ADDENDUM NO. 1 TO THE BIDDING /CONTRACT DOCUMENTS AND SPECIFICATIONS CITY OF COCOA BEACH BID NO: CB15-002

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1 ADDENDUM NO. 1 TO THE BIDDING /CONTRACT DOCUMENTS AND SPECIFICATIONS CITY OF COCOA BEACH GEOGRAPHIC INFORMATION SYSTEM (GIS) SERVICES CONTRACT BID NO: CB March 11, 2016 To All Interested Bidders: The following changes, clarifications and additions are hereby made part of the bidding and project specifications for the above referenced project dated February 2016 and prepared by City of Cocoa Beach as fully and completely as if the same were fully set forth therein. 1. Question: What software does the City of Cocoa Beach IT department implemented overall? Answer: City ERP System; SunGard NaviLine v.9.1, IBM System i v7r0 on IBM Power Work Management; HyperWeb Other custom web applications running on IIS with MS SQL server 2. Question: In regard to the Request for Qualifications CB GIS Services Contract, Can you please provide a list of all attendees at yesterday s mandatory pre-bid meeting? Answer: The sign in sheet and business cards are posted on our web page--the link is 3. Question: on page 10, it states that : A. Formal Notice: This completed first page of this solicitation package will serve as the title page, and is not considered in the total page count for the submittal. (and requirements for the submittal are listed). We cannot locate a form for this title page. Is there a form for this title page, or do we list the items 1-4 in our own format?

2 Answer: There is no form for this page. Just use a blank sheet and provide the information requested in- A. Formal Notice- items one (1) through four (4). 4. Question: The City of Cocoa Beach s Strategic plan lists a number of GIS-related goals. What is the status of the following goals? Can you please provide the results of completed tasks, including reports and documents when available? Please also comment on whether the following tasks are estimated to be within the scope of the GIS Services Contract project. a. Create a GIS map layer of existing street signage b. Create and maintain a GIS Master Plan Answer: We currently have the following strategic plan which is currently being modified: RE: GIS STRATIGIC PLAN FOR THE CITY OF COCOA BEACH, FL March 16, 2015 PREPARED BY: WAYNE CARRAGINO, GIS MANAGER GIS DIVISION CHARTER MISSION STATEMENT The Geographic Information System (GIS) division endeavors to develop and maintain a City wide GIS platform on which it can implement and share data and information for the betterment of our lowdensity residential and family oriented resort community and the City staff that serves this community. GIS DIVISION ACTION AND TASKS Implementation of the Mission Statement is accomplished by execution of a formal list of Actions and Tasks. The list of Actions and Tasks is developed by the Information Technology Director and the GIS Manager. - The time frame covered is the next five years. -The Actions and Tasks are linked to the City Budget. ACTIONS AND TASKS Action 1: Maintain a GIS Strategic Plan. (City Strategic Plan- Task ) Action 2: Maintain a GIS Budget. (City Strategic Plan- Task ) Action 3: Develop and maintain a City wide (Enterprise) platform to serve all City departments, visitors and citizens of Cocoa Beach. (City Strategic Plan- Task & Task ) Task 3.1: Continue and maintain ESRI ArcGIS as the City s main GIS platform. Task 3.2: Continue to interact with and assist all City departments in the development of the City wide GIS platform.

3 Task 3.3: Develop and maintain interactive relationships with the public to get input and ideas for the creation of GIS products. Action 4: Develop and maintain tools to share GIS data and information with all City departments, visitors and citizens of Cocoa Beach. (City Strategic Plan- Task & Task ) Task 4.1: Develop and maintain mobile access platforms for use by City staff, visitors and citizens of Cocoa Beach. Task 4.2: Develop and maintain paper maps and data for use by City staff, visitors and citizens of Cocoa Beach. Action 5: Develop and maintain a GIS plan and GIS tools to aid in disaster recovery. (City Strategic Plan- Task & Task ) Task 5.1: Develop and maintain a plan of action to secure and make available all GIS data in the event of a natural disaster. Task 5.2: Develop and maintain a plan of action in the event of a natural disaster to assist in the reconstruction of vital City assets and infrastructure with the use of GIS data. Task 5.3: Develop and maintain a plan of action in the event of a natural disaster to assist residents with GIS data in the reconstruction of personal assets. c. Complete GIS hardware, software, and map-layer needs assessment for every City Department. d. Develop a GIS layer identifying sustainability indicators related to City departments, efforts and functions e. Create a GIS based work order system to include compliance with NPDES operations, performance measures and record keeping for such NPDES documentation as active construction sites, erosion & sediment control compliance, street sweeping data, public outreach, illicit discharge inspection & enforcement, and municipal pollution prevention. f. Create a GIS based BRLBMAP (Banana River Lagoon Basin Management Action Plan) project and Total Maximum Daily Load(TMDL) program compliance system to track pollutant load reduction credits for project and various activities e.g. LID projects, dredging, oyster restoration, public outreach & involvement and BMPs

