001 RFP 27000010 LiDAR Geospatial Data Acquisition.pdf

Request for Proposals

RFP 27000010

for

LiDAR QL1 Topographic Capture, Impervious Surface Mapping & Data Layers Services

Proposals for this requirement will be accepted until 2:00 P.M. on October 28, 2026

Proposals May be Submitted Electronically on the eProcurement system, Mailed or Delivered to:

City Secretary City of Midland

Suite 330

P.O. BOX 1152

Midland, Texas 79702-1153 (300 N. Loraine, Suite 330 Midland, TX 79701)

No Late Proposals Will Be Accepted

NOTICE TO PROPOSERS:

1. IMPORTANT NOTICE – IF THE CONTRACT DOCUMENTS REQUIRE WORKER’S COMPENSATION INSURANCE, PROPOSER/CONTRACTOR MUST CARRY WORKER’S COMPENSATION INSURANCE TO BE ELIGIBLE FOR THIS CONTRACT. IF YOU CANNOT PROVIDE WORKER’S COMPENSATION INSURANCE AS REQUIRED BY STATE OF TEXAS STATUTE WE RESPECTFULLY REQUEST THAT YOU “NO BID” THIS WORK. IF THE SELECTED PROPOSER/CONTRACTOR CANNOT MEET THE REQUIREMENTS, THEN THE CITY RESERVES THE

RIGHT TO AWARD THIS PURCHASE TO ANOTHER PROPOSER

2. COMPLIANCE. – COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS GOVERNMENT CODE SECTION 2252.908, ET SEQ., AS AMENDED. COMPANY AGREES THAT IT SHALL COMPLY WITH TEXAS LOCAL GOVERNMENT CODE SECTION 176.006, ET SEQ., AS AMENDED.

3. PUBLIC INFORMATION. TO THE EXTENT THAT PROPOSER IS SUBMITTING A PROPOSAL FOR A CONTRACT DESCRIBED BY SECTION

552.371 OF THE TEXAS GOVERNMENT CODE, PROPOSER AGREES AS FOLLOWS IN ACCORDANCE WITH SECTION 552.372(B) OF THE TEXAS GOVERNMENT CODE: THE REQUIREMENTS OF SUBCHAPTER J, CHAPTER 552, GOVERNMENT CODE, MAY APPLY TO THIS PROPOSAL, AND THE CONTRACTOR OR VENDOR AGREES THAT THE CONTRACT CAN BE TERMINATED IF THE CONTRACTOR OR VENDOR KNOWINGLY OR

INTENTIONALLY FAILS TO COMPLY WITH A REQUIREMENT OF THAT SUBCHAPTER.

TABLE OF CONTENTS

TABLE OF CONTENTS ........................................................................................................................................ ii SCHEDULE OF EVENTS .................................................................................................................................... iv Special Terms and Conditions ................................................................................................................................ v

1. General Information

1.1. Introduction

1.2. Initial Evaluation

1.3. Discussion/Negotiation

1.4. Best and Final Offer

1.5. Award

1.6. Trade Secrets

1.7. Late Proposals

1.8. Preparing a Response

1.9. Pre-proposal Conference:

1.10. Clarification/ Interpretation

1.11. Format for inquiries:

1.12. Interpretation:

1.13. Proposal Organization and Submission

1.14. Alternate Proposals

1.15. Submitting a Sealed Proposal

1.16. Rights Reserved

1.17. Bonding Requirements

1.18. Offeror Interview / Product Demonstration

1.19. Subcontracting

1.20. Insurance requirements

1.21. Contractor's Responsibilities

1.22. Offeror Competition

1.23. Contract Provisions and Terms

2. Proposal Waivers:

3. Scope Of Project

4. Requirements

4.1. LiDAR Topographic Capture — Quality Level

4.2. LiDAR Technical Requirements

4.3. LiDAR Point Cloud Classification Requirements

4.4. Impervious Surface Mapping Requirements

4.5. Data Schema Requirements

5. Deliverables

5.1. LiDAR Base Package Deliverables

5.2. LiDAR Advanced Classification Deliverables

5.3. Impervious Surface Data Pack Deliverables

5.4. Project Management Deliverables

5.5. Post-Award Data Schema Review (Required)

6. Project Schedule (Target)

7. Proposal Format

7.1. Tab 1 — Cover Letter

7.2. Tab 2 — Technical Approach and Compliance

7.3. Tab 3 — Implementation Plan and Timeline

7.4. Tab 4 — Warranty and Support Plan

7.5. Tab 5 — Pricing and Cost Summary

7.6. Tab 6 — Vendor Qualifications

7.7. Tab 7 — References

7.8. Tab 8 — Signed Execution of Offer

7.9. Proposal Contents Checklist

8. Vendor qualifications

8.1. Information Verification

8.2. Right to reject

8.3. Vendor Capabilities

9. Evaluation Process

9.1. Evaluation Procedure

9.2. Evaluation Criteria

10. Proposal Contents

10.1. The RFP

10.2. Requested attachments

11. TEXAS PUBLIC INFORMATION ACT

EXECUTION OF OFFER

APPENDIX A — CONTRACT / AGREEMENT TERMS AND CONDITIONS

APPENDIX B — RFP COST SUMMARY

SCHEDULE OF EVENTS

RFP 27000010

For

LiDAR QL1 Topographic Capture, Impervious Surface Mapping & Data Layers Services Event Date*

RFP Released September 15, 2026 Cutoff Date for Inquiries and Clarifications October 21, 2026 Proposal Due Date (2:00 P.M. Local Time) October 28, 2026

Notification of Vendor Interviews / Product Demonstrations Week of November 9, Best and Final Offer Requested (if required) November 13, 2026 Best and Final Offer Due (if required) November 20, 2026

Intended Date for Contract Award December 15, 2026 Anticipated Notice to Proceed December 16, 2026

*These dates are our intended schedule; however, they may be changed as necessary without further notice.

NOTE:

From the issuance date of this RFP until a Contractor(s) is selected, all verbal communication is not binding. The City will only be bound by written comments submitted by the Purchasing Office.

SPECIAL TERMS AND CONDITIONS

Proposal Requirements /Terms

1. Unless otherwise called for, the number of copies specified in the RFP, shall be submitted typewritten or printed in ink. Many Requests for Proposals are in a word format that can be completed on your computer and will be noted on the cover page if available.

2. Each proposal should be placed in a separate envelope completely and properly identified with the RFP number, due time and date. Proposal must be time stamped at the appointed receipt location before the hour and date specified for the proposal receipt. Responsibility for having the proposal properly marked and to the opening location by the specified date and time is solely the offeror’s. All copies of the proposal may be delivered in the same box/package.

3. Any Proposal may be withdrawn in writing prior to the date and time set for receipt of proposals.

Any proposals not so withdrawn shall constitute an irrevocable offer, for a minimum period as stated in the RFP following the final acceptance date, to provide the commodity or service set forth in the attached specifications, or until a selection has been made by the City.

4. Late proposals will not be accepted under any circumstances.

5. Proposal should give full firm name and address of Offeror. Failure to manually sign the proposal will disqualify it. The person signing the proposal should show title or authority to bind his/her firm in contract. Insert your Federal Employer’s Identification Number _____________________ or Sole owner should enter SSN ______-____-______.

6. Purchases made for City use are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in your proposal. Tax exemption certificates will be furnished by the City upon request.

7. Telephone proposals are not acceptable when in response to an RFP.

Conditions

The City of Midland is requesting proposals with the intent of awarding a contract for the requirement contained in this RFP. However, the City is not obligated to award a contract on this solicitation and reserves the right to reject any and all proposals and award the proposal to best serve the interests of the City.

1. Offerors electing to respond to this RFP are responsible for all costs of proposal preparation. The City is not liable for any costs incurred by a offeror in response to this RFP.

2. No public disclosures or news releases pertaining to this RFP shall be made without prior written approval from purchasing.

3. In case of a tie between two or more offerors, the award will be made in accordance with preferences as outlined by statute.

4. The Offeror agrees to protect the City from claims involving infringement of patents or copyrights.

5. The Offeror hereby assigns to Purchaser, any and all claims for overcharges associated with any contract resulting from this RFP which arise under the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. 1973 and which arise under the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967).

6. No substitutions or cancellation permitted without the written approval of the City Purchasing Agent. Deliveries made pursuant to a resulting contract shall be made during normal working hours only, unless approval for late delivery has been obtained.

7. Contractor shall submit two copies of an itemized invoice to Accounts Payable, The City of Midland, Texas, P.O. Box 1152, Midland Texas 79702.

Each copy of the invoice shall reference the P.O. and the RFP numbers.

8. In the event of a conflict between the standard proposal requirements and conditions and the attached detail specification, the detail specifications shall govern.

9. Governing Law & Venue: This agreement shall be governed by and construed in accordance with the laws of the State of Texas. Venue for any disputes or lawsuits arising from the performance of this contract shall be exclusively in Midland County, Texas. The parties agree that all performance under this contract shall take place in Midland, County, Texas. The Contractor and City agree that all payments made under this contract shall take place in Midland County, Texas.

10. This obligation and undertakings of each of the parties to this contract shall be deemed to have been performed in Midland County, Texas.

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1. GENERAL INFORMATION

1.1. INTRODUCTION

The City of Midland, Texas Information Technology Services Department (hereinafter referred to as "the City") is pleased to invite you to submit a proposal for LiDAR QL1 Topographic Capture, Impervious Surface Mapping, and Data Layers services as specified herein. Proposals submitted in response to the specifications contained herein shall comply with the following instructions and procedures.

Request for Proposal Standard Information

This Request for Proposal (RFP) is issued in accordance with City of Midland Policy, the RFP Manual and the statutes of the State of Texas. The RFP process is a procurement option allowing the award to be evaluated based on stated criteria. The RFP states the relative importance of all criteria. No other criteria, other than as outlined in the Request for Proposal, will be used.

1.2. INITIAL EVALUATION

Upon receipt, the proposal information will be disclosed only to persons participating in the evaluation or contracting process until the proposal has been reviewed and all marked trade secrets have been removed (see “Trade Secrets and Other Withheld Information” statement below). After this review, all remaining proposal materials will be available under the open records act. The proposals will be initially evaluated by the committee as being “responsive” or “non-responsive”.

1.3. DISCUSSION/NEGOTIATION

Although proposals may be accepted and a contract awarded without discussion, the City may initiate discussions should clarification or negotiation be necessary. Offerors should be prepared to send qualified personnel to Midland, Texas to discuss technical and contractual aspects of the proposal.

1.4. BEST AND FINAL OFFER

The "Best and Final Offer" is an option available to the City under the RFP process allowing one or more offerors to submit a best and final offer. Offerors may be contacted, asking that they submit their best and final offer, which must include the discussed and/or negotiated changes.

1.5. AWARD

1.5.1. If the Contract is awarded, it will be awarded to either the lowest responsible bidder, or to the bidder who provides goods or services at the best value for the City of Midland. In determining the best value for the City of Midland, the City of Midland may consider the criteria enumerated in Section 252.043 of the Texas Local Government Code.

1.6. TRADE SECRETS

1.6.1. All information received in response to this RFP will be available to the public except for:

1.6.1.1. trade secrets meeting the requirements of Texas Government Code Title 5, Chapter 552, Subchapter C, § 552.110; and

1.6.1.2. matters involving individual safety as determined by the department.

1.6.2. In order for an offeror to claim trade secret material, the following conditions must be met. Information to be withheld must be clearly marked and separated from the rest of the proposal.

