14-RFP 2610-01230 LiDAR Data Acquisition.pdf

COOK COUNTY GOVERNMENT

Office of the Chief Procurement Officer

Request for Proposal (RFP) No. 2610-01230 for

LiDAR Data Acquisition

Non-Mandatory Pre-Proposal Meeting:

Date:

Time:

Web Link:

April 2, 2026 10:00 a.m. Local Time – Chicago

RFP 2610-01230 LIDAR DATA ACQUISITION PRE-PROPOSAL MEETING

Questions:

Questions must be submitted in Bonfire no later than: April 6, 2026, at 12:00 p.m. Local Time – Chicago

Proposal Due Date:

Proposals are due in Bonfire no later than: 10:00 a.m. Local Time – Chicago on April 29, 2026

Proposal and Questions Must be Uploaded on the Contract Opportunity in Bonfire via:

https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

LATE PROPOSALS WILL NOT BE CONSIDERED

Buyer Contact Information:

Buyer: Anna Epps E-Mail: Anna.Epps@cookcountyil.gov

Toni Preckwinkle Raffi Sarrafian Cook County Board President Chief Procurement Officer https://teams.microsoft.com/meet/26224372782807?p=3mAoOE6qafdbzNd8zB https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

RFP N0. 2610-01230

LiDAR Data Acquisition

1 INTRODUCTION

1.1 Overview

1.2 Purpose

1.3 Cook County Background

2 SCOPE

2.1 Project Description

2.2 Scope of Services

2.3 GIS Software

2.4 GIS Database

2.5 Standards and Considerations

2.6 Key Personnel

2.7 Project Plan

2.8 Phase One: Project Initiation

2.9 Phase Two: Pilot

2.10 Contractor Responsibilities

2.11 County Responsibilities

2.12 Project Tracking

2.13 Required Elements

2.14 Geodatabase Design

2.15 LIDAR Data

2.16 LIDAR Classification Codes

2.17 Digital Terrain Model (DTM)

2.18 Topographic Elevation Contours

2.19 Quality Assurance

2.20 Project Schedule

2.21 Metadata

2.22 Optional Data Layers (e.g. Bathymetry and/or other)

2.23 Proposed Project Approach and Implementation Methodology

2.24 Project Task List and Timeline

2.25 Data Confidentiality and Security

2.26 Contract Performance Review and Acceptance

2.27 Invoicing and Payment

2.28 Proposed Payment Schedule

2.29 Solution Ownership and Other Terms and Conditions

2.30 Data Ownership

2.31 Intellectual Property Ownership

2.32 Other Terms and Conditions

2.33 Data Access and Retention

2.34 Transition Out and Exit Requirements

3 SCHEDULE

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

4.2 Availability of Documents

4.3 Pre-Proposal Conference

4.4 Special Access to the Pre-Proposal Conference

4.5 Clarifications

4.6 Submitting the Proposal Package

4.7 Uniformity

4.8 Proposal Material

4.9 Addenda

4.10 Proposer’s Responsibility for Services Proposed

4.11 Errors and Omissions in the RFP

4.12 RFP Interpretation

4.13 Confidentiality and Response Cost and Ownership

4.14 Use of Subcontractors

4.15 MBE/WBE Participation Goals

4.16 Proposer’s Disclosure and Conflict of Interest

4.17 Cook County RFP Format

4.18 Pricing

4.19 Period of Firm Proposal

4.20 Awards

4.21 Cook County Rights

4.22 Alteration/Modification of RFP Content

4.23 Recycling

5 EVALUATION AND SELECTION PROCESS

5.1 Responsiveness Review

5.2 Acceptance of Proposals

5.3 Evaluation Process

5.3.1 Proposer Presentations

5.3.2 Right to Inspect

5.3.3 Best and Final Offer

5.4 Selection Process

6 EVALUATION CRITERIA

6.1 Responsiveness of Proposal

6.2 Technical Proposal

6.3 Price Proposal

6.4 Oral Presentations

6.5 Best and Final Offer

7 SUBMISSION OF PROPOSAL

7.1 Instructions for Submissions

7.1.1 Electronic Submission

7.1.2 Time for Submission

7.1.3 Format

7.1.4 Complete Proposals

7.1.5 Packaging and Labeling

7.1.6 Timely Delivery if Proposals

7.1.7 Late Proposals

7.1.8 Schedule of Revisions to RFP Schedule

7.2 Submission Requirements

7.2.1 Cover Letter

7.2.2 Executive Summary

7.2.3 Qualifications of the Proposer

7.2.4 Proposed Plan of Action, Implementation and Solution

7.2.5 Key Personnel

7.2.6 Subcontracting or Teaming

7.2.7 MBE/WBE Participation

7.2.8 Financial Status

7.2.9 Legal Actions

7.2.10 Conflict of Interest

7.2.11 Economic Disclosure Statement

7.2.12 Cook County Professional Services Agreement (PSA) and Information Technology and Data

Special Conditions (ITDSC)

