3. Specification

1. Introduction

Port Phillip City Council (Council) is seeking submissions from suitably qualified and experienced providers to supply and implement services and software to upgrade or replace Council's existing Geographic Information System (GIS). It is anticipated that a phased approach to project delivery would be undertaken (described in further detail below), followed by the establishment of an ongoing contract to cover product

maintenance and support as well as consulting/professional services.

1.1. Summary of Works (Phases 1 and 2)

Phase 1 — Discovery and Design (Fixed Price) Phase 2 — Implementation, Documentation and Training (Time and materials)

1.2. System Implementation/Upgrade Project

The system implementation/upgrade project consists of two distinct components:

Product licensing and maintenance costs Professional services to upgrade/implement the proposed solution.

1.3. Product Licensing and Maintenance

Tenderers are asked to provide software licensing and maintenance cost estimates to provide the following elements as part of the overall solution:

o Internal GIS web application and integration components o Internal Desktop GIS application and integration components o GIS Server application o Public GIS web solution.

At the conclusion of Phase 1(see below), a firm cost for all software licensing and maintenance is required for the initial term of Contract (5 years).

1.4. Professional Services

Tenderers are required to provide Professional Services personnel with the skills outlined in each Phase listed below.

2. Details of Requirements - Phased Approach

Phase 1- Discovery and Design (Fixed Price)

A fixed price cost incorporating: • Conduct collaborative workshops with stakeholders to finalise solution outcomes. • Review of current GIS and technical environments • Develop detailed implementation plan of proposed solution, incorporating

underlying infrastructure requirements and minimum hardware specifications for the optimal function of solution

• Provide detailed resource plan indicating required resource types and duration for Phase 2

Phase 2 — Implementation, Documentation and Training (Time and Materials)

• Providers must include a Resource Rate Card on a Time and Materials basis for any personnel used to complete the work resulting from the solution design.

• In addition to the Resource Rate Card, Council requests a high level estimate of hours required of each resource type based upon similar implementations the Provider has performed previously.

To respond to this Request for Tender, Council requests pricing and estimates to be represented in the required format in Schedule 2.

The engagement process with Council during the Initial Project will be highly collaborative to ensure the success of the new solution. As such the engagement process will include:

• Responses to Request for Tender received and evaluated by Council with a resulting preferred provider

• The preferred provider will be invited to work with Council in a workshop format to formalise an approach for Phase 1, ensuring the desired solution outcome is achieved

• At the conclusion of Phase 1, the provider will be required to present their findings and provide firm pricing for all software licensing, maintenance and professional services required to complete both initial implementation and ongoing software maintenance requirements for the term of the Contract.

3. Out of Scope

Out of scope elements for the system implementation/upgrade project include: • Supply server and database software • Training of Council staff • Mobile devices

VPN or Remote network access device

4. Council's Existing GIS

Within Council the internal web based GIS application is widely used as a tool for querying and reporting on information from a range of data sources including GIS, Pathway (property, applications, CRM, etc.) and Hansen (Assets). Integration exists between GIS and other corporate applications, including Pathway, Hansen and TRIM (EDRMS).

The desktop GIS is used for data editing, map creation and analysis by a small group of staff in a number of different departments, such as Business Technology, Assets and Strategic Planning. While these staff can create and edit data, the administration of the GIS database and applications is performed by the Business Technology (BT) Department.

Council has been using ESRI products as the GIS solution including: ArcGIS Server, ArcGIS Desktop and Dekho. Integration components for Pathway, Hansen and Trim are also implemented. The GIS database is currently an Oracle platform, however Council would prefer an MSSQL environment for the hosting of databases.

Council also use a number of other applications and services which do not form part of this tender, including: FME, AutoCAD and SketchUp.

See Appendix 4 for more detail on Council's GIS Applications.

5. Vision for GIS Services at CoPP

GIS will be an easy to use decision making tool available on all council computers and mobile devices. It will enable access to data and information, promoting innovative solutions, and improving customer service to residents, local businesses and other members of the community.

The use of GIS by the community and staff is expected to increase; this will focus on improving access and service delivery. GIS will also have a significant role to play in Council's key development areas, including Fishermans Bend and the St Kilda Triangle. This will include but is not limited to:

• The increased use of the internal web GIS for sharing of information from various data sources (GIS, Pathway, Hansen, external, etc.), simple data editing and improved decision making.

• Developing the internal web GIS into the first port of call for querying corporate data.

• Using the Desktop application for more advanced analysis to facilitate better decision making.

• Promoting the ownership of data and enabling staff to maintain their GIS data. • Better utilising the GIS Server to automate GIS data updates and other regular GIS

processes. • Improving the GIS data quality and currency with regular updates. • Providing solutions to enable the mobile workforce to query and maintain data in

the field. • Map services providing location information to the local community to assist

communication, consultation and answer their questions.

Detailed Specification of Requirements

The functional requirements have been grouped together based on the components of the GIS Platform:

1. Internal GIS Web Application, including integration components 2. Internal Desktop GIS Application, including integration components 3. Map\Spatial Server and Spatial Data Storage 4. Public (external) GIS web solution accessed via the City of Port Phillip Website 5. Overall System Requirements 6. Non Functional system requirements 7. Documentation 8. Councils IT Infrastructure — Current and Future

Although comprehensive, the requirements set out are not exhaustive and contractors should outline where appropriate additional capabilities are delivered by their solution.

Priority Column describes the importance of each requirement: • Mandatory — these requirements must be met in full by the new GIS platform . Highly Desirable — Requirements where Council will consider alternative solutions

or partial delivery of the requirement • Desirable — Requirements that Council prefers delivered by the GIS Solution, but

will consider solutions that do not deliver this capacity. • Must not is an exclusion

Compliance Column is to be completed with the following values: • Fully Met: This code must be used to indicate that the required functionality is fully

met and is standard feature of the software . Configuration Required: This code must be used to indicate that to comply with

the requirement, software configuration is required • Custom: This code must be used to indicate that software would need to

customised by a special technical staff to meet requirement . Non-Conform: This code must be used to indicate that the functionality is not

available and will not be provided by the tenderer.

Tenderers must explain the level of functionality that will be achieved by inserting information in the comments section. This allows Council to better understand the tenderers offer and it will assist in the evaluation process.

The tender response must include Tables 1 to 7 as formatted below:

TABLE 1 Internal GIS Web Application

- - . Application

• • • Priority Compliance Comments

1.1. Provide the internal GIS web application. The solution could be to upgrade Council's existing application (Dekho) or a completely new

solution.

Mandatory

1.2. Ability for the GIS web application to work on mobile devices such as Windows tablets, iPads, iPhones and Android phones. Identify any limitations and if the design is responsive or requires configuration for each device.

Highly Desirable

1.3. Ability for the GIS web application to work on any web browser. Identify any limitations.

Mandatory

1.4. Ability to integrate with Active Directory for determining user groups and assigning access permissions.

Mandatory

1.5. Support for single sign on from Council SOE computers. Please identify the available methods of authentication.

Mandatory

1.6. The internal GIS web application is to have a contemporary user interface providing a rich user experience.

Mandatory

1.7. The internal GIS web application should be customised in terms of City of Port Phillip corporate colours and logos.

Highly Desirable

1.8. The internal Web GIS should be compatible with IE Version 9. In your response indicate if there are any considerations upgrading to IE version 10.

Mandatory

Basic Web Mapping Functionality 1.9. Navigation tools such as pan and zoom (including zoom to

coordinates, pre-defined area or initial extent). Describe what tools are available.

Mandatory

1.10. Ability to turn individual or group layers on and off. Mandatory 1.11. View the layer symbology (legend). Mandatory 1.12. Provide multiple maps to address different uses and the ability to

move between these maps. Mandatory

Ref # 1.13.

Description Ability to include an overview map in the map view.

Priority Highly Desirable

Compliance Comments

1.14. Ability to display metadata for the spatial data. Describe how this is done and if the user can search or edit the metadata.

Mandatory

1.15. The ability for a user to adjust the symbology or transparency of a layer, including aerial images.

Mandatory

1.16. Ability to have layers with a live join to data in another database to only show those that match, e.g. properties with an active planning application. If the planning data in Pathway changes the features in the layer change.

Mandatory

1.17. Ability to save or bookmark a map view, including layers turned on, selected features and mark-ups. Indicate if these can be shared with other users.

Mandatory

1.18. Ability to save the User Profile Settings (i.e. the user's preferred visible layers or last used workspace). Detail how this works.

Mandatory

Searching and Selecting Features 1.19. Search functionality, e.g. address search, asset ID search. The

ability to select features from a spatial layer based on attributes. The attributes may be stored in another databases, e.g. Pathway or Hansen.

Mandatory

1.20. Ability to have predictive text or auto completion when entering search criteria.

Mandatory

1.21. Ability to have a free text search of all data sets, selecting features from multiple layers matching the criteria.

