TSSW_BPM000388_Response_FinalAll.pdf

January 22, 2019

Geographic Information Solutions… Supporting Better Decisions - for Today and Tomorrow.

2761 N. Country Club Rd, Suite 202

Tucson, Arizona 85716

520.322.0334 www.terrasw.com

Table of Contents (6.1)

Proposal Order Number

Section Number and Description Page No.

6.2 5.3.2 - Experience and Expertise 1

5.3.2.1 - Executive Summary 1

5.3.2.2 - Description of Experience 3

5.3.2.3 - Key Personnel 8

Resumes 11

6.3 5.3.3 - Method of Approach (5.3.3, including subsections); 21

5.3.3.1 - How we will create, update modify maps 21

Daily Mapping 21

As Needed Mapping 22

5.3.3.2 - Licenses and Software 23

ESRI software products 23

G Suite; 23

Google Maps; 23

Microsoft Office; 23

County Assessors websites; etc 23

5.2.3.3 - Methodology for 100% Accuracy 23

6.4 5.3.4 - Attachments A, B, C, D and E, Section 5.3.4 24

5.3.4.1 - Attachment A: Offer and Acceptance

5.3.4.2 - Attachment B: Designation of Confidential, Trade Secret & Proprietary Information

5.3.4.3 - Attachment C, Notices, Correspondence, Reports and Payments

5.3.4.4 - Attachment D, Participation If Boycott of Israel

5.3.4.5 - Attachment E, References

6.5 5.3.5 - Cost 24

6.6 5.3.6 - Acknowledgement of Solicitation Amendment 25

Conclusion: The TSSW Experience 25

ARIZONA DEPARTMENT OF HEALTH SERVICES

Request for Proposal No. BPM000388

Medical Marijuana GIS Mapping Services

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ARIZONA DEPARTMENT

OF HEALTH SERVICES

5.3.2 EXPERIENCE AND EXPERTISE

TerraSystems Southwest, Inc. (hereinafter, “TSSW”) is pleased to respond to the “REQUEST FOR

PROPOSAL No. BPM000388, Medical Marijuana GIS Mapping Services” issued by the Arizona

Department of Health Services (hereinafter, “AZDHS”). TSSW has a proven track record in providing the both the daily and as-needed mapping services described in this RFP, having provided these same services to AZDHS since April 2016. We are proud of the feedback communicated from AZDHS staff which has consistently been very complimentary on our innovative approaches, knowledge of the statewide data and accuracy of our methodology, timely service, and most importantly, immediate response to unexpected needs.

5.3.2.1 Executive Summary

TSSW has been a successful Arizona GIS consultancy for more than 20 years. We are a certified small business which was incorporated in 1998. Our mission at TSSW is to assist organizations, both public and private sector, efficiently acquire and successfully apply GIS technology to enhance planning and decision-making processes. TSSW is nationally recognized for our innovative use of technology, analytical methodologies and sharp attention to detail resulting in exceptional products and accomplished goals for our clients. TSSW has also been an Esri Business Partner for 20 years. Esri is considered an industry leader in GIS software, and is the GIS platform of choice for most state and local jurisdictions including AZDHS.

Where and who we are… Our primary office is located in Tucson, Arizona, with a satellite office in Houston, Texas. We currently have eight full time and five part time employees. Our staff consists of the following:

Table 1: TSSW Staff

GIS Managers

(Principals Howard Ward and Cheryl Thurman –Certified GIS Professionals GISP)

Senior Analyst/GIS Managers/Programmers 2

GIS Analysts 3

GIS Technicians 6

TOTAL NUMBER OF STAFF: 13

Our team of professionals has a wide range of experience, with several decades of combined GIS technical and managerial experience just between the company’s two Principals, Howard Ward and

Cheryl Thurman. Both have been Certified GIS Professionals (GISP) since the inception of the GIS

Certification Institute (GISCI - https://www.gisci.org/Home.aspx ) program in 2009. We have several staff currently pursuing their GISP certification as well. In addition, our capable and talented team brings a wide variety of valuable, supplemental expertise to their GIS backgrounds in such fields as land use planning, hydrology, legal research, and scientific and statistical analysis.

What we specialize in… TSSW offers a full spectrum of GIS-related services including strategic planning, system design and installation, data creation and conversion, spatial analyses, application development, decision support https://www.gisci.org/Home.aspx

TERRASYSTEMS SOUTHWEST, INC. RFP No. BPM000388 Medical Marijuana GIS Mapping Services P a g e | 2 tools, as well as on-call technical support and customized training. We do not do engineering, planning or landscape architecture – all we do all day, every day, is GIS. Howard and Cheryl recognized early on in their GIS careers, that although many firms can offer GIS services, to truly be experts in this fast-paced information technology field – you have to dedicate yourself to this technology. That is exactly why we formed TSSW and made it our mission to provide top quality customer support and the best application of this technology possible to suit the needs of our clients. TSSW has been nationally recognized for our work through the National Hammer Award for Innovative Use of Technology. An even more more important recognition is our long-standing repeat clientele.

One area of specialty that we have focused on since 2010 involves the creation of specialized address locators for use in address-related projects, as well as the design and implementation of multifaceted

Quality Assurance programs for related project specific needs. It is this particular area of expertise that will continue to benefit AZDHS for the Medical Marijuana GIS Mapping Services, as well as other State agencies through shared business needs opportunities arising from GIS address management.

TSSW has a long history of successful projects related to geocodable street networks, address points and Assessor parcel boundaries. Since 2012 as part of our work with the State of Arizona 9-1-1 Program

Office, we have created various statewide GIS datasets through data collected from each of the 15

Arizona counties and sixteen 9-1-1 Systems. This includes street networks, address points, parcel bases among others, which we then append - using a documented workflow process created through stakeholder input - into statewide datasets. We specialize in the design and implementation of multifaceted Quality Assurance programs which are critical to meet the project specific needs and expectations of our clients. The resulting statewide databases then become the core of our Arizona

Address Ecosystem methodology, forming the basis of our custom address locators and related workflows

TSSW has a proven history of meeting challenging and unique project demands, enhanced through trusted relationships built with our clients and state/local jurisdictional GIS data resources over the past

30 years. TSSW staff continues our 30 yr + involvement with the Arizona Geographic Information Council

(AGIC), the geospatial coordination body for the State of Arizona. Mr. Ward was the Private Sector

Representative to the AGIC Council (Governor appointed) for 5 years, and is currently the co-chair of the

Data Committee, and a member of the 9-1-1 subcommittee. Ms. Thurman is currently the co-chair of the

Outreach Committee, a long-standing member of the Conference Committee and co-chair for the Maps and Apps contest at the annual AGIC Symposium. Our commitment to the State and the geospatial community in Arizona has been a constant source of pride at TSSW for decades.

Our goal is… surpassed service & expertise to support AZDHS needs – now and into the future TSSW’s extensive knowledge related to the most current and available statewide street networks and address databases which are available through collaborative agreements with other State departments is invaluable to AZDHS for this project. Our expertise, gathered from years of working with local street networks, Assessor parcels and address databases from all 15 Arizona counties, is unsurpassed in depth and completeness. We understand the complexities and areas of inadequacies that exist in the local and statewide data. We will continue to leverage this knowledge to create the most current and locally accurate address locators for use by AZDHS as we have for the past three years, thus producing highly accurate mapped locations of AZDHS data in the most cost-effective manner possible – through the leveraging of data and resources from other State departments and agencies.

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5.3.2.2 Description of Experience

Table 2 provides a list of some of the clients and projects relevant to this RFP for which we have provided GIS mapping services over the past five years. More detailed project descriptions of each follow the table.

Table 2 - TSSW Recent Client/Project List

Client Project Name Service provided

Arizona Department of Health Services

Medical Marijuana Mapping Program (2016 – Present)

Daily patient, caregiver and cultivation application mapping As-needed Dispensary application mapping and analysis.

Arizona Department of Health Services

Vital Statistics Mapping (2018 – Present)

Geocoded 150,000 birth and death addresses for use in further analysis by

AZDHS.

Arizona Department of Administration, E9-1-1 Program Office

NG9-1-1 Data Improvement Project (2014 – Present)

Collect process and update GIS address points, road networks and emergency service boundaries.

Arizona Department of Administration, E9-1-1 Program Office

Map Development and Enhancement Project (2012-2014)

Provided quality assurance services for State contactors creating geocodable road networks for three Arizona 9-1-1 Systems.

Data Site Consortium/Arizona State Cartographer’s Office

Arizona Broadband Mapping Program (2010 – 2015)

GIS database design, conversion and analysis support for all participating broadband service provider information across the State of Arizona.

Arizona State Land Department

ASLD Right-of-Way Mapping Project (2016 – Present)

Complex data conversion effort for 24,000+ historic (1890s - to current) ROWs. Legal descriptions are mapped using a variety of geospatial mapping techniques.

State of Arizona – Arizona Department of Health Services (AZDHS) Medical Marijuana Mapping Program (April 2016 – Present)

Since April of 2016, TSSW has provided GIS mapping services to several organizational units within

AZDHS. This work includes daily application mapping, as-needed analysis of dispensary applications, on-demand production of hearing maps, update of active Dispensary location database, and monthly mapping and analysis of active Qualified Patients, active Caregivers and active Dispensary Agents.

Note: all of the tasks described in this section have benefited from our work helping the Arizona

Geographic Information Council (AGIC) and the Arizona 9-1-1 Program Office develop and implement concept of an “Arizona Address Ecosystem”. The ecosystem is a complex web of data, standards, software and relationships which foster the creation, maintenance and availability of statewide address data critical to the various AZDHS mapping tasks. TSSW’s participation in this process is facilitated by the experience and trusted relationships we have developed with various agencies and contractors over the past 30 years in the Arizona GIS community.

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Below is a diagram created to represent the synergistic approach of the Arizona Address Ecosystem Concept, developed in collaboration with the State Land Department and the 9-1-1 Program office, together with local stakeholders statewide.

Figure 1 - Arizona Address Ecosystem

Here are details on each of the specific AZDHS Medical Marijuana Mapping (AZDHS MM) tasks which we currently perform:

• Daily Mapping of Medical Marijuana Applications – each business day we receive, on average, 5-

10 Medical Marijuana application addresses from AZDHS that require our GIS expertise to map correctly. We acquire and apply the best available GIS address points, road networks, Assessor parcel boundaries, PLSS (township, range section) boundaries, mileposts, tribal websites, applicant landmark descriptions, Google Maps and commercial address locators to accomplish this mapping task. We produce individual PDF format maps for each application which are sent back to AZDHS in time to meet their statutory deadlines, usually within a couple hours of receiving the application address. At the beginning of the process, we refined the original AZDHS mapping template to better meet their needs. Over the past two years, we have worked with AZDHS to improve our communication among staff involved in application processing. We have cross-trained several TSSW staff members to ensure reliable task coverage. In addition, we have automated a significant portion of the GIS mapping process enabling us to consistently meet or exceed the AZDHS-specified, 2-hour turn-around requirement for applications nearing the statutory deadline. This automation also provides a consistent, standardized and high-quality end-product. We also maintain a database of all the applications mapped by TSSW and utilize it in the development/refinement of our methodology and in our tracking of any enhancements made in the mapping accuracy over time.

• As Needed Mapping of Dispensary Applications – in 2016, TSSW performed an “As-Needed” analysis for AZDHS for 750 Dispensary applications. TSSW researched and developed the procedures required to map a ten-mile buffer around each proposed dispensary location; count the number of QP’s within the buffer; adjust the QP count downward to accommodate those QP’s shared by other dispensaries’ 10-mile buffer (both new application and existing dispensaries); proportionately allocate the QP count among overlapping dispensary areas; create maps with the statistics on the number of QP’s, buffer-adjusted QP’s and the CHAA zone in which the applicant address fell printed on each map; exported over 700 individual maps of valid applicants to PDF and sent them to AZDHS.

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During the course of this task, TSSW worked closely with AZDHS staff to evaluate the content of their databases; make adjustments to the fields and types of records included in them; run several geocoding cycles to test the various database options; and develop a successful approach to what defines a %100% geocode. This work was done under a very tight deadline and was completed successfully with the geocoding, mapping and uploading of well over 700 valid dispensary applications.

• On Demand Production of Hearing Maps Locations - Hearing map requests are always unique and TSSW responds to these requests typically within a couple hours. Hearing maps are often produced in the same format utilizing the same techniques as daily applications, with some exceptions requiring custom mapping such as a distance from a school to a residence. TSSW has also modified all the script-based automation tools to work for the hearing map process, excluding any custom maps that require a specific set of tools and processes not used in a routine fashion. The same accuracy standards are adhered to for the hearing maps as are required in the daily application mapping.

• Mapping of Dispensary Locations and Updates to Active Dispensary Database – TSSW provides AZDHS with coordinate maps for any requested dispensary applications. These are typically addresses for dispensaries that have entered the permitting process or for currently operating dispensaries that are moving from one location to another. We track all the requests we’ve received in a database with location and status information. We also receive notification of any changes to the active dispensary list which we utilize in both daily application mapping and hearing maps. These dispensary status updates come to us through two different means, as email notifications, and as a monthly report which we use to double check our active dispensary list against every month. After receiving a notification, we update our database within the GIS. We also track all these changes over time. Previously as a part of the dispensary mapping, we’ve provided AZDHS with a map that determines how many qualified patients live in the radius of 10 air miles of a given dispensary.

• Monthly Mapping and Analysis of active QP, Dispensary and Caregiver applications – at the beginning of each month we receive from AZDHS address databases for active Qualified Patients, Dispensary Agents and Caregivers. We use a process we have automated that runs the data through eight different address locators, six of which are built in-house, from most current County (9-

1-1) data and two locators from the Esri StreetMap Premium product. All the locators are set to a

100% match requirement. We run these in a priority-order based on the comprehensiveness and trustworthiness of the data that was used to build the locators and how accurately they would place the point (i.e. address points have a higher priority than mapping along a street range). After locating as many addresses as we can with this automated process, we utilize both a Google geolocator and a variety of other datasets, including but not limited to, county parcel base, Assessors’ websites, PLSS information and Census Designated Places and City Centroids to locate all the remaining addresses in a way that at minimum puts them in the correct county. We then overlay the GIS layer for Arizona Counties and provide a detailed report to AZDHS about per county counts and counts by locator used.

