Automated Pavement Condition Index (PCI) and Asset Data Collection

The City of Tampa (COT) Mobility Department is soliciting Automated Pavement Condition Index (PCI) and Asset Data Collection services, which include documenting the state and location of right-of-way facilities such as road pavement, sidewalks, signs, and markings.

Background

Collected information will be published in the City's geographic information platform (ArcGIS) and referenced for transportation project planning and right-of-way analysis. COT maintains a paved road system with approximately 1,300 centerline miles and lane miles not exceeding 2,800.

Project Details

• Reference ID: 26-P-00867
• Department: Mobility
• Department Head: Vik Bhide (Director)

Important Dates

• Questions Due: 2026-06-18T19:00:00.000Z
• Pre-Proposal Meeting: 2026-06-04T15:00:00.000Z — Hanna City Center, 2555 East Hanna Avenue, Tampa, FL 33610, 2nd Floor Purchasing Room

Evaluation Criteria

• Cost to the City (15 pts) —

  Evaluation of the pricing information submitted.

• Firm’s Relevant Experience (35 pts) —

  The firm's experience with projects of a similar type and size.

• Qualifications of Personnel (25 pts) —

  Ability of the firm and its professional personnel.

• Responsiveness to the Scope of Services (5 pts) —

  Firm's willingness and ability to meet schedule requirements. Effect of the firm's recent, current and projected workload.

• Proposer’s Criminal History Screening Practices (5 pts) —

  Proposer is requested to provide information as to whether Proposer has criminal history screenings similar in nature to the practices contained in Chapter 12, Article VI, City of Tampa Code of Ordinances.

• SLBE Participation (15 pts) —

  City of Tampa-certified SLBE firms

Submission Requirements

• Authorized Representative’s Information (required) —

  Please include the following information regarding your Authorized Representative:

  • Name
  • Title
  • Mailing Address
  • Telephone Number
  • Email Address
• Type of Organization (required) —

  How is your business organized?

• Business License (required) —

  Is your business licensed (unless exempt by applicable law), permitted and certified to do business in the State of Florida?

• License Number (required) —

  Enter your Florida Business License Number here.

• Please provide your name as listed with Sunbiz. (required)
• Public Record Declaration or Claim of Exemption (required) —

  As a Bidder, any document you submit to the City of Tampa may be public record and be open for personal inspection or copying by any person. In Florida “public records” are defined as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made, or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Section 119.011(11), F.S. A document is subject to personal inspection and copying unless it falls under one of the public records exemptions created under Florida law.

  Do you claim any exemptions from the public records laws?

• Exemption form Public Records Law and Agreement to Indemnify and Defend the City of Tampa (required) —

  Upload a redacted copy of your submittal.

  By claiming that parts of the proposal are exempt from the public records law, and uploading a redacted copy, the Proposer agrees to protect, defend, indemnify, and hold the City of Tampa, its officers, employees, and agents free and harmless from and against any and all claims arising out of a request to inspect or copy the proposal. The Proposer agrees to investigate, handle respond to, provide defense (including payment of attorney fees, court costs, and expert witness fees and expenses up to and including any appeal) for and defend any such claim at its sole cost and expense through counsel chosen by the City of Tampa and agrees to bear all other costs and expenses related thereto, even if they (claims, etc.) are groundless, false, or fraudulent.

• Conflict(s) of Interest (required) —

  For purposes of determining any possible conflict of interest, all Proposers, must disclose if any elected or appointed officer of the City of Tampa, City of Tampa employee(s), or any immediate family member* or close personal relation** of an elected or appointed officer of the City of Tampa or City employee(s) is also an owner, corporate officer, agent, employee, stockholder, or has a controlling financial interest***, etc., of their business.

  *Immediate family means spouse, parents and children of the person involved.

  **Close personal relationship means dating, cohabitation, and/or having an intimate sexual relationship. Dating includes but is not limited to casual dating, serious dating, or casual sexual involvement where the parties have no intention of carrying on a long-term relationship, cohabitation, and any other conduct or behavior normally associated with romantic or sexual relationships. This definition applies regardless of the sexual orientation of the employees involved. Persons involved in a close personal relationship shall be referred to as a "close personal relation."

  ***Controlling financial interest means ownership, directly or indirectly, to ten (10) percent or more of the outstanding capital stock in any corporation or a direct or indirect interest of ten (10) percent or more in a firm, partnership, or other business entity or such other interest or position in a business entity sufficient to allow him or her to control its operations. 

  Do you need to disclose any Conflicts of Interest?

• Conflict(s) of Interest (required) —

  List the name(s) of the City employee, elected or appointed official, and the position(s) with your business

• Response to Proposal (required) —

  Specifically state the Proposer’s understanding of the work to be accomplished and make a positive commitment to perform the work in SCOPE OF SERVICES.

• Price Proposal (required) —

  Please download the below documents, complete, and upload.

• Sub-Contracting Submittals (required) —

  No Successful Proposer shall assign the contract or any rights or obligations thereunder without the written consent of the City.  The Successful Proposer shall be required to perform with its own forces at least fifty-one (51) percent of the work, unless prior written consent to subcontract a greater percentage of the work first obtained by the City.   In the event of such approved subcontracting, the Successful Proposer agrees to provide the City with written documentation relative to the Subcontractor(s) solicited, or that will be employed in this award, including but not limited to submittal of attached the following Schedule of Sub-Contracting Forms:

  • Schedule of All Sub-Contractors/Consultants/Suppliers Solicited - DMI 10
  • Schedule of Sub-Contractors/Consultants/Suppliers to be Utilized - DMI 20

  These forms must be completed (including signatures) and submitted with all proposals. Submittals that do not contain these completed forms may be deemed “non-responsive”.  Instructions on completing the forms are included after each form in this RFP package.

