

02/09/2018 Formatting and Updating – added section from Ana Nowak

04/23/2018 Updated ArcGIS Online Roles Table – Will Isaacs 2.4

11/12/2019 Added Disclaimers for AGOL & Portal for ArcGIS- Ana Nowak

02/18/2020 Adjusted formatting

04/14/2020 Edited grammar and reformatted document

09/25/2020 Edited publishing details to include minimum items to include - AN

1/14/2021 Added Title naming convention standards to Publishing Content Publicly section - AN

1/26/2021 Updated description of Summary. (Page 15) - AN

2/5/2021 Updated Metadata Section 4.3 (page 20) & Tags (Pages 16,17) - AN

2/23/2021 Updated Title maximum number of characters from 32 to 60 on Item

Details table (Page 14) - AN

2/25/2021 Updated Description standards of Publishing Content, added text with regards to nested applications. (Page 16) - AN

9/30/2021 • Updated section 2.11.3 Portal for ArcGIS, added text with regards to named users. Also, updated section 2.11.4 ArcGIS Online, removed duplicate/incorrect information and modified the information for Local admins. (Page 11) - AN

• Updated sections 2.12.3 User Roles and Member Administration, added text regarding a new role Group Publisher, modified text for the Local Administrator role. Also changed few words in section

2.12.4 GIS@FDOT and FDOT Portal for ArcGIS Governance.

(Page 12) - AN

• Corrected section reference on Thumbnails Item Details table.

(Page 18) - AN

• Updated section 2.13.3 Thumbnails Images, modified text to clarify who is responsible for thumbnail maintenance and review. (Page

19) - AN

• Updated section 3 Data Governance, modified text to improve clarity. Corrected acronym on section 4.2 Submitting New Projects, and modified text on section 4.3 Metadata to improve clarity. (Page

20) - AN

10/6/2022 • Added section 2.12.5 regarding ArcGIS Hub and Enterprise Site

Websites. (Page 13 -14) - AN

11/4/2024 • Added a statement regarding retention of unshared content in

GIS@FDOT (Page 19) - AN

2/4/2025 • Moved Purpose text to Abstract in two sections, from page 25 to page 22 and from page 29 to 28 - AN

Table of Contents Purpose

Governance References

1.0 Role of a GIS Program

1.1 Defining Geographic Information Systems

1.2 GIS Governance Structure

1.3 Department GIS Program Manager

1.4 GIS Office Roles

1.5 District GIS Coordinators

1.6 Enterprise Infrastructure Support

1.7 GIS Consultant Support

1.8 GIS Data Stewards (GISDS) and Data Custodians (GISDC)

2.0 Technology Standards

2.1 Enterprise GIS Platform

2.2 ArcGIS Desktop and Extensions

2.3 License Maintenance

2.4 New License Purchases and New Users

2.5 ArcGIS Enterprise and Extensions

2.6 ArcGIS Server

2.8 ArcGIS Data Store

2.9 ArcGIS Image Server

2.10 Esri Technical Support

2.11 Department GIS Development and Configurable Environment

2.11.1 Enterprise GIS Framework

2.11.2 ArcGIS Web App Builder

2.11.3 Portal for ArcGIS

2.11.4 ArcGIS Online

2.11.5 Open Data Hub

2.12 GIS Security Protocol

2.12.1 General GIS Security Protocols

2.12.2 ESRI Terms of Use

2.12.3 User Roles and Member Administration

2.12.4 GIS@FDOT and FDOT Portal for ArcGIS Governance

2.12.5 ArcGIS Hub and Enterprise Site Websites

2.13 Data Publishing

2.13.1 Sharing

2.13.2 Publishing Content Publicly

2.13.3 Thumbnail Images

2.14 Content Management

2.15 Adding Members

2.16 Member Usage

2.17 Groups

3.0 Data Governance

4.0 GIS Strategic Plan

4.2 Submitting New Projects

4.3 Metadata

4.3.1 Required Metadata for Geospatial Data

4.3.2 Metadata Required for Geospatial Services

5.0 Quality Assurance Reviews

5.1 Exit Interviews

5.2 Draft Summary Review

Purpose The Geographic Information Systems (GIS) Office, within the Civil Integrated Management (CIM) Office, is responsible for identifying and implementing the procedures and standards that will be used to create consistency and standardization of GIS efforts throughout the Department. The primary goal of these procedures and standards is to create an environment that encourages GIS growth, education, teamwork and statewide coordination of GIS utilization and application development.

This manual applies to all offices within the Florida Department of Transportation that use GIS. Under the guidance and authority of the GIS Program Manager, this is the primary manual and any subordinate manuals must not override this predominant GIS Manual.

Governance References

Section 334.048(3), Florida Statutes (F.S.)

