RFP Document.pdf

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STATE OF SOUTH DAKOTA

Department of Public Safety

118 W Capitol Ave Pierre, SD 57501

GIS Service Management for NG9-1-1

PROPOSALS ARE DUE NO LATER THAN 08-15-2025

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FIRM NAME: AUTHORIZED SIGNATURE:

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGITS): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME:

TELEPHONE NO:

FAX NO: E-MAIL:

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1. GENERAL INFORMATION

1.1 BIT Standard Contract Terms and Conditions

Any contract or agreement resulting from this RFP will include the State of South Dakota’s (the “State”) standard I/T contract terms listed in Appendix A, along with any additional contract terms as negotiated by the parties. As part of the negotiation process the contract terms listed in Appendix A may be altered or deleted. The offeror must indicate in its response any issues it has with specific contract terms. If the offeror does not indicate that there are any issues with any contract terms, then the State will assume those terms are acceptable to the offeror. There is also a list of technical questions, Security and Vendor Questions which is attached as Appendix B, the offeror must complete. These questions may be used in the proposal evaluation. It is preferred that the offeror’s response to these questions is provided as a separate document from the RFP response. If the offeror will be hosting the solution, the file name must be “(Your Name) Hosted Security and Vendor Questions Response”. If the solution will be hosted by the State, the file must be named “(Your Name) Security and Vendor Questions Response State Hosted”. If the solution is not a hosted solution, the file name must be “(Your Name) Security and Vendor Questions Response”. If there are multiple non-hosted solutions, please provide some designation in the file name that indicates which proposal it goes to. This document cannot be a scanned document but must be an original. If the offeror elects to make the Security and Vendor Questions part of its response, the questions must be clearly indicated in the proposal’s Table of Contents. A single numbering system must be used throughout the proposal.

1.2 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

This technical specification document delineates the comprehensive requirements and methodologies necessary for the management of the geographic data used for 911 in the State of South Dakota. The role of data management requires a service performed by a Contractor that utilizes a Geographic Information System (GIS) to ensure that the data provided by the State remains fully compatible with Next Generation 9-1-1 (NG9-1-1) system.

This service is critical for enhancing and managing the location data for emergency response capabilities and ensuring that the call routing, and location data utilized by public safety answering points (PSAPs) is accurate, reliable, and compliant with the National Emergency Number Association (NENA) standards.

This technical specification document delineates the comprehensive requirements and methodologies necessary for the management of the geographic data used for 911 in the State of South Dakota. The role of data management requires a service performed by a Contractor that utilizes a Geographic Information System (GIS) to ensure that the data provided by the State remains fully compatible with Next Generation 9-1-1 (NG9-1-1) system.

This service is critical for enhancing and managing the location data for emergency response capabilities and ensuring that the call routing, and location data utilized by public safety answering points (PSAPs) is accurate, reliable, and compliant with the National Emergency Number Association (NENA) standards.

1.2.1 Background:

The transition to NG9-1-1 is driven by the need for a more robust and flexible emergency response framework that can accommodate the increasing complexity of communication technologies and the diverse needs of the public. Legacy 9-1-1 systems are limited in their

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ability to process and utilize location data effectively, particularly in scenarios involving mobile devices, VoIP calls, and other emerging technologies. NG9-1-1 addresses these limitations by leveraging GIS capabilities, enabling emergency responders to access real-time, accurate location information.

Figure 1 South Dakota Local & Tribal PSAPs

South Dakota’s 911 operations reflect the unique challenges posed by its vast geography and dispersed population. With a total area of 77,116 square miles and an average population density of just 11.92 people per square mile, the state’s PSAPs must deliver high-quality emergency response services across diverse rural and urban environments. With only two major metropolitan hubs in Sioux Falls and Rapid City, most of South Dakota’s residents live in small towns and rural communities. This creates operational complexities, including long distances between communities, limited cellular coverage in remote areas, and prolonged emergency response times.

There are 33 PSAPs in South Dakota, 28 of which receive funding from the state’s 911 program. The other five (5) PSAPs serve Tribal, Department of Defense (DoD), or Department of the Interior (DoI) jurisdictions. 39% of local PSAPs currently take calls for multiple communities or operate with some level of consolidation.

1.2.2 Progress Towards Next Generation 911 (NG911)

In the spring of 2014, the State of South Dakota Department of Public Safety, along with the South Dakota 911 Board, began the migration of the South Dakota 911 system from an analog, legacy-based system to a Next Generation 911 (NG911), a digital, IP-based system.

In February of 2020, the final major implementation milestones were met when Lumen, the NG911 System Service Provider (911SSP), cutover the final South Dakota PSAP to the Lumen provided A911/Positron MECH hosted Call Handling solution serving all 28 PSAPs in the state.

1.2.3 Progress Towards GIS data reconciliation

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The South Dakota 911 Coordination Board has approved an incentive/funding plan to facilitate GIS data cleanup and regular data maintenance submissions. Data accuracy is key for 911 call routing and emergency response.

GIS data maintenance for NG911 requires additional work which increases costs to the counties. Because each county can handle their GIS data maintenance differently, we have initiated this Request for Proposal that will help manage and maintain the GIS data in support of NG911 and the PSAPs.

1.2.4 Why GIS (Geographic Information System) data is crucial for Next Generation 911 (NG911)

• Improved Location Accuracy: GIS data allows for precise location information, which is essential for accurately locating callers, especially from mobile phones.

This improves response times and the ability to dispatch the nearest available emergency services. Overall, GIS data enhances the capabilities of NG911 systems, leading to faster, more accurate, and more effective emergency response. Some specific examples are below:

• Enhanced Routing: NG911 leverages GIS data to efficiently route emergency calls to the appropriate Public Safety Answering Point (PSAP) based on the caller's location. This ensures that calls are directed to the right jurisdiction without delay.

• Data Integration: GIS enables the integration of various data sources, such as maps, floor plans, and hazard locations, providing a comprehensive view of the emergency scene. This assists first responders in planning and executing their operations more effectively.

• Resource Management: By using GIS data, emergency services can manage and deploy resources more efficiently. For example, it helps in tracking the location of emergency vehicles and ensuring optimal allocation based on real-time needs.

• Enhanced Situational Awareness: GIS provides detailed spatial information that enhances situational awareness for dispatchers and first responders. They can visualize the incident location, surrounding infrastructure, and potential obstacles, leading to better-informed decision-making.

• Public Safety and Planning: GIS data supports long-term planning and analysis for public safety improvements. It helps identify high-risk areas, plan resource distribution, and develop strategies to enhance overall community safety.

• Interoperability: NG911 systems are designed to be interoperable with various communication technologies. GIS data plays a key role in ensuring seamless integration and communication between different agencies and jurisdictions.

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• Text and Multimedia Integration: NG911 allows for the receipt of text messages, photos, and videos from the public. GIS data helps in correlating this information with specific locations, providing a richer context for emergency responders.

• Disaster Management: In large-scale emergencies or natural disasters, GIS data is invaluable for coordinating response efforts, mapping affected areas, and managing evacuation routes and shelters.

1.2.5 Goals and Objectives:

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 to the Vendor selected during this procurement.

This procurement is to pick up where GeoComm is and perform the management and maintenance of the GIS data going forward. As such, the state seeks a qualified Geographic Information Systems (GIS) provider to perform the necessary tasks related to data integrity, compliance, and operational support for the PSAPS and the State as outlined in the Scope of work that follows.

1.2.6 Data Submission Requirements

Data accuracy against two categories is performed to determine qualification for funding:

• NG911 GIS Data Accuracy

• ALI Standardization

Data submissions must also be critical error free to receive funding.

