Project Information

Bid Title

RFP-25-26-066-Water Service Line Identification

Issuing Agency

City of Danville

Location

Virginia

Published Date

Mar 17, 2026

Closing Date

Apr 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-26-066

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	25-26-066
Bid Title:	RFP-25-26-066-Water Service Line Identification
Category:	Purchasing Miscellaneous Bids
Status:	Open

Description: Pre-Bid Wednesday April 1,2026 at 10:00AM Last Day for Questions Wednesday April 15,2026 by 5:00PM Bid Opens Wednesday April 29, 2026, at 4:00PM Publication Date/Time: 3/17/2026 12:00 AM Closing Date/Time: 4/29/2026 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-25-26-066-Water_Service_Line_Identification_ (3)

Attachment Preview

REQUESTS FOR PROPOSALS

Proposal No: RFP 25-26-066

Title:

“Water Service Line Identification”

Pre- Bid

Pre-Bid Wednesday April 1st,2026 at 10:00 AM at 1040 Monument Street

Danville, VA 24541 and on Microsoft Teams:

Pre-Bid Meeting Id: 262 072 502 483 01

Passcode: XN6VT72r

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

Wednesday April 15,2026 at 5:00PM

Proposal Closing

Date:

Sealed proposals shall be accepted no later

Wednesday April 29,2026 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

Jeffery Bustamante, Assistant Director of Utilities

E-Mail bustaja@danvilleva.gov

TABLE OF CONTENTS

RFP 25-26-066

“Water Service Line Identification”

1.0

Intent

2.0

SCOPE OF WORK

3.0

SUPPLEMENTAL GENERAL CONDITIONS

4.0

SPECIFICATIONS- (Additional Document Link)

5.0

PROPOSAL DOCUMENTS (Proposer Agrees)

1.0 Intent:

The City of Danville Utilities seeks qualified contractors to perform water service material

identification. This initiative ensures compliance with regulatory standards and supports

safe, reliable water delivery. The project involves hand excavation, material identification,

documentation, and site remediation.

1.1 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Utilities Department 1040 Monument St

1.2 Deadline

Sealed Proposals shall be submitted no later than Wednesday April 29, 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 Wednesday April 1,2026 at 10:00AM

1040 Monument Street Danville, VA 24541 Microsoft Teams: Pre-Bid Meeting

Meeting Id: 262 072 502 483 01

Passcode: XN6VT72r

1.4 Bid Inquiries: The last day for questions will be

Wednesday April 15,2026 by 5:00PM

RFP 25-26-066

“Water Service Line Identification”

Email Carol Henley at purchasing@danvilleva.gov

1.5 Owner’s Representative: Jeffery Bustamante, E-Mail bustaja@danvilleva.gov

2.0 Scope of Work; (Link) RFP-25-26-066-Water_Service_Line_SOW.docx

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 given to the best responsive bidder, with consideration given to

completion time.

B. Scoring matrix will be used in this evaluation, Click link in Section 3.3.

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: (Link) RFP-25-26-066-Proposal Evaluation and Scoring Matrix.pdf

3.4 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-25-26-066- Water Service Line Identification” 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 25-26-066

“Water Service Line Identification”

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 25-26-066“Water Service Line

Identification” 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 25-26-066. 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:

RFP 25-26-066

“Water Service Line Identification”

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.

2. If there are unauthorized additions, conditional or alternate pay items, or

irregularities of any kind which make the proposal incomplete, indefinite, or

otherwise ambiguous.

3. If the bid is not accompanied by the proposal guaranty specified by the City.

D. Withdrawal of Bid Due to Error:

1. A bidder for a City construction contract, other than a contract for construction or

maintenance of public highways, may withdraw his bid from consideration, if the price

bid was substantially lower than the other Proposals due solely to a mistake therein,

provided the bid was submitted in good faith and the mistake was a clerical mistake,

as opposed to a judgment mistake, and was actually due to an unintentional arithmetic

error or an unintentional omission of a quantity of work, labor, or material made

directly in the compilation of the bid, which unintentional arithmetic error or

unintentional omission can be clearly shown by objective evidence drawn from

inspection of original work papers, documents, and materials used in the preparation

of the bid sought to be withdrawn.

2. The bidder shall give notice in writing of his claim of the right to withdraw his bid within

two (2) business days after the conclusion of the bid opening procedure.

E. Disqualification of Bidder: A bidder shall be considered disqualified for any of the

following reasons:

1. Submitting more than one proposal from the same partnership, firm, or corporation

under the same or different name.

2. Evidence of collusion among bidders. Bidders participating in such collusion shall be

disqualified as bidders for any future work of the City until any such participating

bidder has been reinstated by the City as a qualified bidder.

3. If the bidder is considered to be in “default” for any reason.

3.7 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.

3.8 Proposals Binding 90 Days: Unless otherwise specified, all formal Proposals submitted shall

be binding for ninety (90) calendar days following bid-opening date.

Commodity Codes

• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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