Town of Farragut

Addendum 1

RFQ No. 2026-25

GIS Services 03/19/2026

The proposer acknowledges this addendum shall modify and become a part of the original solicitation document. The Proposer further acknowledges that should it be determined at the time of the bid opening that the Proposer has failed to acknowledge receipt of ALL issued addenda; the Proposer’s Bid submission shall be rejected. The Proposer understands that any verbal representation made or assumed to be made during any oral discussion held between Proposer’s representatives and any Town personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Q1. Will the Town require in-person assistance once a week for the new contract?

Would they accept the following options regarding site access:

• Periodic on-site days (e.g., twice monthly) paired with guaranteed same-day virtual support.

• On-site visits are scheduled around milestones rather than weekly.

• Remote services, with on-site visits being set up when necessary.

A1. The Town is not opposed to the options outlined; however, the proposal shall include a clear and comprehensive description of each option presented. Each approach must be delineated in detail, including but not limited to the frequency of on-site visits, response times for virtual support, and coordination procedures related to project milestones.

The respondent shall also indicate, on separate corporate letterhead, whether any of the proposed options would result in a cost adjustment or discount relative to weekly in-person assistance. This information must be provided in a distinct section of the proposal, clearly tabbed and labeled “Supplemental.”

Please note that the Town will not automatically consider or adopt any of these options. Such information will be regarded as advisory only and will be reviewed internally for potential discussion and negotiation with the selected vendor.

RFP 2026-25 GIS Services Addendum 1 1

Please see attached Exhibit A for Pre-Bid Meeting Attendance Log.

Please see attached Exhibit B for Pre-Bid Meeting transcription.

All communications regarding this RFP must be submitted via email to the Finance Department representative identified below:

Anissa Pratte, Staff Accountant apratte@townoffarragut.org

The Staff Accountant will be the sole point of contact for this RFP.

Proposers’ contact with anyone else in the Town is forbidden and may result in disqualification of the Proposer’s bid. Further, any oral communication will be considered unofficial and non-binding on the Town. Proposers should rely only on written statements issued by the Finance

Department representative.

RFP 2026-25 GIS Services Addendum 1 2 mailto:apratte@townoffarragut.org

1. Summary Meeting title RFP 2026-25 GIS Services Registration page views 32 Registered participants 24 Canceled registrations 0 Attended participants 25 Start time 3/18/26, 12:53:49 PM End time 3/18/26, 1:30:06 PM Meeting duration 36m 17s Average attendance time 27m 35s