1.2.7 NG911 GIS Data Accuracy

Definition: Submission of all required NG911 GIS Data layers including Road Centerlines, Site/Structure Address Points (where available), Emergency Service Boundaries (Fire, Law Enforcement, Emergency Medical Services), Provisioning (Authoritative) Boundary, ALI and MSAG** that meets the requirements of the NENA NGGIS Standard.

*provisioning boundary polygons shall be provided by GeoComm; all local data will be realigned to provisioning boundary polygon provided by GeoComm.

**MSAG only required for PSAPs that have not transitioned to TDMS/i3 geospatial call routing

Criteria: Overall GIS accuracy at or above 98% and submission of all required data layers.

1.2.8 ALI Standardization

Definition: The process of standardizing the road names and their elements in the ALI database prior transitioning to NG911 call routing where the GIS road centerline is used to create a GIS based MSAG for call routing through TDMS.

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Additional Information: It is typical for an ALI and MSAG to contain short forms of road names and their elements that do not meet the NG911 standards (e.g. AV – instead of AVE, 1 ST – instead of 1ST ST) each PSAP should focus on standardizing their ALI and MSAG to contain the official street names instead of the short formats. This will require a mass update of the ALI and MSAG through Intrado to ensure no wireline 911 calls are alienated and unable to be routed to the appropriate PSAP.

1.2.9 Critical Errors

Definition: Critical errors in the GIS data will prevent GIS datasets from being provisioned to the statewide geodatabase for NG9-1-1 call routing and to TDMS. GeoComm is currently identifying the errors to be addressed and referring those to the PSAP.

Additional Information: All errors identified as critical are identified as such in the GIS Data Summary Report under the Analytics tab within GIS Data Hub each time the GIS data undergoes QC. The following are critical errors:

• Acceptable Values in all data layers [formerly identified as: Value Outside Domain (mandatory fields)]

• Address Range Overlaps

• Duplicate Values [formerly identified as: Site/Structure Address Point Duplicates]

• Empty Geometry in all data layers

• Features Outside of Polygon (Road Centerlines and Site/Structure Address Points [formerly known as: Roads not covered by Provisioning Boundary and Site/Structure Address Points not covered by Provisioning Boundary]

• Road Centerline features broken a Polygon (PSAP and Provisioning Boundary)

• Globally Unique ID in all data layers [formerly identified as Duplicate Unique IDs]

• Multipart Geometry (RCL) [formerly known as Multi-part Geometry]

• Null Value in Field in all mandatory fields [formerly known as No Value (mandatory fields)]

• Polygon Compare (Overhangs) [formerly known as: Boundary must cover Provisioning Boundary]

• Polygon overlap check [formerly known as: Polygon overlaps]

Criteria: Zero Critical Errors

1.2.10 One-Time Cleanup

In acknowledgement of the work required to get the GIS data to the level required, funding is provided to the PSAPs, from the 911 Coordination Board, for a one-time cleanup of the data to get the county’s data into the NENA NG911 GIS data standard and accuracy to a minimum of 98% for both overall GIS accuracy with submission of all required data layers and ALI synchronization to GIS Road Centerline. This work is currently being performed with the aid of GeoComm.

Data must also be critical error free as noted above to meet the benchmark for the one-time cleanup funding. Payments will be made upon verification of the benchmarks as indicated in the chart below:

• All required NG9-1-1 GIS Data Layer must be submitted

• All NG9-1-1 GIS Data Layers must contain all fields required or conditional within

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the NENA NG9-1-1 GIS data model

• The ALI to Road Centerline synchronization must be 98% or higher

• The GIS data must be critical error free and be 98% or higher

1.2.11 Quarterly Uploads

Definition: South Dakota NG 911 GIS data is now a critical component of the South Dakota 911 System. Updated GIS information is imperative for correct call routing. To incentivize providing updated GIS information, funding dollars will be paid at the beginning of the quarter for the previous quarter upon validation the criteria have been met.

