Project Information

Bid Title

Pavement Management Program Services Addendum #1

Issuing Agency

Plainfield town

Location

Connecticut

Published Date

Apr 14, 2026

Closing Date

Apr 15, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Pavement Management Program Services

• Addendum #1

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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

RFP available on the Town of Plainfield website

Last day for written questions

Answers provided to written questions received

Proposals Due

Date/Time

03/17/26

04/02/26 (2:00 PM ET)

04/07/26

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

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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