2. Participants Name First Join Last Leave In-Meeting Duration Email Participant ID (UPN) Role Registration First Name Registration Last Name Registration Email Registration Time Registration Status Anissa Pratte 3/18/26, 12:53:52 PM 3/18/26, 1:30:06 PM 31m 12s apratte@townoffarragut.org apratte@townoffarragut.org Organizer Darryl Smith 3/18/26, 12:54:13 PM 3/18/26, 1:29:53 PM 29m 30s dsmith@townoffarragut.org dsmith@townoffarragut.org Organizer Chris Sheffield 3/18/26, 12:55:37 PM 3/18/26, 1:30:00 PM 29m 12s csheffield@townoffarragut.org csheffield@townoffarragut.org Organizer Tessa Cortes 3/18/26, 12:56:31 PM 3/18/26, 1:28:41 PM 26m 9s tcortes@townoffarragut.org tcortes@townoffarragut.org Organizer Mark Shipley 3/18/26, 1:05:37 PM 3/18/26, 1:29:50 PM 24m 12s mshipley@townoffarragut.org mshipley@townoffarragut.org Organizer Susan Lawrence (External) 3/18/26, 12:56:44 PM 3/18/26, 1:29:49 PM 33m 4s slawrence@elosenv.com slawrence@elosenv.com Attendee Susan Lawrence slawrence@elosenv.com 3/18/26, 10:17:55 AM Registered Chase Young 3/18/26, 12:56:45 PM 3/18/26, 1:29:53 PM 33m 8s Chase.Young@sam.biz Chase.Young@sam.biz Attendee Chase Young chase.young@sam.biz 3/17/26, 3:08:27 PM Registered Seth Stark (External) 3/18/26, 12:56:45 PM 3/18/26, 1:29:53 PM 31m 36s sstark@cloudpointgeo.com sstark@cloudpointgeo.com Attendee Seth Stark sstark@cloudpointgeo.com 3/16/26, 3:30:06 PM Registered Henley, Ryan 3/18/26, 12:58:03 PM 3/18/26, 1:30:02 PM 31m 59s rmhenley@jmt.com rmhenley@Jmt.com Attendee Ryan Henley rmhenley@jmt.com 3/13/26, 11:46:21 AM Registered Rhonda Johnson 3/18/26, 12:58:16 PM 3/18/26, 1:29:54 PM 31m 38s rjohnson@samuelengineering.com rjohnson@samuelengineering.com Attendee RHONDA JOHNSON rjohnson@samuelengineering.com 3/10/26, 6:16:35 PM Registered Jordan Edwards 3/18/26, 12:58:29 PM 3/18/26, 1:29:52 PM 31m 22s Jordan.Edwards@sam.biz Jordan.Edwards@sam.biz Attendee Jordan Edwards jordan.edwards@sam.biz 3/12/26, 11:00:59 AM Registered Johnson, Mary 3/18/26, 12:58:39 PM 3/18/26, 1:29:50 PM 31m 11s MJohnson@jmttg.com MJohnson@jmt.com Attendee MARY Johnson mjohnson@jmttg.com 3/13/26, 11:47:38 AM Registered Pat McLure, GISP (External) 3/18/26, 12:58:55 PM 3/18/26, 1:29:52 PM 30m 56s pmclure@southeasternsurveying.com pmclure@southeasternsurveying.com Attendee Patrick McLue pmclure@southeasternsurveying.com 3/10/26, 3:20:48 PM Registered Nicole Castro 3/18/26, 12:59:19 PM 3/18/26, 12:59:27 PM 7s Attendee Nicole Castro ncastro@rightclickgis.com 3/10/26, 12:36:07 PM Registered Joe Martin (External) 3/18/26, 12:59:52 PM 3/18/26, 1:29:53 PM 30m 1s jmartin@ldainc.com jmartin@ldainc.com Attendee Joe Martin jmartin@ldainc.com 3/10/26, 10:10:56 AM Registered Right-Click GIS Maps, LLC (Unverified) 3/18/26, 1:00:01 PM 3/18/26, 1:29:50 PM 29m 48s Attendee Nicole Castro ncastro@rightclickgis.com 3/10/26, 12:36:07 PM Registered Frank McInturff 3/18/26, 1:00:05 PM 3/18/26, 1:29:54 PM 29m 48s fmcinturff@Ensafe.com fmcinturff@ensafe.com Attendee Frank McInturff fmcinturff@ensafe.com 3/11/26, 8:52:31 AM Registered Chris Gundry (External) 3/18/26, 1:00:32 PM 3/18/26, 1:29:52 PM 29m 20s cgundry@Interdev.com cgundry@Interdev.com Attendee Chris Gundry cgundry@interdev.com 3/12/26, 4:31:42 PM Registered Brenna Gossett (External) 3/18/26, 1:00:42 PM 3/18/26, 1:29:45 PM 29m 3s bgossett@ldainc.com bgossett@ldainc.com Attendee Joe Martin jmartin@ldainc.com 3/10/26, 10:10:56 AM Registered Wang, Tengxi (External) 3/18/26, 1:00:55 PM 3/18/26, 1:29:53 PM 28m 57s t-wang@tti.tamu.edu t-wang@tti.tamu.edu Attendee Tengxi(Daniel) Wang t-wang@tti.tamu.edu 3/17/26, 2:47:55 PM Registered Chris Akin - Paratum Solutions (Unverified) 3/18/26, 1:01:22 PM 3/18/26, 1:29:47 PM 28m 25s Attendee Chris Akin cakin@paratumsolutions.com 3/13/26, 3:15:12 PM Registered Peter Jacobs 3/18/26, 1:01:34 PM 3/18/26, 1:29:57 PM 28m 23s pjacobs@samuelengineering.com pjacobs@samuelengineering.com Attendee Peter Jacobs pjacobs@samuelengineering.com 3/10/26, 3:32:55 PM Registered Sugar, Scott 3/18/26, 1:03:12 PM 3/18/26, 1:29:53 PM 26m 40s SSugar@jmttg.com SSugar@jmt.com Attendee MARY Johnson mjohnson@jmttg.com 3/13/26, 11:47:38 AM Registered Zach Ausmus 3/18/26, 1:03:40 PM 3/18/26, 1:30:02 PM 26m 22s Zach.Ausmus@ohm-advisors.com Zach.Ausmus@ohm-advisors.com Attendee Zach Ausmus zach.ausmus@ohm-advisors.com 3/18/26, 1:02:58 PM Registered Eric Sawyer (External) 3/18/26, 1:22:28 PM 3/18/26, 1:29:51 PM 7m 22s eric.sawyer@ttlusa.com eric.sawyer@ttlusa.com Attendee Eric Sawyer eric.sawyer@ttlusa.com 3/16/26, 3:38:07 PM Registered

