Citywide Pavement Condition and Right of Way Asset Survey

REQUEST FOR PROPOSAL (RFP)
RFP No. 6902
Citywide Pavement Condition and Right-of -Way Asset Survey
Released: May 21, 2026
Proposal Due: June 18, 2026 at 2:00 p.m. (CT)
Submit Proposal to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
CITY OF PORTLAND, TEXAS
1900 Billy G. Webb Drive
Due Date/Time: Portland, Texas 78374
June 18, 2026 (361)777-4500
2:00 p.m. (CT) www.portlandtx.gov

SECTION 1 - NOTICE OF REQUEST FOR PROPOSAL
A. Introduction
The City of Portland, Texas, is soliciting proposals from qualified firms to perform a citywide
pavement condition assessment and potential right-of-way asset survey. The City seeks to
leverage the most current technologies to collect, analyze, and report on roadway conditions in
accordance with ASTM D6433 standards, as well as to assess additional right-of-way assets. The
survey will cover approximately 180 centerline miles of roadway within the 9,717-acre city limits
of Portland, located in San Patricio County, Texas. The primary deliverable is a pavement
condition survey that is used to produce Pavement Condition Index (PCI) scores and
recommended maintenance/rehabilitation actions. The City also desires additive alternate
proposals for assessments of right-of-way assets (curb and gutter, sidewalks, and roadway signs)
and pavement management software. Proposed software must support open data export, have
a clearly defined licensing structure, identify annual costs, integrate with ESRI GIS systems, and
include user dashboards and reporting tools. The City reserves the right to award the Base Bid
and any combination of Additive Alternate Bids (A, B, C, and D) based on available funding and
overall value to the City.
General Information
1. The objective is to identify and award a contract to the Proposer whose proposal is determined
by the City to be the most advantageous ("Best Value") to the City.
2. A copy of this RFP can be obtained upon request from the office of the Purchasing Officer at
City Hall. The RFP and any subsequent addenda can also be downloaded from the City of
Portland's website at http://portlandtx.com/bids.aspx by selecting the link(s) under the
subheading "Related Documents."
3. To request a copy of this RFP via email, the Proposer must send an email request to
sandra.rodriguez@portlandtx.gov.
B. Term
The term of this agreement is for one year with the option to extend for up to two additional one-
year periods after signed by the City Manager or designee and issuance of a Notice to Proceed.
The decision to exercise the options to extend the term of this Agreement is within the sole
discretion of the City.
C. Schedule
The expected Project Timeline: The City anticipates completion of base services within
approximately 90-120 days from Notice to Proceed.
1. The following is the schedule of important dates:
Activity Date/Time
Request for Proposal Release Date May 21, 2026
Deadline for Requests for Clarification June 2, 2026 at 3:00p.m. (CT)
Responses to Requests for Clarification June 5, 2026
Proposals Due Deadline June 18, 2026 at 2:00p.m. (CT)
Projected Date of Award of Contract June /July 2026
Anticipated Notice to Proceed (NTP) July 2026
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D. The City reserves the right to change the schedule of dates above as deemed necessary.
E. Purchasing Officer's Name and Contact Information
Name: Sandra Rodriguez
Phone: 361-777-4576
Email: sandra.rodriguez@portlandtx.gov
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SECTION 2 - INSTRUCTIONS TO PROPOSERS
A. Proposal Procedures
1. All Proposals must be complete, accurate and in the City-approved format specified herein.
Proposer must use the attached Proposal Pricing Form, Attachment B, in submitting a Proposal.
Proposers must furnish pricing for all items shown on the Proposal Invitation.
2. Unauthorized modifications of specifications, forms or terms may render the Proposal invalid.
3. The Proposer shall submit three (3) copies and one (1) electronic copy on USB Drive of the
completed Proposal Pricing Form (Attachment B) and all other required documentation or
information identified in this RFP, addressed to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
4. The Proposal must be submitted in a sealed envelope bearing the title "SEALED PROPOSAL - RFP
No. 6902 Citywide Pavement Condition and Right-of-Way Asset Survey" along with Proposer's
name, address and contact information.
5. Proposers shall comply with any additional detailed instructions regarding submission of
proposals found in this RFP.
