HomeMy WebLinkAbout16- Geographic Technologies Group G rig. 1 ,t
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this day of art,Th d�p2016, by
and between the CITY OF BOZEMAN, MONTANA, a self governing municipalQorporation
organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,
Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter 7
referred to as "City," and, Geographic Technologies Group, 1202 Parkway Drive, Goldsboro, NC
27534, hereinafter referred to as "Contractor."
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment "A" and by this reference
made a part hereof.
2. Effective Date: This Agreement is effective upon the date of its execution.
3. Scope of Work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services.For conflicts between this Agreement and
the Scope of Services, unless specifically provided otherwise,the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in the attached Scope
of Services. Any alteration or deviation from the described services that involves additional costs
above the Agreement amount will be performed by Contractor after written request by the City, and
will become an additional charge over and above the amount listed in the Scope of Services. The
City must agree in writing upon any additional charges.
5. Contractor's Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules,
and regulations that in any manner may affect cost,progress or performance of the Scope of Services.
Professional Services Agreement for GIS Data Services
FY 2016
Page 1 of 10
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b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party,whether rights of copyright,trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
6. Independent Contractor Status/Labor Relations: The parties agree that Contractor
is an independent contractor for purposes of this Agreement and is not to be considered an employee
of the City for any purpose. Contractor is not subject to the terms and provisions of the City's
personnel policies handbook and may not be considered a City employee for workers' compensation
or any other purpose. Contractor is not authorized to represent the City or otherwise bind the City in
any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers' Compensation Act,
Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71,
MCA. Contractor shall maintain workers' compensation coverage for all members and employees of
Contractor's business, except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers' compensation coverage by an insurer licensed and authorized to provide workers'
compensation insurance in the State of Montana; or (2) proof of exemption from workers'
compensation granted by law for independent contractors.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated with
such problems or disputes and for any claims regarding underpaid prevailing wages.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered,to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and
hold harmless the City, its agents, representatives, employees, and officers (collectively referred to
for purposes of this Section as the City) from and against any and all claims, demands, actions, fees
and costs (including attorney's fees and the costs and fees of and expert witness and consultants),
losses, expenses, liabilities (including liability where activity is inherently or intrinsically dangerous)
or damages of whatever kind or nature connected therewith and without limit and without regard to
Professional Services Agreement for GIS Data Services
FY 2016
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the cause or causes thereof or the negligence of any party or parties that may be asserted against,
recovered from or suffered by the City occasioned by, growing or arising out of or resulting from or
in any way related to: (i)the negligent, reckless, or intentional misconduct of the Contractor; (ii) any
negligent, reckless, or intentional misconduct of any of the Contractor's agents; or(iii)the negligent,
reckless, or intentional misconduct of any other third party.
For the professional services rendered, to the fullest extent permitted by law, Contractor
agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and
expenses,including reasonable defense attorney fees,to the extent caused by the negligence or willful
misconduct of the Contractor or Contractor's agents or employees.
Such obligations shall not be construed to negate,abridge,or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s)
which would otherwise exist as to such indemnitee(s).
Contractor's indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor
to assert its right to defense or indemnification under this Agreement or under the Contractor's
applicable insurance policies required below the indemnitee shall be entitled to recover reasonable
costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court
of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was
obligated to indemnify the indemnitee for a claim(s) or any portion(s)thereof. 1
In the event of an action filed against City resulting from the City's performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents
or employees, including the right of contribution for loss or damage to person or property arising
from, growing out of,or in any way connected with or incident to the performance of this Agreement
except"responsibility for his own fraud, for willful injury to the person or property of another, or for
violation of law, whether willful or negligent" as per 28-2-702, MCA.
it
These obligations shall survive termination of this Agreement and the services performed
hereunder. ')
Professional Services Agreement for GIS Data Services
FY 2016
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In addition to and independent from the above,Contractor shall at Contractor's expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion
for liabilities specifically assumed by the Contractor in subsection(a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without
limit and without regard to the cause therefore and which is acceptable to the City and Contractor
shall furnish to the City an accompanying certificate of insurance and accompanying endorsements
in amounts not less than as follows:
• Workers' Compensation—statutory;
• Employers' Liability- $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
• Automobile Liability- $1,000,000 property damage/bodily injury; $2,000,000 annual
aggregate; and
• Professional Liability- $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non-
contributory basis on both the Commercial General and Automobile Liability policies. The insurance
and required endorsements must be in a form suitable to City and shall include no less than a sixty
(60) day notice of cancellation or non-renewal. The City must approve all insurance coverage and
endorsements prior to the Contractor commencing work. Contractor shall notify City within two (2)
business days of Contractor's receipt of notice that any required insurance coverage will be terminated
or Contractor's decision to terminate any required insurance coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor's Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails
to perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor's right to proceed with all or any part of the work ("Termination Notice Due
Professional Services Agreement for GIS Data Services
FY 2016
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to Contractor's Fault"). The City may then take over the work and complete it, either with its
own resources or by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be
entitled to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other
remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
9. Termination for City's Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City,
make it advisable to the City to cease performance under this Agreement City may terminate
this Agreement by written notice to Contractor ("Notice of Termination for City's
Convenience"). The termination shall be effective in the manner specified in the Notice of
Termination for City's Convenience and shall be without prejudice to any claims that the City
may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City's Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance under
this Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately
in progress.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled
to payment only for those services Contractor actually rendered on or before the receipt of the
Notice of Termination for City's Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to
Contractor for its performance of this Agreement. Contractor shall, under no circumstances,
be entitled to claim or recover consequential, special,punitive, lost business opportunity, lost
Professional Services Agreement for GIS Data Services
FY 2016
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productivity, field office overhead, general conditions costs, or lost profits damages of any
nature arising, or claimed to have arisen, as a result of the termination.
10. Limitation on Contractor's Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
Contractor's damages shall be limited to contract damages and Contractor hereby expressly
waives any right to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within thirty (30) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City's Representative: The City's Representative for the purpose of this
Agreement shall be Jon Henderson (GIS Manager) or such other individual as City shall
designate in writing. Whenever approval or authorization from or communication or
submission to City is required by this Agreement, such communication or submission shall be
directed to James Goehrung as the City's Representative and approvals or authorizations shall
be issued only by such Representative;provided,however,that in exigent circumstances when
City's Representative is not available,Contractor may direct its communication or submission
to other designated City personnel or agents as listed above and may receive approvals or
authorization from such persons.
b. Contractor's Representative: The Contractor's Representative for the
purpose of this Agreement shall be Curt Hinton (Project Advisor) or such other individual as
Contractor shall designate in writing. Whenever direction to or communication with
Contractor is required by this Agreement, such direction or communication shall be directed
to Contractor's Representative; provided, however, that in exigent circumstances when
Contractor's Representative is not available, City may direct its direction or communication
to other designated Contractor personnel or agents.
Professional Services Agreement for GIS Data Services
FY 2016
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12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances,rules, and regulations, obtain all necessary permits,licenses,including a City of Bozeman
business license, and inspections from applicable governmental authorities, and pay all fees and
charges in connection therewith.
13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers'
compensation laws, all environmental laws including, but not limited to, the generation and disposal
of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and
provisions of the Montana Safety Act in Title 50, Chapter 71, MCA,all applicable City, County, and
State building and electrical codes, the Americans with Disabilities Act, and all non-discrimination,
affirmative action, and utilization of minority and small business statutes and regulations.
14. Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons
performing this Agreement shall be on the basis of merit and qualifications. The Contractor will have
a policy to provide equal employment opportunity in accordance with all applicable state and federal
anti-discrimination laws,regulations, and contracts. The Contractor 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 Contractor shall be subject to and comply
with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all
regulations promulgated thereunder. The Contractor shall require these nondiscrimination terms of
its sub-Contractors providing services under this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants,including alcohol or illegal drugs,
by any employee or agent engaged in services to the City under this Agreement while on City property
or in the performance of any activities under this Agreement. Contractor acknowledges it is aware of
and shall comply with its responsibilities and obligations under the U.S.Department of Transportation
(DOT)regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish j
such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees
and agents in proper and specified work methods and procedures. The Contractor shall provide
continuous inspection and supervision of the work performed. The Contractor is responsible for
Professional Services Agreement for GIS Data Services
FY 2016
Page 7 of 10
instructing his employees and agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified or
altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor's rights, including the right to compensation or duties arising
hereunder,without the prior written consent of City. Any subcontractor or assignee will be bound by
all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor's compliance with the
requirements of this Agreement. Contractor shall allow the City, its auditors, and other persons
authorized by the City to inspect and copy its books and records for the purpose of verifying that the
reimbursement of monies distributed to Contractor pursuant to this Agreement was used in
compliance with this Agreement and all applicable provisions of federal, state, and local law. The
Contractor shall not issue any statements, releases or information for public dissemination without
prior approval of the City.
18. Non-Waiver: A waiver by either party any default or breach by the other party of any
terms or conditions of this Agreement does not limit the other party's right to enforce such term or
conditions or to pursue any available legal or equitable rights in the event of any subsequent default
or breach.
19. Attorney's Fees and Costs: That in the event it becomes necessary for either Party of
this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to
give any notice required herein, then the prevailing Party or the Party giving notice shall be entitled
to reasonable attorney's fees and costs,including fees, salary,and costs of in-house counsel to include
City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements. Upon mutual
agreement of the parties,the parties may invite an independent,disinterested mediator to assist
in the negotiated settlement discussions.
Professional Services Agreement for GIS Data Services
FY 2016
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b. If the parties are unable to resolve the dispute within thirty (30) days from the
date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this Agreement.
22. Survival: Contractor's indemnification shall survive the termination or expiration of
this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are not
be construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable,the
balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects by
the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs,
legal representatives, successors, and assigns of the parties.
27. 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.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part thereof
by reference, are not binding upon the parties. There are no understandings between the parties other
than as set forth in this Agreement. All communications, either verbal or written, made prior to the
date of this Agreement are hereby abrogated and withdrawn unless specifically made a part of this
Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
Professional Services Agreement for GIS Data Services
FY 2016
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IN WITNESS WHEREOF,the parties hereto have executed this instrument the day and year
first above written.
CITY OF BOZEMAN,MONTANA GEOGRAPHIC TECHNOLOGIES
GROUP,INC.
/��_ f CONT CkOR
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By l�'u 1J /` I BY (t� 1�`,►�fi,
Chris Kukulski, City Manager Curtis A. Hinton,Jr.,President
APPROVED AS TO FORM:
4,7 <,,,
By
Greg Su livan,Bozeman City Attorney
Professional Services Agreement for GIS Data Services
FY 2016
Page 10 of 10
Scope of Services
The following Scope of Work is based on the tasks detailed in the City of Bozeman Request for Proposals
(RFP). Geographic Technologies Group (GTG) understands that the City of Bozeman requires a qualified
firm to perform a spatial adjustment of key GIS boundary layers, migration to the ESRI Parcel Fabric,
creation of easement and rights-of-way datasets, and provide ArcGIS Parcel Fabric and associated layers
management training and documentation. These tasks will require a firm that has a diverse skill set. GTG
is one of a very few companies in North America that focuses only on local government. We have
implemented GIS for over 400 local government agencies nationwide. We are experts in all aspects of
ESRI technology including the Parcel Fabric. We recently implemented the Parcel Fabric in Unalaska,
Alaska, home of Dutch Harbor, one of the largest fishing ports in the United States. Additionally, we have .
just completed a project for Dorchester County, South Carolina that included a detailed step-by-step
game plan for parcel fabric migration, implementation, and ongoing maintenance. Currently, we are
working with the Columbus County, Georgia Consolidated Government on a Strategic Plan and a parcel
fabric migration for the organization. We have recently completed our business plan for 2016 and it
includes a big focus on the Parcel Fabric technology to include webinars and a continued push to assist
local governments in their migration.