Derek Lutchko dlutchko@landtechinc.com 3/10/26, 12:24:19 PM Registered Howard Samuel hsamuel@samuelengineering.com 3/10/26, 2:05:59 PM Registered Mark Senne msenne@ensafe.com 3/11/26, 8:52:00 AM Registered Ellen Loprete Loprete eloprete@radgov.com 3/11/26, 5:11:23 PM Registered Scott Sugar ssugar@jmttg.com 3/13/26, 11:45:31 AM Registered Nate Reck nreck@jmttg.com 3/13/26, 11:47:10 AM Registered Alexis Gieseker alexis.gieseker@utilisource.us 3/18/26, 10:55:52 AM Registered

RFP 2026-25 GIS Services Addendum 1 3 apratte Text Box 03/18/2026 Pre-Bid Mtg Attendance Log

RFP 2026-25 GIS Services-20260318_170623UTC-

Meeting Recording

March 18, 2026, 5:06PM

23m 38s

Anissa Pratte 4:37

Hey everybody, sorry about that.

We were on here and nobody jumped on, so we jumped off.

So give me one second please.

All right.

Hey everybody.

We were on and we didn't see anybody, so we all jumped off.

So apologize about that.

Can everybody hear me?

Chase Young 5:21

Yep, I can hear you.

Joe Martin 5:22

Yeah, we can hear you.

Anissa Pratte 5:22

OK.

Perfect. OK, great.

Johnson, Mary 5:23

Yes.

Susan Lawrence 5:23

Anissa Pratte 5:25

OK, awesome.

All right, let me see.

And to see some of my other staff jump on.

RFP 2026-25 GIS Services Addendum 1 4 apratte Text Box 03/18/2026 Pre-Bid Meeting Transcribed

Darryl Smith 5:46

It's good to see a lot of interest. We didn't.

Anissa Pratte 5:46

All right, I know this is great.

Mark Shipley 5:48

I'm in there.

Darryl Smith 5:49

You were afraid we had no interest.

Anissa Pratte 5:51

No, we thought nobody was gonna come. OK, everybody.

So I'll get this thing kicked off.

My name is Anissa Pratt.

I am with the town of Farragut.

I'm a staff accountant here.

I'm going to read off some some kind of house stuff with this procurement.

This is the pre proposal meeting for RFP2026-25 for GIS services and.

The bid date for this is April 2nd.

That's the due date AT2O clock.

Please make sure when you're delivering this thing that you include that this is on the 2nd floor.

I can't tell you how many times things have been delivered and they get sent to the

Knox County DMV offices, so please make sure that you list 2nd floor in your address when having things delivered.

The deadline for questions is March 31st, so after that we will not be taking any more questions on this RFP.

The purpose of this is we're seeking professional GIS services to support its for for to support.

Towns ongoing efforts to improve data management, mapping accuracy and decision making across departments. These services will play a key role in enhancing infrastructure planning, asset tracking and community development initiatives to

RFP 2026-25 GIS Services Addendum 1 5 ensure consistency, accountability and the highest quality of service. The town intends to select a single qualified CONT.

To perform all aspects of this project. This approach we hope will help foster efficiency, streamline communications, and maintain a unified GIS framework for the town's additional needs.

In this RFP, I've got a couple place listed where you can pick up these bid documents.

We list them for free on our town website and then we also utilize three other websites, one called Vendor link, another called Beacon and the other called

Demandstar.

Those are nationally recognized procurement websites that you go to to pick up these plans or instructions, not plans.

