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HomeMy WebLinkAbout2014-09-09 - AGENDA REPORTS - LA REGION IMAGERY AQUISITION (5)Agenda Item: 6 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Kevin Tonoian DATE: September 9, 2014 SUBJECT: AWARD CONTRACT TO PARTICIPATE IN THE LOS ANGELES REGION IMAGERY ACQUISITION CONSORTIUM DEPARTMENT: Administrative Services RECOMMENDED ACTION City Council: 1. Direct staff to execute a Participant Agreement with Los Angeles County (County) and award contract to Los Angeles County for an amount not to exceed $83,200 for the purchase of high-quality aerial imagery and elevation datasets. 2. Authorize the City Manager or designee to execute all contracts and associated documents, contingent upon the appropriation of funds by the City Council in the annual budget for such Fiscal Year, and execute all documents subject to City Attorney approval. BACKGROUND In May 2008, the City Council authorized staff to enter into an agreement with Los Angeles County to participate in the Los Angeles Region hnagery Acquisition Consortium (LAR -IAC). This program, organized by the County of Los Angeles Chief Information Office, provided the City with high-quality and accurate aerial imagery and elevation data products, and was formed with the purpose of making these aerial images available at a cost that would be far less if acquired through independent acquisition. If the City were to independently contract for data comparable to what is provided through the County's program, the cost to the City would be almost 80% more. Staff is recommending the City continue to participate in the LAR -IAC Program to obtain updated aerial imagery of the Santa Clarita Valley. Participants in the Consortium include the �� County of Los Angeles, more than 25 additional cities (such as Glendale, Pasadena, Los Angeles, and Torrance), and public -sector organizations (including Caltrans). As in 2008, the project will capture digital aerial imagery data and related photogrammetric services for the 4,100 -square -mile Los Angeles County area. Consortium members will be provided with highly accurate digital aerial imagery and other data with Geographic Information System (GIS), web -mapping systems, computer-aided design (CAD), and engineering design applications. Delivery includes near -infrared imagery, oblique imagery, elevation data, and topography line data. Staff expects to receive this data prior to the end of calendar year 2014. ALTERNATIVE ACTIONS 1. Do not approve the award of this contract. 2. Other alternatives as identified by Council. FISCAL IMPACT Sufficient funds for this expenditure were anticipated and appropriated by the City Council as part of the Fiscal Year 2014-15 budget adoption process. ATTACHMENTS LAR-IAC4 Agreement ATTACHMENT III PARTICIPANT AGREEMENT BY AND BETWEEN THE COUNTY OF LOS ANGELES AND PARTICIPATING ENTITIES FOR THE LOS ANGELES REGION - IMAGERY ACQUISITION CONSORTIUM 4 ("LAR-IAC4") PROJECT This Participant Agreement (Agreement) is made and entered into by and between the County of Los Angeles (County), a political subdivision of the State of California, and City of Santa Clarita, a California city, special district, or agency. Each individual city, district, or agency is referred to herein individually as a "Participating Entity" and collectively as the "Participating Entities". The County and the Participating Entities are hereinafter referred to collectively as the "Parties" and each individually as a 'Party". A. WHEREAS, County has planned to acquire new digital orthogonal and oblique aerial imagery in the winter of 2013-2014 Project; B. WHEREAS, County has become aware that various Participating Entities have similar projects currently underway or plans to undertake similar projects in the near future; C. WHEREAS, in order to avoid the duplication of efforts and costs by the Parties, the Parties desire to pool their resources to collectively undertake the Project; and D. WHEREAS, the Parties intend to participate in the Project upon the terms and conditions set forth herein below. NOW, THEREFORE, in consideration of the mutual covenants herein set forth and the mutual benefits to be derived therefrom, the Parties agree as follows: 1. Purpose The purpose of this Agreement is to provide a vehicle for the collective participation in the Project by the Parties. The Project shall focus on the acquisition of certain aerial imagery digital data which may include, but are not limited to, products listed in Attachment A ("Digital Data"). It is the intent of the Parties that Digital Data shall be acquired under this Agreement for areas within the County of Los Angeles covered by the jurisdictions of