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Agenda Item
ASR
Control 23-001120 |
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MEETING
DATE: |
05/07/24 |
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legal entity taking action: |
Board
of Supervisors and Orange County Flood Control District |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Public Works (Approved) |
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Department contact person(s): |
Kevin
Hills (714) 967-0824 |
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Cameron
Smith (714) 955-0168 |
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Subject: Approve On-Call Contracts for
Aerial Surveying Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $100,457 |
Annual Cost: FY 2024-25 $666,667 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 3/9/2021 #19, 4/10/2018 #24 |
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RECOMMENDED
ACTION(S):
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Authorize the Director of OC Public
Works or designee to execute contracts for On-Call Aerial Surveying Services,
effective upon Board of Supervisors approval or execution of all necessary
signatures, whichever occurs later, for a term of three years in an amount
not to exceed $500,000 each, for an aggregate total amount not to exceed
$2,000,000, with the option to renew for two additional years with the
following: |
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a. |
Digital Mapping, Inc. |
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b. |
GeoSpatial Professional Solutions, Inc. |
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c. |
Towill, Inc. |
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d. |
NV5 Geospatial, Inc. |
SUMMARY:
Approval of the contracts for
On-Call Aerial Surveying Services will supplement County of Orange resources
for completing County of Orange surveying projects in a timely manner.
BACKGROUND
INFORMATION:
OC Public Works, on behalf of the
County of Orange (County) and Orange County Flood Control District (District),
requires supplemental professional services to meet workload demands and
project scheduling commitments in relation to Architect/Engineer Design,
Project Administration and Management Services as well as On-Call Aerial
Surveying Services (Services), which are used in completing capital
improvement, rehabilitation and maintenance projects. Many of the projects are
time sensitive due to facilities reaching their useful life expectancy and
needing repair and rehabilitation, while other projects are driven by safety,
government code or regulatory permitting requirements.
Services allow for the collection
of geographical data and information over very large areas, such as all of
Orange County, in a very effective and efficient manner. Services utilize very
high-resolution cameras, Light and Detection Ranging (LIDAR) and/or
hyperspectral imagers, which collect data across a broad spectrum of both
visible and invisible light spectrums.
Services will be utilized to assist
the County in support of projects such as Camino Del Rio Extension, Cow Camp
Road, Edinger Avenue Bridge Replacement, El Toro Widening (north of Glen Ranch
Road), Newland Channel Improvement, Fullerton Channel Improvement, Rancho
Mission Viejo related projects, Survey Monument Preservation and other future
County and District projects.
On April 10, 2018, and March 9,
2021, the Board of Supervisors (Board) approved contracts and two-year renewals
for Services, respectively. The previous Services contracts expired in April
2023. In an effort to continue Services, new contracts are necessary.
On July 19, 2023, OC Public Works
issued a Request for Qualifications (RFQ) to establish a Qualified Vendor List
for Services. The RFQ was advertised through August 16, 2023, on the County
online bidding system. Eight Statements of Qualifications were received.
On October 12, 2023, the evaluation
panel, composed of OC Public Works staff completed the written process and
provided its recommendations. A summary of the most qualified contractors
providing Services is attached as a part of the Memorandum of Recommendation
(Attachment F).
OC Public Works is procuring these
Services in accordance with the 2020 Design and Construction Policy Manual
(DCPM), Section 3.3-102(1). The Orange County Preference Policy is not
applicable to contracts procured in accordance with the DCPM.
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Previous Request April 10, 2018 –
April 9, 2023 |
Current Request May 7, 2024 –
May 6, 2027 |
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Contractors |
Requested Amount |
Usage |
Contractors |
Requested Amount |
Anticipated Usage |
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2 |
$3.3 million |
$862,000 |
4 |
$2 million |
$2 million |
OC Survey anticipates a sustained
demand for Services over the next three years to effectively meet the demand of
the OC Public Works Capital Improvement Program, along with unforeseen
emergency projects. In addition to unforeseen projects, specific projects
identified for large scale Services may include the Westminster Watershed,
Prado Basin, Newport Back Bay Preserve and South County stormwater analysis.
