HomeMy WebLinkAboutAgenda - 05-16-2000-8gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 16, 2000
Action Agenda
Item No. ``~
SUBJECT: Interlocal Agreement with Town of Hillsborough for GIS,Services and Products
DEPARTMENT: Land Records/GIS PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Proposed Interlocal Agreement Roscoe Reeve, ext 2500
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To approve an interlocal agreement between Orange County and the Town of
Hillsborough for the purchase of Geographic Information System (GIS) products from the
County.
BACKGROUND: On January 20, 1998 the Board of Commissioners approved an agreement
with Atlantic Technologies, Inc. to purchase digital data products to enhance the development
of GIS in the County by obtaining new orthophotos, topography, and planimetrics. This
$650,000 agreement covers amulti-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 municipalities to purchase GIS products produced by
the vendor from the County. The attached interlocal agreement between the County and the
Town of Hillsborough sets policy on how data may be obtained when the County has purchased
a GIS digital data product that the Town wants. This agreement is modeled upon similar
agreements with the Town of Chapel Hill and the Town of Carrboro that were approved by the
Board of Commissioners in 1998 and 1999.
The 1:Inancial effect of this interlocal agreement is to reduce the amount the County will pay out
of pocket far the GIS products and services from Atlantic Technologies. As was the case with
Chapel Hill and Carrboro, the Town of Hillsborough will pay a "fair share" of the costs the
County has already incurred under the contract, and will incur under a subsequent phase of the
Atlantic contract, if and when funding for that phase is approved by the Board of
Commissioners. For the phases already approved by the Board of Commissioners, the
County's cost will be reduced by a $6,321 payment from the Town of Hillsborough. The Town is
pledging to pay an additional $9,600 for G15 products to be provided by Atlantic in FY2000-
2001 if approved by the BOCC.
The "fair-share" basis to this agreement recognizes that the Town benefits from the initial
phases of the project (aerial photography, ground control, and analytical) necessary to produce
the products desired by the Town and, already paid by the County, Chapel Hill and Carrboro.
FINANCIAL IMPACT: Approval of this agreement will result in a net savings to the County in
the Capital Project Fund to the County of up to $15,921 against the $650,000 contract
previously approved by the BOCC with Atlantic technologies
RECOMMENDATION(S): The Manager recommends that the Board approve the interlocal
agreement with the Town of Hillsborough subject to final review by the County Attorney, and
authorize the Chair to sign it.
ORANGE COUNTY,
NORTH CAROLINA
THIS AGREEMENT, made this day of , 2000, by and between Orange County, hereinafter
referred to as "the County," and The Town of Hillsborough, North Cazolina, hereinafter referred to as "the
Town,"
WHEREAS, The Town participated with the County when .the County issued requests for
proposals (hereafter "the RFP"), on November 6, 1997 (amended on November 18, 1997) to obtain digital
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 (hereafter "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 for any item not priced on a per sheet basis (aerial photos, control, analytical, etc.); and
WHEREAS, the Town's fair-share is $6,321 since the number of tiles needed to depict the
geographic boundaries of the Town's planning azea (including the extraterritorial jurisdiction and utility
service area) represents 7 percent of the County's contract cast for aerial photos, control, and analytical
products, and
WHEREAS, it has been determined that the services and products desired by the parties to this
agreement can be shazed in an equitable manner as provided in this agreement.
NOW, THEREFORE, it is agreed and understood that:
COIIf~1t10I1S
All products created by the Company for the County are the property of the County.
2. The Town may purchase from the County, far the area designated below any service or product
obtained from the Company pursuant to the GIS Contract.
3. The Town may purchase from the County the following 64 tiles at $150 per the for a total cost of
$9,600:
9863-06 9864-07 9864-14 9865-12 9873-OS 9874-05 9874-13 9874-13
9863-07 9864-08 9864-15 9865-14 9873-06 9874-06 9874-14 9875-14
9863-10 9864-09 9864-16 9865-16 9873-07 9874-07 9874-15 9875-15
9863-11 9864-10 9864-17 9865-17 9873-08 9874-08 9874-16 9875-16
9863-12 9864-11 9864-18 9865-18 9873-09 9874-09 9874-17 9875-17
9863-16 9864-12 9864-19 9865-19 9873-10 9874-10 9874-18 9875-18
9864-05 9864-12 9864-20 9865-20 9873-11 9874-11 9874-19 9875-19
9864-06 9864-13 9865-11 9873-03 9873-12 9874-12 9874-20 9875-20
4. The total cast to Hillsborough for the 64 tiles as itemized equals $15,921:
a. Town's fair share at $6,321.
b. 64 tiles at $150 each for $9,600.
5. A "tile" for the purpose of this agreement includes at least the following digital information that
can be processed using a Pentium desktop, computer with AutoCAD Map software:
a. Digital orthophoto base maps produced at a scale of 1" = 400' and based on NAD 83 that can
show NAD 83 and NAD 27 grid ticks.
b. Digital topography with contour intervals representing elevation changes every 5 feet and
produced at the scale of 1" = 400'.
c. Digital planimetrics produced at a scale of 1" = 400' and with features consistent with this
scale in the Atlantic Contract.
d. Corresponding databases provided by Orange County Land Records including tax map and
parcel information.
6. The County will provide quality control review of products delivered by the Company to the
County, including an expert consultant when necessary.
7. 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/INFO software and hardware
which at this time is CD-ROM.
8. 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. The County will provide the Town with
current copies and subsequent updates of all policies and price listings associated with the
provision of the County's digital and GIS products as previously described.
Suecial Conditions
1. If the Town orders products ar services after November 1, 2000, it will be subject to the same cost
adjustment that is a part of the GIS Contract.
* 5
In witness whereof, the parties hereto have executed this inter-local agreement effective on the 15t day of
July 2000.
County: Town:
ORANGE COUNTY, NORTH CAROLINA TOWN OF HILLSBOROUGH
By:
By:
Moses Cazey, Chair
Orange County Boazd of
Commissioners
ATTEST:
Horace H Johnson, Mayor
Town of Hillsborough
ATTEST:
Beverly A. Blythe, Clerk to the Board Donna F Armbrister, Town Clerk
Kenneth T. Chavious, Finance Director Sherry G. Carter, Finance Director
"This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal
Control Act."
Sherry G. Carter, Finance Director