S000000312 Fulton County Assessor Office Tax Parcel Database RFP- Revised.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220

Little Rock, Arkansas 72201-1023

REQUEST FOR PROPOSAL

SOLICITATION DOCUMENT

REVISED

All Revisions are in Red

SOLICITATION INFORMATION

Solicitation Number: S000000312 Solicitation Issued: February 13th, 2024

Description: Fulton County Assessor Office Tax Parcel Database

Department: Arkansas Geographical Information Systems Office

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Proposal Opening Date: March 18, 2024 Proposal Opening Time: 2:00 PM, Central Time

Proposal submissions for this Request for Proposal must be submitted through ARBuy, the State’s eProcurement system. It can be accessed at arbuy.arkansas.gov. Proposals received after the submission deadline may be rejected as untimely.

LIVE PROPOSAL OPENING INFORMATION

Teams Meeting Link: Click here to join the meeting Meeting ID: 297 643 994 522 Passcode: 7AkyVQ Call in (audio only): +1 501-244-3310,,648520627#

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Procurement Specialist: Austin McClane Procurement Specialist’s

Direct Phone Number: 501-371-6156

Email Address: Austin.McClane@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP Website: transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzBkYjU1YWItNTBkYS00YWRkLWE0ZmYtYzQyYjczZTAyZTJj%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%2276b67dc6-870d-48b1-861f-b3cbdd49eeb2%22%7d tel:+15012443310,,648520627#%20 mailto:Tiffany.Maddox@arkansas.gov https://www.transform.ar.gov/procurement/

Rev 12/2023

SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Geographical Information Systems Office to obtain pricing and a contract(s) for a Tax Parcel Database for the Fulton County Assessor Office.

Contract(s) awarded will be made to the Prospective Contractor determined to have submitted the proposal that is the most advantageous to the State. Direct all questions, comments, or concerns regarding this solicitation to the TSS OSP, not the Department.

1.2 TYPE OF CONTRACT

A. As a result of this RFP, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is May 20, 2024 except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for two (2) years. Upon mutual agreement by the Contractor and Department, the contract may be renewed by TSS OSP for up to five (5) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.3 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible offeror who submits a proposal in response to this Solicitation.

C. The terms “Request for Proposal,” “RFP,” and “Solicitation” are used synonymously in this document.

D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination thereof, that is obligated under the Solicitation, resulting contract, or both.

E. “Responsive Proposal” means a proposal submitted in response to this Solicitation that conforms in all material respects to this RFP.

F. “Shall” and “must” mean the imperative and are used to identify Requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any Requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this Solicitation, that obligation is limited to the Department using such a contract.

1.4 SOLICITATION SCHEDULE

For informational purposes, TSS OSP is providing a Solicitation Schedule; however, dates listed and noted with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State. All times are listed in Central Time.

TABLE A: TENTATIVE SOLICITATION SCHEDULE

ACTIVITY DATE

RFP Release to Prospective Contractors February 13, 2024

Deadline for Prospective Contractor Questions February 19, 2024

Answers to Questions Posted to ARBuy* February 23, 2024

Proposal Due Date March 18 @ 2:00pm Central

Initial Proposal Evaluation* March 20, 2024

Interviews* April 1-2, 2024

Final Proposal Evaluation* April 2, 2024

Discussions Kick Off Meeting* April 8, 2024

Finalize Discussions* April 16, 2024

Post Anticipation to Award* April 19, 2024

Award Contract* May 20, 2024

1.5 CLARIFICATION OF SOLICITATION

A. Submit questions requesting clarification of information contained in this Solicitation via the

Solicitation posting in ARBuy by the date and time listed in Table A.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation item number to which the question refers, as applicable.

2. Prospective Contractors’ written questions will be consolidated and responded to by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the Solicitation posting in ARBuy by the close of business on the date provided in Table A. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP Procurement Specialist of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Proposal. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a proposal.

C. Prospective Contractors may contact the TSS OSP Procurement Specialist with non-substantive questions at any time prior to the proposal opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this Solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

E. Only an addendum written and authorized by the State will modify the Solicitation.

1. An addendum posted within three (3) calendar days prior to the proposal opening may extend the proposal opening and may or may not include changes to the Solicitation.

1.6 RESPONSE DOCUMENTS

A. All proposal responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at arbuy.arkansas.gov.

1. Prospective Contractors must be registered in ARBuy to submit proposals responses.

B. Technical Proposal Packet https://arbuy.arkansas.gov/

1. Prospective Contractors shall utilize the Technical Proposal Packet to submit their responses.

2. The following items are proposal Submission Requirements and must be submitted as part of a Prospective Contractor’s proposal response.

a. Signed Proposal Signature Page; signature may be ink or digital.

b. Technical Proposal response to the Information for Evaluation section included in the Technical Proposal Packet, which must be in the English language.

c. Completed Official Solicitation Price Sheet attached to the Solicitation in ARBuy.

i. Pricing must be proposed in U.S. dollars and cents.

ii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor must submit unit price on the estimated quantity and unit of measure specified.