1.6.2.1. The proposal may not contain trade secret matter in the cost or price.

1.6.2.2. An affidavit from the offeror’s legal counsel attesting to and explaining the validity of the trade secret claim must be attached to each proposal containing trade secrets. In addition, S:\Purch PDF\0ProcFldr\FY2027\27000010 LiDAR & Geospatial Data Aquisiston RFP\RFP_LiDAR_QL1_Impervious_Surface 8.19.26.docx 2 of 23 Revised: September 10, 2026 offerors submitting a proposal containing trade secrets must be prepared to pay all legal costs and fees associated with defending the claim for trade secret protection in the event of an open records request from another party.

1.6.3. Documents not meeting all of the requirements of (1) and (2) will be available for public inspection, including copyrighted materials.

1.7. LATE PROPOSALS

Proposals received after the time specified for receipt of proposals will be destroyed or returned at the offeror’s expense after consultation with the offeror. There are no exceptions to this deadline.

1.8. PREPARING A RESPONSE

This RFP contains the instructions governing the proposals to be submitted and a description of the mandatory requirements. To be eligible for consideration, an offeror must meet the intent of all mandatory requirements. Compliance with the intent of a mandatory requirement will be determined by the Purchasing Office. When imperative language (shall, will, must) appears in any section of the RFP, it is considered to be mandatory.

1.8.1. Offerors shall promptly notify the City of any ambiguity, inconsistency or error, which they may discover upon examination of this RFP.

1.9. PRE-PROPOSAL CONFERENCE:

Intentionally Omitted.

1.10. CLARIFICATION/ INTERPRETATION

Offerors requiring clarification or interpretation of any section or sections contained in this RFP shall make a written request to the City Purchasing Agent or through the eProcurement system by the deadline described in the Schedule of Events. All written correspondence must be addressed to:

The City Of Midland FAX: (432) 685-0523 Office of the Purchasing Agent OR P.O. Box 1152 e-mail: purchasing@midlandtexas.gov Midland, TX 79702

1.11. FORMAT FOR INQUIRIES:

Each offeror submitting written questions must clearly address each question by reference to a specific section, page and item of this RFP. An official written answer will be provided to all questions received. Verbal responses shall not be considered binding.

1.12. INTERPRETATION:

Any interpretation, correction or change of this RFP will be made by written Addendum.

Interpretations, corrections or changes of this RFP made in any other manner will not be binding and offerors shall not rely upon such interpretations, corrections or changes.

The City of Midland Purchasing Office will issue any necessary Addenda.

A point-by-point response to all numbered sections, subsections, paragraphs, subparagraphs and appendices must be submitted by each offeror in order to be considered for selection.

1.13. PROPOSAL ORGANIZATION AND SUBMISSION

Offerors must organize proposals into sections following the format of this RFP, with tabs separating each section. If no exception, explanation, or clarification is required in the offeror's response to a specific subsection, the offeror shall indicate so in the point-by-point response with the following:

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“(Offeror’s Name)", understands and will comply.

Offer Pricing

Offerors must respond to this RFP by utilizing the RFP Cost Summary. The cost summary will be used as the primary representation of each offeror’s cost, and will be used extensively during proposal evaluations. Additional information should be included as necessary to explain in detail the offeror’s cost.

Proposals should be complete to the degree that all of the information sought by this RFP is supplied in the order requested.

1.14. ALTERNATE PROPOSALS

Offerors may submit, at their option, multiple proposals, in which case each proposal shall be evaluated as a separate document.

1.15. SUBMITTING A SEALED PROPOSAL

1.15.1. Number of copies and Location:

1.15.1.1. Offerors must submit one electronic sealed proposal on the eProcurement system.

Sealed Proposals must be received by the date before the time stated on the face of the Request for Proposal Cover Page, local time. Sealed Proposals received after this time will not be accepted for consideration. Facsimile copies are not acceptable.

1.15.1.2. Please be sure to label the outermost package of the RFP whether it is an envelope, box or overnight package with the RFP number, RFP description and closing date so that it is visible when received by the City.

1.15.2. Each Offeror who submits a proposal represents that:

1.15.2.1. The proposal is based upon an understanding of the specifications and requirements described in this RFP.

1.15.2.2. Costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the offeror.

The City is not liable for any expense incurred by the offerors in the preparation and presentation of their proposals.

1.15.2.3. All materials submitted in response to this RFP become the property of the City and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and offeror resulting from this RFP process.

1.15.3. The proposals must be signed in ink by an individual authorized to legally bind the business submitting the proposal.

1.15.4. A proposal may not be modified, withdrawn or canceled by the offeror for a 120 day period following the deadline for proposal submission, or receipt of best and final offer, if required, as defined in the Schedule of Events, and offeror so agrees in submitting the proposal.

1.16. RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Midland to award a contract. Upon a determination, such actions would be in its best interests, the City in its sole discretion reserves the right to:

A) waive any formality;

b) cancel or terminate this RFP;

c) reject any or all proposals received in response to this document;

d) waive any undesirable, inconsequential, or inconsistent provisions of this document, which would not have significant impact on any proposal; not award, or if awarded, terminate any

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1.17. BONDING REQUIREMENTS

Intentionally Omitted

1.18. OFFEROR INTERVIEW / PRODUCT DEMONSTRATION

After receipt of all proposals and before the determination of the award, respondents may be required to make an oral presentation and product demonstration in Midland, Texas to clarify their response or to further define their offer. Oral presentations and product demonstrations, if requested, shall be at the offeror’s expense.

1.19. SUBCONTRACTING

1.19.1. The successful offeror will be the Prime Contractor and shall be responsible, in total, for all work of subcontractors. All subcontractors must be listed in the proposal. The City reserves the right to approve all subcontractors.

1.19.2. The contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

1.20. INSURANCE REQUIREMENTS

See Contract or Agreement

1.21. CONTRACTOR'S RESPONSIBILITIES

The successful offeror shall keep informed of, and shall comply with all applicable laws, ordinances, rules, regulations and orders of the City, County, State, Federal or public bodies having jurisdiction affecting any work to be done to provide the services required. The offeror shall provide all necessary safeguards for safety and protection, as set forth by the United States Department of Labor, Occupational Safety and Health Administration.

