Request for Proposals

Integrated Project System (IPS)

The Ohio History Connection, State Historic Preservation Office (SHPO), seeks proposals from providers of enterprise database solutions to integrate and normalize nine MS Access 2010 databases and one antiquated Internet Client/Server SQL Server 2008 r2 database application into a single project-based SQL Server RDBMS. The proposed solution will be used by both internal and external users and should utilize a web-based or web/forms-based User Interface developed in an established programming framework (i.e. .NET). This new solution should maintain current functionality of our existing client/server application and include a new GIS tool (developed in JavaScript/HTML5) that allows users to create project and archaeological site boundaries.

Click here to download the IPS RFP (28 MB)

Key Dates to Remember:

Proposal Issue Date: October 1, 2014
Mandatory Pre-Proposal Conference: October 10, 2014
Proposal Inquiry Period: October 11 – October 31, 2014 at 5:00 p.m.
Proposal Due Date: November 17, 2014

Return to this page between October 11 and November 7 to see answers from the State Historic Preservation Office to IPS questions posed by potential offerors during the proposal inquiry period.
1.) What ArcGIS desktop/server extensions are currently licensed by SHPO?
The SHPO GIS system is currently licensed for the Publisher extension for ArcGIS Desktop
2.) Can a firm that attended the Pre-Proposal use a sub-consultant that did not attend the Pre-Proposal meeting?
Yes, as long as the firm in attendance at the IPS pre-proposal conference is the primary firm (Offeror).
3.) Does SHPO have Drainage information, Themes, Buildings, and Use Hierarchies contained in a MS Access database or tables (fig 4.11 & 4.20)
Yes, we have this information available as MS Access 2010 tables.
4.) Please clarify the requirements about the purchase of commercial software licenses. How would SHPO like to see the annual fees for commercial licenses and support calculated? Is this cost to be absorbed by the Offerors and then reimbursed over the course of 5 years?

We are looking for an estimate of these costs but not for the offeror to absorb the cost. However, we are not opposed to this approach should offeror wish to propose as part of its solution.

5.) Figure 2.3 – Please clarify how to determine if a user has permission to view nearby sites? Is this determined by the project boundary, proximity buffer, or user security permissions?

Users with the appropriate security permissions will have the right to view (not edit) nearby archaeological when first establishing their project’s GIS boundary.  If the polygon for the archaeological site the user is trying to draw does not appear, then the user can create a new archaeological site polygon.  If the polygon already exists, the user will need to notify appropriate SHPO staff of their wish to modify the archaeological site polygon (and related data).  SHPO staff will approve or deny request and notify the user.  We would like this notification functionality to be built into the system.

 
6.) Please provide an estimated number of internal users currently accessing your system.
Currently we have 30-35 users who access our internal system.
7.) Question on CT-8 & NFR-1: In regard to system Availability how many ‘9’s are required? Four 9’s (99.99), or something higher like five or six 9’s?

Most SHPO system activity is concentrated between 6AM and 8PM Monday-Friday; however, we do have a smaller, active set of users during all hours of the day 24/7/365. That being said, we believe system availability of two nines (99%) with less than 2 hours of downtime per week (off peak) to a max of three nines (99.9%) with a max downtime of approximately 10 minutes (off peak) should suffice.

8.) Question on RPT-2: Will the batch report generation for archiving be an automated process or user initiated?
We are looking for an estimate of costs for the batch report generation for archiving as both an automated process (e.g. happens automatically within the IPS system once a series of conditions are met – no user interaction necessary) and user initiated (e.g. ADMIN clicks on a command button for batch report generation for archiving).
9.) What kind of user load are you expecting on the SHPO servers during peak week hours?

The Client/server application currently has +/-300 registered external users and +/- 35 internal users, they do not all access the application concurrently, but we anticipate the number of users to grow to exponentially once the IPA is completed.

General External User Profile:

1. Reside outside of our network

2. Do not all use same version of Windows OS

3. Travel frequently‐ can work temporarily in hotel or other ‘hot spot’ environments

4. May use different Internet browsers

5. Work for different companies or agencies, each with markedly different network securities and some use heavily restricted company computers

6. May also be only occasional users of our applications

7. Skill sets differ, varying degrees of technical literacy

8. Most users will users have high‐speed connections

10.) Does any part of the desired solution need to integrate with an existing Active Directory or LDAP environment, or are the users/groups for these new systems completely independent?
Yes, for integration with an existing Active Directory for the 30-35 users internal to our network; no, for the external users. We would like the IPS to adhere to the ASP.net identity architecture for authentication, system, access and role definition.
11.) GIS-5 -Incorporate ArcGIS Server map feature services- Can you clarify what you mean by this?

