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Home My WebLink About13 Contract for Aerial MappingAgenda Item # 13 ACTION To: Board of Directors From: Ian Fitzgerald Date: August 03, 2011 Subject: Consideration of the Award of a Contract for Aerial Mapping Services 1. WHY THIS MATTER IS BEFORE THE BOARD This matter is before the Board because the District's costs are over $15,000. 2. HISTORY Five Truckee region public agencies (Town of Truckee, Truckee Sanitary District, Truckee - Tahoe Airport District, Northstar Community Services District, 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 purveyor of geographic information in the region, provide data for historical views of the region in the future, and continue to aid our engineers and managers on future District projects. A request for proposal (RFP) for aerial mapping services had been sent to 29 prospective vendors, including four California based companies. The project is expected to be done over the summer with data delivery no later than October 31 st, ready to be used for the 2012 construction season. In 2006, a similar successful project was performed to acquire lower resolution aerial photography and Light Detection and Ranging (LiDAR) elevation data. That project was a collaboration effort between the Town of Truckee, Truckee Sanitary District, and the PUD. The data collected through the 2006 project has proved invaluable over the last five years, contributing to quick, inexpensive evaluations of many PUD projects, including but not limited to: • Prosser Dam Well aquifer model; • Various District property evaluations; • Close to 50 electric designs; • Martis Valley basin aquifer study; • Higher mapping accuracy of electric and water facilities; and • Water meter replacement project. 3. NEW INFORMATION This project is organized in a similar manner to the 2006 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, TSD, the Town, the Airport District, and the PUD have an equal cost share (22.5%) of the project. Northstar Community Services District has a lesser cost share (10%) due to their smaller footprint and data requirements. The due date for proposals was June 27, 2011. A total of 12 proposals were received. The evaluation process included one representative from each of the participating five agencies. Each agency reviewed the proposals for technical qualifications, cost efficiency, and quality of references. A meeting between the agencies was held on July 1, 2011 to review each agency's findings and agree upon a preferred vendor for the project. The results of the evaluation are included in Attachment 2. Evaluation of the proposals were broken into 3 distinct parts. First, a Technical/Experience evaluation was performed by all agencies on all 12 proposals. After ranking each proposal for technical qualifications, the top 6 were then evaluated for cost. References checks for the top four companies were then performed. Digital Mapping Inc. (DMI), of Huntington Beach, CA, was selected as the highest scoring vendor who best fit the agencies needs. As part of the final consultation, additional services were requested of DMI. These services included high resolution UDAR, adding performance bond, and adding payment bond. LiDAR is a radar / laser technology that creates points with height values of everything it bounces off of from plane to ground. The LiDAR will used to create a ground surface elevation contours for similar uses described in the History section. The total cost of the project, including these extra services, is $76,519.00. 4. FISCAL IMPACT The FY11 Electric Capital Budget includes $35,000 for aerial mapping services. Due to five agencies sharing the total cost for this project, the District's share is $17,218.78 with a cost not to exceed with 10% change orders of $18,939. 5. RECOMMENDATION Award a contract for aerial mapping services to Digital Mapping Inc. for an amount of $76,519.00, plus a 10% change order authorization for an amount not to exceed $84, 171.00. • Authorize the General Manager to sign individual agreements with each agency that describes financial requirements for each agency. Attachments: Attachment 1: Truckee agencies project agreement Attachment 2: Vendor Evaluation Stephen Hollabaugh Michael D. Holley Assistant General Manager General Manager Attachment 1: Truckee Public Agencies Data & Cost Sharing Agreement for 2011 Aerial Mapping Services This agreement will outline the collaboration between Truckee Agencies in an effort to acquire 3" digital orthophotography and .4 feet vertical accuracy LiDAR for the region. Agencies Involved: • Truckee Donner Public Utility District (Lead Agency) • Truckee Sanitary District • Town of Truckee • Truckee -Tahoe Airport District • Northstar Community Services 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: 1/4 mile x 1/4 mile square (with 1% overlap) tiles. Tiff