the Parties. Page 12 LAR-IAC4 Participant Agreement -f 2. Responsibilities of the County A. Identify and provide specifications for Digital Data (or their derivatives) to the contractors hired to complete the Project. B. Develop all necessary procurement documents for necessary services to be provided by one or more qualified contractors in connection with the acquisition and administration of the Digital Data. C. Select the most qualified contractor or contractors to provide the necessary services in connection with the acquisition and administration of the Digital Data and thereafter, manage the entire acquisition and administration of the Project. D. With the assistance of one or more selected contractors, provide Quality Control (QC) for all Digital Data delivered under this Agreement. E. Arrange for the delivery of the Digital Data (or portions thereof) to the Participating Entity upon Project completion. F. Provide monthly reports to the Participating Entities on the status of the Project. 3. The Participating Entity Has the Right to A. Participate in identifying and providing technical specifications for the Digital Data (or their derivatives). B. Provide currently available geodetic points (with necessary standards and accuracy) for County's QC process. D. Acquire additional digital aerial products from the contractors through this agreement, provided that a Statement of Work is attached as Exhibit A.1. County assumes no liability for the completion of these products. 4. Mutual Responsibilities; Maximum Contribution The Parties shall be mutually responsible for the following: A. Financing the acquisition and administration of the Digital Data including, but not limited to, costs related to QC and the subsequent distribution thereof. The total cost of such acquisition and administration (Total Cost) shall be allocated among the Parties and the Participating Entities. The portion of the Total Cost allocated to a Party hereunder shall be hereinafter referred to as the Party's "Maximum Contribution." Each Participating Entity will transfer its Maximum Contribution to a special trust account which has been established by the County for this Project (Trust Account) and as further described in Paragraph 5 of this Agreement. Page 13 LAR-IAC4 Participant Agreement The Maximum Contribution of the Participating Entity shall be $83,201.66. B. In the event the Project is terminated for any reason before the execution of any contract with a contractor for the provision of goods and/or services in connection with the Project, each Participating Entity shall be refunded its Maximum Contribution (or such portion of the Maximum Contribution as shall have been paid to the County by such Participating Entity) in its entirety. 5. Payment of Maximum Contribution; Administration of Trust Account A. A Participating Entity shall have the following options in paying its Maximum Contribution to the County hereunder: The Participating Entity may elect to pay its Maximum Contribution to County in its entirety upon execution of this Agreement. i. The Participating Entity may elect to pay its Maximum Contribution to County as follows: (a) fifty percent (50%) of the Maximum Contribution upon its execution of this Agreement; and (b) fifty percent (50%) upon delivery of the Digital Data to the Participating Entity. B. The Trust Account established by the County in connection with the Project, shall be subject to the following: All funds held in the Trust Account shall be used solely for the payment of contractors selected by County to provide goods and services in connection with the Project. Any funds held in the Trust Account not expended upon the completion of the Project or the termination of this Agreement shall be held, administered, and returned to Parties based on their prorated contribution to the total costs of the Project. 6. General Terms and Conditions Page 14 A. This Agreement shall take effect upon execution and shall remain in effect through final delivery of all Digital Data and through the duration of the license - use term. B. The term of this Agreement may be extended by an Amendment to this Agreement. C. It is the intention of the Parties that the Participating Entity shall receive, with the delivery of the Digital Data, an unlimited irrevocable perpetual, royalty - free license. The license may be used to, modify, edit, reuse, reproduce, LAR-IAC4 Participant Agreement Page 15 translate, create derivatives, compile, other works based upon the Digital Data, and combine the data with other contents selected by the Participating Entity in its own operation, with an unlimited number of seats, including, but not limited to Internet and intranet