Pavement Asset Inventory & Pavement Management Solutions

The City of Suffolk, Virginia is requesting proposals for development of a comprehensive roadway asset management and pavement condition assessment program under RFP 27019, with proposals due October 15, 2026 by 3:00 p.m.

The scope requires the consultant to collect roadway condition and inventory data using automated or semi-automated methods; integrate data with the City's Cityworks Respond platform; develop condition assessment methodologies; create asset inventories; establish prioritization frameworks; and deliver software tools and databases. Deliverables include a roadway asset management database linked to GIS, condition assessment results with ratings and dashboards, maintenance and rehabilitation recommendations, budget forecasting tools, multi-year capital planning capabilities, a georeferenced asset inventory, training materials, and one year of technical support post-completion. All roadway condition data, asset inventories, photographs, GIS data, reports, and related materials become exclusive City property, with the consultant required to provide unrestricted access and export capability in industry-standard, non-proprietary formats at no additional cost.

The contract term runs January 1, 2027 through December 31, 2027, with the City holding the right to renew for four additional one-year periods through December 31, 2031. The City may terminate with 30 days' written notice at any annual anniversary date. Pricing shall be F.O.B. destination with freight included; initial and renewal rates must be guaranteed for a minimum of 12 months with increases limited to the lesser of CPI-U or 3 percent.

Proposals are limited to 30 single-sided pages including required City forms and staff resumes, submitted electronically in PDF format to proposals@suffolkva.us. The evaluation committee will score based on compliance with RFP requirements (25%), understanding of the project (20%), recent relevant experience (20%), price (25%), and references (10%). Two or more top-ranked firms will be selected for interviews. Questions must be submitted in writing to Contract Officer Amy Gardner at least five business days prior to the proposal deadline. Addendum 1 was posted October 6, 2026 and must be acknowledged in proposals. The consultant must maintain general liability insurance of $2 million, automobile liability of $1 million combined single limit, workers' compensation as required by Virginia law, and umbrella/excess liability of $5 million.