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EiILL NO. 97-160 ±
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Y' ~ } SPONSORED BY COUNCILMAN Landwehr
>;=t ORDINANCE NO. e7A
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AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH M. J. HARDEN
ASSOCIATES, INC. FOR ELECTRONIC ZONING MAP CONSULTANT SERVICES. j
WHEREAS, M. J. Harden Associates, Inc. has been selected as the firm best qualified to
provide professional services related to the Electronic Zoning Map project;
' NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1. M. J. Harden Associates, Inc. is hereby approved as the best qualified
kts: firm to provide professional services and its proposal is hereby accepted.
e Mayor and Ci ty Clerk are hereby authorzed to execute an agreement
ectian 2. Th C
with M. J. Harden Associates, Inc. for Electronic Zoning Map Consultant Services.
=! Section 3. The agreement shall be substantially the same in form and content as
that agreement attached hereto as Exhibit A.
Section 4. This Ordinance shall be in full force and effect from and after the date of
its passage and approval.
{,f ire aCy (�'S'f Approved:
Passed:_ �� . PP
7U Presiding Officer Mayor
ATTEST: APPROVED AS TO FO M:
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CITY OF JEFFERSON
A.PrIEN.I DENT TO CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT,made and entered into this 0(!!day of April, 1999,by and between the City it
of Jefferson,a municipal corporation of the State of Missouri,hereinafter referred to as the"City,"and M.J.
Harden Associates, Inc.a corporation of the State of Missouri, hereinafter referred to as the"Consultant:'
WHEREAS,the City of Jefferson,a municipal corporation of the State of Missouri, and M.J.
Harden Associates,Inc.a corporation of the State of Missouri,entered into a contract on April 14, 1998;and
WHEREAS, the City engaged the Consultant to render certain technical and consulting services
as to the GIS Strategic Plan; and
! WHEREAS,the City desires to enlarge the Scope of Services and Consultant is willing and able to
perform the additional work.
NOW THEREFORE, said Agreement is hereby amended as follows:
1. Paragraph 1, Scope of Service, of the Agreement dated April 14, 1998, is hereby amended b 1
addition of the following to the scope of services set out in Attachment A: y amen y the
ATTACHMENT A"SERVICES"
Task Series 10:Parcel Map Maintenance
Task 10.1 define parcel map maintenance procedures
_r MJH will assist Jefferson City to identify procedures that will be used for ongoing map
maintenance of the parcel digital maps. This will involve defining the procedures necessary for
Jefferson City staff to update new plats,and existing splits and combinations. As part of this task
MJH will identify software requirements that may include customization of Arc.Info or Arcview
and the purchase of third party software or utilities. Not included in this task is the purchase of
third party software or the development of customized software.
Task 10.2 Develop parcel map maintenance procedures
, .: Rased on the procedures defined in Task 10.1 MJH will develop to map maintenance procedures
that will be used to update the digital parcel maps with existing and future changes.
G$ Task 10.3 Perform parcel map updates 't
MJH will work on site with Jefferson City staff to update the current changes to the parcel maps, f
-r`<t Jefferson City staff will be trained to do the parcel map maintenance on an ongoing basis. City staff !
Will complete the map maintenance work for existing parcel updates once they are fully trained.
"SCHEDULE" !
NlJH understands that it is important to bring the parcel maps up to date as quickly as possible. A
`( schedule to complete this task will be defined as part of the Task 10.1.
The fees for providing the additional services are estimated as follows:
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-Task Series 10 $13,000.00
Expenses , $500.00
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The work will be invoiced as set out in Exhibit B of the original contract at the rates specified in
Exhibit B.I The total invoice for work related to this amendment shall not exceed$13,500.The amount for
the entire contract, including this change, shall remain $49,020.00.
3. All other sections of the Contract dated April 14, 1998, shall remain in effect as originally stated.
IN WITNESS WHEREOF, the parties have affixed their signatures the day and year first above
written.
CITY OF JEFFERSON,MISSOURI CONSULTANT
M.J. HARDEN ASSOCIATES, INC.
VIl.1�MV�lu gl111C/
Title Vi Fnt s Q,Pub Works Direcor
City Administrator
ST: A T:
City C erk Title
APPRO I)AS
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r` CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT, made and entered into this J3—y ay of May, 1998 by and between the City of
Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as the "City,"and M.J.
Harden Associates, Inc. a corporation of the State of Missouri, hereinafter referred to as the "Consultant." j
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WITNESSETH:
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f THAT WHEREAS, the City desires to engage the Consultant to render certain technical and consulting
services as to the Electronic Zoning Map Project hereafter described in Attachment A; and �
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THAT WHEREAS, Consultant has made certain representations and statements to the City with respect
to the provision of such services and the City has accepted said proposal to enter into a contract with the
Consultant for the performance of services by the Consultant.
NOW THEREFORE, for the considerations herein expressed,
it is agreed by and between the City and the
Consultant as follows:
� =y1. �'ipe of Services
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r' The City agrees to engage the services of the Consultant to perform the services hereinafter set forth in
iAttachment A, attached hereto and incorporated herein by reference.
2. Additions or Deletions to Services t
`- The City may add to consultant services or delete therefrom activities of a similar nature to those set forth in 1
Attachment A, provided that the total cost of such work does not exceed the total cost allowance as specified
in paragraph 7 hereof. The Consultant shall undertake such changed activities only upon the direction of the
City. All such directives and changes shall be in written form and approved by the Director of Planning anc
ffl Code Enforcement and shall be accepted and countersigned by the Consultant or its agreed representatives.
The Consultant will perform any additional work requested by the City which is not specifically covered in the
scope of work as defined herein at a reasonable fee or compensation to be agreed to between the City and the
Consultant at the time any such service may be required.
3. Term of C>��itract•
This Contract shall remain in force from the date of execution until December 31, 1998, unless sooner
terminated under paragraph 8 hereof or unless extended by agreement of the parties.
4. existing Data
All information,data and reports as are existing,available and necessary for the carrying out of the work,shall
be furnished to the Consultant without charge by the City, and the City shall cooperate with the Consultant
{= established to govern the relationship among the City,the Consultant and third parties. The City shall furnish
in every reasonable way in carrying out the scope of services. The City shall also approve all procedures `
to Consultant in writing all of the City's requirements for the project, including, but not limited to schedule
milestones,any financial constraints,and any City criteria,standards,design objectives,or design constraints.
ti The City shall make final design and planning decisions utilizing information supplied by the Consultant. The i
City shall provide designated personnel to represent the City P yin matter involving the Consultant.
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5• Pg�onnel to 0 e Prov;a„a
The Consultant represents that the Consultant has or will secure at its expense all personnel required to ;
perform the services called for under this Contract by the Consultant.Such personnel shall not be employees
I of the City or have any contractual relationship with the City except as employees of the Consultant. All of the
services required hereunder will be performed by the Consultant or under the Consultant's direct supervision
and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law
to perform such services. None of the work or services covered by this Contract shall be subcontracted without
the written approval of the City.
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6. Notice to Proceed_ i
The services of the Consultant shall commence as directed in the Notice to Proceed and shall be undertaken
and completed in accordance with the schedule contained in Attachment A.
7• Com sgtion
The City agrees to pay the Consultant in accordance with the rates set forth in Attachment B which shall "
constitute full and complete compensation for the Consultant services hereunder. Such compensation will be
paid in progress payments, as established by the City. The final payment will be subject to receipt of a
J requisition for payment and a statement of services rendered from the Consultant certifying
! Consultant fully performed all work to be paid for in such progress payments in conformance wit he Contract.
It is expressly understood that in no event will the total compensation and reimbursement to be paid to the
Consultant tinder the terms of this Contract exceed the sum of Forty-Nine Thousand Two Hundred Eighty-Five
Dollars($49,285.00)for all services required unless specifically and mutually agreed to in writing by both the
r. City and Consultant. No change in compensation shall be made unless there is a substantial and significant i
difference between the work originally contemplated by this Contract and the work actually required.
' 8ilu to rform. Cancella�i n.
