REQUEST FOR PROPOSAL

2026-RFP-041

DRONE AS FIRST RESPONDER PROGRAM

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: September 10, 2026

RESPONSE DEADLINE: September 28, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

Drone as First Responder Program

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Submittal Requirements

7. Evaluation Criteria

8. Selection Process

9. General Conditions

10. Protests

Attachments:

A - Sample Professional Services Agreement

Request For Proposal #2026-RFP-041 Title: Drone as First Responder Program

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”), in coordination with the Cities of Rancho Mirage and Indian Wells through the Cove Communities Services Commission (“Commission”), is requesting proposals from qualified firms (“Proposers”) to provide Drone as First Responder Program services (“Services”). The City intends to establish a Professional Services Agreement (“Agreement”) for a term of three (3) years, with the City’s unilateral option, at its sole discretion, to renew for two (2) additional one-year terms, for a maximum potential of five (5) years. Renewal shall be subject to satisfactory Consultant performance, continued operational need, available funding and appropriations, required approvals, and compliance with all Agreement requirements.

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below:

The City of Palm Desert is evaluating the implementation of a Drone as First Responder program to enhance public safety response, real-time situational awareness, and emergency incident coordination.

The program is intended to support authorized public safety operations by allowing drones to respond rapidly to calls for service and other approved public safety incidents, providing aerial information to first responders, supervisors, and command staff before and during arrival on scene.

The City currently contracts with the Riverside County Sheriff’s Office for law enforcement services and works closely with regional public safety partners on emergency response, fire/rescue coordination, traffic safety, special events, disaster preparedness, and real-time public safety operations. As public safety technology continues to evolve, the City seeks to evaluate available Drone as First Responder solutions that can integrate with existing public safety systems, support Real-Time Intelligence Center operations, improve field decision-making, and enhance first responder and community safety.

The City is seeking a comprehensive solution that includes the aircraft, docking infrastructure, software, secure video streaming, data storage, evidence management, cybersecurity protections, training, maintenance, regulatory compliance support, and public transparency tools necessary to support a reliable and sustainable program. The selected solution must comply with all applicable Federal Aviation

Administration, Federal Communications Commission, cybersecurity, privacy, data retention, public records, and California public safety requirements.

The City desires a program that is operationally effective, fiscally responsible, transparent to the public, and capable of long-term use in a municipal public safety environment. Vendors should demonstrate the ability to provide a complete and compliant system, support integration with existing public safety technology, provide clear total cost of ownership, and assist the City and operating public safety partners with program implementation, training, reporting, and ongoing support.

1.2. Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time residents and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and robust community programming.

Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.

1.3. Contact Information

Project Contact:

Daniel Hurtado

Public Safety Analyst

73510 Fred Waring Drive

Palm Desert, CA 92260

Email: dhurtado@palmdesert.gov

Phone: (760) 776-6414

Procurement Contact:

Celina Cabrera

Senior Management Analyst

73510 Fred Waring Dr

Palm Desert, CA 92260

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

CMO - City Manager

1.4. Timeline

The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule.

Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal August 31, 2026

Last Day to Submit Questions for

Clarification

September 10, 2026, 2:00pm

Clarifications Issued by City on or before September 14, 2026, 5:00pm mailto:dhurtado@palmdesert.gov tel:(760)776-6414 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

Deadline for Receipt of Proposals submitted on or before

September 28, 2026, 2:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-041

Project Title: Drone as First Responder Program

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 2:00 pm, Monday, September 28, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than OpenGov Procurement will be returned to the proposer unopened.

The City of Palm Desert is seeking proposals from qualified vendors to provide a comprehensive Drone as

First Responder program to support public safety operations. The selected solution shall include the necessary aircraft, docking stations, software, video streaming, data storage, evidence management, cybersecurity, training, maintenance, regulatory compliance support, and public transparency tools needed to operate a reliable and sustainable program. The program is intended to enhance real-time situational awareness, improve emergency response, support first responder safety, and assist with authorized public safety incidents, including calls for service, traffic collisions, fire incidents, search and rescue, missing persons, special events, disaster response, and other approved public safety operations.

