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HomeMy WebLinkAbout25A - GEOFILE DATASET MAINTENANCEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEI~ER 2, 2009 TITLE: AMENDMENT TO AN AGREEMENT FOR GEOFILE DATASET MAINTENANCE AND ENHANCEMENTS ,' , f~ CI Y MANAGER RECOMMENDED ACTION Authorize the City attached amendment additional amount changes approved by DISCUSSION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 15t Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For_ CONTINUED TO FILE NUMBER Clerk of the Council to execute the with GIS Data Resources, Inc. in an $10,000, subject to non-substantive r and City Attorney. Manager and the to the agreement not to exceed the City Manage On January 5, 2009 City Council approved amending agreement (A-2007-044) with GIS Data Resources, Inc. (GDR) for annual maintenance of the Fire Department's GIS data tracking software. The Fire Department's current geofile mapping datasets provide mapping that is accurate to one mile outside of the city limits. This amendment, which is for $10,000, allows our mapping system to be integrated into the Orange County Fire Authority's mapping system thus providing more accurate information being dispatched to fire apparatus. FISCAL IMPACT Funds ($10,000) are available in the Fire Department's Information Technology, Other Contractual Services account (account no. 0111534062300). ~~ ~ .~ Marc Martin Fire Chief Fire Department APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance & Management Services Agencv/./ 25A-1 25A-2 THIRD AVIE\Di\'[ENT TO AGREF.~IEV1' CI IIS I I iIRD AVIENDMEI\T TO AGRI~h.VIENT is entered into on October 19, ?009. by and behveen GIS Data Resources. a California corporation ("CiDR'') and the Cit~• of Santa Ana. a charter cit} and municipal corporation of the State of California ("City--) RI;C["I~ALS: :'1. The parties entered into Agreement ??A-2UU7-U4~. dated January 26, ?007, (hereinafter "said Agreement"') b} which GDR has provided maintenance and support of the GIS data tracking soft~yare containing the public safety gentile. "l~here have been t~yo subsequent ~mendmcnts to said Agreement. I3. 1n accordance with the terms and conditions of said Agreement, the parties wish to add additional maintenance and support services to be performed b} GDR during the remainder ofthe previously extended terns of the Agreement. T'he parties ~~ish to add additional compensation payable to GDR for the performance of the additional services. ~~'HEREFORE, in consideration of the covenants contained in said Agreement, as amended, and subject to all the terms and conditions of said amended Agreement. except those amended in this Third ~~mendment to .agreement, the parties agree as follows: 1. Section 1, "Definitions", subsection (e). "Statement of \~~`ork" or "SOT" shall be amended by adding the following sentence: "The Statement of Work shall also include the mutually agreeable written project plan Ivor maintenance of the Cit}' of Santa. Ana's Cieotile as attached hereto as Exhibit "D'' and incorporated herein." ?. Section ?. "Rates and Payment Schedule". subsection (a) shall be amended by adding the following sentence: '`Customer shall pay GDR for providing the maintenance of the City of Santa Ana's Geofile services. as outlined in Exhibit "D'° hereto. for an additional sum not to exceed 510.000.00 annually and according to the rates and payment schedule as set forth in Exhibit "I:" attached hereto and incorporated herein by reference." 25A-3 3. Except as hereinabove amended, all terms and conditions of said Agreement, as amended. shall remain in full force and etfect. Iv ~~r'ITNESS Vl'1-IEREOF. the parties hereto have executed this Third Amendment to Agreement on the date and year first written above. A t-~I~I:S'h: -- _ _ _. Maria D. I iuirar Clerk of the Council APPROVED !~S TO FOR1v1: JOSEPH ~'. 1=LE~1C111:R City Attarncv ~~: _ ,Ioseph Straka Assistant City :lttornev CITY OF SANTA .~N:1 DAVID 1\. REAM City Manager GIS DATE RESOURCES, INC. HO: AN 1{E1.1-;ti DIAi\ President 2 5A-4 GDR GIS Data Resources, Inc. Santa Ana, CA Geofile Maintenance Project Document Version: 2.3 Date: 8/17/2009 GDR and City of Santa Ana/Tritech's Use Only. This document and the information contained in it is for GDR and City Santa Ana/Tritech's use only and shall not be used, or published, or disclosed, ar disseminated outside of its intended use in whole or in part without GDR's consent. This document contains trade secrets of GDR. Reverse engineering of any or all of the information in this document is prohibited. The copyright notice does not imply publication of this document. © copyrignt ZooB GDR. Inc. EXHIBIT D 25A-5 ValleyCom Statement of Work GIS Data Resources, Inc. 1 . PROJECT OVERVIEW GDR has built ahigh-quality Geofile for the City of Santa Ana to utilize in the Tritech Computed Aided Dispatch (CAD) system. One of the most important, and often overlooked, aspects of having a successful CAD system is maintenance of Geofile data. New construction.. road closures and condition changes, changes in commercial occupancy, new annexations. and changes to emergency response strategies all need to be incorporated into the spatial database. Geofile maintenance ensures the CAD/AVL system can continue to run seamlessly, with up-to-date, accurate location information. Maintenance activities will include the boundary of the city of Santa Ana, as well as a one mile buffer area. To address the maintenance needs for the City of Santa Ana's Geofile, GDR proposes to provide Geofile updates on a quarterly basis. This document outlines the responsibilities of both GDR and the City of Santa Ana to complete the update work. 2. DATA REPOSITORY AND DISTRIBUTION GDR will be the central repository for the Geofile, and will coordinate distribution of the updates with the City of Santa Ana. Tritech. and any other required parties. 3. UPDATE INFORMATION SOURCES GDR will interact with the City of Santa to acquire updated source materials, Sources may include the following: • New construction maps from planning department. • Updated parcel maps from planning department. • Business tenant information for commercial buildings. • Export of manual overrides from CAD system for investigation. • Paper maps depicting boundary changes. • GDR GIS data sources. _ __ 4. DELIVERABLES GDR will deliver ESRI shapefiles. with the spatial indexes set and a spatial projection of STP0406.NAD83, feet. d D~gral Dnve Suite 200 Novato. CA 94949 • iggga 654-4GDR 14437} • Phcne i4t5} 884-4x37 • FAX (4'.Sj 884-4407 ovww.adr.com Page 1 of 7 25A-6 ValleyCom Statement of Work 5. ATTACHMENT A: GEOFILE MAINTENANCE This Attachment A is governed by the terms of the End User License Agreement executed by the parties ('Agreement"). Capitalized terms used but not defined herein have the meanings assigned in the Agreement. Upon acceptance of Licensee's order for maintenance. GDR agrees to provide the following services for the Products licensed under the Agreement. 5.1 Definitions For the purpose of this Attachment, the following definitions of terms apply: 1. Dataset' means a collection of Layers. 2. "First Release' means the final, accepted Product built in accordance with the original Specifications. 3. Layer" means a usable subdivision of a Dataset. containing homogenous objects of a single class. for example rivers. roads, common place points, or police beat polygons. 4. Maintenance Cycle" means the frequency at which Licensee will receive new Releases of any Product for which Licensee has paid the applicable fee. The Maintenance Cycle is either quarterly, bi-annually or annually and begins on the date the Product is delivered to Licensee. 5. "Maximum Limit' means the maximum total number of feature additions and existing segment edits that GDR will perform in each Release as part of GDR's maintenance obligations. Updates, additions and edits exceeding the Maximum Limit will be considered a rebuild and will result in additional fees. 6. "Release" means a new version of the Product, containing Updates and other information obtained from GDR's source data. By way of example. a complete rebuild of a Layer is not considered a Release: instead, a complete rebuild of a Layer must be handled as a new project under different or enhanced Specifications. 7 Specifications'' mean the project boundaries and parameters, including the number of Layers to be included with a Release, and the build file under which a Release is produced. 8. Updates mean new information provided by Licensee (related to the original Specifications) for inclusion in the next Release. Updates may be in the form of paper maps. raster images.. and/or other digital formats. 