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HomeMy WebLinkAbout2004 S Purchasing -Geographic Technologies Group Inc RFP Award Address Geocoding From Field VerificationThis Agreement into by and bet "COUNTY"), and "CONTRACTOR"); RETURN THIS COPY TO THE CLERIK'S OFFICE FOR THE PERMANENT AGENDA FILE CONTRACT FOR SfiRVICES ~ )~ (hereafter "Contract") for services made and entered ~ '3 ween the'COUNTY OF ORANGE, North Carolina (hereinafter Geographic Technologies Group, Inc., (hereinafter WITNESSETH THAT: WHEREAS, the COUNTY chose THE CONTRACTOR through a competitive Request for Proposals; and, WHEREAS, the COUNTY desires to engage THE CONTRACTOR to provide professional services; and, WHEREAS, the COUNTY finds that the proposed Scope of Services and terms of this Contract are acceptable; and, WHEREAS, CONTRACTOR desires to provide said Scope of Services and agrees to do so for the compensation and upon the terms and conditions as hereinafter set forth, NOW, THEREFORE, the parties hereto do mutually agree as follows: 1. Employment of CONTRACTOR. COUNTY hereby engages CONTRACTOR and CONTRACTOR hereby agrees to perform the professional services hereinafter set forth. The intent of this Contract is to set out the general and specific terms by which individual deliverables are agreed to. 2. Sco e of Services. CONTRACTOR shall perform, in a professional manner, the services set forth in this Contract and the ADDENDUM A thereto, which outline the scope of services, including the deliverables, schedules and fees. ADDENDUM A is incorporated and is termed "Scope of Services" herein. 3. Extra Services. CONTRACTOR shall provide extra services, not specifically called for in the Scope of Services, only upon written authorization of COUNTY. 4. Time of Performance. CONTRACTOR will commence work on, or as soon as practicable after, the date of execution of the Contract, and all work as set forth in the Scope of Services shall be completed within the time specified therein assuming the timely submission of all required data (current hardware and software specifications, a list of available/existing GIS data) and the scheduling of all meetings and reviews by COUNTY. If COUNTY requests modifications to the Scope of Services, the time of performance of CONTRACTOR shall be adjusted appropriately. CONTRACTOR'S services under this Contract and the Scope of Services shall be considered complete at the earlier of the date when the submissions for that deliverable of the Scope of Services has been accepted by COUNTY. 5. Meetings. This Contract includes attendance by CONTRACTOR at meetings, as identified in the Scope of Services, to make presentations or to otherwise review the progress of the work. 6. Reports. CONTRACTOR shall prepare and submit to COUNTY reports as called for in the Scope of Services. 7. Compensation. CONTRACTOR agrees to perform the services provided for in this Contract and the Scope of Services and COUNTY agrees to compensate CONTRACTOR for such services as set forth in this Contract and in Addendum A and the documents attached thereto. Payment to CONTRACTOR will be made within 30 calendar days after receipt of invoice or within 30 calendar days after acceptance of deliverables by COUNTY, whichever is later, upon submission by the CONTRACTOR of evidence satisfactory to the COUNTY that all payrolls, material bills, and other costs incurred by the CONTRACTOR in connection with these services have been paid in full. Final payment on account of the Contract shall be made within said thirty (30) days after the completion by the CONTRACTOR of all work covered by the Contract and the acceptance of such work by the COUNTY. 8. Personnel. CONTRACTOR represents that it has, or will secure at its own expense, all personnel required to perform the services under this Contract and that such personnel will be fully qualified to perform such services. 9. Responsibilities of COUNTY. It is agreed that COUNTY will have the following responsibilities under this Contract: a. The provision of all available information, data, reports, records, and maps to which COUNTY has access and which are needed by CONTRACTOR for the performance of the services provided for herein. b. Providing assistance and cooperation for CONTRACTOR in obtaining any other needed material that COUNTY does not have in its possession. c. Making available the services of COUNTY as may be necessary to obtain information as needed to perform the work set forth in the Scope of Services. d. The designation of a single representative who will be authorized to make necessary decisions required on behalf of COUNTY and will serve to provide the necessary direction and coordination for the project. All such responsibilities shall be conducted in a timely manner and without undue delay so as not to delay CONTRACTOR in the performance of its services. 10. Delays Beyond the Control of CONTRACTOR. It is agreed that events that are beyond the control of CONTRACTOR or COUNTY may occur which may delay the performance of the Scope of Services. 