7.2.13 Identification of Subcontractor/Supplier/Subconsultant Form

7.2.14 Addendum Acknowledgement Form

7.2.15 Price Proposal

7.2.16 Other

Appendix I Metadata for Sample Feature Class

Appendix II Map of Central Business District

Appendix III Orthotiles 2026

Appendix IV Tile Index

EXHIBIT I Price Proposal Form

EXHIBIT II Instructions for Submitting Electronic Bid/Proposal/Qualification

EXHIBIT III Economic Disclosure Forms

EXHIBIT IV Cook County Professional Services Agreement

EXHIBIT V Information Technology and Data Special Conditions (ITDSC’s)

EXHIBIT VI Addendum Acknowledgement Form

EXHIBIT VII MBE/WBE Utilization Plan Forms

EXHIBIT VIII Identification of Subcontractor/Supplier/Subconsultant Form

EXHIBIT IX Electronic Payables Form

EXHIBIT X Cook County Employee and Official Business and Travel Expense Reimbursement Policy

1 INTRODUCTION

1.1 Overview

Cook County Government (the “County”), through the Office of the Chief Procurement Officer (“OCPO”) seeks proposals from qualified consultants to provide services to capture Light Detection and Ranging System (LIDAR) data in calendar year 2027 and the creation of County-wide digital elevation products. The LIDAR data will also be used for the creation of a new topographic database to be included in the Counties’ enterprise Geographical Information System (GIS).

Moreover, these services will be of sufficient accuracy, precision, and utility to update and enhance an existing enterprise-wide GIS database that supports current and proposed applications involving public access, change detection for assessment use, land records management, planimetric mapping, infrastructure management, engineering, map production, and various land data analyses.

1.2 Purpose

The purpose of this RFP is to seek proposed consulting services that detail procedures, specifications, and costs to accomplish each of the following major tasks:

1. Global Positioning System (GPS) survey control to support LIDAR

2. Light Detection and Ranging System (LIDAR) point collection and classification

3. Digital Terrain Model (DTM) derived from LIDAR

4. Digital Elevation Model (DEM) derived from LiDAR

5. All return intensity images in TIF format

6. .LAS tiles

7. LAS dataset (LASD)

8. Vectorized 1-foot elevation contours in geodatabase format

9. Vectorized hydro breaklines in geodatabase format

10. Geodatabase design

11. Standard compliant metadata for deliverables, Federal Geographic Data Committee (FGDC)-

Content Standard for Digital Geospatial Metadata (CSDGM), Vers. 2 (FGDC-STD-001-1998) is the current endorsed version.

Cook County intends to award one (1) contract with an expected term of one (1) year with one (1) one-year renewal option.

1.3 Cook County Background

Cook County Government is a home rule county pursuant to Article VII, Section 6 of the Illinois State Constitution and is governed by a 17-member Board of Commissioners that is elected from single-member districts. The Commissioners and County Board President are elected to four-year terms by the citizens of the County. Cook County represents one of the major metropolitan areas in the state and nation, and contains 134 municipalities, (including the City of Chicago), 29 townships, 221 special districts, and 164 school districts. Cook County is home to 5.28 million residents making is the second most populous County in the United States.

The County’s fiscal year begins on December 1 and ends on November 30. As mandated by state law, the County has principal responsibility for the protection of persons and property, the operation of public health services, the administration of the property tax levy, assessment, collection, and distribution process, and the maintenance of County highways. The obligation to protect persons and property, commonly called public safety, is fulfilled by the provision of County judicial and law enforcement services. The Circuit Court of Cook County which is one of the largest unified court systems in the United States, and the County Jail which is one of the largest single site jail facilities on the country, are solely the responsibility of Cook County Government. Also, Cook County Government administers the second largest property taxation system in the United States, with 1.8 million parcels of real estate.

The obligation to provide public health services is fulfilled by the operation of a comprehensive network of medical facilities for the citizens of the County, and provision of services regardless of their ability to pay. Cook County Health (CCH) consists of the Bureau Health Services, John, H.

Stroger, Jr. Hospital of Cook County, Provident Hospital of Cook County, Department of Public Health, Correctional Health Services at Cermak, Correctional Health Services at the Juvenile Temporary Detention Center, Ruth Rothstein CORE Center and County Care Health Plan (a managed care program for county residents). The Cook County Board of Commissioners established the Cook County Health Board (CCH Board) in 2008 to provide independent oversight of health care operations. The CCH Board is accountable to the Cook County Board of Commissioners. CCH is included in the reporting entity of Cook County, Illinois as an enterprise fund. As an enterprise fund, CCH’s financial statements are prepared using proprietary fund accounting that focuses on the determination of changes in net assets. Financial position, and cash flows in a manner similar to private sector businesses. Financial statements are prepared on an accrual basis of accounting.

2 SCOPE

2.1 Project Description

LIDAR data captured through this project will be the basis for the creation, update and capture of other separately remotely sensed planimetric data including updates to roads, 3D buildings and footprints, tree inventory, hydrographic features and to provide an accurate Digital Terrain Model (DTM) for annually captured Orthoimagery. The County intends to use this data for change detection from previous mission data for assessment purposes and to ensure adherence to building code enforcement. Its uses also include ecology management, engineering, urban planning and transportation studies, watershed delineation and to provide improved flood and disaster modeling and mitigation efforts.

