GIS PARCEL PROJECT
REQUEST FOR PROPOSAL
GUERNSEY COUNTY, OHIO
January 6, 2016
ADVERTISEMENT DATES:
January 12
th2016
January 19
th2016
BID OPENING:
Wednesday, February 17 2015, 11:00 am
LOCATION:
Guernsey County Commissioners Office
Guernsey County Administration Building
627 Wheeling Avenue, Suite 300
Cambridge, OH 43725
REQUEST FOR PROPOSAL
Guernsey County is interested in procuring the services of a professional GIS services company to create an accurate GIS cadastral map of the entire county in an ESRI geodatabase format. This GIS cadastral map will be the foundation of an enterprise GIS project. The GIS cadastral map is to be constructed using the ESRI Local Government Information Model including the ArcGIS Parcel Fabric solution.
This system is expected to have wide utilization throughout the County. The County expects to use the system to organize property related data from a variety of sources and make it more accessible to users throughout the County and partnering entities.
BID SUBMITTAL AND SELECTION
1. Bids for the Guernsey County GIS Parcel Project will be received by the Guernsey County Commissioners; bids must be submitted no later than 11:00 am on February 17, 2016. Late proposals will not be considered.
Eight (8) copies of the proposal sealed and marked as Proposal for Guernsey County GIS Parcel Project.
By mail to: Guernsey County Commissioners
Guernsey County Administration Building 627 Wheeling Avenue, Suite 300
Cambridge, OH 43725
Questions should be submitted to the Guernsey County GIS Policy Board:
2. All costs incurred in the preparation and submission of proposals and related documentation will be borne by the proposer.
3. All proposals must follow the same format. No exceptions to this format will be accepted, and all sections of the format must be addressed in order for a proposal to be accepted for evaluation.
4. Proposals shall be signed by someone authorized to bind the vendor to a contract
5. Selection of qualified proposers will be by an impartial GIS Advisory Committee using an approved County procedure for awarding professional contracts. Selection will be made on the basis of the proposals as submitted, although the County reserves the right to interview applicants as part of the selection process. The proceedings of the GIS Advisory Committee are confidential, and members of the GIS Advisory Committee are not to be contacted by the proposers.
6. This Request for Proposal does not constitute an offer of employment or to contract for services.
7. The County reserves the option to accept or reject any or all proposals, wholly or in part, received by reason of this request, and to make more than one award, or no award, as the best interests of the County may appear.
8. All documents submitted to the County in response to this Request for Proposal will become the exclusive property of the County.
9. All proposals shall remain firm for one hundred eighty, (180) days following closing date for receipt of proposals.
10. The County reserves the right to award the contract to the firm who presents the proposal which in the judgment of the County, best accomplishes the desired results, and shall include, but not be limited to, a consideration of the professional service fee.
11. Any contract awarded pursuant to this Request for Proposal will incorporate the requirements and specifications contained in this Request for Proposal. All information presented in a proposer’s proposal will be considered binding upon selection of the successful proposer, unless otherwise modified and agreed to by the County during subsequent negotiations.
12. Tentative Schedule of Events
The following timetable is provided to assist proposers. A description of these events follows later in this section:
Table 1 — Tentative Schedule of Events
Date Event
January 6, 2016 RFP release date
January 12, 2016 & January 19, 2016 Advertisement Dates
January 22, 2016 Deadline to submit written questions
February 2, 2016 Deadline for clarification of answers
February 17, 2016
Proposals due 11AM, Eastern Standard Time
February 17, 2016 Opening of Proposals, 11AM
February 24, 2016 Preliminary screening process complete, including reference checks
March 3-4, 2016 Proposer presentations/demonstrations if County determines necessary*
March 9, 2016 Final screening process complete, finalist selected March 10 – April 1 , 2016 Negotiate and finalize contract
April 6, 2016 Board of Commissioners contact approval
*Note: Proposer presentations/demonstrations are an integral part of the selection process and proposers must be prepared in advance to present, orally, via WebEx or in person, on at least one of the dates indicated in the table above. Proposers that cannot demonstrate during the dates prescribed by the County may be eliminated at the discretion of the County and other participants advanced. Notwithstanding, the County reserves the right, in its sole discretion, to forego the presentation portion of the selection process.
13. Written Questions and Addendum
Vendors may submit written questions as to the intent or clarity of this RFP until Friday, January 22, 2016 at 4:00 P.M. EST as indicated in Table 1 – Tentative Schedule of Events. All written questions must be submitted to the GIS Policy Board and Advisory Committee, by e-mail to
[email protected] with the questions contained in the body of the email or in an attached Microsoft Word document format. The County will not respond to questions submitted in any other manner or format.
Additional written requests for clarification of answers and must be received by the GIS Policy Board and Advisory Committee no later than five business (5) days after the answers are posted on the Guernsey County website for this RFP (see #12 above). Written responses to written questions will be posted on the Guernsey County webpage for this RFP
http://www.guernseycounty.org/gis/ . It is the responsibility of vendors to occasionally check for additional updates.