SHPO is currently working with Latitude Geographics to develop a new GIS, separate from the IPS, using Latitude Geographics Essentials HTML5 and Javascript API’s.  The new IPS GIS Tool should be developed using the ArcGIS HTML5 and JavaScript API.  The IPS GIS Tool does not need to utilize Essentials.  The IPS GIS Tool will utilize SHPO hosted ArcGIS Server and ArcSDE to provide and store spatial data. So the GIS tool will utilize map and image services provided by our SHPO  hosted ArcGIS Server.

12.) What projection system do you use?
SHPO is currently working with Latitude Geographics to develop a new GIS, separate from the IPS, using Latitude Geographics Essentials HTML5 and Javascript API’s.  Our current projection system and datum is UTM Zones 16N and 17N using NAD27.  However, once the new GIS is online (likely within the next several months), we anticipate updating our projection system to UTM Zones 16N and 17N using WGS84.
13.) Are the ‘maps’ contained in the IForm database made of only images and text, or do they contain vector data too?

The maps in the IForm database are made of only images and text.  We would like the IPS to collect coordinates instead of images and text and then export a map of the area for reports (see Appendix A,  Figures 6.8, 6.11).

14.) Does Section 106 Project Tracking database contain spatial (XY coordinate) information for “project areas”?

No, this would be new functionality within the IPS. 

 

Property addresses stored within the current Section 106 Project Tracking database do not conform to a standard address format.  A majority of the records contain multiple addresses, while a smaller percentage of records contain no address information or provides locational text descriptions only. A small percentage of these addresses have spatial XY coordinates.

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15.) Does the national Register database contain spatial (XY coordinate) information for properties? Do addresses in this database conform to a standard address format?
 

XX_NR_Listed_Uberdata

A high majority of the addresses conform to a standard address format, while a small number may contain multiple property addresses and/or location descriptions. That being said, each address does have a fairly accurate spatial XY coordinate in the above mentioned projection and datum.

XX_DISTRICT_Individual_Addrs_Master

A high majority of the addresses conform to a standard address format, while a small number may contain multiple property addresses and/or location descriptions. There are no spatial XY coordinates for addresses.

Districts

The address field in this table contains location information and spatial XY coordinates, which are the approximate center of the district boundary, Polygons for the National Register district boundaries are stored within the SHPO GIS database.

 

TBL_NRCERT

This table collects contact information for the owners of National Register Properties who desire to obtain an official certificate of their properties listing on the National Register of historic places.

16.) Do property addresses stored in the Master Historic database conform to a standard address format, or are they entered as “free-hand” text?

A high majority of the addresses conform to a standard address format, while a small number may contain location descriptions. That being said, each address does have a fairly accurate spatial XY coordinate in the projection and datum mentioned in the response to question 12.

17.) GIS-2: What is the "appropriate location"? Is this the address information entered at the project level, or would we use IP addresses to narrow the user's location?

IP Address would not work for appropriate location, as the project to be recorded may be in a region of the state well beyond the user IP address.

To create the project boundary polygon, the appropriate location the GIS Tool would zoom to would be based upon the county and city selected on the project data entry screen (Appendix A., Figure 2.5). 

The appropriate location for a property located within the project boundary would be based upon the address entered in the property screen (see Appendix A. Figure 4.17)

The appropriate location for an archaeological site would be based upon the initial project boundary.

18.) Can you elaborate on purpose of the Address_Points listed in Appendix A Section 2.1.2, do you maintain the Address_Points dataset? or is this dataset provided by a third party?

The (LBRS) ADDRESS_POINT is the template for the table structure we would like to use moving forward in the IPS. Selected Offeror will migrate our current address information to this table. 

19.) Question on IDE-4 and GIS-2: Will the project need to host its own geocoder consisting of the LBRS data or is this hosted by another agency?

SHPO is currently working with Latitude Geographics to develop a new GIS, separate from the IPS, using Latitude Geographics Essentials HTML5 and Javascript API’s.  The new IPS GIS Tool should be developed using the ArcGIS HTML5 and JavaScript API.  The IPS GIS Tool does not need to utilize Essentials.  The IPS GIS Tool will utilize SHPO hosted ArcGIS Server and ArcSDE to provide and store spatial data.    

Ideally, the SHPO hosted ArcGIS Server will host the geocoder. LBRS will be used only for address standardization purposes (see Question 18 for details).
20.) Question on RPT-1: Please define the framework around ‘ad hoc reports.’ Is this meant to be a ‘Crystal reports’ type interface? What level of complexity is needed?

In the most general sense, we would define ad hoc reports in the IPS to be as follows:

For external users, recreating the existing static reports within the IForm application (see Appendix A. Figures 6.1-6.14) and perhaps one or two additional static or parameter prompt-style reports.  These could be opened using a button control or similar.