Previous Cook County LiDAR missions have held special consideration of the dense central business district (CBD) of the City of Chicago, and other areas where there are numerous tall structures that make the collection of data difficult to capture. Multiple swaths, with additional flight lines may be required to limit data collection voids within these areas. This would include the extended lakefront area of Chicago. A shapefile of the expected delivery tiling scheme including the CBD and a map of this area is included with this RFP (Appendix II and IV)

All LIDAR data is to be captured in ideal climactic and stable weather conditions to provide optimal collection, e.g., cloud free, low moisture, leaf off, and snow and ice free. These products will support the maintenance of various geospatial databases included in the Counties’ enterprise Geographical Information System (GIS). The County maintains its geospatial data according to the

Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system, the authority is EPSG 6455. Elevation values utilize the NAVD88 datum as the Counties’ standard.

The LIDAR proposed for collection is essential for vital operations involving county planning, inventory, infrastructure management, code enforcement, property assessment, regional security, environmental monitoring and assessment, emergency management, flood and disaster preparedness modeling and mitigation. The most current spatial data managed and accessed on the GIS platform has already been proven to play a critical and integral role to the success of assessment staff, urban planners, engineers, ecologists, first responders, emergency personnel and remediation experts.

Cook County agencies that will directly benefit from this effort include the Bureau of Technology, Assessor’s Office, Board of Review, Division of Geographic Information Systems, Department of Transportation and Highways, Department of Emergency Management and Regional Security, Building and Zoning, Environment and Sustainability, Forest Preserve District, Public Health, Planning & Economic Development, and Sheriff’s Office.

Cook County’s most recent LiDAR capture was undertaken in 2022 and captured by the vendor, Merrick & Co. on behalf of Cook County. Data from this capture is available on request via Cook County’s GIS data portal, Cook Central.

2.2 Scope of Services

All Proposers to this RFP should detail procedures, specifications, justification, and costs in order to accomplish the major tasks. Below is a summary of tasks that will need to be completed for this project:

1. Project Management

2. Survey control

3. LiDAR collection

4. Classification of data

5. Derivative products and services

6. Optional data collection and/or GIS updates

7. Metadata

2.3 GIS Software

Cook County GIS department has adopted ArcGIS Enterprise, a GIS software suite produced by ESRI, Inc., and all of its affiliated products as its standard platform in the server, desktop, and cloud environments. This ensures the efficiency of data transfer and its overall manipulation across all departments. Moreover, the effective coordination of GIS activities significantly enhances the safeguards on data integrity and quality control. Currently, Cook County is operating at ArcGIS Enterprise version 11.x and ArcGIS Pro 3.x.

These products will support the maintenance of various geospatial databases included in the County’s enterprise Geographical Information System (GIS), as well as provide public access via Cook County’s flagship standard web-based data viewing application, CookViewer. This along with other GIS applications and data hosted by Cook County can also be accessed at Cook Central.

https://hub-cookcountyil.opendata.arcgis.com/pages/hyperspectral-lidar-and-more https://maps.cookcountyil.gov/cookviewer/ https://hub-cookcountyil.opendata.arcgis.com/

2.4 GIS Database

Currently Cook County’s GIS records are stored and managed in an ArcGIS Enterprise 11.x utilizing Microsoft SQL Server 2022 as the RDBMS. The SQL server maintains several geodatabases. The Counties maintain all its geospatial data according to the Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system, the authority is EPSG 6455.

Elevation values utilize the NAVD88 datum as the Counties’ standard. Comprehensive Federal Geographic Data Committee (FGDC)-compliant metadata has been established as a standard and has been written for all major data layers.

The County based on its extant rich web-based applications, supports code development according to the good practices of its web services environment of Windows Server, IIS, SQL Server, and Esri Server API products. Development frameworks utilize a range of platforms including HTML, JavaScript, React, Python, and .NET

The County currently has both Microsoft Windows 11 on personal machines and Windows Server 2022 on server machines. Cook County has a DEV, TEST/STAGING & PRODUCTION environment.

2.5 Standards and Considerations

The County encourages proposers to review the scientific literature to formulate an optimum solution or solutions. Unless otherwise noted, project specifications are based on the USGS's LiDAR Base Specification 2025 Rev. A. https://www.usgs.gov/ngp-standards-and-specifications/lidar-base-specification-online The vendor may propose using linear or Geiger mode LiDAR in their proposals, whichever meets the quality standards required by the county. The project will adhere to all other specifications as noted above including adherence to minimum point density and associated vertical and relative accuracies. This project is for a high-resolution data set of LiDAR of approximately 1,322 square miles for Cook County which includes a 1.75-mile buffer surrounding Cook County; see Appendix III for the project boundary. The LiDAR vertical and horizontal accuracy and point spacing must meet or exceed U.S. Geological Survey QL1. The point density must meet or exceed 20 points per square meter (ppsm). The Spatial Reference System shall be:

Illinois State Plane, Eastern Zone (Zone 3776), NAD83 (NSRS2007), U.S. survey feet coordinate system, the authority is EPSG 6455. Elevation values utilize the NAVD88 datum as the Counties’ standard.

All labor associated with the County LiDAR missions will be done in facilities located in the United States and will be reflected in the Price Proposal Form of Exhibit I.