• The State may order more or less than the estimated quantity on term contracts, and the Contractor shall sell to the Department quantities ordered at no more than the submitted price.

iii. If pricing documents do not allow for accurate pricing, Prospective Contractor should notify the OSP Procurement Specialist at least seventy-two (72) hours before the proposal opening time.

iv. Prices must be firm offers and adjustments may be negotiated at the time of contract renewal.

• A request for a price increase must include supporting documentation demonstrating that the increase in contract price is based on an increased cost to the Contractor and that the proposed pricing is still competitive in the marketplace. The State has the right to approve or deny any request for a price adjustment.

v. Discount from list pricing is not acceptable unless requested elsewhere in the Solicitation.

vi. State or local sales taxes should not be included in the price. Trade discounts should be deducted from the unit price and the net price should be shown in the Pricing Response.

d. Recommended Options Form

i. The Recommended Options form included in the Technical Proposal Packet allows Prospective Contractors to identify any recommended options or optional service ideas that may benefit the State that were not included in the Requirements and the proposed solution.

e. Copy of Prospective Contractor’s Equal Opportunity Policy

i. Pursuant to Arkansas Code Annotated § 19-11-104, OSP requires a Prospective Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s Equal Opportunity (EO) Policy.

ii. Prospective Contractors not required by law to have an EO Policy must submit a written statement to that effect.

f. Proposed Subcontractors Form (see SRV-1, section 14)

3. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s proposal:

a. EO 98-04: Contract and Grant Disclosure Form (see SRV-1, section 11)

b. Voluntary Product Accessibility Template (VPAT), if applicable https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf https://www.section508.gov/sell/vpat/

4. Prospective Contractors should not include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

C. Redacted copy of the Technical Proposal Packet

1. One (1) redacted (marked “REDACTED”) copy of the Prospective Contractor’s proposal response (see Proprietary Information), if applicable.

D. Prospective Contractors should not alter language in Solicitation document(s) or Official Proposal Price Sheet provided by the State.

E. Prospective Contractor’s proposals cannot be altered or amended after the proposal opening except as permitted by law or rule.

F. Prospective Contractors may submit multiple proposals.

1.7 ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor's past performance with the State may be used to determine if the

Prospective Contractor is responsible (OSP Rule R8:19-11-229).

1. Proposals submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submission of a proposal, the Prospective Contractor represents and warrants:

1. That the prices in the proposal have been arrived at independently, without any collusion with another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment, and can be referred to the Attorney General’s officer for investigation and appropriate legal action (Arkansas Code Annotated § 19-11-240 and 19-11-245).

2. That the Prospective Contractor has not retained a person to solicit or secure the resulting contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, except for retention of bona fide employees or bona fide established commercial selling agencies maintained by the Prospective Contractor for the purpose of securing business.

D. Prospective Contractor should not discuss the Solicitation or proposal response, issue statements or comments, or provide interviews to public media during the Solicitation and award process.

E. Qualifications and services must meet or exceed the required Specifications as set forth in the Solicitation.

F. The State will not pay costs incurred in the preparation of a proposal.

1.8 GENERAL TERMS AND CONDITIONS

A. The Contractor must be registered as a vendor to receive payment and may register online by visiting https://www.ark.org/contractor/index.html and clicking the Start Here button.

B. Pursuant to Arkansas State Procurement Law, the Contractor shall:

1. Certify that they do not employ or contract with illegal immigrants and shall not employ or contract with illegal immigrants during the aggregate term of a contract (for services contracts, Arkansas Code Annotated § 19-11-105).

2. Certify that they are not engaged in and shall not, during the aggregate term of the resulting contract, engage in a boycott of Israel (Arkansas Code Annotated § 25-1-503).

https://www.ark.org/contractor/index.html

C. To comply with the provision of Act 954 of 1977, relating to unfair employment practices, the Contractor:

1. Shall not discriminate against any employee or applicant for employment because of race, sex, color, age, religion, handicap, or national origin.

2. In all solicitations or advertisements for employees, shall state that all qualified applicants shall receive consideration without regard to race, color, sex, age, religion, handicap, or national origin.

3. Furnish such relevant information and reports as requested by the Human Resources Commission for the purpose of determining compliance with the statute.

4. Failure of the Contractor to comply with the statute, the rules and regulations promulgated thereunder, and this nondiscrimination clause shall be deemed a breach of contract and it may be cancelled, terminated, or suspended in whole or in part.

5. Shall include the provisions of above items (1) through (4) in every subcontract so that such provisions shall be binding upon such subcontractor or Contractor.

D. Specifications, drawings, technical information, dies, cuts, negatives, positives, data, other such item furnished by the State to the Contractor, or a combination thereof hereunder or in contemplation hereof or developed by the Contractor for use hereunder shall:

1. Remain property of the State.

2. Be kept confidential as permitted or required by law.

3. Be used only as expressly authorized.

4. Be returned at the Contractor's expense to the F.O.B. destination point provided by the State, as requested by the State.

a. The Contractor shall properly identify items being returned.

E. The Contractor shall invoice the State as required by the Department and should not invoice the State in advance of delivery and acceptance of any goods or services (Arkansas Code Annotated § 19-4-1206).

1. The Contractor should invoice the agency by an itemized list of charges. The Department’s purchase order number and/or the contract number should be referenced on each invoice.

2. Payment will be made in accordance with applicable State of Arkansas accounting procedures upon acceptance of goods and services by the Department.

3. Payment will be made only after the Contractor has successfully satisfied the Department as to the reliability and effectiveness of the goods or services purchased as a whole.

F. The Contractor should be able to accept the State’s authorized VISA Procurement Card (p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the State when accepting the p-card as a form of payment.

G. Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if selected as the Contractor.

1. This RFP incorporates all terms of the Services Contract (SRV-1) Fillable Form (found here) and attached as a sample for your information only.

2. Prospective Contractor’s proposal may be rejected if a Prospective Contractor takes exception to any terms, conditions, or Requirements in this RFP.

1.9 TECHNOLOGY ACCESS

https://www.transform.ar.gov/wp-content/uploads/Services-Contract-SRV-1-Fillable-Form-V.3.6.27.22.pdf

A. When procuring a technology product or when soliciting the development of such a product, the State of Arkansas is required to comply with the provisions of Arkansas Code Annotated § 25-26-201 et seq., as amended by Act 308 of 2013, which expresses the policy of the State to provide individuals who are blind or visually impaired with access to information technology purchased in whole or in part with state funds. The Contractor expressly acknowledges and agrees that state funds may not be expended in connection with the purchase of information technology unless that technology meets the statutory Requirements found in 36 C.F.R. § 1194.21, as it existed on January 1, 2019 (software applications and operating ICSs) and 36 C.F.R. § 1194.22, as it existed on January 1, 2019 (web-based intranet and internet information and applications), in accordance with the State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.

B. Accordingly, the Contractor expressly represents and warrants to the State of Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template (VPAT) for 36 C.F.R. § 1194.21, as it existed on January 1, 2019 (software applications and operating ICSs) and 36 C.F.R. § 1194.22, that the technology provided to the State for purchase is capable, either by virtue of features included within the technology, or because it is readily adaptable by use with other technology, of:

1. Providing, to the extent required by Arkansas Code Annotated § 25-26-201 et seq., as amended by Act 308 of 2013, equivalent access for effective use by both visual and non-visual means.

2. Presenting information, including prompts used for interactive communications, in formats intended for non-visual use.

3. After being made accessible, integrating into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired.

4. Providing effective, interactive control and use of the technology, including without limitation the operating system, software applications, and format of the data presented is readily achievable by nonvisual means.

5. Being compatible with information technology used by other individuals with whom the blind or visually impaired individuals interact.

6. Integrating into networks used to share communications among employees, program participants, and the public.

7. Providing the capability of equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

C. State agencies cannot claim a product as a whole is not reasonably available because no product in the marketplace meets all the standards. Agencies must evaluate products to determine which product best meets the standards. If an agency purchases a product that does not best meet the standards, the agency must provide written documentation supporting the selection of a different product, including any required reasonable accommodations.

D. For purposes of this section, the phrase “equivalent access” means a substantially similar ability to communicate with, or make use of, the technology, either directly, by features incorporated within the technology, or by other reasonable means such as assistive devices or services which would constitute reasonable accommodations under the Americans with Disabilities Act or similar state and federal laws. Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands or other means of navigating graphical displays, and customizable display appearance. As provided in Arkansas Code Annotated § 25-26-201 et seq., as amended by Act 308 of 2013, if equivalent access is not reasonably available, then individuals who are blind or visually impaired shall be provided a reasonable accommodation as defined in 42 U.S.C.

§ 12111(9), as it existed on January 1, 2019.

E. If the information manipulated or presented by the product is inherently visual in nature, so that its meaning cannot be conveyed non-visually, these specifications do not prohibit the purchase or use of an information technology product that does not meet these standards.

F. The proposed commodities, services, or both must comply with the State’s shared Technical Architecture Program which is a set of policies and standards that can found here. Only those standards that are fully promulgated or have been approved by the Governor’s Office apply to the solution.

