HomeMy WebLinkAboutBozeman_CGS_Proposal_FinalCity of Bozeman
MONTANA
Request for Proposals (RFP)
GIS Data & Database Architecture
& Data Maintenance with
Health Check
January 15, 2021
Mike Maas, City Clerk
City of Bozeman
(406) 582-2321
agenda@bozeman.net
RE: Request for Proposals (RFP) GIS Data & Database Architecture and Data Maintenance Health
Check
Selection Committee,
Cultivate Geospatial Solutions (CGS) would like to thank the City of Bozeman, Montana for the
opportunity to submit our response for the Request for Proposal Number GIS Data & Database
Architecture and Data Maintenance Health Check. CGS is a GIS powerhouse firm that exemplifies GIS
expertise and services to local governments. Our team represents decades of GIS industry experience
that speaks through the success of our customers and friends.
The CGS Team is prepared to support the City of Bozeman with a full review of their existing database
architecture (both traditional geodatabase as well as hosted data), and provide recommendations for
where transitioning from a traditional GIS to a web-based Enterprise GIS is best practice. In addition, the
regional nature of our team means we are very accustomed to efficient remote team collaboration. Our
technical offices are located in Indianapolis, IN, Columbus, OH, Cincinnati, OH, Bend, OR, Fort Collins,
CO and Tampa, FL.
CGS is focused on providing expert innovation for GIS and asset management system services. The CGS
team has carefully reviewed the City of Bozeman’s Request for Proposal and have developed an approach
that is City of Bozeman goal centric.
On behalf of CGS, I look forward to the opportunity to work with the City of Bozeman. If you have any
questions or concerns, please do not hesitate to contact me directly. I am a primary contact for the firm
and I may be reached at rtarbet@cultivategeospatial.com; phone: (775) 560-9909; and address: 2947 NW
Merlot Lane, Bend, OR 97703.
Sincerely,
Ryen Tarbet
Principal, Western Regional Manager
www.CULTIVATEGEOSPATIAL.com
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a) Executive Summary
Cultivate Geospatial Solutions, LLC (CGS) is a Geographic Information System (GIS) powerhouse firm that
provides GIS expertise and services to local governments. CGS represents decades of GIS industry
experience that speaks through the success of our customers and partners. The CGS Team is prepared to
support the City of Bozeman through a GIS Data & Database Architecture and Data Maintenance Health
Check.
CGS provides the following related services nationally:
● GIS Strategic Planning and Staff Augmentation: CGS provides services for creating, maintaining,
and delivering geospatial mapping solutions as diverse as the customer’s information needs. We
provide the right resources at the right time to help our customers reach their geospatial goals.
● GIS Enterprise planning, auditing, and
implementation: CGS provides
enterprise planning, business process
analysis, systems implementation and
applications development to all sectors
of government. We help clients define
their spatial information technology
vision, mission and strategic objectives.
These services are instrumental in
supporting our clients’ program and
project prioritization requirements to
achieve stated goals.
● GIS Desktop/Web and database applications development: We design & implement GIS systems,
analyze data, customize software and provide additional services tailored to specific client needs.
The anticipated project will focus on the specific goals and objectives for the City of Bozeman in the
course of three (3) tasks. These tasks are 1. Discovery, 2. Review, and 3. Recommendations. The
graphic below highlights the critical elements of establishing a sustainable GIS Program. CGS is well-
versed in identifying, developing, and documenting each of these GIS, Data, and Software
Development service
categories of a GIS
Program.
For this important project,
CGS is designated a senior
level team under the
leadership of Mr. Tom
Brenneman. Our team has
successfully completed
similar GIS consulting
projects. The following
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diagram provides a visual representation of the holistic outlook our team applies towards any GIS
advisement.
b) Firm/Individual Profile
Cultivate Geospatial Solutions, LLC (CGS), formed in 2020, is a GIS service and software company focused
on local government. Specifically, CGS excels at GIS and asset management solutions. Managed by
professionals with extensive GIS experience, CGS has regional offices in Indianapolis, IN, Columbus, OH,
Cincinnati, OH, Bend, OR, Fort Collins, CO and Tampa, FL with additional staff throughout the country.