Criteria: NG911 GIS Data meeting all the above benchmarks, uploaded quarterly.

1.3 ISSUING OFFICE AND RFP REFERENCE NUMBER

The Department of Public Safety (“Agency”) is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota (“State”). The reference number for the transaction is RFP 25RFP14230. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP. For purposes of this RFP, the State’s centralized IT agency, the Bureau of Information and Telecommunications (“BIT”), must approve all IT related purchases.

1.3.1 SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 07-16-2025 Deadline for Submission of Written Inquiries 08-01-2025 Responses to offeror Questions 08-08-2025 Proposal Submission 08-15-2025 Evaluation of Proposals to Determine Short List (If required) up to 5 weeks Discussions / Tech Review TBD for SDBIT scheduling Demonstrations and presentations (if required) TBD virtual presentation Anticipated Award Decision/Contract Negotiation October 15th, 2025

1.3.2 SUBMITTING YOUR PROPOSAL

All proposals must be completed and received by the Agency by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

The State will accept electronic proposals via email.

Each offeror must provide an electronic version of the proposal. The electronic version should be provided in MS Word or in PDF format to DPSinfo@state.sd.us. The email, including attachments, must be limited to 20MB in size.

All proposals must be signed, in ink, by an officer of the offeror, legally authorized to bind the offeror to the proposal and sealed in the form. Proposals that are not properly signed may be mailto:DPSinfo@state.sd.us

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rejected.

No proposal shall be accepted from, or no contract or purchase order shall be awarded to any person, firm or corporation that is in arrears upon any obligations to the State of South Dakota, or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

1.3.3 CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION – LOWER TIER

COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation, by any Federal department or agency, from transactions involving the use of Federal funds. Where the offeror is unable to certify to any of the statements in this certification, the offeror shall attach an explanation to its offer.

1.3.4 NON-DISCRIMINATION STATEMENT

The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination.

By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin, or disability.

1.3.5 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.3.6 CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State

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of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not a prohibited entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by South Dakota Codified Law §

5-18A. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination and would be cause to suspend and debar a business under SDCL § 5-18D-12.

1.3.7 CERTIFICATION OF NO STATE LEGISLATOR INTEREST

The bidder or offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to any agreement entered into as a result of this RFP. By signing an agreement pursuant to this RFP, the bidder or offeror certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.3.8 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.3.9 OFFEROR INQUIRIES

All written questions should be sent to: DPSinfo@state.sd.us only emailed questions will be accepted.

Each offeror may submit questions via email concerning this RFP to obtain clarification of requirements. No questions will be accepted after the date and time indicated in the above schedule of activities. Email questions to the email address listed above with the subject line “RFP 25RFP14230”. The questions and their answers will be sent to all offerors that submitted Letters of Intent, submitted questions, or requested the questions and answers via email before the proposal submittal date and will be sent by the date and time indicated in the above calendar of events. Offeror may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP that have not originated from the SD RFP Project Contact. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

mailto:DPSinfo@state.sd.us

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1.3.10 PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.3.11 LENGTH OF CONTRACT

The length of the contract will be for a term of 5 years. The State will have the opportunity to renew the contract for up to five years. The extension(s) will not be automatic.

1.3.12 Governing law

This RFP will be governed by and construed in accordance with the laws of the State of South Dakota. Any lawsuit pertaining to or affecting this RFP will be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

1.3.13 Site Visit

If site visits are required, they will be scheduled before the submission of the proposal.

Site visits will be made at the offeror’s expense.

1.3.14 Presentations/Demonstrations

At its discretion, the State may require a presentation or demonstration by an offeror to clarify a proposal. However, the State may award a contract based on the initial proposals received without a presentation or demonstration by the offeror. If presentations or demonstrations are required, they will be scheduled after the submission of proposals. Presentations and demonstrations will be made at the offeror’s expense.

1.3.15 Discussions

At the State’s discretion, the offeror may or may not be invited to have discussions with the State. The discussions can be before or after the RFP has been submitted. Discussions will be made at the offeror’s expense.

1.3.16 Technical Review

At the State’s discretion, the State may require a technical review of the offeror based on the offeror’s proposal and response to the Security and Vendor Questionnaire.

1.3.17 Negotiations

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This process is a Request for Proposal/Competitive Negotiation process. Each proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any component of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2. STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties:

2.1 The Contractor will perform those services described in the Scope of Work, attached hereto as Section 3 of the RFP and by this reference incorporated herein.

2.2 The Contractor’s services under this Agreement will start on , and end on

, unless terminated sooner pursuant to the terms of the Agreement.

2.3 The Contractor will not use State equipment, supplies, or facilities. The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification Number, or Social Security Number upon execution of this Agreement.

2.4 The State will make payment for services upon satisfactory completion of the services.

The TOTAL CONTRACT AMOUNT is an amount not to exceed $ . The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL chapter 5-26.

2.5 The Contractor agrees to indemnify the State of South Dakota, its officers, agents, and employees, from and against all claims or proceedings for actions, suits, damages, liabilities, other losses or equitable relief that may arise at least in part as a result of an act or omission in performing services under this Agreement. The Contractor will defend the State of South Dakota, its officers, agents, and employees against any claim, including any claim, action, suit, or other proceeding related to the claim. The Contractor’s obligation to indemnify includes the payment of attorney fees and other costs of defense. In defending the State of South Dakota, its officers, agents, and employees, the Contractor will engage other professionals, subject to the written approval of the State which will not be unreasonably withheld. Notwithstanding the foregoing, the State may, in its sole discretion and at the expense of the Contractor, engage attorneys and other professionals to defend the State of South Dakota, its officers, agents, and employees, or to assist the Contractor in the defense. This section does not require the Contractor to be responsible for or defend against claims or proceedings for damages, liabilities, losses, or equitable relief arising solely from errors or omissions of the State, its officers, agents, or employees.

2.6 The Contractor, at all times during the term of this Agreement, will obtain and maintain in force insurance coverage of the types and with the limits as follows:

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2.6.1 Commercial General Liability Insurance:

The Contractor will maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1 million for each occurrence. If such insurance contains a general aggregate limit it will apply separately to this Agreement or be no less than two times the occurrence limit. The insurance policy will name the State of South Dakota, its officers and employees, as additional insureds, but liability coverage is limited to claims not barred by sovereign immunity. The State of South Dakota, its officers and employees do not hereby waive sovereign immunity for discretionary conduct as provided by law.

2.6.2 Professional Liability Insurance or Miscellaneous Professional Liability

Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1 million.

2.6.3 Business Automobile Liability Insurance:

The Contractor will maintain business automobile liability insurance or equivalent form with a limit of not less than $1 million for each accident. Such insurance will include coverage for owned, hired, and non-owned vehicles.

2.6.4 Workers’ Compensation Insurance:

The Contractor will procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota or federal law.

Before beginning work under this Agreement, Contractor will furnish the State with properly executed Certificates of Insurance which will clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation, or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required. Contractor will furnish copies of insurance policies if requested by the State.

2.7 While performing services under this Agreement, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8 The Contractor agrees to report to the State any event encountered in the course of performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. The Contractor will report any such event to the State immediately upon discovery.

2.9 The Contractor's obligation under this section will only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. The Contractor’s obligation to report will not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section will not excuse or satisfy any obligation of the Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.10 This Agreement may be terminated by either party hereto upon thirty (30) days’ written notice. In the event the Contractor breaches any of the terms or conditions of this Agreement, this Agreement may be terminated by the State at any time with or without

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notice. If termination for a breach is affected by the State, any payments due to the Contractor at the time of termination may be adjusted to cover any additional costs to the State because of the Contractor's breach. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a breach by the Contractor it is determined that the Contractor was not at fault, then the Contractor will be paid for eligible services rendered and expenses incurred up to the date of termination.

2.11 This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State upon five (5) business days’ written notice. The Contractor agrees that termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State or any officer, agent, or employee of the State, and the Contractor waives any claim against the same.

2.12 This Agreement may not be assigned without the express prior written consent of the

State. This Agreement may not be amended except in writing, which writing will be expressly identified as a part of this Agreement and be signed by an authorized representative of each of the parties to this Agreement.

2.13 This Agreement will be governed by and construed in accordance with the laws of the

State of South Dakota, without regard to any conflicts of law principles, decisional law, or statutory provision which would require or permit the application of another jurisdiction’s substantive law. Venue for any lawsuit pertaining to or affecting this Agreement will be in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.14 The Contractor will comply with all federal, tribal, state, and local laws, regulations, ordinances, guidelines, permits, requirements, and other standards applicable to providing services pursuant to this Agreement, and will be solely responsible for obtaining current information on such requirements. Nothing herein will constitute a waiver by the State to any defense to jurisdiction nor will anything under this Agreement constitute an acknowledgement by the State that any tribe has or exercises any jurisdiction over this Agreement or the parties.

2.15 The Contractor may not use subcontractors to perform the services described in this

Agreement without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, tribal, state, and local laws, regulations, ordinances, guidelines, permits, and other standards and will adopt such review and inspection procedures as are necessary to assure such compliance. The State, at its option, may require the vetting of any subcontractors. The Contractor will assist in the vetting process.

2.16 The State reserves the right to reject any person from performing services under this

Agreement who the State believe would be detrimental to the services, presents

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insufficient skills, presents inappropriate behavior or is considered by the State to be a security risk.

2.17 The Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement will belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s), and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.18 The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension, or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.19 By signing this Agreement, the Contractor certifies and agrees that is has not refused to transact business activities, have not terminated business activities, and have not taken other similar actions intended to limit its commercial relations, related to the subject matter of this Agreement, with a person or entity that is either the State of Israel, or a company doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel to do business, or doing business in the State of Israel, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to terminate this Agreement. During the term of this Agreement, if the Contractor no longer complies with this certification, the Contractor agrees to provide immediate written notice to the State and agrees such noncompliance may be grounds for termination of this Agreement.

2.20 Pursuant to South Dakota Codified Law § 5-18A, by entering into this Agreement with the State of South Dakota, the Contractor certifies and warrants that the Contractor is not a prohibited entity, regardless of its principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by South Dakota Codified Law § 5-18A.

2.21 The Contractor agrees that if this certification is false, the State may terminate this

Agreement with no further liability to the State. The Contractor further agrees to provide immediate written notice to the State if during the term of the contract it no longer complies with this certification, and the Contractor agrees such noncompliance may be grounds for contract termination and would be cause to suspend and debar a business under SDCL § 5-18D-12.

2.22 The Contractor (i) understands neither a state legislator nor a business in which a

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state legislator has an ownership interest may be directly or indirectly interested in any contract with the State that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to this Agreement. By signing this Agreement, the Contractor certifies that this Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

2.23 Any notice or other communication required under this Agreement will be in writing and sent to the address set forth above. Notices will be given by and to on behalf of the State, and by and to , on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing.

Notices or communications to or between the parties will be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination will be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.24 In the event that any court of competent jurisdiction will hold any provision of this

Agreement unenforceable or invalid, such holding will not invalidate or render unenforceable any other provision of this Agreement.

2.25 All other prior discussions, communications, and representations concerning the subject matter of this Agreement are superseded by the terms of this Agreement, and except as specifically provided in this Agreement, this Agreement constitutes the entire agreement with respect to the subject matter.

