HomeMy Public PortalAbout100_085_Tybee Island GIS Services Proposal (3)
1 CONTRACT FOR PROFESSIONAL SERVICES This Contract is made by and between the Coastal Regional Commission, hereinafter referred to as the “CRC” and the City of Tybee Island, GA hereinafter
referred to as the “City”; Witnesseth that: WHEREAS, the City desires that the CRC provide Geographic Information Systems (GIS) services to the City as defined in the scope of work section
of this document. THEREFORE, it is understood and mutually agreed as follows: I. PERFORMANCE OF SERVICES: The City hereby agrees to engage the CRC and the CRC hereby agrees to perform
the services stipulated in this agreement in accordance with the terms and conditions contained herein. A. The contract commences upon authorization from the Tybee Island City Commission
which serves as notice to proceed to provide GIS services to the City. This includes fixed fee services as well as a continuing GIS services agreement reviewed annually. B. CRC’s performance
is directly dependent on cooperation of the City and City staff and timeliness in submitting materials specified in the contract. As mutually agreed upon by both parties, the receipt
of this signed and executed contract is our official notice to proceed. II. SCOPE OF WORK: The CRC shall perform and complete in a satisfactory manner the following work and services:
Task One: City wide Geodatabase creation The CRC will complete a comprehensive inventory of all existing and available GIS datasets for the City of Tybee. The City is responsible for
providing to the CRC all existing City owned GIS datasets as part of the inventory, including parcel data maintained by SAGIS. Delivery of said datasets is to be delivered to the CRC
no later than three (3) months from execution of this contract. The final inventory will be imported into a spatial database designed to store, query, and manipulate geographic information
and spatial data. This specialized database, or geodatabase, is able to store data of 2 and 3 dimensions, raster and
2 vector data. Geodatabase creation will be based on the ArcGIS for local government data model. In addition to the creation of a City geodatabase and importation of existing datasets,
the CRC will perform the following additional data collection and geodatabase services: 1. Water well and septic systems. The CRC will inventory all known water wells and septic systems
within the municipal limits. CRC will create a point file for geodatabase importation that includes critical attribute information from existing City files, permits and field data collection.
Whenever feasible, the CRC will coordinate data attribution with UGA MAREX and the Chatham County Health Department. 2. Historic structures. The CRC will coordinate with and advise City
staff on the appropriate conversion of the existing Historic Structures Survey for the City into an acceptable ‘GIS-ready’ format for geodatabase importation. The CRC will then perform
necessary geocoding and spatial referencing of the data and final geodatabase importation. Upon completion of the above services, the final City geodatabase will include, at a minimum,
the following information: o Roads o Waterbodies o Wetlands o Floodplains o Parcel data o Census data o Addresses o City Limits o Tree Inventory o Land Use o Zoning o Community and Public
Safety Facilities o Infrastructure o Water wells and septic systems o Historic Structures o Elevation Data o Soil Data Task Two: Creation of Web Based Mapping The CRC proposes development
of two web-based mapping platforms for the City of Tybee. Both platforms will be customizable and will include City specific logos, icons and artwork to the maximum extent feasible.
3 Platform One: Designed specifically for use by City Staff. Platform Two: Designed for and made available to the general public via a link on the City’s website. The CRC will conduct
a Needs Assessment via interviews with City staff GIS users to determine the functional capabilities required of the online GIS map services to be developed. At a minimum, both map services
will perform the following functions: o Zoom in/Out/previous o Pan o Toggle layers on and off for map display o Select features on the map o Copy to clipboard or Export the map view
o Identify map features and display attribute details o Search by attributes on specified layers o Print map with user customizable options o Bookmarks o Hyperlinks from attributes o
Export data attributes o Tool to develop reports that are ready for printing directly from web browser o Data distribution via spatially defined extent (export to standard GIS formats)
Note: Additional functional abilities may be developed based on findings of the needs assessments, assessments, software requirements and limitations as well as budget. Task Three: Continuing
GIS Services The CRC agrees to provide continuing services for a period of three (3) years from the execution date of this contract to provide the services outlined below. A. Conduct
annual assessment and maintenance of the City GIS data files, geodatabase and web-based mapping applications. B. Provide continual hosting of web-based mapping applications on CRC’s
secure GIS servers. C. CRC shall provide a climate controlled, secure data center. The data center shall be equipped with power back-up and have regular data and software backup routines.
The facility is also equipped with high speed and redundant internet connectivity. All equipment is setup with redundancy built in to every aspect. D. Provide on-site, off-site, and
via telephone GIS services. E. Provide GIS services to the City, including but not limited to data collection, development, and maintenance of current digital geospatial assets and future
data needs and projects such as infrastructure mapping, zoning and land use on an as-needed basis. F. Provide recommendations to the City for improving their GIS capabilities across
user groups and departments. G. Provide suggested GIS projects in compliance with Short Term Work Programs and Comprehensive Plan Goals and Policies.
4 The City reserves the right to request additional work and changes where unforeseen conditions require changes and work beyond the scope of the project. A fee will be negotiated with
a separate scope of services provided to the City. III. SCHEDULE AND COMPENSATION: The CRC shall commence providing GIS services upon authorization as a notice to proceed. The CRC shall
conduct the services specified in Section II of this contract. COMPENSATION: Task One and Two: Geodatabase and Web Based Mapping 1. The City shall compensate the CRC in accordance with
the following fixed fee: i. $4,000.00 2. The CRC will invoice the City monthly and invoices will include the work completed for the period of the invoice date. Task Three: Continuing
GIS Services 3. The City shall compensate the CRC in accordance with the following annual fee schedule: i. $1,500.00 annually for GIS data assessment and maintenance (A. above) ii. $1,000.00
annually for GIS Server hosting. (B. above) 4. The City shall reimburse the CRC for mileage associated with providing the continuing GIS services. The CRC mileage reimbursement rate
shall be consistent with the current U.S. General Services Administration Mileage Reimbursement Rates. 5. The CRC will invoice the City on a monthly basis throughout the duration of
this agreement. Invoices include the work completed by the CRC for the month prior to the invoice date. 6. When specific, additional GIS projects are determined and agreed upon between
both parties, a fixed fee cost will be negotiated whenever possible and a separate scope of services shall be provided to the City as part of this executed contract. 7. At times when
the scope of work is insufficient to warrant a fixed fee project, the hourly rates shall apply. IV. OBJECTIVITY OF RECOMMENDATIONS: The City understands that the CRC shall make recommendations
to the City based on its best professional judgments in the context of the stated project. VII. NONCOMPLIANCE, MODIFICATION, OR ABROGATION: In the event of the CRC’s and /or the City’s
noncompliance with the requirements of this contract, this contract may be suspended in whole or part. A. If this contract is terminated, all finished or unfinished documents prepared
by the CRC under this contract shall become City property. The CRC shall be entitled to be paid just
5 and equitable compensation for all work completed on said project up to the last day of termination of the contract. B. Either party may terminate this contract in writing, effective
upon sixty (60) calendar days notice. C. All modifications and changes to the Contract shall be in writing. E-mail and fax communications shall be considered legal and binding correspondence.
The original scope of the project, or the completion date, may be altered by either party with written agreement by both the CRC and the City. Such changes shall be specifically designated
as a “Change Order” and shall be signed by both parties. The CRC is not authorized or obligated to undertake any work under a “Change Order” until that “Change Order” is signed by both
parties. Upon issuing a “Change Order”, the City shall assure the CRC that there are sufficient funds to cover the additional cost, if any, of the changes to the original scope of the
project. D. If the data, maps, and other information requested from the City are not delivered in a timely manner, the CRC shall not be liable for late submission of the material. E.
A written notice shall be submitted by the CRC to the Tybee Island City Commission immediately should any invoice submitted for payment be outstanding greater than thirty (30) days.
F. In fulfilling the above scope of work and all duties related thereto, the CRC shall not discriminate on the basis of race, gender, religion, national origin, ethnicity, sexual orientation,
age, or disability in the solicitation, selection, hiring or treatment of subcontractors, vendors, or suppliers. Respondent shall provide equal opportunity for any subcontractors to
participate in subcontracting opportunities. CRC understands and agrees that violation of this clause shall be considered a material breach of the contract and may result in contract
termination, debarment, or other sanctions.
6 Accepted and witnessed, by our hands on the _____ day of __________, 2011. CITY OF TYBEE ISLAND _________________________ _______________________________ Date Name: Jason Buelterman
Title: Mayor City of Tybee Island _________________________ _______________________________ Date Witness COASTAL REGIONAL COMMISSION _________________________ _______________________________
Date Walter Gibson, Chairman _________________________ _______________________________ Date Allen Burns, Executive Director _________________________ _______________________________
Date Witness