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Home My WebLink About20181807.tiff/Pozaos BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Contract for Services to implement GIS Parcel Fabric -- ,J/ Soo° 7q DEPARTMENT: Information Technology DATE: 7/23/2018 PERSON REQUESTING: Ryan Rose -VV...., Brief description of the problem/issue: The Board approved the award of Bid `B180O'9' to Pro -West on June 25, 2018 for services related to the implementation of GIS Parcel Fabric. The services from this contract will greatly improve the technology foundation used to edit parcel data in the Assessor's office, resulting in a more sustainable process and product. Attached is the terms and conditions for the services, which have been reviewed by IT, the Assessor's Office, and Bob Choate, and all parties agree this is ready for BOCC signature. What options exist for the Board? (include consequences, impacts, costs, etc. of options): 1) Grant authorization for the Chair to sign the contract Recommendation: Weld County IT recommends that the Board grant approval for the Chair to sign the attached contract. This will allow Pro -West to provide the services specified in the RFP. Approve Recommendation Sean P. Conway Julie A. Cozad Mike Freeman Barbara Kirkmeyer, Pro-Tem Steve Moreno, Chair Schedule Work Session Other/Comments: O20/s- /!07 s�o0O 7 STANDARD TERMS AND CONDITIONS PRO -WEST & ASSOCIATES, INC. These Standard Terms and Conditions (the "Agreement") are entered into by Pro -West & Associates, Inc., a Minnesota corporation ("Pro -West") and Weld County (the "Client"), as of 08/01/2018 (Pro -West and Client are referred to herein, collectively, as the "Parties," and, individually as a "Party"). Recitals. Pro -West provides its customers with software development, data development, and professional services. B. Client desires that Pro -West provide certain services to Client, and Pro -West desires the same, all pursuant to the terms and provisions of this Agreement. Agreement. In consideration of the recitals above, and the mutual promises in this Agreement below, the Parties agree as follows: 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Pro -West agrees to provide the services set forth on the attached Schedule 1 (the "Services") to Client. Any request for modification of the Services will be effective only if agreed to in writing by both Parties. 2 PAYMENT TERMS. (a) Price. In exchange for the Services, Client agrees to pay to Pro -West the amounts as set forth on the attached Schedule 1 (the "Service Fees"). The Service Fees will include all amounts due from Client to Pro -West, including, but not limited to, the payment for Services, customs, duties, sales, use, excise, property taxes and similar charges, shipping, and travel, lodging and food expenses. (b) Invoicing. Unless set forth to the contrary in Schedule 1, Pro -West will invoice Client in writing or by electronic documentation on a monthly basis for the Service Fees due with respect to the Services provided by Pro -West to Client during the prior month. Invoices for time and materials projects will provide a general description of the tasks completed and time -accrued for each task. Invoices for projects with fixed Service Fees will not include any information other than the amount owed, and, where appropriate, project progress. Except as set forth to the contrary in Schedule 1, Client will pay all Service Fees set forth on an invoice within forty-five (45) days after the invoice date. ( c) Late Payment. In the event Client fails to pay all Service Fees due under an invoice before it is due pursuant to this Agreement, Pro -West may: (i) immediately discontinue or delay the Services without regard for any deadlines established pursuant to this Agreement, if any, and Pro -West will have no liability whatsoever for any damages or losses incurred or 1 0288- /81)7 suffered by Client pursuant to Pro -West's exercise of such right, and (ii) discontinue, delay, or cancel Services for pending and/or future Services, and Pro -west will have no liability whatsoever for any damages or losses incurred or suffered by Client pursuant to Pro -West's exercise of such right Payments made after its due date pursuant to this Agreement will accrue interest at a rate of one and one-half percent (1-1/2%) per month, or the highest rate allowed by applicable law, whichever is less (d) Changes to Payment Terms Pro -West may adjust billing terms from time to time at Pro - West's sole discretion upon thirty (30) days written notice to Client 3 INFORMATION For purposes of this Agreement, "Information" shall mean (a) any and all information or data provided by Client to Pro -West, whether created by Client or any third party, that is used by Pro -West in the provision of Services, relied upon by Pro -West in the provision of Services, input by Pro -West into its work product pursuant to the provision of Services, or incorporated by Pro -West into its work product pursuant to the provision of Services, and (b) any and all public information or data that is used by Pro -West in the provision of Services, relied upon by Pro -West in the provision of Services, input by Pro -West into its work product pursuant to the provision of Services, or incorporated by Pro -West into its work product pursuant to the provision of Services Client acknowledges and agrees (c) that Pro -West may rely upon, use, and incorporate the Information into its work product and deliverables pursuant to the provision of Services, and (d) that Pro -West will not, and is not bound to, investigate, verify or confirm any Information, and (e) that Pro -West is not, and will not be, a guarantor of Information, and (f) that Client assumes all risk with respect to the Information, and (g) that Client hereby represents and warrants to Pro -West that all Information is accurate, complete, and correct 4 OWNERSHIP (a) Client Ownership of Work Product Except for any third party software, Know -How (as defined in Section 4(d) below) or Pro -West Tools (as defined in Section 4(c) below), the Services will be deemed a "work made for hire" (as defined by the Copyright Act of 1976) Client will acquire ownership of the Services, but only after the payment in full by Client of all Service Fees due to Pro -West (b) Client License Client acknowledges and agrees that Pro -West's business depends substantially upon the accumulation of learning, knowledge, data, techniques, tools, processes, and generic materials that Pro -West utilizes and develops Accordingly, Pro - West will retain ownership and all rights to Know -How and Pro -West will be free to use all Know -How for its business purposes or in providing services to other clients Pro -West retains the right to use the general knowledge, experience and know-how acquired by it in the course of performing work for Client (except to the extent the same constitutes Client's proprietary property) To the extent Know -How is contained or reflected in the Services, Pro -West hereby grants Client a perpetual, worldwide, nonexclusive, nontransferable, irrevocable, royalty -free, fully paid up right and license to use, copy, modify, and prepare derivative works of the Know -How but only to the extent the Know - How is embedded in the Services, or is necessary for Client to receive the benefit of the Services Client will not copy the Know -How, in whole or in part, except for Client's own use or archival purposes 2 (c) Pro -West Tools Notwithstanding anything herein to the contrary, Pro -West is and will remain the owner and/or licensee of all right, title and interest in and to any software development tools that may be used to develop any software for Client hereunder (any "Pro -West Tools") This Agreement does not transfer or grant Client any rights, title, or interest in or to any Pro -West Tools (d) Know -How The term "Know -How" means any material of a general abstract character that is used in, enhanced, or developed in the course of providing Services, including, but not limited to, methodologies, delivery strategies, approaches, practices, generic software tools, routines, components, generic code libraries (both open source and proprietary to Pro -West), generic content, research and background materials, training materials, application building blocks, templates, analytical models, project tools, development tools, inventions, solutions, ideas and descriptions thereof (e) Restriction on Transfer by Client Client will not have the right to