1.22. OFFEROR COMPETITION

The City encourages free and open competition among offerors. Whenever possible, specifications, proposal requests and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the City's need to procure technically sound, cost-effective services.

The offeror's signature on a proposal in response to this RFP guarantees that the prices quoted have been established without collusion of other eligible offerors and without effort to preclude the City of Midland from obtaining the best possible price.

1.23. CONTRACT PROVISIONS AND TERMS

1.23.1. Contract Execution

1.23.1.1. The City will execute a contract with the successful offeror(s). The City requires that the RFP and the terms and conditions attached to it, the offeror’s response, the best and final offer (if required), and any formal addenda to the RFP be included as part of any contract documents.

1.23.2. Terms and Conditions

Contract that will be executed by the successful offeror and the City is found in Appendix A.

1.23.3. Exceptions to Contract Terms & Conditions

Offerors should notify the City of any terms within the sample contract that either precludes them from responding to the RFP or add unnecessary cost.

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1.23.4. Initial Contract Term: The initial contract term shall cover all work from Notice to Proceed through final delivery and acceptance of all project deliverables as defined in the Scope of Project and Deliverables sections of this RFP. The project is expected to be completed within twelve (12) months of Notice to Proceed, subject to acquisition weather conditions and City review timelines. An agreed-upon project schedule shall be incorporated as a contract exhibit.

1.23.5. Contract Extension

The offeror agrees that, through the term of the initial contract and any agreed-upon extension, the City will be entitled to any price reductions at least equal to any lower prices made available to any other customer of comparable volume.

1.23.6. Escalation

Annual pricing adjustments to contract extensions following the initial contract term, if applicable, shall not exceed seventy-five percent (75%) of the rate of increase in the cost of living as reflected in the Federal Bureau of Labor Statistics, Consumer Price Index (CPI) for all Urban Consumers (1982-84=100; through November 1991 = 137.8) or any other index which may be substituted in the future. The CPI for the latest twelve (12) month period of the contract will be the CPI base on which later adjustments are computed. Each time an adjustment is made, the earlier CPI base will be replaced by the adjusted CPI base. The percentage of adjustment to contract prices shall in no event exceed the percentage change in the index.

2. PROPOSAL WAIVERS:

2.1. WAIVER OF ATTORNEY FEES: BY SUBMITTING THIS PROPOSAL,

OFFEROR AGREES TO WAIVE AND DOES HEREBY KNOWINGLY,

CONCLUSIVELY, VOLUNTARILY AND INTENTIONALLY WAIVE ANY CLAIM IT

HAS OR MAY HAVE IN THE FUTURE AGAINST CITY REGARDING THE AWARD OR

ATTORNEY’S FEES, WHICH ARE IN ANY WAY RELATED TO THIS PROPOSAL, OR

THE CONSTRUCTION, INTERPRETATION OR BREACH OF THIS PROPOSAL.

OFFEREOR SPECIFICALLY AGREES THAT IF OFFEROR BRINGS OR

COMMENCES ANY LEGAL ACTION OR PROCEEDING RELATED TO THIS

PROPOSAL, THE CONSTRUCTION, INTERPRETATION, VALIDITY OR BREACH OF

THIS PROPOSAL, INCLUDING, BUT NOT LIMITED TO, ANY ACTION PURSUANT

TO THE PROVISIONS OF THE TEXAS UNIFORM DECLARATORY JUDGMENTS

ACT (TEXAS CIVIL PRACTICE AND REMEDIES CODE SECTION 37.001, ET SEQ., AS

AMENDED), OR CHAPTER 271 OF THE TEXAS LOCAL GOVERNMENT CODE,

OFFEROR AGREES TO ABANDON, WAIVE AND RELINQUISH ANY AND ALL

RIGHTS TO THE RECOVERY OF ATTORNEY’S FEES TO WHICH OFFEROR MIGHT

OTHERWISE BE ENTITLED.

2.2. OFFEROR AGREES THAT THIS IS THE VOLUNTARY AND INTENTIONAL

RELINQUISHMENT AND ABANDONMENT OF A PRESENTLY-EXISTING KNOWN

RIGHT. OFFEROR ACKNOWLEDGES THAT IT UNDERSTANDS ALL TERMS AND

CONDITIONS OF THIS PROPOSAL. OFFEROR FURTHER ACKNOWLEDGES AND

AGREES THAT THERE WAS AND IS NO DISPARITY OF BARGAINING POWER

BETWEEN CITY AND OFFEROR. THIS SECTION SHALL NOT BE CONSTRUED OR

INTERPRETED AS A WAIVER OR GOVERNMENTAL IMMUNITY AND SHALL

SURVIVE THE TERMINATION OF THE CONTRACT.

2.3. OFFEROR IS RELYING ON ITS OWN JUDGMENT. OFFEROR HAD THE

OPPORTUNITY TO DISCUSS THESE PROPOSAL DOCUMENTS WITH COMPETENT

LEGAL COUNSEL PRIOR TO SUBMISSION OF THE PROPOSAL OR EXECUTION

OF THE CONTRACT.

2.4. WAIVER:

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2.5. BY SUBMITTING A PROPOSAL, THE OFFEROR AGREES TO WAIVE AND

DOES HEREBY VOLUNTARILY AND INTENTIONALLY WAIVE, ABANDON AND

RELINQUISH ANY CLAIM THE OFFEROR HAS OR MAY HAVE IN THE FUTURE

AGAINST THE CITY OF MIDLAND, TEXAS, AND THE CITY’S EMPLOYEES,

AGENTS AND OFFICERS, ARISING OUT OF OR IN ANY WAY CONNECTED WITH

THE FOLLOWING:

2.5.1. THE ADMINISTRATION, EVALUATION OR RECOMMENDATION OF ANY

PROPOSAL;

2.5.2. WAIVER OR DELETION OF ANY OF THE REQUIREMENTS UNDER THE

PROPOSAL DOCUMENTS OR THE CONTRACT DOCUMENTS;

