Project Information

Bid Title

Railroad Crossing Information System Re-bid

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Apr 22, 2026

Closing Date

May 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

26132-AG

Original Source

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Bid Documents

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Project Description

Bid Number:	26132-AG
Bid Title:	Railroad Crossing Information System Re-bid
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive proposals from qualified firms to provide a Railroad Crossing Information System. Â Publication Date/Time: 4/22/2026 12:00 AM Closing Date/Time: 5/15/2026 3:00 PM Pre-bid Meeting: none Contact Person: Amy Gardner, NIGP-CPP, CPPB Senior Buyer (757)514-4015 agardner@suffolkva.us Miscellaneous: The contract will begin upon execution and go through April 30, 2027. The contract may be renewed after the initial term for eight (8) additional one-year periods ending April 30, 2035. Unless notified thirty (30) days in writing, this contract will automatically renew based on the terms and conditions herein. Initial rates must be guaranteed for a minimum of twelve (12) months. Any increase in rates will require written City approval. The City does not guarantee approval of any rate increase. The City must be notified in writing of any rate increases during the contract period. Related Documents: RFP 26132 RFP 26132 Attachment A RFP 26132 Attachment B Suffolk Rail Impact Study (PDF)

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Request for Proposal

City of Suffolk

RFP#26132-AG

April 22, 2026

Purchasing Division

442 W. Washington Street, Room 1086

Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

Railroad Crossing Information System Re-bid

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time

and date shown below (local prevailing time), for furnishing the items or services described in the

solicitation. Offers should be sent by e-mail attachment to: proposals@suffolkva.us with the RFP

number and title in the subject line.

The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining

responsive proposals from qualified firms to provide a Railroad Crossing Information System.

The Senior Buyer, Amy Gardner is the Contract Officer for the City of Suffolk with respect to this RFP.

All questions and/or comments should be directed to her at: agardner@suffolkva.us. The respondents

to this RFP shall not contact, either directly or indirectly, any other employee or agent of the City

regarding this RFP.

Proposals are due: 3:00 p.m., May 15, 2026

Contract Officer: ________Amy Gardner________________

Amy Gardner, NIGP-CPP, CPPB, Senior Buyer, agardner@suffolkva.us

Firm Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

RFP 26132-AG

Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the Offeror, if

the offer is accepted within one hundred and eighty (180) calendar days from the date of the receipt

of proposals, to furnish any or all of the items and/or services upon which prices are quoted, at the

price set, to be delivered at the time and place specified herein. The offeror’s signature on the prior

page certifies the offeror has read, understands, and agrees to all terms, conditions, and requirements

of this Request for Proposals, and is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17. or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer

listed on the front page.

Questions concerning this project must be in writing (email is preferred) and addressed to the Contract

Officer listed on the front page of this solicitation, and, should be received no later than five (5)

business days preceding the date that the proposals are to be received. E-mail is the preferred method

and will get a more timely response.

ELECTRONIC BID SUBMITTAL

An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the

RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to

the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure

date shown, if desired. Documents should be saved as a .pdf document and should conserve disk

space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s

system. To receive confirmation of receipt of proposal, send request to the contracting officer at

agardner@suffolkva.us. Do NOT send proposal directly to contracting officer. Paper proposals will

not be accepted. Do not send printed copies of proposal.

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN

ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS

SOON AS POSSIBLE.

Proposals may be submitted through EVA.

RFP 26132-AG

Page 2

REQUEST FOR PROPOSAL

Railroad Crossing Information System Re-bid

Table of Contents

SECTION/TITLE

1.0 PURPOSE .................................................................................................................................. 4

2.0 BACKGROUND........................................................................................................................ 4

3.0 COMPETITION INTENDED.................................................................................................... 4

4.0 TERM OF CONTRACT ............................................................................................................ 4

5.0 SCOPE OF SERVICES.............................................................................................................. 4

6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS ............................................................. 6

7.0 SPECIFIC PROPOSAL REQUIREMENTS.............................................................................. 8

8.0 EVALUATION AND AWARD CRITERIA............................................................................. 9

9.0 ADDITIONAL INSTRUCTIONS ........................................................................................... 10

10.0 CONTRACT TERMS AND CONDITIONS ....................................................................... 14

SIGNATURE SHEET .......................................................................................................................... 23

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 24

EXCEPTIONS TO RFP ....................................................................................................................... 25

ANTICOLLUSION.............................................................................................................................. 26

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 27

ATTACHMENT A – Accidents at Railroad Crossings in Suffolk

ATTACHMENT B – Suffolk Rail Impact Study (2007)

RFP 26132-AG

Page 3

1.0 PURPOSE

The intent of this Request for Proposal is to obtain the services of a qualified firm to provide a

railroad crossing information system to reduce traffic accidents, improve traffic flow, and lower

public safety personnel response time by meeting the following objectives:

• Providing timely alerts when nearby at-grade rail crossings are blocked by trains

• Improving route planning with real-time crossing updates

• Ensuring 95% reliability in system operations and information provided

• Providing system updates as they become available

• Continuing development of technological advancements in the systems and

services provided.

2.0 BACKGROUND

The City of Suffolk has thirty-one (31) active railroad crossings. Most have automated gates,

but several do not. Railroad crossings have the potential to cause injury or death. For a list

of railroad accidents, see Attachment A. For more background of Suffolk’s railroads, see

Attachment B (Suffolk Rail Impact Study 2007).

3.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It is the offeror’s

responsibility to advise the Senior Buyer in writing if any language requirement, specification,

etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this

RFP to a single source. Such notification must be received by the Purchasing Agent not later

than five (5) business days prior to the date set for acceptance of proposals.

4.0 TERM OF CONTRACT

The contract will begin upon execution and go through April 30, 2027. The contract may be

renewed after the initial term for eight (8) additional one-year periods ending April 30, 2035.

Unless notified thirty (30) days in writing, this contract will automatically renew based on the

terms and conditions herein. Initial rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates will require written City approval. The City does not

guarantee approval of any rate increase. The City must be notified in writing of any rate

increases during the contract period.

5.0 SCOPE OF SERVICES

A. General Requirements: The Contractor must provide all labor, effort, supervision

and materials necessary to design, furnish, install, operate, and maintain a railroad

crossing information system.

B. Specific Requirements:

1. The Contractor must handle and process its tasks in accordance with all

federal, state, and local laws, statues, and regulations.

2. The Contractor must possess and keep in force all licenses and permits

required to perform services under the contract.

3. The City will provide the contractor with locations of hardware placement.

RFP 26132-AG

Page 4

The City reserves the right to add or delete locations as needed. The

Contractor will assist the City in determining the optimal placement of the

units at the locations identified.

4. For each site selected, the Contractor must prepare and submit to the

City an installation/design plan associated with the site. The plan must

outline the placement of all equipment. Installation of the equipment must

not occur until an acceptable installation/design plan is submitted and

approved by the City.

5. The installation/design plan must be constructed to provide for minimal

disruption and must conform to all city, state, and federal guidelines. The

Contractor will be responsible for submitting any plans as prescribed by the

City Code and obtaining all necessary permits and approvals required for

installation of the equipment.

All damage to city property caused by the Contractor during installation,

operation, maintenance, or removal of system. Contractor will be responsible

for providing electrical service if needed.

6.

7.

8.

9.

10.

RFP 26132-AG

All equipment must be installed in City of Suffolk right-of-way. A right-of-way

permit from the City of Suffolk will be required prior to installation for the

purposes of reviewing the equipment locations, work zone requirements during

installation, and to permit the equipment in City right-of-way. No additional

permits will be required. Electrical permits/inspections will be required if AC

electrical service is installed.

The aforementioned right-of-way permit will require a drawing depicting the

location of equipment installation, identifying the use of existing poles with

owner information and permission to use said poles or identifying the location

and design of proposed poles. Location will be reviewed to make sure it is within

City right-of-way. Shop drawings may be used for typical pole-mount

applications or installations using a new pole. New poles must be found to be

crashworthy in accordance with AASHTO guidelines. A stamped structural

analysis will be required where equipment is to be installed on traffic signal mast

arms.

The contractor will develop and provide a mobile application for iOS and Android

that provides real-time crossing information. System will implement user

geolocation to detect proximity to crossings. The system will integrate multiple

data sources, including but not limited to active sensor data, railroad schedules,

traffic signal data, etc.). System will provide real-time notifications and alerts

and include a map interface showing affected crossings (and routes, if feasible).

Contractor to furnish a functional mobile app (iOS and Android), source code

and documentation, App Store deployment (if required) and a basic user’s

guide.

Acceptance Criteria:

• 95% accurate detection of train-related closures

• 95% reliable real-time notifications

• Client approval after testing.

Page 5

Commodity Codes

• NAICS 237990Other Heavy and Civil Engineering Construction
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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