Loading...
HomeMy WebLinkAbout2017-01-23 Notice Aerial Imagery and Aerial Mapping Services RFP 17-01 �1 Nu4 1t Po r t I„;���4� ���m Capital Projects and Engineering 250 Madison, Suite 2R Fin wnsen Port Townsend, WA 98368 360-379-5096 REQUEST FOR PROPOSALS RFP 17-01 Issue Date: January 23, 2017 Notice is hereby given that proposals will be received by the City of Port Townsend, Washington fo r: Aerial Imagery and Aerial Mapping Services Introduction The City of Port Townsend, Washington ("City") is seeking a qualified vendor to perform photogrammetric services. The City intends to contract with the successful respondent ("Vendor") to finalize a project plan, including delivery schedule, in preparation for a March, 2017 aerial mapping project. The project area includes Port Townsend and adjoining areas totaling approximately 19.4 square miles. Request for Proposal Submittal Requirements Request for Proposal must include the following information: • A cover letter/statement of interest indicating your firm's interest in offering these services and highlighting its qualifications to perform the work; • A minimum of three references relating to the services being requested with full name, title, address, phone and email addresses. Project Manager/Communications All Vendor communications up to the point of Vendor selections are to be directed in writing to the Project Manager listed below. Any oral communications will be considered unofficial and non-binding on the City. Project Manager: Tyler Johnson Address: City of Port Townsend 250 Madison Street, Suite 2R Port Townsend, WA 98368 tjohnson @cityofpt.us 1 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Date Release RFP January 25, 2017 Vendor Questions (if any) due February 1, 2017 Answers to Vendor RFP questions released February 3, 2017 Proposals due February 10, 2017 Interview of short list (if needed) February 17, 2017 Vendor Selected February 24, 2017 Survey Control March Aerial Flight Late March Project Completion June 30, 2017 Proposal 1. Cover Letter The cover letter must be signed by an individual legally authorized to bind the submitter to both its proposal and proposed pricing. The cover letter must contain the following information. a. Name, title, address, email address, and telephone number of the person (or persons) to contact who is authorized to represent the firm and to whom correspondence should be directed. b. The submitter's federal and state taxpayer identification numbers. 2. Proposal Summary Summarize your proposal and your firm's qualifications to do this work. 3. Technical Approach Address in detail the methodology you will use to meet or exceed the technical specifications of this project as described in the scope of work. 4. Project Completion Schedule Provide a schedule or a timeline for completion of the various phases of this project. 5. Other Information a. Company Information i. Company name, office address, contact person (name/title), contact information 2 ii. Parent company name (if any), address, contact person (name/title), contact information iii. Person to contact in regard to the proposal (name/title), contact information iv. Subcontractors, if any; company name, office address, contact person (name/title), contact information V. City of Port Townsend Business License (Required if Vendor is selected for the project) b. Client References (please list up to five that have occurred in the last five years) i. Client name, contact person, contact information ii. Name and/or description of project iii. Approximate budget iv. Approximate timeline 6. Proposed Pricing Please provide a fixed fee total for all services included within this RFP's scope of work. Scope of Work This project involves all work and photogrammetric processes necessary to create high quality color orthophotography. The primary deliverable for this Project is: Product Extent Format Orthophotography (0.25' pixel 3,000' x 3,000' tiles TIFF, GeoTIFF, MrSID resolution; 8 bit color 1. Task 1— Project Planning In this Task, the Vendor will attend a kickoff meeting with the City to review the Vendor project plan. At this juncture it is expected that the contracted scope of work will be detailed and complete. This meeting is an opportunity to clarify any remaining questions or issues about the project and how it is to proceed. The goal is to finalize the entire body of work to be completed, roles and responsibilities, timeline, and critical quality metrics. Specifically, the City Project Manager, Vendor Project Manager, and City staff will review: • Accuracy Requirements • Project Area Map • Survey Control • Imagery Acquisition • Imagery Quality Parameters • Schedule • Budget and Invoicing 3 • Communication Plan • Remaining Questions or Issues 2. Task 2— Flight Planning In this task, the Vendor will develop a flight plan for collecting digital imagery for this project. The optimal leaf-free flight window in the Puget Sound area is very short due to sun angle and unpredictable spring weather conditions. The flight planning task is a critical project milestone in that the Vendor must commit aircraft, equipment, and staff resources to a data collection window that is uncertain at best. The selected Vendor must commit to perform the aerial mission in its entirety at the first opportunity after March 18, 2017 that meets the required aerial photography mission requirements. The scope of work is the acquisition of