lease, rent, sell, pledge, assign, sublease or otherwise transfer or dispose of, in any complete, partial or modified form, the Know -How or any Pro -West Tools, notwithstanding anything herein to the contrary (f) (g) Proprietary Information The Know -How and any Pro -West Tools are the property of Pro - West, and the ideas, systems, and methods of operation and information contained within the Know -How and any Pro -West Tools are trade secret information of Pro -West Client understands that any unauthorized copying of the Know -How and any Pro -West Tools, and any unauthorized disclosure or use of any Pro -West trade secret information, is prohibited Client will not use, disclose, reproduce or otherwise make available any Pro - West trade secret information to any person other than employees of Client who need to know such information in order to utilize or receive the benefit of the Services, or is necessary for Client to receive the benefit of the Services Client will advise each of its employees who are permitted access to the Know -How, any Pro -West Tools, or any Pro - West trade secret information, of the restrictions upon duplication, disclosure and use contained in this Agreement Third Party Software Notwithstanding anything herein to the contrary, the use and disclosure of any third party software is at all times subject to the terms and conditions set forth in their respective licenses with Pro -West Pro -West makes no representations or warranties of any kind with respect to any third party software used in the provision of the Services 5 WARRANTIES, DISCLAIMER OF WARRANTIES Pro -West agrees to correct any material defects in the Services for a period of six (6) months following the completion of the Services, and such correction by Pro -West shall be Client's sole remedy for Pro -West's breach of such warranty Defects covered under this warranty are defined as features or functionalities that operate inconsistently with the requirements set forth in the Services EXCEPT FOR THE EXPRESS WARRANTY SET FORTH ABOVE, PRO -WEST MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND AND SPECIFICALLY EXCLUDES AND DISCLAIMS ANY SUCH WARRANTIES, WHETHER WRITTEN OR ORAL, EXPRESS OR IMPLIED, CONTRACTUAL OR STATUTORY, INCLUDING ALL WARRANTIES OF MERCHANTABILITY OR OF FITNESS FOR ANY PARTICULAR PURPOSE NO ORAL 3 OR WRITTEN INFORMATION OR ADVICE GIVEN BY PRO -WEST OR ANY OF ITS REPRESENTATIVES WILL CREATE A WARRANTY OF ANY KIND 6 LIMITATION OF LIABILITY NOTWITHSTANDING ANYTHING HEREIN TO THE CONTRARY, PRO - WEST WILL NOT BE LIABLE FOR ANY GENERAL, INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES (INCLUDING LOST PROFITS) UPON ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICES, WHETHER IN CONTRACT OR IN TORT OR OTHERWISE NOTWITHSTANDING ANYTHING HEREIN TO THE CONTRARY, THE LIABILITY OF PRO -WEST UNDER THESE TERMS WILL BE LIMITED TO THE SERVICE FEES PAID BY THE CLIENT TO PRO -WEST IN THE TWELVE (12) MONTHS PRIOR TO OCCURRENCE OF THE EVENT THAT GAVE RISE TO SUCH CLAIM 7 TERMINATION (a) For Breach or Convenience Either Party may terminate this Agreement by delivery of written notice to the other Party of a material breach of the other Party, provided, however, that if the breach is curable such termination will not be effective unless and until such breach remains uncured for a period of thirty (30) days after the delivery of such notice Either Party may terminate this Agreement for convenience by delivery of written notice to the other Party at least sixty (60) days in advance of such termination (b) Insolvency Either Party may terminate this Agreement without notice (i) upon the institution by or against either Party of insolvency, receivership or bankruptcy proceedings or any other proceedings for the settlement of the debt of either Party, (ii) upon either Party making an assignment for the benefit of creditors, or (iii) upon the dissolution of or ceasing to do business by either Party (c) Late Payment Pro -West may terminate this Agreement pursuant to Section 2(c) (d) Effect of Termination Upon termination of this Agreement pursuant to its terms, Pro - West will perform no Services thereafter Client will pay for all Services rendered through the date of Termination Termination of the Agreement will not relieve a Party in breach of this Agreement of its liability and obligations related to such breach Notwithstanding anything herein to the contrary, the following Sections of this Agreement shall survive the termination of this Agreement and remain enforceable 3, 4, 5, 6, , 7, 8, 0, and 10 8 NONSOLICITATION OF EMPLOYEES For that period of time beginning on the date of this Agreement and ending on the 12 -month anniversary of the date when all of the Services are completed and finished, Client will not, without the prior written consent of Pro -West, either directly or indirectly, on Client's own behalf or in the service or on behalf of others, solicit, attempt to solicit, divert, hire away, or attempt to hire away any person employed by Pro -West that in any way, whether directly or indirectly, worked on or assisted in Pro -West's provision of any portion of the Services 9 FORCE MAJEURE Pro -West will not be liable to Client for any delay or failure of delivery or other performance caused in whole or in part by any contingency beyond Pro -West's reasonable 4 control, including without limitation, acts of God, acts of any government or any agency or subdivision thereof, or any acts of terrorism 10 MISCELLANEOUS (a) Independent Contractor Pro -West is an independent contractor Nothing in this Agreement will be construed as creating any joint venture, partnership, employment or agency relationship between the Parties (b) Assignability, Binding Effect Pro -West may transfer or assign this Agreement, or Pro - West's rights or obligations hereunder, to any successor or assign, or to any person or entity which purchases substantially all of the assets of Pro -West Client may not assign this Agreement, or Client's rights or obligations hereunder, except by Pro -West's prior written consent This Agreement shall be binding upon and inure to the benefit of the Parties hereto and their respective successors and permitted assigns (c) Notice All notices, requests, demands and other communications which are required or may be given under this Agreement will be in writing and will be deemed to have been duly given when received if personally delivered, when transmitted if transmitted by confirmed facsimile, electronic or digital transmission method, the day after it is sent, if sent for next day delivery to a domestic address by recognized overnight delivery service (e g , Federal Express), and upon receipt, if sent by certified or registered mail, return receipt requested In each case notice will be sent pursuant to the notice information set forth on the signature page to this Agreement Any Party may change such Party's notice information by notice to the other given as set forth in this paragraph above, and such change will be effective when received pursuant to the prior provisions of this paragraph (d) Entire Agreement This Agreement, together with the Schedules, constitutes the entire agreement between Pro -West and Client regarding the Services and may not be amended or modified except by a writing signed by both Parties This Agreement supersedes any and all prior representations, proposals, agreements, negotiations, advertisements, statements or understandings, whether written or oral, relating to the Services or to any subject covered by this Agreement (e) Purchase Orders The Parties agree (i) that orders for Services may be made or modified pursuant to a purchase order from Client that is agreed to by Pro -West, in writing, and (ii) that any pre-printed terms and conditions on any such purchase order from Client shall not be applicable or enforceable, even if Pro -West has agreed to the purchase order (f) (g) Use of Definitions in Schedules Unless defined to the contrary in the Schedules, terms used in the Schedules that are defined in this Agreement will have the same meaning as given in this Agreement Severability Any invalidity, in whole or in part, of any provision of this Agreement will not affect the validity of any other provisions in this Agreement, which will remain in full force and effect (h) Waiver and Modification No provision of this Agreement will be deemed waived, modified or amended, and no breach excused, unless such waiver, modification, 5 amendment or