All this work is performed within eight business days of receiving the data from AZDHS. Over the past two years, we have consistently met or exceeded this deadline. We have worked with AZDHS over the past two years to evaluate and modify the content of the files they produce each month to make mapping more efficient. We have documented procedures and cross-trained staff to ensure proper coverage of this task. We have automated portions of the workflow to speed turn-around and

TERRASYSTEMS SOUTHWEST, INC. RFP No. BPM000388 Medical Marijuana GIS Mapping Services P a g e | 6 improve accuracy. This automation includes transformation of incoming data to a standard schema and automated geolocating against eight internal address locators and one commercial locator. The first few monthly mapping efforts prior to automation would take 4-6 days of effort; current time to complete averages 2 days.

State of Arizona – Arizona Department of Health Services (AZDHS)

Vital Statistics Mapping (2018 to present)

In June-July 2018 we performed a pilot project to help AZDHS produce their Vital Statistic Maps. Over

65,000 birth addresses and 60,000 death addresses were geocoded and returned to AZDHS for their use. TSSW worked closely with AZDHS staff to evaluate the content of the Vital Statistic databases;

make adjustments to the fields and types of records included in them; run several geocoding cycles to test the various database options. This work was done under a very tight deadline and was completed successfully with the geocoding, and analysis of all Vital Statistic records.

State of Arizona - Arizona Department of Administration, E-911 Program Office

Address Data Improvement Projects (2014 – Present)

Since November 2014, TSSW has provided project management and technical assistance to the State 9-

1-1 Program Office in their efforts to create a NextGen 9-1-1 compliant statewide address database. We have also developed the software tools and workflows necessary to support its adoption and maintenance by local data providers. From 2015-2017, we collected, evaluated and provided feedback to each of the sixteen 9-1-1 Systems across the State on the ability of their GIS data to meet the coming

NG9-1-1 data standards. From 2015 through 2018, TSSW guided the development of web-based tools that foster 9-1-1 address data quality and sharing. This effort included EMAP, a web application which allows community-wide participation in reviewing address point locations and their attributes and AZGIV also a web-based tool allowing 9-1-1 systems across the State to upload, evaluate and submit their NG9-

1-1address and emergency service boundary datasets for statewide appending. Based in part on TSSW’s participation, the frequency of statewide data appends has increased and the quality, as measured by testing of the GIS layers against 9-1-1 address databases, has improved significantly. In 2016, Arizona was selected as one of the pilot project states by the USDOT for the National Address Database program based on our successful history of processing locally sourced data into statewide datasets.

We continue today, on a second round of address point updates in four 9-1-1 Systems, this time performing the data updates for local data provider review. We continue to collaborate with the State 9-1-

1 Program Office and local 9-1-1 Systems on the best approaches to collecting, evaluating and fixing errors in the datasets. This approach includes detailed documentation of the date and type of data collected, the results of evaluation tests, and procedures used to fix or flag any errors, or potential errors found.

State of Arizona - Arizona Department of Administration, E9-1-1 Program Office

Map Development and Enhancement project (2012 – 2014)

From 2012 through 2014, TSSW provided quality assurance services to the State 9-1-1 Program Office for State contactors creating geocodable road networks, emergency service boundary updates and data maintenance workflows for three of Arizona’s sixteen 9-1-1 Systems. An important part of this effort included identifying and correcting GIS errors with aforementioned 9-1-1 GIS data layers to ensure

TERRASYSTEMS SOUTHWEST, INC. RFP No. BPM000388 Medical Marijuana GIS Mapping Services P a g e | 7 conformance with the Attribute Accuracy Requirements section of the Arizona 9-1-1 GIS Standards.

TSSW worked with the E9-1-1 Program Office to develop and implement a set of complex quality-assurance procedures for work completed by the selected Contractor(s) for the street network development. Finally, TSSW developed programs and procedures for assembly of statewide geocodable street networks based on county-level 9-1-1 road networks. These networks became the first locally-sourced, statewide road networks created in the State.

Data Site Consortium/Arizona State Cartographer’s Office

Arizona Broadband Mapping Program

From 2010 through 2014, as a subcontractor to Data Site Consortium, TSSW provided GIS database design and conversion support for the State of Arizona as they participated in the very first nationwide effort to map broadband availability and speed across the nation. We performed a variety of complex database design and processing tasks requiring extensive coordination with Data Site, State GIS staff and technical staff from the National States Geographic Information Council (NSGIC) and the National

Telecommunications Information Administration (NTIA). We collaborated with these groups to refine the initial NSGIC geodatabase model to be compatible with Congressional requirements for the submittal of broadband information. We developed, tested, and refined a very detailed workflow to process data coming from scores of different broadband providers into a standardized series of tables and geodatabase feature classes. This work is documented in a series of working papers, checklists and applications that ensure repeatability. Millions of records of raw data were processed, and almost 500,000 features submitted to the NTIA bi-annually. The database design, tracking mechanism, documentation and related analyses developed for the project were acknowledged early on by the Geospatial

Information Officer (GIO) of the Federal Communications Commission as an important contribution to the development and maintenance of the National Broadband Map; and our analytical approach was noted by the GIO as a technique that the National Broadband Mapping unit and other states could learn from.

