RFP-25-26-077-Citywide Strategic Planning

REQUESTS FOR PROPOSALS
Proposal No RFP 25-26-077
Title: "Citywide Strategic Planning"
A Pre-Proposal Meeting will be held,
Pre-Proposal Meeting: T hursday June 25,2026 at 10:00AM
427 Patton Street Danville, VA 3rd Floor HR Conference Room
Or Teams Link: Location: RFP-25-26-077-Pre-Bid
Meeting ID: 219 443 177 150 343
Passcode: 6Vn3o62g
Email questions to purchasing@danvilleva.gov by no later than
Last Day for Questions:
5:00PM Thursday July 9,2026
Sealed proposals shall be accepted no later than
Proposal Closing
Date: July 23,2026 Thursday 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 (www.eva.virginia.gov)
Carol Henley, Director of Purchasing
Direct Proposal ding
(434) 799-6528
Procedures
purchasing@danvilleva.gov
Inquiries to:
Project Owner: Renee Burton, Project Manager, Community Development
E-Mail burtotr@danvilleva.gov

RFP-25-26-077 Citywide Strategic Planning
TABLE OF CONTENTS
1.0 Intent
Scope of Work
2.0
Supplemental General Conditions
3.0
Specifications_ Proposer Agrees
4.0
Proposal Documents (Link)
5.0
1.0 Intent:
1.1 It is the intent of this "RFP25-26-077" The City of Danville seeks to develop a
3-5-year strategic plan and sixteen (16) departmental action plans to
support progress on City Council priorities and the City of Danville's
comprehensive plan (PLANDanville). The city seeks to develop a practical
plan responsive to community needs, informed by existing data, and
inclusive of the perspectives and roles of staff across the organization.
The city aims to complete this project by December 31 2028, with some
flexibility for alternative timeline proposals.
1.2 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Renee Burton, Community Development
1.3 Deadline
Sealed Proposals shall be submitted no later than July 23,2026 at 4:00PM
To: City of Danville, VA
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 with the
latest time stamp received prior to the due date and time will be evaluated for each
Proposal
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1.4 Time of Completion: 3-5 Year Action Plan Project is to be complete no later than December 31,
2028. Proposed timeline adjustments may be considered.
1.5
Information Technology: If a contract is awarded, the Vendor agrees that all information
technology (IT), including web-based applications, software, and digital content, provided
under this contract must conform to the Revised Section 508 Standards (29 U.S.C. 794d)
and, specifically, must meet WCAG 2.1 Level AA success criteria. The Vendor shall provide
a completed Voluntary Product Accessibility Template (VPAT/ACR) and a Vendor
Accessibility Roadmap, demonstrating compliance prior to final acceptance.
1.6 Owner's Representative: Renee Burton, Project Manager burtotr@danvilleva.gov
2.0 SCOPE OF WORK
2.1 The City of Danville is seeking a firm to:
1. Work with community members (in English and Spanish) and staff to refine a
citywide vision and outcomes associated with the City Council and community's
priorities as expressed through the Council's 2026 retreat, the public input to
PLAN Danville, and additional community engagement. This will require at least
three in-person community engagement events.
2. Support 16 departments to develop 3-5-year action plans that align with citywide
goals and include specific, actionable, and measurable goals and actions. This
will require working with some departments to update existing strategic plans.
3. Develop a tracking system to demonstrate progress on the action plans and
towards the citywide outcomes that is practical and considerate of staff time
dedicated to existing reporting systems.
4. Support rollout of the plan, including communication with community members in
English and Spanish, frontline staff, department directors, and Council members.
This will require a minimum of five in-person or virtual events/meetings.
5. Provide informational and tactical support to City staff and leadership on the
purpose and process of strategic planning, outcomes-based goal setting, and
communication of goals and plans.
6. Build on the recommendations of the comprehensive plan, PLAN Danville, which
was effective January 2025.
7. Manage the timeline, strategic data collection, stakeholder engagement, and
application of results for three related projects:
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RFP-25-26-077 Citywide Strategic Planning
a. City Employee Engagement Survey: This survey will assess employee
priorities and experiences to inform the internal services or organizational
development aspects of the strategic plan.
i. The survey will be managed by a separate contract with the input
and collaboration of the strategic plan development vendor.
b. Resident Satisfaction Survey: This survey or poll will provide statistically
valid data about the experiences and perspectives of Danville residents
relative to City services and quality of life. The survey will provide baseline
data; the city anticipates repeating a survey every 3 years for comparison.