aerial imagery suitable for production of high- resolution color orthophotography for the project area. The project extent is approximately 19.4 square miles and subject to minimal changes prior to beginning this task. The full extent of the Project area including water areas and applicable overlaps must be collected. The City will provide a shapefile delineating the areal extents for the Vendor's use in Project planning. The Vendor flight plan should address: • Project area flight line and premarking requirements • Coverage to the full extent of Project area tiles regardless of land/water boundary • Sensor make and model with current USGS certification • Type of aircraft, camera mount, and airborne GPS configuration • Use of airborne GPS with ground control stations • Image overlap including treatment at project edge • Use of NAD83 (1991) horizontal datum, NAVD88 vertical datum, and U.S. Survey Foot mapping units • Timeline identifying critical path tasks such as premarking • Quality assurance/quality control procedures to be used in imagery collection • 0.25'-pixel color orthophotography at 1:480 (1"—40') mapping scale • Specific Vendor-City communication protocol • Contingency options for weather, aircraft, and/or equipment issues 3. Task 3—Survey Control Plan In this task, the Vendor will develop a survey control plan. The City will provide existing survey data, which the Vendor will review and recommend the amount and distribution of supplementary horizontal and vertical ground control required to meet the project's requirements. It is the Vendor's responsibility to verify both the existence and suitability of existing ground control. The Vendor will then determine which of the existing control monuments can be utilized as ground control, select locations for additional ground control that will be needed (if any), and establish additional control points. 4 4. Task 4— Flight(s); Imagery Collection In this task, the Vendor will conduct the aerial imagery collection mission asset out in Task 2, Flight Plan. The Vendor will schedule and execute the aerial mission(s) per the plan, utilizing the first opportunity after March 15, 2017 that meets the basic aerial imagery requirements (satisfactory weather, sun angle, etc.). Imagery must not be collected when the ground is obscured by haze, snow, smoke, dust, or other environmental factors that may hide ground detail. Clouds and/or shadows of clouds shall not appear in the imagery to minimize ground object shadows, the sun angle/altitude will not be less than 40 degrees above the horizon when the imagery is collected. The Vendor will gather extra aerial imagery utilizing additional overlap to minimize feature "lean". 5. Task 5— Imagery Review As flight(s) are completed and aerial imagery is available, Vendor will proceed to review the imagery including those spot exposures covering areas of elevated structures, in accordance with the agreed upon specifications. The imagery must support the production of high quality orthophotography and other deliverables listed earlier. The goal of this task is to identify unacceptable imagery, if any, so that reflights can be scheduled with all due haste. The Vendor will utilize the production environment, equipment, procedures, trained staff, and specifications agreed to in the Task 1 kickoff meeting. If specifications must be adjusted, the Vendor will fully disclose this to, and obtain concurrence from, the City before proceeding. Of particular importance are any quality issues pertaining to radiometry, geometry, cleanliness, image coverage, file naming, and usability for analytical aerotriangulation (AAT) as well as orthophotography production. Rework will be identified and scheduled as necessary. The City expects that the imagery collection task will be substantially complete before AAT begins. 6. Task 6—Aerotriangulation The Vendor will utilize the reviewed/accepted imagery, survey control, airborne GPS (photo center positions), and state of the art software solutions to complete this task. At the conclusion of this task, the Vendor Project Manager will brief the Project Manager on the task outcome, including the incidence of errant, discarded, or anomalous network points, and the resolution of these gaps. The mapping specifications to be used in this and all subsequent production are: Datumns/Units NAD83 (1991)— Horizontal Datum NAVD88—Vertical Datum U.S. Survey Feet Projection/Coordinate System Washington State Coordinates (North Zone) 5 7. Task 7—Orthophoto Production In this task, the final orthophotography production will be completed, including all rectification, mosaicking, graphic editing, and clipping of final tiles. The City is seeking as orthophoto deliverables only the highest image quality reasonably attainable through current photogrammetric industry best practices. This includes such parameters as image sharpness, color balance, detail visibility in shadow and highlight areas, treatment of buildings and elevated structures, defects and blemishes, geometry (including edgematching between adjacent images), and treatment of seam lines. Regardless of the somewhat subjective nature of orthophotography quality control, the City expects that the selected Vendor will propose, implement, and achieve a uniformly high standard of orthophoto quality on this Project. The City will work closely with the selected Vendor at the beginning of the Project to establish clear product acceptance criteria. 8. Task 8— Deliverable Review/Acceptance This task extends throughout the Project and involves the systematic quality checking by City staff of all Vendor deliverables; the notification by the Project Manager of product shortcomings, if any; the timely reworking/redelivery of rejected Vendor deliverables, as necessary; and the final City acceptance of each deliverable. In light of the project timeline, the City's Vendor selection process will place special emphasis on 1) Vendors' demonstrated ability to meet project schedules, and 2) superior Vendor product quality. Vendor deliverables are of three types and will be reviewed/accepted as follows: a. Meetings, plan documents, communications:These are typical of any major project and are primarily for progress tracking and overall project documentation purposes. The Project Manager will review these promptly, notify and distribute to Project Team participants, contact the Vendor Project Manager as necessary for clarifications or corrections, accept, and archive. b. Interim data products:These include digital components of the production process that are used in creating the final products. Examples are the raw imagery, photo center GPS coordinates, the AAT solution/report, and mosaic seam lines. The City requires these as project deliverables for its internal QC efforts, as well as for potential use in future work. The Project Manager along with a photogrammetric industry expert will review these promptly, notify and distribute to Project participants, contact the Vendor Project Manager as necessary for clarifications or corrections, accept on behalf of the City, and archive. c. Final data products: These include the items noted in the Scope of Work Table at the beginning of this section. The following is the acceptance criteria: 6 • Deliverables will undergo a random (spot) check, and if this review reveals 10% or more incidences of defects, the products will without further review be returned to the Vendor. • Deliverables passing the spot check will undergo a thorough check, and if this review reveals 10% or more incidences of defects, the products will without further review be returned to the Vendor for correction. The Project Manager and City staff may reduce the amount of quality checks if the overall quality of deliverables appears to be high. Proposal Response Date and Location Proposals must be received at the City of Port Townsend by the date and time shown below. Date: Friday, February 10, 2017 Time: 3:00 p.m. PDT Proposals may be submitted as a PDF to cmcnabb @cityofpt.us . It is the responsibility of the proposer to confirm that the proposal was received. The City will endeavor to send an email to verify the receipt of the proposal within 24 hours. Proposers may also call Catherine McNabb at 360-379-5089 to confirm receipt of their email. Sealed paper proposals are to be addressed to: City of Port Townsend Office of the City Clerk 250 Madison Street, Suite 2 Port Townsend, WA 93868 All proposals and accompanying documentation will become the property of the City and will not be returned. Faxed proposals will not be accepted. Vendors accept all risks of late delivery, regardless of fault. Required Number of Proposals The City prefers electronic submission of proposals—for example, as an attachment to an email. Firms wishing to submit paper copies should package and clearly label one original and three copies to the address above. 7 Evaluation Criteria Vendor selection criteria are given below. When evaluating for the selection criteria the emphasis will be on the quality of the deliverables and timeliness, with pricing a far less important factor. Evaluation Criteria Possible Points Responsiveness/Completeness of Proposal (i.e., was each required 10 section completed and everything included that was required by the RFP) Experience/Qualifications (i.e., Vendor's experience working within the 40 requested services arena; Vendor's experience working with local government; Vendor's ability to meet the production schedule; Vendor's ability to successfully complete the scope of services on time and on budget; Vendor's ability to successfully work with client staff; Vender's proven success in recent projects) Technical Approach and Scope of Services (i.e., does the Vendor 40 understand what it will take to successfully achieve the goals and objectives of the requested services; does the Vendor understand the City's quality and timeline expectations; merit of proposed technical approach) Pricing 10 Total Points Possible 100 Vendor Presentation and/or Committee Interview After the proposals are evaluated, the Selection Committee will determine whether formal presentations and interviews are necessary, and if so, which Vendors may be invited to make a formal presentation and/or participate in a panel interview with the Selection Committee. The City may choose not to require formal presentations or interviews. The City may choose to contact officials from other jurisdictions regarding the Vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific Vendor in order to assist in the City's evaluation of a proposal. Finally, the City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract. Contract Award and Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the Vendor can offer. The City shall not be bound or in any way obligated until both parties have executed the City's