Project Information

Bid Title

RFP-25-26-060-Community Development (CD) Software System Environment

Issuing Agency

City of Danville

Location

Virginia

Published Date

Mar 10, 2026

Closing Date

Apr 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-060

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26-060
Bid Title:	RFP-25-26-060-Community Development (CD) Software System Environment
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: RFP-25-26-060-Community Development (CD) Software System Environment Pre-Bid Attendee_ Monday March 30,2026 at 11:00AM Last Day for Questions Thursday April 9,2026 by 5:00PM Bid Opens Thursday April 23,2026 by 4:00PM Publication Date/Time: 3/10/2026 12:00 AM Closing Date/Time: 4/23/2026 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: RFP-25-26-060 Consultan-Final Post-BB

Attachment Preview

REQUESTS FOR PROPOSALS

Proposal No: RFP 25-26-060

Title:

“Software and Implementation Services for a Community Development (CD)

Software Systems Environment”

Pre- Bid

Last Day for

Questions:

Proposal Closing

Date:

Pre-Bid Monday March 30,2026 at 11:00 AM at 3rd Floor Conference

Room in the Municipal Building at 427 Patton Street and on Microsoft

Teams: Pre-Bid Meeting : Meeting Id: 261 041 254 585 88

Passcode: Uo6gi7mN

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

Thursday April 9,2026 by 5:00PM

Sealed proposals shall be accepted no later

Thursday April 23,2026 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 Rodenburg@danvilleva.gov ,Chief Information Officer

inez.rodenburg@danvilleva.gov

TABLE OF CONTENTS

RFP 25-26-060

“Community Development (CD ) Software System Environment”

1.0

General Condition

2.0

SCOPE OF WORK

3.0

SUPPLEMENTAL GENERAL CONDITIONS

4.0

PROPOSAL DOCUMENTS (Link)

5.0

SPECIFICATIONS-Proposer Agrees

1.0 General Conditions:

1.1 Intent: Intent: It is the intent of this “RFP to secure a vendor to provide a software

and consulting services to implement a new software systems environment to address the

City’s needs related to a Community Development (CD) system.

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 Thursday April 23, 2026, at 4:00PM

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.

1.3 Pre-Bid Conference: Pre-Bid Monday March 30,2026 at 11:00 AM at

3rd Floor Conference Room in the Municipal Building at 427 Patton Street and on Microsoft

Teams: Pre-Bid Meeting : Meeting Id: 261 041 254 585 88

Passcode: Uo6gi7mN

RFP 25-26-060

“Community Development (CD ) Software System Environment”

1.4 Bid Inquiries: The last day for questions will be

Thursday April 9,2026 by 5:00PM

Email Carol Henley at purchasing@danvilleva.gov

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

2.0 Scope of Work: Scope of Services is detailed in the appended “Danville CD RFP –

Scope of Services” document.

3.0 SUPPLEMENTAL GENERAL CONDITIONS

3.1 Compliance: 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.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 downloading from the City’s website “Finance Department,

Purchasing Division.

3.2 Award:

A. The award will be made to the best responsive bidder, with consideration given to

completion time.

B. If a scoring matrix will be used in the evaluation, it will be shared in this solicitation.

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

minor irregularities in offers received.

D. The award will be made to the proposal conforming to the RFP and will be most

advantageous to the City.

3.3 Evaluation: Evaluation Procedure

Evaluation procedures are detailed in the appended “Danville CD RFP – Scope of

Services” document.

3.4 Award Procedures: Award procedures are detailed in the appended

“Danville CD RFP – Scope of Services” document.

3.5 Proposals (2 copies required)

Proposal format and submittal guidelines are detailed in the appended “Danville CD

RFP – Scope of Services” document.

RFP 25-26-060

“Community Development (CD ) Software System Environment”

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-25-26-060-“Community Development (CD) Software System Environment”

modifying each and every 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 25-26-060 " Community

Development (CD) Software System Environment" 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 25-26-060. 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. 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.

RFP 25-26-060

“Community Development (CD ) Software System Environment”

3.6 Permits:

The Vendor shall, at his own expense, secure any business or professional licenses,

permits, or fees required by the City of Danville or Commonwealth of Virginia.

3.7 Proposals Binding 90 Days: Unless otherwise specified, all formal

Proposals submitted shall be binding for ninety (90) calendar days following

bid-opening date, unless extended by mutual consent by both parties.

3.8 Equal Employment:

During the performance of this contract, the Vendor agrees as follows:

A. The Firm will not discriminate against any employee or applicant for employment because of

race, religion, color, sex, or national origin, except where religion, sex, or national origin is a

bona fide occupational qualification reasonably necessary to the normal operation of the

Vendor. The Vendor agrees to post in conspicuous places available to employees and

applicants for employment, notices setting forth the provisions for this non-discrimination

clause.

B. The Firm also shall not discriminate against any handicapped person in violation of any

state or federal law or regulation and shall also post in conspicuous places, available

to employees and applicants for employment, notices setting forth the provisions of this

additional non-discrimination clause.

C. The Firm, in all solicitations or advertisements for employees placed by or on behalf

of the Vendor, will state that such Vendor is an equal opportunity employer.

D. Notices, advertisements, and solicitations placed in accordance with Federal law, rule

or regulation shall be deemed sufficient for the purpose of meeting the requirements of

this article.

E. The Firm will otherwise comply with all other applicable provisions of local, State, and

Federal law.

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

3.10 Drug Free Workplace:

During the performance of this contract, the Firm agrees to:

A. Provide a drug-free workplace for the Firm employees.

B. Post in conspicuous places, available to employees and applicants for employment, a

statement notifying employees that the unlawful manufacture, sale, distribution,

dispensation, possession, or use of a controlled substance or marijuana is prohibited

in the Firm’s workplace and specifying the actions that will be taken against

employees for violations of such prohibition.

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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