RFP-25-26-052-Feasibility Study City Auditorium

RFP-25-26-052 "City Auditorium Feasibility Study"
1.0 SCOPE OF WORK
The City of Danville is soliciting proposals from qualified and experienced firms to perform a two-
phase feasibility study for the potential renovation and adaptive reuse of the historic City Auditorium
located in downtown Danville, Virginia. This facility, a notable element of the City's cultural and
architectural landscape, presents a unique opportunity to evaluate viable approaches for its
transformation into a multi-use arts and cultural center. The resulting study will provide data-driven
recommendations regarding feasibility, design concepts, programming options, and economic
impact-informing future investment decisions that support community engagement, tourism, and
downtown economic development.
Phase One: Investigation and Needs Assessment
The first phase will determine the viability of renovating the City Auditorium and identify potential
concepts for its redevelopment.
1. Kick-off Meeting
a. Meet with City staff to review project process, timeline, and logistics.
b. Organize interviews, facility tours, and gather background information.
2. Background Research
a. Review relevant plans, analyze code and permitting and studies, including:
i. 2015 Master Plan for the City Auditorium
ii. 2017 Green Space Plan
iii. Arts & Culture Plan
b. Incorporate findings into feasibility analysis.
1 Forces & Trends
c. Identify trends in arts audiences, consumer behavior, and nonprofit sector challenges
that may impact the project.
3. Community Benefits & Impacts
a. Align recommendations with Danville's goals for economic development, cultural
tourism, and downtown revitalization.
4. Assessment Workshop & Report
a. Present findings and recommendations in a workshop setting to City personnel.
b. Deliver a detailed report summarizing Phase One, including a summary of findings,
and prioritized strategies.
Phase Two: Business Planning
Phase Two will develop operations and financial plans for the City Auditorium.
1. Models & Precedents
a. Research comparable venues for governance, operations, and programming.
2. Activity Profile & Programming Plan
a. Prepare utilization profiles for all public spaces.
b. Identify likely categories of performers and events that could realistically be booked
in the venue, informed by regional and national market data, comparable venues,
and touring/booking patterns.
3. Governance & Operations
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RFP-25-26-052 "City Auditorium Feasibility Study"
a. Recommend ownership and governance structures.
b. Develop facility management strategies.
4. Staffing & Leadership Plan
a. Identify staffing needs, compensation ranges, and volunteer strategies.
5. Pro-forma Operating Budget
a. Create a detailed budget for pre-opening and first five years of operations.
6. Economic Impact Analysis
a. Forecast economic impacts using Americans for the Arts and U.S. Bureau of Labor
models, focusing on Danville and Pittsylvania County.
7. Critical Path Plan
a. Outline key steps and milestones for fundraising, planning, and operations.
8. Final Report & Presentation
a. Deliver a comprehensive written report covering both phases.
b. Present findings to City leadership.
Community Engagement
* Kick-off meeting and communications plan.
* Public meetings for information sharing and feedback.
* Surveys for broader community input.
Deliverables
* Reports detailing research, conclusions, and recommendations.
* Executive Summary of process and results.
* Market analysis data and competitive assessment.
* Multi-tab Excel workbook with pro-forma operating budget.
* Raw survey data and summaries of engagement efforts.
Proposal Requirements
Respondents should demonstrate:
* Experience and past performance with arts and cultural facility planning.
* Expertise in market analysis and economic impact studies.
* Ability to manage community engagement processes.
* Ability to deliver projects on time while maintaining relationships with designers, contractors,
owners, and local officials.
* Capacity to deliver both phases within agreed timelines.
* Knowledge of Virginia State Building Code, regulations related to the Americans with
Disabilities Act, and all other pertinent codes and regulations related to the redevelopment of
the Auditorium.
* Knowledge of Virginia construction procurement laws, regulations, and policies.
* Provide at least three (3) past projects of building redevelopment and area revitalization. Be
sure to include the project value, amount of any changes orders, date of completion, point of
contact name, phone and email address.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Lee Rainboth, Parks and Recreation
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RFP-25-26-052 "City Auditorium Feasibility Study"
1.2 Deadline
Sealed Proposals shall be submitted no later than May 28,2026 at 4:00 PM 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 Proposal submitted with
the most recent time stamp prior to the due date and time will be the Proposal of record for
Offeror. The city will only evaluate one Proposal per Offeror.