The Florida State Statutes supersede all other rules and regulations. As infrastructure or operational needs change, it may be necessary to reassess the provisions of this document. Reviews and updates shall occur bi-annually, and the documents may be updated or changed as often as needed by the

Department, as well as, in accordance with the Methods and Practice Process. Exceptions must be approved by Transportation Technology Directors or above and documented in the exceptions table located at the end of this document.

1.0 Role of a GIS Program

1.1 Defining Geographic Information Systems

A Geographic Information System (GIS) is a computer-based system for capturing, storing, integrating, manipulating, analyzing and displaying data related to positions of items on the

Earth’s surface (Department of State, Electronic Recordkeeping Rule, Rule No: 1B-26.003 Florida

Administrative Code). GIS technology supports graphical analysis of geo-referenced data and enhances the quality of the Department’s information assets. The Department’s policy regulates the deployment of enterprise-wide GIS applications for its engineering, operations, planning and administrative functions.

Enterprise GIS is an organization-wide effort for the governance of GIS technology and the

Department’s communication and collaboration of shared GIS resources. Through structured integration of GIS components, enterprise GIS combines centralized management with decentralized operations and enables the Department to best leverage its GIS resources. A carefully planned enterprise GIS complements existing business processes and provides an efficient way to plan, analyze and manage transportation infrastructure and related elements.

1.2 GIS Governance Structure

GIS is managed at a statewide level to leverage resources more effectively, increase productivity for operations, provide cost savings and optimize benefits of the services the Department provides. The following management structure is in place to facilitate effective communication and coordination of GIS resources, activities and people.

1.3 Department GIS Program Manager

The GIS Program Manager serves as the designated GIS liaison to other GIS organizations including state, local and federal agencies. The GIS Program Manager provides technical leadership for GIS strategy and initiatives by communicating best practices and guidelines to assist CO and the Districts with effective uses of GIS technologies. The GIS Program Manager also assists with identifying existing and emerging opportunities that improve the effectiveness of

Department’s programs through the use of GIS technology, procurement of GIS software, hardware and training, coordination of statewide GIS data and licensing, review and oversight for

GIS projects submitted by offices and Districts, and development of technical standards, policies, procedures. The GIS Program Manager has responsibility/oversight for the procurement of GIS software, hardware and training.

1.4 GIS Office Roles

The GIS Supervisor oversees and supports the operational activities of the GIS Program Team, ensuring a high-level of efficiency, accountability, productivity and customer service. The GIS

Supervisor also assists with providing strategic leadership through evaluation, support and training for other business systems and processes supporting transportation, as well as, initiating human resource management activities, such as recruitment, induction, performance management, occupational health, safety and diversity for staff.

The GIS Project Manager coordinates and assists with the organization of work, determining resource requirements, data sources, short-term and/or long-term goals, strategies to achieve these goals, developing workflow documentation, monitoring progress and evaluating outcomes, as well as coordinating with other organizations or parts of the organization to accomplish these goals. GIS Analysts in FDOT use GIS to facilitate the visualization, analysis and interpretation of data for recognizing relationships, patterns and trends in transportation. GIS Analysts recommend appropriate strategies in response to GIS analysis, as well as, provide maps, data, web maps, applications, tools, training and technical support as part of the project activities under the GIS

Office.

1.5 District GIS Coordinators

The District GIS Coordinators are the lead GIS representatives for the Districts and act as liaisons between the various committees and the District. This role includes sharing innovative ideas and solutions that support the Department’s GIS Strategic Plan, collaborating on the development of

GIS standards and best practices, as well as assisting in the creation and oversight of subcommittees and technical teams as needed. Additionally, GIS Coordinators/Representatives act as District advocates in obtaining GIS resources needed to leverage GIS data and technology effectively within the Department’s strategic and technical framework. Other duties include but are not limited to ensuring the adherence to the enterprise/District GIS goals; facilitating joint development of data; and coordinating GIS training. The District Coordinator stays current with

GIS technology changes, coordinates data requests from outside the agency and helps develop spatial data access and dissemination.

1.6 Enterprise Infrastructure Support

The GIS Administrator coordinates and collaborates with the Department’s GIS Program

Manager, Districts and Central Office business offices to recommend an effective and consistent vision for the Department’s GIS resources and activities, supports the development and implementation of the Department’s enterprise GIS Strategic Plan and provides coordination of

GIS technical support for information technology resources and projects. The GIS Administrator also provides technical review and oversight of GIS application projects submitted by offices and

Districts to ensure project management controls are in place, assists with identifying existing and emerging opportunities, as well as, coordinating with the Office of Information Technology (OIT) on GIS technical activities required to support an effective enterprise GIS development. The

ArcGIS Online (AGOL) administrator has full control and is responsible for the administration of

GIS@FDOT, account usage, subscription status and content management across the

Department.