6. The deadline for submission of Proposals is June 18, 2026 at 2:00p.m. (CT).
7. Proposals must be received, before the date and time specified in this RFP. Without exception,
Proposals received on or after this deadline will be deemed late, non-responsive and will not be
considered.
8. The City's Purchasing Policy requires that all Proposals must be submitted and remain sealed,
secret, and unopened until the DUE DATE AND TIME specified in this RFP. Therefore, Proposals
submitted directly to the City by facsimile or e-mail will be considered non-responsive and
eliminated from consideration.
9. Sealed Proposals may be submitted in person, by U.S. Mail, Special Delivery, or courier service.
10.Proposals should not include taxes as the City is tax exempt. The City's Tax Exemption Certificate
will be provided upon request.
11.Should there be any shipping involved in this Proposal, shipping shall be FOB Destination and
included in the pricing unless specifically listed as a Proposal item.
12.Any time stated in this RFP is referring to local time, which is Central Time, and any number of
days shall be construed as calendar days.
13.The City reserves the right to reject any or all Proposals, to waive any non-material irregularities
or informalities in any RFP, and to accept or reject any item or combination of items.
14.All costs incurred by the Proposer in responding to the RFP shall be borne by the Proposer.
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B. Proposer's Minimum Requirements
1. The Proposer must have operated continuously for a minimum of five years as an established firm
in providing the same or similar services as outlined in this RFP. Proposer must submit
documentation with its proposal demonstrating the required experience as outlined above.
2. The Proposer must not have any outstanding lawsuits nor has the Proposer been involved in any
lawsuits during the last five years that may materially affect its ability to provide the services
described herein. In addition, the Proposer must not be currently involved in litigation with the
City nor has the Proposer been involved in litigation with the City during the last five years. Provide
information on any lawsuits that would materially affect your ability to provide the services with
your proposal.
3. The Proposer must not have any outstanding regulatory issues nor has the Proposer had any
regulatory issues during the last five years that may materially affect its ability to provide the
services described herein. Provide information on any outstanding regulatory issues that would
materially affect your ability to provide the services with your proposal.
4. Proposer must provide copies of any required licenses and certifications to illustrate how
personnel assigned to this project would be properly licensed, certified, and adequately trained to
perform the required services.
5. Proposer must provide three (3) verifiable references with a maximum of five (5), from other
governmental agencies, particularly with other similar scopes of work services within the past five
(5)years. The proposer must provide the organization's name, address, contact name, title, phone
number and email address. Proposer must also provide the effective dates and approximate
values of each contract as well as a description of the services provided. Information from
references will be used to determine the extent to which the Proposer is able to provide the
services described herein as well as the level of satisfactory customer service exhibited by the
Proposer.
C. Proposal Requirements
The Proposal submittals must provide a straightforward, concise description of the respondent's
ability to meet the requirements of this RFQ. Emphasis shall be on quality, completeness, clarity of
content, responsiveness to the requirements, and understanding of the City's needs.
Proposals should include the following:
1. Cover Letter introducing the firm and interest in the project.
2. Project Understanding & Approach - Narrative describing proposed technologies, data
collection methods, QA/QC procedures, and analysis methodology.
3. Experience & Qualifications - Description of relevant projects, references, and staff qualifications.
4. Project Schedule - Proposed timeline for data collection, analysis, and final deliverables.
5. Fee Proposal - Itemized cost proposal including:
-Base Bid: Pavement Condition Assessment.
-Additive Alternates:
A: Curb and Gutter Assessment
B: Sidewalk Assessment
C: Sign Inventory
D: Pavement Management Software (condition data, deterioration modeling, budgeting)
6. Technology Specifications - Description of data collection equipment and software including
compliance with ASTM D6433.
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D. Request for Clarification
1. Any Proposer requiring further clarification of the RFP process and procedures should submit
Request for Clarifications in writing in the form of questions and or inquiries to the Purchasing
Officer, Sandra Rodriguez at sandra.rodriguez@portlandtx.gov before June 2, 2026 at 3:00 p.m.
(CT). The Proposer should request confirmation via email that the request for clarification(s) was
received or follow up with a phone call, if necessary, to confirm receipt. The Purchasing Officer
can be reached at (361) 777-4576.
2. Proposers' request for clarifications (questions & inquiries) and the City's response(s) can be
found on the City's website in the form of an addenda on the specified date.
3. All other City employees do not have the authority to respond for the City regarding this RFP. Any
attempt by a Proposer, the Proposer's officers, employees, or agents to lobby or influence a vote
or recommendation related to the Proposer's Proposal submitted in response to this RFP, directly
or indirectly, through any contact with City Council members or other City officials between the
date this RFP is released to the public and the date a contract is awarded by the City may result in
rejection of the Proposer's Proposal at the discretion of the City Manager or designee.
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SECTION 3 - CONDITIONS GOVERNING PROCUREMENT
A. Procedural and Content Questions
1. During review of this RFP and preparation of the Proposal, certain errors, omissions or
ambiguities may be discovered. If so, or if there are doubts or concerns about the meaning of any
part of this RFP, questions should be submitted to the Purchasing Officer as described in this RFP.
2. An addendum will be issued to address the questions and answers along with any changes to the
documents as a result of these requests for clarifications. The addenda will be released by close
of business June 5, 2026. Proposers must acknowledge receipt of all Addenda.
B. Basis for Proposal
1. Proposers should carefully examine the entire RFP, any addenda thereto and any related materials
and dates referenced in the RFP. Proposers shall become fully aware of the specifications and
requirements.
2. In the event of discrepancy, immediately notify the City. Failure to notify the City and give written
notice of discrepancies shall constitute acceptance by the successful Proposer of existing
conditions.
3. All Proposers are responsible for the cost to produce their Proposal. Proposers are also
responsible for their Proposal's content, timeliness of submission and withdrawal.
4. Only the information contained in this RFP, questions and answers with regard to inquiries
requesting clarification or additional information, addenda hereto and information supplied by
the City in writing through the Purchasing Officer should be used in the preparation of the
Proposal.
C. Exceptions to RFP Specifications
1. Although the specifications in the following sections represent the City's anticipated needs, there
may be instances in which it is in the City's best interest to permit exceptions to specifications
and evaluate alternatives.
2. When allowed exceptions, conditions or qualifications to the provisions of the City's
specifications must be clearly identified as such, together with reasons for taking exception and
submitted as a request for clarification during the Proposal process. If the Proposer does not
make clear an exception is being taken, the City will assume the Proposer is, in its Proposal,
responding to and will meet the specifications and requirements of this RFP.
D. Service Agreement
A sample SERVICE AGREEMENT is attached hereto that the successful Proposer will be required to
sign a similar agreement. With the exception of certain terms and conditions which may be modified
by the City to conform prior to final execution of the Contract.
E. The Proposer may utilize subcontractors to perform portions of the work, provided that all
subcontractors are clearly identified in the Proposal and approved by the City. The Proposer shall
remain fully responsible for all subcontracted work.
F. Terms and Conditions
With its Proposal, the Proposer is committing to the terms and conditions as outlined in the Sample
Agreement. Any concerns over the terms and conditions MUST be resolved during the initial stage of
the procurement process through the request for clarification and answer process.
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G. Form 1295 "Certificate of Interested Parties"
(Only submit if chosen to be recommended for award)
Upon notification Proposer has been selected to be recommended to Council for award, Proposer
must comply with Government Code Section 2252.908 and submit Form 1295 "Certificate of
Interested Parties." Form 1295 requires disclosure of "interested parties" with respect to entities
that enter into contracts with cities. An interested party is:
1. a person who has a controlling interest in a business entity with whom a governmental entity
or state agency contracts; or
2. an intermediary.
The 1295 form must be electronically filed with the Texas Ethics Commission at
https://www.ethics.state.tx.us/filinginfo/1295/ then printed, signed, notarized and filed with the
City. The completed form must be submitted to the City before the contract is presented to City
Council for award. For more information on Government Code Section 2252.908, please go to
https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908-12-19-17.php.
