AR 062006 Aerial Topographical survey services

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ITEM #16 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF JUNE 20, 2006 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR &— SUBJECT: AWARD BID FOR AERIAL TOPOGRAPHICAL SURVEY SERVICES DATE: JUNE 5, 2006 BACKGROUND: The City implemented its GIS program in 1996 and utilizes ESRI ArcGIS products and AutoCad to provide for its mapping needs. In order for the GIS data to be current, the City conducts periodic aerial topographic surveys to include orthophotography, topographic data, and planimetrics. The City's last full aerial survey was flown/completed in 1998 by HJW GeoSpatial, Inc (formerly Hammon, Jensen, Wallen & Associates). DISCUSSION/ANALYSIS: Diligent effort was made to solicit competitive proposals for Aerial Topographical Services. On March 9t', 2006 the Request for Proposal was distributed to 8 potential bidders, and posted on the City's website. Staff obtained formal proposals from the following: 1. HJW GeoSpatial, Inc. $ 49,500 2. Vertical Mapping Resources, Inc. $ 77,520 3. Digital mapping, Inc. $225,000 The large variance in price was due to a) Vertical Mapping Resources, Inc's extensive use of subcontractors and b) Digital Mapping, Inc's methodology to dedicate its aircraft solely for this project. All three proposals were evaluated based on the criteria listed in the RFP, including Quality of Workplan/Methodology, Ability to Perform, and Overall Cost. On May 4t', 2006 the evaluation team invited HJW GeoSpatial, Inc., and Vertical Mapping Resources, Inc. to participate in a Best & Final round of negotiations. Vertical Mapping Resources, Inc. reduced its price by $2,020; HJW GeoSpatial, Inc aggressively bid the initial proposal and could not discount its offer any further. As a result, staff requests authorization to award the Aerial Topographical Services to the lowest responsive/responsible bidder, HJW GeoSpatial, Inc., in the amount of $49,500.