HomeMy WebLinkAboutItem 11d - Digital Aerial Imagery and Dataset EvaluationCounty of Los Angeles Imagery Acquisition
Agreement (“LARIAC7”)
December 6, 2022
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DATE: December 6, 2022
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director
Lisa Flores, Planning & Community Development Administrator
Prepared By: Edwin Arreola, Associate Planner
SUBJECT: PARTICIPANT AGREEMENT WITH THE COUNTY OF LOS ANGELES
REGION IMAGERY ACQUISTION CONSORTIUM 7 (“LARIAC7”) FOR
DIGITAL AERIAL IMAGERY AND DATASET ELEVATION FOR THE
CITY'S GEOGRAPHIC INFORMATION SYSTEM IN THE AMOUNT OF
$47,583
CEQA: Not a Project
Recommendation: Approve
SUMMARY
In 2013, the first citywide Geographic Information System (“GIS”) was implemented,
which supports a wide array of land and infrastructure management activities for
multiple City departments. The City has contracted with the County of Los Angeles for
aerial imagery since 2014. The County of Los Angeles updates its aerial imagery every
two to three years and makes its imagery available to cities and other entities that share
in the cost of producing the imagery. The latest aerial imagery will be made available in
the winter of 2023. The County apportions the cost for participating cities based on
population and geographic area. For the City of Arcadia, the cost is not to exceed
$47,583. The budget for this Agreement is included in the Development Services and
Public Works Services Departmental operating budgets for Fiscal Year 2022-23.
It is recommended that the City Council approve the Participant Agreement with the
County of Los Angeles Imagery Acquisition Consortium 7 (“LARIAC 7”) in the amount of
$47,583, and authorize and direct the City Manager to execute the Participant
Agreement.
BACKGROUND
The County of Los Angeles established the LARIAC program in 2005 and is now in their
seventh cycle (“LARIAC7”). Aerial imagery is a fundamental component of the City’s
Geographic Information System (“GIS”). The imagery is used by almost every
County of Los Angeles Imagery Acquisition
Agreement (“LARIAC7”)
December 6, 2022
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department in the City as the base for providing topographic and aerial maps to the
public, for private development projects, and for general decision making and research.
The City has participated in the last three programs (2014, 2017, and 2020) with the
County. Participation in this consortium allows the City to receive updated aerial
imagery at a substantial savings compared to acquiring a similar product independently.
DISCUSSION
The County of Los Angeles updates its aerial imagery every two or three years, and
LARIAC7 will continue to provide digital aerial imagery and property information for the
City’s Geographic Information System (“GIS”). Under this contract, the City will continue
to receive highly accurate orthogonal and oblique imagery with color infrared, as well as
derived data, including building outlines. The data is used as the basis of the City’s land
management software, permit tracking and issuance system, and Public Works asset
management software. It provides detailed property imagery with many layers of
information that are critical to infrastructure planning, asset planning, and public
information.
For cities, the cost to participate in the LARIAC7 is based upon the city’s population and
area (square miles). For Arcadia, the total cost for the acquisition of the imagery is
$47,583. This project was not competitively bid because the County of Los Angeles is
the only designated coordinating body for collection, sharing, and dissemination of
digital imagery to the state, county, and city governments within its boundaries. Due to
the joint/shared funding of this project by the participating entities, a sole source award
to LARIAC7 for this data is recommended, as it creates a significant cost savings
compared to any independent efforts the City could undertake.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), as it can be seen with certainty it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The cost of the updated aerial imagery is not to exceed $47,583 and would be made
over two payments; one upon executing the agreement and the second upon delivery of
the data. Funding for the LARIAC7 was included in the 2022-23 Fiscal Year Budget and
is split between the Development Services Department and Public Works Services
Department Operating budgets.
County of Los Angeles Imagery Acquisition
Agreement (“LARIAC7”)
December 6, 2022
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RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore exempt under the California Environmental Quality Act
(“CEQA”); and authorize and direct the City Manager to execute the Participant
Agreement with the County of Los Angeles Region Imagery Acquisition Consortium 7
(“LARIAC7”), for digital aerial imagery and dataset elevation for the City’s Geographic
Information System in the amount of $47,583.
Attachment: County of Los Angeles Imagery Acquisition Agreement (“LARIAC7”)
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ATTACHMENT VI
PARTICIPANT AGREEMENT BY AND BETWEEN THE
COUNTY OF LOS ANGELES
AND PARTICIPATING ENTITIES FOR THE
LOS ANGELES REGION – IMAGERY ACQUISITION CONSORTIUM 7
("LARIAC7") PROJECT
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PARTICIPANT AGREEMENT BY AND BETWEEN THE COUNTY OF LOS ANGELES
AND PARTICIPATING ENTITIES FOR THE
LOS ANGELES REGION – IMAGERY ACQUISITION CONSORTIUM 7 ("LARIAC7") PROJECT
This Participant Agreement (Agreement) is made and entered into by and between the
County of Los Angeles (County), a political subdivision of the State of California, and City of
Arcadia, a California city, special district, agency, or educational institution. Each individual
city, district, educational institution, or agency is referred to herein individually as a
“Participating Entity” and collectively as the “Participating Entities”. The County and the
Participating Entities are hereinafter referred to collectively as the “Parties” and each
individually as a "Party".
A. WHEREAS, County has planned to acquire new digital orthogonal and oblique
aerial imagery in the winter of 2023 Project;
B. WHEREAS, County has become aware that various Participating Entities have
similar projects currently underway or plans to undertake similar projects in the near future;
C. WHEREAS, in order to avoid the duplication of efforts and costs by the Parties,
the Parties desire to pool their resources to collectively undertake the Project; and
D. WHEREAS, the Parties intend to participate in the Project upon the terms and
conditions set forth herein below.
NOW, THEREFORE, in consideration of the mutual covenants herein set forth
and the mutual benefits to be derived therefrom, the Parties agree as follows:
1. Purpose
The purpose of this Agreement is to provide a vehicle for the collective
participation in the Project by the Parties. The Project shall focus on the acquisition of
certain aerial imagery digital data which may include, but are not limited to, products listed
in Attachment A ("Digital Data"). It is the intent of the Parties that Digital Data shall be
acquired under this Agreement for areas within the County of Los Angeles covered by the
jurisdictions of the Parties.
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2. Responsibilities of the County
A. Identify and provide specifications for Digital Data (or their derivatives) to
the contractors hired to complete the Project.
B. Develop all necessary procurement documents for necessary services to
be provided by one or more qualified contractors in connection with the
acquisition and administration of the Digital Data.
C. Select the most qualified contractor or contractors to provide the
necessary services in connection with the acquisition and administration of the
Digital Data and thereafter, manage the entire acquisition and administration of
the Project.
D. With the assistance of one or more selected contractors, provide Quality
Control (QC) for all Digital Data delivered under this Agreement.
E. Arrange for the delivery of the Digital Data (or portions thereof) to the
Participating Entity upon Project completion.
F. Provide monthly reports to the Participating Entities on the status of the
Project.
3. The Participating Entity Has the Right to
A. Participate in identifying and providing technical specifications for the
Digital Data (or their derivatives).
B. Provide currently available geodetic points (with necessary standards and
accuracy) for County's QC process.
D. Acquire additional digital aerial products from the contractors through this
Agreement, provided that a Statement of Work is provided. County assumes no
liability for the completion of these products.
4. Mutual Responsibilities; Maximum Contribution
The Parties shall be mutually responsible for the following:
A. Financing the acquisition and administration of the Digital Data including,
but not limited to, costs related to QC and the subsequent distribution thereof.
The total cost of such acquisition and administration (Total Cost) shall be
allocated among the Parties and the Participating Entities. The portion of the
Total Cost allocated to a Party hereunder shall be hereinafter referred to as the
Party’s "Maximum Contribution." Each Participating Entity will transfer its
Maximum Contribution to a LARIAC account which has been established by the
County for this Project (LARIAC Account) and as further described in Paragraph
5 of this Agreement.
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The Maximum Contribution of the Participating Entity shall be $47,583 .
