ESBD_438865_1753295878635_RFQ 2025-056 Qualification Package.pdf

REQUEST FOR QUALIFICATIONS

Aerial Videography Survey Services

RFQ No. 2025-056

Issue Date: July 24, 2025 Closing Date & Time: August 21, 2025, 2:00 P.M. CT

Opening Date & Time: August 21, 2025, 2:05 P.M. CT

For Information Contact:

Christopher Hanchard, Purchasing Manager, 254-750-8405, or christopherh@wacotx.gov

RFQ Opening Location:

Purchasing Services Office, 1415 N. 4th Street, Waco, Texas via Zoom Video Conferencing Only (Please see Page 3)

Zoom & Dial-In Information:

Please see Page 3

Purchasing Services Post Office Box 2570 Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 1 of 55 mailto:christopherh@wacotx.gov

RFQ BOILER PLATE 01/2024

BONFIRE ELECTRONIC BIDDING

The City of Waco is transitioning to Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions. These requests will be managed through the new City’s Data base system, Bonfire.

We ask vendors to register with Bonfire to access and respond to any advertisement for bids and services required by the City. Registration is secure and user friendly. Vendors can register at the link below. Once registered, vendors will be able to:

Register with the City of Waco.

Receive notifications for bids and services requests from the City.

Stay updated on changes, addendums, open solicitations.

Submit bids and proposals electronically.

Vendors can inquire about the details and requirements of various bidding opportunities.

The City will still accept bids and proposals by mail or drop off. Notifications of changes, addendums and updates will also be available on the City’s website as well as other media outlets the City uses for solicitations.

The City appreciates your participation. If you have questions during the electronic bid/proposal process, please contact the issuing buyer, whose contact information can be found in the solicitation document. You can also contact Bonfire with registration or customer support issues.

Website links to assist you: waco-texas.bonfirehub.com/login

MINORITY, WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

The City of Waco is committed to providing fair and equal opportunities for all vendors, especially those who face disadvantages in bidding and providing services to the City. The City collects and reports data on the MWBE status of vendors to the federal government as part of this effort. Vendors are asked to fill out the MWBE form and submit it with their offer when they respond to a bid or proposal solicitation.

The MWBE status helps the City ensure that small and disadvantaged businesses are included in the competitive solicitation process. However, the MWBE status does not determine the award of a contract.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 2 of 55

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL

INFORMATION

PRE-PROPOSAL

RFP NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

None Scheduled

PROPOSAL OPENING

RFP NUMBER: RFQ 2025-056

DATE: AUGUST 21, 2025

TIME: CENTRAL 2:05 P.M.

QUICK LINK:

https://wacotx.zoomgov.com/j/1602998019?pwd=c3LfDnOKbqfRjnOPUFuRp2xyPxxuOt.1

MEETING ID: 160 299 8019

DIAL IN NUMBER: 551 285 1373

PASS CODE: 659147

ADDITIONAL

INFORMATION:

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 3 of 55 https://wacotx.zoomgov.com/j/1602998019?pwd=c3LfDnOKbqfRjnOPUFuRp2xyPxxuOt.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation II. Contact with City of Waco III. Definitions IV. Requested Services V. Statement of Qualifications VI. Evaluation of Submittals & Award of Contract

Appendices A. Scope of Services / Pricing Forms

(1) Description of Services

(2) Survey Area

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Additional Terms for Services

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) House Bill 89 Energy Form

(6) House Bill 89 Firearms Form

(7) House Bill 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

C. Forms to Complete and Return

(1) Submission of Proposal and Acknowledgment of Addenda

(2) Business Identification Form

(3) Conflict of Interest Questionnaire (CIQ form)

(4) Disclosure of Relationships with City Council/Officers (City

Charter)

(5) Minority Women Owned Business & HUB Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

(11) W-9 Form

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 4 of 55

RFQ No. 2025-056

Aerial Videography Survey Services

Please Register for Notification

REGISTER INTEREST

You have received a copy of the above-described Request document. If you would like to register your interest in this project so that you will receive any future notices or addenda concerning the project, please fill in the information requested below and fax this page to 254-750-8063. You may also scan this page and email to: christopherh@wacotx.gov.

Company/Firm:

Name of Contact Person(s):

Email(s):

Telephone:

Fax:

Mailing Address:

It is your responsibility to complete and return this form to the City. Failure to do so will result in your not receiving notices and addenda related to this project from the City of Waco.

Notices and addenda are posted on the City’s website and can be accessed at: waco-texas.com/bids

City of Waco Purchasing Services Post Office Box 2570

Waco, Texas 76702-2570 Telephone 254 / 750-8060

Fax 254 / 750-8063 waco-texas.com

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 5 of 55

I. SCHEDULE FOR SOLICITATION

The proposed schedule of events is tentative and may be modified throughout the selection process at the discretion of the City of Waco.

Issuance of the RFQ

Question deadline 5:00 P.M.

Statement of Qualifications (SOQs)

Opening of SOQ Submittals 2:05 P.M.