If,through any cause, the Consultant shall fail to fulfill in timely and proper manner its obligations under this
Contract,or if the Consultant shall violate any of the covenants, agreements, or stipulations of this Contract, i
i the City shall thereupon have the right to terminate this Contract b 1
of such termination and specifying Y giving written notice to the Consultant
i p fying the effective date thereof, at least five (5) days before the effective day of
j such termination. The Consultant or the City may terminate this Contract upon thirty(30)days prior written
! notice. In the event of termination, all finished or unfinished documents, data, studies, surveys, drawings,
maps, models, photographs, and reports or other materials prepared by the Consultant under this Contract
! shall, at the option of the City, become its property, and the Consultant shall be entitled to receive just and ,
equitable compensation for any satisfactory work completed on such documents and other materials.
0• Assgnmen
A.
The Consultant shall not assign any interest in this Contract, and shall not transfer any interest in the same
(whether by assignment or novation), without prior written consent of the City thereto. Any such assignment
f is expressly subject to all rights and remedies of the City under this Contract, including the right to charge or
delete activities from the Contract or to terminate the same as provided herein, and no such assignment
q y g• y gnment shall
require the City to give an notice to any such assignee of any actions which the City may take under this
Contract, though the City will attempt to so notify any such assignee.
10.
,on fatlentiali v
' Any reports, data or similar information given to or prepared or assembled by the Consultant under this
Contract which the City requests to be kept as confidential shall not be made available to any individual or f
r organization by the Consultant without prior written a
pproval of the City.
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- 11. ,��ysdiscram• ation• ,
The Consultant agrees in the performance of the Contract not to discriminate on the grounds or because of race,
creed,color,national origin or ancestry,sex,religion,handicap,age or political affiliation,against any employee
of the Consultant or applicant for employment and shall include as similar provision in all subcontracts let or
j awarded hereunder.
! 12. Independent Qon►tractor.
The Consultant is an independent contractor and nothing contained herein shall constitute or designate the
Consultant or any of its agents or employees as agents or employees of the City. !
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13. Benefits Not Available,
The Consultant shall not be entitled to any of the benefits established for the employees of the City nor be
covered by the Workman's Compensation Program of the City. 1
14. Liabili�y,
The parties mutually agree to the following:
(a) In no event shall the City be liable to the Consultant for special, indirect or consequential
damages,except those caused by the City's negligence arising out of or in any way connected s'
with a breach of this Contract. The maximum liability of the City shall be limited to the
amount of money to be paid or received by the City under this Contract. E
x (b) The Consultant shall indemnify and hold the City harmless from and against all claims,losses
and liabilities arising out of personal injuries, including death, and damage to property which
are caused by the acts,errors and omissions of Consultant for which they would be otherwise `
,. legally liable, arising out of or in any way connected with this Contract, subject to the
maximum amount of money to be paid under this Contract.
15. DQpuments.
` Reproducibles of tracings and maps prepared or obtained under the terms of this Contract shall be delivered
upon request to and become the property of the City upon termination,or completion of the work.Copies of basic }
survey notes and sketches,charts,computations,and other data prepared or obtained under this Contract shall
be made available, upon request,to the City without restrictions or limitations on their use. When such copies
are requested, the City agrees to pay the Consultant its costs of copying and delivering same.
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16. NogigglicitatiQn.
The Consultant warrants that he has not employed or retained any company or person,other than a bona fide
employee working solely for the Consultant,to solicit or secure this Contract,and that he has not paid or agreed
to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee,
commission,percentage,brokerage fee,gifts,or any other consideration, contingent upon or resulting from the
of �`
award or making of this Contract. For breach or violation of this warranty, the City shall have the right to
annul this Contract without liability, or, in its discretion, to deduct from the Contract price or consideration,
or otherwise recover the full amount of such fee,commission,percentage,brokerage fee, gent fee.
g g gifts,or contingent
17. Iloyk s nd Records.
K The Consultant and all his subcontractors shall maintain all books,documents,papers,accounting records,and
' other evidence pertaining to costs incurred in connection with this Contract, and shall make such materials
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available fit their respective offices at all reasonable times during the Contract and for a period of three (3)
yearn following completion of the Contract.