It is the responsibility of the vendors to register an email address with the County in order to receive addendum updates. Using the email account you wish to be contacted with, please send an email to [email protected]. Enter subscribe in the subject line and you can leave the message body blank. You will receive an email that will require you to reply to it for verification that you are a real person. The County reserves the right to send out addenda up until February 5, 2016 at 5:00pm for this RFP.
14. Selection Process
Selection of qualified vendors will be by an impartial GIS Advisory Committee using an approved County procedure for awarding professional contracts. Selection will be made on the basis of the proposals as submitted, although the County reserves the right to interview applicants as part of the selection process. The proceedings of the GIS Advisory Committee are confidential and members of the GIS Advisory Committee are not to be contacted by the vendors.
The County will evaluate proposals using the process and criteria described below. A summary of the evaluation process timeline is shown in Table 1 — Tentative Schedule of Events. Proposals that are late, that do not comply with proposal instructions or those that take exceptions to mandatory requirements will be eliminated without further consideration at the sole discretion of the County.
All other proposals conforming to RFP submittal requirements will be given a thorough and objective review based on the criteria shown in Table 2, Evaluation Criteria (not listed in order of importance):
Table 2 — Evaluation Criteria
Item Description
1. Overall completeness, clarity of content, responsiveness, quality, attention to detail, and general understanding of RFP requirements. This includes an evaluation of proposal responses as detailed in, PROPOSAL CONTENT
2. References from clients that demonstrate completion of successful projects similar to that described in this RFP
3. Experience with local, state or federal government agencies
4. Project/program management skills, methodology, and experience with implementation, including information technology skills and capability
5. Credentials, résumés, quality and sufficient numbers of staff and the ability to provide appropriately skilled resources throughout the project
6. An evaluation of company background – the County may request further information regarding the financial stability of the vendor
7. A consideration of the value offered in the proposal including overall cost 8. Assessment of impact to the project based on any vendor stated clarifications,
exceptions or deviations in response to this RFP
9. An evaluation of experience migrating data to the ESRI Parcel Fabric solution
10. An evaluation of experience converting parcels of an agency similar in the amount of parcels to Guernsey County
11. A consideration of whether the vendor has experience working with Ohio land records and cadastral data
12. Any other criteria the County deems to be appropriate
15. Evaluation and Notification
Once the RFP submission deadline has passed, proposals received shall be opened and considered per the process described below. The County, through an impartial process, will thoroughly review and evaluate the responses to this RFP. The evaluations will be based upon, but not necessarily limited to, the criteria summarized in Table 2 — Evaluation Criteria.
The evaluation of proposals will be performed by the Parcel Advisory Committee. The County Project Manager may, at his or her option, initiate discussion with vendors who submit responsive or potentially responsive proposals for the purpose of clarifying aspects of the proposals; proposals may be accepted and evaluated without such discussion. The County Project Manager shall determine the appropriate means of clarification: telephonic, e-mail, letter, or oral interviews. All contacts from the vendor’s organization related to this RFP or their Proposal must be directed in writing exclusively to the County Project Manager. Vendors should not attempt to contact any other County personnel about this RFP unless authorized by the County Project Manager. Discussions MUST NOT be initiated by the vendors.
It is expected that the RFP evaluation process will result in the selection of a small number of final candidates (short-list). At this stage, all vendors will be notified whether they were successful in achieving the final short-list via a notification letter. Submission of a proposal does not guarantee the right to proceed to the next step.
16. Optional Presentations/Demonstrations
Short-listed vendors will be given the option to attend on-site or WebEx meetings with County personnel to demonstrate their solution. These meetings will occur during the weeks specified in Table 1, Tentative Schedule of Events.
Proposer demonstrations are an integral part of the selection process and proposers must be prepared in advance to present, orally, via WebEx or in person, on at least one of the dates indicated in the table above. Proposers that cannot demonstrate during the dates prescribed by the County may be eliminated at the discretion of the County and other participants advanced. Notwithstanding, the County reserves the right, in its sole discretion, to forego the presentation portion of the selection process. If the County chooses to have proposers present, proposers may be asked to demonstrate specific solutions.
17. Recommendation
The recommendation will be made to the Guernsey County Commissioners. Upon ratification, the County will notify the selected vendor of the outcome. Throughout the process, all vendors will be notified concurrently in writing regarding their status during each of the evaluation and selection stages. The County is under no obligation to explain to the finalists why they were or were not selected as the final vendor. The County reserves the right to go back and talk with any vendor at any time.
The GIS Advisory Committee, at its sole discretion, may require a short-listed vendor to coordinate and schedule a timely on-site visit to the site where the proposed solution(s) is in operation.
18. Negotiations
County may cancel the procurement process at any time if, for example, the County determines that cancellation is in the best interest of the County for reasons (but not limited to) such as inadequate, ambiguous, or otherwise deficient specifications that were cited in the RFP, the services are no longer required, or proposals received are at an unreasonable cost. Upon the conclusion of the evaluation process, the County may, at its sole option, reject any and all proposals for any reason, or enter into contract negotiations with the selected finalist.
Negotiations shall then be conducted with the selected vendor. Price shall be considered, but need not be the sole determining factor. Should the County determine in its sole discretion that one vendor is highly qualified, or that one vendor is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that vendor without any further evaluation. Guernsey County is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.