2 In the event that the performance of the Scope of Services by CONTRACTOR is delayed beyond its control, CONTRACTOR shall notify COUNTY of such delay and the reasons therefore, and COUNTY shall not unreasonably refuse to extend the time of performance appropriately. 11. Dispute Resolution. The parties will attempt in good faith to resolve any controversy or claim arising out of or relating to this agreement promptly by negotiation between senior executives of the parties who have authority to settle the controversy. The disputing party shall give the other party written notice of the dispute. Within ten days after receipt of said notice, the receiving party shall submit to the other a written response. The notice and response shall include: (a) a statement of each party's position and a summary of the evidence and arguments supporting its position, and (b) the name and title of the executive who will represent that party. The executives shall meet at a mutually acceptable time and place within twenty days of the date of the disputing party's notice and thereafter as often as they reasonably deem necessary to exchange relevant information and to attempt to resolve the dispute. If the controversy or claim has not been resolved within thirty days of the meeting of the senior executives, the parties shall endeavor to settle the dispute by mediation or pursue amicable termination. Notwithstanding the foregoing, if the dispute between the parties is not resolved by negotiation or mediation, the parties may seek and pursue any legal and/or equitable remedy available. 12. Changes. COUNTY or CONTRACTOR may, from time to time, request modifications or changes in the Scope of Services. Such changes, including any increase or decrease in the amount of CONTRACTOR'S compensation, which are mutually agreed upon by and between COUNTY and CONTRACTOR, shall be incorporated in written amendments. 12. Termination of Contract. This Contract may be terminated by either COUNTY or CONTRACTOR with 30 days written notice. In the event of such termination, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by CONTRACTOR shall become COUNTY'S property. CONTRACTOR shall be entitled to receive just and equitable compensation for work accomplished prior to the termination. 13. Assignment. This Contract shall not be assigned or transferred by either CONTRACTOR or COUNTY without the prior written consent of the other. 3 14. Liability and Standard of Care. CONTRACTOR shall perform services for the COUNTY in a professional manner, using that degree of care and skill ordinarily exercised by contractors practicing in the same or similar locality as the project. The total liability of CONTRACTOR whether in contract, tort (including negligence, whether sole or concurrent), or otherwise arising out of, connected with or resulting from the services provided pursuant to this agreement shall not exceed the total fees paid for the Work Order Agreement in question. The CONTRACTOR hereby agrees to indemnify and hold harmless the COUNTY, its departments and divisions, its employees and agents, from any and all claims, liabilities, expenses or lawsuits caused by the CONTRACTOR'S breach of contract or the negligent performance by CONTRACTOR (or by any person acting for the CONTRACTOR or for whom the CONTRACTOR is responsible). CONTRACTOR will maintain the following minimum limits of insurance during the term of this agreement: 1. General Liability Each Occurrence: $1,000,000 Fire Damage (Any one fire) $50,000 Medical Expenses (Any one person) $5,000 Personal & Adv Injury $1,000,000 General Aggregate $2,000,000 2. Automobile Liability - Combined Single Limit $1,000,000 3. Worker's Compensation Statutory Each Accident $100,000 Each Disease - Each Employee$100,000 Each Disease - Policy Limit $500,000 15. Payments. COUNTY will make payments to the CONTRACTOR as specified in this Contract .and in Addendum A at a total amount not to exceed $215,000. The total amount owed to CONTRACTOR under this Contract will not exceed this amount without prior written authorization from COUNTY. IN WITNESS WHEREOF, CONTRACTOR and ORANGE COUNTY have executed this Contract as of the date written below and under the laws of the State of North Carolina. ORANGE COUNTY, NC By: Moses Carey, Chair Orange Count~yl Boacrd of o missioners Date: ~~ //d )' ATTEST: Donna Baker, Clerk of the Orange County Board of Commissioners 4 Geographic Technol`oigies Group, Inc. (CONTRACTOR) Cu~~~S ,..,]v~l By. _ Title: ~~~(~ Date: Z This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act Ken Chavious, Orange County Finance Director ADDENDUM A TO THE CONTRACT BETWEEN THE COUNTY OF ORANGE ("COUNTY") AND GEOGRAPHIC TECHNOLOGIES GROUP, INC. ("CONTRACTOR") DATED : / - Z ~~ - ~ 5 Scope of Services CONTRACTOR shall furnish and deliver to the COUNTY all the materials and perform all the services in the manner and form as provided in the