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HomeMy WebLinkAboutConservation Advisors: I onservation Advisors EO~ Box 467 100 Hickory Road @ Baltimore lYnke Chadds Ford, PA 19317 (61.0) 388-3670 FAXi (610) 388-3673 December 22, 1997 Ms~ Valerie Scopaz Town Hall. Town of Southold PO Box 1179 Southold, NY 11971 RE: 1998 Proposal for Creation of F~oundation Mapping for GIS Applications Dear Valerie: It is a pleasure to present this proposal to continue our work with the Town of Southoid in its implementation of a Geographic Information System (GIS). Andrew L. Johnson President BACKGROUND In October 1997, Conservation Advisors entered into a contract with the Town of Southold for the Creation of Foundation Mapping for GIS Applications~ This contract is now substantially complete. The proposal outlined below is a continuation of that work. We anticipate providing additional data in Maplnfo format consistent with your previously stated priorities. With this data you will be able to store, retrieve, and manipulate a wide range of data m suit your growing needs. SERVICES TO BE PERFORMED Soil map. Digitize a soil map for Southold from the Soil Survey of Suffolk County. Edit resulting soil map so that all polygons close for prime agricultural soils. Create a mappable table of"prime agricultural soils" designated as 1) prime farmland and 2) farmland of statewide importance. A database will be linked to the prime agricultural soils map identifying soil types and additional linked characteristics as determined by the Town of Somhold. 2 Create a protected lands map from the %OPARK" layer provided by the county and updated by information provided by the Town of Southold and Peconic Land Trust. Join the protected lands map with the prime agricultural soils map m produce a composite map from which acquisition priorities can be established. Provide additional mapping services as specifically defined by the Town of Southotd with respect to watershed protection,,trails, water supply, or other mapping requirements. These additional mapping services will be limSted to 125 hours of Conservation Advisor's employee time. WORKING ARRANGEMENTS Services outlined in I through 5 above will be provided for a fixed fee of $7500. Fee for services covered by item 6 will not exceed an additional $7500. Conservation Advisors charges for its services are based substantially on the number of hours of time expended in performing the work. As you will note from the enclosed rate sheet, all staff members are assigned hourly rates based on their levels of experience in their specialties. Direct costs, such as print copies, duplication costs and travel expenses are also billed. A copy of our Standard Contract Terms and Conditions is enclosed for your reference. If this proposal and attached Rate Sheet and Standard Contract Terms and Conditions is acceptable to you as a contractual agreement, simply sign below and return one copy to me. Conservation Advisors will then commence work. Invoices wilI be sent monthly. Completed'work becomes'your property upon payment. I look forward to working with you. Should you have any questions regarding this proposal, please do not hesitate to call me. Enclosures I am in agreement with the terms set forth on the precious pages. February 24, Date 1998 Suffolk County Law No. 98- RP - 010 Rev. 2111197 Sub-License Agreement THIRD PARTY SUB-LICENSE AGREEMENT THIS SUB-LICENSE AGREEMENT ("Sub-license Agreement") is between the TOWN OF SOUTHOLD ("TOWN OF SOUTHOLD/SUB-LICENSOR"}, having its principal office at 53095 Main Road, Southold, New York 11971; and co~7'z~/~ ("SUB-ILICENSEE"), having its pdncipal office at P.o.