State of Oregon
Department of Administrative Services
Contract Services Section
155 Cottage Street NE, U90
Salem, OR 97301 - 3972
State of Oregon
Request for Proposals
Requirements Analysis and Business Case for a GIS Utility
Issue Date: 10/15/2004
Due Date: 11/3/2004
Contact: Shannon Morton
Phone # (503) 378-2468
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 1
STATE OF OREGON
Request for Proposal 7069
Issue Title: Requirements Analysis and Business Case for a GIS
Issuing Agency: Department of Administrative Services (DAS)
Operations Division (OPS)
Contract Services Section
155 Cottage Street NE, U90
Salem, OR 97301-3972
On Behalf of:: Department of Administrative Services
Information Resource Management Division
Solicition Point Shannon Morton, Contract Coordinator
Of Contact: DAS/OPS Contract Services
Issuing Authority: ORS 279.051 and 279.712
RFP Issue Date: October 15, 2004
RFP Closing Date: November 3, 2004
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 2
TABLE OF CONTENTS
SECTION 1. PURPOSE / DEFINITIONS / BACKGROUND / OVERVIEW
1.1. Purpose of this Solicitation and Scope of Project Work 5
1.2. Background 6
1.3. Overview 9
1.4 Contract Term / Time for Performance 10
SECTION 2. STATEMENT OF WORK
2.1. Project Administration 10
2.2. Inventory & Assessment – Technology Infrastructure 11
2.3. Inventory & Assessment – Existing Data Sources, Agreements, Stewardship 12
2.4 Conceptual GIS Utility Design 13
2.5. Assessment of Project and Program Risks 14
2.6. Business Case Analysis & Updated Business Case Document 14
2.7. Project Plan for Phases 2, 3, and 4 15
2.8 Project Close-Out 15
SECTION 3. PROPOSAL REQUIREMENTS
3.1. Proposal Format 16
3.2. General Information 21
3.3. Minimum Proposal Requirements 22
SECTION 4. EVALUATION OF PROPOSALS
4.1. Evaluation Process 22
SECTION 5. SELECTION AND AWARD
5.1. Award Notification 24
5.2. Disqualification 24
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 3
SECTION 6. SOLICITATION SCHEDULE AND PROCEDURES
6.1. Schedule 25
6.2 Clarification Questions Relating to This Solicitation 25
6.3. Protest of RFP 26
6.4. Closing Date and Time for Submittal of Proposals 26
6.5. Notice of Award 26
6.6. Award Protests 27
6.7. Reservation of DAS Rights 27
6.8. Solicitation Amendments 28
6.9. Contract Form 28
6.10. Withdrawal 28
6.11. Release of Information 28
6.12. Public Information 28
6.13. Cost of Proposals 28
6.14. Contractual Obligation 28
6.15. Recyclable Products 28
APPENDIX A. Business Case for a Statewide GIS Utility 29
APPENDIX B. Oregon Framework Themes and Elements 58
ATTACHMENT 1. Sample Contract Form 63
ATTACHMENT 2. Request and Authorization to Release Information 64
ATTACHMENT 3. Corporate Reference Form 65
ATTACHMENT 4. Glossary of Terms 66
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 4
Section 1. Purpose / Background / Overview
1.1. Purpose of this Solicitation
The purpose of this Request for Proposals (RFP) is to acquire the services of a consulting firm to
complete Phase I of a multi-phased project intended to lead to the development of a GIS Utility.
In performing Phase I, the Contractor will provide detailed cost, benefit and Return on
Investment (ROI) information needed to complete a business case for GIS Utility development
and other elements of the remaining phases of this project. To accomplish the goals of this RFP,
the contractor must first determine the local, state, regional, and federal requirements for a GIS
data utility. The business case for Phase 1 will include:
· A comprehensive assessment and inventory of the existing geospatial technology
infrastructure across the state, and recommendations on necessary technology changes
and enhancements to develop the shared services environment for the GIS Utility.
· An assessment and inventory of existing data holdings, data sources, data sharing
agreements, and data stewardship commitments, along with a gap analysis to estimate the
cost for completing the required data development for the GIS data utility.
· The conceptual design of a GIS data utility and project planning for utility development.
· The development of a revised business case for the creation and operation of the GIS
The revised business case is the primary deliverable under this Phase I contract. The
preliminary business case for a GIS Utility is attached to this RFP as Appendix A. The work
specified in this procurement was envisioned as Phase 1 in the preliminary business case, and
will drive the rest of Phase 2, and all of Phases 3 and 4. It is important to understand, however,
that the description of Phases 1-4 in the preliminary business case in Appendix A is NOT the
Work sought by this procurement. The Statement of Work for this procurement is articulated in
Section 2 of this RFP. Furthermore, the preliminary scope of Phases 2, 3, and 4 described in
Appendix A is likely to change based on the outcome of the work sought in this RFP.
Note: The inventories described briefly above will be done at all levels of government to get a
complete picture of the current and needed infrastructure. Data from this work will be used to
update and finalize the business case for funding the GIS Utility.
The scope of this work includes reviewing the data and technology needs of all governments
using GIS data in Oregon and designing a GIS Utility approach to enhance use of geographic
information while dramatically lowering data collection costs.
The budget for this project is $500,000. The not-to-exceed amount of the contract will be set at
the Total Cost proposed in the awardee’s pricing proposal response to this RFP. The Total Cost
proposed by a proposer to this RFP shall not exceed $500,000.
Critical project success factors include:
· Gaining a thorough knowledge of the state of GIS technology and data development in
· Conceptual design of a GIS Utility and accompanying processes to ensure low cost, high
quality data and shared GIS services are available to Oregon’s GIS enterprise.
· Gaining a thorough understanding of the startup costs, ongoing maintenance and operating
costs, and return on investment associated with a GIS Utility approach.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 5
· Detailed plans and risk mitigation to ensure a successful GIS Utility development project.
· Detailed information to support the development of a business case for creating a GIS Utility.
Due to the complexity, importance and risk associated with this kind of effort, it is essential for
the State to acquire the services of a Contractor that possesses an appropriate level of expertise
and experience and has successfully completed a requirements analysis of similar scope.
Every government agency relies on geographic information to either fulfill their mandate or
measure the success and distribution of their efforts. For example, environmental quality is
measured in specific locations; taxing districts vary across the terrain and by administrative
jurisdiction; and property development occurs differently in various places based on regulations
and access to services. These mundane activities present significant benefits for government
operations at every level. Even more significant are the lives and property saved by applying
GIS to emergency response and other public safety situations, enabling emergency response to
be quicker and more accurate and permitting public safety officials to plan more effectively for
emergency and enforcement activities.
Geographic data, when combined with existing communication and analysis technologies, can
support the foundation of a modern information infrastructure. This infrastructure could support
almost all of the functions for which government is responsible. Use of geographic data and
technology has been proven to increase workforce productivity, streamline business processes,
save money, save lives and property, and improve services to the public.
The Oregon Geographic Information Council (OGIC) consists of representatives of 23 State
agencies, as well as four local government and two federal representatives. For the past three
years, OGIC and state agencies have supported statewide coordination of geographic data and
technology through a biennial assessment based on agency size and the relative importance of
geographic information to the agency’s mission. Some of that assessment has been spent on
managing and improving the Geographic Data Clearinghouse; while $500,000 per biennium has
been spent creating data that would otherwise have been duplicated by agencies.
1.2.2. GIS Utility
A utility generally refers to a basic public service provider that is given special regulatory status
in exchange for satisfying consumers’ best interests outside of the traditional market economy.
There are many ownership styles for utilities, including government-owned, non-profit, co-
operatively owned, or a combination of these. Utilities traditionally provide water, energy,
transportation, or telecom services.
The GIS Utility is 1) GIS Framework datasets, 2) the technology to provide access to that data,
3) the coordination and communication efforts necessary to develop, acquire and maintain those
data, and to some extent 4) the skills by which those data are manipulated in support of decision-
making. The GIS Utility can be considered a public utility in the sense that:
• The acquisition and maintenance of these data layers are both expensive and in the public
• The distribution of those data must be as widespread as possible so as to support an informed
citizenry and executive decision-making, and
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 6
• Comparable data sets are unavailable, outdated, or prohibitively expensive in the private
The fundamental business case for developing a GIS Utility as quickly as possible is four-fold:
• A GIS Utility directly enhances government services that improve health, safety and welfare
• The creation of a GIS Utility versus traditional GIS models reduces the time and cost needed
to provide these important services;
• A GIS Utility increases inter-jurisdictional cooperation among member agencies; and,
• A GIS Utility pays for itself through cost avoidance, extensive productivity gains and
GIS data and technology offer a very high return on investment. Many studies of benefits and
costs in other states and countries indicate an average return on investment of $4 saved in service
costs for every dollar spent on GIS costs.
To realize the value of GIS capital investment, the Geospatial Enterprise Office (GEO) of the
Oregon Department of Administrative Services (DAS), Information Resources Management
Division (IRMD) expects to leverage federal, regional, local, tribal, and private investment in
GIS data development. Leveraging will occur through the joint development of GIS data layers.
The existing coordination structure in Oregon, including the Framework Implementation Teams,
the GIS Program Leaders, the ORMAP Technical and Advisory Committees, the Oregon GIS
Association and other staff resource and funding investments will be arranged to emphasize the
timely development of high-priority GIS data layers and reduce duplicate investments. Avoiding
the cost of duplicated data and technology development should make it possible to leverage
existing funds to a much greater extent in a much shorter period of time. The process of
deciding how, where, and when these data development efforts are done involves timing and
teamwork at all levels of governance. Cooperative investment requires joint prioritization, and
thus relies on available funding to move forward.
In addition to cost avoidance from reducing or eliminating duplicated effort, the GIS Utility is
expected to generate expanded capabilities that represent intangible or non-quantifiable benefits.
These would include capabilities related to:
· improved data accessibility
· the ability to take advantage of distributed data sets and distributed data processing by
using GRID technology
· the ability to easily and efficiently integrate diverse distributed data sets required for
modeling and decision support applications that are integrated with agency business
The GIS Utility is also expected to generate significant benefits as a shared service. The GIS
Utility will perform enterprise services such as centralized hosting of Framework data that all
agencies need to support their agency-specific GIS applications. The GIS Utility will 1)
integrate these Framework data sets, 2) perform quality control, 3) prepare the data for use by
Utility partners in a diverse set of applications and 4) manage the data to ensure efficient, full-
time access to updated data sets and appropriate archival of outdated data sets.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 7
Much of the shared Framework data managed by the GIS Utility will be physically located in
distributed locations throughout the state. One of the critical roles of the GIS Utility will be to
make that distributed data accessible in a manner transparent to the user. GRID technology,
integrated with Open GIS Consortium (OGC)-compliant GIS technology, should make this
possible and enable users to take advantage of distributed processing when needed.
Agencies will take advantage of the shared service environment provided by the GIS Utility to
access shared Framework data in real time, rather than downloading or copying the data to their
systems. The Framework data will continue to be developed using agreed upon standards and
data models to make the process of integration with agency-specific data predictable and
efficient. Agencies and other partners will be able to use OGC-compliant GIS software and
technology at their locations to connect directly with the GIS Utility to access the shared
Framework data and enterprise services.
1.2.3. Current Efforts
In the prior biennium, state agencies supported a $500,000 data development fund. With GEO
oversight, this money was spent to develop aerial imagery, elevation, hydrography, and
transportation data sets. The OGIC fund spent around $150,000 to acquire approximately $1.1
million worth of imagery. Through local and federal investments, a 7:1 leverage of state funds
was achieved for this data set. Similar joint investments last biennium by local, regional and
federal agencies provided roughly a 6:1 leverage of state funds for the entire OGIC data fund.
At the present rate of investment (approximately $3,000,000/biennium), the State and its partners
will never complete the data and technology development required for a GIS Utility. Very few
investments have been made for putting the technology in the hands of government agencies that
need it. No investments have been made in technology that would enable access to data across
local and regional governments, state and federal agencies and academia. OGIC recognizes that
the business model that has been followed to date for shared development of Framework data
and the technology to access and share that data is not sustainable. A new strategy, embodied by
the GIS Utility concept, is necessary.
The State has an opportunity to leverage more funds from federal, regional, private, and local
sources to complete the development of the data infrastructure and begin realizing the benefits of
a statewide GIS Utility much sooner. The bulk of the leveraging opportunities are likely to come
from the federal and private sectors. The federal government spends hundreds of millions of
dollars in the Pacific Northwest on geographic information every year. They spend much more
than necessary because they also develop Framework data needed to integrate much of their
business-specific data. Multiple federal agencies working on different aspects of the same task
(wildfires, salmon recovery, etc.) often create multiple versions of the same data using their own
versions of the Framework data, so they expend even more effort trying to integrate their results
There are several value propositions inherent in the GIS Utility shared services concept for the
private sector that should result in private sector investment, probably in the form of reduced fees
for data and technology development. The existence of a standardized, publicly available set of
Framework data will make it possible for a variety of valuable commercial data sets and
applications, such as modeling tools and decision support systems, to be built. Association with
the statewide development of the GIS Utility is another benefit that should entice private sector
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 8
OGIC has prepared a preliminary business case for development of a statewide GIS Utility,
attached to this RFP as Appendix A. In that document, the development of a GIS Utility is
planned in four phases, which are referred to throughout this RFP, particularly in Section 2,
This project (Phase I) will provide detailed cost, benefit and ROI information needed to complete
a business case for GIS Utility development. To accomplish this, the contractor must first
determine the local, state, regional, and federal requirements for a GIS data utility. This will
include a comprehensive assessment and inventory of the existing geospatial technology
infrastructure across the state, and recommendations on necessary technology changes and
enhancements to develop the shared services environment for the GIS Utility. It will include an
assessment and inventory of existing data holdings, data sources, data sharing agreements, and
data stewardship commitments, along with a gap analysis to estimate the cost for completing the
required data development for a GIS data utility. The Phase I project will also include the
conceptual design of a GIS data utility and project planning for utility development.
The following constraints on the project exist:
· There is limited staff within the GEO office. Contractor should not count on GEO as a
project labor resource.
· A preliminary report that substantially represents the entire project must be completed by
March 15, 2005. The remaining project time should primarily involve finalization of that
report, clean-up work and non-substantive tasks.
· Scope is limited to government agencies doing business in Oregon (DAS anticipates that
there will be approximately 700 participants). GEO will provide a final list of contacts
prior to contract execution.
· The work must be completed within the funding provided. The contract will not be
modified for additional funds.
One of two key elements of the project is the conceptual design of the GIS Utility. The
contractor is expected to provide a conceptual system and architecture design for the GIS
Utility. This conceptual design must:
· Allow for connection from the Internet
· Support a wide variety of platforms
· Use common database tools
· Connect to state agencies and local and federal governments
· Integrate data from a wide variety of sources
· Provide online tools for preparing metadata, submitting data and metadata, and retrieving
data and metadata
· Provide security at the column level within the database for privacy/confidentiality
· Provide role-based security for users and administrators
· Use the State’s data center facilities as the central host
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 9
Another key element of the project is information to support a business case analysis. The
contractor is expected to provide a business case update that includes at least the following
· The method used to identify and capture costs and benefits.
· All costs involved with creating the GIS Utility, including data, technology, operations,
and ongoing program costs.
· All benefits from a GIS Utility, including real dollar savings, expenditure reduction, cost
offsets, value of new capabilities and any other tangible or intangible benefits.
· A return on investment analysis, including investment required, timing issues, time to
cost recovery and identification of any ongoing benefit streams.
1.4 Contract Term/Time for Performance
The project will begin at contract signing on or around November 17, 2004. An interim draft in
support of budget requests will be due March 15, 2005, to include interim deliverables for Tasks
2.2 through 2.6. The work, including all Deliverables for all Tasks, will be completed no later
than June 30, 2005.
Section 2 Statement of Work
Overview of tasks (Each section below, 2.1 through 2.8, are “Tasks”) to be completed and their
2.1 Project Administration
2.1.1 Purpose of Task – To ensure project success and to provide for the appropriate
level of project management and administration, the Contractor must familiarize
themselves with the project documentation, create a project work plan and
schedule, and document any on-site working requirements.
2.1.2 Action Required - Immediately upon Contract execution, the Contractor shall
begin the process of familiarization with Project documentation and planning for
the performance of Project Work. At a minimum, the Contractor shall review and
understand the following:
· Enterprise Information Resources Management Strategy V1.0 (August 2002):
· Strategic Plan for Geographic Information Management (September 2001):
· Business Case for a Statewide GIS Utility (June 2004):
· FEMA Map Modernization Survey Results (May 2004): to be provided
Within 10 calendar days of Contract execution prepare and submit to Project
Monitor an initial Project Schedule, in both Work Breakdown Structure (WBS)
and Gantt chart formats, and a written Project Work Plan in narrative form.
Within 10 calendar days of Contract execution submit to Project Monitor any
instructions/checklists regarding Contractor’s preparations for on-site Work.
Milestone: 10 Days after Contract Execution – delivery of Deliverables under this
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 10
220.127.116.11 Project Schedule
The Project Schedule shall at a minimum:
· Identify the steps and associated timelines necessary to complete each
Task and Deliverable within the Contractor’s Statement of Work and
· Contain milestones to be met;
· Identify Contractor resources to be assigned (e.g., number of personnel,
skill sets, etc.);
· Identify State staff resource assignment needs, if any.
18.104.22.168 Project Work Plan
The Project Work Plan shall include at a minimum, the following:
· Plan for change control management;
· Plan for issue tracking/management;
· Status report format;
· Format for all Deliverables;
· Process and procedures for Acceptance of all Deliverables;
· Communications Plan;
· Risk Management Plan; and
· Process and procedures for closing out the Project.
Contractor shall prepare Project Status Reports and maintain and update the
Project Work Plan and Project Schedule on at least a biweekly basis to accurately
reflect progress made, and shall update them more frequently as requested by the
Project Monitor. Project Status Reports shall include without limitation:
· Accomplishments and Deliverables produced during the reporting period;
· Activities scheduled for the next reporting period;
· Project risks, risk indicators, risk triggers, and mitigation strategies;
· Issues and resolution recommendations; and
· Progress against, or changes in schedule, budget, and requirements
22.214.171.124 Instructions/checklists to prepare for on-site Work, e.g., work space
requirements, training room requirements, etc.
2.2 Inventory and Assessment – Technology Infrastructure
This is the first part of the inventory and assessment of the current geospatial situation in
Oregon. Information gathered regarding the technology infrastructure and the data framework
will be critical components of developing the business case in a later task. It is intended that
both inventory and assessment tasks be conducted via the web simultaneously, using the same
survey instrument if possible.
2.2.1 Purpose of Task - Creation of a GIS Utility will rely on network connections to
all participants. Differing software and applications may impact the ability to
move or consolidate data sets, and inadequate staffing may impact the ability of
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 11
cooperators to keep pace. The project team needs a detailed assessment of the
technology infrastructure upon which the GIS Utility will be built.
2.2.2 Action Required - Conduct a statewide survey of governmental agencies to
inventory GIS hardware, software, applications, and staffing. This survey is
expected to be conducted via Web survey completed by survey participants. GEO
will provide contact information for the appropriate local, state, regional, tribal,
and federal partners to be contacted. DAS anticipates that there will be
approximately 700 participants. Contractor shall follow up with a telephone
contact to all participants that don’t initially respond to the web survey. A
response rate of at least 80% is the target. Produce a report that includes all of the
items listed in Section 2.2.3.
126.96.36.199 Inventory report by agency and in summary. (GIS hardware, software,
applications, and staffing).
188.8.131.52 Recommendation on minimal and optimal technology required to support
GIS Utility functionality.
184.108.40.206 Recommendations for minimal and optimal technology for effective end-
user use of the GIS Utility.
220.127.116.11 Technology gap analysis and cost estimate to close GIS technology gap(s)
18.104.22.168 Recommendations for technology changes required at distributed locations
to support Framework data stewardship.
2.3 Inventory and Assessment - Existing Data Sources, Agreements and Stewardship
This is the second part of the inventory and assessment of the current geospatial situation in
Oregon. Again, it is intended that both inventory and assessment tasks (2.2 and 2.3) be
conducted simultaneously via the web, using the same survey instrument if possible.
2.3.1 Purpose of Task - The effort and cost to complete the Framework data sets is a
key element in accurately judging the cost, schedule and ROI for the GIS Utility
project. This task is to conduct a comprehensive assessment of the status of the
Framework data sets and to estimate time, costs, and funding required to complete
2.3.2 Action Required - Conduct and synthesize a statewide inventory of Framework
data availability and expenditures at state, federal, and local government levels.
This inventory is expected to be conducted via the Web. GEO will provide contact
information for the appropriate local, state, regional, tribal, and federal partners to
be contacted. A response rate of at least 80% is the target. Coordination with
previous and ongoing data inventory surveys will be required to take advantage of
previous work and to avoid ‘survey fatigue’ by the respondents. GEO participated
in a Framework data inventory earlier this year related to FEMA flood map
modernization and is planning to participate in a Hazards Framework inventory
this fall. The results of the FEMA survey will be provided prior to contract
execution. The results of both these efforts will be included in the work in this
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 12
task, at a minimum. Produce a report that includes all of the items listed in Section
22.214.171.124 Inventory report (availability of standardized Oregon Framework data as
defined in Appendix B, data source, common application use of Framework data,
Framework data expenditures).
