HomeMy WebLinkAboutContract 62963-NR1CSC No. ____________
Contract Non-Renewal Page 1 of 2
CITY OF FORT WORTH
CONTRACT NON-RENEWAL NOTICE
August 21, 2025
Nearmap US, Inc.
Attn: Legal Department
1850 W Ashton Blvd, Suite 500
Lehi, UT 84043
Re: Contract Non-Renewal Notice
City Secretary Contract No. 62963
Agreement Term: March 14, 2025 to October 5, 2025
The above referenced Contract with the City of Fort Worth expires on October 5, 2025 (the
. This letter -renewal of the contract. Please
return this signed acknowledgement letter, acknowledging receipt of the Contract Non-
Renewal Notice. Failure to provide a signed acknowledgment does not affect the non-
renewal.
If you have any questions concerning this Contract Non-Renewal Notice, please contact us
at the email address listed below.
Sincerely,
City of Fort Worth
IT Solutions | Finance | Contracts
100 Fort Worth Trail
Fort Worth, TX, 76102
zz_IT_Finance_Contracts@fortworthtexas.gov
Contract Non-Renewal Page 2 of 2
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: ___________________________
Name: Dianna Giordano
Title: Assistant City Manager
Date: ___________________________
Nearmap US, Inc.:
By: ___________________________
Name: ___________________________
Title: ___________________________
Date: ___________________________
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By: ___________________________
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
By: ___________________________
Name: Candace Pagliara
Title: Sr. Assistant City Attorney
Contract Authorization:
M&C:25-0132
Approval Date:02/25/2025
Form 1295:2024-1247000
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all performance
and reporting requirements.
By: ___________________________
Name: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By: ___________________________
Name: Jannette Goodall
Title: City Secretary
CITY COUNCIL AGENDA
Create New From This M8�C
DATE:
CODE:
2/25/2025 REFERENCE
N O..
C TYPE:
��M&C 25-
0132
CONSENT
LOG NAME:
PUBLIC
HEARING:
F�RT�'�ORTI�
-�~-
04NEARMAP SOLE
SOURCE AGREEMENT
NO
SUBJECT: (ALL) Authorize Execution of Sole Source Agreement with Nearmap US, Inc. for Citywide
Aerial Photography Services in an Annual Amount Up to $165,000.00 for the Initial Term
and Authorize Four One-Year Renewal Options in Increasing Amounts Not To Exceed
Three Percent PerAnnum for the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize execution of a Sole Source Agreement with
Nearmap US, Inc. for citywide aerial photography services in an annual amount up to $165,000.00 for
the initial term and authorize four one-year renewal options, in increased amounts not to exceed three
percent (3\%) per annum, for the Information Technology Solutions Department.
DISCUSSION:
On June 25, 2019, Mayor & Council Communication (M&C) P-12344 authorized the execution of City
Secretary Contract No. (CSC) 52864 with Nearmap US, Inc. (Nearmap), in response to Invitation to
Bid (ITB) No. 19-0099. ITB 19-0099 was issued for Orthorectified imagery (Orthoimagery) aerial
photography of current city limits, extraterritorial jurisdiction (ETJ), plus an additional 1-mile buffer.
On October 1, 2019, the City executed CSC 52864 for citywide aerial photography services for a one-
year term, with four one-year renewal options. CSC 52864 expired on October 3, 2024 with all renewal
options utilized. Upon expiration of CSC 52864, Nearmap required the City to delete all historical
Orthoimagery provided during the term of the agreement. The City immediately lost access to the
Orthoimagery that provided aerial images from 2020, 2021, 2022, 2023, and 2024 of city limits and
ETJ areas for the City's various mapping platforms. These platforms include the City's zoning map,
ArcGIS platforms and Computer-Aided Dispatch (CAD) system. City departments utilize the aerial
images for various uses, including the following:
Transportation and Public Works: Impervious surface modeling for customer billing,
FWLab: Validation of current land use for planning purposes , and
Parks and Recreation: Assessing tree canopy size.
Due to the importance of these aerial images, City staff began sourcing replacement data for the five
years of Orthoimagery aerial images lost upon expiration of CSC 52864. Adequate replacement data
is available through county data provided by the City's five coverage counties (Denton, Johnson,
Parker, Tarrant, and Wise counties) but is not immediately available.
To ensure prolonged lapse of coverage is not experienced while the replacement data is sourced; a
Chapter 252 Exemption was requested and approved by the City Attorney's Office as a sole source
exemption.
This M&C requests authorization to execute a one-year Sole Source Agreement with Nearmap in an
annual amount not to exceed $165,000.00 with four (4) one-year renewal options with increased
annual renewal cost not to exceed three percent (3\%) per annum. This agreement will allow for
continued access to Orthoimagery aerial images owned by Nearmap while the replacement data is
sourced.
DVIN: This project was approved for a waiver per the Chapter 252 Exemption, as a sole source by the
Legal Department. Therefore, the business equity goal requirement is not applicable.
Funding is budgeted in the Other Contractual Services account within the Info Technology Systems
Fund for the Information Technology Solutions Department.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council approval and execution of the Sole Source agreement, this
agreement shall begin October 4, 2024 and expire one (1) year from that date.
RENEWAL TERMS: This agreement may be renewed for four (4) one-year renewal terms at the City's
option. Increases to annual renewal cost will not exceed 3\% per annum. This action does not require
specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy
the City's obligations during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation, funds are available in the
current operating budget, as previously appropriated, in the Info Technology Systems Fund. Prior to an
expenditure being incurred, the Information Technology Services Department has the responsibility to
validate the availability of funds.
Fund Department
ID
Account Project Program Activity Budget Reference # Amount
ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID � ID I Year (Chartfield 2) � I
Submitted for City Manager's Office by_ Mark McDaniel (6316)
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Kevin Gunn (2015)
Mark Deboer (8598)
Approved Chapter 252 Exemption Form - Nearmap FY2025 Contract.pdf (CFW Internal)
FID Table Nearmap Sole Source Agreement.xlsx (CFW Internal)
Form 1295 Certificate 101300631.pdf (CFW Internal)
Fund Availability - Nearmap Sole Source.pdf (CFW Internal)
Request for Waiver of Business Equity Nearmap Final-CC.pdf (CFW Internal)