Citywide Pavement Condition and Right-of-Way Asset Survey

REQUEST FOR PROPOSALS (RFP)
RFP No. 2652
Citywide Pavement Condition and
Right-of-Way Asset Survey
Proposal Due: September 25, 2026 at 4:00 P.M. (CT)
Submit Proposal to:
City of Abilene
Attn: Melissa Gorman
Purchasing Administrator
555 Walnut St., Suite 201-A
Abilene TX, 79601
Due Date/Time:
City of Abilene, Texas
September 25, 2026
555 Walnut St.
4:00 p.m. (CT)
Abilene, Texas 79601

SECTION 1 - NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Abilene, 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 1900 lane miles of
roadway within the approximate 110 square mile city limits of Abilene, located in Taylor
and Jones Counties. The primary deliverable is a pavement condition survey that is used
to produce Pavement Condition Index (PCI) scores. The City also desires additive
alternate proposals for assessments of right-of-way assets (curb and gutter, sidewalks,
and roadway signs). The City reserves the right to award the Base Bid and any
combination of Additive Alternate Bids (A, B, and C) 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 Administrator at City Hall. The RFP and any subsequent
addenda can also be downloaded from the City of Abilene's website at
https://www.abilenetx.gov/Bids.aspx.
3. To request a copy of this RFP via email, the Proposer must send an
email request to Melissa.Gorman@abilenetx.gov.
4. Firms submitting a proposal must be prepared to use the City's
standard contract form rather than its own contract form. The contract
will include terms appropriate for this project.
B. Terms
Generally, the terms of the contract will include, but are not limited to:
1. Completion of the project within the timeline provided.
2. No additional work authorized without prior approval.
3. No payment without prior approval.
4. Funding availability.
5. Termination of contract under certain conditions.
6. Indemnification of the city.
7. Approval by the City of any subcontractors.
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8. Minimum insurance requirements.
C. Schedule
1. The following is the schedule of important dates:
Activity Date/Time
Request for Proposal Release Date August 30, 2026
Deadline for Requests for Clarification September 14, 2026 at 4:00p.m. CT)
Responses to Requests for Clarification September 18, 2026
Proposals Due Deadline September 25, 2026 at 4:00p.m. (CT)
Projected Date of Award of Contract October 2026
Anticipated Notice to Proceed (NTP) November 2026
D. The City reserves the right to change the schedule of dates above as deemed
necessary.
E. Purchasing Administrator's Name and Contact Information
Name: Melissa Gorman
Phone: 325-676-6226
Email: Melissa.Gorman@abilenetx.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 five (5) 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 Abilene
Attn: Melissa Gorman
Purchasing Administrator
555 Walnut St., Suite 201-A
Abilene, TX 79601
4. The Proposal must be submitted in a sealed envelope bearing the title
"SEALED PROPOSAL - RFP-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 September 25, 2026 at 4:00p.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.
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11. Any time stated in this RFP refers to local time, which is Central Time, and
any number of days shall be construed as calendar days.
12. 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.
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.
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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:
i. Cover Letter introducing the firm and interest in the project.
ii. Project Understanding & Approach - Narrative describing
proposed technologies, data collection methods, QA/QC
procedures, and analysis methodology.
iii. Experience & Qualifications - Description of relevant projects,
references, and staff qualifications.
iv. Project Schedule - Proposed timeline for data collection, analysis,
and final deliverables.
v. Fee Proposal - Itemized cost proposal including:
1. Base Bid: Pavement Condition Assessment.
2. Additive Alternates:
A: Curb and Gutter Assessment
B: Sidewalk Inventory
C: Sign Inventory
vi. Technology Specifications - Description of data collection
equipment and software including compliance with ASTM
D6433.
D. Request for Clarification
1. Any Proposer requiring further clarification of the RFP process and
procedures should submit Request for Clarifications in writing in the
form of questions and or inquiries to the Purchasing Administrator,
Melissa Gorman at Melissa.Gorman@abilenetx.gov before August XX,
2026 at 4:00 p.m. (CT). The Proposer should request confirmation via
email that the request for clarification(s) was received or follow up with a
phone call, if necessary, to confirm receipt. The Purchasing
Administrator can be reached at (325) 676-6226.
2. Proposers' request for clarifications (questions & inquiries) and the City's
response(s) can be found on the City's website in the form of an
addenda on the specified date.
3. All other City employees do not have the authority to respond for the City
regarding this RFP. Any attempt by a Proposer, the Proposer's officers,
employees, or agents to lobby or influence a vote or recommendation
related to the Proposer's Proposal submitted in response to this RFP,
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directly or indirectly, through any contact with City Council members or
other City officials between the date this RFP is released to the public and
the date a contract is awarded by the City may result in rejection of the
Proposer's Proposal at the discretion of the City Manager or designee.
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SECTION 3- SCOPE OF WORK
1. Base Bid - Pavement Condition Assessment
- Conduct a citywide pavement condition survey of all City of Abilene maintained
roadways.
- Detect, classify, and quantify pavement surface distresses in accordance with ASTM
D6433 for the following destress types (Asphalt):
Alligator Cracking (Fatigue) (measured in % square feet and severity level)
o
Depression (measured in % square feet with severity level)
o
Longitudinal and Transverse cracking (measured in linear feet and crack width)
o
Potholes (measured by count, area, and depth)
o
Rutting (measured in inches)
o
Weathering and Raveling (measured in % square feet and severity level)
o
- Detect, classify, and quantify pavement surface distresses in accordance with ASTM
D6433 for the following destress types (Concrete):
Scaling (measured in % square feet and surface peeling)
o
Blow Up/Buckling (Slab count and profile deviation)
o
Linear cracking (measured in linear feet and crack width)
o
Corner cracking (measured by slab count and crack width)
o
Joint/Corner Spalling (Joints/sample and crack progress)
o
Joint sealant loss (Joint/Sample and exposed sealant %)
o
- Utilize automated, state-of-the-art data collection technologies (e.g., laser
crack measurement, high-resolution imaging, AI-driven classification).
- Provide image-based outputs with distress information overlaid on pavement
images.
- Generate Pavement Condition Index (PCI) ratings for each roadway segment.
- Classify pavement conditions (Excellent, Good, Fair, Poor, Very Poor).
- Deliver results in both GIS-compatible formats and tabular reports.
- Assist in integration of PCI information into the City's existing GIS and the City's asset
management system.
- Quality Assurance / Quality Control (QA/QC): The Proposer shall implement
calibration procedures and validate a minimum of 5-10% of roadway
segments. Accuracy of PCI calculations and distress identification shall be
documented.
- GIS Requirements: All deliverables shall be ESRI-compatible geodatabases
aligned with City centerlines and include attributes such as segment ID,
street name, limits, PCI score, and distress types.
- Data Ownership: All data, imagery, GIS files, and deliverables produced
under this contract shall be the sole property of the City of Abilene and must
be provided in non-proprietary formats with full export capability.
2. Additive Alternate Bid A - Curb and Gutter Assessment
- Inventory curb and gutter segments.
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- Document deficiencies (e.g., cracking, settlement, ponding, missing or damaged
sections).
- Provide GIS mapping and condition ratings.
3. Additive Alternate Bid B - Sidewalk Inventory
- Inventory sidewalks across the City.
- Assist with integration into the City's GIS and asset management systems.
4. Additive Alternate Bid C - Sign Inventory
- Inventory all roadway signs within the public right-of-way using a panoramic
imaging system.
- Collect georeferenced images and condition assessments for each sign.
- Provide database GIS-compatible files with sign type, location, and condition ratings.
- Assist with integration into the City's GIS and asset management systems.
All additive alternates are optional and not required for review of base bid
proposals.
GIS Requirements: All deliverables shall be ESRI-compatible geodatabases aligned
with City centerlines and include attributes such as segment ID, street name, limits,
PCI score, distress types, and recommended treatments.
Data Ownership: All data, imagery, GIS files, and deliverables produced under this
contract shall be the sole property of the City of Abilene and must be provided in
non-proprietary formats with full export capability.
5. Deliverables
- Digital GIS shapefiles and geodatabases of pavement conditions, sidewalks,
curbs/gutters, and signs (as applicable).
- Pavement condition summary tables, PCI ratings, and recommended treatment
strategies.
- Image databases with overlay of distress data.
- Final written report summarizing findings, including maps and condition summaries.
- Presentation of results to City staff and elected officials.
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SECTION 4 - PROPOSAL EVALUATION AND SELECTION PROCESS
A. Overview of Proposal Evaluation/Selection Process
1. City staff will evaluate the merit of all the Proposals received to determine if they
meet the minimum requirements outlined in Section 2. B. From those that
satisfactorily met the minimum requirements, City staff will recommend to the City
Manager that award be made to the Proposer whose Proposal offers the best
value to the City based on the following criteria:
Evaluation Criteria Criteria
Weight
Minimum Qualifications
* Required five years in business
* No outstanding lawsuits during last 5 years or current litigation with the City during last 5 Pass/Fail
years
* No outstanding regulatory issues last 5 years
* References provided for firm
Technical Qualifications 100%
1. Project Understanding & Technical Approach - 35%
- Demonstrated understanding of the City's objectives.
- Clarity and detail of the methodology for data collection, analysis, and reporting.
- Use of current technologies (e.g., ASTM D6433-compliant automated distress detection,
imaging, GIS integration).
- Description of proposed date collection and reporting tools.
- Demonstrated technology accuracy, efficiency, and integration with City systems.
2. Experience & Qualifications - 25%
- Relevant experience with municipal pavement/asset condition surveys of similar scale.
- Qualifications of project team members.
- References from comparable projects.
3. Project Schedule - 15%
- Feasibility of the proposed schedule.
- Ability to meet deadlines and accommodate City needs.
4. Cost Proposal - 25%
- Competitiveness of proposed fees.
- Clarity of cost breakdown for base bid and additive alternates.
- Overall value to the City (balance of cost vs. quality).
2. Discussions may be conducted with responsible Proposers qualified to be
selected for award for the purpose of clarification to assure full understanding of
and responsiveness to the solicitation requirements. In discussions, there shall not
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