2.26 The waiver by either party of a breach or violation of any provisions of this Agreement will not operate as, or be construed to be, a waiver of any subsequent breach of the same or other provision of this Agreement.

2.27 Nothing in this Agreement is intended to constitute a waiver of sovereign immunity by or on behalf of the State of South Dakota, its agencies, officers, or employees.

2.28 Neither party will disclose the contents of the Agreement except as required by applicable law or as necessary to carry out the terms of the Agreement or to enforce that party’s rights under this Agreement. The Contractor acknowledges that the State of South Dakota and its agencies are public entities and thus are bound by South Dakota open meetings and open records laws. It is therefore not a breach of this Agreement for the State to take any action that the State reasonably believes is necessary to comply with the South Dakota open records or open meetings laws, including, without limitation, posting this Agreement on the website pursuant to SDCL § 1-27-46.

3. SCOPE OF WORK

The goal of this RFP is to solicit proposals from experienced GIS firms to provide ongoing services to manage the data that has been developed and enhanced by the Department of Public Safety and to maintain the data for the PSAPS.

The awarded Contractor will work collaboratively with DPS, the local 911 Public Safety Answering Points (PSAPs) and the NG911 System Service Provider (SSP) to ensure that

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geographic datasets comply with NENA standards and are accurately integrated into the NG911 infrastructure.

DPS intends to engage a single offeror who will be responsible for all services provided, including those by any proposed subcontractors. All subcontractors, along with their roles, responsibilities, and accountable tasks, must be identified in the response.

3.1 Specifications

Proposers must respond to all specifications defined in Section 5 with a written description and with one of the following: COMPLY, NOT COMPLY, or ALTERNATE. Detailed responses must follow each specification.

If a Proposer provides an ALTERNATE, they must explain how they intend to meet the specifications, including areas where their proposal does not fully comply. All submitted proposals should strive to meet all specifications outlined in this RFP.

3.2 Understanding GIS Management Services in NG911

Next Generation 911 (NG911) is a modern emergency response system that enhances call routing, location identification, and emergency response efficiency using Geographic Information Systems (GIS). GIS plays a critical role in ensuring accurate location data is available for call routing and emergency services dispatch. This document outlines how GIS management services operate within NG911, including the Spatial Interface, Location Information Server (LIS), Emergency Call Routing Function (ECRF), Location Validation Function (LVF), and supporting database tools.

3.3 Key Components of GIS Management in NG911

Spatial Interface (SI) The Spatial Interface is the connection between GIS data sources and NG911 core services.

It ensures the seamless integration of geospatial data by regularly updating and validating address and location records used for emergency call routing. For South Dakota, the SI is performed by Lumen / Intrado.

Functions:

• Provides standardized GIS data to NG911 systems.

• Interfaces with the Emergency Services IP Network (ESInet).

• Facilitates data updates from authoritative GIS sources.

• Ensures data accuracy through automated validation and error correction.

• Supports interoperability between multiple GIS data providers.

Location Information Server (LIS) The LIS is responsible for storing and managing the location information for VoIP and mobile callers. It ensures that accurate caller location details are provided to NG911 systems in real time. For South Dakota, the LIS is performed by the individual communications originating services providers, and administered by DPS, Lumen / Intrado.

• Maintains location data for devices and subscribers.

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• Interfaces with the Emergency Services Routing Proxy (ESRP).

• Works with GIS databases to provide validated location information.

• Supports both civic address and coordinate-based location data.

• Provides real-time updates to reflect dynamic location changes.

Emergency Call Routing Function (ECRF) The ECRF is a critical component of NG911 that determines the appropriate Public Safety Answering Point (PSAP) based on GIS data and caller location. For South Dakota, the ECRF is performed by Lumen / Intrado.

• Uses geospatial data to route calls to the correct PSAP.

• Ensures location-based call routing efficiency.

• Works with the Location Validation Function (LVF) to maintain accuracy.

• Optimizes call routing using geospatial analysis and predefined routing rules.

