Project Information

Bid Title

RFP-25-26-052-Feasibility Study City Auditorium

Issuing Agency

City of Danville

Location

Virginia

Published Date

Apr 21, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-052

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26-052
Bid Title:	RFP-25-26-052-Feasibility Study City Auditorium
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: RFP-25-26-052 Feasibility Study City Auditorium Pre-Bid Tuesday May 12,2026 at 10:00AM Last Day for Question Thursday May 21,2026 by 5:00PM Bid Opens Thursday May 28,2026 at 4:00PM Publication Date/Time: 4/21/2026 12:00 AM Closing Date/Time: 5/28/2026 4:00 PM Related Documents: RFP-25-26-052 Feasibility Study

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CITY OF DANVILLE

Carol G. Henley, VCA, CPPO | Director of Purchasing

P.O. Box 3300

Danville, VA 24543

427 Patton Street, Rm 304

Danville, VA24541

Phone: 434.799.6528 Fax: 434.799.5102 I Email: purchasing@danvilleva.gov

REQUESTS FOR PROPOSALS

Solicitation No

Title:

RFP-25-26-052

"Feasibility study to transform the City Auditorium into a Cultural Arts Center"

Pre-Proposal Meeting:

Last Day for Questions:

A Pre-Proposal Meeting will be held, Tuesday May 12, 2026, at 10:00AM

at Dan River Falls 424 Memorial Dr. Danville, VA 24541 or

Microsoft Teams meeting Join: Pre-Bid

Meeting ID: 235 795 695 047 910

Passcode: Mj6DM2Rk

Email questions to purchasing@danvilleva.gov by no later than

Thursday, May 21,2026 5:00PM

Proposal Closing Date:

Direct Proposal

Procedures Inquiries to:

Project Owner:

Sealed proposals shall be accepted no later than Thursday May 28, 2026,

at 4:00 PM.

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)

Carol Henley, VCA, CPPO

Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Lee Rainboth, Cultural Arts Manager

rainbld@danvilleva.gov

TABLE OF CONTENTS

1.0

SCOPE OF WORK

2.0

SUPPLEMENTAL GENERAL CONDITIONS

RFP-25-26-052

“City Auditorium Feasibility Study"

1.0 SCOPE OF WORK

The City of Danville is soliciting proposals from qualified and experienced firms to perform a two-

phase feasibility study for the potential renovation and adaptive reuse of the historic City Auditorium

located in downtown Danville, Virginia. This facility, a notable element of the City’s cultural and

architectural landscape, presents a unique opportunity to evaluate viable approaches for its

transformation into a multi-use arts and cultural center. The resulting study will provide data-driven

recommendations regarding feasibility, design concepts, programming options, and economic

impact—informing future investment decisions that support community engagement, tourism, and

downtown economic development.

Phase One: Investigation and Needs Assessment

The first phase will determine the viability of renovating the City Auditorium and identify potential

concepts for its redevelopment.

1. Kick-off Meeting

a. Meet with City staff to review project process, timeline, and logistics.

b. Organize interviews, facility tours, and gather background information.

2. Background Research

a. Review relevant plans, analyze code and permitting and studies, including:

i. 2015 Master Plan for the City Auditorium

ii. 2017 Green Space Plan

iii. Arts & Culture Plan

b. Incorporate findings into feasibility analysis.

1

Forces & Trends

c. Identify trends in arts audiences, consumer behavior, and nonprofit sector challenges

that may impact the project.

3. Community Benefits & Impacts

a. Align recommendations with Danville's goals for economic development, cultural

tourism, and downtown revitalization.

4. Assessment Workshop & Report

a. Present findings and recommendations in a workshop setting to City personnel.

b. Deliver a detailed report summarizing Phase One, including a summary of findings,

and prioritized strategies.

Phase Two: Business Planning

Phase Two will develop operations and financial plans for the City Auditorium.

1. Models & Precedents

a. Research comparable venues for governance, operations, and programming.

2. Activity Profile & Programming Plan

a. Prepare utilization profiles for all public spaces.

b. Identify likely categories of performers and events that could realistically be booked

in the venue, informed by regional and national market data, comparable venues,

and touring/booking patterns.

3. Governance & Operations

2 | Page

RFP-25-26-052

“City Auditorium Feasibility Study"

a. Recommend ownership and governance structures.

b. Develop facility management strategies.

4. Staffing & Leadership Plan

a. Identify staffing needs, compensation ranges, and volunteer strategies.

5. Pro-forma Operating Budget

a. Create a detailed budget for pre-opening and first five years of operations.

6. Economic Impact Analysis

a. Forecast economic impacts using Americans for the Arts and U.S. Bureau of Labor

models, focusing on Danville and Pittsylvania County.

7. Critical Path Plan

a. Outline key steps and milestones for fundraising, planning, and operations.

8. Final Report & Presentation

a. Deliver a comprehensive written report covering both phases.

b. Present findings to City leadership.

Community Engagement

• Kick-off meeting and communications plan.

• Public meetings for information sharing and feedback.

• Surveys for broader community input.

Deliverables

• Reports detailing research, conclusions, and recommendations.

• Executive Summary of process and results.

• Market analysis data and competitive assessment.

• Multi-tab Excel workbook with pro-forma operating budget.

• Raw survey data and summaries of engagement efforts.

Proposal Requirements

Respondents should demonstrate:

• Experience and past performance with arts and cultural facility planning.

• Expertise in market analysis and economic impact studies.

• Ability to manage community engagement processes.

• Ability to deliver projects on time while maintaining relationships with designers, contractors,

owners, and local officials.

• Capacity to deliver both phases within agreed timelines.

• Knowledge of Virginia State Building Code, regulations related to the Americans with

Disabilities Act, and all other pertinent codes and regulations related to the redevelopment of

the Auditorium.

• Knowledge of Virginia construction procurement laws, regulations, and policies.

• Provide at least three (3) past projects of building redevelopment and area revitalization. Be

sure to include the project value, amount of any changes orders, date of completion, point of

contact name, phone and email address.

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Lee Rainboth, Parks and Recreation

3 | Page

RFP-25-26-052

“City Auditorium Feasibility Study"

1.2 Deadline

Sealed Proposals shall be submitted no later than May 28,2026 at 4:00 PM 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 Proposal submitted with

the most recent time stamp prior to the due date and time will be the Proposal of record for

Offeror. The city will only evaluate one Proposal per Offeror.

2.0 SUPPLEMENTAL GENERAL CONDITIONS

2.1 Award Criteria

2.1.1 The award will be made to the proposal conforming to the RFP and considered

most advantageous to the City. Price, technical recommendation, and other factors

considered such as delivery time, quality, operating and maintenance cost, service,

resale value, etc.

2.1.2 The City reserves the right to reject any or all proposals, to cancel the solicitation,

and to waive informalities and minor irregularities in proposals 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 an 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.

4 | Page

RFP-25-26-052

“City Auditorium Feasibility Study"

2.3 Method of Proposal Submission

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

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

The latest dated and time stamped proposal timely received by the City 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. Unsigned or

qualified proposals will not be accepted. Envelopes must be sealed and marked in the

lower left-hand corner RFP-25-26-052 “City Auditorium Feasibility Study” and

submitted to the office indicated on the title page.

2.3.3 Electronic Submission: Offerors 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-25-26-052. When addenda are issued, suppliers that have submitted an

electronic response will have to RESUBMIT their response to the latest version of the

solicitation.

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 Validity Period

Unless otherwise specified all formal Proposals submitted shall be binding for ninety (90)

calendar days following proposal due 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, specification, 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

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Commodity Codes

• NAICS 541330Engineering Services

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