Pavement Management Program Services

TOWN OF PLAINFIELD, CONNECTICUT
REQUEST FOR PROPOSALS (RFP) NO. FIN-0306
SOLICITATION DOCUMENTS FOR
PAVEMENT MANAGEMENT PROGRAM SERVICES
DEADLINE FOR PROPOSAL SUBMISSIONS: April 14th at 2 pm
The Town of Plainfield invites proposals from qualified vendors to provide pavement management program services..
Proposers shall prepare the following submittals for RFP: FIN-0306: one (1) Technical Proposal and one (1) Cost
Proposal. All submittal material should indicate the company name, contact information, and what is submitted. Return
all required Schedules and Forms with your submission. Electronic signatures and/or scanned signatures from Proposers'
authorized representatives will be acceptable.
Sealed bids must be received in the Finance Office, Plainfield Town Hall, 8 Community Avenue, Plainfield CT 06374.
Proposals received after 2 pm on April 14th are late and will not be accepted. Proposals will not be accepted via email.
Questions shall be submitted on company letterhead as a Microsoft Word or PDF document.
RFP Contact: Lisa A. Madden
Title/Department: Director of Finance
Email: lmadden@plainfieldct.org
Phone: 860-230-3005
Town of Plainfield
8 Community Avenue
Plainfield, CT 06374

TABLE OF CONTENTS
Section I Introduction
Section II General Information for Proposers
Section III Key Dates for the Proposal
Section IV Technical and Cost Proposals
Section V Proposal Information for Proposers
Section VI Submission Requirements
Section VII Sealed Bid Instructions for Bidders
Section VIII Indemnification
Schedule A Scope of Services and Deliverables
Schedule B Cost Proposal Form
Schedule C Insurance Requirements
Schedule D Evaluation Criteria
Forms Proposal Cover Sheet

SECTION I - INTRODUCTION
The Town of Plainfield, Connecticut (the "Town"), is soliciting proposals from qualified consultants to provide pavement
management program services for the Town's roadway network. The selected consultant will support the Town in
establishing a GIS-integrated pavement management program that includes automated roadway data acquisition, AI
identification and tracking of road assets, condition assessment, analysis, mapping, reporting, and deployment of results
in a user-friendly platform.
SECTION II - GENERAL INFORMATION FOR PROPOSERS
The Town seeks proposals from firms with demonstrated experience providing pavement management and GIS-based
asset management services to public agencies. The Town's roadway network is anticipated to include approximately 102
centerline miles of Town-maintained roadways.
The solution should include a complete roadway inventory, AI driven automated pavement condition evaluation
supported by imagery, and an industry standard 0-100 roadway condition score for each roadway segment (typically
intersection-to-intersection). Data must be compatible with the ESRI GIS environment and be deployable through ArcGIS
Online (AGOL) applications (e.g., web maps, dashboards, or comparable tools).
The scope also includes network-level analysis, capital planning and budgeting support, report deliverables, training, and
ongoing data management/support. The Town is also interested in optional add-on inventories that may be generated
from imagery, such as traffic signs, manholes, and drains.
SECTION III - KEY DATES FOR THIS PROPOSAL
Description Date/Time
RFP available on the Town of Plainfield website 03/17/26
Last day for written questions 04/02/26 (2:00 PM ET)
Answers provided to written questions received 04/07/26
Proposals Due 04/14/26_ (2:00 PM ET)
SECTION IV - TECHNICAL & COST PROPOSALS
Technical and Cost Proposals shall be based on the Scope of Services described herein. The Town is not responsible for
internal or external delivery delays that may cause a proposal to arrive beyond the deadline. No materials will be
accepted after the deadline unless explicitly permitted by the Town.
A Town evaluation committee will review proposals and may conduct interviews and/or request oral presentations as
part of the selection process. The Town reserves the right to accept, reject, or negotiate modifications to any proposal,
as it deems to be in its best interest, to the fullest extent permitted by law.
NO RIGHTS SHALL ACCRUE TO ANY PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED FOR CONTRACT
APPROVAL. ANY AWARD IS SUBJECT TO ALL REQUIRED TOWN APPROVALS AND THE EXECUTION OF A WRITTEN
AGREEMENT.
Proposers are advised that the contents of this RFP and the successful Proposer's Technical and Cost Proposal, as
submitted or negotiated, will be incorporated into the resultant agreement.
NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE TOWN, EXCEPT FOR THE FORMAL WRITTEN
RESPONSES TO ANY WRITTEN REQUEST FOR CLARIFICATION.

