RFP 2026-050 Proposal Package.pdf

REQUEST FOR PROPOSAL

RFP No. 2026-050

Regional Digital Orthoimagery Acquisition and Impervious Surface Change Mapping

Issue Date: August 13, 2026

All Questions Due: September 11, 2026, 5:00 P.M. CT

Closing Date & Time: September 25, 2026, 2:00 P.M. CT

Opening Date & Time: September 25, 2026, 2:01 P.M. CT

For Information Contact:

Daryle Bullard, Sr. Purchasing Agent, 254-750-6616, or daryleb@wacotx.gov

RFP 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

RFP 2026-050 Page 1 mailto:daryleb@wacotx.gov

EUNA / BONFIRE ELECTRONIC BIDDING

The City of Waco utilizes Electronic Bidding, Proposals and Qualification (RFB/RFP & RFQ) submissions through the City’s e-Procurement database system, EUNA / Bonfire.

We ask vendors to register with EUNA / 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 EUNA / Bonfire with registration or customer support issues.

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

RFP 2026-050 Page 2

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

BID NUMBER:

DATE:

TIME: CENTRAL

QUICK LINK:

MEETING ID:

DIAL IN NUMBER:

PASS CODE:

ADDITONAL

INFORMATION:

PRE BID/ PROPOSAL

BID/ PROPOSAL OPENING

ZOOM ACCESS INSTRUCTIONS & ADDITIONAL INFORMATION

RFP 2026-050 Page 3 https://wacotx.zoomgov.com/j/1656744875?pwd=yKF15wFoYs0E7mfgggcyxleAcCvHtC.1

TABLE OF CONTENTS

Register Interest Form I. Schedule for Solicitation for Competitive Sealed Proposal II. Contact with City of Waco III. Definitions IV. Requested Services V. Request For Proposals – Submission and Award Procedures

Appendices A. Scope of Services and Specifications / Pricing Forms

(1) Detailed Scope of Services and Specifications

(2) Proposal Price Form

B. Contract Requirements

(1) City of Waco General Terms and Conditions

(2) General Waco Terms and Conditions for IT Contracts

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB 89 Energy Form

(6) HB 89 Firearms Form

(7) HB 89 Israel Form

(8) HB1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

(13) Electronic Funds Transfer Authorization (EFT Form)

C. Forms to Complete and Return

(1) Submission of Bid/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) HUB Business Certification

(6) Litigation Disclosure

(7) Certification Regarding Debarment

(8) Non-collusion Affidavit

(9) Texas Public Information Act

(10) Drug Free Workplace

RFP 2026-050 Page 4

RFP No. 2026-050

Regional Digital Orthoimagery Acquisition and Impervious Surface Change Mapping

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: daryleb@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

RFP 2026-050 Page 5

I. SCHEDULE FOR SOLICITATION COMPETITIVE SEALED

PROPOSAL

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 RFP

Deadline for questions at 5:00 P.M.

Proposals Due Date 2:00 P.M.

Proposal Opening Date at 2:01 P.M.

Evaluation of submission

Interviews or Presentations may be conducted

Tentatively, the final selection decision will be made, and submitters will be notified of award by, October 30, 2026. This schedule is subject to change by the City.

II. CONTACT WITH CITY OF WACO

The contact person for this solicitation process is: Daryle Bullard, Sr. Purchasing Agent who can be reached at:

Email: daryleb@wacotx.gov Telephone: (254) 750-6616 Fax: (254) 750-8063

Questions concerning the solicitation can be submitted through the City of Waco’s e-Procurement portal (Bonfire) 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: Daryle Bullard, Sr. 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 e-Procurement portal (Bonfire) 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.

August 13, 2026 September 11, 2026 September 25, 2026 September 25, 2026 October 2026 October 2026

RFP 2026-050 Page 6

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) “Proposal” or “Submission” or “Submittal” refers to a response submitted to an RFP.

(4) “Project Review Committee” means a committee established by the City to review and score the submitted Proposals. 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.

(5) “RFP” means and refers to this Request for Proposals.

(6) “Selected submission” means and refers to the submission sent to the City of Waco by the Selected Firm.

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

(8) “Solicitation” means an RFP issued by the City Waco seeking products or services described in the document.

(9) “Submitter” or “Vendor” or “Proposer” or “Contractor” means a firm that submits a response to a solicitation.

(10) “Contract documents” includes the RFP and all of the Appendices attached to the RFP.

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

RFP 2026-050 Page 7

IV. REQUESTED SERVICES/PRODUCTS

A. Scope of Services / Specifications

The complete scope of services is attached as Appendix A and outlines the collective requirements of the City of Waco, the McLennan County Emergency Assistance District (MCEAD 9-1-1), and McLennan County. The objective is to secure an agreement with a qualified aerial data provider to deliver high-resolution, 4-band digital orthoimagery and seamless countywide mosaics captured during the early 2027 winter leaf-off window. Included in this acquisition will be impervious surface changes for the Waco City Limits AOI plus a half mile buffer.

(1) The Scope of Work, Technical Specifications, and Pricing Table are attached as Appendix A.

(2) A digital version of this document can be obtained from the City of Waco’s e-Procurement portal (Bonfire) 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 specifications for the Project, the attached Appendices include the City’s Contract Requirements.

C. Duration of Services

It is anticipated by the City of Waco that this project will be completed within 180 CALENDAR DAYS. It is additionally anticipated that work will not be performed on Saturdays, Sundays, or City holidays unless specifically approved by City. Since “day” is defined as a working day or calendar day, Saturdays, Sundays, and City holidays shall be counted as days and included in calculating the Contract time. If a Contractor wants to perform work on Saturdays, Sundays, or City holidays, the Contractor shall seek approval by making a written request to City. The contractor shall be responsible for all City staff and third-party time, costs, expenses, and overtime for work performed on Saturdays, Sundays, or City holidays, unless excused in writing by the City prior to the work. The contractor shall include sufficient weather days as appropriate for the time of year and overall duration of the work within its proposal.

RFP 2026-050 Page 8

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 proposers for any costs incurred during the preparation or submittal of responses 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.

(g) Retain all proposals submitted and to use any ideas in a proposal regardless of whether or not that proposal is selected

RFP 2026-050 Page 9

V. REQUEST FOR PROPOSALS – SUBMISSION AND AWARD

PROCEDURES

A. Requirements

(1) Proposals should be kept to the minimum necessary length to explain the proposer’s attributes and pricing. Typed responses are preferred in Times New Roman, Arial or Calibri font. Responses must be clear and may be subject to disqualification if illegible.

(2) Qualified firms should submit their qualifications through the City of Waco’s e-Procurement portal (Bonfire) at waco-texas.bonfirehub.com/login. Paper/Physical submissions will still be accepted and should 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:

(a) Cover sheet containing RFP number, project name, and proposer’s name, address, and telephone number.

(b) A brief company history.

(c) Completed and signed copies of Forms included in Appendix C.

(d) A short narrative of the proposer’s approach to the project and a statement of understanding targeting the specific nature of this project.

(e) Information on the proposer’s current workload and ability to complete the project.

(f) Certificate showing current insurance coverage.

(g) Pricing/Cost Information – Pricing Forms

1. All pricing and cost information is to be submitted less Federal Excise and State of Texas Sales Taxes. A tax exemption certificate will be executed upon request. The City’s federal tax identification number is 1-74-6002468-4.

2. Security – Bid Bond.

a. Each submission must be accompanied by a certified check of the submitter, or a bid bond (PDF copy through Bonfire) executed by the submitter as principal and having as surety thereon a surety company approved by the City in the amount of 5% of the submission. The Surety’s Power of Attorney must accompany the bid bond. The bid bond and surety’s Power of Attorney must both carry the same date which is no earlier than three (3) days prior to the scheduled bid opening date. An original copy of the bid bond and Surety’s Power of Attorney will be required of the recommended/awarded vendor within three (3) days by the request of the City.

b. Checks will be returned to all except the three lowest bidders within three days after the opening of bids. The remaining checks will be returned promptly after the City and the selected bidder have executed the contract.

c. If no award has been made within ninety (90) days after the date of the opening of bids, a bidder may demand that the security submitted be returned so long as said bidder has not been notified of the acceptance of his bid.

d. If the selected bidder refuses or fails to execute and deliver the contract and bonds (payment and/or performance) required within 10 days after receiving notice of the

RFP 2026-050 Page 10 acceptance of his bid, the bid security shall forfeit to the City as liquidated damages for such failure or refusal.

(h) Names of the Subcontractors for the major components of the Project

(i) List of Proposer’s and Subcontractors’ experience on projects completed in McLennan County (include value of project and the owner’s phone and email contact information)

(j) List of Proposer’s and Subcontractors’ experience on projects for the City of Waco or other municipalities (include value of project and contact information (phone and email) at the municipality)

(k) List a minimum of five (5) projects that are of similar size and type performed by the Proposer and each Subcontractor (include the value of each project and owner’s phone and email contact information)

(l) List of five (5) references for the Proposer and three (3) references for each Subcontractor.

(m) Resume, project history, and other information on Proposer’s job superintendent for the project.

B. Completeness of Submission

(1) Proposers are responsible for examining and being familiar with all specifications, drawings, standard provisions, instructions, and terms and conditions of the solicitation and their responses.

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

C. Response Date and Location Responses to this solicitation must be received by 2:00 p.m. (Central Time) on September 25, 2026.

