Project Information

Bid Title

RFP-25-26-053 GIS Consultant

Issuing Agency

City of Danville

Location

Virginia

Published Date

Jan 8, 2026

Closing Date

Feb 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-053

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:	25-26-053
Bid Title:	RFP-25-26-053 GIS Consultant
Category:	Information Technology Bids
Status:	Open

Description: RFP-25-26-053- GIS Consultant Pre-Bid Meeting Friday January 23,2026 at 11:30AM Last Day for Questions Thursday January 29,2026 by 5:00PM Bid Opens Tuesday February 10,2026 at 4:00PM Publication Date/Time: 1/8/2026 12:00 AM Closing Date/Time: 2/10/2026 4:00 PM Pre-bid Meeting: 1/23/2026 at 11:30AM 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: 25-26-053-GIS Consultant-Final 1-8-2026

Attachment Preview

REQUESTS FOR PROPOSALS

Proposal No RFP 25-26-053

Title:

“GIS Consultant “

Pre-Bid Meeting:

A Pre-Bid Meeting will be held, Friday January 23,2026 at 11:30AM

at 427 Patton St. Danville VA 3rd Floor Conference Room or through TEAMS:

Join the meeting now

Last Day for Questions: Email questions to purchasing@danvilleva.gov by 5:00PM January 29,2026

Proposal Closing

Date:

Sealed proposals shall be accepted no later than February 10,2026 by 4:00PM

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Electronic Proposals will be accepted on eVA (https://eva.virginia.gov )

Direct Bidding

Procedures

Inquiries to:

Project Owner:

Carol Henley, Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Inez Rodenburg-Chief Information Officer: 434-799-5205

inez.rodenburg@danvilleva.gov

TABLE OF CONTENTS

1.0

General Conditions

2.0

Scope of Work

3.0

SUPPLEMENTAL GENERAL CONDITIONS

4.0

EXHIBITS

RFP 25-26-053

“GIS Consultant”

1.0 General Conditions

It is the intent of this “RFP” to seek proposals from qualified GIS consulting firms to conduct

an organizational-wide GIS audit and develop actionable recommendations to improve the integrity,

usability, and long-term governance of GIS data and workflows. The consultant will assess current

GIS asset data structures, editing practices, and departmental procedures to identify data gaps,

inconsistencies, and integrity issues, including missing or insufficient identifiers necessary for

integration with enterprise systems (e.g., work order management systems, asset management

platforms, utility billing, permitting, etc.). The engagement will result in a clear assessment of GIS data

quality and system readiness, a prioritized remediation plan, recommended standardized schemas

and naming conventions for GIS assets (including required attribute fields and primary keys), and

updated SOPs and governance documentation to support sustainable data management across

departments. The consultant will work collaboratively with GIS staff and key departmental

stakeholders to evaluate workflows and ensure recommendations are practical, scalable, and aligned

with the City’s operational needs and long-term GIS strategy.

Background - The City of Danville operates a robust enterprise GIS environment supported by six

primary data and application servers and more than 450 spatial data layers, including over 25,000

parcels. The system serves a wide range of departments, including Community Development, Public

Works, Utilities, Finance, Public Safety, and Parks and Recreation, providing integrated spatial data

for planning, operations, and decision-making. Danville’s GIS platform is built on ArcGIS for Server

10.9.1 with Portal for ArcGIS for public-facing applications, ArcGIS Pro 3.6 for advanced users, and

SQL Server 2019 and 2022 for data management. Over 40 automated Python scripts support routine

updates and data maintenance, ensuring a reliable, efficient, and scalable GIS program that supports

both internal city operations and public access to geospatial information. The city hosts more than 20

GIS applications to city employees and the public. The GIS public hub can be found at

https://danvillegis.maps.arcgis.com/home .

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Information Technology Bridge : 527 Bridge St Suite 310 Danville, VA

1.2 Deadline

Sealed Proposals shall be submitted no later than Tuesday February 10,2026 at 4:00 PM to:

City of Danville

Purchasing Department

Attn.: Carol Henley

427 Patton Street, Room 304

Danville, VA 24541

Proposals will not be accepted both electronically and on paper. The bid with the latest time stamp

received prior to the due date and time will be evaluated for each Bidder.

RFP 25-26-053

“GIS Consultant”

1.3 Pre-bid Conference: A pre-bid conference will be held on

Friday January 23,2026 at 11:30AM

at 427 Patton Street Danville VA 24541 3rd Floor Conference Room or through

TEAMS: Join the meeting now

1.4 Bid Inquiries: The last day for questions will be

Thursday January 29,2026 by 5:00PM

Email: Carol Henley at purchasing@danvilleva.gov

1.5 Owner’s Representative Email: Inez Rodenburg at inez.rodenburg@danvilleva.gov

2.0 SCOPE OF WORK

2.1 Project Discovery

2.1.1 Review current GIS environment including

2.1.1.1 GIS Platforms and database architecture

2.1.1.2 Existing GIS asset layers and datasets

2.1.1.3 Data editing and publishing workflows

2.1.1.4 Data stewardship roles across departments

2.2 GIS Data & Asset Integrity Audit

2.2.1 Inventory and evaluate datasets with emphasis on “asset” layers (e.g., sewer mains,

valves, manholes, utility infrastructure)

