HomeMy WebLinkAboutAgenda - 04-13-2004-5nORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 13, 2004
Action Agenda
Item No. ~~_
SUBJECT: RFP Award: Address Geocoding From Field Verification
DEPARTMENT: Purchasing/Land Records/ PUBLIC HEARING: (Y/N) No
Emergency Management
ATTACHMENT(S):
RFP Evaluation
INFORMATION CONTACT:
Pam Jones, 245-2652
Roscoe Reeve, 245-2501
Craig Blackwood, 968-2050
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a contract to Geographic Technologies Group of Goldsboro,
North Carolina to provide field verification of all physical addresses in Orange County.
BACKGROUND: Since the implementation of the County's Enhanced 911/Computer Aided
Dispatch(CAD)/Geographic Information System(GIS) technologies in the early 1990s, the
County's public safety agencies have pursued a variety of efforts to establish an accurate
countywide database of property addresses. Significant progress has been made through
cooperation between the County, Towns, and University to share and crosscheck information
and then to implement that information in a mutually available and accessible online database.
One key remaining process needs to be accomplished -verification by persons visiting each
physical address in the County to ensure that the information contained in the common
electronic computer database accurately reflects the physical location of each address on the
ground.
The address field verification to be accomplished through this contract will be particularly helpful
to law enforcement, emergency management (medical and rescue) services, and fire
departments being dispatched to any area of Orange County. Particularly, verification will be
helpful in urban multi-family complexes and rural areas, where emergency responders have
noticed a higher than normal incidence of missing or inaccurate addresses. Emergency
dispatchers locate calls based on information contained in the address database (called MOAD
- Master Orange Address Database) that is maintained by Orange County, the Towns of
Hillsborough, Chapel Hill and Carrboro and the City of Mebane, and the ALI/ANI (Automatic
Location Identifier/Automatic Number Identifier) locater information supplied by the phone
companies. One element of the scope of work that would be completed by the contractor is to
field verify that each of the database addresses actually correlates to an existing structure,
a
thereby increasing the reliability of dispatch information significantly. This is accomplished by
actually visiting each address and visually verifying that the existing structures match the
database information, A complete scope of work is listed below.
Orange County Purchasing, EMS, Land Records, and Planning, as well as representatives from
the Town of Hillsborough, Town of Chapel Hill, and Town of Carrbora developed a
comprehensive request for proposals (RFP) that would not only provide a product that would
benefit law enforcement, emergency personnel as well as other County and Town departments,
but would also ensure mechanisms would be in place to continue correctly assigning and
maintaining addresses. The scope of work proposed included:
1. Address database updating, editing, formatting, verification and completion to stated
project standards and specifications (National Emergency Numbering Association
(NENA) specifications for Geographic Information System (GIS) database design
standards for road centerlines, structure addresses, and address ranges;
2. Development and implementation of a plan to field verify existing addresses of all
addressed structures (of particular note, to include individual addresses within multi-
family structures and the Global Positioning System (GPS) identification of structures on
large rural properties and driveway entrances);
3. Formatting and processing of final address data to meet current and anticipated
Computer Aided Dispatch and GIS applications and requirements within the County
(including Phase II Wireless requirements for mapping and call location);
4. Development of GIS data of all addressed structures at their correct geographic location
with parsed individual addresses attached as attributes that are formatted such that
address database matching can be achieved with 98% match of structure addresses that
fall within the street centerline range and call-in location display;
5. Develop and provide reports of areas within the County far which existing addressing is
confused or conflicting to the point that the County should consider re-addressing to a
more consistent standard. Reports shall include specific recommendations far correcting
problem areas; and
6. Orange County requires that the Consultant deliver final address and GIS data that
provides the County Emergency Operations Center the ability to locate (using existing
Computer Aided Dispatch software) addressed structures to individual specific structure
location as well as by interpolation from address ranges. Orange County will utilize the
data from this project to implement reliable and accurate Computer Aided Dispatch (from
both landline and wireless calls) by both individual geacoded structure location and
address range capability.
The RFP was advertised and forwarded to twenty-one vendors. Six firms subsequently
submitted proposals. Seven criteria upon which each proposal would be evaluated were stated
in the RFP:
1. Demonstrated understanding of the problems and needs presented by the project - (5%);
2. Qualifications of project personnel and Respondent's ability to commit capable staff to
support a project of this size - (10%);
3. Quality and applicability of software and equipment to be used - (5%);
4. Ability to complete the project in a timely manner without major deviations from
necessary requirements - (10%);
5. Past experience with similar projects by proposed staff, specifically E-911 addressing
experience, experience with NENA Specifications, and field verification of addresses for
CAD and GIS applications - (20%);
6, Soundness of Technical Approach to accomplish all project requirements - (20%)
7.. Cost to accomplish all project requirements - (30%).
An evaluation team made up of staff from EMS, Planning, Land Records/GIS and Information
Technology independently evaluated each proposal on the criteria, Cost figures were not
available to the team at any time during their evaluation, Results were tabulated and
calculations were made to not only assign a value to the cost component but also to average
the scores from the team and apply the proper percentages to each criterion, The results of
this phase are detailed in Figure 1, The committee reviewed these results and invited the firms
with the top two scares -Geographic Technologies Group of Goldsboro, North Carolina and
Mapping Resource Group of Wilmington, North Carolina - to make presentations to the grcup.
References were also contacted for both firms. The committee then voted on the two finalists,
Geographic Technologies Group was selected for recommendation to the Manager and County
Commissioners by majority vote,
The work is targeted for completion within approximately 14 months,
FINANCIAL IMPACT: Total cost of the contract, if approved by the Board, would be $208,000,
Adequate fund balance is currently available far appropriation in the Emergency Telephone
System Fund to support this expenditure.
RECOMMENDATION(S): The Manager recommends that the Board:
1.) Award bid number 5086 to Geographic Technologies Group of Goldsboro, North Carolina at
a cost of $208,000;
2.) Approve a contract pursuant to the terms of the Requests For Proposals contingent upon
Attorney and Staff review;
3.) Authorize the Chair to sign on behalf of the Board; and
4,) Approve an appropriation of fund balance in the amount of $208,000 from the Emergency
Telephone System Fund to accomplish this database provisioning activity, in accordance with
NGGS 62A-25(b).
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