#4 Authorize to enter into memorandum of understanding for aerial photography (File Res. #2010-670)Community Development Department Memorandum
Date: January 25, 2010
TO: Eric Levitt, City Manager
FROM: Duane Cherek, Manager of Planning Services
SUBJECT: Action on a Proposed Resolution Authorizing the City Manager to Enter
into a Memorandum of Understanding with Rock County for Aerial
Photography (File Resolution No. 2010-670).
_____________________________________________________________________
Summary
In order to facilitate a cooperative approach for the acquisition of new aerial photography
and updated ground elevation data for the City, Rock County is requesting that the City
enter into a Memorandum of Understanding (MOU) to participate in a countywide effort for
a spring 2010 flight. The MOU allows for the benefit of mutual cost savings to be derived
from a consortium of participants within Rock County that have agreed to use Ayres
Associates, Inc. to conduct a countywide project. By engaging in a multi-jurisdictional
project, digital imagery services can be provided at a reduced cost due to economies of
scale with this approach. Under this program, the City also remains eligible for state grant
funding that would significantly reduce the cost to the City for the project, if awarded. The
estimated cost for the City’s portion of the project is $16,800 for digital imagery and
$31,500 for topographic data using LiDAR. In November 2009, Rock County submitted a
request to the State Department of Commerce for supplemental CDBG funding to be
applied to this project. As part of the consortium, updated aerial imagery and topographic
mapping information will be provided in formats that are fully compatible with the City’s GIS
and engineering CADD software programs. Collecting this data in 2010 is of particular
importance because it corresponds with the decennial Census which serves as a critical
benchmark for defining the community in that year and providing a basis for moving
forward.
Department Recommendation
The Community Development Department recommends that the City Council adopt
Resolution No. 2010-670, which will authorize the City Manager to enter into a
Memorandum of Understanding with Rock County to obtain updated aerial photography
and elevation data for the City of Janesville as part of a Countywide mapping initiative for
2010.
City Manager’s Recommendation
The City Manager recommends approval of this resolution.
Suggested Motion
I move to approve Resolution No. 2010- 670 authorizing the City Manager to enter into a
Memorandum of Understanding with Rock County to obtain updated aerial photography
and elevation data for the City of Janesville.
Background
The City of Janesville has a long history of obtaining aerial photographs dating back to
1956 and has conducted a flight encompassing the City to capture this data every five
years since 1970. Over the years, aerial photography and topographical base maps which
are derived through aerial flights has been an essential tool and resource used by the City
for a variety of analytical, planning and development purposes. Beginning in the early
2000’s, this data provided the basis for developing a Geographic Information System (GIS).
The information derived from previous aerial photography projects is now outdated and
needs to be replaced with current and more concise data being made available through a
countywide project to be conducted in the spring of 2010.
Rock County, and multiple jurisdictions located within the County, have partnered together
to participate in a program to acquire digital aerial imagery and elevation data services as
part of a consortium. This approach provides a number of potential benefits to all
participants. By partnering together, price reductions for each member can be realized due
to economies of scale involved in a larger project. Partnering for the benefit of mutual cost
savings will be carried out through a single contract with Ayres Associates, Inc. to acquire
orthoimagery and digital terrain model (elevation) data for all of Rock County. The County
has also applied for state grant funding assistance to offset the cost of providing these
digital mapping services, particularly for acquiring more accurate elevation data using a
new technology known as LiDAR. Updated topographical data using LiDAR is proposed
for all of Rock County under the project and will play a significant role in floodplain mapping
and regulation of development within those sensitive areas. Significant cost savings to
each participant and the overall project are expected with the grant award.
Rock County has requested that the City of Janesville enter into a Memorandum of
Understanding (MOU) in order to participate in this multi-jurisdictional project. The
estimated cost for the City’s portion of the project is $16,800 for digital imagery and
$31,500 for topographic data using LiDAR. In November 2009, Rock County submitted a
request to the State Department of Commerce for supplemental CDBG funding to be
applied to this project. The additional funding was made available to counties declared a
disaster as a result of the June 2008 flood. While announcement of grant award is not
expected until later next month, this project ranks highly on the State’s priority list for
funding. The City proposes to use a portion of the funds borrowed in the 2008 note issue
for GIS enhancements and funding included in the storm water operating budget to acquire
the digital mapping products.
A copy of the Memorandum of Understanding is attached which defines the arrangement
between Rock County and the City of Janesville. The terms of the MOU are summarized
below:
?
The City of Janesville and Rock County will participate in a countywide
photogrammetric and remote sensing services project to obtain updated aerial
photography and elevation data using LiDAR from a spring 2010 flight. Rock County
shall enter into a contract with Ayres Associates, and shall serve as the fiscal agent to
administer funds from a state grant award.
?
Identifies the estimated cost to the City of Janesville and Rock County for digital
mapping services. The City’s portion of the cost will be proportionately reduced with the
anticipated state grant award and any other cost savings that may be realized through
the consortium.
