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Home My WebLink About12 Contract for Aerial MappingCONSENT To: Board of Directors From: Ian Fitzgerald Date: May 04, 2016 Subject: Consideration of the Award of a Contract for Aerial Mapping Services 1. WHY THIS MATTER IS BEFORE THE BOARD Board approval is required for expenditures in excess of $15,000. 2. HISTORY Seven Tahoe region public agencies (Town of Truckee, Truckee Sanitary District, Truckee -Tahoe Airport District, Northstar Community Services District, North Tahoe PUD, Tahoe City PUD, and Truckee Donner PUD) have combined resources, money, and expertise for one of the largest collaborative efforts to date between all these agencies. It is an effort that is designed to reduce the duplication of costs passed on to our rate payers for similar data collected individually by each agency. It is also a project that will keep the PUD as the leading agency of geographic information in the region, provide data for historical views, and continue to aid our engineers and managers on future District projects. A request for proposals (RFP) for aerial mapping services had been sent to 17 prospective vendors. The project is expected to be done over the summer with data delivery no later than October 31st 2016 ready to be used for the 2017 construction season. In 2006 and 2011, similar successful projects were performed to acquire lower resolution aerial photography and Light Detection and Ranging (LiDAR) elevation data. Those projects were a collaboration effort between the Town of Truckee, Truckee Sanitary District, Truckee Airport District, Northstar CSD, and the PUD. The data collected through the 2006 and 2011 projects has proved invaluable over the last ten years, contributing to quick, inexpensive evaluations of many PUD projects, including but not limited to: • Prosser Dam aquifer model; • Various District property evaluations; • Martis Valley basin aquifer study; • Higher mapping accuracy of electric and water facilities; • Water meter replacement project; • Radio studies for SCADA and two-way communications; and • Electric meter AMI studies. 3. NEW INFORMATION This project is organized in a similar manner to the 2011 project, where the PUD is the lead agency and has a direct contract, and relationship with the vendor. The PUD has payment agreements with the other partners as outlined in Attachment 1: Truckee Sanitary District, Town of Truckee, Truckee Tahoe Airport District, North Tahoe PUD, Tahoe City PUD and Northstar Community Services District. Agency cost share is based on size of District and District overlap, providing fair pricing based on actual need. The due date for proposals was March 251 2016. A total of seven proposals were received. The evaluation process included one representative from three of the participating seven agencies. Each agency reviewed the proposals for technical qualifications, cost efficiency, and quality of references. A meeting between the agencies was held on March 31, 2016 to review each agency's findings and agree upon a preferred vendor for the project. Evaluation of the proposals was broken into three distinct parts. A Technical/Experience evaluation was performed by all agencies on all seven proposals. After ranking each proposal for technical qualifications, the top three were then evaluated for cost. References checks for the top three companies were then performed. Aero-Graphics was selected as the highest scoring vendor who best fit the agencies needs. Services to be aquired include 3" resolution aerial photography, high resolution LiDAR, and building / pavement GIS features. The total cost of the project is $124,570 plus a 10% change order option. 4. FISCAL IMPACT The FY16 Electric Capital Budget has sufficient funds for aerial mapping services. Due to seven agencies sharing the total cost for this project, the District's share is $25,542 with a cost not to exceed with 10% change orders of $28,096, Percentage of project cost for each agency was determined by the the area size requested by each agency, and whether any other agencies were requesting a portion of the same area, and what percentage of that requested area overlaped. Requested Overlap Percentage of Agency Cost Agency Cost Agency Sq. Miles Percentage Project Cost (Total) (with Change Order) North Tahoe PUD I 11.85 13% 10.85% $13,514,53 $14,865,98 NorthstarCSD 18.01 I 83% 8.68% $10,818.93 $11,900,83 Tahoe City PUD 35.57 I 25% 20,40% $25,413.01 $27,954,31 TDPUD I 59.70 79% 20s0% $25,541.61 $28,095.77 Town of Truckee 52.75 94% 15.97% $191898.38 $21,888,22 Truckee TSD 51.65 I 99% 14.98% $18,664,50 $20,530.95 TT Airport District 6.00 ( 0% 8.63% $10,749,04 $11,823,95 $124,600,00 $137,060,00 5. RECOMMENDATION 1) Authorize the General Manager to execute a contract with Aero-Graphics for aerial mapping services in the amount of $124,600, plus a 10% change order authorization for an amount not to exceed $137,060. 