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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 1 for DWSD Contract 6002881 with Nearmap Inc., to continue providing Annual Aerial Imagery Services of the City of Detroit - requesting to add $224,000.00 and extend the term by a period of 3 years, for a new total amended contract amount not-to-exceed of $464,000.00. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
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Agenda of October 19, 2022
Item No. 22-0939
Proposed Amendment No. 1
Contract No.: 6002881
Contractor: Nearmap Inc., 10897 S. River Front Parkway, Ste 150, South Jordan, UT 84095
Current Contract Amount: $240,000.00
Proposed Amendment No. 2 Amount: $224,000.00
Proposed New Total Contract Amount: $464,000.00
Current Contract Term: 3/15/21 - 3/14/24
Proposed Amendment No. 1 Term Extension: 4/1/24 - 3/13/27
Proposed New Contract Term: 3/15/21 - 3/13/27
TO: The Honorable
Board of Water Commissioners City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment 1 to DWSD Contract 6002881
Annual Aerial Imagery services
Nearmap Inc.
MOTION
Upon recommendation of Marqaicha Welch, Operations Resource Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 1 for DWSD Contract 6002881 with Nearmap Inc., to continue providing Annual Aerial Imagery Services of the City of Detroit - requesting to add $224,000.00 and extend the term by a period of 3 years, for a new total amended contract not-to-exceed amount of $464,000.00. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
In an effort to update and maintain an accurate impervious surface database of the City of Detroit, DWSD requires a contract to provide impervious surface mapping and classification on an annual basis, which is to be based on aerial imagery captured each year using "leaf off' and "no snow" conditions. Aerial imagery is provided for under a contract with Nearmap Inc.
This contract is for aerial imagery capture services to support billable impervious acreage assessments for property parcels within the City of Detroit. The scope of work under this contract provides professional imagery capture services up to three (3) times per calendar year (spring, summer, fall); access to historical imagery sets; and allows the use of the spring image on public-facing viewers. DWSD can utilize three images per year but reserves the right to increase or decrease the quantity at its sole discretion.
The proposed Amendment No 1 is requesting additional funds and extending the term. This contract amendment will allow for the consistency of the data and multiple image captures on a multi-year contract.
PROCUREMENT METHOD
The solicitation was competitively solicited under Request for Proposals (RFP) No. 468282. It was advertised and posted on the Michigan Inter-Governmental Trade Network (MITN) website for 36 calendar days. No addenda were posted. Notices were sent to 52 firms subscribing to the relevant NIGP code(s), of which 21 firms downloaded the RFP document. Four proposals were received.
Each of the four (4) proposals were first verified as responsive and responsible. An evaluation committee reviewed the technical proposals and scored them in accordance with the DWSD Procurement Policy. Then the committee reviewed and scored the cost proposals. Nearmap was the highest ranked Proposer and was recommended for the contract award. The contract was also approved at Mayoral review on 3/10/21.
The DWSD IT Department is requesting Amendment No. 1; requisition #499384 was submitted and approved on 8/19/22. It is requesting an additional three years and an additional $224,000 in contract funding, for a new not-to-exceed contract amount of $464,000 and a new expiration date of 3/13/27.
Nearmap’s clearances are expired; they have submitted a renewal request. A formal amended contract document will be routed for signatures. Per DWSD procurement protocol and past precedence, no further approvals are required.
SUMMARY
Contract No.: 6002881
Initial Contract Amount: $240,000
Proposed Amendment No. 1 Amount: $224,000
Proposed New Total Contract Amount: $464,000
Initial Contract Current Term: 3/15/21 - 3/14/24
Proposed Amendment No. 2 Extension: 4/1/24 - 3/13/27
Proposed New Contract Term: 3/15/21 - 3/13/27
Funding Source: O&M Funds
GL String(s):
5720-20168-483301-622302-000205-10790-0000-000000 - 38.2 % Water
5820-20179-493301-622302-000226-15805-0000-000000 - 61.8 % Sewer
Projected Fiscal Year (FY) Contract Expenditures:
FY 23-24 $75,000.00
FY 24-25 $75,000.00
FY 25-26 $75,000.00
This proposed amendment was presented to the BOWC Finance Committee on October 5, 2022. Per DWSD procurement protocol, Mayoral approval will also be obtained.