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Home My WebLink AboutC4. MOU w GVLT for Mapping Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Jon Henderson, GIS Manager Craig Woolard, Director of Public Works Chris Kukulski, City Manager SUBJECT: Memorandum of Understanding (MOU) between the City of Bozeman (COB) and the Gallatin Valley Land Trust (GVLT) for the purposes of creating and maintaining a collaborative web mapping application for trails. MEETING DATE: January 11th, 2016 AGENDA ITEM TYPE: Consent. RECOMMENDATION: I recommend approving the MOU (to be signed by the City Manager). BACKGROUND: The City of Bozeman GIS Department and the Gallatin Valley Land Trust (GVLT) are proposing a joint effort to develop and maintain an interactive web mapping application for the local trail network. Both agencies have shared a long history of working together to meet the needs of the community. This project will result in an online, interactive, publicly available, co-branded, mobile-friendly solution that will help fill the gap between outdated hardcopy maps and a desire for current trail information. The tentative release date is scheduled for May 1st, 2016. FISCAL EFFECTS: The City of Bozeman GIS Department has offered to provide staff services in kind (estimated at 40 hours), while GVLT will provide funding for any necessary third-party expenses. ALTERNATIVES: As suggested by the City Commission. Attachments: MOU GVLT – COB for Online Map Report compiled on: 12/29/15 22 1 MEMORANDUM OF UNDERSTANDING between GALLATIN VALLEY LAND TRUST and CITY OF BOZEMAN for a Collaborative Online Trail Map WHEREAS the City of Bozeman (City) owns and maintains trails and parkland for the enjoyment and benefit of the public; and WHEREAS the Gallatin Valley Land Trust (GVLT) is a non-profit corporation that helps to design, create, and maintain parks and trails for the benefit of the public; and WHEREAS the City and GVLT (collectively, the Parties) have enjoyed a long history of collaboration and partnership serving the mutual interests of both Parties; and WHEREAS the Parties have collaborated on an ad-hoc basis in the past to maintain accurate and publicly available geospatial data about trails; and WHEREAS both Parties agree that such data should be made available to the public in an easy-to-use online platform that is mobile-friendly, interactive, and accessible; and WHEREAS this Memorandum of Understanding (MOU) outlines roles, responsibilities and cost-share of the Parties, and is intended to be flexible and may be amended from time to time as necessary and agreed to by the Parties. NOW THEREFORE THE PARTIES AGREE AS FOLLOWS: 1. GVLT will: • Reimburse the City for the cost of professional services if the Parties agree to hire contractor(s) to accomplish the mutually agreed-upon objectives set forth in this MOU. • Provide the City with additional geospatial data that it may have available, as needed. 2. The City will: • Build, host, update and maintain an online, interactive, publicly available, co-branded, mobile-friendly trail map (hereinafter “Trail Map”) using Geocortex. • Procure the services of contractors as necessary through the City’s procurement process. • Manage any contractors hired pursuant to this MOU. 3. Both parties will: 23 2 • Collaborate on the design of the Trail Map, including co-branding strategies, logo placement, external links, and additional aesthetic details. • Collaborate on the identification and data collection of features that should be included in the Trail Map, as identified in Exhibit A. • Test the Trail Map and its tools internally and with key stakeholders and partners before making it available to the public. • Collaborate on a public release of the Trail Map, including joint press releases. • Provide links and information about the Trail Map on their individual websites when it is publicly available. 4. Timeline. The Parties agree to the following general timeline: • January 30, 2016 – finalize features to be included and data collection needs • February 28, 2016 – complete data collection • March 30, 2016 – prototype Trail Map for internal and stakeholder testing • May 1, 2016 – public release • Ongoing – maintenance and data updates, as needed 5. Agreement Period. This MOU will become effective beginning on the date last executed below and will expire on December 31, 2018, unless modified or agreed to by the Parties. 6. Modification. Modifications to this MOU will be made by mutual consent of the Parties in writing, signed and dated by each. 7. Termination. Either Party may terminate this MOU at any time by providing written notice to the other Party. 8. Nondiscrimination. The Parties agree that all hiring of persons performing under this MOU will be on the basis of merit and qualifications. The Parties will have a policy to provide equal employment opportunity in accordance with all applicable state and federal anti- discrimination laws, regulations, and contracts. The Parties will not refuse employment to a person, bar a person from employment, or discriminate against a person in compensation or in a term, condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when the reasonable demands of the position require an age, physical or mental disability, marital status or sex distinction. The Parties will be subject to and comply with Title VI of the Civil Rights Act of 1965; Section 140, Title 2, United States Code, and all regulations promulgated thereunder. The Parties will require these nondiscrimination terms of contractors providing services under this MOU. 9. No Joint Venture. Nothing contained in this MOU shall be construed to create any partnership or agency relationship between the Parties for any purpose, action, or transaction, including those related to this MOU. This MOU does not create a joint venture or any form of separate legal entity 24 3 10. No Third Party Beneficiary. This Agreement is for the exclusive benefit of the Parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third party. 11. Representatives. GVLT and City contacts for purposes of this MOU are: GVLT Name: Kelly Pohl, Associate Director Address: 212 S. Wallace, Suite 102, Bozeman, MT 59715 Phone: 406-587-8404 Email: kelly@gvlt.org City Name: Jon Henderson Address: 20 East Olive, Suite 202, Bozeman, MT 59771 Phone: 406-582-2250 Email: jhenderson@bozeman.net IN WITNESS WHEREOF, this MOU has been executed by a duly authorized representative of each Party as of the day and year written below. GVLT: __________________________________ ________________________ Kelly Pohl Date Associate Director, Gallatin Valley Land Trust City: ___________________________________ ________________________ Chris Kukulski Date City Manager, City of Bozeman 25 Exhibit A Features to be Included in the Trail Map Priority Name Type Description Notes Exists Owner 1 Trails line lines representing trails (displayed by surface or class?) yes GVLT/COB 1 Trail Info text trail descriptions - info about distance, bikes allowed, elevation, dogs off leash, etc. Some of this is in the GIS attributes, but some is not. We could phase in some information over time, but it would be ideal to include some type of descriptor for the bigger, most iconic trails. For exmple, our paper trail map includes round-trip mileage, difficulty ranked 1-3, dogs off leash, and bathrooms available for some featured trails. no 1 Trailheads point points representing parking areas partial GVLT 1 Landmarks point points representing unique features - bridges, climbing boulders, playgrounds, overlooks, etc. Landmarks could be expandable by sub- class (like boulder, playground, etc.); or just one big class. GVLT has the climbing boulders and some playground data. It would be pretty easy to get some of the special bridges digitized, too. partial GVLT 2 bathrooms point public restrooms on trails partial GVLT 2 photographs photos photos representing landmarks or trailheads for visual representation Maybe we could start uploading a handful of photographs with phase 1 (say, 10-20?). partial GVLT 2 fishing access point (or include with landmarks?) location of fishing access points on trails/parks no 3 benches point points reprensenting benches and picnic tables partial GVLT 26