~5o~ ~ The parties hereto desire that certain digital data sets (the .'Product" as defined in the l ;OUNTY OF SUFFOLK and the TOWI~ OF : SUFFOLK~to the 't;ERMS AND CONDI~ONS: Shall be as set fetch in Exhibits A and B attached. TERM OF Sub-License Agreement Shall commence upon exec ,ution and continue TOTAL COST OF Sub-Wcense Agreement: No Cost to TOWN OF SOU'i'HOLD/SUB-LICENSOR or SUB-LICENSEE. IN WITNESS WHEREOF, the parties hereto have executed this Sub-License Agreement as of the latest date written below. TOWN OF SOUTHOLD Title: '-/~4~. ~ Date: APPROVED AS TO FORM, NOT ~PERR~( WE~ LAVALLE, Director Date: 1 of 8 Pages Suffolk County Law No. 98- RP - 010 Rev. 2111/97 Sub-License Agreement Sub-License Agreement Exhibit A General Terms and Conditions WHEREAS, the COUNTY OF SUFFOLK, a municipal corporation of the State of New York, having its pdncipai office at the County Center, Riverhead, New York 1190t, acting through its duly constituted REAL PROPERTY TAX SERVICE AGENCY, also located ~the County Center, RNerhead, New York llP01 and TOWN OF SOUTHOLD have executed a License Agreement (the "LiCense Agreement"), a copy of',vhich is attached hereto, as EXhibit B; and WHEREAS, the TOWN OF SOUTHOLD/SUB-LICENSOR, in order to complete the projects described {n such License Agreement desires to utilize the services of the SUB-LICENSEE; NOW THEREFORE, the parties agree as follows: 1. GRANT OF SUB-LICENSE: (a) TOWN OF SOUTHOLD/SUB-LICENSOR, through its LICENSOR, the COUNTY OF SUFFOLK, grants to the SUB-LiCENSEE a non-exclusive, non- transferable license Ithe ~ Sub-iJcense") to use the Product, as defined in the [Jcanse Agreement (Exhibit B), subject to the terms and conditions described hereir~and in such License Agreement and only for the project described below: Conservation Advisors - to implement a GIS system, · f~rmulate an open space and farmland protection (b) Consent to this Sub-License is at the sole discretion of the COUNTY OF SUFFOLK/LICENSOR, acting through its du~y constituted Real Property Tax Service Agency. Such consent shall be indicated by the signature of the Director of Real Property Tax Service Agency (or his/her designee) on page one (1) of this Sub-License %.~.~Agreement 3 of 8 Pages Suffolk County Law No. 98- RP - 010 Rev. 2/11/97 Sub-License Agreement 2. TERM AND TERMINATION: (a) This. Sub-License Agreement shall cover the pedod provided on the first page thereof, unleSS sooner terminated as provided below. (b) In the event the S,UB-LICENSEE violates any of the terms and conditions of this Sub-Licer~Se Agreement, the COUNTY OF SUFFO~JLICENSOR' and/or TOWN OF SOUTHOLD/SUB-LICENSOR may terminate the License, provided that, no such terminat~oct shall be effec~e uniess the SUB-LICENSEE_is given ten (10) calendar r consu[tatfor~ with the OF SOUTHOLDtSUB-UCEN'SOR the the SUB- ~ziolat[cd ~ L~SEE. makes use of :he Prcd(Jct in a ma2ner not permitted by.~Js Sub-License AGreement~ and :he CCIJNTY OF SUFFO.LK,(L!CENSO~ andlor TO~NN QF SO~T. H O LDiS U B-,~IC E NSC R reasonably res~ in harm r.o the COUNTY OF SUFFO'L.~'LiCEN,< SOU~THOL.D/S~IJ~-L,,ICENSOR's proprietary dghts, the SU~FOL.'.~!CERSCR ~nd/br TO~RN O¢ ~the written notice to the {c) In the event the COUNTY OF SUFFOLK/UCENSOR and/or TOWN OF SOUTHOLD/SUB-LICENSOR terminate this Sub-License Agreement. within ten (10) calendar days thereafter, the SUB-LICENSEE shall destroy the odginat and all copies of the Product and any Product in any derivative works in digital format_ The SUB- UCENSEE will certify that such action has been taken. Notwithstanding the above, derivative works in the fora3_ of reports in raster digital format or paper copy need not be destroyed. 3. PERMITTED USE: (a) The use of-the Product covered by this Sub-License shall be limited to work directed by TOWN OF SOUTHOLD/SUB-LICENSOR, or work done pursuant to an agreement or contract between SUB-LJCENSEE and TOWN OF SOUTHOLD/SUB- LICENSOR. (b) TOWN CF SOUTHOLD/SUB-LICENSOR and SUB-LiCENSEE agree_that 4 of 8 Pages Suffolk County Law No. 98- RP - 010 Rev. 2/11197 Sub-License Agreement the COUNTY of SUFFOLK/LICENSOR is the owner of ~he Product, including all applicable rights to patents; copyrights, trademarks and trade secrets in the Product. TO~'~N OF SOUTHOLDISUE~-LICENSOR and SUB-UCENSEE fu¢~her agree that a copy of the License Agreement between the TO~'q OF SOUTHOLD/SUB-LtCENSOR and the COUNTY 0f SUFFOLK/LICENSOR has been furnished to SUB-UCENSEE and is incorporated by reference herein. (c) SUB- LJCEHSEE si"mil not sel~ transfer, publish, disclose, or otherwise make the Product [o Others and?agrees tp protect the Product from or publication. (cO The. ProdUct is to be used oniy foe, the purpose of completing the project described in this Sub-License Agreement. 