Evaluation of the SOQs / Interviews

Establish final ranking of submitters

Notify submitters of award recommendation

July 24, 2025 August 12, 2025 August 21, 2025

Aug. 22 – Sep. 4, 2025 September 11, 2025 September 12, 2025

Tentatively, the final selection decision will be made, and submitters will be notified of an award recommendation during the month of September 2025. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Christopher Hanchard, Purchasing Agent who can be reached at:

Email: christopherh@wacotx.gov Telephone: (254) 750-8405 Fax: (254) 750-6640

Questions concerning the solicitation can be submitted through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login (preferred) or by email to the contact person listed above.

Official Address (if needed) - City of Waco Purchasing Services Attn: Christopher Hanchard, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

Contact someone other than the Purchasing Agent listed above, or his/her designated representative at the City of Waco concerning this solicitation may be grounds for removal from consideration.

Interpretation, modification, corrections, or changes to the solicitation documents will be made by addenda issued by the City of Waco. Addenda will also be made available through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids. Interested professional service providers are encouraged to return the Register Interest form on the previous page.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 6 of 55

III. DEFINITIONS

The following definitions apply to this document and the transaction between the City and the selected submitter unless otherwise designated in the context. Terms, which are singular, may include multiple, where applicable and when in the best interests of the City:

(1) “City” means and refers to the City of Waco, Texas.

(2) “Company” or “Firm” means and refers to any submitter, whether such submitter be a sole proprietor, corporation, company, partnership, company, or any other entity legally defined or recognized under the laws of the State of Texas.

(3) “Contract documents” include the RFQ and all of the Appendices attached to the RFQ.

(4) “Day” means a calendar day or working day (this should be defined based on the bid) unless otherwise specified defined.

(5) “Project” means subject matter for which professional services are sought.

(6) “Project Review Committee” means a committee established by the City to review the qualifications. The Committee may be composed of City of Waco staff, City Councilmembers, or their designees, or other individuals selected to serve on the committee by the City.

(7) “RFQ” means and refers to this Request for Qualifications.

(8) “Selected Firm” means the firm who is selected by the City and to whom the City Council/City Manager awards a contract for the professional services requested in this solicitation.

(9) “Selected submittal” means and refers to the Statement of Qualifications submitted by the Selected Firm.

(10) “Solicitation” means an RFQ issued by the City Waco seeking services described in the document.

(11) “SOQ” means Statement of Qualifications.

(12) “Submission” or “Submittal” refers to a response to the RFQ which is a Statement of Qualifications of the submitter.

(13) “Submitter” means a firm submits a Statement of Qualifications in response to this RFQ.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 7 of 55

IV. REQUESTED SERVICES/PRODUCTS

A. Professional Services Requested:

The City of Waco is seeking a company to perform custom aerial videography (HD or 4K) temporal documentation of ongoing water quality concerns of sites of interest in the watershed, largely in Erath and Hamilton Counties. Five flyovers by drone, fixed wing or helicopter will be planned, starting with a survey flight and then 4 quarterly flights. The first trip will cover about 30 locations, and the subsequent trips will cover about 20 sites. Locations will be provided by either address or GPS coordinates. This solicitation will result in a multi-award contract, allowing the City to select one or more vendors based on availability, pricing, and responsiveness.

(1) Detailed scope of services are attached as Appendix A

(2) A digital version of this document can be obtained from the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login or the City of Waco Website at waco-texas.com/bids.

B. Terms Conditions & Requirements

In addition to the description of the services, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services

This is for a 1-year contract with 4 possible renewals

D. Reservations by City:

The City of Waco reserves the right to reject any and all submittals. The issuance of this solicitation does not obligate the City to contract for expressed or implied services. The City of Waco will not reimburse submitters for any costs incurred during the preparation or submittal of qualifications to this solicitation.

(1) Furthermore, the City expressly reserves the right to:

(a) Waive any defect, irregularity, or informality in any submittal or procedure.

(b) Extend the solicitation closing time and date.

(c) Reissue this solicitation in a different form or context.

(d) Procure any item by other allowable means.

(e) Waive minor deviations from specifications, conditions, terms, or provisions of the solicitation, if it is determined that waiver of the minor deviations improves or enhances the City’s business interests under the solicitation; and/or

(f) Extend any contract when most advantageous to the City, as set forth in this solicitation.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 8 of 55

V. STATEMENT OF QUALIFICATIONS (SOQ)

A. Submission of Information:

Submitters are cautioned that it is each submitter’s sole responsibility to submit information related to the evaluation categories, and the City is under no obligation to solicit such information if it is not included with the SOQ. Failure of a submitter to submit such information may cause an adverse impact on the evaluation of the specific SOQ.

B. Submitter Review of RFQ:

Submitters are responsible for examining and being familiar with all terms, conditions, provisions, and instructions of the RFQ and their responses. Failure to do so will be at the submitter’s risk and will not be a determinative factor when awarding the contract for services. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFQ.

