HomeMy WebLinkAboutAgenda - 01-15-2008-4nORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 15, 2008
Action Agenda
Item No. G}- - ~
SUBJECT: Inter-local Agreement with the Town of Chapel Hill Regarding Cost Sharing of
GIS Products and Services
DEPARTMENT: Land Records/GIS PUBIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Draft of Inter-local Agreement
Steve Averett, (919)245-2501
PURPOSE: To approve an inter-local agreement between Orange County and the Town of
Chapel Hill for the mutual purpose of obtaining Geographic Information System (GIS) products
from the Town's contracted services provider, Sanborn, Inc.
BACKGROUND: In order for the County's land records databases to offer the most up-to-date
GIS images as possible, it is recommended by the North Carolina Division of Land Records to
update orthophotographic databases every four years. This cycle should coincide with the
County's reappraisal cycle. Orange County's current database includes images obtained in 2003.
The attached interlocal agreement allows for Orange County to partner with the Town of Chapel
Hill to update the imagery database again. Carrboro, Hillsborough, UNC-Chapel Hill, OWASA,
and Duke Forest have similar agreements with the Town of Chapel Hill. For Orange County, the
2008 deliveries will include countywide 100' scale orthophotography ($67,092); oblique imagery
($36,948); and. digital & printed mosaics of all the orthophotography ($1400) for a total maximum
cost to Orange County of $105,440.12. This represents 77.45% of the total cost with the
remaining 22.55% ($30,698) to be paid by Chapel Hill and the aforementioned partners.
It is likely the costs outlined in the interlocal agreement will decrease because the State of North
Carolina has received a USGS grant to offset costs incurred by counties who acquire
orthophotography in 2007-2008. The State plans to determine the final award amounts for
counties after all projects, statewide; are completed. As a point of reference, grant award
amounts over the previous two years have ranged between $8,000 and $39,000 per participating
county.
The funding arrangement and interlocal agreement are similar to those approved by the Board in
1998 and 2003.
FINANCIAL IMPACT: As mentioned in the Background section, Orange County's maximum
share of the total cost of the update equals $105,440.12. Available approved County funds for
this project include a $20,000 Information Technology Capital appropriation plus E-911 Wireless
funds of $67,092.12, leaving a maximum unfunded balance of $18,349. This amount is likely to
decrease with the anticipated grant funds from the State. The Manager's 2008-18
Recommended Capital Investment Plan (CIP) includes earmarked funds in the Information
Technology project in fiscal year 2008-09 sufficient to cover the maximum unfunded balance of
$18,349. Staff plans to update the Board as information regarding the additional funding
becomes available.
2
RECOMMENDATION(S): The Manager recommends that the Board approve the Agreement
and authorize the Chair to sign the Agreement subject to final review by Staff and the County
Attorney.
Cost -Sharing Agreement
For
Digital Orthophotos and Oblique Imagery
THIS AGREEMENT, made this day of , 2007, by and between the Town of Chapel
Hill, North Carolina (hereinafter referred to as the "Town") and Orange County, North Carolina (hereinafter
referred to as the "County").
WHEREAS, the County and the Town have worked together to develop a scope of work_for the
purpose of completing a mutually beneficial digital orthophoto and oblique imagery project (the "Project");
and
WHEREAS, the County and the Town have worked jointly to negotiate pricing for products and
services and to be delivered for the Project: and
Wf~REAS, the County and the,Town have worked jointly to identify alternative funding sources for
the Project including the North Carolina Wireless 911 Board, a USGS approved grant, and Duke Forest; and
W]FIEREAS, the County and the Town have identified Sanborn, Inc., as the contractor to perform the
Project (hereinafter referred to as the "Contractor"); and
WHEREAS, the Town will contract directly with the Contractor for the completion of the Project;
and
WI~REAS, the Town's contract with the Contractor_includes certain digital orthophotos services
and products specifically requested by the County.
