Project Information

Bid Title

RFP-25-26-071 Biennial Rate Study

Issuing Agency

City of Danville

Location

Virginia

Published Date

Apr 20, 2026

Closing Date

May 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-071

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26-071
Bid Title:	RFP-25-26-071 Biennial Rate Study
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: RFP-25-26-071 "2027 Biennial Rate Study"Â Last Day for Questions Tuesday April 28,2026 by 5:00PM Bid Opens Tuesday May 5,2026 at 4:00PM Publication Date/Time: 4/20/2026 12:00 AM Closing Date/Time: 5/5/2026 4:00 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: 25-26-071-Rate Study-Post

Attachment Preview

RFP-25-26-071

2027 Biennial Study

REQUESTS FOR PROPOSALS

Solicitation

No

Title:

RFP 26-25-071

“2027 Biennial Rate Study “

Pre-Proposal Meeting: No Pre-Proposal meeting required.

Last Day for Questions: Email questions to purchasing@danvilleva.gov by no later than

5:00 PM, Tuesday April 28, 2026.

Proposal Closing

Date:

Sealed proposals shall be accepted no later than

Tuesday May 5, 2026, by 4:00PM.

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Electronic bids will be accepted on eVA (www.eva.virginia.gov)

Direct Bidding

Procedures

Inquiries to:

Carol Henley, VCCA, CPPO

Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Project Owner:

Joan Hodnett, Div. Director of Support Services, Utilities Department

Email: h o d n e j s @ d a n v i l l e v a . g o v

TABLE OF CONTENTS

1.0

INTENT

2.0

SUPPLEMENTAL GENERAL CONDITIONS

3.0

AWARD PROCEDURES

4.0

RESPONSIBILITY OF THE CITY

5.0

PROPOSAL DOCUMENTS

RFP-25-26-071

2027 Biennial Study

1.0 INTENT:

It is the intent of this “RFP” to secure a consultant to provide various services from time to time,

including but not limited to the following:

• Biennial Utility Rate Studies

• Rate Benchmarking

• Review of power cost adjustments (PCA) and purchase gas adjustments (PGA) factors

• Other miscellaneous rate-related analysis and recommendations

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention: Utilities Department

supportservices@danvilleva.gov

1.2 Deadline

Sealed Proposals shall be submitted no later than May 5, 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.

2.0 SUPPLEMENTAL GENERAL CONDITIONS

2.1 Award Criteria

• Each firm will be evaluated based on the following:

• Prior experience of the firm in providing the services requested herein

• Qualifications and experience of key personnel to be assigned to the project

• The ability of the firm to initiate work in a timely manner and the firm’s ability to

provide its services within the established budget

• Detailed cost estimate of services including labor, expenses, and miscellaneous

fees

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RFP-25-26-071

2027 Biennial Study

• 25% Price

• 25% Working with all four utilities-water, wastewater, natural gas, and electric

utilities

• 25% Work with municipal utilities

• 25% References

2.1.2 The City reserves the right to reject any or all offers and to waive informalities

and minor irregularities in offers received.

2.2 Authority

2.2.1 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 into

purchase negotiations, or in any way obligate the government of the City of Danville for

indebtedness. Any purchases contrary to these provisions and authorities shall be void and the

City shall not be bound thereby.

2.2.2 This procurement process, including withdrawal of proposals and appeals 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, PO Box 3300, Danville, VA 24543.

2.3 Method of Bid Submission

2.3.1 Proposals will not be accepted both electronically and on paper. Each

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

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

and evaluated. No proposal may be considered if received after the time shown on the title

page. The allowable methods for submitting are electronic and paper submission.

2.3.2 Paper Submission: 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 RFP 25-26-071 “2027 Biennial Rate

Study” and submitted to the office indicated on the title page.

2.3.3 Electronic Submission: Suppliers who choose to submit their proposals

electronically must ensure that they are registered on eVA at www.eva.virginia.gov. Solicitations

can be found under the Business Opportunities Tab > Virginia Business Opportunities (VBO).

Search RFP 25-26-071. When addenda are issued, suppliers that have submitted an electronic

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

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RFP-25-26-071

2027 Biennial Study

2.3.4 Suppliers are expected to examine all instructions, specifications, drawings,

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

must be initialed by the person signing the bid.

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

A. Accepting electronic AND paper responses

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

C. Posting award actions in eVA

There is no cost for eVA registration

2.4 Proposals Binding 90 Days: Unless otherwise specified all formal Proposals submitted

shall be binding for ninety days (90) calendar days following submission date.

2.5 Enforcement

This Agreement and the performance hereof shall be governed by and enforced

under the laws of the Commonwealth of Virginia, and if legal action by either party is necessary

for or with respect to the enforcement of any or all of the terms and conditions hereof, then

exclusive venue therefore shall lie in the City of Danville, Virginia.

2.6 Interpretation

2.6.1 If any person contemplating the submission of a proposal on this

invitation is in doubt as to the true meaning of any part of the plans, specifications, or other

document, he should submit a written request for an interpretation thereof to the Director of

Purchasing. An interpretation of the proposal invitation document will be made only by written

addendum issued to each potential Offeror.

THE CITY WILL NOT BE RESPONSIBLE FOR EXPLANATIONS OR INTERPRETATIONS OF

PROPOSAL INVITATION DOCUMENTS EXCEPT AS ISSUED IN ACCORDANCE

HEREWITH.

2.6.2 All notices, demands, requests, instructions, approvals, proposals and

claims must be in writing.

2.7 Patents

The Consultant agrees to indemnify and save harmless the City, and all personnel

from all suits and actions of every nature and description brought against them or any of them,

for or on account of the use of patented appliances, products, or processes, and he shall pay all

royalties and charges which are legal and equitable. Evidence of such payment or satisfaction

shall be submitted upon request of the City as a necessary requirement in connection with the

final execution of any contract in which such patented appliances, products, or processes are

used.

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RFP-25-26-071

2027 Biennial Study

2.8 Prices

2.8.1 All prices are based on delivery to the destination designated in the RFP

including packing charges. Any discounts for payment (Invoicing Terms) should be entered on

the proposal page and will be considered in the evaluation.

2.8.2 Unless lump sum is specifically requested, unit and extended prices

should be given. Failure to do so may cause proposal to be rejected. In all cases, the unit price

shall govern.

2.9 Performance

In case of default by the Consultant, the City may procure the commodity or services

from other sources and hold the Consultant responsible for any excess costs occasioned

thereby.

2.10 Taxes

The City is exempt from payment of State Sales and Use Tax on all tangible

personal property purchased or leased for its use or consumption. Certificate of Exemption will

be furnished upon request.

2.11 Independent Contractor

It is expressly agreed and understood that the Consultant is in all respects an

independent Contractor as to work and is in no respect any agent, servant, or employee of the

City. The contract specifies the work to be done by the Consultant, but the method to be

employed to accomplish the work shall be the responsibility of the Consultant.

2.12 Subcontracts:

Firm may subcontract services to be performed hereunder with the prior approval of the City,

which approval shall not be unreasonably withheld. No such approval will be construed as

making the City a part of, or to such subcontract, or subjecting the City to liability of any kind to

any subcontractor. No subcontract shall, under any circumstances, relieve the Firm of its liability

and obligation under this contract; and despite any such subcontracting the City shall deal

through the Firm, and subcontractors will be dealt with as representatives of the Firm.

2.13 Payments to Subcontractors

a. The contractor shall take one of the two following actions within seven

days after receipt of amounts paid to the contractor by the City of Danville for work

performed by the subcontractor.

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