CGS is a limited liability company whose staff includes application developers, system architects, database
administrators, web application designers, GIS professionals (GISP), planners (AICP) and Certified Project
Managers (PMP). CGS team members are providers of custom, automated, GIS and/or web-based
software solutions that increase efficiency and usability while reducing workload and cost. CGS uniquely
offers all the necessary cutting-edge services integrated within one company. CGS is a highly adaptable
technology leader and custom software development firm specializing in GIS implementation and web
and database applications. We excel at the design, development and implementation of information
systems as well as the creation of custom interactive websites that meet the demands of the decision
makers.
Legal Name and
Tax ID
Corporate Address Phone Number Website and Email
Cultivate Geospatial
Solutions, LLC.
85-2771504
6213 Shadowlake
Drive Apollo Beach,
FL 33572
(775) 560-9909 www.cultivategeospatial.com
rtarbet@cultivategeospatial.com
Sampling of other CGS governmental customers:
Rhode Island DOT
Virginia DOT
Danbury, CT
Dover, NH
Framingham, MA
Middletown, NJ
Stratford, CT
Columbus, OH
Des Moines, IA
Albuquerque, NM
Boise, ID
Kirkland, WA
Olympia, WA
Florida DOT
Kansas DOT
Colorado DOT
Collier County, FL
Fort Worth, TX
Houston, TX
San Antonio, TX
Williams County, TX
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c) Description of Proposal Solution
CGS has the knowledge, skills, and abilities to successfully carry out the “GIS Data & Database Architecture
and Data Maintenance Health Check'' project for the City of Bozeman. CGS understands a full review of
the existing database architecture (both traditional geodatabase as well as hosted data) is desired. In
addition, CGS is prepared to provide recommendations for transitions from traditional GIS to a web-based
Enterprise GIS. The following table narrates the details describing CGS’s proposed approach to conducting
a database & data architecture review and recommended plan. It is understood that additional
recommendations and services may be needed beyond this list as the partnership between CGS and the
City work together on this important project.
The CGS proposed solution for this project will be completed in three (3) distinct tasks. The project will
be completed prior to Monday May 31st, 2021. The tasks are 1. Discovery, 2. Review, and 3.
Recommendations. Project Management shall follow guidelines as advised by the Project Management
Institute. Mr. Brenneman will serve as the GIS and technical lead and Mr. Doug Lynch will be the Project
Manager. Mr. Lynch has decades of experience managing projects with GIS and Esri technology.
The following is the work breakdown structure:
TASK 1: Discovery
TASK 2: Review
TASK 3: Recommendations
TASK 1: Discovery
This initial task will include a kick-off meeting, the Project Management organization, and a series of
interviews with identified stakeholders. CGS will use a secure on-line project management tool to
coordinate schedules, share project documentation, and keep all stakeholders informed. This approach
allows for 24x7 accessibility and transparency for the overall project. This task will commence after a
formal notice to proceed with a fully executed contract. An initial meeting that includes the project
managers from City of Bozeman and CGS will establish the Project Charter and confirm the scope of
services. A second call with a broader stakeholder team will then be scheduled and conducted to share
the project plan, a survey of questions, and to make specific requests for technical team members. From
the initial meeting, additional smaller group sessions will be scheduled per the management team. The
table below identifies key information sought during this initial task as they align with the City of
Bozeman’s goals.
TASK 2: Review
Task 2 includes the review of data, software, people, and procedures at the City of Bozeman. The
following table shows the anticipated activities as they align with the goals for the City. This task will focus
on system integrations, data dependencies, and other specifics where the CGS team of experts will
collaborate on the audit of information and situation at the City of Bozeman. The established
Communication Plan will direct questions and communication with the City of Bozeman staff to efficiently
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obtain answers to questions and complete the tasks outlined in the table below. The online project
management tool will also be used as a means of capturing questions and answers in an authoritative
manner and will alleviate the overloading of email correspondence for City of Bozeman staff. CGS
recognizes that staff do have responsibilities and we do not wish to generate inconvenient interruptions
in City business.
TASK 3: Recommendations
The third and final task will include a presentation of the overall findings and recommendations. In
addition, the developed deliverables will be finalized and provided. In this final task, information gathered
and studied to this point will be refined and compiled. The broader CGS team will collaborate based on
subject matter knowledge to provide recommendations that meet best practice standards. The CGS
team’s network will be leveraged to the best of its ability to isolate a high value final set of
recommendations.
In addition to the above tasks, the CGS team will conduct daily stand-up meetings where members will
share the previous day’s accomplishments, the current day's activities, and if any impediments are
blocking progress. These are internal meetings and can be made available to City of Bozeman staff to
participate in at any time. Additionally, standard weekly reporting of activities and monthly reporting will
be completed, posted to the project website, as well as be sent to the City of Bozeman leadership team
as specified in the communication plan of the Project Management Plan established in the first task.
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d) Scope of Project
The following table shows a summary of the proposed products that will be provided at the completion
of this project along with lessons learned from similar past projects:
Task Deliverables Lessoned Learned from Past Projects
1. TASK 1: Discovery
● Project Management Plan
a. Stakeholder
Register
b. Communication
Plan
c. Risk Register d. Schedule
● Kick-off Meeting (Virtual)
● Interview Sessions (Virtual)
a. Discovery and
information
gathering
● Project Management Institute
organization and web-based tools to
keep project team informed and
focused.
● Paper-based and web-based surveys
for information gathering along with
compartmentalized interviews.
● Up and downstream system review for
dependencies. Application owners
involved.
2. TASK 2: Review
● Audit of Software, Data,
People, and Processes
● Technical Team meeting at beginning
of project for accessibility.
● Auditable chain of custody for data
management for accountability
3. TASK 3:
Recommendations
● Compilation of Final
Recommendation
Document
● Formal presentation of
Final Recommendations
● Project Review and
Closeout
● Data Management Program
Framework included with
recommendations.
● Goals and Performance-based metrics
in recommendations to drive towards
sustainable improvements.
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e) Related Experience with Projects Similar to Scope of Services
The following table shares descriptions of similar projects successfully completed for enterprise GIS
departments.
Client Name Detailed Description
City of Fishers, Indiana
Tracy Gaynor
Director, Information
Technology
City of Fishers
3 Municipal Drive, Suite 210
Fishers, IN 46038
gaynort@fishers.in.us
317-595-3114
GIS data and systems auditing. Support for all day-to-day GIS
needs including Esri software lifecycle planning and
management. GIS data layer planning and editing. Training
and knowledge transfer to staff as well as website application
and ArcGIS Online management.
Ohio Department of
Transportation – Office of
Technical Services
Stephen Hale
GIS Services Manager – Office
of Technical Services
Ohio Department of
Transportation
1980 West Broad Street
Columbus, Ohio 43223
Stephen.Hale@dot.ohio.gov
(614)752-6921
GIS Data Maturity audit and assessment for the State
Department of Transportation GIS and Asset Management
teams. Development of custom applications focused on
specific end users for statewide access to data. In addition,
development of a statewide decision support application with
database design, data development, ETL’s, and integration of
Esri technologies with Business Intelligence software.
Monroe County Property
Appraiser, Key West Florida
Robert Shaw, Director
Information Technology
500 Whitehead St.
Rear of Building
Key West, FL 33040
RShaw@mcpafl.org
(305) 292-3503
GIS Strategic Planning, GIS Database Design, staff
augmentation, and GIS application design and development.
On-call, customer support and services including Esri ArcGIS
Server upgrades and planning. Training and staff resource
planning and consulting.
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f) Statement of Qualifications
The following table includes professional credentials, experience, and qualifications of the CGS team.
Name(s) Project Role Years of
Experience Education / Certifications
Ryen Tarbet Principal in Charge 22 BS, Management Information
Science
Doug Lynch
Project Manager, GIS
Solutions Architect,
Technical Trainer
20
BS, Geography
AS, Cartographic and Mapping
Technology
GISP
Tom Brenneman GIS Manager 25 BS, Environmental Science
GISP
Jeff Germain System Architect 20 BS, Geology
Anthony Clark GIS Support Analyst/FME
Expert
17 BS, Geography
Brian Sovik Quality Assurance Analyst 20 BA, Geography
MPA, MAS, PMP, GISP
Based on the Scope of Services below are the activities to be rendered for this project by the CGS team.
City Goals CGS Proposed Activities and Approach
1. Review of the existing use of
Enterprise Geodatabase
● Review Esri Licensing Agreement.
● Establish connectivity to GIS (SDE credentials).
● Conduct interviews and review of GIS data.
● Inventory destination applications and dependencies.
● Leverage ArcGIS Data Reviewer extension to determine current
data gaps, data completeness, and data integrity.
● Use ArcGIS Diagrammer tool to map out each SDE feature class
parameters. This will document fields, field types, and
associated domains (if enabled).
● SDE Feature Class Version control, update frequencies,
authoritative data locations.
● Identify and document related tables and attachments.
2. Review of the existing use of File
Geodatabases
● Conduct interviews and review of GIS data.
● Review tools used by City: ArcToolboxes, Geoprocessing
Services (FME), Models (from ModelBuilder), ArcPy Scripts, VB
logic statements, SQL Expressions, Web App Builder apps, Esri
workforce apps (Collector, Survey 1-2-3, and Workforce for
ArcGIS, etc.), that are used to support the City’s GIS needs.
● Review other applications used by the City to disseminate data
internally and publicly.
a. Web applications
b. ArcGIS Online
● Inventory destination applications and dependencies.
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City Goals CGS Proposed Activities and Approach
● Leverage ArcGIS Data Reviewer extension to determine current
data gaps, data completeness, and data integrity.
● Use ArcGIS Diagrammer tool to map out each feature class
parameters. This will document fields, field types, and
associated domains (if enabled).
● Identify and document related tables.
3. Review of the existing use of
Hosted data (ArcGIS Enterprise
Data Store and ArcGIS Online)
● Conduct interviews to inventory web map services in use.
● Provide a comprehensive web map service listing based on
business needs.
● Provide ongoing resource locations for map services deemed
useful for business needs.
● Provide a dashboard showing the amount of hosted data
organized by user and sharing permissions.
4. Review of the existing use of
Enterprise Geodatabase
● Establish connectivity to GIS (SDE credentials).
● Conduct interviews and review of GIS data.
● Inventory destination applications and dependencies.
● Leverage ArcGIS Data Reviewer extension to determine current
data gaps, data completeness, and data integrity snapshot.
● Use ArcGIS Diagrammer tool to map out each SDE feature class
parameters. This will document fields, field types, and
associated domains (if enabled).
● SDE Feature Class Version control, update frequencies,
authoritative data locations.
● Identify and document related tables.
5. Review of the existing use of File
Geodatabases
● Conduct interviews and review of GIS data.
● Review tools used by City: ArcToolboxes, Geoprocessing
Services (FME), Models (from ModelBuilder), ArcPy Scripts, VB
logic statements, SQL Expressions, Web App Builder apps, Esri
workforce apps (Collector, Survey 1-2-3, and Workforce for
ArcGIS, etc.), that are used to support the City’s GIS needs.
● Review other applications used by the City to disseminate data
internally and publicly.
a. Web applications
b. ArcGIS Online
● Inventory destination applications and dependencies.
● Leverage ArcGIS Data Reviewer extension to determine current
data gaps, data completeness, and data integrity snapshot.
● Use ArcGIS Diagrammer tool to map out each feature class
parameters. This will document fields, field types, and
associated domains (if enabled).
● Identify and document related tables
6. Review of the existing use of
Hosted data (ArcGIS Enterprise
Data Store and ArcGIS Online)
● Conduct interviews to inventory web map services in use.
● Provide a comprehensive web map service listing based on
business needs.
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● Provide ongoing resource locations for map services deemed
useful for business needs.
● Review dashboard showing the amount of hosted data
organized by user and sharing permissions.
7. Recommendations for
improving database
maintenance and overall
performance
● Use findings for documentation of workflow to edit, maintain,
and backup GIS data.
● Review processes for data quality control and quality assurance
● Document Data Providers, Data Owners and Data Stewards in
relation to how data is edited and disseminated within the City
and to the public.
● Review Metadata and processes used to maintain currency.
● Provide formal recommendations memorandum
● Provide recommendations for automation to manage versions
and indexes
8. Recommendations to improve
data management (including
integrations), (File Geodatabase,
Enterprise Geodatabase, Hosted
Feature Service, etc.)
● Develop questionnaires using URISA GIS Data
Assessment/Maturity model.
● Utilize assessment to provide a score for GIS maturity based on
current state and future needs.
● Results of assessment will assist the City in setting goals and
measuring success.
● Identify required GIS data, data fields, and services that
support business systems.
● Recommend sustainable database design, schema, symbology
for optimal performance.
● Data management prioritization and cleanup
recommendations memorandum.
● Custodianship checklist (Standard Operating Procedures).
Recommendations for migrating to
new data models (i.e. ArcGIS
Solutions for Local Government,
Utility Networks, etc.)
● Identify any gaps in Esri Licensing Agreement with
recommendations
Make recommendations based on current department functions and
anticipated department growth.
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g) References
The following table contains three (3) references of similar support services in comparable organizations
conducted in the past three (3) years. The table includes the client name and a detailed description that
clearly justifies why the CGS Team member’s past experience is applicable to this RFP as follows:
City of Fishers, Indiana
Tracy Gaynor
Director, Information Technology
City of Fishers
3 Municipal Drive, Suite 210
Fishers, IN 46038
gaynort@fishers.in.us
317-595-3114
Ohio Department of Transportation – Office of Technical Services
Stephen Hale
GIS Services Manager – Office of Technical Services
Ohio Department of Transportation
1980 West Broad Street
Columbus, Ohio 43223
Stephen.Hale@dot.ohio.gov
(614)752-6921
Monroe County Property Appraiser, Key West Florida
Robert Shaw, Director Information Technology
500 Whitehead St.
Rear of Building
Key West, FL 33040
RShaw@mcpafl.org
(305) 292-3503
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h) Present and Projected Workloads
The following table presents current workload availability to support this project.
Name Project Role Project
Availability
Ryen Tarbet Principal in Charge 25%
Doug Lynch Project Manager, GIS Solutions Architect,
Technical Trainer 95%
Tom Brenneman GIS Manager 80%
Jeff Germain System Architect 80%
Anthony Clark GIS Support Analyst 90%
Brian Sovik Quality Assurance Analyst 80%
i) Key Personnel
CGS is a diverse team with a wide range of skills and talents. Tom Brenneman, GISP will be the key
resource and lead for the opportunity to partner with the City of Bozeman. Doug Lynch, GISP will serve
as the Project Manager with support from Brian Sovik, GISP, SFC, PMP. Across the team, decades of hands-
on experience are made available for the best value for the City. The following individuals are the
principal’s of CGS: Ryen Tarbet, Tom Brenneman, Doug Lynch, Brian Sovik, and Dean Tran.
The following short biographies details experience for each team member:
Ryen Tarbet – Principal-in-Charge, Western Regional Manager
Mr. Tarbet is the CGS Western Regional Manager and a Subject-Matter Expert at CGS. He has developed
extensive experience as a leader and educator in the fields of GIS asset management and computerized
maintenance management systems (CMMSs). Mr. Tarbet has worked with GIS throughout his career, and
he has expertise in US, Canadian and International financial accounting standards. He is familiar with
numerous CMMS systems, and has subject matter expertise with infrastructure life-cycle financial
planning. Mr. Tarbet is also the Chair (and former Head) of the USA delegation to the International
Standards Organization Technical Committee 251 (ISO 55000) regarding asset management. Since 2014,
he has been a Co-Instructor of the “Citywide Asset Management” executive development course at the
University of Wisconsin-Madison College of Engineering.
Doug Lynch – Project Manager
Mr. Lynch is a Project Manager at CGS. Mr. Lynch has been working in the GIS Industry since 2000
specializing in GIS project development and management experience in the areas of local government,
transportation, land use, planning real estate and the environment. Mr. Lynch stays current in Esri GIS
software and database modeling. He also has extensive experience with GPS asset collection software and
hardware. Mr. Lynch’s GIS and planning experience includes GIS solutions for numerous transportation
projects. Mr. Lynch is a frequent presenter at conferences focused on GIS across the United States.
