A5108.SR.JH

CITY OF SIMI VALLEY MEMORANDUM

December 7, 2015

TO: City Council

Board of Directors of Ventura County Waterworks District No. 8 FROM: Department of Public Works SUBJECT: AUTHORIZE THE CITY/DISTRICT MANAGER TO SIGN A LETTER OF

COMMITMENT WITH THE CHANNEL ISLANDS REGIONAL GEOGRAPHIC INFORMATION SYSTEM TO COMMIT TO PARTICIPATE IN A COOPERATIVE PURCHASE OF LIGHT DETECTION AND RANGING (LiDAR) GIS ELEVATION AND CONTOUR DATA FOR AN AMOUNT NOT TO EXCEED $75,000, AND APPROVAL OF A SUPPLEMENTAL BUDGET REQUEST

STAFF RECOMMENDATION It is recommended that the City Council and the Board of Directors: 1. Authorize the City/District Manager to sign a Letter of Commitment with the

Channel Islands Regional Geographic Information System (CIRGIS) to commit to participate in a cooperative purchase of Light Detection and Ranging (LiDAR) GIS elevation and contour data for an amount not to exceed $75,000 (Attachment A, page 5), and further authorize the City/District Manager to sign any related contract documents as necessary;

2. Authorize the City/District Manager to increase the City's participation by an

amount not to exceed $7,500 (10%), if necessary; 3. Approve the attached Supplemental Budget Request (page 8) in the amount of

$75,000. CITY/DISTRICT MANAGER’S RECOMMENDATION The City/District Manager recommends approval to partner in the cooperative purchase of the LiDAR GIS elevation and contour data. This will be a cost effective approach in receiving this information. BACKGROUND AND OVERVIEW The Channel Islands Regional GIS cooperative (CIRGIS) is a California non-profit public benefit corporation founded in 2000. The City of Simi Valley is a founding member. Part of the CIRGIS mission is to empower government and private agencies in Ventura and Santa Barbara Counties by collaborating on data

AGENDA ITEM NO.

Consent (8)

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acquisition projects and sharing data. CIRGIS has organized a cooperative purchase of LiDAR GIS elevation data to take place in the fall of 2015. LiDAR (Light Detection & Ranging) aerial topography technology produces high resolution, three-dimensional elevation and topography data. To participate in the collaborative purchase, the City must indicate to CIRGIS its commitment through a Letter of Commitment (Attachment A, page 5). The City has participated in similar cooperative purchase agreements with CIRGIS for GIS data since 2001. LiDAR is elevation data acquired from an aircraft flying over an area of interest. The City currently has LiDAR data acquired from the Watershed Protection District in 2005. In identifying potential vendors, CIRGIS held a competitive bid process in line with City standards. FINDINGS AND ALTERNATIVES Staff is seeking approval to participate in the CIRGIS cooperative LiDAR purchase to minimize the City’s cost. Because of the power of a larger group purchasing LiDAR, the price per square foot is approximately half of what it would be if the City purchased the data independently. LIDAR elevation data is used for regular City planning and operations, including:

Evaluating slopes for Development purposes Visualization of terrains Calculation of hydraulic pressures in the Water Master Plan Calculation of stormwater flows in the Storm Water Master Plan Analysis of wastewater utility hole elevations to minimize potential overflow

damage to private property Three-dimensional visualization of existing bridges, buildings, vegetation, and

topography In addition to the regular uses of LiDAR elevation data outlined above, LiDAR elevation data acquired before the onset of an anticipated El Niño winter will be extremely useful in documenting pre-storm slope and infrastructure conditions. Before and after elevation data can help document damage and can facilitate applying for FEMA recovery funds, if and when they are available. The accuracy of the LiDAR elevation data purchased through CIRGIS will be certified by a licensed California surveyor so that it will be accepted by the Federal Emergency Management Agency (FEMA) in reference to flood zones in the City. Currently, Fillmore, Ojai, Ventura, Santa Barbara, Thousand Oaks, and United Water have submitted Letters of Commitment. The anticipated cost of the City’s share of the cooperative LiDAR purchase is $75,000. However, the exact share of costs for each participant will not become known until binding commitments are received from all participants. If some participants drop out, the City’s share will increase. If more entities decide to participate, the City’s share will decrease. In order to eliminate multiple rounds of changing cost estimates and renewal of the participation

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commitment, the Letter of Commitment states that the City will commit to participate up to ten percent (10%) above the estimated cost. Should a cost increase above ten percent occur; a new estimate will be prepared by CIRGIS, and authorization new Letter of Commitment will be required. Staff recommends that the City/District Manager be authorized to increase the City’s participation by an amount not to exceed $7,500, to prevent delays in the project if the costs increase. If the City’s share increases by more than $7,500, then City Council/District Board approval would be required. Funding for the City's share will be shared equally between the General Fund, Sanitation Fund, and Waterworks Fund. Approval of the attached Supplemental Budget Request (page 8) is requested to fund the expenditure for this project. The following alternatives are available to the City Council and Board of Directors: 1. Authorize the City/District Manager to sign a Letter of Commitment with the

Channel Islands Regional Geographic Information System (CIRGIS) to commit to participate in a cooperative purchase of Light Detection and Ranging (LiDAR) GIS elevation and contour data for an amount not to exceed $75,000 (Attachment A, page 5), and further authorize the City/District Manager to sign any related contract documents as necessary;

2. Authorize the City/District Manager to increase the City's participation by an

amount not to exceed $7,500 (10%), if necessary; 3. Approve the attached Supplemental Budget Request (page 8) in the amount not

to exceed $75,000;

4. Do not authorize the City/District to participate in the cooperative purchase of LiDAR data;

5. Take no action and provide other direction to staff. Staff recommends Alternative Nos. 1, 2, and 3. SUGGESTED CITY COUNCIL/BOARD OF DIRECTORS MOTION I move to authorize the City/District Manager to sign a Letter of Commitment with the Channel Islands Regional Geographic Information System to commit to participate in a cooperative purchase of Light Detection and Ranging (LiDAR) GIS elevation and contour data for an amount not to exceed $75,000, to authorize the City/District Manager to increase the City’s participation by an amount not to exceed $7,500, if necessary, to further authorize the City/District Manager to sign any related contract documents as necessary, and to approve a Supplemental Budget Request.