Insurance Requirements
1. Contractor's Liability Insurance
a. Contractor must not commence work under this agreement until all insurance required
herein has been obtained and approved by the City's Risk Manager or designee. Contractor
must not allow any subcontractor to commence work until all similar insurance required of
the subcontractor has been obtained.
b.Contractor must furnish the City's Risk Manager or designee one (1) copy of Certificates of
Insurance with applicable policy endorsements showing the following minimum coverage by
an insurance company(s) acceptable to the Risk Manager or designee. The City must be listed
as an additional insured for the General Liability and Auto Liability policies, and a waiver of
subrogation is required on all applicable policies. Endorsements must be provided with the
Certificate of Insurance. The project name and / or number must be listed in Description Box
of the Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of Bodily Injury and Property Damage
cancellation, Per occurrence - aggregate
non-renewal, material change or
termination required on all certificates
and policies.
Commercial General Liability including: $1,000,000 Per Occurrence
1. Commercial Broad Form $2,000,000 Aggregate
2. Premises - Operations
3. Products/ Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury- Advertising Injury
AUTO LIABILITY $1,000,000 Combined Single Limit
(including) Owned
Hired and Non-Owned
Rented/Leased
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WORKERS' COMPENSATION Statutory and complies with Part II
(All States Endorsement if Company is of this Exhibit.
not domiciled in Texas)
Employer's Liability $500,000 / $500,000 / $500,000
c. In the event of accidents of any kind related to this project, Contractor must furnish the City
with copies of all reports of such accidents within 10 days of the accident.
2. Additional Requirements
a. Applicable for paid employees, Contractor must obtain workers' compensation coverage
through a licensed insurance company. The coverage must be written on a policy and
endorsements approved by the Texas Department of Insurance. The workers' compensation
coverage provided must be in statutory amounts according to the Texas Department of Insurance,
Division of Workers' Compensation. An All States Endorsement shall be required if Contractor is not
domiciled in the State of Texas.
b. Contractor shall obtain and maintain in full force and effect for the duration of this Contract or
purchase order, and any extension hereof, at Contractor's sole expense, insurance coverage
written on an occurrence basis by companies authorized and admitted to do business in the
State of Texas and with an A.M. Best's rating of no less than A- VII.
c. Contractor shall be required to submit renewal certificates of insurance throughout the term of
this contract or purchase order and any extensions within 10 days of the policy expiration dates.
All notices under this Exhibit shall be given to City at the following address:
City of Portland
Attn: Risk Management
1900 Billy G. Webb
Portland, TX 78374
d. Contractor agrees that with respect to the above required insurance, all insurance
policies are to contain or be endorsed to contain the following required provisions:
* List the City and its officers, officials, employees, and volunteers, as additional insureds by
endorsement with regard to operations, completed operations and activities of or on behalf
of the named insured performed under contract or purchase order with the City, with the
exception of the workers' compensation policy.
* Provide for an endorsement that the "other insurance" clause shall not apply to the City of
Portland where the City is an additional insured shown on the policy;
* Workers' compensation and employers' liability policies will provide a waiver of subrogation
in favor of the City; and
* Provide 30 calendar days advance written notice directly to City of any cancellation, non-
renewal, material change or termination in coverage and not less than ten calendar days
advance written notice for nonpayment of premium.
e. Within five calendar days of a cancellation, non-renewal, material change or termination of
coverage, Contractor shall provide a replacement Certificate of Insurance and applicable
endorsements to City. City shall have the option to suspend Contractor's performance should
there be a lapse in coverage at any time during this contract or purchase order. Failure to
provide and to maintain the required insurance shall constitute a material breach of this
contract or purchase order.
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f. In addition to any other remedies the City may have upon Contractor's failure to provide and
maintain any insurance or policy endorsements to the extent and within the time herein
required, the City shall have the right to order Contractor to stop work hereunder, and/or
withhold any payment(s) which become due to Contractor hereunder until Contractor
demonstrates compliance with the requirements hereof.
g. Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property resulting
from Contractor's performance of the work under this contract or purchase order.
h. It is agreed that Contractor's insurance shall be deemed primary and non- contributory with
respect to any insurance or self-insurance carried by the City of Portland for liability arising out
of operations under this contract or purchase order.
i. It is understood and agreed that the insurance required is in addition to and separate from any
other obligation contained in this agreement.
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