Map Group

Support > Procuring Orienteering Maps > Part 4 Draft Mapping Service Agreement

Advice for Clubs on the Procurement of Orienteering Maps

1. Introduction

2. Information for Club Mappers

3. Appendix A: Initial Specification and Invitation to Quote

4. Appendix B: Draft Mapping Services Agreement

4.1 Preparations 
4.2 Survey 
4.3 Cartography 
4.4 Copyright and ownership of materials 
4.5 Payments 
4.6 Penalties

4. Appendix B: Draft Mapping Services Agreement

This Agreement is between Mercator Orienteering Club (hereinafter called "the Employer") and Acme Mapmakers Limited (hereinafter called "the Mapper") and is for the photogrammetry/survey/cartography/printing of Thick Green Forest (hereinafter referred to as "the Works") for an event on (date) as detailed in the initial specification. It is based on the mapping estimate/quotation supplied on (date). The Employers representative will be the Mapping Coordinator (MC).

4.1 Preparations

a) The Mapper will be responsible for the preparation of a suitable base map from materials supplied/photogrammetric base map supplied/will be responsible for providing the photogrammetric base map.

b) The base map shall be at a scale of 1:7500 with 5 metre contour interval.

c) A copy of this base material shall be sent to the MC by ....................................

d) Upon payment for the base map the base map shall then become the property of the Employer.

4.2 Survey

a) The Employer will be responsible for arranging permission for the Mapper to enter the area. Prior to the start of survey the Employer will provide a suitable map marked with the names and addresses of the landowners and/or tenants concerned. The Employer will warn the landowners of the dates the Mapper intends to enter the land and, if necessary, arrange a suitable meeting.

b) The Employer will provide the Mapper with a detailed and accurate map showing the extent of the area to be surveyed, any areas to be included on the final map but not surveyed in detail (e.g. built-up areas or fields), and any areas for which permission has been refused.

c) The survey shall be carried out at 1:7500 with 5 metre contour interval.

d) A high quality survey of the area (as delimited in ii) shall be carried out by the Mapper in accordance with the Specifications laid down by the IOF in the booklet 'International Specifications for Orienteering Maps'. Any variations to these specifications must be agreed with the Employer.

e) The survey shall be carried out between ...................... and ...................... Precise dates shall be agreed with the Employer.

f) Verbal and/or written reports of progress shall be sent to the MC at weekly/monthly intervals.

g) A copy of the final survey draft shall be sent to the Employer not later than ............

h) The survey draft shall be checked by the Employer for accuracy and consistency and any corrections reported to the Mapper by ....................... The Mapper shall carry out any revision by .......................

i) Any variation in the scope of Works to be provided by the Mapper shall be undertaken when instruction in writing has been provided by the Employer and after agreement of any change of fee.

j) The Mapper shall not assign any part of the Works to another party without written consent of the Employer.

k) The Mapper shall indemnify the Employer against any claims for damage done as a consequence of his actions.

4.3 Cartography

a) The final map will be produced as an OCAD map file as agreed between the Employer and the Mapper.

b) The survey of the area will be carried out at 1:7500 and the Mapper will be responsible for any reductions or enlargements necessary to complete the cartography.

c) All symbol dimensions must be in accordance with the Specifications laid down by the IOF in the booklet 'International Specifications for Orienteering Maps 2000'.

d) The final map will be at a scale of 1:15.000 and is to be drawn to fit on a sheet 297mm x 210 mm (A4). Full title, scale, scale bar, contour interval and legend of all symbols used should appear on the map. The Employer also asks that the following credits/logos should appear. The final layout shall be agreed by the MC in consultation with the Mapper prior to final drawing.

e) The Mapper shall provide a full colour proof of the map in the form to be printed on or before ......................

4.4 Copyright and Ownership of Materials

a) The Copyright holder for the Works shall be Mercator Orienteering Club.

b) (Either) The ownership and copyright of any materials used during the production of the Works shall remain with the Mapper.

(Or) On completion of the Works, including payment, ownership and copyright of the OCAD map files/final drawings shall become the property of the Employer. This shall include the mapped area but unless the Mapper agrees shall not include the peripheral elements of the map.

4.5 Payments

a) Payments will be made on receipt of a suitable invoice provided that the work has been done to the satisfaction of the Employer.

b) Payments of up to the amount specified in the Mapping Estimate/quotation shall be made after the completion of photogrammetry, survey and cartography.

c) Arrangements for stage payments during the survey period (if required) should be made in advance with the Employer. They will be paid only on production of evidence of satisfactory progress.

d) Additional payments over and above those specified in the Mapping Estimate/quotation will only be made if:

i) Additional surveying or cartography has been requested in writing by the Employer.

ii) A revised estimate has been provided and accepted.

4.6 Penalties

a) If the mapper fails to produce a survey draft of an acceptable quality by the date specified above then either a reduced payment shall be made or a maximum of one month given to make the necessary improvements at no extra cost to the Employer.

b) If as an avoidable consequence of the Mapper's actions and activities permission to use the area for orienteering is withdrawn all Works will be stopped. The Mapper will be entitled to no further payment and any previous payment shall be refunded.

c) If permission is withdrawn through no fault of the Mapper then payment will be made on a pro-rata basis for the Works already completed, or, if the Mapper can show financial loss, then payment will be made up to the loss suffered (but not exceeding the quoted/estimated price).

d) If the Mapper does not produce artwork of an acceptable quality by the date specified above then payment will be withheld until all matters are put right. Any additional costs incurred by the Employer shall be charged to the Mapper.

e) Disputes as to the operation of the Agreement which cannot be resolved between Mapper and Employer shall be referred to binding arbitration by a person acceptable to both parties appointed by the Chairman of the BOF Map Group.

Signatures For Mercator Orienteering Club................................ Date..................

For Acme Mapmakers Limited ............................................... Date..................

< Part 3

Advice to Clubs on the Procurement of Orienteering Maps November 2001 Edition 1

This document is downloadable from this website in Adobe PDF, Word or Rich Text Format.  Click here to go to Downloads.