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HomeMy Public PortalAboutORD10076 BILL NO. 3 - 117 SPONSORED BY COUNCILMAN ® ORDINANCE NO. -6 AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH SANBORN MAP COMPANY FOR THE UPDATE OF THE SANBORN ATLAS. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The Mayor and Clerk are hereby authorized and directed to execute a contract with Sanborn Map Company for the update of the Sanborn Atlas for the sum of $14,100. Section 2. The contract shall be substantially the same in form and content as that contract attached hereto as Exhibit A. Section 3. This Ordinance shall be in full force and effect from and after the date of its passage and approval. a Passed �� '� D — Approved 40 .-/1, re ding Officer /Mayor ATTEST: ojavt� ae-4�/ ity Clerk AGREEMENT THIS AGREEMENT is made and entered as of this / b day of &fpbAv 1983, by and between the CITY OF JEFFERSON, MISSOURI, a Municipal corporation, hereinafter called CITY, and SANBORN MAP COMPANY, INC. , a corporation, hereinafter called CONSULTANT. WITNESSETH : The parties hereto do agree as follows: 1 . RECITALS. This Agreement is made and entered into with respect to the following facts: (a) That CITY desires to update the Sanborn atlas of Jefferson City which was last updated in 1968 and to expand the map coverage by adding ten new map sheets to said atlas and, (b) That these maps provide a complete picture of the City's building stock, including building outline, street address, height in stories, use by occupancy and construction; and, (c) That CONSULTANT has had extensive experience with the preparation of such maps and is presently the only source which can furnish this service to the CITY; and, (d) That the CITY has elected to engage the services of CONSULTANT upon the terms and conditions as hereinafter set forth. 2. SCOPE OF CONSULTANT'S SERVICES. CONSULTANT shall perform those services specified in its letter addressed to Mr. D.R. Preston, City Planner, dated July 25, 1983, (hereinafter called PROPOSAL) a copy of which is attached hereto as Exhibit "A" and by this reference made a part hereof as though it were fully set forth herein. - 1 - Performance of the work specified in said PROPOSAL is made an obligation of CONSULTANT under this Agreement, subject to any changes made subsequently upon the mutual agreement of the parties. 3. SCOPE OF CITY'S SERVICES. CITY shall make available to CONSULTANT copies of tax maps, building plans and new highway plans, if requested by CONSULTANT to assist in the map updating. 4. TIME FOR COMPLETION. The CONSULTANT agrees that it shall prosecute regularly and diligently the work of this Agreement. CONSULTANT shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of the CONSULTANT. 5. FEE. The compensation to be paid to CONSULTANT by CITY under this Agreement shall be in an amount of not to exceed FOURTEEN THOUSAND ONE HUNDRED DOLLARS ($14,100.00) It is hereby understood and agreed that fifty percent (50%) of said fee shall be due and payable to CONSULTANT upon AM completion of the field work, with the remaining fifty percent (50%) due and payable to CONSULTANT upon completion of the project and acceptance of same by the CITY. 6. TERMINATION OF AGREEMENT. The CITY shall have the right to terminate this Agreement upon giving a ten (10) day written notice of such termination to CONSULTANT. In the event of such termination, the City Planner, based upon work accomplished by CONSULTANT prior to notice of such termination, shall determine the amount of fees to be paid to CONSULTANT for such services based upon accepted engineering, architectural and/or planning practices. 7. SUCCESSORS IN INTEREST. The terms and provisions of this Agreement shall extend to and be binding upon and inure to the benefit of the heirs, executors, administrators, successors and assigns of the respective parties hereto. 8. INDEPENDENT CONTRACTOR. CONSULTANT shall perform the services hereunder as an independent contractor and shall furnish such services in its own manner and method, and under no circumstances or conditions shall any - 2 - agent, servant, or employee of CONSULTANT be considered as an employee of CITY. 9. DUE CARE. CONSULTANT shall perform all services required under this Agreement in a careful , diligent and professional manner and shall be responsible for all errors and omissions for services performed by it under terms of this Agreement. 10. WORKERS' COMPENSATION INSURANCE. CONSULTANT shall carry and pay for such compensation insurance as is necessary to fully protect CONSULTANT and its employees under applicable Workers' Compensation Insurance and Safety Laws, to relieve CITY from all responsibility under said laws in connection with the performance of this Agreement. 11 . ASSURANCE OF COMPLIANCE WITH CIVIL RIGHTS LAWS. CONSULTANT hereby certifies that it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, marital status or national origin. In addition, CONSULTANT shall not exclude from partici- pation in, deny the benefits of, or subject to discrimination under this Agreement any employee or applicant from employment on the basis of age under the Age Discrimination Act of 1975, or with respect to an otherwise qualified handicapped individual as provided in Section 504 of the Reha- bilitation Act of 1973; or religion except that any exemption from such prohibition agains discrimination on the basis of religion as provided in the Civil Rights Act of 1964, or Title VIII of April 11 , 1968, as amended, shall also apply. 