C. Encouraging Competition:

The conditions, terms, provisions, and information of this RFQ are written to encourage maximum response to the RFQ. There is no intent to discriminate against any submitter but rather, to set a definite standard of professional quality and experience desired for this project.

D. Submission Contents:

Qualified firms should submit their qualifications through the City of Waco’s Bonfire portal at waco-texas.bonfirehub.com/login. Paper/ Physical submissions will still be accepted but must include one (1) electronic copy (CD or Flash Drive) and (1) original and four (4) copies of their statements of qualifications on 8 ½ x 11 paper. These must be received by the date set out above in the Schedule of Solicitation for a submitting firm to be considered:

(1) Title Page: Title page showing the RFQ subject, the RFQ number, the firm’s name;

the name, address and telephone number of the contact person, and the date of the

SOQ.

(2) Table of Contents

(3) Transmittal Letter: A signed letter of transmittal briefly stating the submitter’s understanding of the work to be done and a statement as to why the firm believes it to be the best qualified to perform the engagement.

(4) Detailed SOQ: The detailed SOQ should follow the order set out as follows:

(a) General Requirements: The purpose of the SOQ is to demonstrate the qualifications, competence, and capacity of the firm to undertake this project. It must also specify a project approach that will meet the requirements in the RFQ.

(b) License to Practice in the State of Texas: An affirmative statement should be included that the firm and all assigned professional staff are properly licensed or registered to practice in the state of Texas.

(c) Firm Qualifications and Experience: The submitter should state the size of the firm, the location of the office from which the work on this project is to be performed, the number and nature of the professional staff to be employed in this project on a full-time basis, and the number and nature of the staff to be so employed on a part-time basis.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 9 of 55

(d) Joint Venture or Consortium: If the submitter is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal should be noted, if applicable.

(e) Partner, Supervisory and Staff Qualifications and Experience: Identify the principal supervisory and management staff, including partners, managers, other supervisors, and specialists, who would be assigned to the project. If required, indicate whether each such person is registered or licensed to practice in Texas.

Provide information on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of this project.

(f) Consultants and Firm Specialists: Consultants and firm specialists mentioned in response to this request for qualifications can only be changed with the express prior written permission of the City of Waco, which retains the right to approve or reject replacements. Partners, managers, other supervisory staff, and specialists may be changed if those personnel leave the firm, are promoted, or are assigned to another office. Other project personnel may be changed at the discretion of the submitter if replacements have substantially the same or better qualifications or experience.

(g) Organizational Chart: Attach a one-page copy of your business organizational chart for the portion of your business that will be involved with this project, complete with names and titles. On the chart mark the people who will be involved in this project.

(h) Business Operation: If the submitter has operated under any other names within the last ten (10) years, provide those names.

(i) Ownership Changes: If submitter anticipates any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months, provide a description of what is anticipated and how that could impact work on this project if awarded the contract.

(5) Additional background information on no more than 5 pages:

(a) Experience with Similar Projects: For the firm's office that will be assigned responsibility for the project, list the most significant projects (maximum - 5) performed in the last five years that are similar to the project described in this request for qualifications. These projects should be ranked on the basis of total staff hours. Indicate the scope of work, date, engagement partners, the original estimate and final cost, whether or not the work was completed within the specified schedule, and the name, email address, and telephone number of the principal client contact.

(b) Project Approach: The SOQ should set forth a proposed approach for the design services, including any special considerations and possible challenges in completing the project. The SOQ should also identify any special assistance that will be requested from City of Waco staff that will be involved in the project.

(c) References: Each response should provide the City at least five (5) references for the firm (and any consultants) that the City may contact to discuss performance on other similar work. At least one of these references must be someone that the firm worked with within the last 24 months. For each reference: project name and

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 10 of 55 location; description of work; contract value of work performed by the firm or consultant and project value; name, address, email address, and telephone number of project owner/representative who oversaw project performance; dates (month/year) contract was issued and actually completed; and contract completion terms.

E. No Price Information The selection of a design firm under this RFQ shall be in accordance with Chapter 2254 of the Texas Government Code. Do not include any price information within the SOQ. SOQs containing any price information will be automatically disqualified.

F. Completeness of Submission:

(1) Submitters are responsible for examining and being familiar with all instructions and terms and conditions of this solicitation, and the submitter’s response.

(2) The submitter must attach all required forms with each submission copy. Forms must be signed by a representative of the submitter authorized to bind the submitter contractually. The submitter must include a statement identifying any exceptions to this RFQ or declare that there are no exceptions taken to the RFQ.

G. Response Date and Location Responses to this solicitation must be received by 2:00pm (Central Time) on August 21, 2025. The City prefers that vendors use the new Bonfire portal at waco-texas.bonfirehub.com/login , paper submissions will still be received at the address listed below via Delivery Services or Personal Delivery to:

Attn: Christopher Hanchard, Purchasing Agent 1415 North 4th Street Waco, Texas 76707

If using U.S. Mail, note that U.S. Mail is initially received at Waco City Hall and then delivered to the office of Purchasing Services by a City courier. That delivery may occur a day or more after being received at Waco City Hall. Allow additional time in advance of the proposal due date for U.S. Mail delivery. If the Purchasing Office has not received the proposal by the stated deadline, the proposal will be returned unopened.