1.7 GIS Consultant Support

Consultant Support is available to provide GIS services to the Department. These services may include but are not limited to maintenance of GIS applications, application development and special GIS projects that support the Department’s programs; data editing; data processing; and map production. The Consultant must be able to provide highly skilled geographic information systems staff to accomplish these services. All scope of services should follow Department procurement procedures and must be reviewed by the GIS Program Manager and the Director of

Civil Integrated Management.

1.8 GIS Data Stewards (GISDS) and Data Custodians (GISDC)

GISDS are responsible for defining the business processes, business policies and the application requirements for their office\district. GISDS attend regularly scheduled Department GIS Meetings and often volunteer to prototype or participate in GIS Innovation. Communications on GIS Policy and Rules will be multi-directional between the GIS Office and the business area offices.

GISDC are the business area experts responsible for the day-to-day technical management of the data and maintain data quality. GISDC lead the business rules acquisition activities as experts and use their knowledge, skills and abilities to apply GIS within their practices.

2.0 Technology Standards

2.1 Enterprise GIS Platform

The Department has adopted the Esri platform that includes an integrated blend of software tools for working with technology, data, models, maps, data analysis and sharing of geographic information, whether on desktop, server, online or mobile devices. FDOT’s GIS platform is centrally managed as an enterprise technology supporting a decentralized architecture. This architecture is characterized by both, centralized and distributed software, applications, databases and web services. Many datasets remain in the stewardship and storage of the data owner, but enterprise standards for data quality, metadata, format and access are defined in this manual to allow efficient data sharing.

Esri’s ArcGIS software provides a robust platform for applying the power of location or geography to workflows across the Department. ArcGIS makes it easier for anyone in the organization to explore, utilize, create, and share location-enabled information from any device, anywhere, at any time, empowering users and the Department to make more informed and faster decisions, as well as to work more efficiently. In addition, ArcGIS is flexible, scalable and provides multiple implementation patterns and approaches that can meet any organizational need.

The Department shall employ the software change management strategy for planning upgrades to any enterprise system and/or parts of the ArcGIS platform, incorporating testing of new software versions in one or more staging environments, in addition to maintaining ArcGIS software three or more versions behind the latest version to guarantee business continuity and optimal performance of client applications and workflows. The ArcGIS platform currently in use within the Department includes a suite of software tools for desktop - ArcGIS Desktop and

Extensions, as well as a suite of software tools for servers - ArcGIS Enterprise and Extensions.

2.2 ArcGIS Desktop and Extensions

ArcGIS for Desktop is the suite of software tools that GIS professionals throughout the

Department use to manage their GIS workflows and projects, which include collect and manage data, create maps, models, applications, perform spatial analysis and solve problems. It is also the foundation for deploying GIS across the Department, as well as for publishing and sharing geographic information with others by connecting with ArcGIS Enterprise or ArcGIS Online.

ArcGIS for Desktop and Extensions include ArcMap, ArcGIS Pro, ArcGIS Online and Mobile applications for field data collection. In order to leverage the Department’s licensing of the ArcGIS

Desktop and Extensions software from Esri and to take advantage of available cost savings, all

Department ArcGIS Desktop and Extension licenses are managed under the Department’s

Primary Esri customer number and a strategic set of license managers distributed throughout the

Department. Extensions software is included in the ArcGIS Desktop Installer, and they are enabled or disabled within ArcMap, depending on the availability of extension licenses on the license manager. Access to the ArcGIS Desktop and Extensions software installer is provided through a link on the Department GIS SharePoint page.

2.3 License Maintenance

All ArcGIS for desktop maintenance is managed through the Department’s Primary Esri customer number. This annual maintenance agreement with Esri covers core ArcGIS Desktop licenses

(basic, standard and advanced) and extensions (3D Analyst, Spatial Analyst, Network Analyst, Data Interoperability, Publisher and Geostatistical Analyst) which include ArcGIS Pro and corresponding extensions. ArcGIS licenses and extensions are managed through FDOT’s ArcGIS

Online organizational account (GIS@FDOT)

2.4 New License Purchases and New Users

All new ArcGIS for Desktop licenses and/or extensions shall be purchased under the

Department’s Primary customer number and managed by the GIS Office. New ArcGIS for

Desktop users must contact their group’s GIS Coordinator/Office Representative and request access to the software.

2.5 ArcGIS Enterprise and Extensions

ArcGIS Enterprise is the suite of software tools that GIS Professionals throughout the Department use for creating, publishing and sharing web services and web applications. These applications are easily scalable; they run behind the firewall, on FDOT infrastructure, on-premises, and/or in the cloud, and they work with FDOT enterprise systems and policies. FDOT ArcGIS Enterprise and extensions include ArcGIS Server, Data Store, Web Adaptor, Portal for ArcGIS and Image

Service Extension. These software tools are licensed and managed at both the Enterprise and

District level; however, they must adhere to the FDOT Application and Web development standards http://fdotsp.dot.state.fl.us/sites/Portal/Lists/development/default.aspx

2.6 ArcGIS Server

ArcGIS Server is used by the Department to make geospatial information available to internal and external users. This is done by distributing and managing GIS web services, as well as working with spatial relational database management systems (RDBMS) such as Oracle, SQL, DB2, etc.

