RFP No. 100319-FY25-21 Pavement Management Consulting Services

The Town of Leesburg in Loudoun County, Virginia, is soliciting proposals for RFP No. 100319-FY24-21 Pavement Management Consulting Services, seeking a qualified consulting firm to provide comprehensive right-of-way and parking lot asset engineering services. The selected contractor will utilize PAVER Pavement Management Software or other approved modeling software to develop 5 and 10-year paving and maintenance programs based on a "neighborhood proximity" approach, leveraging recently collected asset condition data from Fall 2024. Key deliverables include a detailed maintenance forecast, GIS integration, and comprehensive program development. The procurement requires the contractor to provide 40 hours of live training in the first contract year and 40 labor-hours of annual technical support, with all first-year work to be completed by August 1, 2025. A non-mandatory pre-proposal virtual meeting is scheduled for February 24, 2025, at 1:30 PM ET, with questions due by February 26, 2025, at 5:00 PM ET. Proposals are due March 13, 2025, at 3:00 PM ET through Virginia's eProcurement website (eVA). The evaluation criteria will focus on firm qualifications (25%), key personnel qualifications (25%), understanding of needs (25%), and methodology (25%).

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The initial contract term is one year with six optional one-year renewals, suggesting potential long-term engagement. Required insurance includes $2 million in general liability coverage, automobile insurance, workers' compensation, and professional liability insurance. While the RFP does not request initial pricing, the town will negotiate pricing with the highest-ranked offeror during contract negotiations. The procurement does not mention incumbent vendors or specify exact budget ranges, but the comprehensive nature of the pavement management services suggests a substantial professional services contract. The technology requirements include compatibility with PAVER Pavement Management Software or other Town-approved modeling software and integration with existing GIS systems. Prospective bidders should be prepared to demonstrate robust technical capabilities, extensive experience in pavement management consulting, and a thorough understanding of asset condition assessment and maintenance forecasting methodologies.