During contract negotiations, the project team and selected vendor, in conjunction with Guernsey County Prosecutor, will finalize the statement of work, project plan and timeline, project costs, Terms and Conditions, etc. The County reserves the right to amend or modify the Scope of Work prior to the award of contract, as necessity may dictate. This RFP does not commit the County to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. The contract will be finalized with the most advantageous vendor(s). Upon successful completion of contract negotiations the contract will be presented to the County Board of Commissioners for approval and signature. If compensation, contract requirements, and contract documents cannot be agreed upon with the top-ranked vendor, a written record stating the reasons thereof shall be placed in the County’s file and the County will send a confirming notice to the vendor of the termination of such negotiations.
Upon failure to negotiate a contract with the top-ranked vendor, the County may enter into negotiations with the next highest ranked vendor that best provides the services needed. If compensation, contract requirements, and contract documents can be agreed upon, then the contract shall be awarded to that vendor. If negotiations fail, negotiations shall be terminated as described above and may be commenced with the next highest ranked vendor.
19. Exceptions or Assumptions to the RFP
All information requested in this RFP must be supplied. All exceptions or assumptions should be clearly identified in the proposal. Exceptions or assumptions shall include the RFP section number, a written explanation of the scope of the exceptions or assumptions, the ramifications of the exceptions or assumptions for the County, and the description of the advantages and disadvantages to the County as a result of the exceptions or assumptions. The County, at its sole discretion, may reject exceptions or assumptions within the proposal.
PROPOSAL CONTENT
The required format is to simplify the proposal evaluation processes and to ensure that all proposals receive the same orderly review.
All proposals shall include the following:
1. Cover Letter. Provide a cover letter introducing the documents as to its content and purpose. The cover letter should also identify the individual within your organization who will respond to questions the County may have regarding the proposal. Include title, phone number, fax number, email and address where this person may be contacted.
2. Firm/Organizational Background. Include specific highlights of your firm in your proposal. Please provide the following information about your firm in this section:
a. Firm name and business address, including phone number and fax number. b. Year firm was established, type of ownership and parent company, if applicable. c. An indication of the firms’ licensing to do business in the State of Ohio.
d. Type of organization, size, professional registration and affiliations.
e. Project Manager’s name for this project. Names and qualifications of personnel to be assigned to this project. Guernsey County is interested in experience that includes deed research, photo interpretation, project management and GIS methodologies.
f. Outline of recent projects completed that are directly related to this project. Contractor is required to demonstrate specific design and project expertise relating to the requirements of the Project Scope.
g. Qualifications of contractors, subcontractors, or joint venture firm, if appropriate.
h. Provide recent GIS project references, particularly Local Government Information Model and/or Parcel Fabric projects. Include name, address and phone number of individual to contact for referral. At least 1 reference must be from GIS services completed for Ohio Counties.
3. Work Plan. This section of the proposal and should reflect the contractor’s knowledge and experience showing the complete methodologies, equipment, hardware, and software necessary to complete the project scope of work.
a. Summary of approach to be taken.
b. Description of the organization and staffing to be used for the project.
c. Indication of information and participation the proposer will require from County staff. d. Indication of time frame necessary to complete the project once the contract is approved
by the County Board of Commissioners.
4. Project Description. Each proposal must include a detailed statement of work which describes how the proposer intends to accomplish the project scope and meet the project goals as described in the Project Scope sections which follows.
This is probably the single most important part of this project. It is essential that the individuals evaluating each proposal be able to understand clearly the methodology, concepts, and philosophy to be used by the organization.
We would require that the contractor fully describe its intended quality control program, the steps that you will take to assure the quality of the project.
The County shall appoint a project manager to be the direct liaison between the Company and the County. It is expected that the Vendor will also appoint a project manager for this project to be responsible for the entire project and to serve as a primary contact point for the County. 5. Schedule. Include a schedule for completion of your project work plan and the deliverables
identified in this RFP. Include in the proposal the start and end dates for each work task proposed and intermediate delivery dates for each deliverable.
6. Cost Proposal Form. The contractor must fill out the Cost Proposal Form located in the Appendix A on the Request for Proposal website.
PROJECT SCOPE
1. Purpose of this Request for Proposal. The County of Guernsey is seeking professional services to convert approximately 40,000 parcels into an ESRI ArcGIS Parcel Fabric dataset utilizing the Local Government Information Model. Currently, the County maintains paper tax maps and stores historical copies as PDF files. There are approximately 1,040 individual map pages. These tax maps are created from recorded maps and documents held by the County Recorder.
The County is partnering with the following entities on this project: Ohio Department of Transportation (ODOT), Muskingum Watershed Conservancy District (MWCD) and the City of Cambridge. It will be the County Project Manager’s responsibility to ensure that all requirements from these entities are included in the final delivery.
2. Project Area. The project area encompasses the geographic boundary of Guernsey County. There are 528 square miles in the County. There are nineteen (19) political townships within the County, one (1) corporation and nine (9) incorporated villages. In 2010, there were 40,087 persons living in Guernsey County. It is located75 miles southeast of Columbus and generally consists of hilly terrain, rural farmland and the largest state park in Ohio. The area contains approximately 40,000 parcels to be converted.