The selected vendor must be capable of supporting coordination with the Riverside County Sheriff’s Office and integration with existing public safety technology systems.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final scope of Services negotiated between City and the successful

Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. LICENSE REQUIREMENTS

Each Proposer shall hold all licenses or certifications required by the nature of the Services throughout the proposal process and for the duration of the Agreement. C-10 Electrical Contractor and/or C-7 Low

Voltage Systems Contractor, as applicable. The selected vendor shall hold the required California

Contractors State License Board license classification or use properly licensed subcontractors for any electrical, low-voltage, communications, network cabling, mounting, installation, or related work requiring a California contractor’s license.

2.4. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.5. PRE-PROPOSAL MEETING

For this RFP, there is no pre-proposal meeting.

3. Scope of Services

3.1. Drone as First Responder Program

The City is seeking proposals from qualified vendors to provide a comprehensive Drone as First

Responder program to support authorized public safety operations. The selected vendor shall provide the equipment, software, implementation services, integrations, training, support, maintenance, regulatory assistance, data management, and transparency tools necessary to establish and sustain the program.

3.2. Program Design and Implementation

The vendor shall assist the City and its public safety partners with the planning, design, implementation, testing, and deployment of the Drone as First Responder program. This shall include project management, implementation scheduling, site assessments, system configuration, installation coordination, operational workflow development, and support for program launch.

3.3. Drone Equipment and Supporting Infrastructure

The vendor shall provide all proposed aircraft, docking stations, batteries, charging systems, cameras, sensors, controllers, communications equipment, mounting equipment, weather protection, and related infrastructure necessary for the proposed program.

The vendor shall identify all hardware specifications, performance capabilities, limitations, country of origin, expected lifespan, maintenance needs, replacement process, and warranty coverage.

All proposed drone aircraft shall be manufactured in the United States and shall comply with any applicable federal restrictions, supply-chain requirements, and domestic sourcing requirements identified in this RFP. Proposers shall identify the manufacturer, model, country of manufacture, and https://secure.procurenow.com/portal/cityofpalmdesert country of origin for each proposed aircraft and shall provide sufficient documentation to demonstrate compliance with this requirement.

3.4. Flight Operations Software

The vendor shall provide software capable of supporting remote drone operations, mission management, flight logging, mapping, geofencing, telemetry, camera control, livestreaming, administrative controls, user management, audit logs, and reporting.

The system shall support safe and reliable public safety response operations and allow authorized users to view appropriate operational information in real time.

3.5. Integration with Public Safety Systems and Operational Compatibility

The proposed system shall be capable of full and seamless integration with the Riverside County

Sheriff’s Office (RSO) existing and planned public safety technology systems, including but not limited to:

the Department’s existing DFR program capabilities and platforms, computer-aided dispatch (CAD), records management system (RMS), evidence management systems, Real-Time Intelligence Center /

Real-Time Crime Center operations, communications infrastructure, mapping systems, livestreaming tools, authentication systems, and other operational platforms used by RSO and the Cities.

The vendor shall submit a detailed System Integration and Operational Compatibility Plan that demonstrates, at a minimum:

1. Native interoperability or a proven, fully costed technical path to achieve full interoperability with RSO systems prior to operational go-live;

2. How the proposed solution will enable effective dispatch and coordination of DFR operations without requiring duplication of equipment, software, licensing, or staffing;

3. Specific technical and operational measures to prevent delays in emergency response, reduced situational awareness for deputies and dispatch personnel, increased cybersecurity or information technology challenges, or a fragmented public safety response; and

4. Compatibility with RSO’s current operational model, policies, and technology environment.

Proposals that cannot demonstrate a viable path to full operational compatibility with RSO systems, or that would result in parallel or duplicative systems diminishing the effectiveness of the service for the

Cities and their residents, will be deemed non-responsive to this critical public safety requirement. The vendor shall clearly identify whether integrations are native, require third-party software, require custom development, or involve additional costs, and shall include all such costs in the Total Cost of

Ownership proposal. Failure to provide a complete Integration Plan will result in a score of zero in the

Integration evaluation criterion.

