Citywide Pavement Condition and Right of Way Asset Survey
| Location: | Texas |
|---|---|
| Posted: | May 21, 2026 |
| Due: | Jun 18, 2026 |
| Agency: | City of Portland |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP 6902 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP 6902
|
| Bid Title: |
Citywide Pavement Condition and Right of Way Asset Survey
|
| Category: | Request for Proposal or Bid Opportunities |
| Status: | Open |
| Additional Status Information: | N/A |
| Bid Recipient: | N/A |
|
Attachment Preview
REQUEST FOR PROPOSAL (RFP)
RFP No. 6902
Citywide Pavement Condition and Right-of -Way Asset Survey
Released: May 21, 2026
Proposal Due: June 18, 2026 at 2:00 p.m. (CT)
Submit Proposal to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
Due Date/Time:
June 18, 2026
2:00 p.m. (CT)
CITY OF PORTLAND, TEXAS
1900 Billy G. Webb Drive
Portland, Texas 78374
(361) 777-4500
www.portlandtx.gov
SECTION 1 – NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Portland, Texas, is soliciting proposals from qualified firms to perform a citywide
pavement condition assessment and potential right-of-way asset survey. The City seeks to
leverage the most current technologies to collect, analyze, and report on roadway conditions in
accordance with ASTM D6433 standards, as well as to assess additional right-of-way assets. The
survey will cover approximately 180 centerline miles of roadway within the 9,717-acre city limits
of Portland, located in San Patricio County, Texas. The primary deliverable is a pavement
condition survey that is used to produce Pavement Condition Index (PCI) scores and
recommended maintenance/rehabilitation actions. The City also desires additive alternate
proposals for assessments of right-of-way assets (curb and gutter, sidewalks, and roadway signs)
and pavement management software. Proposed software must support open data export, have
a clearly defined licensing structure, identify annual costs, integrate with ESRI GIS systems, and
include user dashboards and reporting tools. The City reserves the right to award the Base Bid
and any combination of Additive Alternate Bids (A, B, C, and D) based on available funding and
overall value to the City.
General Information
1. The objective is to identify and award a contract to the Proposer whose proposal is determined
by the City to be the most advantageous (“Best Value”) to the City.
2. A copy of this RFP can be obtained upon request from the office of the Purchasing Officer at
City Hall. The RFP and any subsequent addenda can also be downloaded from the City of
Portland’s website at http://portlandtx.com/bids.aspx by selecting the link(s) under the
subheading “Related Documents.”
3. To request a copy of this RFP via email, the Proposer must send an email request to
sandra.rodriguez@portlandtx.gov.
B. Term
The term of this agreement is for one year with the option to extend for up to two additional one-
year periods after signed by the City Manager or designee and issuance of a Notice to Proceed.
The decision to exercise the options to extend the term of this Agreement is within the sole
discretion of the City.
C. Schedule
The expected Project Timeline: The City anticipates completion of base services within
approximately 90–120 days from Notice to Proceed.
1. The following is the schedule of important dates:
Activity
Request for Proposal Release Date
Deadline for Requests for Clarification
Responses to Requests for Clarification
Proposals Due Deadline
Projected Date of Award of Contract
Anticipated Notice to Proceed (NTP)
Date/Time
May 21, 2026
June 2, 2026 at 3:00p.m. (CT)
June 5, 2026
June 18, 2026 at 2:00p.m. (CT)
June /July 2026
July 2026
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D. The City reserves the right to change the schedule of dates above as deemed necessary.
E. Purchasing Officer’s Name and Contact Information
Name: Sandra Rodriguez
Phone: 361-777-4576
Email: sandra.rodriguez@portlandtx.gov
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SECTION 2 – INSTRUCTIONS TO PROPOSERS
A. Proposal Procedures
1. All Proposals must be complete, accurate and in the City-approved format specified herein.
Proposer must use the attached Proposal Pricing Form, Attachment B, in submitting a Proposal.
Proposers must furnish pricing for all items shown on the Proposal Invitation.
2. Unauthorized modifications of specifications, forms or terms may render the Proposal invalid.
3. The Proposer shall submit three (3) copies and one (1) electronic copy on USB Drive of the
completed Proposal Pricing Form (Attachment B) and all other required documentation or
information identified in this RFP, addressed to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
4. The Proposal must be submitted in a sealed envelope bearing the title “SEALED PROPOSAL – RFP
No. 6902 Citywide Pavement Condition and Right-of-Way Asset Survey” along with Proposer’s
name, address and contact information.
5. Proposers shall comply with any additional detailed instructions regarding submission of
proposals found in this RFP.
6. The deadline for submission of Proposals is June 18, 2026 at 2:00p.m. (CT).
7. Proposals must be received, before the date and time specified in this RFP. Without exception,
Proposals received on or after this deadline will be deemed late, non-responsive and will not be
considered.
8. The City’s Purchasing Policy requires that all Proposals must be submitted and remain sealed,
secret, and unopened until the DUE DATE AND TIME specified in this RFP. Therefore, Proposals
submitted directly to the City by facsimile or e-mail will be considered non-responsive and
eliminated from consideration.
9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier service.
10. Proposals should not include taxes as the City is tax exempt. The City’s Tax Exemption Certificate
will be provided upon request.
11. Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and
included in the pricing unless specifically listed as a Proposal item.
12. Any time stated in this RFP is referring to local time, which is Central Time, and any number of
days shall be construed as calendar days.
13. The City reserves the right to reject any or all Proposals, to waive any non-material irregularities
or informalities in any RFP, and to accept or reject any item or combination of items.
14. All costs incurred by the Proposer in responding to the RFP shall be borne by the Proposer.
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B. Proposer’s Minimum Requirements
1. The Proposer must have operated continuously for a minimum of five years as an established firm
in providing the same or similar services as outlined in this RFP. Proposer must submit
documentation with its proposal demonstrating the required experience as outlined above.
2. The Proposer must not have any outstanding lawsuits nor has the Proposer been involved in any
lawsuits during the last five years that may materially affect its ability to provide the services
described herein. In addition, the Proposer must not be currently involved in litigation with the
City nor has the Proposer been involved in litigation with the City during the last five years. Provide
information on any lawsuits that would materially affect your ability to provide the services with
your proposal.
3. The Proposer must not have any outstanding regulatory issues nor has the Proposer had any
regulatory issues during the last five years that may materially affect its ability to provide the
services described herein. Provide information on any outstanding regulatory issues that would
materially affect your ability to provide the services with your proposal.
4. Proposer must provide copies of any required licenses and certifications to illustrate how
personnel assigned to this project would be properly licensed, certified, and adequately trained to
perform the required services.
5. Proposer must provide three (3) verifiable references with a maximum of five (5), from other
governmental agencies, particularly with other similar scopes of work services within the past five
(5) years. The proposer must provide the organization’s name, address, contact name, title, phone
number and email address. Proposer must also provide the effective dates and approximate
values of each contract as well as a description of the services provided. Information from
references will be used to determine the extent to which the Proposer is able to provide the
services described herein as well as the level of satisfactory customer service exhibited by the
Proposer.
C. Proposal Requirements
The Proposal submittals must provide a straightforward, concise description of the respondent’s
ability to meet the requirements of this RFQ. Emphasis shall be on quality, completeness, clarity of
content, responsiveness to the requirements, and understanding of the City’s needs.
Proposals should include the following:
1. Cover Letter introducing the firm and interest in the project.
2. Project Understanding & Approach – Narrative describing proposed technologies, data
collection methods, QA/QC procedures, and analysis methodology.
3. Experience & Qualifications – Description of relevant projects, references, and staff qualifications.
4. Project Schedule – Proposed timeline for data collection, analysis, and final deliverables.
5. Fee Proposal – Itemized cost proposal including:
- Base Bid: Pavement Condition Assessment.
- Additive Alternates:
A: Curb and Gutter Assessment
B: Sidewalk Assessment
C: Sign Inventory
D: Pavement Management Software (condition data, deterioration modeling, budgeting)
6. Technology Specifications – Description of data collection equipment and software including
compliance with ASTM D6433.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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