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Home My WebLink AboutAGENDA REPORT 1993 1103 CC REG ITEM 08GAGENDA REPORT CITY OF MOORPARK TO: The Honorable City Council CTK)N: FROM: Baldemar Troche, Public Works Management Analyst DATE: October 25, 1993 (CC Meeting of November 3, 1993) SUBJECT: CONSIDER BIDS FOR AERIAL PHOTOGRAPHIC SERVICES OVERVIEW This presents a summary of the bids received for the subject project and recommends selection of a contractor for aerial photographic services. BACKGROUND On August 18, 1993, City Council authorized staff to solicit bids for aerial photographic services and to divide the project cost between the Community Development Department (42 %), the Public Works Department (42 %), and the Moorpark Redevelopment Agency (16 %). DISCUSSION A. Bid Summary On October 22, 1993, bids were received, opened and tabulated. A summary comparison of the bids received is attached as Exhibit 'A'. B. Qualification The apparent lowest responsible bidder is Pacific Western Aerial Surveys of Santa Barbara, California. The bidder is experienced in the type of work required. In January of 1990, the City awarded a contract to Pacific Western Aerial Surveys for various aerial photographic services. Although this contractor experienced problems in meeting the requirements of the State of California in providing the digitized mapping services required, eventually these problems were resolved and those products were delivered to Caltrans in a satisfactory form. The contractor met the requirements of the City of Moorpark and delivered the general aerial photographic products in satisfactory form. The bidder has confirmed that prices bid are accurate and has stated interest in proceeding with the project. Agenda Report Aerial Photos Page 2 C. Schedule It is recommended that the consultant be directed to photograph the area in early Spring. This will allow the color photographs to have a more attractive appearance since the rains will have germinated the native vegetation, leaving the area with blooming shrubbery and green grass. D. Fiscal Impact The budget for this item is $10,000.00. If the bid is awarded to the lowest responsible bidder, Pacific Western Aerial Surveys ($8,696.37), the project cost will be divided as follows: RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Award a contract to Pacific Western Aerial Surveys for the subject project, in the amount of $8,696.37. 2. Approve a ten percent (10 %) contingency and authorize the City Manager to approve additional work, if required, not to exceed said contingency. 3. Authorize the Mayor to sign necessary contract documents. Wep0aerial_2. tpl COST BREAKDOWN Department Account No. Amount Community Development Public Works Redevelopment Agency Amount XXX S8,696.37 041- 131 -641 003- 142 -04t 0704 - 170 -641 $3,652.48 $3,652.48 $1,391.41 Percent of Total 42% 42% 164 RECOMMENDATION Staff recommends that the City Council take the following actions: 1. Award a contract to Pacific Western Aerial Surveys for the subject project, in the amount of $8,696.37. 2. Approve a ten percent (10 %) contingency and authorize the City Manager to approve additional work, if required, not to exceed said contingency. 