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Y 18.
The Consultant shall not be liable for delays resulting from causes beyond the reasonable control of the
Consultant; the Consultant has made
no warranties, expressed or implied, which are not expressly set forth
in this Contract; and under no circumstances will the Consultant be liable for indirect or consequential
' damages.
19. otaces,
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All notices required or permitted hereunder and required to be in writing may be given by first class mail
addressed to the City of Jefferson,c%Director of Planning and Code Enforcement,at 320 East McCarty Street,
'.. Jefferson City, Missouri, 65101, and M.J. Harden Associates, Inc., 1019 Admiral Boulevard, Kansas City,
Missouri,64106. The date and delivery of any notice shall be the date falling on the second full day after the
t day of mailing.
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20. bimm2�a4�ern• i
This Contract shall be governed by the laws of the State of Missouri as to both interpretation and performance.
IN WiiTNESS WHEREOF, the parties hereto have set their hands and seals this z aa3r of May, 1998.
°y c, CITY OF JEFFERSON, MISSOURI CONSULTANT
• D ASSOCIATES, INC.
r Mayor Title: Y
President
ATTEST: ATTEST:
ity Cl k
=1 . . Ti Contract Administrator
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APPROVED AS
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Attachment
� 1 Services
Conversion Work Plan
i
FIRM flood maps
and zoning
boundaries
gt4 Lot,Parcel, QC and Digital and Subs. Delive rY last Swim 70 Task Saim 60
r Associated text and
polygon attribution
Task Saia 40 .
1
} ' Project Management
Task Baia 70
Ta3k Series 10:Orpanize The Project ,v
` The purpose of this task is to acquire and log source material,produce project specific programs and
production documentation.. :!
Task Series 20 Rielit of Way Conversion
+ +• The first step in the conversion process is to capture street centerlines and street Right-of-Ways,using the
orthophotos and source mylars as a guide. Visible ground features shown on the orthophotos(sidewalks,
fit fence lines,etc.)will help determine the proper location of these lines. ROW widths and other dimensional
' information provided on the mylars will be used to place the linework so that the cadastral integrity of the s".
original mylar is preserved. Although the centerlines and ROW lines will be captured on a sheet-by-sheet
basis,the end product of this stage will be one continuous,seamless ROW file for the entire city. This will
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�+ I eliminate the need for edgematching the linework in later stages of the project. This ROW file will be used '•
' to compile the parcel linework in the next stage of production.
Task,Series 30 Construction of Lot.Parcel and Subdivision Boundaries
t , The next step in the conversion process is the construction of lot,parcel,and subdivision linework.
' linework classifications are:
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S Tr Lot' `.jr.
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Lot/Parcel
Parcel
Contiguous Parcel -
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o Contiguous Lot/Parcel
t The linework will be captured using a combination of ground features said source.document dimensions as
a guide. Each line placed,will be coded as one,and only one,of the above classifications. Duplicate
linework representing different feature types will not be used,except in the case of subdivision boundaries
and city itmtts,as covered below. Because the ROW lines(which form the parcel block outlines)have ,
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alread been laced,edgematching between adjacent maps should be minimal at this stage. The Captured
t• p hoots
linework will be linecleaned to ensure topological correctness(i.e. clean intersections with no unders ;
overshoots,or dangles).
Subdivision boundaries are usually shown on source maps as a series of ticks and subdivision legend
reference numbers. These ticks will be used as a guide to place a polygonal boundary for each subdivision.
The corresponding subdivision name or plat number will be placed inside the new polygon, The
subdivision polygons will be topologically correct and will match the underlying parcel linework vertex-
for-vertex.
City limits,corporate limits,and any other boundary features shown on the source material will also be
E captured. They will be placed with the sae rules as subdivision boundaries.
m
Task Series 40•Caaturins Annotation �
Once all of the parcel linework has been placed,the next step is the conversion of the source document
annotation. The following list represents the annotation features that will be captured:
+ Street Names
• Right-Of-Way Dimensions
• Parcel Dimensions as shown on source material
i . Subdivision Block Numbers
s.
