HomeMy WebLinkAbout9-94 RESOLUTION•
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RESOLUTION NO. 9-94
A RESOLUTION AWARDING BID NO. 93-58 FOR PHASES 1
AND 11 7'O UPDATED AERIAL PHOTOGRAPHY AND
DIGITAL ORTHOPHOTOS. AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE A CONTRACT WITH
AERIAL DATA SERVICE, INC. IN THE AMOUNT OF
$124,996 AND APPROVAL OF A BUDGET ADJUSTMENT IN
THE AMOUNT OF $50,000.00
BE IT RESOLVED BY THE CITY COUNCII. OF THE CITY OF
FAYETTEVILI•E, ARKANSAS:
Section 1. That the Bid No. 93-58 for Phases I and II to updated aerial photography
and digital orthophotos and authorises the Mayor and City Clerk to execute a contract with
Aerial Data Service, Inc. in the amount of $124,996. A copy of the bid tabulation and contract
are attached hereto marked Exhibit A and Exhibit B and made a part hereof.
Section 2. 'That the Council hereby approves a rollforward budget adjustment in the
$50,000.00 increasing Professional Services, Acct. No. 4470 9470 5314 00 by decreasing Use
of Fund Balance, Acct. No. 4470 0947 4999 99. A copy of the budget adjustment is attached
hereto and made a part hereof.
PASSED AND APPROVED this 18th day of January , 1994.
ATTEST:
Sherry '. Thomas, City Clerk
APPROVED:
By:
Fred Hanna, Mayor
IIICiy of Feyettevile, Arkansas
Badger Adjnetaent Fora
Budget Year
1994
Depataent:�T,� Cep 4.1 r..praxn#s
Program:
Date Requested
1-4-94
Adjustment 0
Project or Item Requested:
Geographic Information System (GIS)
Project or Item Deleted:
Use of Fund Balance
Justification of this Increase:
Planned rollforward of unused 1993 CIP
funds budgeted for GIS development.
Justification of this Decrease:
Planned rolforward of unused 1993 CIP
funds budgeted for GIS development.
Account Name Amount
Increase
Professional Services S50,000
Account Name Amount
Account Number Protect Number
4470 9470
Decrease
Use of Fund Balance $50,000
5314 00 92008
Account Number
Project Number
4470 0947
4999 99
1
2
Requysted B
filheate
Amen' Signatures
1-$.9c/
Bud t Coordinator
idbor
Dep mea Director
Admin. Services Director
_ 1-4-9t
Mayor
Budget Offs Use Ugly
Type: A B C
D
Date of Approval
Posted to Gtaneral Ledger
Entered in Category Log
F
Brdget Office Copy
• •
CONTRACT
THIS AGREEMENT, made this 18 day of January , 19
by and between the CITY CF FAYETTEVILLE, ARKANSAS, herein called " City "
and Aerial Data, Service, Inc. _
hereinafter called "Contractor".
WITNESSETH: That for and in consideration of the mutual covenants
and agreements herein set forth, the parties hereby agree to commence and
complete the project described as follows:
Aerial Photography and Digital Orthophoto Compilation, Project
92008-0003,
hereinafter called the project, for the sum of One hundred twenty-four
thousand nine hundred linty -six dollars and no cents
($ 124,996.00 ) and for future phases included as additive alternatives in the
bid documents, contingent upon the discretionary approval of the City Council
for a total of all phases not to exceed $247,891.00. To include all work in
connection therewith, under the terms as stated in the Contract Document.
Furthermore, at his (its or their) own proper cost and expense, to furnish all
the materials, supplies, machinery, equipment, tools, superintendence, labor,
insurance, and other accessories and services necessary to complete the said
project in accordance with the conditions and prices stated in the Proposal in
accordance with the Contract Document which includes the Bid Specifications,
General Conditions, Supplemental General Conditions and Special Conditions,
the plans, which include all maps, plats, blue prints, computer disks/files. and
other drawings and printed or written explanatory matter thereof. The
specifications and contract documents, as prepared by the City of Fayetteville,
all of which are made a part hereof and collectively evidence and constitute the
contract.
The Contractor hereby agrees to commence and complete the work as
specified in the written ' Notice to Proceed' in accordance with the delivery
schedule proposed. Time is hereby expressly declared to be of the essence of
this contract, and the time of beginning, manner of progress and time of
completion of the work hereunder, shall be and are essential conditions hereof.
