2-RFQt-03-Specifications 25-0253.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 25-0253 Doc. Ref#: RFQt-03 Page 1 of 6 RFQt Title: Aerial Drone and Accessories

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes for a one-time purchase from qualified bidders to provide an aerial drone and accessories for the Transportation and Public Works Department. This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

2.0 SPECIFICATIONS

2.1 The aerial drone system will be used to conduct surveillance and inspection of project locations, including areas no safely reachable by personnel. The drone system shall capture professional-quality photos, videos and scans to improve operational efficiency and site assessment capabilities.

2.2 Technical Requirements

2.2.1 Drone Platform

2.2.1.1 DIU Blue and NDAA compliant (or approved

equal)

2.2.1.2 Payload capacity: greater than or equal to 6.6 lbs

2.2.1.3 Flight endurance: greater than or equal to 40

minutes per charge under normal operating conditions with payload

2.2.1.4 Transmission range: greater than or equal to 5 miles

(FCC compliant)

2.2.1.5 Wind resistance: greater than or equal to 22 mph

sustained wind

2.2.1.6 Operating temperature range: -14F to 113F

2.2.1.7 Stability: must include multi-axis gimbal

stabilization and precision GPS/IMU positioning

2.2.1.8 Safety features: return to home, obstacle avoidance, geofencing and redundant navigation systems

2.2.1.9 Low noise design for reduce disturbance

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2.2.1.10 Must accommodate accessories (cameras, sensors, gimbals) via a universal connection system (dovetail connector or equal)

2.2.2 Battery and Charging

2.2.2.1 Charger: Must fully charge a single battery in less

than or equal to 90 minutes from 0%

2.2.2.2 Batteries: Minimum of two (2) included

2.2.2.2.1 Built in microprocessors for balancing

and discharge monitoring

2.2.2.2.2 OLED display with voltage, current, charge level and health status

2.2.3 Camera and Gimbal

2.2.3.1 Resolution: greater than or equal to 60 MP still

images and professional-quality video (65 MP acceptable standard)

2.2.3.2 Image size: greater than or equal to 9000 × 7000

pixels

2.2.3.3 Storage: Onboard capacity greater than or equal to

512GB

2.2.3.4 Data transfer: Must support USB-C, Gigabit

Ethernet, or wireless offloading

2.2.3.5 Focal length: ~27mm (±10%)

2.2.3.6 Field of View: greater than or equal to 55°

horizontal, greater than or equal to 40° vertical

2.2.3.7 Must include gimbal and connectors for camera

system

2.2.4 Controller

2.2.4.1 Rating: IP68 all-weather complaint

2.2.4.2 Integrated or modular display: greater than or equal

to 8” HD

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2.2.4.3 Must control all drone functions with ability to

program custom features

2.2.5 Accessories or equal, included at no additional cost

2.2.5.1 Compact case

2.2.5.2 Five (5) Proptector (or comparable)

2.2.5.3 Four (4) Spare isolators (or comparable)

2.2.5.4 Two (2) Rubber grommets (or comparable)

2.2.5.5 Pilot padded neck strap

2.2.5.6 RF transmitter

2.2.5.7 Basic tools for maintenance and accessory

installation

2.2.6 Compliance

2.2.6.1 Drone shall comply with FAA Part 107 operational

requirements and Remote ID mandate

2.2.6.2 All components must be DIU Blue and NDAA

compliant or approve equal

2.3 Make/Model – The items shall meet or exceed the following: MFR

#950-00160 FREEFLY Astro Max Drone (NDAA/Blue Compliant),

(2) MFR #21931-02 Two (2) FREEFLY SL Super Light Air Battery for Astro, MFR #910-00667 FREEFLY SL8 Fast Charger, MFR #910- 00649 FREEFLY Sentera 65R Sensor with Gimbal for Astro (Smart Dovetail), or approved equal.

2.4 Brand names are listed for references only and not intended to limit competition. Bidders may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid specifications.

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2.5 Bidders shall provide manufacturer name, model number and product literature demonstrating compliance with their bid submittal. The Senior Purchasing Manager (SPM) or designee will evaluate “equal” products on the basis of information furnished by the Bidder or identified in the bid and reasonably available to the SPM. The City shall have the sole right to determine equal products.

2.6 Pricing shall include all required components, accessories, delivery, warranty and training.

2.7 All items shall be new and unused.

3.0 DELIVERY

3.1 All items shall be delivered to: City of Fort Worth, City Hall, 100 Fort Worth Trail, Fort Worth, Texas, 76102. Attention: Nicholas Fields, TPW.

3.2 Delivery Time: Monday through Friday, 8AM-4:30PM

3.3 Acceptance: Final acceptance occurs only after successful inspection, testing, and operator training

4.0 METHOD OF AWARD

4.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

4.1.1 A responsive bidder is defined to be one who submits a

completed quote packet within the stated time deadline and in accordance with the specification.

4.1.2 A responsible bidder is defined to be one who demonstrates their capability, integrity and reliability necessary to perform the work as specified.

4.2 In order for the City to receive adequate coverage on its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

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4.3 The City reserves the right to accept or reject in whole or in part any or all bids received and to make an award on the basis of individual item, combination of items, or overall bid, as it is deemed in the best interest of the City. The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

4.4 The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

5.0 WARRANTY AND SUPPORT

5.1 Minimum Warranty: One (1) year manufacturer’s warranty covering parts and labor

5.2 Coverage: Shall include defects in materials, workmanship, batteries, camera, gimbal, controller and accessories

5.3 Vendor shall provide technical manuals, training (basic operator) and

US based support contact.

6.0 QUANTITIES - The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

7.0 SMALL BUSINESS PROGRAM - This solicitation is subject to the Small Business Program, Ordinance No. 27832-08-2025 under Chapter 21 of the Code of the City of Fort Worth. More information on the program can be found on the city’s website at:

https://www.fortworthtexas.gov/news/2025/7/sbdp.

8.0 INVOICES AND PAYMENTS

8.1 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register

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8.2 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.

8.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov Please include the following on the subject line of your email: Supplier name, Invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234) This email address is not monitored so please do not send correspondence to this email. If Vendor has any invoice questions, please contact the City Department ordering the goods/services or Central Accounts Payable at 817-392-2451 or by email at:

Zz_FIN_AccountsPayable@fortworthtexas.gov

9.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s discretion, if the bid submittal fails to comply with the following instructions.

9.1 Bidder shall submit the following items:

9.1.1 Completed RFQt-01 Forms

9.1.2 Completed Bid Table

9.1.3 Small Business Enterprise Certificate, if applicable.

9.1.4 If offering an equivalent product, submit manufacturer name, model number and product literature demonstrating compliance to the specifications.

mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov