Response to Offeror Questions document.pdf

State of South Dakota – GIS RFP Questions and Answers

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State of South Dakota – GIS Managed Services RFP Question and Answers

Question

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Submitted Question Answer

Can you confirm if a cost ceiling or budget cap exists for this contract?

A defined budget exists but is not disclosed at this stage. Vendors should propose competitive, all-inclusive pricing.

Will travel expenses be reimbursed separately or must they be included in the lump sum?

Travel expenses must be included in the proposed pricing unless otherwise specified in the final contract.

3 What is the invoicing frequency (monthly, quarterly)? Monthly invoicing is preferred.

Is there a current or previous consultant or vendor that has supported GIS planning, development, or other work related to this initiative? If so, could you please share the scope of their involvement?

Yes, GeoComm has supported GIS data development, QA/QC, synchronization with NG911 systems, and PSAP coordination.

Is software licensing to be covered by the State or shall software licensing costs be included in the supplier's response?

Vendors should include all necessary licensing costs in their proposals.

What is the roughly estimated/desired timeline for GeoComm to fully transition to the new supplier?

The transition is expected to occur within 60 - 90 days of contract award.

Is there a roughly estimated/desired cadence for on-site travel that is expected from the Contractor? What has been the typical cadence of travel for GeoComm?

Limited on-site travel is expected.

Will the supplier inherit existing QA/QC reports and data logs from GeoComm?

QA/QC reports and logs will be made available to the selected vendor.

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What software platforms/tools are PSAPs currently using to manage their GIS datasets?

Primarily Esri-based tools; specific configurations may vary by

PSAP.

Are there any anticipated integrations with external CAD systems beyond those listed?

No additional integrations are currently anticipated. CAD systems are determined and implemented at a local level.

Is there a preferred secure portal interface currently used by

PSAPs for submissions?

Yes, a secure portal is in place with the current vendor.

Are there specific uptime/SLA metrics expected for 24/7 support?

Vendors should propose SLA metrics that support 24/7 critical operations.

Approximately how many address points, street centerlines, and PSAP boundaries are in the current South Dakota NG911 data?

Estimated: ~18,000,000 features (Address points, road RCL, and

Boundaries) , and ~35 PSAP boundaries.

Are there any Esri products currently utilized for these workflows? If so, which Esri products are being utilized? If

ArcGIS Enterprise and/or ArcGIS Pro are currently implemented, please provide a version of the software that you are using.

Primarily Esri-based tools; specific configurations may vary by

PSAP.

15 What is the GIS Data Hub currently hosted on? The GIS Data Hub is hosted in a cloud-based environment.

Does the State anticipate the cease of use or expiration of any software products and/or tools that are currently in use by

Some software tools may not transition; vendors should propose equivalent or compatible solutions.

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GeoComm to support NG911 efforts after the vendor transition?

What is the current percentage of overall accuracy of the GIS data?

Current data accuracy exceeds 98% based on standard QA/QC measures.

Are there any major known issues involving the synchronization between ALI and MSAG in SD?

One area has noted some issues with synchronization between a city that encompasses 2 different counties and 2 different PSAPs.

RFPs of this nature normally have a significant number of diagrams or pictures that show examples or descriptions of the written explanation. Due to that fact, it will be very easy to exceed a 20MB limitation for file size. If necessary, can a respondent submit multiple Emails under the 20Mb limitation to respond to the RFP if the email response is labeled appropriately?

Yes, multiple appropriately labeled emails under 20MB each are acceptable.

The RFP requests 5 years of pricing, but the pricing sheet only allows for adding 3 years of service. Will there be updates to the pricing sheet to allow entry for a 5 year term?

The pricing should be for a 5 year term.

The proposal states "GeoComm has supported the normalization and synchronization of the GIS data and performed functions to assist all PSAPs in achieving the NG911 data model standard. Their existing contract has expired;

although an extension has been granted to allow for transition

Yes, the original vendor is eligible to submit a proposal.

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Submitted Question Answer to the Vendor selected during this procurement. If so, is the original vendor eligible to bid?