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: Daryle Bullard, Sr. 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:

RFP 2026-050 Page 11

RFP 2026-050 Regional Digital Orthoimagery Acquisition and Impervious Surface Change Mapping

Proposals will be opened at 2:01 P.M. (Central Time) on September 25, 2026

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

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

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

D. Modification to or Withdrawal of Submission

Submissions cannot be altered or amended after the submission deadline passes. Submissions 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 WITHOUT revealing the pricing/cost or terms information. The modification should provide the addition, subtraction, or other modifications so that the final pricing/costs or terms will not be revealed to the City until the sealed proposal is opened.

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

(3) If the modification is submitted through an electronic transmission (fax or email), the City must receive an original of the modification document signed by the proposer and submitted to a delivery company (UPS, FedEx, etc.) prior to the proposal closing time. If the original of the modification was not submitted to a delivery company prior to the closing time or is not received within three (3) days after the closing time of the bid, consideration will not be given to the modifications provided in the electronic transmission.

A submission may also be withdrawn by providing the notice in person by a representative of the vendor who can provide proof of his authority to act for the proposer. The representative will be required to execute a receipt reflecting the submission is being withdrawn. If a submission is withdrawn before the submission deadline stated herein, the proposer may submit a new sealed proposal provided the new proposal is received prior to the closing date and time deadline stated on page 1. This provision does not change the common law right of a submitter to withdraw a submission due to a material mistake in the submission.

E. Submission Validity Period

A submission responding to this RFP signifies the vendor’s agreement that the submission and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties. The submission may become part of the contract that is negotiated between the City and the successful proposer.

F. Cost to Develop Submission

Costs for developing and assembling submissions in response to this solicitation are entirely the

RFP 2026-050 Page 12 responsibility and obligation of the proposer and shall not be reimbursed in any manner by the City.

G. Evaluation Procedures

The proposals will be initially reviewed and evaluated by a Project Review Committee. Each proposal should be as complete and accurate as possible. The City reserves the right to request additional information or clarifications, oral discussions, or presentations in support of the proposal.

H. Vendor Presentation

The evaluation by the Project Review Committee will be presented to the City Manager or Executive staff, who will determine whether proposers may be invited to make a formal presentation of their proposal and/or sit for a panel interview. There is no obligation for the City to host interviews in order to make the final selection

I. Evaluation Criteria

The following criteria will be used to evaluate the submittals (scoring points available):

RFP Scoring Criteria Scoring Points

Available

Technical Project Plan 30 Points Communication & Schedule 25 Points Product Samples 20 Points Pricing Structure 25 Points TOTAL AVAILABLE POINTS 100 Points

J. Final Selection

Based on all information reviewed and presentations/interviews (if conducted), the City Manager or Executive staff shall establish the final ranking of the proposals.

(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.

K. Contact Award and Execution

The final contract must be awarded and approved by the Waco City Council if the amount of the contract will exceed $100,000.00. 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.

The Recipient, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

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APPENDIX A

Scope of Work, Technical Specifications, and Pricing Table Regional Digital Orthoimagery Acquisition and Impervious Surface Change Mapping

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1. Introduction

The City of Waco, McLennan County, and MCEAD 9-1-1 (the “County Partners”) seek qualified vendors to:

• (1) Acquire high-resolution digital orthoimagery over the regional project area; and

• (2) Produce updated planimetric and impervious/pervious surface datasets for the City of Waco AOI.

Orthoimagery will support planning, public works, emergency services, tax appraisal, and engineering. Impervious surface data will support drainage fee calculations, code enforcement, and mapping analysis. Vendors must propose on both components as specified in the solicitation.

1.1 Areas of Interest

Orthoimagery AOI

McLennan County Orthoimagery Acquisition Area of Interest covers approximately 1,297 square miles and comprises 1,307 DO4Q tiles at 6-inch resolution. Restricted airspace (including Prohibited Area P-49) exists within parts of the county; the vendor is responsible for obtaining all necessary clearances.

Figure 1. McLennan County Orthoimagery Acquisition AOI (1,297 sq. mi.; 6-inch; 1,307 DO4Qs). Note: Restricted airspace in parts of county.

RFP 2026-050 Page 15

Impervious Surface AOI

Properties inside Waco city limits plus a 0.5-mile (half-mile) buffer into the City of Waco ETJ, excluding areas under other municipal jurisdictions. Approximate area: 146.5 square miles. The buffer is shown in blue; city limits are shown in yellow on the map below.

Figure 2. Impervious Surface Area of Interest — Waco City Limits with Half-Mile Buffer (~146.5 sq. mi.).

Digital boundary files and supporting GIS layers will be provided to the selected vendor at project kickoff.

1.2 Project Summary Requirements

Item Requirement Imagery GSD 6-inch (0.5 ft), 4-band RGBN

Orthoimagery AOI 1,297 sq mi; 1,307 DO4Q tiles (McLennan County) Acquisition Window January 1 – February 28, 2027 (leaf-off); optimal Jan 15 – Feb 15 (see §5) Coordinate System NAD 1983 (2011) State Plane Texas Central FIPS 4203 (WKID 6578), US Survey Feet Horizontal Accuracy ASPRS 2024 Class: RMSExy ≤ 12 in; RMSEr ≤ 16.97 in; ≥30 checkpoints Camera Single large-format BSI CMOS system with active motion compensation Impervious AOI ~146.5 sq mi (Waco city limits + 0.5-mi ETJ buffer) Impervious Accuracy ≥95% classification accuracy; NMAS 3.3 ft positional Pilot Imagery: >10% of AOI | Impervious: 3 sq mi mixed land use

2. Key Assumptions

• No data shall be created outside defined project boundaries.

RFP 2026-050 Page 16

• Vendor has a proven process for orthoimagery production and impervious/pervious classification from aerial photography, plus an established internal QA/QC program.

• Existing impervious/pervious data will be provided; only changes and updates are required.

• A pilot will validate the vendor’s approach after contract award.

• County Partners retain unrestricted, perpetual ownership of all deliverables. Vendor retains no proprietary or resale rights.

3. Orthoimagery Acquisition Requirements

3.1 Camera and Platform

3.1.1 Sensor Architecture

All collection shall use a single, certified large-format digital camera with native Backside-Illuminated (BSI) CMOS architecture (e.g., Vexcel UltraCam Merlin 5.0, Leica MFC250, or equivalent). Line-scanning pushbroom systems and stitched multi-lens arrays that risk visible seam defects in dense urban cores are prohibited. Mixing camera makes or sensor generations is not permitted.

The system shall be tested, stable, and geometrically calibrated with current documentation. Notify the contract administrator of any camera malfunction (including mount, ABGPS, IMU, or storage failure) within 72 hours with a written report.

3.1.2 Motion Compensation

The camera shall incorporate hardware-based, active multi-directional motion compensation (mechanical FMC or Adaptive Motion Compensation) that corrects for forward motion, rotational vibration, and crosswind crabbing on roll, pitch, and yaw axes. Soft pixel-shifting post-processing as the primary stabilization method is unacceptable.

3.2 Flight Parameters

Parameter Requirement Flight Window January 1 – February 28, 2027; leaf-off conditions only (see §5 for optimal sub-window) Solar Elevation ≥ 30° above horizon (see aa.usno.navy.mil/data/) Camera Tilt Absolute ≤ 4°; relative between frames/strips ≤ 6°; average ≤ 2° per 10-mile segment; project average ≤ 1° Forward Overlap ≥ 60% Sidelap Min 15%, max 45%; average 20–30% over each flight line (target ≥ 40% side overlap preferred for stereo) Cloud Cover < 5% (including shadows) per uncompressed tile and across the entire AOI Atmosphere / Ground Sky free of clouds, haze, smoke, dust; ground free of snow, frost, standing water; no smear, blur, glare, or noise Altitude Flying height yielding 1:1 ratio of captured pixel size to 6-inch GSD Coverage No voids from cloud, instrument failure, or water bodies Airspace Vendor responsible for all clearances in controlled/restricted airspace (incl. P-49) within the AOI

3.3 Spatial Reference and Accuracy

All products—raw strips, intermediates, tiles, and mosaics—shall be natively processed and delivered in the coordinate framework below. On-the-fly projections or software-side adjustments at intake are prohibited.

Parameter Value Projection NAD 1983 (2011) StatePlane Texas Central FIPS 4203

WKID 6578

Horizontal Unit US Survey Foot (ftUS) Vertical Datum NAVD88 (latest NGS Geoid)

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Accuracy shall meet ASPRS Positional Accuracy Standards for Digital Geospatial Data, Edition 2, Version 2 (2024), “Standard Mapping and GIS work” class:

GSD

RMSExy RMSEr Min. Checkpoints Seamline Max Mismatch

6.0 in 12.0 in 16.97 in 30 24.0 in Vendor shall report compiled RMSEr (inches) in metadata. Absolute accuracy verified against independent ground checkpoints collected by the vendor.

3.4 Airborne GPS, IMU, and Ground Control

• ABGPS: Record camera position (lat, lon, elev); differentially correct; organize by flight line. Horizontal RMSE ≤ 0.2 m; vertical RMSE ≤ 0.3 m. Deliver in nonproprietary format on portable media.

• IMU: Required component of station control. Adjusted IMU RMSE ≤ 0.3 m.

• Ground Control: Collect control using latest NGS adjustment plus new points as needed to meet accuracy standards.

Submit report with narrative, computations, field notes, and photos. Checkpoints (≥30) per ASPRS 2024 guidelines.

3.5 Spectral and Spatial Resolution

• GSD: 6-inch (0.5 ft).

• Bands: 4-band RGBN (order: 1-R, 2-G, 3-B, 4-NIR). Simultaneous or near-simultaneous capture (<500 ms) with a single camera. Band mis-registration ≤ 1 pixel.

• Bit depth: Native ≥ 14 bits/channel (42-bit RGB / 56-bit RGBN) through all intermediate processing. Convert to 8-bit unsigned only at final mosaic compilation.

3.6 Radiometric Requirements

3.6.1 Exposure and Clipping

Prevent digital clipping of reflective surfaces (white membrane/metal roofs, light concrete, industrial complexes). Preserve structural linework and texture. No more than 0.5% of pixels on any continuous urban flight line may clip at value 255.

3.6.2 Tonal Balance and Shadows

Balanced tonal range across all four channels; no sensor color casts or atmospheric haze. Shadows shall retain visible detail— solid black or clipped dark zones are grounds for tile rejection. Spectral mis-registration ≤ 1 pixel.

3.6.3 Adjustment Guidelines

• Brightness: Mean DN within ±7.5% of mid-range for 8-bit data (108–147).

• Contrast: Not faded or washed out; rich tonal quality.

• Color: No dominant color shift; true natural color in RGB composite; CIR free of inappropriate red/pink on non-IR features.

• Seamlines: Localized brightness/color adjustment at joins; gradual change only—no abrupt tonal breaks.

• Sharpening: Minimal preferred; high-sharpening that reduces absolute accuracy is prohibited.

• Artifacts: Free of blooming, noise, smear, and blemishes that obscure ground detail.

3.7 Geometric and Seamline Constraints

• Building lean: Structures ≥ 6 stories shall not lean over or obscure adjacent roadways, sidewalks, rail, or parking.

• Linear features: Roads, tracks, court lines, and overpasses shall not deviate > 3 pixels from true path across any join.

• Seamlines: Shall not pass through buildings, overpasses, substations, water towers, or communication structures; shall not cross large open water bodies; shall be visually unnoticeable at intended viewing scale. Rooftops and towers shall not be clipped.

3.8 Orthorectification

• Method: Rigorous orthorectification with highest-quality elevation data available (TNRIS lidar DEMs preferred;

vendor-supplied alternatives allowed if documented). Elevation must be NAVD88; use latest NGS geoid.

RFP 2026-050 Page 18

• Interpolation: Bicubic or Lagrange (4×4 neighbors). Minimize resampling to preserve accuracy.

• Tiles: Full image coverage—no partial tiles, collars, or background values on DO4Q tiles. Sharp 90° corners. 300-ft buffer on all sides.

• Mosaics: Background values (0,0,0) permitted. Color-balanced for uniform appearance without checkerboard effect.

3.9 Deliverable Formats and Compression

Compression is the final processing step. Wavelet products must show zero visible artifacts at the stated ratios. If artifacts appear, re-compress at a lower ratio (e.g., 15:1) at no added cost.

Format Unit Specification Primary Use

GeoTIFF DO4Q tile Uncompressed or lossless LZW; 4-band RGBN;

internal tiling; 300-ft buffer

Archival / engineering master

MrSID MG4 DO4Q tile Multi-band; quality-controlled 20:1; transparent alpha (0,0,0)

Offline GIS / appraisal

JPEG2000 DO4Q tile ISO/IEC 15444-1; 4-band; quality-controlled 10:1; georef in UUID box; 300-ft buffer

Desktop / web ingestion

MrSID MG4 County mosaic Multi-band; quality-controlled 20:1; transparent alpha (0,0,0)

Offline GIS / appraisal

JPEG2000 County mosaic ISO/IEC 15444-1; 4-band; quality-controlled 10:1; georef in UUID box; 300-ft buffer

Desktop / web ingestion

3.9.1 Tiling and Naming

Tiles follow the USGS 1/64th Quadrangle (DO4Q / 0.9375′) grid with 300-ft buffer and sharp 90° corners.

Naming: QuadNameQQ3Q4Q_YYYYMMDD.extension

Example: LorenaNWa3_20270101.tif

If a tile spans multiple flight lines, use the acquisition date of the majority of pixels.

3.9.2 Vector Index and Seamlines

Deliver all project vectors, control tables, indexes, and grids in a single Esri File Geodatabase (WKID 6578). Seamline polygons (one per exposure/strip) shall include:

Attribute Column Type / Format Example Acquisition Date IADATE Text YYYYMMDD 20270123 Capture Start Time SDATE Text YYYYMMDD HH:MM (local 24-hr) 20270123 13:52 Capture End Time EDATE Text YYYYMMDD HH:MM (local 24-hr) 20270123 13:53 Spectral Config SPEC Text: NC | CIR | M4B M4B Camera Manufacturer CAM_MAN Text Vexcel Imaging Camera Model CAM_MOD Text UltraCam Merlin 5.0 Sensor Serial No. SENSNUM Text UM-5-884920 Aircraft Type AC_TYPE Text (ICAO designator) C441 Aircraft Tail No. ACTAILNUM Text N12345R Avg. Altitude AGL ALT Integer (feet) 9500

3.10 Online QA Review Tool

Provide a web-based QC platform at no additional cost, active from pilot through final sign-off (~30 days after final mosaic delivery).

• Up to 20 concurrent users; 24/7 availability; average refresh < 5 seconds.

• Markup, pin, and comment tools for flagging radiometric or geometric defects.

• Compressed imagery hosting preferred for performance.

3.11 Orthoimagery Phases and Deliverables

Due dates for Phases I–II finalized at kickoff. Phase III due 60 calendar days after last acquisition day; Phase IV due 150 calendar days after last

RFP 2026-050 Page 19 acquisition day.

Phase I – Pre-Flight Planning

Tasks: Flight operations plan; system calibration; geodetic control validation.

Deliverables: Project schedule; flight plan (GDB + map); ground control plan (GDB + map); sensor calibration report(s).

Phase II – Data Acquisition

Tasks: Flight setup; geodetic control; fly AOI; post-mission data verification.

Deliverables: Ground control table (.xlsx + GDB, coords to 3 decimals); survey report (photos, network params); daily status updates.

Phase III – Data Processing

Tasks: Raw data generation and inspection; re-flight decisions; aerotriangulation; radiometric adjustment; orthorectification;

mosaic QC; rework.

Deliverables: Pilot sample (>10% of AOI compressed tiles + ≥4 uncompressed tiles). Review response within 5 business days.

Weekly status updates.

Phase IV – Final Products

Tasks: Final uncompressed and compressed tiles; county mosaics; vector index; metadata.

Deliverables: Final GeoTIFF tiles; compressed tiles (per matrix); county mosaics; vector index (GDB); seamline file(s);

project- and file-level metadata (.xml, Dublin Core+); online review access; final macro QA/QC report; weekly status updates.

4. Impervious Surface Mapping Requirements

4.1 Scope

Produce impervious/pervious surface datasets from the 2027 leaf-off 6-inch 4-band imagery. Deliver only changes relative to existing data provided by the City. All products shall conform to City of Waco GIS data standards (schema, coordinate system, File Geodatabase).

A 3-square-mile pilot representing mixed land uses and existing categories will validate methodology after award.

4.2 Feature Categories

Deliver categorized polygons for the features below (plus any vendor-recommended categories approved in writing by the City). All polygons: cleaned edges/corners/radii; minimal vertices; true curves where applicable; polygon area and feature-label attributes.

Category Subtypes Notes

Building Footprints Structure; Courtyard Max height AGL; height AMSL; base elev.

(lowest adjacent grade)

Double-Line Streets Paved Road; Unpaved Road Exclude pervious medians; no centerlines; features >1M sq ft cut by City Grid

Driveways Paved; Unpaved All driveways

Paved Areas Parking; Bridge; Median >10 ft; Alley; Pavement; Airport runway/taxiway; Recreation court; Sidewalk; Patio; Pool

Exclude pervious areas <10 sq ft

Unpaved Areas Unpaved Alley; Compacted Soil —

Other / Landmarks Open Space; Open Storage; Golf Course; Quarry; Landfill;

Gravel/Sandpit; Unpaved Parking; Trail; Unpaved Athletic Field; Tank/Bin; Miscellaneous

Pools Above-ground; In-ground — Decks Covered; Uncovered — Manmade Hydrography Dock; Dam; Paved Ditch —

Remaining Pervious All uncategorizable area at 0% impervious Fields, preserves, grassland, undeveloped sites, etc.

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4.3 Technical Standards

Item Requirement Format Esri File Geodatabase (ArcGIS Pro 3.7.x compatible) Coordinate System NAD 1983 (2011) State Plane TX Central FIPS 4203, US Feet (WKID 6578) Vertical Datum NAVD 88 Schema City of Waco GIS Data Standards; coded-value domains required Metadata Dublin Core+; domain values documented Positional Accuracy NMAS 3.3 feet XY Resolution / Tolerance 0.000625 ft / 0.02 ft Tracking Editor Tracking and Global IDs on all feature classes Classification Accuracy ≥ 95%, verified against ground control and source imagery LiDAR ≥ 8 points per square meter

4.4 Topology and Data Integrity

Data will support stormwater utility billing. Geometric precision and topological cleanliness are mandatory.

• Polygons closed; no overlaps; no self-intersections; no duplicates or coincident polygons.

• Pervious/impervious boundaries perfectly coincident—no gaps or slivers.

• Surface-type field: values limited to “Pervious” or “Impervious.”

• Boundaries align seamlessly with City parcel fabric.

• Correct elevation-induced distortions.

• Validate with ArcGIS Pro Check Geometry / Repair Geometry (or FME equivalent). No null, self-intersecting, or invalid geometries accepted.

• Coded-value domains required to prevent spelling, spacing, and case errors.

4.5 Impervious Deliverables

All parcels and polygons shall be split at the Waco city-limit boundary (inside = 1; buffer/outside = 0, or City-approved alternative).

1. WacoImpervious_1 — Categorized polygons not split by parcels.

2. WacoImpervious_2 — Categorized polygons split by parcels, with PropID.

3. WacoImpervious_3 — Parcel-split polygons with PropID; impervious and pervious areas merged and summed (sq ft) per parcel.

4. WacoImpervious_4 — Parcel polygons retaining all MCAD attributes plus total impervious and total pervious area.

5. Supporting data used in production (LiDAR, AI models/docs, spreadsheets, etc.).

6. Dublin Core+ metadata for all layers.

4.6 City-Provided Data

• Pilot area boundary feature class.

• AOI boundary feature classes.

• Existing impervious/pervious surface data.

• Additional supporting GIS data via City Data Portal or GIS FTP as available.

5. Optimal Flight Window Guidance

The mandatory acquisition window is January 1 through February 28, 2027, under leaf-off conditions with solar elevation ≥ 30°. Within that period, sun angle and canopy conditions vary substantially. The guidance below is provided to assist vendors in flight planning; it does not alter the mandatory requirements in §3.2.

RFP 2026-050 Page 21

5.1 Sun Angle Progression (Waco, TX – 2027)

Daily solar elevation at Waco increases significantly from early January through late February. The table below summarizes noon angle, peak angle, and the approximate daily duration of the ≥ 30° flight window:

Date (2027) 12:00 PM Angle Peak Angle (Time) ≥ 30° Flight Window January 1 34.87° 35.39° (12:31 PM) ~3.0 hr (11:00 AM – 2:00 PM) January 15 36.43° 37.18° (12:37 PM) ~3.75 hr (10:45 AM – 2:30 PM) February 1 40.10° 41.12° (12:41 PM) ~5.0 hr (10:15 AM – 3:15 PM) February 15 44.33° 45.50° (12:42 PM) ~6.0 hr (9:55 AM – 3:55 PM) February 28 48.97° 50.19° (12:41 PM) ~6.5 hr (9:35 AM – 4:05 PM)

5.2 Recommended Optimal Sub-Window

Combining the ≥ 30° solar-elevation requirement with true leaf-off conditions in Central Texas yields a preferred operational sub-window of approximately January 15 through February 15, 2027.

5.2.1 Leaf-Off Considerations

• Start of window (≈ Jan 15): Dominant deciduous species (Pecan, Cedar Elm, Texas Ash) are typically fully bare following late-December cold snaps. Flying earlier risks residual oak foliage or undecomposed leaf litter obscuring ground features.

• End of window (≈ Feb 15): Early-budding species and ground flora begin sap-rise and budding by late February in Waco’s climate; Pecan green-up follows in March. Completing acquisition before green-up preserves ground visibility.

5.2.2 Sun Angle Benefits

• On January 15 the ≥ 30° window is approximately 3.75 hours (10:45 AM – 2:30 PM CST).

• By February 15 the daily window expands to approximately 6 hours (9:55 AM – 3:55 PM CST) with a peak solar elevation of 45.5°, substantially reducing building and canopy shadows.

• Higher mid-window sun angles improve radiometric consistency and reduce geometric distortion in photogrammetric block adjustment.

5.3 Planning Recommendation

Vendors are encouraged to target primary mobilization for the first two weeks of February 2027, when canopy is at its thinnest and solar elevation is high enough to minimize shadows while still within the mandatory leaf-off period. Flight operations outside this sub-window remain acceptable provided all mandatory requirements in §3.2 are met.

Solar angle data derived for Waco, Texas coordinates. Vendors should verify daily solar elevation using official sources (e.g., aa.usno.navy.mil/data/) for final flight-day decisions.

6. Delivery, Administrative, and Legal Requirements

6.1 Media

Deliver final imagery on vendor-supplied ruggedized USB 3.0 or USB-C hard drives. Store orthoimages in native directories— do not wrap in .zip/.rar archives. Pilot and test data may use secure FTP or commercial cloud links.

6.2 Invoicing and Payment

Submit invoices to each participating agency per the proportional structure set at kickoff. Undisputed invoices will be paid within 30 days under the Texas Prompt Payment Act (Gov’t Code Ch. 2251). If a dispute arises, the vendor shall continue processing and delivering all unaffected phases.

6.3 Ownership

The City of Waco, MCEAD 9-1-1, and McLennan County retain unrestricted, perpetual intellectual property and public ownership of all deliverables, survey metrics, vector indexes, and metadata. The vendor retains no proprietary rights or resale privileges.

RFP 2026-050 Page 22

6.4 Metadata (All Products)

Provide file- and dataset-level metadata consistent with Dublin Core+ for ArcGIS Pro 3.7 / Enterprise 12.1. Document all processing steps, software, corrections, and compiled RMSE/CE at 95%. Imagery metadata shall include at minimum:

• Aircraft type, tail number, and average AGL height

• Camera manufacturer, model, calibration, and footprint

• Raw and final pixel resolution; bit depth; band count and spectral ranges (µm)

• Ground control / GPS / IMU methods and internal validation

• Elevation source, date, resolution, and any repairs

• Accuracy QC tests performed

Deliver separate .xml files paired with each raster. Internal tag-field metadata is optional and supplemental.

6.5 Methodology and Subcontractors

The City reserves the right to approve any proposed methodology. Respondents shall specify all processes, techniques, systems, software, and hardware, with justification. All subcontractors require written City approval.

RFP 2026-050 Page 23

7. Proposal Pricing Table

Respondents shall complete the pricing tables below. All costs shall be inclusive of labor, materials, equipment, mobilization, travel, and any other expenses necessary to deliver the products specified in this Appendix.

All raster and vector formats shall be in Texas State Plane (2011) NAD83 Central 4203 US Feet (WKID 6578).

Regional Orthoimagery Pricing AOI 1,297 Square Miles, 1,307 DO4Q's

Spectral Resolution- 4-Band (R, G, B, NR)

Cost Per 6-inch DO4Q (~1 sq. ml)

DO4Q Tiles: 6-inch Unit Cost Units Sub-total Cost

GeoTIFF $ $

MrSid $ $

JPEG2000 $ $

Cost Per 6-inch Mosaic (1,297 sq. ml.)

Regional Mosaic: 6-inch Unit Cost Units Sub-total Cost

MrSid $ $

JPEG2000 $ $

Total Cost DO4Q Tiles & Mosaics

Total for all Imagery $

City of Waco Impervious Surface Pricing 63,500 Parcels (exact count TBD) | Cost Per Parcel

Unit Cost Units Sub-total Cost

Impervious Surface $ $

Pervious Surface $ $

Total Cost for Impervious and Pervious Surfaces

Total for all Surfaces $

RFP 2026-050 Page 24

APPENDIX B

Contract Requirements

Please be advised:

The City of Waco mandates that the successful bidder submit the following documents before the official contract is awarded.

(1) City of Waco General Terms and Conditions

(2) General Waco Terms and Conditions for IT Contracts

(3) Insurance & Indemnification Requirements

(4) Sales Tax Information

(5) HB 89 Energy Form

(6) HB 89 Firearms Form

(7) HB 89 Israel Form

(8) House Bill 1295 Information Sheet

(9) Foreign Terrorist Organization Form

(10) Protest Procedure

(11) Registered with the Texas Secretary of State

(12) W-9 Taxpayer Identification Form

(13) Electronic Funds Transfer Authorization (EFT Form)

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EXHIBIT “---”

General Waco Terms and Conditions for IT Contracts (11/09/2023)

IN CASE OF ANY CONFLICT, THESE TERMS CONTROL AND ARE

INCORPORATED INTO THE AGREEMENT FOR ALL PURPOSES:

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

(2) Arbitration or Mediation; Right to Jury Trial: The City of Waco will not agree to binding or mandatory arbitration or mediation. The City will agree to non-binding mediation in particular circumstances. The City will not waive any right to a jury trial.

(3) 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 information on file with Purchasing throughout the term of the contract.

(4) 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 the City as set forth in this paragraph, the City shall be entitled to recover from Vendor all additional costs incurred by the City as a result of the cancellation.

(5) Non-appropriation: In the event funds are not appropriated for this contract in future fiscal years by the Waco City Council, the City of Waco has the right to terminate this contract without any penalties. The City will return any delivered but unpaid-for goods to the Vendor. The City will not incur a debt or obligation to pay the Vendor any amounts for which the City has not appropriated funds.

(6) Open Meetings and Public Information: The City will comply with the Texas Government Code regarding Open Meetings and Public Information. The Vendor may not designate the entire solicitation or contract as confidential.

(7) 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 Vendor.

(8) 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.

(9) 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).

(10) Waiver: No claim or right arising out of a breach of a contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is in writing signed by the aggrieved party.

(11) 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

RFP 2026-050 Page 29 written assurance of its intent to perform. In the event 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.

(12) Attorney’s Fees or Legal Costs: The City will not agree to pay Vendor’s attorney’s fees or other legal costs under any circumstances.

(13) Advertising: Vendor shall not advertise or publish, without the City's prior consent, the fact that the 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.

(14) Arrears in Taxes: Article VIII. 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 so offset the said taxes against the same.”

(15) Tax Certification; Offset of Other Debts Against City: Vendor 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, at the option of the City.