  Subcontractor shall be defined as a business enterprise, firm, partnership, corporation, consultant, or combination thereof having a direct contract with a prime contractor for any portion of the advertised work that is awarded by the owner/owner's representative.

  Supplier shall be defined as a business enterprise that either directly contracts with a Prime Contractor/Consultant or directly contracts with a Subcontractor under such Prime Contractor/Consultant to provide materials, supplies or equipment in connection with a Contract awarded by the owner/owner representative. A Supplier may be a regular dealer, distributor, or manufacturer.

  Please download the below documents, complete, and upload.

• Sub-Contractors (required) —

  Will you be using Sub-Contractors?

• DMI-40 (required) —

  Please download the below documents, complete, and upload.

• I will send DMI-40 within 10 days of the bid opening. (required) —

  The bid opening is Tuesday, June 30, 2026. This form is due to Stephanie Douglas(stephanie.douglas@tampagov.net) within 10 days of opening date if you are going to utilize sub-contractors under this award.  See attachments for DMI-40 form. 

• Appendix A, 44 C.F.R. Part 18 – Certification Regarding Lobbying (required) —

  Please download the below documents, complete, and upload.

• AFFIDAVIT OF COMPLIANCE WITH FLORIDA STATUTORY PROVISIONS (required) —

  Please download the below documents, complete, and upload.

• Proposal Confirmation (required) —

  By clicking Confirm below, the Proposer complies with all of the requirements of the RFP package including but not limited to Communication Policy and City of Tampa Ethics Code contained in SECTION "GENERAL CONDITIONS".

  NOTE: When Proposer is a corporation, the president, vice president or other person duly authorized to bind the corporation shall set out the corporate name in full beneath which he/she shall sign his/her name and give the title of his/her office or position.  The proposal shall also bear the seal of the corporation attested by its corporate secretary. Proposals signed by a person other than an officer of the corporation, shall be accompanied by evidence of authority.

• Bid Bond (required) —

  Please download the below documents, complete, and upload.

• Public Construction Bond —

  Please download the below documents, complete, and upload.

• Criminal History Screening Practices (required) —

  Are you applying for an applicable discount or incentive related to Section 2-284 Bidder's Criminal History Screening Practices?

  Please review the following and answer the questions accordingly.

  The Bidder hereby declines any discount or incentive related to Section 2-284 Bidder's Criminal History Screening Practices.

  The Bidder hereby declines any discount or incentive related to Section 2-284 Bidder's Criminal History Screening Practices; however, Bidder has Criminal History Screening practices similar in nature to the practices contained in Chapter 12, Article VI, City of Tampa Code of Ordinances.

  The Bidder hereby applies for applicable discount or incentive related to Notarized past employment analysis that includes the number of disadvantaged workers the bidder has hired in the past, or, if the bidder has never hired a disadvantaged worker, an explanation that the bidder made a good faith effort to hire a disadvantaged worker: and,

  • An estimate of the number of disadvantaged workers that the bidder has hired or plans to hire if the bidder is awarded the project; and,
  •  Evidence that the bidder's recruitment literature and employment policy does not include language that is disadvantageous to a disadvantaged worker.
  • Identify potential job opportunities under the project that may be available for disadvantaged workers if the City awards the Bidder the project; and,
  •  Agrees to consider for job placement at least one otherwise qualified disadvantaged worker, to the extent a job opportunity is available, if and after the Bidder is awarded the project; or
  • Currently employs a percentage of disadvantaged workers consistent with industry standards as determined by the director of the soliciting department or designee.
• Decline, with similar practices? (required) —

  Do you have Criminal History Screening practices similar in nature to the practices contained in Chapter 12, Article VI, City of Tampa Code of Ordinances, but are still declining any discount or incentive?

• Documentation (required) —

  Upload the following documentation and assurances:

  • Notarized past employment analysis that includes the number of disadvantaged workers the bidder has hired in the past, or, if the bidder has never hired a disadvantaged worker, an explanation that the bidder made a good faith effort to hire a disadvantaged worker: and,
  • An estimate of the number of disadvantaged workers that the bidder has hired or plans to hire if the bidder is awarded the project; and,
  •  Evidence that the bidder's recruitment literature and employment policy does not include language that is disadvantageous to a disadvantaged worker.
  • Identify potential job opportunities under the project that may be available for disadvantaged workers if the City awards the Bidder the project; and,
  •  Agrees to consider for job placement at least one otherwise qualified disadvantaged worker, to the extent a job opportunity is available, if and after the Bidder is awarded the project; or
  • Currently employs a percentage of disadvantaged workers consistent with industry standards as determined by the director of the soliciting department or designee.
• Document Uploads (required) —

  Please upload your bid proposal documents here.

• PROPOSER’S AFFIDAVIT (required) —

  Please download the below documents, complete, and upload.

• Pre-Proposal Conference (required) —

  Select an option from below.

• Site Visit (required) —

  Select an option from below

• Multi-Award (required) —

  Will this be awarded to one (1) vendor or to multiple vendors?

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Are Bonds applicable for this project? (required)
• Which Bonds are required? (required)
• Insurance (required) —

  Does this project require insurance?

• Which insurance coverages are required?
• Which additional insurance coverages are required?
• Contract Period (required) —

  The period of the contract shall be for "_________ " from the effective date of the award.

  Pick an option from below:

• Will there be renewal options? (required) —

  Select an option below.

• Additional Years (required) —

  How many renewal options will there be?

• Renewal Period Length (required) —

  How long is each renewal period?