Will the selected vendor be required to clean the MSAG

(Master Street Address Guide) data and provide it to Intrado, or has this task already been completed by GeoComm?

The selected vendor will be responsible for any remaining MSAG cleanup not completed by GeoComm.

GeoComm has provided documentation on all critical errors to the PSAPs (Public Safety Answering Points) for correction, as well as funding for a one-time cleanup. What is the expected timeline for resolving these errors? Additionally, does

GeoComm currently have a system or method in place for tracking the resolution of these issues?

GeoComm has provided error documentation; resolution timelines will be determined in coordination with PSAPs. A tracking method is in place.

The scope of work states that "the Contractor will perform all maintenance activities on behalf of the PSAP." Does this imply that data will be edited within county or other local municipal

GIS systems? The statement "Once a PSAP or the State has authorized a change, the Contractor will complete the change" is noted, but we would like confirmation on whether this process is standard practice.

Yes, the contractor may need to edit data within local systems when authorized.

The scope mentions "A secure online portal for authorized

PSAP personnel facilitates the streamlined submission of GIS data edits, thereby enhancing the responsiveness of geographic databases." Will this portal be hosted on South Dakota's on-

The portal is the responsibility of the vendor to propose and maintain.

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Submitted Question Answer premise servers, or will it be hosted in the state’s cloud infrastructure?

Will the contractor be responsible for all data sharing and access necessary to ensure expected functionality within the

LIS, ECRF, and LVF systems with Lumen and Intrado?

Yes, the contractor will support necessary data sharing with any entity that the PSC authorizes.

Does South Dakota already have the existing Esri architecture to host, maintain, and manage an enterprise solution to support NG911?

No, the hosting of the Esri infrastructure to support NG911 is managed by the current vendor.

If South Dakota infrastructure is utilized for Esri ArcGIS services and applications, what is the expectation for 24/7 support based on South Dakota's IT infrastructure support?

South Dakota’s IT infrastructure support is not to be used. Vendors should propose SLA metrics that support 24/7 critical operations.

Section 9.1 requires several management plans to be submitted with the proposal. Will the State allow strawman version of these plans with final versions to be submitted once awarded?

Yes, strawman versions are acceptable for submission; final versions will be due post-award.

Is the State expecting or requiring vendors to use the pricing tables that are found on page 40. If so, under Miscellaneous

Costs, if items are not in scope of a vendor’s solution, can the vendor just leave those blank or mark as N/A?

Yes, vendors must use the table. Miscellaneous fields may be marked N/A if not applicable.

Is there any technical support call data history available to assist with sizing the level of effort for providing technical

Historical call data will not be provided; vendors should estimate based on 24/7 availability expectations.

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Submitted Question Answer support (unlimited phone support, 24/7 Customer Support) as specified in the RFP requirements pricing table?

Please specify the State’s preference for contract type (Time and Materials or Firm Fixed Price, etc.).

The State prefers a Firm Fixed Price model.

Is there a specific time requested for proposal submission on the due date of 8/15/2025?

Proposals are due by 5:00 PM CT on 8/15/2025.

Is there an existing budget allocated for both the base and option years of the project? If so, could you provide an overview of how this budget is structured?

An overall budget is allocated; details will be shared during contract negotiation with the selected vendor.

In section 1.2.3 can the State narrow the definition of tasks

“maintain” or “maintenance” related to the responsibilities of the selected Bidder? Will each PSAP/data contributor be required to correct all non-conformances that the proposed solution identifies prior to aggregating the data each time updates are made OR will the selected Bidder be expected to make those corrections in the source data if that PSAP does not comply with the program?

See 3.10 GIS Data Aggregation Requirements in the RFP.

The Contractor will aggregate the specified GIS data layers and their attributes into a seamless statewide dataset, utilizing available source data from local PSAPs, county and municipal governments, South Dakota State agencies, and any unique data capabilities from the Proposer.

During the aggregation process, the Proposer will conduct a gap analysis to identify errors and discrepancies within local datasets.

The DPS expects that the remediation and normalization of the data will be conducted by the responsible PSAP or authority, with the Contractor providing guidance and support.

