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R-94-04-28-9D - 4/28/1994
for services to geocode tax appraisal district identification codes and addresses, and WHEREAS, Address Information Management Mapping Marketing Services has submitted the lowest and best bid, and WHEREAS, the City Council wishes to accept the bid of Address Information Management Mapping Marketing Services, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an agreement with Address Information Management Mapping Marketing Services to geocode tax appraisal district identification codes and addresses, a copy of said agreement being attached hereto and incorporated herein for all purposes. RESOLVED this 28th day of April, 1994. ATTEST: RS /RESOLUTION RSO4284D RESOLUTION NO. k" Q'7 - ©q-ca - % D WHEREAS, the City of Round Rock has duly advertised for bids E LAND, City Secretary CHARLES CULPEP• ER, /Mayor City of Round Rock, Texas CR \gisk AGREEMENT TO MODIFY THE CITY OF ROUND ROCK GEOGRAPHIC INFORMATION SYSTEM STATE OF TEXAS COUNTY OF WILLIAMSON This is an Agreement by and between the CITY OF ROUND ROCK (hereinafter "CITY "), a Texas Municipal corporation, and Address Information Management Mapping Marketing Services (hereinafter "AIMS "). I. TERMS OF THE AGREEMENT This Agreement shall be for a period of one hundred and twenty (120) days. The Agreement may be extended for an amount of time not to exceed the original time period. Such extensions shall be in writing and agreed by both parties. The extensions shall be at the same terms and conditions as the original period. Completion of eight -five percent (85 %) of all data input shall be completed within sixty (60) days of the awarding of this contract. The remaining fifteen percent (15 %) of all parcels shall be completed within the following sixty (60) days. II. PAYMENT III. DUTIES AND REQUIREMENTS OF AIMS R-94- o1/g: t CITY shall pay AIMS Nine Thousand and No /100 Dollars ($9000.00) within thirty (30) days of satisfactory completion of the service or thirty (30) days from receipt of a properly completed invoice, whichever is later. 1. AIMS agrees to modify CITY's Geographic Information System (GIS) parcel layers by entering in the correct Williamson County Appraisal District (WCAD) Tax Parcel Identification Code (PIC) . 2. AIMS, its employees or associates shall perform the work hereunder. AIMS shall provide all labor and equipment necessary to perform this service. AIMS agrees that all its employees or associates who work on this project shall be fully qualified to undertake the same and competent and experienced to do the work described hereunder. 3. AIMS shall place all products in a format within CITY's GIS parcel layer, and presented in or imported into PC Are Info software. 4. AIMS shall enter the correct WCAD six digit PIC into CITY's GIS parcel layer. AIMS shall clearly identify and notify CITY of all parcels without a WCAD six digit PIC, or a PIC without a parcel. Notification shall be on a weekly basis detailing all discrepancies. Identification of problem parcels or database PIC shall be performed through the use of a check plot and /or spreadsheet. 5. AIMS shall have weekly or biweekly meetings (if needed) with representatives from CITY to identify problems in the parcel and /or database information. AIMS shall regularly update CITY on such problems. 6. AIMS shall provide CITY with completed tiles for review by CITY's representative immediately upon completion of each tile. Each submittal shall include a proof sheet with each parcel and PIC clearly shown and a diskette or tape or the completed tile. All reviews will be conducted by downloading the data into CITY's GIS after successful review of check plots by CITY's representative. Acceptance of work by CITY will be performed through the successful downloading of the correct WCAD data. 7. AIMS may utilize office space located at CITY's Department of Planning and Community Development. All AIMS' employees or associates working on the project at CITY's facilities shall abide by CITY's rules and regulations including, but not limited to, maintaining a drug free and alcohol free workplace and to abide by CITY's smoking policy. All work preformed on site will be performed between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, and only during working days recognized by CITY. 8. AIMS shall maintain at its sole cost and expense for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by AIMS, its agents, representatives, volunteers or employees. AIMS shall furnish to CITY evidence of insurance that it is in compliance with all applicable laws, rules and regulations of Federal, State, and Local Governing entities for employee coverage. 9. AIMS shall be responsible for reporting or paying employment taxes or other similar levies which may be required by the United States Internal Revenue Service or other similar State or Federal agencies. Iv. WORK PRODUCT All information given to AIMS by CITY is the property of CITY. All AIMS' work product is the property of CITY. AIMS shall return all information given to AIMS by CITY and all work product upon completion of the project. Any unauthorized use of said information and work product is prohibited. CR \gisk 2. V . WARRANTIES AIMS warrants that AIMS will exercise diligence and due care and perform in a good and workmanlike manner in the performance of any services of AIMS pursuant to this contract. VI. HOLD HARMLESS CLAUSE It is further agreed that AIMS agrees to and shall indemnify and hold harmless CITY, its officers, agents and employees from and against any and all claims, losses, damages, causes of action, suits and liability of every kind, including all expenses of litigation, court costs and attorney's fees for injury to or death of any person, or damage to any property arising out of or in connection with the work done by AIMS under the contract; such indemnity shall apply where the claims, losses, damages, causes of action, suits, or liability arise, in whole or in part, from the negligence of CITY. VII. RELEASE AIMS assumes full responsibility for the work to be performed hereunder, and hereby releases, relinquishes and discharges CITY, its officers, agents and employees, from all claims, demands, and causes of action of every kind and character, including the cost of defense thereof, for any injury to including death of, person (whether they be third persons, contractor, or employees of either of the parties hereto) and any loss of or damage to property (whether the same be that either of the parties hereto or third parties) caused by or alleged to be caused, arising out of, or in connection with AIMS' work to be performed hereunder whether or not said claims, demands and causes of action in whole or in part are covered by insurance. VIII. MISCELLANEOUS 1. This contract may be cancelled by either party by providing thirty (30) days written notice to the other party. Upon proper cancellation, CITY shall pay AIMS the pro -rated amount for the service performed up to the cancellation date and equal to the percent amount of all accepted data input. Acceptance of data by CITY is described in Article III, No. 6. 2. Written notification of changes to company name, address, or telephone number, shall be given to CITY as soon as possible but no longer that thirty (30) days from the date of change. All notices shall be mailed to the addresses designated herein or as may be designated in writing by the parties from time to time and shall be deemed received when sent postage prepaid U.S. mail to the following addresses: CR \gisk 3. CITY: City of Round Rock ATTN: Joe Vining 221 East Main Round Rock, Texas 78664 AIMS: Address Information Management Mapping Marketing Services ATTN: John H. Yeager 2525 Wallingwood Dr. #705G Austin, Texas 78746 3. This contract shall not be assigned, transferred or sold without prior approval from CITY. In the event of an assignment by AIMS to which CITY has consented, the assignee or its legal representative shall agree in writing with CITY to personally assume, perform, and be bound by the covenants, obligations, and agreements contained herein. 4. In any case one or more of the provisions contained in this contract shall for any reason be held invalid, illegal or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not be construed as if such invalid, illegal, or unenforceable provision has never been contained herein. 5. No waiver by either party hereto of any term or condition of this Agreement shall be deemed or construed to be waiver of any other term or condition or subsequent waiver of the same term or condition. 6. This Agreement shall be interpreted in accordance with the laws of the State of Texas and performance of this Agreement is in Williamson County. 7. This Agreement supersedes any and all other agreements, either oral or on writing between the parties hereto with respect to the subject matter hereof, and no other agreement, statement, or promise relating to the subject matter of this Agreement which is not contained herein shall be valid or binding. 8. The parties hereby state that they have read the terms of this Agreement and hereby agree to be bound to the conditions contained herein. CR \gisk 4. AIMS BY: CITY, BY: SIGNED this �U day of r resenti•e Representa L'NA2 s eL1 /204 p2 CR \gisk EPPER) 5. Date 5- -2D- 7Y , 1994 Da .(/ytQ, �� X99 t Address Information Management 2525 Wallingwood Dr 705G Mapping Austin, Texas 78746 Marketing Services Tel: (512) 454 -2467 Fax: (512) 323 -2467 March 18, 1994 To: City of Round Rock Purchasing Agent 221 East Main St Round Rock, Tx, 78664 -5299 Re: Quote of cost for geocoding parcels project Specification No. 14-93-0001 Thank you for the opportunity to bid on this project. Attached are some responses to specific items found within the bid request. Modify the City of Round Rock GIS parcel layer by capturing the Williamson County Appraisal District (WCAD) Tax Parcel Identification Code (PIC) John H. ea . io g r, Owner $ 9000 3- / t' Responses to RFP items 2.0 BIDDER QUALIFICATIONS 2.1 AIMS has over 5 years experience in GIS since it was established In 1988. 2.2 AIMS has over 5 years experience in address procedures and utilizing GIS for E911 and address management. 2.3 AIMS is well versed on the Round Rock GIS program, purpose and future applications. 2.4 AIMS is familiar with subdivision process, Williamson County Tax Appraisal District operations, database • and overall procedures (in regards to subdivisions and parcels). 2.5 AIMS has the necessary hardware and software, organizational structure and employees to fulfill the services required under this speclflcation. AIMS will only use employees trained in GIS parcel mapping for this contract. 3.0 GENERAL TERMS AND CONDITIONS 3.1 AIMS has the necessary hardware and software, organizational structure and employees to fulfill the services required under this specification. AIMS will only use employees trained in GIS parcel mapping for this contract. 3.2 AIMS understands that the Information shall be Incorporated Into the City of Round Rock Planning PC- Arclnfo GIS. 3.3 and 3.4 AIMS shall capture the WCAD six digit PIC for the approximately 15000 parcels within the current parcel layer of the City of Round Rock GIS. Check plots and /or spreadsheets, provided weekly, will be used to indicate unmatched parcels. 3.5 After reviews of check plots and spreadsheets the data will be Incorporated into the City of Round Rock GIS and reviews will be conducted by the City and AIMS. 3.6 AIMS understands the schedule of completion and percentages. Continued on following page Responses to RFP items page 2. 3.7 and 3.13 At this time, AIMS is unsure whether or not it will utilize the space available within the Department of Planning and Community Development. AIMS understands work is to be performed during normal business hours and according to the rules and regulations of the City of Round Rock. 3.8 Problems, unmatched parcels and PICs shall be identified and provided in a scheduled weekly or biweekly meetings. 3.9 Each tile (section) shall be provided upon completion and incorporated into the City GIS for immediate review. Acceptance of the work shall occur upon incorporation into the City GIS. 3.10 This quote is valid for 45 days from the bid opening date of March 18, 1994. 3.11 If selected, AIMS and the City shall mutually agree to terms and conditions for compensation. 3.12 When requested /required by the City, AIMS shall furnish evidence of insurance that complies with applicable laws, rules and. regulations for employee coverage. 4.0 ABANDONMENT, DEFAULT AND CANCELLATION AIMS understands and accepts the terms as specified in section 4.0. 5.0 EXTENSION OF SERVICES AIMS understands and accepts the terms as specified in section 5.0. 6.0 COMPLIANCE AIMS understands and accepts the terms as specified in section 6.0. 7.0 PAYMENT AIMS understands and accepts the terms as specified in section 7.0. City of Round Rock ADDRESS / WCAD COMPUTERIZATION Specification NO. 14-93 -0001 Dated: March 4,1994 1.0 SCOPE This specification describes the service required to modify the City of Round Rock Geographic Information System parcel layers by entering in the correct Williamson County Appraisal District (WCAD) Tax Parcel Identification code (PIC). 2.0 BIDDER QUALIFICATIONS 2.1 Bidders shall be individuals, firms or corporations with a minimum of three years experience in GIS, competent in both PC -Arc Info and Atlas GIS. 2.2 Bidders shall be individuals, firms or corporations with a minimum of three years experience in standard addressing procedures, 911 addressing, and addressing databases. 2.3 Bidder shall obtain from the Planning Department a copy of the City of Round Rock's GIS program, purpose, and future applications. 24 Bidder shall be familiar with the subdivision process, Williamson County Tax Appraisal District operations, database, and overall procedures. 2.5 Bidder shall have available, under its direct employment and supervision, the necessary organization and facilities to properly fulfill all services required under this specification, and only personnel trained in services of this type shall be employed under and for this contract. 3.0 GENERAL TERMS AND CONDITIONS 3.1 The successful bidder shall provide all labor and equipment necessary to perform this service. All employees of the successful bidder shall be experienced in the type of work to be performed. 3.2 All products shall be placed in a format within the City of Round Rock GIS parcel layer, and presented in or imported into PC Arc Info software. 3.3 All parcels within the City of Round Rock GIS parcel layer shall have the correct WCAD six digit PIC entered into that parcel. Currently the City of Round Rock has 14,000 to 15,000 parcels within the parcel layer. 3.4 All parcels without a WCAD six digit PIC, or a PIC without a parcel, shall be clearly identified and notice provided to the city on a weekly basis detailing all discrepancies. Identification of problem parcels or database PIC shall be performed through the use of a check plot map (laser print should be sufficient) and or spreadsheet. 3.5 All reviews will be conducted by downloading the data into the City of Round Rock GIS after successful review of check plots by the Department of Planning and Community Development staff. 3.6 Completion of 85% of all data input shall be completed within 60 days of awarding of this contract. The remaining 15% of all parcels shall be completed within the following 60 days. 3.7 Space will be provided on location, if needed, at the Department of Planning and Community Development for project personnel, as needed. All employees of the successful bidder are required to abide by all City of Round Rock rules and regulations including, but not limited to, maintaining a drug free and alcohol free workplace and to abide by the City's smoking policy. 3.8 The successful bidder shall have weekly or biweekly meetings (as needed) to identify problems in the parcel and /or database information. These meetings may include representatives from the WCAD which has agreed to assist the City in resolving any discrepancies. 3.9 The successful bidder shall provide the city with completed tiles for review immediately upon completion of each tile. Each submittal shall include a proof sheet with each parcel and PIC clearly shown and a diskette or tape or the completed tile. Acceptance of work will be performed through the successful downloading of the correct WCAD data. 3.10 All quotes shall state that the bid is valid for a period of not less than 45 days from the date of the bid opening. 3.11 It is the intent of the City to enter into a contract with the successful bidder using the terms and conditions acceptable to both the successful bidder and the City and which are the accepted standard in the industry. 3.12 The successful bidder, when required, shall furnish the City with evidence of insurance that is in compliance with all applicable laws, rules, and regulations of Federal, State and Local Governing entities for employee coverage. 3.13 All service on site will be performed between the hours of 8:00 am and 5:00 pm Monday thru Friday, only during working days recognized by the City. 4.0 ABANDONMENT, DEFAULT AND CANCELLATION: 4.1 A vendor who abandons or defaults the work on this contract and causes this service to be rebid will not be considered in the readvertisement of this service and may not be considered in future bids for the same type of work unless the scope is significantly changed. 4.2 This service contract will be void if sold, transferred or assigned to another service company without written approval of the Department of Planning and Community Development. Written notification of changes to company name, address, telephone number, should be given to the department as soon as possible and not longer than 30 days from the date of change. 4.3 This purchase order may be canceled by either party by providing 30 days written notice to the other party. The department will pay the vendor the bid price, pro-rated for the service performed up to the date specified in the notice of cancellation and equal to the percent amount of all accepted data input. 5.0 EXTENSION OF SERVICES: This service may be extended for an amount of time not to exceed the original service period. Such extension shall be at the same terms and conditions and should be agreed to in writing by both parties prior to the original expiration date. 6.0 COMPLIANCE This service shall be done in accordance with the contract specifications. The Department of Planning and Community Development will decide all questions which may arise as to the quality or acceptability of work performed, the manner of performance and the rate or progress of the work, the interpretation of the specifications, and the acceptable fulfillment of the contract on the part of the vendor. 3 7.0 PAYMENT • Payment will be made within thirty days of satisfactory completion of the service or thirty days from receipt of a properly completed invoice, whichever is later. TO: AIMS C/O John Yeager • 8403 Rockwood Lane Austin, Texas 78758 TO Complete Data Solutions Inc. -4,,, 1301 -B Capital of Texas Hwy. North Suite 123 Austin, Texas 78746 (14 - ela1 - (01 (, 3 • W.P.T.C. • Attn: Ms. Valerie Werwick - • • 3305 Hancock ' I Austin, Texas 78731 A`� - 't S� 11055 TO RETURN THIS QUOTATION FORM TO: _ CITY OF ROUND ROCK Purchasing Agent 221 East Main Street Round Rock, Tx 78664-5299 Please quote prices on items lined below. Please quote FOB delivery point shown below. Substitute Items must be described in detail. DELIVERY POINT QUANTITY 1 DESCRIPTION As per attach specifications UNIT PRICE Job TOTAL PRICE ESTIMATED SHIPPING CHARGES IF QUOTED OTHER THAN F.O.B. DELIVERY POINT S THE CITY OF ROUND ROCK RESERVES THE RIGHT TO ACCEPT OR REJECT All OR PART OF QUOTATION AFTER VENDOR MUST COMPLETE INFORMATION BELOW QUOTE FIRM UNTIL FOR POINT OF OTHER THAN !NEUTERED) TERMS AUTHORIZED SIGNATURE PHONE NUMBER TITLE EARLIEST FIRM 5WPRIN0 DATE REMIT OF ORDER DATE OF YOUR QUOTATION REQUEST FOR QUOTATION THIS IS AN INQUIRY, NOT AN ORDER. OUOTATtOM NO. THIS IS NOT AN ORDER DATEOP INQUIRY GUOTATIOV MUST RE RETURNED BY DEUVERY IN DAYS 120 TO: TO Liia -u400 Graphic Information Tech 400 W. 15th Street Austin, Texas 78701 / 41-1,? I103d TO Austin Business & Computer Consultants Attn: Steve Heller EIS$. Bost, 11511 D -K Ranch Road Austin, Texas 78759 Fairchild Automated a '$8-$4$S 7401 Callbram Lane Austin, Texas 78736 AJ _ ass -8401 RETURN THIS QUOTATION FORM TO: _ CITY OF ROUND ROCK Purchasing Agent 221 East Main Street Round Rock, Tx 78664 -5299 Please quote prices on items listed below. Please quote FOB delivery point shown below. Substitute items must be described in detail. DELIVERY PONT QUANTITY 1 DESCRIPTION As per attach specifications UNIT PRICE Job TOTAL PRICE ESTIMATED SHIPPING CHARGES IF QUOTED OTHER THAN F.O.B. DELIVERY POINT $ THE CITY OF ROUND ROCK RESERVES . THE RIGHT TO ACCEPT OR REJECT ALL OR PART OF QUOTATION AFTER VENDOR MUST COMPLETE INFORMATION BELOW QUOTE FIRM UNTIL FOB POINT 119 OTHER THIN DELIVERED, TERMS AUTHORIZED SIGNATURE PHONE NUMBER TITLE EARLIEST FIRM SNIPPING DATE RECEIPT OF ORDER DATE OF YOUR QUOTATION REQUEST FOR QUOTATION THIS IS AN INQUIRY, NOT AN ORDER. QUOTATION ND. THIS I5 NOT AN ORDER DATE OF INQUIRY QUOTATION MUST eE RETURN. s• DELIVERY IN DAYS 120 Date: April 26, 1994 Subject: City Council Meeting, April 28, 1994 Item: 9.D. Consider a resolution authorizing the Mayor to enter into a contract with Address Information Management Mapping Marketing Services for geocoding tax appraisal district identification codes and addresses. Staff Resource Person: Joe Vining Recommendation: Approval Numerous requests for quotation (RFQ) were sent out to area computer and address consultants. Many declined the request to submit a RFQ, and only one firm AIMS, submitted a RFQ. This project is highly specialized requiring knowledge of GIS, addressing and parcel identification. AIMS has considerable experience in all of these areas and their references were all very favorable. Mayor Charles Culpepper Mayor Pro•tem Robert Stluka Council Members Rod Morgan Rick Stewart Fart Painter Martha Chavez Jimmy Joseph City Manager Robert L. Bennett, Jr. City Attorney Stephan L. Sheets June 28, 1994 Mr. John H. Yeager Address Information Management Mapping Marketing Services 2525 Wallingwood Dr. #705G Austin, Texas 78746 Dear Mr. Yeager: Resolution No. R- 94- 04 -28 -9D was approved by the Round Rock City Council on April 28, 1994. Enclosed is a copy of the resolution and original agreement for your files. If you have any questions, please do not hesitate to call. Sincerely, Joanne Land Assistant City Manager/ City Secretary Enclosure THE CITY OF ROUND ROCK 221 East Main Street Round Rock, Texas 78664 512-255-3612 Fax 512-255-6676 1-800-735-2989 (TDD) 1-800-735-2988 (Voice)