All submissions shall be sent to the attention of the Purchasing Agent in a sealed envelope that is clearly marked on the outside as follows:

RFQ 2025-056

Aerial Videography Survey Services

Closing: 2:00pm (Central Time) on August 21, 2025

Submitters accept all risk of late delivery bids submissions regardless of instance or fault. A paper submission received after the submission deadline will not be considered and will be returned unopened to the submitter.

The City will NOT accept a submission by facsimile transmission (fax) or by electronic mail (email).

All submissions and accompanying documentation will become the property of the City.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 11 of 55

H. Modifications to or Withdrawal of Submission:

Submissions cannot be modified after the submission deadline.

Submissions (in PAPER ONLY) may be modified prior to the deadline by providing a written notice to the Purchasing contact person at the address previously stated. To modify a submission prior to the submission deadline:

(1) Submit a written notice of the modification.

(2) The written modification may be submitted by electronic transmission (email) or personal delivery to the Purchasing Agent identified earlier in this document. The written modification must be received by the City prior to the closing time.

A submission may also be withdrawn (Bonfire vendor’s can withdrawal their own submission) by providing the notice in person by a representative of the submitter who can provide proof of his/her authority to act for the submitter. The representative will be required to execute a receipt reflecting the submission is being withdrawn.

I. Authorized Signature:

A SOQ must be manually signed by a person having authority to contractually bind the submitter. Any erasures or other changes must be initialed by the person authorized to sign the SOQ or others who are able to show evidence of authority to execute or sign or behalf of the submitter.

J. SOQ is an Indication of Ability to Perform Requested Services:

The SOQ submitted by a firm is an indication of the ability of the firm to perform the requested services.

K. Agreement; Exceptions:

(1) Submission of an SOQ indicates the submitter agrees to the terms, conditions, and other provisions contained in the RFQ, unless the submitter clearly and specifically presents in its proposal any exceptions to the terms, conditions, and other provisions contained in the RFQ.

(2) Exceptions presented in an SOQ are not to be considered incorporated into the contract between the City and the selected submitter unless and until the City agrees to accept such exceptions.

(3) The selected submitter must acknowledge and agree that the contract resulting from this RFQ includes the terms, conditions, and other provisions contained in the RFQ, the submittal provided in response to this RFQ (including any exceptions accepted by the City) which is acceptable to the City and is not in conflict or contravention of the RFQ, and any other documents mutually agreed upon by the City and the selected submitter.

(4) No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in the RFQ or the resulting contract.

L. Cost to Develop Submission:

Costs for developing and assembling submissions in response to this solicitation are entirely the responsibility and obligation of the submitter and shall not be reimbursed in any manner by the City.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 12 of 55

VI. EVALUATION OF SUBMITTALS & AWARD OF CONTRACT

A. General Procedure:

The submitted SOQs will be initially reviewed and evaluated by a Project Review Committee. Each SOQ should be submitted as completely and accurately as possible.

The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the submitted SOQ. The City also reserves the right to allow corrections of errors or omissions.

B. Evaluation Criteria:

Firms meeting the mandatory criteria below will have their SOQs evaluated for technical quality. A point formula will be used during the review and evaluation process by the Project Review Committee to score SOQs. The following represent the principal selection criteria:

(1) Mandatory Elements:

(a) The firm is licensed or registered to practice in the State of Texas (if the professional services involved require licensing or registration).

(b) The firm has no conflict of interest with regard to any other work performed by the firm for the City of Waco.

(c) The firm adheres to the instructions in this RFQ on preparing and submitting the SOQ, including submission of forms in Appendix C.

(2) Demonstrated Competence and Qualifications: (Maximum Points - 100)

(a) Firm’s Expertise and Experience: (Maximum Points – 30)

1. Demonstrated experience of the firm based upon previous work similar to that of the type considered.

2. Firm’s list of retail/restaurant/office lessees executed.

(b) Expertise and Experience of Personnel: (Maximum Points - 30)

1. Competence and qualifications of the individual(s), assigned by the firm, who will be directly responsible for the proposed work based upon education and experience pertinent to the work considered.

2. Technical adequacy of the personnel and any consultants to be utilized for the proposed work based upon education and experience pertinent to the work considered.

