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Highway Design
Aerial Photography On-Call for Office of Design
Jump to: Brief Description and Firms Sent RFP
Detail Letter
Attachments
Questions & Answers
Firms Selected to Initiate Negotiations
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Brief Description and Firms Sent RFP
The selection of one consultant to acquire the primarily film based spring flight aerial photography program and other needs for the Iowa Department of Transportation.

County: ALL -- SELECTION CLOSED
Route: ALL
Locations: State Wide
Services Requested: The primary services anticipated include acquiring annual spring aerial photography in 2007, 2008, and 2009. Secondary services that may be requested include, target placement and field collection, airborne GPS, helicopter photography, digital aerial photography, and Light Detection and Ranging (LIDAR).
Submission Deadline: 3:00 PM CST -- 7/20/2006
Contact Person: Alice Welch
Contract Duration: 3 years

This RFP was sent to the following firms prequalified for this work category:

3001, Inc.
Aerial Services, Inc.
Aero-Metric, INC.
Bucher, Willis & Ratliff Corporation
GE Energy / M.J. Harden Associates, Inc.
Horizons, Inc.
Optimal Geomatics, Inc.
Sanborn, Inc.
Surdex Corporation
Western Air Maps, Inc.
Woolpert, Inc.

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Detail Letter


Aerial Survey RFP

The Iowa Department of Transportation is contacting qualified aerial photography firms to determine their interest in providing the Iowa DOT with on-call services for a three-year period. We anticipate this contract beginning in October 2006. Primary services we anticipate requesting include acquiring annual spring aerial photography in 2007, 2008, and 2009. Secondary services that may be requested include, target placement and field collection, airborne GPS, helicopter photography, digital aerial photography, and Light Detection and Ranging (LIDAR). On any project, firms may be responsible for coordination with DOT staff, preparing flight layouts and specifications, target placement and field collection, and providing field observations during airborne GPS. In general, the DOT will work with the selected firm on a project-by-project basis to determine the types of services required.

The consultant must be prequalified in Category 314, Aerial Photography. If any subconsultants are proposed, they must also be prequalified in the appropriate category. Your proposal will not be considered unless you are prequalified at the time of submittal. For information about prequalification process or the amount of time it will take, contact Jason Holst at 515-239-1571 or Jason.Holst@dot.iowa.gov.

Subcontractor information for target placement work does not need to be identified in the proposal. Targets typically are not required for DOT flights. There may be special projects where it is desirable to place targets and we want the flexibility in this contract to add them if it is deemed necessary. When the request for that work is made, subcontractor information will be reviewed. Subcontractors should be prequalified for special projects when those work orders are issued.

Evaluation criteria and weighting factors that the selection committee will use will include, but are not limited to the following:

1. 40% - Past experience with similar types of work and staff that worked on those projects.
• What are the qualifications and experience related to aerial photography specific to your project manager, key staff, and subconsultants?
• What are the qualifications and experience related to specialized services such as LIDAR, helicopter photography, laser scanning, etc.

2. 30% - Type and amount of equipment owned by firm (i.e. digital and film based cameras, aircraft, LIDAR, scanner, software etc.)
• What aerial photography equipment, computer software and hardware, and associated equipment does your firm possess and have extensive experience in using?
• What additional specialized equipment does your firm possess and have extensive experience in using?


3. 20% - Project management
• How will your firm ensure adherence to specifications of the completed flights?
• Does the project manager have the authority to allocate additional resources to maintain a schedule?
• How many aircraft would your firm assign to spring flights?

4. 10% - Project Deliverables
Experience key staff on the project team has with providing aerial film, aerial prints and scans, lidar data, digital photography.

Your proposal should include:
• A separate section for addressing each of the evaluation criteria above.
• The name and office address of the project manager who will direct the work and the names of the key staff who will be working on the team.
• The location of the office where the majority of the work will be performed.
• A list of any subconsultants to be used for the primary tasks listed above and the work they will complete. A list of additional subconsultants to be used in the completion of tasks in the secondary list may also be included.
• A disclosure of any work that may be affected by work on the proposed contract.
• A self-addressed mailing label with the name and address of the person to be informed of the selection results.

The proposal should be a document of no more than ten (10) double-sided pages or twenty (20) single-sided pages, not including dividers and the front and back covers. Any proposals exceeding these limits will not be considered.

Costs should not be submitted as a part of the proposal, and if submitted, will not be considered.

The Disadvantaged Business Enterprise Program does not apply to this proposed contract. However, the department encourages the spirit of the program to be incorporated into these proposed contracts when outside assistance may be required to perform the work.

Oral interviews are not anticipated for this selection process. However, the IDOT reserves the right to conduct oral interviews.

The length of the contract period will be three years. No minimum guarantees regarding the amount of work will be made.

IDOT's aerial photography specifications are included as an attachment on this RFP. The specifications are for film based acquisition. Specifications for secondary services, such as digital aerial photography, will be developed when/if requested.

For your firm to be considered, all information must be received by 3:00 pm on July 20, 2006. Please submit three copies of this information to:

Alice Welch
Office of Design
Iowa Department of Transportation
800 Lincoln Way
Ames, IA 50010

Please contact me if you have any questions regarding this request for proposals. Contacting other DOT personnel about this request will be considered inappropriate. Please note the following information about the submittal of questions:
• All questions should be submitted by e-mail to Alice.Welch@dot.iowa.gov.
• No questions will be allowed after July 13, 2006.
• All questions and answers will be posted on our website,
www.prof-tech-consultant.dot.state.ia.us.

We anticipate selecting a consultant by September 2006.



Additional Information
The DOT is looking for a consultant to acquire the primarily film based spring flight program. In past years we have had a three-year aerial photography contractor. Flight maps are generated using XMAP software by DOT employees and delivered to the contractor. All flight maps will be submitted by February when conditions sometimes allow for photography acquisition to begin. The spring flights should be completed by April 15th.

Recent trends for DOT spring flights are to have many short wetland projects scattered around the state, as well as some corridors and large areas. Flight altitudes vary from 2000 to 9000 feet.

Targets have not generally been included with DOT flights, but due to problems in past years, the DOT would like the flexibility to request targets be placed and surveyed by the aerial photography contractor on specific projects when needed.

We have not used Airborne GPS in the past, but also want the flexibility to include this service for specific projects where it would be advantageous.

Helicopter photography has been used in the past at the DOT and may be requested again within the next three years.

Photogrammetry projects will not be added in as special projects on this contract.

Public Records
The Iowa DOT may treat all information submitted by a consultant as public information following the conclusion of the selection process unless the consultant properly requests that information be treated as confidential at the time of submitting the proposal. The Iowa DOT’s release of information is governed by Iowa Code Chapter 22. Consultants are encouraged to familiarize themselves with Chapter 22 before submitting a proposal. The Iowa DOT will copy public records as required to comply with the public records laws. Any consultant that is impacted by a request for public record will be notified of the details of the request prior to the release of information.

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Attachments

Attachment 1:
Downloadable file

See attached word document "Aerial Photography Specifications".

Attachment 2:
Downloadable file

See attached PDF file "2004 Flight Data".

Attachment 3:
Downloadable file

See attached PDF file "2005 flight data".

Attachment 4:
Downloadable file

See attached PDF file "2006 Flight data".

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Questions & Answers
Q. I have read through the Bid/Proposal form for the On-Call Aerial Photography project. However, I did not see any instructions regarding submission of the proposal.
A. The following is contained within the RFP letter posted on the website… “For your firm to be considered, all information must be received by 3:00 pm on July 20, 2006. Please submit three copies of this information to:

Alice Welch
Office of Design
Iowa Department of Transportation
800 Lincoln Way
Ames, IA 50010”


Note the Iowa DOT RFP for “Aerial Photography On-Call for Office of Design” has been posted at: http://www.prof-tech-consultant.dot.state.ia.us. Click on 'Open Request for Proposals' and look for this posting under the category 'Highway Design'.

The same web site is utilized in prequalification of consultants.

Q. Is there another RFP document specifying what is required in the proposal such as format, content and quantity?
A. The Request For Proposal letter (RFP) is posted on the website and should contain all the information necessary for you to develop a proposal. A set of specifications have also been included as an attachment. The following was taken directly from the RFP letter …. “The proposal should be a document of no more than ten (10) double-sided pages or twenty (20) single-sided pages, not including dividers and the front and back covers. Any proposals exceeding these limits will not be considered.

Costs should not be submitted as a part of the proposal, and if submitted, will not be considered.”
Q. Last contract was for 2006,2007 and 2008. Did you use up all the funding in 2006??? We were wondering why you would need one so soon, for 2007, 2008, and 2009?
A. The last contract was rescinded before the contract was signed, so the previous contract was extended for a year.
Q. Who was awarded last contract???
A. The contract that was extended to cover the 2006 flight season was with Aerial Services.
Q. Do we need a Survey firm on our team for this contract???
A. A firm prequalified for engineering or land surveying (work categories 311 or 312) may be needed for establishing photo control targets. Since field survey is not the primary work for this contract, it is not necessary to identify the subconsultants for this proposal, but it would be helpful to confirm that obtaining field survey information is an option. The field survey work would be handled with a special work order and the scope would be provided should the need arise.
Q. Are subcontractors required to be registered with the Iowa DOT to participate?
A. Yes, subconsultants for field survey work would have to be prequalified in work category 311(Land Surveying) or 312(Engineering Surveying).
Q. If yes, do they have to be registered with the Iowa DOT prior to RFP publication?
A. The primary work on this contract is for aerial photography; subconsultants do not need to be prequalified at the time of selection for this contract. Any additional tasks, such as field survey work, would be handled under a separate work order. If a special work order requiring field survey work is needed, any subconsultants performing that work would need to be prequalified before that work order would be signed.
Q. Can we please clarify if your answers apply to subconsultants for helicopter photography and LiDAR?
A. The situation with helicopter and LiDAR subconsultants is the same. If a special work order for these specific tasks is needed, the scope of work and requirements would be identified at that time. Any subconsultants would have to be prequalified before the work order was signed.

For the RFP, it would be helpful to explain how your firm plans to address these special projects, but it is not necessary to identify the subconsulants.
Q. Are the transmittal letter and table of contents included in the 20 page limit?
A. The transmittal letter is not included in the 20 page limit; the table of contents is included.
Q. My company is interested in the Aerial Photography On-call RFP that was recently posted on The Onvia Guide. However the only information I have are the Vertical Aerial Photography specifications. Can you please tell me what information you would like in the proposal and how many copies? Thank you for your time and consideration.
A. The Iowa DOT RFP for “Aerial Photography On-Call for Office of Design” has been posted at: http://www.prof-tech-consultant.dot.state.ia.us/

Click on 'Open Request for Proposals' and look for this posting under the category 'Highway Design'.

The Request For Proposal letter (RFP) is posted on the website and should contain all the information necessary for you to develop a proposal. A set of specifications have also been included as an attachment. The following was taken directly from the RFP letter …. “The proposal should be a document of no more than ten (10) double-sided pages or twenty (20) single-sided pages, not including dividers and the front and back covers. Any proposals exceeding these limits will not be considered.

Costs should not be submitted as a part of the proposal, and if submitted, will not be considered.”

The following is contained within the RFP letter posted on the website… “For your firm to be considered, all information must be received by 3:00 pm on July 20, 2006. Please submit three copies of this information to:

Alice Welch
Office of Design
Iowa Department of Transportation
800 Lincoln Way
Ames, IA 50010”
Q. Here is the link I found to the current contract: http://das.gse.iowa.gov/purchase/contracts/CT1473A.pdf. I am seeking similar-type information (including dollar amounts and square mileage) for as many of the previously-awarded contracts as you can provide.
A. Attached [above] are files containing the flight information for the past three years.

FYI – The contract found at the referenced link is NOT for the Department of Transportation (its for another state agency).

Q. Does the company we work with for "Helicopter LiDAR" have to be prequalified on your DOT Prequal List???
A. If a special work order for Helicopter LiDAR or any other special project is needed, the scope of work and requirements would be identified at that time. Any subconsultants would have to be prequalified before that work order was signed. For the RFP, it would be helpful to explain how your firm plans to address these special projects, but it is not necessary to identify the subconsultants.

Q. Will the submission deadline be extended?
A. The Iowa Department of Transportation has detected a glitch in the delivery of some of the email notifications sent out for this RFP.

The glitch may have caused a delay in the delivery of the notification, with some not being sent until July 10th. This would severely limit the question and answer time frame available to the consultants.

In response, the Department has decided to extend the question and proposal submission deadlines by 2 weeks for this RFP. The new deadlines are as follows:


Aerial Photography On-Call for Office of Design
• Extended Question deadline - 4:00 pm CST, Thursday, July 27, 2006.
• Extended Proposals deadline - 3:00 pm CST, Thursday, August 3, 2006.

We apologize for any inconvenience this may have caused.

If you have any questions, please contact:

Alice Welch
Office of Design
Iowa Department of Transportation
800 Lincoln Way
Ames, IA 50010
e-mail: Alice.Welch@dot.iowa.gov

OR

Randy Schlei
Office of Design
Iowa Department of Transportation
800 Lincoln Way
Ames, IA 50010
e-mail: Randall.Schlei@dot.iowa.gov
Q. Now that the due date has been extended to Aug 3rd and questions are due July 27th, I have another question regarding the page limit. If we wanted to revise our proposal to include resumes of key personnel and some project descriptions with graphics and we put those components in an Appendix, would those pages in the Appendix also be counted in the page limit?
A. Resumes of key personnel and project descriptions would be included in the 20 pages. The 20 page limit includes the content in an Appendix.
Q. With the extended submission date (August 3rd) for the Iowa DOT proposal, would it be possible for us to resubmit our proposal? Please let me know. Thank you
A. Yes, you may resubmit a proposal and we can either destroy the one previously submitted or return it to you.
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Firms Selected to Initiate Negotiations
Surdex Corporation
Aero-Metric, INC.
Horizons, Inc.

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This, and the following pages, are maintained by the RFP Coordinator, Wade Bartz. He is located in the Iowa DOT Central Complex at 800 Lincoln Way, Ames, Iowa, 50010. Contact references: Telephone number: (515) 233-7851, Fax number: (515) 239-1873, E-mail Wade.Bartz@dot.iowa.gov

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