The County requires the capture of the LiDAR data in the spring under leaf-off conditions (flights should be completed no later than May 1, 2027) under typical and standard climate and environmental specifications of aerial remote sensing. The Proposer will indicate their experience with the stringent traffic control that governs the airspace around O’Hare and Midway airports.

Proposers must document their ability to assume the scale of this project given their available resources (staff, equipment, fiscal) on balance with other similar potential projects to be undertaken during the project timeframe. A list of concurrent projects with contract dates must be provided with the Proposal.

2.6 Key Personnel

The proposer must identify the key personnel who will be committed to the project. The evaluation of proposals includes the qualifications of the personnel proposed; therefore, proposers will name key personnel as part of their proposal. Key personnel must include but are not limited to technical and operational leads, project management team, and proposer project owner/sponsor.

Provide a chronological resume for each of the proposed key personnel. Each proposed key personnel shall have three (3) references. All key personnel must be committed to the project without competing priorities. Provide the time commitment for each proposed key personnel on this County project. Indicate the commitment level of proposed key personnel to other projects independent of this County project if any.

The Chief Procurement Officer reserves the right to reject any key personnel proposed if it is determined to be in the County’s best interest to do so. Key Personnel must not be replaced during the project without the approval of the Chief Procurement Officer.

2.7 Project Plan

The scope of work is to be enacted in accordance with the overall project plan noted in this section. This plan consists of three phases:

1. Phase One: Project Initiation and Assessment

2. Phase Two: Pilot

3. Phase Three: Production

2.8 Phase One: Project Initiation

Project Initiation will begin after execution of the Contract by the Cook County Board of Commissioners. Agreement on administrative and communication procedures would follow. It will be required that during this phase, a requisite number of meeting(s) will be convened between the Contractor and the County.

After these meeting(s), the Contractor will begin drafting a project plan manual, detailing both the technical and administrative procedures to be followed for the duration of this project. This phase should include any Assessment of the various processes and data that will be integrated for this project. The County will review and develop this further, if required. Any subsequent drafts will be approved by the County prior to the commencement of Phase Two.

The Contractor will be responsible for the filing of flight plans and obtaining appropriate permissions from the FAA, and other agencies, if necessary. Due to the large areal extent of this project, the Contractor will submit a formal plan to the FAA well in advance of the actual flight to assist in its successful implementation. The Contractor must also coordinate their efforts with the local air traffic control (Chicago TRACON) also if necessary. Cook County can assist with this coordination as deemed necessary.

2.9 Phase Two: Pilot

When the items in Phase One are accepted by the County, the Contractor will immediately proceed to a pilot phase to confirm the feasibility of the procedures and standards established at initiation.

The objectives of the pilot are to:

a. Execute and evaluate all procedures as specified.

b. Select and approve procedures to be implemented in Phase Three.

c. Finalize design characteristics.

d. Identify problems and develop policy for their resolution.

e. Evaluate and approve all specified products.

The pilot area will consist of three LIDAR tiles, as defined by Cook County’s present scheme from the 2025 photogrammetric mission. These tiles will include a wide range of landscapes under consideration for this project. All procedures will be developed and evaluated upon these sample tiles. Each tile is to be representative of one of the following:

1. Heavy urban – the Central Business District of Chicago.

2. Typical suburban – an outlying municipality.

3. Rural – undeveloped parcels, Forest Preserve District of Cook County holdings.

Upon receipt of the pilot data and findings, the County will review to ensure specification compliance, completeness, and accuracy. All procedures for correspondence and quality assurance will also be reviewed in this phase. The project plan manual, design considerations, and project schedule will be revised to incorporate the results identified during the study. When the County accepts final delivery of the pilot and all operating procedures are codified, the Contractor will be advised to begin Phase Three project production.

If significant and irreconcilable problems occur during Phase Two and are a result of the Contractor’s efforts, or lack thereof, the County then reserves the right to authorize payment for the work completed, and to cancel the remainder of this task of the Contract.

Upon completion of the pilot, the manual will be amended to a near-final state, allowing for subsequent minor adjustments, which may result from the pilot. The Contractor will be responsible for updating the manual, should it be necessary. A final version will be delivered upon the completion of this project.

The general objectives of Phase Three are as follows:

a. The production of LIDAR data and DTM for the remaining tiles comprising Cook County, per specifications.

b. Acceptance of all project deliverables by the County.

c. All digital information is installed and operating as a fully integrated entity in the enterprise

GIS.

d. All digital information is sufficiently prepared as a support for further photogrammetric services, such as Orthoimagery or bathymetry.

e. All source documents from the County have been returned.

When all the above has been accomplished and accepted by the County, the project will be considered complete.

2.10 Contractor Responsibilities

In addition to the requirements identified in the Professional Services Agreement, the major responsibilities of the Contractor are as follows, but not limited to:

1. Development and documentation of procedures to meet Contract specifications.

2. Production of all designated tasks as specified.

3. Maintenance of any requisite database, quality, legal, and safety standards.

4. Delivery of preliminary and final products as per schedule.

5. Security of the County’s source materials.

6. Regular conference calls and crew review meetings will be established.

7. Coordinate to establish a site for management of all relevant project content.

8. Correspondence with the County on all anomalous issues throughout project lifecycle.

9. Provision of all labor, materials, equipment, tools, and other incidentals (except that provided by the County) that are necessary to complete the project.

