Lynchburg City Bids, VA

The closing datetime for bid submissions is June 11, 2026, at 3:00 PM.

The city will make partial payments on a monthly basis, typically by the last business day of the month following the month in which the work was performed, with a 5% retainage withheld until all work is completed and accepted.

The contractor guarantees all work for a period of one year from the date of final completion or final payment, covering quality, stability, defects, and shrinkage or settlement attributable to defective materials or workmanship.

The award of the contract will be to the responsible bidder submitting the lowest responsive base bid for each section. For Sections II and III, if the same contractor is the low bidder for both, an analysis of unit pricing will be conducted to determine the award to the second low bidder for the section with the smallest differential.

Each bidder must be prepared to submit written evidence of their qualifications within five calendar days of the owner's request, including financial data, previous experience, resources, personnel, and evidence of authority to conduct business in the jurisdiction.

Liquidated damages will be assessed at **** for each calendar day the performance exceeds the time allowed for completion, as a liquidated damages for breach of contract, not as a penalty.

An optional pre-bid conference will be held at the time and place stated in the advertisement for bids section.

Protests of award or decisions to award a contract must be in writing and received by the City Manager no later than five business days after the announcement of the award or decision to award.

The bid due date is June 10, 2026, at 2:00 PM local time. Bids must be received and time-stamped by procurement staff prior to this deadline.

Payment shall be made after satisfactory performance of the contract, in accordance with all provisions thereof, and upon receipt of a properly completed invoice. LCS reserves the right to withhold any or all payments or portions thereof for contractors failure to perform. If discounts for prompt payment are offered, a minimum of twenty days must be allowed. If discounts are not offered, payment shall be made thirty days after receipt of an approved invoice.

By entering into the contract, the contractor warrants and guarantees all goods and services furnished in accordance with the general guaranty and service contract guaranty paragraphs herein, and in accordance with the provisions of the uniform commercial code. The contractor shall properly transfer to LCS all standard warranties given by the manufacturers of any goods furnished.

Award will be made to the lowest responsive and responsible bidder based on the total base bid and demonstrated competence through provided references.

Before the contract is awarded, the bidder submitting the lowest responsive bid must satisfy the city/LCS that it has the requisite organization, capital, equipment, ability, resources, personnel, management, business integrity, and experience in the type municipal work for which it has submitted a bid. The bidder shall verify to the city/LCS that it has the sufficient and qualified personnel to provide for the contract work.

The text mentions that failure to comply with certain conditions, such as marking items as required or submitting invoices correctly, may result in refusal to accept goods or the contractor bearing the risk of loss or damage. It also states that fraudulent and collusive bidding is a crime and can result in fines, prison sentences, and civil damage awards.

An optional virtual pre-bid meeting will be held on May 20, 2026. The text also mentions that LCS reserves the right, at its option, to conduct onsite inspections of any bidders facilities prior to award.

Samples are required for specific items as noted in the bid form. Bidders proposing a product of equal or greater quality to any of the items listed on the bid form shall submit a substitution request and provide a manufacturer specification sheet. Only items noted in red as sample required for substitution will require a sample to be sent.

Any protest to award a contract shall be in writing and shall be delivered so that it is received by the School Superintendent not later than five business days after announcement of the award or decision to award, whichever comes first. Otherwise, any such protest shall be deemed to be waived.

The bid due date is June 10, 2026, at 3:00 p. m. local time. Inquiries must be received at least 7 days prior to the due date, which is June 3, 2026, by 3:00 p. m.

The bid notice states that terms of payment shall be net 30 days. The city encourages contractors to accept electronic ACH payments.

The bid notice states that by entering into the contract, the contractor warrants and guarantees all goods and services furnished in accordance with the general guaranty and service contract guaranty paragraphs herein, and in accordance with the provisions of the uniform commercial code. In addition, the contractor shall properly transfer to the city all standard warranties given by the manufacturers of any goods furnished.

Award will be made to the lowest responsive and responsible qualified bidder based on the total base bid. Special consideration to be deemed responsible will be based on the bidder's prior experience, the quality of services supplied, conformity with specifications, suitability to delivery terms, and demonstrated competence through provided references and submitted qualifications.

To be considered a responsive bidder, it is mandatory that the following information be submitted with the bid: your company's plan to ensure uninterrupted delivery of products in the event of emergencies, product shortages, strikes, equipment failures, etc. , and your company's spill prevention procedures. All bidders must provide evidence that they are a licensed dealer and an authorized certified agent for the product offered within their bid response. Bidders shall submit proof of their business license and must be registered with the Virginia State Corporation Commission.

The bid notice mentions that failure to comply with marking requirements may cause the contractor to bear the risk of any resulting loss of or damage to material, or late delivery or misdelivery of material and any damages resulting therefrom. In case of failure to deliver goods or services in accordance with the contract terms and conditions, the city, after due oral or written notice, may procure the goods or services from other sources and hold the vendor responsible for any resulting additional purchase and administrative costs.

The bid notice states that the city delivery location is 970 Airport Road, Lynchburg, VA **** vendor is responsible for inspecting the premises of the city fuel site in order to thoroughly familiarize themselves with the existing conditions and details of the sites and to fully understand the facility restrictions and limitations pertinent to the delivery of product. Failure on the part of the vendor to inspect the premises and obtain pertinent information does not exempt vendor from this duty.

The bid notice states that any protest to award a contract shall be in writing and shall be delivered so that it is received by the City Manager not later than five business days after announcement of the award or decision to award, whichever comes first. Otherwise any such protest shall be deemed to be waived.