excuse is made in a writing signed by the Parties The waiver of one default under this Agreement will not constitute a waiver of any subsequent default Limitation of Actions Client may not bring any claim or counterclaim upon any cause of action arising out of or related to this Agreement or the Services more than twelve (12) months after such cause of action arises Governing Law This Agreement will be construed and enforced in accordance with the laws of the State of Colorado, without regard to its conflict of law principles The Colorado State court in Weld County and the Federal court in Denver, Colorado, will have exclusive jurisdiction, and the Parties will submit to such jurisdiction, in the event of any action, suit or proceeding arising out of or related to this Agreement [Signature Page Follows] The Parties have entered into this Agreement as of the date set forth in the preface of this Agreement. IN WITNESS WHEREOF, the parties hereto have signed this Agreement this 1th day of August, 2018. CONTRACT PROFESSIONAL: Pro -West & Associates, Inc. Date 7-18-18 Name: Kendis Scharenbroich Title: Vice President WELD COUNTY: ATTEST: BY: 7 BOARD OF COUNTY COMMISSIONERS Jerk to the Board WELD COUNTY, COLORADO Steve Moreno, Chair AUG 0 1 2018 �o/� /807 GIS Parcel Fabric PRO Schedule I Project Plan introduction Weld County has identified a variety of goals to be accomplished, all of which rely on migration of the parcel data into the Parcel Fabric within the Esri Local Government Information Model (LGIM) geodatabase. The following describes the source data necessary to complete the migration, the geodatabase and data preparations necessary for a productive migration, and the quality control measures that will be utilized to ensure a successful migration. Drnrocc Parcel Migration Project The diagram below reflects the process that will be followed to execute a successful project. 1 Kie< ©,. a f. 2 I'ROJLC I RAN ■ 00 J 3 N.O1 PRnti_'-! 4 wit St"! H_' -1A F` 6 !RAINING, • ■ • N gat { Phase 1: Project Implementation Plan The first phase of the project is a planning stage. During this phase, Pro -West will: • Conduct a kick-off meeting with the County • Work with the County to define project goals and expectations • Develop Project Implementation Plan document • Review the source data to create a data matrix plan KICK-OFF MEETING BETWEEN COUNTY & PRO -WEST WORK WITH COUNTY TO DEFINE PROJECT GOALS AND EXPECTATIONS DEVELOP PLANNING DOCUMENTATION FOR -:z . Ir: f'ROJE„.C T Q SOLUTION Q I WPLOYMENT • 07 *WICT COWL! I ION REVIEW SOURCE DATA TO CREATE A DATA MATRIX PLAN Kick -Off Meeting; V\,Wnrl< with the County to define project goals and expectations The project kick-off meeting will be conducted remotely via a web meeting that Pro -West will set up to fit with County staff schedules. The goals of the kick-off meeting are as follows: • Outline the needs and expectations of the County • Efficiently plan the migration of the County's parcel data 8 *** GIS Parcel Fabric The project kick-off meeting offers several benefits, including: • Introduce Pro -West and County project team members • Review the contract and the proposal for any clarifications or questions • Outline expectations for communication and deliverables • Review and discuss the source data for the project • Discuss the County's needs for the final deliverable • Discuss the County's server specifications Develop Planning Documentation A Project Implementation Plan document will be developed during stage one after the kickoff meeting and will include those details discussed during the kickoff. This document will provide the following: f PROJECT PLAN CHECKLIST Project team and point of contact Similar project examples including popular customizations Description of process for converting existing features to Parcel Fabric & LGIM QA/QC procedures and metrics for measuring project success Project timetable Training agenda `'r►' J Source Data Schema Review The initial migration step for Pro -West is to create a data matrix showing the source County data, its attribute fields, the steps each feature must complete (a parsing of an attribute field or a field calculation), and the final parcel fabric location per feature type. The matrix helps to visualize the following items (feature counts are included): 9 • Standard fabric schema changes necessary to accommodate the County's data • County data schema changes needed to fit into the standard fabric • Published data schema changes to accommodate the County's data GIS Parcel Fabric This will be reviewed with the County prior to the migration so that all data comply with the Colorado Division of Property Taxation regulations, and so any attribute or step can be fully explained prior to commencing. A sample matrix is pictured here. vligration Matrix NI ••••1..lmw 4•••••••••••• atilt NM W✓ 4. 1t 11_J let • :ANMMtAWM MNW fl1W •••••••.• a..V•=1FM••.•nsur rap WA\$ on -Ai I. . ry4M..• t4•••• at/M... 11\\f•• I an,..4sw. 11i MUN 4 wat AI.1M1Y.o .LLlltt eo mar oovl - r IL ••_• .MfdOJM .tiY•.L Nrll.L•Y •s ! ! •r ..tY. ..w.•• if *tool Y\`evil •rerne of wt Ir. :. rail r..1 of ••r1•. la..N r... ! •rr• .. ...rt.. ...r• i .r..•.,roil •ar..ill of ..••••..• or i I ..•..•.M r \ • C.•• .IN. — F ! .$ WM .r +.M, t._...-, ra*w.aN .t. IV 1ANIOAPIglia•A: 4001.4°A"... .. lu.i..' fN ..•...•• •. _. •..V.• ! . t. • •rt so I••• •MnIM ! Jt N.T M , i .a...... r a..t.. . N.• M•• etkPahle ampasere.... V.kiIi11Wt. •.a tionosel TW.4M.C .N • ,Iw4.•.t. ..I : Y •M•.4.•.... .. �•. • ✓04'1 .ta - Fitt 404L•11 •. > N.•t t.YNvrl 4.y flail Mae. t •...I •rU M 1•M 1 S. Itq.uh.. rw. Sample Migration Matrix Once approved, the matrix will become part of the Project Implementation Plan document which will also contain the migration plan, schedule, and list of any anticipated challenges. In addition, when approved and finalized, Pro -West will then prepare the staging and final geodatabases with all schema changes needed. recommended Enhancements to t"a Parcel Fab( It is common that small changes to the standard Esri LGIM are necessary to ensure the geodatabase fulfills all the needs of the editors and end users. Enhancements to the standard Esri LGIM structure would be to accommodate the County's business processes. These enhancements are most often small changes, such as: a. Attribute field additions — i. the most common enhancement to the Esri LGIM is the addition of attribute fields that are necessary for County business practices b. Domain additions — i. there are occasions when adding a value to an existing LGIM domain is necessary to expand the options for a County -specified feature — Railroad ROW, for example. c. New domains — i. if the County is currently using subtypes or other domains that need to be retained, those domains will be added to the geodatabase d. Annotation enhancements — i. organizations may need additional feature -linked annotation to maintain separate types of annotation, or may need to set up standard annotation feature classes for editing notes and the like 10 GIS Parcel Fabric PRO Quality Control Quality control is essential to Pro -West's data development procedures. Quality assessment measures are built into Pro -West's migration procedures to ensure data integrity and to limit data entry errors. Some of the procedures to be utilized include the following: • Geodatabase features such as subtypes and domains are u sed to control how data entry may occur utilizing "drop - down" lists that create a controlled environment for data I Automated and manual quality control checks are built into data conversion and development procedures. 