Project Information

Bid Title

IFB 25-26-044 Traffic Signal Pole Replacement - Memorial Drive at Piedmont Drive

Issuing Agency

City of Danville

Location

Virginia

Published Date

Nov 17, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 25-26-044

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	IFB 25-26-044
Bid Title:	IFB 25-26-044 Traffic Signal Pole Replacement - Memorial Drive at Piedmont Drive
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: IFB 25-26-044 Traffic Signal Pole Replacement - Memorial Drive at Piedmont Drive Publication Date/Time: 11/17/2025 12:00 AM Closing Date/Time: 1/6/2026 5:00 PM Contact Person: Carol Henley Purchasing Director 427 Patton Street Danville, VA 24541 Phone : 434-799-6528 Option 4 Fax: 434-799-5102 E-Mail: purchasing@danvilleva.gov Related Documents: IFB 25-26-044

Attachment Preview

Bid #

Title:

INVITATION FOR BID

IFB 25-26-044

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

Pre-Bid Meeting:

Last Day for

Questions:

Bid Closing Date:

Direct Inquiries to:

A Pre-Bid Meeting will be held on November 25, 2025 at

10:00AM in the Municipal Building – 427 Patton Street

Danville, VA 24541 - Third Floor Conference Room, or by

Microsoft Teams HERE.

Questions may be submitted in writing via email to:

purchasing@danvilleva.gov until 5:00 PM on December 19,

2025.

Sealed Bids shall be accepted no later than January 6, 2026,

at 2:00PM at the Purchasing Office, 427 Patton Street, Room

304, Danville, VA 24541. Bids are also accepted on eVA. All

bidders must be registered on eVA. All bidders must be

prequalified through the Virginia Department of

Transportation’s Prequalification Program to submit a bid

Carol Henley, Director of Purchasing

(434) 799-6528 purchasing@danvilleva.gov

City Project Representative: Brian L. Dunevant, P.E.

dunevbl@danvilleva.gov

TABLE OF CONTENTS

1.0

General Conditions

2.0

Scope of Work

2 IFB 25-26-044

3.0

4.0

5.0

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

Supplemental General Conditions

Specifications, Plans, Special Provisions

Bid Proposal

1.0 GENERAL CONDITIONS

1.1 Intent: The work consists of removing and replacing a damaged traffic signal pole at the

intersection of Memorial Drive and Piedmont Drive.

1.2 Sealed bids must be received in the Purchasing office by the date and time listed

on the cover page of this IFB. Bids may be submitted electronically on eVA at

eVA.virginia.gov, mailed or hand delivered to the address listed below.

All bidders must be registered on eVA.

City of Danville, VA

Purchasing Office

427 Patton Street, Room 304

Danville, VA 24541

Envelopes must be sealed and marked in the lower left-hand corner

IFB 25-26-044 “Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

1.3 Pre-bid Conference: A pre-bid conference will be held as listed on the cover page of this

IFB. The pre-bid conference is not mandatory.

1.4 Bid Inquiries: Questions, in writing, will be accepted until the date and time listed on the

cover page of this IFB. Email questions to purchasing@danvilleva.gov and copy Brian

Dunevant at dunevbl@danvilleva.gov

1.5 Davis Bacon Act: Not applicable to this contract.

1.6 Bonds: 5% Bid Bond submitted with bid; 100% performance and payment bonds

submitted by the contractor after award.

1.7 Time of Completion:

240 calendar days after Notice to Proceed is issued.

1.8 Liquidated Damages: $350 for each day, including Saturdays, Sundays, and Holidays, after the

established date of completion.

1.9 Owner’s Representative: Brian L. Dunevant, P.E.

1.10 Code: All work performed shall conform to the Virginia Department of Transportation

Standards and Specifications and the Manual for Uniform Traffic Control Devices.

1.11 Retainage/Escrow: Five percent (5%) retainage/escrow will be withheld from each

invoice until final completion and acceptance of the contract work.

3 IFB 25-26-044

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

2.0 SCOPE OF WORK

2.1 This project includes the following:

The work consists of removing and replacing a damaged traffic signal pole at the

intersection of Memorial Drive and Piedmont Drive.

The existing signal mast arm, signal heads, detection camera, preemption, streetlight arms

and fixtures, signs and foundation will be reused.

• No onsite work to remove any of the components shall commence until the new

traffic signal pole has been delivered.

• Setup proper, previously approved, traffic control to establish work area. Provide

and maintain traffic control per the Virginia Work Area Protection Manual during all

work activities.

• Carefully remove the existing mast arm, signal heads, detection camera,

preemption, attached signage, streetlight arms and luminaires, and all associated

wiring.

• Remove and dispose of the damaged traffic signal pole.

• Inspect and clean the existing foundation.

• Install the new traffic signal pole of the same height, finish (black powder-coated

steel), and base-plate configuration to match the existing mast arm and foundation.

• Reinstall the existing mast arm, signal heads, detection camera, preemption,

signage, streetlight arms and luminaires, on the new pole. New wiring shall be used

from the signal pole terminal block to all equipment on the pole/mast arm.

• Reconnect all wiring or grounding as needed to ensure proper electrical operation

for both the traffic signal and streetlight.

• Test and aim all signal heads and the streetlight to ensure correct operation and

illumination pattern.

• Coordinate with City traffic signal staff for power shutdown and reactivation.

• Provide all labor, equipment, materials, and incidental items necessary for a

complete and operational installation.

3.0 SUPPLEMENTAL GENERAL CONDITIONS

3.1 Compliance: The Contractor shall comply with the provisions of the following:

The City of Danville’s “Standard Requirements & Instructions for Bidding”, Version

3.0, dated July 1, 2025. Copies may be obtained from the Purchasing Office or by

visiting the City’s website HERE.

4 IFB 25-26-044

3.2 Award:

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

A. The award will be made to the lowest responsive and responsible bidder whose bid

conforms to all requirements of the Invitation for Bid (IFB).

B. The City reserves the right to reject any or all bids, to waive informalities or minor

irregularities in bids received, and to cancel or reissue the IFB if it is in the best

interest of the City to do so.

C. In determining the lowest responsive and responsible bidder, the City may consider

factors such as bid price, bidder qualifications, experience, compliance with

specifications, and the City’s best overall interest.

3.3 Authority:

A. The Director of Purchasing as the designee of the City Manager has the sole

responsibility and authority for negotiating, placing, and when necessary, modifying

each and every invitation to bid, purchase order or other award issued by the City of

Danville. In the discharge of these responsibilities, the Director of Purchasing may be

assisted by assigned buyers. No other City officer or employee is authorized to order

supplies or services, enter purchase negotiations, or in any way obligate the

government of the City of Danville for any indebtedness. Any purchases contrary to

these provisions and authorities shall be void and the City shall not be bound thereby.

B. This procurement process, including withdrawal of bids and appeal or protests, is governed

by the "PROCUREMENT CODE OF THE CITY OF DANVILLE, VIRGINIA". Copies of the

Procurement Code may be obtained by writing the City of Danville Purchasing Department,

427 Patton St. Room 304, Danville, Virginia 24541 and visiting the city’s website HERE.

The City of Danville does not discriminate against faith-based organizations.

3.4 Method of Bid Submission:

A. All bidders must be registered on eVA at www.eva.virginia.gov, regardless of how

they intend to submit. There is no cost for eVA registration.

B. The allowable methods for submitting are electronic through eVA, and paper

submission. Bids will not be accepted both electronically and on paper. Each bidder

should choose only one method of submission to avoid any confusion or duplication of

entries. The latest dated and time stamped bid will be the only bid accepted and

evaluated. No bid may be considered if received after the date and time shown on the

title page.

C. Paper Submission: Bid proposals must be written in ink or typewritten and shall be

submitted on the forms issued. Unsigned or qualified bids will not be accepted.

Envelopes must be sealed and marked in the lower left-hand corner IFB 25-26-044

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive” and

submitted to the office indicated on the title page and in Section 1.2.

D. Electronic Submission: Bidders who choose to submit their bids electronically can do

so on eVA at www.eva.virginia.gov. Bids can be found under the Business

Opportunities Tab > Virginia Business Opportunities (VBO). Search IFB 25-26-044.

5 IFB 25-26-044

“Traffic Signal Pole Replacement – Memorial Drive at Piedmont Drive”

When addenda are issued, suppliers that have submitted an electronic response will

have to RESUBMIT their response to the latest version of the solicitation.

E. Bidders are expected to examine all instructions, specifications, drawings, sites,

installations, etc. Failure to do so will be at the Bidder’s risk. Erasures or other

changes must be initialed by the person signing the bid.

F. Suppliers must be registered in eVA if the local public body is:

1. Accepting electronic AND paper responses

2. Awarding to a supplier that has submitted a paper response

3. Posting award actions in eVA

G. SCC Number

Contractors organized as a stock or nonstock corporation, limited liability company,

business trust, or limited partnership or registered as a registered limited liability

partnership shall be authorized to transact business in the Commonwealth as a

domestic or foreign business entity if so required by Virginia Title 13.1 or Title 50 or

as otherwise required by law. A Contactor organized or authorized to transact

business in the Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include

in its bid or proposal the identification number issued to it by the State Corporation

Commission. Any bidder or offeror that is not required to be authorized to transact

business in the Commonwealth as a foreign business entity under Title 13.1 or Title

50 or as otherwise required by law shall include in its bid or proposal a statement

describing why the bidder or offeror is not required to be so authorized.

3.5 Bidder Eligibility:

A. All contractors must be prequalified through the Virginia Department of

Transportation’s Prequalification Program to submit a bid.

https://www.vdot.virginia.gov/doing-business/business-opportunities/highway-

contractors/

B. The low Bidder may be required to submit evidence that they have practical

knowledge of the particular work bid upon and that they have the financial resources

to complete the proposed work. The low Bidder may be required to submit references

for previously completed work similar to the scope of work in this IFB. The low Bidder

may be required to readily and independently document that the Bidder possesses

the experience, equipment and financial resources necessary for a timely and

professional completion of this project.

C. Failure on the part of any Bidder to carry out previous contracts satisfactorily, or lack of

experience or equipment necessary for the satisfactory and timely completion of this

Project, may be deemed sufficient cause for disqualification of said Bidder.

D. Irregular Bid Proposals: Bid proposals shall be considered irregular for the following

reasons:

1. If the bid is on a form other than that furnished by the City, if the City’s form is

altered, or if any part of the proposal form is detached.

Commodity Codes

• NAICS 237310Highway, Street, and Bridge Construction

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