1.10 MINORITY AND WOMEN-OWNED BUSINESS

A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful permanent resident of this State who is:

• African American

• American Indian

• Asian American

• Hispanic American

• Pacific Islander American

• A Service-Disabled Veteran as designated by the United States Department of Veteran Affairs

B. A women-owned business is defined by Act 1080 of the 91st General Assembly Regular Session

2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of this State.

C. The Arkansas Economic Development Commission conducts a certification process for minority-owned and women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included on the Proposal Signature Page.

1.11 PROPRIETARY INFORMATION

A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas

Code Annotated § 25-19-101 et. seq.).

B. Submission documents pertaining to the Solicitation become the property of the State and are subject to the Arkansas Freedom of Information Act (FOIA).

C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed proposals, the State may maintain the confidentiality of certain types of information described in FOIA. Such information may include trade secrets and other information exempted from public disclosure pursuant to FOIA.

D. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate appropriate portions of a proposal as confidential by submitting a redacted copy of the proposal. By so redacting any information contained in the proposal, the Prospective Contractor warrants that, after having received such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good faith opinion that the portions redacted are not considered public records under

FOIA.

E. If a Prospective Contractor deems part of the information contained in a response not to be a public record, the Prospective Contractor should submit one (1) complete copy of the submission documents from which any proprietary or confidential information has been redacted in their proposal response. Except for the redacted information, the redacted copy must be identical to the original copy, reflecting the same pagination as the original and showing the space from which information was redacted.

F. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the electronic copy is protected against restoration of redacted data.

G. The redacted copy will be open to public inspection under the FOIA without further notice to the Prospective Contractor. If the State deems redacted information to be subject to a public record request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of the redacted record.

H. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor’s confidential or proprietary information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.

https://www.transform.ar.gov/information-systems/policies-standards/

SECTION 2 – REQUIREMENTS

2.1 BACKGROUND

The Arkansas Geographical Information Systems Office (AGISO) is seeking a Contractor to create a Tax Parcel Database for Fulton County Arkansas. AGISO and Fulton County have collected as much of the parcel mapping source information as feasible that will be necessary to begin the parcel mapping process with the goal of avoiding the delays normally required for the gathering of source data. All of the source data gathered is assembled and available to be viewed by Prospective Contractors via a dedicated File Transfer Protocol (FTP) site.

All Subdivision Plats available have been scanned and posted to the AGISO FTP site and all information provided by the county in Figure 1 is the best available at the time of issuance of this RFP. Necessary adjustments to these numbers may be made prior to the start of the Contract. Many of the records may not contain adequate information necessary to map the exempt parcel polygon.

AGISO anticipates the project taking approximately 18 months from contract start to completion. AGISO may extend the project timeline as necessary.

Figure 1:

*A short legal is defined as a legal description as found in the CAMA extract that are aliquot parts of the PLSS system that can be quickly and easily discerned down to 10 acres. This legal description is located in the Parcel_Lgl field, as found in the CAMA Extract.

1. Examples:

a. North Half of the Northwest Quarter of the Northwest Quarter

b. NE, NW

c. SE, NE, SW

2. Some short legals may be misleading, Fulton County CAMA Provider: Apprentice Information Systems

Subdivisions with CAMA System: 196 Total Parcels 34512 Total Parcels to be Mapped 34240 Approximate Number of Parcels that are 5, 10, 20, 40, 80, 120, 160, 240, 320 or 640 Acres

Parcel ID’s with a Short Legal* 15169 Parcel ID’s with Book/Page 32098 Parcel ID’s representing Lot/Blocks 19867

Parcels By Type Description Category Total Parcel Agricultural Improved AI 2889 Agricultural Vacant AV 7755 Commercial Improved CI 319 Commercial Vacant CV 66 Exempt Burial EB 51 Exempt Commercial EC 35 Exempt Government EG 415 Exempt Religious ER 71 Exempt School ES 30 Residential Improved RI 3782 Residential Vacant RV 18776

a. Example: NE of the SE but it is only 5 acres, in this Phase it would not be considered placeable, UNLESS the aerial imagery clearly shows visual evidence such as fence line, change in land use, or land cover that is in the NE of the SE and is 5 acres.

2.2 OBJECTIVE AND GOALS

A. The Department seeks to obtain a Tax Parcel Database for the Fulton County Assessor Office.

2.3 PROSPECTIVE CONTRACTOR MINIMUM QUALIFICATIONS

A. The Contractor shall have a minimum of five (5) years’ experience in reading and interpreting legal descriptions.

B. The Contractor shall have appropriate quantities and levels of software licenses pertaining to the production software needed to perform the work. The Contractor shall provide documentation showing valid proof of ownership upon request.

C. The Contractor shall have experience interpreting legal descriptions, plats, subdivisions, GLO information, and other documentation that describes land parcel boundaries.

D. The Contractor shall have three (3) years’ experience with ESRI ArcView, ArcEditor, and/ or ArcInfo Geographic Information Systems software, or a similar product.

E. The Contractor shall have five (5) years’ experience with Cadastral Mapping.

F. The Contractor shall have successfully completed (3) Cadastral Mapping projects of similar size and scope.

G. The Contractor shall have one (1) year minimum experience with Computer Aided Mass Appraisal Systems for the research and development of Cadastral Mapping.

H. The Contractor shall have experience researching and making the necessary editing and judgment calls to address the issues that arise from creating a County-wide parcel from multi-scaled, multiple accuracy and wide range of available source documents.

I. The Contractor shall have experience with the standardized PARCEL_ID numbering system and the relationship of the ID to both the spatial and database elements of the deliverable.

2.4 GENERAL REQUIREMENTS

A. The Contractor shall create a digital cadastral map for Fulton County, Arkansas B. The Contractor shall provide digital data in an ESRI Geodatabase format. The AGISO will provide a template of the ESRI Geodatabase; this format must be used for all deliveries.

C. The new digital parcel map must be created utilizing the best available data for said county, as provided through the AGISO.

D. The Contractor shall possess and demonstrate the ability to work closely with the County Assessor and staff in resolving mapping issues. Examples may include, but are not limited to:

1. Membership in or certifications from IAAO

2. Participation in GIS and CAMA working groups

E. The Contractor shall provide digital data in native coordinative system: Arkansas State Plane North NAD 1983: Fulton County

F. All source data will be provided to the Contractor at either the onset of the project or prior to Phase 2.

G. The Contractor shall not be required to complete any parcel polygons where sufficient source information has not been provided.

H. The Contractor shall use all means at their disposal to resolve any parcels that cannot be identified and mapped with the appropriate Parcel ID Number.

I. The Contractor shall provide a digital cadastral map that is a seamless polygon “layer”, covering the geographic extent of Arkansas State Plain North NAD 1983 (Fulton County.)

J. The Contractor shall maintain the requisite map topology. The AGISO reserves the right to deny all, or any portion, of parcel layer that does not meet these topology rules. Topology rules must include, but are not limited to:

Topology Rules

Cluster Tolerance of (1) Foot

Parcel polygons must not overlap

Parcel polygons must not have gaps

K. The Contractor shall provide a list of mapping software to be used in parcel conversion and to perform topological control processes for the project during the Discussions Phase.

L. The Contractor shall create all digital data within the specifications of the AGISO Cadastral Mapping Standard found at:

http://gis.arkansas.gov/docs/CAMP/20191122_Cadastral_Mapping_Standard_Revision_approved_O ct2019.pdf

M. The Contractor shall provide weekly backups of project related data to an off-site location, an on-site location and AGISO servers.

N. The Contractor shall follow the delivery schedule and procedures as specified in 2.5.I and J.

O. Deliveries that fall outside of the described schedule must be mutually agreed upon by both the AGISO and the Contractor prior to each phase of delivery.

P. The AGISO reserves the right to deny acceptance of all, or any portion, of new digital parcel map for failure to meet standards of the contract. Unacceptable deliveries must be returned to the Contractor. The Contractor shall be required to make AGISO directed corrections to the deliveries at the Contractor’s expense.

Q. The Contractor shall utilize standard property type codes as defined (See Figure One- Page 10).

2.5 DELIVERABLE REQUIREMENTS

A. The Contractor shall create parcel polygons and corresponding Parcel ID Number attributes.

B. The Contractor shall create Single and Multi-Part polygons representing a single Parcel ID.

C. The Contractor shall not create duplicate instances of the same Parcel ID.

1. Example of Multipart: A large tax parcel that has a unique Parcel ID that has a separate unique smaller parcel polygon contained within, frequently referred to as a “donut” polygon.

D. Multiple polygons representing a single Parcel ID (or duplicates) are not acceptable.

1. Example: Two polygons with the same parcel id

E. If a property is represented by two (2) or more Parcel ID’s, (Multiple owners, with a percentage (%) of interest) then the Parcel ID with the lowest number (Master Parcel ID) must be mapped as a polygon and any subsequent Parcel ID’s will be mapped as a point within said polygon (Referred to as Multiple Interest Properties).

