INSTRUCTIONS TO PROPOSERS
R. F. P. 26-35
AUTOMATIC VEHICLE LOCATION (AVL) AND AUTOMATED VOICE ANNUNCIATION
(AVA) TECHNOLOGY FOR THE CITY OF ANNAPOLIS TRANSIT, ANNAPOLIS, MARYLAND
The Central Purchasing Office of the City of Annapolis is accepting sealed Proposals for
the procuring new Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA)
technology until 2:00 p.m., local time, Friday, May 29, 2026. Proposals shall be delivered or
emailed to the Central Purchasing Office, 25 Shaw Street, Annapolis, Maryland 21401,
bids@annapolis.gov. Late submittals shall not be accepted under any circumstances.
The scope of work includes, but is not limited to, providing hardware and compatible
software systems for automated aural stop announcements in accordance to the requirements
of the Americans with Disabilities Act (ADA).
Interested parties are invited to attend a virtual pre-Proposal meeting on Wednesday,
April 29, 2026 at 1:30 p.m., local time, via Google Meet.
The City of Annapolis reserves the right to reject any or all Proposals, to waive informalities
as deemed appropriate by the City, to award multiple contracts, and to select the Proposal
deemed to be in the best interest of the City.
Charles M. “Mike” Garascia
Procurement Officer
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CITY OF ANNAPOLIS, MARYLAND
AUTOMATIC VEHICLE LOCATION (AVL) AND AUTOMATED VOICE ANNUNCIATION
(AVA) TECHNOLOGY FOR THE CITY OF ANNAPOLIS TRANSIT, ANNAPOLIS, MARYLAND
R. F. P. 26-35 TABLE OF CONTENTS
Purchasing Definitions
Administrative & Selection Information
General Solicitation Provisions, Conditions and Clauses
Exceptions to Standard Documents
Federal Transportation Administration Clauses
Specifications (Project Description)
Bid Response Form
Affidavits
Non-Collusion Certificate
Sample Contract
Bid Bond
Attachments
Davis Bacon Wage Determination – Decision #2015-4265 Services
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CITY OF ANNAPOLIS
PURCHASING DEFINITIONS
Addenda or Addendum - Written or graphic instruments or documents issued prior to the
opening of Bids which clarify, correct or change the Bidding Documents or the Contract
Documents.
Administrative Information - The document which is entitled “Administrative & Selection
Information”, and included as a part of the Bidding Documents.
Bid - A written submission or proposal including, but not limited to, price, terms of sale, and
description of work technical expertise, work experience, and any other information requested in
the Bidding Documents or on the Bid Forms, offered by a Bidder to the City for the work or services
to be performed pursuant to the Contract. May also be referred to as a “Proposal.”
Bid Bond - The security required to be included in the Bid and furnished by the Bidder as a
guaranty of good faith to enter into a Contract with the City if awarded to the Bidder.
Bid Forms - The approved forms included in the Bidding Documents on which the City requires
the Bid to be set forth and submitted.
Bid Opening - The date and time set for the receipt of all Bids for a Solicitation, at which date
and time the City Procurement Officer, or his/her designee, shall open each received Bid.
Bid Price - The total dollar amount proposed by a Bidder as payment by the City in exchange for
the Bidder fulfilling the Contract.
Bidder - One who submits a Bid directly to the City, as distinct from a sub-bidder, who submits a
bid to a Bidder. May also be referred to as a “Proposer.”
Bidding Documents – Documents that include these Definitions, the Bid Forms, the
Administrative Information, the Construction General Conditions, the General Solicitation
Provisions, Conditions and Clauses, the Specifications, and any and all proposed Contract
Documents, and including all Addenda issued prior to receipt of Bids.
Business Day - Every day shown on the calendar except Saturdays, Sundays and City holidays.
Calendar Day - Every day shown on the calendar, Saturdays, Sundays and City holidays
included.
City - City of Annapolis, Maryland, a municipal corporation of the State of Maryland, and any duly
authorized representative, agent, or employee.
Construction General Conditions – Those portions of the Bidding Documents that include
definitions, administrative details, instructions, terms and conditions specific to procurements
involving construction services, including, but not limited to, 00700 General Conditions of the
Construction Contract, and/or 00900 Exceptions to Standard Documents.
