RFP 26-23-TO GIS and GIS-Centric Platform Support Services.pdf

County of Spotsylvania Request for Proposal (RFP) No. 26-23-TO

GIS and GIS-Centric Platform Support Services

June 24, 2026

SOLICITATION CLOSING

Due Date & Time: July 31, 2026, 2:00 PM

RFP DATA

Questions Deadline: July 15, 2026, 12:00 PM

Procurement Contact: Tina Owens, VCA - TOwens@Spotsylvania.va.us

Finance | Procurement Division 8800 Courthouse Road | Spotsylvania, VA 22553

Phone: 540-507-7596

RFP No. 26-23-TO | Page 2 of 3

Table of Contents

I. Purpose II. Current GIS Environment III. Scope of Services IV. Minimum Qualifications V. Offeror’s Instructions VI. Proposal Requirements VII. Proposal Evaluation Criteria

ATTACHMENTS

A – RFP General Terms and Conditions

B – Special RFP Terms and Conditions

C – Contract

D – Offeror Information

E – References

F – Trade Secrets/Proprietary Information Identification

G – Pricing Schedule

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I. Purpose

The County of Spotsylvania, Virginia is seeking Proposals from qualified firms to establish Contract(s) provide a variety of Geographic Information System (GIS) Support Services and GIS-centric software platform support on a continuing and as-needed basis. The County intends to award contract(s) for the services described herein in accordance with the Scope of Services set forth in Section III of this RFP.

Work will be authorized by the County through a Purchase Order as needs arise, in accordance with the terms of the final Contract.

II. Current GIS Environment

The County currently operates an Esri ArcGIS Enterprise environment consisting of ArcGIS Server, Portal for ArcGIS, and enterprise geodatabases supporting County infrastructure and operational systems for Community Operations, Community Development, and other County infrastructure assets. Existing Esri ArcGIS Database feature layers/classes and object classes include, but are not limited to:

a. County Parks and County Facility Management assets;

b. Public Works infrastructure;

c. Water Distribution, Sanitary Sewer Collection, and Reclaimed Water Distribution systems;

d. Stormwater Utility assets;

e. Water Production Plants (2) and Sanitary Sewer Treatment Plants (2), including Reuse

Water Production Plants (2); and

f. Parcels, Addresses, Road Centerlines, Building Footprints, and related GIS datasets.

III. Scope of Services

Offeror shall furnish all labor, software/services, professional expertise, materials, equipment, and technical services on an ongoing and as-needed basis to provide a comprehensive variety of GIS Support Services and GIS-centric software/platform project tasks. Services shall support County operations, infrastructure asset management, and integration with enterprise technology systems.

For this RFP, “GIS-centric” refers to systems in which Esri ArcGIS geodatabases serve as the authoritative system of record for spatial assets and are actively used to drive workflows, integrations, and decision-making across enterprise platforms.

The following descriptions include, but are not limited to, the typical services and tasks requested under this Contract. Offerors shall be able to provide all services listed below.

A. General GIS Services

Assist County Information Services, Community Development, and Community Operations with GIS-specific and technology-related services, including:

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1. Strategic and business planning for GIS initiatives;

2. Training, documentation development, and knowledge transfer to County staff;

3. On-demand technical support and staff augmentation;

4. General GIS consulting and advisory services;

5. Data maintenance, validation, and quality assurance/quality control;

6. Website development and GIS web application design, configuration, and support;

7. Support for ArcGIS Online, ArcGIS Server, and ArcGIS Pro;

8. ArcUrban configuration and support, and LiDAR data processing or analysis services;

9. Application development, customization, and application support;

10. Trimble Unity configuration, and technical support;

11. Custom map development;

12. ArcGIS Online and Portal application support;

13. ETL (Extract, Transform, Load) development, automation, and data integration workflows;

14. Development using Python, Arcade, SQL, and related scripting and database technologies; and

15. Other GIS-related support as required to support County operations.

B. General GIS-Centric Platform Support

Offerors shall provide ongoing support and maintenance for GIS-centric platforms, including but not limited to, the following:

1. Maintaining, troubleshooting, repairing, and updating GIS feature classes, datasets, and related geodatabase objects;

2. Supporting configurations and integration of Trimble Unity or other GIS-centric platforms;

3. Providing ongoing and as-needed technical support for ongoing or future GIS-centric initiatives; and

4. Development, automation, and maintenance of data integrating workflows, including

ETL processes to support synchronization between GIS databases, Trimble Unity, Utility Network, and other County systems.