SECTION V - PROPOSAL INFORMATION FOR PROPOSERS
Refer to Solicitation: RFP NO. FIN-0306 - Due Date: April 14, 2026 by 2:00 PM (ET).
Proposals shall include the following components:
* Technical Proposal (including required documents and schedules)
* Cost Proposal (submitted separately and clearly labeled)
Mark submissions as follows:
* PAVEMENT MANAGEMENT PROGRAM SERVICES
* "Company Name"
* "Company Address"
* "Company Contact"
* "Technical Proposal" or "Cost Proposal"
Requests for clarification of this RFP must be written and submitted via email to the RFP Contact identified herein. All
requests shall cite the applicable page and section numbers.
The proposal cover letter, signed by a person authorized to make a binding offer, must state that the proposal
constitutes a valid, binding, and continuing offer for a period of sixty (60) calendar days from the proposal due date,
unless otherwise specified by the Town.
Proposal Subject to Connecticut Freedom of Information Act (FOIA)
Proposals submitted in response to this RFP may be subject to disclosure under the Connecticut Freedom of Information
Act (Conn. Gen. Stat. 1-200 et seq.). If a proposer believes that portions of its submission are exempt from disclosure,
the proposer shall clearly identify such portions and provide a written explanation of the basis for the claimed
exemption. The Town will determine, in accordance with applicable law, whether any portion of a proposal is exempt
from disclosure.
Indemnification and Insurance
The successful proposer will be required to provide insurance and indemnification in accordance with Town
requirements and applicable law, including naming the Town as an additional insured where required. Refer to Schedule
C for standard insurance provisions.
Assignment/Subcontracting
The successful proposer shall not assign or subcontract any portion of the work without prior written approval from the
Town. If the proposer intends to subcontract any part of the work, that fact must be stated in the proposal and the
proposer shall include the qualifications of any proposed subcontractors.
SECTION VI - SUBMISSION REQUIREMENTS
Technical Proposal - at a minimum, include the following:
* Cover letter with brief history of the firm, ownership, and management; signed by an authorized representative.
* Identification of the primary point of contact for this proposal and contract.
* Overall qualifications and experience providing similar pavement management and GIS-based services for public
agencies.

* Description of the proposed approach/methodology, including data acquisition, processing, quality control, scoring,
analysis, mapping, reporting, and platform deployment.
* Proposed project schedule with key milestones.
* Quality control plan and procedures.
* Staffing plan identifying key personnel and roles.
* At least ten (10) municipal or public agency references of similar work (in the state of Connecticut) completed within
the last five (5) years, including contact information.
* Cost Proposal - submit using the format provided in Schedule B. Cost proposals shall be presented as lump sum, not-
to-exceed fees to complete the tasks identified in this RFP, inclusive of all labor, overhead, profit, travel, and other
direct costs.
* Technical and Cost Proposals must be submitted at the same time within a single package that includes all portions
of the proposal, with the Cost Proposal clearly separated and labeled as required by the Town.
SECTION VII - SEALED BID INSTRUCTIONS FOR BIDDERS
1. Sealed bid proposals will be received by the Finance Director by the date and time indicated on the Invitation to Bid.
Bids received later than the date and time specified will not be considered and will be returned unopened.
2. Bids are to be returned with the bid name prominently indicated on any other mailing envelope. The name and
address of the bidder should appear in the upper left-hand corner of the envelope. Please add to the exterior of the
envelope: "DO NOT OPEN UNTIL 2 PM ON TUESDAY APRIL 14, 2026". Bids will not be accepted via fax or e-mail.
3. All proposals will be opened and read publicly and are subject to public inspection. Bidders may be present or
represented at all openings. Bid results are mailed to all responding bidders.
4. Municipalities are exempt from any sale, excise or federal taxes. Bid prices must be exclusive of taxes and will be so
construed.
5. The Town of Plainfield reserves the right to reject any or all bids or any part of all bids and to waive any informality
when such action is in the best interest of the Town. The Town also reserves the right to extend by mutual consent an
awarded bid when such action is in its best interest.
6. Bidders should familiarize themselves with all of the terms and conditions set forth in the bid specifications. Failure by
the bidder to familiarize himself with these terms and conditions does not excuse the bidder from fulfillment of the bid
specifications.
7. All entities doing business with the Town certify, upon acceptance of a bid and by virtue of their signature on that bid,
that they have read, understood and will comply with the section of the Town's updated plan of affirmative action and
equal opportunity relating to contractual and purchasing procedures. The bidder agrees to cooperate fully should the
Town choose to audit this compliance.
8. In case of an error in the extension or addition of prices, the unit price will govern. The Town will not be subject to any
price increases after a bid award, unless it was part of the original bid terms.
9. The Town reserves the right to increase or decrease quantities listed to stay within the allocated funding at the time
of bid opening.
10. The Finance Department has an obligation to accept the lowest responsible bid which is in the Town's best interest.
Factors include, but are not limited to: price, compliance to

