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CONTRACT K-1819-90: A CONTRACT BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND THE SANBORN MAP COMPANY, INC., IN AN AMOUNT NOT-TO-EXCEED $140,803.61 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 Midwest City, City of Moore, City of Del City, and ACOG. These agencies will be referred to as the Central Oklahoma Alliance of Government Agencies 2019 (COAGA 2019). This is the 8th time ACOG has coordinated an update to the regional base map and the fourth time the City of Norman has participated in the effort. Norman last updated its orthophoto and planimetric base map with the COAGA project in 2017. 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 2019-1 by COAGA 2019 for Regional Digital Ortho Images and Associated Data was released by ACOG on November 21, 2018. Five companies responded with proposals by the due date of December 7, 2018:
The Sanborn Map Company, Inc. (Sanborn) of Colorado Springs, Colorado - Ranked #1
Surdex Corporation of St. Louis, Missouri - Ranked #2
Kucera International Inc. of Willoughby, Ohio - Ranked #3
Digital Mapping Inc. of Huntington Beach California - Ranked #4
Lidar America Inc. of Fullerton California - Ranked #5
The members of COAGA 2019 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 $140,803.61 and it will add about 800 gigabytes of data to the City's computer system.
Attached are the contract and a purchase requisition for the contract. Due to the length of the documents, the selected proposal and the COAGA Request for Proposal 2019-1 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-1819-90, an agreement for services between: The Sanborn Map Company, Inc. and the City of Norman, based upon COAGA Request for Proposals 2019-1 for aerial photography, digital orthophotography, planimetric mapping and topographic mapping not to exceed the amount of $140,803.61 payable to The Sanborn Map Company, Inc. and authorize approval of the contract covering services in the amount of $140,803.61. Funds for the project are available in Misc. GIS Projects/Design (account 050-9533.419.62-01, Project BG0074).