SR 05:042 - Laserfiche WebLink

In connection to this agreement, the partners requested the consultant provide an estimate of project costs based on the project coverage area (Exhibit A of Attachment B) and the scope of work and project specifications (Attachment C). The flight portion of the project is scheduled for the end of February or early March 2005 to assure optimum aerial visual conditions of the project area. The deliverables will include orthographically corrected color digital imagery and contour information (for planning, utilities management, engineering, wildlands emergency response, and general GIS use), and a digital terrain model (DTM) for the entire project area for each of the three agencies. All Cities and Zone 7 have reviewed project information and determined it to be satisfactory. A map of the project coverage area is included as Attachment D. The purchasing policies of the Cities of Livermore and Dublin and Zone 7 enable them to utilize services of the consultant under contract as a sole provider of these professional services. However, considering the amount of time that has lapsed since this project was last bid, the total value of the project, and the fact that the consultant would not meet our current definition of "sole source provider," Pleasanton would typically conduct a public bid for this project. Notwithstanding this fact, staff is recommending Council approval of the agreements based on a number of factors. First, the City did conduct a comprehensive public bidding process in 2001 and determined that the consultant was the most qualified bidder. Based on previous experience, it is highly likely that, even though competitors are available, the consultant would be determined most qualified during another proposal process. Second, while the City of Pleasanton acted as the lead agency for the previous selection process, the City of Livermore has assumed this role for this project and it conducted the selection process in accordance with its purchasing policies. Finally, Pleasanton would experience significant cost increases if it selected to do this work without the financial and administrative cooperation of the other Cities and Zone 7. As indicated on Attachment E, doing the project without this coordination would increase costs from an estimated $69,209 to $133,218. As a result, staff has determined that moving forward with the recommended agreements is in the best interest of the City. If Pleasanton assumes the role of lead agency for the next related project, it will pursue a public bidding process. Based on the unique cooperation involved with this project, the partners will enter into a MOA to share data developed as a result of the project and a service agreement with HJW Geospatial, Inc., to conduct the fly-over and provide the data. The Cities and Zone 7 will pay the consultant for the purchase of its share directly based on the total square miles of area covered. Attachment E details the cost breakdown and cost savings expected as a result of the coordinated effort. SR 05:042 Page 3