Addendum 1.pdf

CITY OF SUFFOLK

P.O. BOX 1858, SUFFOLK, VA, 23439-1858, T: (757) 514-7520; FAX (757) 514-7524

ADDENDUM NO. 1

City of Suffolk

RFP#27019-AG

October 6, 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

The Request for Proposal (RFP) for Pavement Asset Inventory & Pavement Management Solutions originally issued September 11, 2026, has been amended as follows:

Please see Attachment A for Questions & Answers

Contract Officer: ________Amy Gardner________________ Amy Gardner, NIGP-CPP, CPPB, Senior Buyer

If you have any questions regarding this Addendum, please contact Amy Gardner, Senior Buyer at agardner@suffolkva.us.

mailto:agardner@suffolkva.us

ATTACHMENT A-QUESTIONS & CLARIFICATIONS

When was the last time the City completed a pavement condition survey? 2023

Please provide the approximate number of centerline miles and lane miles included in the project. If available, please provide the roadway network GIS. 900 centerline miles. GIS network will not be provided at this time.

Please identify the roadway types included in and excluded from the scope, including alleys, service roads, parking areas, unpaved roads, privately maintained roads, and roads maintained by other agencies. No roadway is excluded from the scope. If in our maintenance inventory, it shall be collected.

Please provide the roadway network breakdown by functional classification (e.g., local, collector, minor arterial, principal arterial). Estimate 70% Local, 20 % Collector, and 10 % Primary.

Please describe the existing roadway GIS data and historical pavement management information that will be provided, including roadway attributes, condition data, maintenance history, treatment history, and project costs. A shapefile will be given to consultant and last treatment of pavement performed.

Does the City require a specific pavement condition assessment methodology, such as ASTM D6433 Pavement Condition Index (PCI), or should the consultant propose an appropriate methodology?

ASTM D6433

Please clarify the required data collection coverage. Must pavement condition data be collected for every travel lane, one representative lane in each direction, or another specified coverage pattern?

Data shall be collected for every travel lane.

Please provide the definitive list of transportation assets (signs, pavement markings, guardrails, and drainage structures) to be inventoried under this contract, as this is a factor that will affect the final price. Those assets are typically prices per mile per unit. All in your parenthesis if seen shall be collected.

Please clarify the required level of integration with City works Respond. Creation of service request and work order.

Please describe the anticipated services during the four optional renewal periods, including whether recurring pavement data collection, asset inventory updates, software licensing, technical support, or other services are anticipated. Multiple PCI rating or data collection is anticipated during the course of the contract.

Does the city have a current preference/vendor for GIS data (example: ESRI)? City currently utilizes

ESRI.

The RFP states “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”. Does this mean the software tools, databases, and the reporting platform need to be hosted on a server of the City’s choice? OR a separate server for the express purpose of hosting the data? OR can the data be hosted in the consultant’s server providing unrestricted access to the City? The City shall own the data and have unimpeded access at all times.

For data security, the consultant recommends the data and reporting platform to be accessible to only authorized users. How many users does the City anticipate requiring individual credentials for access? 5 to 10

Does the City require a separate mobile application or is a mobile-browser compatible web application sufficient? No preference at this time.

Does the City have an existing pavement management methodology (such as specific PCI indices, distress manual preferences, or established decision trees) that the Consultant must implement, or is the development of the condition assessment methodology entirely a new deliverable for the Consultant to create? The City has an existing methodology as well as following FHWA guidance. As stated, the consultant will work with the City to establish/update assessment methodology

To properly scope the automated/semi-automated data collection, how many estimated centerline miles of publicly maintained paved roadways are to be collected and integrated into the system?

900 centerline miles

The RFP requests an inventory of "roadway assets visible within the public right-of-way." Could the City define the exact non-pavement asset classes required for this inventory (e.g., ADA ramps, streetlights, specific sign types, individual drainage grates, etc.)? Sidewalks, G&G, signs, drop inlets etc.

For each of the required non-pavement asset classes, can the City provide an approximate count or an estimated volume to assist with scoping the data extraction effort? At this time the City cannot provide an approximate count of non-pavement assets.

How does the City intend to utilize non-pavement assets within the software's planning and budgeting features? Does the City expect budget forecasting, degradation modeling, and multi-year lifecycle planning for these additional assets, or are those predictive features strictly required for pavement? Collection and condition efforts for reporting in the event of disaster. The City will work with consultant to develop degradation modeling and budget forecasting.

Please clarify whether the City expects a complete network-level data collection during the initial contract year and identify the required completion dates for field collection, condition assessment, asset inventory, system implementation, training, and final deliverables. The RFP identifies a January 1 through December 31, 2027 initial term but does not establish milestone dates. Yes milestone dates will be created with successful firm once contract is signed.

Please identify which right-of-way asset classes are mandatory for the initial inventory and provide any available estimated quantities. For each asset class, please specify the minimum required attributes, condition-rating criteria, positional accuracy, and imagery requirements. The RFP mentions signs, pavement markings, guardrails, drainage structures, and other transportation infrastructure but does not define the final inventory limits. Everything that can be viewed in the camera.

Does the City require a prescribed pricing form or structure? Should Offerors provide a single lump-sum price, annual subscription and support costs, unit prices by roadway mile or asset, renewal-year pricing, and separately priced optional services? Please also confirm whether pricing should cover the full potential five-year term or only the initial year. No

Industry best practice is to collect data in a single lane for two-lane roads and in one lane per direction for median-divided or multi-lane roads. Would you like us to follow this standard approach, or does the project require collection across all lanes? Yes follow standard

Does the City currently use a pavement management system? If so, please identify the system. Yes.

Micropaver.

Do the deliverables have to be certified by a professional licensed engineer in Virgina? No, but recommended.

Does the front and back cover, table of contents, and tabs of the Proposal response count towards the 30-page limit? Yes

Please confirm that Page 1 of the RFP is the “Signature Sheet” that is included with Cover Letter (Paragraph A). No, however, this page must also be signed and submitted with proposal.

Please confirm that the Signature Sheet (page 27 of RFP) should be included with all signed Forms after the Fee Schedule in the order of the Proposal response. Yes.

What software, databases, spreadsheets, or consultant-developed tools does the City currently use for roadway maintenance planning, budgeting, and capital improvement programming? Cityworks

What challenges or limitations with the current planning process is the City seeking to address through this procurement? None contract required rebid.

What historical pavement condition, maintenance, project cost, and capital planning data is available for migration into the proposed solution? Past maintenance and evaluation.

Does the City currently utilize a CIP management or budgeting platform that should integrate with the proposed solution? No

Please clarify whether the City expects any assets that would require field investigation outside of the roadway or vehicle-based data collection. The City will require field investigation outside of the vehicle-based data collection for this contract.

Additionally, does the City have an existing or preferred attribute/data structure for each asset type? The City has an existing attribute table and will not provide at this time. Retroflect measurements are expected for roadway and pavement markings.

For proposal planning purposes, could the City provide the anticipated budget range or available funding for this project? Budget is multi-year funded so no cap has been set to date.

On Page 1 under Scope of Work states, "develop a roadway asset management program that enables the City to assess roadway conditions, maintain transportation asset inventories..." However, on Page 8 under Roadway Asset Inventory it states, "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."

1. Does the City currently have an inventory of transportation assets beyond the limits of pavement e.g. signs, markings, guardrail etc.? Yes, but updates are required

2. What GIS software is the City currently using in conjunction with CityWorks? ARG GIS

3. Does the City intend for public utilities (e.g. light poles, power poles, and surface utility structures) to be identified and captured in the asset inventory? Yes, what can be seen from the roadway/camera view

"The RFP’s Scope of Services and Specific Proposal Requirements consistently reference "the Consultant." Can the City confirm whether firms with deep experience providing these types of deliverables, but whose primary business is providing a software (rather than traditional civil engineering or planning consulting services), are eligible to respond as a prime Offeror?” Yes

Does the City currently have an inventory of its assets? If so, can this be shared with potential bidders. If not, can the City at least provide d maintained by the city? Yes, but not shared at this time

While most of the narrative in the Scope of Services alludes to requirements surrounding the pavement, you also indicate that identification of other asset and their condition is a required part of the project. Specifically mentioned in the second bullet on page 5 "Identifying and inventorying roadway assets ........ "signs, pavement markings, guardrails, drainage structures, and other transportation infrastructure." Are these assets the only additional assets that the City is requiring inventory and condition data on, or are there additional assets such as bridges, light poles, fences, delineators, etc.

that need to be inventoried? These may not be the only assets. TBD by inspection

In order to estimate the resource requirements for collecting the description and condition data of each type of asset, we need to know what the City wants in terms of detail. Therefore, can the City provide an indication of the level of attributes that is required for each type of asset (e.g. pavement = surface type, width, depth, age, etc; signs = type, size, pole type, etc.) Detail of data collection for assets shall be what can be assessed from a “bird’s eye view level of inspection” since this is not hands on level of detail is limited

Does CityWorks have a module (e.g. ArcGIS that allows for integrating inventory and condition data of each type of asset? Does the City expect the inventory data to be imported into CityWorks, or just linked to it through an API? City is looking for importation of asset/condition

One item on page 5 says, " Providing mobile application access compatible with City-Issued smartphones......" Does the City expect the Consultant to develop and implement a solution that can be used on smartphones for connecting to CityWorks? If so, does CityWorks have any proprietary or other prohibitions relative to system access. If so, what are they? The City expects mobile application capabilities. List your compatibility with Cityworks or other

Will the City provide working space while on site? No

There is no indication within the Scope of Services that identifies required dates or time frames for deliverables. The section "Contract Period" on page 4 indicates the initial contract period to be one year, ending on December 31, 2027. Can the consultant propose their own time frame for specific deliverables within the one-year time frame? Yes

Does the City currently have any plans to modify, revise, or upgrade the functionality or other parts of CityWorks within the next 15 months. If so, what does this involve? No

Regarding "Preparing reports, dashboards, maps, and other visualizations", is this referring to the roadway asset inventory, roadway condition ratings, or both? Both

What is the condition rating expectations from the asset inventory (e.g., good, fair, poor, damaged)? G, F, P. As stated in the question

Regarding "Produce digital maps, project prioritization reports, and executive-level summaries on demand." Can the City elaborate as to when summaries and reports will be requested? Summary will be required near end of each asset evaluation

What is the total network size to be rated — centerline miles, lane miles, and segment count

— and can the City provide the current GIS roadway centerline file with segmentation? 900 centerline miles

Are alleys, parking lots, city-owned private/unaccepted streets, bridge decks, or gravel/unpaved roads included in the PCI assessment, or are they excluded? No

Are VDOT-maintained routes within City limits included in the scope, and if so, does the City require rating of those routes as well as conformance with VDOT reporting? Yes

Should roadway segmentation follow the City's existing GIS breaks (e.g., intersection-to-intersection), or should the consultant propose new segmentation logic? If re-segmenting, must a crosswalk to legacy IDs be maintained? Follow the city GIS breaks

The RFP asks the consultant to "establish a roadway condition assessment methodology."

Does the City have a preferred standard — ASTM D6433 (PCI 0–100), VDOT's LDR/CCI methodology, or a custom index? Will conformance with VDOT reporting be required for state funding eligibility? ASTM D6433 (PCI 0-100)

If VDOT CCI is used for certain road classifications and ASTM PCI for others, does the City require both indices to be calculated and reported, or a single normalized condition score?

Yes, both PCI & CCI

What specific pavement distress protocol is expected (e.g., full ASTM distress type, severity, and extent capture across all asphalt and concrete distresses, or a simplified visual survey protocol)? Full ASTM

Is a statistically valid sampling approach acceptable (e.g., ASTM sample units per segment), or does the City require 100% continuous network-level data collection? ASTM sample

Does the City require an existing or legacy PCI dataset to be imported and carried forward for historical trend analysis? If so, what is the vintage, rating methodology, and data format of that prior baseline, and is calibration to it expected? No

Does the City have a preferred level of roadway data collection coverage?

NEXCO is capable of collecting data on all travel lanes; however, alternative sampling approaches may also be considered, such as collecting one representative lane per direction or representative coverage within each roadway segment. A representative sampling approach could reduce the data collection and processing effort and potentially reduce the overall project cost. Would the City require full-lane coverage, or would it consider a representative sampling methodology proposed by the Offeror? Offeror proposed

Does the City have a preferred pavement condition rating methodology or condition metric for this project? For example, VDOT uses the Critical Condition Index (CCI) as a pavement condition metric. Does the City anticipate using CCI or another specific pavement condition index, or does the City expect Offerors to propose an appropriate condition assessment methodology and rating system as part of their technical approach? PCI & CCI

We understand from the RFP that the City currently utilizes Cityworks Respond. Does the City also currently license or have access to Trimble Unity Maintain Pavement (Trimble Pavement) or another pavement management module/platform integrated with Cityworks? No

Trimble Pavement includes capabilities related to pavement performance analysis, maintenance and rehabilitation planning, funding scenario analysis, and multi-year work planning that appear relevant to the requirements of this RFP.

If the City does not currently have access to such a pavement management module, does the City expect the selected Consultant to:

• Provide and configure an existing pavement management/scenario analysis software platform as part of the project; or

• Develop and provide an independent application or decision-support tool that allows City staff to modify funding levels, treatment costs, treatment strategies, and other planning assumptions and independently generate updated multi-year planning scenarios?

Consultant suggestion

Has the City previously conducted any pavement condition assessment, pavement inventory, or similar roadway data collection project? Yes, 2023 collection of pavement and signs by video van