A/E DESIGN SERVICES FOR ELEMENTARY SCHOOL RENOVATIONS

Location:	Virginia
Posted:	Aug 13, 2026
Due:	Sep 25, 2026
Agency:	City of Lynchburg
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction Y - Construction of Structures and Facilities
Solicitation No:	2027-014
Publication URL:	To access bid details, please log in.

Bid Number:	2027-014
Bid Title:	A/E DESIGN SERVICES FOR ELEMENTARY SCHOOL RENOVATIONS
Category:	Request for Proposals
Status:	Open

Description:

OPTIONAL PRE-PROPOSAL MEETING WILL BE HELD ONSITE BEGINNING AT R.S. PAYNE ELEMENTARY SCHOOL AT 10:00 AM ON AUGUST 27, 2026. BRIEF SITE VISITS OF THE OTHER THREE SCHOOLS WILL IMMEDIATELY FOLLOW.Â

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Publication Date/Time:

8/13/2026 12:00 AM

Closing Date/Time:

9/25/2026 5:00 PM

Contact Person:

STEPHANIE.SUTER@LYNCHBURGVA.GOV

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REQUEST FOR PROPOSAL TITLE PAGE

Include this Page as the First Page in the Proposal Response

RFP No. 2027-014

Proposal Title: A/E Design Services for Elementary School Renovations

This is Lynchburg City School’s Request for Proposals (RFP) No. 2027-014 issued August 13, 2026. Direct inquires

for information should be directed to Stephanie Suter: stephanie.suter@lynchburgva.gov or 434-455-3963. All

requests for clarification of or questions regarding this RFP must be made in writing and be received by 2 :00

PM on September 17, 2026. All responses to this solicitation shall be in strict accordance with the requirements

set forth in this RFP document and the ensuing contract documents.

An optional Pre-Proposal Conference will be held beginning at 10:00 AM, August 27, 2026 at R.S. Payne Elementary

School, 1201 Floyd Street, Lynchburg, 24501. Brief site visits of the other three schools will immediately follow. To avoid

disruption, this will be the only time prior to the proposal deadline when the schools will be open for tours.

Sealed proposals will be publicly accepted prior to 5:00 PM, September 25, 2026; however, only the names of

firms responding will be available for announcement. Proposals received after the stated due date and time shall

not be considered and will be returned to the Offeror. Submit proposals in a sealed, opaque envelope, and put

the RFP number, title, due date and time on the lower left front. Offerors are responsible for having their proposal

stamped by Procurement Division staff before the deadline indicated above and acknowledge all addenda so

issued in the space provided below. Any alteration or changes to this RFP will be made only by written addendum

issued by the Procurement Division and all Offerors are responsible for obtaining issued addenda from the City’s

Procurement website: https://www.lynchburgva.gov/Bids.aspx.

Acknowledge receipt of addenda here: No. ____ Date: _______ No. ____ Date: _______ No. ____ Date: __ __

Submit proposals electronically or by mail, ground delivery, or hand delivered to:

Procurement Division

900 Church Street

Lynchburg, Virginia 24504

Information the Offeror deems Proprietary is included in the proposal response in sections(s): ______________

See Paragraph B. on page 2 for guidelines on submitting proprietary information.

In compliance with this RFP and all the conditions imposed therein, the undersigned offers and agrees to furnish

the services in accordance with the attached proposal or as mutually agreed by subsequent negotiations. By my

signature below, I certify that I am authorized to bind the Offeror in any and all negotiations and/or contractual

matters relating to this Request for Proposals. Sign in ink and type or print requested information.

Full Legal Name of Offeror:

Fed ID OR SOC. SEC. NO.:

Date:

Address:

Phone: ( )

E-mail address:

Signature:

Typed or Printed Name, Title

__________________________

______

City Procurement Manager’s Signature

Page 1 of 11

SUBMISSION OF PROPOSALS

A. To submit a proposal electronically, access the Submit Online button as part of the RFP description

on the City’s Bid Postings webpage: https://www.lynchburgva.gov/Bids.aspx. All proposals

submitted should be uploaded as a single PDF file and must be submitted by the deadline. Late

proposals will not be considered. Proposals will be stored in a secure folder until after the

deadline has passed then accessed by Procurement staff.

B. Submission of Proprietary Information

Trade secrets or proprietary information submitted by an Offeror in connection with this

procurement transaction shall not be subject to public disclosure under the Virginia Freedom of

Information Act; however, the Offeror must invoke the protection of this section prior to or upon

submission of the data or the materials, and must identify the data or other materials to be

protected and state the reason why protection is necessary (Section 2.2-4342 F. of the Code of

Virginia). Offerors shall submit, in a separate section of the proposal, any information considered

proprietary and any copyrighted material and clearly identify the information as proprietary

and/or copyrighted information. Offerors may not declare their entire proposal proprietary nor

may they declare proposed pricing to be proprietary. References may be made within the body

of the proposal to proprietary information; however all information contained within the body of

the proposal not in the separate section labeled proprietary shall be considered Public Information.

C. Proposals having any erasures or corrections must be initialed by the Offeror in ink.

D. LCS reserves the right to accept or reject any or all proposals, to waive informalities, and to reissue

any request for proposals and to award contracts to multiple Offerors. Any contract resulting from

this Request for Proposal shall not be exclusive to the Successful firm. LCS reserves the right to

contract with firms not party to the resultant contract for similar work if it determines this to be in

their best interest. If this is a cooperative procurement, each entity referenced will award a

contract in accordance with its respective independent procurement policies and procedures and

as it deems will best serve its interest.

E. By submitting a proposal response, the Offeror agrees that the proposal response will not be

withdrawn for a period of 180 days following the due date for proposal responses.

F. By submitting a proposal response, the Offeror certifies that it has not combined, conspired or

agreed to intentionally rig, alter or otherwise manipulate, or to cause to be rigged, altered or

otherwise manipulated its proposal response for the purpose of allocating purchases or sales to or

among persons, raising or otherwise fixing the prices of the goods or services, or excluding other

persons from dealing with LCS.

G. By submitting a proposal response, the Offeror certifies that its proposal is made without collusion

or fraud and that it has not offered or received any kickbacks or inducements from any other

Offeror, supplier, manufacturer or subcontracting firm in connection with its proposal; and that it

has not conferred on any public employee having official responsibility for this procurement

transaction any payment, loan, subscription, advance, deposit of money, services or anything of

more than nominal value, present or promised.

H. LCS will not be responsible for any expense incurred by any Offeror in preparing and submitting a

proposal response. All proposals submitted will become the property of LCS.

Page 2 of 11

II. GENERAL INFORMATION AND BACKGROUND

Lynchburg City Schools (LCS) is seeking proposals from highly qualified firms with expertise in K-12

renovation design, the demonstrated ability to create construction plans and specifications, and

proven experience in the Construction Manager project delivery method to help modernize the

elementary schools listed below. A phased implementation plan will likely be required to not disrupt or

displace the students during construction. Future phases such as construction administration may be

awarded to the selected offer and negotiated as a separate Task Order to the contract.

• Heritage Elementary School: Built in 1957 as Brookville Elementary School and later annexed to

LCS in 1975 then became Heritage Elementary School in 1978. The building has had several

renovations and additions since then including a three-classroom addition in 1964, A roughly

10,000 sqft addition in 1993, a Switchboard upgrade in 2015, and a new roof in 2020. Proposed

renovations include but are not limited to:

a. Aluminum Door & Window replacement

b. Caulk Exterior Envelope

c. Paint Exterior

d. Plumbing Upgrades (Replace DW, Add HW to sinks, Replace all fixtures)

e. Replace Boilers

f. Replace Roof Mounted Exhaust Fans

g. Update Trumbull Electrical Panels

h. New Gym

i. Access control upgrades

• Sandusky Elementary School: Built in 1964 with additions added in 1967 and 1975. Proposed

renovations include but are not limited to:

a. Reroof entire building

b. Replace aluminum windows

c. Replace aluminum doors

d. Replace exterior classroom HM Doors

e. Caulk exterior envelope

f. Paint exterior

g. Repair exterior soffits

h. Plumbing upgrades (DW, water heaters, HW, Fixtures & Full Reno

i. Replace AHU's & Condensing units

j. Replace electric baseboard radiators

k. Replace VAV boxes

l. Replace electrical panels throughout bldg.

m. Replace PA, Bell, Clock, & Fire Detection System

n. Replace all Lighting & Ceilings

o. New Gym

p. Access control upgrades

Page 3 of 11

• Robert S. Payne Elementary School: Built in 1926 and has gone through one eight-phase

renovation from 1987-1998. The roof was replaced in 2019 and the building is currently undergoing

significant building envelope improvements that are scheduled to be completed in early 2027.