2) Authorize the General Manager to execute individual agreements with each agency that describes financial requirements. Stephen Hollabaugh Michael D. Holley Assistant General Manager General Manager Attachment 1 Tahoe Public Agencies Data &Cost Sharing Agreement for 201b Aerial mapping Services This agreement will outline the collaboration between Tahoe Public Agencies in an effort to acquire digital orthophotography and LiDAR for the region. Participating Agencies: Truckee Donner Public Utility District (Lead Agency) Truckee Sanitary District Northstar Community Services District Town of Truckee North Tahoe Public Utility District Truckee -Tahoe Airport District Tahoe City Public Utility District Deliverables: All deliverables (below) will be one hundred percent (100%) owned by each participating agency. Each will receive and maintain their own digital copies of the data. Aerial Photography Collection Deliverable: Electronic Format:'/4 mile x'/4 mile square (no overlap) tiles. Tiff images with accompanying Tiff World File. LiDAR Collection Deliverable Contour Deliverable: Electronic Format:'/4 mile x'/4 mile (no overlap) tiles, uninterrupted elevation - value attributed polylines. AutoCAD Format. To be generated and distributed by the Truckee Donner Public Utility District as part of the project deliverables. Lidar Point Data Deliverable (Raw &Surface): Electronic Format: Bare Earth and First Return elevation -value attributed points, LAS Format using the ASPRS Guidelines and Standard LIDAR Point Classes set forth in the following publication; ASPRS LAS Specification Version 1.4 — R13. Survey Control Deliverable Electronic Format: Elevation -value attributed points. AutoCAD DXF Format. Excel Spreadsheet of every control point used in this project, with their corresponding error, Y error, Z error, Parent Control ID. GIS Feature Data Collection Deliverable: Two Formats: ESRI Shapefile polygon and AutoCAD DXF format for features: Building Footprint (Polygon) and Pavement Surface (Polygon). Tahoe Public Agencies: 2016 Aerial Mapping Services Data &Cost Sharing Agreement Page 1 of 3 Cost Sharing Along with equal ownership of the deliverables, cost sharing will be divided between the agencies participating based on agency service area and project overlap area. The cost of the project has been estimated to be $124,600.00, The cost to each participating agency will be as follows: Agency Percentage of Total Project Cost Cost To Agency Truckee Donner Public Utility District 20.50 $253541061 Truckee Sanitary District 14.98 $18,664,50 Town of Truckee 15.97 $19,898638 Truckee -Tahoe Airport District 8.63 $10,749,04 Northstar Community Services District 8.68 $10,818,93 North Tahoe Public Utility District 10.85 $13,514,53 Tahoe City Public Utility District 20.40 $25,413401 Change Orders There may be required change orders to the project, not to exceed 10% of the total project cost, of which cost sharing of the change order will follow the same percentages of dollar cost described above. For changes order to proceed, all agencies must agree upon the change order before it is approved. Payment Schedule All payments will be made to the lead agency, Truckee Donner Public Utility District (TDPUD), upon receipt of the invoice from the selected vendor. Each agency will receive a copy of the full invoice, and will be required to pay their portion of the invoice within fifteen (15) days to the TDPUD. TDPUD will maintain the contract, and payment bonds with the selected vendor, as well as handle all project management duties. The payment schedule will be determined and distributed upon selection of vendor. Signees to follow on next page Tahoe Public Agencies: 2016 Aerial Mapping Services Data &Cost Sharing Agreement Page 2 of 3 Michael D Holley Truckee Donner Public Utility District General Manager Blake Tresan Truckee Sanitary District General Manager Tony Lashbrook Town of Truckee Town Manager Kevin Smith Truckee -Tahoe Airport District General Manager Mike Staudenmayer Northstar Community Services District General Manager Duane Whitelaw North Tahoe Public Utility District General Manager Cindy Gustafson Tahoe City Public Utility District General Manager Tahoe Public Agencies: 2016 Aerial Mapping Services Data &Cost Sharing Agreement Page 3 of 3