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HomeMy WebLinkAboutAgenda - 06-22-1998 - 8hhORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 22, 1998 Action Agenda Item No. g_ SUBJECT: Interlocal Agreement with Town of Chapel Hill -Fair Share Costs of GIS Products & Services DEPARTMENT: Land Records PUBLIC HEARING: (Y/N) Na~-~' BUDGET AMENDMENT: (Y/N) 1Ya, ATTACHMENT(S): Proposed Interlocal Agreement INFORMATION CONTACT: Roscoe Reeve, ext 2501 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To approve aninter-local agreement between Orange County and the Town of Chapel Hill for the mutual purchase of GIS products from the County's vendor, Atlantic Technologies. BACKGROUND: On January 20, 1998 the Board of Commissioners approved an agreement with Atlantic Technologies to purchase digital data products to enhance the development of GIS in the County by obtaining new orthophotos, topography, and planimetrics. This agreement covers a multi-phase, multi-year project, and involved the participation of the County's municipalities, OWASA, and the University in selecting the vendor and in designating the standards and features of the data to be purchased. The agreement with Atlantic allowed the Town of Chapel Hill to purchase GIS products produced by the vendor from the County. The attached interlocal agreement between the County and the Town sets policy on how data may be obtained when (1) the County has purchased a GIS digital data product that the Town wants, or when (2) the Town has purchased a GIS digital data product that the County wants. A fair-share basis to this agreement recognizes that the Town and County would have had different standards and interest in features had they sought a contract with the vendor on their own and therefore the joint or separate purchase of these products from each other should reflect those differences. In general, the Town desires, in its jurisdiction for its purposes (engineering, site design, development review), much larger scale mapping and more geographic features captured than the County would need for its purposes (tax appraisal, emergency services) in that area. The Town has already paid a share of the first two phases of the project (aerial photography, ground control) that were approved by the Board on January 20, 1998. RECOMMENDATION(S): The Manager recommends that the Board approve the inter-local agreement with the Town of Chapel Hill, subject to final review by the County Attorney, and authorize the Chair to sign. (County Draft 3 6/98) ~ 2 INTER-LOCAL AGREEMENT THIS AGREEMENT, made this day of 1998, by and between Orange County, hereinafter referred to as "the County," and the Town of Chapel Hill, North Carolina, hereinafter referred to as "the Town," WHEREAS, the Town participated with the County when the County issued requests for proposals (hereinafter "the RFP"), on November 6, 1997 (amended on November 18, 1997) to obtain digital Geographic Information System (GIS) services and products; and WHEREAS, on January 20, 1998, the County awarded a contract to Atlantic Technologies Ltd. of Huntsville, Alabama (hereafter "the Company"), to provide services and products for GIS development as described in the RFP and the Company response (hereinafter "the GIS Contract"); and WHEREAS, the GIS Contract allows the Town to purchase the services and products from the County that the Company completes; and WHEREAS, the County and the Town have decided that an agreement is necessary for the purchase and delivery of the services and products to the Town and that afair-share is the basis for the Town's cost; and WHEREAS, it has been determined that the services and products desired by the parties to this agreement can be shared in an equitable manner as provided in this agreement. IT IS THEREFORE agreed and understood that: CONDITIONS 1. All products created by the Company for the County are the property of the County. 2. The Town may purchase from the County, for the areas designated as Chapel Hill Tiles and Carrboro/Chapel Hill Tiles on the revised contract map attached as Exhibit A, any service or product obtained from the Company pursuant to the GIS Contract, for the following costs: Analytical, Digital Ortho's, Planimetric, and Topography for $154,117 (Phases C-F). 3. The County will provide quality control review of products delivered by the Company to the County, including an expert consultant when necessary. (County Draft 6/98) 3 4. When provided by the Company, the County will deliver requested products to the Town in the format and on the media within the capability of the County's ARC/1NF0 software and IBM hazdwaze which at this time is CDROM and 8mm Tape Caztridge. 5. The Town may refer all clients, citizens, and customers to the County's Land Records/ GIS Office for the purchase of digital map coverages, images and files. The Town will not sell or give the digital products purchased from the County without requiring the purchaser/receiver to sign an agreement in substantially the form of the enclosed. SPECIAL CONDITIONS The Town may purchase from the Company, for its own purposes, digital services and products through the County, in the area designated on the revised contract map, before the County has purchased the said services and products from the Company. 2. If the Town wishes to purchase said services and products before the County, it will execute a purchase order (PO) to the County which will issue a PO to the Company and supervise the delivery of requested services and products to the Town. Upon receipt of invoices from the Company for services and/or products for the Town, the County will invoice the Town per the Company invoice and the Town will reimburse the County, as soon as possible, whereby the County will issue payment to the Company. If the Town purchases said services and products before the County, the County's consultant may evaluate the quality of the services and products that are performed or delivered by the Company. 4. If the Town purchases said services and products before the County, it will be responsible for the full cost of the services and products including, but not limited to, Analytical, Orthophotos, Topography, and Planimetrics. 5. If the Town purchase said services and products before the County, it will have the right to sell or give the products purchased by the Town directly to other persons, agencies, firms, or clients without the permission of the County or the sharing of fees. The Town will not sell or give the digital products so purchased without requiring the purchaser/receiver to sign an agreement that the purchaser/receiver releases the County, Town, and Company from liability for the accuracy and completeness of the digital product. (County Draft 6/98) 4 6. If the Town purchases said services and products before the County, the County will have the right to purchase the products from the Town, including Analytical, Orthophotos, Topography, and Planimetrics for 25% of the cost of products, on a per-tile basis. The County will not sell or give the digital products. purchased from the Town without requiring the purchaser/receiver to sign an agreement in substantially the form of the enclosed. 7. If the Town purchases said services and products before the County, and the products are delivered by the Company, the Town will deliver products purchased by the County in the format and on the media within the capability of the Town's ARC/INFO software and GIS hazdwaze, which at this time includes CDROM, 2GB-DAT, and 8mm tape cartridge. 8. If the Town orders products or services after November I, 2000, it will be subject to the cost adjustment that is a part of the County's GIS Contract. IN WITNESS WHEREOF, the parties hereto have executed this Inter-Local Agreement the day and yeaz first above written. COUNTY: TOWN: ORANGE COUNTY, NORTH CAROLINA TOWN OF CHAPEL HILL BY: BY: Margaret W. Brown, Chair W. Calvin Horton Orange County Boazd of commissioners Town Manager ATTEST: ATTEST: Beverly Blythe, Clerk to the Board Ken Chavious, County Finance Director Peter Richazdson, Town Clerk James Baker, Town Finance Director