?
Allows project services and products to meet the City of Janesville’s specific needs in
terms of specifications and deliverables.
The agreement with Rock County will enable the City to obtain updated digital mapping
information at a considerable cost savings. Because this information will be acquired using
uniform technology for all of Rock County, Geographic Information Systems operated by
Rock County and the City will become more integrated. These systems serve as an
invaluable tool for a variety of economic development activities, comprehensive planning,
zoning and code enforcement, floodplain mapping and regulation, public works and private
construction projects within each of the underlying jurisdictions.
cc: Jacob Winzenz
Brad Cantrell
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding is entered into between Rock County and the City of
Janesville for the benefit of mutual cost savings due to the economy of scale achieved by a
spring, 2010 project through Ayres Associates Inc. to conduct a countywide photogrammetric
and remote sensing services project. Each party to this agreement will obtain updated
Orthoimagery and a Digital Terrain Model (DTM) through LiDAR at less cost than if they
contracted for the services independently.
Whereas, the parties to this agreement benefited from a countywide orthoimagery and DTM
project conducted in the early 2000’s that is the basis for sophisticated Geographic Information
Systems operated by Rock County and the City of Janesville.
Whereas, the Geographic Information Systems are an invaluable tool used for economic
development, comprehensive planning, zoning and code enforcement, flood plain mapping,
public works projects, and private construction projects within Rock County and its underlying
jurisdictions.
Whereas, information derived from the previous orthoimagery and DTM project is outdated and
needs to be replaced with current and more concise data that would be derived from the
countywide project conducted in the spring of 2010.
Whereas, Rock County’s interest in the project is a 12-inch resolution digital orthoimagery for
the entire county and a LiDAR derived DTM for the unincorporated areas of the county.
Whereas, Rock County has budgeted funds in 2010 for its share of the project not to exceed the
following:
$54,000 for the 12-inch digital orthoimagery for the entire county.
$41,400 for the LiDAR derived DTM for the unincorporated areas of the county.
Whereas, Rock County shall serve as the project fiscal agent, shall administer the state grant, if
awarded that would offset the project cost for parties to this agreement, shall contract with Ayres
Associates Inc. for orthoimagery and a LiDAR derived DTM for itself and the City of Janesville,
and shall enter into a Memorandum of Understanding with each underlying jurisdiction in Rock
County that wishes to receive detailed orthoimagery and the DTM within its incorporated limits.
Whereas, the City of Janesville’s interest in the project is a 6-inch resolution orthoimagery in and
contiguous to its incorporated area and a LiDAR derived DTM in and contiguous to its
incorporated limits. The attached Exhibit “A” is a map that shows the boundary of the Flight
Area under this agreement for orthoimagery and DTM.
Whereas, the City of Janesville shall commit to repay Rock County not to exceed the following:
$16,800 for the 6-inch digital orthoimagery.
$31,500 for the LiDAR derived DTM.
Whereas, the “not to exceed” figure is established in contracts with Ayres Associates Inc. for a
multi-jurisdictional project in the spring of 2010. Rock County has applied for a state grant to
offset the project costs with anticipated award announcement in February 2010. Should Rock
County be a successful applicant, it shall proportionally reduce the cost to each local government
participating in the project by offsetting local cost with grant funds.
Whereas, if there are any additional cost savings passed along to Rock County from Ayres
Associates Inc. for the countywide project, those savings shall proportionally reduce the cost to
each local government participating in the project.
Whereas, Rock County shall notify the City of Janesville in writing of what its actual costs are
for the project based on the award announcement and/or additional cost savings.
Whereas, the deliverable products called for in this Agreement shall be delivered to the City of
Janesville by December 31, 2010 and the City of Janesville agrees to supply a means of data
transfer from Rock County, such as an “external hard drive”.
Whereas, the City of Janesville shall repay the County its actual costs, not to exceed the figure
identified in this Agreement, within 30 days of the date of delivery of the orthoimagery and
LiDAR derived DTM to the City of Janesville.
Whereas, the City of Janesville shall have the right to prior review and approval over all
substantive terms, provisions, conditions, obligations, and language set forth in any agreements
between the County and Ayres Associates/AeroMetric who shall be performing the
photogrammetric/remote sensing services, as those services relate to necessary deliverables for
the City of Janesville portion of the countywide project, in order to assure that the City receives
the quality and kind of product and service that the City may find necessary and/or desirable for
City purposes and activities; and/or to maintain grant integrity and eligibility.
Whereas, the parties to this agreement may use, share or sell information they derive from the
project as they deem appropriate.
Whereas, this MOU indicates the complete understanding of the parties and its terms may only
be modified in a written document signed by both Rock County and the City of Janesville.
Now, therefore be it resolved between the parties that they agree to the terms of this MOU as
outlined above.
Approved by Rock County Resolution __________ adopted on January 14, 2010.
Approved by City of Janesville Council Resolution _________ adopted on __________.