• Provides backup routing options in case of PSAP overload or failure.

Location Validation Function (LVF) The LVF ensures that addresses provided by callers or devices are valid and conform to standardized GIS data. For South Dakota, the LVF is performed by Lumen / Intrado.

• Validates address and location information before routing.

• Prevents errors in call routing due to incorrect or outdated location data.

• Works in conjunction with the ECRF to ensure data integrity.

• Uses authoritative GIS datasets for address verification.

• Provides feedback mechanisms for address corrections and updates.

GIS Database Tools for NG911 Accurate GIS data management requires robust database tools that support real-time updates, validation, and integration with NG911 services.

Core GIS Database Tools:

• Transitional Data Management Services (TDMS): Intrado’s Next-Generation

NG911 TDMS Service provides enhancements to the ALI Data Management

Services already being provided at the PSAP. TDMS uses the sourced and maintained GIS data to manage the existing tabular MSAG and prepare for an

NG9-1-1 implementation.

• Geospatial Data Repositories: Store critical location-based data for routing and validation.

• Address Management Systems: Ensure that street addresses are standardized and validated.

• Data Synchronization Services: Facilitate real-time updates and data consistency across NG911 systems.

• Quality Control & Assurance Tools: Automate data verification to maintain accuracy.

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• Redundancy & Disaster Recovery Mechanisms: Ensure continued GIS data availability during system failures.

3.4 Workflow: GIS Data for Call Routing and Location Identification

• GIS Data Collection & Validation: Spatial Interface (SI) integrates GIS data into

NG911.

• Location Identification: LIS provides real-time caller location data.

• Call Routing Decision: ECRF determines the correct PSAP based on location.

• Address Validation: LVF ensures the caller’s location is accurate before routing.

• Emergency Response: Correctly routed calls improve response times and efficiency.

• Continuous Monitoring & Updates: GIS data undergoes ongoing validation and refinement to enhance service reliability.

3.5 Data ownership

All data and information collected in conjunction with this project shall be returned to the State upon project completion. The Proposer shall not copy or use such records without written consent, except to fulfill contracted work, and will not transfer records to any third party without written permission.

The following technical requirements must be adhered to during the transition process to ensure the integrity and usability of the data:

3.6 Data Format

The transformed data must be stored in a format compatible with NG9-1-1 systems, such as:

• ESRI File Geodatabase: A robust format that supports complex data structures and relationships.

• Shapefile: A widely used format for GIS data that allows for easy sharing and integration.

• GeoJSON: A lightweight format that is particularly useful for web applications and services.

Ensure that all data files are properly indexed and accessible for integration into NG9-1-1 systems, facilitating seamless data retrieval and usage.

3.7 Data Standards Compliance

All data must conform to the NENA standards, including:

• NENA-STA-006.2a-2022: Data Model for NG9-1-1: This standard specifies the data model required for NG9-1-1, including the relationships between various data elements.

• Adhere to the NENA Data Dictionary for NG9-1-1, ensuring that all attributes are accurately represented and defined.

3.8 Geospatial Accuracy

Ensure that all geospatial data meets the accuracy standards set forth by NENA, including:

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• Address Point Accuracy: ± 10 feet, ensuring that each address point is positioned accurately within the geographic context.

• Road Centerline Accuracy: ± 5 feet, which is critical for routing and navigation purposes.

• Utilize high-precision GPS equipment for field verification as necessary, particularly in areas where data discrepancies are identified.

3.9 Interoperability

Ensure that the transformed data is compatible with existing and future NG911 systems and technologies, facilitating seamless integration and data sharing.

Facilitate data sharing and integration with other emergency response systems, including Computer-Aided Dispatch (CAD) systems, to enhance the overall efficiency and effectiveness of emergency response operations.

3.10 GIS Data Aggregation Requirements

All GIS data layers aggregated for this project will be maintained as feature…