(c) Project Approach: (Maximum Points - 40)

1. Firm’s Vision of the Property and its complementary relationship to Foster Pavilion, Foster Plaza, and Downtown.

2. Timeline of leasing and occupying of space

3. The marketing plan proposed for the project, including methods and staff resources planned.

4. Identification of special considerations and possible challenges in completing the project.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 13 of 55

C. Final Selection:

The Project Review Committee will determine, with City Manager’s Office review, whether to schedule oral interviews with the top-rated firms. If interviews are requested, the submitters will have an opportunity to make a presentation and answer questions from the Project Review Committee. After the interviews, those submitters will be ranked by the committee on a 100-point scale using the following criteria:

(1) Firm qualifications and experience (Maximum 45 points)

(2) Expertise and experience of personnel and individuals (Maximum 45 points)

(3) Communication ability (Maximum 10 points)

Based on all information and review, the scores from the Statement of Qualifications submittals and the scores for the oral interviews (if conducted) will be combined and presented to the City Manager’s Office. The City Manager’s Office shall establish the final ranking of the firms.

The City shall then seek to negotiate a contract with the firm ranked first. If an agreement cannot be reached, efforts to negotiate a contract will then proceed with the firm ranked second. This process will be followed until a satisfactory contract can be negotiated.

D. Contract Award and Execution:

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $50,000.00. If the contract is for less than that amount, depending on the amount, the contract may be executed by the City Manager, an Assistant City Manager, department head or director.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 14 of 55

APPENDIX A

Scope of Services

(1) Description of Services

(2) Survey Area

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 15 of 55

Description of Services:

1. Scope of Services

The City of Waco is requesting Statements of Qualifications (SOQs) from experienced professional firms to acquire high-resolution aerial video and imagery to document hydrological flows and water quality concerns in and around the North Bosque River watershed. In addition to scheduled quarterly flyovers, the City may request on-demand aerial services related to photography, videography, and survey data collection for environmental monitoring purposes.

2. Specific Requirements

A. General Aerial Documentation Requirements:

Aerial survey and video documentation of hydrological flows at locations of interest, primarily located in Erath, Hamilton, and McLennan Counties.

Imagery must include:

o Giro-stabilized or equivalent video capture o Minimum resolution: 6 inches per pixel or better o Acceptable file formats: .jpg or .jp2 (JPEG 2000), MP4 (4K video should be delivered in MP4 format using H.264 or H.265 compression. Other formats such as MOV (ProRes) may be accepted upon prior approval. All files must be clearly labeled with date, time, and GPS metadata if available.

o Each vendor response must include samples of the types of video that will be provided in actual service delivery.

All data must be delivered to the City within 21 calendar days of flight via USB drive or secure online file delivery service approved by the City.

B. Flight Plan and Schedule:

1. Initial Survey Flight:

o Includes participation of up to 3 City employees with usable views.

o Origin and return location: Waco Regional Airport (ACT).

2. Quarterly Aerial Flights (At least 4):

o Pre-approved schedule by City project manager.

o First video flight: Survey of approximately 30 locations.

o Subsequent flights: Survey of approximately 20 locations per flight.

o Locations to be identified using GPS coordinates or street addresses.

3. On-Demand Flights (Storm Events):

o Available with at least 12 hours' notice.

o Must accommodate up to 3 City employees with usable views.

o Origin and final return location: Waco Regional Airport (ACT).

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 16 of 55

C. Equipment and Methodology:

Respondents must list:

o Airframe types and models for each proposed method (drone, helicopter, fixed-wing).

o Sensor types and stabilization technologies.

o A “menu” of available airframe and sensor combinations and their capabilities with corresponding pricing.

Respondents may propose any flight methodology suitable to achieve the deliverables, subject to City approval.

The City may choose multiple methodologies, including across multiple vendors, to achieve desired outcomes.

CI. Pricing Structure:

Pricing should be turn-key and inclusive, including equipment, and properly certified/licensed pilots/operators.

Preferred pricing formats:

o Helicopter/Fixed-wing: Hourly rate o Drone operations: Per-location rate

Consideration should be given that line of sight access to certain locations may be difficult for drones, and propose alternatives if applicable.

CII. Data Rights: The City of Waco shall retain exclusive ownership and use rights of all imagery and data collected.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 17 of 55

Bosque

WACO

Concentrated Animal Feeding Operation (CAFO) Permits

Concentrated Animal Feeding Operation (CAFO) Permits

Sources: USGS Watershed boundaries (2023), Texas Commission on Environmental Quality (2023), Texas Parks & Wildlife, CONANP, Esri, TomTom, Garmin, SafeGraph, FAO, METI/NASA, USGS, EPA, NPS, USFWS, Esri, USGS Date printed: 7/25/2025

2023 UNB/WAFs

North Bosque Basin

Inactive

Active

2023 CAFO/AFO Permits2023 CAFO/AFO Permits

Sources: USGS Watershed boundaries (2023), Texas Commission on Environmental Quality (2023), Texas Parks & Wildlife, CONANP, Esri, TomTom, Garmin, SafeGraph, FAO, METI/NASA, USGS, EPA, NPS, USFWS, Esri, CGIAR, USGS Date printed:

7/25/2025

0 10 20 305 Miles

2023 UNB/WAFs

North Bosque Basin

Waco City Limits

Active General Permits 2025

Active Individual Permits 2025

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 18 of 55

APPENDIX B

Contract Requirements

(1) City of Waco General Terms and Conditions

(2) Insurance & Indemnification Requirements

(3) Sales Tax Information

(4) House Bill 89 Energy Form

(5) House Bill 89 Firearms Form

(6) House Bill 89 Israel Form

(7) House Bill 1295 Information Sheet

(8) Foreign Terrorist Organization Form

(9) Protest Procedure

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 19 of 55

APPENDIX B.(1)

General Waco Terms and Conditions

(a) Applicable Law and Venue. This solicitation and any resulting contract will be governed and construed according to the laws of the State of Texas. The terms and conditions of the contract awarded pursuant to the solicitation are fully performable in McLennan County, Texas and venue for any dispute regarding contract shall be in McLennan County, Texas.

(b) Arbitration / Mediation. The City of Waco will not agree to binding or mandatory arbitration or mediation.

(c) Conflict of Interest. Vendor agrees to comply with the conflict of interest provisions of the Waco City Charter, Waco Code of Ordinances, and/or state law.

Vendor agrees to maintain current, updated disclosure of information on file with the Purchasing Services Division throughout the term of the contract.

(d) Gratuities. The City may, by written notice to the Vendor, cancel this contract without liability to the City, if it is determined by the City that gratuities have been offered to any officer or employee of the City with a view toward securing a contract, securing favorable treatment with respect to the awarding, amending, or the making of any determinations in respect to the performance of such a contract. In the event this contract is canceled by City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by City as a result of the cancellation.

(e) Unfunded Liability. City's obligation is payable only and solely from funds available for the purpose of this purchase. Lack of funds shall render this contract null and void to the extent funds are not available and any delivered but unpaid for goods will be returned to Vendor by City. The City will not incur a debt or obligation to pay selected bidder any amounts the City does not have the current funds available to pay, unless the contract includes a provision for the City to appropriate funding for the debt or obligation.

(f) Advance Payments. The City will not make advance payments to a selected firm or any third party pursuant to this solicitation or resulting contract.

(g) Gift of Public Property. The City will not agree to any terms or conditions that cause the City to lend its credit or grant public money or anything of value to the selected firm.

(h) Procurement Laws. The City will not agree to any terms or conditions that cause the City to violate any federal, Texas, or local procurement laws, including its own charter.

(i) Limitation of Liability. The City of Waco will not agree to an artificial limitation of liability (e.g. liability limited to contract price or liability capped at an amount actually paid in previous 3 months, etc.) or an artificial statute of limitations (e.g. any lawsuit must be commenced within one year of the event).

(j) Waiver. No claim or right arising out of a breach of the contract resulting from this solicitation can be discharged in whole or in part by a waiver or renunciation of the

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 20 of 55 claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

(k) Right To Assurance. Whenever one party to this contract in good faith has reason to question the other party's intent to perform, that party may request that the other party give written assurance of his intent to perform. In the event that a request is made and no assurance is given within five (5) days, the requesting party may treat this failure as an anticipatory repudiation of the contract.

(l) Attorney’s fees; Legal Costs. The City will not agree to pay the selected firm’s attorney’s fees or other legal costs under any circumstances.

(m) Advertising. Vendor shall not advertise or publish, without City's prior consent, the fact that City has entered into this contract, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state or local government.

(n) Arrears In Taxes. Article VII. Taxation, Section 8, of the City of Waco Home Rule Charter states: The City shall be entitled to counterclaim and offset against any debt, claim, demand or account owed by the City to any person, firm or corporation who is in arrears to the City of Waco for taxes, in the amount of taxes so in arrears, and no assignment or transfer of such debt, claim, demand or account after the said taxes are due, shall affect the right of the City to offset the said taxes against the same.

(o) Tax Certification; Offset of Other Debts Against City. Selected bidder hereby certifies that it is not delinquent in the payment of taxes owed to the City and will pay any taxes owed to the City so that such taxes will not become delinquent. If this certification is subsequently determined to be false, such false certification shall constitute grounds for termination of the contract awarded under this SOLICITATION, at the option of City. Furthermore, Selected bidder agrees the City is entitled to counterclaim and offset against any debt, claim, demand, or account owed by the City to the selected bidder, pursuant to the awarded contract, for any debt, claim, demand, or account owed to the City, including other than the taxes mentioned above. The City may withhold from payment under the awarded contract an amount equal to the total amount of debts, claims, accounts, or demands including taxes owed to the City by the selected bidder. The City may apply the amount withheld to the debts and taxes owed to the City by the selected bidder until said debts are paid in full. No assignment or transfer of such debt, claim, demand or account after the said taxes or debts are due shall affect the right of the City to offset the taxes and the debt against the same.