2.5.3. ACCEPTANCE OR REJECTION OF ANY PROPOSALS; OR

2.5.4. AWARD OF THE CONTRACT.

2.6. BY SUBMITTING A PROPOSAL, THE OFFEROR ACKNOWLEDGES THAT

THE OFFEROR UNDERSTANDS ALL OF THE TERMS OF THE PROPOSAL

DOCUMENTS AND CONSENTS TO THE PROPOSAL PROCESS AND THE

POSSIBILITY OF A NEGATIVE ASSESSMENT. BY SUBMITTING A PROPOSAL, THE

OFFEROR ACKNOWLEDGES AND AGREES THAT THERE WAS AND IS NO

DISPARITY OF BARGAINING POWER BETWEEN THE OFFEROR AND THE CITY OF

MIDLAND, TEXAS. THE OFFEROR AGREES THAT THIS IS THE INTENTIONAL

RELINQUISHMENT OF A PRESENTLY EXISTING KNOWN RIGHT. BY SIGNING

THE PROPOSAL AND/OR BELOW, YOUR COMPANY AGREES TO THE ABOVE

WAIVER(S).

2.7. BY SIGNING THE EXECUTION OF OFFER, YOUR COMPANY AGREES TO

THE ABOVE WAIVER(S). IF THIS FORM IS NOT SIGNED AND INCLUDED WITH

YOUR PROPOSAL DOCUMENTS YOUR PROPOSAL WILL BE CONSIDERED NON-

RESPONSIVE AND WILL BE REJECTED.

3. SCOPE OF PROJECT

3.1.1. The City of Midland, Texas Information Technology Services Department — GIS Division seeks proposals from qualified, experienced geospatial services firms to provide LiDAR QL1 Topographic Capture, Impervious Surface Mapping, and Data Layers services for the City of Midland acquisition boundary, comprising 390 square miles. The impervious surface component further encompasses 67,455 City of Midland parcels for parcel-level data delivery. The exact project boundary shapefile will be provided to the awarded vendor at project kickoff.

3.1.2. The City's GIS Division serves as the enterprise geospatial data steward for all City departments. The datasets acquired through this project will serve as foundational base layers for infrastructure management, stormwater utility billing, drainage engineering, development permitting, emergency management, and public-facing services for the foreseeable future. All awarded vendor data products will be integrated into the City's ArcGIS Enterprise GIS environment.

3.1.3. This procurement is a one-time capital purchase of all data products and deliverables. No recurring subscription fees, platform fees, or data licensing fees will be accepted as part of the proposal.

3.1.4. The City seeks a single qualified prime contractor to perform all components of this project as an integrated engagement. Vendors shall demonstrate experience and in-house capability for each service area. Subcontracting of core LiDAR or impervious surface processing is not permitted without prior written approval from the City.

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3.1.5. Business Need:

Service Area Business Driver Primary Departments

LiDAR QL1 / Terrain High-accuracy elevation data for drainage analysis, flood modeling, 3D infrastructure modeling, 1-foot contours, and ROW management

Engineering, Public Works, Emergency Mgmt

Impervious Surface Accurate impervious cover per parcel and AOI for stormwater utility billing, regulatory compliance, and drainage planning

Utilities Billing, Stormwater, Planning

3.1.6. City GIS Environment:

3.1.6.1. Esri ArcGIS Enterprise (currently upgrading from v10.9.1 to v11.x)

3.1.6.2. Microsoft SQL Server 2019 — SDE Geodatabase (MidlandGIS)

3.1.6.3. ArcGIS Pro 3.3 (primary desktop GIS)

3.1.6.4. Coordinate Reference System: Texas State Plane Central Zone (NAD83 2011) / NAVD88 vertical datum

3.1.6.5. Raster data published as ArcGIS Enterprise Mosaic Datasets and Image Services

4. REQUIREMENTS

4.1. LIDAR TOPOGRAPHIC CAPTURE — QUALITY LEVEL

The City requires USGS Quality Level 1 (QL1) LiDAR. All work shall conform to the USGS Lidar Base Specification, Version 2.1 (or current version at time of acquisition). QL1 is the mandatory standard for this project. Proposals offering any quality level below QL1 will be deemed non-responsive and disqualified from further consideration.

4.2. LIDAR TECHNICAL REQUIREMENTS

4.2.1. Point Density: 8 points per square meter or greater (QL1).

4.2.2. Vertical Accuracy: 10 cm RMSEz or better in non-vegetated, open terrain.

4.2.3. Horizontal Accuracy: per USGS Lidar Base Specification v2.1 for the stated quality level.

4.2.4. Coordinate System: Texas State Plane Central Zone (NAD83 2011), NAVD88 vertical datum; the geoid model version used shall be stated.

4.2.5. Point Cloud Format: LAS 1.4 or LAZ.

4.2.6. Contour Interval: 1-foot contours derived from the bare-earth DEM across the full 390 sq mi project area; no 2-foot substitution accepted.

4.2.7. Scan Angle: 20° half-angle from nadir or less.

4.2.8. Swath Overlap: 20% sidelap or greater.

4.2.9. Flight Season: acquisition shall occur during leaf-off conditions (November –

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March).

4.2.10. Ground Control: GPS ground control per ASPRS accuracy standards; GCP count per NMAS; independent QA checkpoints shall be used for the accuracy assessment.

4.3. LIDAR POINT CLOUD CLASSIFICATION REQUIREMENTS

The vendor shall deliver a fully classified point cloud in accordance with the ASPRS LAS Specification. The deliverable shall include both the Base Package and the Advanced Classification Package as described below. Both packages are required as part of the full project scope.

