Digital Mapping Grant Services

The Vendor is required to provide digital mapping grant services shall include on-site data collection; verification and validation of existing building information; and the creation of detailed digital floor plans, campus maps, and associated geospatial datasets compliant with commission standards.
- Requires accurate, standardized, secure, and GIS-compatible digital mapping datasets to support school safety planning, emergency response coordination, and operational decision-making.
- Data collection and assessment
• Conduct on-site assessments for each designated public-school facility and collect all relevant geospatial, structural, and facility data necessary to produce accurate and standardized digital mapping datasets.
• Review and analyze existing maps, architectural drawings, site plans, and related documentation to ensure completeness and accuracy and establish clear project boundaries identifying included and excluded structures, site elements, and data layers.
- Digital school mapping development
• Develop standardized, accurate, and actionable digital school mapping datasets in strict accordance with commission minimum standards and any additional requirements specified by county.
• Produce GIS-compatible digital floor plans and campus maps that accurately reflect building layouts, site features, and critical infrastructure.
• Mapping data shall capture all essential elements required for emergency planning, emergency response, facilities management, and operational use.
• All public charter schools within the county jurisdiction shall be incorporated into the mapping effort.
- Data standards, accuracy, metadata, and verification
• Ensure all mapping data meets or exceeds commission standards and any applicable expanded standards required under the school mapping facility grant (SMFG).
• Implement documented quality assurance and quality control (QA/QC) procedures, validate spatial accuracy through field verification, and perform systematic dataset validation prior to final submission.
• Develop and provide comprehensive metadata for each facility, including data sources, date of creation, projection and coordinate system, version control information, and recommended update frequency.
• The methodology and verification processes for each school facility shall be documented.
- Compatibility and interoperability
• Ensure that all deliverables are compatible with existing and future county systems and capable of supporting multiple functional applications, including asset management systems, space and facility management systems, emergency planning tools such as evacuation routes and reunification areas, emergency response navigation systems, public safety answering point (PSAP) systems, emergency notification platforms, and next generation 911 (ng911) data exchange systems.
• Support integration into a comprehensive and interoperable emergency management ecosystem.
- Integration and deliverables
• Final digital mapping datasets in formats compatible with county systems, authorized first responder platforms, and applicable GIS standards.
• Include complete digital map files, GIS datasets, and supporting documentation.
• Ensure secure transfer and storage of sensitive facility data and provide training or guidance to designated county personnel for accessing and utilizing the mapping data as needed.
- Project management and reporting
• Develop and maintain a detailed project schedule to ensure timely completion of all facilities and shall provide regular written progress reports to county and the center.
• Coordinate with county, MCSS, and other relevant stakeholders throughout the project lifecycle and promptly notify county of any issues affecting scope, schedule, or compliance.
- Data ownership, security, and maintenance
• All mapping data produced under this contract shall be the sole property of county.
• Implement appropriate data security safeguards and provide recommendations for data maintenance and update procedures.
• Outline responsibilities for ongoing updates, archiving, review cycles, and define secure data sharing protocols for authorized stakeholders.
- Optional support services
• Technical assistance for updates or revisions to digital school mapping datasets and offer recommendations for integrating mapping data with additional school safety or emergency response systems.
- Software, licensing, and intellectual property rights
• Clearly identify all software platforms, applications, tools, or proprietary systems used in the development, storage, or delivery of digital school mapping datasets.
• Any software required for county to access, manage, or utilize the mapping data shall be disclosed in the proposal, including associated licensing terms, user limitations, subscription requirements, renewal costs, and maintenance fees.
• All digital mapping datasets, GIS files, floor plans, and associated metadata produced under this contract shall be the sole property of county.
• Receive unrestricted rights to access, use, reproduce, modify, and share the mapping data with authorized stakeholders, including first responders and emergency management personnel, without additional licensing fees.
• Provided in open, non-proprietary, GIS-compatible formats that do not require exclusive vendor software for access.
• If proprietary software is proposed, the contractor must provide full disclosure of licensing structure and demonstrate how county will retain uninterrupted access to its data independent of continued contractual services.
• Any third-party licensing agreements shall be fully disclosed and subject to review and approval by county prior to contract award.