2.7 Portal for ArcGIS

Collaboration is an environment that allows users to quickly and easily share their geospatial data and widgets. This reduces duplication, leverages GIS resources and increases innovation throughout the Department.

2.8 ArcGIS Data Store

ArcGIS Data Store allows for the creation of large, managed data storage for use by web services. Currently, these needs are handled by the Oracle and SQL Server environments throughout the Department. As a result, Data Store is not widely used in the Department but remains a possible option for the future.

2.9 ArcGIS Image Server

ArcGIS Image Server is a powerful tool that provides the ability to easily publish and maintain large amounts of Department imagery from a wide variety of formats and sources. The

Department uses Image Server to publish mosaics and provides up-to-date county imagery.

Image Server is managed at the enterprise level.

2.10 Esri Technical Support

Representatives from each user group are included in a list of authorized personnel that may call

Esri for Technical Support. This list is maintained by the GIS Office and Esri.

http://fdotsp.dot.state.fl.us/sites/Portal/Lists/development/default.aspx

2.11 Department GIS Development and Configurable Environment

2.11.1 Enterprise GIS Framework

The GIS Framework (the Framework) was developed by the Department to support enterprise

GIS decisions from the GIS FSC as directed by the Executive Board. The Framework provides a common set of GIS commands and capabilities that can be used in the development of the

Department’s GIS websites.

The Enterprise Framework handles user interface generation, security and user interaction. GIS

Tools/Components implement application logic only, relying on the Enterprise Framework to handle other details listed above. Capabilities created on the Framework shall use Web services and/or the ArcGIS Server JavaScript API. The Framework is maintained by Application Services, in collaboration with the Department’s GIS Manager.

2.11.2 ArcGIS Web App Builder

The Esri Web App Builder is also a tool that is used by the Department in the development of GIS websites. This tool uses the Department’s existing GIS managed services and provides templates and widgets that can be customized to meet the needs of the end user. Custom-built widgets must be shared statewide with the various user groups in support of the GIS Manual.

2.11.3 Portal for ArcGIS

Portal for ArcGIS is a companion application to ArcGIS Online and is a geospatial content management system the Department uses to host apps and services. Currently, the Department maintains Portal environments within the firewall and on the Microsoft Azure platform. Portal is used to take advantage of unique functionality, in-house data update procedures or if there are security concerns with data.

Standardized Portal names are important to the organization and management of successful

Collaborations. During the setup and configuration of the Portal, the following naming standard will be used: There are two components to the Portal name, Office and environment, the office component designates the District or Central Office Business Area the Portal was created by

(e.g., CO-TDA Portal for ArcGIS, D1 Portal for ArcGIS, etc.) and the environment refers to DEV, TEST or PROD.

The ArcGIS Azure Environments include unlimited viewer accounts. There are currently 13,000 viewers allocated with auto-generating accounts enabled in the Production Portal. The Portal for

ArcGIS Development and System Environments will have viewers enabled on an as requested basis. The Development Environment will always maintain 50 viewer accounts above the current state.

2.11.4 ArcGIS Online

GIS@FDOT is the Department’s organizational account for ArcGIS Online. ArcGIS Online is a subscription-based service, therefore a limited number of members and usage credits are available. Accounts shall be disseminated across offices and Districts based on current desktop license usage and business needs. Each District shall have one local administrator to assist with user and content management. GIS@FDOT is available by visiting the Department’s

Transportation Data Portal at http://www.fdot.gov/agencyresources/mapsanddata.shtm

Refer to the sections 2.12 GIS Security Protocols http://www.fdot.gov/agencyresources/mapsanddata.shtm

2.11.5 Open Data Hub

Open Data Hub is the Department’s public platform for exploring and downloading open geospatial data, discovering and building apps. Through the Hub, users can analyze and combine

Open data using maps. Open data hub is available by visiting the Department’s Transportation

Data Portal at http://www.fdot.gov/agencyresources/mapsanddata.shtm

2.12 GIS Security Protocol

2.12.1 General GIS Security Protocols

Sharing of login usernames and passwords is prohibited per the Florida Department of

Transportation’s Security and Use of Information Technology Resources Policy referenced in

2.5.2 and by ESRI’s Terms of Use referenced in 2.5.3.

FDOT Security and Use of Information Technology Resources Per Security and Use of

Information Technology Resources’ Section 5. Logical and Data Access Controls subsection 5.1 and 5.2: “Access to, and use of, the Department’s information technology resources are authorized for a specific individual and…