F. Parcels polygons must be snapped to adjacent parcel polygons and topology rules must be followed.

G. The Contractor shall provide CAMA Extract per State Cadastral Standard:

1. Cadastral Standard Attributes (See attachment 1)

2. The CAMA extract (See attachment 1) will be required in .dbf format.(Required to perform Quality Control)

H. All ancillary data developed, produced, or used in the course of the project must be provided for inclusion in public resources, including but not limited to:

1. PLSS data with improved accuracy based on survey-grade GPS coordinates.

2. Georeferenced General Land Office (GLO) plats

3. Georeferenced scanned images such as scanned subdivisions, surveys, hand drawings, CADD Drawings, Public Land Survey System Control Coordinates, etc.

I. The Contractor shall deliver data according to the template provided in the FTP location as well as the CAMA Extracts used.

J. All digital data associated with parcel development must be delivered via FTP, USB hard drive or memory stick.

K. The Contractor shall be required to create a weekly backup of all data associated with Fulton County task order of the project for the duration of the project on-site, off-site, and on servers at the AGISO.

L. The backup must be part of the deliverable and must be restored in the event of a system failure of the Contractor equipment during the development of the data.

M. The data deliverable resulting from this agreement must be documented in accordance with Federal Geographic Data Committee Content Standard for Digital Geospatial Metadata Version 2 (FGDC- STD-001-1998). A distinct metadata record must be delivered for Fulton County.

N. County data that will aid bidders in determining the amount and details surrounding the work required can be found at ftp://fc_upload:Fc_Upload!@ftp.geostor.arkansas.gov/.

O. Upon completion of the final phase all deliverables must become the property of Fulton County.

P. Any deviation in the deliverable itself or the delivery schedule must receive prior approval from AGISO. Such deviations will be reviewed on a case-by-case basis.

Q. The AGISO (AGISO) will perform quality control multiple times to ensure accurate topology as well as adherence to the Arkansas Cadastral Mapping Standard.

R. The AGISO reserves the right to deny acceptance of all, or any portion of, any parcel geodatabase that does not meet previously mentioned topology and Arkansas Cadastral Mapping Standard compliance.

2.6 PILOT PROJECT REQUIREMENTS

A. The Pilot Project must consist of all parcel polygons that can be mapped and attributed using the source information provided at the onset of the project for Section 23, Township 20 North, Range 8 West. This area contains both urban and rural parcels in and around the City of Salem.

B. Any work completed in the pilot project section must be delivered no later than two weeks from the Contract start date.

C. At the conclusion of the Pilot Project phase, the AGISO will immediately evaluate the result with quality control testing and provide feedback to the Contractor no later than five (5) working days from receipt of the pilot data.

D. Within two weeks of successful completion of the pilot project, the Contractor shall develop and provide a proposed township/range delivery order beginning with the township/range specified in “Phase 1”.

https://gcc02.safelinks.protection.outlook.com/?url=ftp%3A%2F%2Ffc_upload%3AFc_Upload!%40ftp.geostor.arkansas.gov%2F&data=05%7C01%7CMaria.Owen%40arkansas.gov%7C6945a1d4b9ac4d3c986808db9cf34cd1%7C5ec1d8f0cb624000b3278e63b0547048%7C0%7C0%7C638276340995808571%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=HgpHr3tqeIz6OfKwiMjmi%2BC7yNINcoyM1Z791G7iVOk%3D&reserved=0

2.7 PHASE 1 REQUIREMENTS

A. Phase 1 must begin upon successful completion of the pilot project.

B. Phase 1 must consist of all parcel polygons that can be placed and attributed using the source information provided at the onset of the project. This must include but is not limited to:

1. The CAMA Extract: A DBF File containing the cadastral standard database. This table functions as a master “to do” list. See Attachment 1which illustrates the database structure of the CAMA extract.

2. Any hand drawn maps, scanned and posted to the AGISO FTP Site.

3. Any Subdivision plats, scanned and posted to the AGISO FTP Site.

4. Any deeds representing parcels in lots where the information contained in the CAMA Extract is clearly insufficient.

C. Phase 1 must include all parcel polygons that can be placed and attributed, using the parcel ID and/or a georeferenced scan. This could include but is not limited to:

1. Plats

2. Original Maps of a city

3. Hand Drawn Deeds from the Assessor’s Office

D. All parcels must coincide with visual evidence, i.e. the aerial imagery.

E. If visual evidence such as fence line, change in land use, or land cover is clearly seen, but it is slightly off from the section line represented in the PLSS data, the parcel must be placed to the visual evidence such as fence line, change in land use, or land cover.

F. Any exceptions must be noted and recorded per a method mutually agreed upon by the AGISO and the contractor.

G. As Each Township/Range has been completed, the digital parcel polygons, attributed with the parcel id, must be delivered to the AGISO.

H. Each Township/Range must be delivered within its own unique Feature Class and evaluated independently of neighboring Township/Ranges at this time.

