Pavement Asset Inventory and Pavement Management Solutions

Request for Proposal
City of Suffolk
RFP #27019-AG
September 11, 2026
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434-5237
Phone: (757) 514-7520 / Fax: (757) 514-7524
Pavement Asset Inventory & Pavement Management Solutions
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 this
solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP
number and title in the subject line.
Scope of Work: The purpose of this Request for Proposal (RFP) is to develop a roadway asset
management program that enables the City to assess roadway conditions, maintain transportation
asset inventories, prioritize maintenance and rehabilitation activities, support budget development,
and plan future infrastructure investments. The resulting program shall provide reliable data, reporting
capabilities, and decision-support tools to enhance the management and preservation of the City's
transportation network.
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., October 15, 2026
Amy Gardner________________
Contract Officer: ________
Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us
Company Name:
Address:
City / State / Zip:
Telephone: FAX No.:
E-mail:
Print Name: Title:
Signature: Date:
RFP 27019-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, agrees to furnish any or all of the items and/or services at the prices set, to be delivered
at the time and place specified herein, based on tasks negotiated with the Offeror and issued by the
City. The Offeror's signature on the previous page certifies he 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
Additional Request for Proposal documents are available on the Purchasing website:
http://www.suffolkva.us/bids/ 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.
Offers may be sent to proposals@suffolkva.us or electronic copies (CD or thumb drive) may be
delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk, Virginia, 23434
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. Do not send Zip files. Zip files cannot be
accepted. Hard copy printed proposals will not be accepted.
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.
Proposals may also be submitted to eVA
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.
Submittals must be limited to thirty (30) single sided pages, including required City forms and
staff resumes.
RFP 27019-AG Page 2

REQUEST FOR PROPOSAL
Table of Contents
Pavement Asset Inventory & Pavement Asset Solutions
SECTION/TITLE
PURPOSE .............................................................................................................................................. 4
COMPETITION INTENDED ................................................................................................................ 4
CONTRACT PERIOD ........................................................................................................................... 4
SCOPE OF SERVICES .......................................................................................................................... 4
INSTRUCTIONS FOR SUBMITTING PROPOSALS ....................................................................... 10
SPECIFIC PROPOSAL REQUIREMENTS ........................................................................................ 12
ADDITIONAL INSTRUCTIONS FOR RFP ...................................................................................... 14
CONTRACT TERMS AND CONDITIONS ....................................................................................... 18
SIGNATURE SHEET .......................................................................................................................... 27
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 28
EXCEPTIONS TO RFP ....................................................................................................................... 29
ANTICOLLUSION .............................................................................................................................. 30
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 31
RFP 27019-AG Page 3

PURPOSE
The purpose of this Request for Proposal (RFP) is to develop a roadway asset management
program that enables the City to assess roadway conditions, maintain transportation asset
inventories, prioritize maintenance and rehabilitation activities, support budget development,
and plan future infrastructure investments. The resulting program shall provide reliable data,
reporting capabilities, and decision-support tools to enhance the management and
preservation of the City's transportation network.
COMPETITION INTENDED
It is the City's intent that this Request for Proposal (RFP) permits competition. It will be the
Offeror's responsibility to advise the Purchasing Agent 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.
CONTRACT PERIOD
Contract shall become effective January 1, 2027, and go through December 31, 2027. The
City reserves the right to renew the contract for four (4) additional one-year periods,
terminating December 31, 2031. The right is further reserved by the City to not renew the
resulting contract at the expiration of any annual anniversary date by furnishing the Contractor
with a thirty (30) day written notice.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)
months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for
all Urban Consumers (CPI-U) - Other Goods and Services (unadjusted for the current 12
month period) or 3%. The City does not guarantee approval of any rate increase. The City
must be notified of any rate increases during the contract period.
SCOPE OF SERVICES
The Consultant shall provide a comprehensive roadway asset management and pavement
condition assessment program for the City's roadway network. The program shall support
data-driven maintenance assessment and planning inventory, capital improvement
programming, budgeting, and long-term transportation asset management, and photo
documentation of roads and Right of Way.
The Consultant's approach shall include, but not be limited to, the following:
* Collecting roadway condition and inventory data throughout the City's roadway
network using automated or semi-automated methods.
* Providing integration with the City's Cityworks Respond platform to allow roadway
condition data, asset inventories, photographs, and related information to be linked to
service requests, work orders, inspections, and other operational activities. Evaluating
roadway conditions and identifying pavement deficiencies, maintenance needs, and
rehabilitation opportunities.
RFP 27019-AG Page 4

