Project Information

Bid Title

Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) Technology for the City of A

Issuing Agency

City of Annapolis

Location

Maryland

Published Date

May 15, 2026

Closing Date

Jun 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP #26-35

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	RFP #26-35
Bid Title:	Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) Technology for the City of A
Category:	Purchasing
Status:	Open
Additional Status Information:	Public Notice
Bid Recipient:	Not Applicable

Description: INSTRUCTIONS TO PROPOSERS R. F. P.   26-35 AUTOMATIC VEHICLE LOCATION (AVL) AND AUTOMATED VOICE ANNUNCIATION (AVA) TECHNOLOGY FOR THE CITY OF ANNAPOLIS TRANSIT, ANNAPOLIS, MARYLAND The Central Purchasing Office of the City of Annapolis is accepting sealed Proposals for the procuring new Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) technology until 2:00 p.m., local time, Friday, May 29, 2026.  Proposals shall be delivered or emailed to the Central Purchasing Office, 25 Shaw Street, Annapolis, Maryland 21401, For security reasons, you must enable JavaScript to view this E-mail address..   Late submittals shall not be accepted under any circumstances. The scope of work includes, but is not limited to, providing hardware and compatible software systems for automated aural stop announcements in accordance to the requirements of the Americans with Disabilities Act (ADA). Interested parties are invited to attend a virtual pre-Proposal meeting on Wednesday, April 29, 2026 at 1:30 p.m., local time, via Google Meet. Google Meet Instructions Virtual Pre-Proposal Meeting, RFP #26-35, Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) Technology for the City of Annapolis Transit, Annapolis, Maryland Wednesday, April 29 · 1:30 – 3:00pm Time zone: America / NewYork Google Meet joining info Video call link: https://meet.google.com/agz-durm-nwg Or dial: ?(US) +1 424-286-1593 PIN: ?834 564 195# The City of Annapolis reserves the right to reject any or all Proposals, to waive informalities as deemed appropriate by the City, to award multiple contracts, and to select the Proposal deemed to be in the best interest of the City. Charles M. “Mike” Garascia Procurement Officer Publication Date/Time: 4/17/2026 10:30 AM Publication Information: https://www.annapolis.gov/bids.aspx Closing Date/Time: 6/19/2026 2:00 PM Submittal Information: bids@annapolis.gov Bid Opening Information: Not applicable Addendum Date/Time: Not applicable Pre-bid Meeting: Wednesday, April 29th, 2026 Contact Person: Charles M. “Mike” Garascia, Procurement Officer City of Annapolis Central Purchasing Department 25 Shaw Street Annapolis, Maryland 21401 eMail: cmgarascia@annapolis.gov Download Available: https://www.annapolis.gov/bids Fee: No fees. Plan & Spec Available: No applicable Business Hours: 9:00 a.m. to 4:00 p.m. M - Fri Fax Number: (410) 263-8120 Plan Holders List: Not applicable Qualifications: All interested parties are requested to provide a response containing all required elements herein to the City by the deadline given. A selection committee will review and evaluate all proposals, with the intention of selecting a Consultant who provides a proposal that, in the opinion of the City, provides the best value (receives the highest score, as determined by the evaluation criteria listed below). If the selection committee so chooses, respondents may be invited for an interview to supplement their submission. The selection team will review proposals for conformance with the requirements included in this request for proposals and will evaluate submissions to identify the most responsive firm. Ratings shall be based on, but not limited to, the following criteria: The evaluation criteria will be assigned the following points as denoted Evaluation Criteria Weight         Points Assigned Technical Criteria •         Qualifications, Related Experience, and References         20 •        Staffing and Technical Approach        20 •        Work Plan        20 Price Proposal •        Total Cost        40 Total Points        100 Special Requirements: During evaluation, the City may consider the following: References – history of errors and omissions via reference checks Quality of previous performance Ability to meet contract deadlines Staff availability for the project Responsiveness to solicitation requirements Compliance with statutes and rules relating to contracts or services Strength and stability of the firm Technical experience and strength and stability of proposed sub consultants The City reserves the right to reject any or all proposals and to waive any irregularities or information in the evaluation process. The final decision is at the City’s sole discretion and respondents to this request have no appeal rights or procedures guaranteed to them. The City reserves the right to re-evaluate firms who were not originally short-listed at any time before the determination of a finalist is made. Upon notification of an intent to award, the City reserves the right to limit the period of contract development to thirty (30) days, after which time project award may be rescinded. The City has the option not to award a contract at the end of this process. Related Documents: RFP #26-35 - Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) Technology for the City of Annapolis Transit - 4-17-26 City of Annapolis - Bid Bond Form - 10-29-24 Pre-Proposal Meeting Agenda - RFP #26-35, Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA) Technology - 4-29-26 RFP #26-35 - Pre Proposal Meeting Attendance List - 5-01-26 RFP #26-11- Addendum #1, Extension of Proposal Due Date - 5-15-26

Attachment Preview

INSTRUCTIONS TO PROPOSERS

R. F. P. 26-35

AUTOMATIC VEHICLE LOCATION (AVL) AND AUTOMATED VOICE ANNUNCIATION

(AVA) TECHNOLOGY FOR THE CITY OF ANNAPOLIS TRANSIT, ANNAPOLIS, MARYLAND

The Central Purchasing Office of the City of Annapolis is accepting sealed Proposals for

the procuring new Automatic Vehicle Location (AVL) and Automated Voice Annunciation (AVA)

technology until 2:00 p.m., local time, Friday, May 29, 2026. Proposals shall be delivered or

emailed to the Central Purchasing Office, 25 Shaw Street, Annapolis, Maryland 21401,

bids@annapolis.gov. Late submittals shall not be accepted under any circumstances.

The scope of work includes, but is not limited to, providing hardware and compatible

software systems for automated aural stop announcements in accordance to the requirements

of the Americans with Disabilities Act (ADA).

Interested parties are invited to attend a virtual pre-Proposal meeting on Wednesday,

April 29, 2026 at 1:30 p.m., local time, via Google Meet.

The City of Annapolis reserves the right to reject any or all Proposals, to waive informalities

as deemed appropriate by the City, to award multiple contracts, and to select the Proposal

deemed to be in the best interest of the City.

Charles M. “Mike” Garascia

Procurement Officer

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CITY OF ANNAPOLIS, MARYLAND

AUTOMATIC VEHICLE LOCATION (AVL) AND AUTOMATED VOICE ANNUNCIATION

(AVA) TECHNOLOGY FOR THE CITY OF ANNAPOLIS TRANSIT, ANNAPOLIS, MARYLAND

R. F. P. 26-35 TABLE OF CONTENTS

Purchasing Definitions

Administrative & Selection Information

General Solicitation Provisions, Conditions and Clauses

Exceptions to Standard Documents

 Federal Transportation Administration Clauses

Specifications (Project Description)

Bid Response Form

Affidavits

Non-Collusion Certificate

Sample Contract

Bid Bond

Attachments

 Davis Bacon Wage Determination – Decision #2015-4265 Services

2

CITY OF ANNAPOLIS

PURCHASING DEFINITIONS

Addenda or Addendum - Written or graphic instruments or documents issued prior to the

opening of Bids which clarify, correct or change the Bidding Documents or the Contract

Documents.

Administrative Information - The document which is entitled “Administrative & Selection

Information”, and included as a part of the Bidding Documents.

Bid - A written submission or proposal including, but not limited to, price, terms of sale, and

description of work technical expertise, work experience, and any other information requested in

the Bidding Documents or on the Bid Forms, offered by a Bidder to the City for the work or services

to be performed pursuant to the Contract. May also be referred to as a “Proposal.”

Bid Bond - The security required to be included in the Bid and furnished by the Bidder as a

guaranty of good faith to enter into a Contract with the City if awarded to the Bidder.

Bid Forms - The approved forms included in the Bidding Documents on which the City requires

the Bid to be set forth and submitted.

Bid Opening - The date and time set for the receipt of all Bids for a Solicitation, at which date

and time the City Procurement Officer, or his/her designee, shall open each received Bid.

Bid Price - The total dollar amount proposed by a Bidder as payment by the City in exchange for

the Bidder fulfilling the Contract.

Bidder - One who submits a Bid directly to the City, as distinct from a sub-bidder, who submits a

bid to a Bidder. May also be referred to as a “Proposer.”

Bidding Documents – Documents that include these Definitions, the Bid Forms, the

Administrative Information, the Construction General Conditions, the General Solicitation

Provisions, Conditions and Clauses, the Specifications, and any and all proposed Contract

Documents, and including all Addenda issued prior to receipt of Bids.

Business Day - Every day shown on the calendar except Saturdays, Sundays and City holidays.

Calendar Day - Every day shown on the calendar, Saturdays, Sundays and City holidays

included.

City - City of Annapolis, Maryland, a municipal corporation of the State of Maryland, and any duly

authorized representative, agent, or employee.

Construction General Conditions – Those portions of the Bidding Documents that include

definitions, administrative details, instructions, terms and conditions specific to procurements

involving construction services, including, but not limited to, 00700 General Conditions of the

Construction Contract, and/or 00900 Exceptions to Standard Documents.

3

Contract - The written agreement between the City and the Successful Bidder covering the work

or services to be performed, and including all other Contract Documents that may be attached to

or incorporated into the Contract and made a part thereof.

Contract Bonds - The performance bond, payment bond, maintenance bond, and/or any other

instruments of security required by the City for the Contract.

Contract Documents - The Contract, Addenda, the Bid, the Bidding Documents, the Contract

Bonds, and the Specifications together with all written amendments, modifications and

supplements issued pursuant to the Contract.

Contract Item - An item of work specifically described and for which a price, either unit or lump

sum, is required. It includes the performance of all work described in these Bidding Documents

or described in any Contract Documents.

Day - Calendar Day unless otherwise designated.

General Solicitation Provisions, Conditions and Clauses - The document which is entitled

“City of Annapolis Purchasing General Solicitation Provisions, Conditions and Clauses”, and

included as a part of the Bidding Documents supplied by the City of Annapolis to prospective

bidders.

Solicitation - The “Request for Proposal (R.F.P.)”, “Invitation for Bid (I.F.B.)” or other request by

the City inviting Bidders to submit Bids for specifically requested goods, services or other work.

Specifications - Those portions of the Bidding Documents and/or the Contract Documents

consisting of written technical descriptions of work, services, materials, equipment, construction

systems and/or standards and workmanship to be provided under the Contract, including all

administrative details applicable thereto, and any reference documents or appendices.

Successful Bidder - The lowest, qualified, responsible and responsive Bidder to whom the City

(on the basis of the City’s evaluation as hereinafter provided) makes an award, and whose Bid

conforms in all material respects to the Bidding Documents, including, but not limited to, all

mandatory and essential requirements of the Bid.

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1. GENERAL

CITY OF ANNAPOLIS

ADMINISTRATIVE & SELECTION INFORMATION

A. This Administrative & Selection Information portion contains the instructions for the

contents and submittal of the Bid, and the selection criteria to be used by the City for the

selection of the Successful Bidder.

B. The terms “Bid”, “Bidder” and “Bidding” may be used interchangeably with the terms

“Proposal”, “Proposer” and “Proposing” in these Bidding Documents depending of the

nature of this Solicitation.

C. If this Solicitation includes a Construction General Conditions portion, then the

language and requirements in that Construction General Conditions portion shall

control and supersede any conflicting language and/or requirements in either this

Administrative & Selection Information portion or the General Solicitation

Provisions, Conditions, and Clauses portion.

D. The Bid for this Solicitation will consist of two components – the Qualifications/Technical

Proposal and the Price Proposal. Unless otherwise specified, the “Bid” as included in

these Bidding Documents shall mean both the Qualifications/Technical Proposal and the

Price Proposal.

2. INSTRUCTIONS AND FORMS

A. TRANSMITTED SUBMISSIONS THROUGH EMAIL (PREFERRED): Bidders submitting

the Bid packages electronically shall submit those packages to bids@annapolis.gov

prior to the Bid due time and date. Late Bids shall not be accepted. A separate version

of the Bid, redacted in accordance with Section 15 (“Proprietary Information”) shall also

be added to the electronic copy provided.

B. HARD COPIES: Hard copies of the Bid are not required but Bidders may submit

hard copies in lieu of email submission. If submitting hard copies, provide one (1)

original Bid (marked as such) and one (1) copy of the Bid prior to the Bid due

time and date. All Bids are to be submitted on and in accordance with the Bid

Forms provided by the Central Purchasing Office. Bids may be submitted in sealed

envelopes, as appropriate. The Bidder shall clearly identify the Bid on each

envelope and/or package. Late Bids shall not be accepted. Bidders submitting

hard copies shall submit a CD-Rom or flash drive containing the entire, identical

hard copy of the Bid in addition to the hard copies above. A separate version of

the Bid, redacted in accordance with Section 15 (“Proprietary Information”) shall

also be added to the electronic copy provided.

All hard copies and electronic copies of Bids shall be submitted to:

Charles M. “Mike” Garascia, Procurement Officer

City of Annapolis

Central Purchasing Department

25 Shaw Street

Annapolis, Maryland 21401

5

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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