For internal users, recreating the existing inventory of static and parameter prompt reports and queries found within our MS Access databases. These reside on a switchboard-style form and are launched by clicking button controls. These average out to about 12 +/- stand-alone queries and 10 +/- reports (with queries as record source) per database. No images or maps are associated with these reports/queries.

The total number of existing reports/queries may be reduced once the new IPS architecture is in place.

21.) MIDI-2 -Capture new data for cultural resources (i.e. statues, mines, landscapes, ship wrecks, canals) not currently included in the inventory databases. Does the system need to accommodate these new historic resource types, or does this information exist outside of the database and should be developed or migrated to the system? If the latter, please characterize the media and format of the source information
The IPS system would need to accommodate these new historic resources moving forward, this information does not exist in any format outside of the database.
22.) MIDI-6 -Ability for users to notify SHPO of potential changes or edits to database -Is this an errors and omissions function? Do these changes pertain to non-spatial attributes only, or does it include geospatial elements as well?
Yes, both. This could be something as simple as a button which launches to send a notification email to a general address for error and omission reporting .
23.) Letter H of the project scope appears to be missing from the IPS RFP. Is this an error in the language of the proposal or does letter H exist, but is missing from the RFP?

Letter H of the project scope was collapsed into another section of the proposal and no longer exists as H. This is an error in the RFP.  On page 22, the 5th bullet of the Proposal Content section states: “A Proposal that details how the Offeror’s proposal will meet the Project Scope Items A-H.”, should instead read Project Scope Items A-G.

24.) Would the Offeror be responsible for the digitization of polygons or points for records containing only site descriptions, associated topographic map images, or scanned site plans?
No
25.) What role will the vendor play in assigning business rules to the database tables, such as look-up tables?
Vendor will consult with and recommend SHPO Database Manager on best practices for assigning business rules to the database tables.
26.) What role is expected of the vendor in terms of data clean-up and quality assurance / quality control as part of the data migration effort?
We expect the vendor to use all means at their disposal to standardize information, with data cleanup expected prior to migration into the IDE
27.) Regarding Browser Compatibility (ID CT-5), which versions of IE, Chrome and Mozilla are required?
At this time we anticipate providing browser compatibility to the most recent browser releases at time of IPS development.
28.) How many SHPO trainers are required? Will SHPO provide facility space for training onsite?

Offer must provide System Administration training for the SHPO Database Manager, In addition, we anticipate the number of select users and SHPO technical staff to be trained for UAT to be +/-15. SHPO will provide facility space for the training.

29.) Will there be other environments for working in the project besides the Production environment?
We envision providing only the production environment. Please include cost for onsite verses offsite testing/development environments as options in the IPS proposal pricing section.
30.) Master Archeological MS Access database: when it’s mentioned that the database is used to record ‘site locations’, what data formats are used to record these site locations? Are those XY coordinates, or textual descriptions like addresses, street intersections, or textual location descriptions?
Each site location has a fairly accurate spatial XY coordinate in the projection and datum mentioned in the response to question 12; however, moving forward we would like any new site locations to be recorded as polygons instead of a single point.
31.) Would the solution be expected to generate notifications to the end user such as upon completion of the review or notifying that there were administrative changes made to the submittal?
Yes.
32.) Does the file server in RPT-2 currently exist?
Yes
33.) Are there topological rules that need to be enforced or validated? For example must a site fall completely within a project boundary?
Yes, If any part of a point or polygon intersects the project boundary, it must be included in the results.
34.) SR-2 - The system architecture and design must provide appropriate database and network security- Are there any state guidelines or standards with which this application must comply? If so, can you point us to them?
We are unaware of any state guidelines or standards the IPS application must comply with.  That being said we expect the IPS application to adhere to industry standards for appropriate database and network security for an application of similar size and complexity.
35.) If the Offeror's solution is locally installed, do you currently have a data center with high speed internet, firewall rules to allow external access, and a DMZ without VPN?
Yes. The OHC Data Center is a Microsoft-centric environment in the process of implementing virtual servers
36.) What role will ODOT play in the project besides funding?
It is currently anticipated the ODOT will provide Program Management services.
37.) Please explain the intent of the high value data indemnification agreement? Is that form meant to be signed upon award of a contract to the successful bidder? Or must it be completed and submitted at time of proposal response? How are any exceptions to this Agreement to be submitted and in what format?
Submit a signed agreement with the proposal. Any requested/suggested exceptions to the agreement should be part of the proposal cover letter.
38.) Question: Is there any flexibility in the payment plan? For instance, would a monthly payment plan equally distributed over 18 months (for example) be an option?