126.96.36.199 Data gap analysis and cost estimate to complete Framework data
development. This report should contain at a minimum a table that includes for
each Framework data layer a) the geographic extent complete, b) the percent
completion of associated data by data element, c) the estimated time for
completion at current rates of effort, d) maximum feasible reduction in completion
time, and e) cost associated with maximum feasible completion rate.
188.8.131.52 Estimate of data development fund leveraging possible for Framework
data sets. The estimate must include the capacity of federal, local and private
groups to match state investments. GEO will provide a list of potential funding
partners prior to contract execution. The estimate must also include the rate at
which these matches can be made.
184.108.40.206 Recommendations on best practice approach for Framework data
stewardship (either centrally, in distributed fashion, or some combination).
2.4 Conceptual GIS Utility Design
2.4.1 Purpose of Task - Once technology and data requirements are well defined, the
next task is to describe how it will all work as a system, and how it will work in
the context of Oregon government.
2.4.2 Action Required - Working with GEO staff, Contractor shall develop a conceptual
design acceptable to Agency, for the GIS Utility that describes the required
technology and data components of the Utility, the required staffing for the Utility
for Phases 2, 3, and 4 of Utility development (see Appendix A, Business Case for a
Statewide GIS Utility), and the processes necessary for Utility operation.
220.127.116.11 Conceptual GIS Utility design document for review by OGIC. The
document must describe improvements needed by both central state operations and
non-state governments. The conceptual design document must include the
· Technology components required
· Data components required
· Services or business functions required
· Staffing requirements within GEO for phases 2,3 and 4
· Diagram detailing operation, e.g., how data flows in and out of the Utility
· Description of processes required within and external to GEO for Utility
· Security approach at the database and role level
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 13
· Operational model (consolidated, decentralized, hybrid).
· Estimate of the one-time costs required to establish the GIS Utility
· Overall annual program operating budget estimate
18.104.22.168 Documentation of known efforts similar to the GIS Utility in other areas
(states, nations, etc.). Include analysis of relative success.
22.214.171.124 Estimate of ROI timeframe based on FTE, data and technology needed.
2.5 Assessment of Project and Program Risks
2.5.1 Purpose of Task - Creating a real or virtual GIS data utility involves a number of
significant risks. This task involves identifying risks to the GIS Utility project and
to ongoing operations, and providing mitigation strategies to reduce those risks.
2.5.2 Action Required - Analyze potential risks to GIS Utility development and
operation and propose mitigation plans.
126.96.36.199 GIS Utility Project and Program Risk Assessment and Mitigation Plan.
2.6 Business Case Analysis and Updated Business Case Document
2.6.1 Purpose of Task - A preliminary business case was created by GEO staff using
reference material, case studies, assumptions and GEO staff experience. This
work needs to be updated and expanded with information gained in the tasks
described above and the resulting business case needs to be reviewed and endorsed
by the OGIC group.
2.6.2 Action Required - Complete the GIS Utility Business Case for Phases 2, 3, and 4,
based on the information gathered and analyzed in the earlier tasks stated above.
This work will include defining categories of benefits, both quantifiable and
intangible, based on the assessment of current practices, systems, and data
development status and expenditures.
As stated in Section 1.2.2, there are benefits to be derived from cost avoidance and
expanded capabilities across the entire enterprise of government in Oregon. There
are also benefits to be derived from the development of a GIS data utility as a
shared service, significantly changing the business model for creating, using, and
managing geographic information in Oregon. Industry best practices will be used
to characterize the potential benefits to be derived from the GIS Utility, based on
these categories of benefits at a minimum. An estimated return on investment and
timeframe will be part of the final business case.
This is not expected to be a simple, traditional benefit/cost analysis whereby
specific salary data for all GIS-related staff is collected based on their use,
preparation, maintenance, or supervision of geospatial data. The analysis sought
here must account for the ongoing activities of local, State, and federal agencies
that will have a significant impact on the actual costs and benefits of the GIS
Utility through shared development efforts. The contractor is expected to suggest
changes in format, substance, and structure of the preliminary business case that
are considered necessary to prove and deliver the final business case.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 14
188.8.131.52 Business Case Methodology to be presented to and approved by GEO prior
to conducting the business case analysis.
184.108.40.206 Final business case for the creation and ongoing operation of a statewide
GIS Utility, including the methodology used for determining the potential return
on investment of developing the GIS Utility. This business case must be of
sufficient detail and quality to provide confidence in making very significant
financial decisions relating to GIS Utility investment.
220.127.116.11 Recommendations for proving and delivering the business case to OGIC
and the State CIO.
2.7 Project Plan for Phases 2, 3, and 4
2.7.1 Purpose of Task - Develop a project plan for Phases 2, 3, and 4 of the GIS Utility.
2.7.2 Action Required - Develop a work breakdown structure following PMBOK
guidelines and best practices for Phases 2 and 3, and an operation plan for Phase 4.
18.104.22.168 Project Plan for Phases 2 and 3.
22.214.171.124 Operations Plan for Phase 4. This operations plan must be of sufficient
detail and quality to provide confidence in making very significant financial
decisions relating to GIS Utility budget requests. The plan must include at a
· Appropriate staffing levels within GEO.
· Appropriate data maintenance requirements and funding
· Appropriate system maintenance funding, including software, hardware,
licenses and connectivity
· Recommendations on appropriate contractor support budget
· Estimated ongoing application development or acquisition budget.
2.8 Project Close Out: Deliverable Checklists, Acceptance, and Post Mortem Documents
2.8.1 Purpose of Task - The project close out will formalize acceptance of the project,
including all deliverables, and bring the project to an orderly conclusion.
2.8.2 Action Required – Provide a document that includes a deliverables checklist,
lessons learned, and an acceptance document by which the State verifies
acceptance of all project work.
126.96.36.199 The Contractor shall create and deliver a checklist that verifies the
completion of, and identifies the location of, each Phase I Project Deliverable.
188.8.131.52 The Contractor shall create and deliver an Acceptance document that
verifies the satisfaction and Acceptance of all Phase I Project Work, and that
identifies any outstanding risk or issues that the State must manage.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 15
184.108.40.206 The Contractor shall create and deliver a Phase I Project Post Mortem
document that summarizes at a minimum:
· Major accomplishments;
· Deliverables produced;
· Performance to schedule;
· Performance to budget; and
· Lessons Learned.
Section 3 Proposal Requirements
3.1 Proposal Format
This section of the RFP identifies areas that DAS has determined are necessary to successfully
accomplish the services covered by this RFP. Proposers shall provide a written response to each
of these mandatory requirements. The preferred method of response is for the proposer to restate
the requirement and then follow each requirement with a narrative response. The written
response shall clearly address each of the areas identified herein to demonstrate the Proposer’s
ability to meet the mandatory requirements and achieve the desired result to the satisfaction of
3.1.1 Technical Proposal. To speed up and simplify Proposal evaluation and to ensure that each
Proposal receives the same orderly review, all Technical Proposals must follow the format
described in this section. Proposals shall contain all elements of information requested, without
exception. Proposal sections and pages shall be appropriately numbered as per the below
outline. DAS desires the Technical Proposal to be no longer than 75 pages in length, exclusive
of requested attachments, e.g., resumes, sample work products, etc.
Technical Proposals shall include the following section headings at a minimum, in the following
order and numbered as indicated below, followed by Proposer’s responses in each section:
1. Introduction and Executive Summary
2. Response to Commercial Questions
3. Response to Technical Questions
4. Alternative Proposals
5. Relevant Experience of Proposer / Sample Work Products.
Detailed requirements and directions for preparation of Proposer’s responses to each section of
the Technical Proposal are outlined below.
220.127.116.11.: Introduction and Executive Summary
Provide the following information relative to your firm. If you are proposing to
subcontract some of the proposed work to another firm, similar information must be
provided for each subcontractor.
a, Firm name and business address, including telephone number, fax number, and
contact email address; the State in which incorporated; and if not incorporated in
Oregon, whether Proposer has registered as a foreign corporation in Oregon.
b. Year established (include former firm names and year established, if applicable)
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 16
c. Type of ownership and parent company, if any.
d. Project Manager’s name, mailing address, email address and telephone number.
e. Summary of relevant experience of the Project Manager and Contractor’s other staff
to be assigned to Project.
For the Executive Summary, highlight the major facts or features of the Proposal, including any
conclusions, assumptions, and recommendations you wish to make. The Executive Summary
should be designed specifically for review by executives who need to be informed, but may not
possess a technical background. No price information shall be included in the Executive
18.104.22.168.: Commercial Questions
In your response to each question below, please cite the question before each answer. Refer to
Section 6 and Attachment 1 for Solicitation Procedures and Contract forms, respectively.
Answers shall be direct and specific.
a. Are all costs quoted on a COST, NOT TO EXCEED basis for all Tasks and related
Deliverables in Section 2 of this RFP? Price quotations must be bound separately, as
stated in Section 3.1.2 below.
b. Who will serve as the Proposer’s authorized representative? Give the name, title,
mailing address, email address and telephone number of the Proposer’s authorized
representative. The person cited shall be empowered to make binding commitments
for the Proposer firm and its subcontractors, if any.
c. What is the current financial status and condition of the Proposer? This query will be
best satisfied by submission of the Proposer’s latest annual financial statement or
d. List any contract termination for cause within the last three (3) years, whether they
have been litigated or not.
22.214.171.124.: Response to Technical Questions
In responding, cite the question before each answer. Refer to Section 2 of this RFP, Statement of
Work, and to the Sample Contract Form at Attachment 1 for technical requirements. Full, direct,
and substantive answers are required.
a. Project Methodology/Approach. Describe your organization’s methodology/approach
to managing projects, being sure to address the following at a minimum:
What is the methodology and approach proposed to address the Project scope and
attributes, and to timely complete all required Tasks and their related Deliverables?
(See RFP Section 1.4, Contract Term / Time for Performance).
Describe in detail the procedures to be implemented for each element of the work
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 17
If use of subcontractors is proposed, address specifically how coordination will be
Address significant milestones, including deliveries of Work Products and proposed
conferences with the State Project Monitor and State Project Staff.
b. Required Equipment/Software. What equipment and software will you use, if any?
State briefly the equipment and software that are critical to the Project under your
methodology and approach to Project Work. In addition, cite the status of the
proposed equipment and software, whether owned or leased, installed or to be
procured. Indicate if you propose to make any of the necessary equipment or
software available through subcontracts. If so, identify the potential subcontractor.
The State will not be responsible for purchase or provision of any required equipment
or software. All such costs should be included in the quoted price for performing the
c. Project Staffing. What project staff is proposed? How will it be organized?
Describe project staff by titles, technical discipline, and numbers. Discuss how the
team will be organized and outline management relationships. Specifically address
management responsibilities for subcontracted work.
Identify all individuals who will take key management, supervisory, or other
professional-level technical roles. Highlight all relevant experience of key
management and staff. Cite the responsibilities projected for each.
Submit résumés of all key managerial and technical staff members who will or may
be assigned to the Project. The key staff for the winning Proposal will be designated
“Key Persons” under the Contract. These key staff must remain in their project
assignments on this project throughout the project, unless substitutions are
specifically agreed upon in writing by the Agency.
d. Project Schedule. Provide a detailed schedule of performance or Project plan that you
are proposing, being sure to address the following at a minimum:
Within the overall schedule, chart a detailed schedule, citing at minimum each task
included in a proposed project plan, periodic reporting or review points, incremental
delivery dates, and other milestones. (See RFP Section 1.4, Contract Term / Time for
If you are located outside Oregon, explain your plan for accomplishing the work from
your existing location and from any location you intend to establish in Oregon.
e. Ability to Perform. Describe the potential impact the Project would have on your
organization’s current workload, being sure to address the following at a minimum:
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 18
Cite specifically all major commitments of equipment and staff projected for your
firm for the period covered by the proposed Project Schedule. Discuss in practical
terms the impact of such commitments on your ability to complete the Project as
proposed and scheduled. (See RFP Section 1.4, Contract Term / Time for
126.96.36.199.: Relevant Experience / Sample Work Products
List your pending and completed private and public sector projects that are similar in scope and
complexity to DAS’s planned Project. Similar projects would include any projects that were
statewide in nature, that involved multiple agencies at various levels of government, that
involved a similar level of data sharing, maintenance, and stewardship of distributed data sets, or
that presented similar opportunities for development of a shared services environment. For
purposes of this solicitation, the State regards as irrelevant any experience from past projects
completed before 1995.
In light of the multiplicity of the Participating Agencies and their unique, often divergent
geospatial and IT systems and operational requirements, the State has a preference for
requirements analysis, conceptual design, project planning, and business case development
experience in past or current similar public sector projects. The scope and complexity of a
particular private sector project may place that experience on a par with a similar public sector
Regarding each listed past project, include information on anticipated completion date, actual
completion date, total charges as compared to the amount of original cost proposal, and
references concerning the past performance. Discuss the scheduling impact of your listed current
projects on Agency’s Project (for this discussion refer back to your response to RFP Section
188.8.131.52.e. (Ability to Perform) as necessary and appropriate).
Summarize specific past projects in which members of your proposed Project team have taken
part. Explain the relevance of those projects in terms of technical scope, tasks involved, etc.
At a minimum, please provide the following specific information about your relevant past
· Complexity of technical requirements
· Completion schedule
· Deliverables. Provide as attachments to your Proposal any sample work products that are
similar in form and substance to the required Deliverables identified in the RFP and
Statement of Work for DAS’s Project.
· Name, title, address, phone number, email (if available) and project services delivered for
contact references submitted in the format provided at RFP Attachment 3, or in a
substantially similar format.
184.108.40.206.: Corporate Reference Checks.
As indicated above and in RFP Section 3.3.(f), below, Proposers must provide five (5) past
corporate customer references. These references must be willing to participate in an evaluation
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 19
in which they will answer questions regarding the services and support that Proposer has
provided them. At least one of those corporate references must be a client for which specific
past projects were conducted in which members of your proposed Project team took part. These
corporate reference checks may not be limited to the specific customer references cited in the
Proposal. For each Proposer, Agency has the right to check any additional customer references
that it discovers.
Agency will check references for quality of prior work performance. In the exercise of its sole
discretion, Agency will select two (2) customer references for evaluation. As stated above,
Agency may select these references from the Proposer’s submitted list, or from other sources.
These references will be asked questions from the following five (5) categories:
· General quality of Proposer’s services for the reference’s project;
· Delivery of the Proposer’s services;
· Proposer’s responsiveness to customer service issues, e.g., reported problems, changes,
· How well Proposer met the terms of the subject contract; and
· Confidence level in Proposer's representatives' knowledge and expertise related to services
provided, and whether the reference would choose to engage the Proposer again.
Each reference contacted will be asked the same questions. Each reference will be asked to rate
the Proposer’s performance in each of the five (5) categories on a scale of “0” to “5”. A rating of
zero indicates the reference was not satisfied with Proposer's services in a category in any respect
and a rating of five indicates the reference was very satisfied with Proposer's services in a
category in every respect.
Agency will make three (3) attempts to contact any references that it selects from a Proposer’s
provided list of references. Three unsuccessful, reasonably undertaken attempts to contact any
such reference shall result in a zero rating in each category, and the Proposer will receive zero
points for that reference. Agency will assign up to 100 Points for each of two (2) selected
references based on each reference's rating and value to Agency, with a total possible maximum
point allocation of 200 Points.
Agency may designate one or more individuals who are not on the Evaluation Committee to
conduct the selected reference checks, and invite the selected references’ ratings for each
3.1.2. Cost Proposal
Quote costs for the required Tasks and related Deliverables indicated in Section 2. Quotations
and rates shall be valid for a period of ninety (90) days from the date of submission.
The Proposer shall complete a Cost Proposal. The Cost Proposal shall identify the hourly rates
for Work performed under the Contract. Contractor may use tiered hourly rates, based on type,
experience, expertise of employee. All hourly rates must be fully loaded and include all
expenses. The Proposer shall include in the Cost Proposal, the hours required at each hourly rate
tier to complete each Task (Tasks 2.1 through 2.8). The Cost Proposal shall include an amount
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 20
for each Task which is calculated by multiplying the hours at each tier times the hourly rate for
each tier and summing all the amounts for each tier. The not-to-exceed amount of the contract
shall be the sum of the Proposed values for each Task of the winning Proposal.
Cost Proposals are to be bound separately from the Technical Proposals.
3.2. General Information
The Proposer or the Proposer’s authorized representative must sign both the Technical Proposal
and the Cost Proposal. Proposers must submit the Technical and Cost Proposals separately and
in the following quantities and formats: (i) one (1) original each; (ii) six (6) additional copies
each and (iii) one (1) electronic disc copy of each, submitted either in a current Microsoft™
Office or Adobe™ PDF format.
Technical Proposal submissions in response to this Solicitation must be in the form of a Proposal
package containing the Proposal and all required supporting information and documents, and
must be addressed to the DAS Single Point of Contact as shown in Section 6.2 herein and clearly
referenced as “Proposal to Request for Proposals # 7069.”
Technical Proposals must address all of the Proposal and submission requirements set forth in
this Solicitation, and must describe how the services will be provided. Proposals which merely
offer to provide services as stated in this Solicitation will be considered non-responsive to this
Solicitation and will not be considered further. Proposals will be evaluated on overall quality of
content and responsiveness to the purpose and specifications of this Solicitation. Only those
Proposals which include complete information as required by this Solicitation will be considered
Cost Proposal submissions in response to this Solicitation shall be in a separate envelope from
the Technical Proposal submission and must be addressed to the DAS Single Point of Contact as
shown in Section 6.2 herein and be clearly referenced as “Cost Proposal to Request for
Proposals # 7069.”
3.2.1 Alternative Proposals
So that all Proposals will be comparable and any alternatives will be evaluated against a relevant
background, each Proposer must give a full response to this RFP as written before any full or
partial alternative is proposed.
NOTE: This RFP and any related Addenda shall be posted on the vendor information program
("VIP System"). Prospective Proposers should consult the VIP System frequently until Closing
to assure that they have not missed any Addenda. Vendors may request hard copies or digital
copies of any or all of the solicitation documents related to this procurement from the Single
Point of Contact.
3.3. Minimum Proposal Requirements
Proposals not in compliance with the following mandatory minimum requirements may be
rejected. At a minimum, all Proposals shall include:
a) A cover letter summarizing the Proposer’s interest in the Solicitation and;
b) A statement of who will serve as the Proposer's authorized representative. Give the name,
title, mailing address, email address and telephone number of the Proposer's authorized
representative. The person cited shall be empowered to make binding commitments for
the Proposer firm.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 21
c) A Technical Proposal that addresses all requirements of RFP Section 2, Statement of
Work, and RFP Attachment 1, the Sample Contract Form, and RFP Section 3.1.1,
Technical Proposal and;
d) A Cost Proposal that specifies a) the cost of each required Deliverable as required in RFP
Section 3.1.2, Cost Proposal, and b) the overall cost of the Proposal and;
e) A Statement that Proposer will comply with the reporting timelines as defined in the
Statement of Work and;
f) Five (5) current references of the firm, i.e., “Corporate References,” relating to the
performance of similar work as required by this Solicitation submitted in the format
provided at RFP Attachment 3, or in a substantially similar format;
g) A Statement that no attempt has been made or will be made by the Proposer to induce
any other person or firm to submit or not submit a Proposal and;
h) A Statement that any submitted response and costs shall remain valid for a minimum of
ninety (90) days after the Proposal due date or until a Contract is executed, whichever
i) A Statement that Proposer agrees to be bound by all terms and conditions stated in this
RFP, including those stated in the sample contract and its exhibits and attachments, RFP
Attachment 1, and its Proposal; and
j) A Statement that Proposer, if awarded the Contract, will be authorized to do business in
the State of Oregon at the time of contract award.
k) A signed “Request and Authorization to Release Information, Release of Liability/Claims
and Agreement not to Sue”, (RFP Attachment 2)
Section 4. Evaluation of Proposals
4.1. Evaluation Process
DAS will conduct an evaluation of the responses received to this solicitation. An Evaluation
Committee will be established to evaluate and score the submitted Proposals. The evaluation of
the responses will be conducted in the following phases:
Phase 1: Evaluation of Minimum Proposal Requirements
Phase 2: Evaluation of Technical Proposal
Phase 3: Evaluation of Proposal Presentation
Phase 4: Evaluation of Cost Proposal
Phase 1: Evaluation of Minimum Proposal Requirements
The purpose of this phase is to determine if the Proposal meets the Minimum Proposal
Requirements listed in Section 3.3.
Proposals will be reviewed by an Evaluation Committee to determine if they are complete.
Proposer’s failure to comply with the instructions or to submit a complete Proposal may result in
it being deemed non-responsive, except that DAS reserves the right to waive minor irregularities.
Only those Proposals determined to be responsive to the Minimum Proposal Requirements will
be considered. DAS reserves the right to reject any or all Proposals if it is deemed in the public
interest to do so.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 22
Phase 2: Evaluation of Technical Proposal
Proposals will be scored according to how well the Proposer responded to each of the
requirements in Section 2, Statement of Work, and to RFP Attachment 1, Sample Contract Form,
and Section 3.1.1, Technical Proposal. Technical Proposal evaluation points given by each
evaluator will be summed and divided by the number of evaluators to compute an average
performance score for each Proposal. Cost Proposal information will not be available to the
Evaluation Committee during the Technical Proposal evaluation phase.
Points possible: Point Basis:
50 Proposer's Introduction and Executive Summary, and Proposer’s Overall
Response to Commercial Questions.
100 Proposer's Overall Response to Technical Questions.
300 Proposer's detailed approach and plans to perform the services required by
the Scope of Work and the Statement of Work regarding all possible Work
Products in this Solicitation and planned contract.
200 Proposer’s documented experience in successfully completing projects of
a similar nature, size, scope and complexity to Agency’s planned Project.
Quality of Proposer’s sample work products.
250 Qualifications and experience of the personnel Proposer plans to assign to
the Project, with emphasis on their documented experience in successfully
completing work on projects of a similar nature, size, scope and
complexity to Agency’s planned Project.
200 Corporate reference checks. Reference checks may not be limited to the
specific customer references cited in the Proposal. For each Proposer,
Agency has the right to check any additional customer references that it
References will be checked for quality of prior work performance. In the
exercise of its sole discretion, Agency will select two (2) customer
references for evaluation. Agency may select these references from the
Proposer’s submitted list, or from other sources. All references submitted
by Proposer must be willing to participate in the evaluation and to answer
questions regarding the services and support delivered by Proposer as
required in RFP Section 220.127.116.11.
50 The overall ability of the Proposer to begin and successfully complete the
Agency’s Project within the proposed schedule.
50 Proposer’s Overall Technical Proposal.
Total Technical Points possible: 1200
Phase 3: Presentations.
The Agency will rank each Proposal based on the points awarded to the Technical Proposals.
Unless this RFP is canceled, Agency will rank the Proposals to determine the three (3) finalists
to make a presentation to the proposal evaluation team. Agency reserves the right to increase the
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 23
number of finalists if agency determines, in its sole discretion, that there is a natural break in the
scores of Proposers indicating that greater than three (3) Proposers should be included as
The presentation must cover all of the requirements in Section 2. The method of evaluation,
content of presentation questions, and other specifics shall be announced at the time Proposers
are invited for the presentation. The presentation must be conducted by the team members
proposed for the project. DAS is not responsible for any costs incurred by Proposers selected
to present. DAS reserves the right to reexamine whether the Proposer has met the Minimum
Proposal Requirements based upon the Proposer’s Presentation. DAS reserves the right to
rescore the written Technical Proposals if it determines that the Proposer’s Technical Proposal
score cannot be supported based upon the Proposer’s Presentation.
Total Presentation Points Possible: 300
Phase 4: Evaluation of Cost Proposal:
Proposals of the finalists will be evaluated to assess the Proposer’s Cost Proposal. Agency will
award Cost Proposal Points for the lowest “Total Price” proposed for the required deliverables.
The Total Price shall be calculated as the sum of the amounts for each Task.
Points Possible: Point Basis:
300 Lowest Total Price Proposed for Required Deliverables.
Total Maximum Cost Points: 300
The Agency will award to the Proposal with the lowest Total Price the maximum points possible
for the category.
Agency will award, to Cost Proposals with higher Total Prices, a percentage of the maximum
possible points available based on the percentage of their Cost Proposal Total Price relative to
the lowest Cost Proposal Total Price of any of the finalists. Agency will use the following
formula for this purpose:
(L/X)*Y = A, where:
X = Proposed Total Price being scored
L = Lowest proposed Total Price scored of any of the finalists
Y = Maximum possible points
A = Awarded points
Total Maximum Proposal Points: 1,800
Section 5. Selection and Award
5.1 Award Notification
DAS will contact and evaluate references as outlined in Section 4, above. In Agency’s sole
discretion, negative reference information that indicates Proposer’s inability to perform the Work
in compliance with Project requirements may result in a Proposer’s elimination from
consideration. Unless eliminated by negative reference information, the final selection will be
made based upon the highest combination of Proposal scores and presentation results. Any
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 24
Proposer awarded a contract as a result of this RFP must possess all permits and licenses and be
currently in good standing, as necessary to perform the Work. DAS will notify the apparent
successful Proposer and request a signed contract. If all Proposals are rejected, all Proposers will
be promptly notified.
Any attempt by a Proposer to improperly influence a member of the Evaluation Committee
during the Proposal review and evaluation process will result in the elimination of that
Proposer’s Proposal from consideration.
Section 6. Solicitation Schedule and Procedures
The following represents the proposed time line for the solicitation process for this project.
Please Note: These dates represent a tentative schedule of events. DAS reserves the right to
modify these dates at any time, with appropriate notice to prospective Proposers. All times are
local (Pacific) times.
Solicitation Application Period Opens October 15, 2004
Solicitation Protests Due Date and Time October 29, 2004 by 4:00 PM
Closing Date and Time for Submittal of Proposals November 3, 2004 by 4:00 PM
Notice of Finalists To Be Determined
Award Protests Due Date and Time Three (3) Business Days after
Notice of Finalists by 4:00 PM
Notice of Award To be Determined
Award Protests Due Date and Time Four (4) Business Days after
Notice of Award by 4:00 PM
Contract Award / Notice to Proceed To be Determined
6.2. Clarification Questions Relating to This Solicitation
Proposers may submit questions, including requests for explanations of the meaning or
interpretation of provisions of this Solicitation (“Clarification Questions”) at any time from
release of the RFP to the deadline for Solicitation Protest submission (Section 6.4, below). DAS
requests that Clarification Questions, including requests for change of particular provisions,
specifications, or contract terms and conditions, be submitted in writing to the DAS Single Point
of Contact as soon as possible. Proposers may submit questions to Shannon Morton at DAS OPS
Contract Services, 155 Cottage Street NE, U90, Salem, OR 97301 - 3972 or transmit them via
fax to (503) 378-5445 or by email to Shannon.B.Morton@state.or.us. Direct all questions
relating to this Solicitation to the solicitation Single Point of Contact, Shannon Morton,
DAS/OPS Contract Services, Contracts Coordinator. Agency will post answers to Clarification
Questions to the VIP system, and will make them available in other digital form upon request to
the Single Point of Contact.
6.3. Protest of RFP
The Proposer may submit a written solicitation protest or request for change of particular
provisions, specifications, or contract terms and conditions that must be received by the State no
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 25
later than the date and time established in the Schedule at Section 6.1, above, as the deadline for
Solicitation Protest submission. The protest or request for change shall state the reasons for the
protest and any proposed changes to the RFP provisions, specifications or contract terms and
conditions. Solicitation protests or requests for change must be submitted in writing in an
envelope marked “Protest of RFP Provisions, Specifications or Contract Terms” and must be
delivered via U.S. Mail or courier or hand-delivered to the address set forth in Section 6.4 of this
RFP. Late, faxed or electronically transmitted protests will not be accepted.
6.4. Closing Date and Time for Submittal of Proposals
Proposals must be received by the solicitation Single Point of Contact no later than 4:00
p.m., Pacific Standard Time, on November 3, 2004 at: DAS/OPS Contract Services, 155
Cottage Street NE, 4th Floor, Salem OR 97301 - 3972. Proposals may be delivered via U.S.
Mail or courier, or hand-delivered. Please address Proposals to the attention of Shannon Morton,
DAS/OPS Contracts Coordinator. Late, faxed or electronically transmitted proposals will not be
6.5.1 Notice of Finalists
All Proposers shall receive notice of the determination of the finalists.
6.5.2 Protest of Determination of Finalists. An adversely affected or aggrieved Proposer that
is not named as a finalist may submit to Agency a written protest of Agency’s decision to
exclude the Proposer from the presentation phase within three (3) business days after issuance of
the notice of the determination of the finalists. The protest shall specify the grounds upon which
the protest is based. A Proposer is adversely affected only if the Proposer is responsible and
submitted a responsive Proposal and is eligible for inclusion as a finalist i.e., the protesting
Proposer must claim it is eligible for inclusion as a finalist if all ineligible higher-scoring
Proposers are removed from consideration, and that those ineligible Proposers are ineligible to be
a finalist because their Proposals were not responsive or because the agency committed a
substantial violation of a provision in the RFP or of an applicable procurement statute or
administrative rule, and the protesting Proposer was unfairly evaluated and would have, but for
such substantial violation, been determined to be a finalist. Agency shall not consider a protest of
the determination of finalists submitted after the time period established in this Section of the
RFP. Proposers may not protest agency’s decision to not increase the number of finalists.
6.6.1 Notice of Award
DAS State Procurement will notify the Apparent Successful Proposer and request that the
Apparent Successful Proposer sign a Contract in substantially the form set forth as Attachment 1
attached to this RFP. If the Apparent Successful Proposer is not able to execute the Contract
offered within ten (10) business days of Apparent Successful Proposer's receipt of the Contract,
or such later date as DAS State Procurement may authorize, DAS may make another selection. If
all Proposals are rejected, all Proposers will be promptly notified.
6.6.2. Award Protests
Every Proposer shall be notified of its selection status. A Proposer who claims to have been
adversely affected or aggrieved by the selection of a competing Proposer shall have four (4)
business days after issuance of the Notice of Award to deliver, via U.S. Mail or courier, or by
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 26
hand-delivery a written, signed protest to the address shown in Section 6.4. To be adversely
affected or aggrieved, a Proposer must demonstrate that all higher ranked Proposals were
ineligible for selection. DAS will not consider a protest submitted after the deadline. Protests
shall be resolved according to Oregon Administrative Rules. Late, faxed or electronically
transmitted protests will not be accepted.
6.7. Reservation of DAS Rights
DAS reserves all rights regarding this Solicitation, including, without limitation, the right to:
a) Amend or cancel this Solicitation without liability if DAS determines that amendment or
cancellation would be in the public interest;
b) Reject any and all Proposals received by reason of this request without liability, if such
rejection would be in the public interest. DAS is not responsible for any costs incurred by
Proposers while submitting their Proposals, and all Proposers who respond do so solely at their
c) Waive any minor irregularity, informality, or non-conformance with the provisions or
procedures of this Solicitation, and to seek clarification of each Proposal, if required;
d) Reject any Proposal that fails to substantially comply with all prescribed solicitation
procedures and requirements;
e) Negotiate a Statement of Work within the scope of work described in this Solicitation and to
negotiate separately in any manner necessary to serve the best interest of the public;
f) Amend any Contracts that are a result of this Solicitation;
g) Engage contractors by selection or procurement independent of this Solicitation process
and/or any Contracts under it;
h) Extend any Contracts that are a result of this Solicitation without an additional solicitation
process for the period(s), if any, described in Section 6.9;
i) Enter into direct negotiations with the selected Proposer to negotiate the Statement of Work
within the scope of work described in this RFP; and
j) Investigate the references and the past performance of any Proposer with respect to its
successful performance of similar projects, compliance with specifications and contractual
obligations, its completion of service on schedule, and its lawful payment of suppliers,
subcontractors, and workers. State may postpone the award or execution of the Contract after
the announcement of the apparent successful Proposer in order to complete its investigation.
This investigation of references may include references other than those provided by Proposers
as part of their Proposals. State may, in the exercise of its sole discretion, remove a Proposer
from consideration based upon negative information from a reference regarding the Proposer’s
apparent ability to perform the planned Project Work.
6.8. Solicitation Amendments
Any interpretation, correction or change to this Solicitation will be made by written amendment
or addendum and will be issued by DAS State Procurement. Interpretations, corrections or
changes to this Solicitation made in any other manner will not be binding, and Proposers shall
not rely upon such interpretations, corrections or changes.
6.9. Contract Form
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 27
The Proposal is an offer to enter into a Contract that, if accepted for award, binds the Proposer to
a Contract and the terms and conditions contained in this RFP. A Proposer shall not make a
Proposal contingent upon DAS’s acceptance of specifications or Contract terms that conflict with
or are in addition to those contained in the RFP. The Apparent Successful Proposer will be asked
to sign a Contract substantially in the form that is attached as Attachment 1 to this RFP. The
initial Contract period shall be for the earlier of 8 months following the Contract Effective Date
or the date on which Agency accepts the Work as completed. DAS, at its option, may extend the
Contract for one (1) additional year each without further solicitation, if DAS determines that the
work performance has been satisfactory. The additional periods of time shall be by amendment
to the original Contract.
If a Proposer wishes to withdraw a submitted Proposal, it must be withdrawn prior to the Closing
Date and Time for Submittal of Proposals. A written request to withdraw must be signed by the
Proposer and submitted to the solicitation Single Point of Contact at the address specified in
6.11. Release of Information
No information shall be given to any Proposer (or any other individual) relative to their standing
with other Proposers during the Solicitation process.
6.12. Public Information
All Proposals are public information after the Proposals have been opened and all protests are
public information after the protest period ends. However, copies of Proposals will not be
provided until the evaluation process has been completely closed and an Apparent Successful
Proposer has been selected. Any person may request copies of public information. If any part of
a Proposal or protest is considered a trade secret, the Proposer must clearly designate that portion
as confidential in order to obtain protection, if any, from disclosure at the time of submission.
See Oregon Revised Statutes 192.501(2) and 646.461 to 646.475. Application of the Oregon
Public Records Law shall determine if the confidential information claimed to be exempt is in
fact exempt from disclosure. In the event of a public records request, Proposers will be notified
prior to the release of any information.
6.13. Cost of Proposals
All costs incurred in preparing and submitting a Proposal and participating in interviews, if
required, in response to this Solicitation will be the responsibility of the Proposer and shall not
be reimbursed by DAS.
6.14. Contractual Obligation
All Proposers who submit a Proposal in response to this Solicitation understand, acknowledge
and agree that DAS is not obligated thereby to enter into an agreement with any Proposer and,
further, has absolutely no financial obligation to any Proposer.
6.15. Recyclable Products
Proposers shall use recyclable products to the maximum extent economically feasible in the
performance of the contract work set forth in this RFP.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 28
Business Case for a Statewide GIS Utility
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 29
Business Case for a Statewide GIS Utility
June 6, 2004
Geospatial Enterprise Office
Information Resources Management Division
Department of Administrative Services
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 30
Table Of Contents
Key Assumptions ...................................................................................33
Costs by Phase .......................................................................................34
Schedule by Phase .................................................................................34
Relationship to GEO Business Plan......................................................36
Success Factors .....................................................................................37
Data Creation Effort ...............................................................................................................39
Phase 1 .................................................................................................................................42
Phase 2 .................................................................................................................................43
Phase 3 .................................................................................................................................43
Phase 4 (program).................................................................................................................44
Policy Issues ...........................................................................................44
Organization and Governance ...............................................................................................44
Prioritization Process .............................................................................................................44
Data accessibility ...................................................................................................................45
Roles and Responsibilities.....................................................................................................45
Detailed Benefits Discussion and Examples ........................................47
Scenario 1 – Economic Development ....................................................................................47
Scenario 2 – Public Safety.....................................................................................................48
Scenario 3 – Health and Human Services..............................................................................50
Scenario 4 – Environmental Management .............................................................................51
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility 31
Business Case for a Statewide GIS Utility
The Geospatial Enterprise Office creates and maintains a statewide geographic
information utility to support a broad range of planning, assessment and analysis
requirements. This utility serves governments across program, agency and jurisdiction
boundaries to provide data and tools that improve emergency response, environmental
protection, social services and economic development.
Provide funding to support the first three phases of building the Statewide GIS Utility.
The Initiation Phase (project plan, assessment, requirements and design) is estimated to
cost $400,000. The two Project Phases (data collection, infrastructure, prototype and
pilot projects) are estimated at $29.6 million to be spread over four years. The Program
Phase (data maintenance and ongoing operations) is estimated at $2.5 million per
Requested by: Geospatial Enterprise Office, IRMD, Department of Administrative
Services, on behalf of the Governor’s Oregon Geographic Information Council.
· Funding multiplier of 6:1* by: Annually
· High priority data layers completed by: Dec 2006
· All data layers completed by: Dec 2008
· Hardware/software infrastructure complete by: Dec 2006
· Project complete by: Dec 2008
· Partners in GIS Utility
o 50 State by: Dec 2006
o 10 Federal/tribal by: Jun 2007
o 200 Local/Regional by: Dec 2007
o 30 Private/Academic by: Jun 2008
o 100,000 users of utility by: Dec 2008
· 4:1 dollar savings by: Dec 2010
* Ratio based on actual results achieved in current biennium.
GIS is a very effective tool for evaluating and showing relationships between features
(such as roads, streams, zoning, parcels, street address, municipal boundaries, and
schools), and occurrences (such as wildfires, salmon habitat, commercial development,
drug arrests, chemical spills, and child abuse) that can be mapped. When complete,
accurate, updated data is on hand, GIS has been proven to provide benefits when used
in daily business functions. The most notable of these benefits include:
· State, local and federal agencies are better able to respond to geographically
related issues including: emergency response, environmental preservation and
response, tax reporting, urban development, regional planning, and health and
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 32 -
· Economic opportunities are increased when current local data is available from a
single source to support tourism, industrial site location, and new and existing
· Planning, applying and monitoring environmental and recreational projects, such
as the Willamette River Legacy, are improved by using geographic data from
· State, local, and federal agencies can work together to plan and implement social
programs more effectively, and improve children’s lives, when they can share
geographic data about the distribution of wealth, services, and opportunities.
· Efficiencies from data sharing and joint programs reduce costs.
· Data management is improved (greater accuracy, less expensive, standardized).
· Decision support (timeliness and data content) is improved.
· Resources are saved across all levels of government due to data integration.
The cost and resource savings enabled by the GIS Utility could become an
important part of state fiscal reform.
· Improved citizen satisfaction with government due to enhanced service levels
(both a greater amount of service and faster responses).
A study of 50 different groups in the U.S. and Canada quantified the benefits of GIS to
those groups. The study found that creating a system where geographic information can
be shared among different organizations will generate a 400 percent return on the
investment (benefit-cost ratio 4:1). The literature contains many other examples in
which organizations have documented a 4:1 or greater return on investment from
systems similar to the GIS Utility proposed here.
The diagram below illustrates the projected 4:1 return on the proposed investment. The
projected benefits and costs in the diagram are cumulative. The timing of the benefit
stream is based on studies of projects in other states that indicate that the benefits begin
to accrue at an increasing pace as more data becomes available, and that benefits
exceed costs before the data development is completed. A more detailed discussion of
benefits is included in Attachment 1.
The total cost estimate for the GIS Utility is around $200 million. This business case
requests $30 million. Experience with prior projects managed by GEO indicate each
dollar invested attracts roughly six additional dollars to the project. Thus, the $30 million
invested by the State would yield slightly more than the required $200 million.
The data development costs for Phases 2 and 3 are based on results of Oregon pilot
projects done for the purpose of data layer cost estimation, a statewide data survey
conducted in April 2004, and costs for similar data development efforts in other states.
The Phase 4 program costs for the GIS Utility are projections based on existing staff costs,
projected staffing levels, software costs, services and supplies, and data center hosting services
for the Geospatial Enterprise Office.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 33 -
The timeline for completion of Phases 2 and 3 is based on the results of the data layer
cost estimation pilot projects, and assumes that the current rate of development can be
accelerated with additional resources.
Costs by Phase
High Level Cost Estimates by Phase
Phase Activity Cost
Phase 1 Initiation & design $400,000
Phase 2 Data dev. & prototype $18,000,000
Phase 3 Data dev. & pilot $11,600,000
Phase 4 (Program) Move to program $2,500,000 per biennium
Benefit Accrual Estimate
2004 2005 2006 2007 2008 2009 2010 2011
Schedule by Phase
High Level Schedule Estimates by Phase
Phase Begin Complete
Phase 1 June 2004 December 2004
Phase 2 January 2005 December 2006
Phase 3 June 2005 December 2008
Phase 4 (Program) January 2005 Ongoing
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 34 -
Risks to this effort are defined as “an uncertain event or condition that, if it occurs, has a
negative effect on a project objective”.
Risk Likely to Severity Risk Mitigation
Underestimate costs 4 5 20 Assessment phase will provide
and effort detailed cost estimates and
Insufficient project 4 4 16 Project management
management resources resources need to be acquired
within GEO to provide structure and
Insufficient fund 2 5 10 During assessment phase,
leveraging GEO will revisit
with cooperators and re-plan
Agency support falters 2 5 10 Communication and marketing
plan to develop shared goals
and shared solutions.
Proposed Governance 2 4 8 Collaborative modification of
Model unworkable governance model by
Values range from 0 (will not occur/no impact) to 5 (will occur/severe impact).
A utility generally refers to a basic public service provider that is given special regulatory
status in exchange for satisfying consumers’ best interests outside of the traditional
market economy. There are many ownership styles for utilities, including government-
owned, non-profit, co-operatively owned, or a combination of these. Utilities traditionally
provide water, energy, transportation, or telecom services.