2.0 SUPPLEMENTAL GENERAL CONDITIONS
2.1 Award Criteria
2.1.1 The award will be made to the proposal conforming to the RFP and considered
most advantageous to the City. Price, technical recommendation, and other factors
considered such as delivery time, quality, operating and maintenance cost, service,
resale value, etc.
2.1.2 The City reserves the right to reject any or all proposals, to cancel the solicitation,
and to waive informalities and minor irregularities in proposals received.
2.2 Authority
2.2.1 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 an indebtedness. Any purchases contrary to these provisions and
authorities shall be void and the City shall not be bound thereby.
2.2.2 This procurement process, including withdrawal of proposals and appeals 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, PO Box 3300, Danville, VA 24543.
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2.3 Method of Proposal Submission
2.3.1 Proposals will not be accepted both electronically and on paper. Each offeror must
choose only one method of submission to avoid any confusion or duplication of entries.
The latest dated and time stamped proposal timely received by the City will be the
only proposal accepted and evaluated. No proposal may be considered if received
after the time shown on the title page. The allowable methods for submitting are
electronic and paper submission.
2.3.2 Paper Submission: Proposals must be written in ink or typewritten. Unsigned or
qualified proposals will not be accepted. Envelopes must be sealed and marked in the
lower left-hand corner RFP-25-26-052 "City Auditorium Feasibility Study" and
submitted to the office indicated on the title page.
2.3.3 Electronic Submission: Offerors who choose to submit their proposals electronically
must ensure that they are registered on eVA at www.eva.virginia.gov. Solicitations can be
found under the Business Opportunities Tab > Virginia Business Opportunities (VBO).
Search RFP-25-26-052. When addenda are issued, suppliers that have submitted an
electronic response will have to RESUBMIT their response to the latest version of the
solicitation.
2.3.4 Suppliers are expected to examine all instructions, specifications, drawings, sites,
installations, etc. Failure to do so will be at the Supplier's risk. Erasures or other changes
must be initialed by the person signing the bid.
2.3.5 Suppliers must be registered in eVA if the local public body is:
A. Accepting electronic AND paper responses
B. Awarding to a supplier that has submitted a paper response
C. Posting award actions in eVA
There is no cost for eVA registration
2.4 Proposals Validity Period
Unless otherwise specified all formal Proposals submitted shall be binding for ninety (90)
calendar days following proposal due date.
2.5 Enforcement
This Agreement and the performance hereof shall be governed by and enforced under
the laws of the Commonwealth of Virginia, and if legal action by either party is necessary
for or with respect to the enforcement of any or all of the terms and conditions hereof,
then exclusive venue therefore shall lie in the City of Danville, Virginia.
2.6 Interpretation
2.6.1 If any person contemplating the submission of a proposal on this invitation is in
doubt as to the true meaning of any part of the plans, specification, or other document, he
should submit a written request for an interpretation thereof to the Director of Purchasing.
An interpretation of the proposal invitation document will be made only by written
addendum issued to each potential Offeror. THE CITY WILL NOT BE RESPONSIBLE
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FOR EXPLANATIONS OR INTERPRETATIONS OF PROPOSAL INVITATION
DOCUMENTS EXCEPT AS ISSUED IN ACCORDANCE HEREWITH.
2.6.2 All notices, demands, requests, instructions, approvals, proposals and claims must
be in writing.
2.7 Patents
The Vendor agrees to indemnify and save harmless the City, and all personnel from all
suits and actions of every nature and description brought against them or any of them, for
or on account of the use of patented appliances, products, or processes, and he shall pay
all royalties and charges which are legal and equitable. Evidence of such payment or
satisfaction shall be submitted upon request of the City as a necessary requirement in
connection with the final execution of any contract in which such patented appliances,
products, or processes are used.
2.8 Prices
2.8.1 All prices are based on delivery to the destination designated in the RFP including
packing charges. Any discounts for early payment (Invoicing Terms) should be entered
on the proposal page and will be considered in the evaluation.
2.8.2 Unless lump sum is specifically requested, unit and extended prices should be
given. Failure to do so may cause proposal to be rejected. In all cases, the unit price
shall govern.
2.9 Performance
In case of default by the Contractor, the City may procure the commodity or services from
other sources and hold the Contractor responsible for any excess costs occasioned
thereby.
2.10 Specifications and Product Description
Any available printed material or literature which describes the product being offered for
sale shall be included with the proposal.
2.11 Taxes
The City is exempt from payment of State Sales and Use Tax on all tangible personal
property purchased or leased for its use or consumption. Certificate of Exemption will be
furnished upon request.
