RFP-26-27-011 Security Improvement Installation Aviation Training Facility Building Hangars 100&300

RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
EXAMPLE ONLY
1.0 INTENT
2.0 SCOPE OF WORK
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 EXHIBITS AS APPLICABLE/SPECIFICATIONS
5.0 PROPOSAL DOCUMENTS
1.0 Intent
It is 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 the
installation of security improvements for an Aviation Training Facility building, which is presently
under construction, Hangar 100, and Hangar 300. The Aviation Training Facility building will be
shared by Danville Community College and Averett University. Hangar 100 will be used
exclusively by Danville Community College's Aviation Maintenance Training program and
Hangar 300 will be used exclusively by Averett University's Aeronautics' program. The Aviation
Training Facility building is 13,244 square feet. Hangar 100 is 3900 square feet and Hangar
300 is 6400 square feet.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Marc Adelman, Transportation Services Director
1.2 Deadline
Sealed Proposals shall be submitted no later than
Wednesday September 2, 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 proposal with the
latest time stamp received prior to the due date and time will be evaluated for each
Offeror.
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
1.3 Pre-Proposal Conference: A pre-proposal conference will be held on
Date at Time , Location
1.4 Proposal Inquiries: The last day for questions will be Date at Time
Email Carol Henley at purchasing@danvillevagov
1.5 Davis Bacon: Compliance with the Davis-Bacon. Act (Not Applicable)
1.6 Bonds: 5% Bid Bond: (Applicable)
1.7 100% performance and payment bonds. (Not Applicable)
1.8 Time of Completion: A Notice to Proceed will be coordinated with the City's Project Manager.
All work shall be completed by December 31,2026.
1.9 Liquidated Damages: $300.00 dollars per calendar day. (Applicable)
1.10 Owner's Representative: Project Manager Marc Adelman Transportation Services Director
1.10 Code: All work performed shall conform to the Virginia Uniform Building Code
1.11 Code: All work performed shall conform to the Contract Documents. Reference is made
to the VDOT Specifications; the VDOT Standard Drawings; this Request for Proposal the
Project Manual; and the Plans.
1.12 Retainage/Escrow: Five percent (5%) retainage/escrow will be withheld from each
invoice until final completion and acceptance of the contract work (Applicable)
1.13 Information Technology: If a contract is awarded, the 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. The
VENDOR shall provide a completed Voluntary Product Accessibility Template
(VPAT/ACR) and a Vendor Accessibility Roadmap, demonstrating compliance prior to
final acceptance.
1.14 Force Majeure: In no event will VENDOR 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
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
(whether or not valid); or other causes, whether or not similar, beyond the reasonable
control of VENDOR, 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 VENDOR 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.
(IF VDOT PROJECT)
2.0 SCOPE OF WORK
2.1 The Scope of Work as described below may not be all-inclusive and is meant to provide a
general description of the requirements and objectives of the City for each project. Offerors are
encouraged to submit any questions they may have as to the scope of work or any other aspect
of this project in writing as indicated on the RFP cover page prior to proposal submission. The
Contractor shall provide all labor, equipment, tools, incidentals, and materials (except as noted)
to complete the project. The contractor is to acquire all necessary licenses and permits for the
work.
3.0 SUPPLEMENTAL GENERAL CONDITIONS
3.1 Compliance: The VENDOR 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 Vendor, 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.
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
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 Request for 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.
3.4 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 proposal 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.
B. Paper Submission: Proposals must be written in ink or typewritten. Envelopes must
be sealed and marked in the lower left-hand corner RFP 26-27-011 "Security
Improvement Installation Aviation Training Facility Building Hangers 100 and
300" and submitted to the office indicated on the title page.
C. Electronic Submission: Vendors 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 26-27-011. 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. Should the proposal contain proprietary information, provide one (1) redacted
hard copy of the proposal and all attachments with proprietary portions removed
or blacked out. This copy should be clearly marked "Redacted Copy" on the front
cover. The classification of an entire proposal document, line-item prices, and /or
total proposal prices as proprietary or trade secrets is not acceptable. The City of
Danville shall not be responsible for the Contractor's failure to exclude proprietary
information from this redacted copy. No other distribution of the proposal shall be
made by the Offeror
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
E. Vendors are expected to examine all instructions, specifications, drawings, sites,
installations, etc. Failure to do so will be at the Vendor's risk. Erasures or other
changes must be initialed by the person signing the proposal.
F. SCC Number
VENDORs 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 Vendor 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 Vendor or offeror is not required to be so authorized.
3.5 Vendor Eligibility:
A. Vendors are required to submit evidence that they have practical knowledge of the
particular work proposals upon and that they have the financial resources to complete
the proposed work. Failure on the part of any Vendor 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 Vendor.
B. The Vendor must readily and independently document that the Vendor possesses the
experience, equipment and financial resources necessary for a timely and
professional completion of this project.
C. Irregular Proposals: Proposals shall be considered irregular for the following reasons:
1. If the proposal 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.
If the proposal is not accompanied by the proposal guaranty specified by the City.
3.
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
D. Withdrawal of Proposal Due to Error:
1. A Vendor for a City construction contract, other than a contract for construction or
maintenance of public highways, may withdraw his proposal from consideration, if
the price proposal was substantially lower than the other Proposals due solely to a
mistake therein, provided the 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 proposal 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 proposal sought to be withdrawn.