12. EXTRA SERVICES. Extra services that may be required by the CITY which are not covered under this Agreement, may be provided by CONSULTANT upon written request of CITY. Increased or decreased scope of work shall be negotiated. 13. CITY SUPERVISION. Mr. D.R. Preston, City Planner, shall have the ® right of general supervision of all work performed by CONSULTANT and shall - 3 - r be the CITY' s agent with respect to obtaining CONSULTANT'S compliance hereunder. No payment for any services rendered under this Agreement shall be made without the prior approval of the City Planner. 14. NONASSIGNMENT. This Agreement is not assignable either in whole or in part by CONSULTANT without the written consent of CITY. 15. INDEMNIFICATION. CONSULTANT hereby agrees to, and shall hold CITY, its elective and appointive boards, officers, agents and employees, harmless from any liability for damage or claims for damage for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT'S negligent acts, errors or omissions under this Agreement. 16. AUTHORITY TO REPRODUCE MATERIALS. Sanborn map products are furnished as a copyrighted subscription service. Reproduction and/or distribution of materials produced under this contract for use by non- subscribing city departments or outside agencies is prohibited except upon AM authorization by the contractor. Reproduction of individual map sheets or parts thereof, for use in the regular and normal operations of a subscribing city department, is permitted. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date first above written by their respective officers duly authorized in that behalf. CITY OF JEFFERSON, a Municipal corporation ATTEST• /�� by GLt/�` (� A T: iWlerk) SANBORN MAP COMPANY, INC. , a corporation ® by President APPROVED AS TO FORM: - 4 - E S,ANBORN MAP COMP, NY9 INC* E A DIVISION OF REAL ESTATE DATA. INC. 629 FIFTH AVENUE O PELHAM.NEW YORK O 10603 TELEPHONE: 914.739-1649 • 212-897-4910 S July 25, 1983 Mr. D.R. Preston City Planner Department of Planning & Code Enforcement 320 E. McCarty Jefferson City, Mo. 65101 Dear Mr. Preston: In response to your June 27 letter to Mr. Wells and subsequent phone calls we are pleased to provide specifications and costs to update the .existing Sanborn maps of Jefferson City and to expand the coverage by preparing. 10 new map sheets. Map Update Procedure Our estimate is based on revising the existing colored map sheets within the City limits,. from the last date of corrections as noted above. The updating is accomplished by on-site visual inspection from the street in front of the property. The inspection will be performed by experienced field survey specialists who are part of our permanent staff, in keeping with the standards established by Sanborn in our-many years of city mapping activities. Changes affecting principal buildings will be recorded; i.oe. building outline, construction, number of stories and related house numbers. All changes in street names and alingmefits will* also be recorded. Garages . have not been included in the updating since 1963, and will be omitted unless specifically requested as an added service for the update period. (We will , however, record garages built as part of new principal building construction.) The map updating will be consistent with the existing map format; however, occupant identification and certain details related to fire insurance, such as hydrants, sprinklers, .water pipes, fire alarms, elevators, skylights, etc. are no longer updated. Map symbolization may vary in some older areas where no changes have occurred. Some atlases contain skeleton map sheets (streets and lot lines only); these are not updated. With relation to demolitions for propsed urban renewal and new highway construction, we will indicate with a note all demolished buildings and will follow this procedure until final plans for the area have been con- DETAILED URBAN AREA ATLASES AND COMPUTER-BASED DATA SYSTEMS FOR ALL CITY DEPARTMENTS AND PUBLIC UTILITIES. DIAGRAMMATIC ATLASEB AND CUSTOM SERVICES FOR INSURERS AND INDUSTRY. - 2 - summated. All other demolitions will be removed from the maps. Upon completion of the field work, areas on each map sheet where changes have been recorded will be redrafted and the corrections affixed to the existing colored map sheets. For this purpose we request that, upon noti- fication, you return the existing atlas to us. The corrected atlas is then returned to .you, providing you with completely updated information about the City's building stock and street configuration within the ex- isting mapped area. Procedure for New Mapping The new map sheets will be prepared in black and white, per the speci- fications attached. These are less costly and more easily updated than the colored maps and are superior for copying purposes. This procedure has become our standard for all new mapping. Ten