HomeMy WebLinkAbout00-178 (2) Resolution No. 00-178
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
NORTHERN ILLINOIS UNIVERSITY FOR A DIGITAL PARCEL MAP
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that pursuant to Elgin Municipal Code Section
5 . 02 . 020B (3) the City Council hereby finds that an exception
to the requirements of the procurement ordinance is necessary
and in the best interests of the city; and
BE IT FURTHER RESOLVED that Joyce A. Parker, City
Manager, be and is hereby authorized and directed to execute
an agreement on behalf of the City of Elgin with Northern
Illinois University for the creation of a digital parcel map
for the Cook County portion of the city, a copy of which is
attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: July 26 , 2000
Adopted: July 26, 2000
Omnibus Vote : Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
JUL-10 00 11:07 FROM:CODEADMIN 8479316790 TO:815 753 6872 PAGE:02
CITY OF ELGIN
AGREEMENT FOR
Creation of Digital Parcel Map for City of Elgin (Cook County Portion)
This Agreement is made and entered into this 1-S Tday of A c_ ( t.'S 1-,2000 by and between the City of
Elgin("the CITY"),a municipal corporation organized and existing under the laws of the State of Illinois, and
Northern Illinois University, incorporated in the state of Illinois and having a principal place of business at_
("the CONTRACTOR").
ARTICLE I. DEFINITION. "THIS CONTRACT" as used herein shall mean this Agreement and the
Contractor's proposal dated June 30, 2000 from Dr. Fahui Wang, incorporated by reference herein and
made a part hereof. The CONTRACTOR agrees to provide the goods and/or services all in accordance
with the CONTRACTOR'S proposal. In the event there is a conflict between this Agreement and the
CONTRACTOR's proposal,the proposal shall supersede this Agreement.
ARTICLE II. DURATION. The CONTRACTOR shall commence the performance of THIS CONTRACT
upon receipt of a notice to proceed from the City, in any event no later than August, 2000 and the project
shall be completed within 16 weeks of the start date.
ARTICLE III. TERMINATION. The following shall constitute events of default under THIS CONTRACT: a)
any material misrepresentation made by the CONTRACTOR to the CITY, b) any failure by the
CONTRACTOR to perform any of Its obligations under THIS CONTRACT including, but not limited to, the
following: (i) failure to commence performance of THIS CONTRACT at the time specified in THIS
CONTRACT due to a reason or circumstance within the CONTRACTOR's reasonable control, (ii) failure to
perform THIS CONTRACT with sufficient personnel and equipment or with sufficient material to ensure the
completion of THIS CONTRACT within the specified time due to a reason or circumstance within the
CONTRACTOR'S reasonable control. (iii) failure to perform THIS CONTRACT in a manner reasonably
satisfactory to the CITY, (iv) failure to promptly re-perform within reasonable time the services that were
rejected by the CITY as erroneous or unsatisfactory, (v) failure to comply with a material term of THIS
CONTRACT, including, but not limited to the Affirmative Action requirements, and (vi) any other acts
specifically and expressly stated in THIS CONTRACT as constituting a basis for termination for cause. The
CITY may terminate THIS CONTRACT for its convenience upon fourteen (14)days prior written notice.
ARTICLE IV. DAMAGES. From any sums due to the CONTRACTOR for services,the CITY may keep for
its own the whole or any part of the amount for expenses, losses and damages as directed by the
Purchasing Director, incurred by the CITY as a consequence of procuring services as a result of any failure,
omission or mistake of the CONTRACTOR In providing services as provided in THIS CONTRACT.
ARTICLE V. GOVERNING I-AWVS AND ORDINANCES. This CONTRACT is made subject to all the laws
of the State of Illinois and the ordinances of the CITY and if any such clause herein does not conform to
such laws or ordinances, such clause shall be void(the remainder of the contract shall not be affected)and
the laws or ordinances shall be operative in lieu thereof.
ARTICLE VI. AFFIRMATIVE ACTION. The CONTRACTOR will not discriminate against any employee or
applicant for employment because of race, color,religion, sex, ancestry, national origin, place of birth, age
or physical handicap which would not interfere with the efficient performance of the job in question. The
CONTRACTOR will take affirmative action to comply with the provisions of Elgin Municipal Code Section
3.12.100 and will require any subcontractor to submit to the CITY a written commitment to comply with those
provisions. The CONTRACTOR will distribute copies of this commitment to all persons who participate in
recruitment, screening, referral and selection of Job applicants and prospective subcontractors. The
CONTRACTOR agrees that the provisions of Chapter 3.12 of the Elgin Municipal Code, 1976, is hereby
incorporated by reference,as if set out verbatim.
ARTICLE VII. ASSIGNABILITY. The CONTRACTOR shall not assign, sell or transfer any interest in THIS
CONTRACT without prior written consent of the CITY.
JUL-10 00 11:07 FRUM:CODEADrtIN 8479316790 T0:815 753 6872 PAGE:03
ARTICLE VIII. AMENDMENTS. There shall be no modification of the CONTRACT, except in writing and
executed with the same formalities of the original.
ARTICLE IX. NOTICES.Any notice given under this CONTRACT shall be in writing and shall be deemed to
have been given when hand delivered or deposited in the U.S. mail, certified or registered, return receipt
requested, addressed, if to CONTRACTOR, at the address set forth above to the attention of the project
manager or undersigned representative,and if to the City, to the attention of the City Manager, 150 Dexter
Court, Elgin, IL 60120 or to such other address and/or authorized representatives as either party shall
designate in writing to the other in the mariner herein provided.
ARTICLE X. INDEMNIFICATION. The CONTRACTOR shall indemnify and hold harmless the CITY, its
officers, agents and employees, against liability, losses, damages or expenses (including legal expenses)
resulting from any claim based upon negligent or intentional acts or omissions of the CONTRACTOR, its
employees or its agents in arising out of the existence of this agreement,goods delivered or work performed
hereunder.
ARTICLE XI. PUBLICITY. The CONTRACTOR may not use, in any form or medium, the name of the City
of Elgin for public advertising unless prior written permission is granted by the CITY.
ARTICLE XII. ENTIRE AGREEMENT. This CONTRACT embodies the whole agreement of the parties.
There shall be no promises, terms, conditions or obligations other than those contained therein: and this
agreement shall supersede all previous communications, representations, or agreements, either verbal or
written, between the parties.
The person signing THIS CONTRACT certifies that s/he has been authorized by the CONTRACTOR to
commit the CONTRACTOR contractual and has been authorized to execute THIS CONTRACT on its
behalf.
IN WITNESS WHEREOF the parties have hereto set their hands the day and year first above written.
CONTRACTOR Jerrold H. Zar OF ELGIN
tiedf�- Associate Provost � .
for Research
N me and Tit) t 1
ce rker
FEIN NO. 36-6008480 City Manager
FORM APPROVED
ern ez,4 4-12 "at le-.pfsw►-
L 1 2000
Exhibit A
June 30, 2000
Creation of Digital Parcel Maps for
The City of Elgin (Cook County Portion)
1. Project Overview:
The City of Elgin is located in both Kane County and Cook County in the State of
Illinois. It covers 25,000 parcels with a population of 90,000. Recently the City finished
the conversion and creation of digital parcel maps for the Kane County portion. This
project is to create similar digital parcel maps for the Cook County portion. Joining the
two map bases together completes the digital database parcel maps covering the entire
City.
The project area is about 10 square miles, and consists of about 10,000 parcels. Most of
the project area is residential and commercial with a small piece of low-density rural
residential area at the southeast corner. The Department of Geography at Northern Illinois
University will digitize the area's parcel boundaries with PIN numbers. The Department
has extensive experience in creating digital spatial databases for many government and
business agencies, and has won the prestigious designation of Center of Excellence for
Mapping Sciences by the Intergraph Corporation, one of only six such centers in the
nation.
2. Methods:
The City will provide the parcel information in the format of hard copy map plats at the
scale of 1:1200, originally purchased from a third-party vendor. The project area covers
about 70 map plats. The maps will be scanned, and then registered to the correct
geographic coordinates (State Plane 27) using the references of(1) existing Kane-County-
portion GIS (Geographical Information System) map; (2) 10 control points in the project
area recently collected through the GPS (Global Positioning System) method; and(3)the
newly available Orthophotos covering the project area(the City of Elgin has submitted
the order of purchasing such Orthophotos). Once the maps are digitized, a PIN number
will be added to each parcel as attributes to the database. The parcel PIN number will
allow linkages to an existing database with additional information on each parcel. The
digitizing process will utilize MicroStation for better efficiency and accuracy. The
resulting databases will be converted to Arc/Info format(e00 files), as requested by the
City. The data will be shipped on CD-ROM and also as an attachment file through
Internet e-mail.
