HomeMy WebLinkAbout2006-315 -/ C ,
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SUPPLEMENTAL WORK ORDER #3
This Supplemental Work Order #3 is entered into as of this ZSR day of
September, 2006 , pursuant to that certain Professional Geographic Information
System Services ( Master) Agreement dated October 4 , 2005 ("Agreement') , by and
between Indian River County , a political subdivision of the State of Florida
(" COUNTY") and Geographic Technologies Group , Inc . ("CONSULTANT') .
In accordance with the terms and provisions of the Agreement , the COUNTY
has requested that the Consultant perform the additional professional services to be
set forth in Scope of Services document to be approved by the County Administrator,
and identified within Attachment 1 , attached to this Supplemental Work Order and
made part hereof by this reference ("Additional Services ") . The Additional Services
will be performed by the Consultant for the fee schedule set forth in the scope of
services document, not to exceed a total of $ 103 , 010 . and within the timeframe set
forth in the scope of services document, all in accordance with the terms and
provisions set forth in the Agreement. Pursuant to the Agreement, nothing contained
in any Supplemental Work Order shall conflict with the terms of the Agreement and
the terms of the Agreement shall be deemed to be incorporated in each individual
Supplemental Work Order as if fully set forth herein .
IN WITNESS WHEREOF , the parties hereto have executed this Supplemental
Work Order as of the date first written above .
CONSULTANT BOARD OF COUNTY COMMISSIONERS
Geographic Technologies Group , Inc . OF INDIAN RIVER COUNTY
By: By
Title :
Cmc J Jos h A B ird , Coun y dmini trator
Attest : Approved as to form end legal sufficiency:
[corporate secretary] II
[corporate seal] 1,1'zz , /ll
riah/ E . Fell , As r to County Attorney
Attachment 1
Indian River County, Florida "
Address Point Creation o
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Scope of Services
Geographic Technologies Group ( GTG ) understands that the scope of work consists
of multiple tasks that when completed shall provide Indian River County with an
Address Point Layer that is complete , accurate, and will provide many key benefits
including ; accurate location of addresses for 911 dispatch and emergency services,
address management and maintenance and spatially enabling disparate county
databases .
The following narrative describes the proposed project tasks , the workflow process,
County responsibilities , project deliverables, and an outlined schedule for delivery of
all products and services :
Task # 1 Address Point Creation
Step 1 : Data Inspection
Step 2 : Address Point Generation
Step 3 : Manual Adjustment of Address Points
Step 4 : Field Verification of Address Points
Task # 2 Address Maintenance Application
• GeoBlade ADDRESS
• Sample Maintenance Report
Task # 3 Geographic Technologies Group's Responsibilities
Project Management
Project Schedule
Project Costs
Project Deliverables
Task # 1 Address Point Creation
Step 1 : Data Inspection
Indian River County currently does not have a digital address point layer. To
develop an address point layer multiple sources such as existing county databases
( Master Street Address Guide, Utility Billing , Property Appraiser's Database , etc . ) ,
GIS data , CAD data , ANI/ALI database, and paper maps will be used .
Address information stored within the Property Appraisers database can be linked to
the parcel layer shapefile and used as a starting point for address point creation .
The parcel layer shapefile is a critical GIS base map layer from which additional
layers are derived and referenced across multiple departments within the County .
The Property Appraiser's Office currently maintains and updates the parcel layer that
Indian River County, Florida
Address Point Creation
is in an ArcGIS SDE Geodatabase format ( Figure 1 ) . The parcel layer should be
reviewed and duplicate records by PIN Number should be noted . For example some
parcels are split in half by a road intersection therefore resulting in 2 records with
the same PIN ( Figure 2 ) . Only one record per PIN Number will be address matched .
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Figure 2
The Parcel Layer contains a field attributed with the PIN Number of the property
( Figure 1 ) . This PIN Number relates to the PIN Number ( in the MPPCL field , see
Figure 3 ) in the Property Appraisers Table which contains a significant amount of
address information that is valuable in the creation of an address point layer .
Indian River County, Florida ' " r
Address Point Creation
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Figure 3
The MSAG Database, maintained by the Emergency Services Department for E911
purposes, which stores some of the specific information about the address such as
house number ranges, street name, street type, street direction , Community , and
Emergency Service Number ( ESN ) , will be a valuable source of data for the
geocoding process ( Figure 4) .
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Figure 4
Automatic Number Identification (ANI ) and Automatic Location Identification (ALI )
databases are 911 databases that contain information such as Master Street Address
Guide ( MSAG ) , telephone numbers/ Emergency Service Number ( ESN ) , and
customer records ( Figure 5 ) , Bellsouth covers the Indian River County Area and
maintains the ANI/ALI Database . Indian River County has access to the database for
911 purposes only at this time . If possible data from the ANI/ALI database will be
obtained from Bellsouth and will be another beneficial source to verify the accuracy
of the address point data .
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Indian River County, Florida f "
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Address Point Creation
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Currently the Fire and EMS Divisions use New World Systems software for Records
Management and Computer Aided Dispatch . The Emergency Services Department
uses Interact Public Safety Systems for meeting the public safety needs within the
community . Indian River County is interested in an Emergency Notification System
in the future . To have the most accurate Geographic Information System for
Emergency Operations, data needs to be pulled from various key sources . These
primary sources include a Graphical Digital Base Map , a Point Address Database with
accurate X,Y coordinates, and an accurate road centerline database that contains
items such as street names and ranges . Creating an accurate address point layer
will prepare Indian River County for the future implementation of an Emergency
Notification System .
Accurate Street Centerline data is critical in the geocoding process in Step 2 . Indian
River County has a digital street centerline layer maintained in an ArcGIS format by
the Emergency Services Department . Currently, the street centerline layer is
accurate and new roads are added using mapping grade GPS technology . Originally ,
the streets were manually derived and " rubbersheeted " using Aerial Photography .
The address ranges are inputted regularly and are currently adequate to perform
address matching ( Figure 6 ) . The street centerline layer will need to be checked
thoroughly before the commencement of the geocoding process . Records that
contain empty road name fields, missing to/from address ranges , noted as needing
to be field verified by the County, or have conflicts with the MSAG database need to
be addressed and corrected . Having an accurate street centerline layer will also be
valuable for the future Implementation of an Emergency Notification System .
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An accurate address point layer can benefit other departments . For Example , the
CD- Plus database used by the Community Development for permitting and
inspections, code enforcement , occupational license , development review , and
growth management can be spatially enabled and converted to GIS layers . Allowing
for GIS-based mapping and spatial analysis of building permits, inspections , and
other pertinent information contained in the database . The reports from the
geocoding database can help assist in the verification of this database for accuracy .
Indian River County, Florida
Address Point Creation tf .
Step 2 : Address Point Generation
Address Point Workflow
Once all the necessary data has been obtained the Address Point Creation Process is
ready to proceed . The following is an example of the workflow process :
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Address Point Generation workflow
Geocodina of Addresses
Once the addresses that need to be generated on the map are determined , the
cumulative physical address field in the database can be address matched ( also
known as geocoded ) against the attributed street centerline file . The database and
centerline file will be processed through the ArcGIS 9 Geocoding Service in
ArcCatalog ( Figure 7 ) .
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Indian River County, Florida
Address Point Creation to
An alias table may also be created to store detailed address information about
common ( vanity) location names, such as "County Courthouse ". The result of the
initial geocoding process will not be a complete point file, but it will eliminate some
of the work necessary for creation of the point layer. Due to the mechanisms used
to determine the addresses of rural structures, the geocoding process against the
street centerlines ( Figure 8 ) will use a single range option . This option will geocode
the points to center of the street and will have a lower level of initial accuracy than a
geocode based on other systems such as a dual range system .
Address Match Database against Street Centerline File
Table Centerlines
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The new address point Geodatabase feature class created by the geocoding process
will include two additional fields : 1 ) "Status " and 2 ) " Score". " Status " indicates
whether individual records were matched or unmatched , with values of " M " or " U "r
respectively . "Score" indicates the percentage of confidence in the match . One
hundred ( 100 ) % indicates an exact match , 70% a less than perfect match , etc . The
Geocoding Service in ArcGIS allows users to control what score will constitute a
match . In addition , all unmatched addresses can be interactively matched .
Geocoded address points can be offset at a designated distance ; otherwise, each will
be placed on top of the street centerline . GTG will make a concerted effort to address
match every physical address possible . "Status " and " Score" fields should remain
visible to County staff responsible for maintaining the master address point layer,
but should not be visible to end users .
Once the geocoding process is complete and a base address point layer is created
the following tasks will need to be performed :
1 . Compare the unmatched addresses against the street centerline and address
point data . Problems that occur may be due to the following :
A Misspellings of Streets
Naming Conventions - prefix , suffix
Addresses with which the geocoder has problems ( such as numbered
streets - 101 10th Street)
Street Aliases
A New Developments
Addresses Outside the County Boundary
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Indian River County, Florida '"
Address Point Creation ;, J
• Non Existent Streets
• Shopping Centers
• Apartments
• Trailer Parks
• Office Parks
2 . GTG will work with the County to fix the obvious address problems and make
necessary changes to the address point layer.