NOW, THEREFORE, in consideration of the mutual covenants, promises, and representations
contained herein, it is agreed between the parties hereto as follows:
1. The apportionment of costs to the County associated with the Project (including all amounts paid
to Contractor by the Town) shall.not exceed the amount of One Hundred Four Thousand Forty
Dollars and 12/100 ($104,040.12). The County agrees to reimburse the Town, upon satisfactory
completion by the Contractor in accordance with the specifications and deliverables that are
attached hereto as Exhibit A and incorporated herein by reference to the same, for the following
digital orthophotos and oblique imagery services and products that are associated with the Project
and that are included in the Town's contract with the Contractor.
A. Color orthophotography delivered as TIFF and MrSID files, FAAT, ground control for
454 1 "=200' scale maps at 6" pixel resolution: The County shall reimburse the Town in an
amount not to exceed $67,092.12 for the orthophotography set forth in the preceding
sentence.
B. Oblique imagery and Pictometry software installation and training to County
employees at County facilities that will be provided by Pictometry (a sub-contractor of the
Contractor) under the terms of the Town's contract with the Contractor. The County shall
reimburse the Town in, an amount not to exceed $36,948 for the software installation and
training set forth in the preceding sentence.
C. MrSID image of all orthophotos compressed into a single digital mosaic and two (2)
glossy printed photos of the orthophoto mosaic. The County shall reimburse the Town in an
amount not to exceed $1400 for the digital and printed mosaic set forth in the preceeding
sentence.
D. The Town shall be responsible for all other costs owed to Contractor or any other
entity whatsoever for the completion of the Project other than as established herein.
2. Concurrent with executing this Agreement, the County agrees to execute a purchase order to the
Town for the services and products described in Section 1 above.
3. Upon completion and acceptance of the services and products listed in Section 1 of this
Agreement, and upon receipt of invoices from the Contractor, the Town will invoice the County
and the County agrees to promptly pay the costs listed in Section 1 of this Agreement provided
that the orthophotos and services have been completed in accordance with Exhibit A.
4. The Town agrees to reimburse the County a proportional share of any grants accepted by the
Town from the NCOneMap Framework Ortho Imagery Collection Assistance Program based on
the amount paid by the County in relation to the total cost of the Project.
5. The term of this Agreement shall be for one year following its adoption by the governing
Board of both the Town and the County.
6. This Agreement may be terminated by either the County or the Town upon providing ten (10)
days prior written notice to the other party prior to the Town executing an agreement with
Contractor for completion of the Project. This Agreement may be terminated by the County
following the Town's execution of an agreement with Contractor if Contractor fails to perform
according to the specifications and deliverables set forth on Exhibit A.
7. This Agreement may be amended by written agreement that has been duly approved by both the
Town and the County.
8. The Town shall comply with all applicable purchasing and bidding laws and regulations in the
award and execution of a contract for the Project to Contractor or any other entity.
In witness whereof, the parties hereto have executed this agreement the day and year first above
written.
This Contract is between the Town of Chapel Hili and Orange County for the purpose of orthophoto and
oblique imagery cost sharing.
IN WITNESS WHEREOF, the parties hereunto cause this agreement to be executed in their respective
names.
ORANGE COUNTY
BARRY JACOBS, CHAIR BOARD OF COMMISSIONERS
ATTEST, DONNA BAKER, CLERK TO BOARD OF COMMISSIONERS
TOWN OF CHAPEL HILL
ASSISTANT/DEPUTY/TOWN MANAGER
ATTEST BY TOWN CLERK:
TOWN CLERK
TOWN SEAL
Town Clerk attests date this the day of , 20
Approved as to Form and Authorization
TOWN ATTORNEY
This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act.
TOWN OF CHAPEL HILL FINANCE DIRECTOR
ORANGE COUNTY FINANCE DIRECTOR
0
Attachment "A" - Specifications ~ Deliverables
2008 Orthophoto & Oblique Imabery Inter-Local Agreement
Corporate November 13, 2007
Headquarters:
1 Colorado Springs
Colorado
Mr. George Small
Ann Arbor Engineering Director
Michigan Town of Chapel Hill
Charlotte 405 Martin Luther King Jr. Blvd.
North Carolina Chapel Hill, NC 27514-5705
919-968-2833
Columbus
Ohio
Ft. Collins Re: Town of Chapel Hill -Aerial Photography, Mapping and Related Services Agreement
Colorado 2008 Color Ordiophotography and Update Mapping
Pelham
New York
Dear Mr. Small:
Portland
Oregon Under the Aerial Photography, Mapping and Related Services Agreement between the Town
Sacramento of Chapel Hilh and Sanborn, the following Work Plan is being submitted. Sanborn will develop
California countywide color orthophotography, limited topographic update mapping and color oblique
aerial imagery and oblique viewing imagery. Pictometsy International Corp will provide the
St. Louis color oblique imagery and software.
Missouri
Sanborn Project Area Description
Middle East
Orange County Color Orthophotography -Exhibit A
The 1"=200' scale countywide color orthophotography will be at a one-Half foot pixel
resolution, cover a total of 470.79 square miles and formatted into 525 - 5000' x 5000'
modular tiles conforming to NC Land Record Management Specifications and as described in
Exhibit A.
Town of Chapel Hill Update Topographic Mapping- Exhibit B
The 1"=100' scale topographic update mapping will include those Town of Chapel
Hill twenty-four (24) tiles as described in Exhibit B.
University of NC at Chapel Hill Color Orthophotography- Exhibit C
The 1"=50' scale high resolution and high accuracy color orthophiotography will include those
University of NC at Chapel Hill thirty-two (32) tiles as described in Exhibit C.
Duke Forest Color Orthophotography- Exhibit D
The 1"=200' scale additional color orthophotography will be at a one-half foot pixel
resolution, cover a total of 8.97 square miles and formatted into 10 - 5000' x 5000' modular
tiles conforming to NC Land Record Management Specifications and as described in Exhbit
D.
Pictometry International Color Oblique Imagery - Exhibit E series
Color oblique images as two-way community package and four-way neighborhood package as
described in Exhibit E series.
2925 E. Independence Blvd. • Suite 100 • Charlotte, NC 28205 • Tel: 704.347.4552 • Fax: 704.341.4515 • Toll Free: 888.811.7015 • www.sanhorn.com
Mr. Small
November 13, 2007
Page 2 of 6
Re: Town of Chapel Hill -Aerial Photography, Mapping and Related Services Agreement
2008 Color Orthopliotography and Update Mapping
Scope of Work
Digital Aerial Photography
Sanborn will acquire digital aerial photography utilizing our Charlotte based flight crew, twin-
engine aircraft and Intergraph DMC large fornat digital mapping camera. The digital aerial
photography will be acquired utilizing .Airborne GPS/Inertial Navigation System technology at
aground resolution of one-half foot or less.
Ground Control Surveying
Sanborn will utilize the existing NCGS and NGS published control network to the fullest
extent possible and supplement where necessary with new GPS surveyed control points. The
ground control surveying will be referenced to the NC State Plane Coordinate System, NAD
83/2001 and NAVD 88. The unit of measurement will be the US Survey Foot.
Fully Analytical Aerial Triangulation
Sanborn will perform a FAAT least square adjustment for all of the aerial photography
acquired under this project conforming NC Land Records Management specifications and
accuracy standards.
Digital Elevation Modeling
Sanborn will utilize the Town of Chapel Hill and Town of Carrboro 2003 DTM point,
brealdine data and UNC at Chapel Hill 2007 DEM point, breakline data as a 3D sw:face model
in the ordiophotogxaphy rectification process. Utilizing die 2008 digital aerial photography, the
existing DTM will be updated in those areas having significant changes to reflect current
conditions. Sanborn will utilize the NC Flood Plain Mapping Programs lidar data as a 3D
surface model in the ordiophotogi-apliy rectification process for the remaining portions of
Orange County.
Digital Terrain Modeling
Sanborn will develop a new DTM surface model for the 32 -1"=50' scale tiles being flown for
the UNC at Chapel Hill high resolution orthophotography product. The DTM will consist of
3D mass points and break lines at a density to comply with FGDC spatial accw:acy standards
for one-foot contour mapping.
Color Ordiophotography
Sanborn will develop one-half foot resolution color digital ordzophotography coveizug the
entire 400 square mile Orange County plus a minimum of 500 feet beyond the County
boundary. The total color orthophotography coverage area will be 470.8 square miles and will
include 525 - 5000' X 5000' tiles conforming to the NC Land Record Management's modular
tiling scheme for 1"=200' scale maps. The 525-oxdiophotography tiles will include full aerial
imagery coverage.
Topogxapluc Update Mapping
Utilizing the 2008 aerial photography, Sanborn will update the Town of Chapel Hill's
designated twenty-four (24) 1"=100' scale tiles developed under the 2003 aerial photography
project. The planimetric, DTM and contour features included in die 2003 geodatabase design
will be updated to reflect current conditions.
Color Oblique Imagery
Pictometry will provide all of die color oblique imagery under this Agreement conforming to
the Town's and County's direct negotiations wide Pictometry.
0
Mr. Small
November 13, 2007
Page 3 of 6
Re: Town of Chapel Hill -Aerial Photography, Mapping and Related Services Agreement
2008 Color Ordiophotography and Update Mapping
Orthophotography Pilot Area
Sanborn will deliver one-set of six - 1 "=200' scale color ordiophotography images as a Pilot
for the Towns' and County's review prior to full production. The Pilot Area will consist of die
following tiles 9779-04, 9789-03, 9778-02, 9788-01, 9788-03 and 9778-04
Deliverable Products
Sanborn will deliver die following Aerial Photography, Mapping and Related Services products
if work item is selected under dus project:
® Aerial Photography, Ground Control Surveying, Analytical Triangulation Report
certified by Sanborn's NC Professional Land Surveyor. A digital version of die reports
will include aerial photography photo center coordinates (XYZ) and complete
analytical triangulation results.
m 525 -Countywide 1"=200' scale 0.5' pixel resolution color orthophotography
individual file images in TIF/TFW and 20:1 compression SID/SDW formats.
® 10 -Duke Forest 1"=200' scale 0.5' pixel resolution color orthophotography
individual file images in TIF/TFW and 20:1 compression SID/SDW formats.
® 32 -UNC at Chapel Hill 1"=50' scale 0.125' pixel resolution color ortl~ophotograpliy
individual file images in TIF/TFW and 20:1 compression SID/SDW formats.
® 1 -UNC at Chapel Hill DTM surface model covering die 32-tile Main Campus
project area as an AscGIS 9.2 pGDB. Optional l' contour pGDB delivery
® 24 -1"=100' scale updated topographic mapping tiles for die Town of Chapel Hill.
® Pictometry Countywide color oblique imagery to be provided by and delivered dixecdy
to die Town of Chapel Hill, Town of Carrboro and Orange County by Pictometry.
Optional MrSID Mosaic Deliverable Products
® Optional Color orthophotography countywide mosaicked image in 100:1 SID/SDW
format.
® Optional Color ordiophotography Town of Chapel Hill and Carrboro mosaicked
image in 20:1 SID/SDW format, 42,500' E-W and 47,500' N-S:
® Optional Color ord~ophotography UNC at Chapel Hill mosaicked image in 20:1
SID/SDW format for the 32-tile Main Campus project area.
m Optional Color orthophotography countywide mosaic onto medium weight glossy
photo paper being 60" X 91" at 1"=1600' nominal scale
® Optional Color orthophotography Town of Chapel Hill and Town of Carrboro
mosaic onto medium weight glossy photo paper being 60" X 53" at 1"=800' nominal
scale.
® Optional Color ordiophotography UNC at Chapel Hill Main Campus mosaic onto
medium weight glossy photo paper being 36" X 41" at 1"=200' nominal scale.
Mr. Small
November 13, 2007
Page 4 of 6
Re: Town of Chapel Hill -Aerial Photography, Mapping and Related Services Agreement
2008 Color Orthophotogxaphy and Update Mapping
FGDC Compliant Metadata
Sanborn will deliver FGDC compliant metadata for the orthophotography TIF/TFW delivery
and the planimet~ic and contour mapping delivery.
