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CONTRACT K-1415-90: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE SANBORN MAP COMPANY, INC., IN AN AMOUNT NOT-TO-EXCEED $116,873.90 TO PROVIDE AERIAL PHOTOGRAPHY, DIGITAL ORTHOPHOTOGRAPHY, TOPOGRAPHIC MAPPING, AND PLANIMETRIC MAPPING FOR THE GEOGRAPHIC INFORMATION SYSTEMS DIVISION.
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BACKGROUND: This project is a joint effort of several regional governments coordinated by the Association of Central Oklahoma Governments (ACOG) to develop an aerial photography base map for central Oklahoma and enable the participating governments to acquire additional mapping products they require to conduct their daily business. By combining our purchasing power, the participating governments will receive better pricing for the project as it is more cost effective for mapping contractors to collect aerial photography for large areas. In addition to the City of Norman, the participating governments include: City of Edmond, City of Midwest City, City of Moore, City of Choctaw, City of Del City, Oklahoma County, and ACOG. These agencies will be referred to as the Central Oklahoma Alliance of Government Agencies 2015 (COAGA 2015). This is the fifth time ACOG has coordinated an update to the regional base map and the third time the City of Norman has participated in the effort. Norman last updated its orthophoto and planimetric base map with the COAGA project in 2013. The maintenance cycle of these databases is scheduled for every two years. The topographic data and contours were last updated in 2007. Improvements to the sensors that collect the topographic data have significantly reduced the price to collect contours and other topographic data.
For Norman, this project will update the City's base map to reflect new construction and any other changes on the ground that can be detected using airborne sensors. The deliverable products are updated color digital aerial photography, one foot contours in the urban area, two foot contours for the rural portion of the project, all digital elevations model (DEM) and digital terrain model (DTM) products required to derive the contours, and updated planimetric mapping. Planimetric mapping layers to be collected include the following: streets, pavement, unpaved parking, driveways, existing train tracks, hydrology, building outlines, fences, sidewalks, and vegetation. Building heights will be collected if funded in 2016.
DISCUSSION: Request for Proposals 2015-1 by COAGA 2015 for Regional Digital Ortho Images and Associated Data was released by ACOG on November 26, 2014. Five companies responded with proposals by the extended due date of December 17, 2014: The Sanborn Map Company, Inc. (Sanborn) of Colorado Springs, Colorado; Kucera International Inc. of Willoughby, Ohio; Fugro Geospatial Inc. of Frederick, Maryland; Bearing Tree Land Surveying of Oklahoma City, Oklahoma; and Pictometry International Corp. of Rochester, New York. The members of COAGA 2015 reviewed the proposals and found three of the five to be complete and selected Sanborn as the preferred firm based on proposals and a follow-up interview on December 30, 2014. The cost of the project and quality of the sample images provided by Sanborn were the primary factors influencing the decision. Sanborn proposed a considerable price break if all of the cities that are a part of COAGA 15 participate in the orthophoto project.
During the selection process, the City of Norman was contacted about the possibility of having two streams studied by the Federal Emergency Management Agency's (FEMA) Cooperative Technical Partner Program to update the Digital Flood Insurance Rate Maps (DFIRM). To insure the topographic products being generated under this contract are compliant with FEMA requirements should this project occur, Norman requested an additional vertical accuracy report be completed. This added $8,985 to the total project cost.
The City of Norman's portion of the project will be $116,873.90. This project is divided into two phases that are scheduled to be completed over two fiscal years. Phase One of the contract is for $107,041.23 worth of services, which is within the $110,000 budget for 2015. Phase Two of the project is for $9,832.67 and will be completed only if funds are appropriated in the 2016 Capital Budget. This project adds about 300 GB of data to the City's computer system.
Attached are a ranking of the proposals and a cost tabulation of the options selected by the City of Norman. Due to the length of the documents the selected Proposal and the COAGA Request for Proposal 2015-1 are available for review in the City Clerk's Office and in Legistar, but will not be printed with the agenda item.
RECOMMENDATION: Staff recommends that City Council approve Contract K-1415-90, an agreement for services between The Sanborn Map Company, Inc. and the City of Norman, based upon COAGA Request for Proposals 2015-1 for aerial photography, digital orthophotography, topographic mapping, and planimetric mapping not to exceed the amount of $116,873.90 payable to The Sanborn Map Company, Inc. and authorize the completion of Phase One of the contract covering services in the amount of $107,041.23. Funds for Phase One of the project are available in Misc. GIS Projects/Design (Account 050-9533.419.62-01, Project BG0051 - GIS Mapping Update). Phase Two for the amount of $9,833 will be proposed for the FYE16 and will only be authorized if funds are appropriated for the project in the 2016 Capital Budget.