Knox County Digital Cadastral Project Request for Qualifications - - PDF document

Knox County Digital Cadastral Project Request for Qualifications

Release Date: May 17th, 2002 Due Date: June 14th, 2002

Administrative: Alan Hallberg Knox County Administrator 121 S Prairie St Suite 4 Galesburg IL 61401 E-mail: HallbergA@KnoxCnty.org Voice: 309-345-3892 Technical (Assessments): Chris Gray Chief Deputy Knox County Supervisor of Assessments Office 121 S Prairie St Suite 1 Galesburg IL 61401 Voice: 309-345-3845 Fax: 309-343-0063 Technical (GIS): James Cueno GIS Analyst City of Galesburg 55 W Tompkins St Galesburg IL 61401 E-mail: jcueno@ci.galesburg.il.us Voice: 309-345-3690 Fax: 309-345-5704

Knox County Digital Cadastral Project Request for Qualifications

• 1. Introduction......................................................................................................................1
• 2. Scope of Work / Specifications .......................................................................................2
• 3. Vendor Information.........................................................................................................3
• 4. Submission Instructions ...................................................................................................4
• 5. Contacts ...........................................................................................................................4

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• 1. Introduction

Knox County and the City of Galesburg are requesting qualifications from professional firms able to provide a digital cadastral database and associated services to Knox County. Knox County is located in western Illinois and encompasses 720 square miles with a 2000 Census population of 55,836. The county seat of Knox County is Galesburg, with an area of 17 square miles and a population of 33,706. Knox County administers approximately 32,196 parcels, of which about 13,000 are in the City of Galesburg. For assessment purposes, the City of Galesburg is a coterminous township, with its own Township Assessor and Supervisor. The active pursuit of GIS in Knox County began with the foundation of the Knox County GIS Steering Committee in 1997. KCGISSC members include representatives from Knox County, the City of Galesburg, the Galesburg Sanitary District, the City of Galesburg Township, the Galesburg Regional Economic Development Association, the Knox County Emergency Telephone System Board and several other local agencies. In 1999, the City of Galesburg was awarded an ESRI Local Government Start-up Grant and hired a full-time GIS Analyst to develop and promote a Geographic Information System for use in City operations. That same year the Knox County ETSB and the Knox County Soil and Water Conservation District contributed funds to support the Illinois Department of Natural Resources’ 1998-99 DOQQ development, which became available in late-2001. Early GIS data sets were derived from Computer Aided Drafting maps created during the 1999 Galesburg / Knox County Comprehensive Plan, as well as Federal and State data sources and limited original mapping. During 2001 the City of Galesburg obtained high-resolution Digital Orthophotography and planimetric mapping

• f 49 square miles of Knox County to act as a base map for future GIS development.

Also during 2001-2002, the Knox County ETSB implemented a Computer Aided Dispatch system involving the capture of all road centerlines in Knox County via GPS. The City of Galesburg and Knox County both run Novell Netware networks. City departments in City Hall connect via a 100 mbps Ethernet network while remote offices connect via DSL / VPN or a high-speed wireless network. The City of Galesburg Township office is connected to the City of Galesburg’s network via a direct fiber connection, as is the Knox County Courthouse by way of the Galesburg / Knox County Public Safety Building. The Knox County Supervisor of Assessments’ office plans to connect to the Knox County Courthouse via high-speed wireless connection. In the late 1970’s Knox County contracted to have its parcel information compiled on simply rectified aerial photography. Updates to the parcel map have been outsourced to the original vendor, however the Knox County Supervisor of Assessments’ Office staff maintains an up-to-date working copy of the parcel map. Assessment data has been stored in a Real Estate Assessment System by Fidlar- Doubleday, though Knox County will be updating to TerraScan, Inc in 2002.

2 To date, all City departments and several other organizations in Knox County have made use of GIS analysis and products. GIS has also been used in City Council meetings and work sessions as an aid in discussing spatially significant issues. Beginning with this project, the County and City are moving towards coordinated GIS development. Current goals are to use GIS to make the City and County’s knowledge more available to staff and the general public. As digital geospatial information plays a larger part in government operations, the need for data with a greater spatial accuracy and temporal significance has become apparent. As a part of the continuing development of GIS in Knox County, the most far-reaching layer will be an accurate digital cadastral map tied to the Supervisor of Assessments’ database. The initial contract will provide for conversion and local maintenance of the parcels in the City of Galesburg and the immediate area (about 13,500 parcels) with the remainder

• f the County following on a schedule as funding permits.

Firms capable of manually updating the existing parcels maps during the digital conversion will receive special consideration during the selection process.