The Contractor further agrees to pay, as liquidated damages, the sum of
$100.00 for each consecutive calendar day thereafter.
The City agrees to pay the Contractor in current funds for the
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performance of the contract by making payments upon acceptable completion
of each phase by the City.
IN WITNESS WHEREOF the parties to these presents have executed this
contract in three (3) counterparts, each of which will be deemed an original, in
the year and day first above mentioned.
(Seal)
ATTEST:
(Cit Clerk)
(Seal)
• },GL 2a- G. n.% :.,,G.
(Secretary)
L'"
-17//
(Witness) "i
By:
By:
CITY OF FAYE'1`lEIM.T.F, ARKANSAS
(City)
Aerial
A
J
(Title)
Data Service, Inc.
(Contractor)
(Title)
(Address and Zip Code) / 4 I h
X
k,•
!A
AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
ITAFF REVIEW FOR/d
•
For the Council meeting of
1/104.1
• . 0
gd
fi .}... .
FRCS:
Willie Newman.
Mane
Public Works Director Public Works
Division Department
ACTION REQUESTED:
Approval of Change Order 41 to Resolution 49 94.
COST TO CITY:
$0.C3 Sales TaxI$ 176.433 Sales Tax/Gis Development
Cost of this request Category/Project Budget Category/Project Name
44"i0-9470-5314.00
Account Number
92008-0001
Project Number
$ 139.231 Capital Improvements
Funds Used to Date Program Name
$ 3'7.2122 Sales Tax
Rena.ninq balance Fund
BUDGET REVIEW:
udget Cccrd_natdr
d Item
Budget Adjustment Attached
Administrative Services Director
Lf?L "t. 1 J c/ �� ;'.. . G / y.a!
Avec; rt 1.. M' ager Date / r .< _: j • Date
1
-/
Cit V Att ney Date In':rnal � t.r Date
Purchasing Officer
STAFF RECC1aNDATION:
Cross Pefezence
124us44 New item: Yes No
Date
104-141 Piev Or.d/Res 4:
Adrt lflat
Ma or Cate
:ria Contract Date:
• •
June 20, 1994
CHANGE ORDER # 1
RESOLUTION # 9-94
Dated January 18, 1994
Completion Period. Digital Orthophoto Compilation. The Citv does hereby agree to extend
the final delivery date of the digital orthophotography by forty (40) days to September 1, 1994. In
exchange for this extension. Aerial Data Service. Inc. agrees to replace seventeen (17) lost and/or
destroyed city monuments using global positioning system technology. The city monuments will be
a City of Fayetteville aluminum cap permanently set in a 6 inch by 36 inch concrete cylinder This
change order has no effect on the monetary amount of the original contract price.
City of Fayetteville. Arkansas
(City)
alial n1 72 h,
PANoa
Aerial Data Service. Inc.
(Contractor)
Vice President
(Title) (Title)
l l3 Wtn 110041 F1in Fi�'r7tEYi itc, I fa
(Address and Zip Code) 12701
13822 E. Newton P1. Tulsa, OK 74116
(Address and Zip Code)
XXX
1
AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
STAFF REVIEW FORM
For the Council meeting of
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•
FROM:
Willie Newman
Name
Public Works Director
Division
Public Works
Department
ACTION REQUESTED:
Approval of Change Order #2 to Resolution #9-94.
COST TO CITY:
$19,750.95
Cost of this request
4470-9470-5314.00
Account Number
92008-00C1
Project Number
Sales Tax/$176.433
Category/Project Budget
$139,231
Funds Used to Date
$ 37,212
Remaining balance
Sales 'Tax/GIS Development
Category/Proj ect Name
Capital Improvements
Program Name
Sales Tax
Fund
BUDGET REVIEW:
XBudgeted Item
‘,f,it•
Budget Coordinator
Budget Adjustment Attached
Administrative Services Director
CONTRACP/GRANT/LEASE REVIEW:
L
Acco
nager
AZV
2 Date
Date
lbw
Date
Purchasing 0 ficer
GRANT AGENCY:
STAFF RECOMMENDATION:
ig�o 3 end
�
D partment irector
Date
Date r
Date
Al. yy
Date
Cross Reference
New Item: Yes No
Prev Ord/Res #:
Orig Contract Date:
FAYETTE\ LLF
THE CT OF FAYETTEVIILE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO: Fred 13 Hanna, Mayor
THRU: Kevin D. Crosson, Public Works Director C
FROM: Willie C Newman, Public Works Analyst
DATE October 5, 1995
RE- Change Order 42 - Mapping and Digitizing of Aenal Photography.