I. The Contractor shall provide a list of unplaced parcels that includes the Parcel ID of the unplaced parcel. This list will establish the list of deeds that will be required to be located and copied by the County Assessor Office to aid in Phase 2. The list must include but is not limited to parcels with:

1. Short legals that cannot be placed based on the data in the CAMA extract field Parcel_Lgl

2. Parcels that are too small and thus will require a deed.

3. Parcels that call subdivision lot/block information and require some other information other than the plats and deeds provided.

4. Any other parcel that cannot be placed for any reason.

J. As each Township/Range is completed, the data must be delivered to the AGISO for Quality Control Checks. (See Section on Quality Control)

K. At this time, any deeds requested that can be acquired to aid in Phase 2 must be collected by the staff of the Fulton County Assessor Office and delivered to AGISO, who will then deliver to the Contractor.

L. The Contractor is encouraged to work on multiple Township/Range areas at once. More than one may be delivered at one time. In addition, Phase 2 may be started on any area that has been through the Phase 1 Process.

2.8 PHASE 2 REQUIREMENTS

A. Phase 2 must consist of all remaining parcel polygons that necessitate utilizing the deeds requested at the end of Phase 1.

B. The Contractor shall not be responsible for deed acquisition nor mapping any parcel polygons where source documentation cannot be obtained.

C. All parcels must coincide with visual evidence, i.e. the aerial imagery.

D. If visual evidence such as fence line, change in land use, or land cover is clearly seen, but it is slightly off from the section line represented in the PLSS data, the parcel must be placed to the visual evidence such as fence line, change in land use, or land cover.

E. Any exceptions must be noted and recorded per method mutually agreed upon by the AGISO and the contractor.

F. As each Township/Range has been completed, the digital parcel polygons, attributed with the parcel id, must be delivered to the AGISO.

G. Each Township/Range must be delivered in its own unique Feature Class and evaluated independently of neighboring Township/Ranges at this time.

H. A list of unplaced parcels with a description as to why the parcel could not be placed must be provided to the AGISO for comparison.

I. The original CAMA extract used to create the parcel polygons must be delivered to allow the AGISO to run necessary Quality Control Checks.

J. Unplaced parcels must not be accepted without valid documentation. Necessary documentation must be addressed on a case-by-case basis and be mutually agreed upon by AGISO and the Contractor.

K. The original CAMA extract used to create this Phase of the project must also be provided to the

AGISO.

2.9 PHASE 3 REQUIREMENTS

A. Phase 3 must begin once all the data has been through Phase 1 and Phase 2, and any corrections have been made and accepted.

B. All individual Feature Classes containing each unique Township/Range must be combined, by the Contractor, into a single Feature Class representing the entire county’s parcel data.

C. At this time, the data must be delivered to the AGISO, and the QC process must be conducted again to ensure the data is topologically correct to itself.

2.10 QUALITY CONTROL AND CHECK PROCESSES

A. The Contractor shall perform these checks after each phase.

1. The CAMA Extract will be compared with the placed parcels.

2. Any parcel polygons that do not have a matching CAMA record are an error.

3. A table, in .dbf format, with the unplaced Parcel ID and the reason it was not placed is considered documentation. Coding may be used as agreed upon.

B. A Using Topology tools, the Contractor shall determine Gaps and Overlaps by setting a one (1) foot Cluster tolerance.

1. Anything under the One (1) foot tolerance will be deemed an error.

2. At Phase 1 and Phase 2, documentation for any parcels under one (1) foot must be provided in .dbf format.

3. Gaps will be expected at Phase 1 but must not be present in Phase 2.

4. Acceptable gaps include, but are not limited to:

a. County Boundary

b. Right-of-ways

c. Streams

d. Rivers

5. Overlaps must not be present under any circumstances.

C. The Original CAMA Extract used to create the parcel polygons must be delivered as well to allow the AGISO to run necessary Quality Control Checks.

D. Deeded acres must be checked to the CAMA acres using the percent variance below:

Acreage Range Value in CAMA

Percentage of Error Allowed in GIS Calculated Acreage

5.00 – 8.00 15% +/-

8.01 - 10.00 10%+/- 10.01- 20.00 8%+/- 20.01-30.00 6%+/- 30.01-40.00 5%+/-

40.01 and greater 4%+/-

Note: Exceptions to the above acreage ranges will be accepted with sufficient documentation through the use of coding or another method mutually agreed upon between the AGISO and the Contractor.

E. After the AGISO has done preliminary Quality Control checks, the report will be delivered to the Contractor within 30 days of receipt.

F. Any errors must be corrected and then delivered back to the AGISO for Final Phase Check QC within 30 days of receipt.

G. After Final Phase Check QC errors are corrected, the data must then be delivered to the AGISO.

2.11 PERFORMANCE STANDARDS

A. State law requires that qualifying contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services. In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

SECTION 3 – SELECTION

3.1 SELECTION PROCESS

A. TSS OSP will review each Technical Proposal Packet to verify Submission Requirements have been met. Technical Proposal Packets that do not meet Submission Requirements will be rejected and will not be evaluated.

1. The State may conduct cost checks based on the cost submitted by each Prospective Contractor on the completed Pricing Response.

a. Prospective Contractors submitting Responsive Proposals with a proposed cost that falls twenty-five percent (25%) or more from the average submitted cost may be asked to justify their submitted cost.

b. Should TSS OSP request clarification and/or additional information regarding cost, Prospective Contractors shall provide clarification and/or additional information as specified by the request.

B. A Department-appointed Evaluation Committee will evaluate and score qualifying Technical Proposals. Evaluation will be based on Prospective Contractor’s response to the Information for Evaluation section included in the Technical Proposal Packet.

1. Members of the Evaluation Committee (Evaluators) will individually review and evaluate proposals and complete an Individual Score Worksheet for each proposal. Individual scoring for each Evaluation Criteria will be based on the scoring description in Table B: Scoring Table.

TABLE B: SCORING TABLE

SCORE DESCRIPTION

10 The response provides metrics clearly establishing that the Prospective Contractor is reliable and capable of fully performing the required services.

The response provides metrics suggesting that the Prospective Contractor’s level of performance may be acceptable, but it does not clearly establish that the Prospective Contractor is reliable and capable of fully performing the required services.

0 The response provides metrics clearly establishing that the Prospective Contractor is unreliable and incapable of fully performing the required services.

2. After initial individual evaluations are complete, the Evaluators will meet to discuss their individual scores. At the initial consensus meeting, each Evaluator will be afforded an opportunity to discuss his or her score for each evaluation criteria.

3. After Evaluators have had an opportunity to discuss their individual scores with the committee, the Evaluators will be given the opportunity to change their initial individual scores, if they feel that is appropriate.

4. The final individual scores of the Evaluators will be recorded on the Pre-Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

5. Other agencies, consultants, and experts may also examine documents at the discretion of the Department.

C. Prospective Contractors submitting Responsive Proposals will be contacted by TSS OSP to schedule an interview.

1. Prospective Contractors shall attend the interview as scheduled by TSS OSP.

2. Evaluators will complete an Individual Score Worksheet for each interview. Evaluation will be based on Prospective Contractor’s responses to questions presented during the interview Individual scoring for each interview will be based on the Scoring Descriptions in 3.1.B.1.

3. During a final consensus meeting, after all interviews are complete, Evaluators will have the opportunity to discuss the interviews and change their individual interview scores on the Post- Interview Consensus Score Sheet, if they feel that is appropriate.

4. The final individual scores of the Evaluators will be recorded on the Post-Interview Consensus Score Sheets and averaged to determine the group or consensus score and rank for each proposal.

D. During the final consensus meeting, cost information will be provided to the Evaluators to allow them to determine if moving forward with the highest-ranking Prospective Contractor is the most advantageous to the State.

E. Should the State request clarification and/or additional information Prospective Contractors’ responses, Prospective Contractors shall provide clarification and/or additional information as specified by the State.

F. TSS OSP will submit responses and pricing received from the interviewed Perspective Contractors, along with the Evaluation Committee’s recommendation to the Department for review and approval to move into Discussions.

3.2 TECHNICAL PROPOSAL SCORE

A. The Information for Evaluation section has been divided into sub-sections.

1. Each sub-section has been assigned a maximum point value of ten (10) points. The total point value for each sub-section is reflected in the table below as the Maximum Raw Points Possible.

2. The Department has assigned Weighted Percentages to each sub-section according to its significance.

INFORMATION FOR EVALUATION

SUB-SECTIONS

MAXIMUM

RAW

POINTS

POSSIBLE

SUB-SECTION’S

WEIGHTED

PERCENTAGE

* MAXIMUM

WEIGHTED

SCORE

POSSIBLE

Experience 10 35% 245 Solution 10 30% 210 Risk 10 5% 35 Interview 10 30% 210

Total Technical Score 40 100% 700 *Sub-Section’s Percentage Weight x Total Technical Maximum Weighted Score = Maximum Weighted Score Possible for the sub-section.

B. The proposal’s weighted score for each sub-section will be determined using the following formula:

(A/B)*C =D

A = Actual Raw Points received for sub-section in evaluation B = Maximum Raw Points possible for sub-section C = Maximum Weighted Score possible for sub-section D = Weighted Score received for sub-section

C. The proposal’s weighted scores for sub-sections will be added to determine the Total Technical Score for the proposal.

D. Proposals that do not receive a minimum Total Technical Score of 300 will not be subject to further consideration in the Solicitation process.