3. Project Procedure and Time Table:
The project will require four months, or 16 weeks. The specific steps are:
(1) Review data sources (map plats, Orthophotos); Design the Project Plan; interview
student digitizers and provide basic training. (1 wk)
(2) Use the Orthophotos to create the base DGN map (seed file) utilizing the State Plane
Coordinate System, and integrate to the existing Elgin base map; scan maps and warp
maps to the base DGN file. (1 wk)
(3) Vectorize parcel boundaries (approximately 10,000 parcels). (10 wks)
(4) Edge match to existing GIS maps; and process through automated routine for line
corrections. (1 wk)
(5) Plot a set of maps for the City to inspect, and making necessary changes. (2 wks)
(6) Convert MicroStation DGN files to Arc/Info format, and send out final products on
CD-ROM and e-mail attachment. (1 wk)
2
4. Budget Justification:
(a) Personnel:
Two project co-directors are needed for project design and set-up, quality control,
and generating final products. Dr. Wang is more specialized in Arc/Info and Dr. Luo is
more specialized in MicroStation. Both are assistant professors with a full load of
teaching, research and administrative duties, and therefore each is only able to commit 3
hours per week to the project. Each takes a turn to supervise student digitizers and check
the work progress.
The GIS specialist(Phil Young, Research Scientist) is responsible for maintaining
all hardware, scanning maps, recruiting and training students, and supervising student
digitizers. The specialist spends 4 hours per week on the project.
Student workers will digitize maps. There are about 63 map plats of urban areas
and 7 map plats of rural areas. Based on our estimation, 8 hours per map plat are needed
for digitizing urban areas and 2 hours per map plat for digitizing rural area. The total time
for digitizing is: 63x8+7x2=528. Given the curved road network in the project area, this
estimation has considered the digitizing complexity of the project. Adding 12 hours for
basic training, the total time of student digitizers is 540.
(b) Other costs:
The standard charge for hardware and software maintenance, plotting paper and
related supplies is $6 per hour.
The indirect cost rate is standard according the university guidelines.
See the budget explanation for itemized costs.
3
5. Contacts:
Project Co-Director: Dr. Fahui Wang
Assistant Professor,Department of Geography,NIU, DeKalb, IL 60115-2854
Phone: 815-753-6842
E-mail: wang@geog.niu.edu
Project Co-Director: Dr. Wei Luo
Assistant Professor, Department of Geography, NIU, DeKalb, IL 60115-2854
Phone: 815-753-6828
E-mail: luo@geog.niu.edu
GIS Specialist: Phil Young
Research Scientist, Department of Geography, NIU, DeKalb, IL 60115-2854
E-mail: young@geog.niu.edu
Fax number: 815-753-6872 (for the Department of Geography).
Administrative contacts for budget and contracts: Miguel Checa
Office of Sponsored Projects, NIU, DeKalb, IL 60115
Phone: 815-753-9280, Fax: 815-753-6366.
4
•
Budget Explanation
Four-Month Project
Costs ($)
1. Personnel Salaries:
Project Co-Director: Fahui Wang - Extra-Compensation
3 hrs/wk for 16 wks at $42/hr 2,016
Project Co-Director: Wei Luo - Extra-Compensation
3 hrs/wk for 16 wks at $42/hr 2,016
Phil Young, GIS Specialist
4 hrs/wk for 16 wks at $40/hr 2,560
Undergraduate Student Digitizers
540 hrs at $9/hr 4,860
Total Personnel 11,452
2. Fringe Benefits:
Fahui Wang @ 11% 222
Wei Luo @11% 222
Phil Young @ 38% 973
Student Digitizers @ 7.65% 372
Total Fringe Benefits 1,789
3. Other Costs:
Software and hardware maintenance
40 hrs/wk for 16 wks at $6/hr 3.840
Total Other 3,840
Total Direct Costs 17,081
4. Indirect Costs:
25% of total direct costs 4,270
Total Project Costs 21,351
ADDENDUM
This Addendum to the Agreement between the CITY OF ELGIN
( "City" ) and the BOARD OF TRUSTEES OF NORTHERN ILLINOIS
UNIVERSITY ( "Contractor") , witnesseth:
Notwithstanding any provisions of the Agreement to the
contrary, the parties agree as follows :
1 . Article X of the Agreement shall be deleted in its
entirety.
2 . In all other respects, the Agreement shall remain in
full force and effect .
IN WITNESS WHEREOF, the parties hereto have caused this
addendum to be executed as and of the day and year below written.
CITY OF ELGIN BOARD OF TRUSTEES OF
NORTHERN ILLINOIS UNIVERSITY
By44 64 . By i /��
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41, Associat ovost
Title �-�, Title for Research
Date (//0 v Date /7j44, Co