Proposed renovations include but are not limited to:

a. Install/update automatic sprinkler system

b. Replace acoustic ceiling tiles & light fixtures in gym

c. Plumbing upgrades (DW, Sanitary AG, Water Heaters, HW, Fixture replacement, full

reno)

d. Replace chiller

e. Replace air handlers

f. Replace split systems

g. Replace unit ventilators

h. Replace fan coil units

i. Replace base mounted pumps

j. Replace ductwork in auditorium

k. Replace existing windows

l. Replace all lighting and ACT

m. Replace gym equipment & accessories

n. Replace existing Classroom floors

o. Renovate Cafeteria & Kitchen

p. Masterplan design for future work (civil/site)

• Perrymont Elementary School: Built in 1954 with an addition in 1956. There have been several

renovations since then including a renovation in 1983, an 11,232 sqft addition in 1993, and a gym

addition in 2020. Proposed renovations include but are not limited to:

a. Renovate or replace elevator

b. Replace water heaters and piping

c. Provide hot water piping to all sink

d. Replace sinks, water closets and urinals

e. Replace air handlers

f. Replace split systems

g. Replace fan coil units

h. Replace roof mounted exhaust fans

i. Replace pumps

j. Exterior and emergency lighting

k. Replace public address, clock, bell, and fire alarm systems

l. Access control upgrades

During Fiscal Year 2021-2022, the division engaged a firm to conduct a facility condition assessment,

which was completed and is attached for informational purposes.

Page 4 of 11

III. SCOPE OF SERVICES

Design Services

This phase will consist of preliminary design services, if needed, from the scoping stage through the

completion of final design. This includes the Pre-Scope/Kick-off, Scope Meeting, Preliminary Inspections,

and Public Involvement and outreach, if needed. Services required will be dependent on the proposer’s

decision of use of previous documents, reports, calculations and plans and to what level of use. A

Construction Manager will be selected no later than the 30% design phase.

Future phases such as construction administration may be awarded to the selected offeror and negotiated

as a separate task order to the original contract.

Construction Plan and Specification Preparation:

1. Adhere to the City’s published design standards and standard bidding format.

2. Prepare detailed plans and specifications based on the plan approval.

3. Print and provide necessary copies of architectural/engineering drawings and final contract

specifications.

4. Plans shall be prepared in the latest available version of AutoCAD.

5. Prepare preliminary cost estimates for construction.

6. Prepare detailed phasing plans for construction to work during scheduled summer vacations,

winter breaks, and other viable times to complete construction activities working with the

schedule of the school division.

Responsibilities of Lynchburg City Schools:

1. Guarantee access to each of the schools mentioned above and make all provisions for the

Architect to enter upon public property to perform his/her services under this agreement.

2. Give prompt written notice whenever LCS observes or otherwise becomes aware of any

development that affects the scope or timing of the Architect’s services.

Mandatory Requirements:

1. Compliance with all applicable terms of this RFP and the subsequently negotiated Contract.

2. Compliance with all applicable standards of the associated profession.

3. Compliance with all applicable Federal, State and local laws.

IV. PROPOSAL PREPARATION

Proposals must address the tasks included in the Scope of Services and the Criteria for Proposal

Evaluation. Proposals should be prepared simply, providing straightforward and concise responses to

requests for information and descriptions of qualifications and capabilities. Responses shall be limited

to no more than 20 double-sided or 40 single-sided pages excluding the Cover, Section Divider Tabs

and Request for Proposal Title Page. Each copy of the proposal must be bound with all documentation

in a single volume where practical. Failure to do so will result in a lowered evaluation. Incomplete

proposals may be determined nonresponsive and proposals with extraneous information will receive a

Page 5 of 11

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

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A/E DESIGN SERVICES FOR ELEMENTARY SCHOOL RENOVATIONS

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See also