RFP-25-26-079-Hybrid Operation and Maintenance of WTP

RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
1.0 Intent
2.0 Scope of Work
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 EXHIBITS AS APPLICABLE
5.0 SPECIFICATIONS
PROPOSAL DOCUMENTS
1.0 Intent:
The objective of this RFP is to procure a qualified firm to provide hybrid O&M services that:
* Maintain continuous, compliant operations
* Improve system reliability and redundancy
* Support staffing flexibility and technical depth
* Advance preventive maintenance and asset management programs
* Provide data-driven performance management
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Department of Utilities : WTP
1.2 Deadline
Sealed Proposals shall be submitted no later than Wednesday July 8th at 4:00PM
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.
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
1.3 Pre-Bid Conference: A Pre-Bid conference will be held on
Monday June 15,2026 at 10:00AM at 1040 Monument St Danville, VA 24541
1.4 Bid Inquiries: The last day for questions will be
Tuesday June23,2026 by 5:00PM
Email Carol Henley at purchasing@danvilleva.gov
1.5 Davis Bacon: N/A.
1.6 Bonds: 5% Bid bond; 100% performance and payment bonds.
1.7 Owner's Representative: Project Manager Jason Grey and Email: greyjc@danvilleva.gov
1.8 Information Technology: If a contract is awarded, the Contractor 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 Contractor shall provide a completed Voluntary Product Accessibility
Template (VPAT/ACR) and a Vendor Accessibility Roadmap, demonstrating compliance
prior to final acceptance.
1.9 Force Majeure: In no event will Contractor or City be liable for any delay in the
performance of, or failure to perform, any action required under the Agreement, whether
in whole or in part, and the time for performance (including, without limitation and for
avoidance of doubt, the investment and job maintenance obligations set forth herein)
shall be extended for the duration of any such delay, to the extent that such delay or
failure is caused by any of the following causes: war; acts of terrorism; strike; lockout or
other labor disturbance; fire; severe weather; extraordinary natural occurrence;
epidemic; pandemic; plagues of locusts; swarms of bow weevils; earthquake; shortage
or interruption of supply or transportation facilities; extraordinary governmental action
(whether or not valid); or other causes, whether or not similar, beyond the reasonable
control of Contractor, in each case whether foreseeable or unforeseeable.
Notwithstanding any other provision of this contract, including the foregoing force
majeure provisions, for projects funded in whole or in part with state or federal
transportation funds, matters relating to contractor delays, excusable delay, suspension
of work, time extensions, liquidated damages, and failure to complete the work within
the contract time shall be governed exclusively by the applicable provisions of the
Virginia Department of Transportation (VDOT) Road and Bridge Specifications
incorporated into the Contract Documents, including but not limited to Sections 108.04,
108.05, and 108.06, as amended. To the extent the provisions of this contract conflict
with the applicable VDOT specifications relating to such matters, the applicable VDOT
specifications shall control and supersede the force majeure provisions set forth above.
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
2.0 SCOPE OF WORK
2.1 Description of services needed:
REQUEST FOR PROPOSALS (RFP25-26-079)
Hybrid Operations & Maintenance Services
Water Treatment Plant, Storage Tanks, and Pumping Stations
1.0 BACKGROUND
The City of Danville Utilities Department owns and operates a municipal water system
consisting of:
* Conventional and industrial water treatment plants
* Finished water storage facilities
* Pumping stations and transmission infrastructure
* Supervisory Control and Data Acquisition (SCADA) systems
The Department maintains a highly reliable system and seeks to augment internal capabilities
through a hybrid Operations & Maintenance (O&M) delivery model.
The selected contractor will work alongside City staff to enhance operational resiliency, optimize
asset performance, and maintain full regulatory compliance.
2.0 OBJECTIVE
The objective of this RFP is to procure a qualified firm to provide hybrid O&M services that:
* Maintain continuous, compliant operations
* Improve system reliability and redundancy
* Support staffing flexibility and technical depth
* Advance preventive maintenance and asset management programs
* Provide data-driven performance management
3.0 SCOPE OF SERVICES
The contractor shall provide comprehensive O&M services in coordination with City personnel,
including:
3.1 Plant Operations
Support treatment operations under a shared staffing model
* Provide certified operators for scheduled shifts (2 shifts/week, 8-12 hours per
shift)
* Assist with process control optimization (chemical feed, filtration, disinfection,
etc.)
* Develop and maintain Standard Operating Procedures (SOPs)
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
3.2 Preventive & Corrective Maintenance
* Execute preventive maintenance (PM) program aligned with City
* Perform corrective maintenance and troubleshooting
* Maintain mechanical, electrical, and instrumentation systems
* Support lifecycle planning for critical assets
3.3 SCADA & Controls
* Monitor, maintain, and troubleshoot SCADA systems
* Provide support for controls, PLCs, and telemetry integration
* Recommend system enhancements for reliability and cybersecurity
3.4 Compliance & Regulatory Support
* Ensure compliance with VDH and EPA regulations
* Assist with sampling, reporting, and inspections
* Support sanitary surveys and audits
* Maintain documentation for regulatory records
3.5 Staffing & Training
* Provide licensed Virginia operators and supervisory staff
* Deliver workforce training and cross-training for City staff
* Assist with certification tracking and continuing education
3.6 Emergency Response
* Provide 24/7 on-call capability
* Respond within defined timeframes for critical failures
* Support incident management and root cause analysis
3.7 Asset Management & Reporting
* Maintain asset condition assessments
* Recommend capital improvements and replacements
* Provide monthly performance and KPI reports
4.0 PERFORMANCE REQUIREMENTS (KPIs)
The contractor will be evaluated based on the following minimum performance
standards:
Metric Target
Regulatory Compliance 100%
Plant Uptime 99%
Preventive Maintenance Completion 95%
Emergency Response Within defined timeframes
Monthly KPI scorecards are required.
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
5.0 STAFFING REQUIREMENTS
The contractor shall:
* Provide Virginia-certified water treatment operators
* Supply all necessary technical personnel (mechanical, electrical, instrumentation)
* Designate an on-site or designated Contract Manager
* Coordinate work schedules with City staff
* Maintain staffing continuity and backfill capability
6.0 ASSET INVENTORY (SUMMARY)
The system includes, at minimum:
* Water Treatment Plant - ~18 MGD
* Industrial Water Treatment - ~5 MGD
* Storage Tanks - ~12 (~16.5 MG total)
* Pump Stations - ~9
* SCADA Systems - 2
7.0 PROPOSAL REQUIREMENTS
Proposals shall include:
7.1 Technical Approach
* Understanding of hybrid O&M delivery model
* Approach to integrating with City staff
* Maintenance strategy
7.2 Experience & Qualifications
* Relevant municipal water system experience
* Similar hybrid or contract operations projects
* Regulatory compliance history
7.3 Staffing Plan
* Organizational chart
* Operator certifications and resumes
* Coverage plan (routine + emergency)
7.4 Cost Proposal
* Annual O&M fee
* Labor rates (standard and overtime)
* Emergency response rates
* Optional services
7.5 References
* Minimum of 3 similar clients
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
8.0 EVALUATION CRITERIA
Criteria Weight
Experience 25%
Technical Approach 25%
Staffing Plan 20%
Cost 20%
References 10%
9.0 CONTRACT TERM (Recommended Expansion)
* Initial term: 3-5 years
* Renewal options based on performance
* Annual performance review tied to KPIs
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The Contractor 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. The award will be made to the lowest responsible and 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 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
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
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.
3.4 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 25-26-079"Hybrid
Operation& Maintenance Services WTP" 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 25-26-079. 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.
E. SCC Number Contractors 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.
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
3.5 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:
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:
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RFP-25-26-079 " Hybrid Operation & Maintenance Services WTP"
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.
3.6 Proposals Binding 90 Days:
Unless otherwise specified, all formal Proposals submitted shall be binding for ninety
(90) calendar days following bid-opening date.
3.7 Cleanup:
A. The Contractor at all times shall keep the premises free from accumulation of
waste materials or rubbish caused by his operations. At the completion of the
work, he shall remove all his waste materials and rubbish from and about the
project as well as all his tools, construction equipment, machinery, and surplus
materials.
B. If the Contractor fails to clean up at the completion of the work, the City may do
so and the cost thereof shall be charged to the Contractor.
3.8 Control of Work:
A. On all questions relating to quantities, the acceptability of materials and
equipment, or work, and the interpretation of the Contract Documents, the
decision of the Project Manager are final and binding and shall be precedent to
any payment under the contract.
B. All work and material are subject to the inspection and approval of the Project
Manager. Any work done without proper inspection will be subject to rejection.
Inspection of the work shall not relieve the Contractor of the obligation to fulfill all
conditions of the contract. The Project Manager may require the Contractor to
remove from the work any employee, as the Project Manager may deem
incompetent, careless or insubordinate.
C. The Contractor and the Contractor's authorized agents shall have at least one staff
member on site that must be literate and fluent in the English language, because
of the necessity to read labels, job instructions and signs, as well as the need for
conversing with City project managers.
D. Conduct, courtesy, and respect: Contractors, Subcontractors, and their employees
shall exhibit professional and workmanlike behavior while on site. Engaging in
behavior that is rude, threatening, or offensive or use of profane or insulting
language is prohibited. Harassment of any kind, including sexual harassment, is
prohibited. Abusive, derogatory, obscene, or improper language, gestures,
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