City of Galesburg, Illinois 2001 Digital Orthophotography Project - - - PDF document

Pending Approval of FY 2001-02 Budget

City of Galesburg, Illinois 2001 Digital Orthophotography Project

• Request for Proposals -

(First Revision)

Distributed by: City of Galesburg 55 W Tompkins St Galesburg IL 61401 January 12, 2001 January 19, 2001 (first revision)

REQUEST FOR PROPOSALS 2001 Digital Orthophotography Project Instructions to Vendors

• 1. An advertisement requesting proposals for the above professional services was published

in the Galesburg Register-Mail on January 23, 2001. As stated in such notice, sealed proposals will be received until 4:00 pm local time, February 23, 2001 in the Purchasing Office, located at City Hall, Galesburg, Illinois.

• 2. The person, firm or corporation making a proposal shall submit it in a sealed envelope to

the City of Galesburg; Attn: Terry Bradford; 55 W Tompkins St; PO Box 1387; Galesburg, Illinois, 61401, on or before the hour and the day stated above. The words "Proposal for 2001 Digital Orthophotography Project" shall appear on the outside of the sealed envelope. All vendors shall insert the prices and supply all the information as indicated in the Request For Proposal documents. A total of three copies shall be submitted.

• 3. Each respondent shall insert the cost, and supply all the information, as indicated in the
• RFP. The cost inserted shall be net and shall be the full cost for the work specified

including all factors whatsoever. The CITY reserves the right to request additional information on any proposals submitted. Refusal to supply additional information may lead to rejection of any proposal submitted.

• 4. No charge will be allowed for taxes from which the City of Galesburg is exempt: the

Illinois Retailer's Occupation Tax, the Service Occupation Tax, the Service Use Tax, the Use Tax, Federal Excise and Transportation Tax.

• 5. Each respondent shall affirm that no official or employee of the City of Galesburg is

directly or indirectly interested in this proposal for any reason of personal gain.

• 6. Delivery of the services shall be made as stated in the successful proposal.
• 7. The CITY reserves the right to accept or to reject any or all proposals and to waive any

technicalities or informalities in the proposals. Any proposal submitted will be binding for 90 calendar days after the date the proposals are opened. Proposals may be withdrawn on written request prior to the time of acceptance. Negligence on the part of the respondent in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals.

• 8. The City of Galesburg has adopted an "Equal Employment Opportunity Clause" which is

incorporated into all specifications, purchase orders, and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin or ancestry. A copy of this clause may be

• btained at the City Clerk's Office, City Hall, Galesburg, Illinois.
• 9. The City of Galesburg has adopted an Affirmative Action Program. All formal sealed

proposals must be accompanied by a properly prepared Certificate of Compliance Form, whereby the vendor certifies the number of employees in each class of employment and that affirmative action has been taken to ensure the equality of opportunity in all aspects

• f employment.

• 10. These instructions are to be considered an integral part of any proposal.
• 11. The successful vendor is prohibited from assigning, transferring, conveying, subletting,
• r otherwise disposing of the contract to be signed or its rights, title or interest therein or

its powers to execute such an agreement to any other person, company or corporation without the previous consent and approval in writing of the CITY.

• 12. The firm shall defend, indemnify and hold harmless the CITY, its employees, elected
• fficials, departments, agents, boards, commissions, members and volunteers against and

from all claims, judgments, losses, damages, demands, payments, recoveries, legal proceedings, orders and decrees of every nature and descriptions arising out of, or resulting from performance or non-performance of the work of the firm as specified. The successful firm agrees to provide insurance as outlined below:

• a. Worker's Compensation Insurance - Covering all persons engaged in work under

this contract to the full Illinois statutory limits.

