(Consultancy) Request for Proposal UAS

Request for Proposals (RFP)

UAS Vendor SOW

Contract Title: UAS Vendor SOW

Contract Manager Title: Information Manager

Location: Charlotte North Carolina and Caribbean Partner Countries

Organization: Global Support and Development (GSD)

Type: External Vendor

Career Category: Mid to Senior

Years of Experience: 4

NB: This Request for Proposals is open solely to established and legally registered business entities (companies firms corporations partnerships or limited liability companies). Proposals submitted by individual independent contractors will not be considered.

Submit detailed RFP to no later than 17:00 EST 12 November 2025. No prior questions will be accepted at this time. Resumes and Cover Letters submitted through Bamboo only will not be considered.

BACKGROUND:

Global Support and Development (GSD) is a humanitarian organization whose mission is to work with regional national and local authorities and key actors across the Caribbean Central America and the Pacific for resilience to crises through rapid response disaster preparedness and climate adaptation.

GSD began as an impromptu response to Cyclone Pam in Vanuatu in 2015. Since our founding we have worked with regional national and local communities and supported various International and US domestic disaster response and preparedness efforts. This first response defined the core of GSDs DNA as an organization to work with communities led by their needs filling the gaps they have identified while leveraging unique approaches and capabilities with an innovation mindset. By integrating our teams diverse skill sets and resources into local responses we can provide rapid response assistance to affected communities in coordination with regional national and local community partners. We also work to support and strengthen local capacity through disaster preparedness initiatives including innovation and climate adaptation. We engage with regional national and local communities to reduce the impact disasters and the climate crisis have on communities.

GSD holds three enablers we consider essential to our work as the standards to which we hold ourselves and our requirements for GSD action: being locally led ensuring good stewardship of resources and our values of humility integrity and accountability.

STATEMENT OF WORK:

As GSD supports partners through its programs the organization provides essential UAS technology assets (drones software and accessories) and UAS for Comprehensive Disaster Management (CDM) training covering basic intermediate and advanced levels. This approach focuses specifically on the application of UAS technology for disaster preparedness and rapid response to support critical tasks particularly damage and needs assessments thereby enabling data-driven decision-making. The primary outcome is the establishment of a fit-for-purpose system for rapid deployment complete with clear operational guidance and an implementation plan for use during disasters. Additionally GSD supports partners through rapid responses deploying our trained teams to affected communities to conduct critical UAS assessments in the immediate aftermath of disasters.

Moreover GSD operates across the Caribbean Central America and the Pacific regions necessitating compliance with diverse national civil aviation authorities on permissions to import fly and operate drones during training initiatives and rapid responses. Adherence to these mechanisms frameworks and international best practices is paramount for maintaining the trust of our partners and the wider community and for mitigating significant operational and reputational risks.

PURPOSE AND OBJECTIVES:

GSD is seeking highly qualified firms to provide specialized UAS aerial imagery and data collection services across the Caribbean region for rapid response operations. This external capacity is intended to supplement GSDs internal UAS teams during medium to large-scale disasters or when the GSD UAS Specialist is addition the firm will be tasked with providing expert instructional support for GSDs training initiatives.

1. Training Initiatives (Instructional Support): The contracted firm will be required to work closely with GSDs UAS Specialist to deliver UAS for CDM training to key personnel of GSDs partner countries. The assigned personnel must adhere strictly to GSDs existing established curriculum design.

1. Rapid Response Operations (UAS Deployment): The contracted firm must utilize and maintain its own flight-ready UAS equipment capable of meeting all technical and regulatory requirements for international deployment. The contracted firm must possess licensed and/or certified UAS pilots capable of deploying quickly during hurricane season or other disasters to execute autonomous flight mapping missions. The firms proposed personnel will be included on GSDs disaster response roster with deployment readiness managed according to an agreed-upon schedule that includes an assigned two-month high-alert period during the hurricane season (June 1 - November 30). The primary objective is to gather time-sensitive high-resolution imagery and data to inform GSD and its partners on the precise scale and scope of disaster impact and provide immediate situational awareness to GSD Headquarters. All aerial data maps and all other deliverables will be subject to GSD analysis sharing protocols and will be treated as GSD proprietary information.