Mandatory

1.22. Multiple options to select features spatially, e.g. by point, line, polygon, radius, buffer, etc.

Mandatory

1.23. Options to refine selections, e.g. add to, remove from or reselect. Mandatory Attributes 1.24. Ability to see attribute details when hovering over a feature. Mandatory 1.25. The display of attribute details from a selection. Detail if this is in a

table view that can be docked or floating. Mandatory

Ref # 1.26.

Description Ability to choose the attribute details displayed for selected features. E.g. for a property it could be owner details, planning applications or customer requests. Indicate how this is managed (e.g. via SQL query), if some views can be restricted to certain users and how the user selects the information to be displayed.

Priority Mandatory

Compliance Comments

1.27. Ability to highlight one or more features in an attribute table and see them on the map, including pan or zoom to.

Mandatory

1.28. Ability to export attribute details from a selection, e.g. to Excel, Word or PDF. Identify any limitations.

Mandatory

Measurements and Graphics 1.29. Ability to measure length and area on the map. Mandatory 1.30. Ability to mark-up the map with coordinates, measurements, text or

shapes as graphics and the ability to remove these graphics. To include functionality to edit attributes of the graphics (e.g. colour, size, transparency, etc.). Detail how the shapes can be generated, e.g. free hand, buffer of a selection, defining length or radius, etc.

Mandatory

1.31. Ability to snap to features when adding mark-up or measurements. Mandatory 1.32. Ability to save these graphic mark-up features. Indicate if these features can be shared with other users.

Mandatory

Printing, Reports and Exports 1.33. Ability to generate a report from a template that includes attribute

details of selected features and a map of those features. Detail the formats of these reports and how the templates are created.

Highly Desirable

1.34. Ability to export the map view in standard image formats showing selected features and mark-ups.

Mandatory

1.35. Ability to have templates for printing or exporting the map view that may include title, legend, comments, user name, date and scale bar. Detail if the information can be automatically populated, dynamic or needs to be entered by the user.

Mandatory

1.36. Ability to export the selected spatial data in a standard exchange format (e.g. ESRI Shapefile, DXF, KML). Describe how this works.

Desirable

Editing

Ref # 1.37.

Description Ability to perform basic spatial editing such as create, move, edit and delete. Detail how this works and if it can be restricted to certain users. Identify if this is a live edit or requires QA and if there is an audit trail.

Priority Mandatory

Compliance Comments

1.38. Ability to edit attributes for spatial features. Detail how this works, what data sources can be edited (e.g. GIS database only) and if it can be restricted to certain users. Identify if this is a live edit or requires QA and if there is an audit trail.

Mandatory

1.39. Ability to edit attributes in other databases (e.g. Pathway, Hansen) for selected features. Detail how this works and if it can be restricted to certain users, features and attributes. Identify if this is a live edit or requires QA and if there is an audit trail.

Desirable

Integration 1.40. Ability to display attribute data from other data sources for the

selected feature(s). This should include the GIS database, the Pathway database and the Hansen database in Oracle or MSSQL. What is required if the reference database moves from Oracle to MSSQL?

Mandatory

1.41. Application integration with Pathway, both Thick Client and Smart Client. Describe how this works and any limitations. This should have the ability to go to or come from any Pathway module with a property or parcel link.

Mandatory

1.42. Application integration with Hansen, describe how this works and any limitations.

Mandatory

1.43. Application integration with Trim, describe how this works and any limitations.

Mandatory

1.44. Integration with Nearmap, describe how this works and any limitations.

Mandatory

1.45. Integration with Google Street View, describe how this works and any limitations.

Mandatory

1.46. Integration with 3D modelling applications, describe how this works, any limitations and indicate with which applications.

Mandatory

Ref # Description Priority Compliance Comments 1.47. Integration with Crystal Reports, describe how this works and any Mandatory limitations.

TABLE 2 Internal Desktop GIS Application

Application _ __ - - - -nori y ompliance Comments

2.1. Provide the internal Desktop GIS application. The solution could be to upgrade Council's existing application (ESRI ArcGIS v10.0) or a completely new solution.

Mandatory

2.2. Provide an upgrade plan or implementation plan for the Internal Desktop GIS application

Mandatory

2.3. The GIS desktop application will be used by 30 GIS staff (see license structure). Indicate the approach for licensing the components in an efficient way.

Mandatory

Basic Functionality 2.4. Navigation tools such as pan and zoom (including zoom to

coordinates, pre-defined area or initial extent). Describe what tools are available.

Mandatory

2.5. Ability to add data and tables to the workspace. Mandatory 2.6. Ability to turn layers on and off. Mandatory 2.7.

images.

View the layer symbology (legend) and the ability for a user to adjust the symbology or transparency of a layer, including aerial

Mandatory

2.8. Ability to display metadata for the spatial data using the ANZLIC metadata profile and international metadata standard IS0199115. Describe how this is done and if the user can search or edit the metadata.

Mandatory

2.9. The ability to access: • Spatial data stored in Oracle or MSSQL Server • Map Services • Locally stored GIS Data (file based formats) • Other data sources via standard database access protocols

(e.g. WMS or ODBC)

Mandatory

2.10. The ability to view 3D GIS Data .This includes both terrain (surface models) and 3D Vector data (i.e. buildings). Provide an example of 3D visualisation capabilities provided by the Desktop GIS.

Mandatory

- - - • • 'non y ompliance Comments Searching and Selecting Features 2.11. Search/find functionality. Mandatory 2.12. Multiple options to select features spatially, e.g. by point, line,

polygon, radius, buffer, etc. Mandatory

2.13. Options to refine selections, e.g. add to, remove from or reselect. Mandatory Joins and Attributes 2.14. Ability to join records from one dataset to another where input

datasets may or may not be within the same database or in the same format, e.g. GIS, Pathway or Hansen. Provide the capability for a range of join relationship types and Indicate how these joins are defined.

Mandatory

2.15. Ability to see attribute details when hovering over a feature. Mandatory 2.16. The display of attribute details from a selection. Detail if this is in a table view that can be docked or floating.

Mandatory

2.17. Ability to highlight one or more features in an attribute table and see them on the map, including pan or zoom to.

Mandatory

2.18. Ability to export attribute details from a selection, e.g. to Excel, Word or PDF. Identify any limitations.

Mandatory

Measurements and Graphics 2.19. Ability to measure length and area on the map. Mandatory 2.20. Ability to mark-up the map with coordinates, measurements, text or

shapes as graphics and the ability to remove these graphics. To include functionality to edit attributes of the graphics (e.g. colour, size, transparency, etc.). Detail how the shapes can be generated, e.g. free hand, buffer of a selection, defining length or radius, etc.

Mandatory

2.21. Ability to snap to features when adding mark-up or measurements. Mandatory 2.22. Ability to save these graphic mark-up features. Mandatory Printing, Reports and Exports 2.23. A full suite of map production tools. These will be capable of producing high quality cartographic outputs in various formats.

Mandatory

2.24. The ability to automate creation of a map series, based on a defined template and cartographic settings.

Mandatory

Ref # 2.25.

Description Ability to have templates for printing or exporting the map view that may include title, legend, comments, user name, date and scale bar. Detail if the information can be automatically populated, dynamic or needs to be entered by the user.

Priority Compliance Comments Mandatory

2.26. Ability to export spatial data in a standard exchange format (e.g. ESRI Shapefile, DXF, KML). Describe how this works.

Mandatory

Editing 2.27. Ability to perform basic spatial editing such as create, move, edit

and delete. Detail how this works and if it can be restricted to certain users. Identify if this is a live edit or requires QA and if there is an audit trail.

Mandatory

2.28. Ability to perform complex editing functions such as defining bearing and distance, split, merge, union, parallel or perpendicular to, etc. List what functionality is available.

Mandatory

2.29. Ability to enforce logical rules as part of the editing process. For example, only allowing drainage pits to be created at the junction or end of a drainage feature.

Mandatory

2.30. Ability to update features in one layer based on a relationship with features in another layer. For example update all pit features with suburb name by overlaying suburb features.

Mandatory

2.31. The ability to create and maintain 3D data, including tools to create and manage terrain style data (surface) and 3D vector data (e.g. buildings). Provide a full list of 3D data management tools.

Highly Desirable

2.32. The ability to maintain LiDAR data, including data management and analysis.

Mandatory

2.33. The ability to process the VicMap data, including automation and database update. Describe the approach to be taken.

Mandatory

3.1. The ability to support simultaneous multiuser editing. In your response, indicate if this capability is achieve at the database, map server or application level.

Mandatory

3.2. Indicate if your solution includes the ability store map text (i.e. cartographically placed map text) within an MSSQL server database.

Mandatory

Ref # Analysis

Description Priority Compliance Comments

2.34. The desktop GIS will contain a full suite of proximity analysis tools such as buffers, nearest etc. Provide a full list of proximity tools in your response

Mandatory

2.35. The ability to perform route analysis tasks such as shortest path, optimal route, and closest facility. Provide a full list of route analysis tools in your response.

Mandatory

2.36. The ability to perform network analysis tasks such as tracing downstream and finding connected features, etc. Provide a full list of network analysis tools in your response.