L
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The photogrammetric mapping phase of GS development is a two year project which was funded
to maximize the use of city funds without encumbering the entire project amount twenty-four month
ahead of final completion We have $20,000 budgeted for mapping and digitizing in the last quarter
of 1994 with the balance of the contract costs budgeted in 1995 This is a planned expenditure which
will continue our momentum toward in-house preliminary design, automated mapping, facilities
management, land information management, and geographic information development. Change order
#1 was an exchange of time for additional services. Change order #2 changes the method of data
layer compilation and authonzes the notice to proceed on the initial phase of mapping and digitizing.
The changes in the method of data layer compilation of the mapping and digitizing additive
alternatives are from digitizing city -wide one layer at a time to digitizing all layers a quarter section
at a time. This change will enable the City to possess all possible data for developing areas of town
much faster, and provide a more efficient means of data collection for Aenal Data Service.
The other change is the authorization to proceed mapping and digitizing on the first 45 quarter
sections. This change in scope will increase the existing approved phase I contract by $19,750 95;
conversely. the proposed phase 11 contract scheduled for early 1995 will decrease by an equal
amount. The total dollar amount for this project will not deviate from the selected bid proposal The
mapping and digitizing phases of this project will be charged at a rate of $438.91 per quarter section
If you should have any questions, please contact me at extension 307.
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October 5. 1994
CHANGE ORDER #2
RESOLUTION # 9-94
Dated: January 18, 1994
Additive Alternatives Work Method. The City does hereby agree to change the method of data
layer compilation of the additive alternatives from digitizing city-wide by category layers to all
category layers by quarter section This change will enable the City to possess all possible data for
developing areas of town much faster, and provide a more efficient means of data collection for Aerial
Data Service, Inc..
Change in Scope. Mappnma and ' 't,� izing. The City does hereby authorize Aerial Data Service.
Inc to begin mapping and digitizing 45 quarter sections, in accordance with Section 103 of the
contract document, to be prioritized by the City. This change in scope will increase the existing
approved phase I contract by $19,750.95 (nineteen thousand seven hundred fifty dollars and ninety-
five cents); conversely, the proposed phase Il contract scheduled for early 1995 will decrease by an
equal amount. The total dollar amount for this project will not deviate from the selected bid proposal
The mapping and digitizing phases of this project will be charged at a rate of $438.91 per quarter
section. The mapping and digitizing of these 45 quarter sections are to be completed within 90 days
of notice to proceed
City of Fayetteville. Arkansas Aerial Data Service. Inc.
(City) (Contractor)
// '
IL 14: iii•kagg L•11•It•
By:
Mayor
By:
z7r,
Vice ?resident
(Title) (Title)
113 W Mountain St Fayetteville_ AR. 72701
10822 E. Newton Pl. Tulsa, OK 74116
(Address and Zip Code) (Address and Zip Code)
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AMENDMENT TO THE
AGREEMENT FOR Atrial Photcgraphv end 1:gital frthophotcs
AMENDMENT # 2
This is an amendment to the Agreement forAeria: Photography
executed on the
18th day of
anu
p tal nrthcr.otcs
1992a between the City of
Fayetteville, Arkansas and Aerial Data Sertices, Inc.
Aerial Photography f, Digital Orthophctagraphy
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, for
Additional services required due to the immediate need for digital
flood insurance rate -naps to eornle.e tine 1995 Lnd Use Plan.
The charge for the additions. services shall not exceed
$ _,nfO.CP
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CITY OF FAYETTEVILLE:
Mayor
AERIAL DATA SERV:C]':, :NC.
Yr -17,,
Vice President
•
•
Title
Date
LoIJci115
Date 7/20/95
• •
STAFF REVIEW FORM
_ Agenda Request
�j Contract Review
Grant Review
For the Fayetteville City Council meeting of N/A Mayor's Approval
FROM:
Alec little Planning Public Works
Name
Disisicm Department
•
ACTION REQUESTED:
Approval of amendment # 5 to the Aerial Photography and Digital Orthophotography contract with Aerial
Data Services, Inc to provide accurate elevation and coordinate data, survey books, and repair and
replace lost, damaged, or nonconforming monuments for the existing state plane coordinate
control points located throughout the City and Planning Area.
