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HomeMy WebLinkAbout2013-427 DEAPR - Christopher Breedlove for Data Entering and enhance Functionality $2,100 [Departmental Use Only] TITLE Hist Property Database FY 2013-14 ORANGE COUNTY CONTRACT UNDER$10,000.00 NORTH CAROLINA THIS AGREEMENT, made and entered into this 30th day of September, 2013, ("Effective Date") by and between Orange County,North Carolina,a body politic and corporate organized under the laws of the State of North Carolina, (the "County"), party of the first part; and Christopher Breedlove (the "Provider"), party of the second part; WITNESSETH: For the purpose and subject to the terms and conditions hereinafter set forth, the County hereby contracts for the services of the Provider, and the Provider agrees to provide the following services to the County in accordance with the terms of this Agreement,time being of the essence: The services and/or materials (hereinafter referred to collectively as "Services") to be furnished under this Agreement are as follows: The Provider will enter data for 750 properties documented by the County's Historic Architecture Inventory project into a new Access database, as well update property and map data and make refinements to database.This work is necessary to prepare the data for sharing online. The term of this agreement rendered shall be from October 1,2013 to December 31,2013. Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner to the satisfaction of the County. Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities,mistakes or conflicts at no additional cost to the County. Provider agrees that Provider shall not sub-contract any of the services to be provided in this Agreement, nor shall Provider assign any right or responsibility granted or required by this Agreement,without the prior written approval of the County. SPECIFIC TERMS 1. Payment: The County agrees to pay at the rates specified for Services satisfactorily performed in accord with this Agreement. The amount to be paid by the County shall not exceed Two Thousand One Hundered Dollars, ($2,100). Payment shall be made within thirty (30) days of an invoice properly submitted to County. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. 2. Non—waiver: Failure by County at any time to require the performance by Provider of any of the provisions hereof shall in no way waive or affect the County's right hereunder to enforce the same,nor shall any waiver by the County of any breach be held to be a waiver of any succeeding breach or a waiver of this Non-Waiver Clause. 3. Independent Contractor: The Provider shall operate as an independent Provider, and the County shall not be responsible for any of the Provider's acts or omissions. The Provider shall not be treated as an employee with respect to the Services performed hereunder for federal or state tax, unemployment or workers' compensation purposes. The Provider understands that neither federal, nor state, nor payroll tax of any kind shall be withheld or paid by the County on behalf of the Provider or the employees of the Provider. 4. Insurance: The Provider shall obtain, at its sole expense, all insurance needed to adequately insure itself during the performance of these services as required by the County's Risk Management Policy. Revised July 2010 I w 5. Indemnity: The Provider agrees to defend, indemnify, and hold harmless Orange County from all losses, liabilities, claims, demands, suits, costs, damages or expenses (including reasonable attorney's fees) arising from bodily injury, including death, to any person or persons or damage to or destruction of any property caused in whole or in part by any negligent or intentional act or omission on the part of the Provider. 6. Termination: This Agreement may be terminated at any time by mutual written agreement of the parties or by the County upon written notice to the Provider. 7. Entire Agreement: The parties have read this Agreement and agree to be bound by all of its terms, and further agree that it constitutes the complete and exclusive statement of the Agreement between the parties unless and until modified in writing and signed by the parties. Modifications may be evidenced by telefacsimile signature. 8. Governing,Law: Both parties agree that this Agreement shall be governed by the laws of the State of North Carolina. Should either party initiate litigation to settle any dispute involving the terms of this Agreement such litigation shall be initiated in the General Court of Justice of North Carolina seated in Orange County,North Carolina. 9. Non Appropriation: Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement,then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. IN WITNESS WHEREOF,Orange County and the Provider have signed this Agreement,effective as of the day first written above. O Wtyya Y PROVIDER B . By:Title: 200 S. Cameron St. Christopher Breedlove P.O.Box 8181 1100 W.NC Highway 54 Bypass,Unit 48 Hillsborough,NC 27278 Chapel Hill,NC 27516 This ins men as bee a proved as to technical content. P. David Stancil,Department Director This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. ,cJ IL, Office of the Finance Director This instrument ha en appr ed as to form and legal sufficiency. Offs of the County Attorney Revi d July 2010 2 • 1 Attachment 1: Historic Property Database Project Contract Purpose: The Provider will enter data for approximately 750 historic properties documented by the County's Historic Architecture Inventory project into a new Orange County Historic Property Access database already developed jointly by the State Historic Preservation Office and Orange County. Work will also include verifying and updating key property data and making minor refinements, modifications and adjustments to the database to improve functionality and ease of use. This work is necessary to prepare the historic property data for posting online via the Orange County GIS and Property web site (ARIES). A. Database testing, evaluation and modifications The Provider will perform a test batch of data entry consisting of 50 properties, working from property files and a copy of the database provided by DEAPR Cultural Resources staff (hereinafter referred to as "staff"), following written directions and protocols for data entry. Based on results of test batch, the Provider will review data entry process and fields with staff to recommend changes and improvements to the database. Once approved by staff, changes will be implemented by the Provider working jointly with staff. The Provider will perform one additional batch of data entry consisting of 50 properties using the revised Access database developed in the first step, above, and work with staff to implement any final adjustments and/or changes. With each step, the Provider will return the property files and submit a copy of the updated database for review by staff. B. Follow-up coordination with Orange County ARIES web site Upon completion of test batches and database refinements described in step A, Provider will participate in a meeting with staff and the Orange County ARIES project team to review database fields and functionality requirements for successful integration of the Historic Property Database with the ARIES web site. Provider will assist staff in making any necessary table and/or field adjustments required for this integration process. C. Data Entry The Provider will utilize the Historic Property Database and fields established in phases A and B above, and proceed to enter data for additional historic properties using files provided by staff on a rolling basis. Staff will prepare four batches of approximately 135-140 files each for the Provider to use to enter all data following established protocols. The Provider will pick up one batch of files at a time from staff and perform data entry for that group of properties. When data entry is completed, Provider will return the batch, along with an updated copy of the database for review, and pick up a new batch. The Provider will be responsible for protecting the files and maintaining them in good order during the data entry process. The Provider will be responsible for noting any irregularities or questions regarding specific files and will flag same as "problem" files requiring staff attention. t . 2 D. Map Checking As the final step for the data entry process, the Provider will review the map data associated with each property to verify that the property is in the correct location and that the PIN number is correct for the relevant parcel. The Provider will flag any location discrepancies requiring correction or other special attention and will work with staff to resolve mapping issues. Contract Period: October 1, 2013 to December 31, 2013 Deliverables: Submit Invoice for Milestones Completion Dates Payment Completion of Sections A and B October 30, 2013 $500 Completion of Sections C and D for Batch 1 Files November 15, 2013 $400 Completion of Sections C and D for Batch 2 Files November 29, 2013 $400 Completion of Sections C and D for Batch 3 Files December 16, 2013 $400 Completion of Sections C and D for Batch 4 Files December 31, 2013 $400