AGENDA TITLE: Adopt a Resolution authorizing the City Manager to enter into a contract with Picometry Inc., to provide new four-inch resolution photography and oblique imagery. (TWU)

AGENDA DATE:  October 2, 2017

ITEM#:  10

DEPARTMENT: Texarkana Water Utilities

DATE SUBMITTED: September 18, 2017

PREPARED BY:  J.D. Phillips, P.E., Executive Director

SUBJECT:  Request for Approval of Pictometry Contract for Digital Aerial Photography

EXHIBITS:  Resolution, Pictometry Contract, and Interlocal Agreement.


EXPENSE REQUIRED: $0.00, annually, for two years



SUMMARY :  Texarkana Water Utilities (TWU) requests the approval of a contract with Pictometry, Inc. to provide new four inch (4Ē) resolution photography and oblique imagery.  The duration of this contract is six (6) years, with three (3) captures (flyovers) scheduled every two (2) years.  After the first flyover project is complete, the contract may be cancelled at any time if the City chooses not to appropriate funds for any reason.  The six year contract provides a cost savings of $3,091 as compared to the previous six year contract.  TWU has been acquiring new aerial photography every two years since 2004.  This digital aerial photography is used daily in all aspects of engineering, planning, and management for Texarkana and is also available for public viewing on the internet.  This recurring aerial photography acquisition provides for an outstanding historical archive of the growth and change in Texarkana since the first flyover in 1994.  Additionally, Pictometry will provide disaster coverage, at no additional charge, in the event of a tornado, earthquake, etc.  Pictometry will fly up to 200 square miles of the affected area to be used for disaster recovery.

This project is a continuation of the agreement between TWU and the Miller County Assessorís Office and is contingent on the approval of an interlocal agreement with the Assessorís Office to fund the remainder of Miller County outside of Texarkana.  Should the Assessorís Office choose not to approve funding of the Countyís portion, TWU will shorten the project to include only the City Limits, and not the whole county.  Regardless, approval of this contract will obligate the City to pay $17,066.50 annually over two years for a total of $34,133.00.  This item is in the TWU budget.  The County portion for the first capture is $22,381.00 annually over two years for a total of $44,762.00, resulting in a total first capture cost of $78,895.00.

The payment terms (Full County coverage) are as follows:

     First Capture:

          Due at signing:                                                         $  9,861.87

          Due at shipment of imagery                                     $29,585.63

          Due at first anniversary of shipment of imagery:     $39,447.50




     Second Capture:

          Due at shipment of imagery                                     $39,447.50

          Due at first anniversary of shipment of imagery:     $39,447.50



     Third Capture:

          Due at shipment of imagery                                     $39,447.50

          Due at first anniversary of shipment of imagery:     $39,447.50



     Total Cost for Three Captures                                       $236,955.00



BOARD ACTION:  TWU staff recommends approval.

EMERGENCY CLAUSE:  No emergency clause is requested. 






WHEREAS, since 2004 the City has maintained an aerial GIS base map, updated by new imagery every two (2) years, which is an invaluable tool used by virtually all City Departments in carrying out essential City functions and services; and

WHEREAS, through interlocal agreement, the City has historically participated with Miller County in procuring efficient GIS flyover image procurement at shared expense; and

WHEREAS, in 2009 the City, through TWU, engaged Pictometry International Corp. to provide such services; and

WHEREAS, in 2011, a six-year extension and renewal of the Pictometry engagement was approved by the Board of Directors; and

WHEREAS, TWU now requests approval of a continuation of a second six-year renewal of the project, with authority to continue to allow participation by Miller County should Miller County so elect; and

WHEREAS, the contract may be terminated at any time after the first of three flyovers contemplated thereby, obligating the City to pay $17,066.50 annually over two years from the TWU budget and the total savings over the next six years as compared to the prior six years is $3,091.00; and

WHEREAS, should Miller County not participate in this renewal and extension, the scope of the project will be revised to include only areas within the City Limits; and,

WHEREAS, the contract provides for additional disaster coverage of up to 200 square miles at no cost in the event or tornado, earthquake or the like; and

WHEREAS, the City Manager and Utility Staff recommend approval;

NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the City of Texarkana, Arkansas, that the City Manager and the Executive Director of TWU are authorized and directed to extend and renew the agreement with Pictometry International Corp. and, should Miller County so elect the corresponding interlocal agreement allowing for County participation, all for an additional six (6) years on the terms and conditions described above and as more specifically set forth in the interlocal agreement and Pictometry agreement presented for approval herewith and incorporated herein by reference.

PASSED AND APPROVED this 2nd day of October, 2017.




Ruth Penny Bell, Mayor





Heather Soyars, City Clerk






George M. Matteson, City Attorney