2026_10 Paving Management program bid packet.pdf

2026-10

SANDERSVILLE PUBLIC WORKS DEPARTMENT

PAVEMENT MANAGEMENT PROJECT

REQUEST FOR PROPOSAL

RFP # 2026-10

Due Date: August 25TH, 2026 @ 3PM

REQUEST FOR PROPOSALS/QUALIFICATIONS

Introduction

The City of Sandersville invites written proposals to provide an AI-based, end-to-end pavement inspection and management solution for collecting pavement condition data, processing and analysis of recorded data, and visualization and management within a web-based, GIS-native enterprise asset management platform backed by a geospatial database.

Proposals shall address all labor, materials, supplies, equipment, software, training, and professional services necessary to deliver a comprehensive, GIS-based pavement condition assessment and enterprise asset management solution.

The intent of this project is to provide the City of Sandersville with objective, repeatable pavement condition data and an integrated software platform that supports ongoing pavement management, budgeting, prioritization, and decision-making. The selected vendor shall deliver both the initial data collection and a long-term, user-accessible system that enables Municipal staff to analyze roadway conditions, evaluate funding scenarios, and translate insight into actionable maintenance and rehabilitation strategies.

Proposals shall distinctly address the following two components:

1) A mobile LiDAR- and imagery-based data collection approach used to develop a City of Sandersville-wide numerical equivalent Pavement Condition Index (PCI), where each street segment receives a distinct PCI-equivalent rating; and each street receives an overall PCI, based on average of segment PCI scores.

2) A GIS-based enterprise asset and pavement management software platform that allows the City of

Sandersville to manage, analyze, and maintain the overall pavement condition database and associated recommendations.

The proposed solution shall support future expansion of analysis and asset management capabilities without requiring repeated field mobilization.

The City of Sandersville has an estimated population of 5400. The City of Sandersville Public Works Department maintains approximately 64 centerline miles of paved streets and highways.

Response Deadline: August 25TH, 2026 at 3:00 PM ET

Deadline to Request Additional Information/Submit Questions: August 18TH, 2026 at 4:30 PM ET

The bid must be submitted prior to bid deadline of August 25TH, 2026 at 3:00pm at which time a bid opening will take place at Sandersville City Hall, 141. W. Haynes Street, Sandersville, GA 31082.

2. Three (3) copies of the bid shall be delivered in a sealed envelope clearly marked

“PAVEMENT MANAGEMENT PROJECT”. All shipping envelopes must be clearly marked.

4. Bids shall be delivered to:

City of Sandersville

Attn: Travis Fort, Purchasing Agent

“PAVEMENT MANAGEMENT PROJECT”

P.O. Box 71

141 W. Haynes Street

Sandersville, GA 31082

5. The bid shall include the total cost of the project and estimated project start date and delivery date.

6. The bid shall include a description of the project per provided scope of services

7. The bid should include a completed W-9 Form.

SCOPE OF SERVICES

Proposals should address all labor, materials, supplies, equipment, software, training, and services necessary to complete the project.

• Project Initiation – Selected Vendor shall meet with the City’s Staff and review data and street network segmentation provided by the City of Sandersville.

• Road network segmentation – Selected Vendor shall confirm the quality of the GIS road network provided by the City of Sandersville for the approximately 64 centerline miles to be included in this project. With the City of Sandersville, vendor shall define the road network segmentation in the most common way of intersection to intersection.

• Pavement Condition Data Collection – The vendor shall utilize a combination of high-resolution mobile data collection and connected vehicle data to support both episodic condition assessment and continuous performance monitoring.

• Sidewalk GIS Layer The vendor must support Sidewalk GIS layer creation, distress, rating, and software solution must offer budgeting scenarios.

A. Mobile LiDAR & Imagery Collection

The vendor shall utilize an image- and sensor-based mobile data collection platform to capture detailed roadway geometry and surface condition data. At a minimum, the platform shall include:

• Mobile LiDAR laser scanning technology

• 360° high-definition imagery

• Pavement-facing camera

• GPS geotagging for all imagery and sensor data

• Collection performed on dry pavement and under lighting conditions that ensure usable data

LiDAR and imagery data shall support the creation of a measurable roadway Digital Twin for condition visualization, distress identification, and engineering analysis.

B. Continuous IRI from Connected Vehicles

In addition to the mobile collection described above, the vendor shall provide continuous International Roughness

Index (IRI) data derived from connected vehicle sources.

• IRI data shall be collected passively through vehicle-based sensors operating during normal driving conditions

• Data shall provide continuous coverage across the roadway network and be updated on an ongoing basis

• IRI results shall be spatially aligned to the municipal road network and integrated into the enterprise asset management software

• Connected vehicle IRI data shall be used to monitor ride quality trends over time and identify emerging deterioration between formal condition assessment cycles

Supplemental network updates (every 6 months): The vendor shall provide a vehicle-mounted mobile collection application for municipal vehicles to support supplemental data collection at six-month intervals following the initial data collection.

• Data Processing and QA/QC – Vendor shall perform AI-assisted processing of all collected data, followed by 100% manual verification by trained analysts to ensure accuracy, consistency, and auditability of condition results.

• Maintenance and Rehabilitation Program Development – The vendor shall use an equivalent Pavement

Condition Index (PCI) on a 0–100 scale to provide recommended pavement maintenance treatments for each roadway segment, including estimated maintenance costs. Recommendations may incorporate additional factors such as functional classification (e.g., residential versus arterial), traffic characteristics, and benefit-to-cost considerations.

PCI-based condition assessments shall be supplemented with continuous International Roughness Index

(IRI) metrics derived from connected vehicle data to inform and refine maintenance and rehabilitation recommendations.

All maintenance and repair recommendations, PCI values, and IRI metrics shall be provided as GIS layers and in tabular format for use within the City of Sandersville’s enterprise asset management and decision-support workflows.

Following the initial data collection, the vendor shall retain the ability to extract and derive additional roadway and right-of-way assets from the previously captured LiDAR and imagery data, without requiring a new field collection.

The software platform shall support future asset extraction as municipal needs evolve, allowing the City of

Sandersville to identify, inventory, and manage additional assets using the existing Digital Twin dataset. The system shall support scenario-based comparison of multiple repair strategies and funding levels.

• Pavement Repair Analysis: the enterprise asset management software shall address current and long-term pavement management goals to determine the best management strategy based on the PCI value ranges and specific distress type and severity level. The technology vendor will work with the City of Sandersville to configure the software for the specific practice and procedures currently in use. The configuration will reflect the City of Sandersville’s road repair and maintenance program’s policies and practices. The subtasks will include:

o Configure the system to reflect the rehabilitation alternatives and repair methods used by the City of

Sandersville o Configure the system to reflect the current and local costs for the repair methods o Configure the system to reflect the preferred repair method and critical PCI thresholds o Acquire multi-year budget information from the technology and provide a draft multi-year rehabilitation program for review by Municipal staff o Run the automated repair recommendation program and produce a list of repair/rehabilitation candidates o Work with Municipal staff to review the rehabilitation program and modify analysis parameters iteratively to produce the final repair program required o Software should have the ability to prioritize the top streets needing reconstruction or major rehabilitation

Enterprise Asset & Work Order Management Software- All analysis results shall be delivered within a GIS-native enterprise asset and work order management platform designed to support user-friendly interaction and actionable decision-making.

At a minimum, the software shall provide the following capabilities:

• Intuitive Interface – Easy to use with minimal training

• Web-Based Access – Secure access to asset condition, analysis, and records from any location

• Mobile and Desktop Compatibility

• Unlimited User Licenses – No per-user licensing restrictions

• Zero-Installation – No local software installation required

• Imagery Access – Pavement imagery available at approximately 20-foot intervals, spatially linked to condition and performance data

• Configurable Analysis Framework – Ability to reflect local repair methods, budgets, management goals, and historical condition data

• Centralized Dashboards – Real-time visualization of assets, conditions, work orders, and performance metrics

• GIS-Based Visualization – PCI values, distress data, imagery, and IRI metrics displayed directly within the map interface

• Automated Notifications and Alerts – Based on condition thresholds, performance trends, or inspection findings

• Data Export – Support for standard GIS and tabular data exports

• Network Segmentation and PCI Reporting – Reporting based on City of Sandersville-defined roadway segmentation

• Repair Planning and Prioritization – Automated repair recommendations and cost estimates by road segment, with prioritization based on PCI, distress metrics, IRI trends, functional classification, demographics, and available budget

• Budget Scenario Analysis – Ability to create, compare, and save multiple funding and repair scenarios, including map-based visualization of outcome

• Additional Asset Management – Capability to add and manage additional assets such as traffic signs, pavement markings, and other right-of-way features

Detailed Reporting & Analytics – Using the enterprise asset management software, the City of Sandersville shall be able to generate configurable reports and analytics to support planning, budgeting, and decision-making.

Reporting capabilities shall include, at a minimum:

• PCI reports and condition summaries

• Maintenance and rehabilitation recommendation reports

• Maintenance and rehabilitation distribution by condition, functional classification, and geography

• Budgetary needs assessments and funding gap analysis

• Multi-scenario budget and treatment planning reports

• Maintenance backlog summaries and long-term investment outlooks

Reports shall be available within the software environment and exportable in standard GIS and tabular formats.

• Integration with Municipal Systems: The software shall support integration with existing municipal systems, including GIS platforms, asset inventories, and maintenance or work order systems

• Deliverables: (digital file)

ESRI Geodatabase which includes (at a minimum)

PCI ratings as per the city street segment

Overall PCI Rating for entire length of street

• The following attributes:

o City of Sandersville’s Street List (provided by City of Sandersville) o Cross reference Street, From and To designation (provided by City of

Sandersville) o Overall PCI Rating for entire length of street o PCI ratings as per the city street segment o Functional Classification o Surface Type o Length, Width, Area SF

• The following attributes shall be priced individually:

o Sidewalk Location & Avg Width o Sidewalk Hazard Identifications o Street Sign Identity & Location o ADA Ramp Locations o All Street Markings

• Georeferenced imagery

• Georeferenced distresses

Software Access & Visualization

The City of Sandersville shall be provided access to the enterprise asset management software, including an interactive Story Map summarizing roadway network condition and key findings, such as:

• Recommended repair strategy by roadway segment

• Estimated repair costs

• Cumulative cost to address identified needs

• Repair priority rankings based on approved criteria

Meetings & Training

• Delivery meeting to review data collection methodology, present findings, and discuss recommended strategies

• Software training for Municipal staff to support ongoing use of the platform for analysis, planning, and reporting

This written Request for Proposals/Qualifications outlines the proposed scope of services required, and states the

City of Sandersville requirements and specifies the general rules for preparing the proposal.

The proposal should clearly demonstrate how the selected firm can best satisfy the requirements of the City of

Sandersville. The City of Sandersville shall reserve the right to enter an agreement with the firm presenting the proposal which is in the best interest of the City of Sandersville.

Questions & Requests for Clarification

The Public Works Department of the City of Sandersville has prepared this RFP and all questions or comments concerning either the administrative or technical requirements of this RFP to:

Chris Walker, Director of Public Works

City of Sandersville

(478) 412 3876 offices cwalker@sandersvillega.org

Questions and requests for clarification must be in writing and either emailed to the Director of Public Works at the specified number or address above. Responses to all questions and requests for clarification will be in the form of an addendum to this RFQ/RFP. Bidders are to monitor website for addendums, and postings of all bid questions and answers. Deadline to submit questions: August 18TH, 2026 4:30PM.