Delivery Schedule
1.) Ground Control Surveying Completed -March 1, 2008
2.) Digital Aerial Photography Completed -March 10, 2008
Digital Imagery Processing and Analytical Triangulation -March through May 2008
3.) Countywide Orthophotography Production -April tluough September 2008
Pilot Delivery -April 2008
Monthly delivery ofTIF/TFW and SID/SDW color images -May through September
Optional Color Mosaics and hard copy prints -October 2008
4.) Town of Chapel Hill Topographic Mapping Update completed -June 2008
5.) UNC at Chapel Hill Oxthophotography and DTM -July 2008
The production schedule for major tasks associated with the project and the delivery schedule
for this project is described in Exhibits F.
10
Mr. Small
November 13, 2007
Page 5 of 6
Re: Town of Chapel Hill - AeiYal Photography, Mapping and Related Services Agreement
2008 Color Orthophotography and Update Mapping
Orthophotography and Mapping Price Schedule
1.) Countywide orthophotography images (525) at 0.5' pixel resolution in TIF/TFW and 20:1
SID/SDW individual file format - $77,584.00 ($147.78 per tile).
2.) Duke Forest orthophotography images (10) at 0.5' pixel resolution in TIF/TFW and 20:1
SID/SDW individual file format - $1,477.78 ($147.78 per tile).
3.) UNC at Chapel Hill 32 file Main Campus high-resolution orthophotography images at
0.125' pixel resolution in TIF/TFW format - $32,000.00
4.) UNC at Chapel Hill DTM point, breakline Main Campus surface model - $16,500.00
5.) UNC at Chapel Hill. one=foot contour interval mapping pGDB delivery - $3,500.00
6.) Town of Chapel Hill update topographic mapping - $14,970.00 (616.25 per tile)
7.) Pictometry Color Oblique Imagery price quote $54,276.00
Optional MrSID Mosaic Price Schedule
8.) Countywide 100:1 MrS1D mosaic of 525 tiles - $600.00
9.) Duke Forest 20:1 MrSID mosaics of 58 scattered file property aa:ea - $400.00
10.) UNC at Chapel Hi1120:1 MrSID mosaic of 32 Main Campus tiles - $300.00
11.) Towns of Chapel Hill and Carrboro 20:1 MrSID Mosaic of 88 - 200' scale tiles - $450.00
Optional MrSID Color Mosaic Print Unit Price Schedule
12.) Countywide color mosaic print on glossy photo paper -each $400.00
13.) Duke Forest MrSID color mosaics prints (4 per set) on glossy photo paper -each set
$500.00
14.) UNC at Chapel Hill. Main Campus color mosaic pint on glossy photo paper -each
$150.00
15.) Town of Chapel Hill and Town of Carrboro MrSid Mosaic color mosaic prints on glossy
photo paper -each $200.00
Should you have any questions, please contact me at 704-347-4552 or geaton@sanborn.com.
Sincerely,
SAIVBORN
~~
Gary Eaton
Senior Vice President
(l'
Mr. Small
November 13, 2007
Page 6 of 6
Re: Town of Chapel Hill -Aerial Photography, Mapping and Related Services Agreement
2008 Color Ordzophotography and Update Mapping
Enclosures:
Professional Services Agreement -Standard Rate Schedule and Estimate Forrn
Exhibit A -Countywide color ortliophotogxaphy coverage area and file index map
Exhibit B -Town of Chapel Hill topographic update area map
Exhibit C -University of NC at Chapel Hill Main Campus coverage map
Exhibit D -Duke Forest color oxthophotography coverage area map
Exhibit E-1 -Oblique Imagery General License Terms & Conditions
Exhbit E-2 -Oblique Imagery Deliverables Schedule A
Exhibit E-3 -Oblique Imagery Specifications Schedule C
Exhvbit E-4 -Oblique Imagery Economic Alliance Partnership
Exhibit E-5 -Oblique Imagery Community Sector: 213 -Neighborhood Sector: 230 Map
Exhibit E-6 -Oblique Imagery Community Sector: 451 -Neighborhood Sector: 137 Map
Exhibit E-7 - 9-21-07 Oblique Imagery Quote # EF092107
CC:
Mr. Steve Averett, Orange County GIS Director
Ms. Deborah Frederick-Squv:es, Town of Chapel I-hill
Ms. Ruth Heaton, Town of Carrboxo
Mr. Abbas Pixan, UNC at Chapel Hill