* Providing roadway condition ratings and prioritization methodologies that support
maintenance planning and capital investment decisions.
* Identifying and inventorying roadway assets visible within the public right-of-way,
including but not limited to signs, pavement markings, guardrails, drainage structures,
and other transportation infrastructure.
* Providing software tools, databases, or reporting platforms that allow City staff to
access roadway condition information, asset inventories, imagery, maps, and
supporting documentation.
* Providing mobile application access compatible with City-issued smartphones,
allowing authorized Public Works staff to view roadway conditions, asset inventories,
photographs, maps, and related information in the field.
* All roadway condition data, asset inventories, photographs, GIS data, reports, maps,
dashboards, and other information collected or developed under this contract shall be
the sole property of the City. The Consultant shall provide the City unrestricted access
to, and the ability to export, all data in industry-standard, non-proprietary formats at no
additional cost.
* Developing maintenance and rehabilitation recommendations based on roadway
conditions, asset performance, and established prioritization criteria.
* Providing budget forecasting, funding scenario analysis, and multi-year maintenance
and rehabilitation planning tools.
* Preparing reports, dashboards, maps, and other visualizations to support operational
decision-making and executive-level reporting.
* Coordinating with City staff throughout the project to ensure data accuracy, system
implementation, and successful project delivery.
* Following established quality assurance and quality control procedures for all data
collection, processing, analysis, and reporting activities.
* Providing documented verification and acceptance procedures to ensure all
deliverables meet the City's requirements and specifications.
Roadway data collection shall include all publicly maintained paved roadways identified by the
City. The Consultant shall develop a data collection methodology that provides sufficient
coverage to accurately assess roadway conditions and support the objectives of the City's
roadway asset management program.
Data Preparation
The Consultant shall utilize roadway centerline data, GIS layers, and other information
provided by the City to establish a roadway asset management database. Each roadway
segment shall maintain a persistent link to the City's GIS network to support mapping,
reporting, and future updates.
RFP 27019-AG Page 5

The Consultant shall work with the City to verify roadway segmentation, asset attribution, and
data standards to ensure compatibility with existing City systems.
Deliverables:
1. Roadway asset management database linked to the City's GIS roadway network.
2. Data schema and documentation.
3. GIS integration documentation.
Condition Assessment Methodology
The Consultant shall work with the City to establish a roadway condition assessment
methodology that supports maintenance prioritization, budget planning, and long-term asset
management objectives.
The methodology shall include roadway condition ratings, asset evaluation criteria, and
recommended maintenance and rehabilitation categories. The Consultant shall document the
methodology and provide sufficient detail to allow future condition assessments to be
performed consistently.
Deliverables:
1. Roadway condition assessment methodology.
2. Asset rating and prioritization framework.
3. Maintenance and rehabilitation recommendation guidelines.
Roadway Data Collection
The Consultant shall collect roadway condition and asset inventory data throughout the City's
roadway network using automated or semi-automated methods.
Data collection may include roadway imagery, condition observations, asset inventories,
geospatial information, and other supporting data necessary to support roadway condition
assessment and asset management activities.
The Consultant shall develop a collection methodology that provides sufficient coverage to
accurately assess roadway conditions and inventory transportation assets throughout the
City's roadway network.
Roadway data collection shall include all publicly maintained paved roadways identified by the
City.
Deliverables:
1. Roadway imagery and supporting documentation.
2. Georeferenced roadway condition dataset.
3. Transportation asset inventory dataset.
RFP 27019-AG Page 6

4. GIS-compatible mapping layers.
Roadway Condition Assessment and Asset Evaluation
The Consultant shall evaluate roadway conditions and transportation assets using the
approved assessment methodology.
Roadway segments shall be assigned condition ratings and categorized according to
maintenance, rehabilitation, or reconstruction needs. The Consultant shall identify priority
locations and provide supporting documentation for recommended actions.
The assessment shall provide sufficient information to support annual maintenance planning,
capital improvement programming, and budget development.
Deliverables:
1. Roadway condition and asset assessment results.
2. Condition rating maps and dashboards.
3. Prioritized maintenance and rehabilitation candidate lists.
4. Executive summary of network conditions.
5. A system that allows authorized City staff to capture, upload, store, and view
georeferenced photographs at any time using desktop and mobile devices.
Photographs shall be linked to roadway segments, transportation assets, inspections,
and maintenance activities.
6. All roadway condition data, asset inventories, photographs, GIS layers, reports,
dashboards, metadata, and associated documentation shall remain the sole property of
the City. The Consultant shall provide unrestricted access to all data and the ability to
export it in non-proprietary, industry-standard formats throughout the contract term and
upon contract completion at no additional cost.
All roadway condition data, asset inventories, photographs, GIS data, reports, maps, dashboards,
and other information collected or developed under this contract shall be the sole property of the
City. The Consultant shall provide the City unrestricted access to, and the ability to export, all data
in industry-standard, non-proprietary formats at no additional cost.
Maintenance Planning and Budget Analysis
The Consultant shall provide tools and analysis to assist the City in prioritizing roadway
maintenance and rehabilitation activities.
The Consultant shall work with City staff to develop maintenance strategies, establish
prioritization criteria, and evaluate funding scenarios. Analysis shall support both short-term
maintenance activities and long-term capital planning.
The Consultant shall provide reports and mapping products that allow City staff to evaluate the
impacts of varying funding levels and investment strategies.
RFP 27019-AG Page 7