4. CONTACT PERSONS/NOTICE REQUIREMENTS: (a) Any communication, notice, report or other submission necessary or required to be made by the parties regarding this Sub-License Agreement shall be deemed to have been duly made upon receipt by the parties at the following address (or at such other address that may be specified in writing by the parties): For the TOWN OF SOUTHOLD/SUB-UCENSOR: Town of Southold 53095 Main Road Southold, New York 11971 Attn.: Scott Russell Chairman and For the SUB-LICENSEE: Conservation Advisors P.O. Box 134 Chadds Ford, PA 19317 (b) Each party shall give prompt written notice to the ether party of the appointment of successor(s) to the designated contact person(s) or his or her designated successcr(s). (c) Any communication or notice regarding [itigation shall be deemed to have been duly made upon receipt by the parties at the following addresses (or at such other addresses that may be specfried in Wdting by the parties: 5 of 8 Pages Suffolk County Law No. 98- RP - 010 Rev. 2/11/97 Sub-License Agreement For the COUNTY OF SUFFOLK: County of Suffolk Real Property Tax Service Agency County ,Center Riverhead, New York 11901 At'tn.: Penny Wells Lavalle. Director and County of Suffolk Department of Law 158 North County Complex Hauppauge, New York 11788 Attn.: Robert J. Cimino County Attomey For TOWN OF SOUTHOLD/SUB-LICENSOR: Town of Southold 53095 Main Road Southold, New York 11971 Attn.: Honorable Jean W. Cochrane, Town Supervisor and FOR THE SUB-LICENSEE: Conservation Advisors P.O. Box 134 Chadds Ford, PA 19317 5. LIMITATION OF LIABILITY: (a) COUNTf OF SUFFOLK/LICENSOR and TOWN OF SOUTHOLD/SUB.- LICENSOR MAKE NO WARRANTIES, EXPRESS OR IMPLIED,, INCLUDING~ BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE PROOUCT WAS DEVELOPED FOR GOVERNMENTAL USE BY THE COUNTY OF SUFFOLK/LICENSOR ACTING THROUGH ITS DULY CONSTITUTED REAL PROPERTY TAX SERVICE AGENCY. THE COUNTY OF SUFFOLK/LICENSOR, ITS REAL PROPERTY TAX SERVICE AGENCY AND TOWN OF SOUTHOLD/SUB-LICENSOR MAKE NO REPRESENTATIONS AS TO THE ACCURACY, COMPLETENESS, RELIABILITY, USABILITY, OR SUITABILITY FOR ANY PURPOSE OF THE DATA OR 8 of 8 Pages Suffolk County Law No. 98- RP - 010 Rev. 2/11197 Sub-License Agreement Agreement or the, License Agreement shall be construed as a wafver or other exercise of such dght or remedy by the COUNTY OF SUFFOLK/LICENSOR and/or TOWN OF SOUq'HOLD/SUB-LICENSOR. End of Text for Exhibit A 8 of 8 Pages This agreement is made between Town of Southold, Main Road, Southold, New YOrk, celled the Town below, and Conservation Advisors of P.O. Box 134, Chadds Ford, PA 1931'7, celled the Consultant below. RECITALS The Town seeks to implement a GIS system for the Town and to train staff in its use by 'conducting specific mapping as required by the Town's long range planning strategy. The Town and the Consultant in consideration of the mutual covenants set forth agree as follows: Section I. Basic Services of Consultant The Consultant's responsibilities in connection with the project are as follows: 1 Project Work. The Consultant agrees to perform professional services in accordance with its proposal dated October 1, 1997. It will serve as the town's professional Consultant in those phases of the project to which this agreement applies, and will give consultation and advice to the town during the performance of its services. These tasks are further described in Consultant's Proposal dated October 1, 1997 which ' 'and incorporated herein as Appendix A. agrees to provide, manner, consistent ~ Consultant specificelly agrees that its employees shall possess the experience, knowledge and character necessary to qualify them individually' for the particular duties they perform. Consultant warrants that the work shall be free of.defects and flaw in design and shall be fit, sufficient and suitable for the purpose, expressed~in the specifications, 3. Review by Town. The Town may review the performance of the Consultant in carrying.out ~e project in,such manner and at such times as the town shall determine. The Consultant shall a~ all times make available its employees, records and facilities to authorized representatives of the Town in connection with any such review. Such review shall be for th~ purPose, among other things, of ascertaining the quality and quantity of the Project work Pedormed by Consultant. 