26-27-001-FY2027 Westfork Substation Feeder 81-5 Circuit Trimming

REQUEST FOR PROPOSALS
Proposal No RFP- 26-27-001
Title: "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming "
Pre-Proposal Meeting: A Pre-Proposal Meeting will be held, Wednesday July 29, 2026, at 10:00AM
at 1040 Monument St Danville VA 24541 Or by Teams Meeting:
Join: RFP-26-27-001 815 Circuit Trimming
Meeting ID: 274 628 267 184 668
Passcode: Fs9uK6EQ
Last Day for Questions: Email questions to purchasing@danvilleva.gov by no later than
Tuesday August 4, 2026, by 5:00PM
Proposal Closing Sealed proposals shall be accepted no later than
Date: Thursday August 13, 2026, 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 (https://eva.virginia.gov )
Direct Proposal
Procedures Carol Henley, Director of Purchasing
Inquiries to: (434) 799-6528
purchasing@danvilleva.gov
City Representative: Joseph Meadows: Utilities: 434-799-5270
Project Owner:

RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
TABLE OF CONTENTS
1.0 INTENT
2.0 SCOPE OF WORK
3.0 SUPPLEMENTAL GENERAL CONDITIONS
4.0 EXHIBITS-ATTACHMENTS-SPECIFICATIONS
5.0 PROPOSAL DOCUMENTS
1.0 Intent
It is the intent of this "RFP" to secure a qualified vendor to perform tree trimming
services for the Whitmell and Tunstall Substation Circuits.
1.1 Submit invoice(s) to:
City of Danville
Accounts Payable
PO Box 3300
Danville, VA 24543
Attention : Support Services-Utilities
1.2 Deadline
Sealed Proposals shall be submitted no later than Thursday August 13, 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 Meeting will be held, Wednesday July 29, 2026,
at 10:00AM at 1040 Monument St Danville VA 24541 Or by Teams Meeting: Join:
RFP-26-27-001 815 Circuit Trimming Meeting ID: 274 628 267 184 668 Passcode: Fs9uK6EQ
1.4 Proposal Inquiries: The last day for questions will be Tuesday August 4, 2026, by
5:00PM Email Carol Henley at purchasing@danvilleva.gov
1.5 Davis Bacon: Not Applicable
1.6 Bonds: 100% Not Applicable
1.7 Time of Completion: XXX calendar days? TBD
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
1.8 Liquidated Damages: Not Applicable
1.9 Owner's Representative: Project Manager Joseph Meadows meadojw@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.
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.
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
2.0 SCOPE OF WORK
2.1
A circuit list with planned workload summaries is included with this solicitation. Work
plans and details are stored on MyRowKeeper website/software and the ResourceKeeper
field application. This online database stores digital and spatial information associated with
work plans and reporting. All workflows, work completion, audit results, and invoice
requests will be utilized through this platform. Vendor supervision will have view and edit
access as appropriate to their role and function. Logons are assigned with Danville Utilities
approval. MyRowKeeper displays relevant electrical assets, vegetation, and other work
details with a display similar to Google Street and Google Earth. Vendors will use
MyRowKeeper to evaluate, Proposals, schedule work and update data when work is
complete and ready for audit. Training will be provided to the vendor awarded this work
and support will be supplied as requested by the vendor and Danville Utilities.
Preformatted reports of completed and audited work, generated out of MyRowKeeper and
completed File D Forms will be submitted with vendor invoices. File D will be customized
t o m e e t D a n v i l l e U t i l i t i e s a n d a w a r d e d v e n d o r ' s needs for invoicing. Vegetation
3.0 SUMPaPnLaEgeMmEeNnTtA wLo GrkE sNhEaRll AbLe cCoOmNpDleITteIOdN aScc ording to the specifications provided.
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. If a scoring matrix will be used in the evaluation, it will be shared in this
solicitation.
B. The City reserves the right to reject any or all offers and to waive informalities
and minor irregularities in offers received.
C. 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 Proposals, 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
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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 proposals will be the only proposals
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
26-27-001"FY-2027 Westfork Substation Feeder 81-5 Circuit Trimming" 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). S earch
RFP-26-27-001. 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.
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.
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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.
D. Withdrawal of Proposal Due to Error:
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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 proposal 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-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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, Subcontractors, 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, Subcontractors, and their employees may not fraternize
or socialize with City employees or building patrons during working hours.
VENDORs, Subcontractors, 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. General VENDOR shall provide the following statement and a list of all employees
and subcontractor 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.
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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 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,
rules or regulations 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 subcontractor or Vendor.
F. The VENDOR will otherwise comply with all other applicable provisions of local,
State, and Federal law.
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RFP-26-27-001 "FY 2027 Westfork Substation Feeder 81-5 Circuit Trimming"
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 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 Gu2a.r2a-n4t3y:1 2.
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
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