RFP 21-22-028 Pole Inspection Treatment and Restoration Services

Agency: City of Danville
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541350 - Building Inspection Services
Posted Date: Oct 18, 2021
Due Date: Oct 27, 2021
Solicitation No: RFP 21-22-028
Bid Source: Please Login to View Page
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Bid Number: RFP 21-22-028
Bid Title: RFP 21-22-028 Pole Inspection Treatment and Restoration Services
Category: Purchasing Miscellaneous Bids
Status: Open


RFP 21-22-028 Pole Inspection Treatment and Restoration Services

Addendum No. 1 Inspection Treatment and Restoration Services RFP 21-22-028

Publication Date/Time:
10/5/2021 12:00 AM
Closing Date/Time:
10/27/2021 5:00 PM
Contact Person:
J. Gary Via CPPO
Director of Purchasing
E:Mail: purchasing@danvilleva.gov
Phone: 434-799-6528 Opt. 4
Fax: 434-799-5102
Related Documents:

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City of Danville, Virginia
PO Box 3300
Danville, VA 24543
427 Patton Street, Rm 304
Danville, VA 24541
J. Gary Via, CPPO
Director of Purchasing
Phone: (434) 799-6528
Fax: (434) 799-5102
e-mail: purchasing@danvilleva.gov
Request for Proposal
RFP 21-22-028
"Pole Inspection, Treatment and, Restoration Services”
Sealed proposal shall be submitted no later than 5:00 PM October 21, 2021
City of Danville
Purchasing Department
Attn: J. Gary Via
427 Patton Street
Danville, VA 24541
1.1 Intent
Danville Power and Light (DPL) has a service territory of 500 square miles with 48,000
distribution and transmission poles encompassing Danville and parts of Pittsylvania,
Henry, and Halifax counties in Virginia. DPL also operates the 50-mile Pinnacles 69 kV
transmission line between Westfork Substation in Brosville, Va. and a hydroelectric
complex in Kibler Valley; this transmission line consists of 500 H-frame type structures
some originally installed in the mid 1930's. Inspection of these poles and structures is
planned over an eight-year period (~6,000 poles/year). All poles and structures were
previously inspected and/or treated in the time periods of 1990-2000, 2006-2013, and
It is the intent of this "RFP" to select a contractor licensed in Virginia to perform pole
inspections and treatment of these poles. Other field services that may be negotiated
separately or filed with a new RFP are: padmount equipment inspections, ROW
inspection/inventory, line reliability inspections, and storm damage inspections.
Any questions concerning this Request for Proposal should be directed to J. Gary Via.
Technical questions and request for pole shape files should be directed to David Witcher
(434) 799-5268 Ext 2052 or witchdl@danvilleva.gov copy to purchasing@danvilleva.gov.
2.1 The Contractor, its officers, agents, employees, and any subcontractors, in the
performance of this Agreement shall comply with all applicable statutes and laws of the
United States and the Commonwealth of Virginia, the Charter and ordinances of the City
of Danville, and the applicable rules and regulations of the agencies of each.
2.2 All work shall be performed accordingly to all federal, state and local codes and
requirements, as well as the standards of the following agencies, whichever is more
American National Standards Institute (ANSI)
American Society of Mechanical Engineers (ASME)
American Society of Testing Materials (ASTM)
Building Officials and Code Administrators (BOCA)
Environmental Protection Agency (EPA)
American Wood-Preservers' Association (AWPA)
The Engineer shall perform work on individual tasks as directed by DPL. A detailed
scope of work, budget, and schedule for each task will be mutually agreed upon in
writing by DPL and the Engineer and a specific Purchase Order issued by DPL prior to
the start of work on that task. Such Purchase Order shall only be issued by DPL after
funds have been appropriated and are available for payment to the Engineer.
4.1 The Vendor, prior to commencing work, shall provide at his own expense, the
following insurance to the City of Danville evidenced by certificates of
insurance. Each certificate shall require that notice be given, thirty (30) days
prior to cancellation of material change in the policies, to the Director of
4.1.1 Workers Compensation including Occupational Disease and
Employer’s Liability Insurance: The Contractor shall take out and
maintain during the life of the Contract, Workers’ Compensation
and Employer’s Liability Insurance for all of his 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 any such work is sublet, the Contractor
shall require the Subcontractor similarly to provide Workers’
Compensation and Employers’ Liability Insurance for all of the
latter’s employees to be engaged in such work.
4.1.2 Comprehensive General Liability Insurance: The Contractor shall
maintain during the life of the Contract comprehensive general
liability insurance as shall protect him and the City of Danville and
its officers, agents and employees from claims for damages for
personal injury, including death, as well as from claims for property
damage, which may arise from operations under the Contract,
whether such operations be by himself or by any Subcontractor, or