1 e ntry, thus eliminating typographical errors and inconsistency. The Parcel Fabric utilizes domains in its features to add additional information and clarity to the data therein. • Geodatabase topology will also be utilized as a quality assessment tool prior to loading the data into the Parcel Fabric since it validates spatial rules set forth between and among certain classes of features. Data cannot be loaded to the Parcel Fabric if it does not meet the six standard rules as set forth within the Load a Topology to a Parcel Fabric tool. • In addition to the geodatabase quality analysis tools, Pro -West's process incorporates additional assessment measures to ensure a quality final product. These tools involve automated and manual analysis, both tabular and visual. Thus, each staff member who migrates parcel data must adhere to a rigorous set of standards that is reviewed prior to data delivery. • Finally, the Parcel Fabric involves newer quality assurance standards and technology such as the implementation of the following tools and procedures: Data Reviewer Extension pre -migration to run batch processes to examine the readiness of the data prior to loading into the parcel fabric. The batch processes used by Pro -West include checks for spatial inconsistencies such as: Self -intersections or invalid geometries Attribute checks such as adherence to domain values, unique names, or duplicate names Topology rules that must be met prior to loading to the parcel fabric Data Reviewer Extension post -migration to run batch processes to examine the accuracy of the parcel fabric data both spatially and in tabular format. The checks in the post - migration parcel fabric review items such as: o the quality of the final fabric o verify spatial indexes o check line/polygon coincidence - Additional Catalog or add -in tools such as the "Check Fabric" and "Inconsistent Records" tools also report basic errors or identify potential issues • The final geodatabase will be subject to review by County staff to verify that the data was migrated successfully. The geodatabase will be supplied to the County via a file geodatabase format for review. The geodatabase will consist of feature datasets comprising the LGIM containing feature classes, domains, tables, and relationship classes as standardized in the LGIM. plan f,, irnmoraring Boundary Changes Parcel migration will leave the County without the ability to incorporate changes from the time the data is sent to Pro -West until the data is integrated into the County's enterprise structure. Any updates that come in during that time will need to be held until the training in which they can be used for both practice and real-time updates. The County can edit parcel data locally while Pro -West is performing the 11 GIS Parcel Fabric PRO migration, but these edits will not be synchronized into the fabric as part of this scope. These edits will be used to facilitate training. For Weld County, this timeframe could be 2.5 months from data receipt to data delivery/training. Training Agenda Please see Training section on page 22 for further information regarding Pro -West's approach to parcel fabric editing and maintenance training. (;AnrcHtahcQ RrKAma A geodatabase will be created based on the results of the project planning documentation, more specifically the data matrix described previously. The most current Esri local government information model (LGIM) will be used, and specific County -business -required attribute fields will be added as necessary. The parcel fabric and all related features including the published feature classes will be visually reviewed via Esri ArcCatalog for schema compliance prior to any migration. VALUE OUTCOME • Geodatabase created to meet County needs Phases 2 & 3: Countywide Migration The following steps are for the data assessment, clean-up, staging, and migration of Weld County's data to the parcel fabric. county Data Assessment Pro -West's first step in the migration of the County's data into the Parcel Fabric is an assessment of the data to identify potential issues that may hinder the migration process. These issues may be spatial and/or tabular, and will need to be reviewed with the County for proper resolution. Pro -West will assess the data using the following methods: • Tabular and spatial queries o Check for null values o Validate the existing attribute values to assure accurate population o Identify and fill in right-of-way and water polygons for migration • Topology validation Check for overlaps per polygon feature class Check for gaps in the parcel feature class 12 GIS Parcel Fabric PRO r Sample Assessment Topology Propertie General Feature Classes Rules Emirs Rule Must Be Larger Than Cluster Tolerance Must Not Overlap PAPARCEL Errw 1 New Topology Specify the rules for the topology: Feature Class PASEC T IONPOI.. PASUBDIVISION PASEC T ION PAPARCEI PAC ONDO PABLOCK PASUBDIV .SION 1PABLCK. K PACONDO C Rule Must Be Covered By .. Must Not Overlap Must Not Overlap Muct Not Overlap Must Not Overlap Must Not Overlap Boundary Must Be C... Boundary Must Be C... Boundary Must Be C... Feature Class PASEC TION PASUBDNISI% PABLOCK_L1 PACONDO_L < eedt Add Ruie .. Remove All Load Rule,. Save Rules Next > cars 7246 Total 7259 0 0 J • Curve queries Source data will be queried for any curve segments that are not true circular curves (ex: Bezier or spiral curves) because the parcel fabric will not migrate in non -circular curves. These non - circular curves will then be converted to circular curves for migration. Any deficiencies or concerns will be identified and presented to the County for review in addition to resolutions for each item. The County is aware that errors may exist within the data such as slight overlaps or gaps within and between features. A sample Assessment Report is depicted in the table below. Issue # of Occurrences Resolution .... .._ , . a Slight Overlaps (less than 1') 124 Use Topology tools to subtract the overlap Slight Gaps (less than 1') 37 Use Topology tools to fill in the gap Features Cluster Tolerance smaller than the 6 Delete the features Large overlaps 3 Consult County staff Large gaps 87 F Fill with polygon labeled as MIGRATION NOTES • Upon initial review of the County's data provided with the RFP, there does appear to be overlaps between features. • Here is a synopsis of the topology that was quickly run on the sample data provided: Classl..,Rut - Class2 Errorsd1Notes Must Be Larger Than Cluster Tolerance 4 Delete PARCEL Must Not Have Gaps 2960 ROW gaps mostly LOT Must Not Overlap 55 PARCEL Must Not Overlap 1449 DROW Must Not Overlap 0 BLOCK Must Not Overlap 4 ROW Must Not Overlap 58 RROW Must Not Overlap 0 SUBDIV Must Not Overlap _ 15 13 GIS Parcel Fabric PRO BLOCK Must Be Covered By SUBDIV 70 LOT Must Be Covered By SUBDIV 307 Pro -West assumes that identified data deficiencies will be reviewed and discussed with County staff so that Pro -West can make fair and reasonable assumptions or judgements when working to clean the data prior to migration. VALUE OUTCOME • Report of data deficiencies and recommended resolutions Data Clean -U o Pro -West proposes to complete the data cleanup and plans to do so in the following fashion. • Where there are slight overlaps and/or gaps, built-in topology tools would be used to subtract the overlapping area or fill-in the gaps • Where features are smaller than the tolerances, they will be deleted • Where there are large overlaps such as full parcels, the data will be migrated with overlapping features This may occur when the parcels that overlap are exactly the same (stacked parcel) Pro -West will provide the County a list of the overlapping parcels prior to migration for County review and approval • Where there are large gaps such as right-of-ways, water features, or other areas missing parcel data within the County limits, those gaps will be filled with a polygon attributed as MIGRATION Data Vigration As was noted in the sample data, the County currently has the following parcel fabric source data to be migrated: County Source Data Tart Migration Type Subdivision Type 5: Simultaneous Conveyance Blocks Type separate published. 6: Conveyance feature on its Division — own in the as an attribute Parcel Fabric, of the but Lots. will be Not a once Lots Type 6: Conveyance Division Parcel Type 7: Tax Parcel Ditch ROW, ROW, & RR ROW Type ROW 9: Encumbrance it is. — with a domain to attribute what kind of Data Preparation Utilizing the documented schema needs and prepared staging geodatabase, the County's data will be reviewed and edited for compliance with the accepted schema. 