Notably, the inclusion of beach erosion and monitoring projects, relevant to
sea level changes, will require these Services as well. The increasing
necessity of geospatial imagery and data for comprehensive regional analysis
underscores the importance of having these contractors on board. By leveraging
their expertise, OC Public Works aims to address infrastructure and
environmental challenges efficiently, ensuring objectives are met and the
public is served effectively.
OC Public Works is recommending
Board approval of contracts for Services, effective upon Board approval or
execution of all necessary signatures, whichever occurs later, in an amount not
to exceed $500,000 each, for an aggregate total amount not to exceed $2
million, with the option to renew for two additional years with the following:
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Contractors |
Contracts |
Corporate Office
Locations |
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Digital
Mapping, Inc. |
MA-080-24010686 |
Orange
County |
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GeoSpatial
Professional Solutions, Inc. |
MA-080-24010687 |
Orange
County |
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Towill,
Inc. |
MA-080-24010688 |
Contra
Costa County |
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NV5
Geospatial, Inc. |
MA-080-24010689 |
Hollywood,
Florida |
The contractors’ respective license
numbers were verified as current and active through the Department of Consumer
Affairs database on November 8, 2023. Copies of the verifications are on file.
OC Public Works has conducted due
diligence on the contractors. Reference checks were satisfactory and completed
with the following entities regarding similar Services:
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Contractors |
Reference |
Reference |
Reference |
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Digital Mapping,
Inc. |
County of
Riverside |
Orange County
Water District |
Southern Nevada
Water Authority |
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GeoSpatial
Professional Solutions, Inc. |
Metropolitan
Water District of Southern California |
US Army Corps of
Engineers Los Angeles |
Stantec |
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Towill, Inc. |
California
Department of Transportation |
Metropolitan
Water District of Southern California |
City of San
Diego |
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NV5 Geospatial,
Inc. |
Seattle City
Light |
County of Sonoma |
Alameda County
Flood Control District |
The contracts with GeoSpatial Professional
Solutions, Inc., Towill, Inc. and NV5 Geospatial, Inc. include subcontractors.
The contract with Digital Mapping, Inc. does not currently include
subcontractors or pass through to other providers. See Attachment E for
information regarding subcontractors and Contract Summary Forms.
Compliance
with CEQA:
This action is not a project within the meaning of CEQA Guidelines Section
15378 and is therefore not subject to CEQA since it does not have the potential
for resulting in either a direct physical change in the environment or a
reasonably foreseeable indirect physical change in the environment. The
approval of this agenda item does not commit the County to a definite course of
action in regard to a project since it involves approval of contracts to
provide supplemental Services to meet workload demands and project scheduling
commitments, resulting in no physical change to the environment. This proposed
activity is therefore not subject to CEQA. Any future action connected to this
approval that constitutes a project will be reviewed for compliance with CEQA.
FINANCIAL
IMPACT:
Appropriations for the contracts
are included in Fund 400, OC Flood; Fund 404, OC Flood Capital; Fund 115, OC
Road; Fund 128, Survey Monument Preservation. Additional capacity was built
into the contract to allow for unanticipated Countywide use and will be
included in the budgeting process for future years. Due to the as-needed nature
of the contracts usage, the percent breakdown per funding source is unknown.
The proposed contracts include a provision
stating the contracts are subject to, and contingent upon, applicable budgetary
appropriations being approved by the Board for each fiscal year during the term
of the contracts. If such appropriations are not approved, the contracts may be
immediately terminated without penalty to the County.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Contract MA-080-24010686 with Digital Mapping, Inc.
Attachment B - Contract MA-080-24010687 with GeoSpatial Professional Solutions,
Inc.
Attachment C - Contract MA-080-24010688 with Towill, Inc.
Attachment D - Contract MA-080-24010689 with NV5 Geospatial, Inc.
Attachment E - Contract Summary Forms
Attachment F - Memorandum of Recommendation
Attachment G - Summary of Evaluators Scoring