Railroad Crossing Information System Re-bid
| Location: | Virginia |
|---|---|
| Posted: | Apr 22, 2026 |
| Due: | May 15, 2026 |
| Agency: | City of Suffolk |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 26132-AG |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
26132-AG
|
| Bid Title: |
Railroad Crossing Information System Re-bid
|
| Category: | Purchasing Bid Board Posting |
| Status: | Open |
|
Attachment Preview
Request for Proposal
City of Suffolk
RFP#26132-AG
April 22, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
Railroad Crossing Information System Re-bid
Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time
and date shown below (local prevailing time), for furnishing the items or services described in the
solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP
number and title in the subject line.
The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining
responsive proposals from qualified firms to provide a Railroad Crossing Information System.
The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.
All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents
to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City
regarding this RFP.
Proposals are due: 3:00 p.m., May 15, 2026
Contract Officer: ________Amy Gardner________________
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
Firm Name:
Address:
City / State / Zip:
Telephone:
E-mail:
Print Name:
Signature:
**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**
FAX No.:
Title:
Date:
RFP 26132-AG
Page 1
In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if
the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt
of proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set, to be delivered at the time and place specified herein. The offeror’s signature on the prior
page certifies the offeror has read, understands, and agrees to all terms, conditions, and requirements
of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.
SOLICITATION DOCUMENTS
Request for Proposal documents are available on the Purchasing website:
https://www.suffolkva.us/Bids.aspx?CatID=17. or on the Commonwealth’s bid board (eVA), or at
Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer
listed on the front page.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a more timely response.
ELECTRONIC BID SUBMITTAL
An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the
RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to
the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure
date shown, if desired. Documents should be saved as a .pdf document and should conserve disk
space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s
system. To receive confirmation of receipt of proposal, send request to the contracting officer at
agardner@suffolkva.us. Do NOT send proposal directly to contracting officer. Paper proposals will
not be accepted. Do not send printed copies of proposal.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
Proposals may be submitted through EVA.
RFP 26132-AG
Page 2
REQUEST FOR PROPOSAL
Railroad Crossing Information System Re-bid
Table of Contents
SECTION/TITLE
1.0 PURPOSE .................................................................................................................................. 4
2.0 BACKGROUND........................................................................................................................ 4
3.0 COMPETITION INTENDED.................................................................................................... 4
4.0 TERM OF CONTRACT ............................................................................................................ 4
5.0 SCOPE OF SERVICES.............................................................................................................. 4
6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ............................................................. 6
7.0 SPECIFIC PROPOSAL REQUIREMENTS.............................................................................. 8
8.0 EVALUATION AND AWARD CRITERIA............................................................................. 9
9.0 ADDITIONAL INSTRUCTIONS ........................................................................................... 10
10.0 CONTRACT TERMS AND CONDITIONS ....................................................................... 14
SIGNATURE SHEET .......................................................................................................................... 23
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 24
EXCEPTIONS TO RFP ....................................................................................................................... 25
ANTICOLLUSION.............................................................................................................................. 26
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 27
ATTACHMENT A – Accidents at Railroad Crossings in Suffolk
ATTACHMENT B – Suffolk Rail Impact Study (2007)
RFP 26132-AG
Page 3
1.0 PURPOSE
The intent of this Request for Proposal is to obtain the services of a qualified firm to provide a
railroad crossing information system to reduce traffic accidents, improve traffic flow, and lower
public safety personnel response time by meeting the following objectives:
• Providing timely alerts when nearby at-grade rail crossings are blocked by trains
• Improving route planning with real-time crossing updates
• Ensuring 95% reliability in system operations and information provided
• Providing system updates as they become available
• Continuing development of technological advancements in the systems and
services provided.
2.0 BACKGROUND
The City of Suffolk has thirty-one (31) active railroad crossings. Most have automated gates,
but several do not. Railroad crossings have the potential to cause injury or death. For a list
of railroad accidents, see Attachment A. For more background of Suffolk’s railroads, see
Attachment B (Suffolk Rail Impact Study 2007).
3.0 COMPETITION INTENDED
It is the City’s intent that this Request for Proposal (RFP) permits competition. It is the offeror’s
responsibility to advise the Senior Buyer in writing if any language requirement, specification,
etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this
RFP to a single source. Such notification must be received by the Purchasing Agent not later
than five (5) business days prior to the date set for acceptance of proposals.
4.0 TERM OF CONTRACT
The contract will begin upon execution and go through April 30, 2027. The contract may be
renewed after the initial term for eight (8) additional one-year periods ending April 30, 2035.
Unless notified thirty (30) days in writing, this contract will automatically renew based on the
terms and conditions herein. Initial rates must be guaranteed for a minimum of twelve (12)
months. Any increase in rates will require written City approval. The City does not
guarantee approval of any rate increase. The City must be notified in writing of any rate
increases during the contract period.
5.0 SCOPE OF SERVICES
A. General Requirements: The Contractor must provide all labor, effort, supervision
and materials necessary to design, furnish, install, operate, and maintain a railroad
crossing information system.
B. Specific Requirements:
1. The Contractor must handle and process its tasks in accordance with all
federal, state, and local laws, statues, and regulations.
2. The Contractor must possess and keep in force all licenses and permits
required to perform services under the contract.
3. The City will provide the contractor with locations of hardware placement.
RFP 26132-AG
Page 4
The City reserves the right to add or delete locations as needed. The
Contractor will assist the City in determining the optimal placement of the
units at the locations identified.
4. For each site selected, the Contractor must prepare and submit to the
City an installation/design plan associated with the site. The plan must
outline the placement of all equipment. Installation of the equipment must
not occur until an acceptable installation/design plan is submitted and
approved by the City.
5. The installation/design plan must be constructed to provide for minimal
disruption and must conform to all city, state, and federal guidelines. The
Contractor will be responsible for submitting any plans as prescribed by the
City Code and obtaining all necessary permits and approvals required for
installation of the equipment.
All damage to city property caused by the Contractor during installation,
operation, maintenance, or removal of system. Contractor will be responsible
for providing electrical service if needed.
6.
7.
8.
9.
10.
RFP 26132-AG
All equipment must be installed in City of Suffolk right-of-way. A right-of-way
permit from the City of Suffolk will be required prior to installation for the
purposes of reviewing the equipment locations, work zone requirements during
installation, and to permit the equipment in City right-of-way. No additional
permits will be required. Electrical permits/inspections will be required if AC
electrical service is installed.
The aforementioned right-of-way permit will require a drawing depicting the
location of equipment installation, identifying the use of existing poles with
owner information and permission to use said poles or identifying the location
and design of proposed poles. Location will be reviewed to make sure it is within
City right-of-way. Shop drawings may be used for typical pole-mount
applications or installations using a new pole. New poles must be found to be
crashworthy in accordance with AASHTO guidelines. A stamped structural
analysis will be required where equipment is to be installed on traffic signal mast
arms.
The contractor will develop and provide a mobile application for iOS and Android
that provides real-time crossing information. System will implement user
geolocation to detect proximity to crossings. The system will integrate multiple
data sources, including but not limited to active sensor data, railroad schedules,
traffic signal data, etc.). System will provide real-time notifications and alerts
and include a map interface showing affected crossings (and routes, if feasible).
Contractor to furnish a functional mobile app (iOS and Android), source code
and documentation, App Store deployment (if required) and a basic user’s
guide.
Acceptance Criteria:
• 95% accurate detection of train-related closures
• 95% reliable real-time notifications
• Client approval after testing.
Page 5
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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