• b. Comprehensive General Liability Insurance:

Bodily Injury - at least $1,000,000 / occurrence Property Damage - at least $1,000,000 / occurrence Personal Injury - at least $1,000,000 / occurrence

• c. Professional Liability Coverage (errors and omissions) covering an actual or

alleged error, statement, act omission, neglect or breach of official duty, including misfeasance, malfeasance and non-feasance - at least $1,000,000 /

• ccurrence.
• d. Motor Vehicle Liability Insurance:

Bodily Injury - at least $1,000,000 / occurrence Property Damage - at least $1,000,000 / occurrence Personal Injury - at least $1,000,000 / occurrence The CITY, its agents, elected officials, and employees, shall be included as additionally named insured with respect to all liability policies herein (with the exception of professional liability and workers compensation coverage) which shall be indicated on all applicable certificates of insurance. The insurance certificates indicated above shall carry a 30-day notice of cancellation and shall be submitted within ten (10) working days of notification of award and prior to the execution of any work under this contract. It shall be the responsibility of the firm to ensure that each subcontractor utilized by the firm (if any) provides evidence that each subcontractor carries insurance in like amounts, prior to the time such subcontractor proceeds to perform under the contract.

• 13. Questions regarding the project should be addressed to James Cueno; GIS Analyst; City
• f Galesburg; 55 W Tompkins St; PO Box 1387; Galesburg, Illinois, 61401, 309-345-

3690 (voice), 309-345-5704 (fax), jcueno@ci.galesburg.il.us (e-mail). Please contact Mr. Cueno at your earliest convenience in the event clarifications are required. If more than

• ne competent vendor submits a proposal, the CITY may schedule vendor presentations.

Dated: January 12, 2001 Terry Bradford, Purchasing Manager

Pending Approval of FY 2001-02 Budget 2001 Digital Orthophotography Project Draft RFP Table of Contents

• 1. INTRODUCTION ....................................................................................................................................1

1.1 COMMUNITY PROFILE............................................................................................................................1 1.2 CITY OF GALESBURG GIS BACKGROUND..............................................................................................1 1.3 PROJECT TIMELINE ................................................................................................................................1

• 2. SCOPE OF WORK / SPECIFICATIONS.............................................................................................. 2

2.1 LOW ALTITUDE BLACK & WHITE AERIAL PHOTOGRAPHY....................................................................2 2.2 ORTHOPHOTOGRAPHY PRODUCTION (INCLUDING DTM).......................................................................2 2.3 PLANIMETRICS (OPTIONAL)...................................................................................................................3

• 3. DELIVERABLES .....................................................................................................................................3
• 4. QUALITY CONTROL.............................................................................................................................4

4.1 VENDOR QA/QC ...................................................................................................................................4 4.2 NSSDA TESTING...................................................................................................................................4

• 5. SUBMISSION INSTRUCTIONS ............................................................................................................5

5.1 RESPONSIVE PROPOSALS .......................................................................................................................5 5.2 OWNERSHIP ...........................................................................................................................................7

• 6. CONTACTS ..............................................................................................................................................7

APPENDIX 1 - PROJECT AREA MAPS ..................................................................................................8 FIGURE 1 - PROJECT AREA & KNOX COUNTY OVERVIEW...........................................................................8 FIGURE 2 - PROJECT AREA ..........................................................................................................................9 APPENDIX 2 - REVISIONS......................................................................................................................10

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• 1. Introduction

The City of Galesburg invites qualified vendors to submit proposals for the creation of digital aerial orthophotography for the City of Galesburg (the City). This imagery will be used as a basemap in the development of the City's Geographic Information System. 1.1 Community Profile The City of Galesburg is the county seat of Knox County, in the western part of Illinois (see Figure 1 of Appendix 1). The 1999 estimated population of Galesburg is 32,888; Knox County's estimated population is 55,373. 1.2 City of Galesburg GIS Background The City became actively involved in GIS development beginning in 1997 as a founding partner of the Knox County GIS Steering Committee. Other KCGISSC members involved in this project include the Galesburg Sanitary District and the City of Galesburg

• Township. In FY 1999-2000, the City was awarded an ESRI Local Government Start-up

