The Ottawa County GIS group is seeking proposals from experienced vendors for GIS system Cloud Migration and Hosting/ Maintenance services. See the RFP and supporting documentation downloadable by selecting the following.
All questions regarding this RFP shall be presented to the Ottawa County Auditor's Office GIS Rebecca Markajani, GIS Coordinator/Real Estate Manager at rmarkajani@co.ottawa.oh.us.
The deadline has been extended to Friday September 12th at 4PM EST. The deadline for submitting questions has therefore also been extended to Friday September 5th.
Questions and Responses:
Will there be a formal Q&A process and if so, can you share that information. If not, are you able to meet with potential vendors?
All questions should be sent to Rebecca Markajani, rmarkajani@co.ottawa.oh.us by Friday August 22, 2025 at 4:00 p.m. EST. The responses will be posted here on the Auditor's website Thursday or Friday of the week following the questions submission. We are not available to meet with potential vendors.
The document notes that you are requesting four physical copies be delivered. Is there also an electronic submission process or are you requiring physical copies solely?
Due to record retention policies the 4 physical copies are a requirement. However, if you would like to submit electronically in addition to the physical copies you can also submit an external hard drive/ thumb drive with a digital copy and/or email a digital copy to rmarkajani@co.ottawa.oh.us.
Updates as of August 26th
Vendor 1:
1.Will there be any data or content to migrate into this new cloud environment? For example, Portal content, databases, imagery, feature services, etc. If so, provide details on content type, amounts, and size. # of services, # of databases, etc.
8 Geodatabases currently in SQLExpress and published through Portal as map services and feature services will be needed to be migrated to the new environment. There are no imagery services. Our current rest services can be viewed at https://gis.co.ottawa.oh.us/arcgis/rest/services with _CW and _RegionalPlanning having feature services for editing.
Our current database is currently approximately 13 GB with an additional 570 GB in other linked files.
2. Who is expected to migrate this content?
The consultant will be expected to migrate all current content.
3. What are the current server specs and utilization? (cpu, ram, storage, etc.)
The current server is a virtual machine with the following settings.
4. How many GIS “power users” will be creating content and editing directly against the enterprise geodatabase?
Currently 5 with the expectation of growth in the next few years.
Vendor 2:
Current System Details:
Approximately 13 GB plus approximately 560 GB of linked files.
We are currently utilizing webapp builder and Experience Builder applications that must continue to work.
Please refer to our GIS Network Attachment for current license and user counts per department. Our intention is to expand anywhere from 10 to 100 users and to other departments/ jurisdictions.
Each geodatabase is backed up each day in SQLExpress. We would expect a recovery time of 1 hour or as soon as possible. A successful potential vendor should describe their expected solution time.
Cloud Infrastructure:
Cloud solutions must comply with all cybersecurity regulations and requirements established by the State of Ohio.
Ideally 95% with communication of required downtime scheduled at least one week in advance.
Third-Party Systems:
This will depend on the department but in general treat all current data as mission-critical information. Further agreements might need to be made in any future contracts.
Esri Landscape:
Production and Test/Staging but we are open to other suggestions depending on ease of administration and cybersecurity risks.
Yes, the output is including along with the rest of the attachments.
Maintain current 11.2 version initially to ensure a stable environment before upgrading.
We currently use mixed authentication-GIS EDITOR/VIEWER uses SQL Server Authentication, named users are OS authentication.
We currently have 5 power users and require access to Pro by 7 users total. For more information on the breakdown of license levels see the GIS Network attachment.
At some point in the next few years the Auditor’s office intends to convert to Parcel Fabric but it is not currently a priority. Yes, Sanitary Engineering does intend to implement utility network in the future.
Support Requirements:
For system down level issues we expect an initial acknowledgement within 30 minutes and a solution within an hour for business hours. For general questions we expect a response within 24-48 hours.
Regular business hours, Monday through Friday 8AM-5PM.
System Performance:
Benchmarks aside from those carried out by our County IT department are not logged at this time.
Vendor 3:
What is the due date for this proposal? Is it possible to get it pushed to 8 September 2025 as this would be a Monday?
The deadline has been extended to Friday September 12th at 4PM EST. The deadline for submitting questions has therefore also been extended to Friday September 5th.
Vendor 4:
For bid like RFP you guys post it on your website, right? but how do you do purchase for small orders? Like a Monitor or Printer with 1 quantity?
Do you have a separate vender list for that?
Yes, all the information for the RFP is posted on the Auditor's website. This is handled by the County IT department. You will have to contact them separately. Please note, this specific request was forwarded to the IT department over email.
Updates as of September 4th
Do the 7 ArcGIS Pro users have ArcGIS Pro accessible on their client machines, or will they need it delivered through a virtual desktop? If delivered through a virtual desktop what level of concurrency should be accounted for? (e.g., 2-3 users will require access at the same time)
The 7 users will have ArcGIS Pro accessible on their client machines.