5.2 General Provisions A. Subject to payment by Licensee of the applicable maintenance fees. GDR will: (1) Accept Updates for inclusion in the next Release. GDR must receive Updates at least 60 calendar days before the due date of a Release within the Maintenance Cycle. For each calendar day inside of 60 that Updates are delayed by Licensee, the due date for that Release will slip by 3 days; and (2) Modify the information associated with each Layer, as applicable for the Products licensed. B. Requests by Licensee to change or deviate from Specifications may result in additional costs and must be agreed upon, in writing, between GDR and Licensee prior to the performance of any services or any other action by GDR. C. The most current imagery available is used to update Layers for each Release; however, this imagery is not delivered as part of a Release. Licensee may purchase the imagery from GDR: if available. at an additional cost. D. Layers will be modified by GDR in accordance with the following terms and limitations (please select only those Layers applicable to the Specifications): 8 Digital Drive. Suite 200, Novato. CA 9a949 • (888j 654-4GDR (4437) • Phone (415) 884-4437 • FAX (415) 884-4407 www.adr com Page 2 of 7 25A-7 Va!leyCom Statement of Work 5.3 Geofile Maintenance Layers The following provides a description of the Layers that GDR will maintain. 5.3.1 STREETS (WITH ROUTING. IF APPLICABLE) Maximum Limit Updates of the total number of segments in the original base map in the following quantities may be performed in a Release before the Maximum Limit is exceeded, as follows: • Up to 5% for Releases on a quarterly Maintenance Cycle • Up to 10% for Releases on a bi-annual Maintenance Cycle • Up to 15% for Releases on an annual Maintenance Cycle Spatial 1. Any new segment additions will be digitized and/or corrected to the most recent aerial Accuracy imagery that GDR can obtain. If roads are so new that they do not appear on any ~, imagery, GDR will then add segmentation using reasonable commercial efforts with the understanding that the Layer will be corrected to spatially accurate imagery in a I subsequent Release when said imagery becomes available to GDR. 2. Any original segmentation found later to be in error in the original base map, will be corrected without counting against the Maximum Limit. 3. GDR will not ortho-rectify an entire street fife to a completely different source data set as part of a maintenance update. An example of this might be if a Licensee receives an j engineer grade (1 inch accuracy) line file that they wish to transfer existing attributes to This is not part of the maintenance cycle, but could be done as a different work order at an additional cost. Attribution 1. A 'golden" address range or point fife (such as CAD, SITUS, or MSAG data) may be specified by Licensee during the initial file build. This file or files is/are used to validate the deliverable street file and ensure all address and name data is contained within. Customer may provide GDR with an updated version of their `golden" file for use in maintenance updates; however GDR will not accept additional "golden" files or a golden file that comes from a differing source with respect to the original. ~I 2. If a "golden" file was not provided to GDR by Licensee as part of the original Specifications. none may be provided for subsequent Release unless mutually agreed in writing between GDR and Licensee. Alternatively, a "golden" file may be incorporated into future Specifications at an additional cost. 3. The unique ID field will be maintained during a maintenance update. At Licensee's request. deleted segments may be provided in a separate file. New segments will be ', given new ID numbers, and one part of any split segments will retain the original ID. while the other split portions will receive new IDs. ', 4. All node, cross street. and polygon (ciry_ police, fire, EMS, etc.) attribute data will be updated for each record if appropriate. ', Integration Scope 1. GDR will receive the countywide street centerline file from Santa Ana. '~ 2. GDR will change the format of the countywide streets to match Santa Ana streets (field names. field order, field values, missing fields). 3. GDR will integrate the countywide and Santa Ana datasets - Remove countywide streets that exist in Santa Ana street centerline layer. - Edge-match the Santa Ana streets to the countywide streets. - Ensure topological/attribute consistency such that routability across dataset borders are maintained. - Apply left/right Santa Ana FRDs values to countywide streets, if these values do _,_ not exist in the countywide dataset. 8 Digital Dnve. Suite 200. Novato. CA 94949 • (888) 654-4GDR (4437} • Phone (ai5) 884-4437 • FAX {415) 884-4407 www.adccom Page 3 of 7 25A-8 ValleyCom Statement of Work 5.3.2 FIRE OR EMS BOUNDARIES Maximum 1. A complete rebuild of a response polygon Layer is considered part of a Release as long Limits as it does not occur more often than once every 2 years. If Licensee has the need to completely rebuild polygon boundaries more often than once every 2 years.. this may be I incorporated into future Specifications at an additional cost. 2. Geometry changes for up to 40% of the records in a response boundary file may be performed before the Maximum Limit is exceeded. I Spatial - ~ ___._ - - -- Accuracy ~ Any boundary work will be digitized and/or corrected to the street centerlines and other relevant features with respect to the most recent aerial imagery that GDR can obtain. If roads are so new that they do not appear on any imagery, GDR will then align boundaries using reasonable commercial efforts with the understanding that the Layer ', will be corrected to spatially accurate centerlines and imagery in a subsequent Release j when said imagery becomes available to GDR. 2 Any original boundary work found later to be in error in the original base map, will be ', corrected without counting against the Maximum Limit. 3 All polygon boundaries that are to be coincident with the street centerline (i.e. exactly divide the street into a left and right half) will be completely coincident with the centerline where specified by Licensee. Attribution In the event of a complete rebuild of polygon boundaries, there is no limit to the number of polygon records permissible for Update. 8 Digital Drive. Suite 200, Novato. CA 94949 • (888) 654-4GDR (4437) • Phone (415) 884-4437 -FAX (415} 884-4407 www.adr.com Page 4 of 7 25A-9 Va1leyCom Statement of Work 5.3.3 MUNICIPAL AND ZIP CODE BOUNDARIES Mani mum Geometry changes for up to 35% of the records in a municipal/ZIP boundary file may be performed before the Maximum Limit is exceeded. Spatial ' 1. Any boundary work will be digitized and/or corrected to the street centerlines and other Accuracy relevant features with respect to the most recent aerial imagery that GDR can obtain. If roads are so new that they do not appear on any imagery, GDR will then align boundaries using reasonable commercial efforts with the understanding that the Layer will be corrected to spatially accurate centerlines and imagery in a subsequent Release when said imagery becomes available to GDR. 2. Any original boundary work found later to be in error in the original base map. will be corrected without counting against the Maximum Limit. 3 All polygon boundaries that are to be coincident with the street centerline (i.e. exactly divide the street into a left and right half) will be completely coincident with the centerline where ~I specified by Licensee. Attribution There is no limit to the number of records for which Licensee may provide Updates to attributes. - __ 5.3.4 AUXILIARY LINEAR FEATURES (HYDROLOGY, RAILS) axtmum Limit Geometry changes for up to 30% of the total linear feet in an auxiliary line Layer file may be performed before the Maximum Limit is exceeded Spatial ? Any line work will be digitized and/or corrected to the most recent aerial imagery that j Accuracy GDR can obtain. 2. Any original line work found later to be in error in the original base map, will be corrected without counting against the Maximum Limit. Attribution There is no limit to the number of records for which Licensee may provide Updates to attributes i 5.3 5 AUXILIARY POLYGON FEATURES (HYDROLOGY) Maximum Limit 'Geometry changes for up to 30% of the total polygons in an auxiliary polygon Layer file may be performed before the Maximum Limit is exceeded. Acculaac ? Any boundary work will be digitized and/or corrected to the most recent aerial imagery y that GDR can obtain. 