RFP-25-26-077-Citywide Strategic Planning

Location:	Virginia
Posted:	Jun 12, 2026
Due:	Jul 23, 2026
Agency:	City of Danville
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	25-26-077
Publication URL:	To access bid details, please log in.

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REQUESTS FOR PROPOSALS

Proposal No RFP 25-26-077

Title:

“Citywide Strategic Planning”

Pre-Proposal Meeting:

A Pre-Proposal Meeting will be held,

Thursday June 25,2026 at 10:00AM

427 Patton Street Danville, VA 3rd Floor HR Conference Room

Or Teams Link: Location: RFP-25-26-077-Pre-Bid

Meeting ID: 219 443 177 150 343

Passcode: 6Vn3o62g

Last Day for Questions: Email questions to purchasing@danvilleva.gov by no later than

5:00PM Thursday July 9,2026

Proposal Closing

Date:

Sealed proposals shall be accepted no later than

July 23,2026 Thursday at 4:00PM

Mail or Hand-Deliver to:

Purchasing Department

427 Patton Street, Room 304

Danville, VA 24541

Electronic Proposals will be accepted on eVA (www.eva.virginia.gov)

Direct Proposal ding

Procedures

Inquiries to:

Project Owner:

Carol Henley, Director of Purchasing

(434) 799-6528

purchasing@danvilleva.gov

Renee Burton, Project Manager, Community Development

E-Mail burtotr@danvilleva.gov

RFP-25-26-077

Citywide Strategic Planning

TABLE OF CONTENTS

1.0

Intent

2.0

Scope of Work

3.0

Supplemental General Conditions

Specifications_ Proposer Agrees

4.0

Proposal Documents (Link)

5.0

1.0 Intent:

1.1 It is the intent of this “RFP25-26-077” The City of Danville seeks to develop a

3–5-year strategic plan and sixteen (16) departmental action plans to

support progress on City Council priorities and the City of Danville’s

comprehensive plan (PLANDanville). The city seeks to develop a practical

plan responsive to community needs, informed by existing data, and

inclusive of the perspectives and roles of staff across the organization.

The city aims to complete this project by December 31 2028, with some

flexibility for alternative timeline proposals.

1.2 Submit invoice(s) to:

City of Danville

Accounts Payable

PO Box 3300

Danville, VA 24543

Attention : Renee Burton, Community Development

1.3 Deadline

Sealed Proposals shall be submitted no later than July 23,2026 at 4:00PM

To: City of Danville, VA

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

Proposal

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RFP-25-26-077

Citywide Strategic Planning

1.4 Time of Completion: 3-5 Year Action Plan Project is to be complete no later than December 31,

2028. Proposed timeline adjustments may be considered.

1.5 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.

1.6 Owner’s Representative: Renee Burton, Project Manager burtotr@danvilleva.gov

2.0 SCOPE OF WORK

2.1 The City of Danville is seeking a firm to:

1. Work with community members (in English and Spanish) and staff to refine a

citywide vision and outcomes associated with the City Council and community’s

priorities as expressed through the Council’s 2026 retreat, the public input to

PLAN Danville, and additional community engagement. This will require at least

three in-person community engagement events.

2. Support 16 departments to develop 3–5-year action plans that align with citywide

goals and include specific, actionable, and measurable goals and actions. This

will require working with some departments to update existing strategic plans.

3. Develop a tracking system to demonstrate progress on the action plans and

towards the citywide outcomes that is practical and considerate of staff time

dedicated to existing reporting systems.

4. Support rollout of the plan, including communication with community members in

English and Spanish, frontline staff, department directors, and Council members.

This will require a minimum of five in-person or virtual events/meetings.

5. Provide informational and tactical support to City staff and leadership on the

purpose and process of strategic planning, outcomes-based goal setting, and

communication of goals and plans.

6. Build on the recommendations of the comprehensive plan, PLAN Danville, which

was effective January 2025.

7. Manage the timeline, strategic data collection, stakeholder engagement, and

application of results for three related projects:

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RFP-25-26-077

Citywide Strategic Planning

a. City Employee Engagement Survey: This survey will assess employee

priorities and experiences to inform the internal services or organizational

development aspects of the strategic plan.

i. The survey will be managed by a separate contract with the input

and collaboration of the strategic plan development vendor.

b. Resident Satisfaction Survey: This survey or poll will provide statistically

valid data about the experiences and perspectives of Danville residents

relative to City services and quality of life. The survey will provide baseline

data; the city anticipates repeating a survey every 3 years for comparison.

This data may either inform the strategic planning process or provide an

evaluation tool for departmental goals.

i. The RFP review process will separately rate bids for this

component as shown in the attached rubric. Bidders may choose to

include this in a larger strategic planning proposal, to bid only on

this portion of the scope, or to submit a bid without this portion of

the scope, understanding that the City will have final approval of

any sub/prime team.

c. Participatory Qualitative Research: This community-engaged research

project will collaborate with local single parents and/or foster youth to

provide an in-depth look at the barriers that hold low-income households

in poverty and the assets that help at-risk families thrive. The findings

should guide prioritization of strategic plan activities by providing a clear

view of the opportunities and challenges related to poverty reduction in

Danville.

i. The RFP review process will separately rate bids for this

component as shown in the attached rubric. Bidders may choose to

include this in a larger strategic planning proposal, to bid only on

this portion of the scope, or to submit a bid without this portion of

the scope, understanding that the City will have final approval of

any sub/prime team.

8. Facilitate a planning committee to ensure input from all parts of the organization

is included.

9. Apply the City’s existing branding standards to the design of the final products.

10. Prepare all advertisements and informational materials necessary for social

media and education to the public, elected officials, stakeholders and city staff.

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RFP-25-26-077

Citywide Strategic Planning

11. Periodic updates during strategic plan development that includes a tracking

system compatible with our existing system.

12.The firm will provide at least two revisions of the citywide vision and outcomes

document and of each of the 16 departmental action plans.

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 selection committee shall review the proposals submitted. After

each proposal has been evaluated, short-listing procedures will narrow the list of

candidates to the best qualified firms. These firms may then be invited to an

interview, at which time each will be expected to conduct a presentation on its

proposal and to answer questions from the selection committee. 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 and to negotiate

with multiple

3.3 Evaluation:

Evaluation shall be completed using the link below rubric(s).

• 25-26-077-Evlauation for Strategic Plan Rubric_FINAL.xlsx

3.4 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

invitation to bid, 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.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	25-26-077
Bid Title:	RFP-25-26-077-Citywide Strategic Planning
Category:	Professional Services Bids
Status:	Open

RFP-25-26-077-Citywide Strategic Planning

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See also