3.6. Secure Video, Evidence, and Data Management

The vendor shall provide secure video streaming, video storage, evidence management capabilities, data retention controls, export functionality, chain-of-custody protections, audit logs, user access controls, and deletion processes. All City or public agency data, video, metadata, flight logs, and evidence generated through the program shall remain the property of the City or the appropriate public agency.

The vendor shall not sell, share, mine, or use program data for unrelated commercial purposes.

The vendor shall demonstrate that its video storage, evidence management, and data platform is compatible with RSO’s existing evidence management systems, or shall provide a fully costed integration path that achieves such compatibility prior to operational use of the system for evidentiary purposes.

The proposal shall clearly address responsibility and technical capability for: (1) cloud-based data storage location and controls; (2) video retention periods and automated deletion consistent with RSO and City policies and California law; (3) digital evidence management and chain-of-custody; (4) support for public records requests under the California Public Records Act; (5) criminal discovery obligations; (6) data security and cybersecurity protections meeting or exceeding RSO standards; and (7) compliance with applicable state and federal privacy laws.

All data, video, metadata, flight logs, and evidence generated through the program shall remain the exclusive property of the City or the appropriate public agency (including RSO as the contracted law enforcement provider). The vendor shall not sell, share, mine, retain for commercial purposes, or use program data for any purpose unrelated to the contracted services. The vendor shall provide tools and processes that allow RSO and the Cities to fulfill public records and discovery obligations without undue delay or cost.

3.7. Public Transparency Portal

The vendor shall provide a public-facing transparency portal for the Drone as First Responder program.

At a minimum, the portal should be capable of displaying appropriate flight information such as flight date and time, general location or flight path, general mission category or reason for flight, and other information approved by the City.

The transparency portal shall be designed to support public trust, accountability, and compliance with applicable privacy, public records, and public safety requirements.

3.8. FAA, FCC, Cybersecurity, and Regulatory Compliance

The vendor shall support compliance with all applicable Federal Aviation Administration, Federal

Communications Commission, cybersecurity, privacy, data retention, public records, and California public safety requirements.

This includes support for FAA Part 107 operations, public aircraft or Certificate of Waiver or

Authorization pathways where applicable, airspace authorizations, night operations, operations over people or vehicles, Beyond Visual Line of Sight planning or waiver support, and other applicable operational approvals.

The vendor shall disclose whether any aircraft, dock, controller, camera, sensor, communication system, software, cloud service, or critical component is subject to federal restrictions, FCC Covered List limitations, NDAA limitations, supply chain restrictions, or other regulatory limitations.

3.9. California Public Safety Compliance Support

The vendor shall provide all information necessary to support any applicable California public safety reporting, policy, approval, inventory, fiscal impact, training, complaint, audit, or annual review requirements.

This includes information related to equipment descriptions, authorized uses, capabilities, expected lifespan, manufacturer information, training requirements, fiscal impact, maintenance, and compliance mechanisms.

3.10. Privacy and Authorized Use Controls

The system shall be designed to support authorized public safety purposes only. Drone deployments shall be tied to calls for service, emergency response, approved public safety missions, special events, disaster response, training, maintenance, or other documented public safety purposes authorized by the operating agency.

The system shall include controls and audit capabilities to help prevent unauthorized access, unauthorized surveillance, improper data use, or use inconsistent with City and RCO policy.

3.11. Training

The vendor shall provide a comprehensive training program for remote pilots, teleoperators, supervisors, administrators, Real-Time Crime Center staff, evidence users, command staff, and other authorized personnel.

Training shall include system operation, safety protocols, FAA compliance support, software use, evidence management, cybersecurity, maintenance, inspection, reporting, and refresher training.