2.11 County Responsibilities

The major responsibilities of the County are as follows:

1. Access to or provision of any relevant source materials as specified by the stewards of that information.

2. Provide notice to all standards, protocols, and procedures for compliance during the project.

3. Review and approval of plan project manual, database design, project schedule, quality control procedures, documentation, and all other deliverable products.

4. Resolution of issues on a timely basis.

5. Coordinate to establish a web-based site for management of all relevant project content.

6. Execution and documentation of acceptance procedures on a timely basis.

7. Quality assurance inspection of deliverables on a timely basis.

2.12 Project Tracking

The Contractor must comply with jointly agreed procedures of a content management site for tracking progress and documents for the duration of the project. This will be through Cook County’s SharePoint site. In addition, the Contractor will submit written monthly status reports to the County. These reports will include:

1. Work accomplished for each reporting period.

2. Production goals for the next reporting period.

3. Any product or document that is delivered.

4. Meetings held, planned, or requested, including the minutes thereof.

5. Current status of risks, issues or problems.

6. Summary of approved project changes.

7. Invoicing and payment.

8. Other relevant information which must be reviewed and discussed.

In addition, during the requirements gathering task of the project, the Contractor will be required to submit weekly status reports. The final form and procedures of these reports will be established at project initiation. The Contractor is responsible for coordinating a project closure form with the Counties to document confirmation of deliverables, outstanding issues, and lessons learned to formally complete the contract.

2.13 Required Elements

The County tentatively proposes the following items as project deliverables. The Proposer will submit appropriate and relevant information regarding each including attribution, (per attribute description tables as determined during project initiation which may include characteristics such as file format, approximate file size, media of delivery, storage requirements and plan, and other specifications. All pilot and final data to be delivered on non-returnable portable storage device(s) or through cloud download. These specifications will ultimately be determined between the Contractor and the County during project initiation. Deliverables to include, but not be limited to:

a. Project Plan manual.

b. Geodatabase Design Document.

c. Raw point cloud data (Raw tiles only, Raw data by flight line is not a deliverable on this project.)

d. LIDAR point cloud collection and classification.

e. .LAS tiles.

f. LAS dataset (LASD) of classified LAS files including RGB values as provided by separately collected, most recent County Orthoimagery.

g. All return intensity images in TIF format.

h. Digital Terrain Model (DTM) derived from LIDAR.

i. Digital Elevation Model (DEM) derived from LiDAR.

j. Vectorized 1-foot elevation contours in geodatabase format.

k. Vectorized hydro/water breaklines in geodatabase format.

l. Ground Survey Control Report.

m. GPS survey control checkpoints to support LIDAR.

n. QA/QC Assessment Project Report.

o. Metadata, Federal Geographic Data Committee (FGDC)- Content Standard for Digital

Geospatial Metadata (CSDGM), Vers. 2 (FGDC-STD-001-1998) is the current version of this FGDC authored and endorsed standard.compliant metadata; Project Plan and Management.

p. Tile Index for raw point cloud and LAS dataset, items c and d from above (Refer to – Appendix IV as provided by the County, GIS software is required to view the attachment.)

2.14 Geodatabase Design

The Proposer will describe their approach to the database design for all proposed and any optional deliverable GIS feature classes for this project. The Proposal will include a high-level conceptual geodatabase design (GDB) strategy that will accommodate all proposed data sets including control points, LIDAR flight lines, breaklines, and contours (Cook County requires a minimum of one-foot contours but six inch is preferable, pricing for both should be included by the proposer).

Contour annotation, spot elevations, and spot annotation are also to be included. The GDB will include, if pertinent, any data integrity and topological requirements, tabular fields, and cartographic requirements, standards and specifications. The Proposal will additionally include specifications to deliver a formal physical geodatabase design document.

2.15 LIDAR Data

The County is requiring the generation of a LIDAR-derived digital terrain model (DTM) that meets the ASPRS Positional Accuracy Standards for Digital Geospatial Data (2024). Additionally, the county is requesting pricing and specifications for the capture of data that will support one-foot https://publicdocuments.asprs.org/PositionalAccuracyStd-Ed2-V2 interval contour data. The Proposal is to include the testing methodology to verify conformance with the ASPRS for the various collection types proposed.

A detailed approach will be proposed to include the following:

1. Specifications and methodology for the flight including the documentation of mission date(s), time, flight altitude, overlap and airspeed. The flight paths shall cover the study area satisfactorily including both parallel and cross flight lines to eliminate shadowing or void areas and allow for proper quality control. Discuss how various environmental conditions will be handled. Address any special considerations for areas of dense coverage such as locations containing heavy foliage and for areas with tall buildings throughout the county and for those within the Central Business District of Chicago.

2. Specifications for the data collector should include scan angle (if applicable), along-track and cross-track pulse spacing, pulse width and density, and number of returns.

3. Describe classification schema and process for the discrimination of first and last (and any additional) pulse returns (if applicable). Describe the post-processing algorithms used for vegetation or structure removal to ascertain bare earth requirements. “Bare earth” is defined as all points except, but not limited to, elevation points on bridges, buildings, other structures, and vegetation from the LIDAR-derived data.

4. Definition and resolution of data voids and data artifacts resulting from the mission.

5. Outline all quality control and quality assurance procedures to ensure the integrity of the LIDAR mission.

6. Provide descriptions, specifications and calibration procedures of all equipment used in the mission.

The LIDAR data will be delivered in the American Society of Photogrammetry and Remote Sensing’s (ASPRS) LIDAR Data Exchange Format Standard (.LAS, latest version available) with all the required header fields. The LIDAR points will be classified as “ground” and “canopy” (not ground). It should also include flight line number and intensity values.

The Contractor shall use automated and manual filtering for bare earth creation, removing 95% or greater of artifacts, outliers, voids, systematic and random errors, noise, anomalies, human-made features and vegetation. The resulting DTM shall support the production of the proposed contours. The Contractor must deliver data with no data voids.

The data shall be delivered as a collection of feature classes that are tiled according to the scheme established in the 2026 orthophotography mission. A shapefile of the LIDAR tiling scheme will be made available as part of this RFP. (Appendix III)

2.16 LIDAR Classification Codes

LIDAR Classification must adhere to the following standard: Most current version of American Society for Photogrammetry & Remote Sensing (ASPRS) Standard Point Classes (Point Data Record Formats 6-10.)

* Highly accurate classifications are a goal of this project. Proposers are required to provide measurements as to what percentage of error are to be expected as a result of this project.

Accurate classification of the LiDAR is of high importance to Cook County as this data will be used for the creation of other data sets. Cook County expects classification accuracies of at least 95% .

The proposer will provide a methodology for attaining this level of accuracy.

2.17 Digital Terrain Model (DTM)

The County requires a hydro-enforced digital terrain model (DTM). The creation of the DTM shall utilize LIDAR-derived classified points and breaklines. Breaklines shall be delineated to ensure the DTM is hydrologically correct. Breaklines will be captured for all hydrologic features and delineated according to the following specifications. The data shall be delivered as a collection of feature classes that are tiled according to the scheme established in the 2026 orthophotography mission.

The shapefile of the DTM tiling scheme is available as part of this RFP (Appendix IV)

Hydrologic features with constant elevation such as lakes, reservoirs, etc. will be delineated as closed polygons with a single elevation value that reflects the water elevation at the time the data was captured. Water body features will be captured for features one-quarter acres in size or greater. No LIDAR points shall be contained within polygonal hydrologic features, e.g., reservoirs, lakes, and streams. Swimming pools will be excluded from the capture methodology.

Linear hydrographic features (streams, shorelines, canals, swales, embankments, etc.) will be delivered as breaklines with varying elevations. Linear and polygonal water features should all be connected so to allow water to flow downhill throughout the stream network. Hydrologic features will cut through all identifiable culverts and bridges. Breaklines will also be captured for all dams.

These features will have z-values derived from the bare earth LiDAR data. For the double line breakline features, all the LIDAR points shall be removed for the area that falls inside of the double breaklines.

Road features, not including bridges and overpasses, shall be captured as edge of pavement breaklines as required to create a DTM capable of creating contours at the required intervals. In addition, other breaklines for transportation features should be collected as required for DTM development to meet the required contour specifications. These features will have z-values derived from the LIDAR data.

2.18 Topographic Elevation Contours

Contours shall be generated from the DTM for a mapping scale of 1:1200 (one inch equal one hundred feet), using one-foot contours. Index contours will use one-foot contours spaced at five-foot intervals. The final contour lines shall have z-values for each contour line. Elevation values shall be assigned to contour lines as attributes. The contour lines will be smoothed and will meet cartographic quality.

The Proposer will provide a detailed compilation methodology, including interpolation strategies, smoothing algorithms and symbology plan. Contours must depict the general terrain including crown or cross slope of all paved areas and drainage flows. Contours must be continuous, uninterrupted lines; meaning that in general, contours cannot intersect or arbitrarily terminate.

They shall end only as extensions beyond the project area limits. The Proposer will submit their methodology for the handling of contours around streams.

The Proposer will capture depressions in the topography. A depression contour is a localized contour that closes within the mapping limits (or obviously closes outside the mapping limits) such that the area enclosed by the contour is lower than the contour elevation. A procedural definition, capture methodology and symbology plan will be provided by the Proposer.

The Proposer will provide a methodology for the capture and display of spot elevations. Spot elevations are essential in the accurate depiction of the terrain. Typical candidate features include crests within closed contours, nadirs within closed depression contours, amidst widely spaced contours, and on various infrastructural elements such as intersections involving roadways & railroads, overpasses, and bridge decks. Spot elevations will also be captured for the surface height of discrete bodies of waters with constant elevation. Water elevations will not be acquired along streams.

An annotation plan for the display of the various contour elements is critical to effective cartography. The Proposer will fully specify the annotation plan to include font(s), type size, type placement (relative to features, orientation, and spacing thresholds), and masking, if necessary, for each element.

2.19 Quality Assurance

Proposers should provide a detailed description of the proposed Quality Assurance (QA) methodology adhering to best practices and clearly identifying control tasks and testing. The Counties expects this section to include at minimum:

1. High level proposed QA approach.

2. Proposed review process.

3. Expected and optional deliverables in the format provided.

2.20 Project Schedule

The Proposer will provide a detailed project schedule including all tasks and major milestones. The requirements of the LiDAR data capture in terms of seasonality must be clearly addressed and accommodated.

