R-1223 - 01/22/2013 - GIS - ResolutionsRESOLUTION 2013 - GIS- AG -EXI -R -1223
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY
AND BETWEEN THE VILLAGE OF OAK BROOK AND AYRES ASSOCIATES, INC.
TO UPDATE THE VILLAGE'S PLANIMETRIC MAPPING DATABASE
WHEREAS, the Village is a member of the GIS Consortium ( "Consortium "), an organization
comprised of municipalities in northeastern Illinois, which Consortium shares the cost of establishing a
regional Geographic Information Systems program ("Program "); and
WHEREAS, on behalf of its members, the Consortium selected Ayres Associates, Inc. ( "Ayres "),
through a competitive process for the provision of aerial mapping services; and
WHEREAS, in 2012, the Village retained Ayres to provide aerial mapping services; and
WHEREAS, the Village was satisfied with the aerial mapping services provided by Ayres; and
WHEREAS, the Village desires Ayres to use the aerial photography it took in 2012 to provide the
Village with an update to the Village's planimetric mapping database ( "Services "); and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the Agreement for the Services;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Services shall be, and they are hereby, waived in accordance with
Section 1 -7-4 of the Village Code.
Section 3: Approval of Purchase of Planimetric Mapping Services. The purchase of
Services from Ayres for a cost not to exceed $28,789.00 shall be, and is hereby, approved.
Section 4: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and Ayres in substantially the same form as attached
as Exhibit A and in a final form approved by the Village Attorney.
Section 5: Execution of Agreement. The Village President and the Village Clerk shall be,
and are hereby, authorized to execute the final Agreement on behalf of the Village.
Section 6: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two- thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
APPROVED THIS 22nd day of January, 2013
President
PASSED THIS 22nd day of January, 2013
Resolution 2013- GIS- AG -EXI -R -1223
Agmt. w /Ayres Assoc. re: Planimetric Mapping
Page 2 of 3
Ayes: Trustees Aktinis, Manzo, Moy, Wolin, Yusuf and Zannis
Absent: Nome
ATTTEEST
Charlotte K. Pruss
Village Clerk
Resolution 2013- GIS- AG -EX1 -R -1223
Agmt. w /Ayres Assoc. re: Planimetric Mapping
Page 3 of 3
EXHIBIT A
AGREEMENTFOR
PROFESSIONAL SERVICES
THIS IS AN AGREEMENT made between the Village of Oak Brook, Illinois (OWNER)
and Ayres Associates Inc, 1802 Pankratz Street, Madison, Wisconsin 53704 (CONSULTANT).
OWNER intends to retain the CONSULTANT to perform updates to planimetric mapping.
OWNER and CONSULTANT agree to performance of professional services by
CONSULTANT and payment for those services by OWNER as set forth below.
ARTICLE 1 - BASIC SERVICES
CONSULTANT shall provide professional services for OWNER on the Project to which this
Agreement applies, including customary services incidental thereto, and as indicated in
Attachment A.
ARTICLE 2 - ADDITIONAL SERVICES
If authorized in writing by OWNER, CONSULTANT shall furnish or obtain from others Additional
Services not included as part of Basic Services. These services will be paid for by OWNER as
indicated in Article 5 and Attachment C.
ARTICLE 3 - OWNER'S RESPONSIBILITIES
OWNER shall do the following in a timely manner so as not to delay the services of
CONSULTANT:
3.1 Designate in writing a person to act as OWNER's representative.
3.2 Provide all criteria and full information as to OWNER's requirements
3.3 Place at CONSULTANT's disposal all available pertinent information, upon which the
CONSULTANT can rely.
ARTICLE 4 - PERIODS OF SERVICE
The provisions of this Article 4 and the compensation for CONSULTANT's services have been
agreed to in anticipation of the orderly and continuous progress of the Project. In Attachment B
specific periods of time for rendering services are set forth or specific dates by which services
are to be completed are provided; if such dates are exceeded through no fault of
CONSULTANT, compensation provided herein may be subject to equitable adjustment.
ARTICLE 5 - PAYMENTS
Page 1 of 14
5.1 Methods of Payments for Services and Expenses
5.1.1 OWNER shall pay CONSULTANT for Basic Services and Additional Services rendered
(as amended and supplemented by Attachment A) and for Reimbursable Expenses in
accordance with Attachment C.
5.2 Times of Payments
5.2.1 CONSULTANT shall submit monthly written invoices for Basic and Additional Services
rendered. The OWNER shall make any payment due CONSULTANT per the Local
Government Prompt Payment Act (50 ILCS 505/1 et seq.).
5.2.2 The CONSULTANT will submit monthly invoices to the OWNER based on the percent
complete of the contracted work.
5.3 Other Provisions Concerning Payments
5.3.1 In the event of termination by OWNER, CONSULTANT will be reimbursed for all charges
and services rendered as authorized by the OWNER for services rendered up to the time of
cancellation.
5.3.2 Records pertinent to CONSULTANT's compensation will be kept in accordance with
generally accepted accounting practices.
5.4 Definitions
5.4.1 Direct Labor Costs used as basis for payment means salaries and wages (basic and
incentive) paid to all CONSULTANT's personnel engaged directly on the Project, but does not
include indirect payroll related costs.
ARTICLE 6 - GENERAL CONSIDERATIONS
6.1 Reuse of Documents
OWNER intends to use the services and documents provided under this agreement for Village
purposes, including but not limited to, public works, utility, and community development projects.
Any reuse of the services and documents provided under this agreement for non - Village
purposes will be at the owners sole risk.
6.2 Controlling Law
This Agreement is to be governed by the law of the State of Illinois
6.3 Copyright Assignment
Page 2 of 14
The CONSULTANT assigns copyright to the OWNER for all deliverable products produced
under this contract. The CONSULTANT agrees that the products shall not be made available to
nor used to prepare additional products for any individual or organization at any time without
prior written approval by the OWNER.
6.4 Representations of CONSULTANT
CONSULTANT represents and certifies that the services and the deliverable products shall be
performed, prepared, and provided in accordance with the standards of professional practice,
care, and diligence practiced by recognized consultants in performing services of a similar
nature in existence at the time of performance and delivery. The representations and
certifications expressed shall be in addition to any other representations and certifications
expressed in this agreement, or expressed or implied by law, which are hereby reserved unto
OWNER.
CONSULTANT further represents that it is financially solvent, has the necessary financial
resources, and is sufficiently experienced and competent to perform and complete the services
and provide the deliverable products in a manner consistent with the standards of professional
practice by recognized consultants providing services of a similar nature. CONSULTANT shall
provide all personnel necessary to complete the services.
6.5 Indemnification
CONSULTANT proposes and agrees that CONSULTANT shall indemnify and save harmless
OWNER against all damages, liability, claims, losses, and expenses (including attorneys' fee)
that may arise, or be alleged to have arisen, out of or in connection with CONSULTANT's
performance of, or failure to perform, the services or any part thereof, or any failure to meet the
representations and certifications set forth in Section 6 of this Agreement.
6.6 Insurance
CONSULTANT acknowledges and agrees that Consultant shall, and has a duty to, maintain
adequate insurance, in an amount, and in a form and from companies, acceptable to OWNER.
CONSULTANT's maintenance of adequate insurance shall not be construed in any way as a
limitation on CONSULTANT's liability for losses or damages under this agreement.
6.7 No Personal Liability
No elected or appointed official, or employee of OWNER shall be personally liable, in law or in
contract, to CONSULTANT as the result of the execution of this agreement.
6.8 Relationship of the Parties
CONSULTANT shall act as an independent contractor in providing and performing the services.
Nothing in, nor done pursuant to, this agreement shall be construed to: (1) create the
relationship of principal and agent, employer and employee, partners, or joint venturers between
Page 3 of 14
OWNER and CONSULTANT; or (2) to create any relationship between OWNER and any
subcontractor of CONSULTANT.
6.9 Conflicts of Interest
CONSULTANT represents and certifies that, to the best of its knowledge: (1) no OWNER
employee or agent is interested in the business of CONSULTANT or this agreement; (2) as of
the date of this agreement, neither CONSULTANT nor any person employed or associated with
CONSULTANT has any interest that would conflict in any manner or degree with the
performance of the obligations under this agreement; and (3) neither CONSULTANT nor any
person employed by or associated with CONSULTANT shall at any time during the term of this
agreement obtain or acquire any interest that would conflict in any manner or degree with the
performance of the obligations under this agreement.
6.10 No Collusion
CONSULTANT represents and certifies that CONSULTANT is not barred from contracting with
a unit of state or local government as a result of (1) a delinquency in the payment of any tax
administered by the Illinois Department of Revenue unless CONSULTANT is contesting, in
accordance with the procedures established by the appropriate revenue act, its liability for the
tax or the amount of the tax, as set forth in Section 11- 42.1 -1 et seq. of the Illinois Municipal
Code, 65 ILCS 5/11- 42.1 -1 et seq.; or (2) a violation of either Section 33E -3 or Section 33E -4 of
Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E -1 et seq. If at any time it shall be
found that CONSULTANT has, in procuring this agreement, colluded with any other person,
firm, or corporation, then CONSULTANT shall be liable to OWNER for all loss or damage that
OWNER may suffer, and this agreement shall, at OWNER's option, be null and void.