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GTG is a full-service GIS company. Our core disciplines
•
include the creation of GIS data layers for local government i esru Partner Network
and the implementation of the parcel fabric. GTG is an ESRI \' _
Gold Partner, which identifies our
ArcGIS company as one of the leading SSRI Business Partners in the world.
raw ;hec;alty Additionally, GTG has achieved certification in two ESRI Specialties — ESRI's
ArcGIS Online Specialty and ArcGIS for Local Government Specialty. No other
Gold Partner has achieved both of these specialties. What this means for the 1
ArcGIS for City of Bozeman is that we bring an unrivaled knowledge of ESRI GIS tools as
11Ifil Local Government they relate to local government. Additionally, a number of our key staff are
era , 1:.,.,i.jty
Geographic Information Systems Professionals (GISPs). A GISP has met the 1,
standards for educational achievement, professional experience, and manner 1
in which he or she contributes back to the profession as set forth by the GIS Certification Institute. We 1`
feel confident that we are the best team to work with the City of Bozeman to guarantee success. The
following are the tasks and steps that will guarantee the City of Bozeman a successful project.
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Attachment A 1
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Task 1 Spatial Adjustment of Existing GIS Boundary Layer
GTG understands that the City needs a consultant to edit and adjust 13 separate boundary layers. GTG
has a team of very experienced geospatial experts. All of our team has an advanced level skillset with
ArcGIS tools for editing GIS layers. Our work includes the creation and editing of thousands of GIS layers
for hundreds of agencies. We understand how to use the ESRI toolset to guarantee that each of the 13
layers are spatially coincident, highly accurate, topologically correct, and without error. We only employ
the most skilled GIS staff and all they do is focus on GIS work for local government. We are not an
Engineering firm that does GIS as a sideline. We are a GIS only firm that specializes in the needs of local
government. GTG's GIS Analysts will be using ArcGIS for Desktop version 10.3.1 and ArcCatalog 10.3.1
GTG will utilize the updated parcel data set to correct the following 13 polygon GIS data layers:
1. Annexations 9. Parks
2. City Limits 10. Payback Areas
3. City Property 11. PUD's
4. Community Plan Boundary 12. SID's
5. Community Plan Future Land Use 13. Zoning
6. Historic Districts
7. Lighting Districts
8. Open Space
GTG has examined each of these 13 layers in conjunction with the "parcels_odjusted"GIS layer and understands the
level of effort and methodology needed for correcting each layer. The following series of graphics depicts some of
these layers in 3re conjunction with the
adjusted r: ei, i ..P F w t""' '�` parcel layer.
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Historic Districts Misaligned with the Adjusted Parcel Layer
Attachment A
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Community Plan Future Land Use Will Park Boundary Layer
Require Significant Alignment Work
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f ro 4':.ii*Egf pi
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Community Planning Boundary in Conjunction Lighting District Boundary in Conjunction
with Rural Parcels with Urban Parcels
Step 1—GIS Boundary Layer Adjustment Workshop ,
It is important to review each of the boundary layers with the City subject matter experts before adjustment.
Therefore, GTG is recommending a workshop to review the layers and discuss any issues and/or concerns. Each
layer will be reviewed in light of its use, purpose, derivation, and local knowledge about the layer. This is important
because of the diversity of layers and differences in how they should be interpreted. A few of the items to be
discussed in this initial meeting include:
Attachment A
• Legal Documents— layers like the City Limit layer might have
been created using a legal boundary description. If so, it
might be prudent to use the legal description, in conjunction at '
_ ,
with the adjusted parcels, while revising the layer to ensure r� , -3 fft .
consistency. This is especially important if the City Limit GIS 4,-;-,744-,14;"
layer and associated maps will be adopted as the "Official
Document of Record"for this legal boundary.