3. Authorize the Mayor to sign necessary contract documents. Wep0aerial_2. tpl Exhibit A BID RESULTS FOR AERIAL PHOTOGRAPHIC SERVICES 1 2 3 4 Pacific I. K. Airborne Aerial Map Western Curtis Systems Industries A Color $ 900.00 $ 800.00 $ 890.00 $ 775.00 Photos 500 scale (2ea) B Mylars (100 $2,205.00 $2,695.00 $ 3,822.00 $ 5,500.00 scale) C Photos (100 $3,185.00 $3,185.00 $ 3,895.50 $ 6,400.00 scale) D 2 sets 10 x $ 318.50 $ 380.00 $ 420.00 $ 1,420.00 10 color contact prints E Flight Cost $1,500.00 $1,250.00 $ 2,050.00 $ 1,750.00 Sub -Total $8,108.50 $8,310.00 $11,077.50 $15,845.00 Tax $ 587.87 $ 602.48 $ 803.12 $ 1,148.76 Freight $ 0.00 $ 15.00 $ 69.38 $ 144.00 TOTAL $8,696.37 $8,927.48 $11,950.00 $17,137.76 AITAIIIHNENT ADVINIKRVIVH S'M*IC-S '99364 jAhj 'jS:l APPT 7CAT'ON PROCESSING FEE RATE. _'OKS Item lj.i Gene-il Ove,hem 'ud � cc-tcd Item cost- Deductio- Net Costs poil2c .eta" Costs City 13n3ce, 199,99? Ii 66 JIV9 11;,89' nance/City Treasurer Fin 130,7:)g D 130,759 1) 846 City --iginee- 16,M 2� 17: ),551 Dublic Works (Cenerail; 32,892 Ij 33,89" SSO Total Gereral Indirect Costs ;�2,1 _� Lecuctic-3 li 100 Assit. to the City Ra-iage, [ositim - 3el. 21 6!2- Ccnt, S,vcs, 645- P'an CA ;SO), 646- -nsoect Iten 4 � Use Allowarce- is 0' 6/3C/93 Allocation Total Employees (which ir."lude's redveiopner: staff; Dewtment Evoloyees which use City Hall Directly Related Employees Fe,cert ;2.6/411 Use A.'lowance Attrib*Able to Cemrtmnt j' �I .ctjl Ceorcc. Use 1989/90 1990I/91 1991/192 19921!9s Assets ?e rcertage Allowance Buildinqs and structures 853,146 66954 832924 012 n i8F3284 0.02 17,366 Improve. other than 3uildims 524,050 6816 436101 ;.'CA 1;17119C C.0 85'203 Cffice Furniture And Equip. 254,633 11084 116794 �1�4. _)18952 0.0'. 37,72 Other cqui.mert ----------------------------------------------------- 58487 6625 ;911 16 - -------------- --- - - ---- -- - - - - - - -- -- -- -- --- ------------ --------------- Allocation Total Employees (which ir."lude's redveiopner: staff; Dewtment Evoloyees which use City Hall Directly Related Employees Fe,cert ;2.6/411 Use A.'lowance Attrib*Able to Cemrtmnt j' �I r 1 "ACHMENT ADMINISTRATIVE SERVF.'J," 1993/94 LAND USE APPT,TCATTON PROCESSING F'F:I' RATE CALCULATIONS SUMMARIES Item 1, Direct Cost: 172,902 Item 2, Indirect Costs 140,x,1.9 Item 3, General Overhead 42 , =; X57 Item 4, Use Allowance 11.396 Adjustment from Prior Year Total. Costs Divided by Total. Hours (2080 * 2.6 Positions} RATE 5{i 08 68 PER HOUR L3 1:en 3', ,er.eral Overhead /CITY COXNCIL R["'IIP;i Total ',eneral Indirect Costs :41i Deductic°s l 1001 Assit. tc the City lianager Position , "C'.. 2) SDecA_ --eqa- Se,v_ces 3,* Profess'ona., Cervices and ET.: p-en: Ren:a: 41 642- Ccntr Srvcs, -45- F,an CA '501, E4- m'nsxct -ten 41 Use A.—owance- as o' E/RiU 3udoetee total Otal Itm Costs Dcauctior, Net Cost: .Otil Costs C 1 ty Ccuncil 2'',000 l 2', ;Ah .661 ,"i-,v Manaler 199,992 i; 6b,59` t8 2284 0.02 City CterK 11%,916 521,858 8016 436181 City Attorney 113,40 2j 25,00 88,335 254,630 Mcc,Dwk Cable 28A Ae 2-,ca 37,127 Finance /City Treasurer 133,75? 24,225 City E..-.ci-eer J16,006 -'I 28-,84! 12'1e1 Dc" lublic Works (General) 22,8Q2 176,558 Total ',eneral Indirect Costs :41i Deductic°s l 1001 Assit. tc the City lianager Position , "C'.. 2) SDecA_ --eqa- Se,v_ces 3,* Profess'ona., Cervices and ET.: p-en: Ren:a: 41 642- Ccntr Srvcs, -45- F,an CA '501, E4- m'nsxct -ten 41 Use A.—owance- as o' E/RiU Total E41oyees which includes redvelopmpart CcDa,taeit --aplovees which use Citv Hail Directly Related EDployees Ferce-t ;2.611,4111 use A..cwance Attr :Mab'e tc: Deoa,trent I'd �� q, total Otal Deprec. Use 1989/93 1993/91 1991/92 1992:9. krsse:s Percentage Allowance Buildings and s-.ru,.-.ures 853,146 b6956 812924 t8 2284 0.02 37,066 lnpmve. other than: Buildii.cs 521,858 8016 436181 8 121,1118C C.C7 E, 2C Office Furriture k".d Equip. 254,630 116084 Ilb794 I t. -,189��2 3.9'' 37,127 Othv ecuionent --------------------------------------------------------------------------------------- 36621 0.07 16,563 Dc" -------------------------------- 176,558 Total E41oyees which includes redvelopmpart CcDa,taeit --aplovees which use Citv Hail Directly Related EDployees Ferce-t ;2.611,4111 use A..cwance Attr :Mab'e tc: Deoa,trent I'd �� q, I'D 'Z2�) IC 1, 2 2 ATTAC ME17 I C' r 3 T.DYINISTFITIVE SM lCE'S FEE FATE CF.ICCPLTIC�;S I Qc-, ; C4 FF-F FkH -EENTF T- jt--JE t E- C 11 C t :1 -1 L r r t ;�-F c- H 7 i T I�G.L TICI 7 L Jl LL trr 'F C KILT CI S r r '�IT�T T"IT .1 ! -TLF '.0 FIT PTTF F TOT T. i OV I EK, LFF ---------- - ----- ----- - ---- CEJEF T TE Ell" 7rC tEl" TC ------ 4 4c L t 1 Fr+ 7 C—M c 1' L ' 62( t t Iz c t E- C 11 C t :1 -1 L r r t ;�-F H 7 i TO T A L!� I�G.L T C KILT PITIF L t 1 —f! C—M c ' 62( to, c SU 7 E I C: !" 1'. 4H4 nl� E-E to C,4 4. DEP CM CLEPI 249r 2994^ 7 �.E� 4 04 4294 44; 4. . DEP. ',TITY '111i PC 'EF 5664 71 C16E 6966, - � 2 C4S' -'�4 97 4E la�E 'Cl G4 7 2 c -66(62 - 4- C�4 7 A r G. G. V'2 cs 2 F 4 ----------------------------- --------------------- ---------------------------------------------------------------------------------------------- zHi2 7 b 14 'r2 i54 -'i9l jrr� 4, 6;' 4C,4 C-t- ,e-J 101 22/91 ATTACMN"r 'C' ADMINISTRATIVE �QERC. ' Q I IEI p1JE 1ALC�AL'ITIX'I N, FEE I liv. IRECI FEWSONNEL C T Fersormpl I T, inraire.. IT"; ?j �Kg�q IL T 2 Iq T LkT !EF T� 3EN p 1:.7 S T-T LE K RATE UT E INCR. FEE '��-n RA 1 E R COMP GATE E I-N p F. -E .47E FATE ;ZL�EFTT RL TI ---------------- nN.T QT --n T Ep" IAL ------------------- ------- -------------- ---------------- Agenda Analysis for Community DeVelopment, Code Enforcement and Administrative services January 1993, to June 1993 The follwoing analysis illustrates the percentage of time spent by the City Council and other general overhead cost centers on each department listed for use in developing cost recovery fees. For this study, only itens related to 08 Consent' through 012 Ordinances' were counted. 22 meetings 355 29.58333 Q33.14% 4.75% 17.26% Humber Percent Percent Percent Agenda Date ------------------------------------------------------------------------------ -------------------------------------------------------------------------------- of Items CD coo Ada. Serv. 1/6/93 31 25.81% 0.00% 19.35% 1/20/93 23 39.13% 4.35% 13.04% 2/3/93 27 48.15% 11.11% 3.70% 2/17/93 30 23.339., 0.00% 20.00% 3/3/93 35 28.57% 11.43% 22.86% 3/17/93 26 30.77% 0.00% 15.38% 4/7/93 30 26.67% 10.00% 16.67% 4/21/93 26 30.77% 3.85% 19.23% 5/5193 28 42.86% 3.57% 14.29% 5/19/93 30 43.33% 6.67% 16.67% 6/2/93 33 33.33% 6.06% 18.18% 6/30/93 36 25.00% 0.00% 27.78% 22 meetings 355 29.58333 Q33.14% 4.75% 17.26%