He further commented that our novel insightful approach, together will our long history of GIS expertise, has resulted in exceptional data. TSSW team also provided post-submittal analysis and mapping products to the Arizona Broadband Mapping team, including mapping maximum download speed and number of providers across the State and across both rural and urban geographies.

Arizona State Land Department

Right-of-Way Data Conversion Project

Starting with a small pilot project in 2016, TSSW has embarked on this complex data conversion effort of

24,000+ historic and current ROW records. ROW legal descriptions are researched through the State’s document archive system and interpreted for data conversion purposes. Each ROW is then mapped using a variety of geospatial mapping techniques including COGO, buffering, georeferencing of electronic maps, or direct digitizing using location descriptions and imagery. Innovative procedures, workflows and quality assurance techniques have been developed to speed data conversion while maintaining a necessary high level of accuracy. To date, TSSW has converted over 18,000 ROW records, with 3,200 records remaining (ASLD had started data conversion, completing over 3,000 records internally).

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5.3.2.3 Key Personnel – Resumes and Curriculum vitae

Table 2 lists the roles each staff person will be assigned should TSSW be selected as the consultant for this project. A brief summary of their experience related directly to AZDHS needs in included in the table, with more detailed descriptions of their experience in the resumes that follow.

Table 3 - Key Personnel

Staff Person Role

Hours per

Week

Howard Ward

(GIS Manager)

Note: Howard will be the backup project contact to Jatta Sheehy

Role: Project Administration, As Needed Analysis, Technical Backup

Howard will work with the Project Coordinator to monitor work progress and quality and discuss any schedule adjustments needed.

He will provide project cost tracking and invoicing and be a backup for daily mapping and as-needed analysis. He will also be the primary contact for scoping any new work not anticipated by this RFP, but deemed necessary by AZDHS.

AZDHS Task-Related Experience:

Howard has 30 years of complex GIS project management and hands-on technical experience, including communication and coordination with clients, development of GIS procedures, and programming to automate GIS processes. Howard has been closely involved in

AZDHS work, having developed the initial procedures and automation scripts for daily and monthly mapping, performed the daily mapping tasks and cross-trained staff. He also designed and implemented the first As-Needed Analysis of dispensaries for AZDHS back in 2016.

1-3

Cheryl Thurman

(GIS Manager)

Role: Project Administration (backup)

Backup Project Manager

Cheryl has 20 years of complex GIS project management and hands-on technical experience, including communication and coordination with clients, development of GIS procedures. She has participated in meetings and tracked progress on the AZDHS project since its inception, and is cross trained in all mapping methodologies.

As needed

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Hours per

Week

Jatta Sheehy

(Sr. GIS Analyst)

Note: Jatta will be the designated project contact.

Role: Project Technical Coordinator, As-Needed Analysis

Monitor quality of data and adjust daily mapping procedures as needed. Communicate with clients. Serve as backup for daily mapping and monthly reporting tasks as needed. Jatta will also be the lead analyst in any As-Needed Analysis of dispensaries.

Jatta has five years of progressively responsible GIS experience with

TSSW, including technical lead for the AZDHS Medical Marijuana

Project. In that role, Jatta has developed, updated and maintained project procedures, trained staff, monitored data and mapping product quality, and coordinated with TSSW developer to automate various portions of the process. Jatta has been trained and involved in all the various AZDHS tasks in which TSSW engages, including dialing mapping, hearing and dispensary mapping and monthly reports.

2-4

Alex Smith

(Sr. GIS Analyst)

Role: Process Automation, Technical Backup

Maintain existing automation applications. Improve or add new applications. Serve as backup for daily mapping task.

Alex developed and tested complex ArcPy and Python scripts to automate daily, time-critical mapping workflows for AZDHS MM mapping, radically speeding up the map creation process. In addition, Alex performed daily mapping for several months and will step in from time to time as need warrants.

As needed

Jonathan Mather

(GIS Analyst)

Role: MM Daily mapping

Jonathan has performed daily mapping for the AZDHS MM project for over one year, rotating in 1-2 days per week as needed. Jonathan also process the monthly statistical report for AZDHS.

8-12

Emma Williams

(GIS Analyst)

Role: MM Daily Mapping (backup); Statewide dataset processing., Backup for Daily Mapping to cover illness or vacation absences.

Collects, processes and appends various statewide datasets.