• Split Parcels—some boundary layers may not strictly adhere
to property boundaries. Some cities have zones that split
parcels (zoning or land use). Each layer will need to be �' )
discussed in light of their adherence to parcel boundaries. City Limit Boundary May Require Review
• Natural Boundaries— some layers rely on natural boundaries of Written Boundary Description
for demarcation. In most cases this boundary may be represented as a parcel boundary as well. However,
due to the original mapping or change in the natural boundary, the parcel layer and boundary layer may no
longer align. The applicability and suggested ways to handle
these will be discussed in this workshop.
• Generated Layers — Some components of boundary layers `
may have been generated algorithmically. For example some t`
a :.
cities have boundary layers that are generated by buffering a : �
proscribed distance from the City Limits. The layers will be r
reviewed to discover if this is applicable to any of the 13 ;-`� .
boundary layers. If so, these features will need to be
regenerated using the appropriate creation rules.
• Coincidence—It will be important to discuss with the City the Open Space Layer and the Need to
possible use of ESRI tools to maintain coincidental Review Natural Boundaries
boundaries. Layers can be established in the geodatabase in such a way that when the underlying parcel
boundary is moved the coincident boundary layer is automatically moved as well. The applicability and
desire to use this feature should be discussed for each layer.
Attachment A
Step 2—GIS Boundary Layer Adjustment
Once each boundary layer is reviewed in Step 1 then the boundary
1 efialla I '] UQ' 2{i
adjustments can begin. GTG will employ a systematic process to update �
each of the polygon areas to align properly with the adjusted parcel ' 2,> <oati,� 'd,`,
dataset. GTG will ensure existing attribution remains intact and that the
geometry is the only component adjusted. The Reshape Feature tool on '`sl-1,=='"
the Editor Toolbar will be used in conjunction with the Trace tool to
update existing features. This will ensure the updated data layers match
the adjusted parcels vertex to vertex. GTG will add a temporary field to
each dataset called "Status". GTG staff will use this internally to track
which polygons have been adjusted and what remains. GTG will also add a
"QA/QC Status Field" which will be used to track the progress of the ,, o Po°4,"."e,'o" In+ersecuon
polygons during the review phase. Any questions about boundary location :-"'t 3C"`to°° '"`
will be reviewed with appropriate City of Bozeman staff throughout the
adjustment phase.
Step 3—Final Review Presentation and Delivery
,"may,-
Once complete, GTG will present the final layers to the City of Bozeman
team. Each layer will be visually reviewed for completeness and
accuracy. GTG uses a multi-step QA/QC process that is included in theitiliii
appendix of this proposal. GTG will make any adjustments to the layer I
based on this review and inspection of the layers by City of Bozeman 3 .-
staff. Once the City is satisfied that each of the boundary layers is 100% 1
accurate, GTG will deliver the final version to the City.
Task 1 Deliverables
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• On-site GIS Boundary Layer Adjustment Workshop
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• Workshop to Review Adjusted Layers
• 13 Spatially Adjusted GIS Boundary Layers
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Attachment A
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Task 2-Migration of Parcel Dataset to the ESRI "Parcel Fabric"'
GTG staff has a long history of working with land records and cadastral GIS data. David Lyons, GTG's GIS Director,
was GIS Coordinator with Catawba County, North
Carolina where he oversaw GIS for land records.
Curtis Hinton, GTG President, has been Parcel fabric
— Parch boundary He
instrumental in land management and cadastral O Parcel pont
mapping for a number of counties to include °afe1oab'0°"
-
Wayne and Wilson, North Carolina. The GTG P"r,P PPnr
..ti.,. O Cme POMP
team has extensive experience in ESRI based land aM Radial He
records. We recently finished an SSRI Parcel Fabric Ce""eawn He
conversion of a client in Alaska and are under
contract to assist Dorchester County, South
Carolina with their Parcel Fabric conversion.
GTG recommends the creation of a land records clean up and migration plan and then the migration of the City's
existing parcel data to the ArcGIS for Land Record Data Model (Parcel Fabric Technology). The plan will include
templates for the cadastral data. Cadastral data including land ownership parcels are a core base map layer for local
government GIS implementations. The initial design of the parcel database and subsequent deployment of the
developed data model is critical in order to provide a fully functional and comprehensive representation of land
ownership boundaries within the City. Beyond the standard GIS data model, SSRI has developed the Parcel Fabric
which is a data model specifically designed for the management of parcel data and other associated land records.