4 5. Question: Can you please provide the results of completed tasks, including reports and documents when available? Please also comment on whether the above tasks are estimated to be within the scope of the GIS Services Contract project. Answer: Major projects completed till today are the conversion of CAD data available to the GIS format. We have implemented the GIS Gallery on the City Website and some story maps are created using ArcGIS online. 6. Question: What specific systems (if any) are required for the City of Cocoa Beach GIS project (ARCGIS Desktop, ARCGIS Server, ARCGIS Online, ArcGIS Portal, etc.)? Answer: A complete installation of the cloud base ArcGIS web portal to facilitate the City s GIS services. Preferably the deployment of GIS server or web GIS sites on Amazon Web Services (AWS). The portal should host the web maps which can be accessed from various platforms such as Desktop computer, tablet, cell phones. The maps published on the portal should be compatible with different operating systems. 7. Question: What database system (and version) would be preferred (or required) and are the City s current staff trained in the use and maintenance of this system? Answer: SQL server Question: What experience does the City s staff have with ESRI products? Answer: The City staffs have basic ESRI training for ArcGIS Desktop Version 10, GIS staffs are efficient to work with ESRI Desktop as well as on the ESRI Online. 9. Question: Do you envision connecting the proposed AWS installation with your current network or do you envision it as a stand-alone system? Answer: We would like to be advised by the consultant. 10. Question: Do you envision any GIS data created utilizing this system being stored in an enterprise level database? If so, is this data structure in place or part of the work to be done? Answer: Yes. 11. Question: What connections to the City s current non-geospatial data (if any) would be required for any of this work? Answer: The connections to the City s non-geospatial data will be required when the specific projects are required in the future. 12. Question: Does the project start date coincide with the City s fiscal year start? Answer: Yes, However FY2016 has seed money in the amount of $20,000 which is available for the immediate services. 13. Question: When is the project scheduled to commence? Answer: Schedule has not been determined, but we are eager to commence.

5 14. Question: What is the length of the contract? If year to year, is it auto-renewable? Answer: This is a continuing service contract which is auto-renewable. 15. Question: How will contractors be notified of retention or non-retention year to year? Answer: Contractors will be notified in writing. 16. Question: What is the minimum lead time built into each Work Order (if any) to allow contractors to get assets in place or scheduled in order to accommodate the City s request? minimum lead time, we are reasonable and flexible. 17. Question: Who will administer AWS system (including server and database maintenance and upgrades) day to day? If the system admin is comprised of the City s staff, do they require training? Answer: The GIS Department of the City will administrate the AWS System and will require to be trained. 18. Question: The RFP requests that the price proposal be separately submitted. Does Section 5 (innovative cost ideas) also need to be separately submitted? 19. Question: In regard to the statement shown below on page 1 of the RFQ, that the Consultant will not be eligible to bid on GIS RFP s while under contract, do you anticipate that you may release GIS RFP s during the term of this contract that could exceed the cost of services for this project? Except as provided for in this Agreement, it shall be deemed a conflict of interest for the Consultant to bid for, contract or otherwise provide services to the City on any future Agreement for other services related to GIS for which the Consultant provides services under this Agreement. These services shall include any and all GIS projects. 20. Question: We have reviewed the RFQ and would like to confirm the City would like pricing submitted with the proposal. Due to the nature of a continuing contract we cannot provide an exact fee. Would the City like our hourly rates? Answer: Yes, that will the suffice the bid requirement. 21. Question: What Esri licensing does the City have? Answer: We have ESRI Enterprise License, Currently using ArcGIS 10.4 version. 22. Question: What is the anticipated contract length for the General GIS Services? Answer: This is a continuing service contract which is auto-renewable. 23. Question: Does the City prefer an Esri ArcGIS Online and ArcGIS for Local Government Specialist for this contract?

