HomeMy WebLinkAboutItem 10 Intergovernmental Agreement with LCOG for Development and Maintenance of Address Interface Between RLID and City's Asset Management System (Hansen) AGENDA ITEM SUMMARY Meeting Date: 12/3/2012
Meeting Type: Regular Meeting
Staff Contact/Dept.: Brandt Melick/DPW
Staff Phone No: 726-4645
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Financially Responsible
and Stable Government
Services
ITEM TITLE: INTERGOVERNMENTAL AGREEMENT WITH LANE COUNCIL OF
GOVERNMENTS FOR DEVELOPMENT AND MAINTENANCE OF
ADDRESS INTERFACE BETWEEN REGIONAL LAND INFORMATION
DATABASE AND CITY’S ASSET MANAGEMENT SYSTEM (HANSEN).
ACTION
REQUESTED:
Approve or reject the following motion:
Approve an Intergovernmental Agreement (IGA) with Lane Council of
Governments (LCOG) for development and maintenance of an interface between
RLID and Hansen for a total amount not to exceed $6,000 and authorize and direct
the city manager to execute the Agreement on behalf of the City.
ISSUE
STATEMENT:
As part of P41024: Asset Management System Replacement Project, an interface
between RLID and Hansen is required to keep site address information up to date
in Hansen, to synchronize address information with other systems, to minimize user
data entry and to minimize related risk from redundant data entry.
ATTACHMENTS: 1. Attachment 1: DRAFT RLID Address Interface IGA
DISCUSSION/
FINANCIAL
IMPACT:
As administrator of RLID, LCOG is uniquely qualified and possesses exclusive
rights to develop this interface.
This interface with RLID synchronizes address information with many systems.
These include City systems such as Accela and PeopleSoft, regional systems such
as those maintained by the City of Eugene and Lane County, and other systems
such as those maintained by the State of Oregon Department of Consumer and
Business Services, the US Census Bureau and the US Postal Services.
Council approved P41024 in November of 2011 to replace failing systems and has
approved subsequent Consent Calendar action items to advance the project. This
IGA complements efforts underway with P41024 and targets specific procedures
required to synchronize addresses with RLID. The City budgeted funds FY13 to
complete this work and sufficient amounts remain to fund this IGA. This project is
80% complete and on track to be completed under the budget amount approved by
Council last November.
Staff recommends approval of the attached IGA.
Attachment 1: AIS DRAFT RLID Address Interface IGA
INTERGOVERNMENTAL AGREEMENT
Contract # 890
THIS AGREEMENT entered into by and between Lane Council of Governments, an organization of governments
within Lane County, Oregon, hereinafter referred to as AGENCY, and City of Springfield, a municipality of the State
of Oregon, hereinafter referred to as CITY.
EFFECTIVE DATE: December 3, 2012
WHEREAS, ORS 190.010 provides that units of local governments may enter into agreements for the performance
of any or all functions and activities that a party to the agreement, its officers or agents, have the authority to
perform; and
WHEREAS, CITY desires to engage AGENCY to provide the Scope of Services described in Exhibit A, attached
hereto and incorporated herein by reference and this contract on the terms and conditions set forth herein.
NOW, THEREFORE, it is agreed that:
1. Project Description. As part of P41024: Asset Management System Replacement Project, an interface
between RLID and Hansen is required to keep site address information up to date in Hansen, to
synchronize address information with other systems, to minimize user data entry and to minimize related
risk from redundant data entry. As administrator of RLID, AGENCY is uniquely qualified and possesses
exclusive rights to develop the interface described herein. The CITY budgeted funds FY13 to complete
this work and sufficient amounts exist to fund this IGA.
2. Term. This agreement shall be in effect from effective date shown above to June 30th 2013.
3. Contract Administration. Each party designates the following as its representative for purposes of
administering this contract. Either party may change its designated representative by giving written notice to the
other as provided in paragraph 14.
AGENCY: Eric Brandt
ebrandt@lcog.org
Phone: (541) 682-4338
City: Brandt Melick
bmelick@springfield-or.gov
Phone: (541) 726-4645
4. Services to be Provided. Upon successful delivery to the CITY and acceptance by the CITY for services
described in Attachment A attached hereto and incorporated by this reference, AGENCY shall invoice the
CITY on net 30 day terms. The invoice will be based on actual hourly costs for AGENCY personnel.
Invoices are to be sent to Brandt Melick, City of Springfield, 225 5th Street Springfield, OR 97477. The total
agreement amount shall not exceed $6,000.
5. Workmans Compensation. Each party working under this agreement is either a subject employer under
the Oregon Worker’s Compensation Law and shall comply with ORS 656.017, which requires each to
provide Worker’s Compensation coverage for all its subject workers, or is an employer that is exempt under
ORS 656.126.
6. Amendments. This agreement may be modified or extended by written amendment signed by both
parties.
Attachment 1: AIS DRAFT RLID Address Interface IGA
7. Termination. Upon thirty days’ prior written notice delivered to the other party by certified mail or in person,
either party, without cause, may terminate its participation in this agreement.
8. Records/Inspection. CITY and AGENCY shall each maintain records of its costs and expenses under this
contract for a period of not less than three full fiscal years following AGENCY's completion of this contract.