Highly Desirable

2.37. The ability to create scripts to automate data management and analysis tasks within the desktop GIS environment

Mandatory

2.38. 3D Analysis — The desktop GIS should contain a full suite of 3D analysis tools including watershed, view shed and line of sight analysis .Provide a full list of 3D analysis tools in your response.

Highly Desirable

Integration 2.39. Application integration with Hansen for maintaining asset data, describe how this works and any limitations.

Mandatory

2.40. Integration with Nearmap, describe how this works and any limitations.

Mandatory

2.41. Integration with Google Street View, describe how this works and any limitations.

Mandatory

2.42. Integration with 3D modelling applications, describe how this works, any limitations and indicate with which applications.

Mandatory

Licensing 2.43. The ability to have a pool of floating desktop GIS licenses available to users throughout the council

Mandatory

2.44. The ability to 'reserve' licenses based on a pool of users (i.e. reserve a license for the GIS Team)

Mandatory

TABLE 3 GIS Web Map/Spatial Server Application

Application - . . 'non y ompliance Comments

3.1. Provide the Web Map/Spatial Server application. The solution could be to upgrade Council's existing application (ArcGIS Server) or a completely new solution.

Mandatory

3.2. The GIS platform must be capable of being hosted in a virtualised server environment.

Mandatory

3.3. Provide a solution that includes three separate environments: • Production • Test/Training • Development

Please provide details of licensing structure. The replication of the Production environment to Test/Training or Development should be a simple process.

Mandatory

3.4. The system must be capable of reading and writing spatial data stored in Oracle and MSSQL server. This includes support for both geography and geometry spatial data types. Indicate in your response any limitations or constraints that apply to the proposed solution in terms of the use of MSSQL Server or Oracle for the storage of spatial data.

Mandatory

3.5. The system will support a wide range of raster formats (GEOTIFF, JPEG, ECW, etc.). Provide a list of supported formats and storage methodology in your response.

Mandatory

3.6. The solution should include tools to monitor and record system performance such as query performance, load balancing, map draw rates, etc.

Mandatory

Ref # 3.7.

Description The GIS Platform must deliver mobile applications for field based data capture. This includes the ability to:

• Create data capture forms • Integrate GPS data capture • Link location data with digital photos captured from the

device. In your response, indicate any preference for particular mobile field data capture device

Priority Mandatory

Compliance Comments

Map Services 3.8. The system must be capable of consuming Open Geospatial

Consortium (OGC) compliant map services such as WMS, WFS and KML. These services should be accessible from the internal GIS Web application, the Desktop GIS application and externally.

Mandatory

3.9. The system must be capable of publishing OGC compliant map services such as WMS, WFS and KML.

Mandatory

3.10. The system must have the ability to publish and consume OGC WMTS services.

Mandatory

3.11. The system must be capable of publishing OGC compliant geoprocessing services (WPS) that can be consumed by the internal GIS Web Application.

Mandatory

3.12. High quality cartographic label placement capability, covering all geometry types. The system must be capable of labelling properties, roads and address points. In your response, please indicate how label setting are defined by the map services.

Mandatory

Administration 3.13. The system must provide the ability for the systems administrator to

configure map services including the ability to define all cartographic properties and scale dependencies. The level of configuration must deliver high quality cartographic display. In your response if configuration is achieved via a user interface and or scripting environment.

Mandatory

Ref # Description The system must provide the ability for the systems administrator to configure map templates including the legend configuration. Indicate in your response if configuration is achieved via a user interface or via scripting environment. The System must provide the ability for he systems administrator to configure report templates. Indicate in your response if configuration is achieved via a user interface or via scripting environment.

3.14.

3.15.

Priority Compliance Comments Mandatory

Highly Desired

TABLE 4 GIS Data Migration

Ref # Data Migration

Description Priority Compliance Comments

4.1. The GIS Database is to be in MSSQL but is currently in Oracle. Mandatory Provide a plan to migrate the GIS data from Oracle into MSSQL.

1. TABLE 5 Public GIS Web Solution - - • Public

I, - a • "nority Compliance Comments Web Mapping

5.1. Provide a Public GIS Web Solution that integrates with Council's Website and can be used in multiple web browsers. The solution could be to further develop Council's use of ArcGIS Online or a completely new solution. This can be delivered in conjunction with other external map services .(e.g. the VicMap API).

Mandatory

5.2. The ability to have single purpose maps: that can be embedded into existing pages on Council's website.

Mandatory

5.3. The ability to have a full public facing web mapping portal such as those at the following councils: Frankston, Maroondah and Stonnington. Please identify any reference sites where you have implemented this type of solution.