The Parcel Fabric is optimized for the maintenance of parcel data and it stores a continuous surface of connected
parcels and ensures that the relationships between polygons, lines and points are maintained. Using this
interconnected data model, the City will be able to effectively store and manage all of its land records data
including parcels and easements. It is very important that GTG identify all of the needs of the City in regards to land
management.The following are tasks that will occur during the land records clean-up and migration process.
Step 1—Land-Records Database Design Workshop and Refinement
The first step in this process is refining a land-records database design that -
meets all of the needs of the City. Using the SSRI Parcel Fabric, which is a -7/2 J 11 -'
component of the Local Government Information Model (LGIM), GTG will �t! pF
conduct meetings onsite with City staff to review the data model and ) K 1��
discuss any possible modifications to its design. Information gained from =-L
these meetings will culminate in a Database Design Workshop.
tlh L_
Attachment A
Step 2—Final Database
During this Workshop, GTG will review ESRI's Parcel Fabric design and explain its structure. The existing database
design of the City parcel data will also be reviewed and compared to the Parcel Fabric. It is anticipated that in some
instances, existing components (e.g. fields) in the City parcel data will not have a suitable destination in the Parcel
Fabric. In these cases, customizations will be made to the Parcel Fabric to accommodate any unique needs of the
City. GTG will step through every component of the existing parcel data and customize the Parcel Fabric as needed
and agreed upon with City staff during the workshop. GTG will make changes to the database design based on the
feedback from the onsite workshop. The changes will be done in such a way as to maintain the integrity of the SSRI
Parcel Fabric.
The final data design will incorporate functionality that will document ongoing development activity while retaining
historic records and subdivision and
zoning activity (e.g., zoning map + 15
amendments, zoning conditions, zoning Catalog Tree 4 X Contents [Preview rDescnptbnJ
enforcement activities, subdivisions, Cl t ParcelFabric to 2.gdb
lEdd
1}l Parceing Name
and subdivision conditions). GTG will IlEditToAnno LlParcelFabric_Control
review the final database design with e IrParceltoCondo l ParcelFabric LinePoints
key staff at the City. Once the City has pep,, IrParceltoline IEiParcelFabric lines
reviewed and approved the final design, r� IrParcdtoPlan ParcelFabric Parcels
Ij ParcelDimensions iiparceIFabric Plans
GTG will proceed with migration of the I] ParcelFabric
land records data. 8 TaxParcelCondo ParcelFabric Points
ISI
ESRI Parcel Fabric Design
Step 3—Land Records Migration to the Parcel Fabric
Based on the business requirements identified and the final Parcel Fabric database design, GTG will migrate land
records data ("parcels adjusted")to the Parcel Fabric. The following steps will occur during this process:
1. Prepare source data and migrate to a temporary staging \ \ J
geodatabase
2. Load parcels and associated boundaries into the staging
geodatabase
3. Delineate curves
4. Build and validate topology N T 1— U5. Model other land types 111 444
6. Reconcile attributes to Parcel Fabric
7. Load all prepared data to the Parcel Fabric
8. Perform quality control using ArcGIS Data Reviewer
Attachment A
9. Deploy the completed Parcel Fabric on the Client's SDE database
10. Develop Data Migration Standard Operating Procedures document
11. Review Data Migration results with City staff
During this process, GTG will use the ArcGIS Data Reviewer
extension to perform quality control. This ArcGIS extension
integrates quality control into the data migration process.
The Data Reviewer provides various validation checks that
can be used to automatically check data and maintain data
integrity. This will add another level of quality assurance to „. „ •
the data migration process and ensure that the City is
delivered an error free and high quality Parcel Fabric. �`
GTG has done an initial review of the parcels adjusted layer and identified a few items worth noting as follows:
• Parcels Adjusted has clean topology—no gaps or overlaps in the 25,434 parcels
o Reduces required edits for topological errors
• Parcels Adjusted does not contain "true curves" resulting in excessive vertices. These need to be cleaned
up before pushing the parcel boundaries to the fabric. The fabric maintains coordinates for every line
segment between vertices and this would make the
fabric database much larger and make editing of the \ __ 1 , 1 ./
fabric cumbersome. GTG will convert polygons with 1
excessive vertices to "true curves". Vertices i r j _
statistics are as follows:
o 625,922 vertices in parcels layer y��%�
o 1,734 parcels have>50 vertices / I
o Most dense polygon has 7,027 vertices r0 \ —_ / I \ __��
, �, 1 \ 1 V
Bozeman Parcel with the Most Vertices
Attachment A
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Parcel Fabric Utilizes True Curves i
GTG will next deploy the ESRI Tax Parcel Editing template on user's desktops that will be responsible for editing the
Parcel Fabric. This template provides the following functionality:
• A multi-scale ArcMap document that is optimized for parcel editing i
li
• Includes Parcel Editor Add-In that streamlines editing functions V
o Manage parcel attributes and feature linked annotation !1
o Optimize parcel boundary data in the fabric data model
o Load traverse information from external sources
o Manage attachments associated with fabric classes
11
I'
i
i
i
Attachment A
Task 2 Deliverables
• Database Design—Land Records Data Model
• Database Design Workshop
• Data Preparation and Clean-Up
• Data Migration to the ArcGIS for Land Records Data a
s /
Model ° »/
• Automated Quality Control with ArcGlS Data Reviewer > .el/
• Preparation of Data Migration Standard Operating .�
Procedures Document \. tr.
• Review of Data Migration Results with City Staff ,/, �e
• Deployment of ESRI Tax Parcel Editing Template ° -,;.v. a
h ---
h�"9 ,/A
Task 3 -Creationof Easement and Rights-of-Way Datasets
GTG will assist the GIS Department with developing an easements (encumbrances) layer in the GIS that will be an
integrated component of the Parcel Fabric developed in Task 2. As per feedback from the City, "the City proposes
focusing ONLY on easements (which we have good information for)....and disregard the creation of a standalone
layer for rights-of-way". It is understood that the initial focus should be on encumbrances created since 2010 and
depending on available funds, older encumbrances. The source data locations on the internet provided by the City
contain 27 plat documents and 176 deed documents. Each document can potentially contain more than one
encumbrance. Encumbrances will be digitized starting with the most recent ones first and then working in reverse
chronological order. This is necessary to accommodate new encumbrances that have replaced or supersede older
encumbrances. Following is the approach that will be used for automating the encumbrance data:
1. Acquire source documents from the City
2. All data creation will occur in ArcMap within the Parcel Fabric environment using COGO tools
3. Working in reverse chronological order, identify encumbrances on source documents
Attachment A
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4. Enter each encumbrance into the associated Parcel Fabric layer using COGO tools. Data entry for
easements is similar to parcel data entry-both use COGO tools to enter bearings, distances, radius, etc.
4 \, ire.
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• Establish Point of Commencement(POC)and Point of Beginning (POB)
• Enter traverse data per the source document
• Non-closures of greater than 1 foot will be noted
• Enter attributes I
5. Easements that do not close properly will be artificially closed and attributed as such
6. Enter the associated attributes obtained from the source document for each easement:
II
• ENCUMID(unique ID number)
• ENCUMNAME (taken from the source document) iii
• ENCUMCLASS(general category-e.g. utility)
• ENCUM1YPE(detailed type-water, electric, storm water, etc.) li
• STATEDAREA(stated legal area as defined on source document) it
a
Attachment A
3
• DATE(approved date, taken from the source document)
• MISCLOSURE(attribute to denote easements that did not close properly)
• HYPERLINK(to the recorded document) (syntax per City specifications)
7. Easement data will be stored as both lines and polygons in the Parcel Fabric which will allow for the
retention of all traverse attributes
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geodatabase to the City.
Task 3 Deliverables
• Easements GIS layer
Attachment A 1
Task4: Process of Maintaining Parcel Fabric and Related Layers
One of the key components for this project to be a success is to have documentation and training on all of the
deliverables. GTG conducts GIS training ,,,,,
throughout the United States. We create : H141011
��
documentation and train staff during a -^' " .�— r
majority of our projects. We pride ourselves
in ensuring that staff knows how to use GIS
tools to maintain and utilize data. Our team
gM
will provide the following documentation and
training on-site for key City staff. re
N _ I /�
Task4: Deliverables
• User manual detailing how to use GIS
tools to edit and maintain property
data and boundary layers
• On-site training detailing how to use GIS tools to edit and maintain property data—parcel editing workflows
and boundary layers
• Training slides and exercises
Additional Tasks
GTG understands that the City of Bozeman has a need for additional services that will enhance the GIS effort city-
wide as follows:
• Additional On-site Training— It is understood that the move to the Parcel Fabric is critical to the ongoing
success of GIS at the City. As such, hands on training with staff should take place on-site. GTG will provide
an additional 2 days on-site with the City to thoroughly review the process of updating parcels within Esri's
Parcel Fabric. GTG will ensure this training is detailed and hands-on with City parcel data.
• Digital Map Book Creation — Once the parcel fabric is complete it will be important to be able to create
maps representing the new data. GTG will develop a digital map book for the City based on the newly
created parcel fabric data. This digital map book will use Esri data driven pages and can be exported
and/or printed based on City needs.
• Technology Gap Assessment — Esri has reinvented its GIS platform. A multitude of new products have
been released that will assist the City in advancing the GIS. GTG will spend time on-site with the GIS group
at the City to review current processes and identify potential gaps in these processes. GTG will develop a
concise document outlining recommendations for the GIS group.The topics for discussion include, but are
not limited to
o Esri's Workflow Manager
o Esri's Data Reviewer
o Metadata Updates and Procedures
o Versioning
o Standard Operating Procedures (SOP)
)
Attachment A
(
• GIS Remote Support — It is understood that the City will require ongoing remote support for the new
parcel fabric. GTG will provide remote support for GIS functions at the City on an as needed basis. This
support term will run from July 1, 2016 — December 31, 2016. The support will include general phone
support, additional remote training, and Go-to-Assist login support related to Esri s Parcel Fabric or other
components related to this project.
Conclusion
We at GTG believe that we are offering the City the most comprehensive solution possible. We are experts in every
aspect of this project and pride ourselves on our successful customers. We invite the City to call any and all of our
clients to discover how they feel about our company and our work product. We are very excited about the
opportunity of partnering with the City. The following are key reasons why GTG is the best fit for the City.
• GTG has a depth of experience and expertise that is unmatched in the United States. We have assisted
hundreds of clients with GIS data projects. Our team has a unique mix of experts that will guarantee GIS
success at the City.
• We are Parcel Fabric experts. We have aggressively pursued Parcel Fabric expertise. We have worked with
a number of clients on their migrations and the Parcel Fabric is a focus area for our company.
• GTG has worked with over 400 clients on data projects. We use the latest GIS technology from ESRI to
ensure that the City has the very best final product. Our team members are data and ESRI experts.
• We are a local government GIS company. That is all we do. GIS is not an add-on discipline as it is for many
companies. We do GIS and GIS only.
Attachment A
The following is the proposed pricing for the City of Bozeman tasks outlined in the Scope of Work.
City of Bozeman Pricing
Task Price
Task 1-Spatial Adjustment of Existing GIS Boundary Layer $7,500
Task 2-Migration of Parcel Dataset to the ESRI "Parcel
Fabric" $13,500
Task 3-Creation of Easement and Rights-of-way Datasets $28,000
Task 4-Process of Maintaining Parcel Fabric and Related $6,500
Layers
Additional Task-Additional On-site Training $3,500 i
Additional Task-Digital Map Book Creation $5,000
Additional Task-Technology Gap Assessment $5,000
Additional Task-GIS Remote Support $3,500
Total $72,500
{
Attachment A