COST TO CITY:
S10.000 00
Cost of this request
4470 9470 5821-00
Account Number
92008
$123.917
Categon%Project Budget
$113.917
Funds used to date
$10.(100
(iveuaphic Information System
Categon'Pro;ect Name
Program Name
Capital Imp fund
Project Number Remaining balance Fund
JEW: X 13udgetcd Item
r I3udget Adjustment Attached
Adminislratise Services 1)irecter,
CONTRACT/GRANT/LEASE REVIEW:
/va id 7J
Qty Attndtey OF Date
,yam-il
_i i'-af.)•g5
P r7cl basing Officer ])ate
STAFF RECOMMENDATION:
GRANTING AGENCY:
,!%11A Coord#aur. k + ,.Glade „
LWfi Y. Like_
✓Infcmal Auditor _ 1)ate
Cross Reference
New ]tem Yes No
Prey Ord/Resit.
Ong Contract Date.
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AMENDMENT TO THE
AGREEMENT FOR Aenal Photogranhc & Digital Orthophotos
AMENDMENT # 5
This is an amendment to the agreement for Aenal Photography & Digital Orthophotos executed on the 1 Rth
day of Ianuan 1994 between the City of Fayetteville. Arkansas and Aerial Data Services. Inc.. for Aerial
Photography & Digital Orthophotographs .
Additional services required due to thc immediate need for accurate elevation and coordinate data and
monument location books to be developed for the existing state plane coordinate control points located
throughout the City and Planning Area. The City intends to require that all new surveys for projects reference
to the control network (state plane coordinates) This is thc same coordinate system used in the dei elopmcnt
of the digital orthophotos and planimctric data.
SCOPE OF WORK:
Reestablishing by survey the state plane coordinates and elevations for each monument shown on the
1989 reference grid (96 monuments total, City & Arkansas Geological Commission Monuments)
The standard City of Fayetteville monument is a 6' by 36" concrete c tinder set with a 3" aluminum
cap with the following text shown on the face of the cap "City of Fayetteville geodetic survey
marker. date, and station name (reference grid). Any monuments that do not meet this standard
(except for Arkansas Geological Commission Monuments) shall be replaced with the above
specifications No two monuments shall have the same reference text shown on the face of the cap.
Replacing or repairing of all lost, damaged. or nonconforming monuments to the specifications listed
above. A list of all monuments replaced or repaired shall be provided to the City.
Creation of a control data sheet (8 '/z" X 11") for each monument pros iding the same information as
shown in attachment "A" Sheets shall be bound together into monument location books and a total
of 15 books shall be provided to the city. Each sheet shall also be provided in an AutoCAD deg file
format on a 3.5" diskette.
Creation of a reference gid that is referenced to the state plane coordinate system and monument
numbering system used for the control network. The actual location of each monument shall be
shown on the grid The following information shall appear on the grid sheet north arrow. scale.
legend, surveyor's certificate (stamped and signed). final state plane coordinates and elan ations. and
a title block in the lower right corner A total of 15 "black line" sheets of the grid, at a scale of
1"-4,000', shall be provided to the City. The grid shall also be provided in an AutoCAD dwg. file
format on a 3 5" diskette. A separate reference grid system for monuments that do not correspond to
the reference grid described above shall be provided.
The control data sheets and/or the information in the monument location books shall become thc
property of the City of Fayetteville and salts or use of the data is prohibited without the express
written permission of the City of Fayetteville.
Creation of vicinity maps at a scale of 1'2.000' (8 ''A' X 11" size paper) showing the general
location of approximately 9 control points on a city/planning arca base map.
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ATTACHMENT "A"
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Ag4nda Request
X Contract Review
Grant Review
FROM:
Kevin Santos
Naze
ACTION REQUESTED:
Digital Orthcphotcg
digitizing of food
• STAFF REVIEW FORM •
Plann.hg Pub::- Works
D:vis::t. Sepal- :siert
To approve a chance order to the Aer:al Phctoaiapny and
ranhy contract wit: Aerial Data Services, Inc. to make the
insurance sate naps the top priority of the contract.
