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

REQUESTS FOR PROPOSALS
Proposal No: RFP 25-26-060
Title: "Software and Implementation Services for a Community Development (CD)
Software Systems Environment"
Pre- Bid 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
Last Day for Email questions to purchasing@danvilleva.gov by no later than
Questions: Thursday April 9,2026 by 5:00PM
Sealed proposals shall be accepted no later
Proposal Closing Thursday April 23,2026 by 4:00PM
Date:
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 Carol Henley, Director of Purchasing
Procedures (434) 799-6528
Inquiries to: purchasing@danvilleva.gov
Inez Rodenburg Rodenburg@danvilleva.gov ,Chief Information Officer
Project Owner:
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@danvillevagov
1.5 Owner's Representative: Inez Rodenburg at ine.z.rod enburg@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.

C. State in all solicitations or advertisements for employees placed by or on behalf of the
RFP 25-26-060 "Community Development (CD ) Software System Environment"
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
subcontractor 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, 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
Indemnification:
3.10
A.The Firm shall indemnify, keep and save harmless the City, its agents, officials and
employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities,
judgments, costs and expenses, which may in anywise accrue against the City, its agents,
officials and employees in consequence of the granting of this contract or which may in
anyway result therefrom, whether or not it shall be alleged or determine that the act was
caused through negligence or omission of the Firm or his employees, or of the subcontractor
or their employees, if any, and the Firm shall, at their own expense, appear, defend and pay
all charges of attorneys and other expenses arising therefrom or incurred in connection
therewith, and, if any judgment shall be rendered against the City in any such action, the
Firm shall, at his own expense, satisfy and discharge the same. The Firm expressly
understands and agrees that any performance bond or insurance protection required by
this contract, or otherwise provided by the Firm, shall in no way limit the responsibility to
indemnify, keep and save harmless and defend the City, its agents, officials, and employees
as herein provided. The Firm shall have charge and control of the entire work until its
completion and acceptance by the City.
B.The Firm shall assume all risks and responsibilities for casualties of every description
in connection with the work, except that he shall not be held liable or responsible for delays
or damage to the work caused by acts of God, acts of Public enemy, acts of Government,
quarantine restrictions, general strikes through the trade, or by freight embargoes not
caused or participated in by the Firm. The Firm shall have charge and control of the entire
work until completion and acceptance of the same by the City.
C.The Firm shall alone be liable and responsible for, and shall pay, any and all loss or
damage sustained by any person or party either during the performance or subsequent to
the completion of the work under this agreement by reason of injuries to persons and
damage to property, buildings, and adjacent work, that may occur either during the
performance of the work covered by this contract or that may be sustained as a result R of
or in consequence thereof, irrespective of whether or not such injury or damage be due to
negligence or the inherent nature of the work.

RFP 25-26-060 "Community Development (CD ) Software System Environment"
D.The Firm shall bear all losses resulting from the amount or character of the work
being different, or because the nature of the premises on which the work is done is different
from what was expected, or on account of the weather, or similar other causes.
3.10 1 Insurance:
The Firm 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
Firm allow any Subcontractor 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 Firm hereunder.
A.Worker's Compensation including Occupational Disease and Employer's Liability Insurance:
The Firm 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 Firm shall require the
Subcontractor 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 Firm 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 Subcontractors 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 Subcontractor, 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, $1,000,000.00 on account of any one
accident. This insu*rance 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 Firm, 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
coverage's herein required. However, any such umbrella policy must have minimum coverage
limits of $3,000,000.00.

RFP 25-26-060 "Community Development (CD ) Software System Environment"
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 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 Firm 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 Firm'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:
T
he Firm 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
Firm'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
3.12 aOnbds eerqvuainpcme eonf tLaws:
The Firm 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. Firm 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 subcontractor or vendor.

Vendor agrees that all information technology (IT), including web-based
RFP 25-26-060 "Community Development (CD ) Software System Environment"
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.
3.13 Performance:
In case of default by the Vendor, the City may procure the commodity or services
from other sources and hold the Vendor responsible for any excess costs occasioned
thereby.
3.15 Subcontracts:
Firm may subcontract services to be performed hereunder with the prior approval
of the City, which approval shall not be unreasonably withheld. No such approval
will be construed as making the City a part of, or to such subcontract, or
subjecting the City to liability of any kind to any subcontractor. No subcontract
shall, under any circumstances, relieve the Firm of its liability and obligation under
this contract; and despite any such subcontracting the City shall deal through the
Firm, and subcontractors will be dealt with as representatives of the Firm.
3.16 Suspension of Work:
The work may be suspended by the City when deemed in the best interest of the City.
such excess.
4.0 Proposal Documents (Proposal forms Click Link)
* 25-26-060-Scope of Services.pdf
* 25-26-060-Attachment A.docx
* 25-26-060-Excell Attachment -B .xlsx
* 25-26-060-Attachment C Excell .xlsx

RFP 25-26-060 "Community Development (CD ) Software System Environment"
5.0 THE PROPOSER AGREES:
THE PROPOSER FURTHER AGREES:
* I agree to abide by all conditions of this Proposal and that I am authorized to sign this
Proposal.
* The accompanying proposal is not the result of, or affected by, any unlawful act of
collusion with another person or company engaged in the same line of business or
commerce, or any act of fraud punishable under Title 18.2, Chapter 12, 498.4 of the
Code of Virginia, 1950 as amended. Furthermore, I understand that fraud and unlawful
collusion are crimes under the Virginia Governmental Frauds Act, the Virginia
Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result
in fines, prison sentences, and civil damage awards.
* The accompanying proposal is in compliance with the State and Local Government
Conflict of Interests Act 2.2-3100, supplemented by Article 6, 2.2-4367-69 of the Code
of Virginia. Specifically, no City of Danville employee, City of Danville employee's
partner, or any member of the City of Danville employee's immediate family holds a
position with the offeror such as an officer, director, trustee, partner or the like, or is
employed in a capacity involving personal and substantial participation in the
procurement transaction or owns or controls an interest of more than five percent.
To receive consideration for the award, this signature sheet must be returned to the
Purchasing Department as it shall be a part of your response.
Legal Company Name __________________________________________________
Address: _____________________________________________________________
____________________________________________________________________
Federal Tax ID Number:
____________________________________________________________________
Registered as a Vendor under Chapter 175E, Section 4539(117), Code of Virginia as
amended by Chapter 404, Act of Assembly, 1944, Certificate No.
__________________________________.
City of Danville Business License: ___________________________________
Virginia SCC registration No. _____________________________________________
Signature of Authorized Representative: ____________________________________
Typed Name and Title:
____________________________________________________________________