2.12 Vendor's Relationship to the City
2.12.1 Independent Contractor
It is expressly agreed and understood that the Vendor is in all respects an independent
Contractor as to work and is in no respect any agent, servant, or employee of the City.
The contract specifies the work to be done by the Vendor, but the method to be
employed to accomplish the work shall be the responsibility of the Vendor.
2.12.2 Subcontracting
Vendor 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
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liability of any kind to any subcontractor. No subcontract shall, under any circumstances,
relieve the Vendor of its liability and obligation under this contract; and despite any such
subcontracting the City shall deal through the Vendor, and subcontractors will be dealt
with as representatives of the Vendor.
2.12.3 Payments to Subcontractors
a. The contractor shall take one of the two following actions within seven days
after receipt of amounts paid to the contractor by the City of Danville for work
performed by the subcontractor.
1. Pay the subcontractor for the proportionate share of the total payment
received from the agency attributed to the work performed by the subcontractor
under that contract; or
2. Notify the agency and subcontractor, in writing, of his intention to withhold all
or a part of the subcontractor's payment with the reason for nonpayment.
b. Individual Contractors shall provide their social security numbers and
proprietorships, partnerships, and corporations to provide their federal
identification numbers.
c. The contractor shall pay interest to the subcontractor on all amounts owed by
the contractor that remain unpaid after seven days following receipt by the
contractor of payment from the City of Danville for work performed by the
subcontractor, except for amounts withheld as allowed in subdivision 1.
d. Unless otherwise provided under the terms of this contract, interest shall
accrue at the rate of one percent per month.
1. The contractor shall include in each of its subcontracts a provision requiring
each subcontractor to include or otherwise be subject to the same payment and
interest requirements with respect to each lower-tier subcontractor.
2. A contractor's obligation to pay an interest charge to a subcontractor pursuant
to the payment clause in this section shall not be construed to be an obligation
of the City of Danville. A contract modification shall not be made for the purpose
of providing reimbursement for the interest charge. A cost reimbursement claim
shall not include any amount for reimbursement for the interest charge.
2.12.4 Novation
The Contractor shall not assign or transfer, whether by as 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 Contractor'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.
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2.13 Drug Free Workplace
During the performance of this contract, the Contractor agrees to:
a. Provide a drug-free workplace for the Contractor'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
Contractor'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 Contractor 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 Contractor.
e. "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 this chapter, 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.
2.14 Indemnification
a. The Contractor shall indemnify the City, its agents, officers, and employees, against any
damages to property or injuries to or death of any person or persons, including property
and employees or agents of the City, and shall defend and indemnify the City, its agents,
officers, and employees, from any claims, demands, suits, actions, or proceedings of any
kind, including workers' compensation claims, of or by anyone, in any way resulting from or
arising out of the operations in connection with the work described in the contract, including
operations of subcontractors and acts or omissions of employees or agents of Contractor
or Contractor's subcontractors. Contractor shall procure and maintain, at Contractor's own
cost and expense, any additional kinds and amount of insurance that, in Contractor's own
judgment, may be necessary for Contractor's proper protection in the prosecution of the
work.
b. The Contractor shall, at his own expense, appear, defend, and pay all charges of attorney
and other expenses arising there from or incurred in connection therewith, and, if any
judgment shall be rendered against the City, and/or its officers, agents, and employees, in
any such action, the Contractor shall, at his own expense, satisfy and discharge the same.
The Contractor expressly understands and agrees that any performance bond or insurance
protection required by this contract, or otherwise provided by the Contractor, shall in no
way limit the responsibility to indemnify, keep, and save harmless and defend the City, its
agents, officers, and employees as herein provided.
c. The Contractor 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 Contractor. The Contractor shall have charge and control
of the entire work until completion and acceptance of the same by the City.
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d. The Contractor 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 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.
e. The Contractor, however, will not be obligated to indemnify the City, its officers, agents, or
employees against liability for damage arising out of bodily injury to persons or damage to
property caused by or resulting solely from the negligence of the City or its officers, agents,
and employees.
2.15 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 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 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.
E. Professional Liability - $1,000,000.00 per occurrence
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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
A. dimensions on Drawings shall govern over scale dimensions and detailed drawings shall
govern over general drawings.
2.16 Novation:
The 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 and equipment
2.17 Observance of Laws:
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. 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
subcontractor 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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