Yes, there is flexibility. A payment schedule will be negotiated with the selected vendor.

39.) Are Financial statements required at time of submission, or is this something that will be requested at a later date, if so deemed necessary by SHPO?
As stated in the RFP “SHPO reserves the right to request [an audited financial statement] from the qualified Offerors…”
40.) Question: Has SHPO determined a Project Manager?

Offeror must provide a project manager (PM) to manage its project team per IPS RFP Page 10 – Section G. Project Tasks. SHPO will have staff-level PM and intends to obtain a PM for the overall project, to work with SHPO and Offeror PMs.

41.) Question: Section G, Task 7:

“Application Support, Maintenance and Enhancement - The Offeror will be responsible for application support, maintenance, and enhancement throughout the project and the first year following deployment into production in conjunction with SHPO technical staff. After the first year, SHPO may choose not to renew this portion of the contract. The Offeror is required to provide support during the warranty period. Warranty work must not be included in the cost of the application support, maintenance and enhancement task during year one.”


This is to confirm the following from the above statement:

  • 18 months are anticipated for design, development and deployment
  • Following deployment, a one year warranty against defects is expected
  • Following deployment, one year maintenance and support is to be included in the cost of the application
42.) Do you know if all your requirements for the GIS tool are supported by the ArcGIS API? In other words, does ArcGIS support all the requirements listed in the GIS Tool section?
We are uncertain if all GIS tool requirements are supported by the ArcGIS API.
43.) Will cloud-based services and platforms be considered acceptable?

Yes, but if you propose Cloud-based services and platforms, we would like to see costs for both cloud-based and Microsoft platforms for internal OHC hosting in our Data Center.

44.) Would the use of core technologies other than IIS and SQL Server be considered? For example, PHP and Apache/MySQL for web applications, potentially hosted on Linux.

We prefer to see the new IPS application developed using Microsoft products (as our non-profit/educational status provides significantly reduced prices for Microsoft products) and the OHC Data Center is Microsoft centric, but would not necessarily disqualify any firm who presented the IPS solution using alternate technologies.  If alternate technologies were suggested, we would still like to see a comparison of costs between the two technologies and the benefits of suggested technology over Microsoft technology. 

 

SHPO is currently working with Latitude Geographics to develop a new GIS, separate from the IPS, using Latitude Geographics Essentials HTML5 and Javascript API’s.  The new GIS application will be hosted within the local Ohio History Connection Data Center. The new IPS GIS Tool should be developed using the ArcGIS HTML5 and JavaScript API.  The IPS GIS Tool does not need to utilize Essentials.  The IPS GIS Tool will utilize OHC Data Center - SHPO hosted ArcGIS Server and ArcSDE to provide and store spatial data. If alternate technologies were suggested, we would still like to see a comparison of costs between the two technologies and benefits of suggested technology. 

 
45.) Are there any compliance requirements that will impact the architecture, design, or implementation?
There are no mandated State-level compliance requirements; However, the OHC Data Center is a Microsoft-centric environment.
46.) Question: What type of Security will be expected at the server level? Is there or will there be an Active Directory in place to manage service and local accounts?

Yes there is an Active Directory in place for integration with an existing Active Directory for the 30-35 users internal to our network; no, for the external users. We would like the IPS to adhere to the ASP.net identity architecture for authentication, system, access and role definition.

47.) Question: Page 12, Pricing Requirements:“At a minimum, the pricing section must account for the following aspects of the scope of work:” Please clarify whether pricing is supposed to be inclusive of these aspects, or itemize them?

Itemize according to bulleted list:

  • Integrated Database Environment
  • Master Integrated Database Interface
  • GIS Tool
  • Support and Training
  • License and Maintenance Fees
    • Initial commercial software license fees: Total license cost and total support cost during the life of the project and the first year in production.
    • Costs for Offeror-related project management, customization, and implementation tasks, including travel and materials.
    • Annual fees for commercial software license for first five years of license.
    • Annual fees for commercial software support for first five years of support.
    • Annual fees for system maintenance for the first five years of maintenance
    • (excluding warranty work).
48.) Will the Offeror be responsible for setup and configuration of ArcGIS?

No, we currently have ArcGIS Server 10.2 and ArcGIS SDE 10.1 installed.  However, if any changes to the configuration need to me made, we may need guidance on what changes need to be made and how.

49.) Please elaborate on GIS-2. What is intended by "georeferencing service"?
A process to geolocate specific addresses based on user entered address information.
50.) In section "Pricing Requirements", is the GIS tool mentioned ArcGIS? Is there a requirement for the Offeror to source and submit pricing and licensing for ArcGIS?
No, we have a license for ArcGIS server.  If any extensions need to be purchased we will need pricing and licensing.