Loading...
HomeMy WebLinkAboutAgenda - 03-18-1997 - 8f e ' 1 ` ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: March 18, 1997 Action Agenda Item No. 94 SUBJECT: GIS Parcel Maintenance Technical Support Agreement DEPARTMENT: Land Records PUBLIC HEARING: (Y/1) BUDGET AMENDMENT: (Y/1) ATTACHMENT(S): INFORMATION CONTACT: Draft Agreement Roscoe Reeve, ext 2501 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider approving an agreement with New World Mapping, Inc. for the provision of technical support services for the County's Geographic Information System(GIS) land record parcel maintenance and other related items. BACKGROUND: The Land Records Office has an ongoing responsibility to maintain accurate, current records of the County's 44,000+parcels of real property. The County's traditional approach of manual posting of property record changes to master maps is being phased out in favor of digital maps maintained on computer work stations using the County's GIS. The County has begun development of a number of computer applications which will help automate the process of parcel maintenance-for example,the creation of two or more parcels when a larger parcel is subdivided,with all computer data on the new parcels completely accurate with relation to boundary measurements, acreage,ownership, etc. The County's GIS Application Developer position becamn.vacant in January, and the County is actively recruiting for a successor. In the meantime,there is a pressing need to continue progress in development of parcel maintenance, and other GIS applications related to the Sheriff and Emergency Management computer work stations. The scope of work outlined in the proposed agreement with New World Mapping will address the most urgent programming needs,many of which are beyond the level of expertise that the County's GIS Application Developer would be likely to have, even if the position were currently filled. The proposed agreement will also provide some flexibility to develop GIS applications and data plotting to support County departmental operations or Board decision-making. 2 i The proposed agreement would cover the current fiscal year through June 30, 1997, be based on a rate of$85/hour plus reasonable expenses, and have a"not to exceed"cap of$14,000. Funds to cover the cost of the agreement are available through projected lapsed salary savings in the 1996-97 Land Records departmental budget. RECOMMENDATION(S): The Manager recommends that the Board approve the agreement with New World Mapping, Inc. and authorize the Chair to sign, subject to final review by the County Attorney. DRAFT 3 ORANGE COUNTY, NORTH CAROLINA AGREEMENT This AGREEMENT, made the 18th day of March, 1997 between Orange County (County) for its Land Records/GIS Department, and New World Mapping(NWM), a GIS consulting company located in Charlotte,North Carolina, for GIS consulting services to be provided by NWM to County,herein to be described. TERMS AND CONDITIONS This agreement shall be in effect from the period December 1, 1996 through June 30,1997, unless terminated earlier as provided herein. Terms and conditions for providing consulting services by NWM are attached to this agreement and titled, "New World Mapping Terms And Conditions". Terms and conditions of the County for purchasing said services are governed by the General Statutes of the State of North Carolina, and include (1)that all services that are programming of, or modification of, an ARC/INFO application(AML) shall be supported by a tape back-up of that AML(s)upon the completion of each day's consulting work,backup to be performed by NWM- consultant on site; (2)that all services, including creation and modification of AMLs will be done within the scope of services described by this agreement, and any change to this scope will be approved both by NWM and County; (3)that NWM will coordinate AML modifications with County staff; (4)that NWM will consult with and obtain approval from County GIS Director for any work not specifically described in this agreement which has been suggested by County staff or identified as a need by NWM, and when work on a specific task will exceed two hours of the estimated time herein provided. SCOPE OF SERVICES 1. Complete parcel maintenance AML, including conversion of map data format from Arestorm to Librarian and lost work dealing with setting annotation, establishing coordinate tics, adding a"Print"button for printing parcel attributes, adding a"Find Tile"button to library checkout form for finding a tile by the OLDPIN,combining the General and Parcel annotation tools together, adding scale button to General.Annotation tool for setting annotation properties of Kimball annotation levels,and adding additional themes to Land Records for annotation themes. 2. Convert AML Land from query of ARCSTORM database to Librarian Tile database, including modification to several query functions such as analysis,draw roads,parcel information, and overlay of orthophoto image. 