RFP-25-26-073-Mass Transit Roof Restoration

REQUESTS FOR PROPOSALS
Proposal No: RFP 25-26-073
Title: "Mass Transit Roof Restoration"
Tuesday April 28,2026 10:00AM
Pre- Bid Pre-Bid at 1002 South Boston Rd.
RFP-25-26-073- Pre- Bid Meeting
Danville, VA 24541 and on Microsoft Teams:
Meeting ID: 256 404 557 648 6
Passcode: u4m3vP3W
Tuesday May 5,2026 at 5:00PM
Email questions to purchasing@danvilleva.gov by no later than
Last Day for Questions:
Tuesday May 19,2026 at 4:00PM
Sealed proposals shall be accepted no later
Proposal Closing
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 )
Carol Henley, VCA, CPPO
Direct Bidding
Director of Purchasing
Procedures
(434) 799-6528
Inquiries to:
purchasing@danvilleva.gov
Marc Adelman, Director of Transportation
Project Owner: E-Mail: madelman@danvilleva.gov Phone: 434-799-5110 Ext 2780

RFP 25-26-073 "Mass Transit Roof Restoration"
TABLE OF CONTENTS
1.0 Intent
2.0 SCOPE OF WORK -SPECIFICATIONS- (Additional Document Link) FTA Federal Aid Link Con
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 PROPOSAL DOCUMENTS (Proposer Agrees)
Intent:
1It. 0is the intent of this "RFP" to secure, through competitive negotiation, a highly qualified and
responsible contractor to perform the Scope of Work described herein to complete roof repairs as
identified in the bid specifications for Danville Transit's administrative maintenance facility.
Please note that interested contractors must complete an onsite inspection of Danville Transit's
administrative maintenance facility prior to submitting a proposal. In addition, this project includes
federal contract clause requirements including Davis Bacon wage requirements. Davis Bacon wage
rate requirements are attached. Interested companies must execute the sign-off sheet related to
these requirements. Interested contractors are encouraged to seek DBE participation for this project.
* The contractor is to acquire all necessary licenses and permits for the work.
Submit invoice(s) to:
1.1
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention: Marc Adelman, Transportation Services Director
Deadline
1.2 Tuesday May 19,2026 at 4:00PM
Sealed Proposals shall be submitted no later than
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.
Bid Inquiries: The Last Day for questions will be Thursday May 5,2026 by 5:00PM
E-Mail Carol Henley at purchasing@danvilleva.gov
1.3

RFP 25 -2B6o-n0d7s3: 5% "Ma ss Transit Roof Restoration"
1.4 Time of Com Bpildet Bioonn:d A: l1l w00o%rk sPhearlflo brem caonmcep laentedd Pbayy Jmunene t3 B0o,2n0d2s6 . A notice to proceed will be coordinated
with the City's Project Manager.
1.5
Liquidated Damages: The contractor will be charged liquidated damages in the amount of $300 per calendar
day, including weekends and holidays, the project remains incomplete beyond the indicated time of completion.
1.6
adelmmd@danvilleva.gov,
1.7 ORwetnaienra'sg eR/eEpsrcerosewn: t aFtivivee p: eMrcaercn tA (d5e%lm) raenta Ein-aMgaei/le: scrow will be withheld from each invoice until final
completion and acceptance of the contract work
1.8
Scope of Work; (Links)
* 25-26-073-Drawings Link.pdf
2.0
* 25-26-073-Specification Link.pdf
* 25-26-073-Federal Contract Clauses .docx
* RFP-25-26-073-Davis Bacon Wage Rate.pdf
* PAYMENT
Lump sum payment will be made for the project upon its completion and acceptance.
SUPPLEMENTAL GENERAL CONDITIONS
3.0 Compliance:
3.1 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, Pu rcAhwasainrdg :D ivision.
3.2.1 The award will be made to the proposal conforming to the
requirements of the RFP and to the Offeror deemed to be most advantageous to the
City base d Tohne t Cheit ye vreasluearvteiosn t haen drig ahwt ator dre cjerictte arniay or all offers and to waive informalities
and minor irregularities in offers received.
3.2.2
Evaluation and Award
The City intends to make an award usin g the evaluation criteria listed in this RFP to determine
the best value, considering all factors in the proposals submitted. Best value means the
expected outcome of an acquisition that, in the City's estimation, provides the greatest overall
benefit to the City of Danville. The City reserves the right to reject any or all offers and to not
make an award.
A selection committee composed of City staff will review all proposals. Through this process,
the City will determine which proposals are acceptable or unacceptable. The City will notify, in

writing, any Offeror whose proposal is deemed to be unacceptable. Those Offerors offering
RFP 25-26-073 "Mass Transit Roof Restoration"
proposals deemed acceptable will be evaluated and scored by the selection committee based
on the criteria below.
* Overall qualifications of the contractor including key personnel assigned to project. (25%)
* Prior experience of the contractor with similar projects. (25%)
* Ability of the contractor to initiate and complete work on this project in a timely manner. (10%)
* Price identified by contractor to complete the project (40%)
Upon the selection committee's completion of its proposal evaluations, it will select at least two (2)
Offerors, if there be that many, who are deemed fully qualified and best suited to advance to the
discussion and negotiation phase. Or, should the selection committee determine in writing and in its
sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly
qualified than the others under consideration, the City may then negotiate and award a contract to
that Offeror.
Otherwise, the selection committee will then negotiate with the selected Offeror(s) utilizing a forced
elimination process. To inform this process, the selection committee may require multiple informal
meetings or discussions with the selected Offeror(s). The selection committee may request revisions
to any portion of the proposal from each of the Offerors at the conclusion of the interviews. The
intent of the forced elimination process is to reach consensus. The decision will be based on
perception of best value considering all relevant factors. The final decision may or may not exactly
reflect the initial RFP scoring process.
The City of Danville in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78
Stat. 252, 42 US.C. 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will
affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged
business enterprises will be afforded full and fair opportunity to submit bids in response to this
invitation and will not be discriminated against on the grounds of race, color, or national origin in
consideration for an award.
3.3 Award Procedures: Award will be made to the proposer whose proposal is determined to be
the most advantageous to the City based on the evaluation criteria, scope understanding,
qualifications, and cost. The City reserves the right to reject any or all proposals, waive
informalities, or cancel the RFP if it is in the City's best interest.
3.4 Au thority:
A. TRhFeP D-2ir5e-c2to6r- 0o7f 3P-u rMchaasssi Tngr aans stihte R doeosfig Rneeset oofr tahteio Cnit"y Manager has the sole responsibility
and authority for negotiating, placing, and when necessary.
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.

RFP 25-26-073 "Mass Transit Roof Restoration"
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 M ethod of Proposal Submission:
The latest
A. Pdraotpedos aanlsd w tiimll en ostt abme pacecde bptided w biollt bh ee tlehcet roonnliyc ablilyd aanccde opnt epda paenrd. Eevacahlu matuesdt . choose only
one method of submission to avoid any confusion or duplication of entries.
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.
RFP 25-26-073"Mass Transit Roof
B. PRaepsetor rSautbiomnis"s ion: Proposals must be written in ink or typewritten. Envelopes must be
sealed and marked in the lower left-hand corner
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 25-26-073. 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.
3.6 Bi dder 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.

RFP 25-26-073 "Mass Transit Roof Restoration"
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:
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.
Perm3.itsI:f the bidder is considered to be in "default" for any reason.
3.7
The Vendor shall, at his own expense, secure any business or professional licenses,
Prpoepromsiatlss, oBri nfedeisn rge 9q0u iDready bsy the City of Danville or Commonwealth of Virginia.
3.8 :
Unless otherwise specified, all formal Proposals submitted shall be binding for ninety (90)
Ecaqluenadl Earm dpalyosy fmolelonwt:ing bid-opening date.
3.9
Du ring 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

RFP 25-26-073 "Mass Transit Roof Restoration"
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:
Du ring 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
C. in the Firm's workplace and specifying the actions that will be taken against employees
for violations of such prohibition.
D. State in all solicitations or advertisements for employees placed by or on behalf of the
Vendor that the Vendor maintains a drug-free workplace.
E. 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:
3.11
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

RFP 25-26-073 "Mass Transit Roof Restoration"
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.
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.
3.12 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 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 provides the following
coverage:

RFP 25-26-073 "Mass Transit Roof Restoration"
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
Ve hicles 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 coverages herein required. However, any
suc h umbrella policy must have minimum coverage limits of $3,000,000.00.
E. Professional Liability - $1,000,000.00 per occurrence
F. Builder's Risk: The Contractor, at his cost, shall effect and maintain in the names of the City,
the Engineer and the Contractor, fire, vandalism and extended coverage insurance (or all-risk,
builder's risk insurance if approved by the City), upon the entire structure or structures on
which the work of this Contract is to be done and upon all material in or adjacent thereto and
intended for use thereon to one hundred percent (100%) of the Contract amount. Such
insurance may include a deductible provision if the City consents to such provision; however,
the Contractor in such case will be liable for paying to the City the amount of such deduction
whenever a claim arises. The loss, if any, is to be made adjustable with and payable to the City
as Trustee for whom it may concern. Written evidence of the insurance required herein shall be
filed with the City not later than thirty (30) days following the date of the award of the Contract.
A copy of the evidence of insurance shall be filed with the Director of Purchasing
G.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
Pro jects during the policy term.
H.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
In surance. Copies of insurance policies shall promptly be made available to the City upon request.
I. The City of Danville, along with their respective officers, agents and employees, shall be named as
addit ional insureds.
J. Certificate holders should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541
3.13 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

RFP 25-26-073 "Mass Transit Roof Restoration"
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
3.14 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 applicaWtioCnAsG, s 2o.f1tw Laervee, la AnAd dsuigcictaels s
ccorintteerniat, provided under this contract must conform to the Revised Section 508
Standards (29 U.S.C. 794d) and, specifically, must meet
. Vendor shall provide a completed Voluntary Product Accessibility Template
(VPAT/ACR) and a Vendor Accessibility Roadmap, demonstrating compliance prior to
final acceptance.
3.15 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.
3.16 Subcontracts:
A. No proposed subcontractor shall be disapproved by the City except for cause.
B. The Contractor shall be as fully responsible to the City for the acts and omissions of his
subcontractors, and of persons either directly or indirectly employed by them as he is for
the acts and omissions of persons directly employed by them.
C. The Contractor shall cause appropriate provisions to be inserted in all subcontracts
relative to the work to require compliance by each subcontractor with the applicable
provisions of the Contract for the improvements embraced in this Contract.
D. Nothing contained in the Contract shall create any contractual relation between any
subc ontractor and the City.
3.17 Suspension of Work:
The work may be suspended by the City when deemed in the best interest of the City.