images with accompanying Tiff World File. Border areas with no image will have pixel color values set to 255x255x225 RBG color scheme. ArcGIS File Geodatabase Raster Dataset—Seamless Mosaic. LiDAR Collection Deliverable: Electronic Format: 1/4 mile x 1/4 mile (No Overlap) Tiles, uninterrupted elevation -value attributed LiDAR Point Data (Raw & Bare Earth): Electronic Format: elevation -value attributed points (*.LAS), and *.ascii format Survey Control Deliverable: Electronic Format: Elevation -value attributed points. Excel Spreadsheet of every control point used in this project, with their corresponding ID, X, Y, Z, X error, Y error, Z error, Parent Control ID. Cost Sharing: Along with equal ownership of the deliverables, cost sharing will be divided equally between the agencies participating. The total cost of the project will be $76,519.00, minus the agency specified optional wall map ($850.00/map). The breakup of cost will be as follows: • Truckee Donner Public Utility District - 22.5% or $17,218.78 • Truckee Sanitary District - 22.5% or $17,218.78 • Town of Truckee - 22.5% or $17,218.78 • Truckee -Tahoe Airport District- 22.5% or or $17,218.78 • Northstar Community Services District —10% or $7,651.88 Change Orders: There may be required change orders to the project, not to exceed 10% or $7,651.90, of which cost sharing of the change order will follow the same percentages of the dollar cost described above. For change orders to proceed, all 5 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" (TDUPUD), upon receipt of invoice from the recommended vendor "Digital Mapping, Inc" (DMI). Each agency will receive a copy of the full invoice, and will be required to pay their portion of the invoice within 15 days to the TDPUD. TDPUD will maintain the contract, performance bonds, and payment bonds with DMI, as well as handle all project management duties. The payment schedule will be as follows: 1. Upon signing the contract, TDPUD shall pay DMI a lump sum of $2,229.00 for bond costs. 2. Upon completion of the Survey Control Network, TDPUD shall pay DMI a lump sum of $5850.00. 3. Upon completion of the photography flight, TDPUD shall pay DMI a lump sum of $16,850.00. 4. Upon delivery of all deliverables as described in Attachment B ("Statement of Deliverables"), Client shall pay DMI a lump sum of 80% of remaining cost of services or $41,272.00. 5. Upon final acceptance of all deliverables, TDPUD shall pay DMI a lump sum of the final 20% of remaining costs of services, or $10,318.00. TDPUD will have 8 working days subsequent to the final deliverable reception to accept or reject final deliverables. Performance Bond: Should a performance bond be called, all outstanding payments will be refunded upon completion of the bond payment to all participating agencies. The agencies will then decide how best to proceed with completion of the project. Subsequent Purchase of Data: Should the agencies find additional buyers at a later date, those buyers will be required to pay 33% of the total project cost. Upon collection of these funds, they will be dispersed equally among the signing partners as a refund in proportion to their original investment. Signees to follow on next page Signature: Truckee Donner Public Utility District General Manager - Michael D. Holley Truckee Sanitary District General Manager —Thomas S. Selfridge Town of Truckee Town Manager —Tony Lashbrook Truckee -Tahoe Airport District General Manager— Kevin Smith Northstar Community Services District General Manager — Mike Staudenmayer Attachment 2: Aerial Mapping Services RFP Vendor Evaluation Technical / Experience Evaluation: Rankings for this section considered staff experience, similar territory experience, similar project scope experience, equipment used, use of any local contracting, and identified unique advantages. Companv Rank Geocadd Aerial Surveys 1 Digital Mapping Inc. 2 Stewart Geo Technologies 3 Sanborn 4 AeroQuest Optimal, Inc. 5 HJWgeospatial 5 Vertical Mapping Resources, Inc 6 Aero-Graphics, Inc. 7 Pinnacle Mapping Technologies 7 Inc. MJ Harden - GeoEye 8 Aerometric Geospatial Solutions 9 i-TEN Associates, Inc. 10 Pricing Evaluation: The top 6 ranking companies moved on to the price rankings which compared mobilization, 3" pixel/square mile, and survey costs outlined in the price sheet. Company Rank Cost *Adjusted Cost Digital Mapping Inc 1 $47,400 HJWgeospatial 2 $82,111 Stewart Geo Technologies 3 $89,510 AeroQuest Optimal, Inc 4 $92,259 Sanborn 5 $107,702 Geocadd Aerial Surveys 6 $138,100 $131,195 *Adjusted Cost - Price with considerations: GeoCadd received a 5% local preference. Reference Checks: The top four companies from the pricing review then had two references each interviewed, each being scored from 1-10 on client satisfaction. Companv Rank Digital Mapping Inc 1 AeroQuest Optimal, Inc 2 Stewart Geo Technologies 3 HJWgeospatial 4