specifications, quality offered, freight costs, delivery time, past performance, standardization of current equipment,
financial resources, technical qualifications, equipment and experience.
11. Bidders shall state in writing and attach to the bid any conditions/exceptions that are part of the bid price.
Comments to the effect "see literature" will not be acceptable.
12. Any manufacturers' names, trade names, brand names or catalog numbers used in the specifications are there for
the purpose of establishing and describing general performance and quality levels. Such references are not intended to
be restrictive, and bids are invited on these and approved equal brands or products of any manufacturer.
13. The Town's competitive bidding process is not a means for competitors to obtain private/proprietary information
that is not otherwise normally available. Such information relates to a bidder's financial records and responsibility, test
data, manufacturing drawings, formulas and processes. To promote competition and protect valid interests this type of
information/data will remain confidential.
14. All bidder questions shall be directed to the Director of Finance, Lisa Madden. Procedural and clarification questions
will be answered appropriately. Questions that require an answer that will in effect change/alter the intent of the
specifications will only be answered in writing to all bidders by a bid addendum.
15. Awarded bidders are responsible for obtaining all necessary permits as required by OSHA, Federal, State and/or
Town regulations.
16. Alternate proposals will not be considered unless specifically called for in the bid.
17. Prices shall include packing, transportation, and delivery charges F.O.B. to Plainfield/delivered unless specifically
noted otherwise.
18. The bidder declares that the proposal is not made in connection with any other bidder submitting a proposal for the
same bid and is in all respects fair and without collusion or fraud.
19. Cash discounts may be offered by bidder for prompt payment of bills, but such cash discount will not be taken into
consideration in determining the awarded low bidder except in the case of tie bids and then only provided such discount
is based on payment of invoice not less than fourteen (14) days after satisfactory delivery and/or receipt of invoice,
whichever is later.
20. The Town will not award a bid to any bidder who owes a delinquent tax to the Town. Bidders certify by virtue of their
signature on the bid sheet that neither the bidder nor any business or corporation which the Bidder owns an interest is
delinquent in tax obligations to the Town. The Finance Department will verify that no delinquent taxes are owed before
any bid is awarded.
21. All bidders shall include a corporate resolution with their submittal. Templates for Corporations and Professional
Corporations, Limited Liability Company and Partnerships (including Limited Partnership and Limited Liability
Partnership) are attached in Appendix C of this request for proposal.
22. The bidding entity is required to provide evidence from the Connecticut Secretary of State that they are in good
standing and qualified to conduct business in the State of Connecticut.

SECTION VII -INDEMNIFICATION
THE AWARDED BIDDER WILL BE REQUIRED TO AGREE TO THE FOLLOWING INDEMNIFICATION LANGUAGE
To the fullest extent permitted by law, THE AWARDED BIDDER agrees on behalf of itself and its successors and assigns,
covenants and agrees at its sole cost and expense, to protect, defend, indemnify, release and hold the Town of
Plainfield, its agents, servants, officials, employees, volunteers and members of its boards and commissions (Collectively
the "Town of Plainfield), harmless from and against any and all Losses (defined below) imposed upon or incurred by or
asserted against the Town of Plainfield by reason of bodily injury, personal injury, death, or property damage of
whatsoever kind or nature, to any individuals or parties (including, but not limited to the Town of Plainfield, the
Awarded Bidder, or any other third party) arising out of or resulting from, or alleged to arise out of or arise from
Awarded Bidder's performance of its work under the contract, but only to the extent such Losses are attributable to the
negligent or intentional act, error or omission of the Awarded Bidder or any person or organization employed or
engaged by Awarded Bidder to perform all or any part of the contract. The term "Losses" includes any losses, damages,
costs, fees, expenses, claims, suits, judgments, awards, liabilities (including, but not limited to, strict liabilities),
obligations, debts, fines, penalties, charges, amounts paid in settlement, foreseeable and unforeseeable consequential
damages, litigation costs, attorneys' fees, expert's fees, and investigation costs, of whatever kind or nature, and whether
or not incurred in connection with any judicial or administrative proceedings, actions, claims, suits, judgments or
awards.
Upon written request by the Town of Plainfield, the Awarded Bidder shall defend and provide legal representation to the
Town of Plainfield with respect to any of the matters referenced above. Notwithstanding the foregoing, the Town of
Plainfield may, in its sole and absolute discretion, engage its own attorneys and other professionals to defend or assist it
with respect to such matters and, at the option of the Town of Plainfield, its attorneys shall control the resolution of
such matters. Upon demand, the Awarded Bidder shall pay or, in the sole and absolute discretion of the Town of
Plainfield, reimburse, the Town Plainfield for the payment of reasonable fees and disbursements of attorneys and other
professionals in connection with this contract.
THE TOWN OF PLAINFIELD WILL NOT AGREE TO INDEMNIFY THE AWARDED BIDDER; SUBCONTRACTOR(S); OR
INDEPENDENT CONTRACTOR .