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Contract - The written agreement between the City and the Successful Bidder covering the work
or services to be performed, and including all other Contract Documents that may be attached to
or incorporated into the Contract and made a part thereof.
Contract Bonds - The performance bond, payment bond, maintenance bond, and/or any other
instruments of security required by the City for the Contract.
Contract Documents - The Contract, Addenda, the Bid, the Bidding Documents, the Contract
Bonds, and the Specifications together with all written amendments, modifications and
supplements issued pursuant to the Contract.
Contract Item - An item of work specifically described and for which a price, either unit or lump
sum, is required. It includes the performance of all work described in these Bidding Documents
or described in any Contract Documents.
Day - Calendar Day unless otherwise designated.
General Solicitation Provisions, Conditions and Clauses - The document which is entitled
“City of Annapolis Purchasing General Solicitation Provisions, Conditions and Clauses”, and
included as a part of the Bidding Documents supplied by the City of Annapolis to prospective
bidders.
Solicitation - The “Request for Proposal (R.F.P.)”, “Invitation for Bid (I.F.B.)” or other request by
the City inviting Bidders to submit Bids for specifically requested goods, services or other work.
Specifications - Those portions of the Bidding Documents and/or the Contract Documents
consisting of written technical descriptions of work, services, materials, equipment, construction
systems and/or standards and workmanship to be provided under the Contract, including all
administrative details applicable thereto, and any reference documents or appendices.
Successful Bidder - The lowest, qualified, responsible and responsive Bidder to whom the City
(on the basis of the City’s evaluation as hereinafter provided) makes an award, and whose Bid
conforms in all material respects to the Bidding Documents, including, but not limited to, all
mandatory and essential requirements of the Bid.
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1. GENERAL
CITY OF ANNAPOLIS
ADMINISTRATIVE & SELECTION INFORMATION
A. This Administrative & Selection Information portion contains the instructions for the
contents and submittal of the Bid, and the selection criteria to be used by the City for the
selection of the Successful Bidder.
B. The terms “Bid”, “Bidder” and “Bidding” may be used interchangeably with the terms
“Proposal”, “Proposer” and “Proposing” in these Bidding Documents depending of the
nature of this Solicitation.
C. If this Solicitation includes a Construction General Conditions portion, then the
language and requirements in that Construction General Conditions portion shall
control and supersede any conflicting language and/or requirements in either this
Administrative & Selection Information portion or the General Solicitation
Provisions, Conditions, and Clauses portion.
D. The Bid for this Solicitation will consist of two components – the Qualifications/Technical
Proposal and the Price Proposal. Unless otherwise specified, the “Bid” as included in
these Bidding Documents shall mean both the Qualifications/Technical Proposal and the
Price Proposal.
2. INSTRUCTIONS AND FORMS
A. TRANSMITTED SUBMISSIONS THROUGH EMAIL (PREFERRED): Bidders submitting
the Bid packages electronically shall submit those packages to bids@annapolis.gov
prior to the Bid due time and date. Late Bids shall not be accepted. A separate version
of the Bid, redacted in accordance with Section 15 (“Proprietary Information”) shall also
be added to the electronic copy provided.
B. HARD COPIES: Hard copies of the Bid are not required but Bidders may submit
hard copies in lieu of email submission. If submitting hard copies, provide one (1)
original Bid (marked as such) and one (1) copy of the Bid prior to the Bid due
time and date. All Bids are to be submitted on and in accordance with the Bid
Forms provided by the Central Purchasing Office. Bids may be submitted in sealed
envelopes, as appropriate. The Bidder shall clearly identify the Bid on each
envelope and/or package. Late Bids shall not be accepted. Bidders submitting
hard copies shall submit a CD-Rom or flash drive containing the entire, identical
hard copy of the Bid in addition to the hard copies above. A separate version of
the Bid, redacted in accordance with Section 15 (“Proprietary Information”) shall
also be added to the electronic copy provided.
All hard copies and electronic copies of Bids shall be submitted to:
Charles M. “Mike” Garascia, Procurement Officer
City of Annapolis
Central Purchasing Department
25 Shaw Street
Annapolis, Maryland 21401
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
