RFP-25-26-074-Bridge and Roadways Structure Professional Services

REQUEST FOR PROPOSALS
Proposal No. RFP 25-26-074
Title: "BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES "
Pre-Proposal Meeting: A P re-Proposal meeting will not be held.
Last Day for Questions: Email questions to purchasing@danvilleva.gov and
dunevbl@danvilleva.gov by no later than May 7, 2026 5:00 PM
Local Time.
Proposal Closing Date: Sealed proposals shall be accepted no later than
May 19, 2026 - 2:00 PM Local Time.
Proposal Submission: Proposals can be submitted through eVA (eva.virginia.gov) or to
the Purchasing Office, Room 304, 427 Patton Street Danville,
VA 24541. See RFP Section 4.2.
Direct Bidding Carol Henley, Director of Purchasing
Procedures (434) 799-6528
Inquiries to: purchasing@danvilleva.gov
Brian L. Dunevant, Department of Public Works - Engineering
Project Owner:
Division - dunevbl@danvilleva.gov

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
2

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
SECTION 1: INTRODUCTION AND BACKGROUND
1.1 Purpose
The City of Danville, Virginia (hereinafter "City") is soliciting sealed proposals from qualified firms to provide
on-call Bridge and Roadway Structure Professional Services on an as-needed, task-order basis. The City
intends to establish one or more term contracts with qualified engineering firms to support the City's
infrastructure maintenance, inspection, and capital improvement programs. Award of more than one contract is
expressly permitted under this procurement.
1.2 Background
The City of Danville owns and maintains a network of bridges, culverts, retaining walls, roadway ancillary
structures, and other roadway structures within its corporate limits. The Department of Public Works is
responsible for the inspection, maintenance, repair, and rehabilitation of these assets. Public Works is also
responsible for addition of new assets as needed. The City requires access to specialized professional
engineering services, to supplement in-house staff capabilities, to support these efforts.
1.3 Contract Structure
The resulting contract(s) will be term contracts, task-order based, subject to the limitations of the Virginia
Public Procurement Act (Code of Virginia Title 2.2, Chapter 43). No minimum or maximum dollar amount is
guaranteed under any resulting contract. The City reserves the right to issue task orders to one or more
awarded consultants based on the specific needs, qualifications, or workload considerations of each
assignment. This contract does not guarantee exclusivity.
1.4 Number of Awards
The City expressly reserves the right to award contracts to more than one offeror, where the City determines
that multiple awards are in the public interest. The terms and conditions for multiple awards are set forth
herein. Each awarded firm may be assigned task orders independently at the City's discretion.
3

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
SECTION 2: SCOPE OF SERVICES
The Consultant(s) shall provide professional engineering study, design, and inspection services on an as-
needed, task-order basis. The following categories of service are anticipated but are not exclusive. The City
may issue task orders for services outside these categories provided they are within the general scope of
bridge and roadway structure professional services.
2.1 Bridge Inspection Services
* Routine bridge inspections in conformance with NBIS (23 CFR Part 650, Subpart C) and VDOT
Structure and Bridge Division inspection standards.
* Fracture-critical member (FCM) inspections.
* Underwater bridge inspections including scour assessments.
* Special, interim, and damage inspections.
* Element-level bridge inspection and condition rating using AASHTO/National Bridge Elements (NBE)
and Bridge Management Elements (BME).
* Preparation and submission of inspection reports, load ratings, and inventory updates to the State and
National Bridge Inventories (NBI), in a format acceptable to the City and VDOT.
* Load rating analysis and documentation in conformance with the AASHTO Manual for Bridge
Evaluation, current edition, as well as any VDOT memorandums, guidance, and requirements.
* Bridge posting recommendations and overweight permit evaluations.
2.2 Maintenance and Repair Document Preparation
* Preparation of bridge maintenance plans and preventive maintenance programs.
* Preparation of repair designs, plans, specifications, and estimates (PS&E) for routine and capital
bridge repairs.
* Development of bridge rehabilitation and replacement feasibility studies and alternatives analyses.
* Preparation of scour countermeasure designs and hydraulic analyses.
* Bridge painting specifications, lead paint assessments, and coating evaluations.
* Fatigue evaluations, fracture mechanics analyses, and preparation of fracture-critical maintenance
plans.
* Construction administration and inspection services (see Section 2.5).
* As-built documentation, condition assessment reports, and maintenance recommendations.
2.3 Inspection, Maintenance, and Repair of Other Roadway Structures
* Inspection and condition assessment of culverts including pipe culverts, box culverts, and arch
culverts, consistent with FHWA and VDOT standards.
* Inspection and assessment of retaining walls (gravity, cantilever, MSE, soldier pile, sheet pile, and
other types).
* Inspection of sign structures, overhead structures, traffic signal poles, and high-mast lighting poles.
* Inspection and condition assessment of pedestrian bridges and shared-use path structures.
* Inspection of sound walls, slope stabilization structures, and other roadway appurtenances.
* Design of repairs, maintenance activities, rehabilitation, or replacement of culverts, retaining walls, and
other roadway structures and appurtenances.
4