following listed Documents, Specifications and Deliverables which are hereby made a part of hereof, as if fully contained herein, for the field verification of all physical addresses, located in Orange COUNTY, North Carolina. • Documents 1. RFP for ADDRESS GEOCODING from FIELD VERIFICATION 2. CONTRACTOR response to Request for Proposal ("RFP") for Address Geocoding from Field Verification 3. Addendum 1 to RFP 4. Addendum 2 to RFP 5. Addendum 3 to RFP 6. Presentation Document by GTC & McKIM & CREED to Addressing RFP Selection Committee 7. EMAIL #1 from David Cannell to GEOTG 2/11/04 & GEOTG's Response by Curtis Hinton 8. EMAIL #2 from GEOTG (Hinton) to David Cannell in regards to Software • Specifications The Scope of Services consists of a multi-task project that when completed shall provide the COUNTY with an updated and geographically correct digital map of e-911 appropriate attributed parcel/planimetry, an address range geocoded road centerline file, and a GIS database of address geocoded building polygons in rural large acreage tracts, urban multi-family/commercial structures that will function with the Emergency Operations Center (EOC) existing Computer Aided Dispatch (CAD) system and the COUNTY's Geographic Information System (GIS) The final delivered database shall result in a better than 98% call-to- address database match rate. Failure to reach the goal of 98% match rate shall indicate that the CONTRACTOR must continue to reconcile, verify and match address data by various methods of field work and database processing and QA/QC. However, this effort if the 98% match rate is not beyond the CONTRACTOR's control (such as or non-cooperation by other persons), al make reasonable efforts to work with the circumstances. • Deliverables, Schedules and Fees the CONTRACTOR is relieved of reached due to circumstances issues with private databases though the CONTRACTOR will COUNTY to resolve these All Deliverables included in the Scope of Services must be accomplished for the Total Cost of $215,000. Payment to CONTRACTOR will be made within 30 calendar days after receipt of invoice or within 30 calendar days after acceptance of deliverables by COUNTY, whichever is later, upon submission by the CONTRACTOR of evidence satisfactory to the COUNTY that all payrolls, material bills, and other costs incurred by the CONTRACTOR in connection with these services have been paid in full. Final payment on account of the Contract shall be made within said thirty (30) days after the completion by the CONTRACTOR of all work covered by the Contract and the acceptance of such work by the COUNTY. Attachment A to this Addendum A, which is incorporated by reference herein, shows the "Schedule of Deliverables and Fees," including the anticipated monthly invoicing. Late payments accrue interest at the monthly rate of 1% of the unpaid balance. The CONTRACTOR is required to evaluate the resources presently available for verifying property addresses in the COUNTY and develop and implement a plan to obtain the following: 1) Locate and map all E-911 named road centerlines, and research and input attribute information missing from the existing road centerline GIS layer. This may involve discovery of road centerlines, and/or private drives that should be classified and named as E-911 roads that are not included within the current road centerline file and the Master Street Address Guide (MSAG). 2) Locate structures missing from the various existing planimetry (COUNTY and Municipal databases), and identify on map for COUNTY staff those structures that are not currently portrayed. This may include a combination of marking or symbolizing map overlays from existing analytically controlled aerial photography, digital conversion by interpretation from existing orthophotography, and field mapping by GPS (Global Position Satellite) methods. Final digital or hardcopy maps indicating missing structures on COUNTY planimetric coverage shall be delivered to currency within 60 days of overall project completion. CONTRACTOR will deliver all addresses as address points in an ArcGIS compatible format. CONTRACTOR will utilize the existing planimetry and MSAG data to discover addresses that have not been incorporated as part of the existing address layer. These addresses will be mapped in-house and then field verified. Also, CONTRACTOR will analyze the aerial photography to find structures that may merit an address point. These structures will be identified on the GIS layer and then field verified. CONTRACTOR will assign a level of confidence attribute to all address points. This level of confidence will either be a 1 or 2. Address points given a confidence level of 1 are those that, by utilizing the existing source data, CONTRACTOR feels confident are placed on the map in an accurate geographic location and have the correct address. Address points given a confidence level of 2 are those that the CONTRACTOR team has any question about the valid address or valid physical location of the point. Regardless of the confidence level, every address point will be verified in the field. Address points given a confidence level of 1 will be visually verified. Address points given a confidence level of 2 will be collected utilizing GPS. A field 7 indicating whether the address point was collected via GPS will be added to the address point layer. See note at *** below. 3) Determine, and record as attributes to structures in rural large acreage parcels and urban multi-family/commercial parcels, the precise individual structure address data for all addressable inhabitable structures, and also includes barns, etc that contain a phone as identified by the phone companies. See note at *** below. 4) Provide a consistent plan to inventory through GIS and CAD the individual addresses within all multiple address structures such as apartment, townhouse and condominium complexes as well as office parks, strip shopping malls, etc. 5) Inventory for CAD and GIS applications all individual addresses, except the property/campus of the University of North Carolina at Chapel Hill, within all multiple addressed structures. 6) Field verify and reconcile all addresses to develop a complete and accurate address database delivered in a format compatible with direct use in the COUNTY's GIS and CAD. Data shall be sufficiently current, complete, accurate and reconciled against MOAD data such that a better than 98% hit rate is achieved between the E-911 call data and the CAD/GIS data for accurate map display of call location. This task will require very close coordination with designated COUNTY staff to report corrections and changes that are discovered and need to be made to the addressing databases (MOAD) to achieve a consistent and digitally correct dataset. The deliverable from this task will be a road centerline file that is attributed with address ranges and a structure file that has all addressed structures with individual addresses as attributes such that CAD software can locate any given call-in by both point location of the addressed structure as well as by interpolation of address ranges. However, the CONTRACTOR is relieved of this effort if the 98% match rate is not reached due to circumstances beyond the CONTRACTOR's control (such as issues with private databases or non-cooperation by other persons), although the CONTRACTOR will make reasonable efforts to work with the COUNTY to resolve these circumstances. 7) Edit and reconcile the COUNTY's existing MSAG and provide on- going reports of changes that need to be made to the MSAG to update and correct the file to match field verified address data and the existing ANI/ALI datasets. This shall include precise mapping of all ESN boundaries as a GIS overlay that precisely matches the ESN boundaries described within the MSAG. The selected CONTRACTOR will also be required to verify the property address database and all other data necessary for the integration of spatial and non-spatial data into the 911 CAD system, including the development of a data update and maintenance plan. 8) Provide address ranges as attributes for all addressed streets that match field addresses, are in compliance with NENA standards for address range attribution, and are segmented at all logical intersections to include as a minimum street/road intersects, bridges, railroad crossings, and ESN boundaries. 8 9) Provide fulltime project management for efficient and timely completion of all of the above described tasks within the overall project negotiated schedule, with completion to the QA/QC standards required. Provide monthly written reports of progress (% complete by task), make supervisory and project management staff available for on-site meetings of status reporting and problem discussion/resolution, and provide reports of areas and instances within the COUNTY addressing databases that are sufficiently problematic that corrections need to be made. Reports for problem areas shall include recommendations for alternative methods for efficient correction. Problem area reporting shall be accomplished on a regular basis as the field verification is completed throughout the project schedule in order that COUNTY staff may have opportunity to make decisions and implement changes through the time period of the contract. Notification of the public for any corrected and/or re-addressed areas will be accomplished by COUNTY staff and is not within the scope of the CONTRACTOR'S services. 10) Database Development -The CONTRACTOR must work closely with the COUNTY to develop an ArcGIS compatible database that allows the graphic and tabular data to be used to its fullest potential for E-911, CAD and other GIS related functions and applications. 