Mandatory

5.4. A responsive design that enables the mapping portal to be accessed via mobile devices such as laptops, tablets/iPads and smart phones/iPhones. Please identify any reference sites.

Highly Desirable

5.5. The Public GIS Web Solution should be capable of supporting the development of web mapping user interfaces that meet Web Content Accessibility Guidelines (WCAG) 2.0 Level AA Accessibility.

Mandatory

5.6. Functionality similar to that of the Internal GIS Web Application, including navigation, searching, attribute display, turning layers on and off, etc.

Mandatory

5.7. Outline the methodology used for crowd sourcing data updates or corrections.

Highly Desirable

TABLE 6 General Requirements

- .- . • "non y Compliance Comments

6.1. The GIS platform should be capable of meeting performance targets.

• Average draw speed of base/context map < lsec • Search results <2 sec • Report and map generation < 10 sec

Mandatory

6.2. The GIS Platform should be capable of supporting an organisation size of approximately 1000 staff. Current estimates for use are:

• 350 total internal web GIS users • 100 regular daily internal web GIS users • 30 desktop users

Mandatory

6.3. The platform may include a high degree of configuration. The system administrator must be able to carry out all configuration tasks with minimal external input.

Mandatory

6.4. The GIS platform must be extendable and customisable, using standard development technologies. In your response, indicate what technologies or appropriates are available to extend and customise the platform, both in terms of the user interface and server side enhancements.

Mandatory

6.5. The components of the GIS platform should be supported by a user community or forum in such a way that common experiences and issues can be shared with other users. This should also support the future development of the software.

Mandatory

6.6. The components of the GIS platform must be covered by vendor support. Please detail your standard helpdesk options, level of support and hours of access.

Mandatory

6.7. An internet based incident and enhancement logging and tracking system for issues with the systems is required. Please provide details if one exists.

Mandatory

Ref # Description Priority Compliance Comments 6.8. The components of the GIS platform should have a well- Mandatory

established development program. Indicate the typical release frequency and overall development program for the components of the GIS platform.

6.9. Provide details of change management process for deploying minor and major releases and or patches and version upgrades.

Mandatory

TABLE 7 Training, Documentation and Project Management

- - • gescrip ion Priority Compliance Comments Internal GIS Web Application 7.1. System administration training for up to four system administrators. Training to be conducted on the training environment.

Mandatory

7.2. Administrator training documentation to be provided as Word documents. All material developed will remain the property of Council.

Mandatory

7.3. Appropriate configuration documentation should be available for all components of the GIS System. The documentation needs to be provided in digital format as Word documents.

Mandatory

7.4. Establish a train the trainer program for Council staff. Documentation to be provided as Word documents. All material developed will remain the property of Council.

Mandatory

7.5. Conduct the train the trainer program for up to 20 Council staff using the training environment. This is to enable Council to deliver training to the organisation.

Mandatory

Ref # Description Priority Compliance Comments 7.6. Project Planning — the submission must provide a project plan Mandatory which includes all tasks, associated effort, elapsed times, council responsibilities and dependences. Detailed formal PM methodology. The plan will include:

• Project initiation • Planning, analysis and design • Software installation (or upgrade) • ESRI Data migration (if required) • Oracle data migration to MSSQL Server • Viewer configuration • Documentation and sign off of physical design • Unit testing • Server testing • Training • Sign off • Go live and support

Detail the project management methodology to be employed in particular the approach take around:

• Project structure • Risk identification and management • Escalation requirements

Council requires fortnightly project progress including: • Progress against project plan, milestones • Training • Issues and Resolutions

7.7.

7.8.

Mandatory

Mandatory

Appendix 1 — Councils Current GIS Applications

Dekho Council implemented ESRI Dekho in 2008 and it now incorporates 150 data layers over 40 themed maps to service the business requirements of organisation. Dekho is used for querying, analysing, visualising and printing maps. Dekho users can search for roads, query and view assets, buildings, parks, roads, footpaths, boundaries and aerial photography and it is available to 350 internal staff. While the system should play an important role in Council's information management and decision making capabilities, it is not widely used presently due to performance and useability concerns. Data from the Pathway and Hansen databases is utilised within Dekho, either to facilitate searching of features or providing information about a location. Some examples include:

• Searching for properties by address • Searching for a Council park by unit id and description • Providing owner details from Pathway

Dekho currently has two-way integration with: • Pathway v3.09 SP3 (lnfor), • Hansen 7.7.810 (infor) • TRIM 7.3.5 (HP)

Dekho does not currently integrate with Nearmap but uses a WMS service displaying the latest imagery.