1. Clean data will be loaded into a prepared staging environment 14 GIS Parcel Fabric 2. Best practices will be utilized to prepare the data for parcel fabric migration a. Parcel fabric standard attributes may be calculated from the County attribute fields where possible i. These may include the parcel numbers, fabric type, and any additional domain settings identified during the geodatabase schema preparation b. Polygons and lines will be optimized as simple 2 -point lines, true curves, and line strings for natural features where possible c. Parcel fabric topology rules will be validated to ensure the data is ready for the strict parcel fabric environment 3. Quality control tools will be employed to ensure quality data is prepared such as Data Reviewer and other geoprocessing tools (the Data Review and tools are described further in the Quality Control section) Data Loading The prepared data will then be loaded into the prepared Parcel Fabric schema using Esri's off -the -shelf -tools. • The County -reviewed geodatabase schema as was prepared in previous steps will be the target location for data loading • Settings and tolerances will be set to reflect the nature of the data being loaded Data Loading Techniques Data Review. The data will be reviewed using both automated and manual methods to ensure the data is migrated and loaded as expected. This will include, but may not be limited to, the following items: • l eget tt e' trc • tax ree mot; centr flan but Pure, Fetus ais: twat tr a srry ,twit (cult ;apeat i atsd Nart :ter {a tree, 1.11010 CrCke -ten. c + sits (Dun*; :elfs 'ma.rtes State$ is erean (evwd: :.ttPA•t1 CR1 ( t..annlrjn aNye PARS kN tarts (mew, fJ x�t.wt 4.1L4ti t<.rkle. LW Gilt rut, ant rent terearw *die tj Auual Glepv, b i•reetedas taandi; nR Car Forewa rrm. • Vs tee a> • Reviewing the migration matrix to ensure all features were migrated properly • Enabling the LGIM on the parcel fabric This allows the fabric to use the automated workflows and allows the default mxd to parse out the parcel fabric data based on queries to show e xample Tax Parcel, Lots, and Subdivision • Enabling editor tracking • Performing Data Reviewer checks for spatial and tabular compliance • Visual reviewing for any oddities This is a secondary review after spatial checks focusing o n curves to assure correct and coincident migration • Running additional geoprocessing and ArcGIS checks to ensure project compliance o Check Fabric tools o Use of additional fabric Add -In Tools available to check parcel quality and check for inconsistent records (points n ot associated with lines for example) each feature by its type — Batch lob Contents Line Checks Comparative Ratio of COGO to Length Check Line has the same From Point ID and To Point I Part Connector Lines are Too Long between Parcel Checks Incomplete Historical Pecord Unacceptable Misclose Ratio Unnamed Parcels Invalid Parcel Geometry Invalid Parcel Identification Number Invalid Conveyance Type Invalid Encumbrance Type Invalid Lot or Unit Type Part Checks Multiple Curve Center Points to Close Proximit Control Points within 1 foot of Fabric Points are Data Reviewer Methods 15 GIS Parcel Fabric Development Tools Pro -West does not use any proprietary tools for the development in nor migration of data to the parcel fabric. All methods and tools are Esri COTS (commercial -off -the -shelf) products such as the standard desktop software, server software, geoprocessing tools and Add -Ins. Assumptions for Migration 1. Pro -West will receive from Weld County data in the form of polygon feature classes or standard annotation in a file geodatabase — similar to the sample data received with the RFP. 2. Only the data contained in the received Countywide feature classes will be migrated. a. No additional features will be created b. Condo units are not included in the sample data and it is understood that these are not a required deliverable. c. Annotation will be added to the Parcel Editing feature class "as is" — that is to say that current County standard annotation will remain standard annotation. Feature -linked annotation will be discussed during training. 3. Data clean-up is a Pro -West task a. Data clean-up will include those tasks that make the data eligible for loading into the parcel fabric in a logical fashion but not in a way that removes any intent of the parcel representation, i.e. as much as can be done within reasonable guidelines i. Topology clean-up for overlaps and gaps ii. Curve optimization iii. Review features for fabric migration limitations iv. Attribute review via migration matrix 4. COGO will be calculated by the software based on current data. a. The COGO attributes will be populated with current shape values upon loading b. No comparison or correction to actual COGO values will be conducted 5. No annotation will be constructed from the migrated data a. Current standard annotation will be migrated to the new file geodatabase, but it will remain standard annotation. b. During training, a discussion regarding the options for further annotation and enabling the feature -linked abilities within the LGIM will be had. 6. County staff will be available for review or questions as needed throughout the migration process via email, phone, or online meeting as necessary Quality Control Quality control is an essential element of Pro -West's data development procedures. Quality assessment measures are built into Pro -West's migration procedures to ensure data integrity and to limit data entry errors. Some of the procedures to be utilized include the following: Geodatabase features such as domains are used to control how data entry may occur utilizing "drop -down" lists that create a controlled environment for data entry, thus eliminating typographical errors and inconsistency. The Parcel Fabric utilizes several domains in its features to add additional information and clarity to the data therein. 16 GIS Parcel Fabric PRO Geodatabase topology will also be utilized as a quality assessment tool prior to loading the data into the Parcel Fabric since it validates spatial rules set forth between and among certain classes of features. Data cannot be loaded to the Parcel Fabric if it does not meet the six standard rules as set forth within the Load a Topology to a Parcel Fabric tool. Six Standard Rules • Line — Must be Covered by the Boundary of (polygon) • Line — Must Not Self — Overlap • Line — Must Not Self — Intersect • Line — Must be Single Part • Line — Must Not Intersect or Touch Interior • Polygon — Boundary Must be Covered By (line) In addition to the geodatabase quality analysis tools, Pro -West's process incorporates additional assessment measures to ensure a quality final product. These tools involve automated and manual analysis, both tabular and visual. Thus, each staff member who develops or migrates parcel data must adhere to a rigorous set of standards that is reviewed prior to data delivery. Finally, the Parcel Fabric migration involves newer quality assurance standards and technology such as the implementation of the following tools and procedures: • Data Reviewer Extension batch processes to examine the readiness of the data prior to loading into the parcel fabric. The batch processes used by Pro -West include checks for spatial inconsistencies such as: o Self -intersections or invalid geometries o Attribute checks such as adherence to domain values, unique names, or duplicate names Topology rules that must be met prior to loading to the parcel fabric • Data Reviewer Extension post -load batch processes to examine the accuracy of the loaded fabric data both spatially and in tabular format. The checks in the post -load parcel fabric review the quality of the final fabric, verify spatial indexes, and check line/polygon coincidence. • Additional Catalog or add -in tools such as the "Check Fabric" and "Inconsistent Records" tools also report basic errors or identify potential issues The final geodatabase will be subject to review by County staff to verify that the data was migrated successfully. The geodatabase will be supplied to the County via a file geodatabase format for review. The geodatabase will consist of feature datasets extracted from the latest LGIM containing feature classes, domains, tables, and relationship classes as standardized in the LGIM. A ligrtinn floI itt arT The final countywide data will be delivered to the County's existing LGIM enterprise geodatabase. In each case, the geodatabase will contain two feature datasets: ParcelEditing and ParcelPublishing. Parcel Editing will contain the parcel fabric and standard annotation features. Parcel Publishing will contain the published features from the Parcel Fabric. 