• 2. Scope of Work / Specifications

With this project, the City of Galesburg and Knox County hope to acquire a digital parcel map for use in City and County operations, particularly the Knox County Supervisor of Assessments Office, the City of Galesburg Township Assessor’s Office and the City of Galesburg Community Development and Public Works Departments. The digital parcel database will be expected to be current as of the date of final acceptance, after Quality Control / Quality Assurance. Included will be the conversion of all features on the current property map including parcels, subdivisions, original survey lots, city / village corporate limits, township boundaries, county boundaries, rights-of-way and all relevant annotation present on the existing maps. The net result being that the County will be able to produce hardcopy parcel maps nearly identical to the existing 1 inch = 100 feet and 1 inch = 400 feet maps. This digital parcel map will be available as a polygon layer in ESRI GIS products (particularly ArcView GIS 3.x, ArcGIS 8.x, MapObjects 2.x and ArcIMS 4.x) and will be linked digitally, in real-time to the Supervisor of Assessments’ data contained in the TerraScan system via the extended City of Galesburg / Knox County computer network. Special consideration will be given to companies that can also provide a solution that will support engineering and construction operations in a Computer Aided Design

3 environment within the Knox Count Highway Department and the City of Galesburg Public Works Department. The City of Galesburg and Knox County will provide as source documents a copy of the existing tax maps and subdivisions, the countywide centerline file, a copy of the countywide DOQQs, and a copy of the high-resolution digital orthophotography and planimetrics acquired by the City of Galesburg in 2001.

• 3. Vendor Information

Please submit to the County the following:

• Cover Letter – Provide a one or two page cover letter including the name title,

voice and fax phone numbers, e-mail address and street address of the individual that will be available as a point of contact within the organization as well as the individual’s authority and highlights of the respondent firm’s qualifications and

• abilities. Should subcontractors be necessary, please describe their roles.
• Company Overview – Provide the following information about the company

itself:

• The firm’s name and business address, including that of the particular
• ffice that would be directly involved with this project
• The firm’s type of ownership, parent companies, former names of the firm

and any companies that have contributed to the present firm

• A brief statement of the firm’s background, demonstrating longevity,

experience, ability and general philosophy

• Project Team – Introduce a project manager and technical staff, which could be

expected to actively participate in the project, should it be awarded, emphasizing technical ability, professional qualifications and relevant experience on projects of this size. Also, discuss the firm’s experience with assessment data stored in systems by TerraScan, Inc.

• Related Experience / References – This section will be very important. Please

include descriptions of several similar, completed or substantially completed, projects demonstrating the firm’s experience and ability. Particularly emphasize the firm’s experience in integrating parcel data with other duties and services of local governments. Include contact information for personnel intimate with the project and fees.

• Client Support Materials - The successful vendor will be expected to provide

the county with all of the materials necessary to sustain local maintenance of the database after the contract has been fulfilled. Please include a copy of the support documents and training materials that were submitted to the client that is most like Knox County. Any such information will be held confidential and returned to the firm after a vendor has been selected.

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• 4. Submission Instructions

Submit nine (9) hardcopies and one (1) digital copy in Adobe PDF format of the Cover Letter, Overview, Project Team and Experience / Reference sections and one (1) hardcopy of the Client Support Materials to: Alan Hallberg Knox County Administrator 121 S Prairie St Suite 4 Galesburg IL 61401 Qualifications due by 4 PM local time on June 14th, 2002 Client Support Materials will be returned after the County Board has accepted a vendor.

• 5. Contacts

Administrative: Alan Hallberg Knox County Administrator 121 S Prairie St Suite 4 Galesburg IL 61401 E-mail: HallbergA@KnoxCnty.org Voice: 309-345-3892 Technical (Assessments): Chris Gray Chief Deputy Knox County Supervisor of Assessments Office 121 S Prairie St Suite 1 Galesburg IL 61401 Voice: 309-345-3845 Fax: 309-343-0063 Technical (GIS): James Cueno GIS Analyst City of Galesburg 55 W Tompkins St Galesburg IL 61401 E-mail: jcueno@ci.galesburg.il.us Voice: 309-345-3690 Fax: 309-345-5704

5 Appendix 1 – Parcel Totals Township Parcels Rio 579 Ontario 753 Walnut Grove 701 Lynn 416 Henderson 1054 Sparta 956 Copley 792 Victoria 500 Galesburg 409 Knox 2711 Persifer 2949 Truro 922 Cedar 1903 Orange 608 Haw Creek 516 Elba 375 Salem 903 Indian Point 1118 Chestnut 415 Maquon 617 City of Galesburg TWP 12999 Knox County Total 32196