The inbound integration uses a program called Dekho Protocol v3.1.5. Dekho Protocol is installed on the endpoint device and receives commands from external applications, sets the selection of the features then refreshes and zooms to features on the Dekho map. For outbound integration, a custom tool is added to the Dekho interface. The user selects features on the Dekho map, clicks the custom tool and the external application will be launched or opened with the corresponding information related to the selected features.

ArcGIS Approximately 30 users throughout the organisation share the ArcGIS licenses with the Advanced license reserved by the GIS administrator for updating data and for administrating and managing the enterprise geodatabase and ArcGIS Server. The other ArcGIS users undertake detailed analysis and complex editing of GIS Data GIS Editors. As the ArcGIS users range from beginners to advanced users there is a variation in the understanding of GIS and the results produced. Some issues exist around software version, data management, lack of metadata, lack of maintenance and editing procedures and unresolved issues.

ArcGIS Desktop integrates with Hansen via a customised tool Arc 8 Interface (lnfor) which enables the Asset Team to create, edit and manage assets which are linked back to Hansen. The Assets Team complete a Quality Assessment and Quality Check of GIS data (shape and attribute) prior to data moving into Hansen.

The Council's GIS team also use FME (Safe Software) for various tasks.

GIS Database The maintenance of corporate data by Council staff is completed in file geodatabases with processes in place to avoid editing conflicts. Staff edit data in file geodatabases The GIS administrator then performs a "copy and paste" of the features classes from the file geodatabase to the enterprise GIS geodatabase. When updating the data the Administrator will complete some basic checks on the schema, geometry, number of

features, etc. This process is in place because the enterprise GIS database is not versioned, restricting the ability for users to edit the data directly.

Some other things to note are: • no topology has been created on any dataset • there are no network datasets • there are no complex feature classes

The GIS Administrator manages the corporate base data (VicMap). To update this data Council does a full file update and replace with most of the processing being completed manually. This is time consuming and relies on personnel knowledge to complete. The GIS Administrator also joins Spatial Data from a number of aspatial databases including Pathway and Hansen,

Council subscribe to the Nearmap service and have display the latest aerial imagery in Dekho via a WMS. This does not provide metadata details or control over past imagery. Due to speed issues, users generally access Nearmap directly via the website. This service is popular with staff and Council intends to retain the service as well as better integrate it with the proposed GIS solution.

Data that is managed outside Business Technology which is not used by Dekho is stored on the network in a combination of formats such as ESRI File Geodatabases or Shapefiles leading to limited control over GIS data business standards.

2013 Audit In 2013 an audit was conducted which identified that GIS services were underutilised due to performance and useability concerns. This audit included reviewing: software versions, the data model, data management, software configuration and server infrastructure. The audit report highlighted a number of areas for improvement which include:

• Data management practices for key GIS datasets are inefficient, costly and understood by a limited number of people.

• Limited or no metadata exists for key GIS datasets. • Limited spatial reporting available through the internal web GIS (Dekho). • Limited mapping functionality available to the public. • Slow performance of the internal web GIS, especially when selecting a large

amount of data or viewing aerial photography. • Limited integration of the internal web GIS with external data sources such as

Nearmap and Google Street View. • Limitations with the existing integration between the internal web GIS and

corporate systems: Pathway, Hansen and Trim. • Performing software updates is complex, time consuming and requires loss of

service after hours. • The perception of users that the system is slow, unstable and the data is out of

date.

A key risk for Council is that the current version of Dekho in production (v3.2) has reached its end of life and is no longer supported by the vendor.

Appendix 2— Councils Current IT Environment )d below

Ref # 1.1.

is Councils current environment Description Server Operating System

Application/Brand MS Windows Server

Version 2008 R2

Comments

1.2. Database Plafform Oracle 11.2.0.4 1.3. Virtual Server Management VMware vCenter 5.5 1.4. Desktop Environment MS Windows 7 1.5. User Authentication MS Active Directory 6.3 1.6. Application Deployment Novell ZENworks 11.2.0.0 1.7. Web Browser MS Internet Explorer 9.0 1.8. Web Browser Google Chrome 42.0 1.9. Server GIS ArcGIS Server 10.0 1.10. Desktop GIS ArcGIS Desktop 10.0 1.11. Internal GIS Web Application Dekho 3.2 1.12. Public GIS ArcGIS Online 11.2.0.4 1.13. Corporate Database (properties, customer requests, etc.)