Grant and hired a full-time GIS Analyst to develop and promote a Geographic Information System for use in City operations. Early GIS data sets have been derived from CAD maps created during the 1999 Galesburg / Knox County Comprehensive Plan, as well as Federal and State data sources and limited original mapping. Existing hardcopy, simply rectified aerial photography at a scale of 1"=100' was

• riginally flown in 1980 with limited updates in 1989. Digital Orthophoto Quarter-

Quadrangles based on 1998-9 NAPP photography covering the City are expected to be available in mid-2001. To date, all City departments and several other organizations in Knox County have made use of GIS analysis and products. GIS has also been used in City Council meetings and work sessions as an aid in discussing spatially significant issues. Current goals are to use GIS to make the City's knowledge more available to City staff and the general public. As digital geospatial information plays a larger part in government operations, the need for data with a greater spatial accuracy and temporal significance has become apparent. It has been recognized that one of the first steps in the development of an effective GIS is the acquisition of high-resolution digital

• rthophotography.

1.3 Project Timeline January '01 - Issue RFP February '01 - Finalize FY '01-'02 City Budget

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February 23, '01 - Proposals Due March '01 - Contract Negotiation, Issue Contract April '01 - Orthophotography Acquisition Fall '01 - Digital Orthophotography Delivery / Evaluation

• 2. Scope of Work / Specifications

2.1 Low Altitude Black & White Aerial Photography The vendor must acquire new, black and white, "leaf-off" aerial photography on one calendar day in Spring of 2001 after April 1st (no project costs whatsoever shall

be incurred before April 1st) of the project area (up to 49 square miles) shown

roughly in Figure 2 of Appendix 1 (extending from the southwest corner of Section 30 of Township 11 North, Range 1 East of the Fourth Principal Meridian to the northeast corner of Section 30 of Township 12 North, Range 2 East of the Fourth Principal Meridian). The photography must be taken when the sky is clear; shadows are minimized; ground and water bodies are clear of snow and ice and deciduous trees are

• barren. This photography will be acquired from a uniform flying altitude to preserve the

continuity of the photography. Prior to obtaining aerial photography, the vendor will submit a flight plan including flight dates & times, flying height, negative scale, proposed ground control / references, the estimated photographic footprints of each flight line, planned endlap and sidelap, camera and aircraft specifications and a current calibration report. The photography must be acquired using a forward motion compensating camera and controlled by Airborne GPS. All respondents are required to submit a description of the photography acquisition (including ground control) and production process including a detailed discussion of quality control, including references to recognized Aerial Photography standards. 2.2 Orthophotography Production (including DTM) The newly acquired photography, airborne GPS and any ground control data will then be processed to create 256 gray-level, digital orthophotography with a pixel resolution of 6

• inches. Interpolation from a coarser input resolution is not acceptable. Scanned

conventional orthophotography is not acceptable. The orthophoto images will be geo-referenced to the Illinois State Plane Coordinate System (West Zone) based on the NAD83 horizontal and NAVD88 vertical datums. All measurements will be in feet. All images will be edge-matched with gray tone and density matching with no pixel gap between adjacent images. Orthophotos will be delivered as a single, mosaiced image using MrSID image compression and as individual uncompressed TIF/TFW images tiled to PLSS quarter sections.

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Orthophotography will be created using a new DTM created as a part of this project. The DTM may be created using traditional photogrammetric methods or acquired via LIDAR

• r IFSAR. This DTM will support the development of contours at 2-foot intervals. This

DTM will be delivered as ASCII files compatible with ArcView GIS 3.2 Spatial Analyst and 3D Analyst. All respondents are required to submit a detailed description of the proposed

• rthorectification process and digital model development, as well as internal quality

control methods. Respondents are also required to submit an estimate of total file size of all digital imagery and model deliverables and to propose a method of distribution. Before final acceptance, the photography will pass quality control testing as described by the National Standard for Spatial Data Accuracy (described in Geospatial Positioning Accuracy Standards Part 3: National Standard for Spatial Data Accuracy published by the Federal Geospatial Data Committee in FGDC-STD-007.3-1998) for horizontal accuracy