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Tom Brenneman – Project Technical Lead
Mr. Brenneman is a seasoned GIS Architect and industry leader in providing innovative GIS consulting
services, utilizing state-of-the-art GIS technology by Esri. Mr. Brenneman has extensive experience with
legacy applications as well as the ArcGIS framework. Mr. Brenneman had a 25-year career working at Esri
in various technical roles. While at Esri he authored several training courses including Creating and
Managing Geodatabases and ArcGIS Server Administration. He also taught courses like Introduction to
ArcSDE, and ArcGIS Administration for SQL Server. Mr Brenneman also has extensive experience building
and implementing a plan for GIS with organizations such as the Louisville/Jefferson County Information
Consortium (LOJIC) and Cincinnati Area Geographic Information System (CAGIS). Mr. Brenneman is well-
versed with ArcGIS Desktop, ArcGIS Enterprise, ArcGIS Online, ModelBuilder, Python, ArcGIS Spatial
Analyst, ArcGIS 3D Analyst, Visual Basic, ArcObjects, AML, and geodatabase design. Mr. Brenneman’s role
will be the key technical resource for this proposal.
Jeff Germain – GIS Application Developer/Architect
Mr. Germain is the Senior Software and Database Architect for CGS. Since 2004, Mr. Germain has been a
leader in programming and application design and development. Focused largely on Esri and Microsoft
.NET technologies, Mr. Germain has been developing GIS solutions using ArcGIS Enterprise, ArcGIS
Desktop, ArcGIS Runtime SDK for .NET, Leaflet and Google Maps. Lately, Mr. Germain has been building
web mapping applications on Microsoft’s ASP.NET MVC framework, SQL Server, Esri’s ArcGIS API for
JavaScript, Esri Leaflet, HTML5 and backbone.js. Mr. Germain is a developer who is known for tackling the
most complex tasks on development projects and producing ground-breaking solutions for GIS
applications.
Anthony Clark – GIS Analyst
Mr. Clark is a detail oriented professional with 15+ years of experience in the Geospatial and Remote
Sensing industry, serving both Private and Public sectors. Customer service oriented professional
managing both internal and external customer expectations to deliver on contract requirements on-time
and within budget. With a passion for continuous improvement, established lean processes and
procedures for various transportation groups, project management, and flight departments.
Brian Sovik, PMP, SFC, GISP
Mr. Sovik has been working with GIS technologies since 1993 and currently excels in GIS support and
solutions services for government entities. He is a seasoned project manager with real-world experience
working with dozens of clients throughout the United States and the Caribbean. Mr. Sovik’s experience
includes consultation in private, academic, local, state and federal organizations. He has proven
experience in technical writing, GIS expert witness testimony, GIS training, database design, custom
software implementation and project management for a wide range of projects in terms of size and
complexity. Mr. Sovik’s role will be key support and management for this project.
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k) Price Proposal
The following table presents our pricing to successfully deliver this project:
Task Description Total
Discovery $17,550.00
Review $4,500.00
Recommendation $7,800.00
Total $29,850
Special note: All members of the team will be part of the kick-off and project plan development. This
offers the greatest value to the City. The investment by CGS into the partnership for working with the City
is important for overall success and having a relationship in place across the entire team is a meaningful
investment to increase project success.
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m) Affirmation of Nondiscrimination & Equal Pay
Cultivate Geospatial Solutions, LLC. hereby affirms it will not discriminate on the basis of race, color,
religion, creed, sex, age, marital status, national origin, or because of actual or perceived sexual
orientation, gender identity or disability and acknowledges and understands the eventual contract
will contain a provision prohibiting discrimination as described above and this prohibition on
discrimination shall apply to the hiring and treatments or proposer’s employees and to all
subcontracts.
In addition, Cultivate Geospatial Solutions, LLC. hereby affirms it will abide by the Equal Pay Act of
1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana
Equal Pay for Equal Work “best practices” website,
https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and
has read the material.
Ryen Tarbet
Principal, Western Regional Manager
www.CULTIVATEGEOSPATIAL.com