B. In the event the Project is terminated for any reason before the execution
of any contract with a contractor for the provision of goods and/or services in
connection with the Project, each Participating Entity shall be refunded its
Maximum Contribution (or such portion of the Maximum Contribution as shall
have been paid to the County by such Participating Entity) in its entirety.
5. Payment of Maximum Contribution; Administration of LARIAC Account
A. A Participating Entity shall have the following options in paying its
Maximum Contribution to the County hereunder:
i. The Participating Entity may elect to pay its Maximum Contribution
to County in its entirety upon execution of this Agreement.
ii. The Participating Entity may elect to pay its Maximum Contribution
to County as follows: (a) fifty percent (50%) of the Maximum
Contribution upon its execution of this Agreement; and (b) fifty
percent (50%) upon delivery of the Digital Data to the Participating
Entity.
B. The LARIAC Account established by the County in connection with the
Project, shall be subject to the following:
i. All funds held in the LARIAC Account shall be used solely for the
payment of contractors selected by County to provide goods and
services in connection with the Project.
ii. Any funds held in the LARIAC Account not expended upon the
completion of the Project or the termination of this Agreement shall
be held, administered, and returned to Parties based on their
prorated contribution to the total costs of the Project.
6. General Terms and Conditions
A. This Agreement shall take effect upon execution and shall remain in effect
through final delivery of all Digital Data and through the duration of the license-
use term.
B. The term of this Agreement may be extended by an Amendment to this
Agreement.
C. It is the intention of the Parties that the Participating Entity shall receive,
with the delivery of the Digital Data, an unlimited irrevocable perpetual, royalty-
free license. The license may be used to, modify, edit, reuse, reproduce,
translate, create derivatives, compile, other works based upon the Digital Data,
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and combine the data with other contents selected by the Participating Entity in
its own operation, with an unlimited number of seats; including, but not limited to
Internet and intranet applications, copying, and printing.
D. The Participating Entity shall have the right to transfer, sublicense, and
distribute any form of media either now known or hereinafter desired the Digital
Data to its subcontractors or consultants on projects which are outsourced from
its own operations. In this connection, the Participating Entity shall require each
subcontractor or consultant to whom the Digital Data is transferred to execute a
written acknowledgement and agreement to abide by such Participating Entity’s
license to use the Digital Data. Such acknowledgement and agreement is
provided in Attachment B (Los Angeles Regional Imagery Acquisition Consortium
(LAR-IAC) 7 Authorized User Confidentiality and Non-Disclosure Agreement).
E. Notwithstanding any provision of this Agreement to the contrary, a
Participating Entity shall not have the right to sell, resell, or otherwise transfer its
license to use the Digital Data to any other person or entity.
F. This Agreement may be amended or modified by County only after
collaboration and consultation with the Participating Entities.
G. Nothing in this Agreement shall be construed to give any person or entity,
other than the Parties hereto, any legal or equitable right, remedy, or claim under
or in respect to this Agreement or any provision herein contained. This
Agreement and the provisions hereof are intended to be and are for the sole and
exclusive benefit of the Parties.
H. No Party may terminate its participation under this Agreement after the
execution of contract(s) for the acquisition of the Digital Data without the prior
written consent of County.
I. Any other California city, special district, agency, or educational institution
may become a Participating Entity under this Agreement if:
(i) Such entity executes this Agreement, and
(ii) Such entity makes its Maximum Contribution to County as provided
for under this Agreement. Any such contribution shall be deposited
into the LARIAC Account and administered in accordance with sub-
paragraph 5.B of this Agreement.
J. This Agreement may be executed in counterparts and the signed
counterparts shall constitute a single instrument. The signatories to this
Agreement represent that they have the authority to bind their respective party to
this Agreement.
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IN WITNESS WHEREOF, the parties have executed this Participant
Agreement for the Los Angeles Region – Imagery Acquisition Consortium 7 Program on
the date indicated below.
PARTICIPANT ENTITY COUNTY OF LOS ANGELES
City of Arcadia INTERNAL SERVICES DEPARTMENT
By: __________________________________ By: ______________________________
Date: _________________________________ Date: _____________________________