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Amending interdepartmental cost sharing arrangement for Pictometry aerial photo projects to increase the Assessor's share BEFORE THE BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON Amending the interdepartmental cost ) sharing arrangement for Pictometry aerial ) photo projects to increase the Assessor's ) share to add the area covered by the ) RESOLUTION NO 19- 1 Oq Skookumchuck Wind Farm development ) easement ) WHEREAS, pursuant to Resolution 13-074, Lewis County has contracted with Pictometry International Corporation (Pictometry) for the provision of certain licensed Pictometry products including aerial photography services, software, and support services for three distinct aerial photo projects, once every three years, over a nine year period, and WHEREAS, the Lewis County Board of County Commissioners has assigned the administration of the contract and the distribution of the deliverable products to the Public Works department, and WHEREAS, pursuant to Resolution 13-448, the Lewis County Board of County Commissioners approved an interdepartmental cost sharing arrangement between Public Works and other County departments, for the purpose of allowing all of the included departments access to the Pictometry products, and WHEREAS, the Assessor's Office was an integral party in the initiation of the Pictometry contract and desired to have access to the Pictometry products, thus it was included in the cost sharing arrangement with a rate of 10 78% of the Pictometry fees. WHEREAS, the third and final aerial photo project of the contract is set to commence in 2019 and related Pictometry services will be rendered into 2021, and WHEREAS, the Assessor's Office has a need to expand the geographic area covered in the Pictometry aerial photos and products in 2019 by 46 square miles to include the Skookumchuck Wind Farm development easement, and WHEREAS, the Public Works Department has arranged with Pictometry to add the requested 46 square mile area to the 2019 aerial photo project, and amended the contract accordingly; and WHEREAS, the Public Works Department together with Pictometry has produced an estimate of the full costs of the requested area totaling approximately$3,571 14, and WHEREAS, the Public Works Department and the Assessor's Office have signed a Memorandum of Understanding (attached) detailing the terms by which the Assessor's Office has agreed to pay for the full costs of the 46 square miles of added area in addition to the previously established 10 78% of Pictometry fees, and WHEREAS, it appears to be in the best public interest to amend the interdepartmental cost sharing arrangement to increase the Assessor's Office share equal to the total costs of the additional 46 square miles necessary to cover the Skookumchuck Wind Farm easement, NOW THEREFORE BE IT RESOLVED, that the interdepartmental cost sharing arrangement is amended to increase the Assessor's Office share equal to the total costs of the additional 46 square miles necessary to cover the Skookumchuck Wind Farm easement, estimated at$3,571 14 DONE IN OPEN SESSION this I day of "-f , 2019 APPROVED AS TO FORM B. - ' OF COUNTY COMMISSIONERS JonatFjor L Meyer, Prosecuting Attorney = COUN S GTON i• By Civil deputy Robert Jackson, Chair ATTEST Gary S - per, Vice air air 41-41/A—. • Rieva Lester, Clerk of the Lewis Edna J Fund, Co i° issioner County Board of County Commissioners •••"°S C0UNT�k,•• • iI SINCE \ 0 • �• � 1845 • •q��C�oMt�Sh'/ s GO • •• oroNSEst•• Memorandum of Understanding between Lewis County Public Works and Lewis County Assessor's Office for the Purpose of Adding Areas to be Flown in the 2019-2021 Pictometry Aerial Photo Program This agreement between the Lewis County Public Works Department and the Lewis County Assessor's Office outlines responsibilities and funding support for the acquisition of additional areas in the 2019 2021 Pictometry aerial photo program as requested by the Assessor's Office. The Public Works Department GIS Division oversees the County's aerial photo contract with Pictometry International, Inc and the partnerships of local offices and agencies that fund the project—providing operational, technical, and administrative support The Assessor's Office was the driving and organizing force behind the original efforts needed to bring the Pictometry program to Lewis County, as such, it is a user of the Pictometry data and services and it contributes funds to help pay for the Pictometry products Per County Resolution 13-448,the Assessor's Office pays 10.78%of the costs of the Pictometry aerial and building footprint products and it pays a proportional charge to use the ConnectExplorer viewing system for 20 seats at a rate of$16.20 per seat(a block of 200 seats= $3240 per year). The County contract with Pictometry calls for flights to acquire aerial photos and related products in 2019—to be paid off over a term of three years ending in 2021 The Assessor's Office has a need to expand the proposed flight area for the 2019 Pictometry project to include aerial photos that cover the Skookumchuck Wind Farm project which is breaking ground this year IT IS MUTUALLY AGREED THAT. Assessor's Office will 1) Continue to pay 10 78%of the Pictometry aerial and building footprint products as per the original 2013 contracted area of interest 2) Continue to pay a proportional amount of the 200 seat block of ConnectExplorer yearly subscription—currently 20 seats 3) Agree to pay for the additional costs of acquiring aerial photos from Pictometry,this is estimated to be 46 flight sectors(square miles) at a rate of$71 75+tax, totaling$3175 14,to be split into 3 annual installments if Pictometry allows 4) Agree to pay for the additional areas in a timely manner soon after the Public Works department receives notice of invoice from Pictometry-- whether the amount is split into 3 annual installments or not 5) Agree that said additional aerials shall become part of the general delivery of Pictometry products as a continuous whole available to all partners now and future, not be made separate for any exclusive access.This is due to practical, economical, and technical considerations as explained by Pictometry Public Works will 1) Coordinate with the Assessor's Office and Pictometry to identify the additional areas needed and amend the contract to include said additional areas 2) Endeavor to have the additional areas priced at the current contract rate of$71 75/sector and billed along with original 2013 contracted areas, split into 3 annual installments 3) Continue to provide support to the Assessor's Office with respect to the operation and administration of the Pictometry aerial photo project in the same manner as it has done since the program was in initiated in 2013 This agreement will remain in effect until the two parties decide to cancel or renegotiate the terms of this agreement 0„Cij 40-8 Dianne Dorey,Assessor Date -!////% 3/7/19 Josh Metcalf, Director Date Public Works Department BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date Apr 15, 2019 Suggested Wording for Agenda Item Agenda Type. Consent Amending the interdepartmental cost sharing arrangement for Pictometry aenal photo projects to increase the Assessor's share to add the area covered by the Skookumchuck Wind Farm development easement Contact Josh Metcalf Phone 740-2762 Department Public Works Action Needed. Approve Resolution Description Lewis County contracted with Pictometry in 2013 to provide aerial photos in 2013, 2016, and 2019 It was organized as a cooperative project with Lewis County as the lead and contract holder Resolution 13-448 approved an interdepartmental cost shanng arrangement that included the Assessor's Office at 10 78% The Assessor needs to expand the geographic area that Pictometry will cover to include the area of the Skookumchuck Wind Farm--46 square miles. The Assessor has agreed in an MOU with Public Works to pay the estimated$3571 14 cost to add that area. The interdepartmental cost sharing arrangement needs to be amended to add in the additional cost associated with that expansion.