2.2.2 Assess datasets for

2.2.2.1 Attribute completeness and consistency

2.2.2.2 Logical rules

2.2.2.3 Spatial integrity

2.2.2.4 Schema standardization

2.2.2.5 Existence and quality of unique identifiers and primary keys

2.2.3 Identify assets lacking key fields needed for

2.2.3.1 Relationships to other systems

2.2.3.2 Lifecycle and maintenance tracking

2.2.3.3 Field data collection and inspection

2.3 Workflow & Editing Practice Assessment

2.3.1 Evaluate how GIS data is currently edited, created, and maintained across

departments

2.3.2 Identify non-standard practices that contribute to data degradation

2.4 Evaluation of the city’s current GIS operating model

2.4.1 Provide guidance on how departmental GIS staff should align to Citywide GIS

standards, define optimal GIS roles in departments

2.4.2 Assess how departmental GIS responsibilities are assigned, managed, and

coordinated across the organization, examine opportunities for improvements

2.5 Data Standards, Schema and Field Requirements

2.5.1 Develop recommended standards for

2.5.1.1 Naming conventions

2.5.1.2 Attribute field requirements

2.5.1.3 Unique identifier/primary key standards

2.5.1.4 Relationship requirements to integrate with enterprise systems

2.6 Remediation Plan & Corrective Action Recommendations

2.6.1 Develop a remediation plan that includes a prioritized list of issues and corrections

RFP 25-26-053

“GIS Consultant”

2.6.2 A corrective actions strategy

2.7 SOP Development & Governance Documentation

2.7.1 Develop or update Standard Operating Procedures (SOPs) and documentation for

GIS creation and editing

2.8 Knowledge Transfer & Stakeholder Training

2.8.1 Provide knowledge training and guidance on

2.8.1.1 Applying standards

2.8.1.2 Implementing workflows

2.8.1.3 Maintaining data integrity

2.8.1.4 Creation and editing best practices

3.0 SUPPLEMENTAL GENERAL CONDITIONS

3.1 Compliance: The Firm shall comply with the provisions of the following: This

procurement process 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, PO Box 3300, Danville, Virginia 24543

3.2 Award:

A selection committee shall review the proposals submitted. After each proposal has been

evaluated, short-listing procedures will narrow the list of candidates to the best qualified

firms. These firms may then be invited to an interview, at which time each will be expected

to conduct a presentation on their proposal and to answer the questions of the selection

committee. The committee reserves the right to select the best qualified firm without

conducting an interview. The City reserves the right to reject any proposals submitted and to

waive any informality in them. The right is also reserved to award the contract where it

appears to be in the best interest of the City of Danville. The right is also reserved to

negotiate with multiple firms. The City is not responsible for reimbursement of any costs

associated with work undertaken by the Firm to respond to this RFP

3.3 Evaluation

A. Vendors will be evaluated based on their demonstrated experience conducting

enterprise GIS audits, data integrity assessments, and governance/standards development

for organizations of similar size and complexity, including the ability to provide examples of

comparable work and deliverables. The City will consider the vendor’s technical expertise in

GIS asset data models, schema and attribute standardization, unique identifier/primary key

strategies, and integration readiness with enterprise systems such as work order or asset

management platforms. Evaluation will also include the vendor’s understanding of local

government GIS operations—particularly centralized programs with distributed departmental

editors—the quality and feasibility of the proposed methodology and implementation

approach, the qualifications and availability of the proposed project team, client references

(with preference for Virginia localities or similar public-sector agencies), overall cost and

value, and the completeness and responsiveness of the proposal to all requirements and

deliverables in the RFP.

B. Matrix Link: FY2026_GISConsultantRFP Scoring Matrix Link.pdf

RFP 25-26-053

“GIS Consultant”

3.4 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

RFP 25-26-053 “GIS Consultant” modifying each and every request for

proposal, 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 into 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 Proposals 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 by downloading from the City’s website, Finance

Department, Purchasing Division. The City of Danville does not discriminate

against faith-based organizations

3.5 Method of Proposal Submission:

A. Proposals will not be accepted both electronically and on paper. Each must 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 time shown on the title page. The

allowable methods for submitting are electronic and paper submission.

B. Paper Submission: Proposals must be written in ink or typewritten. Envelopes must

be sealed and marked in the lower left-hand corner RFP 25-26-053 “GIS Consultant”

and submitted to the office indicated on the title page.

C. Electronic Submission: Bidders who choose to submit their Proposals electronically

must ensure that they are registered on eVA at. https://eva.virginia.gov Proposals

can be found under the Business Opportunities Tab > Virginia Business Opportunities

(VBO). Search RFP 25-26-053. When addenda are issued, suppliers that have

submitted an electronic response will have to RESUBMIT their response to the latest

version of the solicitation.

D. Proposers are expected to examine all instructions. Failure to do so will be at

the Proposer’s risk. Erasures or other changes must be initialed by the person

signing the proposal.

E. 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

Commodity Codes

• NAICS 541370Surveying and Mapping (except Geophysical) Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting 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.