Pavement Asset Inventory & Pavement Management Solutions

The City of Suffolk, Virginia is requesting proposals for pavement asset inventory and pavement management solutions under RFP #27019-AG, with proposals due October 15, 2026 at 3:00 p.m. to proposals@suffolkva.us.

The scope requires development of a comprehensive roadway asset management program that collects roadway condition and inventory data using automated or semi-automated methods; integrates data with the City's Cityworks Respond platform; evaluates pavement deficiencies and provides condition ratings and prioritization methodologies; inventories roadway assets including signs, pavement markings, guardrails, and drainage structures; provides software tools, databases, and mobile applications for field operations; develops maintenance and rehabilitation recommendations; and delivers budget forecasting and multi-year planning tools. All roadway condition data, asset inventories, photographs, GIS data, reports, maps, dashboards, and other information collected shall be the sole property of the City with unrestricted access and export capability in non-proprietary, industry-standard formats at no additional cost.

The contract period runs from January 1, 2027 through December 31, 2027, with the City reserving the right to renew for four additional one-year periods through December 31, 2031. Pricing shall be submitted on an F.O.B. destination basis with freight included. Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve months, with rate increases limited to the lesser of the Consumer Price Index for all Urban Consumers (CPI-U) or 3 percent, subject to City approval.

Evaluation criteria are weighted as follows: compliance with RFP requirements (25 percent), understanding of the project (20 percent), recent experience in similar scope and complexity (20 percent), price (25 percent), and references (10 percent). Proposals are limited to thirty single-sided pages, including required City forms and staff resumes. The successful consultant must procure general liability insurance with minimum limits of $2,000,000 general aggregate, automobile liability of $1,000,000 combined single limit, workers' compensation as required by Virginia law, and $5,000,000 umbrella/excess liability coverage.