4. Assignment. The Consultant agrees not to assign, transfer, convey, or otherwise dispose of this agreement or any part thereof without the previous written consent of the Town. Section II. Town's Responsibilities The town's responsibilities in connection with the project are as foltows: 1. Information. Provide full information asto its requirements, for the project. 2. RePorts and Other Data. Assist the Consultant by placing at its disposal all available information regarding the site of the project including previous reports and any other data relative to design and construction of the project. 3. Examination of Documents. E~xamine,all studies, reports, sketches, estimates, specificationsl d~ngs, proposals, and ~ther ~documents pr~;gsented by the Consultant and render in writing deciS OhS pertaining f:o'them with n a reASonable time so as not to delay the WOrk of'the Cor~sultant. ' - 4. Payment Basic Services. The town will pay the Consultant a fixed fee of five thousand f-~/e hundred dollars ($5,500.00), which shall include all out-of-pocket expenses such as travel costs~ Io, ng distance phone calls, fax, etc. The Consultant shall present invoices monthly and th~ Town shall pay this fee as follows: 5. Payment Additional Services. The town will pay for additional services if these ices.haVe'been preauthorized in writing. Termination. This agreement may be terminated upon 30 days notice .by the determines that the Consultant has failed to diligently progress the 'be'terminated by eith.er party upon 30 days notice.fora breach 2.Town Documents. ~'i'~ documents, and electronic databases are and remain the property of the Town. 3. Compliance with Laws. Consultant agrees to comply with all Federal and State laws, rules and regulations, guidelines and procedures which are applicable to the project, including but not limited to, all environmental laws, regulations and requirements which may apply to the Project and further agrees to obtain all regulatory permits, if any, before beginning the Project. 4. Insurance. Consultant will be responsible for all damage to pemon or property arising from any act or negligence preformed by or on behalf of Consultant, its officers, agents, servants or employees, contractors, subcontractors or others in connection therewith. The Consultant agre~ to ' ~'" ' 'indemnify and hold harmless the Town from any and all liability for injuries to or death of any person or persons and for the loss of, damage to, or destruction of any property which arises from the activities conducted by or on behalf of the Consultant, its employees, agents, contractors or subcontracors pursuant to this Agreement, including all related costs and counsel fees. Consultant agrees that it has or will secure for the term of this contract, Workers Compensation coverage as required by law or this contract shall be void and of no effect. 5. Total Agreement. This Agreement, including the Request for Proposal, Proposal and all exhibits attached thereto, represent the entire agreeman~ between the Town and Consultant relating to, the SeYVices to be performed be~-eunder. '['his Agreement may be modified only by writt~.n.agmement of Consultant 'and To.wn. Te the extent of any in~--..nSisten~ a~,'.~,~ese.:~oc~nts, the priodb! among ~s~me,qIs,sh. alt :be: a. This Agreement, b. The Consultant's proposal, Appendix A In witness, the parties have executed this October 31,199_.Z7: Dated: October 31, 1997 Dated: agreement atSouthold,NY, on Town of Southold Conservation Advisors By: ~ onse. rvation Advisors P.O. Box 134 Chadds Ford. PA 19317 (6109 388-3670 FAX: f610) 388-3673 Andrew L. Johnson President October 13, 1997 Ms, Valerie Scopaz Town Hall Town of Southold PO Boa 1179 Southold, NY 11971 RE: Proposal for Creation of Foundation Mapping for GIS Applications Dear Vaterie: It is a pleasure to present this proposal to assist the Town of Southold in its nnplementation of a Geographic Information System (GIS). Conservation Advisors has an extensive background in both CAD and GIS us'rog the Maplnfo software application as well as AutoCAD Map. addiesses 'the first task. We have rece~vea' a ~ outhne of me capaomtues mat you v~sh to ~ncorporate your GIS mapping. We also understand that among these your top pnontaes are a farmland inventory, a watershed protection inventory, and an open space inventory. Our goal in this proposal is to begin assembling the most