Residential Agricultural CAUV Commercial Industrial Exempt TOTAL
29,362 1,323 3,894 2,483 338 2,202 39,602
3. Business & Technical Requirements.
The following table represents the complete set of Business and Technical Requirements for this project. The last column is to be used when the requirements are included as part of a Request for Proposal vendor response, and will be completed by the vendors.
Responses to Requirements
Note: The priority column indicates three categories:
• Essential (E) are requirements of this project and are not optional.
• Desirable (D) would be nice to have but not crucial to this project.
• Optional (O) additional services that maybe added after the initial project. *Weighting of “Essential” items will be higher than “Desirable” and “Optional” items.
Proposers are to indicate their compliance in the “Vendor Comments” response column. Proposer must articulate and provide evidence of how they meet the requirements. Details may be provided in the text of your response but must be numbered according to the reference numbers here.
Each proposal shall specify each and every item as set forth in the attached specifications. Any and all exceptions must be clearly stated in the proposal. Failure to set forth any item in the specifications without taking exception may be grounds for rejection. The County reserves the right to reject any and all proposals and to waive any irregularity or informality in any proposal or in the Request for Proposal process, as long as, in the judgment of the County, such action will not negate fair competition and will permit proper comparative evaluation of the proposals submitted.
Item Title Description Priority Vendor Comments
1 User Interface Functionality
1.1 Accuracy Require converted data to be as accurate as possible, based on recorded maps and
documents. E
1.2 Timeliness Require updates to the converted data to be made on a timely basis. E
1.3 Ability to Maintain Converted Data GIS staff must be able to maintain the converted data. Example maintenance tasks include:
· Merging parcels
· Adjusting parcel boundary lines · Splitting parcels
· Updating parcel corner locations · Creating new parcel subdivisions · Running Least Squares Adjustments · Maintaining control points
· Maintaining related layers in parcel fabric (including future and historical surveys) · Maintaining non-parcel fabric related feature classes
E
1.4 Ability to Create Official Tax Maps
from Converted Data GIS staff must be able to create official maps for assessment purposes from the converted data. E
1.5 Parcel History Ability to view parcel history within parcel fabric; to be able to see what the fabric looked like
at a point in time (from delivery date forward) E
1.6 Tax Map Requirements – Scales Ability of tax map pages to work at different scales. O
1.7 Tax Map Requirements – Three-
dimensional Subdivision Parcels Ability of tax map pages to accurately represent three-dimensional subdivision parcels. O
1.8 Tax Map Requirements –
Easements Ability of tax map pages to accurately represent easements currently shown on official tax maps. E
1.9 Date Last Modified Ability to enter and view the date a tax map page was last modified. E
1.10 Official Tax Maps Ability to generate official tax maps from the converted data through an automated process
maintaining the look, feel, and functionality of the existing paper maps. E
1.11 Tax Map Books Ability to create tax map books. D
1.12 Tax Map Book Indexes Ability to create an index of all of the tax map books. D
1.13 Tax Map Book Indexes Ability to create an index of all of the tax map book pages within each map book. D
Item Title Description Priority Vendor Comments
2 Application Layer
2.1 Parcel Fabric Features Recommend what parcel fabric feature classes, related tables, design, and best practices the
County should implement. E
2.2 Related Feature Classes Recommend how the County will relate feature classes owned by other county departments
and participating cities to the parcel fabric to improve the accuracy of those feature classes when changes are made to the parcel fabric.
E
3 Data Requirements
3.1 Source Documents Ability to create converted data from the source documents listed in Appendix C. E
3.1 Property Records Database The Auditor’s CAMA data is provided by MFCD, LLC in an IBM AS400 processing environment.
Records include ownership and transfer data, property descriptions and locations, improvements, etc.
E
3.2 Converted Data Format Deliver the converted data ready to be imported into the ESRI Parcel Fabric dataset. E
3.3 Converted Data Format Deliver the converted data in the following Coordinate System: NAD_1983_StatePlane_Ohio
South_FIPS_3402_Feet E
3.4 Converted Data Format Vendor to explain how the parcel fabric will be referenced to the specified Coordinate
System in requirement 3.3 E
3.5 Parcel Fabric Geodatabase Schema The Parcel Fabric Geodatabase Schema will be in ArcGIS File Geodatabase format. E
3.6 Parcel Data Conversion Process Parcel features are to be created using coordinate geometry (COGO) bearings and distances
shown in the recorded maps and documents (TIFF and PDF files) and tax maps (PDF files). E
3.7 Parcel Data Conversion Process If your approach is other than COGO, provide a detailed explanation of how you would
provide accurate parcel data. Scanning and rubber sheeting will not be an acceptable
method.
E
3.8 Parcel Data Conversion Process All specifications for property data conversion must be designed to provide a suitable overlay
to the digital orthophotography. E
3.9 Adjustment Guidelines Adjustment of graphic boundaries as currently shown on the existing source maps should be
made when the following situation(s) occur:
· Parcel/Lot lines cross or are not consistent with orthoimagery. · Right-of-way for roadways are not consistent with orthoimagery. · Edges of source documents do not match.
· Other adjustments determined to be necessary during the pilot.
· Perimeters of subdivisions for subdivided areas have priority of placement when parcel adjustments are necessary.
E
Item Title Description Priority Vendor Comments
3.10 Converted Features Responsible for digitizing all of the following:
· County Boundary
· Geographic Range & Township Boundaries · Political Township Boundaries & names · Section Boundaries & numbers
· Municipal Boundaries & names · Subdivision Boundaries & names · Lots & lot numbers
· School District Boundaries & names
· Parcel Boundaries & identification numbers & dimensions
· Future Parcel Boundaries & identification numbers & dimensions (surveys not yet recorded)
E
3.11 Annotations Conversion process captures parcel numbers, subdivision name, distances, notes and
easement text as annotations. O
3.12 Hyperlinks Responsible for adding hyperlinks to the following:
· Surveys · Deeds
· Abstract Cards · Auditor's Website · Other County Documents
E
4 Conformance / Compliance
4.1 Accuracy The digital orthoimagery to which this data are to be referenced have a spatial accuracy
corresponding to 1” = 100’ and 1” = 400’. The accuracy of the parcel lines will be defined relative to visibility on the orthoimages. The County will select well-defined indicators in consultation with the Vendor during the pilot.
E
4.2 Accuracy The data converted from the Plat Maps shall not deviate from well-defined indicators by
more than 2 ½’ at 1” = 100’ and 10’ at 1” = 400’. E
4.3 Precision All coordinate data shall be created and stored using double precision coordinates. E
4.4 Tax Map Standards Solution must meet official requirements and specifications contained in Appendix B, the
OGRIP Parcel Project Guidelines- Guernsey County. E
5 Reporting
5.1 Parcel Fabric Plan Closure Error
Report Vendor to provide report of Parcel Fabric plan closure errors outside of agreed upon tolerance, which is to be determined collaboratively by County and Contractor. E
5.2 Error Reporting Vendor to log all reported errors and resolutions that occurred during conversion. E
Item Title Description Priority Vendor Comments
6 Host Server and Desktop Environment
6.1 Host Application Server Converted data must be compatible with the latest version of ESRI ArcGIS for Server (Note:
the County does not currently have production and development ArcGIS Server
environments and these will need to be included in pricing.) Current version is ArcGIS for Server 10.2.2.
D
6.2 Host Database Server Converted data must be compatible with Microsoft SQL Server. (Note: the County does not
currently have production and development ArcGIS Server environments and these will need to be included in pricing.)
D
6.3 Desktop Environment Converted data must be compatible with the latest version of ESRI ArcGIS for Desktop.
Current version is ArcGIS for Desktop 10.3.x. E
7 Documentation and Training
7.1 Parcel Fabric Editing GIS staff must receive appropriate documentation and training to maintain the parcel data.
Example maintenance tasks include: · Merging parcels
· Adjusting parcel boundary lines · Splitting parcels
· Updating parcel corner locations · Creating new parcel subdivisions · Running Least Squares Adjustments · Maintaining control points
· Maintaining related layers in parcel fabric (including future and historical surveys) · Maintaining non-parcel fabric related feature classes
E
7.2 Parcel Fabric Editing GIS staff must receive appropriate documentation and training to maintain and create official
tax maps E
7.3 Related Feature Class Maintenance GIS staff must receive appropriate documentation and training to perform related feature
class adjustments based on parcel editing and Least Squares Adjustments in the parcel fabric E
7.4 Parcel Fabric Querying GIS staff must receive appropriate documentation and training to query and report on the
status of the parcel fabric at a date in time E
7.5 Related Feature Class Maintenance GIS staff from the partnering City of Cambridge and should receive appropriate
documentation and training to utilize the County’s parcel data and perform their own related feature class adjustments based on parcel editing.
D
Item Title Description Priority Vendor Comments
8 Professional Services Requirements
8.1 Capacity to Convert Source Data Ability to convert approximately 40,000 parcels into ArcGIS parcel fabric dataset within a
timeframe to be negotiated with the vendor. E
8.2 Pilot Conversion- Plan A plan which includes a pilot conversion with a geographic area including a wide variety of
land record types and situations to validate the conversion process and converted data, and make any necessary adjustments before performing the remaining, full- scale conversion. Pilot area will be defined by County and will represent approximately 5% of the total number of parcels within the County.
E
8.3 Pilot Conversion-Scope Vendor will deliver a pilot project within four months after Board of Commissioners approval
of signed Contract which will include both the parcel fabric and the ability to create maps for assessment purposes (official tax maps). Contract will specify terms and conditions of the pilot project.
E
8.4 Deed Research The Vendor will be required to perform deed research as part of this work effort. Field
property surveys or field verification are not required under this contract. In nearly all cases, the ground features visible on the digital orthoimagery and vector data, combined with the various map sources, will provide sufficient guidance for the proper digitization of the tax parcels and related features. Deeds and other source materials are available to the Vendor by the County Recorder when required for use in conjunction with the orthoimagery.
E
8.5 Conversion- Priorities A plan which stages the full-scale conversion so GIS staff can perform quality assurance and
quality control of the converted data in manageable, logical parcel sets. E
8.6 Methodology The proposed method for converting data should be discussed in detail, from initial set-up
through final processing, including quality control. The generalized plan also should discuss the projected use of tools such as orthoimagery hard copy plots, photographic enlargements, and/or reductions of pilot area maps and subdivision plats, attribute entry forms, menus, macros, specialized programs, and other items involved in the data conversion process which will assure that data conversion is performed in the most effective manner possible.
E
8.7 Method(s) to Resolve
Discrepancies in Source Data Describe method(s) to be used when COGO traverse discrepancies or errors are found in the recorded maps and documents and assessor’s maps. E
8.8 Method(s) to Create Parcel Data
when Source Data is Incomplete Describe method(s) to be used to create parcel data when source data (including control) is missing or incomplete. E
8.9 Integrity of Recorded Data Record bearings and distances of parcels contained on recorded documents and maps must
be shown on the tax parcel maps created from the parcel fabric. E
Item Title Description Priority Vendor Comments
8.10 Tolerance for Parcel Misclosure Vendor to recommend how parcel misclosures will be handled during conversion and what
would constitute a significant misclosure. Vendor to describe when and how they will run Least Squares Adjustments.
E
8.11 Parcel Edit Backlog Vendor to recommend how to manage any backlog of parcel edits which accumulate during
the parcel conversion process. It is estimated there are 300 parcels creates, 150 marked historic and 150 boundary or notation changes over a one year period. Vendor to state in proposal if there will be an additional cost.
E
8.12 Road Right-of- Ways Vendor to recommend how to manage road right-of- ways within the parcel fabric. E
8.13 ArcGIS Parcel Viewer Application Assist the County in setting up the ArcGIS Online Parcel Viewer Application to allow viewing
of parcel data over the web. O
8.14 ArcGIS Parcel Viewer Application Assist the partnering City of Cambridge in setting up the ArcGIS Online Parcel Viewer
Application to allow viewing of parcel data over the web. O
9 Future GIS Projects
9.1a Web Site Solution A GIS website to make this resource available to the public as well as internally to County
departments. The GIS website must be developed using Java script and HTML 5 technologies and be available for use on mobile devices.
O
9.1b Web Hosting Solution Hosting services as well as website security and backup services. O
9.2a Assessment of Agricultural Parcels Delineation of agricultural land use areas to support the assessment of agricultural parcels.
Proposals should describe the data compilation process and QC process of this GIS data layer. O
9.2b Converted Features · Agricultural land use boundaries & identifier O
9.2c Software Process agricultural parcels to determine acreage and compare acreage to data in the tax
roll. The software should allow the user to adjust the calculated acreage, generate reports, and export results to the Tax/CAMA system.
O
9.3a Assessment of Mineral Parcels A geographical representation of surface parcels that have a separate mineral parcel number. O
9.3b Converted Features · Mineral rights parcels O
9.4a Historic Aerial Image Layers Digitize the historic aerial images from 1965 and 1975 which are approximately 30x30 in size
and mounted on hard board. O
9.4b Converted Features Mosaic Historical Aerial into Countywide Imagery layers
· 1951 (previously digitized) · 1965
· 1975
Appendix A
COST PROPOSAL FORM
(Include in a separate sealed envelope)
Date: Company Name: Company Officer: Address: Telephone Number: Fax Number: E-mail Address:
PROJECT WORK PHASE COST
DIGITAL CONVERSION OF EXISTING TAX MAPS ________________
DEED RESEARCH ________________
TRAINING ________________
OTHER MISC. ESSENTIAL SERVICES COSTS ________________ ALL ESSENTIAL SERVICES SUB TOTAL ________________
DESIRED SERVICES _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ OPTIONAL SERVICES _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ _________________________________________ ________________ GRAND TOTAL ________________
Appendix B
ODOT Parcel Project Guidelines- Guernsey County
Accuracy of parcel boundary geometry
The County should strive to develop a parcel base that is of the most consistent and highest accuracy possible given the source materials available.
Accuracy of the parcel boundary geometry should be in line with National Map Accuracy Standards as well as follow principles set forth by the International Association of Assessing Officers. The factors determining accuracy include type of base map and parcel density. A scale accuracy of +/- 2% can be expected for rectified photography in level terrain and +/- 5% in moderately rugged terrain.
Using map scale and land use category / parcel density as determination for the accuracy category is as follows: These represent minimum standards; they can be exceeded whenever applicable.
1” = 200’ (Urban/ Suburban) This scale is used in urban/suburban areas. Accuracy required: 4’ – 10’. If 100 or lower scale maps exist, they will be utilized for boundary development.
1” = 400’ (Rural) This scale is used for rural areas in which parcels are greater than one acre and may be several hundred acres. Small lots can be shown if they are isolated or a small number or clustered together. Accuracy required: 8’ – 20’
Quality Control
In accord with the tenant that every effort should be made to develop a parcel base that is as consistent with the highest accuracy possible quality, control measures are a vital process in both map creation and
maintenance. Software should be designed and configured with built-in testing for data integrity and validity. Consistent with imagery quality control sampling best practices, a 200 parcel sample is recommended for this project.
