Title
Surveyor’s Office recommending the Board:
1) Make findings in accordance with Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Make findings in accordance with Procurement Policy C-17, Section 3.4.2, (a) exempting the competitive bidding process, with Purchasing Agent concurrence, because "of technological, specialized and, unique character of the good";
3) Approve and authorize the Board Chair to sign Agreement 9162 with Nearmap US, Inc., for high resolution aerial imaging, for a one year term upon execution and a subscription fee of $128,000; and
4) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 9162, excluding term extensions and increases to the subscription fee, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County has had a critical need for accurate and up-to-date high resolution aerial imagery for a significant time now. The Surveyor's Office will undertake a project in Fiscal Year 2024-2025 to acquire the new imagery for the GIS Program requirements at the County. This Program requires centralized Environmental Systems Research Institute (ESRI) Enterprise GIS database software infrastructure for the management and dissemination of geospatial information through hard-copy map exhibits, online map viewers, and mobile field applications. The imagery will be made accessible through these applications for internal and external use involving GIS data capture, analysis, and reporting leveraged by the different departments, outside agencies, and the public.
To meet the Geographic Information System (GIS) related business needs of our valued stakeholders, including a myriad of different County departments, outside agencies, and the public, the Surveyors Department / GIS Division reached out to several aerial imagery providers to conduct a services cost comparison.
Based on an assessment of the market, in researching the different products and services costs offered by the different vendors, it was ultimately determined that Nearmaps US, Inc., offers the highest resolution accuracy imagery at a lower cost with a savings of approximately $40-45K a year compared to the others. In accordance with Procurement Policy C-17, departments are required to obtain authorization from the Board of Supervisors to utilize any contract for services that exceed $100,000. The Surveyor’s Office is requesting the Board approve and authorize Agreement 9162 with Nearmap US, Inc. for high resolution aerial imaging for a term of one year and subscription fee of $128,000. Funding is included in the FY 2024-25 Adopted Budget. Per Procurement Policy C-17, Section 3.4.2., Letter (a), Agreement 9162 is exempt from competitive bidding based on the distinct technological and specialized character of the services provided by the preferred vendor due to their unique patented capture technology and processing techniques, giving them a one-of-a-kind approach to capturing and delivering geospatial imagery. This purchase is for a one-year subscription for the imagery services necessary to implement the proposed project to better meet the GIS needs of the County.
ALTERNATIVES
The Board could choose not to approve the Agreement.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO, County Counsel, Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The cost for the contract subscription fee is included in the FY 24/25 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain Board Chair signature on Agreement 9162 and return a copy of the fully executed agreement to CAO Fiscal, attention Kelley Lawrie.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Brian Frazier, County Surveyor