important foundation elements for digital maps that will form the bas~s for a functmnmg GIS operation capable ofstonng, retrieving, and manipulating a wide range of data to suit your growing needs. THE PROCESS AND SERVICESiTO BE PROVIDED 1. The first data element for your GIS should be a sound base map showing roads, water bodies and streams, and other prominent features. This provides both a structure and a source of orientation for future layers. We normally recommend a base map configured with data supplied by American Digital Cartography, Inc. (ADC). This map is eompiled from USGS sources. It proxddes the following features: Federal. state and county highways Rivers, lakes and streams Schools Parks Military areas Hospitals Churches Radio towers Cemeteries Airports Reservations Pipelines Airports Powerlines Railroads Name labels for all of the above Fortunately, we have already purchased the database conta~'mg thegeograp~c extent of Southold for previous use on other assignments. Therefore, it will be a simple matter of cutting the Southold data from this larger database, formatting it ~ for use with Maplnfo, and burning the data into CD ROMs for your use. This'will, be a very economical foundation for your GIS apphcat~ons. .¢ , ~ ~[ ~ ~:: The next important data element to add to.the database,~ topuuraph>. This will be an important element in most all of the applications.,that are uscd. Once again, xxc have topographic data already in-house from which Southold's geographic area can be extracted. Once this topography is in the database you x~ill bc able to produce plans at any contour interval you wish. The third important data layer for many applications is individual parcel boundaries. These already exist at the county level and include the Town of Southold. We will obtain this database and reformat it for use with Maplnfo. Incorporating this database will be challenging since it was created in a different format and size of the database is very large. However, this approach wilt be much cheaper than generating this data independently. Editing will need te follow to ensure that property boundaries match the road network and other delineating features. We will convert 5 existing Peconic Land Trust CAD project files from previous contracts within Southold, to the MapInfo format. These will contain specific project information and layers. The projects are: Thornton Smith Plock Fiore - Richmond Creek Farm Cassidy Fort Cutchogue North Amagansett The next step is to obtain a set of current aerial photos. A determination will be made on the adequacy of your current aerial photos. If a new set of aerials is necessary, we will order them from Aero Graphics Corp. Photos would be billed separately and become the property of Southold. The photos are used to add new roads and other features that may have been added or altered. The ADC data is edited wh~rev~er neces.~ .sary by informati0n obtained frpm the aerial photo. It can al§obe used later to adlJ additional layers such aslre¢ c6ve~ agricultural use, su'uctares, and other features.identifiable from the air. With the above data supplying a good foundation, other layers can now be added for specific applications.. For the farmland inventory, we would recommend a layer showing current agricultuml use (from the aerial photographs), a soil map showing suita~ili¢ of use for agriculture (fr,om US Department of Agriculture SoilSur:¢ey m~s), and a layer of existing developmenlr~rights fi:om Southold t~vm sources.. Cllkstered farmlanc[ ca~ be identified thro~ugh a query in the I~aplr~oProgram, Similarly, acquisition priorities can be developed through Info. WORK~G ARRANGEMENTS We will provide the services outlined above for a fixed fee of $5500. If this proposal is acceptable to you as a contractual agreement, simply sign below return on~ copy tome with a retainer in the amount of $ 2500. Conservation Adx isors will then i commence worlc .Invoices will be sent monthly Comvleted work your properb] upon payment. I look fo~zqard to working with you. Should you have any questions regarding this proposal¢'piease do not hesitate to call me. Sincerely~ I am in agreement with the terms set forth above. Da~e This agreement is made between Town of Southold, Main Road, Southold, New York~ called the Town