11) Telephone Company Interface - The CONTRACTOR is responsible for acting as liaison with each Telephone Company as it relates to the applicable database and the preparation of the MSAG and Phase II wireless implementation. GTG understands that often the phone company is not responsive to consultants and Orange County may have to act as the liaison to the phone companies forinformation requests .and submissions. The FCC 911 Wireless Requirements do not specify a horizontal datum or map projection to be used by wireless service Providers in providing Automatic Location Identification (ALI) as part of Phase II implementation. One intent of this task of the project is to resolve any and all issues relating to challenges with horizontal datum conversions and map projection to ensure the most reliable and maintainable data integration and operation methods. GTG will make recommendations in regards to .this issue in the form of a report. Data residing in the Orange County GIS can be projected into any coordinate system. Typically, the E911 mapping software will take Phase II latitude and longitude coordinates received from the phone companies and project them as they are received into the native mapping system. coordinate system, in this case North Carolina State Plane. The GTG report will discuss how to integrate the Phase II calls and what is required of the phone company and the current E-911 mapping vendor. 12) Determine Readdressing Needs for COUNTY and Municipalities - The CONTRACTOR will utilize the COUNTY'S finalized "Addressing Policy" to evaluate and compare existing addressing throughout the entire COUNTY. CONTRACTOR will prepare a "Readdressing Needs Report" for the COUNTY with the following minimum items reported for each municipality and each geographic "block" of contiguous area within the COUNTY: 9 a) Existing addressing method(s) currently being used. b) The estimated number of unaddressed residences. c) The estimated number of addressed residences. d) The estimated number of addresses that may need to be readdressed. e) Areas of potential addressing conflicts. f) Recommended addressing methods. g) A discussion of the viability of maintaining each municipality's existing addressing into the overall addressing scheme for the entire COUNTY. 13) Field Data Collection - CONTRACTOR is responsible for collecting and verifying the addresses of every habitable structure and every structure where individuals gather for meetings, entertainment, recreation, business, religion or any other social events, except for the property and campus of the University of North Carolina at Chapel Hill. See note at *** below. 14) Post Field Work Corrections - Changes, additions and deletions, noted during the addressing and field verification phase will be updated on the digital base map file. This exercise must update all point, poly and line coverages related to the project in the GIS database. A listing of all identified address conflicts and subsequent changes will be provided to the COUNTY. 15) Duplicate and Unnamed Roads - To accurately verify and establish road names on all COUNTY roads, the CONTRACTOR is responsible for locating and documenting every public road and private drive with or without structures. In general, if three, or less, habitable structures share a common driveway and are easily visible from the main roadway, it is not expected that a formal road name for the driveway will be required. If, however, three or more habitable structures share a common driveway and are not easily visible from the roadway, a report of such condition will be made to COUNTY to determine if a formal name will be requested. After the identification of all unnamed public and private roads, a GIS coverage depicting each unnamed road will be provided to the COUNTY's Project Coordinator. The Coordinator will then review the unnamed road with the COUNTY or municipality, and provide any additional appropriate road names that may be required for database insertion. 16) Assign New Addresses - CONTRACTOR will not assign any addresses to structures that are "discovered" not-addressed and should be addressed according to the appropriate COUNTY and/or municipal standards. The CONTRACTOR shall report non-addressed structures to the COUNTY project coordinator. New addresses will be considered for: a) Unaddressed structures - These structures will be defined as those having Rural Route and box numbers, new construction, camps, etc. This category will also include all structures requiring addresses for the first time. b) Landmark structures (As needed) - These structures will be identified by the COUNTY. 10 c) Pay/coin operated telephones (As needed) - These structures will be defined as the pay/coin operated telephones identified by the telephone companies. d) Re-addressed structures - These structures will be defined as those structures having existing addressing which do not adhere to the appropriate COUNTY and/or municipal approved addressing plan and are sufficiently inconsistent as to disrupt surrounding address schemes and logical address ranges. 