C. Trimble Unity Support Services

Offerors shall provide support services for Trimble Unity, including but not limited to, the following:

1. Develop and implement enhanced workflows and processes within Trimble Unity;

2. Configure new installations and oversee system upgrades;

3. Support existing configurations;

4. Develop interfaces and integrations with third-party platforms using Trimble Unity and

Esri APIs; and

5. Provide end-user training for Trimble Unity functions.

D. Esri Utility Network Data Model Services

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Offerors shall provide services for Esri Utility Network Data model, including but not limited to, the following:

1. Utility Network data model design, migration planning, pilot testing, and implementation;

2. Asset data collection and integration with existing systems;

3. Migration from Geometric Networks to the Esri Utility Network for Water

Distribution, Sanitary Sewer Collection, and Reclaimed Water Distribution; and

4. Improve data governance, network analysis, and system reliability.

E. Work Hours and Authorization

Normal working hours shall be 8:00 a.m. to 4:30 p.m. Work performed outside normal hours—including weekends, nights, and holidays—shall be considered overtime and prior written approval from the County is required.

Recognized holidays include New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Election Day, Veteran’s Day, Thanksgiving Day (including Black Friday), and Christmas Day.

Some work may be required outside normal hours based on operational needs. The County shall approve all work issued under this RFP prior to execution of a Purchase Order, including any additional regular or overtime hours.

IV. Minimum Qualifications

Offerors performing services under this Contract(s) shall meet the minimum qualifications outlined in this section. These requirements apply to both the Offeror and all personnel assigned to GIS and GIS-centric platform services.

The qualifications defined herein apply to all major functional areas of the Scope of Services, including but not limited to:

• Trimble Unity-related services,

• Esri Utility Network design, implementation, and maintenance, and

• System integration, automation, and advanced GIS application development.

Offerors shall demonstrate that assigned personnel possess the required certifications, relevant experience, and technical expertise necessary to successfully perform these services.

Offerors shall be highly experienced in Esri GIS technologies and in the integration of GIS with GIS-centric software platforms, including but not limited to the following:

• Trimble Unity (formerly Cityworks for Asset Management), including Trimble Unity Maintain, Construct, Permit, and Field;

• A future Customer Information System (CIS) to be determined;

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• Advanced Government Management Solutions from Catalis; and

• Other current or future GIS-centric analytical software systems and platforms.

A. Certifications and Specialized Expertise

The County will evaluate the following certifications and related experience as part of the Technical Certifications scoring criteria in Section V.

1. Esri ArcGIS Utility Network Specialty Certification

i. Possession of a current Esri ArcGIS Utility Network Specialty Certification by at least one (1) team member assigned to the Contract will be evaluated.

ii. Equivalent experience and demonstrated competency may be substituted for certification.

iii. Team member(s) should have two (2) to four (4) years of experience working with the ArcGIS Utility Network in a utility environment, preferably supporting water, sanitary sewer or reclaimed water systems.

iv. Demonstrated experience may include:

• Utility Network data model design and configuration.

• Data migration from Geometric Network or legacy systems.

• Data management, editing workflows, and versioning strategies.

• System administration and service-based architecture.

• Network rules, subnetworks, and trace configuration.

2. Trimble Unity Partner

i. Experience with the Trimble Unity or participation in the Trimble Partner Network (or equivalent program) will be evaluated.

ii. Equivalent expertise may be demonstrated through project experience and delivery.

3. Additional Considerations

i. Offerors are encouraged to identify key personnel and their relevant certifications and experience aligned with the scope of services.

ii. Offerors shall describe their approach to maintaining continuity of service, including how changes in staffing or vendor relationships would be managed.

iii. County reserves the right to evaluate qualifications based on combination of experience, demonstrated capability, and overall fit for the project – not solely on certifications or formal affiliations.

V. Offeror’s Instructions

A. This procurement shall be conducted in accordance with the competitive negotiation procedures of the Spotsylvania County Procurement Policy. The Procurement Policy is available at: http://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.

http://www.spotsylvania.va.us/377/Spotsylvania-County-Policies

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B. Electronic Procurement/Late Proposals. Offeror shall follow instructions for submittal electronically via www.eva.virginia.gov. It is the Offeror’s sole responsibility to ensure timely submission by the stated date and time on page 1 of this RFP. The County cannot accept late Proposals. Offeror shall assume full responsibility for timely submission of their Proposal.

Please check for updates prior to submission of your Proposal. The County encourages early submission.

NOTE:

• The County is not responsible for any website (eVA) related issues. If the issues result in late Proposal submission, the County will not be able to accept your Proposal.

• Please contact eVA Customer Care at 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov for all website related issues.

C. Terminology. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements.

1. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

2. "Should" or “may” identify requirements that are highly desirable, although their absence will not have a large impact and would be useful but are not necessary.

D. Proposals may be withdrawn at any time before the Proposal Due Date and Time. Any Offeror wishing to withdraw the Proposal after Proposal Due Date and Time may do so in accordance with Spotsylvania County Procurement Policy. All Proposals not so withdrawn shall constitute an irrevocable Offer for a period of 180 days.

E. Questions from Offeror’s shall be emailed to the Procurement Officer and received by the date and time identified on Page 1 of this RFP, in order to ensure that the answers can be sent and received by prospective Offerors for their consideration prior to the proposal due date. The County is not responsible for verbal clarification of information.

F. All responses to inquiries will be in writing in the form of an Addendum and will be posted on eVA, www.eva.virginia.gov and on the Procurement Division website at https://www.spotsylvania.va.us/374/Solicitations.

G. All updates are posted on the Spotsylvania County website at https://www.spotsylvania.va.us/374/Solicitations and www.eva.virginia.gov. It is the responsibility of the Offeror to check for additional updates prior to submission of the Proposal.

http://www.eva.virginia.gov/ https://www.spotsylvania.va.us/374/Solicitations https://www.spotsylvania.va.us/374/Solicitations

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H. All costs for proposal preparation, submission, presentation, travel and/or other expenses associated with proposal submission shall be borne by each Offeror. The County is not liable for any cost incurred by the Offeror prior to issuance of a contract.

I. Should the Proposal contain proprietary information, Offeror shall provide one (1) redacted copy of the proposal and attachments with proprietary portions removed or blacked out. This copy shall be clearly marked “Redacted Copy”. The classification of an entire Proposal document, line-item prices and/or total proposal prices as proprietary or trade secrets is not acceptable. The County shall not be responsible for the Contractor’s failure to exclude proprietary information from this redacted copy. No other distribution of the Proposal shall be made by the Offeror. Offeror shall also return with their Proposal submission, Attachment E, Trade Secrets/Proprietary Information Identification Form.

J. The Offeror shall submit a Proposal that demonstrates and provides evidence that the Offeror is able to provide suitable services and has the capabilities, professional expertise, and experience to provide the proposed Goods/Services to Spotsylvania County.

K. Inclement Weather. In the event that Spotsylvania County is closed during the scheduled times for Proposals to be received or a Pre-Proposal Conference; those scheduled dates/times will occur on the next business day that Spotsylvania County is open at the appropriate times as stated in the RFP. Please contact the Procurement Officer as stated in the RFP for information pertaining to this procurement.

L. Any vendor transacting business with Spotsylvania County may be asked to provide proof of registration with the State Corporation Commission (SCC), as required by Sections 13.1 or Title 50 of the Code of Virginia.

VI. Proposal Requirements

A. All information requested shall be submitted. Failure to submit all information requested may result in the County of Spotsylvania requiring prompt submission of missing information and/or the Offeror may receive a lower evaluation on their Proposal. Proposals which are substantially incomplete, or lack key information may be considered nonresponsive by the County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. The proposal shall provide information necessary for Spotsylvania County to evaluate the qualifications, experience, and expertise of the proposing firm to provide services identified herein. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP.

Emphasis should be placed on completeness and clarity of content.

C. The proposal shall clearly indicate primary contact and assigned personnel. Offeror shall provide the name of the Offeror and firm, if any, the address and telephone number, and

RFP No. 26-23-TO | Page 9 of 10 the name and title of the primary and secondary individuals who would be responsible for providing these goods and/or services to the County.

D. Proposals should be organized in the order in which the requirements are presented in the

RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

E. Offerors shall indicate any exceptions taken to any part of this Request for Proposals in a clearly marked separate section of their proposal.

F. Proposal Format. In order to facilitate the analysis of responses to this RFP, Offerors should prepare the Proposal in accordance with the instructions outlined in this Section and should structure the Proposal so that it contains individual attachments detailing proposed Goods/Services described herein. The Offeror must submit their Proposal package with the following documents in PDF format. Each document listed below shall be a separate attachment and titled as indicated.

1. [Offeror’s Name]_Introductions Letter

2. [Offeror’s Name]_Executive Summary. Provide a narrative, prepared in non-technical terms, summarizing the Offeror’s proposal.

3. [Offeror’s Name]_Attachment D – Offeror Information

4. [Offeror’s Name]_Attachment E – References

5. [Offeror’s Name]_Attachment F – Trade Secrets/Proprietary

Information Identification. Please see Attachment F and Attachment A, RFP General Terms and Conditions, Paragraph P, Freedom of Information for details.

6. [Offeror’s Name]_Attachment G – Pricing Schedule (Excel). The mandatory pricing workbook that Offerors shall use to propose labor rates for all services contemplated under this solicitation. The workbook contains two separate tabs for each service category (e.g., General GIS services and GIS-centric platform support & services). Offerors shall complete all applicable tabs.

7. [Offeror’s Name]_Addendum No.; please include all Addenda as separate attachments.

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G. Technical Proposal. The proposals submitted by the Offeror shall include at a minimum, the following:

1. Relevant Experience with Similar GIS Projects – 25 Points

Offerors shall demonstrate corporate experience with projects of comparable size, scope, and complexity particularly within local government or utility environments.

Evaluation will be based on the following:

i. Demonstrate experience implementing, configuring, and supporting Esri ArcGIS

Enterprise, ArcGIS Online, and ArcGIS Pro in an enterprise environment;

ii. Demonstrate experience integrating Esri GIS with GIS-centric platforms, including Trimble Unity or comparable asset/work management systems;

iii. Demonstrate experience supporting utility systems, including water, sanitary sewer, stormwater, or similar infrastructure, and familiarity with the Esri Utility Network or Geometric Network models; and

iv. Demonstrate the ability to deliver ongoing GIS program support, including system administration, data management, and enterprise integration.

2. Qualifications and Experience of Key Project Team Members – 15 Points

Offerors shall demonstrate that proposed personnel possess the required certifications, technical expertise, and relevant experience, and will be actively engaged throughout the contract. Evaluation will be based on the following:

i. Identify qualifications and experience of the proposed Project Manager and key technical staff, including experience supporting enterprise GIS environments and GIS-centric platforms;

ii. Demonstrate professional expertise with Esri ArcGIS Enterprise, ArcGIS Online, and ArcGIS Pro, and geodatabase design and administration;

iii. Demonstrate experience with Trimble Unity Platform (or comparable systems), including configuration, integration, and workflow development;

iv. Demonstrate presence of required certifications, including the Esri ArcGIS Utility Network Specialty Certification, and demonstrate hands-on experience with Utility Network implementations and support; and

v. Demonstrate depth, stability, and availability of the proposed team to provide ongoing, long-term support.

3. Overall Project Approach and Timeliness – 20 Points

Offerors shall describe a clear and effective approach for delivering ongoing GIS and GIS-centric platform services in a responsive, coordinated, and sustainable manner.

Evaluation will be based on the following:

i. Demonstrate an understanding of the County’s GIS environment and operational needs;

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ii. Describe the clarity and effectiveness of the proposed approach for delivering both ongoing support and project-based services;

iii. Demonstrate the defined processes for task management, communication, coordination with County staff, and quality assurance/quality control;

iv. Describe the ability to provide timely and responsive support, including clearly defined service levels for routine, urgent, and critical requests;

v. Provide an approach to knowledge transfer, documentation, and long-term sustainability of County GIS operations; and

vi. Provide realistic and flexible scheduling approach reflecting the ongoing nature of the Contract.

4. Past Performance and Client Satisfaction – 10 Points

Offerors shall provide references demonstrating successful delivery of GIS and GIS-centric platform services for projects similar in size, scope and complexity. Evaluation will be based on the following:

i. Demonstrate successful delivery of GIS services supporting utilities, public works, or enterprise GIS operations in similar size, scope, and complexity; and

ii. Demonstrate a history of positive client reference feedback, including quality of work, reliability, responsiveness, and adherence to project schedules.

iii. Demonstrate successful performance in providing ongoing operational support, system administration, maintenance, and enhancement services over an extended period.

iv. Demonstrate the ability to meet schedules, manages workloads effectively, and maintain productive working relationships with client staff.

5. Cost Proposal – Average of Highest Five (5) Hourly Rates per Category (for evaluation purposes only) – 20 Points

Cost proposals will be evaluated based on the methodology defined in Attachment G – Pricing Schedule.

For evaluation purposes only, the County will calculate an Average Hourly Rate for each service category (General GIS services and General GIS-centric platform support) using the five (5) highest Regular Hourly Rate positions proposed within each category. If fewer than five (5) positions are proposed within a category, the Average Hourly Rate will be calculated using all positions within that category.

The Average Hourly Rate will be used solely for evaluation and comparison purposes and will not be used for payment under any resulting contract. Compensation under any resulting contract will be based on the individual hourly rates proposed for each position.

This methodology is intended to allow Offerors flexibility in proposing staff approach

RFP No. 26-23-TO | Page 12 of 13 tailored to their solution, while providing the County with consistent and equitable basis for cost evaluation. Evaluation will be based on the following:

i. Demonstrate overall competitiveness and reasonableness of proposed rates;

ii. Demonstrate consistency of pricing across labor categories and contract years; and

iii. Demonstrate alignment of proposed staffing structure with the Scope of Services and overall project approach.

6. Technical Certifications and Specialized GIS Expertise – 10 Points

i. Demonstrated experience with the Esri ArcGIS Utility Network, including certification and/or equivalent demonstrated competency through project experience (5 points).

ii. Demonstrated experience with Trimble Unity or participation in the Trimble Partner Network (or equivalent partner/reseller program), including equivalent demonstrated experience where formal partnership does not exist (5 points).

VII. Proposal Evaluation Criteria

Selection of the successful Offeror(s) will be based upon submission of Proposals meeting the evaluation criteria. Proposals should be as thorough and detailed as possible so that the County may properly evaluate Offeror’s capabilities to provide the required Services. The Evaluation Committee will use the following criteria in its review and evaluation of the Proposals:

Evaluation Criteria Weight

1. Relevant experience with similar GIS projects 25

2. Qualifications and Experience of Key Project Team Members

3. Overall Project Approach and Timeliness 20

4. Past Performance and Client Satisfaction 10

5. Cost Proposal – Average of Highest Five (5) Hourly Rates per Category

6 Technical Certifications and Specialized GIS Expertise

• Trimble Unity Partner – 5 Points

• Esri ArcGIS Utility Network Certification – 5

Points

Total 100

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The Evaluation Committee will evaluate the Proposals and may also ask questions of a clarifying nature from Offerors as required. A composite rating will be developed which indicates the group’s collective ranking of the written proposals in a descending order. If deemed necessary by the Evaluation Committee, the County may engage in individual discussions / presentations / demonstrations with two or more Offerors deemed the most fully qualified, responsible and suitable on the basis of the Evaluation Committee’s evaluations. This provides an opportunity for the Offerors to clarify or elaborate on the Proposal. This is a fact finding and explanation session only and does not include negotiation. The County will schedule the time and location of these discussions/presentations/demonstrations. Oral presentations are an option of the County and may or may not be conducted.

At the conclusion of any discussion/presentations/demonstrations the County shall select one or more Offerors, based on the composite rating of the evaluation factors and all information developed in the selection process to this point, whose qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted; beginning with the Offeror ranked first. Should the County determine in writing and in its sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. Spotsylvania County reserves the right to award a contract to more than one Offeror, if it is in the Owner’s best interest.

The County reserves the right to accept or reject any or all Proposals received as a result of the request, to negotiate with any qualified firm or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of Spotsylvania County.