4-Invitation to Quote and Specs-Aerial Thermal Survey.pdf

FOREST PRESERVE DISTRICT OF KANE COUNTY

AERIAL THERMAL SURVEY FOR WHITE-TAILED DEER

REQUEST FOR QUOTE FP-04-2526

October 15, 2025

PROJECT SCOPE:

THE DISTRICT SEEKS A QUALIFIED FIRM TO CONDUCT

AERIAL THERMAL SURVEYS FOR WHITE-TAILED DEER

USING UNMANNED AIRCRAFT SYSTEM (UAS) AT 4

FOREST PRESERVES.

COMPLETION TIME: APRIL 30, 2026 DEADLINE

QUOTE DUE DATE: OCTOBER 31, 2025 at 4:00PM CST VIA BONFIRE

QUESTIONS: VIA BONFIRE ON OCTOBER 21, 2025 BY 2:00PM

ADDENDUM WITH

ANSWERS:

OCTOBER 23, 2025 BY 2:00PM (IF NEEDED)

CERTIFICATE OF

INSURANCE

REQUIREMENTS:

NAMING THE FOREST PRESERVE DISTRICT OF KANE

COUNTY AS ADDITIONAL INSURED WITH

ENDORSEMENTS (PER SECTION VI OF DRAFT

CONTRACT)

PROJECT MANAGER: BILL GRASER, WILDLIFE BIOLOGIST

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FOREST PRESERVE DISTRICT OF KANE COUNTY

REQUEST FOR QUOTE

AERIAL THERMAL SURVEYS FOR WHITE-TAILED DEER AT 4 FOREST PRESERVES

The District seeks a qualified firm to conduct aerial thermal surveys for white-tailed deer using unmanned aircraft system (UAS) at the following forest preserves: Big Rock, Brunner & Fox River Shores, Freeman Kame and Lone Grove. A map of each preserve has been provided.

The District seeks to acquire data on the relative abundance and distribution of deer in preserves where deer management has occurred. This project will provide critical information to facilitate management of the sites. Please submit a quote and scope of work for the proposed project. Please provide cost per site and indicate if your firm has a minimum project cost in the event that the District elects to sample a subset of the proposed forest preserves.

1.0 GENERAL

1.1 BASIS OF PAYMENT

This work shall be paid for on a total not-to-exceed basis. The proposed price shall include all material, equipment, travel, mileage, labor, report production & revision, and time necessary to complete the work. The District shall pay 90% of the contract upon the satisfactory completion of fieldwork and submission of a draft project report. The District shall pay the remaining 10% of the contract after receiving the final project report.

1.2 DUE DATES

Quotes are due by 4:00 p.m., October 31, 2025.

1.3 CONTRACTOR QUALIFICATIONS

At the discretion of the District, the Contractor may be required to demonstrate in writing that they can provide a full-time staff person as Project Manager/Principal Field Investigator who is experienced in planning and conducting aerial thermal surveys for white-tailed deer. The contractor must demonstrate that their UAS flight crew(s) have experience with conducting aerial thermal deer surveys. The contractor must be compliant with all FAA regulations and requirements.

Aerial Thermal Surveys for White-tailed deer at 4 Forest Preserves RFQ, Page 2 of 6

2.0 METHODS AND MATERIALS

UAS AERIAL THERMAL DEER SURVEYS

The Contractor shall complete the surveys using a forward-looking thermal sensor affixed to a UAS. Each project area shall be fully surveyed once. Flight paths shall have sufficient overlap to ensure complete coverage of the project areas. Surveys must be conducted when conditions are conducive to accurately identifying deer.

Several project areas are in the vicinity of private airstrips and the Aurora Municipal Airport. The contractor shall determine if the need to request approval to fly in controlled airspace exists, and coordinate the requests if deemed necessary.

The Contractor shall perform aerial thermal deer surveys in project area of each preserve.

Site Number of Units Project Area Size

Big Rock F.P. 3 1646 acres

Brunner & Fox River Shores F.P. 2 1028 acres

Freeman Kame F.P. 2 1495 acres

Lone Grove F.P. 1 436 acres

3.0 EXECUTION

3.1 PERMITS

The Contractor must have all applicable FAA certifications. The District shall provide a scientific research permit to the Contractor before field work can commence on District lands.

3.2 TIMING & MILESTONES

1) The Contractor may begin conducting aerial thermal deer surveys on January 1, 2026.

2) The Contractor shall complete aerial thermal deer surveys by March 3, 2026.

3) A draft report shall be completed by April 15, 2026.

4) The finalized report and all other deliverables must be provided to the District by April 30, 2026.

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3.4 REPORTING

By April 15, 2026, the Contractor shall provide the District with a draft project report for staff review. The Contractor shall then edit the document as requested and produce a final report by August 30, 2026. The District shall be provided two hard copies of the final report in addition to a copy in digital format. The final report shall reflect changes requested by the District during the review process. At a minimum, the final report should include the following:

1. A description of the field methods utilized and the level of sampling effort for each site.

2. A Map for each site displaying identified deer.

3. A GIS shapefile of observed deer locations for each survey area.

4. Example photos and video clips of thermal imagery from surveys conducted in Kane County.

3.7 Insurance

Vendor shall obtain insurance of the types and in the amounts listed below.