GIS base layer datasets, the technology to provide access to those data, the
coordination and communication efforts necessary to develop, acquire and maintain
those data, and to some extent the skills by which those data are manipulated in support
of decision-making, can be considered a public utility in the sense that:
· The acquisition and maintenance of this data is both expensive and in the public
· The distribution of those data must be as widespread as possible so as to
support an informed citizenry and executive decision-making, and
· Comparable data sets are unavailable, outdated, or prohibitively expensive in the
The fundamental business case for developing a GIS Utility as quickly as possible is
· A GIS Utility directly enhances government services that improve health, safety
and welfare of Oregonians;
· The creation of a GIS Utility versus traditional GIS models reduces the time and
cost needed to provide these important services;
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 35 -
· A GIS Utility increases inter-jurisdictional cooperation among member agencies;
· A GIS Utility pays for itself through extensive productivity gains, streamlined
processes and cost avoidance from eliminating duplicated effort.
The GIS Utility described here is estimated to cost a total of $200 million. The funding
requested in this proposal will be leveraged to acquire local and federal funds to
complete development. This proposal requests $30 million in State funding. The first
phase of the program will require roughly $400,000. The second phase of the program
will require roughly $18.2 million. The third phase will require roughly $11.8 million, with
about $2.5 million per biennium in ongoing costs.
To fully realize the value of this $30 million capital investment, GEO expects to leverage
$180 million from federal, regional, local, tribal, and private investment in GIS data
development. Leveraging will occur through the joint development of GIS data layers.
The existing coordination structure in Oregon, including the Framework Implementation
Teams, the GIS Program Leaders, the ORMAP Technical and Advisory Committees, the
Oregon GIS Association and other staff resource and funding investments will be
realigned to emphasize the timely development of high-priority GIS data layers and
reduce duplicate investments. The process of deciding how, where, and when these
data development efforts are done involves timing and teamwork at all levels of
governance. Cooperative investment requires joint prioritization, and thus relies on
available funding to move forward.
In the prior biennium, state agencies supported a $500,000 data development fund.
With OGIC oversight, this money was spent to develop aerial imagery, elevation,
hydrography, and transportation data sets. The OGIC fund spent around $150,000 to
acquire approximately $1.1 million worth of imagery. Through local and federal
investments, a 7:1 leverage of state funds was achieved for this data set. Similar joint
investments last biennium by local, regional and federal agencies provided roughly a 6:1
leverage of state funds for the entire OGIC data fund.
The Oregon Geographic Information Council recommends, on the basis of this business
case, that the Geospatial Enterprise Office be provided a stable, long-term funding
source to collaboratively complete and maintain the GIS Utility. It also recommends that
the coordinated approach for the development, maintenance, management, and
distribution of GIS information and analysis be adopted as fundamental to the concept of
the GIS Utility.
Relationship to GEO Business Plan
The current Geospatial Enterprise Office (GEO) Business Plan describes the working
environment for four staff members within the DAS Information Resources Management
Division. These personnel are funded through a statewide agency assessment.
The GEO Business Plan has focused on supporting shared data and network
infrastructure resources, the creation of geospatial data and interoperability standards,
and improved access to the data in the Oregon Geospatial Data Clearinghouse (OGDC).
It has been aimed at a deliberate and coordinated but voluntary development of the GIS
Utility concept. However, the development of statewide geospatial data, which is the
foundation of a GIS Utility, will take too long under this voluntary participation model.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 36 -
This new business case fundamentally shifts the GEO Business Plan to a more active
data creation, management and distribution role and affects its basic governance model.
GEO is revising its business plan to reflect a move towards a shared services model.
This model means that the GEO program will be responsible directly to its customers
through a governance board made up of its customers. The service that is to be shared
is the GIS Utility described in this business case.
The GIS Utility will be successful as a result of many factors that interrelate and reinforce
each other. Organizations that participate will realize significant benefits from the use of
GIS technology in concert with the GIS Utility data and services. Success factors include
· Reduced costs for data analysis
· Improved data quality and reduced data conflicts
· Improved and faster data analysis
· Improved support for cross-jurisdictional decision making
· Reduced project costs through collective bidding and leveraged technology
· Shared system use by multiple levels of government
· Improved customer service and increased citizen impact through direct
· GIS Utility program aligned with Oregon IT strategy
Every day, police officers are dispatched to stop crimes in progress and help citizens in
need. Firefighters and emergency medical personnel work to put out fires respond to
health emergencies. State and local health services run daily operations to identify,
track, and mitigate life-threatening diseases. The state departments of transportation
and police, as well as local authorities, respond to auto accidents, keep roads safe and
analyze accident patterns to develop strategies that reduce injury and death. All of
these operations have two things in common.
· They are responsible for saving lives and property each day;
· They rely on information with a geographic component that is critical to their
Although it is often not recognized, every government agency relies on geographic
information to either fulfill their mandate or measure the success and distribution of their
efforts. Environmental quality is measured in specific locations, taxing districts vary
across the terrain and by administrative jurisdiction, commercial and residential
development occurs differently in various places based on regulations and access to
services. These more mundane day-to-day activities are in sum as valuable as the lives
and property they impact, serve, and protect.
Geographic data, when combined with existing communication and analysis
technologies, can support the foundation of a modern information infrastructure. This
infrastructure could support almost all of the functions for which government is
responsible. Use of geographic data and technology has been proven to increase
workforce productivity, streamline business processes, save money, and improve
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 37 -
services to the public. For example, the City of Lincoln, Nebraska applied GIS to crime
statistics and reduced crime in target neighborhoods by 67 percent in seven weeks.
Martin County, Florida applied GIS to cell phone tower inventory data and increased tax
revenue by $3.5 million. Washoe County, Nevada applied GIS to improve major capital
investment decisions made by the County Commissioners and achieved an upgrade in
its bond rating. The Wisconsin Public Service gas and electric utility implemented a
system-wide GIS that cost $5.4 million and is used to manage all facilities in their 12,500
square mile service territory. An internal audit determined that the system has
generated net annual savings of $2 million, and that the breakeven point was reached
before data development was complete.
The Oregon Geographic Information Council (OGIC) consists of 23 State agencies, four
local government and two federal representatives. For the past three years, OGIC and
state agencies have supported statewide coordination of geographic data and
technology through an assessment based on agency size and the relative importance of
geographic information to the agency’s mission. Some of that assessment has been
spent on managing and improving the Geographic Data Clearinghouse, while $500,000
has been spent creating data that would otherwise have been duplicated by agencies.
These data creation funds have been increased six-fold by leveraging them with other
state, federal and local money (total investment of $3 million). This represents a
minimum savings of $2.5 million for state government in cost avoidance. The value of
the data created in this single effort is estimated at $43 million, based on the total cost of
the data and the number of user agencies that would normally have duplicated the effort.
This yields a conservative return on investment of 14:1 and an overall government cost
avoidance of around $40 million. This estimate does not include all the agencies and
citizens that can use this data to make better decisions, but would not have developed it
on their own.
At the present rate of investment ($3 million/biennium for all partners), it will take 120
years to complete the $200 million data development for a GIS Utility. Very few
investments have been made for putting the technology in the hands of government
agencies that need it. No investments have been made in technology that would enable
access to data across local and regional governments, state and federal agencies and
Based on previous investment leveraging and expression of interest in the GIS Utility
concept, and based on the alignment of this utility with the business processes and
priorities of all the government agencies in Oregon, the State has an opportunity to
leverage more funds from federal, regional and local sources to complete the
development of the data infrastructure and begin realizing the benefits of a statewide
GIS Utility much sooner.
The first task is to determine requirements through an assessment of the current
situation relative to a GIS Utility. This includes a description of the current technology
environment, an existing and planned base data inventory, a human resources inventory
in terms of GIS skills and availability in government agencies, an applications inventory,
and an accounting of current GIS data expenditures. This inventory will be done at all
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 38 -
levels of Oregon government to get a complete picture of the current and needed
infrastructure. The cost of doing the inventory and assessment will be roughly $400,000.
The inventory and assessment tasks would be completed during Phase 1, and would
drive the rest of Phase 2 development, as well as Phase 3.
Coordinated and collaborative effort is a foundational component of the GIS Utility. The
OGIC organization is a critical part of making it all work. Coordinated management of
data will increase the likelihood it will be seen as a government asset in its own right,
ready for use in any program or project that might benefit from its use. It will also
increase the potential to link geographic data to many other data types maintained by
any level of government. A coordinated approach to the management of geographic
· Timely availability of maps and related information
· Integration of maps and geographic data with related tabular databases
· Maximized use of geographic data assets throughout the state
· Data maintenance in accordance with accepted standards, resulting in high data
· Coherent maintenance and development of GIS capabilities in response to
developing technology and agency business needs
Communication between all partners in this program is an essential element. Each
element of the base data is interconnected. The partners developing these data sets
must know and understand what all other partners are doing. The coordination,
collaboration, and communication necessary for the GIS Utility development is included
in the cost of development indicated above. The timeframe for this effort is concurrent
with the data development timeline.
Data Creation Effort
The GIS base data development will be funded and completed in phases, with the
highest priority data being developed first to begin accruing benefits as quickly as
possible. The highest priority data elements within each base data layer are listed in
Attachment 2, along with an estimate of the current status of the layer, the timeframe for
completion if funding is approved, and the State portion of funding needed. Some high
priority data is not included in this list because the complete data set is already available.
It is important to remember that this effort is also building the means for maintaining the
statewide GIS base data. Without that component, the initial data investment will be
The federal Office of Management and Budget has estimated that local and state
governments spend more than $8 billion annually on collection and management of GIS
data. Based on our share of the national population and land area, Oregon spends at
least $160 million dollars each year creating and using geographic data. Hundreds of
groups across the state do this to meet their individual business needs. Yet, most of
these government organizations in Oregon still do not have the information they need to
solve critical problems. There are several issues:
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 39 -
· Most groups need more data than they can afford. Often, large amounts of
money are spent on base data, leaving little for application data and
development. Some groups cannot afford to collect base data at all.
· Groups often need data outside their jurisdictions or operational areas. They do
not collect these data themselves, but other groups do.
· Data collected by different organizations are often incompatible. The data may
cover the same area but use different bases and standards. In addition,
information needed to solve cross-jurisdictional problems is often unavailable.
The GIS Utility will greatly improve this situation. It will provide basic geographic data in
a common format that anyone can use and to which anyone can contribute. Users can
then perform cross-jurisdictional and cross-organizational analyses, and groups can
funnel their resources into applications, rather than duplicate data production efforts.
These cost savings are one of the primary factors in the three to four year payback
period estimated in this business case.
The GIS Utility needs technology that provides direct, interactive access to dispersed
data sets, removing the need to centrally store the data. This requires a virtual data
repository using middleware tools to manage data access and documentation. Users of
the GIS Utility application will be able to access the data through a web page at their
desktop. As the user navigates through the application, it will appear to them that they
are looking at a single collection of data layers stored centrally.
In reality, they will be working with software that looks up the correct documentation and
location for each data set. The middleware connects to each of the data provider sites
(state agencies, local governments, federal agencies, etc.), which process the query and
package and return the response. The middleware groups all of the responses into a
single response to the user. This technology is in prototype, and has been tested
successfully by the GEO team. The prototype connected to a local government, a state
agency, and a regional transit authority to prove the viability of the concept.
The GIS Utility also requires technology for the partners in this effort. Many of those
partners, mainly at the local level, may require hardware, software, and telecom
upgrades to fully take part in the distributed data creation and sharing. The cost of
applying the technology at various levels of government is estimated to be around $2
million in Phase 2 of the project. The initial enhancements would be done in the first two
years of Phase 2, being completed by December 2006, with maintenance and
replacement cycles in Phase 3.
Staffing for GEO will include the existing staff resources for Phase 1 and the beginning
of Phase 2. Gradually, additional positions will be needed to handle the added
workloads and improved functions that the Phase 2 and 3 data development efforts will
require. Staffing needs will be:
Current – four FTE:
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 40 -
· Statewide GIS Coordinator – Enterprise coordination efforts related to GIS
technology policy and issues; enterprise GIS strategic planning and
implementation; primary representative for Oregon’s GIS community; supervises
section, develops budget; staffs Oregon Geographic Information Council
· GIS Business Analyst – Enterprise coordination efforts related to development of
GIS technologies within state and local governmental agencies; staffs
Framework Implementation Team and GIS Program Leadership groups
· Data Administrator – Enterprise GIS data administration activities (including data
acquisition, management, and access)
· Web Administrator – Enterprise website administration activities (including
webpage and interface maintenance and improvements)
GIS Utility – 10 FTE:
Staffing needs for the GIS Utility will increase over the course of Phases 2, 3, & 4. As
the base data layers are completed, it will be necessary to provide access, manage the
processes for keeping them current, and provide technology support for data distribution,
security, and performance. At first, some of the activities outlined below could be
covered by current FTE, but expected growth will eventually require up to six more FTE
in three main areas: application administration, outreach, and data coordination.
· ArcIMS – web interface to geographic base data, customized access to data
(map services and feature services)
· ArcSDE/Oracle – optimization of data structures and indexing for geographic
data stored centrally
· Middleware (e.g., Xmarc, Cartalinea, Freelance or other) – security and interface
controls for accessing distributed databases and structures (spatial and non-
· Local (County & City) – data and technology
· Regional (councils and federal) – standards and stewardship
· Development and maintenance of coordinated and integrated framework data in
support of government activities at all levels (local, regional, tribal, county, state,
· Staff to the NSDI/FGDC Framework Implementation Team and its
· Facilitation of section/group tasks related to day-to-day support functions.
Project Phase Details
As with any project, details become less clear the further in the future the activity will
take place. As a result, there is much more detail for Phase 1 than Phase 4. The
project team will create a detailed Project Plan at the end of Phase 1, which will be
updated at the end of Phase 2 to provide more detail for Phase 3 and the ongoing
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 41 -
Phase 1 is the Project Initiation Phase. Phase 1 will consist of the following high-level
· RFP development and procurement of contractor support for assessment effort
· GEO creates requirements document in conjunction with OGIC.
o Deliverable: GIS Utility requirements document
· Contractor assessment of technology infrastructure
o Deliverable: inventory report (hardware, software, applications, staffing,
o Deliverable: technology gap analysis and cost estimate
o Deliverable: recommendation on minimal and optimal technology required
to support the central GIS Utility functions
o Deliverable: recommendations for minimal and optimal technology for
effective end-user use of the GIS Utility
o Deliverable: recommendations for process/technology changes required
at distributed locations to support Framework data stewardship
· Contractor assessment of existing data sources and agreements
o Deliverable: inventory report (data source, application alignment w/data
o Deliverable: data gap analysis and cost estimate
o Deliverable: recommendations on data maintenance agreements
o Deliverable: recommendations on process changes required for
Framework data stewardship (either centrally or in distributed fashion)
o Deliverable: recommendations on GIS-related application consolidation or
use of common GIS-related applications to replace current redundant
· Contractor/GEO design of GIS Utility system
o Deliverable: GIS Utility system design document for review/approval by
OGIC (broken down by central/state and non-state/local improvements
· GEO assessment of cooperative agreements and ability to leverage funds
o Deliverable: Plan for data cooperation and signed agreements with data
· Contractor assessment of project and program risks
o Deliverable: Project and Program Risk Assessment and Mitigation Plan
· GEO/Contractor Project Plan for Phases 2 and 3
o Deliverable: Phase 2 and 3 Project Plan
· GEO/Contractor GEO Staffing Plan for Phases 2, 3 and 4
o Deliverable: GEO staffing plan for the project and ongoing program
· RFP development and procurement for contractor support for Phase 2 and 3
technology infrastructure and data development
· GEO/Contractor Business Case Refresh/Update for Phases 2, 3, and 4
o Deliverable: Updated business case for Phases 2, 3, and 4
o Deliverable: Plan for proving/delivering the business case
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 42 -
Phase 2 is the High Priority Data Development Phase. This phase also includes
introduction of some of the technologies required for the GIS Utility model and the
creation of a prototype system. High-level tasks for Phase 2 are:
· Contractor/GEO identify business process improvements (BPI) needed for data
stewards to be successful
o Deliverable: Document describing BPI needs at agency level (or
centralized solution for data stewardship)
o Deliverable: Communication document outlining options for BPI
· Contractor/GEO create and/or acquire 14 highest priority data layers
o Deliverable: 14 data layers completed to OGIC standards
o Deliverable: Data dictionary (metadata) for all layers completed
· Contractor implement technology upgrades for limited number of high interest
o Deliverable: At least one partner from each of local, state and federal
government has the ability to use the utility
· Contractor creates prototype application for review by partners and OGIC.
o Deliverable: Prototype and documentation of functionality and limitations
o Deliverable: Recommendations for implementation on a utility-scale basis
· Contractor/GEO define pilot application project(s) with local, state and federal
o Deliverable: Pilot project plan(s) for Phase 3
· GEO update contractor Statement of Work for additional data development and
acquisition in Phase 3, and include contractor support for pilot project
· GEO/Contractor Business Case Refresh/Update for Phases 3 and 4
o Deliverable: Updated business case for Phases 3 and 4
o Deliverable: Document Phase 2 results & update the plan for
proving/delivering the business case
Phase 3 is the Final Data Development and Pilot Project Phase. This phase will
complete the base data development and demonstrate use of the GIS Utility applied to
an actual project.
· Contractor/GEO complete creation and/or acquisition of final base data.
o Deliverable: Remaining data layers completed to OGIC standards
o Deliverable: Data dictionary (metadata) for all layers completed
· GEO applies utility data and technology to pilot application project in cooperation
with selected agencies
o Deliverable: Pilot project report, including lessons learned
· GEO/Contractor provide recommendations for program operation
o Deliverable: Updated GEO Business Plan
· OGIC provides confirmation that the project has met their expectations and that
the GIS Utility is ready to move to program mode
o Deliverable: Project completion formed signed by OGIC members
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 43 -
o Deliverable: Document committing OGIC to supporting the GIS Utility
program, both financially and organizationally.
· GEO/Contractor Business Case Refresh/Update for Phase 4
o Deliverable: Updated business case for Phase 4
o Deliverable: Document Phase 3 results & update the plan for
proving/delivering the business case
Phase 4 (program)
Phase 4 is an exit from project mode and a move to program mode. General tasks for
· Formalize the governance model for GEO and the GIS Utility
· Identify required staff and training, both for GEO and for partners
· Create a long-term plan for data creation, acquisition, stewardship, and
· Create Service Level Agreements with partners and users
· Create a plan for a long-term sustainable funding base, including reduction in
There are a number of policy issues that will have an impact on the development of a
GIS Utility. These issues must be addressed as early as possible in the development
process. The policy issues are discussed below.
Organization and Governance
The governance structure under which GIS is coordinated and managed will need to be
revised. This is a complex issue that includes relations between state, federal and local
governments. It may not be possible to follow a strict “shared services” governance
model, but the current governance must change.
In a shared services model, a governance board of involved agency directors will lead
the early phases of development, including planning and assessment. For later phases,
a shared services board comprised of directors of member and customer agencies will
replace the governance board. This board will oversee the success of the GEO
Business Plan, set the GEO budget, and decide which services are provided at what
cost. GIS experts from agencies on the shared services board will provide technical
advice. This shared services model will likely be applied to a variety of services in
Oregon as that concept becomes more mature in state government.
The Oregon Geographic Information Council (OGIC) could be mandated to serve as the
governance or shared services board for the GIS Utility, with some adjustment to its
current structure and membership. The details of this model will be finalized during the
first phase of GIS Utility development.
The GIS community in Oregon has determined which data layers should be developed
first. If this business case is approved, the project planning, assessment and design that
occurs in Phase 1 will include a more detailed review of the best timing for the
development of each data layer. This process will focus on getting the highest possible
return on investment at the earliest possible date.
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There is a range of legal and administrative constraints to data sharing that have been
put in place over time to support specific business practices. These issues include
privacy, security, confidentiality, licensing, cost recovery, public information laws, liability,
data documentation, copyright, and maintenance funding. In some cases, data of value
to the GIS Utility is not public domain data, so the issue of licensing non-public data will
have to be addressed. The OGIC is attempting to reach consensus on a broad policy
that would address all of these issues. Any such policy proposals will affect all levels of
government and may need to be addressed by the Legislature and other governing
Standards are vital to the success of a GIS Utility. For data sharing to work, there must
be agreement on data format, structure and data collection protocols. These standards
are slowly emerging through the efforts of OGIC and GEO, but that work and adoption of
data standards must be accelerated.
The key obstacles to the quick adoption of standards are current business processes
and rules within each government agency. Each legislative mandate has been satisfied
with an agency business focus. The regular exchange of GIS data between agencies
has not been one of those mandates. Without a quick commitment to standards for the
creation, maintenance, and distribution of GIS data, agencies at all levels of government
will continue duplicate data development efforts. Standards will allow government to
develop data once and use it many times for many purposes.
Open software standards may in time make GIS software issues less of a problem, but
for the near future the state will be required to develop the GIS Utility on proprietary
software used by most of the likely members. GEO is exploring strategies to offer the
most cost-effective means of providing and maintaining this software for all members. A
major goal is to make the data available to users through a simple Internet browser.
Roles and Responsibilities
Governance board: The governance board will be responsible for deciding the best
roles, responsibilities, products, services and rates for the GIS Utility.
GEO: GEO would manage the shared GIS data library and coordinate the maintenance
of the data with agency data stewards. GEO would constantly improve access and
distribution methods to make the data more useful and accessible by the user
community. GEO would also provide quality control over the data stored in the data
library. GEO will continue its strong coordination role, with the Statewide GIS
Coordinator and staff organizing the actions that are required to reach the highest and
best use of GIS data for the State. These efforts reduce or eliminate duplicated effort
as agencies at all levels of government can use the GIS Utility’s shared resources with
their own data and analytical tools to address their business needs.
Data Stewards: The stewardship of statewide data layers, such as roads, tax lots, and
streams, will be performed by appropriate state or federal agencies as part of the
business processes of those agencies. Data stewardship will involve integrating data
sets from many other organizations to form a complete statewide data layer, ensuring
that the data meets quality and accuracy standards, and coordinating with GEO to make
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the data accessible to all appropriate organizations and the public. For some data
layers, such as administrative boundaries, aerial imagery, cultural features, and others,
GEO will perform the stewardship tasks. All data stewardship activities performed by
other organizations will be coordinated by, and conducted under an agreement with
Other organizations: Services such as providing map products, data analysis, data
integration, and other value-added services that use the shared utility data will be
provided by the private sector, academic institutions, regional governments, or other
quasi-public entities, such as the Natural Resources Institute or Inside Oregon
Enterprises. These services will be coordinated and facilitated by GEO.
Mission-driven funding, as described in Attachment 4, would be the most appropriate
method to fund the GIS Utility. The data and technology will be beneficial to nearly all
government business processes, but there are a few government functions that will
benefit the most. Those include emergency response and public safety, real property
management and taxation, transportation system development and maintenance, and
environmental management and monitoring. The Oregon Geographic Information
Council should be tasked with making specific recommendations for the best mission-
driven funding approaches.
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Detailed Benefits Discussion and Examples
There are many situations in which the GIS Utility will help users. Below are four
examples of progress that could be made with a complete, actively maintained GIS
Utility. Each example begins with the current situation and approach, and then looks at
a new approach assuming the GIS Utility has been developed and is maintained
Scenario 1 – Economic Development
Many agencies in local and state government are striving to improve economic
conditions. In Oregon, economic conditions are closely linked with sustainable
communities and a healthy environment. To promote these conditions, local and state
officials must have access to a wide variety of detailed economic, human resource, and
natural resource data. There are a couple of key activities with which local and state
government can help. One of these is attracting new business to Oregon, and
specifically to Oregon communities. The other is growing and nurturing the businesses
that already are here.
Improvement of the economic climate in Oregon, by making Oregon a more attractive
place for businesses and growing the existing economy, is one desired outcome. Also, it
is desirable to promote the sustainable growth of the economy along with protection of
Officials in various agencies and at different levels of government work fairly
independently to tout the virtues of Oregon and to attract targeted businesses to the
state. Businesses currently can use the web to gain some limited information about
particular sites, but not to query that information to find out about specific situations or
criteria of their choosing that would make a particular area or site valuable for relocation
or expansion of their business.
The website, Oregonprospector.com, provides very crude mapping capabilities using
commercially provided maps that are typically outdated. The application has very limited
functionality in terms of querying data, and does not appear to provide access to locally
provided data that would be useful to a business attempting to make decisions and
choices between location alternatives.
The vast knowledge base about Oregon businesses is scattered among various
agencies. Agencies often have difficulty sharing information because of a lack of
standardization and lack of a base data layer to use as a common reference.
Identifying, locating, acquiring, and integrating suitable data for economic development
purposes is very costly to the agencies involved and has to be repeated regularly. When
data is not available economic development activities are not as effective as they would
otherwise be, which results in loss of potential businesses to other states, failure of
existing businesses, and a declining economy. In the case of Oregonprospector.com, a
single agency is forced to use outdated, commercially available data rather than
accurate, locally provided data. This will likely result in frustration by users and loss of
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Economic development officials and others from all agencies, local and state, have
access to the same basic data anywhere in the state. Transportation options, utilities,
health care facilities, property tax information, schools, etc., are included in the virtual
statewide database comprised of multiple distributed data sources. Address data is
integrated with road data to provide a way to locate information about specific sites that
are designated as ‘buildable’ or ‘shovel-ready’. Information about communities, facilities,
and amenities surrounding such sites is available.
The data can be used interactively from any web browser, so that economic
development officials or businesses do not have to download the data. However, the
data can be downloaded via the web if needed. An application helps to locate buildable
sites based on criteria entered by the user regarding the type of location desired, the
location of facilities and utilities necessary for a certain business, the location of potential
employees, the availability of services for employees, the property tax situation, local
zoning ordinances, nearness to transportation options, and other factors.
EXAMPLE: The State of Virginia - A significant portion of local government
responsibilities (economic development, emergency preparedness and response,
transportation planning and resource protection) require communities to access and
work with data from outside their jurisdictions. An example of the cooperative use of GIS
technology is the Virginia Economic Development Partnership's "VirginiaScan" website,
which lets anyone with an Internet connection and a web browser research available
land, buildings, and communities throughout Virginia for business siting or relocation
(http://www.yesvirginia.org/site_selection/vascan.aspx). This website is fed by updated
local and state data on a regular basis, preventing duplication of effort and providing a
single, easily accessible place to find a variety of information.
EXAMPLE: Vallejo, California. Developed a GIS-based Internet site that supplied
information on available commercial and retail buildings, land, traffic counts, and
demographics. Retail vacancy rate was reduced 45.3 percent from 1998 to 2000 after
the site was introduced.
Scenario 2 – Public Safety
Units from local, state, and federal agencies must respond to wildfires every year in
Oregon’s forests. The wildland/urban interface is rapidly expanding, putting more lives
and property at risk from wildfire. Responding to wildfires is dangerous business,
requiring accurate information about the location and direction of the fire, as well as the
location of people and structures in the path of the fire.
The best routes for evacuation and moving firefighting equipment must also be available
to first responders. Locations of utility facilities (power lines, phone lines, cell towers,
gas lines, etc.) should be easily accessible to responders to aid in protecting those
features, and the responders themselves.
During the 2002 fire season, firefighters in some areas were able to combine their efforts
and data to identify individual homes threatened by fire and the best route to travel to
each one. But in most parts of the state where wildfires are likely to occur, the data
either doesn’t exist or is very difficult to integrate. Without this data and the coordinated
effort to use it quickly, lives and property may be lost. The locations of electrical facilities
and other utilities are not easy to find and have to be sought from various providers. The
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same is true of water sources for firefighting. When wildfires cross county boundaries,
the task of data collection is even more difficult.
Identifying, locating, acquiring, and integrating base data for wildfire response is very
costly for the agencies involved and must be repeated each fire season. When the base
data is unavailable, as is the case in many parts of the state, response activities are not
as effective as they could be, which results in much greater costs and potentially greater
risks in protecting structures. There are further impacts related to insurance costs when
lives and property are lost.
The response units from all agencies have access to the same base data wherever
wildfires are likely to occur. Locations of dwellings and other structures can be readily
identified on updated aerial photography. All road data exists within the same data set
and is properly registered with the aerial photography so that federal roads, state
highways, county and city roads can all be accessed by response units for routing
equipment and planning evacuations. Address data is integrated with the road data to
provide exact locations of structures and provide contact information.
A web site providing firefighting analysis tools is accessible by wireless connection. The
data can be downloaded if necessary for use in the field. A web application allows
response teams to update databases in real time regarding the location and movement
of wildfire boundaries, the location of equipment, and the status of the overall effort.
Web applications allow real time simultaneous status map updates to response teams in
different geographic areas, allowing central command to effectively deploy resources.
First and foremost, lives are saved since the response teams have the information they
need to respond at the right location at the right time. Loss of property, and the costs
associated with such loss, is also diminished or avoided altogether.
EXAMPLE: Wasco County, Oregon – During the 2002 fire season, the Sheldon Fire
threatened hundreds of homes in Wasco County. GIS staff in Wasco County and the
Oregon Department of Forestry (ODF) were able to combine their data to identify
individual homes threatened by the fire and the best route to travel to each one.
Structural fire fighting units were assigned to protect the homes and buildings, and
wildland firefighters were assigned to the forested areas. As a result, only one structure
(a pole barn) was lost even though the fire burned through several housing areas and
threatened more than 40 structures. This alone saved Oregon residents and businesses
millions of dollars. One can only speculate as to the potential for lost lives in the
absence of the GIS information. “You do not know how much the information helped.
The structural teams knew exactly where to go!” – Larry Hoffman, ODF Forest Unit
EXAMPLE: Lane County, Oregon – While identifying water sources in preparation for
future firefighting activities, a helicopter crashed in the fall of 2003, killing both the
helicopter pilot and an ODF spotter. The helicopter clipped a power transmission line
and crashed into the Siuslaw River, causing about 4,000 members of the Lane Electric
Cooperative to lose power. From the perspective of GIS information and public safety,
the location of the power transmission lines in relation to water bodies may have
prevented the crash, the loss of life, and the loss of power to rural electric customers in
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Scenario 3 – Health and Human Services
Health officials want to recognize the outbreak of an epidemic, such as influenza, very
early so the public can be warned and the most at risk citizens can be protected.
However, early warning signs are not easy to detect, chiefly because the data that
contains such signs is scattered across many institutions and held in numerous
Health officials must have access to current data from all health providers in a certain
region to detect early warning signs of epidemics. Ideally, this information would contain
the address for each patient (diagnosis) so that epidemic signals can be tracked by
location. If a particular area appears to be the location where an epidemic is beginning,
the most susceptible citizens in that area could be identified and warned to take
The approach to epidemic recognition in most parts of the state involves a gathering of
data from hospitals or clinics, usually after the epidemic is already gaining force. Plotting
the data on maps containing base data as reference points to recognize patterns is
usually not done because the base data is too difficult and costly to gather for such
Identifying, locating, acquiring, and integrating appropriate base data for epidemic
recognition would be very costly to the agencies involved and would have to be repeated
on a regular basis. When the base data is unavailable, as is the case in many parts of
the state, epidemic recognition is not as effective as it would otherwise be, which may
result in loss of life for those citizens at greatest risk. In the event of bioterror threats,
the ability to plot disease occurrences in relationship to infrastructure data to detect
patterns is the only means by which such attacks can be recognized and a response
Health officials from all agencies, local and state, have access to the same base data
anywhere in the state. Locations of hospitals, clinics, nursing homes, and schools are
included in the statewide database, including information about the capacity of those
facilities. Address data is integrated with road data to provide a way of locating
occurrence of disease. Health officials can combine emergency room diagnoses from
regional hospitals and clinics, and information from local pharmacies related to purchase
of over-the-counter medicine such as flu medicines. This data is then integrated with
basic data from the GIS Utility to provide maps and charts helping to visualize patterns
that may be the very early indications of an epidemic or bioterror threat.
A web application allows health officials to update databases in real time regarding the
location and pattern of epidemic indicators, the location of potential facilities and their
capacity and equipment on hand to deal with an epidemic, the location of vulnerable
populations, and the status of notification efforts and disease progression.
An Internet site provides tools to access the needed data, query and analyze the data,
integrate the base data with detailed data about emergency room diagnoses, hospital
and clinic locations and capacities, and locations of schools and nursing homes and their
capacities. The tools also allow visualizing the data via maps and charts and seeking
assistance from other experts. Web applications provide real time status tracking of
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 50 -
epidemics, hospital and equipment location, vulnerable population locations, and
notification and treatment status. The applications provide real time map updates
simultaneously to health officials in different geographic areas to assist in epidemic
recognition and response.
EXAMPLE: The Oregon Health Sciences University hospital is developing a GIS
application that provides disease vector analysis. Emergency room diagnoses are
collected in a database where they are combined with similar diagnoses from other
hospitals in the area. The address of each diagnosis can be plotted on a map containing
street centerlines, hospitals and clinics, nursing homes, schools, etc. Plotting the
locations of diagnoses on maps allows health officials to recognize patterns of disease
that would not otherwise be apparent. Nursing homes and schools can then be notified
quickly when signs of an epidemic are recognized.
EXAMPLE: The State of Indiana created a GIS application for analyzing incidence of
lead poisoning in children. By redirecting screening efforts based on incidence maps,
the state saved almost $2 million and secured an annual $240,000 grant to fund the
state’s lead poisoning prevention program.
Scenario 4 – Environmental Management
Once hailed as a model of environmental action in the area of river cleanup, the
Willamette River has again fallen on hard times. The river has again become polluted to
the point that public health warnings are no longer a rarity. A variety of pollution
sources, types, and locations make it very hard to define an action plan that efficiently
and effectively mitigates the problem, while keeping spending of scarce public funds to a
Data collection and analysis requires a great deal of cooperation and collaborative effort
to combine or integrate activities and data across agencies that have different cultures,
expectations, and missions. Scientists and staff from agencies responsible for
monitoring collect data in the field about vegetation cover, extent of habitat, population of
certain species, etc. The monitoring data from various sources must be combined to
present a complete picture of the ecosystem damage and the potential effectiveness of
the proposed action plan.
Staff spends a great deal of time contacting data providers to locate the best available
data. Since this data often comes from many sources, the monitoring agencies must
integrate the data with their own before they can use it. They usually get this data on
CDs mailed to them. The base data often sought contains such themes as vegetation
classes, roads, surface water, riparian areas, land use, soils, geology, and elevation
data. When actions are integrated across multiple agencies using data that is outdated
or developed at resolutions not intended for monitoring purposes, the results are suspect
and may be challenged. This results in the need to defend mitigation decisions, a costly
and time consuming process.
Monitoring agencies all have access to the most current, authoritative base data from a
single location via the Internet. The data is accessible interactively, meaning the
scientists and their staffs do not necessarily have to download the data. However, the
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data can be downloaded via the web if an agency prefers to maintain a copy in their own
The base data is developed with input from users to ensure that it meets their
requirements for monitoring. The various layers of the base data are standardized and
integrated by the data stewards prior to making them available. A single Internet
location is available for users, providing tools for accessing the needed data, conducting
query and analysis, integrating the base data with more detailed monitoring data,
visualizing data interactions via maps and charts, and seeking assistance from other
Monitoring can be done more easily, more effectively, and more often, using data that is
more reliable and more accurate. This results in better decision-making that is more
EXAMPLE: The effort to integrate 30 separate databases to enable analysis for the
Spotted Owl Plan cost the federal government over $250,000. Critics were concerned
with the validity of the data and the integration methods used. The databases for this
effort were located in many distributed locations at multiple levels of government and
were in many different formats. There was no simple means to tie them all together to
form a coherent picture of the effect of all the various environmental programs on the
health and distribution of the spotted owl in Northwest forests. In addition, because the
data were not developed using the same underlying base data, analysis of the integrated
data was extremely difficult and the results were suspect. As such, it was impossible to
reach broad consensus as to appropriate actions based on the data and analyses. If a
GIS Utility were in place, the locally collected data about spotted owls would have been
easily integrated with state and federal data about biological conditions, saving tens of
thousands of dollars in integration costs. In addition, the analytical results generated
using the integrated databases would have generated far less controversy and few
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 52 -
Supplement B – High Priority Data Development
Framework High Priority Data Current Status Timeframe for Completion* Funding Needed
Geodetic Control 60% complete Dec-06 $1,000,000
geodetic control points
latitude/longitude & ellipsoid height
tax lot boundary, owner's name, mailing address 30% complete Dec-06
public ownership 50% complete Dec-06
Administrative Boundaries $500,000
tax code boundaries 0% complete Dec-06
Urban Growth Boundaries 75% complete Dec-05
Zip code boundaries 90% complete Dec-04
Cultural Features $1,000,000
site address 20% complete Jun-06
public buildings 5% complete Dec-05
critical facilities 10% complete Jun-05
Transportation Dec-05 $1,500,000
bridges/culverts 20% complete
road centerlines/classification 20% complete
address ranges 15% complete
route-mile posts 20% complete
railroads 75% complete
Digital Aerial Imagery $4,000,000
one-meter images statewide 0% complete Jun-06
30-meter images statewide 0% complete Jun-05
one-foot images for cities 0% complete Jun-06
Elevation Data Dec-04 $100,000
digital elevation models 90% complete
Surface Water Dec-05 $500,000
stream centerlines/classification 20% complete
open water shorelines 20% complete
flow paths & direction 20% complete
Utilities Dec-04 $100,000
transmission lines 50% complete
Geoscience Features $800,000
geology 15% complete Dec-06
soils 75% complete Jun-06
Bioscience Features $1,000,000
anadromous fish habitat distributions 80% complete Dec-04
vegetation 20% complete Dec-05
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wetlands 35% complete Dec-05
riparian areas 0% complete Jun-06
Landcover/Land Use $1,000,000
landcover classification 5% complete Dec-06
land use classification 0% complete Dec-06
flood zone 5% complete Dec-06
wildfire fuel sources in interface boundary 0% complete Dec-04
wildland/urban interface boundary 0% complete Dec-04
High priority infrastructure data
*Assumes funding for this business case is approved.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 54 -
Supplement C – GIS Utility Data Needs
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 55 -
Selected Examples of GIS Use in Other States
· Maine has used GIS to improve air quality. The GIS Unit of the Department of
Environmental Protection is deploying a GIS application to visualize pollutant
sources contributing to elevated ozone levels. The Gridded Emissions Inventory
(GREMIN) provides a visual interface for calculating ambient levels of carbon
monoxide, nitrogenous compounds, and volatile organic compounds and will be used
to support air quality regulatory and improvement programs.
· The Florida Department of Transportation has implemented a GIS-based
Transportation Decision Support System (TDSS) which supports the 5-year
transportation plan preparation. Users can access road maps, design information,
and ancillary information (photos and video logs) to test alternatives and quickly view
information needed in the planning process. This approach has increased the quality
of the planning process and road development work. It has supported grant
applications for securing federal funding for road projects.
· Minnesota has installed Web-based kiosks accessing GIS databases, allowing
travelers to get information on road and weather conditions, as well as tourism
information. The program is the only one in the United States that provides an
application combining real-time information, interactive live routing, and driving
· The state of New York is using GIS to retain affluent retirement-age residents. In this
case GIS technology merges map features with a centralized database of property,
demography, and tax information to communicate to aging residents the tax benefits
of not moving to out-of-state locations for retirement. The State’s Department of
Equalization and Assessment also uses GIS to evaluate property tax rates for local
authorities statewide. In this way, the department maintains a stable tax base while
ensuring consistency and equity in rates.
· GIS has been an important tool used by policymakers to establish sound and
equitable guidelines for Growth Management statutes in Vermont and Maryland.
GIS analysis helps state and local planners to make land use and development
· The Delaware Department of Labor (DOL) constructed a Web site that is breaking
ground for the automation, integration, and access to social services information,
employment opportunities and labor market information. People looking for
employment now have a new tool at their disposal in the form of an interactive, GIS-
based Web site called Career Directions, located at www.delawareworks.com or
www.oolmi.net. The Web site includes information from the Department of
Education, Delaware Health and Social Services, Delaware Economic Development
Office, Department of Transportation, and The Family and Workplace Connection.
· The State of Louisiana uses GIS to help fight erosion as the state loses 25 to 35
square miles of coastland per year, which accounts for 80 percent of all coastal land
loss in the United States. Louisiana’s Natural Resources Department (DNR) deploys
a very successful department-wide GIS and is deploying Web-enabled GIS
applications to support coastal restoration programs.
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· The North Carolina Clean Water Management Trust Fund assists Board members as
they make decisions to disburse up to $48 million annually for land purchases and
projects to improve water quality conditions statewide, spatial analyses, and
otherwise model and plan for quality growth in North Carolina communities. The
Center for Geographic Information and Analysis (CGIA), in collaboration with its
partners statewide, is developing the next generation of surface water resource data
and applications to support this program.
· The Kentucky Water Resources Development Commission used GIS technology
and statewide GIS data to develop a strategic plan for the “2020 Water Plan.” GIS
technology is being used on an on-going basis to evaluate water use and availability
in the state.1
South Carolina Strategic Plan for GIS, PlanGraphics, Inc., 2000
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GIS Utility Funding Alternatives
In a study conducted for the Ohio Geographically Referenced Information Program, and
partially funded by the National States Geographic Information Council, the funding
sources and data management approaches of all 50 states to support comprehensive
statewide GIS infrastructure development were examined. Fifteen states were found to
have exemplary or unique programs and were studied in more detail. A wide variety and
combination of funding sources are used to support statewide GIS infrastructure efforts
in these states, primarily including:
· Dedicated funds
· Mission Driven Funding
· Assessments on Agencies
· Capital Funding
· Cost Recovery
Dedicated funding approaches included Wisconsin’s property transfer fee dedicated for
land information improvements. Vermont and Oregon are the only other states that have
used this approach. Whereas, the Wisconsin transfer fee has generated over $70
million since 1991, the Oregon fee generates about $800,000 annually. Tennessee
received a substantial State general fund commitment to pursue GIS infrastructure
development. The Tennessee legislature approved $25 million over 5 years to develop
statewide tax lot maps and data. They are in the first year of that development program.
Maine, Arkansas, and Virginia have benefited from mission driven funding. Virginia is
perhaps the most relevant comparison for this business case. The Virginia Base Map
Program, under the leadership of the Virginia Geographic Information Network Board
and the Governor’s Secretary of Technology, recently received $10 million from the
Wireless E-911 Services Board to develop several key components of the statewide GIS
infrastructure, including digital aerial photography, statewide road centerlines, a
statewide addressing database, and surface water data. They have just completed the
second year of that effort and have recently finished the aerial photography, with the
road centerline to be completed later this year. Arkansas has recently established a
similar central funding mechanism as a trust fund, and was granted $1 million by the
Economic Development Fund to assist in data development efforts.
Maine, Michigan, Kentucky, and North Carolina share the assessment approach with
Oregon. Maine receives approximately $300,000 annually through assessments from
20 agencies. Michigan assesses only seven agencies, but receives $3 million annually,
of which $1.1 million is committed to GIS infrastructure development. By comparison,
Oregon assesses all 100+ agencies based on size and importance of geography to the
agency’s mission, and receives approximately $750,000 annually, of which $250,000 is
committed to GIS infrastructure data development.
Massachusetts is well recognized for being the first state to finance IT projects, including
some GIS infrastructure development efforts, with authorized capital funding in the form
of long-term bonds starting in 1992. Since then, the State has issued more than $400
million in general obligation bonds to support several large IT and GIS projects.
Kentucky has used capital funding each of the last two years to finance $1.5 million of
GIS infrastructure development efforts. Capital funding is now being proposed for a
Local Government Geographic Information Partnership Program, which would create
partnership incentives for Kentucky local governments to share their high-resolution data
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with state agencies. The states that have used capital funding mechanisms have
successfully used these funds to leverage significant federal funding assistance.
However, most states have specific statutes that prohibit the use of capital funding to
support IT development.
Cost recovery has traditionally been a part of the GIS funding mix for Minnesota, North
Carolina, and Utah, including sales of map and data products, as well as contracted GIS
services. However, revenues from these sources have diminished significantly in the
last few years and all three states have pursued other funding options. Kansas has
traditionally made most GIS infrastructure data available free of charge via the Internet,
but has charged for ‘premium value-added data products and services’ for over a
decade. The revenue from the premium products does not, however, fund any GIS
infrastructure development. Oregon has some experience with cost recovery for
contracted GIS services, but found that the demand was too low for a centralized service
bureau approach and not enough revenue could be generated to pay for the provision of
services, much less GIS infrastructure development.1
As GIS usage evolves, focus typically expands to include more data, technologies,
applications, and participants. While some states initially focused on GIS, as its usage
expands, attention seems to grow about data, including quality, accuracy, currency, and
access issues. Recent technological improvements in GPS, satellite imagery, and other
remote sensing techniques have also catalyzed expanded focus to include additional
sources of data. While fewer offices, groups, directives or other documentation
specifically address these technologies, some states do have specific reference to such
technology, including in legislation. Institutionalized state approaches seem to
increasingly incorporate a broad focus, as evidenced in adopted state plans, policies,
standards, and other activities. Local and tribal governments, federal agencies, utilities,
the private sector, and non-governmental organizations increasingly participate in state
GIS groups and decision-making. This has important implications, since the needs and
perspective of external organizations (local governments, tribes, regional agencies, etc.)
are increasingly reflected in overall direction and funding, in addition to data policies,
architectures, requirements, and custodianship.2
Best Practices Report for the Ohio Spatial Data Cost/Benefit Analysis, Fries/Warnecke, Nov. 2001
Statewide Leadership/Coordination of Geographic Information Technology in the 50 States, Warnecke,
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 59 -
Oregon Framework Themes and Elements
Geodetic control provides the means for determining locations of features referenced to common,
nationally-used horizontal and vertical coordinate systems. Geodetic data provide the basic
reference Framework for all geodata and provide a method for relating different layers and sets of
geodata to one another. Geodetic data are essential in developing a common coordinate reference
for all other geographic features. Horizontal or vertical location is used as a basis for obtaining
locations of other points. The Oregon geodata Framework should include, at a minimum, the
following geodetic control feature and attribute data:
geodetic control points, referenced to the National Spatial Reference System maintained by
the National Geodetic Survey
GPS base station
feature identification code
latitude and longitude (with accuracy code) for each control point, or state plane or UTM
ellipsoid height or orthometric height (with accuracy code) for each control point
The latitude, longitude, and ellipsoid height should be determined relative to the Geodetic
Reference System of 1980 reference ellipsoid, a mathematical model of the Earth. The
orthometric height should be determined relative to the most current geoid model for the United
States, GEOID93, developed by the National Geodetic Survey.
Cadastral (property ownership)
Cadastral, or land rights, information is arguably the most important geographic data set for local
government users. Cadastral information is the graphic and attribute data describing parcels of
land and the rights people hold to those parcels. Cadastral data serves as the foundation upon
which the majority of local thematic geodata is compiled. In Oregon, the Public Land Survey
System (PLSS) serves as the cadastral reference grid to which land rights features and attributes
are linked. The cadastral geodata Framework should include at least the following features and
1/4 section, section, township, and range lines (PLSS)
PLSS section, township, and range numbers
subdivision boundary, blocks, lots
tax lot boundary
feature identification code (unique tax lot ID)
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Administrative and governmental boundaries are the district, service, governmental, election, and
census polygons that serve to organize administrative and governmental functions.
Administrative and governmental boundaries define geographic areas within which resources can
be targeted and services can be reasonably managed. The geographic features for administrative
and governmental boundaries that should be considered for inclusion in the Oregon geodata
fire or emergency district
public school district
utility service boundary
tax code boundaries
Urban Growth Boundaries
watershed council boundary
American Indian Reservations and Trustlands
zip code boundary
census blocks and tracts
Each should have the name and the applicable Federal Information Processing Standard (FIPS)
code, if available, to serve as its unique identifier. In addition, the boundaries of the features
should include information about other features (such as roads, railroads, or streams) with which
the boundaries are associated.
Addresses are an important locational key for local governments, particularly for emergency
services. Addresses are typically attribute information that are linked to individual tax lots as
discrete situs addresses. One of the primary difficulties in developing an effective and
comprehensive situs address database for local government is that there are often multiple
addresses for individual tax lots, and sometimes a single address for multiple tax lots. Because of
the one-to-many and many-to-one aspect of the relationship between addresses and tax lots, it is
necessary, or at least advisable, to develop a graphic point coverage for situs addresses. There are
also many other cultural features that are an important part of this theme. The geodata
Framework for cultural features in Oregon should include the following feature and attribute data
situs address point coverage
street number, name, prefix and/or suffix direction, and type
public building outlines
critical facilities (homeland security)
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 61 -
The primary and secondary road network and associated features, facilities, and attributes
constitute the transportation theme. This theme includes a linear referencing system important for
locating incidents within the network. In addition, a feature identification code should be
developed and applied to every segment of the network and to all associated features and
facilities. The geodata Framework in Oregon for transportation data should include, at a
minimum, the following feature and attribute data elements:
traffic analysis zones
status (open/closed; gated)
cablecar and chairlifts
linear referencing system (route-mile posts)
feature identification code
An orthoimage is a georeferenced image prepared from a perspective photograph or other
remotely-sensed data in which displacements of images due to sensor orientation and terrain
relief have been removed. Many geographic features can be interpreted and compiled from the
orthoimage. Orthoimages can serve as a backdrop, in addition to linking the results of an
application to the landscape. The Oregon geodata Framework should include, at a minimum:
digital orthoimages, cast on the latest available datum
feature identification code for each image
measurable accuracy and resolution
The geodata Framework will likely include imagery that varies in resolution from sub-meter to
tens of meters. High-resolution data (one meter or smaller pixels) are thought to be the most
useful to support local data needs. For some regional, state, and federal uses, lower resolution
imagery may be required.
Elevation Data (hypsography)
Elevation refers to a spatially referenced vertical position above or below a datum surface.
Digital, georeferenced elevation data can exist in several forms, including digital elevation
models (DEMs), triangulated irregular networks, vector contour files, and spot elevations. The
other forms of elevation data can be derived from DEMs, so the DEM should serve as the
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 62 -
minimum element for elevation data within the Oregon geodata Framework. The geodata
Framework for elevations of land surfaces should at least include:
digital elevation models
feature identification code
density of elevation values
selected base datum
Many existing land surface elevations are referenced to the National Geodetic Vertical Datum of
1929, but implementation of the National Geodetic Vertical Datum of 1988 should be addressed
in any standard that deals with elevation data.
Hydrography defines a surface water feature that may or may not be connected to other surface
water features. These surface water features are commonly referred to as reaches. The
hydrography geodata Framework in Oregon should at least include the following feature and
open water shorelines
miscellaneous features (wells, springs, watersheds, etc.)
feature identification code
connectivity (flow paths)
direction of flow
measurable accuracy level or range
classification by reach type
It may be that standards for utilities are developed in two or more phases, one or more for service
facilities that are provided or managed at the local government level, and one or more for cross-
country transmission lines, distribution lines, and facilities generally managed by public utilities
or the private sector. The general data content for the infrastructure geodata Framework in
Oregon should, at a minimum, include the following:
transmission/distribution lines (electric, gas, telecommunications)
node facilities (manholes, valves, poles, transformers, towers, outfalls, etc.)
feature identification code
The features of the Geoscience Framework data theme for Oregon should include:
feature identification codes
Bioscience features relate to biological datasets of statewide concern. Many of the bioscience
features relate to the biological information needs of the Oregon Plan for Salmon and Watersheds
established by Executive Order. The goal of the Oregon Plan is to enhance, restore, and protect
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Oregon’s native salmonid population, watersheds, fish, and wildlife habitat and water quality
while sustaining a healthy economy. Thus, the features of the Bioscience Framework data theme
for Oregon should include:
wildlife habitat distribution
anadromous fish habitat distributions
fish stock status
hatchery release locations
marine species habitat distributions
plant species ranges
plant community ranges
historic vegetation communities
feature identification codes
The features of the Landcover/Land Use Framework data theme for Oregon should include:
land use classification
feature identification codes
The features of the Climate Framework data theme for Oregon should include:
100 year peak flow
24 hour rain intensity
feature identification codes
The features of the Hazard Framework data theme for Oregon should include:
coastal erosion areas
debris flow hazard
dust storm occurrence
wildfire water sources
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wildfire burned areas
wildfire fuel sources
wildland/urban interface boundary
winter storm occurrence
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 65 -
SAMPLE CONTRACT FORM
STATE OF OREGON PERSONAL/PROFESSIONAL SERVICES CONTRACT
FOR THE DEPARTMENT OF ADMINISTRATIVE SERVICES (DAS)
CONTRACT #_________ CONTRACTOR NAME: ____________________
This Contract is between the State of Oregon, acting by and through its __________________________,
hereafter called Agency,
(insert contractor name here
(insert line 1 - contractor address here)
(insert line 2 – contractor address here)
(insert contractor phone number here)
(insert contractor fax number here)
(insert contractor email address here)
(insert contractor home page URL here)
Hereafter called Contractor.
Agency's Contract Administrator for this Contract is:
(insert name of contract administrator).
Of the Department of Administrative Services, (insert DAS Division name )
(insert DAS Division address)
(insert DAS Division city, state, zip)
(insert contract administrator phone number)
(insert contract administrator fax number)
(insert contract administrator email address)
(insert agency home page URL here)
1. Contract Period. This Contract shall become effective on the date this Contract has been fully executed by
every party and, when required, approved by the DAS State Procurement Office and the Department of Justice.
Unless extended or terminated earlier in accordance with its terms, this Contract shall terminate when Agency
accepts Contractor's completed performance or on ________________________, _______, whichever
date occurs last. Contract termination shall not extinguish or prejudice Agency’s right to enforce this Contract
with respect to any default by Contractor that has not been cured.
2. Statement of Work. Contractor shall perform the work (the “Work”) as set forth in the Statement of
Work, which includes the delivery schedule for such Work, and that is attached hereto as Exhibit A. Contractor
shall perform the Work in accordance with the terms and conditions of this Contract.
a. The maximum, not-to-exceed compensation payable to Contractor under this Contract, which includes any
allowable expenses, is $________________________. Agency will not pay Contractor any amount in
excess of the not-to-exceed compensation of this Contract for completing the Work, and will not pay for Work
performed before the date this Contract becomes effective or after the termination of this Contract. If the
maximum compensation is increased by amendment of this Contract, the amendment must be fully effective
before Contractor performs Work subject to the amendment.
b. Interim payments to Contractor shall be subject to ORS 293.462, and shall be made
in accordance with the payment schedule and requirements in Exhibit A.
c. Agency will pay only for completed Work that is accepted by Agency.
d. Contractor shall submit monthly invoices to Agency’s Contract Administrator for Work performed. The
invoices shall describe all Work performed with particularity and by whom it was performed and shall
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 66 -
itemize and explain all expenses that this Contract requires Agency to pay and for which Contractor claims
reimbursement. Each invoice also shall include the total amount invoiced to date by Contractor prior to the
current invoice. Contractor will specifically note in the appropriate invoice when it has requested payment
for one-third and two-thirds of the maximum, not-to-exceed compensation. Contractor shall send invoices to
Agency’s Contract Administrator.
4. Contract Documents. This Contract consists of the following documents, which are listed in descending
order of precedence: this Contract less all exhibits, attached Exhibit A (the Statement of Work), Exhibit B
(Required Insurance), and Exhibit C (Independent Contractor Certification Statement). Exhibits A-C are
attached hereto and incorporated herein by this reference.
5. Independent Contractor; Responsibility for Taxes and Withholding
a. Contractor shall perform all Work as an independent contractor. The Agency reserves the right (i) to
determine and modify the delivery schedule for the Work and (ii) to evaluate the quality of the Work Product,
however, the Agency may not and will not control the means or manner of Contractor's performance.
Contractor is responsible for determining the appropriate means and manner of performing the Work.
b. If Contractor is currently performing work for the State of Oregon or the federal government, Contractor by
signature to this Contract, represents and warrants that: Contractor’s Work to be performed under this
Contract creates no potential or actual conflict of interest as defined by ORS 244 and no statutes, rules or
regulations of the state or federal agency for which Contractor currently performs work would prohibit
Contractor’s Work under this Contract.
c. Contractor understands and agrees that it is not an "officer", "employee", or "agent" of the Agency, as those
terms are used in ORS 30.265.
d. Contractor shall be responsible for all federal or state taxes applicable to compensation or payments paid to
Contractor under this Contract and, unless Contractor is subject to backup withholding, Agency will not
withhold from such compensation or payments any amount(s) to cover Contractor's federal or state tax
obligations. Contractor is not eligible for any social security, unemployment insurance or workers'
compensation benefits from compensation or payments paid to Contractor under this Contract, except as a
6. Subcontracts, Successors, and Assignments
a. Contractor shall not enter into any subcontracts for any of the Work required by this Contract without
Agency's prior written consent. In addition to any other provisions Agency may require, Contractor shall
include in any permitted subcontract under this Contract provisions to ensure that Agency will receive the
benefit of subcontractor performance as if the subcontractor were the Contractor with respect to Sections 5, 6,
7, 9, 10, 11, 14, 15, 16, 18, and 23. Agency’s consent to any subcontract shall not relieve Contractor of any of its
duties or obligations under this Contract.
b. The provisions of this Contract shall be binding upon and inure to the benefit of the parties, their respective
successors, and permitted assigns, if any.
c. Contractor shall not assign, delegate or transfer any of its rights or obligations under this Contract without
Agency’s prior written consent.
7. No Third Party Beneficiaries. Agency and Contractor are the only parties to this Contract and are the
only parties entitled to enforce the terms of this Contract. Nothing in this Contract gives, is intended to give, or
shall be construed to give or provide any benefit or right not held by or made generally available to the public,
whether directly, indirectly or otherwise, to third persons unless such third persons are individually identified
by name herein and expressly described as intended beneficiaries of the terms of this Contract.
8. Funds Available and Authorized; Payments. Contractor shall not be compensated for Work
performed under this Contract by any other agency or department of the State of Oregon. Agency certifies that
it has sufficient funds currently authorized for expenditure to finance the costs of this Contract within the
Agency's current biennial appropriation or limitation. Contractor understands and agrees that Agency's
payment of amounts under this Contract is contingent on Agency receiving appropriations, limitations,
allotments or other expenditure authority sufficient to allow Agency, in the exercise of its reasonable
administrative discretion, to continue to make payments under this Contract.
9. Representations and Warranties.
a. Contractor’s Representations and Warranties. Contractor represents and warrants to Agency that
(1) Contractor has the power and authority to enter into and perform this Contract, (2) this Contract, when
executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its
terms, (3) Contractor has the skill and knowledge possessed by well-informed members of its industry, trade
or profession and Contractor will apply that skill and knowledge with care and diligence to perform the Work
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 67 -
in a professional manner and in accordance with standards prevalent in Contractor’s industry, trade or
profession, (4) Contractor shall, at all times during the term of this Contract, be qualified, professionally
competent, and duly licensed to perform the Work, (5) all computer hardware and software delivered under
this Contract will, individually and in combination, correctly process, sequence, and calculate all date and date-
related data for all dates prior to, through and after January 1, 2000, (6) any software products delivered under
this Contract that process date or date-related data shall recognize, store and transmit date data in a format
which explicitly and unambiguously specifies the correct century, and (7) Contractor prepared its proposal
related to this Contract, if any, independently from all other proposers, and without collusion, fraud, or other
b. Warranties cumulative. The warranties set forth in this section are in addition to, and not in lieu of, any
other warranties provided.
10. Ownership of Work Product.
a. Definitions. As used in this Section 10, and elsewhere in this Contract, the following terms have the
meanings set forth below:
(i) “Contractor Intellectual Property” means any intellectual property owned by Contractor and
developed independently from the Work.
(ii) “Third Party Intellectual Property” means any intellectual property owned by parties other than
Agency or Contractor.
(iii) “Work Product” means every invention, discovery, work of authorship, trade secret or other
tangible or intangible item and all intellectual property rights therein that Contractor is required to deliver to
Agency pursuant to the Work.
b. Original Works. All Work Product created by Contractor pursuant to the Work, including derivative
works and compilations, and whether or not such Work Product is considered a work made for hire or an
employment to invent, shall be the exclusive property of Agency. Agency and Contractor agree that such
original works of authorship are “work made for hire” of which Agency is the author within the meaning of the
United States Copyright Act. If for any reason the original Work Product created pursuant to the Work is not
“work made for hire,” Contractor hereby irrevocably assigns to Agency any and all of its rights, title, and
interest in all original Work Product created pursuant to the Work, whether arising from copyright, patent,
trademark, trade secret, or any other state or federal intellectual property law or doctrine. Upon Agency’s
reasonable request, Contractor shall execute such further documents and instruments necessary to fully vest
such rights in Agency. Contractor forever waives any and all rights relating to original Work Product created
pursuant to the Work, including without limitation, any and all rights arising under 17 USC §106A or any other
rights of identification of authorship or rights of approval, restriction or limitation on use or subsequent
In the event that Work Product created by Contractor under this Contract is a derivative work based
on Contractor Intellectual Property, or is a compilation that includes Contractor Intellectual Property,
Contractor hereby grants to Agency an irrevocable, non-exclusive, perpetual, royalty-free license to use,
reproduce, prepare derivative works based upon, distribute copies of, perform and display the pre-existing
elements of the Contractor Intellectual Property employed in the Work Product, and to authorize others to do
the same on Agency’s behalf.
In the event that Work Product created by Contractor under this Contract is a derivative work based
on Third Party Intellectual Property, or is a compilation that includes Third Party Intellectual Property,
Contractor shall secure on the Agency’s behalf and in the name of the Agency an irrevocable, non-exclusive,
perpetual, royalty-free license to use, reproduce, prepare derivative works based upon, distribute copies of,
perform and display the pre-existing elements of the Third Party Intellectual Property employed in the Work
Product, and to authorize others to do the same on Agency’s behalf.
c. Contractor Intellectual Property. In the event that Work Product is Contractor Intellectual Property
Contractor hereby grants to Agency an irrevocable, non-exclusive, perpetual, royalty-free license to use,
reproduce, prepare derivative works based upon, distribute copies of, perform and display the Contractor
Intellectual Property, and to authorize others to do the same on Agency’s behalf.
d. Third Party Works. In the event that Work Product is Third Party Intellectual Property, Contractor shall
secure on the Agency’s behalf and in the name of the Agency, an irrevocable, non-exclusive, perpetual, royalty-
free license to use, reproduce, prepare derivative works based upon, distribute copies of, perform and display
the Third Party Intellectual Property, and to authorize others to do the same on Agency’s behalf.
a. GENERAL INDEMNITY. CONTRACTOR SHALL DEFEND, SAVE, HOLD HARMLESS, AND
INDEMNIFY THE STATE OF OREGON AND AGENCY AND THEIR OFFICERS, EMPLOYEES AND AGENTS
FROM AND AGAINST ALL CLAIMS, SUITS, ACTIONS, LOSSES, DAMAGES, LIABILITIES, COSTS AND
EXPENSES OF ANY NATURE WHATSOEVER, INCLUDING ATTORNEYS FEES, RESULTING FROM,
ARISING OUT OF, OR RELATING TO THE ACTIVITIES OF CONTRACTOR OR ITS OFFICERS,
EMPLOYEES, SUBCONTRACTORS, OR AGENTS UNDER THIS CONTRACT.
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 68 -
b. INDEMNITY FOR INFRINGEMENT CLAIMS. WITHOUT LIMITING THE GENERALITY OF
SECTION 11.a, CONTRACTOR EXPRESSLY AGREES TO DEFEND, INDEMNIFY, AND HOLD AGENCY,
THE STATE OF OREGON AND THEIR AGENCIES, SUBDIVISIONS, OFFICERS, DIRECTORS, AGENTS,
AND EMPLOYEES HARMLESS FROM ANY AND ALL CLAIMS, SUITS, ACTIONS, LOSSES, LIABILITIES,
COSTS, EXPENSES, INCLUDING ATTORNEYS FEES, AND DAMAGES ARISING OUT OF OR RELATED
TO ANY CLAIMS THAT THE WORK, THE WORK PRODUCT OR ANY OTHER TANGIBLE OR
INTANGIBLE ITEMS DELIVERED TO AGENCY BY CONTRACTOR THAT MAY BE THE SUBJECT OF
PROTECTION UNDER ANY STATE OR FEDERAL INTELLECTUAL PROPERTY LAW OR DOCTRINE, OR
THE AGENCY’S USE THEREOF, INFRINGES ANY PATENT, COPYRIGHT, TRADE SECRET,
TRADEMARK, TRADE DRESS, MASK WORK, UTILITY DESIGN, OR OTHER PROPRIETARY RIGHT OF
ANY THIRD PARTY; PROVIDED, THAT STATE SHALL PROVIDE CONTRACTOR WITH PROMPT
WRITTEN NOTICE OF ANY INFRINGEMENT CLAIM.
c. CONTROL OF DEFENSE AND SETTLEMENT. CONTRACTOR SHALL HAVE CONTROL OF THE
DEFENSE AND SETTLEMENT OF ANY CLAIM THAT IS SUBJECT TO SECTIONS 11.a OR 11.b;
HOWEVER, NEITHER CONTRACTOR NOR ANY ATTORNEY ENGAGED BY CONTRACTOR SHALL
DEFEND THE CLAIM IN THE NAME OF THE STATE OF OREGON OR ANY AGENCY OF THE STATE OF
OREGON, NOR PURPORT TO ACT AS LEGAL REPRESENTATIVE OF THE STATE OF OREGON OR ANY
OF ITS AGENCIES, WITHOUT FIRST RECEIVING FROM THE OREGON ATTORNEY GENERAL, IN A
FORM AND MANNER DETERMINED APPROPRIATE BY THE ATTORNEY GENERAL, AUTHORITY TO
ACT AS LEGAL COUNSEL FOR THE STATE OF OREGON, NOR SHALL CONTRACTOR SETTLE ANY
CLAIM ON BEHALF OF THE STATE OF OREGON WITHOUT THE APPROVAL OF THE ATTORNEY
GENERAL. THE STATE OF OREGON MAY, AT ITS ELECTION AND EXPENSE, ASSUME ITS OWN
DEFENSE AND SETTLEMENT IN THE EVENT THAT THE STATE OF OREGON DETERMINES THAT
CONTRACTOR IS PROHIBITED FROM DEFENDING THE STATE OF OREGON, OR IS NOT
ADEQUATELY DEFENDING THE STATE OF OREGON’S INTERESTS, OR THAT AN IMPORTANT
GOVERNMENTAL PRINCIPLE IS AT ISSUE AND THE STATE OF OREGON DESIRES TO ASSUME ITS
12. Insurance. Contractor shall maintain insurance as set forth in Exhibit B, which is attached hereto.
13. Default; Remedies; Termination.
a. Default by Contractor. Contractor shall be in default under this Contract if:
(i) Contractor institutes or has instituted against it insolvency, receivership or bankruptcy
proceedings, makes an assignment for the benefit of creditors, or ceases doing business on a regular basis; or
(ii) Contractor no longer holds a license or certificate that is required for Contractor to perform its
obligations under the Contract and Contractor has not obtained such license or certificate within fourteen (14)
calendar days after Agency’s notice or such longer period as Agency may specify in such notice; or
(iii) Contractor commits any material breach or default of any covenant, warranty, obligation or
agreement under this Contract, fails to perform the Work under this Contract within the time specified
herein or any extension thereof, or so fails to pursue the Work as to endanger Contractor's performance
under this Contract in accordance with its terms, and such breach, default or failure is not cured within
14 calendar days after Agency's notice, or such longer period as Agency may specify in such notice.
b. Agency’s Remedies for Contractor’s Default. In the event Contractor is in default under Section
13.a, Agency may, at its option, pursue any or all of the remedies available to it under this Contract and at
law or in equity, including, but not limited to:
(i) termination of this Contract under Section 13.e(ii);
(ii) withholding all monies due for Work and Work Products that Contractor has failed to deliver
within any scheduled completion dates or has performed inadequately or defectively;
(iii) initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief;
(iv) exercise of its right of setoff. These remedies are cumulative to the extent the remedies are not
inconsistent, and Agency may pursue any remedy or remedies singly, collectively, successively or in
any order whatsoever. If a court determines that Contractor was not in default under Sections 13.a,
then Contractor shall be entitled to the same remedies as if this Contract was terminated pursuant to
c. Default by Agency. Agency shall be in default under this Contract if:
(i) Agency fails to pay Contractor any amount pursuant to the terms of this Contract, and Agency
fails to cure such failure within thirty (30) calendar days after Contractor’s notice or such longer period as
Contractor may specify in such notice; or
(ii) Agency commits any material breach or default of any covenant, warranty, or obligation under
this Contract, and such breach or default is not cured within thirty (30) calendar days after Contractor’s
notice or such longer period as Contractor may specify in such notice.
d. Contractor’s Remedies for Agency’s Default. In the event Agency terminates the Contract under
Section 13.e(i), or in the event Agency is in default under Section 13.c and whether or not Contractor elects to
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 69 -
exercise its right to terminate the Contract under Section 13.e(iii), Contractor’s sole monetary remedy shall
be (a) with respect to services compensable on an hourly basis, a claim for unpaid invoices, hours worked
within any limits set forth in this Contract but not yet billed, authorized expenses incurred and interest
within the limits permitted under ORS 293.462, and (b) with respect to deliverable-based Work, a claim for
the sum designated for completing the deliverable multiplied by the percentage of Work completed and
accepted by Agency, less previous amounts paid and any claim(s) that Agency has against Contractor. In no
event shall Agency be liable to Contractor for any expenses related to termination of this Contract or for
anticipated profits. If previous amounts paid to Contractor exceed the amount due to Contractor under this
Section 13.d, Contractor shall pay immediately any excess to Agency upon written demand provided in
accordance with Section 20.
(i) Agency’s Right to Terminate at its Discretion. At its sole discretion, Agency may
terminate this Contract:
(A) For its convenience upon thirty (30) days’ prior written notice by Agency to Contractor;
(B) Immediately upon written notice if Agency fails to receive funding, appropriations, limitations,
allotments or other expenditure authority at levels sufficient to pay for the Work or Work Products;
(C) Immediately upon written notice if federal or state laws, regulations, or guidelines are modified
or interpreted in such a way that the Agency’s purchase of the Work or Work Products under this
Contract is prohibited or Agency is prohibited from paying for such Work or Work Products from
the planned funding source.
(ii) Agency’s Right to Terminate for Cause. In addition to any other rights and remedies Agency
may have under this Contract, Agency may terminate this Contract immediately upon written notice
by Agency to Contractor, or at such later date as Agency may establish in such notice, or upon
expiration of the time period and with such notice as provided in Section 13.e(ii)(B) and 13.e(ii)(C)
below, upon the occurrence of any of the following events:
(A) Contractor is in default under Section 13.a(i) because Contractor institutes or has instituted
against it insolvency, receivership or bankruptcy proceedings, makes an assignment for the benefit of
creditors, or ceases doing business on a regular basis;
(B) Contractor is in default under Section 13.a(ii) because Contractor no longer holds a license or
certificate that is required for it to perform services under the Contract and Contractor has not
obtained such license or certificate within fourteen (14) calendar days after Agency’s notice or such
longer period as Agency may specify in such notice; or
(C) Contractor is in default under Section 13.a(iii) because Contractor commits any material breach
or default of any covenant, warranty, obligation or agreement under this Contract, fails to perform
the Work under this Contract within the time specified herein or any extension thereof, or so fails to
pursue the Work as to endanger Contractor's performance under this Contract in accordance with
its terms, and such breach, default or failure is not cured within 14 calendar days after Agency's
notice, or such longer period as Agency may specify in such notice.
(iii) Contractor’s Right to Terminate for Cause. Contractor may terminate this Contract with
such written notice to Agency as provided in Sections 13.e(iii)(A) and 13.e(iii)(B) below, or at such
later date as Contractor may establish in such notice, upon the occurrence of the following events:
(A) Agency is in default under Section 13.c(i) because Agency fails to pay Contractor any amount
pursuant to the terms of this Contract, and Agency fails to cure such failure within thirty (30)
calendar days after Contractor’s notice or such longer period as Contractor may specify in such
(B) Agency is in default under Section 13.c(ii) because Agency commits any material breach or
default of any covenant, warranty, or obligation under this Contract, fails to perform its
commitments hereunder within the time specified or any extension thereof, and Agency fails to
cure such failure within thirty (30) calendar days after Contractor’s notice or such longer period as
Contractor may specify in such notice.
(iv) Return of Property. Upon termination of this Contract for any reason whatsoever,
Contractor shall immediately deliver to Agency all of Agency’s property (including without
limitation any Work or Work Products for which Agency has made payment in whole or in part)
that is in the possession or under the control of Contractor in whatever stage of development and
form of recordation such Agency property is expressed or embodied at that time. Upon receiving a
notice of termination of this Contract, Contractor shall immediately cease all activities under this
Contract, unless Agency expressly directs otherwise in such notice of termination. Upon Agency's
request, Contractor shall surrender to anyone Agency designates, all documents, research or objects or
other tangible things needed to complete the Work and the Work Products.
14. Records Maintenance; Access. Contractor shall maintain all financial records relating to this Contract
in accordance with generally accepted accounting principles. In addition, Contractor shall maintain any other
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records pertinent to this Contract in such a manner as to clearly document Contractor's performance.
Contractor acknowledges and agrees that Agency and the Oregon Secretary of State's Office and the federal
government and their duly authorized representatives shall have access to such financial records and other
books, documents, papers, plans, records of shipments and payments and writings of Contractor that are
pertinent to this Contract, whether in paper, electronic or other form, to perform examinations and audits and
make excerpts and transcripts. Contractor shall retain and keep accessible all such financial records, books,
documents, papers, plans, records of shipments and payments and writings for a minimum of six (6) years, or
such longer period as may be required by applicable law, following final payment and termination of this
Contract, or until the conclusion of any audit, controversy or litigation arising out of or related to this Contract,
whichever date is later.
15. Compliance with Applicable Law. Contractor shall comply with all federal, state and local laws,
regulations, executive orders and ordinances applicable to the Contract. Without limiting the generality of
the foregoing, Contractor expressly agrees to comply with the following laws, regulations and executive
orders to the extent they are applicable to the Contract: (i) Titles VI and VII of the Civil Rights Act of 1964,
as amended; (ii) Sections 503 and 504 of the Rehabilitation Act of 1973, as amended; (iii) the Americans
with Disabilities Act of 1990, as amended; (iv) Executive Order 11246, as amended; (v) the Health Insurance
Portability and Accountability Act of 1996; (vi) the Age Discrimination in Employment Act of 1967, as
amended, and the Age Discrimination Act of 1975, as amended; (vii) the Vietnam Era Veterans’
Readjustment Assistance Act of 1974, as amended; (viii) ORS Chapter 659, as amended; (ix) all regulations
and administrative rules established pursuant to the foregoing laws; and (x) all other applicable
requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. These laws,
regulations and executive orders are incorporated by reference herein to the extent that they are applicable
to the Contract and required by law to be so incorporated. Department’s performance under the Contract is
conditioned upon Contractor's compliance with the provisions of ORS 279.312, 279.314, 279.316 and
279.320, which are incorporated by reference herein. Contractor shall, to the maximum extent economically
feasible in the performance of this Contract, use recycled paper (as defined in ORS 279.545(4)), recycled PETE
products (as defined in ORS 279.545(5)), and other recycled products (as “recycled product” is defined in ORS
16. Foreign Contractor. If Contractor is not domiciled in or registered to do business in the State of
Oregon, Contractor shall promptly provide to the Oregon Department of Revenue and the Secretary of State
Corporation Division all information required by those agencies relative to this Contract. Contractor shall
demonstrate its legal capacity to perform the Work under this Contract in the State of Oregon prior to entering
into this Contract.
17. Force Majeure. Neither Agency nor Contractor shall be held responsible for delay or default caused by
fire, riot, acts of God, terrorist acts, or other acts of political sabotage, or war where such cause was beyond the
reasonable control of Agency or Contractor, respectively. Contractor shall, however, make all reasonable efforts
to remove or eliminate such a cause of delay or default and shall, upon the cessation of the cause, diligently
pursue performance of its obligations under this Contract.
18. Survival. All rights and obligations shall cease upon termination or expiration of this Contract, except for
the rights and obligations set forth in Sections 1, 7, 8, 9, 10, 11, 12, 13, 14, 18, 23, and 24.
19. Time is of the Essence. Contractor agrees that time is of the essence under this Contract.
20. Notice. Except as otherwise expressly provided in this Contract, any communications between the
parties hereto or notices to be given hereunder shall be given in writing by email, personal delivery, facsimile,
or mailing the same, postage prepaid, to Contractor or Agency at the address, number or email address set forth
in this Contract, or to such other addresses or numbers as either party may indicate pursuant to this Section 21.
Any communication or notice so addressed and mailed shall be effective five (5) days after mailing. Any
communication or notice delivered by facsimile shall be effective on the day the transmitting machine generates
a receipt of the successful transmission, if transmission was during normal business hours, or on the next
business day, if transmission was outside normal business hours of the recipient. To be effective against
Agency, any notice transmitted by facsimile must be confirmed by telephone notice to Agency’s Contract
Administrator. Any communication or notice given by personal delivery shall be effective when actually
delivered. Any communication or notice given by email shall be effective upon the sender’s receipt of
confirmation generated by the recipient’s email system that the notice has been received by the recipient’s
21. Severability. The parties agree that if any term or provision of this Contract is declared by a court of
competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and
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provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as
if the Contract did not contain the particular term or provision held to be invalid.
22. Counterparts. This Contract may be executed in several counterparts, all of which when taken together
shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the
same counterpart. Each copy of the Contract so executed shall constitute an original.
23. Governing Law; Venue; Consent to Jurisdiction. This Contract shall be governed by and
construed in accordance with the laws of the State of Oregon without regard to principles of conflicts of law.
Any claim, action, suit or proceeding (collectively, "Claim") between Agency (and/or any other agency or
department of the State of Oregon) and Contractor that arises from or relates to this Contract shall be brought
and conducted solely and exclusively within the Circuit Court of Marion County for the State of Oregon;
provided, however, if a Claim must be brought in a federal forum, then it shall be brought and conducted solely
and exclusively within the United States District Court for the District of Oregon. In no event shall this section
be construed as a waiver by the State of Oregon of any form of defense or immunity, whether it is sovereign
immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the
United States or otherwise, from any Claim or from the jurisdiction of any court. CONTRACTOR, BY
EXECUTION OF THIS CONTRACT, HEREBY CONSENTS TO THE IN PERSONAM JURISDICTION OF SAID
24. Merger Clause; Waiver. This Contract and attached exhibits constitute the entire agreement between
the parties on the subject matter hereof. There are no understandings, agreements, or representations, oral or
written, not specified herein regarding this Contract. No waiver, consent, modification or change of terms of
this Contract shall bind all parties unless in writing and signed by both parties and all necessary State approvals
have been obtained. Such waiver, consent, modification or change, if made, shall be effective only in the
specific instance and for the specific purpose given. The failure of Agency to enforce any provision of this
Contract shall not constitute a waiver by Agency of that or any other provision.
25. Amendments. Agency may amend this Contract to the extent provided in the solicitation document, if
any, from which this Contract arose, and to the extent permitted by applicable statutes and administrative
rules. No amendment to this Contract shall be effective unless it is in writing signed by the parties, and all
approvals required by applicable law have been obtained before becoming effective.
26. Contractor Data and Certification.
a. Contractor Tax Identification Information. Contractor shall provide Contractor's Social Security
number or Contractor’s federal tax ID number and the additional information set forth below. This information
is requested pursuant to ORS 305.385 and OAR 125-020-0410(3). Social Security Numbers provided pursuant
to this Section will be used for the administration of state, federal and local tax laws.
Name (tax filing):______________________________________________________________
Citizenship, if applicable: Non-resident alien [ ] Yes [ ] No
Business Designation (check one):
[ ] Professional Corporation [ ] Partnership [ ] Limited Partnership [ ] Limited Liability
Company [ ] Limited Liability Partnership [ ] Sole Proprietorship [ ] Other
Federal Tax ID#: _____-___________________ or SSN#: ________-_________-________
Agency may report the information set forth above to the Internal Revenue Service (IRS) under the name and
social security number or taxpayer identification number provided.
b. Certification. The individual signing on behalf of Contractor hereby certifies and swears under penalty of
perjury that: (a) the number shown on this form is Contractor’s correct taxpayer identification; (b) Contractor
is not subject to backup withholding because (i) Contractor is exempt from backup withholding, (ii) Contractor
has not been notified by the IRS that Contractor is subject to backup withholding as a result of a failure to
report all interest or dividends, or (iii) the IRS has notified Contractor that Contractor is no longer subject to
backup withholding; (c) s/he is authorized to act on behalf of Contractor, s/he has authority and knowledge
regarding Contractor’s payment of taxes, and to the best of her/his knowledge, Contractor is not in violation of
any Oregon tax laws named in ORS 305.380(4), including without limitation the state inheritance tax, gift tax,
personal income tax, withholding tax, corporation income and excise taxes, amusement device tax, timber
taxes, cigarette tax, other tobacco tax, 9-1-1 emergency communications tax, the homeowners and renters
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property tax relief program and local taxes administered by the Department of Revenue, including the
Multnomah County Business Income Tax, Lane Transit District Tax, Tri-Metropolitan Transit District
Employer Payroll Tax, and Tri-Metropolitan District Self-Employment Tax; (d) Contractor is an independent
contractor as defined in ORS 670.600; and (e) the supplied Contractor data is true and accurate.
CONTRACTOR, BY EXECUTION OF THIS CONTRACT, HEREBY ACKNOWLEDGES THAT
CONTRACTOR HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS
TERMS AND CONDITIONS.
CONTRACTORS: YOU WILL NOT BE PAID FOR SERVICES RENDERED PRIOR TO
NECESSARY STATE APPROVALS
DEPARTMENT OF ADMINISTRATIVE SERVICES
VIP Justification # ___________________________ DAS Division Contract # ______________________
(if different than VIP issued Justification number)
DAS Division Authorized Signature:
______________________________________Title:_________________________ Date: ______________
DAS/Operations Contracts Manager, or authorized Designee:
______________________ _______________________________________ Date :___________________
Approved by the DAS State Procurement Offices:
(Required for Contracts $ 75,000 or greater) Authorized Signature
Approved for Legal Sufficiency
(Required for Contracts $ 75,000 or greater) Assistant Attorney General
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STATEMENT OF WORK
DAS PERSONAL/PROFESSIONAL SERVICES CONTRACT
CONTRACTOR: _________________________ CONTRACT #:_____________
Part I. General Information. (Insert: introduction, DAS Division objectives,
background, applicable documents, and criteria for Contract amendments, e.g., time, not-
to-exceed amount. Be specific and complete.)
Part II. Statement of Work; Acceptance Criteria; Deliverables and Delivery
The Project Schedule and Project Work Plan, Deliverables under the Project
Administration phase specified in the RFP, shall be incorporated into this SOW upon
acceptance of these Deliverables by the Agency.
(The Statement or Work shall contain the specifications required for acceptance of each
deliverable. The specifications for the Deliverables for the Project Administration phase
(Deliverables for this phase include the Project Schedule, Project Work Plan) shall be
____ [The specification for Deliverables for subsequent phases shall be set out in the
Project Work Plan.)
Part III. Special Considerations. (Insert: special terms and conditions applicable to
this Contract. Be specific and complete. If there are no applicable special terms and
conditions, insert “NONE”.
3.1 Delivery and Acceptance of Deliverables.
3.1.1 Contractor shall deliver Deliverables and complete Milestones as set forth in this
Statement of Work by no later than the date or dates set for delivery in the Statement of
Work. Interim delivery dates, both critical and non-critical, are set forth in the Statement
of Work and are subject to Agency performing its responsibilities in a timely manner.
3.1.2 Contractor shall provide written notice to Agency upon delivery of a completed
Deliverable to Agency. By no later than (i) [15 days] after receipt of such notice, or (ii) the
date set forth in the Delivery Schedule for Agency’s review, Agency shall determine
whether the Deliverable meets the specifications set forth in the Statement of Work. If
Agency determines that the Deliverable meets the specifications, Agency shall notify
Contractor of Agency’s acceptance.
3.1.3 If the Agency determines that a Deliverable does not meet the specifications,
Agency shall notify Contractor of Agency’s rejection of the Deliverable. Upon receipt of
notice of non-acceptance, Contractor shall, within a [15-day] period, modify or improve
the Deliverable at Contractor’s sole expense to ensure that the Deliverable meets such
specifications, and notify the Agency in writing that it has completed such modifications
or improvements and re-tender the Deliverable to Agency. Agency shall thereafter review
the modified or improved Deliverable within [15-days] of receipt of the Contractor's
delivery of the Deliverable. Failure of the Deliverable to materially meet the
specifications after the second review of the Deliverables shall constitute a default by
Contractor. Upon such default, Agency may either notify Contractor of such default and
instruct Contractor to modify or improve the Deliverables as set forth in this section, or
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(ii) notify Contractor of such default and instruct Contractor to cease work on the
Deliverable, in which case Contractor shall refund to Agency all amounts paid by Agency
related to such Deliverable. Such refund shall be in addition to, and not in lieu of, any
other remedies Agency may have for Contractor’s default.
3.2 Special Payment Provisions
3.2.1 Not-to-Exceed Amount. The Agency shall not pay Contractor any amount in
excess of the not-to-exceed amount of the Contract.
3.2.2 Retention Amount. Agency shall, in all events, be permitted to hold back an
amount (the " Retention Amount") of not more than ten percent (10%) of any
amount that is payable by Agency to Contractor. Agency shall pay the then
accrued Retention Amount for each Deliverable to Contractor within thirty (30)
days following acceptance of each Deliverable.
3.3 Key Persons.
Contractor acknowledges and agrees that Agency selected Contractor, and is entering
into this Contract, because of the special qualifications of Contractor's Key Persons
identified in Exhibit F. Contractor's Key Persons shall not delegate performance of the
management powers and responsibilities they are required to provide under this
Contract to another Contractor employee(s) without first obtaining the written consent
of the Agency. Further, Contractor shall not re-assign or transfer the Key Persons to
other duties or positions such that the Key Persons are no longer available to provide the
Agency with their expertise, experience, judgment, and personal attention, without first
obtaining the Agency's prior written consent to such re-assignment or transfer. In the
event Contractor requests that the Agency approve a re-assignment or transfer of the Key
Persons, the Agency shall have the right to interview, review the qualifications of, and
approve or disapprove the proposed replacement(s) for the Key Persons. Any such
replacement shall have substantially equivalent or better qualifications than the Key
Person being replaced. Any replacement personnel approved by Agency shall thereafter
be deemed a Key Person for purposes of this Contract and Exhibit F shall be deemed
amended to include such Key Person. Contractor shall not charge Agency and Agency
shall not pay for any proposed replacement Key Person while such replacement acquires
the necessary skills and project knowledge to proceed with the Services required
hereunder; however, such period of non-charge may not exceed twenty-eight (28)
calendar days, but shall last for a minimum of fourteen (14) calendar days, after which
time Agency shall pay for such Key Person if Contractor demonstrates to Agency’s
satisfaction that such replacement has acquired the necessary skills and project
knowledge to proceed with the services required hereunder.
3.4 Confidential Information.
3.4.1 Contractor acknowledges that it and its employees or agents may, in the course of
performing their responsibilities under this Contract, be exposed to or acquire
information that is confidential to Agency or Agency’s clients. Any and all information of
any form obtained by Contractor or its employees or agents in the performance of this
Contract shall be deemed to be confidential information of Agency (“Confidential
Information”). Any reports or other documents or items (including software) that result
from the use of the Confidential Information by Contractor shall be treated with respect
to confidentiality in the same manner as the Confidential Information. Confidential
Information shall be deemed not to include information that (a) is or becomes (other
RFP 0904-IRMD/GIS Requirements Analysis for a GIS Utility - 75 -
than by disclosure by Contractor) publicly known; (b) is furnished by Agency to others
without restrictions similar to those imposed by this Contract; (c) is rightfully in
Contractor’s possession without the obligation of nondisclosure prior to the time of its
disclosure under this Contract; or (d) is independently developed by employees or agents
of Contractor who can be shown to have had no access to the Confidential Information.
3.4.2 Non-Disclosure. Contractor agrees to hold Confidential Information in strict
confidence, using at least the same degree of care that Contractor uses in maintaining the
confidentiality of its own confidential information, and not to copy, reproduce, sell,
assign, license, market, transfer or otherwise dispose of, give, or disclose Confidential
Information to third parties, or use Confidential Information for any purposes
whatsoever other than the provision of Services to Agency hereunder, and to advise each
of its employees and agents of their obligations to keep Confidential Information
confidential. Contractor shall use its best efforts to assist Agency in identifying and
preventing any unauthorized use or disclosure of any Confidential Information. Without
limiting the generality of the foregoing, Contractor shall advise Agency immediately in
the event Contractor learns or has reason to believe that any person who has had access
to Confidential Information has violated or intends to violate the terms of this Contract
and Contractor will at its expense cooperate with Agency in seeking injunctive or other
equitable relief in the name of Agency or Contractor against any such person. Contractor
agrees that, except as directed by Agency, Contractor will not at any time during or after
the term of this Contract disclose, directly or indirectly, any Confidential Information to
any person, and that upon termination of this Contract or at Agency’s request,
Contractor will turn over to Agency all documents, papers, and other matter in
Contractor's possession that embody Confidential Information.
3.4.3 Injunctive Relief. Contractor acknowledges that breach of this Article VIII,
including disclosure of any Confidential Information, or disclosure of other information
that, at law or in equity, ought to remain confidential, will give rise to irreparable injury
to Agency that is inadequately compensable in damages. Accordingly, Agency may seek
and obtain injunctive relief against the breach or threatened breach of the foregoing
undertakings, in addition to any other legal remedies that may be available. Contractor
acknowledges and agrees that the covenants contained herein are necessary for the
protection of the legitimate business interests of Agency and are reasonable in scope and
3.4.4 Publicity. Contractor agrees that news releases and other publicity relating to the
subject of this Contract will be made only with the prior written consent of Agency.
Part IV. Travel and Other Expenses.
Agency shall not reimburse Contractor for any expenses under this Contract. (see
optional clauses for travel reimbursement information).
Part V. Contract Amendments.
The terms of this agreement shall not be waived, altered, modified, supplemented, in any
manner whatsoever, except by written instrument signed by the parties. Agency reserves
the right to amend the contract for additional time and/or money, contingent upon need
and the availability of approved funding. The contract may be amended to delete services
or to add any services that are within the scope of services of the Request for Proposal
this contract was awarded from.
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PERSONAL/PROFESSIONAL SERVICE CONTRACT #__________
During the term of this Contract Contractor shall maintain in force at its own
expense, each insurance noted below:
(Agency must check boxes for #2, #3, & #4 as to whether insurance is
required or not.)
1. X Required by Agency of contractors with one or more workers, as defined
by ORS 656.027.
Workers' Compensation: All employers, including Contractor, that employ subject
workers, as defined in ORS 656.027, shall comply with ORS 656.017 and shall provide
workers' compensation insurance coverage for those workers, unless they meet the
requirement for an exemption under ORS 656.126(2). Contractor shall require and
ensure that each of its subcontractors complies with these requirements.
2. X Required by Agency Not required by Agency.
Professional Liability insurance with a combined single limit, or the equivalent, of
not less than X $200,000, $500,000, $1,000,000, or $2,000,000 each claim,
incident or occurrence This is to cover damages caused by error, omission or negligent
acts related to the professional services to be provided under this Contract.
3. Required by Agency X Not required by Agency.
General Liability insurance with a combined single limit, or the equivalent, of
not less than $200,000, $500,000, $1,000,000, or $2,000,000 each
occurrence for Bodily Injury and Property Damage. It shall include contractual liability
coverage for the indemnity provided under this Contract. It shall provide that the State of
Oregon, Department of Administrative Services and their divisions, officers and
employees are Additional Insureds but only with respect to the Contractor's services to be
provided under this Contract;
4. XRequired by Agency Not required by Agency.
Automobile Liability insurance with a combined single limit, or the equivalent,
of not less than X Oregon Financial Responsibility Law (ORS 806.060),
$200,000, $500,000, or $1,000,000 each accident for
Bodily Injury and Property Damage, including coverage for owned, hired or non-owned
vehicles, as applicable.
5. Notice of cancellation or change. There shall be no cancellation, material change,
reduction of limits or intent not to renew the insurance coverage(s) without 30 days prior
written notice from the Contractor or its insurer(s) to _Department of Administrative
Services, Operations Division – Contract Services Section.
6. Certificates of insurance. As evidence of the insurance coverages required by this
Contract, the Contractor shall furnish acceptable insurance certificates to the Department of
Administrative Services prior to commencing the work. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to State
acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall
be provided to the State. The Contractor shall be financially responsible for all pertinent
deductibles, self-insured retentions and/or self-insurance.
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CERTIFICATION STATEMENT FOR AN INDEPENDENT CONTRACTOR
DAS PERSONAL/PROFESSIONAL SERVICES CONTRACT # __________
Part A. CONTRACTOR IS A CORPORATION.
The Contractor is a corporation authorized to do business in the State of Oregon.
Contractor Signature Date
(If the Contractor signs Part A, the remainder of this Certification Statement does not
need to be completed. The Contractor shall return this form, regardless of which Parts are
completed to the Agency. Contractor shall complete either Part A or Part B).
Part B. CONTRACTOR IS AN INDEPENDENT CONTRACTOR.
(Used when the Contractor is an Independent Contractor or is a professional corporation
and meets the following standards)
1. I am licensed under ORS chapter 701 to provide labor or services for which such registration is required.
2. I have filed federal and state income tax returns in the name of my business or a business Schedule C as part
of the personal income tax return, for the previous year, or expect to file federal and state income tax returns, for
labor or services performed as an independent contractor in the previous year.
3. I will furnish the tools or equipment necessary for the contracted labor or services.
4. I have the authority to hire and fire employees who perform the labor or services.
5. I represent to the public that the labor or services are to be provided by my independently established business
as four (4) or more of the following circumstances exist. (Please check four or more of the following:)
A. The labor or services are primarily carried out at a location that is separate from my residence or is
carried out in a specific portion of my residence, which is set aside as the location of the business.
B. Commercial advertising or business cards are purchased for the business, or I have a trade
C. Telephone listing is used for the business that is separate from the personal residence listing.
D. Labor or services are performed only pursuant to written contracts.
E. Labor or services are performed for two or more different persons within a period of one year.
F. I assume financial responsibility for defective workmanship or for service not provided as evidenced
by the ownership of performance bonds, warranties, errors and omission insurance or liability
insurance relating to the labor or services to be provided.
Contractor Signature Date
(Agency completes Part C below when Independent Contractor completes Part B above.)
Part C. AGENCY APPROVAL.
ORS. 670.600. Independent Contractor Standards. As used in various provisions of ORS chapters 316, 656, 657
and 701, an individual or business entity that performs labor or services for remuneration shall be considered to
perform the labor or services as an "independent contractor" if the standards of this section are met. State
agency certifies the contracted work meets the following standards:
1. The Contractor is free from direction and control over the means and manner of providing the labor or
services, subject only to the specifications of the desired results.
2. The Contractor is responsible for obtaining all assumed business registrations or professional occupation
licenses required by state law or local ordinances.
3. The Contractor furnishes the tools or equipment necessary for the contracted labor or services.
4. The Contractor has the authority to hire and fire employees to perform the labor or services.
5. Payment to the Contractor is made upon completion of the performance or is made on the basis of periodic
progress payments as outlined in Exhibit A.
Agency Signature Date
OPS Contracts Manager, or authorized designee
(Agency’s certification is solely for the State's benefit and internal use.)
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Request and Authorization to Release Information, Release of
Liability/Claims, and Agreement not to Sue for
RFP # 7069
(This form will be provided to Proposer’s references)
To Whom It May Concern:
I the undersigned, have submitted a response to a Request for Proposal (RFP) to contract
with the State of Oregon, Department of Administrative Services. I request and authorize
you to furnish to the Oregon Department of Administrative Services (“DAS”) any and all
information you may have regarding my firm’s engagement, including but not limited to,
evaluations or assessments of my firm’s performance. I request and authorize you to
provide the information requested or to participate in a phone or in-person interview with
a representative of DAS.
In consideration of your cooperation with this request, I hereby release you, and any and
all other persons employed by or connected with your agency and/or organization from
any and all liability and/or claims now or in the future arising from the furnishing of any
information, including good faith expressions of opinion, to DAS as requested. I further
agree not to sue DAS, you, or any and all other persons employed by or connected with
your agency/organization as a result of the furnishing of any information, including good
faith expressions of opinion, to DAS.
I am aware and understand that the information and good faith opinions furnished to DAS
pursuant to this request will remain confidential with DAS if requested by you, and will
not be disclosed to me or to any other person, except as required by law.
Name (Please Print) Signature
Note: Photocopy or Fax reproduction of this request shall be for all intents and purposes
as valid as the original. You may retain this form for your files.
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Corporate Reference Form
PROPOSER REFERENCE #_____
FIRM NAME: ___________________________________________________________
CONTACT PERSON: _____________________________________________________
Telephone Number: ___________________ Fax Number: _________________
E-mail Address: _____________________________________
TYPE OF ORGANIZATION (Government, Private Sector, etc.): _________________
NUMBER OF EMPLOYEES: ________________________________
OVERVIEW OF CUSTOMER'S NEEDS AND OBJECTIVES FOR PROVIDED
Service Implementation Date(s)____________________________________________
Other Information: ______________________________________________________
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Glossary for RFP 7069
The “Glossary” reflects the acronyms and definitions used in the RFP and the Sample
Contract Form (Attachment 1).
“Acceptance” means written confirmation by Agency that Contractor has completed an
item of Work in accordance with the Contract and accepted for purposes of interim
payment. The term is distinct from “Initial Acceptance” and “Final Acceptance”.
“Addendum” or “Addenda” means an addition or deletion to, a material change in, or
clarification of, the RFP. Addenda shall be labeled as such and shall be made available to
all interested Proposers.
“Authorized Representative” means a person representing a party to this Contract who
is authorized to make commitments and decisions on behalf of the party regarding the
performance of this Contract. Consultant’s Authorized Representative is the person so
identified in Exhibit F. Agency’s Authorized Representative is the person so identified in
Exhibit G (of the Sample Contract).
“Closing” means the date and time set in the RFP for Proposal submission, after which
Proposals may not be submitted, modified or withdrawn by Proposer.
“Confidential Information” is defined in Section 7.1 (of the Sample Contract).
“Contract” means all terms and conditions herein and all Exhibits attached hereto
(regarding the Sample Contract Form).
“Contractor” or “Consultant” means the prime contracting Entity with whom the State
enters into the Contract.
“DAS” means the Oregon Department of Administrative Services.
“DAS IRMD” means the DAS Information Resources Management Division.
“DAS SPO” means the DAS State Procurement Office.
“DAS OPS” means the DAS Operations Division
“Deliverables” means all components of the Work Product and all related legal rights to
own or use Work Product to be delivered under this Contract as listed in the Statement of
Work, Exhibit A (of the Sample Contract Form).
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“Delivery Schedule” means the schedule that includes the completion date of each
milestone and the delivery date for each Deliverable.
“Documentation” means all documents, including documents that are Deliverables
described in the Statement of Work, Exhibit A.
“DOJ” means the Oregon Department of Justice.
“Effective Date” means the date on which this Contract is fully executed and approved
in accordance with applicable laws, rules and regulations.
“Entity” means a natural person with legal capacity to contract, sole proprietorship,
limited liability company, corporation, partnership, limited liability partnership, limited
partnership, profit or non-profit unincorporated association, business trust, two or more
persons each with legal capacity to contract and having a joint or common economic
interest, or any other person with legal capacity to contract, or a government or
“Framework Implementation Team” means a formal working group of the Oregon
Geographic Information Council, composed of representatives from local, state, regional,
federal, academic, and private sector organizations, responsible for planning and
developing statewide core geospatial base data for Oregon, as well as creating and
gaining consensus on statewide geospatial data content standards.
“GEO” means the Geospatial Enterprise Office of the Information Resources
Management Division of the Oregon Department of Administrative Services.
“GIS” means geographic information system and refers to a system of computer
software, computer hardware, digital data, and personnel to help manipulate, analyze and
present information that is tied to a spatial location.
“GIS Program Leaders” means a formal subcommittee of the Oregon Geographic
Information Council, composed of State agency GIS program leaders and other interested
parties, responsible for identifying technical issues and recommending technical solutions
“GIS Utility” means a system composed of geospatial base layer datasets, the
technology to provide access to those data, the coordination and communication efforts
necessary to develop, acquire and maintain those data, and to some extent the skills by
which those data are manipulated in support of decision-making.
“Inventory” or “Inventories” means Contractor’s discovery and compilation of
information and data related to GIS and related information technology and data
according to all applicable requirements under the Contract.
“Intellectual Property Rights” is defined in Section 10.2 (of the Sample Contract).
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“Key Persons” means Consultant’s Authorized Representative, the Project Manager and
all other Consultant personnel designated in Exhibit F (of the Sample Contract) who will
be principally responsible for the Work.
“Maximum Not-To-Exceed Compensation” is defined in Section 5.1 (of the Sample
“OGIC” means the Oregon Geographic Information Council.
“Opening” means the same date and time set for Closing.
“ORMAP” means the Oregon Map program, an initiative administered by the Oregon
Department of Revenue to produce a statewide, maintained land ownership map from
local government data.
“ORS” means Oregon Revised Statutes.
“PMBOK” means the Project Management Body of Knowledge, as identified by the
Project Management Institute, describing the sum of knowledge within the profession of
“Project” means the sum of all Work to be performed under the Contract.
“Project Manager” means Consultant’s representative who manages the processes and
coordinates the Work with Agency’s Project Monitor to ensure delivery of the Work
Product. Consultant’s Project Manager is the person so identified in Exhibit F (of the
“Project Monitor” means Agency’s representative who coordinates Agency’s
responsibilities under the Contract with Consultant and who monitors all aspects of the
Work. Agency’s Project Monitor is the person so identified in Exhibit G (of the Sample
“Project Staff” means Consultant’s personnel performing Work on the Project.
“Proposal” means (1) the Proposer's written offer submitted in response to the RFP,
including all necessary attachments, and (2) Consultant’s proposal in response to the
RFP, which is attached hereto as Exhibit C (of the Sample Contract Form).
“Proposer” means the Entity that submits a Proposal in response to the RFP.
“Request for Proposals” or “RFP” means the entire solicitation document, including all
Addenda, appendices, attachments, exhibits, parts and sections.
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“Responsive Proposal” means a proposal that substantially complies with applicable
solicitation procedures and requirements and the RFP.
“Schedule of Deliverables” means a document that describes each Deliverable,
measurable attributes of each Deliverable, milestones within each Deliverable with
identification of the work activities that are associated with them, and a planned
completion date for each Deliverable.
“State” means the State of Oregon acting by and through DAS and/or other State
Agencies in this procurement. State is synonymous with "Buyer" as defined in the
Uniform Commercial Code at ORS 72.1030(a) with respect to any goods purchased
under the Contract.
“State Agency” means every board, commission, department, or agency of the State of
Oregon, whose costs are paid, in whole or in part, from funds held in the State Treasury.
“State CIO” means the Oregon State Chief Information Officer.
“State Project Staff” means the State’s personnel performing Work on the Project.
“Statement of Work” means the Task Descriptions, Schedule of Deliverables, the
payment schedule, and any other items as agreed by the parties, all attached hereto as
Exhibit A (of the Sample Contract).
“System” means any computer, computer system, computer network, computer program
or other data processing or communication device or any component of the foregoing,
including without limitation personnel resources, that is being tested, modified,
developed, assessed, Inventoried or otherwise accessed or used under this Contract.
“Work” means any of the Tasks and Deliverables identified in the Statement of Work to
be performed in accordance with the terms and conditions of the Contract.
“Work Product” means the fully developed or completed version or iteration of the
Work and Deliverables to be developed or acquired by Consultant and delivered to
Agency under this Contract, and all intellectual property rights therein.
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