17) MSAG Database. As a result of the mapping and addressing phases, CONTRACTOR will edit existing MSAG and deliver an updated MSAG to the PSAP. The MSAG will be created from the address information collected and compiled during the address verification phase and will be consistent with field address conditions. Development and data exchange delivery of the MSAG will be accomplished according to published NENA Data Standards. 18) ALI Database. In conjunction with the MSAG, CONTRACTOR will produce and deliver an Automatic Location Identification (ALI) database. The ALI database will be created from information collected and compiled during the address verification phase and reconciled against existing telephone company databases.. Development and data exchange delivery of the ALI will be completed according to published NENA Data Standards. All database designs, including those for the GIS database attribute tables, will be developed and forwarded to the COUNTY for approval prior to being integrated within the overall Scope of Services. This measure will ensure the full design of the E-911 database is in place before initial production commences. The database design will accommodate all of the functionality described herein. GTG understands that the ultimate changes to the ALI database will have to be accomplished in conjunction with the phone company/ies. GTG will create a database noting additions and changes to the existing ALI database/s. It will then be incumbent upon the phone company in coordination with Orange County to insure that these changes to the ALI database take place within the phone company's database. 19) Maintenance Procedures. CONTRACTOR (with the COUNTY'S involvement) will design and develop a process by which the COUNTY can efficiently update and maintain the various E-911 databases, taking into full account the various addressing schemas used by the COUNTY and municipalities within the PSAP area of dispatch authority. CONTRACTOR will perform the following minimum tasks: a) Provide Draft Maintenance Procedures Report. CONTRACTOR will design and develop draft maintenance procedures to assist the COUNTY with the following tasks: b) Continuation of the location addressing process. c) Updating and maintaining E-911/GIS databases. d) Mapping and locating new roads and structures. e) Providing for the coordination and disbursement of all new addresses to the COUNTY EOC, host telephone Company, internal COUNTY Agencies and the United States Postal Service. 11 20) Training. CONTRACTOR will provide on-site training to COUNTY and municipality's personnel in GIS utilization for the purposes of maintaining and operating the E-911/GIS, MSAG, ALI databases and address management software tool(s). Included, as reference material, will be documentation detailing step-by-step aspects for operating the E-911/GIS, MSAG, ALI databases and address management software tool(s). 21) Pilot. The CONTRACTOR shall complete all of the project defined tasks, and shall deliver all of the project defined products and datasets for a small selected geographic area, that shall be decided and mutually agreed upon by the COUNTY and CONTRACTOR. The geographic area selected for this pilot shall include at least a representative sample of most of the circumstances that the CONTRACTOR may encounter in the production phase. This Pilot shall be completed and delivered within 3 months from contract execution. The Pilot deliverables shall be sufficiently complete to enable the COUNTY to evaluate the data and the database design and data structure for compliance to the project requirements and the data's compatibility with the COUNTY's CAD and GIS as well as NENA standards and the telephone company maintained MSAG and ANI/ALI. 22) Wireless Phase II implementation. CONTRACTOR will deliver GIS data in a format that can be loaded into CAD and allow both CAD and GIS to use the data as a map display for Wireless Phase II implementation at the PSAP. Data delivered will be in an ESRI compatible format that can be loaded into the LOGYSIS CAD package. Phase II wireless calls will be received from the phone company as latitude and longitude coordinates. It is then incumbent upon the CAD dispatch software to interpret this data for display on the map. 23) Address Management Software Tool(s). CONTRACTOR will provide the COUNTY and municipalities with an appropriate set of computer programs and support documentation to maintain the GIS and E-911 databases and will provide training in their usage. Delivered programs must be compatible with the COUNTY's CAD and GIS systems. Included within this set of programs will be software programming capable of generating new address numbers from the COUNTY's Centerline and GIS Databases. *** CONTRACTOR will verify all rural addressed structures that are on parcels greater or equal to three (3) acres in size where the structure is not visible from the road of access and CONTRACTOR will also create a driveway access point to that structure where it meets the named road of access. Methodology for this creation is described in Item #2 above. 12