• f +/-3 feet as administered by the City of Galesburg. A vertical accuracy statistic will be

calculated at the same time for the purposes of metadata creation. 2.3 Planimetrics (Optional) The City of Galesburg is also interested in retaining the option to develop several planimetric data sets as a part of this project for all or parts of the project area. Vendors are encouraged to provide information regarding the development of: 1) Two-foot contours from the DTM 2) Building rooflines or 3D models 3) Curb lines and driveways 4) Sidewalk centerlines The City retains the option to include any or all of these planimetrics features in any contract it may issue.

• 3. Deliverables

In summation, the City of Galesburg requires at least the following deliverables:

• One clean set of contact prints at the original contact scale on photographic

quality paper. A flight map showing the actual flight lines and identifying photo centers by roll, flight line and frame will be included.

• One ArcView GIS point shapefile of ground control / references used in the

creation of the digital deliverables. These features will be linked to descriptions

• f each point.

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• Approximately 196 quarter section tile digital orthophotographs in uncompressed,

TIF format with appropriate world files and index shapefile whose attributes include the name of the image covering that polygon

• One MrSID format mosaic digital orthophoto image encompassing the entire

project area and all digital imagery created as a part of this project

• The Digital Terrain Model delivered in ASCII format including LIDAR / IFSAR

data (if used)

• One set of FGDC compliant metadata for each digital deliverable compliant with

the Content Standard for Digital Geospatial Metadata Version 2.0 (FGDC-STD- 001-1998) Optionally:

• 2 foot contours delivered in ArcView 3D shapefile format
• Sidewalk centerlines delivered as ESRI ArcView 3.2 shapefile
• Building rooflines as 2D shapefiles or models as 3D shapefiles
• Curb lines and driveways delivered as AutoCAD Release 14 polyline DWG files

and parking lots as ESRI ArcView 3.2 shapefile polygons

• 4. Quality Control

4.1 Vendor QA/QC As outlined above, all respondents must include detailed descriptions of their internal Quality Assurance / Quality Control methods. The successful respondent will ensure the compliance of deliverables with the project specifications and recognized Aerial Photography standards before submission to the City for final acceptance. 4.2 NSSDA Testing Before acceptance, the City will test the horizontal and vertical accuracy of the

• deliverables. These tests will be conducted using methods outlined in Geospatial

Positioning Accuracy Standards Part 3: National Standard for Spatial Data Accuracy published by the Federal Geospatial Data Committee in FGDC-STD-007.3-1998. The deliverables will not be accepted with an NSSDA statistic for horizontal accuracy of greater than 3 feet with a 95% confidence interval. The City will also conduct testing for vertical accuracy at the same points, refusing data with an NSSDA statistic of greater than 1 foot if the option for contour generation is exercised. Planimetric data will undergo visual inspection and may be tested under NSSDA methods.

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• 5. Submission Instructions

The City of Galesburg will negotiate a professional services contract with the successful respondent. Favorable pricing will be one factor in the selection process, but experience of the firm, input from references, qualifications, ability of the assigned staff, resources, ingenuity, completeness and timeliness of service proposed by the respondents will be significant factors in the award of this contract. The Galesburg City Council will make the final decision on selection of a firm for this project. Specific points of clarification must be sent via email or fax and include the specific sections of the RFP in question. All requests for clarification and responses will be posted on the City of Galesburg's web site at:

http://www.ci.galesburg.il.us/www/citymanager/GIS/ortho

Send requests for clarification to: James Cueno, GIS Analyst, City of Galesburg E-mail: jcueno@ci.galesburg.il.us Voice: 309-345-3690 Fax: 309-345-5704 by Friday, February 9, 2001 Send proposals to: Terry Bradford Purchasing Manager City of Galesburg 55 W Tompkins St Galesburg IL 61401 Proposals due by 4:00 PM local time on Friday, February 23, 2001 5.1 Responsive Proposals At a minimum, responsive proposals will include the following two submissions: 1) One submission marked "Digital Orthophotography - Non-Pricing Information" and will consisting of three hardcopies and one digital copy submitted in Adobe PDF format of the following:

• Organizational Description and Qualifications -- Provide a brief

description of the organization and history of vendor, including a detailed description of all available resources that will be used to complete this project.