Contract. The Vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. The existing City Professional Services Agreement is included as an 8 attachment to this RFP. Please review contract language prior to submitting a proposal. This document is for informational purposes only and is not part of the submittal requirements. The general conditions and specifications of this RFP and the successful Vendor's response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Either party may propose additional Contract terms and conditions during negotiation of the final Contract. If the selected Vendor fails to sign the Contract within five (5) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next- highest ranked Vendor. No cost is chargeable for any Vendor activity that occurs prior to the Contract execution date. 9 ATTACHMENT A Sample of the City of Port Townsend Professional Services Agreement 1. Contract Title: 2. Parties: City of Port Townsend (hereinafter "City"), and, (hereinafter, "Consultant"). 3. Total Amount: 4. Date of Contract: , 2017 THIS AGREEMENT is entered into between the above named Parties as follows: 1. Services and Performance by Consultant. The Consultant shall provide services as described in Attachment 1. 2. Payment by the City. The City shall provide by payment a total amount not to exceed the amount set forth above for services provided in this Agreement. 3. Term and Completion of Work. This Agreement shall remain in effect until completion of the services described in Attachment 1 and final payment has occurred, unless terminated in accordance with this Agreement. Work shall not commence until the City provides Consultant with written notice to proceed. The City will not issue a notice to proceed until Consultant has provided insurance as required by this Agreement. All work shall be completed by 4. Insurance Requirements. Consultant shall take out and maintain insurance as set forth in Attachment 2. 5. General Terms A. Payment Schedule and Terms 1. The project fee set forth in this Agreement is the total amount due to the Consultant for all services performed and expenses incurred under this Agreement. 2. The project fee includes direct labor costs, overhead costs, and direct(expense) costs, including materials, supplies, equipment, costs for travel, reproduction costs and telephone, facsimile and computer use incurred during the billing period. 3. The Consultant shall maintain time and expense records and provide them not more frequently than monthly to the City, along with invoices in a format acceptable to the City for work performed to the date of invoice. Consultant shall provide progress reports, scheduling and completion information on request of the City. 4. Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by the City's representative for three (3)years after final payment. Consultant will provide copies to the City upon request at no additional charge. 10 5. If the services rendered do not meet the requirements of the Agreement, the Consultant will correct or modify the work to comply with the Agreement. The City may withhold payment for such work until the work meets the requirements of the Agreement. B. Termination. The City may terminate this Agreement for cause after notifying the Consultant of its default and giving the Consultant 10 days to cure the default. Consultant will be paid just and equitable compensation as provided in Paragraph 2 for any satisfactory work completed prior to the date of termination. C. Indemnification/Hold Harmless Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the willful misconduct or negligent acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries and damages caused by the negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, and volunteers, the Consultant's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Consultant's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. D. No Partnership. The Parties agree that nothing contained in this Agreement shall be considered as in any way constituting a partnership between the City and Consultant. E. Independent Consultant. The Consultant is, and shall be at all times during the term of this Agreement, an independent contractor and not an employee of the City. The parties fully understand the nature of independent contractor status and intend to create an independent contractor relationship. The Consultant, and not the City, shall have the right to control the manner and means by which the work or services is accomplished. The City shall retain the right, however, to ensure that the work or services is being performed according to agreed-upon requirements. Consistent with this relationship, Consultant shall not be covered by any City benefit programs, such as health and welfare benefit plans, social security, workers compensation or unemployment compensation, and shall not be treated as an employee for federal or state tax purposes or any other purpose. Consultant shall be responsible for paying all taxes related to payments City makes to Consultant, including federal income taxes, self-employment(Social Security and Medicaid) taxes, local and state business and occupation taxes, and the City is not responsible for withholding for or paying any of those taxes. F. Non-discrimination. Consultant and its employees, agents and sub-consultants, if any, shall at all times comply with any and all federal, state or local laws, ordinances, rules or regulations with respect to non-discrimination and equal employment opportunity, which may at any time be applicable to the City by law, contract or otherwise, including but not limited to all such requirements which may apply in connection with employment or the provision of services to the public. G. Compliance with all applicable laws. Consultant shall at all times in connection with performance of this Agreement, comply with any and all other applicable federal, state and local laws, rules, ordinances and regulations. 11 H. Notices. All notices shall be delivered personally or may delivered by any of the following methods: mailed by certified mail, return receipt requested; regular mail; courier service; facsimile or electronic mail to the other party as their address appears of record with the City or State. In the case of notice by mail, notice shall be deemed given on the date of postmark. In case of facsimile or electronic mail, notice shall be deemed given when received. L Ownership of Documents. All work products,papers, notes, memoranda, correspondence, drawings, specifications, reports, and other documents and records of any sort produced, received, held or maintained in conjunction with the performance of this Agreement by the Consultant shall be and is the exclusive property of the City, except that the Consultant may use such materials to assist other public agencies. Upon request of the City, or upon completion of any of the services provided for in this Agreement, or upon termination of this Agreement for any reason, the Consultant shall deliver to the City, machine-reproducible in format acceptable to the City copies of any and all such materials. Once accepted by the City, Consultant shall have no responsibility for subsequent use by other persons. J. Nonwaiver. Any failure by the City to enforce strict performance of any proviso of this Agreement will not constitute a waiver of the City's right to subsequently enforce such provision or any other provision of this Agreement K. Severability. If any term or provision of this Agreement is held invalid, the remainder of such terms or provision of this Agreement shall not be affected, if such remainder would then continue to conform to the terms and requirements of applicable law. L. Legal Fees. In any lawsuit between the parties with respect to matters covered by this Agreement, the prevailing party will be entitled to receive its reasonable attorney fees and costs in the lawsuit, in addition to any other relief that may be awarded. M. Applicable Law, Venue. This Agreement shall be construed and interpreted in accordance with the laws of the State of Washington. The venue of any action shall be in the Superior Court of Jefferson County. N. Assignment or Delegation. Consultant shall not assign any of its rights or interest in this Agreement, nor delegate any of its duties hereunder to any other person, firm or entity without the express written consent of the City first being obtained. O. Modification. No modification of this Agreement shall be effective unless agreed to in writing and signed by the Parties. P. Complete Agreement. This Agreement together with the Attachments reflects the entire agreement of the parties relating to the subject matter thereof, supersedes all prior or contemporaneous oral or written agreements, or any understandings, statements,representation or promises, and is intended fully to integrate the agreement between the parties with respect to the matters described in this Agreement. Q. City Business License and Payment of Business and Occupation Tax Required. Section 5.04.030C.17 requires anyone accepting or executing a contract v, th the City to obtain a City business license and to pay, if applicable, business taxes to the City. R. Other Terms. Additional Terms (if any) are set forth in an Attachment that will be numbered Attachment 3, and initialed and dated by the parties. 12 IN WITNESS WHEREOF, the City of Port Townsend and Consultant have executed this Agreement. CITY OF PORT TOWNSEND CONSULTANT A Washington Municipal Corporation By: By: David G. Timmons, City Manager Title Mailing Address Date: , 2017 Date: , 2017 Approved as to form: Steven L. Gross, City Attorney 13 ATTACHMENT I SCOPE OF SERVICES 14 ATTACHMENT 2 INSURANCE REQUIREMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. No Limitation Consultant's maintenance of insurance as required by the agreement shall not be construed to limit the liability of the Consultant to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum ctwpe two" Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 O1 and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. 1.31. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of$1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 15 3. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. 0-thier Insurance Provision The Consultant's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. I). Acceptability 4,A Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. f.1. Verification of(,,'4,)verage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. 1V' lNo-fice of(11' tnceflation The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. G. Failure to Maintain Insurance Failure on the part of the Consultant to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Consultant to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Consultant from the City. 16