3 . GTG will present to the County a list of problem addresses that were not matched
for some reason or another and will need further investigation .
4 . Based on input from Indian River County, GTG will fix the problems and match all
remaining unmatched addresses . Any records identified by the County as
exceptions will be marked as such and included in the final deliverables in the
form of an exception report.
County Responsibility for Step 2 :
The County will have 10 business days to review the list of records that appear to
have problems and could not be matched and return the list to GTG with feedback on
how the problems should be resolved .
Step 3 : Manual Data Review and Adjustment
GTG will perform a manual review and inspection of this digital point address data ,
followed by the adjustment of the dataset ( or data records ) to their actual location
on the earth 's surface . Using the aerial photography each digital point will be placed
in the middle of each structure ( Figure 9 ) . The following procedures will be applied
during this step :
1 . Coding of matched digital address points - Address verification field indicating
the status of each address point will be added to the digital address point layer.
The following methodology will be used :
GTG Field of the Di ital Address Point Layer:
Code Status Description
1 OK The point has been
verified and moved to the
appropriate location
2 Field Verify The point cannot be
placed on a structure
with 100 % certainty and
needs to be field verified
2 . GTG will correct obvious problems in regards to data entry errors and place all
address information in the appropriate fields within the address point layer.
3 . GTG will keep detailed documentation of any and all changes made to address
data in the address point layer so the client will have a full record of any changes
that have been made . Indian River County should use this document to validate
address information in other County databases . This documentation will be included
with the final deliverables .
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Indian River County, Florida � :'t
Address Point Creation ;" .
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Manual Adjustment of Address Points
Figure 9
Step 4 : Field Verification of Address Points
Many of the addresses will need to be field verified after they have been address
matched and manually inspected . The corresponding structures or the address for
these points may not be decipherable from a heads up digitizing method using the
aerial photography . Multiple address structures, such as apartment, townhouse and
condominium complexes as well as office parks , strip shopping malls, etc . will need
to be visited in order to determine the appropriate location for these address points
( Figure 10 ) . Each address point will be located on top of the individual unit in the
case of the structure being one- story . In the case of a multi -story structure , the
address points will be stacked . Each line of address points in the stack will reflect
one story of the structure . Story one of the structure will be reflected by the address
points closest to the road , the second story will be the second line of address points ,
the third story will be the third line of address points, etc . The multiple -address
structures should be visually field verified as needed .
Indian River County, Florida
Address Point Creation
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Example of Shopping Centers with Multiple Addresses
Figure 30
The following methodology will be used during the field verification process :
GTG Field of the Digital Address Paint Layer:
Code Status Description
6 Field The point has been field
Verified verified and moved to
the appropriate location
3 Problem The address has not
been placed with 100 %
certainty due to various
problems encountered
during the field
verification .
Some of the problems that may be encountered during the field verification include
the following . These will be documented in the Problem field :
• Does Not Exist - GTG is somewhat positive that this address no longer
exists .
• Could Not Find - the point did not correspond to a nearby structure . This
may include meter boxes or utility locations .
• No Posted Number - a building was present but there was no posted
number.
Indian River County, Florida ' Vp
Address Point Creation 3i
• Grouped Mailboxes -there were mailboxes grouped and the address could
not be matched to a specific structure .
Wrong Address - the address street number or apartment number
appears to be wrong because it does not fit with other addresses in the
vicinity . Or the street name is wrong .
• New Development - the address could not be accurately placed because it
is located in a new development that does not appear on the ortho
photography . Or the structure or building was under construction at the
time of field verification and no address information was posted .
• Empty Lot - appears to be an empty lot or vacant parcel .
County Responsibility for Step 4:
The County will have 10 business days to review the list of " problem addresses ".
The list should be reviewed and returned to GTG with recommendations on how the
problem addresses should be handled .
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Indian River County, Florida
Address Point Creation
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Task # 2 Address Maintenance Application
GTG recommends GeoBlade ADDRESS Application to continue the management of
the created address point data layer . GeoBlade ADDRESS is an easy-to- use interface
that can be used for both address point and centerline maintenance . This application
will allow a user to enter new addresses, delete addresses , and/or change addresses
via the GIS ( Figure 11 ) .
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GeoBlade Key Features :
• Overlay capabilities allows users to update spatial data easily
• Built on ESRI 's Map Object's Technology
• Can be used with other applications to eliminate redundant data entry
• Reduces time and effort needed to create , edit, and maintain address files .
• The data can be fed into a Master Street Address Guide and ESN files, which
in turn can be incorporated into a-911 systems .