This data may either inform the strategic planning process or provide an
evaluation tool for departmental goals.
i. The RFP review process will separately rate bids for this
component as shown in the attached rubric. Bidders may choose to
include this in a larger strategic planning proposal, to bid only on
this portion of the scope, or to submit a bid without this portion of
the scope, understanding that the City will have final approval of
any sub/prime team.
c. Participatory Qualitative Research: This community-engaged research
project will collaborate with local single parents and/or foster youth to
provide an in-depth look at the barriers that hold low-income households
in poverty and the assets that help at-risk families thrive. The findings
should guide prioritization of strategic plan activities by providing a clear
view of the opportunities and challenges related to poverty reduction in
Danville.
i. The RFP review process will separately rate bids for this
component as shown in the attached rubric. Bidders may choose to
include this in a larger strategic planning proposal, to bid only on
this portion of the scope, or to submit a bid without this portion of
the scope, understanding that the City will have final approval of
any sub/prime team.
8. Facilitate a planning committee to ensure input from all parts of the organization
is included.
9. Apply the City's existing branding standards to the design of the final products.
10. Prepare all advertisements and informational materials necessary for social
media and education to the public, elected officials, stakeholders and city staff.
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RFP-25-26-077 Citywide Strategic Planning
11. Periodic updates during strategic plan development that includes a tracking
system compatible with our existing system.
12.The firm will provide at least two revisions of the citywide vision and outcomes
document and of each of the 16 departmental action plans.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Vendor shall comply with the provisions of the following:
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 selection committee shall review the proposals submitted. After
each proposal has been evaluated, short-listing procedures will narrow the list of
candidates to the best qualified firms. These firms may then be invited to an
interview, at which time each will be expected to conduct a presentation on its
proposal and to answer questions from the selection committee. The City
reserves the right to reject any or all proposals submitted, and to waive any
informality in the proposals. The right is also reserved to award the contract
where it appears to be in the best interest of the City of Danville and to negotiate
with multiple
3.3 Evaluation:
Evaluation shall be completed using the link below rubric(s).
* 25-26-077-Evlauation for Strategic Plan Rubric_FINAL.xlsx
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, 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 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.
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RFP-25-26-077 Citywide Strategic Planning
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 R 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
25-26-077. When addenda are issued, sup pliers 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.
E. SCC Number Vendors organized as a stock or nonstock corporation, limited liability
company, business trust, or limited partnership or registered as a registered limited liability
partnership shall be authorized to transact business in the Commonwealth as a domestic or
foreign business entity if so, required by Virginia Title 13.1 or Title 50 or as otherwise
required by law. A Contactor organized or authorized to transact business in the
Commonwealth pursuant to Virginia Title 13.1 or Title 50 shall include in its bid or proposal
the identification number issued to it by the State Corporation Commission. Any bidder or
offeror that is not required to be authorized to transact business in the Commonwealth as a
foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall
include in its bid or proposal a statement describing why the bidder or offeror is not required
to be so authorized.
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.
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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.
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.
If the bid is not accompanied by the proposal guaranty specified by the City.
3.
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 Proposals Binding 90 Days:
Unless otherwise specified, all formal Proposals submitted shall be binding for ninety
(90) calendar days following bid-opening date.
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3.8 Equal Employment:
During the performance of this contract, the Vendor agrees as follows:
A. The Vendor 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 Vendor 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 Vendor, 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, rules or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this
section.
E. The Vendor will include the provisions of the foregoing paragraphs in every subcontract or
purchase order over $10,000 so that the provisions will be binding upon each subVendor or
vendor.
F. The Vendor will otherwise comply with all other applicable provisions of local, State, and
Federal law.
3.9 Drug Free Workplace:
During the performance of this contract, the Vendor agrees to:
A. Provide a drug-free workplace for the Vendor's 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
Vendor's workplace and specifying the actions that will be taken against employees for
violations of such prohibition.
C. State in all solicitations or advertisements for employees placed by or on behalf of the
Vendor that the Vendor maintains a drug-free workplace.
D. Include the provisions of the foregoing clauses in every subcontract or purchase order of or
over $10,000, so that the provisions will be binding upon each subVendor or vendor. "Drug-
free workplace" means a site for the performance of work done in connection with a specific
contract awarded to a Vendor in accordance with Chapter 43, the employees of whom are
prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,
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possession or use of any controlled substance or marijuana during the performance of the
contract. State law reference(s) - Authority, Code of Virginia
2.2-4312
3.10 Insurance:
The Vendor shall not commence work under this contract until they have obtained all the
insurance required hereunder and such insurance has been approved by the City; nor shall
the Vendor allow any SubVendor to commence work on his subcontract until all similar
insurance has been so obtained and approved. Approval of the insurance by the City shall
not relieve or decrease the liability of the Vendor hereunder.
A. Worker's Compensation including Occupational Disease and Employer's Liability Insurance:
The Vendor shall take out and maintain during the life of this Contract Workers' Compensation
and Employer's Liability Insurance for all of their employees to be engaged in work on the
project under this contract in an amount no less than the minimum allowed by the State
Corporation Commission, and in case of such work is sublet, the Vendor shall require the
SubVendor similarly to provide Workers' Compensation and Employer's Liability Insurance for
all of the latter's employees to be engaged in such work.
B. Comprehensive General Liability Insurance: The Vendor shall maintain during the life of this
Contract comprehensive general liability insurance as shall protect him, the City of Danville
and its offices, agents and employees, and any SubVendors performing work covered by this
Contract from claims for damage for personal injury, including death, as well as from claims
for property damage, which may arise from operations under this Contract, whether such
operations by himself or by any SubVendor, or by anyone directly or indirectly employed by
either of them. The amount of such insurance shall not be less than a combination single limit
of $1,000,000.00 per occurrence on bodily injury and property damage and $1,000,000.00
aggregate on completed operations. The comprehensive general liability insurance shall
provide the following coverage:
C. Automobile liability insurance minimum combined single limits of $1,000,000.00 for any one
person and subject to the same limit for each person, $1,000,000 on account of any one
accident. This insurance shall include bodily injury and property damage for the following
vehicles:
Owned Vehicles
Non-owned Vehicles
Hired Vehicles
D. Umbrella Policy. At the option of the Vendor, primary limits may be less than required, with
an umbrella policy providing the additional limits needed. This form of insurance will be
acceptable provided that the primary and umbrella policies both provide the insurance
coverages herein required. However, any such umbrella policy must have minimum coverage
limits of $3,000,000.00.
E. Professional Liability - $1,000,000.00 per occurrence
F. To the fullest extent permitted by law, a Waiver of Subrogation Clause shall be added to the
General Liability, Automobile, Excess or Umbrella and Workers Compensation policies in
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favor of the City of Danville and shall apply to it Owners officers, agents and employees,
with respect to all Projects during the policy term.
G. Prior to commencement of Work on any individual Project, the Vendor shall submit a
Certificate of Insurance in favor of the City of Danville and an Additional Insured
Endorsement (in a form acceptable to the City) as required hereunder. The Vendor's
Insurance policies shall provide for thirty (30) days' notice to City for cancellation or any
change in coverage and be evidenced by the Certificate of Insurance. Copies of insurance
policies shall promptly be made available to the City upon request.
H. The City of Danville, along with their respective officers, agents and employees, shall be
named as additional insureds.
I. Certificate holder should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541
3.11 Novation:
The Vendor shall not assign or transfer, whether by an Assignment or Novation, any of its rights,
duties, benefits, obligations, liabilities or responsibilities under this Contract without the written
consent of the City; provided, however, that assignments to banks, trust companies or other
financial institutions for the purpose of securing bond may be made without the consent of the
City. Assignment or Novation of this Contract shall not be valid unless the Assignment or Novation
expressly provides that the assignment of any of the Vendor's rights or benefits under the Contract
is subject to a prior lien for labor performed, services rendered and materials, tools and equipment
supplied for the performance of the work under this Contract in favor of all persons, firms or
corporations rendering such labor or services or supplying such materials, tools and equipment.
3.12 Observance of Laws:
The Vendor at all times shall observe and comply with all Federal, State and City laws, bylaws,
ordinances and regulations in any manner affecting the conduct of the work or applying to
employees on the project, as well as all orders or decrees which have been promulgated or
enacted, by any legal bodies or tribunals having authority or jurisdiction over the work materials,
employees or contract. The Vendor does not and shall not during the performance of the
contract for goods and services in the Commonwealth; knowingly employs an unauthorized
alien as defined in the federal Immigration Reform and Control Act of 1986. Vendor shall
prohibit the use of forced or indentured child labor in the performance of the contract and
requiring that the Vendor include such prohibition in every subcontract or purchase order that
exceeds $10,000, so that the prohibition will be binding upon each subVendor or vendor.
Vendor agrees that all information technology (IT), including web-based applications, software,
and digital content, provided under this contract must conform to the Revised Section 508
Standards (29 U.S.C. 794d) and, specifically, must meet WCAG 2.1 Level AA success criteria.
Vendor shall provide a completed Voluntary Product Accessibility Template (VPAT/ACR) and a
Vendor Accessibility Roadmap, demonstrating compliance prior to final acceptance.
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