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Maintenance refers to all activities necessary to bring and keep the GIS data in compliance with NG911 standards. While PSAPs are expected to submit updates, the selected Bidder will be responsible for correcting any non-conformances if a PSAP does not act in a timely or compliant manner.

Section 1.2.11 details the current process of quarterly data updates being made by PSAPs to GeoComm. Can the State clarify that it will continue to provide an incentive for this data being shared?

The State cannot commit to future funding of any program or incentive.

Can the State clarify that it will identify, for each jurisdiction participating in this project, a designated authoritative data provider who is expected to ongoing submit data for this project?

Yes, the State will designate an authoritative data provider for each jurisdiction participating in the project.

In section 1.2.10 the last bullet states that GIS data must be critical error free to 98% or higher. Yet at the end of Section

1.2.9 ‘Zero Critical Errors’ are called for. Can the State please clarify which metric for critical error allowance should be followed?

Zero critical errors is the goal. The 98% threshold is used as a minimum benchmark during transition and remediation. The selected vendor will be expected to work toward zero critical errors as a standard of compliance.

In section 3.8 the State requires prescribed 'geospatial accuracy' metrics for Address Points (>5ft) and Road

Centerlines (>10) per NENA documentation. To accomplish this spatial check, what data will the State provide (aerial, lidar, or

The State will provide available datasets where applicable. The vendor will be expected to define and implement field verification thresholds as part of their QA/QC methodology if needed.

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Submitted Question Answer satellite-based imagery the sources) for accuracy metrics? Will the State define the thresholds of when field verification would be triggered or is this a required task for the Bidder?

In section 4, #4 and #5, the RFP refers to “Location Information

Server(s)”. Is this the same “Location Information Server (LIS)” that is outlined in section 3.2 and 3.3? Is the state looking for the Bidder to provide a 911 database capability (LDB/LIS) as part of the solution.

Yes. this refers to the same LIS. The State is not seeking a new

LIS/LDB solution but expects the vendor to ensure compatibility with existing LIS systems used by NGCS providers.

Section 6.6 cites NENA STA-006.1-2018 Data Model v1, in addition to the previously mandated support for NENA STA-

006.2a-2022 in section 3.7 and 3.10, can the State clarify which version of the NENA Data Model schema formats(s) should be followed?

Each referenced standard supports different parts of the NG9-1-1 data lifecycle.

• STA-006.1-2018 defines the foundational GIS data model used in early implementations. The current datasets may be aligned with this standard and need to be updated to the current schema.

• STA-006.2a-2022 reflects the updated schema aligned with i3v3 and ECRF/LVF integration.

The selected vendor must support NENA STA-006.2a-2022 as the primary schema. References to earlier versions are included to ensure backward compatibility during transition phases.

42 Can the State please clarify what items from section 9.1 must be submitted and under what heading as detailed in Section

All items listed in Section 9.1 must be addressed. Vendors should cross-reference each management plan under the appropriate

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Submitted Question Answer

10?

Section 9.1 details the proposal must include:

- Project Management Plan

- Project Schedule

- Risk Management Plan

- Data Conversion Plan, if applicable

- Requirements Traceability Matrix

- Communication Plan

- Testing Plan

- Training Plan

- Go-Live/Cutover Plan

- Post-Implementation Support (or Maintenance and

Operations Plan)

Section 10 outlines a list of deliverables that must be included in the proposal, including section 11.3 detailing a project plan:

- Statement of Understanding of Project

- Deliverables

- Non-standard Software and/or Hardware Project Plan

- System Diagram (If not a separate document)

- Security and Vendor Questions (If not a separate document)

Response to the State’s contract terms

- Corporate Qualifications Project Experience Team headings in Section 10, such as “Project Plan” and “Deliverables.”

Missing items should be included as supplemental attachments if not clearly listed under a specific Section 10 heading.

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Organization

- Staffing

Can the State provide a narrative as to what the workflows outlined in Appendix E represent related to this scope of work?

