HomeMy WebLinkAbout2015-055 IGA - DOGAMI #41300-02112015 - Lidar Data
DOGAMI Contract # 41300-02112015
STATE OF OREGON
CONTRACT 41300-021122015
Lidar Data for City of Ashland
THIS AGREEMENT is made and entered into by and between THE STATE OF
OREGON, acting by and through the Department of Geology and Mineral Industries,
hereinafter referred to as "DOGAMI," and City of Ashland, hereinafter referred to as
"Ashland".
Unless otherwise stated, the designees named below shall be the contact for all
activities relating to the Work/Services to be performed under this Agreement.
Ashland Designates: DOGAMI Designates:
Name/Title: Dave Kanner / City Administrator Name/Title: Jacob Edwards/ Lidar data
Coordinator
Address: Address: 800 NE Oregon St, Suite 965
City, State zip code: Ashland, Oregon 97520 City, State, zip code: Portland, OR
97232
Phone: Phone: 971-673-1542
Fax: Fax: (971) 673-1562
Email: Email:
iacob.edwards do ami.state.or.us
1. EFFECTIVE DATE AND DURATION:
This Agreement becomes effective on the date at which Ashland and DOGAMI both
have signed this Agreement. Unless earlier terminated or extended, this Agreement
expires when DOGAMI's completed performance has been accepted by Ashland, or
June 30th, 2016, whichever date occurs first.
II. AMENDMENTS:
This Agreement may be amended. No changes to or waivers of provisions of this
Agreement will be valid until they have been reduced to writing, approved and signed by
all parties.
III. AUTHORITY:
Subject to OAR 632-001-0020, DOGAMI is authorized by ORS 516.035 to enter into
contracts or agreements with a person, a public body as defined in ORS 174.109 or the
federal government or an agency thereof, pursuant to which the department performs
geoscientific surveys or analyses. DOGAMI is the "Authorized Purchaser" to acquire
lidar data under State of Oregon Agency-Specific Price Agreement 8865 (Price
Agreement) and the manager of the Oregon LIDAR Consortium.
1
Upper Rogue 2015 Lidar Project
DOGAMI Contract # 41300-02112015
IV. STATEMENT OF WORK:
Under such authority, DOGAMI has established a multi-partner lidar collection called the
"Upper Rogue 2015 Lidar Project", and Ashland is a funding partner in that project. The
extent of the project is shown in Figure 1 of this agreement, and the project area will
cover at least 250 square miles. DOGAMI and Ashland agree that Ashland shall
provide funding for approximately 20 square miles of the total.
Agency-Specific Oregon Price Agreement (OPA) 8865 that identifies Watershed
Sciences as the lidar Contractor of DOGAMI is attached hereto as Exhibit A and by
this reference made a part hereof.
The Upper Rogue 2015 Lidar Project is over 250 square miles, so the Contractor price
for the Ashland area of interest is set at $451 per square mile. DOGAMI shall add a
22.7% project management and quality control services fee ($102 per square mile) in
addition to the direct costs charged by the Contractor to acquire the lidar data and
deliverables, as defined in section 2.1 of Exhibit A. This 22.7% fee corresponds to the
current effective federally negotiated Indirect Cost rate for DOGAMI. The net unit cost to
Ashland is $553 per square mile.
DOGAMI shall collaborate with Ashland on a best effort basis in directing the
Contractor to acquire data during leaf-off, low-water and snow-off conditions. However,
given the large scope, variable terrain, unpredictable weather, and general need to
acquire lidar data in an efficient manner and on a timely basis, Ashland hereby agrees
that DOGAMI has the sole authority to plan and authorize data acquisition by
Contractor and accept or reject the final deliverables from the Contractor. Ashland
may communicate with the Contractor exclusively through DOGAMI.
DOGAMI shall provide Ashland with regular updates, nominally on a monthly basis,
regarding the project status including amounts of data collection and data processing by
the Contractor and status of deliverables. As a funding partner Ashland is entitled to
receive all data collected for the Upper Rogue 2015 Lidar Project. Data will be provided
to Ashland when it has been finalized, and will be copied onto an external hard drive
that Ashland shall provide.
2
Upper Rogue 2015 Lidar Project
DOGAMI Contract # 41300-02112015
City of Ashland AOI ! j
Upper Rogue Phase 1 AOi
i
Upper Rogue Phase 2 A01
Upper Rogue Phase 3 - 3DEP AOI - - .
a
Exisiting Lidar j
i
i -
-
Lidar Information: Jake Edwards, DOGAMI~ , F T e P , ;~d-usC ; rac '
t.f._ h ~Es i_dFa 'eTl ~srt China H-9 he
jacob,edwards~la_dogami.state.ocus - (971) 673-1557 r ~
Figure 1. Approximate extents of the Upper Rogue 2015 Lidar Project.
V. CONSIDERATION:
A. Ashland agrees to pay DOGAMI an amount not to exceed $11,060 for
performance of this agreement. The basis for this cost estimate is: 20 square
miles x $553 per square mile.