2. Any original boundary work found later to be in error in the original base map, will be corrected without counting against the Maximum Limit. - _ _. Attribution There is no limit to the number of records for which Licensee may provide Updates to attributes. 8 Digital Drive. Suite 200, Novato, CA 94949 • (888) 654-4GDR (4437) • Phone (415) 884-4437 • FAX (415) 884-4407 www.adr.com Page 5 of 7 25A-10 ValleyCom Statement of Work 5.3.6 COMMON PLACE NAME POINTS Maximum Limit 'Geometry changes for up to 30% of the records in a commonplace name file may be performed ~ before the Maximum Limit is exceeded. Spatial 1. With respect to the option chosen, common place points will be adjusted based on an Accuracy exact geocode to the street centerline, cleft/right offset geocode to the street centerline. ~, ', or placed on the rooftop of the building of the common place. If buildings or roads are so i new that they do not appear on any imagery. GDR will then place points on a best- ~ commercial-efforts basis with the understanding that this will be corrected to spatially accurate imagery in a subsequent Release when said imagery becomes available to GDR. 2. Any points found later to be in error in the original base map, will be corrected without counting against the Maximum Limit. Attribution There is no iimit to the number of records for which Licensee may provide Updates to attributes. 5 3 / ADDRESSPOINTS Maximum '~ Limit Geometry changes for up to 30°1 of the records in a Addresspoints file may be performed before the Maximum Limit is exceeded. Spatial ' t. Address points will be updated according to any available address sources. If buildings Accuracy or roads are so new that they do not appear on any imagery, GDR will then place points on abest-commercial-efforts basis with the understanding that this will be corrected to spatially accurate imagery in a subsequent Release when said imagery becomes ', available to GDR. Attribution There is no limit to the number of records for which Licensee may provide Updates to attributes. 8 Dig;tal Dnve. Suite 200. Novato. CA 94949 • (888) fi54-4GDR (4437) • Phone (415) 884-4437 • FAX (415) 884-4407 www.adr.com Page fi of 7 25A-11 •d ~ GIS Data Resources, Inc. Proposal 1 Work Authorization No: 2259 Date: 3118109 GDR Office: x 8 Uigilal Dr.ve. Ste 200. Navato, CA 94949 • Tel (415) 864.4437 FAX (415) 884.4407 2469 East Geddes Place, Centennial, CO 80122 Tel (303) 710-144 FAX (3031)70.1441 Job Namo: Santa Ana Fire GIS Integration LL GOR Rep: Tony Alex, Lxesutrve Vice President CUStom@f: San!a Ana F.re Depanmem _,_ .___ _ Address: 1459 S. Broaa:+ay. Santa Ana. CA 92707 __ ~._____ Contact: Uar4 rvmer _ -- - - Phone: n4 547.5727 _ ___ E-Mail: d rner n - na.or Project Ooscrlptlon: Seamlessly integrate the existing Santa Ana Fire Gl5 base map created and maintained by GDR into the Urange County Fire ___._. T Department's GIS base map. __ . -.. State Plane Pro action: 1-130 _ Zone: TBD _ Units: ~~ iTBD Datum: Spheroid:- __.. -r--- - -- --- 76D __ T8~ Data Spatial Extonts: City of Santa Ana _ Project boundary GIS file:.Cily of Santa Ana _____ Delivery Schedule Datos: 30 days or sooner a'ter receipt of PO or Contract ____ DATA County/City O' n~ Streets air RouG Lines _ _ 1 m+te buffer Liras City Boundaries - Polygons - - ----- Polite Btluntlanes Pot ons _ ___ Fire Boundaries Poi ons EhQS Boundanes Polygons Trnrin Boundaries ___ Polygons _ _ ___ tma~ery Raver Budtling Footprints Polygons -._.____ Consumer dBusiness data Common Place Geocode MD'J's Points ~ ZIP Codes Polygons H drams Points i Railroads Lines - _ _ _ NFIe Fdarkers ----- _ Points _ -_ Fiydrology Lir.es , 1 _ Prcpeny Info Data Total Project Cost Payment Schedule: Due upon receipt DELIVERABLE _ GDR D®liverable $10,000.00 Terms of License: See GDR's Enduser License Agreement Maintenance: 1;So 01 in~~+al pncetupdale A'un 2. F.1ax 4 updatesryr Price Valid For: 60 tlays from above date Mote: Delin uent accounts will be subject to a lat© fee of 2% per month. T Pa~meni 7orms: Duo~on Receipt Ot Invoice. GIS Oats Resources, 62c. Company: Santa Ana Fire Oeparlment ~__ Name: Tony Alex Name: Title. Execut[ve VP, Business Development Title: BY' .._ . By: Date: 311812003 __ _ ~ Date: ___....__ ._ t_._ . _.._-.. Exhibit E 25A-12