No, Appendix E provides sample workflow diagrams that represent typical GIS data lifecycle processes, including submission, validation, QA/QC, error remediation, and aggregation. These serve as references to help vendors align their methodologies with expected operational procedures.

We would like to confirm the formatting expectations for the proposal.

Will the proposal format follow the structure outlined in

Section 10-Format of Submission of the solicitation? While there are additional requirements mentioned throughout the document, should we incorporate those other requirements under the most relevant headers?

To confirm, our understanding is that Section 10 provides the primary structure for our response, and any other requirements should be addressed within those corresponding sections.

Please advise if that interpretation is correct.

Yes, the response should be provided by section.

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The solicitation document states that the contract duration is 5 years. However, Section 12-Cost Proposal includes a table consisting of 3 years. Should we add Year 4 and 5 to the table?

The pricing should be for a 5 year term.

Per 3.10, “The DPS expects that the remediation and normalization of the data will be conducted by the responsible

PSAP or authority, with the Contractor providing guidance and support.” However, within RPP Section 6.2 it states, “It is expected that the Contractor will perform all maintenance activities on behalf of the PSAP. This will require validation of errors and corrections with the PSAP.” Can DPS please confirm if individual PSAPs will be performing data correction with guidance from the Contractor or is the Contractor expected to perform data corrections on behalf of the PSAPs? If it is DPS expectation that the Contractor performs data corrections on behalf of the PSAPs, can DPS provide guidance on how the proposed pricing should reflect both One Time Cleanup and

Maintenance Services?

See 3.10 GIS Data Aggregation Requirements in the RFP.

The Contractor will aggregate the specified GIS data layers and their attributes into a seamless statewide dataset, utilizing available source data from local PSAPs, county and municipal governments, South Dakota State agencies, and any unique data capabilities from the Proposer.

During the aggregation process, the Proposer will conduct a gap analysis to identify errors and discrepancies within local datasets.

The DPS expects that the remediation and normalization of the data will be conducted by the responsible PSAP or authority, with the Contractor providing guidance and support.

Maintenance refers to all activities necessary to bring and keep the GIS data in compliance with NG911 standards. While PSAPs are expected to submit updates, the selected Bidder will be responsible for correcting any non-conformances if a PSAP does not act in a timely or compliant manner.

Should the referenced NENA document be NENA’s STA-006.2a-

2022 instead of NENA STA-006.1-2018?

Each referenced standard supports different parts of the NG9-1-1 data lifecycle.

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• STA-006.1-2018 defines the foundational GIS data model used in early implementations. The current datasets may be aligned with this standard and need to be updated to the current schema.

• STA-006.2a-2022 reflects the updated schema aligned with i3v3 and ECRF/LVF integration.

The selected vendor must support NENA STA-006.2a-2022 as the primary schema. References to earlier versions are included to ensure backward compatibility during transition phases.

As an alternative to Shapefile format, can QA/QC results be provided as individual feature classes and a corresponding .csv file?

Shapefile is preferred, however results can be provided via .csv.

Within 3.10, “The DPS expects that the remediation and normalization of the data will be conducted by the responsible

PSAP or authority, with the Contractor providing guidance and support.” However, in section 6.2 it requests that the contractor propose cleanup and maintenance services, including possible fieldwork. Should one-time cleanup and ongoing maintenance services be included as part of the pricing and response?

See 3.10 GIS Data Aggregation Requirements in the RFP.

The Contractor will aggregate the specified GIS data layers and their attributes into a seamless statewide dataset, utilizing available source data from local PSAPs, county and municipal governments, South Dakota State agencies, and any unique data capabilities from the Proposer.

During the aggregation process, the Proposer will conduct a gap analysis to identify errors and discrepancies within local datasets.

The DPS expects that the remediation and normalization of the

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Submitted Question Answer data will be conducted by the responsible PSAP or authority, with the Contractor providing guidance and support.

Maintenance refers to all activities necessary to bring and keep the GIS data in compliance with NG911 standards. While PSAPs are expected to submit updates, the selected Bidder will be responsible for correcting any non-conformances if a PSAP does not act in a timely or compliant manner.