6 Answer: GIS department is using ArcGIS online to create storymaps for the City website and we will consider to use ArcGIS for Local Government in future projects. 24. Question: Is there a set budget for this contract? Answer: Please refer question Question: Can the City provide a list of potential GIS layers it will want developed? Answer: We do not have any specific requirement at this time, but we are in the process of designing the draft for the future GIS layers for the City. 26. Question: Are we allowed to include a cover? The cover would include items such as the title of the project, our company name, the date, and possibly a picture. This would go before Submittal Section 1: Required Submittals. Answer: Yes, you can include a cover page. 27. Question: Is a price proposal required? Answer: Yes, that will suffice the bid requirement. 28. Question: Page 3 of the RFQ states that Proposers are required to state exactly what they intend to furnish the City via this solicitation and must indicate any variations to the terms, conditions, and specifications of this proposal, no matter how slight. Our question: Under which of the 6 submittal sections are we to include items that we feel we cannot comply with? Answer: Section Question: Your Strategic Plan indicates that a GIS Needs Assessment was to be conducted in the 2 nd quarter of Was this completed, and if so can you provide a copy? Answer: Please refer Question Question: How many users will have access to the portal? Answer: Approximately Ten (10). 31. Question: How many users will be creating or editing data, and how many of those users will need to access GIS concurrently? Answer: Approximately Ten (10). 32. Question: Does the City have GIS QA/QC standards, including for data/maps/layers that will be published on the portal? 33. Question: Are data published to the portal available for public access, and do you foresee any restrictions? Answer: Some will be public and some just in house. 34. Question: Are there any existing applications that need to be maintained and will need to access the data located on the web portal?

7 35. Question: Is the City looking to share its data following Open Data standards? Answer: Yes, Some GIS data will be used and shared with public. 36. Question: Is the City ready to switch to a different programming language (JavaScript/HTML 5)? Are there existing application using older programming languages (Flex/Silverlight)? Answer: We will consider recommendations. 37. Question: Does the City plan to migrate any existing, non-esri data, into the web portal? Answer: Please refer question 6 and Question: What relational database systems (RDBMS) does the City currently use? SQL Server, Oracle, PostgreSQL, MondoDB, etc? And will the current RDBMS continue to be used going forward? Answer: We are currently using SQL We will consider recommendations. 39. Question: Does the city have both an internal and external web server(s)? And, is the idea to migrate all web services to the cloud or maintain a hybrid environment with a mix of onsite and cloud hosting? Answer: We currently have only internal. We will consider recommendations. 40. Question: Is there an asset management software in use by the City currently? Answer: Please refer question Question: Would the City be interested in adopting a unified data model for all City GIS data such as the Esri local government data model? Answer: Please refer question Question: What field data collection is done now by City departments? Answer: The City currently only uses survey crew to obtain field data such as GPS coordinates. We would like to have other crews collect data also. 43. Question: Does the City transportation department maintain road centerline stationing? 44. Question: How are City assets in the field inventoried and marked for identification? Answer: The City currently only uses survey crew to obtain field data such as GPS coordinates. We would like to have other crews collect data also. 45. Question: One of the questions posed at the pre-bid meeting was directed at this document which we were told was on the website in the City Manager section. I am unable to find the GIS Master Plan.Has it been completed and how can I get a copy? Answer: Please refer question 4.

8 46. Question: On Page 10 of the Invitation to Bid, under Required Submittals, subsection A (Formal Notice), it states that This completed first page of this solicitation package will serve as the title page... Can you please clarify, are we required to return the First Page of the Invitation to Bid, or may we submit our own Title Page with answers to questions A 1-4? Answer: Please refer Question Question: Is the current GIS in use a single geodatabase, shared by multiple users? Answer: The current Geodatabase is used by multiple users. 48. Question: How many concurrent users does the City currently have on the in-house networked GIS? Answer: 5 users 49. Question: Will the selected vendor be granted remote access to the system for work on the database cleanup as required, or will the database be copied to a remote site for cleanup and then returned, or will a member of the vendor s staff be required to work on-site at the City during this task? Answer: We will consider any of those options. 50. Question: The initialization of cloud service GIS is to be the initial task to our understanding. As the suggested AWS will provide a generic web and mapping interface, would other web host services be considered? Answer: Yes, We would like to remain flexible with other host services too. 51. Question: Has metadata has been incorporated in the existing GIS data files, indicating the source of the data and the accuracy thereof? Answer: Yes, most of the metadata has been incorporated in the existing GIS data, however, accuracy level has not been verified. 52. Question: Is it the intention of the City for the preparation and analysis of data prior to porting to the web service or is the editing of data planned to be performed on the web-host? Answer: Preferably the analysis of data prior to porting however We will consider the second option too. 53. Question: How soon does the City plan to upgrade the SQL engine from standard SQL Server? t determined yet, but we will upgrade as per the requirement. 54. Question: Does the City maintain a redundant backup of the existing geodatabase? Answer: Yes, we do.