17 GIS Parcel Fabric Data Migration Responsibilities & Assumptions • County and Pro -West will communicate via telephone, email, and web meetings. • County and Pro -West will attend and participate in all scheduled kick-off and status meetings through the duration of the project. • County will be available from time to time for unscheduled calls or meetings to discuss a specific topic. • The County will provide Pro -West with source data and documentation, remote access to n ecessary database systems, and with training as required to efficiently use those systems as n oted in the RFP, in the above sections, and as noted here. All related GIS data Server access with permission to edit, store and create scheduled tasks o Pro -West will conduct all migration activities at Pro -West offices and will deliver the data to the County in a digital format that is appropriate to the size of the data — enterprise geodatabase for the final countywide data. Assumptions - Responses to Narrative Questions 1. Indicate vendor's product release cycle, including details of releases over the past year and also detail on forward looking releases and major improvements/features within each release (for the next year). a. This question does not apply to Pro -West's proposal. Pro -West is proposing GIS professional services to implement the Parcel Fabric; products used during this project, i.e. the Parcel Fabric environment, are Esri-developed products with Esri being responsible for product releases. 2. Indicate vendor's compliance with offering ongoing Software maintenance (technical support/upgrades) and specify: a. Standard business hours for technical support i. 8:00am-4:30pm CST/CDT b. Location(s) of support services i. All support is provided from Pro -West's main office in Walker, MN. c. Level of support during and outside of business hours (e.g., pager, 800 number, hours of operation, etc.). i. Pro -West provides support via phone and email during normal business hours. Our Voice Over IP (VOIP) phone system allows calls to reach us virtually anywhere on any device, and enables us to receive voicemails even without a phone, since we receive email notifications. ii. Outside of normal business hours, support may be negotiable depending on client needs. d. Specify any additional cost for support during non -business hours. i. Any additional cost for support during non -business hours will be negotiated depending on the level of support required. e. Methods of reporting problems i. Problems may be reported to the County's primary point of contact at Pro -West ✓ ia email or telephone, or via our main office general number (320-207-6868) or e mail (consult@prowestgis.com). Issues can be logged on project -specific SharePoint sites. 18 GIS Parcel Fabric PRO f. Response levels i. Pro -West has a defined and timely issue resolution process. This can be flexible to meet specific client requirements, however Pro -West's standard process follows the below response and resolution timelines and procedures. Support incidents are categorized based on their impact to end users. g. How fixes are distributed and applied i. Pro -West can assist with implementing fixes where Esri software is concerned, however Esri distributes fixes to its own products. h. Problem escalation process (including resolution process and timing) i. Pro -West's issue resolution timings are outlined below: D - • • • • f : - • • 1 II . ' eso ution al ume Critical System is non-functional 1 hour 4 (business days hours only) Significant Inhibits work-arounds ability to work exist efficiently, but 4 hours 1 day business Minor Minor request; ability nuisance no impact or enhancement on operational 1 business day Scheduled (within business week) 1 i. Frequency of software updates/upgrades i. Pro -West can assist with updates/upgrades for the County in line with Esri software releases, however Esri determines when those are released. 3. Indicate compliance with periodic software upgrades providing general feature enhancements that must be guaranteed to be compatible with whatever system customization the Vendor makes to the original GIS Parcel Fabric. a. Pro -West customizations to the Parcel Fabric will be limited to attribute fields and domains which have no foreseeable impact on Esri periodic enhancements to the Parcel Fabric. 4. IT Training Plan — Detail your training plan for the IT project team. The training plan should include system administration, supporting, and using the system. What training materials will be available to IT? a. Pro -West does not expect that the County's IT team will require training. Current procedures will continue to provide the support needed for the newly migrated data in the LGIM/Parcel Fabric format will continue to reside in the SQL database that has been maintained to date by the County. Current database maintenance procedures are not expected to change significantly. b. Knowledge transfer of publishing script configuration and schedule will be provided to County IT staff. Documentation will be provided by Pro -West to support this knowledge transfer. 5. End -user Training Plan — Propose a detailed training plan that you recommend for end -users, and department administrators. What training materials will be available to these end -users and department administrators? a. Parcel editors will be instructed via a Pro -West 3 -day, in -person, hands-on, custom course which uses County data during training. 19 GIS Parcel Fabric PRO b. A manual is provided for each course. c. Trainings will cover the following topics r TRAINING CHECKLIST Vt Vt Vt Vt Nis Overall understanding of the County s geodatabase structure and schema New parcel creation Parcel split and combines Boundary line adjustment New Subdivision creation including condominium relationships Creation and maintenance of encumbrances Create and Edit Lots from the duplicated Tax Parcels Edit and update attributes to indicate private/public roads Create Feature Linked annotation as needed Parcel Fabric quality maintenance and periodic checks Publishing script maintenance 6. Provide details of any subcontracting arrangements that will come into effect if vendor is awarded the business outlined in this RFP. a. Pro -West will not use subcontractors on this project. Countywide Data Publishing Publishing Script *PROVIDED AT NO ADDITIONAL COST TO WELD COUNTY* To enable data in the parcel fabric to be used in other applications or environments, the parcel features need to be published from the parcel fabric into simple feature classes within the LGIM. Each feature's published location and attributes will be defined in the geodatabase schema phase of the project. Pro -West has developed an ETL tool that is a Python publication script and defines which features to publish from the parcel fabric and where to put them. This script automates the publishing of the most current data from the parcel fabric to other feature classes that can then be accessed by desktop and web applications. The automated export will be performed nightly, exporting parcel data from the Parcel Fabric. The nightly process will be triggered from the Windows Scheduled Tasks control panel and will provide basic logging and email notification of the script's actions and ultimate success or failure status. To support the County's deployment goals, Pro -West will provide: • Publishing script • Service set-up • Initial application configuration 20 GIS Parcel Fabric PRO • Training to maintain or update the data published Source Target Clititria FieldExceptions jsourceFab! IdestCRI1PL5STowrship SysternEndDate is null AND Type=1 TNNSN'NO=Townsh;pNumber;RANGENO=kangeNumber TIN NSHPLABsNarne.LASTUP DATE =Mo difyDate,TWNSHPDIRsTownshipDirection.RANGEDIR=RangeDirection lsourceFab I IdestCR I\PLSSSectton SysterrErdDate is null AND Type=2 FRSTDIV1AB=Name;FRSTDIVID=Narre,FRSTDIVTYP=firstDiwsiorType,LASTUPDATE=ModitvDate jsourceFabj destCR I\PLSSQuarterSectron Sys:errErdDate is null ANC Type=3 SECDNLAB=Name,SECDhRYPrSecondDivisronType,L TUPDATEz1 lodifyDate,SECTrSECT IsourcefabI jdestPPI\SimultareousConvayance 5yscerrEncIDate is null ANDType_5 CNVYNAME:Name. CNVYDSGNTR=CorveyanceDesignator, CNVYTYPdanveran ceType, LASTUPDATE=ModifyDate jsourceFabj I destPP I \ConveyarceDivlseor SysternErdDate is null AND Type=b DIVDSGNTR=Name BLKDSGNTR=BlotkDesignator; DIVTYP=5imCorDivType; LASTUPDATE=ModityDate jsourceFabj ,destPPj\Block SysterrEndDate is null AND Type=E AND BlockDesignator Is not Null BLKDSCNTR=BIockDesigrator, LASTUPDATE=ModifyDate IsourceFabI jdestPPI\TaxParcel SyaterrErdDate is null ANDType=7 PARCEL:D=Name, LASTUPDATE=MedityDate jsourceFabj I destPP I \Encumbrance SysterrErdCate is null ANDTypes9 ENCUMTYPE=EncumbranceType, LASTUPDATE=ModifyDate IsourceCortrrli !destCRI\Cor•trotCorner POINTTYP=PointType; POINTLAB=Pointlebel, MONTYP4tonurnertType; XCOORD-k; YCOORD=Y: ZCOORDsZ; SURVEYDTsSurveyDate, ACCCMMNTS=AccuracyComments, COORD°ROCsCoordtnate Procedure; COORDMETH=CaordmateMethod; LASTUPDATEsModifyDate;LASTEDIT Isourc.PEj\Parcel_Arno IdestPPj\ParcelwArrotation ePEj\Plat Arno