below, and Conservation Advisors of P.O. Box 134, Chadds Ford, PA' 19317, called the Consultant below. RECITALS The Town seeks to implement a GtS system for the Town and to train staff in its use by conducting speci~c mapping as required.by the Town's long range planning strategy. The Town 'and the Consultant in COnsideration of the mutual covenants set ~forth agree as follows: Section I. Basic Services of Consultant The Consultant's responsibilities in connection with the project are as follows: 1. Project Work. The Consultant agrees to perform professional services in accordance with its proposal dated October 1, 1997. It will serve as the town's professional Consultant in those phases of the project to which this agreement applies, and will give con~sultation and advice to the town dudng the performance of its services. These tasks are fudher described n Consultant's Proposal dated October 1, 1997 which is annexed hereto and incorporated herein as'Appendix A . 2. Project Standards. Consu tant agrees to provide; perform and foregoing i~ a proper and .workmanlike manner, consistent With the professional and constnJction practices. Consultant specifically. emhioyees shall POssess the experience, knowledge and dnaracter the~ individually for the particular duties, they perform. Consultant warrants that sha~[ be free of defeCtsan~d flaw in design and shall be fit, sufficient and suitable for the purPose exPressed in the SPecifications. 3. Review by Town. The Town may review the performance of the Consultant in canying out the project' in such manner and at such times as the town shall determine. The Consultant shall at ail times make available its employees, records and facilities to authorized representatives of the Town in connection with any such review. Such review shall be for the purpose, among other things, of ascertaining the quality and quantity of the Project work performed by Consultant. 4. Assignment The Consultant agrees not to assign, transfer, convey, or otherwise dispose of this agreement or any part thereof without the previous written consent of the Town. Section II. Town's Responsibilities The town's responsibilities in connection with the project are as follows: 1. Information. Provide full information as to its requirements for the project 2. Reports and Other Data. Assist the Consultant by placing at its disposal all available information regarding the site of the project including previous reports and any other data relative to design and construction of the project. 3; Examination of Documents. Examine all studies, reports sketches, estimates, spe,cifications, draWings, proposals, and Other documents.presanted by the Consultant and ren~lbr in wdting~Sisions pertaining to them within a reasonable time so as hot to delay the work of the Consultant. 4. Payment Basic Services. The town will pay the Consultant a fixed fee of five thousand five hundred dollars ($5,500.00), which shall include all out-of-pocket expanses such as travel; costs, dong distance phone calls, fax, etc. The Consultant shall present invoices monthly and the Town shall pay this fee as follows: 5. Payment Additional Services. The town wilt pay for. additional services if these services 'have been preauthodzed in writing. Section Ill. General Considerations 1.' Terminati?, This agreement may be terminated ?pon 30 days notice by' the Town if the Town ~letermines th'at ~the Consultant has failed to diligently' progress the project. The agreemen~ may be terminated by eith.er party upon 30 days notice for a breach ,of contract. 2. Town Documents. All documents, and electronic databases are and remain the property of the Town. 3. Compliance with Laws. Consultant agrees to comply with all Federal and State laws, rules and regulations, guidelines and procedures which are applicable to the project, including but not limited to, all environmental laws, regulations and requirements which may apply to the Project and further agrees to obtain all regulatory permits, if any, before beginning the Project. 