SCOPE OF WORK:

The firm will undertake the following tasks:

1. Training
   1. Conduct UAS training following GSDs pre-designed UAS for CDM curriculum for basic intermediate and advanced levels to GSDs partners in the Caribbean.
   2. Each level of training will be taught over five days for a total of 15 days for the three levels over a 3-4 month period.
2. Rapid Response Operations (UAS Deployment)
   1. Be prepared and remain ready for rapid deployment during the two-month scheduled alert period within the hurricane season (June-November).
   2. Rapidly deploy to countries affected by disasters (e.g. hurricanes floods earthquakes etc.) within 48-72 hours as requested and for up to 7-14 days.
   3. Conduct UAS flights to collect aerial imagery (orthomosaics) photos and video for situational awareness and damage assessment.
   4. Support the integration of aerial data into GSDs rapid assessments including needs assessments digital mapping and data visualization.

DELIVERABLES:

The firm will provide the following deliverables according to the agreed-upon timeline:

1. Training Delivery with Completion of a Participant Observation Assessment Form per Level and Overall Engagement

Content:

• Execution of the UAS for CDM training of the three (3) levels Basic Intermediate and Advanced to key personnel alongside GSDs UAS Specialist with specific focus on flight training practical sessions.
• Complete a comprehensive and structured assessment designed to measure participant performance based on classroom content taught based on the instructors observations. This will help validate the delivery of the classroom content into the flight training practical sessions.

1. Rapid Response Operations (UAS Deployment and Reporting)

Content:

• Collaborate with key stakeholders on a GSD Response to conduct mission planning defining the logistics of the mission (i.e. who what where when why and how).
• Collaborate with key stakeholders on a GSD Response to conduct flight planning defining the specifics of the operation (i.e. drone camera flight height etc.).
• Support GSD in obtaining necessary flight permissions and adherence to Civil Aviation Authority (CAA) requirements.
• Conduct UAS autonomous flights to collect aerial imagery (orthomosaics) photos and video for situational awareness and damage assessment mapping. The aerial data will need to be collected in the RGB and/or infrared spectrum.
• Maintain key operational documents per flight pertaining to:
  • Checklists
  • Flight Logs
  • Safety
  • Data Standards
  • Rules and Regulations
• Participate in all scheduled calls/meetings.
• Complete data quality assurance checks after each flight.
• Complete data upload after each flight.
• Produce a summary report to include mission and flight plans flight logs and completed checklists QA/QC elements and any other relevant information and/or observation.

Target Dates:

• Ideally during the Hurricane Season: June 1 - November 30 2026.
• For other disaster impacts on an as-needed basis.

LOCATION:

This is a remote consultancy with required travel to GSD Headquarters in Charlotte North Carolina for mobilization and onboarding and to GSD partners in the Caribbean for training delivery and rapid response deployment.

COORDINATION AND REMUNERATION:

The firms personnel will report directly to GSDs Information Manager. A dedicated member of the Information team will serve as the primary liaison providing support as needed for scheduling logistics access to internal documents and facilitating communication with relevant departments and stakeholders. This internal support is crucial for the efficient execution of the project particularly during the socialization validation through discussion and orientation phases. The firm will also collaborate with other members of GSDs team as required.

GSD will:

• Arrange and cover the cost of all required travel including to GSD Headquarters in Charlotte North Carolina for mobilization and onboarding and all field travel within to and from the Caribbean.
• Support the identification and preparation of the data collection site(s).
• Contact and inform participants of the purpose and objectives location and date(s) of the flight mission(s).
• Provide key GSD documents and information including the established curriculum and protocols upon contract signing or mobilization and all other necessary information requested by the vendor that relates to the work.
• Review data submitted by the vendor and approve.

For the total work specified GSD will provide a fixed fee. Payment will be made in installments upon the successful completion of the following key deliverables:

1. Training

• Payment 1 (30% of total fee): Mobilization Fee
• Payment 2 (70% of total fee): Upon completion of training initiative.

2. Rapid Response Operations (Contingent Mission-Based)

The firm must propose a Maximum Contract Value (MCV) for the Rapid Response component which serves as the ceiling for all services rendered under this contingent contract. This MCV must be calculated based on a maximum potential commitment of 28 mission days.

• Payment 1 (Fixed Readiness Fee): 20% of the firms proposed MCV to be paid upon mobilization and contract signing covering the cost of maintaining roster readiness for the two-month scheduled alert period within the hurricane season (June 1 - November 30).

• Payment 2 (Mission Deployment Fee): Billed per mission at a daily rate for all days deployed (7-14 days) upon delivery and acceptance of data collected for that mission.

QUALIFICATIONS AND EXPERIENCE:

The consulting firms proposed team members should have the following qualifications:

• Four or more years of relevant professional experience working with UAS.
• Working experience in the Caribbean and/or Central America is desired.
• Must provide a current Part 107 license/certification.
• Proven experience in UAS safety with strong understanding of minimum standards for UAS safety in humanitarian environments.
• Demonstrated skills in UAS operations.
• Demonstrated experience in aerial data collection and data quality management.
• Flexibility to adapt to evolving aerial data needs and systems as well as different modalities of data collection.
• Discernment for confidentiality in relation to organizational partner and donor activities and communications.
• Excellent written and oral communication and stakeholder engagement abilities in English. (Additional language skills in Spanish French Haitian Creole or other working language is an asset.)
• Proven ability to work independently in collaboration with a larger team and collaboratively with a wide array of stakeholders.
• Experience working and/or traveling domestically and internationally.
• Strong organizational skills and the ability to adapt to rapidly shifting tasks.
• Must adhere to GSDs Data Protection & Privacy and Protection & Safeguarding policies.
• Must adhere to the international humanitarian principles including Do No Harm.

DURATION AND TIMELINE:

The vendor is expected to commence January 12 2026 or upon contract signing and the contract period is for one year ending December 31 2026. The detailed schedule for UAS pilots including the assigned two-month alert period for the rapid response roster will be provided and agreed upon at contract signing. The schedule for training initiatives will be determined on an as-needed basis throughout the contract period.

TO APPLY:

Submit detailed RFP to no later than 17:00 EST 12 November 2025. No prior questions will be accepted at this time.

ADMINISTRATIVE AND SUBMISSION REQUIREMENTS

• Proposal Format:
  • Electronic submission only
  • No page limit is set but applicants are encouraged to be comprehensive and concise; visuals and graphics are appreciated.
• File type:
  • Word
• Submission Method: via email to:

COMPANY AND PERSONNEL INFORMATION

• Company Introduction/Background: A brief overview of your company history mission and what makes your company a good fit for the project.
• Relevant Experience: Past projects and relevant experiences and client references that demonstrate a proven track record of successfully completing similar projects.
• Key Personnel: Resumes and biographies of the specific individuals who will be working on the project detailing their skills and experience.
• Licensing and Certifications: Proof of any necessary business licenses certifications and/or insurance.

PROJECT-SPECIFIC REQUIREMENTS

• Executive Summary: A high-level overview of the proposal summarizing the key points and how your company will meet the objectives of this SOW.
• Project Understanding: Demonstrates your understanding of the projects goals challenges and desired outcomes.
• Proposed Approach/Methodology: A detailed plan outlining the steps your firm will take to complete the project including the specific tools technologies and methods you will use. This will be further updated during the inception phase.
• Scope of Work (SOW): A clear and detailed breakdown of the work that will be performed and the specific deliverables that will be provided based on your understanding of the project.
• Proposed Timeline/Schedule: A schedule with key milestones and deadlines for the projects completion.

FINANCIAL REQUIREMENTS

• Budget and Pricing: A detailed breakdown of all costs associated with the project. This should include itemized lists for labor materials and other expenses.

Payment Terms: Demonstrate an understanding of proposed payment terms; if alternative terms are needed note this and the rationale.

Required Experience:

Senior IC