2.21 Metadata

Cook County is committed to documentation of its database and related information. This documentation supports the activities of its own users as well as those external to the County with whom data is shared. To this end, Cook County has adopted the FGDC, CSDGM standard for geospatial products for all data layers (including any optional data layers as proposed). An example of metadata for a typical Cook County SDE feature class is included as Appendix I. FGDC,CSDGM-compliant metadata for the proposed feature classes will be required for this project. The Proposer will indicate the methodology to create the metadata. Metadata will be ultimately delivered in HTML, XML and TXT file formats, but working drafts during development and QA will be provided to the Counties in Microsoft Word.

2.22 Optional Data Layers (e.g. Bathymetry and/or other)

a. Point or Polygon feature class, and

b. FGDC-compliant metadata.

2.23 Proposed Project Approach and Implementation Methodology

Proposers should depict the proposed Implementation Strategy in a high-level diagram/table and include:

1. Brief description of proposed methodology, including

a. the number of iterations and steps to completion

b. weaknesses of proposed methodology (e.g., Agile leads to light documentation) and the plan to address methodology weaknesses

2. Proposed project phases

3. Team roles and responsibilities, including subcontractors and required Cook County roles

4. Milestones

5. Critical success factors

6. Assumptions

2.24 Project Task List and Timeline

Limit this response to the project plan and related timeline. Proposers should provide detailed scope tasks/activities, organized in phases including, but not limited to, project management activities, key resources, and estimated hours per key activity. Microsoft Project files are acceptable as attachments, but this section requires an easy-to-read format (a Gantt chart is helpful but do not insert long “black lines” for the last pages of MS project plans).

2.25 Data Confidentiality and Security

The Proposer must describe how they will reasonably protect the security, confidentiality and privacy of County data and of any individuals who may be considered data subjects as to the solution.

2.26 Contract Performance Review and Acceptance

Proposers should describe all expected contract performance metrics, an approach to collect and transfer all assets to the County, the required key staff to attend close out session(s) and expected close out activities. This close out plan should include at a minimum:

1. List of all expected final documentation and respective acceptance criteria/process.

2. Vendor Performance Review expectations.

3. Final Project Lessons Learned review expectations.

4. Vendor Performance Review expectations as follows:

Contract Performance Review Item

Description – Acceptance Criteria

Acceptance Via

Project Plan

Pilot Project

LiDAR data

Optional products (data)

Metadata

Accuracy and QA of data and metadata

Project management and control

Project transition

Budget and schedule

2.27 Invoicing and Payment

Proposers are required to submit the pricing proposal separate from the technical proposal, see Section 4.18 of this Request for Proposals for details of this requirement and Exhibit I for the Pricing Proposal Form. The Proposer must clearly address the following topics relating invoicing and payments:

1. Pricing methodology – The Proposer shall clearly explain whether it seeks fixed fee payment(s), time and materials payments(s), or any other payment basis, including examples if necessary.

2. Milestone-based or deliverable-based payments – The Proposer shall describe how it shall invoice the County upon the County’s’ acceptance of deliverables or project milestones.

3. If the proposal calls for tendering deliverables of different types (e.g., initial mages vs.

maintenance), the Proposer shall clearly explain the corresponding payment expectations.

4. The County’s payment terms are found within Exhibit IV Cook County Professional Services

Agreement see Article 5) Compensation.

2.28 Proposed Payment Schedule

Based on the pricing requirements provided in Section 4.18 of this RFP, the Vendor shall invoice the County for accepted deliverables at the end of each month for the month that acceptance is signed off. In the event a deliverable cannot be fully accepted by the County or is not accepted by the County, by no fault of the Vendor but by fault of the County or due to the County terminating the Agreement for convenience, the Vendor will submit an invoice to the County, based on a mutually agreed upon, fair and reasonable estimate of the percentage of completion of the deliverable in question. Deliverables for the first year and their associated costs should be documented in the attached pricing spreadsheet.

2.29 Solution Ownership and Other Terms and Conditions

Cook County Government aims to retain all rights to data products and derivatives that are provided by the vendor within the scope of this RFP.

2.30 Data Ownership

If a contract award is made through this Request for Proposals process, all County Data shall be the exclusive property of the County. The selected Proposer will treat County Data as Confidential Information and is not allowed to distribute or share without exclusive permission from the County.

2.31 Intellectual Property Ownership

Proposer’s deliverables shall be considered “works made for hire” and otherwise assigned to or owned by the County.

2.32 Other Terms and Conditions

If the proposer requires any additional terms, the proposal shall include a clear, high-level, plain language explanation. At a minimum, the explanation shall answer the following questions:

1. Does the proposer intend to impose upon the County any additional terms and conditions, such as end user license agreements, acceptable use policies, terms of service, product use agreements, or others?

2. Does the proposer want to reference its terms and conditions via URL or change its terms and conditions at a later date? Or would the proposer include copies of the additional terms and conditions as exhibits to a contract with the County?

3. Do any additional terms limit the proposer’s liabilities or the County’s’ remedies?

In an appendix, the proposal shall attach complete copies of any additional terms and conditions related to the proposal.