Deliverables:
1. Maintenance and rehabilitation recommendations.
2. Funding scenario analysis.
3. Budget forecasting tools.
4. Prioritized project lists and GIS mapping products.
Multi-Year Capital Planning
The Consultant shall develop multi-year roadway maintenance and capital improvement plans
based on roadway conditions, asset performance, and available funding assumptions.
The plans shall identify recommended projects, estimated costs, and anticipated network
performance outcomes.
Deliverables:
1. Generate two-year roadway maintenance work plans based on current roadway conditions
and available funding.
2. Generate three-year roadway capital improvement plans based on user-defined funding
scenarios.
3. Produce digital maps, project prioritization reports, and executive-level summaries on
demand.
4. Allow City staff to modify annual funding levels, project costs, treatment strategies, and other
planning assumptions.
5. Automatically recalculate roadway priorities, recommended treatments, project costs, and
anticipated network condition ratings based on updated assumptions.
6. Generate funding scenario analyses illustrating the impact of varying investment levels on
future roadway conditions.
7. Allow City staff to generate and export reports, maps, dashboards, and capital planning
documents at any time without consultant involvement.
8. Retain historical planning scenarios and provide the ability to compare projected network
performance across multiple funding strategies.
Roadway Asset Inventory
The Consultant shall develop and maintain a georeferenced inventory of transportation assets
visible within the public right-of-way. Assets may include roadway signs, pavement markings,
guardrails, drainage structures, and other transportation infrastructure.
RFP 27019-AG Page 8

The inventory shall support future maintenance planning, condition assessments, and asset
management activities.
Deliverables:
1. GIS-based transportation asset inventory.
2. Asset mapping and reporting tools.
Training and Support
The Consultant shall provide training and support necessary for City staff to utilize the roadway
asset management system, review roadway conditions, generate reports, and perform future
planning activities.
Training materials, user documentation, and technical support procedures shall be provided.
Deliverables:
1. One on-site or virtual training session for City staff.
2. User documentation and reference materials.
3. All equipment required to perform the services provided under this contract.
4. Technical support for a period of one year following project completion.
5. Provide all software updates, upgrades, patches, bug fixes, security updates, and new
software releases made generally available to customers at no additional cost throughout the
duration of the contract.
RFP 27019-AG Page 9

INSTRUCTIONS FOR SUBMITTING PROPOSALS
1. Submission of Proposals
An electronic document must be submitted by e-mail attachment to
proposals@suffolkva.us with the RFP number and title in the subject line or 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.
The intent of using electronic submissions is to reduce paper usage and provide
economical approaches while permitting the Offeror to demonstrate their skills,
education, experience, and ingenuity that would qualify them to be selected for
interview.
Offerors so selected will be allowed to make a formal presentation of their
qualifications and job approach and may be selected for final negotiations of contract.
Therefore, care should be given to address the issues relating to the criteria to follow.
Read the entire solicitation before submitting a proposal. Failure to read any part of
this RFP shall not relieve any Offeror from his or her contractual obligations.
2. Questions and Inquiries
Questions and inquiries pertaining to the Request for Proposals will be accepted from
any and all firms via e-mail or fax. Inquires must provide RFP number and title.
Material questions will be answered by Addendum and will be posted on the City's
website: https://www.suffolkva.us/Bids.aspx?CatID=17 provided that all questions are
received five (5) business days prior to opening date.
Amy Gardner, Senior Buyer, is the designated authorized spokesperson for the City
with respect to this RFP. All questions and/or comments should be directed to his
attention. The respondents to this RFP shall not contact, either directly or indirectly,
any other employee or agent of the City regarding this RFP. This prohibition shall also
extend to the members of the City. Any such unauthorized contact may disqualify the
Offeror from the procurement.
3. Addendum and Supplement to Request
If it becomes necessary to revise any part of this request or if additional data are
necessary to enable an exact interpretation of provisions of this request, an addendum
will be issued. It is the responsibility of the Offeror to ensure that he has received all
addenda prior to submitting a proposal. All addenda can be downloaded from
https://www.suffolkva.us/Bids.aspx?CatID=17
RFP 27019-AG Page 10