3. Reload ARC/INFO software on Sheriffs workstation(Nick), load parcel and centerline database and Land AML,check network between workstation and 2 x-terminals and make sure query works on all three,check network to workstation Penny. DRAFT 4 4. Convert AML pre-assignment from ARCSTORM database to Librarian Tile database, the application to create parcel subdivision or merge before the legal approval or recording of parcel subdivision or merge. 5. Create Grid Maps for Emergency Management and plot hard copies. Maps consist of state- plane coordinate grids overlaying the centerline file, with road names and address ranges printed on centerline arcs in areas outside of municipalities. 6. Consulting support,to be specifically determined, to modify parcel and centerline maintenance AMLs to facilitate the processing of recorded documents changing the boundaries of real property; to create custom plots of GIS data for County departments, boards, and the Board of County Commissioners; to review resumes or help interview candidates applying for the GIS Application Developer position, and, support to the implementation of advanced GIS capabilities in Emergency Management Services. COMPENSATION & INVOICING Compensation to NWM will be based upon$85 per hour for services performed,plus reasonable expenses for mileage, food, and accommodations,with total services plus expense cost to Orange County not to exceed$14,000 through June 30, 1997. NWM will submit an invoice for each visit from Charlotte which will identify the tasks performed during the visit,the time spent performing consulting work, and any reasonable requested travel expenses. TERMINATION This agreement may be terminated by either party for any reason with 10 weekdays written notice. NOTICE Any communication regarding this agreement shall be made to the parties as stated below: For County: Roscoe Reeve, Director _ For NWM Orange County Land Records/GIS Ron Vincent P O Box 8181 New World Mapping Hillsborough,NC 27278-8181 11327 Red Hickory Lane Charlotte,NC 28273 NON EXCLUSIVE AGREEMENT NWM understands and agrees that County may consult with or contract with other firms to do like work as stated in this agreement. For County: For NWM: William L. Crowther, Chair Ron Vincent, Owner 5 Orange County, NC New World Mapping Terms And Conditions WARRANTY Consulting services provided by NWM shall follow practices consistent with the professional and technical standards in the industry. NWM's liability for failure to meet these standards shall be governed by the Limitation of Liability clause below. Purchaser understands and agrees that the services herein provided under the terms of this Agreement are provided "as is"without warranty of any kind or nature, express or implied, including, but not limited to, the implied warranties of fitness for a particular purpose, or merchantability. Purchaser shall be solely responsible for the use, implementation and/or modification of the services and/or custom software provided by NWM, in whole or in part, and NWM shall have no liability thereof. LIMITATIONS OF LIABILITY In no event shall NWM be liable to Purchaser for any indirect, special, consequential, exemplary, or incidental damages or lost profits arising out of or related to this Agreement, even if it has been advised of the possibility of such damages. NWM's liability for direct damages shall in no event exceed the amount actually paid by the Purchaser for the portion of the professional services involved. NONHIRE OF CONTRACTOR PERSONNEL It is hereby mutually agreed that Client will not solicit for hire, any employee(s) of NWM's technical staff, who are associated with efforts called for under this effort, for a period of one (1)year thereafter. In the event the foregoing provision is breached, liquidated damages equal to twelve (12) months of the employee's compensation plus any legal expenses associated with the enforcement of this provision shall be paid by the Purchaser to NWM. CUSTOM PROGRAMMING NWM reserves the right to use for any purpose any programming methods, skills, and techniques acquired or used by NWM in the performance of the services. There shall be no restraint, to NWM, its employees, agents, or subcontractors in the use of the techniques and skills of computer programming and design which may be acquired in the course of performance of this Agreement Purchaser shall not have any rights in NWM proprietary techniques in which the Purchaser's programs may be written. The Purchaser may modify, add to or customize the applications provided and may claim copyright in all such changes and/or additions made by Purchaser. UCC INAPPLICABILITY Services and/or custom programs provided under this Agreement will not be governed by the Uniform Commercial Code (UCC)and will not be deemed"goods"within the definition of the Uniform Commercial Code. ACKNOWLEDGMENT The undersigned hereby acknowledges receipt and acceptance of the above stated terms and conditions. By_ Date: Print Name: Organization: Address: