R-1985 - 01/11/2022 - GIS - Resolutions Supporting Documents ITEM 6.E.7
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR , K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 11, 2022
SUBJECT: Contract Award -Aerial Mapping Services -Ayres Associates, Inc.
FROM: Jim Fox, Information Technology Director "
BUDGET SOURCE/BUDGET IMPACT:
GIS: Program 152-76950 (Infrastructure Fund) - $47,839 (2022 Budget)
RECOMMENDED MOTION: I move that the Village Board waive competitive bidding,
since the competitive selection process has already been conducted by the GIS
Consortium, and approve a Professional Services Agreement for 2022 Aerial Mapping
Services with Ayres Associates, Inc., Madison, Wisconsin, in the amount of$47,839 and
approve Resolution 2022-GIS-AG-EX1-R-1985.
Background/History:
The Village Board approved membership in the GIS Consortium (GISC) on February 10, 2009.
Since that time, the Village Board has approved collection of aerial imagery for use within the
Village GIS System. Aerial Mapping projects that have been completed are as follows:
2009— "Completed"(Project Cost$52,733)
• Map (not a picture) of all ground features for the northern half of the including roads,
bridges, buildings and rivers.
2010—"Completed" (Project Cost $60,493)
• Map of ground features for the southern half of the Village.
• Orthophotography(color picture) for the entire Village 3 in. resolution and 6 in.
accuracy.
2011 —"Completed" (Project Cost$35,075)
• LiDAR surface of entire village— 1 foot contours, 6-inch vertical accuracy, 1.6-foot
horizontal accuracy. LiDAR is an acronym for"light detection and ranging." In the
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mapping industry, this term is used to describe an airborne laser profiling system that
produces location and elevation data to define the surface of the earth and the heights of
aboveground features. LiDAR systems use the near-infrared portion of the electro-
magnetic light spectrum to collect data night or day, in shadow, and beneath clouds.
Using semi-automated techniques the"raw" LiDAR data is processed to generate a
number of useful end products, including an accurate"bare-earth"terrain model in which
trees,vegetation, and manmade structures have been edited out. LiDAR can be used for
impervious surface analysis and change detection when multiple years are available.
2012—"Completed" (Project Cost$29,740)
• Map update for '/z of village for all ground features for areas to be determined including
roads,bridges,buildings and rivers.
2013—"Completed"(Cost$28,789)
• Map update for entire village for all ground features for areas to be determined including
roads,bridges,buildings and rivers.
201.5—"Completed" (Cost$9,115)
• Produced updated digital orthophotography for the Village, which will allow staff to
update maps for all ground features for areas to be determined including roads,bridges,
buildings and rivers.
2017—"Completed"(Cost$18,203)
• Orthophotography(color picture) for the entire Village.
2018—"Completed"(Cost$17,933)
• Orthophotography(color picture) for the entire Village plus Oak Brook Terrace water
service area.
2019—"Completed" (Cost$18,558)
• Orthophotography(color picture) for the entire Village plus Oak Brook Terrace water
service area.
2020—"Completed"(Cost$18,150)
• Orthophotography(color picture) for the entire Village plus Oak Brook Terrace water
service area.
2021 —Deferred as a Covid Pandemic Cost Saving Measure
2022—"Planned" (Cost$47,839)
• Map update for entire village for all ground features for areas to be determined including
roads,bridges,buildings and rivers.
• Orthophotography(color picture) for the entire Village.
The Village's 2022 Budget for GIS includes a line item of$47,839 for Mapping Services. The
attached Agreement with Ayres Associates includes pricing and terms negotiated by the GIS
Consortium and MGP(consultant and staffing source for Consortium members) for aerial
mapping services. Typically,the actual cost of the imagery and data collection will be reduced
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once all member GISC member communities have completed their imagery agreements with
Ayres for 2022.
Our Village Attorney and Village Staff have reviewed the proposed Agreement. The data that
will be generated out of these aerial fly-bys will allow for accurate placement of signs, roads,
bridges, etc. With accurate data, staff and the Village Board will be able to make informed
recommendations and decisions.
Recommendation
Staff recommends that the Village Board approve the attached agreement for Professional
Services with Ayres Associates for 2022 Aerial Mapping Services.
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