(p) Independent Contractor. The selected bidder will be an independent contractor under the contract. Professional services provided by the selected bidder shall be by the employees or authorized subcontractors of the selected bidder and subject to supervision by the selected bidder, and not as officers, employees or agents of the City. Selected bidder will be required and agrees to comply with all state and federal employment laws as well as all other federal, state and local laws, rules and regulations affecting the performance of all obligations taken herein.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 21 of 55

(q) No Joint Enterprise/Joint Venture. It is not the intent of this solicitation or the contract to be awarded to create a joint enterprise or joint venture.

(r) Subcontracting Bid. If subcontracting with another company or individual is proposed, that fact, along with providing the same information for the subcontractor that is required to be provided by the bidder under this solicitation, must be provided and clearly identified in the bid. Following the award of the contract, no additional subcontracting will be permitted without the express prior written consent of the City.

(s) Assignment-Delegation. No right or interest in the contract shall be assigned or delegation of any obligation made by Vendor without the written permission of the City. Any attempted assignment or delegation by Vendor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.

(t) Modifications: This contract can be modified or rescinded only by a written instrument signed by both of the parties or their duly authorized agents.

(u) Interpretation-Parol Evidence: This writing is intended by the parties as a final expression of their agreement and is intended also as a complete agreement for dealings between the parties and no usage of the trade shall be relevant to supplement or explain any term used in this agreement. Acceptance or acquiescence in a course of performance rendered under this agreement shall not be relevant to determine the meaning of this agreement even though the accepting or acquiescing party has knowledge of the performance and opportunity for objection.

(v) Equal Employment Opportunity: Vendor agrees that during the performance of its contract it will:

1. Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

2. Identify itself as an "Equal Opportunity Employer" in all help wanted advertising or request. The Vendor shall be advised of any complaints filed with the City alleging that Vendor is not an Equal Opportunity Employer. The City reserves the right to consider its reports from its human relations administrator in response to such complaints in determining whether or not to terminate any portion of this contract for which purchase orders or authorities to deliver have not been included, however, the Vendor is specifically advised that no Equal Opportunity Employment complaint will be the basis for cancellation of this contract for which a purchase order has been issued or authority to deliver granted.

(w) Israel: Vendor acknowledges that effective September 1, 2017, the City is required to comply with Section 2270.001 of the Texas Government Code, enacted by House Bill 89 (85th (R) Texas Legislature), which requires that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it does not boycott Israel and will not boycott Israel during the term of the contract. By executing this Agreement, Vendor verifies that it does not boycott Israel and will not boycott Israel during the term of this Agreement.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 22 of 55

City of Waco Insurance & Indemnification Requirements Basic (Aviation Exposure)

Insurance Requirements:

A contractor’s financial integrity is of interest to the City. Therefore, subject to a contractor’s right to maintain reasonable deductibles, a contractor shall obtain and maintain in full force and effect for the duration of the contract, and any extension hereof, at contractor’s sole expense, insurance coverage written on an occurrence basis by companies authorized to do business in the State of Texas that are rated A- or better by A.M. Best Company and/or otherwise acceptable to the City in the following types and amounts:

Type Amount

Workers' Compensation Statutory

Employer’s Liability $1,000,000/$1,000,000/$1,000,000

Commercial General / Aviation Liability Including:

• Premises/Operations

• Independent Contractors

• Products Liability/Completed Operations

• Personal & Advertising Injury

$1,000,000 per occurrence; $2,000,000 General Aggregate, or its equivalent in Umbrella or Excess Liability Coverage

Business Automobile Liability

a. Owned/leased vehicles

b. Non-owned vehicles

c. Hired vehicles

$1,000,000 per occurrence or its equivalent on a combined single limit (CSL basis).

Modification of Insurance Requirement: The City reserves the right to review these insurance requirements during the effective period of the contract and any extension or renewal hereof and to modify insurance coverages and their limits when deemed necessary and prudent by City’s Risk Manager or designee, based upon changes in statutory law, court decisions, or circumstances surrounding this contract.

Proof of Insurance Required and When to Submit:

Examination & Approval. All insurance policies shall be subject to the examination and approval of the City for their adequacy as to form and content, form of protection, and financial status of insurance company.

When to Submit. Prior to the execution of the contract by the City of Waco and before commencement of any work under this contract, a contractor shall furnish proof of insurance to the City’s Risk Manager which is clearly labeled with the contract name and City department. The proof will include completed/current Certificate(s) of Insurance, endorsements, exclusions, and/or relevant extracts from the insurance policy, or copies of policies. Thereafter, new certificates, policy endorsements, exclusions, and/or relevant extracts from insurance policies, or policies shall be provided prior to the expiration date of any prior certificate, endorsement, or policy. No officer

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 23 of 55 or employee other than the City’s Risk Manager or designee shall have authority to waive this requirement.

Additional Insured. Except for Workers’ Compensation and Employers’ Liability, the City, its elected officials, officers, servants, agents, volunteers and employees shall be named as additional insureds. No officer or employee, other than the City Risk Manager or designee, shall have authority to waive this requirement.

Other-Insurance Endorsement -- All insurance policies are to contain or be endorsed to state that an “Other Insurance” clause shall not apply to the City where the City is an additional insured shown on the policy.