Package ASPRS Class Class Name

Base Package (Required) 1 Processed / Unclassified

Base Package (Required) 2 Bare Earth (Ground)

Base Package (Required) 3 Low Vegetation

Base Package (Required) 4 Medium Vegetation

Base Package (Required) 5 High Vegetation

Base Package (Required) 6 Building

Base Package (Required) 7 Low Noise

Base Package (Required) 8 Model Key Points

Base Package (Required) 9 Water

Base Package (Required) 17 Bridge Deck

Base Package (Required) 18 High Noise

Base Package (Required) 20 Ignored Ground

Advanced Classification (Required) 10 Rail

Advanced Classification (Required) 11 Road Surface

Advanced Classification (Required) 12 Overlap

Advanced Classification (Required) 15 Transmission Tower

Vendors shall state in their proposal whether additional classification classes beyond those listed are included in their standard offering.

4.4. IMPERVIOUS SURFACE MAPPING REQUIREMENTS

Vendor shall derive and deliver impervious surface mapping products from the acquired LiDAR data and/or concurrent imagery. Two delivery types are required: (a) AOI Data Pack — impervious surface classification covering the full 390 sq mi project area; and (b) Parcel Data Pack — impervious surface attributes attributed to all 67,455 City of Midland parcels.

4.4.1. Delivery Types: vendor shall deliver BOTH the AOI Data Pack (390 sq mi) AND the Parcel Data Pack (67,455 parcels).

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4.4.2. Minimum Mapping Unit: 400 square feet or smaller.

4.4.3. Overall Accuracy: 90 percent or greater, verified by independent validation.

4.4.4. Surface Categories: binary classification (Impervious vs. Pervious).

4.4.5. Output Format: vendor shall deliver BOTH an ESRI File Geodatabase feature class AND a GeoTIFF raster.

4.4.6. Parcel Attribution: each parcel record shall include impervious area (sq ft and acres), total parcel area, and impervious percentage, cross-referenced to the City parcel ID exactly as specified in the Data Schema Requirements.

4.4.7. Stormwater Suitability: the Parcel Data Pack shall be directly usable for stormwater utility billing (ERU calculation) without transformation; vendor shall participate in a QA review with Utilities Billing prior to final acceptance.

4.5. DATA SCHEMA REQUIREMENTS

All vector deliverables shall conform to the attribute field schemas specified below. Field names, data types, field lengths, nullable designations, and coded domain values are mandatory. The City will not accept deliverables that require schema modification prior to integration into the MidlandGIS SQL Server SDE geodatabase or the stormwater utility billing workflow.

Deliverables that do not conform to these schemas will be returned to the vendor as a deficiency requiring correction before acceptance.

4.5.1. Required Field Schema — Impervious Surface AOI Feature Class

Feature class name: IMP_SURFACE_AOI | Geometry: Polygon | CRS: TX State Plane Central

(NAD83 2011)

Field Name Data Type Length / Precision

Nullable Description

OBJECTID Object ID — No Esri-managed unique record identifier

SHAPE Geometry (Polygon) — No Feature geometry

FEAT_ID Long Integer — No Vendor-assigned unique feature identifier

SURF_CLASS Short Integer — No 1 = Impervious, 2 = Pervious

SURF_DESC Text 50 Yes 'Impervious' or 'Pervious'

SURF_SUBCLASS Text 50 Yes Sub-classification if provided (e.g., Rooftop, Pavement, Other Hard Surface)

AREA_SQFT Double 38, 4 No Feature area in square feet

AREA_ACRES Double 38, 6 No Feature area in acres

CAPTURE_DATE Date — No Date of source data acquisition

CAPTURE_YEAR Short Integer — No Four-digit acquisition year

METHOD Text 100 No Classification method (e.g., OBIA, LiDAR Fusion)

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Field Name Data Type Length / Precision

Nullable Description

SOURCE_DATA Text 100 No Source data used (e.g., LiDAR QL1, Orthoimagery 4-in GSD)

VENDOR Text 100 No Vendor name

PROJECT_ID Text 50 No City-assigned RFP number for this project

4.5.2. Required Field Schema — Impervious Surface Parcel Data Pack Feature Class

Feature class name: IMP_SURFACE_PARCELS | Geometry: Polygon | CRS: TX State Plane Central (NAD83 2011)

This feature class must be directly joinable to the City's billing system by parcel ID without transformation. The vendor must use the City-provided parcel layer as the base geometry; the parcel identifier field name and type will be confirmed at project kickoff and must be preserved exactly.

Field Name Data Type Length / Precision

Nullable Description

OBJECTID Object ID — No Esri-managed unique record identifier

SHAPE Geometry (Polygon) — No Parcel polygon geometry (from City parcel layer)

PARCEL_ID Text 30 No City parcel identifier — exact name and type confirmed at kickoff

PARCEL_AREA_SQFT Double 38, 4 No Total parcel area in square feet

PARCEL_AREA_ACRES Double 38, 6 No Total parcel area in acres

IMP_AREA_SQFT Double 38, 4 No Impervious area within parcel, square feet

IMP_AREA_ACRES Double 38, 6 No Impervious area within parcel, acres

PERV_AREA_SQFT Double 38, 4 No Pervious area within parcel, square feet

PERV_AREA_ACRES Double 38, 6 No Pervious area within parcel, acres

IMP_PCT Double 38, 4 No Impervious surface as % of total parcel area (0.00– 100.00)

IMP_ERU Double 38, 4 Yes Equivalent Residential Units — formula confirmed with Utilities Billing at kickoff

CAPTURE_DATE Date — No Date of source data acquisition

CAPTURE_YEAR Short Integer — No Four-digit acquisition year

METHOD Text 100 No Classification method used

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Field Name Data Type Length / Precision

Nullable Description

QA_FLAG Short Integer — Yes 0 = Passed, 1 = Flagged for review, 2 = Manually corrected

QA_NOTES Text 255 Yes Notes or anomaly description for flagged records

4.5.3. Required Field Schema — 1-Foot Contour Line Feature Class

Feature class name: CONTOURS_1FT | Geometry: Polyline | CRS: TX State Plane Central (NAD83 2011) / NAVD88 vertical

Field Name Data Type Length / Precision

Nullable Description

OBJECTID Object ID — No Esri-managed unique record identifier

SHAPE Geometry (Polyline) — No Contour line geometry

ELEV_FT Double 38, 4 No Contour elevation in feet, NAVD88

CONTOUR_TYPE Text 20 No 'Index' (every 5 ft) or 'Intermediate' (every 1 ft)

SOURCE_DEM Text 100 No Name or identifier of source DEM

CAPTURE_YEAR Short Integer — No Four-digit LiDAR acquisition year

4.5.4. Required Field Schema — Flight Line Index Feature Class

Feature class name: LIDAR_FLIGHTLINES | Geometry: Polygon | CRS: TX State Plane Central (NAD83 2011)

Field Name Data Type Length / Precision

Nullable Description

OBJECTID Object ID — No Esri-managed unique record identifier

SHAPE Geometry (Polygon) — No Flight line swath polygon

FLIGHTLINE_ID Text 50 No Vendor-assigned flight line identifier

ACQ_DATE Date — No Acquisition date for this flight line

ACQ_START Date — Yes Flight line start date/time (UTC)

ACQ_END Date — Yes Flight line end date/time (UTC)

ALTITUDE_FT Double 38, 2 Yes Average flight altitude above ground level in feet

OVERLAP_PCT Double 38, 2 Yes Sidelap overlap percentage with adjacent lines

AVG_PTS_M2 Double 38, 2 Yes Average point density in points per square meter

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Field Name Data Type Length / Precision

Nullable Description

SENSOR Text 100 No LiDAR sensor make and model

4.5.5. Schema Compliance Rules

4.5.5.1. Field names shall exactly match those specified, including case. Abbreviations, underscore placement differences, or capitalization differences will constitute a deficiency requiring correction.

4.5.5.2. Field data types shall match those specified; a Text field may not be substituted for a numeric type or vice versa.

4.5.5.3. Text field lengths shall meet or exceed those specified; shorter lengths that risk data truncation will not be accepted.

4.5.5.4. Fields designated as non-nullable shall contain no null values in any delivered record.

4.5.5.5. Additional fields beyond those specified are permitted, provided they are documented in the data dictionary and do not conflict with specified field names.

4.5.5.6. All coded domain values (SURF_CLASS, CONTOUR_TYPE, QA_FLAG) shall use exactly the codes specified. No field aliasing may be used as a substitute for correct field naming.

5. DELIVERABLES

The awarded vendor shall provide all deliverables listed below. All spatial data shall be in formats compatible with the City's ArcGIS Enterprise / SQL Server 2019 environment, Texas State Plane Central Zone (NAD83 2011), NAVD88 vertical datum.

5.1. LIDAR BASE PACKAGE DELIVERABLES

5.1.1. Raw and classified LAS 1.4 / LAZ point cloud — all flight lines; base classes 1, 2, 3, 4, 5, 6, 7, 8, 9, 17, 18, 20 per ASPRS specification.

5.1.2. Bare-Earth DEM (Digital Elevation Model) — 1-foot resolution GeoTIFF, NAVD88, full 390 sq mi.

5.1.3. Digital Surface Model (DSM) — 1-foot resolution GeoTIFF.

5.1.4. 1-Foot Contour Lines — ESRI Geodatabase feature class, attributed with NAVD88 elevation; no 2-foot substitution accepted.

5.1.5. LiDAR intensity raster image — GeoTIFF at native point density resolution.

5.1.6. Survey — Ground Control Points: GPS GCP network report, coordinate listing, and monument descriptions.

5.1.7. Flight line index polygon feature class with acquisition metadata.

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5.1.8. LiDAR accuracy assessment report (ASPRS 2014 standards and USGS LBS v2.1;

RMSE tables; QA checkpoint results).

5.1.9. LiDAR processing and methodology report (PDF).

5.2. LIDAR ADVANCED CLASSIFICATION DELIVERABLES

5.2.1. Complete updated classified LAS 1.4 / LAZ point cloud inclusive of all base and advanced classes: Class 10 (Rail), Class 11 (Road Surface), Class 12 (Overlap), Class 15 (Transmission Tower).

5.2.2. Advanced classification QA report documenting methodology, validation samples, accuracy metrics, and known limitations.

5.3. IMPERVIOUS SURFACE DATA PACK DELIVERABLES

5.3.1. Impervious Surface — AOI Data Pack: feature class and GeoTIFF raster covering the full 390 sq mi project area.

5.3.2. Impervious Surface — Parcel Data Pack: impervious area attributed to all 67,455 City parcels (sq ft, acres, impervious %) in ESRI File Geodatabase + CSV.

5.3.3. Change detection layer vs. prior City impervious dataset (if baseline data provided by City).

5.3.4. Impervious surface summary report — acreage by parcel, watershed basin (if basin layer provided), and land use category (PDF + XLSX).

5.3.5. Accuracy assessment report with confusion matrix and overall accuracy statistics

(PDF + CSV).

5.3.6. Classification methodology report (PDF).

5.4. PROJECT MANAGEMENT DELIVERABLES

5.4.1. Project kickoff presentation (PPTX + PDF).

5.4.2. Baseline project schedule with monthly updates (PDF + editable format).

5.4.3. Interim QA/QC status reports at each draft delivery milestone.

5.4.4. Data delivery manifest for each delivery — itemized file inventory with SHA-256 checksums (CSV + PDF).

5.4.5. FGDC or ISO 19115-compliant metadata for all spatial datasets (XML per standard).

5.4.6. Final project closeout report including work summary, data limitations, and recommended follow-on (PDF).

5.5. POST-AWARD DATA SCHEMA REVIEW (REQUIRED)

The following schema review process occurs after contract award. It is a contractual requirement of the awarded vendor and a prerequisite to data acquisition; it is not part of the proposal submission.

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5.5.1. Within thirty (30) calendar days of Notice to Proceed, the vendor shall submit a proposed data dictionary describing the schema of all vector deliverables, including feature class names, geometry types, all field names, field types, field lengths, nullable designations, and coded domain values.