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
* Construction administration and inspection services (see Section 2.5).
* Drainage analysis and hydraulic/hydrologic studies related to roadway structures.
* Geotechnical investigations and foundation analyses as required for structure repair or replacement.
2.4 Capital Project Engineering Support
* Preliminary engineering studies, preliminary design reports, and preliminary cost estimates.
* Final design services, including preparation of construction plans, specifications, and cost estimates.
* Preparation of environmental documents and permits (Section 404/401, VPDES, VDOT Land Use
Permits, etc.) as required.
* Right-of-way plats and support for right-of-way acquisition.
* Bid document preparation and support during advertisement and award.
* Construction administration and inspection services (see Section 2.5).
* Post-construction as-built documentation.
2.5 Construction Phase Engineering Support
Construction phase engineering support includes responses to Requests For Information, submittal reviews,
field inspections, design clarifications, preparation of change order recommendations, and any other services
needed to support the construction phase.
2.6 Programmatic and Advisory Services
* Development and maintenance of a bridge and structure management program and asset inventory.
* Prioritization analyses for maintenance, repair, and replacement programs.
* Cost estimating for capital improvement projects (CIPs) and budgeting purposes.
* Technical review of submittals, designs, and reports prepared by others.
* Grant application support and federal-aid project coordination.
2.7 Other Services
* Field data collection including surveying, measurements, and documentation necessary to support
inspections, design, and analysis.
* Coordination with utility owners, including identification of conflicts, review of utility impacts, and
support for utility relocation or protection strategies.
* Development of maintenance of traffic (MOT) concepts, traffic control plans, and sequencing
recommendations for inspection, maintenance, and construction activities.
* Preparation of permit applications and coordination with regulatory agencies, including responses to
comments and support through permit approval.
* Preparation of planning-level, preliminary, and engineer's cost estimates to support budgeting, funding
applications, and project development."
* Support for right-of-way and easement acquisition, including exhibits, legal descriptions, and
coordination with City staff or consultants."
* Inspection and evaluation of non-standard or ancillary structures, including but not limited to
pedestrian facilities, decorative structures, and other appurtenances within the public right-of-way."
* All deliverables shall be provided in formats compatible with the City's systems, including electronic
files for plans, reports, and data as requested.
5

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
* The services described herein are representative and not exhaustive. The Consultant may be required
to perform other related professional services customary to bridge and roadway structure engineering,
inspection, maintenance, and rehabilitation, as directed by the City.
2.8 Task Order Process
Work shall be initiated only upon execution of a written Task Order issued by the City. Each Task Order will
define the specific scope, schedule, deliverables, budget, and compensation method for the assigned work. The
Consultant shall not commence work or incur costs against any Task Order prior to its execution by an authorized
City representative. The City makes no representation that any specific volume of work will be assigned under
this contract. The City reserves the right to negotiate task orders using lump sum, not-to-exceed, or time-and-
materials with or without a guaranteed maximum, as appropriate to the scope and level of definition.
6

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
SECTION 3: PROCUREMENT SCHEDULE
The City reserves the right to modify any date. Notice of schedule changes will be posted on the City's official
procurement website and the eVA electronic procurement portal on or before May 8, 2026.
RFP Issued / Advertisement Date April 28, 2026
Written Questions Deadline May 7, 2026 - 5:00 PM Local Time
Last Addenda Issued (if required) May 8, 2026
Proposal Submission Deadline May 19, 2026 - 2:00 PM Local Time
Evaluation Period (estimated) May 19, 2026 - May 22, 2026
Interviews (if conducted) May 25, 2026 - May 28, 2026 - See Section 5.4
Notice of Intent to Award (estimated) June 5, 2026
Contract Execution (estimated) June 30, 2026
Contract Commencement Upon Execution
In accordance with Code of Virginia 2.2-4302.2, public notice of this RFP will be posted at least ten (10) days
prior to the date set for receipt of proposals on the Commonwealth's eVA electronic procurement system and
on the City of Danville Purchasing website.
7

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
SECTION 4: PROPOSAL SUBMISSION REQUIREMENTS
4.1 General Instructions
Offerors shall submit proposals in accordance with the requirements set forth in this Section. Proposals not
conforming to these requirements may be deemed non-responsive and disqualified from further consideration.
The City assumes no responsibility for any costs incurred by an offeror in preparing or submitting a proposal.
4.2 Submission Format
* Proposals can be submitted through eVA or to the Purchasing office. Offerors shall choose only
one method of submission. Do not submit both ways.
* If submitting to the Purchasing office, submit one (1) hard copy, and one (1) electronic copy in PDF
format on a new previously unused USB drive.
* The Purchasing office address is: City of Danville Purchasing Office, 427 Patton Street, Room 304,
Danville, Virginia 24541.
* Proposals must be submitted no later than the date and time specified in Section 3.
* Late proposals will not be accepted. The Purchasing office clock shall govern for proposals sent to that
office.
* Faxed or emailed proposals will NOT be accepted.
4.3 Proposal Content and Organization
Proposals shall be organized and shall include the following sections in order:
Section A - Cover Letter and Executive Summary
* One-page cover letter signed by an authorized representative of the firm.
* Firm name, address, telephone, email, and principal contact.
* State Corporation Commission (SCC) identification number (if applicable - see Section 7.7).
* Brief executive summary (not to exceed two pages).
Section B - Firm Qualifications and Experience
* History, size, and organizational structure of the firm.
* Description of the firm's experience with the scope of services listed in Section 2 of this RFP, and
related services, for municipal and/or state agencies in Virginia.
* Minimum of five (5) project references for similar services completed within the last five (5) years,
including client name, contact information, project description(s), contract value, and dates of service.
* Identification of any subconsultants proposed; include qualifications and relevant experience for each.
* Current VDOT prequalification status (if applicable).
Section C - Key Personnel and Resumes
* Organizational chart identifying key personnel assigned to this contract
8

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
* Resumes for all key personnel (not to exceed two pages per person), including: education,
professional registrations (including Virginia PE license numbers where applicable), NBIS inspection
qualifications, years of relevant experience, and role on this contract.
* Identification of the Project Manager who will serve as primary point of contact for the City.
* Certification that key personnel identified will be available for this contract.
Section D - Technical Approach and Understanding of Scope
* Description of the firm's overall approach to providing on-call, task-order professional services.
* Methodology for bridge inspections, reporting, and inventory data management.
* Approach to preparation of maintenance and repair documents.
* Quality control/quality assurance (QC/QA) procedures.
* Description of specialized equipment, software, and technology available (bridge inspection
equipment, inspection vehicles, underwater inspection capability, load rating software, CAD platforms,
etc.)
* Approach to managing multiple concurrent task orders.
Section E - Schedule and Availability
* Estimated timeframes for typical task types (e.g., routine inspection report turnaround, repair plan
preparation)
* Current workload and available capacity of key personnel.
* Ability to mobilize within twenty-four (24) hours, and within shorter timeframes when required for
emergency conditions as determined by the City. Emergency response services including structural
damage assessment following vehicular impact, weather events, or other incidents; temporary
stabilization recommendations, and coordination with City staff for immediate safety measures.
Section F - Fee Schedule
The Offeror shall provide a complete fee schedule to support negotiation of task orders under this
contract. The City will evaluate fees for reasonableness and completeness; however, price will not be
the primary basis of award.
F.1 Hourly Rate Schedule
Provide fully loaded hourly rates for all anticipated labor classifications to be used on this contract.
Rates shall include all labor, overhead, and profit. Identify any premium rates (overtime, holidays,
emergency response) Define any minimum billing increments (0.25 hour, 0.50 hour, etc.).
F.2 Escalation
Indicate whether rates are subject to escalation. If escalation is proposed, describe basis for the
escalation and maximum annual increase. Any escalation is subject to City approval and must be
addressed during contract renewal.
F.3 Reimbursable Expenses
Identify typical reimbursable expenses and basis for reimbursement. Examples may include mileage
(state rate), lodging and meals (per diem), printing and reproduction, equipment or specialized
services. Expenses must be reasonable and project-related. There should be no markup unless
clearly identified and with reason.
9

RFP 25-26-074 BRIDGE AND ROADWAY STRUCTURE PROFESSIONAL SERVICES
F.4 Subconsultants
Identify anticipated subconsultant services (if applicable) and fully loaded rates. Any markup on
subconsultant costs must be disclosed and is subject to City approval.
F.5 Overtime / Premium Time
Indicate whether overtime is included in standard rates or billed at a premium. Premium rates may
only be used when approved by the City for a specific task order.
F.6 Basis of Task Order Pricing
Task orders may be negotiated using lump sum, not-to-exceed, or time-and-materials basis. The City
will approve the appropriate pricing method based on the scope of work.
F.7 Certification
The Offeror shall certify that rates are complete and include all costs, that no additional undisclosed
fees will be applied, and that pricing is consistent with services offered to similar clients.
Section G - Required Forms and Certifications
The following completed forms must be included (see Section 7 - General Terms and Conditions):
* Signed Offeror's Signature Page (Attachment A)
* SCC Registration Information (Attachment B)
* Non-Collusion Affidavit (Attachment C)
* Drug-Free Workplace Certification (Attachment D)
* Disclosure of Contacts / Gifts Certification (Attachment E) - Code of Virginia 2.2-4376.1
* Include each addenda issued with signed acknowledgment.
4.4 Questions and Addenda
All questions regarding this RFP must be submitted in writing by email to purchasing@danvilleva.gov and
dunevbl@danvilleva.gov no later than the date and time specified in Section 3. The email subject should
reference RFP 25-26-074 and questions must reference the specific RFP section. Oral questions will not be
accepted. Official responses will be issued by written Addendum posted to the eVA portal and the City's
procurement website. Offerors are responsible for checking for addenda prior to the proposal submission
deadline. All addenda shall be included and acknowledged in the proposal in Section G.
10