RFP-25-26-079-Hybrid Operation and Maintenance of WTP
| Bidders ID: | NBD14335297413971121 |
|---|---|
| Due Date: | Jul 8, 2026 |
| Posted Date: | Jun 3, 2026 |
| Level of Government: | State & Local |
| State: | Virginia |
| Agency: | City of Danville |
| Category: |
|
| Solicitation Number: | 25-26-079 |
| Source: | Members Only |
| Bid Number: |
25-26-079
|
| Bid Title: |
RFP-25-26-079-Hybrid Operation and Maintenance of WTP
|
| Category: | Purchasing Miscellaneous Bids |
| Status: | Open |
|
Attachment Preview
REQUESTS FOR PROPOSALS
Proposal No RFP 25-26-079
Title:
“Hybrid Operation & Maintenance Services WTP “
Pre-Bid Meeting:
A Pre-Proposal Meeting will be held Monday June 15,2026 10:00AM
1040 Monument St. Danville, Va 24541
Microsoft Teams meeting
Join: RFP-25-26-079-Pre-Bid
Meeting ID: 243 377 943 175 631
Passcode: bW6r6Bn9
Last Day for Questions:
Email questions to purchasing@danvilleva.gov by no later than
Tuesday June 23,2026 by 5:00PM
Proposal Closing
Date:
Sealed proposals shall be Accepted no later than Wednesday
July8,2026 at 4:00PM.
Mail or Hand-Deliver to:
Purchasing Department
427 Patton Street, Room 304
Danville, VA 24541
Direct Bidding
Procedures
Inquiries to:
Electronic Proposals will be accepted on eVA (https://eva.virginia.gov )
Carol Henley, Director of Purchasing
(434) 799-6528
purchasing@danvilleva.gov
Project Owner:
Jason Grey Department of Utilities (434-857-3372)
E:Mail: greyjc@danvilleva.gov
City Representative Name, Department and Contact Information
TABLE OF CONTENTS
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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