COST TO CITY:
$4,OOC.00
Cc;.t cf this :eg:.est
447'1 5°21-C::
Account- Nu:rber
42CCS
Project ;atxmber
Be GE REVIEW:
• 1
CcordinatoT
f+udg
GecuLac`_c Ir.-o}mat�o.1 ..,s.en ,GI.
Category%Prr'-ect ;3:,dget Categcly/Pxcjec_ Name
$1C= r-'
Funds ust.: to date
7rog_an `.a -.e
$4,4C:.": Saler Fax c:-tr%-:.a: Improvement
Remaining k- 1rUice Func
Eu :getra Iter
huccet Ad ast:cent Attached
Adaxnir,..rat..e Services Director
CONTRACT/GRANT/LEASE REVIEW:
t. Attcrn
2archasing Officer
Date
9S
Date
el2-13-95
ria tf
GRANTING AGENCY:
in4o:s pt,
ADA Ccordinato,i-
I#...111111/ a'tc
ernai Auditor
• CHILI .4.
1
STAFF RECCbMENDATIGN: This chance c:.der as needed I:: order toicomplete the 1)S5
Land Use Plan. It Involves prov:d:^g tle '-ty with digital forma' flood maps ar.d
J calculation of environmentally sensitive flcodways and f ocdploan ;and WIt.hi-
th,: .it y.
—L---�c �'•-
-;1v1 S1cr. FIeaG
pa
ECJe <.
director
Adxin_.//s
D - r e clr. y
•
?payor
e Iv:::e.5
6- LA) ;
Pate
Cat
r1/SD// 41/5-
Date
ate
Cross Reference
New tem: Yes
PI ev r] rd/ R<:.s d :
No
Ong' Contract )ate:
E&YETTEMLLE
TI -E CITY OF FAYETTEVILLE, ARKANSAS
•
June 6, 1995
Mr. Lyn limn
Aerial Data Sen ices
1:1S22 E Newton Place
Tulsa, Oklahoma 74116
Dear Mr. Henn.
As we have explained to) ou in telephone conversa:ions over the last week, we are requesting a change to o;:r
contract with ADS to add the co: v c rsion of Flood Insurance Rate Maps (FIRMS) :o a digital format We
hal c had our maps scanned and written to a TIFF format on compact disk. The scanning work was
performed by Cos. ersio.. T cchnolcgy. Inc. and has been delivered to ADS. This letter is intended to further
define the scope of work requested in the contract change. which may not exceed S4.000
We arc asking that you v ectar ize the TIFF format raster image data provided by Conversion Technology, Inc
We would prefer that the FIRM data bc tied :o State Pane Coordinates in an AUTOCAD .dwg format on
CD-ROM. We also have asked that the total area of flaodwav (the cross :arched areas) and floodplain ttbe
flcodway and the lloodway fringe: all Zone A or AE areas) bc calculated to pro ids the Cit} with an
inventory of `.loodwav and Ilcoaplain acreage
The Federal Emergency Management Agency's standards for digital FIRMS (DF1RMs1 require that data are
collected m logical categories that comprise four ;.pique themes: (1 1 Political Areas—political subdiv isions,
e.g., city. county. etc . (2) Map Pancl Areas—portions of communities co\ ered by a specific map sheet. (3)
FEMA 1 ]' dregrapt }--both water control structures and surface water. and 141 Flood 1?azard Zones --
inundated areas and base flood elevations for given flood events All thematic dali. related :o flood nsks
portrayed or. ihe hardco, } F1RNIs. as we:: as features such as FIRM Panel Boundaries and politica: units. are
described by this topology I3ase map information such as roads networks. address Information- and similar
data are not pratided. We plan :o overlay the digawed FIRM on our AUTOCAD street base map
Please call me at (501) 575-8262 ifycu have an questions. Thank you for your quick response lo our
request to change this contract.
Sincerely,
Kevin Santos. Associate Planner
cc. Kevin Crosson.. Public Works Director
Charles Venable. Asst Public Works Director
Aleft Little, City Planner
Peggy Rates. Purchasing Manager
Yolanda Fields- Internal Auditor
Wille Newman, Recycling Coordinator
1 :3 WEST MOUNTAIN 72701 501-521-770'
req 51-11-575-a2'7