3.12. Maintenance, Support, and Service Levels

The vendor shall provide ongoing maintenance, technical support, software updates, cybersecurity updates, repair services, replacement procedures, warranty support, and service-level commitments.

The vendor shall identify support hours, emergency support availability, response times, repair timelines, replacement timelines, uptime expectations, escalation procedures, and any limitations on support.

3.13. Operational Performance, Battery Life, Redeployment, and Continuity of Operations

Evaluation shall include, but is not limited to, aircraft response capability, launch and recovery reliability, dock performance, flight stability, connectivity, video quality, video latency, thermal imaging, night operation capability, obstacle avoidance, weather limitations, wind limitations, heat and temperature limitations, operational maturity, public safety use cases, and demonstrated performance in comparable environments.

Battery life, charging capability, battery replacement or swap process, redeployment time, number of flights supported per day, sustained response capability, and continuity of operations shall be evaluated as part of this category.

Vendors shall identify whether battery life or operational endurance differs by aircraft model, payload, camera or sensor use, weather conditions, wind, temperature, flight mode, communications method, or operational configuration. Vendors shall provide the expected flight time for each proposed drone model under standard operating conditions and under anticipated public safety operating conditions.

Vendors shall also describe how the proposed system supports extended or repeated incident response, including use of spare batteries, secondary aircraft, automated charging, battery swapping, dock-based redeployment, replacement aircraft, or other methods used to minimize downtime and maintain operational continuity.

The City may assign higher scores to vendors that demonstrate reliable battery performance, rapid redeployment, reduced downtime, operational redundancy, and the ability to support sustained public safety response without requiring excessive manual intervention or additional staffing.

3.14. Technology Refresh, Model Upgrades, and Product Improvements

The vendor shall describe how the proposed Drone as First Responder program will remain current, operationally effective, legally compliant, secure, and sustainable throughout the contract term. This shall include the vendor’s approach to technology refresh, model upgrades, replacement equipment, software upgrades, firmware updates, cybersecurity updates, regulatory updates, camera and sensor improvements, battery improvements, docking system improvements, evidence management improvements, transparency portal improvements, and other product enhancements.

The vendor shall identify whether newer aircraft models, docking stations, batteries, cameras, sensors, software features, cybersecurity improvements, or other technology enhancements may be made available to the City during the agreement term. The vendor shall clearly state whether such refreshes, upgrades, replacements, and enhancements are included in the proposed pricing or would require additional cost.

The vendor shall also identify any limitations, eligibility requirements, trade-in requirements, timing restrictions, subscription requirements, licensing requirements, or contract amendments necessary for the City to benefit from newer models or improved technology.

Any proposed replacement, upgraded, or substituted equipment or software must meet or exceed the operational, cybersecurity, FAA, FCC, data governance, evidence management, RTCC integration, public transparency, and public safety requirements of the original contracted solution unless otherwise approved by the City in writing.

3.15. Reporting and Performance Metrics

The vendor shall provide reporting tools and performance data to support program evaluation. Metrics may include number of flights, call types, response times, drone-first arrival rate, launch success rate, dock reliability, system uptime, connectivity performance, video availability, maintenance events, training records, user activity, and other operational measures requested by the City and RCO.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing via the "Questions & Answer" tab through the City’s online bid management provider

(“OpenGov-Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 2:00 pm (local time) on Thursday, September 10, 2026.

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

Proposals shall be concise, well organized and demonstrate qualifications and applicable experience.

Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

1. Cover Letter

A. This letter should briefly introduce the firm, summarize the firm’s general qualifications, include an executive summary of the specific approach which will be used to deliver the work scope; and identify the individual(s) name, address and phone number authorized to negotiate Agreement terms and compensation.

2. Experience and Technical Competence

A. Background: Provide history of the firm’s consulting experience which specifically addresses the individual or firm’s experience with similar Service as described in this RFP.

B. References: The proposal shall include a list of recently completed projects that are similar in scope and function to this RFP. Provide a description of the project, client name, and the name, title, and telephone number of the primary contact person.

3. Firm Staffing and Key Personnel

A. Staffing: Provide the number of staff to be assigned to perform the Services and the names/discipline/job title of each as well as your firm’s capacity to provide additional personnel as needed.

B. Key Personnel: Identify key persons that will be principally responsible for working with the

City. Indicate the role and responsibility of each individual.

C. Team Organization: Describe proposed team organization, including identification and responsibilities of key personnel.

D. Subcontractors: The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function.

4. Proposed Method to Accomplish the Work

A. Describe the technical and management approach to providing the Services to the City.

Proposer should take into account the scope of the Services, and general functions required.

Include a draft first year schedule of tasks, milestones, and deliverables that will provide for timely provision of the Services. In reviewing the scope of Services and goals described herein, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the work.

*Response required

5.2. Fee Proposal*

Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed

Agreement attached herein).

*Response required

5.3. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.4. Iran Contracting Act Certification*

(Public Contract Code section 2200 et seq.)

As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran

Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.

Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of

$250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.

☐ The Contractor is not identified on the current list of person and entities engaged in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203; or a financial instruction that extends, for 45 calendar days or more, credit in the amount of $20,000,000 or more to any other person or entity identified on the current list of persons and entities engaging in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code

Section 2203, if that person or entity uses or will use the credit to provide goods or services in the energy sector in Iran.

☐ The City or Authority has exempted the Contractor from the requirements of the Iran Contracting Act of 2010 after making a public finding that, absent the exemption, the City or Authority will be unable to obtain the goods and/or services to be provided pursuant to the Contract.

☐ The amount of the Contract payable to the Contractor for the Project does not exceed $1,000,000.

*Response required

5.5. SAM.gov*

Please enter your legal entity name for SAM.gov verification.

*Response required

5.6. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.7. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.8. Changes to Agreement*

The City's standard Professional Services Agreement is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined

Language/Agreement with your Proposal. Changes requested may affect theCity's decision to enter into an Agreement.

*Response required

5.9. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

*Response required

5.10. Project Team Resumes*

Submit resumes of all key personnel/support staff that will produce work product for the Services.

Describe their qualifications, education, and professional licensing.

*Response required

5.11. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.12. Conflict of Interest Disclosure*

The Proposer shall disclose any actual or potential conflict of interest that could affect its ability to objectively and independently perform the Services.

☐ Please confirm

*Response required

5.13. Certification of Proposal*

The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.

☐ Please confirm

*Response required

6. Submittal Requirements

6.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

6.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

6.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

6.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

6.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or

City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public

Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide

Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

6.6. Submittal Instructions

The proposal must be received no later than 2:00 pm, on or before Monday, September 28, 2026 through the City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/277629/document?section=2679548 mailto:support@procurenow.com

7. Evaluation Criteria

7.1. Minimum Qualification Requirement

No. Evaluation Criteria Scoring Method Weight (Points)

1. U.S.- Made Requirement

All proposed drone aircraft must comply with the U.S.-made requirement set forth in Section

3.3 of this RFP. Failure to meet this requirement will result in the proposal being deemed non-responsive.

Pass / Fail 100 (100% of Total)

7.2. Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operational Performance, Reliability, and

Public Safety Suitability

Evaluation will consider the proposed system’s ability to support public safety Drone as First

Responder operations, including drone response capability, launch and recovery reliability, dock performance, flight stability, connectivity, video quality, thermal and night operation capability, obstacle avoidance, weather limitations, battery/redeployment process, operational maturity, public safety use cases, and demonstrated performance in comparable environments. Battery life and redeployment will be evaluated as part of this category. Vendors shall identify battery performance by model and configuration, including any differences based on aircraft model, payload, camera use, thermal imaging, weather, wind, temperature, flight mode, or communications configuration.

0-100 Points 20 (20% of Total)

2. Integration with Existing Public Safety

Systems

Evaluation will consider the proposed system’s ability to integrate with existing or planned public safety technology systems, including computer-aided dispatch, Real-Time Crime

Center operations, evidence management systems, mobile devices, mapping platforms, livestreaming tools, authentication systems, and other public safety workflows. Vendors should clearly identify whether integrations are native, require third-party software, require custom development, or involve additional cost.

Highest scores will be awarded only to proposals that demonstrate native or proven interoperability with RSO CAD, RMS, evidence management, RTIC/RTCC, and existing DFR platforms, or that provide a complete, realistic, and fully costed integration plan with clear milestones and acceptance criteria. Proposals that leave integration as an undefined future cost or that propose parallel systems will receive substantially lower scores or may be deemed non-responsive.

0-100 Points 20 (20% of Total)

3. FAA, FCC, Cybersecurity, Privacy, and Data

Governance Compliance

Evaluation will consider the vendor’s ability to support compliance with applicable FAA, FCC, cybersecurity, privacy, data retention, public records, and California public safety requirements. This includes FAA operational support, waiver support, FCC authorization, supply-chain disclosure, NDAA or related compliance, data ownership, data storage, encryption, user access controls, audit logs, breach notification, evidence handling, retention controls, and protection against unauthorized data use or sharing.

0-100 Points 20 (20% of Total)

4. Implementation, Training, Maintenance, and

Support

Evaluation will consider the vendor’s implementation plan, project schedule, installation approach, site assessment process, training program, FAA support, technical support, maintenance plan, warranty coverage, repair and replacement timelines, service-level commitments, software updates, cybersecurity updates, escalation procedures, and ability to provide long-term support.

0-100 Points 15 (15% of Total)

5. Public Transparency, Accountability, and

Reporting

Evaluation will consider the vendor’s ability to provide or support a public-facing transparency portal, public flight data, program statistics, reporting tools, audit capabilities, complaint or inquiry support, privacy safeguards, and tools that promote community trust and accountability while protecting sensitive law enforcement, emergency response, and personal privacy information.

0-100 Points 10 (10% of Total)

6. Cost Proposal / Total Cost of Ownership

Evaluation will consider the reasonableness, completeness, transparency, and long-term value of the vendor’s cost proposal. The City will evaluate the total cost of ownership for the complete proposed Drone as First

Responder program, including all one-time and recurring costs for aircraft, docks, batteries, cameras, sensors, software licensing, user licensing, evidence management, cloud storage, video storage, integrations, installation, training, FAA support, cybersecurity, maintenance, warranty, support, replacement equipment, connectivity, third-party services, optional features, and future expansion costs.

Aircraft and dock pricing alone will not be considered a complete cost proposal.

Proposals that clearly identify all required costs, minimize unknown or future costs, and provide the best overall value to the City may receive higher scores. The lowest price will not automatically receive the highest score if the proposal does not provide the functionality, reliability, compliance, support, or long-term sustainability required by the City.

Proposals will be scored on the completeness and transparency of cost itemization sufficient to support clear allocation of financial responsibility between the Cities and RSO.

Incomplete cost proposals that obscure training, storage, integration, or ongoing support costs will be scored accordingly.

0-100 Points 15 (15% of Total)

7.3. Optional Interviews

No. Evaluation Criteria Scoring Method Weight (Points)

1. Shortlist Interview

The City may choose to interview the top proposers.

0-100 Points 100 (100% of Total)

8. Selection Process

1. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable Agreement with the selected

Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

9. General Conditions

9.1. Federal Requirements

If the Services are funded through a federal funding source, the successful Proposer and its subconsultants/subcontractors shall be required to take cognizance of and comply with all requirements set forth in the Federal Requirements, attached and incorporated herein by this reference.

9.2. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.3. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.4. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

9.5. Costs for Preparing

The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

9.6. Cancellation of RFP

City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this

RFP.

9.7. Price Validity

Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The

City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

9.8. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9.9. Right to Negotiate and/or Reject Proposals

City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements.

9.10. Non-Discrimination

The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

The City's commitment to diversity and inclusion can be found here.

10. Protests

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

10.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest.