RFP-25-26-066-Water Service Line Identification

REQUESTS FOR PROPOSALS
Proposal No: RFP 25-26-066
Title: "Water Service Line Identification"
Wednesday April 1st,2026 10:00 AM
Pre- Bid Pre-Bid at at 1040 Monument Street
Danville, VA 24541 and on Microsoft Teams:
Pre-Bid Meeting Id: 262 072 502 483 01
Passcode: XN6VT72r
Wednesday April 15,2026 at 5:00PM
Last Day for Questions: Email questions to purchasing@danvilleva.gov by no later than
Wednesday April 29,2026 by 4:00PM
Proposal Closing Sealed proposals shall be accepted no later
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 )
Direct Bidding Carol Henley, Director of Purchasing
Procedures (434) 799-6528
Inquiries to: purchasing@danvilleva.gov
Jeffery Bustamante, Assistant Director of Utilities
Project Owner: E-Mail bustaja@danvilleva.gov
TABLE OF CONTENTS

RFP 25-26-066 "Water Service Line Identification"
1.0 Intent
2.0 SCOPE OF WORK
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 SPECIFICATIONS- (Additional Document Link)
5.0 PROPOSAL DOCUMENTS (Proposer Agrees)
Intent:
1.0 The Cit y of Danville Utilities seeks qualified contractors to perform water service material
identification. This initiative ensures compliance with regulatory standards and supports
safe, reliable water delivery. The project involves hand excavation, material identification,
documentation, and site remediation.
Submit invoice(s) to:
1.1
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Utilities Department 1040 Monument St
Deadline
1.2 Wednesday April 29, 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.
Pre-Bid Wednesday April 1,2026 at 10:00AM
1.3 Pre-Bid Conference:
1040 Monument Street Danville, VA 24541 Microsoft Teams: Pre-Bid Meeting
Meeting Id: 262 072 502 483 01
Passcode: XN6VT72r
Wednesday April 15,2026 by 5:00PM
1.4 Bid Inquiries: The last day for questions will be

RFP 25-26-066 "Water Service Line Identification"
Email Carol Henley at purchasing@danvilleva.gov
1.5 Owner's Representative: Jeffery Bustamante, E-Mail bustaja@danvilleva.gov
Scope of Work; (Link) RFP-25-26-066-Water_Service_Line_SOW.docx
2.0
SUPPLEMENTAL GENERAL CONDITIONS
3.0
3.1 Compliance: 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 "FinAawnacerd D:epartment, Purchasing Division.
3.2
A. The award will be given to the best responsive bidder, with consideration given to
completion time.
B. Scoring matrix will be used in this evaluation, Click link in Section 3.3.
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.
Evaluation: (Link) RFP-25-26-066-Proposal Evaluation and Scoring Matrix.pdf
3.3
Award Procedures:
3.4 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. T RhFeP D-2ir5e-c2to6r- 0o6f 6P-u rcWhaasteinrg aSse rthveic dee sLiginneee oIdf ethnet iCfiictya tMioann"a ger 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 25-26-066 "Water Service Line Identification"
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 Me thod of Proposal Submission:
The latest
A. Pdraotepdos aanlsd w tiimll en ostt abme paeccde bpitded w bilolt bhe e tlehcet roonnliyc ablildy aacncde opnte pda apnerd. eEvaachlu 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 25-26-066"Water Service Line
B. PIdaepnetri Sfiucbamtioisns"io n: 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 25-26-066. 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:

RFP 25-26-066 "Water Service Line Identification"
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:
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.itsIf: 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, permits, or
fees P rreoqpuoirseadls b By itnhdei Cnigty 9 o0f DDaaynsville or Commonwealth of Virginia.
3.8 : Unless otherwise specified, all formal Proposals submitted shall
be binding for ninety (90) calendar days following bid-opening date.

Equal Employment:
RFP 25-26-066 "Water Service Line Identification"
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
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

RFP 25-26-066 "Water Service Line Identification"
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
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

RFP 25-26-066 "Water Service Line Identification"
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:
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 coverages 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
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
addit ional insureds.
I. Certificate holders should read as follows:
The City of Danville
427 Patton Street
Danville, VA 24541
Novation:
3.13
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

RFP 25-26-066 "Water Service Line Identification"
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
subcontractor 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.

RFP 25-26-066 "Water Service Line Identification"
3.18 Termination:
If the Contractor fails to begin the work under this contract within the time specified, of
fails to perform the work with sufficient workmen and equipment or with sufficient
materials to insure the completion of said work within the specified time, or shall perform
the work in an unsatisfactory manner, or shall neglect or refuse to remove materials or
perform anew such work as shall discontinue the prosecution of the work, or if the
Contractor shall become insolvent or be declared bankrupt, or shall commit any act of
bankruptcy or insolvency, or shall make an assignment for the benefit of creditors, or from
any other cause whatsoever shall not carry out the work in an acceptable manner, the City
shall give notice in writing to the Contractor and his surety of such failure, delay, neglect,
refusal, or default, specifying the same and if the contractor, within a period of seven days
after such notice, shall not proceed in accordance therewith, then the City Manager acting
for and on behalf of the City shall, upon receipt of a written certificate from the Engineer
of the fact of such failure, delay, neglect, refusal, or default and of failure of the Contractor
to comply with such notice, have full power and authority to declare the forfeiture of this
contract, and to forfeit the rights of the Contractor in this contract, and the City Manager
at this option may call upon the surety to complete the work in accordance with the terms
of this contract or may have the City take over the terms of this contract or may have the
City take over the work, including any or all materials and equipment on the ground as
may be suitable and acceptable to the City and may complete the work by or on its own
employees, or may enter into a new contract for the completion of the work, or may use
such other methods as in the opinion of the City Manager shall be required for the
completion of the work in an acceptable manner. All costs and charges incurred by the
City, together with the cost of completing the work, shall be deducted from any monies
due or which may become due on this contract.
In case the expense so incurred by the City shall be less than the sum which would have
been payable under this contract if it had been completed by the Contractor and had not
been forfeited by the City, then the Contractor shall be entitled to receive the difference,
subject to any claims of liens thereon which may have been filed with the City or any prior
assignment filed with it. In case such expense shall exceed the sum which would have
been payable under this contract, the Contractor and the surety shall be liable and shall
pay the City the amount of such excess.
3.19 Work Changes:
A. The City without invalidating the contract, and without notice to any surety, may order
changes in the work within the general scope of the contract consisting of additions,
deletions or other revisions, providing the total amount added or eliminated does not
exceed twenty-five percent (25%) of the total contract price, or $50,000, whichever is
greater. All such changes in the work shall be authorized by change order and shall be
executed under the applicable conditions of the contract documents.
B. The cost or credit to the City resulting from a change in the work shall be determined by
unit prices subsequently agreed upon or by mutual acceptance of a lump sum properly
itemized, or on the basis of cost of Work plus a Contractors Fee for overhead and profit as
determined below.
C. Should concealed conditions encountered in the performance of the work below the
surface of the ground or hidden in existing structures be at variance with the conditions