Right of the City of Sandersville to Reject Proposals

The City of Sandersville reserves the right to reject all proposals, or any part thereof; to waive minor defects or technicalities; or to solicit new proposals on the same project or on a modified project, which may include portions of the originally proposed project, as the City of Sandersville may deem necessary in its best interest. The City of

Sandersville also reserves the right to negotiate with any firm on all or part of a proposal, when such action is determined to be in the best interest of the City of Sandersville.

Evaluations

Proposals will be evaluated based on the proposal that is determined to be most advantageous to the City of

Sandersville, considering qualifications, responsiveness, and overall value, at the most reasonable cost, not necessarily the lowest cost.

Interviews and Demonstrations

The City of Sandersville reserves the right to request interviews, presentations, and/or software demonstrations from one or more proposers as part of the evaluation process. Interviews or demonstrations may be conducted to clarify proposal content, evaluate system functionality and usability, and assess the proposer’s ability to meet the requirements of this Request for Proposals.

Desired Project Schedule

The City of Sandersville hopes to have the data-collection portion of the work completed by 12/01/2026 or earlier.

Any deviation from this goal should be clearly stated. Key targets are:

Release of RFP Document June 10TH, 2026

Submit proposals August 25TH, 2026

Selection of Bidder & Notice of Award September 10, 2026

Tentative Completion of Data Collection (vehicle driving) February 01, 2027

Contract Completion Date April 01, 2027

SUGGESTED RESPONSE FORMAT

To help facilitate review of the RFP’s/RFQ’s, firms are recommended to prepare their submittals in accordance with the instructions outlined below.

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the firm's capabilities to satisfy the requirements of this project.

EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF

CONTENT.

The proposal is recommended to be organized into the following major parts:

Cover letter

Company Background - Information regarding the firm's stability, length of time in business, history, plans, company size, personnel.

Responses to Functional Requirements - Responses to the requirements listed in this RFP must be provided. Notes of explanation or clarification must be included with specific reference to the item in question.

Client References - Provide at least three client references that are similar in nature, size or complexity to that described in this RFP from the last 5 years.

Schedule – Include a time schedule for completion of your firm’s work, including anticipated starting and ending dates.

Cost Quotations – Per the instructions provided, a cost proposal must be included as part of the overall submittal package.

COST QUOTATION

The Cost Proposal shall provide all costs for which compensation is expected. The Proposal needs to reflect the technology, software as service, and technical support and along with hosting and licensing for three years.

The City of Sandersville will negotiate a final contract with the selected technology vendor. The purpose of the Cost

Proposal is to understand the order-of-magnitude of the scope of services. The Lump Sum proposal is based on assumed center-lane miles of 64 which include data collection, analysis, deliverables and ongoing licensing and hosting fees for three years.

Cost $

COMPANY:

CONTACT

PERSON:

ADDRESS:

TELEPHONE#

E-MAIL:

SIGNATURE:

BID FORM

PAVEMENT MANAGEMENT PROJECT

Return Date: 3:00 PM, Tuesday, August 25 TH, 2026.

Return to: City of Sandersville, Attn: Travis Fort

141 W. Haynes Street, Sandersville, GA 31082

LUMP SUM BID AMOUNT $ ________ ____________

EXPECTED START DATE: _____________________________

ALL BID FORMS SHOULD INCLUDE THE FOLLOWING INFORMATION:

Company Submitting Bid: ____________________________

Company Address:

Company Phone No: Company Fax No.

Authorized Representative:

Signature _ Date:___________________

Print Name and Title ____________ Phone: _______________

Email address __________________________________________________________________

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with

O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Sandersville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project

City of Sandersville

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20___ in _______________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ____ DAY OF ______________,20____.

NOTARY PUBLIC

My Commission Expires: