RFP-26-27-018-Wastewater Sludge Removal Dewatering Transportation and Land Application Services

RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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 "RFP26-27-018" The wastewater treatment system includes the Northside
Wastewater Treatment Plant and associated Southside solids management facilities. Current
permit information identifies the Northside facility as a 20 MGD publicly owned treatment works.
Sludge/biosolids treatment occurs at the Southside facility, where two 7.5-million-gallon basins
are used for storage. The permit fact sheet reports an annual average sludge generation of
approximately 412 dry metric tons. These values are provided for general context only and shall
not be interpreted as guaranteed quantities or site conditions.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Utilities Support Services invoice(s)
1.2 Deadline
Sealed Proposals shall be submitted no later than Thursday October 15,2026, at 4:00 PM
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.
1.3 Pre-Proposal Conference: A pre-proposal conference will be held on
Tuesday September 22,2026 at 1040 Monument Street Danville, VA OR Microsoft Teams meeting
Join: RFP-26-27-018-Pre-Bid Meeting ID: 239 219 167 376 404 Passcode: V3f7j8KG
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
1.4 Proposal Inquiries: The last day for questions will be Thursday October1,2026, by
5:00PM Email Carol Henley at purchasing@danvilleva.gov
1.5 Davis Bacon: Compliance with the Davis-Bacon Act (Not Applicable)
1.6 Bonds: 5% Bid Bond 100% performance and payment bonds. (Applicable)
1.7 Time of Completion: (1) One Year with option to renew (4) four Additional (1) One-Year Terms
1.8 Liquidated Damages: $XXX dollars per calendar day. (Not Applicable)
1.9 Owner's Representative: Project Manager Jason Grey; greyjc@danvilleva.gov
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
(Not 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 (whether or not valid);
or other causes, whether or not similar, beyond the reasonable control of
VENDOR, in each case whether foreseeable or unforeseeable.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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 General Responsibility
* The Contractor shall provide a complete, turnkey service. The Contractor shall
coordinate all work with the City's Project Manager and plant operator, maintain
uninterrupted plant access and operations, and perform only during approved work
windows unless responding to an emergency. The Contractor is responsible for verifying
site access, equipment compatibility, material characteristics, receiving-facility
acceptance, and transportation routes before mobilization.
2.2 Mobilization and Work Planning
* Participate in a kickoff meeting and submit a project-specific work plan before the first
removal event.
* Identify the proposed dewatering method, loading arrangement, truck routing, staging
areas, odor controls, spill controls, and demobilization plan.
* Provide a schedule showing mobilization, setup, production, hauling, cleanup, and
reporting activities.
* Coordinate process tie-ins, electrical needs, water needs, temporary piping, bypasses,
and City-provided support before work begins.
* Maintain backup equipment and contingency arrangements sufficient to avoid an
extended interruption.
2.3 Material Characterization and Acceptance
* Review available analytical data and obtain any additional sampling or testing required
by the proposed receiving facility or applicable law.
* Confirm in writing that each receiving facility is authorized and willing to accept the
material before hauling begins.
* Immediately notify the City of any suspected nonconforming, hazardous, prohibited, or
unusual material. The Contractor shall not transport or dispose of questioned material
without written direction.
* Maintain chain-of-custody, laboratory, profile, approval, manifest, and receiving
documentation.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
2.4 Dewatering and Conditioning
* When directed by the City, the Contractor shall furnish temporary or mobile
dewatering equipment, which may include belt presses, centrifuges, geotextile
systems, pumps, hoses, polymer systems, conveyors, frac tanks, roll-off
containers, and related accessories. The Contractor shall optimize conditioning
and dewatering to achieve safe handling, economical transport, and receiving-
facility acceptance. Polymer or other conditioning chemicals shall be included or
separately priced as indicated on Attachment A.
2.5 Removal, Loading, and Hauling
* Remove sludge or biosolids from City-designated basins, tanks, process units,
stockpiles, containers, or loading areas.
* Furnish watertight, roadworthy vehicles and containers suitable for the material and
equipped to prevent leakage, spillage, and windblown material.
* Use licensed drivers and comply with weight limits, vehicle requirements, hours-of-
service requirements, and all applicable transportation laws.
* Cover each load when required and keep truck exteriors, wheels, and travel paths
clean.
* Provide sufficient hauling capacity to match dewatering production and avoid process
shutdowns or excessive onsite storage.
* Reconcile origin tickets, certified scale tickets, manifests, and receiving facility records
for every load.
2.6 Beneficial Use, Treatment, and Disposal
* The Contractor shall use only lawful and approved management methods. The proposal
shall identify the primary and backup management pathways, including the receiving
facility or land-application program, applicable permit numbers, anticipated haul
distances, and evidence of current authorization. The City reserves the right to approve
or reject a proposed receiving facility or management pathway. No change may be made
after award without prior written City approval.
2.7 Cleaning and Site Restoration
* Control spills, odors, dust, noise, runoff, and tracking throughout the work.
* Clean roads, work pads, drains, equipment interfaces, and affected plant areas daily and
at demobilization.
* Repair damage caused by the Contractor to pavement, structures, utilities, landscaping,
fencing, or equipment.
* Remove all temporary equipment, residuals, waste materials, and unused supplies upon
completion of each event.
2.8 Records and Reporting
* Daily production log showing operating hours, downtime, estimated feed volume,
chemical use, wet tons, dry tons when available, number of loads, and destination.
* Certified scale tickets and manifests for each load.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
* Monthly invoice reconciliation by date, unit price, quantity, origin, destination, and charge
category.
* Copies of receiving-facility acceptance records and any required land-application or
disposal documentation.
* Incident, spill, rejection, equipment failure, and corrective-action reports within the
timeframe directed by the City.
* Annual summary of quantities, destinations, unit costs, incidents, and recommended
service improvements.
2.9 City Responsibilities
* The City will provide reasonable facility access, available historical analytical
information, operational coordination, and access to City-owned utilities or equipment
only when specifically identified in the final agreement or work authorization. The
Contractor shall clearly identify all requested City support, including electrical service,
water, operators, loaders, cranes, tanks, or laboratory services, in its proposal.
* Recommend system enhancements for reliability
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 based on the highest ranked, best-value proposal.
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.
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.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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 26-27-018 "Wastewater
Sludge Removal Dewatering Transportation and Land Application Services"
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 25-26-018 When addenda a re 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
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
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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.
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.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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.
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.
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RFP-26-27-018- "Wastewater Sludge Removal Dewatering Transportation and Land Application Services"
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.
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 twenty-
four (24) months 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
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