_____________________________ _____ _______________________
Municipal Representative Date Rock County Representative Date
_____________________________ ____________________________
Title Title
RESOLUTION NO. 2010-670
A resolution authorizing the City Manager to enter into a Memorandum of
Understanding with Rock County to obtain updated aerial photography and elevation
data for the City of Janesville.
WHEREAS, the City of Janesville and Rock County desire to participate in a countywide
photogrammetric and remote sensing services project to obtain updated aerial
photography and elevation data provided through a spring 2010 flight; and
WHEREAS, the City of Janesville and Rock County recognize that Orthoimagery and
Digital Terrain Model (DTM) data can be updated at less cost due to the economy of
scale as part of a consortium of participants within Rock County rather than if they
contracted for the services independently; and
WHEREAS, the City of Janesville and Rock County desire to enter into an
intergovernmental agreement (hereinafter Agreement) for the benefit of mutual cost
savings achieved by spring 2010 project through Ayres Associates, Inc. to acquire
digital orthoimagery services; and
WHEREAS, parties to this Agreement benefited from a countywide orthoimagery and
DTM project conducted in the early 2000’s that is the basis for sophisticated Geographic
Information Systems operated by Rock County and the City of Janesville; and,
WHEREAS, information derived from the previous orthoimagery and DTM project is
outdated and needs to be replaced with current and more concise data that would be
derived from the countywide project conducted in the spring of 2010; and,
WHEREAS, Rock County’s interest in the project is a 12-inch resolution digital
orthoimagery for the entire county and a LiDAR derived DTM for the unincorporated
areas of the county; and,
WHEREAS, Rock County has budgeted funds in 2010 for its share of the project not to
exceed the following:
$54,000 for the 12-inch digital orthoimagery for the entire county
$41,400 for the LiDAR derived DTM for the unincorporated areas of the county
WHEREAS, Rock County shall serve as the project fiscal agent, shall administer the
state grant, if awarded that would offset the project cost for parties to this agreement,
shall contract with Ayres Associates Inc. for orthoimagery and a LiDAR derived DTM for
itself and the City of Janesville, and shall enter into a Memorandum of Understanding
with each underlying jurisdiction in Rock County that wishes to receive detailed
orthoimagery and the DTM within its incorporated limits; and,
RESOLUTION 2010-670
PAGE 2
WHEREAS, the City of Janesville’s interest in the project is a 6-inch resolution
orthoimagery in and contiguous to its incorporated area and a LiDAR derived DTM in
and contiguous to its incorporated limits.
WHEREAS, the City of Janesville shall commit to repay Rock County not to exceed the
following:
$16,800 for the 6-inch digital orthoimagery
$31,500 for the LiDAR derived DTM; and,
WHEREAS, the “not to exceed” figure shall be established in contracts with Ayres
Associates Inc. for a multi-jurisdictional project in the spring of 2010.
WHEREAS, should Rock County be the successful recipient of a state grant to offset
the project costs, it shall proportionally reduce the cost to each local government
participating in the project by offsetting local cost with grant funds; and,
WHEREAS, Rock County shall notify the City of Janesville in writing of what its actual
costs are for the project are based on the award announcement and/or additional cost
savings.
WHEREAS, the City of Janesville shall repay the County its actual costs, not to exceed
the figure identified in this Agreement, within 30 days of the date of delivery of the
orthoimagery and LiDAR derived DTM to the City of Janesville.
WHEREAS, funding for the City’s portion of the countywide orthoimagery and DTM project
is provided through funds borrowed in the 2008 note issue for GIS enhancements and the
2010 storm water operating budget; and
WHEREAS, the Common Council finds that entering into this agreement with Rock County
to obtain updated photogrammetric data and benefit from mutual cost savings through a
countywide project is within the best interest and benefit of the community.
NOW, THEREFORE BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF
JANESVILLE that they hereby authorize and direct the City Manager, City Clerk and
his/her designee to negotiate, enter into and execute on behalf of the City of Janesville the
attached MOU; and to negotiate, draft, execute, record and file such documents, papers
and forms as may from time to time, be necessary and/or desirable to effectuate such
agreement and the intent of this resolution as the City Manager may decide; and
RESOLUTION 2010-670
PAGE 3
BE IT FUTHER RESOLVED BY THE COMMON COUNCIL that the City Manager and his
designees are hereby authorized to take at any time and from time to time whatever other
actions and make whatever minor changes to this MOU that the City Manager may from
time to time find necessary and/or desirable to effectuate the intent of this resolution.
ADOPTED:
Motion by:
Second by:
APPROVED:
Councilmember Aye Nay Pass Absent
Brunner
McDonald
Eric J. Levitt, City Manager
Perrotto
Rashkin
ATTEST:
Steeber
Truman
Voskuil
Jean Ann Wulf, City Clerk-Treasurer
APPROVED AS TO FORM:
Wald Klimczyk, City Attorney
Proposed by: Community Development Department
Prepared by: Community Development Department