6.11 Compliance with Laws and Grants CONSULTANT shall give all notices, pay all fees,
and take all other action that may be necessary to ensure that the services are provided,
performed, and completed in accordance with all required governmental permits, licenses, or
other approvals and authorizations that may be required in connection with providing,
performing, and completing the services, and with all applicable statutes, ordinances, rules, and
regulations, including without limitation the Fair Labor Standards Act; any statutes regarding
qualification to do business; any statutes prohibiting discrimination because of, or requiring
affirmative action based on, race, creed, color, national origin, age, sex, or other prohibited
classification, including, without limitation, the Americans with Disabilities Act of 1990, 42 U.S.C.
§§ 12101 et seq., and the Illinois Human Rights Act, 775 ILCS 5/1 -101 et seq. Every provision
of law required by law to be inserted into this Contract shall be deemed to be inserted herein.
6.12 Default
If it should appear at any time that CONSULTANT has failed or refused to prosecute, or has
delayed in the prosecution of, the services with diligence at a rate that assures completion of the
services in full compliance with the requirements of this agreement, or has otherwise failed,
refused, or delayed to perform or satisfy the services or any other requirement of this agreement
( "Event of Defauft'j, and fails to cure any such Event of Default within ten business days after
Page 4 of 14
CONSULTANT's receipt of written notice of such Event of Default from OWNER, then OWNER
shall have the right, without prejudice to any other remedies provided by law or equity, to (1)
terminate this agreement without liability for further payment; or (2) withhold from any payment
or recover from CONSULTANT, any and all costs, including attorneys' fees and administrative
expenses, incurred by OWNER as the result of any Event of Default by CONSULTANT or as a
result of actions taken by OWNER in response to any Event of Default by CONSULTANT.
6.13 Assignment This agreement may not be assigned by OWNER or by CONSULTANT
without the prior written consent of the other party.
6.14 Third Party Beneficiary
No claim as a third party beneficiary under this agreement by any person, firm, or corporation
shall be made or be valid against OWNER.
ARTICLE 7 - EXHIBITS AND SCHEDULES
7.1 The following Exhibits are attached to and made a part of this Agreement.
7.1.1 Attachment A - Scope of Services
7.1.2 Attachment B - Periods of Service
7.1.3 Attachment C - Compensation and Payments
7.1.4 Attachment D - Project Area Map
7.1.5 Attachment E - Planimetric Features List
7.2 This Agreement (consisting of pages 1 to 14), together with the Exhibits and Schedules
identified above, constitute the entire agreement between OWNER and CONSULTANT and
supersede all prior written or oral understandings. This Agreement and said Exhibits may only
be amended, supplemented, modified or canceled by a duly executed written instrument.
Page 5 of 14
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as of the
day and year first written above.
Village qf Oak Brook, Illinois Ares Associates Inc
OW ..R '� CONS TNT
—� (Signature) 6L
Gopal G. Lalmalani (Printed Name) Kirk Contrucci
Village President (Title) Vice President
2/12/13 (Date) a 6113
Page 6 of 14
ATTACHMENT A - SCOPE OF SERVICES
/ IQSt?aIs:
Agreement dated OWNER
CONSULTANT —
BASIC SERVICES
1.1 General
1.1.1 CONSULTANT shall provide professional services for OWNER as hereinafter provided.
1.2 Photogrammetric Services
After written authorization to proceed, CONSULTANT shall:
1.2.1 Update planimetric mapping for the entire Village, approximately 5760 acres (36 quarter
section equivalents), using aerial photography and acquired in spring 2012 and
completed analytical aerotriangulation. Updates to the planimetric features will include
items listed on Attachment E. Planimetric mapping will be consistent with 1" = 50' scale
standard map features.
1.2.2 Topologically structure the planimetric data and deliver as ESRI geodatabase.
1.2.3 Deliverable products will include:
• Digital planimetric mapping in ESRI geodatabase format
• FGDC compliant metadata
Page 7 of 14
ADDITIONAL SERVICES
2.1 Services Requiring Authorization in Advance
If authorized in writing by OWNER, CONSULTANT shall furnish or obtain from others Additional
Services as hereinafter provided. These services are not included as part of Basic Services and
will be paid for by OWNER as indicated in Article 5 and Attachment C.
2.1.1 Services to investigate existing conditions or facilities or to verify the accuracy of
information furnished by OWNER.
2.1.2 Services resulting from significant changes in the general scope, extent or character of
the Project.
2.1.3 Furnishing services of independent professional associates and consultants for other
than Basic Services.
2.1.4 Preparing to serve or serving as a consultant or witness for OWNER in any litigation,
arbitration or other legal or administrative proceeding involving the Project.
2.1.5 Additional services in connection with the Project, including services which are to be
furnished by OWNER, and services not otherwise provided for in this Agreement.
OWNER'S RESPONSIBILITIES
In addition to the OWNER's responsibilities listed in Article 3, OWNER shall do the following in a
timely manner so as not to delay the services of CONSULTANT:
3.4 Furnish to CONSULTANT, as required for performance of CONSULTANT's Basic Services,
the following, all of which CONSULTANT may use and rely upon in performing services
under this Agreement.
3.5 Other special data or consultations not covered under BASIC SERVICES and
ADDITIONAL SERVICES.
3.6 To the extent allowed by law, arrange for access to and make all provisions for
CONSULTANT to enter upon public and private property as required for CONSULTANT to
perform services under this Agreement.
3.7 Give prompt written notice to CONSULTANT whenever OWNER observes or otherwise
becomes aware of any development that affects the scope or timing of CONSULTANT's
services.
3.8 Furnish, or direct CONSULTANT to provide, Additional Services as stipulated in
paragraph 2.1 of this Agreement or other services as required.
3.9 Bear all costs incident to compliance with the requirements of Article 3, as amended and
Page 8 of 14
supplemented by Attachments A and C.
3.10 OWNER has designated the following representative to serve as the Quality
Assurance /Quality Control for the project: Thomas Thomey; MGP, Inc.; 701 Lee Street;
Suite 1020; Des Plaines, IL 60016; Phone: (847) 656 -5698. CONSULTANT will deliver
Preliminary Orthophotography Product to the above designee.
3.11 OWNER will provide CONSULTANT with boundaries for the aerial photography coverage
and specific mapping boundaries prior to aerial photo acquisition. OWNER does not
represent the accuracy of the mapping boundaries.
3.12 Prior to commencement of mapping, OWNER will provide CONSULTANT with the most
current ESRI Geodatabase which includes the existing Planimetric and Digital Terrain
Model (DTM). The Geodatabase shall reflect the most current feature geometry and
attribution.
Page 9 of 14
Agreement dated
ATTACHMENT B - PERIODS OF SERVICE
I Is:
OWNER
CONSULTANT
4.1 Provisions of Article 4 are hereinafter amended and supplemented as follows:
4.2 The services called for in Attachment A - Scope of Services will be completed and
submitted as follows:
4.2.1 Preliminary deliverable. CONSULTANT will deliver the preliminary mapping
products, to OWNER by November 1, 2013, provided that the CONSULTANT
receives the existing DTM data in Geodatabase format from OWNER, as stated
in paragraph 3.13, Attachment A, by March 15, 2013. Delay in the Geodatabase
delivery from OWNER to CONSULTANT will result in equivalent delay for
delivery to OWNER.
4.2.2 QA/QC Review. OWNER, or the designee as stated in paragraph 3.11
Attachment A, will review the preliminary mapping products and compile
suggestions for modification and adjustment and submit review , to
CONSULTANT within 15 calendar days of receipt of preliminary mapping.
4.2.3 Final Deliverable. CONSULTANT will make final delivery of the mapping
products (all deliverables) within 15 calendar days of receipt of the QA/QC
Review from OWNER, or the designee as stated in paragraph 3.11 Attachment
A.
4.3 CONSULTANT's services under this Agreement shall be considered complete at the
earlier of (1) the date when the submissions have been accepted by OWNER or (2) thirty
days after the date when such submissions are delivered to OWNER.
4.4 If OWNER has requested significant modifications or changes in the general scope, extent
or character of the Project, the time of performance of CONSULTANT's services shall be
adjusted equitably.
4.5 If CONSULTANT's services for the Project are delayed or suspended in whole or in part by
OWNER for more than three months for reasons beyond CONSULTANT's control,
CONSULTANT shall on written demand to OWNER (but without termination of this
Agreement) be paid as provided in paragraph 5.3.1.
Page 10 of 14
ATTACHMENT C - COMPENSATION AND PAYMENTS
Agreement dated
5.1 Methods of Payments for Services and Expenses
Zipffia
OWNER
CONSULTANT /TN
5.1.1 Basic Services. OWNER shall pay CONSULTANT for Basic Services rendered as
follows: For services outlined above, OWNER shall pay CONSULTANT a lump sum fee of
$28,789.00. The lump sum fee includes all applicable federal, state, and Village taxes of every
kind and nature applicable to the Basic Services as well as all taxes, contributions, and
premiums for unemployment insurance, old age or retirement benefits, pensions, annuities, or
similar benefits and all costs, royalties, and fees arising from the use of, or the incorporation
into, the Service and all deliverable products. All claim or right to claim additional compensation
by reason of the payment of any such tax, contribution, premium, costs, royalties, or fees is
hereby waived and released by CONSULTANT.
Page 11 of 14
Attachment E - Planimetric Features List
Page 13 of 14
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