4; Insurance. Consultant will be responsible for all damage to person or property arising from any act or negligence preformed by or on behalf of Consultant, its officers, agents, servants or employees, contractors, subcontractors or others in connection therewith. The Consultant agrees to indemnify and hold harmless the Town from any and at] liability for injuries to or death of any person or persons and for the loss of, damage to, or destruction of any property which arises from the activities conducted by or on behalf of the Consultant, its employees, agents, contractors or subcontracors pursuant to this Agreement, including all related costs and counsel fees. Consultant agrees that it has or will secure for the term of this contract, Workers Compensation coverage as required by law or this contract shall be void and of no effect. 5. Total Agreement This Agreement, including the Request for Proposal, Proposal and al'~e Town a~d inconsistency ameng these documents, the pdodty among those documents shatl be: a. This Agreement, b. The Consultant's proposal, Appendix A -2., In witness, the parties October 31 19.9__7. Dated: October 31, 1997 have executed this agreement at Southold, NY, Town of Southold on Conservation Advis~rs gnse. rvation Adwsors P.O. Box 134 Chadds Ford, PA 19317 (610) 388-3670 FAX: (6t0) 388~3673 Andrew L, Johnson President October 13, 1997 Ms. Valerie Scopaz Town Hall Town of S0uthold PO Box 1179 Southold, NY 11971 RE: ProposaI for Creation of Foundation Mapping for GIS Applications Dear Valerie: It is a pleasure to present this proposal to assist the Town of Southold in its implementation of a Geographic Information SyStem (GIS). Conservation Advis~Srs has an extensive background in both CAD and GIS usingthe Maplnfo sof~-ware'aPptication as well as AutoCAD Map. . :, BACKGROUND We understand that t~o major tasks need to be accomplished: (1) prox",i,d,,ing a .. base of geographic information for the Town of Southold so that uscl'ul information can be retrieved and manipulated, and (2) tminin8 staff in thc use of the Maplnfo program. Conservation Advisors is,prepared ~;o begin this pr0,c,e, ss mediately.' This proposal addresses the firs~ task. '~ ~,.':? ~: ~ '(:ii~5 ,~?- ., ' , We have recetved a draft OUtline of tlie capabilities that you ~ ~i~¢6~o~te in your GtS mapping. We also understand that amOng these y6ur top priorities hre a farmland inventory, a watershed protection inventory, and an open space inventory. Our goal in this proposal is to begin assembling the most important foundation elements for digital maps fi-att will form the basis for a functioning GIS 0pemfion capable of storing, retrieving, and manipulating a wide range of data to suit your growing needs. THE PROCESS AND SERVICES TO BE PROVIDED 1. The first data element for your GIS should be a sound base map showing roads, water bodies and streams, and other prominent features. This provides both a structure and a source of orientation for future layers. We normally recommend a base map configured with data supplied by American Digital Cartography, Inc. (ADC). This map is compiled from USGS sources. It provides the following features: Federal, state and county highways Rivers, lakes and streams Schools Parks Military areas Hospitals Chumhes Radio towers Cemeteries Airports Reservations Pipel/nes Airports Powerlines Railroads Name labels for all of the above Fortunately, we have already purchased the database conta: ning thc geographic extent of Southold for previous use on other assignments. 'l']'..ere[brc, it will be a simple matter of cutting the Southold data from this larger database, fom~atting it for use with Maplnfo, and burning the data into CD ROMs Ibr your use. This will be a very ecor~omical foundation for ydur GIS applications The next important data element to add to the database is topo2~raphy. This ~ ill be an important element in most all of the applications flint arc used. Once again, we have topographic data already in-house from which Southold's geographic area can be extracted. Once this topography is in the database you will be able to produce plans at any contour interval you wish. The third important data layer for many applications is individual parcel boundaries. These already exist at the county level and include the: Town of Southold. We will obtain this database and reformat it for use with:Maplnfo. Incorporating this database will be Challenging since it was created in a different format and size of the database is very large.. However, this approach will be much cheaper than generating tiffs data independently. Editing will, need to follow to ensure that property boundaries match the road network and other delineating features. We will convert 5 existing Peconic Land Trust CAD project files from previous contracts within Southold, to the Maplnfo format. These will contain specific project informauon and layers. The projects are: Thornton Smith Plock Fiom - Richmond Creek Farm Cassidy Fort Cutchogue North Amagansett The next step is to obtain a set of currem aerial photos. A determination v made on the adequacy of your current aerial photOS. Ifa new set of aerials is necessary; we will order them from Aero Graphics Corp. Photos would be 1 separately and become the property Of Southold. The photos are used to roads and other features that may have been edited wherever necessary by information obtained fi'om the aerial ~? be~nsed!I~at~ toadd additional layers such.as'tree cover, agricultural use, ~ctm~s, an&~6'flxer fealui:es ideiltifmbte f~om the air. 6. Wi~ theabqv~ data supplying a good foundation, other layem can now ~t Specific. applications. For the farmland inventory, we would recommend;a layer:shqwmg cui'rent agricultural use (fi?om the aerihl nhotom'anhs~' a so;l',,-~,-~ s~n?, ~w~: g s~¢mlrty or.use for agncultare (from US Department of Agriculture, ~o~1 ~nrvey maps), and a laver Of existing development rights from SouthOld m~?)mes; ClUStered fanuland em3. 'be identified through a query in the. ~l~n~.~? ~ro~. Similarly, acqul~i~on priorities ca~ be developed througl~.~ WORKING ARRANGEMENTS We will provide the services outlined above for a fixed fee of $5500. It' this proposal is acceptable to you as a contractual agreement, simply sign below a_nd return one copy lo me with a retainer in the amount of $ 2500. Conservation Advisors will then c.ommence work. Invoices will be sent monthly. Completed work becomes your pmpe'rty upon payment. I look fom'ard to working with yom Should you have any questions regarding this proposal, please dO not hesitate to call me. Andrew ~:~i{-;:. '-, ':: .! am in agreement with the terms set forth above. Date/ ' JUDITH T. TERRY TOWN CLERK REGISTRAR OF V][TAL STATISTICS MARRIAC~E OF~'iCER RECORDS bL~_NAGEMENT OFFICER F~OM OF IAIFOR1VL~TION OFFICER Town Hall, 53095 IVIain Road P.O. Box 1179 Southold, New York 11971 Fax (516) 765-1823 Telephone (~5.%6) 765-1800 OFFICE OF THE TOWN CT,ERg TOWN OF SOUTHOLD November 3, 1997 Conservation Advisors P.O. Box 134 Chadds Ford, Pennsylvania 19317 Dear Sirs: Enclosed herewith is two (2) executed agreements between the Town of Southold and Conservation Advisors for the implementation of a GIS system for the Town and to train staff in its use by conducting specific mapping as required by the Town's long range planning strategy, We would appreciate the reIurn of one (1) executed copy for our files. Thank you. Very truly yours, Judith T. Terry Southold Town Clerk Enclosures cc: Planning Data Processing onse watiOn Advisors HO. Box 467 I00 Flicko~ Road @ Baltimore Pike Chards Fad, PA 19317 (~i~ 388~3673 Artdrew L. Johnson,' President Ms. ~aterie Scopaz To~ Hall Tom of SOuthold PO BOx, t $7g $o~tlml~ NY 1197t ~utholdTown · Planning Board ~: t998 Proposal for Creation of Foundation Mapping for GiS A,pplications Dear Valerie: It is a pleasure to present this proposal to continue our work with the Town of Soathold in its implementatiOn of a Geographic Information System (G!S). BACKGROUND In October 1997, Conservation Advisors entered into a contract with the Town of Southold for the Creation of Foundation Mapping for G1S Applications. This contract is now substantially complete. The proposal outlined below is a continuation of that work. We anticipate providing additional data in Maplnfo format consistent with your prev'iously stated priorities. With this data you will be able to store, retrieve, and manipulate a wide range of data to suit your growing needs. SERVICES TO BE PERFORMED nlgitize a soil map for Southold from the Soil Survey of Suffolk !it resulting soil map so that all polygons close for prime foils. ~pable table of"prime agricultural soils" designated as !) ~nd and 2) farmland °fstatewide importance, fill be linked to the prime agricultural soils map identifying d additional linked characteristics as determined by the To~2