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SUMMARY Staff is seeking approval to participate in the CIRGIS cooperative LiDAR purchase to minimize the City’s cost. LiDAR (Light Detection & Ranging) aerial topography technology produces high resolution, three-dimensional elevation and topography data. The anticipated cost of the City’s share of the cooperative LiDAR purchase is $75,000. Staff recommends that the City Council/Board of Directors authorize the City/District Manager to sign a Letter of Commitment with CIRGIS to commit to participate in a cooperative purchase of LiDAR GIS elevation and contour data for an amount not to exceed $75,000, authorize the City/District Manager to increase the City's participation by an amount not-to-exceed $7,500 (10%), if necessary, authorize the City/District Manager to sign any related contract documents as necessary, and approve the attached Supplemental Budget Request in the amount of $75,000. ____________________________________ Ronald K. Fuchiwaki, Director Department of Public Works Prepared by: Ron Fuchiwaki, Director of Public Works INDEX Page Attachment A - Letter of Commitment .............................................. 5 Exhibit A – CIRGIS 2015 Proposed LiDAR Project map ............ 7 Supplemental Budget Request ......................................................... 8

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December 7, 2015 CIRGIS Collaborative Business Office 1047 Cove Street, #200 Ventura, CA 93001-3907 SUBJECT: 2015 DIGITAL LIDAR PROJECT BINDING COMMITMENT FOR

PARTICIPATION The City of Simi Valley, having received an estimate of $75,000 as its share of the cost for the CIRGIS 2015 LiDAR Project, hereby makes a binding commitment to participate in the project. LiDAR (Light Detection & Ranging technology) produces high resolution three-dimensional elevation data. It is understood that data acquisition (aerial LiDAR collection) will take place in the fall 2015 timeframe, prior to the predicted El Niño winter rains, and it will be prepared in an eight points per square meter resolution. The resulting LiDAR data will be prepared and processed for the area shown on Exhibit A (attached), corresponding to the City boundary and surrounding areas. The data in digital format is expected to be available for download by participants in the spring 2016. It is understood that approximately ten public entities have indicated a non-binding commitment of their interest in this project during its formative stages. The estimate above is based upon participation by all these entities. Each participant making a binding commitment to participate and paying the associated cost will receive a license to use the digital LiDAR data it purchased for its own needs, including use by consultants when producing work products for the agency. The data delivered may not be distributed to others, and the license may not be transferred. It is further understood this is a coordinated purchase by these entities, and the exact share of costs for each participant will not become known until binding commitments are received from participants. If some participants drop out, unit costs will increase; if some entities that have not previously expressed interest commit to participation, unit costs will decrease. In order to eliminate multiple rounds of changing cost estimates and renewal of the participation commitment, it is understood and agreed that this binding commitment is good for cost increases up to ten percent (10%) above the

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initially-estimated share for each participant. There is no limit as to how far the share cost may decrease. This binding commitment letter is not valid for a cost increase exceeding ten percent of the initially-estimated value of $75,000. Should a cost increase above ten percent occur, a new estimate and re-commitment must be sought from each participant. All spatial data and control data will be delivered in California State Plane NAD 1983 Zone V Feet (0405). Vertical datum will be NAVD 1988 Feet. Please contact Ron Fuchiwaki, Director of Public Works, if you have any questions. Sincerely, Eric J. Levitt City Manager cc: Ron Fuchiwaki, Director of Public Works Attachment: Exhibit A

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CIRGIS 2015 PROPOSEDLIDAR PROJECT

CITY OF SIMI VALLEYEXHIBIT A

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REQUESTING DEPARTMENT

Public Works

REVENUES

FUNDCOST

CENTERACCOUNT NUMBER

CURRENT BUDGET PROPOSED AMENDMENTS

AMENDED BUDGET

Trsf from General Fund Reserve 807 1715 39100 $25,000 $25,000Trsf from San. Ops. Reserve 807 1715 39700 25,000 25,000Trsf from Waterworks Ops. Reserve 807 1715 39761 25,000 25,000Trsfr to Fund 807 100 82100 49807 25,000 25,000Trsfr to Fund 807 700 82700 49807 25,000 25,000Trsfr to Fund 807 761 82761 49807 25,000 25,000

00

TOTAL -$ 150,000$ 150,000$

EXPENDITURES

FUNDCOST

CENTERACCOUNT NUMBER

CURRENT BUDGET PROPOSED AMENDMENTS

AMENDED BUDGET

$0Light Detection and Ranging (LiDAR) 807 1715 44010 64,800 75,000 139,800

0000000

TOTAL 64,800$ 75,000$ 139,800$

PURPOSE

DEPARTMENT HEAD DATE ADMINISTRATIVE SERVICES DATE

CITY MANAGER DATE ENTERED BY DATE

REV 9/14

FUND(S) AMENDED

General Fund, Sanitation, Waterworks

CITY OF SIMI VALLEY SUPPLEMENTAL BUDGET REQUEST

Funding for cooperative Purchase of Light Detection and Ranging (LiDAR) GIS evelation and contour data. See staff report December 7, 2015.

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