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The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 2 for DWSD Contract 6002281 with Ecopia Tech Corporation, to continue providing Impervious Surface Delineation and Classification of Aerial Imagery of the City of Detroit - requesting to add $225,000.00 and extend the term by a period of 3 years, for a new total amended contract not-to-exceed amount of $533,000.00. 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. 22-0936
Proposed Amendment No. 2
Contract No.: 6002281 (CS-1959)
Contractor: Ecopia Tech Corporation, 101 College St, Suite 401, Toronto, Ontario M5G 1L7
Current Contract Amount: $308,000.00
Proposed Amendment No. 2 Amount: $225,000.00
Proposed New Total Contract Amount: $533,000.00
Current Contract Term: 7/1/19 - 6/30/23
Proposed Amendment No. 2 Term Extension: 7/1/23 - 6/30/26
Proposed New Contract Term: 7/1/19 - 6/30/26
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed Amendment 2 to DWSD Contract 6002281
Impervious Surface Delineation Classification of Aerial Imagery
Ecopia Tech Corporation
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 2 for DWSD Contract 6002281 with Ecopia Tech Corporation, to continue providing Impervious Surface Delineation and Classification of Aerial Imagery of City of Detroit - requesting to add $225,000.00, and extend the term by a period of 3 years, for a new total amended contract not-to-exceed amount of $533,000.00. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
In compliance with federal regulations, the Detroit Water and Sewerage Department (DWSD) provides billable impervious acreage assessments for property parcels in Detroit. This includes runoff and snowmelt that flow from rooftops, parking lots, and other hard, impervious surfaces into the City's combined sewer system. Since 1975, most DWSD customers have been paying for drainage. DWSD has updated its billing system information to ensure all parcels that drain to the City's combined sewer system are billed for their fair share of drainage costs. The updated billing calculation is based on the amount of impervious (non- permeable) area within a parcel.
As the City of Detroit continues to experience growth, impervious surface areas are rapidly changing due to both demolitions and new construction projects. As a customer's drainage charge is a direct reflection of the amount of impervious area within their parcel, it is imperative that DWSD maintain accurate and up-to-date information on impervious surface throughout the City of Detroit. Furthermore, as the type of impervious surface of a property impacts engineering analyses done on that property when a customer is working with DWSD to identify cost-effective stormwater management practices, this classification must be categorically defined.
In an effort to update and maintain an accurate impervious surface database of the City of Detroit, DWSD requires this contract to provide impervious surface mapping and classification on an annual basis, which will be based on the annual aerial imagery captured in the spring of each year using "leaf off' and "no snow" conditions. Aerial imagery is provided for under a separate contract with Nearmap Inc. and will be re-solicited soon to line up with this contract.
Amendment No. 1 was requested to assist City of Detroit’s DoIT in their goal of producing a right of way dataset for use by all city departments and to add additional land cover classifications including medians, berms, sports fields, swimming pools, grass, bare land, trees, and water bodies. While the change in scope does not directly benefit DWSD at this time; improving the accuracy of parcel data will allow DWSD to perform calculations more accurately on impervious surfaces, asset locations, and public right of way location and access.
The proposed Amendment No 2 is requesting additional funds and extending the term. This contract amendment will allow for the consistency of the data, a proprietary image classification algorithm and a discount on a multi-year contract. The multi-year discount will save DWSD approximately $33,000 per year.
PROCUREMENT METHOD
The solicitation was competitively solicited under Request for Proposals (RFP) No. 468596. It was advertised and posted on the Michigan Inter-Governmental Trade Network (MITN) website on 4/23/19 through 5/22/19. No addenda were posted. Notices were sent to 304 firms subscribing to the relevant NIGP code(s), of which 33 firms downloaded the RFP document. One proposal was received.
A low bid inquiry was performed; it appears the lack of interest was due to the resources available to Proposers, as well as the specialization of this field which does not have a large vendor pool.
Amendment No. 1 Requisition #489704 submitted by DOIT and was approved on 7/12/21. The request expanded the scope of work and added $60,000 to the total contract amount to cover these additional services for the remainder of the contract term of 6/30/23.
The DWSD IT Department is requesting Amendment No. 2; requisition #499446 was submitted in Fusion and approved on 8/19/22. They are requesting an additional three years and adding $225,000 for a new not-to-exceed contract amount of $533,000 and a new expiration date of 6/30/26.
Ecopia’s clearances expire on 1/18/23. A formal amended contract document will be routed for signatures. Ecopia is based in Canada and is not a Detroit firm.
SUMMARY
A. Contract No.: 6002281 (CS-1959)
B. Initial Contract Amount: $248,000
C. Amendment No. 1 Amount: $60,000
D. Proposed Amendment No. 2 Amount: $225,000
E. Proposed New Total Contract Amount: $533,000
F. Initial Contract Current Term: 7/1/19 - 6/30/23
G. Proposed Amendment No. 2 Extension: 7/1/23 - 6/30/26
H. Proposed New Contract Term: 7/1/19 - 6/30/26
I. Funding Source: O&M Funds
J. 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
K. 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 DWSD Finance Committee on October 5, 2022. Per DWSD procurement protocol, Mayoral approval will also be obtained by DWSD.