Emma has performed daily mapping for the AZDHS MM project for over one year, rotating in 1-2 days per week as needed. Emma also maps dispensary location changes and various hearing maps for

AZDHS.

8-12

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Hours per

Week

Thomas Lovelis

(GIS Tech II)

Role: MM Daily Mapping

Thomas has performed daily mapping for the AZDHS MM project for over one year, rotating in 1-2 days per week as needed.

8-12

Nic Bisley

(GIS Tech)

AZDHS Task-Related Experience

Nic has performed daily mapping for the AZDHS MM project under the guidance of more experienced staff since December, rotating in 1-2 days per week as needed.

8-12

Dakota Stolz

(GIS Tech)

AZDHS Task-Related Experience

Dakota has performed daily mapping for the AZDHS MM project under the guidance of more experienced staff since December, rotating in 1-

2 days per week as needed.

8-12

Resumes to follow in order of key personnel description.

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5.3.3 METHOD OF APPROACH

5.3.3.1 - Creating, Updating and Modifying Maps

Daily Mapping Approach

TSSW will dedicate at least one person to complete the daily mapping each business day. This person will be available by phone 9-5 p.m. each day. We will also have cross-trained staff ready to assist the primary mapping person if the mapping load gets too heavy on any given day. Following is the approach we have successfully employed for the daily mapping task since 2016:

1. TSSW will meet with AZDHS staff to ensure we discuss and changes in requirements, process or products needed in the daily mapping task.

2. TSSW will acquire and apply the best available GIS address points, road networks, Assessor parcel boundaries, PLSS (township, range section) boundaries, mileposts, tribal websites, applicant landmark descriptions, and commercial address locators to accomplish this mapping task. We will access many these datasets from the State GIS server (AZGEO), other federal, state, county data or local data portals. We will also access the latest shared 9-1-1 address and road data sets. Where necessary, we will use County Assessor websites and Google maps to help cross-reference and verify daily mapping locations. We will map each address to the parcel centroid where that information is available; else we will map to the next best available location.

3. TSSW will cross train several and dedicate at least one staff person from 9 a.m. to 5 p.m. each business day to monitor the AZDHs secure email system and phone and respond to all AZDHS daily mapping requests. All data requests will be entered into an Excel spreadsheet (for ease of entry and quality checking), imported into an Esri file geodatabase, geocoded and mapped using Esri

ArcMap or ArcGIS Pro software, exported to a PDF map file and emailed back to AZDHS via the secure email site in time to meet their statutory deadlines.

4. TSSW will produce 8.5x11 inch PDF format maps with a title bar containing the address being mapped and the date it was mapped. The main map area will include the address location with a 25-mile buffer drawn over a basemap that gives key landmarks such as nearby highways and towns/cities. Inset map areas will show close ups of the mapped address and the nearest dispensaries along with a printed latitude/longitude coordinate. All maps will be created from an

AZDHS-approved template and that template will be updated as discussions with AZDHS warrants.

All map areas will have a scale bar. Note we can also publish to interactive maps sites if so desired.

5. TSSW will maintain a database of all the applications mapped by TSSW and utilize it to help ensure consistency in mapping the same address that might appear many times over the course of a year and in identifying addresses whose location may be improved over time based on more accurate and detailed GIs information.

6. TSSW will continue to apply and refine application scripts to speed the process of daily mapping. Daily mapping procedures will be documented and maintained for efficiency in training new staff and as a checklist for current mapping staff.

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7. TSSW will continue to communicate with AZDHS staff on any issues that might arise and to reach a solution acceptable to AZDHS. We will report at least monthly on addresses mapped and turnaround time.

As Needed Mapping Approach

TSSW will dedicate at least one staff person to process any incoming, as-needed requests. Following is a description of the process we used in the previous As-Needed Mapping assignment in September

2016. We anticipate any future request may be similar, but this approach will be adjusted as it suits

AZDHS needs.

1. Review As-Needed Mapping Requirements – meet with AZDHS staff to ensure we understand the as-needed mapping requirements and surface any changes in requirements that might have occurred since the last analysis.

2. Import Incoming Data to GIS Format – we will import Excel or other AZDHS-provided formats to an

Esri file geodatabase format. This will allow us to most effectively view and analyze incoming data using sophisticated GIS query and analysis tools.

3. Clean Up Imported Data – to ensure the highest likelihood that AZDHS-provided address data will be geocoded (mapped) correctly, we will parse, clean and standardize the address to well-known ad accepted GIS standards. The address field will be parsed into several address element fields for ease of quality checking. All leading, trailing and double spaces shall be removed. All text fields will be converted to upper case. Any special punctuation such as apostrophes will be removed.