B. DOGAMI shall invoice Ashland in accordance with the payment terms of OPA
8865 for the full amount, with all payments completed, prior to June 30 2015.
C. Ashland shall make payment to DOGAMI within 30 days after the invoice date.
Ashland agrees that such payment is necessary for DOGAMI to pay
Contractor.
D. DOGAMI agrees to submit invoices for payment to the Ashland Designate
named above.
VI. SUBCONTRACTS:
DOGAMI shall not enter into any additional subcontracts for any of the work scheduled
under this agreement without obtaining prior written approval from Ashland.
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Upper Rogue 2015 Lidar Project
DOGAMI Contract # 41300-02112015
VII. TERMINATION:
This agreement may be terminated at any time by mutual written consent of both
parties. If contract is terminated by DOGAMI after Ashland has made payment to
DOGAMI, and DOGAMI is unable to deliver LIDAR data to Ashland, all funds will be
returned to Ashland within 60 days of termination.
Ashland may terminate this agreement effective upon delivery of written notice to
DOGAMI, or at such later date as may be established by Ashland, under any of the
following conditions:
A. If DOGAMI fails to provide services called for by this agreement within the time
specified herein or any extension thereof.
B. If DOGAMI fails to perform any of the other provisions of this agreement or so
fails to pursue the work as to endanger performance of this agreement in
accordance with its terms, and after receipt of written notice from Ashland fails
to correct such failures within ten days or such longer period as Ashland may
authorize.
Termination of this agreement does not prejudice any rights or obligations accrued to
the parties prior to termination.
VIII. COMPLIANCE WITH APPLICABLE LAW:
DOGAMI shall comply with all federal, state and local laws, regulations, executive
orders and ordinances applicable to the Work under this Agreement, including, without
limitation, the provisions of ORS 279C.505, 279C.515, 279C.520, and 279C.530, which
are incorporated by reference. Without limiting the generality of the foregoing, DOGAMI
expressly agrees to comply with: (i) Title VI of the Civil Rights Act of 1964, (ii) Section V
of the Rehabilitation Act of 1973, (iii) the Americans with Disabilities Act of 1990 and
ORS 659A.142; (iv) all regulations and administrative rules established pursuant to the
foregoing laws; and (v) all other applicable requirements of federal and state civil rights
and rehabilitation statutes, rules and regulations.
IX. RECYCLED PAPER:
DOGAMI agrees to use recycled paper for all reports which are prepared as part of this
Agreement. This requirement applies even when the cost of recycled paper is higher
than that of virgin paper.
X. NON-APPROPRIATION:
The State of Oregon's obligations under this Agreement are conditioned upon Agency's
receiving funding, appropriations, limitations, allotments, or other expenditure authority
sufficient to allow Agency, in the exercise of its reasonable administrative discretion, to
meet its obligations under this Agreement. Nothing in this Agreement is to be construed
as permitting any violation of Article XI, section 7 of the Oregon Constitution or any
other law regulating liabilities or monetary obligations of the State of Oregon.
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Upper Rogue 2015 Lidar Project
DOGAMI Contract # 41300-02112015
XI. MERGER CLAUSE:
This agreement constitutes the entire agreement between the parties. No waiver,
consent, modification or change of terms of this agreement shall bind either party unless
in writing and signed by both parties and all necessary approvals have been obtained.
Such waiver, consent, modification or change, if made, shall be effective only in the
specific instance and for the specific purpose given. There are no understandings,
agreements or representations, oral or written, not specified herein regarding this
agreement.
DOGAMI and Ashland acknowledge that they have read this agreement, understand it
and agree to be bound by its terms and conditions.
AGREED:
Department of Geology & Mineral Industries:
Approved By: 0'--~ 3/ 93-6001955
Name/Title Andree Pollock, Assistant Director GS&S Date Federal ID #
City of Ashland
i
Approved By:
Name/Title Dave Kann r, City Administrator Date Federal ID #
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Upper Rogue 2015 Lidar Project
Page 1 / 1
CITY OF
ASHLAND DATE PO NUMBER
20 E MAIN ST. 6/19/2015 12928
ASHLAND, OR 97520
(541) 488-5300
VENDOR: 000212 SHIP TO: Ashland Public Works
STATE OF OREGON (541) 488-5587
DOGAMI - DEPT OF GEOLOGY AND M 51 WINBURN WAY
800 NE OREGON ST STE 965 ASHLAND, OR 97520
PORTLAND, OR 97232
FOB Point: Ashland, Oreqon Req. No.:
Terms: Net Dept.:
Req. Del. Date: Contact: Jason Weqner
Special Inst: Confirming? No
Quantity Unit Description Unit Price Ext. Price
Lidar Data Acquisition 11,060.00
Intergovernmental Aqreement
Dept of Geology and Mineral Industries
Approved by Council March 17, 2015
SUBTOTAL 11060.00
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2010 TOTAL 11, 060.00
ASHLAND, OR 97520
Account Number Project Number Amount Account Number Project Number Amount
E 670.07.29.00.60416 2,212.00
E 710.08.11.00.60140 8,848.00
Authoriz®d Signature VENDOR COPY
FORIM#3 CITY OF
ASHLAND
REQUISITION Date of request: 6115115
Required date for delivery: 6/26/15
Vendor Name Department of C Pnlnqv And Minarnl lnrh igt¢e¢
Address, City, State, Zip Attn_Tov_e Larsen, Accounts Receivable
Contact Name & Telephone Number 800 NE Oregon Street, Suite 965 Portland OR 97232
Fax Number
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization
❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon
❑ Direct Award Date approved by Council: Contract #
❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES ❑ Special Procurement Inter govern mental Agreement
$5,000 to $75,000 Agency DOGAMI
❑ Form #9, Request for Approval Date original contract approved b Council:
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached by
❑ (3) Written proposals/written solicitation Date approved by Council: March 17, 2015 (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: (Date) I
Description of SERVICES Total Cost
Acquisition of Lidar data through intergovernmental agreement. Cost shared between Public $11,060
Works and Ashland Fire & Rescue. Public Works portion is $8,848; AF&R portion is $2,212.
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
TOTAL COST
❑ Per attached quotelproposal $11,060
Project Number _ _ _ _ _ _ - _ _ _ Account Number 710 - 08 -11 - 00 - 601400 $8,848
Account Number___-__-__- Account Number 670-07-29-00-604160 $2,212
`Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures.
IT Director in collaboration with department to approve all hardware and software purchases:
IT Director Date Support -Yes / No
By signing this requisition form, I certify that the City's public contracting requirements have been satisfied.
Employee: Department Had- - VINE: 0or
' (equal to or greatetthanl$5,000)
Department Manager/Supervisor: ifr*-l _ City Administra'tor~ J
(Equal to or greaterthan $25,000)
Funds appropriated for current fiscal year. OYES % NO 'C ! Gr=~ / 9 ; /
Finance Director- (Equal to org_reaterthVn $5,000) Date
Comments:
Form #3 - Requisition
CITY OF
-ASHLAND
Council Communication
March 17, 2015 Business Meeting
Approval of an Intergovernmental Agreement for Lidar Data Acquisition
FROM:
Jason Wegner, GIS Manager, Public Works, wegnerj@ashland.or.us
SUMMARY
This is an Intergovernmental Agreement (IGA) with the Oregon Department of Geology and Mineral
Industries (DOGAMI) to acquire Lidar, a 3D map of the City.
BACKGROUND AND POLICY IMPLICATIONS:
The efficiency of the Geographical Information Systems (GIS) program is dependent on current and up
to date data. One important data component includes 3D mapping of the City, known as Lidar.
Lidar is a remote sensing method used to generate precise, three-dimensional information about the
surface of the earth. It stands for "light radar" or "light detection and ranging" and uses a laser to
collect the information. Lidar can be used to examine both natural terrain and manmade features. The
City of Ashland can use it for infrastructure related projects, specifically in the planning and design
phases for major capital projects. Forestry applications include aiding in generating tree counts and
timber volumes in the Ashland Watershed. Conservation applications include solar exposure analysis
and determining suitability for new solar panel installations.
DOGAMI has established a multi-partner Lidar collection group called the "Upper Rogue 2015 Lidar
Project," and with approval of the IGA Ashland will be a funding partner in the project.
As additional background, GIS provides many services for the City of Ashland to both internal and
external customers. In a general sense GIS provides the management, storage, editing, analysis and
sharing of spatial and geographic information. GIS applications are tools that allow users to create
interactive queries (user-created searches), analyze spatial information, edit data in maps, and present
the results of all these operations. Primary functions related to the City's GIS include traffic accident
reporting and compilation; creating and maintaining the City's utility infrastructure maps (water, sewer,
streets, storm drain, electric); development and maintenance of mobile mapping applications for field
crews; address assignments; cartographic design and production of specialty maps; and development of
other specialty applications. Public services include over-the-counter mapping; maintaining access to
digital data for general public queries and development of online web applications highlighting, among
other things, Ashland's history, parks, and cemeteries and can be found on the City's website at
www.ashland.or.us/Page.asp?NavlD=1658 8.
COUNCIL GOALS SUPPORTED:
N/A
Page 1 of 2
KA
CITY OF
ASHLAND
FISCAL IMPLICATIONS:
The cost for the Lidar project is $11,060. The Engineering Division will pay $8,848 and Ashland Fire
and Rescue will pay $2,212 from the current budget year.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approving the IGA for Lidar acquisition.
SUGGESTED MOTION:
Move to approve State Of Oregon Contract 41300-021122015 Lidar Data for City of Ashland
ATTACHMENTS:
1. State Of Oregon Contract 41300-021122015
2. Lidar Data Area Map
Page 2 of 2
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