Upon reasonable advance notice, either party or its authorized representatives may from time to time
inspect, audit, and make copies of the other party's records.
9. Indemnification. To the extent allowed by the Oregon Constitution and the Oregon Revised Statutes, each of
the parties hereto agrees to defend, indemnify, and save the other harmless from any claims, liability or damages
including attorney fees arising out of any error, omission or act of negligence on the part of the indemnifying
party, its officers, agents, or employees in the performance of this agreement.
10. Status. In providing the services specified in this agreement (and any associated services) both parties are
public bodies and maintain their public body status as specified in ORS 30.260. Both parties understand and
acknowledge that each retains all immunities and privileges granted them by the Oregon Tort Claims Act (ORS
30.260 through 30.295) and any and all other statutory rights granted as a result of their status as local public
bodies.
11. Subcontracting. AGENCY shall not subcontract its work under this contract, in whole or in part, without the
CITY'S prior written approval. AGENCY shall require any approved subcontractor to agree, as to the portion
subcontracted, to comply with all obligations of AGENCY specified in this contract. Notwithstanding the CITY'S
approval of a subcontractor, AGENCY shall remain obligated for full performance of this contract and CITY shall
incur no obligation to any sub-contractor.
12. Assignment. Neither party shall assign this contract in whole or in part, or any right or obligation hereunder,
without the other party's written approval.
13. Compliance with Laws. AGENCY shall comply with all applicable federal, state, and local laws, rules,
ordinances, and regulations at all times and in the performance of the work.
14. Notices. Any notices permitted or required by this contract shall be deemed given when personally delivered or
upon deposit in the United States mail, postage fully prepaid, certified, and return receipt requested, addressed
to the representative designated in paragraph 3. Either party may change its address by notice given to the
other in accordance with this paragraph.
15. Integration. This contract embodies the entire agreement of the parties. There are no promises, terms,
conditions or obligations other than those contained herein. This contact shall supersede all prior
communications, representations or agreements, either oral or written, between the parties. This contract shall
not be amended except in writing, signed by both parties.
16. Interpretation. This contract shall be governed by and interpreted in accordance with the laws of the state of
Oregon.
17. Signatures.
LANE COUNCIL OF GOVERNMENTS CITY OF SPRINGFIELD
_________________________________ ________________________________
Authorized Signer Authorized Signer
________________________ _______________________
Date Date
Attachment 1: AIS DRAFT RLID Address Interface IGA
ATTACHMENT A
Scope of Services
Purpose of Project:
Lane Council of Governments (AGENCY) to provide support to the City of Springfield’s (CITY) implementation of
Hansen 8 by providing an interface for syncing site address data between Hansen address tables and the Regional
Lane Information Database (RLID).
Desired Outcomes/Project Objectives
• Perform Initial Address Match. AGENCY will apply its address matching utility to the Hansen and RLID
address data to determine the match rate as well as the nature of the mismatches.
• Develop Process to Sync Addresses with Hansen. An automated process will be developed by AGENCY
and tested in collaboration with the CITY to populate a staging table of Hansen addresses with updated
address data from RLID.
• Maintain & Support Weekly Hansen Address Synchronization. The address data interface will run on a
weekly schedule (Monday evenings). AGENCY will routinely check process logs to confirm the staging and
log tables have been successfully populated.
Final Deliverables/Work Products
• Upon completion of this project the CITY shall receive the following:
o An interface that performs address matching between RLID and the CITY’s Hansen database.
o A translation table to be defined by the City that includes, but is not limited to, RLID ID, and Maplot
Number and constructed by AGENCY to support CITY’s RLID Interface Configuration Solution Design
Document (SDD) as defined by the CITY. CITY shall make SDD available upon request from AGENCY.
o A static RLID ID will be populated on all address records recorded within the Hansen address tables.
CITY Responsibilities
• Provide AGENCY with an up to date record of all addresses stored in the CITY’s Hansen database.
• Provide QA/QC, error research and resolution on initial address match results.
• Provide QA/QC, error research and resolution of initial population of staging table.
AGENCY Responsibilities
• Run existing Hansen addresses through address matching utility; and identify any potential address matching
errors to be resolved by CITY staff.
• Meet with CITY to review address matching results.
• Download and install Oracle client on the staging server, GISQL102.
• Create and test the connection from GISQL102 to Hansen’s Oracle database.
• Create a stored procedure on GISQL102 that does the following:
o Extract all Springfield addresses from RLID to a staging table.
o Query Hansen’s Oracle database and flag the addresses in the staging table and interface log table that
are new (I), expired (E), or modified (U).
o Clear out and populate the staging table within the Hansen database.
• Routinely check process logs to confirm the staging and log tables have been successfully populated.
• Provide limited support to the CITY pertaining to populating Hansen address data.
Attachment 1: AIS DRAFT RLID Address Interface IGA
Timeline, Major Milestones or Tasks
The following table gives a breakdown of the estimated hours and costs to perform each of the work tasks
mentioned above. Actual cost will be based on time and materials.
Tasks 1 & 2 should be completed no later than 12/21/2012 (prior to the holidays).
AGENCY Talent: Hourly billing rate:
Bob Clayton, Principal Systems Analyst (actual hourly costs for AGENCY personnel)
Jeff Schenck, Principal Systems Analyst (actual hourly costs for AGENCY personnel)