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• Experience and References -- Provide a list of several references / clients

for which the client was provided substantially similar services to those described in this Request For Proposals. Provide a short narrative about each of these projects that demonstrates the similarity between the reference and the City of Galesburg project. The list should include the name, address and phone number of a contact at each of the cited projects. The individual must hold a position of at least project management. Include two examples of the work provided to each of these references in digital format.

• Project Team -- Include an organizational chart with a clearly identified

project manager and production team. Include in this organizational chart the responsibilities assumed by the City. Provide resumes of the vendor's project management team and a brief description of the production team.

• Equipment Review -- Provide a description of the types of film, cameras,

sensors, aircraft, survey and GPS equipment that will be used in this

• project. Include equipment calibration reports.
• Subcontractor Description-- Provide a list of all subcontractors that may

participate in this project. Include contact name, a description of the company including a company history and how the subcontractor would be utilized.

• Statement of Understanding -- Briefly describe your understanding of this

project.

• Project Plan -- Provide a plan describing the project at a managerial level.

Include a proposed project schedule. Identify the use of subcontractors and their involvement. Briefly describe quality control/quality assurance measures integral to your operations.

• Work Plan -- Address the Scope of Work / Specifications outlined above

and include the phases and activities that you have identified as necessary to complete this project. Describe in detail how you plan to meet the needs of this RFP and any recognized standards. Discuss methodology and reference equipment listed above.

• City of Galesburg Obligations -- Include a list of all items to be provided

by the City to assist in the completion of this project. This list should include, but is not limited to: any data or proposed use of staff, space and equipment that could be supplied by the City. 2) One submission is a sealed envelope marked "Digital Orthophotography - Pricing Information" and will consist of three hard copies of the following:

• Cost of Services -- Respondents will provide a quotation of cost for the

project and show a complete cost breakdown for all tasks identified under their submitted Work Plan. Costs for optional services are to be listed separately.

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5.2 Ownership The City of Galesburg will assume the rights and use of all deliverable products. The commercial use of the digital orthophotography and associated products without the express written consent of the City of Galesburg is prohibited. The City will, however, entertain the possibility of shared ownership or licensing from the successful vendor if overall project costs could be reduced through such an agreement. The City also encourages respondents to submit a proposal for regular updates if this, too, could reduce overall or subsequent project costs of future orthophotography projects.

• 6. Contacts

Technical: James Cueno GIS Analyst City of Galesburg 55 W Tompkins St Galesburg IL 61401 E-mail: jcueno@ci.galesburg.il.us Voice: 309-345-3690 Fax: 309-345-5704 Purchasing: Terry Bradford Purchasing Manager City of Galesburg 55 W Tompkins St Galesburg IL 61401 E-mail: tjbradfor@ci.galesburg.il.us Voice: 309-345-3678 Fax: 309-343-4765

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Appendix 1 - Project Area Maps Figure 1 - Project Area & Knox County Overview

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Figure 2 - Project Area

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Appendix 2 - Revisions First Revision - January 19, 2001 Revised project area from 64 square miles to 49 square miles. See Section 2.1. Originally: "… the project area (up to 64 square miles) shown roughly in Figure 2

• f Appendix 1 (extending from the southwest corner of Township 11 North,

Range 1 East of the Fourth Principal Meridian to the northeast corner of Section 29 of Township 12 North, Range 2 East of the Fourth Principal Meridian)."