GeoBlade ADDRESS System Requirements are :
• PC with Windows 2000 or XP, 256 MB RAM 1024X768 Resolution
• ESRI digital data - shapefiles , coverages, and Geodatabases .
Installation and training on GeoBlade ADDRESS takes only one day for a user to
become functional with the software .
Indian River County, Florida
Address Point Creation f
Sample Maintenance Report
Figure 12
In addition , GTG will provide a comprehensive maintenance procedures report
detailing precisely what steps and tasks should be implemented in order to maintain
the address point layer ( Figure 12 ) .
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Indian River County, Florida 3
Address Point Creation
Task # 3 GTG Proiect Responsibilities
Pilot Project
The GTG team shall complete all of the project defined tasks, and shall deliver all of
the project defined products and datasets for a small selected geographic area , that
shall be decided and mutually agreed upon by the County and GTG . The geographic
area selected for this pilot will include at least a representative sample of most of the
circumstances that GTG may encounter in the production phase . This Pilot will be
completed and delivered within 2 months from contract execution . The Pilot
deliverables will be sufficiently complete to enable the County to evaluate the data
and the database design and data structure for compliance to the project
requirements and the data 's compatibility with the County's GIS .
County Responsibility for the Pilot Project
The County will have 10 business days to review the Pilot Project Deliverables . GTG
will make any modifications to the deliverables in a timely and accurate manner.
Project management
GTG understands the need to provide fulltime project management for efficient and
timely completion of all of the above described tasks within the overall project
negotiated schedule , with completion to the QA/QC standards required . GTG will
provide monthly written reports of progress ( % complete by task) , make supervisory
and project management staff available for on -site meetings of status reporting and
problem discussion/resolution , and provide reports of areas and instances within the
County addressing databases that are sufficiently problematic that corrections need
to be made . GTG will provide reports for problem areas that include
recommendations for alternative methods for efficient correction . Problem area
reporting shall be accomplished on a regular basis as the field verification is
completed throughout the project schedule in order that County staff may have
opportunity to make decisions and implement changes through the time period of
the contract . GTG understands that notification of the public for any corrected and/or
re- addressed areas will be accomplished by County staff and is not within the scope
of the GTG 's services .
Project Deliverables
At the completion of the project, GTG will deliver to the County detailed
documentation on the overall project process . In addition , GTG will provide the
County with a brief demonstration of how GeoBlade ADDRESS is used in conjunction
with relevant GIS data layers . Finally, GTG will give the County all the tools and
information needed so that the maintenance of a comprehensive address point layer
can be performed by Indian River County .
GTG will deliver on time the following project deliverables :
Deliverable # 1 Exception Report : List of unmatched addresses - GTG will work
closely with the County to identify the cause for all unmatched address records in the
database . GTG will make all changes after input from the County . Any remaining
unmatched records that cannot be rectified by GTG even after input will be delivered
to the County .
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Indian River County, Florida
Address Point Creation
Deliverable # 2 Problem Report : List of final " problem " addresses - GTG will make
every effort to accurately place each record in the address point layer. However,
some " problem " addresses may still remain even after the address verification and
maintenance phase . A compiled list of all these remaining addresses that cannot be
resolved by GTG , such as those that appear to be duplicates, will be delivered to the
County . Indian River County will be required to do the work in order to rectify these
issues .
Deliverable #3 Documentation of specific records that were modified - GTG will
provide the Indian River County a comprehensive report listing all the address
records that have been modified by GTG . This report will include bad addresses that
have been modified by GTG based on the County 's input, addresses that had multiple
units or address ranges, or addresses that have been standardized .
Deliverable # 4 A digital Address Point GIS layer.
Deliverable # 5 Overall Project Process documentation GTG will provide detailed
documentation describing the overall workflow process of the project .
Deliverable #6 Maintenance Procedures ReportGTG will deliver to the County a
detailed report of maintenance procedures that should be applied upon completion of
the project in order for the County to adequately maintain the address point layer.
County Responsibility for Deliverables 1, 2, and 3
The County will have 10 business days to review the Deliverables . GTG will make
any modifications to the deliverables in a timely and accurate manner.
Proiect Schedule
Pilot Project 2 Months
Creation of Address Point Layer
Geocoding , Manual Adjustment 6 Months
Field Verification 3 Months
Final Deliverables 1 Month
Proiect Costs :
Creation of Address Point Layer $ 98 , 500 . 00
Base Price GeoBlade ADDRESS ( 1 license) $ 2 ,900 . 00
GeoBlade ADDRESS Set- Up and Training $ 1 ,000 . 00
GeoBlade ADDRESS Annual Maintenance ( 1 license ) $ 610 . 00
Total $ 103 , 010 . 00
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