A. Commercial General and Umbrella Liability Insurance

Vendor shall maintain commercial general liability (CGL) and, if necessary, commercial umbrella insurance with a limit of not less than $2,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

CGL insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00

01 10 93, or a substitute form providing equivalent coverage, and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

District shall be included as a name insured under the CGL, using ISO additional insured endorsement CG 20 10 or a substitute providing equivalent coverage, and under the commercial umbrella, if any. This insurance shall apply as primary insurance with respect to any other insurance or self-insurance afforded to Owner.

There shall be no endorsement or modification of the CGL limiting the scope of coverage for liability arising from pollution, explosion, collapse, or underground property damage.

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B. Continuing Completed Operations Liability Insurance

As applicable for all professional services rendered as part of the Project Scope, Vendor and its professional consultants and contractors shall maintain professional liability and, if also necessary to insure the full nature and scope of services provided under the

Project Scope, commercial umbrella liability insurance with a limit of not less than

$2,000,000 each wrongful act arising out of the performance or failure to perform professional services.

C. Business Auto and Umbrella Liability Insurance

Vendor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto including owned, hired and non-owned autos.

Business auto insurance shall be written on Insurance Services Office (ISO) form CA 00

01, CA 00 05, CA 00 12, CA 00 20, or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage equivalent to that provided in the 1990 and later editions of CA 00 01.

D. Workers Compensation Insurance

Vendor shall maintain workers compensation as required by statute and employers’ liability insurance. The commercial umbrella and/or employers liability limits shall not be less than $2,000,000 each accident for bodily injury by accident or $2,000,000 each employee for bodily injury by disease.

If Owner has not been included as an insured under the CGL using ISO additional insured endorsement CG 20 10 under the Commercial General and Umbrella Liability Insurance required in this Contract, the Vendor waives all rights against Owner and its officers, officials, employees, volunteers and agents for recovery of damages arising out of or incident to the Vendor’s work.

E. General Insurance Provisions

1. Evidence of Insurance

Prior to beginning work, Vendor shall furnish District with a certificate(s) of insurance and applicable policy endorsement(s), executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth above.

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All certificates shall provide for 30 days’ written notice to District prior to the cancellation or material change of any insurance referred to therein. Written notice to

District shall be by certified mail, return receipt requested.

Failure of District to demand such certificate, endorsement or other evidence of full compliance with these insurance requirements or failure of District to identify a deficiency from evidence that is provided shall not be construed as a waiver of Vendor’s obligation to maintain such insurance.

District shall have the right, but not the obligation, of prohibiting Vendor from entering the project site until such certificates or other evidence that insurance has been placed in complete compliance with these requirements is received and approved by District.

Failure to maintain the required insurance may result in termination of this Contract at

District’s option.

Vendor shall provide certified copies of all insurance policies required above within 10 days of District’s written request for said copies.

2. Acceptability of Insurers

For insurance companies which obtain a rating from A.M. Best, that rating should be no less than A VII using the most recent edition of the A.M. Best’s Key Rating Guide. If the

Best’s rating is less than A VII or a Best’s rating is not obtained, the District has the right to reject insurance written by an insurer it deems unacceptable.

3. Cross-Liability Coverage

If Vendor’s liability policies do not contain the standard ISO separation of insured’s provision, or a substantially similar clause, they shall be endorsed to provide cross-liability coverage.

Deductibles and Self-Insured Retentions

Any deductibles or self-insured retentions must be declared to the District. At the option of the District, the Vendor may be asked to eliminate such deductibles or self-insured retentions as respects the District, its officers, officials, employees, volunteers and agents or required to procure a bond guaranteeing payment of losses and other related costs including but not limited to investigations, claim administration and defense expenses.

4. Subcontractors

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Vendor shall cause each subcontractor employed by Vendor to purchase and maintain insurance of the type specified above. When requested by the District, Vendor shall furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Indemnification

To the fullest extent permitted by law, the Vendor shall indemnify and hold harmless the District and its officers, officials, employees, volunteers and agents from and against all claims, damages, losses and expenses, including but not limited to legal fees

(attorneys’ and paralegals’ fees and court costs), arising out of or resulting from the performance of the Vendor’s work, provided that any such claim, damage, loss or expense (i) is attributable to bodily injury, sickness, disease or death, or injury to or destruction of tangible property, other than the work itself, including the loss of use resulting therefrom and (ii) is caused in whole or in part by any wrongful or negligent act or omission of the Vendor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this

Paragraph. Vendor shall similarly protect, indemnify and hold and save harmless the

District, its officers, officials, employees, volunteers and agents against and from any and all claims, costs, causes, actions and expenses including but not limited to legal fees, incurred by reason of Vendor’s breach of any of its obligations under, or Vendor’s default of, any provision of the Contract.

UAS Thermal Deer Survey Project Locations Kane County, Illinois ¯

0 1.5 3 Miles Map Date: Sept 16, 2025

Lone Grove F.P.

Big Rock F.P.

Freeman Kame F.P.

Brunner/FRS F.P.

GIS-Technologies

±0 5,9002,950 Feet

Legend Survey Project Area Forest Preserve Boundary

Big Rock Forest Preserve Thermal Deer Survey Project Area

±0 5,0002,500 Feet

Legend Survey Project Area Forest Preserve Boundary

Brunner/Fox River Shores Forest Preserve

±0 5,0002,500 Feet

Legend Survey Project Area Forest Preserve Boundary

Freeman Kame Forest Preserve

±0 2,9001,450 Feet

Legend Survey Project Area Forest Preserve Boundary

Lone Grove Forest Preserve