4. Geocode Imported Data – we will geocode the imported data against a series of Esri-compatible address locators including those generated from State 9-1-1 address points and road networks as well as road and address point locators from the Esri Streetmap Premium product line. We prioritize these locators based on our assessment of their spatial accuracy. When an address successfully geocodes against a locator, it is removed from consideration and its source recorded for that GIS record. The locator used is recorded with each geocoded record for purposes of documentation.

5. Buffer all incoming addresses by 10 miles and identify the number of QP’s falling in each radius.

For QP’s falling in multiple applicant and operating dispensary radii, we will assign them proportionally to the applicant dispensary (e.g. QP in three 10-mile buffers count as 1/3 QP for each applicant address sharing that QP.

6. Prepare and export a PDF map for each applicant address, showing the proposed dispensary location, the 10-mile buffer and any existing dispensaries nearby. Prepare a map legend and use a basemap for visual context as to the location of the application. Statistics on the number of QP’s, buffer-adjusted QP’s and the CHAA zone in which the applicant address fell was printed on each map. Maps were exported to PDF and sent to AZDHS

7. Export a map for each applicant dispensary in PDF format and send to AZDHS. Each map will show the location of the applicant dispensary, the 10-mile buffer zone, and any nearby dispensaries overlain on an Esri standard basemap with landmarks such as highways and cities shown for reference.

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8. Publish an interactive map on the AZDHS website. Note that we will require remote access to the

AZDHS server and an ArcGIS Server license. We anticipate publishing directly from ArcMap or

ArcGIS Pro in our office to a map service which AZDHS can then make available to whomever they choose.

5.3.3.2 - Licenses and Software to be Applied (5.3.3.2)

Below is a description of TSSW’s experience with AZDHS required software and web service products:

• ESRI software products – All current full-time staff have a minimum of two years’ daily experience in

Esri ArcMap software product. Principals Howard Ward and Cheryl Thurman have a combined 50 years of experience using Esri software. This experience ranges from simple data viewing and query to advanced editing, analysis, software development and map publishing. Esri software experience also includes ArcGIS Server, ArcSDE and ArcGIS Pro, ArcGIS Online. We currently use an Esri

StreetMap Premium license available from the State, but can acquire our own if needed.

• G Suite – TSSW regularly uses G Suite products as part of its internal workflow processes.

Procedures are developed and shared among staff, subcontractors and clients using Google sheets and Docs. We also are a subscriber to the Google cloud, purchasing access to their geocoding engine to support monthly reporting workflows.

• Google Maps – TSSW regularly uses Google Maps to cross-verify some address locations.

• Microsoft Office – TSSW staff are all accomplished users of Microsoft Word, Excel and PowerPoint

We also use Visio from time to time.

• County Assessors websites; etc. – TSSW regularly accesses various Assessor websites across the State to confirm or locate address locations.

5.3.3.3 - Methodology for 100% Accuracy

There is no way, given current state of GIS databases available across the State, to ensure 100% mapping accuracy. Proper mapping of AZDHS address data relies on a combination of local government and commercial GIS databases, none of which is flawless. There are more than 3.5 million addresses in the State, a significant number of these are in the more rural counties with limited GIS data support staff.

With the assistance of the State 9-1-1 Program Office, rural county and local government offices are integrating GIS workflows to better maintain addresses, but they have a way to go. Commercial providers do not share the source of their address data, but we have seen numerous errors in the location and attributes of this data as well. On an encouraging note, the State 9-1-1 Office efforts have led to improved address quality throughout the State. As time goes by, this data will get better, but it will likely never be perfect.

Though we cannot guarantee 100% accuracy we will be sure 100% of addresses are geocoded and take the following steps to help minimize mistakes and to correct them in a timely fashion when found.

• Multiple sources - we will use a variety of GIS databases to place applicant points. For example, if a civic address cannot be found, but the applicant provides a township, range, section (TRS) reference, we may map to the centroid of that TRS and check to see that it is located in or near other geographic

TERRASYSTEMS SOUTHWEST, INC. RFP No. BPM000388 Medical Marijuana GIS Mapping Services P a g e | 24 information provided by the applicant (e.g. city, zip, street or highway name). We will also look at adjacent addresses, parcel databases and aerial imagery, we may locate a missing address on the building on which it likely belongs. We may use Google StreetView to look for address signs on structures. If possible, we will map this point to a parcel or address point. If we cannot determine a civic address, we will use city, zip code or county centroids to place the point. In either case, we will comment it so AZDHS knows how it was mapped.

• Current Data - we will continue to research, acquire and apply the best available GIS data, including address points, road networks, Assessor parcel boundaries, PLSS (township, range section) boundaries, mileposts, tribal websites, applicant landmark descriptions, Google Maps and commercial address locators.

