Project Information

Bid Title

RFP-25-26-073-Mass Transit Roof Restoration

Issuing Agency

City of Danville

Location

Virginia

Published Date

May 11, 2026

Closing Date

Jun 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-073

Original Source

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Bid Documents

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Project Description

Bid Number:	25-26-073
Bid Title:	RFP-25-26-073-Mass Transit Roof Restoration
Category:	Construction Services Bids
Status:	Open

Description: Addendum No.1 Site Visit Requirements-Bid Open Date Extended Pre-Bid Attendee-Posted 04/28/2026 Pre-Bid Tuesday April 28,2026 at 10:00AM Last Day for Questions Tuesday May 5,2026 at 5:00PM Bid Opens Tuesday May 19,2026 at 4:00PM Extended to June 2,2026 at 4:00PM Publication Date/Time: 4/17/2026 12:00 AM Closing Date/Time: 6/2/2026 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-25-26-073-Mass Transit Roof Restoration Final Post 25-26-073-Mass Transit Roof Restoration RFP-25-26-073-Addendum No.1

Attachment Preview

REQUESTS FOR PROPOSALS

Proposal No: RFP 25-26-073

Title:

“Mass Transit Roof Restoration”

Pre- Bid

Pre-Bid Tuesday April 28,2026 10:00AM at 1002 South Boston Rd.

Danville, VA 24541 and on Microsoft Teams:

RFP-25-26-073- Pre- Bid Meeting

Meeting ID: 256 404 557 648 6

Passcode: u4m3vP3W

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

Tuesday May 5,2026 at 5:00PM

Proposal Closing

Date:

Sealed proposals shall be accepted no later

Tuesday May 19,2026 at 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, VCA, CPPO

Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Marc Adelman, Director of Transportation

E-Mail: madelman@danvilleva.gov Phone: 434-799-5110 Ext 2780

RFP 25-26-073

TABLE OF CONTENTS

“Mass Transit Roof Restoration”

1.0

Intent

2.0

SCOPE OF WORK -SPECIFICATIONS- (Additional Document Link) FTA Federal Aid Link Con

3.0

SUPPLEMENTAL GENERAL CONDITIONS

4.0

PROPOSAL DOCUMENTS (Proposer Agrees)

1.0 Intent:

It is the intent of this “RFP” to secure, through competitive negotiation, a highly qualified and

responsible contractor to perform the Scope of Work described herein to complete roof repairs as

identified in the bid specifications for Danville Transit’s administrative maintenance facility.

Please note that interested contractors must complete an onsite inspection of Danville Transit’s

administrative maintenance facility prior to submitting a proposal. In addition, this project includes

federal contract clause requirements including Davis Bacon wage requirements. Davis Bacon wage

rate requirements are attached. Interested companies must execute the sign-off sheet related to

these requirements. Interested contractors are encouraged to seek DBE participation for this project.

• The contractor is to acquire all necessary licenses and permits for the work.

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention: Marc Adelman, Transportation Services Director

1.2 Deadline

Sealed Proposals shall be submitted no later than Tuesday May 19,2026 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 Bid Inquiries: The Last Day for questions will be Thursday May 5,2026 by 5:00PM

E-Mail Carol Henley at purchasing@danvilleva.gov

RFP 25-26-073

“Mass Transit Roof Restoration”

1.4 Bonds: 5% Bid Bond: 100% Performance and Payment Bonds

1.5 Time of Completion: All work shall be completed by June 30,2026. A notice to proceed will be coordinated

with the City’s Project Manager.

1.6 Liquidated Damages: The contractor will be charged liquidated damages in the amount of $300 per calendar

day, including weekends and holidays, the project remains incomplete beyond the indicated time of completion.

1.7 Owner’s Representative: Marc Adelman E-Mail: adelmmd@danvilleva.gov,

1.8 Retainage/Escrow: Five percent (5%) retainage/escrow will be withheld from each invoice until final

completion and acceptance of the contract work

2.0 Scope of Work; (Links)

• 25-26-073-Drawings Link.pdf

• 25-26-073-Specification Link.pdf

• 25-26-073-Federal Contract Clauses .docx

• RFP-25-26-073-Davis Bacon Wage Rate.pdf

• PAYMENT

Lump sum payment will be made for the project upon its completion and acceptance.

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.

3.2.1 Award: The award will be made to the proposal conforming to the

requirements of the RFP and to the Offeror deemed to be most advantageous to the

City based on the evaluation and award criteria

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

and minor irregularities in offers received.

Evaluation and Award

The City intends to make an award using the evaluation criteria listed in this RFP to determine

the best value, considering all factors in the proposals submitted. Best value means the

expected outcome of an acquisition that, in the City’s estimation, provides the greatest overall

benefit to the City of Danville. The City reserves the right to reject any or all offers and to not

make an award.

A selection committee composed of City staff will review all proposals. Through this process,

the City will determine which proposals are acceptable or unacceptable. The City will notify, in

RFP 25-26-073

“Mass Transit Roof Restoration”

writing, any Offeror whose proposal is deemed to be unacceptable. Those Offerors offering

proposals deemed acceptable will be evaluated and scored by the selection committee based

on the criteria below.

• Overall qualifications of the contractor including key personnel assigned to project. (25%)

• Prior experience of the contractor with similar projects. (25%)

• Ability of the contractor to initiate and complete work on this project in a timely manner. (10%)

• Price identified by contractor to complete the project (40%)

Upon the selection committee’s completion of its proposal evaluations, it will select at least two (2)

Offerors, if there be that many, who are deemed fully qualified and best suited to advance to the

discussion and negotiation phase. Or, should the selection committee determine in writing and in its

sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly

qualified than the others under consideration, the City may then negotiate and award a contract to

that Offeror.

Otherwise, the selection committee will then negotiate with the selected Offeror(s) utilizing a forced

elimination process. To inform this process, the selection committee may require multiple informal

meetings or discussions with the selected Offeror(s). The selection committee may request revisions

to any portion of the proposal from each of the Offerors at the conclusion of the interviews. The

intent of the forced elimination process is to reach consensus. The decision will be based on

perception of best value considering all relevant factors. The final decision may or may not exactly

reflect the initial RFP scoring process.

The City of Danville in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 US.C.§§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will

affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged

business enterprises will be afforded full and fair opportunity to submit bids in response to this

invitation and will not be discriminated against on the grounds of race, color, or national origin in

consideration for an award.

3.3 Award Procedures: Award will be made to the proposer whose proposal is determined to be

the most advantageous to the City based on the evaluation criteria, scope understanding,

qualifications, and cost. The City reserves the right to reject any or all proposals, waive

informalities, or cancel the RFP if it is in the City’s best interest.

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-25-26-073- Mass Transit Roof Restoration” 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.

RFP 25-26-073

“Mass Transit Roof Restoration”

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 25-26-073“Mass Transit Roof

Restoration” 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 25-26-073. 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.

3.6 Bidder Eligibility:

A. Bidders are 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. 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.

B. The Bidder must 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. 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 541690Other Scientific and Technical Consulting Services

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