by anyone directly or indirectly employed by either of them. The
amount of such insurance shall be not less than a combined 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
Premises – Operational
Products/Completed Operations Hazard
Contractual Insurance
Independent Contractor and Subcontractor
Broad Form Property Damage
Personal Injury
4.1.3 Automobile liability insurance with minimum combined single limits
of $500,000.00 per occurrence. This insurance shall include bodily
injury and property damage for the following vehicles:
Owned Vehicles
Non-owned Vehicles
Hired Vehicles
4.1.4 Umbrella Policy: At the option of the Contractor, 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 herein required. However, any such umbrella
policy must have minimum coverage limits of $2,000,000.00.
4.2 The Vendor shall be solely responsible and liable for the accuracy and
completeness of all work performed hereunder and hereby agrees to
indemnify, defend and hold harmless the City, its officers, agents and
employees, from and against any and all claims, demands, actions, suits and
proceedings arising out of, based upon or caused by the negligent acts,
omissions or errors of, or the infringement of any copyright or patent, by the
Vendor, its officers, agents, employees or subcontractors, in the performance
of this Agreement. The approval or acceptance by the City of any work
performed by the Vendor, its officers, agents, employees or subcontractors,
under this Agreement, or any part of such work, shall neither constitute nor be
deemed a release from the responsibility or liability of the Vendor, its officers,
agents, employees or subcontractors, for the accuracy, completeness,
timeliness, and competency thereof, or negligence with respect thereto, nor
shall such approval or acceptance constitute or be deemed an assumption by
the City of the responsibility and liability for the accuracy, completeness or
competency of such work, or any negligence in the performance thereof.
The term of this agreement shall be for one (1) year, subject to renewal for four (4)
additional one-year periods with the mutual consent of both parties.
Proposals will be evaluated by the City of Danville using the following criteria:
1. Company Stability/ Qualifications
2. Personnel Qualifications/ Training
3. Inspection Procedures, Treatment Methods,
Assessment Procedures
4. Quality Control Procedures
5. Data Collection and Reporting
6. Costs
7.1 A selection committee shall review the proposals submitted. After each proposal
has been evaluated on the basis of the Consultant’s qualifications and experience to
meeting the City’s needs, short-listing procedures will narrow the list of candidates to
the two or more best qualified firms. Firms may then be invited to an interview to
answer questions of the selection committee.
7.2 Negotiations shall then be conducted beginning with the top ranked firm or firms.
If a contract satisfactory and advantageous to the City can be negotiated at a price
considered fair and reasonable, the award shall be made to that offer. The City may
make more than one award.
7.3 The City reserves the right to reject any or all proposals submitted, and to waive any
informality in the proposals. The right is also reserved to award the contract where it
appears to be in the best interest of the City of Danville.
Submit one printed copy and two scanned copies on separate flash drives or one
printed copy and a secure FTP website link to download the proposal. Proposals should
include the following information in order.
8.1 Letter of Transmittal
Limit two (2) pages. Make a positive commitment to perform the requested work on a
timely basis. Also, give the names(s) of the person(s) who will be authorized to make
representation for your firm, their title, and telephone number.
8.2 Firm Stability
8.2.1 Provide a recent history of Company ownership
8.2.2 Submit a recent statement of credibility and proof of financial stability such as
an S&P, Fitch, or Moody’s credit rating report.
8.3 Firm Experience
Provide a short summary indicating your Company’s experience and ability to perform the
work. Indicate prior experience of your firm in performing work of this nature especially
for public agencies. Describe the training and experience level of personnel who would
perform the work. Provide resumes for key personnel who would be assigned to this
8.4 Project Approach
Indicate your understanding as to the scope of the work requested and describe your
firm’s approach and give specific illustrations of the procedures, which will be employed.
8.5 Quality Control of Inspections
Describe the quality control features used during and after inspections for physical work
and data. Define a percentage of poles in each period that can be re-inspected, at the
bidder’s expense, with DPL personnel present
8.6 Inspections and Evaluation
8.6.1 Above Grade
Describe the procedures for above grade inspections including visual, sounding,
and boring. Provide a list of all items checked. Anchor condition, transformer
PCB test label color, damaged grounds, and slack guys will be required
8.6.2 Below Grade

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