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CONTRACT K-2021-100: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE SANBORN MAP COMPANY, INC., IN AN AMOUNT NOT-TO-EXCEED $112,562.66 TO PROVIDE 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 Del City, and ACOG. These agencies will be referred to as the Central Oklahoma Alliance of Government Agencies 2021 (COAGA 2021). This is the 10th time ACOG has coordinated an update to the regional base map and the fifth time the City of Norman has participated in the effort. Norman last updated its orthophoto, planimetric, and topographic base maps with the COAGA project in 2019. The maintenance cycle of these databases is scheduled for every two years.
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 and updated planimetric mapping. Planimetric mapping layers to be collected include the following: streets, pavement, unpaved parking, paved driveways, unpaved driveways, existing train tracks, hydrology, building footprints and height, fences, sidewalks, and contours.
DISCUSSION: Request for Proposals RFP-2021-1 by COAGA 2021 for Regional Digital Ortho Images and Associated Data was released by ACOG on December 14, 2020. Four companies responded with proposals by the due date of January 13, 2021:
• The Sanborn Map Company, Inc. (Sanborn) of Colorado Springs, Colorado
• Digital Mapping Inc. of Huntington Beach California
• Kucera International Inc. of Willoughby, Ohio
• Aerial Services, Inc. of Katy, Texas
The members of COAGA 2021 reviewed the proposals and selected Sanborn’s proposal as the best based on the proposals and COAGA member’s previous experience working with the proposing firms. The City of Norman's portion of the project will be $112,562.66 and it will add about 800 gigabytes of data to the City's computer system.
Attached are the contract and a ranking sheet. The selected proposal and the COAGA Request for Proposal 2021-1 are available for on-line review and in the City Clerk's Office.
RECOMMENDATION: Staff recommends that City Council approve Contract K-2021-100, an agreement for services with the Sanborn Map Company, Inc. based on COAGA Request for Proposals 2021-1 for aerial photography, digital orthophotography, planimetric mapping and topographic mapping not to exceed the amount of $112,562.66 payable to The Sanborn Map Company, Inc. and authorize approval of the contract covering services in the amount of $112,562.66. Funds for the project are available in Misc. GIS Projects/Design (Account 50495533.46201, Project BG0074).