SCHEDULE A - SCOPE OF SERVICES AND DELIVERABLES
RFP No. FIN-0306 - Pavement Management Program Services
Overview
The selected consultant will provide a comprehensive, turn-key pavement management solution for the Town's roadway
network. Services are anticipated to include roadway inventory confirmation, automated pavement condition data
acquisition and post-processing, quality control, pavement condition scoring (0-100 Road Surface Rating (RSR
equivalent), analysis, reporting, and deployment of results in an ESRI/ArcGIS Online environment.
Scope of Work
The selected consultant will be responsible for the following:
* Prior to commencing work, the consultant will host a kick-off meeting in person or via teleconference to review
all past data and data collection efforts by the Town of Plainfield and will develop a process or methodology for
importing and integrating Town legacy data into its proposed solution for pavement management.
* Establishing a complete inventory of all Town-maintained roadways.
* Conducting an image-based, AI-driven condition assessment for the roadway network, establishing an industry
standard 0-100 condition score for each section. The consultant should outline the process calculating roadway
scores and the quality control processes utilized.
* Integrating all pavement management data to estimate a compatible GIS shapefile or geodatabase.
* Creating and hosting an ESRI driven web/GIS-based dashboard that displays all pavement management inventory
and condition data in an interactive and user-friendly manner.
* Developing an optimized treatment plan for the Town of Plainfield, qualifying all roadway sections for their
current budgetary and treatment needs.
* Creating five budget/target-driven scenarios, projecting future conditions against various budgets and condition
targets.
* Creating a final pavement management project report deliverable and presenting the results of the pavement
management plan to Town staff.
* Providing ongoing support and training, including annual maintenance and repair work history updates. User
support services via telephone and email shall be available during the Town's regular business hours.
Contract Term - The Town of Plainfield seeks a one (1) year contract for the pavement management solution.
Deliverables
The following deliverables, at a minimum, are anticipated for the project:
* Existing Conditions Report
* Corresponding GIS Roadway Maps
* Condition Assessment - Summary of Findings / Roadway Ratings
* GIS Data Deliverable in Shapefile or Geodatabase format for ArcGIS desktop use
* Capital Improvement Plan
* Budget/Target Scenarios
* Project Reports
* Staff Training
* Ongoing Data Management, Support, and Maintenance
* ESRI Driven Online Project Dashboard
* Four Project Status Reports as agreed to between the Town of Plainfield and the Proposer
** Proposals will be evaluated based schedule D

Minimum Deliverables
* Existing Conditions Reports
* Network Level Reports
* Cost Benefit Value (CBV) Reports
* Forecast Model/Capital Improvement Plan (CIP)
* Final Report (incorporating Town comments)
* Pavement Distress Summary and GIS heat map
* ManageMyRoads ArcGIS Online platform deployment (selected option) and portal link to reports/maps
* GIS data deliverables (shapefile and/or geodatabase) and tabular exports (e.g., Excel) as requested
* Project meeting to review draft deliverables and incorporation of Town feedback
Anticipated Contract Term
The Town anticipates an initial project period to complete data acquisition, processing, analysis, and delivery of reports
and maps, followed by a support services period (anticipated 24 months) for ongoing data updates, CIP updates, and
user support, as described in this RFP. The Town may include options for renewal at its discretion.

SCHEDULE B - COST PROPOSAL
RFP No. FIN-0306 - Pavement Management Program Services
The Cost Proposal shall be presented as a lump sum, with not-to-exceed fees for each task outlined in this RFP. All costs
shall be inclusive of all deliverables and all labor (professional, clerical, and other), benefits, overhead, profit, and all
other costs required to perform the work.
Task Lump Sum Fee
Project Coordination & Road Inventory $__________
Review (includes up to four (4) project
meetings)
Data Acquisition Program & Post Processing $__________
(imagery collection, post-processing, and
base platform integration)
Pavement Data Analysis & Deliverables $__________
(reports, mapping, CBV, forecast/CIP)
Data Sharing & System Support Services $__________
(anticipated 24 months)
Optional Add-On: Traffic Signs Inventory $__________
Optional Add-On: Manholes $__________
Optional Add-On: Drains
Total Proposal Cost $__________
Proposer's Name: ________________________________
Firm Representative (Print Name): ________________________________
Title: ________________________________
Signature: ________________________________
Date: ________________________________