new sheets will be prepared as shown in red on the street map you provided (Map A). To prepare these new sheets we will require two copies of the 1" = 400' city atlas (Map B) covering the new areas to be mapped. We will also .need one set of the 1" = 100' photo maps (as per the sample Photo B) covering the new areas. It will not be necessary for the City to provide any maps or photos of the area covered by the existing Sanborn maps. Your maps will be used as a base for our new map layout which will be con- verted to a scale of 100' to the inch. They will be mosaicked an totally redrafted in ink, showing only the block and lot outlines, streets, and street names. On this new base we superimpose all new improvements and items as specified in our legend. This will be accomplished by an on-site visual inspection from the sidewalk in front of the property, locating all major buildings and recording house number, construction features, etc. The base map will be published at the same size as the existing atlas in black and -white at a scale of 100' to the inch. Future corrections will be made by total republishing of the new expansion black and white map sheets. *We' would like to point out that in the actual final layout it is conceivable that there may be more or less" map sheets required than initially quoted to complete the �new mapping. In such a case the City will be either credited or debited at the unit rate per sheet. If, by chance, additional sheets- are required over the amount quoted, we will not proceed without receiving written permission from the City for same. Materials to be Delivered and Costs One revised Sanborn atlas, covering the existing mapped area, and also including 10 new map sheets as described above. Includes amended street index. $14,100.00 The price above is firm for 90 days. In addition to the services described above, we would like to keep something else in mind. At the same time as. our surveyors are on ® the city streets recording information for the map updating, they can obtain other information frequently needed by city agencies. This might include information about pavement conditions, street lighting, signs, poles, traffic signals, transit stops, landscaping, - 3 - fire hydrants, catch basins, park facilities, building condition and vacancy status, land use, dwelling unit count, building set-backs, etc. -- literally anything that a trained observer can see and i- ® dentify. Please let us know if you have such needs, and we can amend our pro- posal accordingly. The additional cost can be quite reasonable be- cause the data is obtained in conjunction with the map updating. The additional data can often be shown on a second set of the updated Sanborn maps, but is usually presented in tabular form referenced to street address. Sanborn's services to cities rest on a foundation established almost 100 years ago. The first Sanborn atlases of New York City were produced in 1890, in, Chicago in 1894, and in San Francisco in 1886. More than 12,000 cities and towns in the United States have been mapped by Sanborn since. the company began operations. The continuous updating of many of the Sanborn maps over the years, based on actual field inspections, represents a body of experience and expertise unequalled in the city mapping field. Today this experience is reflected in Sanborn's nationwide mapping and special services to- local governments and private industry, where current, detailed maps and computer-based city data systems provide vital information and significant cost savings in the operations of hundreds of public and private agencies. We are sure that the services described above- will materially assist you in both day-to-day and long range mapping and/.or data inventory needs.- In most of the cities where Sanborn has worked,. NUD financial assistance has been utilized to help defray the costs of mapping and .special data services. We look forward to the opportunity to work with you; please don't hesitate to call if you have- any questions or need further information. Sincerely, Allan S. Davis 'Director, Planning Services ASD/ek KEY TO INFORMATION SHOWN ON NEW SANBORN MAPS Streets and street names Outlines of all principal* buildings House numbers for all principal buildings Number of stories in building, excluding basement Type of building construction (Blank) Wood frame (veneer where shown) BR Brick.. CB Cement block CONC Concrete STONE Stone MET Metal GL Glass Structure identification R Residential APT Multi-family dwelling. Number of units indicated where obvious from field observation C Commercial (wholesale and retail trade and services nec) M Manufacturing W Warehouse T Transportation U Utility CH Church SCH School GAS Gas station PO Post Office FH Fire House PKG Parking lot or structure • Fire hydrant Major buildings other than above, where obvious from field observation, identified as: hospital, theatre, city hall , police station, jail, museum, hotel , library, bank, etc. Open areas such as parks, golf courses, cemeteries, etc. , are not mapped except where necessary for clarity in developed areas. *Principal building: exclude sheds, garages, gazebos, bus stop shelters, etc. 9-83