Attribute Quality Control
Queries should be run to ensure that all parcels in tabular databases are found in the digital cadastral map layer, and vice versa. Parcel area attributes on the digital cadastral map layer should be compared to areas in tabular databases, for staff review of significant differences. Map and ownership tests should be conducted and queries performed to ensure that all relevant documents have been gathered and properly processed, for correct ownership and other attributes.
Positional Accuracy Quality Control
A sample of parcels will be tested for positional accuracy. An independent source of higher accuracy (e.g. deed traverse) that is practicable will be used to evaluate the accuracy of the dataset. The data producer shall
determine the geographic extent of testing. Horizontal accuracy shall be tested by comparing the coordinates of parcel boundaries in the dataset with coordinates of the same points from an independent source of higher accuracy.
Right of way Identification
As part of this project, if Ohio Department of Transportation Right of Way parcels are identified, they will be coded in the OWNNAME field as: State of Ohio – Transportation and in the OWNNAME2 field as: <Route #> Right of Way
Additionally, Right of Way features will be created by the developer which represents voids in the dataset where Ohio Department of Transportation Right of Way polygons would exist. They will be coded as per above instructions.
State of Ohio Owner Classification
For parcels owned by the State of Ohio, standard state department or agency names shall be recorded as outlined:
Adjutant General Administrative Services Aging
Agriculture
Alcohol and Drug Addiction Services Attorney General Auditor Board of Regents Commerce Development Developmental Disabilities Education Environmental Protection Health Historical Society Insurance Job and Family Lottery
Natural Resources
Office of Budget and Management Public Safety
Public Works
Rehabilitation and Correction Taxation Transportation Turnpike Veterans Services Water Development Workers Compensation
During this process, if unknown parcels are identified by State of Ohio agencies as belonging to a specific department will be submitted to the Auditor’s office as an Affidavit of Facts. Information will include: State Department Name of Owner, Deed, Volume, Page.
Parcel Use Classification
Only PARUSECODE, which represents the 3 digit code value, will be required for this project. The parcel use field shall be recorded with information from below:
Ohio Administrative Code 5703-25-10 Classification of real property and coding of records.
100 Agricultural vacant land 101 Cash - grain or general farm
102 Livestock farms other than dairy and poultry 103 Dairy farms
104 Poultry farms
105 Fruit and nut farms 106 Vegetable farms 107 Tobacco farms
108 Nurseries
109 Green houses, vegetables and floriculture 110 Agricultural vacant land -CAUV
111 Cash - grain or general farm -CAUV
112 Livestock farms other than dairy and poultry -CAUV 113 Dairy farms -CAUV
114 Poultry farms -CAUV 115 Fruit and nut farms -CAUV 116 Vegetable farms -CAUV 117 Tobacco farms -CAUV
120 Timber or forest lands not qualified for the CAUV 121 Timber land CAUV of noncommercial timber 122 Timber land CAUV of commercial growth of timber 123 Forest Land Tax program prior to November 7, 1994 124 Forest Land Tax program after November 7, 1994 190 Other agricultural use
199 Other agricultural use CAUV 210 Coal lands - surface and rights 220 Coal rights - working interest
230 Coal rights - separate royalty interest 240 Oil and gas rights - working interest
250 Oil and gas rights - separate royalty interest 260 Other minerals
300 Industrial - vacant land
310 Food and drink processing plants and storage 320 Foundries and heavy manufacturing plants 330 Manufacturing and assembly, medium 340 Manufacturing and assembly, light 350 Industrial warehouses
360 Industrial truck terminals
370 Small shops (machine, tool & die, etc.) 380 Mines and quarries
390 Grain elevators
399 Other industrial structures 400 Commercial - vacant land 401 Apartments - 4 to 19 rental units 402 Apartments - 20 to 39 rental units 403 Apartments - 40 or more rental units 410 Motels and tourist cabins
411 Hotels
412 Nursing homes and private hospitals 415 Trailer or mobile home park
416 Commercial camp grounds 419 Other commercial housing
420 Small (under 10,000 sq. ft.) detached retail stores
421 Supermarkets
422 Discount stores and junior department stores 424 Full line department stores
425 Neighborhood shopping center 426 Community shopping center 427 Regional shopping center 429 Other retail structures
430 Restaurant, cafeteria and/or bar
435 Drive-in restaurant or food service facility 439 Other food service structures
440 Dry cleaning plants and laundries 441 Funeral homes
442 Medical clinics and offices 444 Full service banks
445 Savings and loans
447 Office buildings - 1 and 2 stories
448 Office buildings - 3 or more stories - walk up 449 Office buildings - 3 or more stories - elevator 450 Condominium office units
452 Automotive service station 453 Car washes
454 Automobile car sales and services 455 Commercial garages
456 Parking garage, structures and lots 460 Theaters
461 Drive-in theaters
462 Golf driving ranges and miniature golf courses 463 Golf courses
464 Bowling alleys
465 Lodge halls and amusement parks 480 Commercial warehouses
482 Commercial truck terminals 490 Marine service facilities 496 Marina (small boat)
499 Other commercial structures 500 Residential vacant land 510 Single family dwelling 520 Two family dwelling 530 Three family dwelling
550 Condominium residential unit
560 House trailers or mobile homes affixed to real estate
599 Other residential structures
In the residential coding the third or last digit indicates the size of tract used for residential property.
0 Platted Lot
1 Unplatted - 0 to 9.99 acres 2 Unplatted -10 to 19.99 acres 3 Unplatted - 20 to 29.99 acres 4 Unplatted - 30 to 39.99 acres 5 Unplatted - 40 or more acres
600 Exempt property owned by United States of America 610 Exempt property owned by state of Ohio
620 Exempt property owned by counties 630 Exempt property owned by townships 640 Exempt property owned by municipalities
645 Exempt property owned or acquired by metropolitan housing authorities
650 Exempt property owned by board of education 660 Exempt property owned by park districts (public) 670 Exempt property owned by colleges, academies (private)
680 Charitable exemptions - hospitals - homes for aged 685 Churches, etc., public worship
690 Graveyards, monuments, and cemeteries 700 CURCUT (R.C. 1728.10)
710 CRATA (R.C. 3735.61) 720 MITA (R.C. 5709.41) 730 MURTA (R.C. 725.02)
740 Other tax abatements (R.C. 165.01 and 303.52) 800 Agricultural land & improvements owned by a PU other than a RR
810 Mineral land & improvements owned by a PU other than a RR
820 Industrial land & improvements owned by a PU other than a RR
830 Commercial land & improvements (including all residential property) owned by a PU other than RR 840 Railroad real property used in operations
850 Railroad real property not used in operations 860 Railroad personal property used in operations 870 Railroad personal property not used in operations 880 Public Utility personal property other than railroads
Attributes
The following attributes will be included in the final parcel fabric:
PARNO String (50) Parcel ID Number: the local parcel number for the parcel record.
MUST be able to link to CAMA system
PARUSECODE String (3) The local assessment parcel use code (See Appendix B)
OWNNAME String (200) The primary surface owner name, the full name may be populated
or the components of the name (first and last)
OWNNAME2 String (200) The primary surface owner name, the full name may be populated
or the components of the name (first and last)
SITEADD String (200) The site address as a single field (Null data is acceptable in this field)
SITEADD2 String (200) The site address as a single field (Null data is acceptable in this field)
MCITY String (50) The mailing city name
MSTATE String (2) The mailing state name, two letter abbreviation
MZIP String (15) The mailing zip code
TOWNSHIP String (50) The township
MUNI String (50) The municipality
LEGAL String (255) Legal description based on county designation practices. Null data
is acceptable. May be populated with Map Volume and Page information.
SUBDIVISION String (200) The name of the subdivision or condo that the parcel is in. (Not
Required – Populate if information is available)
SCHDISTRICT String (100) School District (District # with description)
TAXDISTRICT String (100) Tax District (District # with description)
DEEDACRE Double The record or recorded deed acreage area as a numeric field (Not
Required – Populate if information is available)
CALCACRE Double The area of the feature in acres - computed from the GIS, this is not
the record area. (Not Required – Populate if information is available)
CAUV Double Current Agricultural Use Value
TAXVALU Double Taxable Value
URL String (200) Used for hyperlinking and online access. If appropriate, link to
Auditor’s website.
Appendix C Source Documents SOURCE DOCUMENT SAMPLES RELATED TO REQUIREMENTS
Definitions and examples of source documents are listed in this appendix. Access to documents is listed with each example in this Appendix.
1. Tax Map (PDF files): Primarily for the use of the Auditor, the map created to inventory, locate, identify and appraise taxable property - to be provided by the County Map Department in a single data transfer.
2. Plat Map (PDF): The original subdivision plats are filed in the Office of the County Recorder. Documents have been scanned to PDF format - to be provided by the County Map Department in a single data transfer.
3. Record of Survey (PDF): The plat of a survey relating to land boundaries or property lines, filed with the County Map Department by a licensed land surveyor or licensed civil engineer, after making a field survey in conformity with the practice of land surveying - to be provided by the County Assessor’s Office in a single data transfer.
Continuation of Record of Survey
4. Aerial Imagery: The County flew countywide 6” and urbanized area 3” (50 square mile area centered on Cambridge and Byesville) resolution imagery in 2014, processed to MrSID format. This imagery will additionally be made available to support the conversion process.
5. LiDAR: In 2014 county wide LiDAR was acquired at an average point density of 1-meter. This will be made available to support the conversion process.
6. Deeds (PDF): All deeds from 1990 to the present are available online at the Guernsey County Recorder’s office. Any additional deeds can be copied at the Recorder’s office during normal business hours.
7. Abstract Cards (PDF & Access): All abstract information contained in the Map Department is contained in two formats. The first is a PDF scan of the original abstract cards. The second is an Access database of the same information. Both are kept up-to-date and will be made available to support the conversion process.
