Project Information

Bid Title

Citywide Pavement Condition and Right of Way Asset Survey

Issuing Agency

City of Portland

Location

Texas

Published Date

May 21, 2026

Closing Date

Jun 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 6902

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	RFP 6902
Bid Title:	Citywide Pavement Condition and Right of Way Asset Survey
Category:	Request for Proposal or Bid Opportunities
Status:	Open
Additional Status Information:	N/A
Bid Recipient:	N/A

Description: 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. 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. 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. 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 For security reasons, you must enable JavaScript to view this E-mail address. 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. Publication Date/Time: 5/21/2026 8:00 AM Publication Information: Please refer to RFP documents for details Closing Date/Time: 6/18/2026 2:00 PM Submittal Information: Please refer to RFP documents for details. Bid Opening Information: Refer to RFP for details. Addendum Date/Time: Please refer to RFP document. Pre-bid Meeting: None Contact Person: Sandra Rodriguez Purchasing Officer 361-777-4576 Email: sandra.rodriguez@portlandtx.gov Download Available: Download Fee: N/A Plan & Spec Available: N/A Business Hours: 8am-5pm (CT) Fax Number: N/A Plan Holders List: N/A Qualifications: Please refer to RFP. Special Requirements: Please refer to RFP Miscellaneous: 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. Related Documents: RFP Citywide Pavement Condition and Right-Of-Way Asset Survey

Attachment Preview

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

Due Date/Time:

June 18, 2026

2:00 p.m. (CT)

CITY OF PORTLAND, TEXAS

1900 Billy G. Webb Drive

Portland, Texas 78374

(361) 777-4500

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

Request for Proposal Release Date

Deadline for Requests for Clarification

Responses to Requests for Clarification

Proposals Due Deadline

Projected Date of Award of Contract

Anticipated Notice to Proceed (NTP)

Date/Time

May 21, 2026

June 2, 2026 at 3:00p.m. (CT)

June 5, 2026

June 18, 2026 at 2:00p.m. (CT)

June /July 2026

July 2026

Page 1 of 13

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

Page 2 of 13

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.

Page 3 of 13

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.

Page 4 of 13

Commodity Codes

• NAICS 541330Engineering Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.