Pathway V3.09 SP3

1.14. Asset Management System Hansen V7.7.810 1.15. Electronic Document and Record

Management System Trim 7.3.5

1.16. Desktop PC Lenovo M92, M93 and M94

1.17. Laptop Lenovo T400 to T440 1.18. Desktop Operating System Windows 7 1.19. Smart Phones Apple iPhone 4, 5 and 6 1.20. Tablet Devices Apple iPad/iPad Mini 3, 4 and Air

List

Appendix 3— Councils Future IT Environment Listed below is Councils future environment

Ref # Description Application Version Comments 2.1. Server Operating System MS Windows Server 2012 R2 2.2. Database Platform MSSQL Server 2014 2.3. Virtual Server Management VMware vCenter 5.5 2.4. Desktop Environment MS Windows 7 2.5. User Authentication MS Active Directory ? 2.6. Application Deployment Novell ZENworks ? 2.7. Web Browser MS Internet Explorer ? 2.8. Web Browser Google Chrome ? 2.9. Server GIS ? ? Dependant on GIS Solution 2.10. Desktop GIS ? ? Dependant on GIS Solution 2.11. Internal GIS Web Application ? ? Dependant on GIS Solution 2.12. Public GIS ? ? Dependant on GIS Solution 2.13. Corporate Database (properties,

customer requests, etc.) Pathway V3.10 SP2 Upgrade scheduled for Quarter 4,

2015 2.14. Asset Management System Hansen V10 Upgrade not yet scheduled 2.15. Electronic Document and Record

Management System Trim 8.2 Upgrade scheduled for Quarter 3,

2015 2.16. Desktop PC Lenovo M93 and M94 Council may move towards a virtual

desktop delivered via Citrix. 2.17. Laptop Lenovo T400 to T440 2.18. Desktop Operating System Windows 8.1 2.19. Smart Phones Apple iPhone 4, 5 and 6 Council is considering moving towards

BYOD for smart phones 2.20. Smart Phones Android devices 2.21. Smart Phones Windows devices 2.22. Tablet Devices Apple iPad/iPad Mini 3, 4, Air and

Air 2 2.23. Tablet Devices Windows devices 8.1

Appendix 4— Current GIS Licenses

CoPP currently has the followinci ESRI Software licenses: Description Quantity ArcGIS v10.0 (Build 2414) for Desktop Advanced Concurrent Use (Pri) 1 ArcGIS v10.0 (Build 2414) for Desktop Basic Concurrent Use (Pri) 1 ArcGIS v10.0 (Build 2414) for Desktop Basic Concurrent Use (Sec) 5 ArcGIS v10.0 (Build 2414) for Desktop Basic (Single Use) 10 ArcGIS v10.0 (Build 2414) for Desktop Standard (Concurrent Use) 4 ArcGIS Spatial Anlyst v10.0 (Build 2414) for Desktop Concurrent Use (Pri) 1 ArcPad 1 ArcGIS Network Analyst v10.0 (Build 2414) for Desktop Conc Use (Pri) 1 ArcGIS Server v10.0 (Build 2414) Ent Stnd up to 4 cores 1 Dekho v3.2 Premium Pack 1 ArcGIS Server Ent Stnd Stg Up to 4 cores 1

ArcGIS Server Enterprise Standard Staging up to 4 cores ArcGIS Server Ent Image Ext (4) 1

ArcGIS Server Enterprise Image Extension up to 4 cores Esri Developer Network (EDN) Standard 1

Annual Subscription for one developer EDN Standard includes: ArcGIS Runtime ArcGIS for Server (includes all extensions) ArcGIS for Windows Mobile ArcGIS Engine Esri Data and Maps Tracking Server ArcGIS for INSPIRE

cL Administrator ArcGIS for Desktop 10 Advanced Deecho Admit

Editors/Power Users ArcGIS for Desktop

General Users Dekho Web Map Application

Oracle hg R2

64 bit SDE Geodatabase,

Dekho, railway, Hansen,

Trim

Windows Server 2008 R2 ArcGIS for Senior 10 ArcSDE 10 HS Apache Tomcat Dekho 3.2

File Geodatabase

Appendix 5— Current GIS Architecture

Council currently has two GIS environments - Test and Production. The GIS Server runs on a Windows 2008 R2 operating system. It hosts Dekho 3.2 Web Application, ArcGIS Server 10.0 and ArcSDE 10, IIS7 web server and Apache Tomcat 7.0.2 Java Application. The GIS Server is hosted on a virtualised environment — VMware vSphere 5.0 (Refer to Figure 1).

Figure 1: Production Environment System Configuration

The GIS database and the Dekho configuration database are Oracle 11g R2 64 bit databases. Council has made the decision to move all Oracle databases to MSSQL environments.

Appendix 6 — Council's GIS Database Refer to attached Excel file: GIS Tender 1934 Data Appendix 6.xlsx