We will not accept e-mail proposals.

You must deliver them in person.

And that can be bringing FedEx or UPS.

But we are not responsible if they don't deliver on time.

It has to be here by 2:00 on the due date.

And we have included in there a sheet for you to use as a cover sheet.

This can go on the inside of the package, you know on a FedEx box.

We just wanted you to make sure that on that FedEx Box, you're listing out the name of the procurement and the number so that we know internally with its four and nobody's open things prematurely when they shouldn't.

And then just so you know, under special conditions, we have listed out the scope of work and everything that we are anticipating that our needs are going to be. And then we've listed on page 11, the proposal format and we really would appreciate if you kind of ad.

To that, as we will be doing evaluations on all of these proposals, we've also included a proposal cost form that we do require you to fill out as well as at the back of the.

RFP.

There are forms for you to sign.

Some of them need notaries, so please make sure you're filling those out.

After today's meeting and all the questions are answered, I'm going to actually.

This is being recorded, so I have a transcript of this meeting and I will do an addendum and I will attach the transcriptions so everybody wants to refer back to this and look at those questions and answers.

You can to make sure you know you're, you know, giving us the best proposals you

RFP 2026-25 GIS Services Addendum 1 6 can.

Write out the gate. I wanted to bring up.

Up one of the questions that we are getting a lot of and that is concerning the fact that we've asked for somebody to be in House and kind of live with us a little bit once a week.

That has been something that's worked for us, but somebody asked the question, would we consider periodic on site days?

Paired with guaranteed same day virtual support or on site visits that are scheduled around milestones or remote.

Services with on site visits being set up when necessary.

Umm, our answer to that is gonna be the town is not opposed to those things.

But here's what we're asking you to do. Umm, proposals.

We are requi proposals.

We're requesting you to please put that information in a separate tab.

Umm. We're requesting you to umm outline and include a clear description of what each if you gonna propose these options, what that option would look like in your submission. But it needs to be completely separate from the rest of the proposal.

Like your proposal should look like how we've asked it for.

Each. If you're gonna put those options out there, please specify in detail how the approach should be structured.

Such as the frequency of the on site visits response times from virtual support in coordination with project milestones.

In addition, should you indicate in a separate tab that we would like to see on corporate letterhead whether any of these options would result in a cost adjustment or discount compared to a weekly in person assistance?

Please note the town is not going to automatically consider or adopt any of these options.

They're going to be reviewed as an advisory input.

It, and if deemed beneficial, Umm discussed internally and potentially negotiated with the selected vendor prior to implementation.

So that's how we're kind of looking at this right now and we'll put all of that in an addendum for you to see at the end of all this.

So with that being said.

Is anybody else have any questions?

RFP 2026-25 GIS Services Addendum 1 7

Go ahead and step right up.

Got nothing in Q&A.

Chris Gundry 11:50

One regarding the budget, I think the budget was kind of listed as sort of TBD, but is there a typical range that that is usually allocated toward GIS services?

Anissa Pratte 12:04

So the way we're kind of talking about this is our GIS services is we we have a budget for it annually.

And it kind of it fluctuates.

I don't know if Darryl and Christie want to kind of elaborate on that.

Chris Sheffield 12:21

Yeah. Hey, I'm miss kersheefeld.

I'm the director of public services here at Farragut.

Can you guys hear me OK?

Great. Yeah, typically.

Again, as as, as Anissa says, the budget fluctuates and it's based on predicted needs or capabilities that we're looking at in the coming fiscal year, our budget is generally set by the middle of June, when our fiscal year starts in July 1st, and and and those are always.

Going to be public record, you're certainly able to go take a look at our records.

In the history of what our budget looks like, but I will tell you over the last couple of years, it sits usually between 40 and 50,000 a year.

But there's no guarantee it will sit anywhere above 0 in the future, if that makes sense.

So we have no reason to believe that we would not have a budget for this function because frankly, what municipality could function without GIS services?

But but again it is a, it is a year by year figure that that can fluctuate. Does that hopefully that answers your questions. Darrell or Anissa, you are welcome to chime in.

I said something that you disagree with or different.

RFP 2026-25 GIS Services Addendum 1 8

Anissa Pratte 13:26

Nope, you're dead on.

Darryl Smith 13:29

That was dead on.

Chris Gundry 13:33

All right.

Thank you.

Anissa Pratte 13:36

Anybody else?

Chase Young 13:36

Yeah. Hi.

Yeah, I had a quick question on could you describe how the current weekly onsite support structure today and what you would like to see improved under the next contract?

Anissa Pratte 13:52

Errorl, Chris.

Chris Sheffield 13:55

There, I'll let you feel that one. Since they sit with your guys, staff.

Darryl Smith 13:59

For some time now, we have had one person, one day a week, usually 6 to 8 hours every week.

Chase Young 14:13

Darryl Smith 14:14

RFP 2026-25 GIS Services Addendum 1 9

As far as what to improve on that.

You tell us.

How can you improve on?

Chris Sheffield 14:22

Darrell, if I can, I'll jump.

I wasn't jumping with one other point in that typically just looking at operationally how that happens is.

If there's a GIS need, then the the appropriate department, staff member, whatever, we'll just go down and and conference with that person.

Say here's what I'm looking to do.

Here's what's looking to achieve. They'll kind of set the calendar up and and that person will go to work for us.

We are looking at for lots of reasons, but we're going to formalize that a little bit more moving forward.

Chase Young 14:44

Sure.

Chris Sheffield 14:49

This in other words.

More formal work order process versus individual's conversations.

Right now it's very informal and we'd like to get that to more informed process where we're handing a work order. That work order should equate to some sort of feedback from your team that, hey, this is going to take us two business days to knockout and then at.

Chase Young 14:57

Chris Sheffield 15:08

This level of technician work and then we can use that to help understand how our budget's being used moving forward. That right now that's not a very refined process.

RFP 2026-25 GIS Services Addendum 1 10

So that's that's I think maybe that gets a little bit more about how we would add that relationship look.

Chase Young 15:21

OK, understood.

Yeah. Appreciate that.

Anissa Pratte 15:27

Johnson, Mary 15:30

Is all the work that is done on site now is, is everything done on site or for something like what Chris just mentioned where you have a work order and it's something that's going to take a couple of days, would that still be expected to be done on?

Site or could some of that be done remotely?

Chris Sheffield 15:49

Yeah, that's that's Chris again. Yeah, absolutely. If if it can be, if it needs to be reached back or remote work, that's not a problem.

It's well, we're really looking forward to the onsite as we, we we really like the opportunity to have that face to face, sit down discussion and talk over options, look at the same computer screen at the same time and discuss what we're looking at. But yeah, we, absol.

Understand that and we do absolutely expect that the person that's in the seat may not be able to just handle that right there in the office or maybe a skill that that person doesn't even have, but.

Their corporate reach back.

Has that skill set somewhere in office? Who will help?

Johnson, Mary 16:24

Chase Young 16:31

Yeah, I've got another one.

So what are? What are your biggest operational or technical challenges around GIS

RFP 2026-25 GIS Services Addendum 1 11 today?

If you just you know top 2-3, whatever you guys have.

Chris Sheffield 16:53

If I'll if that answer challenges necessarily.

But let me and maybe it all tell me if this answer gets after what you're getting to.

Really looking more about how do we employ our GIS technician.

What are we asking out of them?

It's heavily focused on supporting our community planning and zoning, ensuring that as new developments come in online. Go ahead, sorry.

Chase Young 17:13

No, I was.

I was just saying, OK, that that makes sense.

Chris Sheffield 17:18

Yeah, as new developments come online, how does that plug into our infrastructure?

New roads, extensions of the utility systems, etc.

Chase Young 17:27

Mm-hmm.

Chris Sheffield 17:28

That that's a big deal.

I anticipate that we will have quite a bit of interaction with this person in looking at economic development opportunities, you know.

Simple things like drive time from a point in time appointing on a map to to get a a certain population in for a certain.

Type of business looking at how that maps to what kind of incomes are inside of those those those travel rings, if you will, or or looking at crossed across the community on maybe we're looking at certain locations where development for a new economic driver would be appropriate so.

That that I think that'll be a big thing for us. And I think the final thing is just looking

RFP 2026-25 GIS Services Addendum 1 12 at our own internal.

Things that we need to do if we were getting ready to set up for the winter season.

To make sure our our snow, our snow plow routes are properly set up to to account for a new road or a change in the condition or stormwater system has a known problem, we want to make sure we account for where stormwater is bouncing around. So does that.

Really kind of get answer your question.

Chase Young 18:36

Yeah. Yeah, it does actually answer it answered several questions I had, so I appreciate that.

But yeah, that that's all I had. Thank you.

Chris Sheffield 18:46

Yeah, if I can, I'll.

I'll just expand it just a second.

More some recent things that that our GIS folks have been really working with us on and you guys are probably I'm assuming I don't this the population here, but you guys are probably not Knox County, Tennessee, local.

Most utilities in the county are private.

They're not Public Utilities, so we just went through a drill with all of our utility providers to identify where are all of the meters for all of the different things that they measure, where are they located in town? Because we're getting billed for them and we need to know.

We kind of want to know where those meters are at.

Or.

We've got a lot of active commercial and residential development in town, so we wanted to create a product that our citizens could go onto our website and look at when they drive by a a plot of Earth and they see a bulldozer moving dirt around.

They can go.

To a map and click on it and say what is that going to be and that map then shows them pictures of what the development should look like. Concept drawings, things like that.

So those are two most recent projects. I think our team has helped us with.

RFP 2026-25 GIS Services Addendum 1 13

And Daryl, I don't know if I've missed anything from the engineering side, but if I did, please my vote.

Darryl Smith 19:51

I think we're good.

Anissa Pratte 19:59

Any other questions?

Johnson, Mary 20:04

The person that you have now that comes in once a week, is it the same day every week or is it just when you call them and say, hey, we have a problem, can you come in?

How does it work and how do would you like it to work?

Anissa Pratte 20:17

I think she's on a schedule, right?

She's pretty much coming in, I think every Thursday morning and it's I don't.

I think it's like four to six hours.

Darryl Smith 20:27

I think she's working a you're out four to six hours right now, but in the past it has been a update.

Johnson, Mary 20:38

Seth Stark 20:41

Yeah, I've got a question.

Is there a reason why or or what was the thinking behind sending this out to RFP as opposed to just modifying the current situation you have with your person that is there on on site?

Anissa Pratte 20:56

RFP 2026-25 GIS Services Addendum 1 14

So as a government agency, you know, contracts run out, we have to, you know, put everything back out to bid.

We have to be competitive.

So that's, you know, this is what it's kind of come to is this was this contract's kind of come to an end.

So it's it's time to put it back out again.

Please speak up. These are great questions.

Chase Young 21:35

Yeah, I guess I have a quick question again on your current infrastructure. It looked like you were mainly using RTS online as your quote UN quote, enterprise environment.

Is there any thought or plan down the road to actually, you know install on Prem or in the cloud Arcgis Enterprise portal versus just being in RGS Online?

Chris Sheffield 22:04

I'll be honest, I don't know that you have anybody on this call from time who can speak to that.

Chase Young 22:07

Yeah, sure.

No problem.

Darryl Smith 22:09

Right.

Chris Sheffield 22:09

We yeah, that's. I can tell you that in our current budget process, we're not looking to do anything like that for the next fiscal year.

Chase Young 22:16

Sure.

Anissa Pratte 22:25

RFP 2026-25 GIS Services Addendum 1 15

It's a great questions. Anybody else?

Anybody.

All right.

Well, I'll wrap this up with saying thank you to everybody for being on this call.

This was great.

And the questions are great.

We really, really appreciate it again in the next day. I hope tomorrow Friday at the latest there will be an addendum that goes out.

That addendum will have this entire transcript attached to it, so you can always refer back to it to see what those questions and answers were from us. And again, if you have any more questions, our last due date to get them answered is the 18th.

Oh, I'm sorry, the 31st.

This is due on April 7th at 2:00 PM.

And I really appreciate everybody being here. Thank you.

And I that'll be it.

Chase Young 23:25

Anissa Pratte 23:26

I hope you guys all have a great day.

Seth Stark 23:28

Chase Young 23:28

You too. Thanks.

Chris Gundry 23:29

Anissa Pratte 23:30

Bye everybody.

RFP 2026-25 GIS Services Addendum 1 16

Eric Sawyer 23:31

Hey.

Chase Young 23:31

Bye.

Joe Martin 23:31 stopped transcription

RFP 2026-25 GIS Services Addendum 1 17