2.33 Data Access and Retention

The response must state whether Proposer will meet the following data-related system requirements:

1. At all times, the County shall be able to receive County data, associated metadata, and reasonably granular subsets thereof, as well as any associated files or attachments, from the System in a useable, encrypted format.

2. Upon termination of the contract and at the County’s written request, the Proposer shall destroy County Data, including backups and copies thereof, according to NIST standards or as otherwise directed by the County.

3. At no time may Proposer suspend or terminate County’s access to County Data or the System for breach of contract or term or condition relating to the System without giving the County reasonable notice and opportunity to cure according to the County’s dispute resolution process.

2.34 Transition Out and Exit Requirements

The proposal must describe its plan for transitioning Deliverables, County data, and any County intellectual property to the County at the termination of the proposed solution or services, including:

1. How the aforementioned would be delivered to the County.

2. Whether the Proposer would assist in transition to the County or successor vendor.

3. How County data in contractor’s possession would be destroyed after transition.

4. All assumptions and requirements, such as required time for transition or County participation.

The Proposer must include any costs associated with transition out in the separate pricing proposal.

3 SCHEDULE

The County anticipates the following Schedule:

RFP Posted to Bonfire Friday, March 27, 2026

Pre-Proposal Conference Thursday, April 2, 2026

Proposer Inquiry Deadline Monday, April 6, 2026

Response to Inquiries Monday, April 13, 2026

Proposal Due Date Wednesday, April 29, 2026

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

This RFP provides potential proposers with sufficient information to enable them to prepare and submit proposals. This RFP also contains the instructions governing the submittal of a proposal and the materials to be included therein, including the County requirements, which must be met to be eligible for consideration. All proposals must be complete as to the information requested in this RFP in order to be considered responsive and eligible for award. Proposers providing insufficient details will be deemed non-responsive. The County is not obligated, either to purchase the full services or the products proposed by the proposer, nor to enter into an agreement with any one proposer.

4.2 Availability of Documents

The County will publish its competitive RFP, and other procurement notices, as well as award information at:

Current Contract Opportunities - Cook County (cookcountyil.gov)

Bonfire Vendor Portal - Open Opportunities

Procurement - Awarded Contracts & Amendments | Cook County Open Data (cookcountyil.gov)

Interested proposers should note that, unless otherwise stated in the Bid or RFP documents, there is no charge to obtain a copy of the RFP documents and respond to documents posted for competitive solicitations. Proposers intending to respond to any posted solicitation are encouraged to visit the web site above to ensure that they have received a complete and current set of documents. Some procurement notices may provide a downloadable version of the pertinent documents and any amendments to them, that will be available to proposers after they have completed a simple registration process.

Any proposers receiving a copy of procurement documents from a bid referral service and/or other third party are solely responsible for ensuring that they have received all necessary procurement documentation, including amendments and schedules. The County is not responsible for ensuring that all or any procurement documentation is received by any proposer that is not appropriately registered with the County.

4.3 Pre-Proposal Conference

The County will hold a Pre-Proposal Conference on the date and time indicated below.

Representatives of the County will be available to answer any questions regarding services requested or proposal procedures.

Click the Link Blow for Pre-Proposal conference Sign-In:

Prospective proposers attending the Pre-Proposal Conference will sign in using the link below. This sign-in link will only be open during the time allotted for the Pre-Proposal Conference. Final list of Pre-Proposal Conference attendees will be made available publicly.

https://forms.office.com/g/VzysWC2vhW?origin=lprLink https://www.cookcountyil.gov/service/current-contract-opportunities https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data

Click the Link Below to Join the Live Pre-Proposal conference:

Date: April 2, 2026, at 10:00 AM (Local Time – Chicago)

Web Link: RFP 2610-01230 LIDAR DATA ACQUISITION PRE-PROPOSAL MEETING

4.4 Special Access to the Pre-Proposal Conference

If special accommodations are required for Proposer to participate in the Pre-Proposal conference, contact the contact person listed on the cover page of this RFP via email no later than three (3) days before the event.

4.5 Clarifications

All questions/inquiries regarding this RFP must be submitted in writing no later than April 6, 2026, at 12:00 PM Local Time – Chicago only via the link below:

https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

4.6 Submitting the Proposal Package

The Proposal and the Pricing Proposal Form – Exhibit I shall be submitted to the OCPO electronically as per the instruction in Exhibit II – Instructions for Submitting an electronic Bid/Proposal/Qualification. OCPO will not accept hardcopy proposals. The proposer remains responsible for ensuring that its Proposal is received at the time, date, and manner specified. The County assumes no responsibility for any Proposal not so received. Late Proposals will not be accepted.

4.7 Uniformity

To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly refer to the page number, section or other identifying references in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP. The County reserves the right to waive minor variances or irregularities.

4.8 Proposal Material

The Proposal material submitted in response to the RFP becomes the property of the County upon receipt by the Office of the Chief Procurement Office and will be part of any contract document for the goods or services which are subject to this RFP.

4.9 Addenda

Should any proposer have questions concerning the conditions and specifications, or find discrepancies in or omissions in the specifications, or be in doubt as to their meaning, they should notify the Office of the Chief Procurement Officer no later than April 6, 2026, by…