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HomeMy WebLinkAboutRES2025-032 Overstory ContractSponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2025-032 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO CONTINUE THE OVERSTORY VEGETATION MANAGEMENT SOFTWARE SUBSCRIPTION, BEGINNING IN 2024, FOR AN ADDITIONAL TWO YEARS IN THE AMOUNT OF 107,625 WHEREAS, the City of Seward Electric Department initiated the use of Overstory Vegetation Management Software in 2024, significantly enhancing the department's ability to proactively manage vegetation along the city's power grid; and WHEREAS, in August 2024, Overstory successfully employed satellite imaging to create a detailed heat map assessing vegetation risk along the City of Seward's power lines, enabling targeted and prioritized vegetation clearing; and WHEREAS, the implementation of Overstory has improved efficiency by providing real- time updates on vegetation management activities performed by contracted tree crews, ensuring timely and effective clearing of high -risk areas; and WHEREAS, the software has enhanced customer service by enabling the Electric Department to promptly address specific concerns or requests flagged by customers regarding vegetation near power lines; and WHEREAS, the continuation of this technology supports the City's objective of maintaining reliable electric service and reducing outages related to vegetation; and WHEREAS, the subscription cost for Overstory software will be $52,500 for the year 2025 and $55,125 for the year 2026, with these costs included and approved in the Electric Department's operating budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The Seward City Council hereby authorizes the City Manager to continue the Overstory Vegetation Management software subscription for two additional years. Section 2. Funding in the amount of $107,625 is hereby transferred and appropriated for the Electric Department FY25-26 operating budget under the 15000-3000-7009 contracted services expense account. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 14th day of April 2025. CITY OF SEWARD, ALASKA RESOLUTION 2025-032 Page 2 of 2 THE CITY OF SEWARD, ALASKA Sue McClure, Mayor AYES: Osenga, Finch, Barnwell, Crites, Warner, Wells, McClure NOES: None ABSENT: None ABSTAIN: None ATTEST: Kris Peck City Clerk (City Seal) City Council Agenda Statement Meeting Date: April 14, 2025 To: City Council Through: Kat Sorensen, City Manager From: Taylor Crocker, Electric Operations Supervisor Subject: Resolution 2025-032: Authorizing the City Manager to Continue the Overstory Vegetation Management Software Subscription, Beginning in 2024, for an Additional Two Years in the Amount of $107,625 Background and justification: The reliable and safe operation of the City of Seward's electric grid depends significantly on effective vegetation management practices. In August 2024, the City of Seward Electric Department adopted Overstory, a cutting -edge vegetation management solution (software) utilizing satellite imaging to identify, map, and prioritize vegetation risks along power lines. Overstory's technology produced detailed heat maps highlighting areas with the greatest vegetation risk to electrical reliability, enabling the Electric Department to strategically target resources and prioritize tree -clearing operations. In its initial year, Overstory proved to be highly effective, providing the City Electric Department with the ability to track clearing progress in real-time through interactive updates from contracted tree crews. Additionally, Overstory allows the Electric Department to directly respond to customer concerns by flagging specific line segments for prompt vegetation clearing, further improving responsiveness and customer satisfaction. To sustain these improvements in electric service reliability and public safety, continuation of the Overstory subscription for an additional two years is essential. Funding for Overstory has been integrated into the City Electric Department's approved FY2025-2026 operating budget, accounting for annual subscription costs of $52,500 for 2025 and $55,125 for 2026. Approval of this resolution will enable the Electric Department to maintain proactive vegetation management and continue leveraging technological advancements for the benefit of the community. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: Strategic Plan: Other: Total amount of funds listed in this legislation: $ 107,625.00 This legislation: Creates revenue in the amount of: $ Creates expenditure in amount of: Creates a savings in the amount of: $ Has no fiscal impact Funds are: Budgeted Line item(s): 15000 3000 7009 0000 00000 X $ 107,625.00 X Not budgeted Not applicable Fund Balance Information Affected Fund: General Boat Harbor Motor Pool Available Fund Balance SMIC Parking Other X Electric Water Wastewater Healthcare Note: amounts are unaudited Finance Director Signature: X Yes Attorney Signature: Not applicable Comments: Administration Recommendation X Adopt Resolution Other: 0ve rsto ry City of Seward Proposal for vegetation analysis by remote sensing Madison Stebbins Business Development I Wildfire Subject Matter madisonoverstorv.com CONFIDENTIAL - DO NOT DISTRIBUTE © 2023 Overstory Inc. All rights reserved Background The City of Seward is working to modernize its electric utility department. New leadership is seeking to create a data driven vegetation management program. In some cases on Seward's network, vegetation hasn't been trimmed in thirty years. In addition to building and implementing a right of way program, starting with reclamation, Seward is eager to gather better data on its electrical network to make informed decisions that better serve city residents. There are currently no inspection or planning tools in use on the City of Seward's network and the city utility is seeking tools to analyze, track, and reduce risks from both vegetation and wildfire. Solution: Overstory provides objective, data -driven analysis on vegetation -related risks across Seward's network, starting with transmission. Overstory's accurate vegetation analysis provides opportunities for to create a data driven vegetation management program, work tracking and reporting, and wildfire risk. CONFIDENTIAL - DO NOT DISTRIBUTE CONFIDENTIAL - DO NOT DISTRIBUTE Subscription period Scans Miles Exportable data layers Exportable intelligence Web product access Pricing Vegetation Analysis for Seward Electric Cooperative 3 years 1 annually Full territory, 30 sq mi • Tree segmentation • Tree height • Tree health • Line, pole, and buffer mapping and correction • 3D Vegetation risk score • Recommended work prioritization • Hazard tree identification • Overhang identification • Wildfire risk analysis • Continuous access to Overstory web based product • Up to 20 authorized users of web based platform $50,000 Enables the City of Seward to do: • Work prioritization Determine which areas should be prioritized for inspection and/or trim in a given year. (SAIDI, wildfire, & $) • Hazard tree targeting. Find areas in your territory that have the most dead trees (near a lot of customers) enabling you to reduce off -ROW related fall -ins. (SAIDI, wildfire, & $) • Wildfire risk analysis. Identify the overlap of wildfire risk and vegetation risk. (Wildfire & $) • Data -informed workload. Understand the amount of work that needs to be done to support transparent work planning. • Pole and line correction. Support general pole and line clean up for GIS team and their users. ($) • Pricing is based on a multi -year subscription. There is a 5% adder each year to account for inflation and product improvements. • For a three year contract, pricing approximately comes to: o Year 1: $50,000 o Year 2: $52,500 o Year 3: $55,125 'ove rsto ry Overview of approach b 4 CONFIDENTIAL - DO NOT DISTRIBUTE sample timeline 1— One month —1 Meetings Milestones Overstory activity Utility activity Setup Analyze Act CKick-off sharing 11 Your VM Process Risk Framework Workshop • Data QA Workshop Scan Imagery accepted lilt Imagery collected during "leaf on" season: in the spring ItIS corrections 3D Encroachment Hazard Tree analysis O Field validation & process iterations Work planning Trim Circuits 1111111111 VV\-# y LA their location in satel imagery to ensure encroachment and ri calculated as accura possible. 0 25f 16f ot-jat gue 4.at tat iltat om Risk framework Our proven approach to measure risk identifies the amount of vegetation in close proximity (both horizontally and vertically) to your assets. 0 18ft+ 12-18ft 6-12ft 0-6ft 0-6ft 6-12ft 12-18ft 18ft+ Critical risk • distance High risk distance Medium risk distance Low risk distance No risk distance 0-3ft 3-6ft 6-10ft 10-15ft 15+ CONFIDENTIAL - DO NOT DISTRIBUTE 3D encroachmer Our proven approach to measure risk idE amount of vegetation in close proximity horizontally and vertically) to your cond We've accurately projected vegetation rE using our proprietary risk matrix and well Risk matrix is customized with you dur onboarding. A maximum of two different risk matriceE configured in scope of this POV (one for one for distribution). Adding more risk fry means additional customization, which \A the delivery timeline. 2 / Moody's Store / 1-phase 224 feet OV-220 • High (3.5) VEGETATION Min. distance to line 3 - 5 ft Tree cover 62% Hazard tree count 0 Overhang Yes 8 0 arai s , 1.1W- ::-Ar• 541441.9.- 7 OVA F €r hrmbilmS 'tiIl:ILi in..... a .-•44 Alta n•,.511• ri,•.t �� •. F# v w ra ga r trail 4 E4 co n+r -•15— B 1•tLt4iCM1 n I &Mop 1? +. • fl• 7k'•'.! r••ia its}� SU)i HYQ h ? I 'AS,•' . •r. rc fir: . &Ste n I .• • I !. J' • Overhang 'utrd +1415 TrNr4.11.,•PrItry _ •., --•-. - We consider overhang as one type of encroachment risk. You can access a list of spans with overhanging vegetation. 9 CONFIDENTIAL - DO NOT DISTRIBUTE Tree health & fall -in risk Our Hazard tree risk analysi considers the proximity (hei and distance) of a tree to a li as well as the health of the ti and the slope of the terrain. Layers X Fail --in & health risk Select which type of trees to include: 0 Declining strike trees Declining trees with strike potential Declining trees Declining trees without strike potential Strike trees Other trees with strike potential Rarkrirn� inr~9 man Mitigate wildf re risk How it works: • We assess which areas of your network have higher risk to mitigate wildfire risk. • Encroachment, priority, overhang, and hazard/strike trees are centralized to improve wildfire resilience and planning Span i lay isin c rc@ c Iim nt risk • = High 40, Medium Law - Minor iMi Clear Lirikflown Wildfire risk zoria • Very 11igh. • High Law • Very. law • rQ1ed urn Yr l CONFIDENTIAL - DO NOT DISTRIBUTE MILESTONE 4: ORGANIZATIONAL BUY -IN USQ VQ9i flte U tg efteea t OatLd i?t6OIflpLeted WOJI k help you understand if your contractors eliminated enough risk to meet your standards. 2021: Hot spot identified as high risk This span was among the 0.8% of spans identified as needing immediate attention. 2022: Same span, now minor risk Without driving to the span, we can see that the risk has been almost completely eliminated. 12 CONFIDENTIAL - DO NOT DISTRIBUTE Work prioritization Span leveltcciata is easily summa"ized ats`�htie circausit or ■ High outage risk • Medium outage risk Low outage risk • No outage risk feedeiJeveI to quickly identify Estimated SAIDI contribution; 2.3 po 20% above network avg. whichstfeeders have the g r e a t isk and'tbtal line Mlles in diffe0ent risk categories. 0 Estimated SAIDI contribution: 1.7 "A 15%above network avg. Estimated outages: 2 ▪ -- • 10.2mi 48 rni total Best feeders to trim By highest encroachment risk All abases East12th • 0.2 mi 2.6 mi total • 0.3 mi Score 104 0.7 mi • 1.5 mi Congress ■ 0.1 mi 2.3 mi total Ern - _• ■ 0.1 mi 1.4 mi total • 5.2 mi Circuit 2 Estimated SAIDI contribution: 1.7 a' 6% above network avg. Estimated outages: 2 • 1.3mi •25mi • 0.5mi ■10mi 36 rni total •2mi •23.5mi Score: 83 • 0.1 mi 0.5 mi • 1.6 mi Scare: 49 • 0.0 mi 0.4 mi • 1.0 mi 13 Rao mnra