State Block Numbers(&Ticks)
• Lot Numbers
! • Subdivision Names and/or Numbers
Y • Full Parcel ID numbers
• Address
Acreage as shown on source material
i Task'Series 50•Flood Plain IVfapains 1 .
The process to digitize FIRM maps from FEMA involves setting-up to known points,primarily FIRM road
intersections to corresponding road intersections from the digital source base map. MJH GIS technicians
will set-up your FIRM maps to the digital ortho photos or best available source map provided and digitize
each flood plain. Each FIRM Pan el will be set-up to at least four control points with a maximum set-up
` error of+-.003%. All associated text will be placed. Digital flood plain linework is an estimation of the
actual flood plain lines--o errors from source data,conversion and edgematching will add distortion to the '
map, FIRM maps will be converted only after the parcel conversion is completed.
'Teak
Seri Zonine by Freilich,Leitner&Carlisle
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will be completed b Freilich,Leitner&.Carlisle(4600 Madison Avenue
f' Conversion of zoning polyg P y
Suite 1000)using the parcel maps produced in the above stage. MJH will coordinate the exchange of data
between Freilich;Leitner&Carlisle and MJH to ensure GIS compliant status.
Task Series 60:()jaality Control
v In order to ensure the accuracy and comprehensiveness of the data capture process,numerous quality control
rocedures will be executed during each stage of the project All linework and annotation placed will be
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autoznatically verified ed against a ntlebase to guarantee that it was placed with the proper symbology. Visual.
at ' t ar
checks make sure that the linework fits the orthophotos or other digital base map,while random
r rticsurements will check the dimensional integrity of the parcels. Automated processes will ensure that the
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parcels are topologically correct and have been assigned valid parcel ID numbers: Emphasis will be placed on
' i 'Control being an on-going process throughout'eve stage of the ro ect,not alast-minute check before ,rr
every
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h 1' k Ser4ts"70:Pro ect Mans ement ro ress according to the
MJH will assist the Client by keeping the work plan current and tracking p 8
'shed schedule. MJH will use the project management tool of the a le nt co weeksior monthlytand
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no preference we will use MS Project MJH will provide status repo ry
have a status meeting on the same frequency. ,
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Schedule:
Electronic Zoning Map will be completed within nine(9)months from notice to 1 I The -
. Please note that changes to the scope of services may effect the scheduled
proceed. .
. delivery date.
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r Attachment B
Fees
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MJH has a strong commitment of working with our clients to best meet their needs. We I
propose to complete the work effort described herein for a not to exceed amount of
$49,285. Based on your RFP, discussions with staff and our understanding of what is
:. required,we have prepared a cost estimate to complete the proposed tasks. The
j following table outlines these cost estimates.
Consultant j
' Task Series Hours Labor Travel Total
10 Organize the Project 20 S 1,300 $0 $ 1,300 t
20 Right of Way Conversion 75 S 3,750 $0 $ 3,750
30 Lot, Parcel,and Subdivision 240 $12,000 $0 $12,000
40 Capture Annotation 520 $26,000 $0 $26,000
} SO Flood Plain Conversion 5 S 250 $0 $ 250
60 Quality Control 43 $ 2,150 $0 $ 2,150 x
70 Project Management 45 $ 3,835 $0 $ 3,825
. TOTALS 948 $49,285 $0 $49,285
3.;.
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The currently hourly rates for all labor,categories assigned to this project are shown
" below. The hourly rates shown are effective through December 31, 1998.
F' Consulting Services Hourly Rate
f Project Officer $115 ;
Project Manager $85
Project Coordinator
$65
Production Staff $50
4 Clerical $35
This work will be.invoiced monthly on atime-and-expense basis pursuant to the provided ,
a estimate and hourly rates. These rates; effective through December 31, 1998, encompass
conversion services for assisting the Client prepare the Electronic Zoning Map. MJH will' 4
provide audit trails as required by the Client. Ter_ms of payment shall be net due 30 days
from date of invoice
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