5.5.2. The City's GIS Division will review the data dictionary within ten (10) business days and provide written approval or a list of required schema modifications.

5.5.3. The vendor shall resolve all schema issues and obtain written City approval before data acquisition proceeds. The vendor may not claim post-acquisition that schema modifications are impractical.

5.5.4. Prior to full dataset delivery, the vendor shall deliver a sample dataset of at least five

(5) representative records in the approved schema. The City will validate successful loading into ArcGIS Enterprise within five (5) business days. Full delivery will not be accepted until sample validation is confirmed.

5.5.5. The approved data dictionary shall be incorporated as an exhibit to the contract and shall govern the final deliverable schema. Subsequent schema modification requests must be submitted in writing and approved by the GIS Manager before implementation.

6. PROJECT SCHEDULE (TARGET)

Milestone Target Timeframe Responsible Party

Contract Award / Notice to Proceed Per Schedule of Events City

Project Kickoff Meeting Within 5 business days of NTP Both

QA/QC Plan Submitted Within 10 business days of NTP Vendor

Proposed Data Dictionary Submitted Within 30 calendar days of NTP Vendor

City Schema Review — Data Dictionary Within 10 business days of receipt City

Schema Approval & Sample Dataset Validation Prior to data acquisition Vendor + City

LiDAR Data Acquisition Leaf-off window per awarded schedule Vendor

Draft LiDAR Delivery (Base + Advanced) Within 60 days of acquisition completion Vendor

City QA Review — Draft LiDAR Within 15 business days of receipt City

Draft Impervious Surface Delivery (AOI + Parcel) Within 30 days of City accepting LiDAR/source data

Vendor

City QA Review — Impervious Surface Within 15 business days of receipt City

Final Delivery — All Products Upon resolution of all QA comments Vendor

Project Closeout Report Within 10 business days of final acceptance Vendor

Anticipated Project Completion Within 12 months of NTP Vendor

With Notice to Proceed anticipated in late October 2026, LiDAR acquisition is targeted for the November 2026 – March 2027 leaf-off window.

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7. PROPOSAL FORMAT

Proposals shall be organized into the following tabbed sections. Each section must include a point-by-point response to all numbered items. Failure to address all sections may result in the proposal being deemed non-responsive.

7.1. TAB 1 — COVER LETTER

7.1.1. Company name, address, and primary point of contact (name, title, phone, email).

7.1.2. Brief statement of the firm's understanding of the project and its ability to perform.

7.1.3. Signed by an authorized company representative.

7.1.4. Acknowledgment of all RFP addenda received (if any).

7.2. TAB 2 — TECHNICAL APPROACH AND COMPLIANCE

Provide a point-by-point technical response mapping to the Requirements and Deliverables sections of this RFP, including:

7.2.1. Confirmation that the proposal meets USGS QL1 standards; proposals offering any quality level below QL1 will be disqualified.

7.2.2. Acquisition approach, sensor platform, and flight planning methodology.

7.2.3. Point density to be achieved (confirm meets or exceeds specification for stated quality level).

7.2.4. Geoid model and datum handling procedures.

7.2.5. LiDAR classification methodology for all base and advanced classes per the LiDAR Point Cloud Classification Requirements.

7.2.6. Impervious surface derivation methodology (OBIA or equivalent); describe how parcel-level attribution will be performed against the City's 67,455-parcel layer.

7.2.7. Statement of compliance with the Data Schema Requirements; note any fields the vendor proposes to add beyond those specified.

7.2.8. QA/QC plan summary (full plan to be submitted at kickoff).

7.2.9. Confirmation of compatibility with ArcGIS Enterprise environments.

7.2.10. Any exceptions to technical specifications (must be clearly noted and justified).

7.3. TAB 3 — IMPLEMENTATION PLAN AND TIMELINE

7.3.1. Gantt-style project schedule from Notice to Proceed through final delivery.

7.3.2. Proposed acquisition window and rationale for leaf-off timing.

7.3.3. Contingency approach for weather delays or re-flight requirements.

7.3.4. Data delivery and QA/QC review cycle approach.

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7.4. TAB 4 — WARRANTY AND SUPPORT PLAN

7.4.1. Post-delivery support commitments and period of coverage.

7.4.2. Deficiency correction response time standards.

7.4.3. Proposed process for addressing City-identified data deficiencies after final acceptance.

7.5. TAB 5 — PRICING AND COST SUMMARY

Offerors must respond using the RFP Cost Summary (Appendix B). The cost summary is the primary representation of each offeror's cost and will be used extensively during proposal evaluation. Include:

7.5.1. Itemized unit pricing per square mile for LiDAR acquisition, DEM/DSM production, 1-foot contours, and advanced classification.

7.5.2. Survey / Ground Control Point costs itemized separately.

7.5.3. Impervious surface AOI pricing (per sq mi).

7.5.4. Impervious surface parcel pricing (per parcel or lump sum for 67,455 parcels).

7.5.5. All project management, mobilization, travel, and delivery costs itemized separately.

7.5.6. Confirmation of all-inclusive one-time pricing with no required recurring fees.

PRICING NOTE: The City intends a one-time capital purchase for all data products and deliverables. No recurring subscription fees, platform fees, or data licensing fees will be accepted.

7.6. TAB 6 — VENDOR QUALIFICATIONS

7.6.1. Company overview: legal name, headquarters, years in business, ownership structure.

7.6.2. Relevant project experience: minimum of three (3) comparable municipal or government projects completed within the last five (5) years.

7.6.3. Key personnel: resumes for Project Manager and lead technical staff; include certifications (CP, GISP, or equivalent).

7.6.4. Equipment list: aircraft type, LiDAR sensor make/model, and ground control equipment.

7.6.5. Financial information: financial statements for the two (2) most recent consecutive fiscal years.

7.6.6. Subcontractor disclosure: list of any proposed subcontractors and their roles.

7.7. TAB 7 — REFERENCES

Provide a minimum of three (3) client references from completed projects of similar scope within the last five (5) years. For each reference provide:

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