The City of Lynchburg is seeking bids for automobile, light, and medium truck body repair and paint refinishing services for its Fleet Services Department. The service provider must be located within 5 miles of the city limits and provide secured parking/storage facilities. Bids are due by June 30, 2026. Award will be made to the lowest responsive and responsible qualified bidder. The contract term is one year with options to renew for two additional two-year terms.
Bids are due by June 30, 2026, at 3:00 p. m. local time. Repairs are expected to be completed within 5 working days for minor repairs (up to $2,500), 10 working days for repairs from $2,501 to $4,000, and 15 working days for repairs over $4,001 after estimate approval, unless otherwise agreed upon.
Payment shall be made after satisfactory performance of the contract and upon receipt of a properly completed invoice. The city reserves the right to withhold payments for contractor failure to perform. Prompt payment discounts are not considered in bid evaluation, but if offered, a minimum of 20 days must be allowed. Otherwise, payment is due 30 days after receipt of an approved invoice.
Completed paint repairs shall be warranted against peeling, bubbling, fading, or other workmanship defects. The contractor warrants all goods and services furnished in accordance with the contract and the Uniform Commercial Code, and shall transfer all standard manufacturer warranties.
Award will be made to the lowest responsive and responsible qualified bidder based on the total base bid and discounts. Special consideration for responsibility includes prior experience, quality of services, conformity with specifications, suitability to delivery terms, and demonstrated competence through references and qualifications.
Service provider must be located within 5 miles of the City of Lynchburg. They must provide secured parking/storage facilities with gates, camera, and security system. They must also provide an example invoice, and submit insurance (auto, general liability, etc. ) with their bid. Technicians must be certified by ASE, OEM, or I-CAR for frame repairs. Technicians and recovery/recycling equipment for AC systems must be EPA Section 609 certified.
Repairs taking more than 30 days without prior approval may be subject to liquidated damages at a rate of **** per day. Failure to comply with marking instructions may result in the contractor bearing the risk of loss, damage, late delivery, or misdelivery.
The city reserves the right to conduct on-site inspections of any bidder's facilities prior to award. The city also reserves the right to inspect any facility where service is currently being performed, or at any site where services may be performed at any time during the contract period.
Protests to award a contract must be in writing and received by the City Manager no later than five (5) business days after announcement of the award or decision to award. Legal action against the city requires exhaustion of all administrative remedies and compliance with the Lynchburg Public Procurement Code and Virginia Public Procurement Act.
Contacting city representatives not expressly authorized in the solicitation concerning its contents may result in disqualification. Failure to inform oneself of conditions, requirements, and specifications before submitting bids is at the bidder's own risk. Failure to acknowledge posted addenda may result in bid rejection.