applications, copying, and printing. D. The Participating Entity shall have the right to transfer, sublicense, and distribute any form of media either now known or hereinafter desired the Digital Data to its subcontractors or consultants on projects which are outsourced from its own operations. In this connection, the Participating Entity shall require each subcontractor or consultant to whom the Digital Data is transferred to execute a written acknowledgement and agreement to abide by such Participating Entity's license to use the Digital Data. Such acknowledgement and agreement is provided in Attachment B (Authorized User Confidentiality and Non -Disclosure Agreement). E. Notwithstanding any provision of this Agreement to the contrary, a Participating Entity shall not have the right to sell, resell, or otherwise transfer its license to use the Digital Data to any other person or entity. F. This Agreement may be amended or modified by County only after collaboration and consultation with the Participating Entities. G. Nothing in this Agreement shall be construed to give any person or entity, other than the Parties hereto, any legal or equitable right, remedy, or claim under or in respect to this Agreement or any provision herein contained. This Agreement and the provisions hereof are intended to be and are for the sole and exclusive benefit of the Parties. H. No Party may terminate its participation under this Agreement after the execution of contract(s) for the acquisition of the Digital Data without the prior written consent of County. I. Any other California city, special district, or agency may become a Participating Entity under this Agreement if (i) Such entity executes this Agreement, and (ii) Such entity makes its Maximum Contribution to County as provided for under this Agreement. Any such contribution shall be deposited into the Trust Account and administered in accordance with sub- paragraph 5.6 of this Agreement. J. This Agreement may be executed in counterparts and the signed counterparts shall constitute a single instrument. The signatories to this Agreement represent that they have the authority to bind their respective party to this Agreement. LAR-IAC4 Participant Agreement r� IN WITNESS WHEREOF, the parties have executed this Participant Agreement for the Los Angeles Region — Imagery Acquisition Consortium 4 Program on the date indicated below. PARTICIPANT ENTITY City of Santa Clarity By: Date: Page 16 COUNTY OF LOS ANGELES CHIEF INFORMATION OFFICE By: Richard Sanchez Chief Information Officer Date: LAR-IAC4 Participant Agreement N ATTACHMENT IV DIGITAL DATA All data will be acquired in 2014 unless otherwise noted. Digital Aerial Orthogonal Imagery • 1 foot pixel resolution for Urban Areas from 2012 • 1 foot pixel resolution for Urban Areas from 2013 • 4 inch pixel resolution for Areas 1 and 3 (see Map 1 below) from 2014 • 1 foot pixel resolution for Area 2 (see Map 1 below) from 2014 Digital Aerial Oblique Imagery • 4 inch pixel resolution (neighborhood and community shots) for Area 1 (see Map 2 below) • 12 inch pixel resolution (community shots only) for Area 2 (see Map 2 below) Building Outlines • Building outlines for all of Los Angeles County over 400 square feet, including status information (added, demolished, updated). Digital Elevation Data • Digital Elevation Model (DEM) with 2.5 foot spacing. • Digital Terrain Model (DTM) with 2.5 foot spacing. • Digital Surface Model (DSM) with 2.5 foot spacing. • 1 -foot contours derived from LIDAR in the urban Areas. • 2 -foot contours derived from LIDAR in the National Forest. Derived Datasets • Normalized Difference Vegetation Index (NDVI). • Solar Model. • Raster Tree Canopy Model. • Raster Building data Model. • Hillshade based upon the 2.5 foot DEM. • Slope based upon the 2.5 foot DEM. • Raster Height Model. Map 1: Areas for Orthogonal Imagery Products VENN COUNT/ VEWUIU COUNT! Legend Area t - a mph - Area 2. f foot Ortho Imagery Grid OLas Angeles County Boundary Page 18 Los Angeles Region - Imagery Acquisition Consortium Project Areas and Tile Grid -t7r:, ORANGE COUNW A LARICIC LOS ANON£S COUNTY �,3lauenl ditA R.M Mw Temples Lw Arye CAW12 Maar 5 2 LAR-IAC4 Project Area Maps VENTURA COUNTY Map 2: Areas for Oblique Imagery Products NERN COUNTY n ORANGE COUNTY COUNTY t Capture Type CommuMy 2 -Way. No NeghE , 040 CommuMy 2 -Way. NegNEo0 4My CammuMy 2-Wey. NeighE rhoW 6V ft COmmuMy 4 -My. W Nega[gTOotl CommuMy 4 -Way, NegMareooE 4-WWYy Page 19 LAR-IAC4 Project Area Maps Los Angeles Region - Imagery Acquisition Consortium LAR�CIC Oblique Imagery Grid and Capture Types LOSAWEf SCQUNI (kpW .NRe9xxialgarvm'g ' (w Argabs, CA 90012 �A, AWM 13, W19 LAR-IAC4 Project Area Maps