• Cross-Reference – we will use other GIS data that appears around a mapped address to see if it makes sense. For example, if an applicant states their residence is in Cochise County and we map to Yuma County, we will look further into this issue. We may find a similar but not exact address in

Cochise County that is congruent with other applicant-provided information (e.g. city or zip code). By looking at adjacent addresses, parcel databases and aerial imagery, we may locate a missing address on the building on which it likely belongs. We will use Google Street view where available to help verify uncertain addresses. We will comment on each individual point (record) we map in the

GIS database it so AZDHS knows how it was mapped and any uncertainty that might remain.

• Documentation - we will continue to require staff to document anything that might indicate an improper address location when mapping addresses or other features. By noting what we are observing in the surrounding data and imagery we can help decide if and how-to re-check the point if it is called into question as part of an internal or external QA process.

• Communication and Responsiveness. We will continue to respond quickly to questions raised by clients or other staff and share results of errors corrected so that others in the organization can learn from one another and from clients.

5.3.4 – Attachments

All required Attachments, A-E, have been submitted per RFP instructions on the Arizona Procurement

Portal (APP).

5.3.5 - Cost

Cost information has been submitted through the APP portal as requested. In summary, are rates are as follows:

GIS MANAGER/PROGRAMMER/

SENIOR GIS ANALYST

$105.00

GIS ANALYST $80.00

GIS TECHNICIAN $45.00

These rates represent our best reduced rates and include 20%+ discounts afforded to Az Co-op members.

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5.3.6 – Solicitation Amendments

All solicitation amendments were acknowledged using the APP portal.

CONCLUSION: THE TSSW EXPERIENCE

TSSW is a professional GIS consultancy, specializing specifically in the application of GIS technology.

TSSW staff have been active users of the ArcGIS 10.x software suite since its release in June 2010. TSSW team members use GIS software daily and extensively to perform complex data processing, analysis and cartographic output for our various clients.

Howard has been a daily user of Esri products since the late 1980’s, from the early evolution of the technology, through all the iterative stages of Esri’s development over the past 30 years. He is an expert in all aspects of ArcMap through the current version of 10.6.1. Howard is an expert in the development of street networks, address databases and geolocators. His innovative work in this realm has been recognized on a national level, and he continues to assist the State of Arizona strive to set an example nationally on address related database issues such as the National Address Database submission.

Cheryl has been using Esri products since 1994, and a daily user starting in 1995. From the first version of ArcView 1.0 and Workstation ArcInfo through ArcMap 10.6.1, Cheryl has used Esri products for the last 25 years and has extensive experience with all aspects of the software, particularly data conversion using advanced editing tools. Cheryl’s attention to detail and affinity for trying creative approaches has led to success on many projects requiring innovative data conversion approaches. Cheryl also specializes in developing and implementing innovative QA processes and procedures to ensure accuracy and high-quality deliverables for which TSSW is well recognized.

Every project TSSW completes has some aspect of GIS technology involved, often at a complex, higher level. Appendix A contains select projects descriptions and references to provide a broad understanding of the depth of our GIS experience and expertise. Below is a table summarizing TSSW key skills necessary to complete this project successfully.

Table 4. TSSW – Esri/ArcGIS Related Experience

Description of Skills/Expertise Years of Experience

Complete GIS Project Management; oversight of multiple sub-contractors, or Client chosen Vendors

30+

Database design, complex data conversion, creation of geolocators and resulting geocoding of large, complex datasets, as well as use of advanced editing tools in ArcGIS environment

30+, 20 years in ArcGIS environment Georeferencing images, aerial photo interpretation, associated heads up digitizing

Creation of multifaceted quality control/quality assurance workflows and procedures

*Note: This table is not a comprehensive summary of GIS expertise or experience. It represents only selected skills necessary for completion of this project.

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As an Esri Business Partner for 20 years and longtime users of the software, TSSW has found there is always something new to learn with each release or new product. We actively continue our Esri education as new software releases and products emerge through attending various conferences including Esri User Conference, as well as specific Esri related development groups and Esri offered courses.

In conclusion, the TSSW Team offers a unique set of expertise for this project, with experience unsurpassed in depth and understanding – all of which is necessary to successfully complete these ongoing AZDHS needs. Our approach is methodical and defensible, and very well documented through detailed workflows. While others may propose a quicker, less costly approach, we can assure you that we have insight that might otherwise be missed.

We have substantial understanding of the inner workings of AZDHS, as it has been a great pleasure to work with all staff over the past 3 years. This insight allows us to further build on the relationships developed and enhance the possible outputs AZDHS needs to most effectively manage not only the Medical Marijuana requirements, but other business needs as well. We are not guessing what needs to be done or how to do it. We know where to get the most current data, and where problem areas are statewide we need to pay extra attention to. The successful results we have put forth the past 3 years are thanks to years of experience and countless projects with similar goals and needs. Due to the nature of this project and the potential need to be defensible in court, this type of work requires the level of expertise that only TSSW offers.

We hope to continue to apply our many years of experience to benefit AZDHS on this very important project. Thank you for your time and consideration.