2. The Vendor shall give notice in writing of his claim of the right to withdraw his proposal
within two (2) business days after the conclusion of the proposal opening procedure.
E. Disqualification of Vendor: A Vendor 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 Vendors. Vendors participating in such collusion
shall be disqualified as Vendors for any future work of the City until any such
participating Vendor has been reinstated by the City as a qualified Vendor.
3. If the Vendor 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 proposal-opening date.
3.7 Cleanup:
A. The VENDOR 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 VENDOR fails to clean up at the completion of the work, the City may do so and
the cost thereof shall be charged to the VENDOR.
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
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 VENDOR of the obligation to fulfill all conditions of the
contract. The Project Manager may require the VENDOR to remove from the work any
employee, as the Project Manager may deem incompetent, careless or insubordinate.
C. The VENDOR and the VENDOR'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: VENDORs, Sub-VENDORs, 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, remarks, or other disrespectful
behavior will not be tolerated. Inappropriate or aggressive conduct on City of Danville
property, including roughhousing, fighting, physical threats, destruction of property,
vandalism, littering, or physical abuse, is not permitted. VENDORs, Sub-VENDORs,
and their employees may not fraternize or socialize with City employees or building
patrons during working hours. VENDORs, Sub-VENDORs, and their employees are
required to wear appropriate work attire while on site. Articles of clothing cannot display
offensive or inappropriate language, symbols, or graphics. The City of Danville
representative reserves the right to decide if such clothing or actions are inappropriate.
E. VENDOR shall provide the following statement and a list of all employees and sub-
VENDOR employees that will be working on this project. The statement and list of
employees shall be on company letterhead with signature and date.
"This is to certify that all employees that are scheduled to work on this project have not
been convicted of a felony in the past 7 years, can qualify for voting rights reinstatement
and are not on active parole or active probation. Workers with felony convictions and
do not qualify under special conditions will not be allowed access to work site."
F. Certain items of work may be performed by forces of the City. The VENDOR shall
cooperate fully in scheduling and coordinating with the Project Manager such that no
delay will result in the performance of such work. If the VENDOR claims that such work
delays or causes additional costs, he shall make claims as provided in Work Changes.
G. The City may award or may have awarded contracts to others for other work. The
VENDOR shall cooperate fully with such other VENDORs by scheduling his own work
with that to be performed under other Contracts as may be directed by the City. The
VENDOR shall not commit or permit any act which will interfere with the performance
of work by any other VENDOR as scheduled.
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
H. Neither the final certificate of payment nor any provision in the contract documents, nor
partial or entire occupancy of the premises by the City, shall constitute an acceptance
of work not done in accordance with the contract documents or relieve the VENDOR of
liability in respect to any express warranties or responsibility for faulty materials or
workmanship. The VENDOR shall remedy any defects in the work and pay for any
damage to other work resulting therefrom, which shall appear within a period of one
year from the date of final acceptance of work unless a longer period is specified. The
City will give notice of observed defects with reasonable promptness.
3.9 Equal Employment:
During the performance of this contract, the VENDOR agrees as follows:
A. The VENDOR 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 VENDOR 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 VENDOR, 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 section.
E. The VENDOR will include the provisions of the foregoing paragraphs in every
subcontract or purchase order over $10,000 so that the provisions will be binding upon
each sub-VENDOR or Vendor.
F. The VENDOR will otherwise comply with all other applicable provisions of local,
State, and Federal law.
3.10 Drug Free Workplace:
During the performance of this contract, the VENDOR agrees to:
A. Provide a drug-free workplace for the VENDOR'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
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RFP-26-27-011 "Security Improvements Installation for Aviation Training Facility Building and Hangars 100 & 300"
in the VENDOR'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 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 sub-
VENDOR 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
3.11 Guaranty: 2.2-4312.
A. The VENDOR shall guarantee that all the materials used and all the work done under
the contract shall fully comply with the requirements of the plans and specifications and
the instructions of the City.
B. All expenses covering return or replacement of defective or improper equipment or
merchandise will be assumed by the VENDOR. In no instance shall the VENDOR refer
the City to any distributor or manufacturer for settlement of any claim arising from
defective or improper equipment or merchandise. If the VENDOR shall fail to replace
or repair any defective or improper equipment or merchandise within thirty (30) days
from date of notice, the City may make the necessary corrective arrangements and
charge the cost to money due the VENDOR or bill the VENDOR. The VENDOR agrees
to reimburse the City in such instances. Samples of any warranties which will apply to
the goods being offered for sale shall be included as part of the proposal.
C. Any defects in the completed work or failure of the construction to fully perform or
endure the service for which it is intended, which in the opinion of the City are caused
by or due to the use of materials, skill or workmanship not in compliance with the said
plans, specifications and instructions, that may appear in the work within a period of
twenty-four (24) months after acceptance by the City shall be regarded as prima facie
and conclusive evidence that the VENDOR has failed to comply with the said
specifications, plans, and instructions. The VENDOR in this event shall at his own
expense, at such time and in such manner as the Engineer may direct, repair or take
up and reconstruct any such defective work, in full compliance with the original
specifications, plans, and instructions. The repairs required to be made by the
VENDOR shall extend only to making good an inherent defect which become
manifested in the materials and workmanship under ordinary conditions, and shall not
be held to cover any breakage or damage caused by improper use or by accident
resulting from circumstances over which the VENDOR has no control.
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