Agent Information. The certificate(s) or other proof of insurance must be completed by the broker of record and must be signed and include the agent information including the agent name, title and phone number. The proof of insurance shall be sent directly from the insurance agent to the City’s Risk Management Office by U.S. Postal Service to City of Waco, ATTN: Risk Manager, P.O.

Box 2570, Waco, Texas 76702-2570 or by delivery service to 1415 North 4th Street, Waco, Texas 76707. To send by email, please contact the Risk Management Office at 254-750-5730 to obtain the email address.

Precondition to Performance & Basis for Termination. The City shall have no duty to pay or perform under the contract until such certificate(s), policy endorsements, exclusions, and/or relevant extracts from the insurance policy have been delivered to and approved by the City’s Risk Manager. The contractor understands that it is the contractor’s sole responsibility to provide this necessary information to the City and that failure to timely comply with these insurance requirements shall be a cause for termination of a contract. If the City determines that it will deny payment, not perform, or terminate the contract because of the failure to provide certain information or documents, the City shall give the contractor notice of that determination and allow contractor fifteen (15) days to correct the deficiency.

Waiver of Subrogation. All liability policies will provide a waiver of subrogation in favor of the City.

Notice of Cancellation, Non-renewal, Material Change. The Contractor shall provide written notification to the City of the cancellation, non-renewal, or material change of any insurance required herein. The Contractor shall provide such written notice within five (5) business days of the date the Contractor is first aware of the cancellation, non-renewal, or material change, or is first aware that the cancellation, non-renewal, or material change is threatened or otherwise may occur, whichever comes first. Contractor shall provide the City with a replacement certificate(s) of insurance, policy endorsements, exclusions, and/or relevant extracts from the insurance policy either before the cancellation, non-renewal, or material change is effective, if it knew in advance of such, or within ten (10) business days of first learning of the cancellation, non-renewal, or change if it did not learn of that such action in advance.

INDEMNIFICATION.

A CONTRACTOR EXECUTING A CONTRACT WITH THE CITY AGREES TO ASSUME

FULL RESPONSIBILITY AND LIABILITY FOR THE SERVICES RENDERED PURSUANT TO

THE CONTRACT AND AGREES TO INDEMNIFY, PROTECT, DEFEND, AND HOLD

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 24 of 55

HARMLESS THE CITY, ITS EMPLOYEES, AGENTS, AND SERVANTS, OF AND FROM

ALL CLAIMS, DEMANDS, AND CAUSES OF ACTIONS OF EVERY KIND AND

CHARACTER, INCLUDING THE COST OF DEFENSE THEREOF, FOR ANY INJURY TO,

INCLUDING DEATH OF, PERSONS AND ANY LOSSES FOR DAMAGES TO PROPERTY

CAUSED BY OR ALLEGED TO BE CAUSED, ARISING OUT OF, OR ALLEGED TO ARISE

OUT OF, EITHER DIRECTLY OR INDIRECTLY, OR IN CONNECTION WITH, THE

SERVICES TO BE RENDERED HEREUNDER, WHETHER OR NOT SAID CLAIMS,

DEMANDS, CAUSES OF ACTIONS ARE CAUSED BY CONCURRENT NEGLIGENCE OF

THE CITY AND A PARTY TO THIS AGREEMENT, OR WHETHER IT WAS CAUSED BY

CONCURRENT NEGLIGENCE OF THE CITY AND SOME OTHER THIRD PARTY.

Employee Litigation: In any and all claims against any party indemnified hereunder by any employee (or the survivor or personal representative of such employee) of the contractor, any subcontractor, any supplier, or any individual or entity directly or indirectly employed by any of them to perform any of the work, or anyone for whose acts any of them may be liable, the indemnification obligation herein shall not be limited in any way by any limitation on the amount or type of damages, compensation, or benefits payable by or for contractor or any such subcontractor, supplier, or other individual or entity under workers’ compensation or other employee benefit acts.

RFQ 2025-056 AERIAL VIDEOGRAPHY SURVEY SERVICES Page 25 of 55

TEXAS SALES TAX EXEMPTION INFORMATION

Under section 151.309 of the Texas Tax Code, the City of Waco is exempt the payment of sales tax. In addition, when the City contracts with a third party to make certain improvements to real property, purchases of materials/consumable items that are physically incorporated into that real property are also exempt from sales tax. In other words, materials and supplies that are entirely consumed or used up on a construction job for the City of Waco can be purchased without paying state and local sales tax. Items qualifying for this exemption must be used up entirely on a job for the City of Waco.

To claim this exemption, a contractor purchasing materials and supplies (as the buyer of the materials and supplies) will have to complete a Texas Sales and Use Tax Exemption Certification form to submit to the seller at the time of the purchase. The exemption form is available on the Texas Comptroller website at:

http://www.window.state.tx.us/taxinfo/taxforms/01-forms.html http://www.window.state.tx.us/taxinfo/taxforms/01-339.pdf

(The City of Waco will…