IdestFFl\Plat_Annotation L _ Sample Publishing Spreadsheet Assumptions • County staff will provide access to the necessary servers and/or systems to implement the publishing script with permissions to modify the scheduled tasks • The LGIM geodatabase will be utilized as both the source and destination for the publication scripts — meaning the parcel fabric source and the published feature classes all reside in one geodatabase • Pro -West will prepare the publishing script for the data migrated in this project. All other data to be published will be configured by County staff after all training is complete. Phase 4: Parcel Fabric Review & Acceptance Upon completion of the migration and delivery of the geodatabase to Weld County, Pro -West will also provide data review guidelines for the County to use in their review of the parcel fabric. Upon successful acceptance of the parcel fabric by the County, Pro -West will proceed to Phase 5 — Training. Additionally, as an optional add-on, Pro -West could configure and deploy the following solutions to allow the County to take immediate advantage of the parcel fabric data. If the County wishes to take advantage of these solutions, the details would be outlined in the Project Plan and deployment would take place during the time of the County's review and acceptance of the migrated data. • Tax Parcel Viewer • Parcel Drafter 21 GIS Parcel Fabric PRO Phase 5: LGIM & Parcel Fabric Editor Tra Wing Pro -West Custom Parc,ei Fabric Editing and Maintenance Training Pro -West custom training will take the form of a 3 -day, on -site, hands-on course and will be specific to Weld County's data. Pro -West will coordinate with the County training contact at least two weeks prior to training to ensure all data, content and equipment is setup for training. Pro -West's training program will be customized for the County to ensure that business needs are met and that the editing staff understands the details and nuances to match these business needs. Pro -West will work with County Staff to develop an agenda of specific topics that will be covered during training. A training manual will be provided to trainees which contains information and exercises that can be referenced as needed in the future. Topics may include, but are not limited to, the following items: PRO WEST & Associates. ProWest's Custom Parcel Fabric Editing Training: What is a Parcel Fabric? The Concept of a Parcel Overview of the Parcel fabr.c Editing the LGIM and Parcel cabric SLt+rm. The Editing Environment Mans Reviewing 3 Par re Arinutatiun & !Schap; Historic Parcels ArcMlap COTS ! Parcel Editor Toolbar AsChap OYrrvtew. Editing Preparatsun Versattning Proer-s,. Warning with Plans Waiting with Accuracy Annotation Updates Enabled Workflow: Workflow Setting: Workflows; Merge / Split i Subdivision. 1 Boundary Line Adjustment Additional bier rises .� Create New ax Parcel by Duubcatmg $. Create New Tax Parcel vlo Construction Grid C. Merge Parcels to Create a New Parcel Itelerge I Union! D Mew Subdivision Ihom scratcnl C Parcel Soh? r Ton Parcel Condo Update G Curve Updates Spat;an Data Publishing 3 3 b 13 15I 16 17 19 20 21 25 42 42 16 51 54 57 57 5B 61 .61 65 67 71 77 79 83 87 Assumptions for Training Pro -West assumes that staff attending training have the basic skills to use ArcGIS Desktop for general editing purposes County and Pro -West will communicate via telephone/Skype, email, and online meetings in preparation for the training The County will provide: 22 GIS Parcel Fabric PRO Training space/room including tables or desks, chairs, etc. to accommodate students and Pro -West trainer Computers/laptops and peripherals for ea:h student (Pro -West trainer will supply his/her own laptop) Software (installed and tested by the County prior to training) ■ ArcGIS Desktop Standard or Advanced licensing ■ Version should be 10.5.x or most current ■ Tested on each computer to ensure capabilities to open and edit in both ArcMap and ArcCatalog Projector and screen to accommodate Pro -West trainer's laptop for demonstration Editing access to the geodatabase located on the County server along with permissions set for each student ■ Students will need permissions to access, read, write, and version the geodatabase Each student should test accessing the database prior to training to ensure capabilities exist Implementation Assumptions Pro -West assumes the following items for the successful integration and implementation of Esri Solutions at Weld County. Pro -West acknowledges that access to Weld County systems will be facilitated through a screen sharing program such as webex, and any time Pro -West needs access to Weld County resources, a Weld County staff member will be co -present. Pro -West also understands that certain configuration actions will require elevated permissions held only by specific individuals in the organization, and does not assume that Pro -West staff will have direct authentication to any county systems. 1. Pro -West will have remote access to the enterprise geodatabase and server properties 2. Pro -West will have permissions to modify the enterprise geodatabase schema 3. Pro -West will have permissions to load and configure the Publishing Script on a machine with access to the enterprise geodatabase and has Esri desktop software (standard or advanced) or ArcGIS server (standard or advanced) software installed 4. Pro -West will have permissions to configure a scheduled event for the nightly publishing 5. Pro -West will have Publisher/Administrator permission for the configuration of ArcGIS Online application 6. County has an active ArcGIS Online Organizational Account 7. County will supply Pro -West with a temporary ArcGIS Online Admin Account 8. County has ArcGIS Server installed on the server 9. County has Workgroup SDE or Enterprise on existing web server 10. County will participate in online meetings and phone calls with Pro -West 11. County will supply necessary information as needed for the installation and configuration of the items discussed in this section 12. Pro -West will train County staff as indicated per item above 13. Pro -West is not re-pathing or re -sourcing any existing application 14. Pro -West is not re -configuring any existing application 23 GIS Parcel Fabric Project Summary Upon successful completion of the above described tasks, Pro -West will supply the County with a Project Summary document that will include a summary of any amendments made to the initial Project Implementation Plan document, a summary of the quality control results, and any continued tasks of which the County needs to be aware. Project Checklist Below is a complete list of the deliverables included for th s project. PROJECT CHECKLIST Project Implementation Plan Pilot Project Migration County -Wide Migration ve On -site training and documentation NO ADDED Parcel Fabric Publishing Script COST 24 GIS Parcel Fabric Challenges and Barriers Based on previous experience of partnering with local governments to deliver similar projects, Pro -West has identified the following risks along with possible mitigation strategies: Timeline • When a project involves clean-up of data that was not created by Pro -West, there is a risk of discovering errors or issues that are not common, thus taking time to review with County staff and determine the best course of action. Hence, this poses a potential risk to the timeline. Pro -West will work with the County to discover as many errors or potential issues ahead of time Pro -West will utilize topology tools to resolve errors in bulk where applicable • The timeline expectation is very tight, thus leaving a risk that any delay of information or unplanned absences could make deadlines unreachable. Pro -West will schedule the tasks according to the timetable and have backup personnel in the event of unplanned absences. Pro -West will make the County aware of any data needs as soon as possible to give the largest margin for information retrieval and communication. Project TimQframP The table below shows the estimated time frame for each stage of the project. The Project Implementation Plan will define these more specifically. Project Stage Deliverable(s) Project Schedule Start Date Due Date 1: Project Planning Project ■ including migration, matrix, Plan document contacts, details regarding data estimated timeframe, data schema and training topics 2 weeks August 1't Aug 31't 2: Source Assessment Data Report of data issues and recommended resolutions 2 weeks Sept 3rd Sept 14th 3: Up Countywide and Migration Data Clean- Enterprise geodatabase with Countywide the parcel fabric data cleaned and migrated to as outlined in the project plan 4 weeks Sept 17th Oct 12th 4: Acceptance Data Review and County review period 2 weeks Oct 1St' Nov 2r,d OPTIONAL: Configuration Deployment Application and ArcGIS Online applications Viewer and Parcel Drafter) deployed (Tax Parcel 2 weeks — concurrent with Task 4 5: Training Custom 3 -day, ■ including on -site a 90+- parcel page editing manual training 1 week Nov 5th Nov 9th GIS Parcel Fabric Sept 21St will be the final deadline for sending PWA data. The County will not edit between 9/17 and 11/9. The County may edit locally, but these edits will not be included in the final fabric delivery. Edits made locally will be used as training material. Payment Milestones Pro -West will invoice the County upon the completion of each of the project stages listed in the table above, plus an additional stage if the County chooses to implement the optional applications proposed by Pro -West. Completion is defined when each party signs and dates a milestone summary document. Payment Milestone 1: Completion of Project Planning; delivery of Project Plan document Payment Milestone 2: Completion of Source Data Assessment Completion Criteria: Milestones 1 & 2 will be complete when the plan document has been delivered and approved by the County, and Pro -West has completed the assessment and shared assessment results with the County. $6,190.71 Payment Milestone 3: Completion of County -wide clean-up and migration; delivery of complete migrated data and publishing script Completion Criteria: Pro -West will deliver the final migrated product and the County has approved. $22,907.43 Payment Milestone 4: Completion of Pro -West custom training Completion Criteria: Pro -West has completed the training $8,215.08 26 GIS Parcel Fabric PRO Pricing The completed RFP Pricing Table is included on the next page. The table below itemizes the fixed price by project stage, and includes the optional ArcGIS Online application implementation. Project Stage Cost 1: 2: 3: 4: Project - - - - - Countywide - - - Migration - Editing - - - Kick-off Data Project Geodatabase Data Countywide Countywide Enterprise Implementation On 3 Training Implementation -site, days and matrix assessment Review plan Maintenance Data hands-on manual document Data Data geodatabase schema Assessment, and report Clean-up Migration Acceptance of publishing training Plan Training Clean containing coma -Up n g script & Parcel Migration Fabric and published data $35,303.22 Indirect costs (travel for on -site training) $2,010.00 TOTAL COST $37,313.22 County Responsibilities Below are listed the project tasks for which Pro -West expects the county to be responsible: 1. The County will send to Pro -West a copy of its data in the form of polygon feature classes or standard annotation in a file geodatabase — similar to the sample data received with the RFP. 2. County staff will be available for review or questions as needed throughout the migration process via email, phone, or online meeting as necessary. At times this may include unscheduled meetings or calls to discuss a pertinent topic. 3. County and Pro -West will attend and participate in all scheduled kick-off and status meetings through the duration of the project. 4. The County will provide Pro -West with source data and documentation, remote access to necessary database systems, and with training as required to efficiently use those systems as noted in the RFP, in the above sections, and as noted here. a. All related GIS data b. Server access with permission to edit, store and create scheduled tasks 5. County staff will provide access to the necessary servers and/or systems to implement the publishing script with permissions to modify the scheduled tasks 6. All data to be published via the publishing script, other than the data migrated as part of this project, will be configured by County staff after all training is complete 27 GIS Parcel Fabric PRO 7. County employees will have the skills to use ArcGIS Desktop for general editing purposes 8 The County will provide the following for Pro -West on -site training: a. Training space/room including tables or desks, chairs, etc. to accommodate students and Pro -West trainer b. Computers/laptops and peripherals for each student c. Software (installed and tested by the County prior to training) 1. ArcGIS Desktop Standard or Advanced licensing 2. Version should be 10.5.x or most current 3. Tested on each computer to ensure capabilities to open and edit in both ArcMap and ArcCatalog d. Projector and screen to accommodate Pro -West trainer's laptop for demonstration e. Editing access to the geodatabase located on the County server along with permissions set for each student 1. Students will need permissions to access, read, write, and version the geodatabase 2. Each student should test accessing the database prior to training to ensure capabilities exist 9. The County will provide Pro -West with remote access to the enterprise geodatabase and server properties 10. The County will provide Pro -West with permissions to modify the enterprise geodatabase schema 11. The County will provide Pro -West with permissions to load and configure the Publishing Script on a machine with access to the enterprise geodatabase and has Esri desktop software (standard or advanced) or ArcGIS server (standard or advanced) software installed 12. The County will provide Pro -West with permissions to configure a scheduled event for the nightly publishing 13. The County will provide Pro -West with Publisher/Administrator permission for the configuration of ArcGIS Online application 14. County has an active ArcGIS Online Organizational Account 15. County will supply Pro -West with a temporary ArcGIS Online Admin Account 16. County has ArcGIS Server installed on the server 17. County has Workgroup SDE or Enterprise on existing web server 18. County will participate in online meetings and phone calls with Pro -West 19. County will supply necessary information as needed for the installation and configuration of the items discussed in this section 28 MEMORANDUM TO: Esther Gesick, Clerk to the Board June 21, 2018 FROM: Ryan Rose, Chief Information Officer SUBJECT: B1800079, GIS Parcel Fabric BOCC Approval Date: June 25, 2018 Bids were received and opened on April 20, 2018 for bid B1800079 for services related to the implementation of GIS Parcel Fabric. Four (4) bids were received ranging from $37,313.22 to $61,060.00. Attached is the bid tabulation for your information. The Information Technology staff has reviewed all of the bid responses and met with the Assessor staff. With Chris Woodruff's approval, they would like to select the low bid. ProWest & Associates, Inc. out of Walker, MN proposed the lowest cost solution of $37,313.22 and meet the needed functionality documented in the bid process. Based on the above information, I recommend the Board award B1800079 GIS Parcel Fabric to ProWest & Associates, Inc. for a total amount of $37,313.22. DATE OF BID: REQUEST FOR: DEPARTMENT: BID NO: PRESENT DATE: APPROVAL DATE: WELD COUNTY Dept. of Information Technology 1401 North 17th Avenue, Greeley CO 80631 E-mail: imundtc weldcgov.com Phone: (970) 400-2521 Fax: (970) 304-6572 April 20, 2018 GIS Parcel Fabric Data Conversion Services INFORMATION TECHNOLOGY #B1800079 June 11,2018 June 25, 2018 Vendor Name Project Quality Control Feature Documentation Optional Costs Total: Address Management & & Cleanup Conversion & & Training Inc! Options Support Integration Excl Options ProWest & Associates Inc 8239 State 371 NW Walker, MN 56484 $11,886.72 $8,273.72 $8,937.70 $8,215.08 * $2,451.36 ** Ind: $39,764.58 Excl: $37,313.22 Sidwell 2570 Foxfield Rd, Ste 300 St Charles, IL 60174 $8,630.00 $17,200.00 $10,950.00 $9,976.00 $6,785.00 ** $4,320.00 *** Incl: $57,861.00 Excl: $46,756.00 Bruce Harris 21 N. River St Batavia, IL 60510 $9,539.00 $2,420.00 $31,200.00 $7,700.00 $50,859.00 Timmons Group 1001 Boulders Parkway Ste 300 Richmond, VA 23225 $12,795.00 $10,520.00 $32,645.00 $5,100.00 $61,060.00 * Additional training costs were listed as required but were not included in the proposal (est —$9,680 for 8 people) ** If included, this cost recurs annually (data hosting and/or extended functionality) *** If included, this is a onetime cost (integration with extended functionality tools) ** Bids are being reviewed at this time by dept.** 2018-1807 Hello