LYNCHBURG HILLCATS OUTDOOR FURNITURE AND DRINK RAIL INSTALLATION

Location:	Virginia
Posted:	Nov 25, 2025
Due:	Dec 19, 2025
Agency:	City of Lynchburg
Type of Government:	State & Local
Category:	71 - Furniture
Solicitation No:	2026-054
Publication URL:	To access bid details, please log in.

Attachment Preview

CITY OF LYNCHBURG, PROCUREMENT DIVISION

LYNCHBURG, VA 24504, (434) 455-3970

Lynchburg Hillcats Outdoor Furniture and

Drink Rail Installation

INVITATION FOR BID #2026-054

ISSUED: November 25, 2025

DUE: December 19, 2025 at 3:00 p.m.

Invitation for Bid Prepared By:

Will Ruberry - Contract Specialist, CPPB

www.lynchburgva.gov

Table of Contents

Title

Page #

General Terms and Conditions…………………………………………………………………………………………………..3

Instructions to Bidders……………………………………………………………………….…………………………………...18

Terms and Signature Sheet………………………………………………………………………..………………………….…20

Statement of Experience……………………………………………………………………………………………………….…21

Statement of Available Resources………………………………………………………….………………………………..22

Corporate Status Form……………………………………………………………………………….……………………………23

Questions to Bidders/Offerors…………………………………………………………………………………………………24

Bid Item Listing...….....………………………………………………………………………………………………..……………25

THE CITY OF LYNCHBURG

LYNCHBURG, VIRGINIA

GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

(Bidder: The general rules and conditions that follow apply to all purchases by the City of Lynchburg, through its Procurement

Division and become a definite part of each formal solicitation, purchase order or other award issued by the Procurement

Division, unless otherwise specified. Bidders or their authorized representatives are expected to fully inform themselves as to

the conditions, requirements and specifications before submitting bids. Failure to do so will be at the bidder's own risk, and a

bidder cannot secure relief from the conditions on the plea of error.)

Subject to all applicable laws, ordinances, policies, resolutions, regulations and all limitations imposed thereby, bids on all

solicitations issued by the Procurement Division will bind bidders to the conditions and requirements herein set forth unless

otherwise specified in the solicitation.

1. DEFINITIONS: The definitions in the Virginia Public Procurement Act and Lynchburg Public Procurement Code apply. In

addition, the following definitions apply to these General Conditions and Instructions to Bidders:

a. BID: The written offer of a bidder to the City, submitted in response to a solicitation by the City, to provide the City

specific goods or services at specified prices and/or other conditions specified in the solicitation, unless indicated to the

contrary, as used herein, bid includes a bid submitted in response to an Invitation for Bid.

b. BIDDER: Any person who submits a bid to the City.

c. CITY: The City of Lynchburg, Virginia

d. CONTRACTOR: Any person, including without limitation, any company, individual, firm, corporation, partnership joint

venture, or other organization with which the City contracts.

e. INVITATION FOR BID (IFB): A written request made to prospective vendors (bidders) for their bids on goods or services

desired by the City when initiating Contractor selection by means of Competitive Sealed Bidding.

f. NON-PROFESSIONAL SERVICES: Any services not specifically identified as professional services in the definition of

professional services

g. PROCUREMENT MANAGER: The Procurement Manager employed by the City.

h. SOLICITATION: The document published by the City notifying the public and prospective bidders that the City is seeking

vendors to submit bids to provide goods or services to the City and providing information regarding the procurement

process, the City's requirements, and terms and conditions of any resulting contract.

i. STATE: Commonwealth of Virginia.

SPECIFICATIONS

2. QUESTIONS OR COMMENTS: For City solicitations done through the Procurement Division, all contact between bidders or

prospective bidders and the City shall be only with the Procurement Division. Any questions which may arise as a result of

this solicitation may be addressed to Will Ruberry at 434-455-3943, or by email to william.ruberry@lynchburgva.gov.

Inquiries must be received at least 7 days prior to the due date in order to be considered. Contact initiated by a bidder

concerning this solicitation with any other City representative, not expressly authorized elsewhere in this document, is

prohibited. No bidder or potential bidder shall initiate or engage in any discussions with any other employee of the City or

any member of the City Council while a solicitation is outstanding concerning the contents of such solicitation or with the

intent to influence or interfere with the contract award authorized by and described in such solicitation. A violation hereof

may result in the disqualification of such bidder.

3. ADDENDA: Any changes or supplemental instructions to this Invitation for Bid shall be in the form of written addenda. All

addenda are downloadable from the Procurement web site at http://www.lynchburgva.gov/bids.aspx. Each bidder is

responsible for determining that all addenda issued have been received and shall acknowledge receipt of all addenda in the

space provided or by returning a copy of each signed addendum. All addenda shall be issued no later than 5 days prior to the

bid due date. Failure to do so may result in rejection of the bid. All addenda so issued shall become part of the IFB and any

resulting contract documents. Oral answers shall not be authoritative and shall not provide any basis for reliance by a bidder.

4. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in the Invitation for Bid, the name of a certain brand, make or

manufacturer does not restrict bidders to the specific brand, make or manufacturer named. Such a brand name conveys

the general style, type, character and quality of the article desired, and any article which the City, in its sole discretion,

determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for

the purpose intended shall be accepted.

5. FORMAL SPECIFICATIONS: When an Invitation for Bid indicates that it is a "formal specification" (no substitute), or

otherwise states that the article specified, and no other, shall be provided, then the bidder shall furnish the article in strict

conformity with the specification and may not offer a purported equal or substitute. The bidder shall abide by and comply

with the true intent of the specifications and not take advantage of any unintentional error or omission. The bidder shall

fully complete every part as the true intent and meaning of the specifications and drawings. Whenever a specification

requires articles, materials, or workmanship to conform to laws, ordinances, regulations, building codes, underwriter

laboratory standards, ASTM standards, or similar law or standards, the specification shall be construed to require at least

the minimum acceptable standard allowed by the cited law or standard under the circumstances unless otherwise

indicated.

6. OMISSIONS AND DISCREPANCIES: Unless otherwise indicated, any specification for an item of equipment shall be

interpreted to include not only the item of equipment specified, but also those parts, items, appurtenances and accessories

reasonably necessary to make the equipment complete and working.

BID PROCESS

7. TIME FOR RECEIVING BIDS: All sealed bids will be ultimately received in the Procurement Division Office, Third Floor, City

Hall. It is the responsibility of the bidder to ensure bids are received by Procurement Staff and time stamped prior to the

deadline for bids. Hand delivered bids may be dropped off at the Citizens First Info Center in the lobby on the First Floor of

City Hall. A Procurement Division Staff member will be notified to come and retrieve the bid and time stamp it at that time.

Bids received prior to the time of opening will be securely kept unopened. No responsibility will be attached to the

Procurement Division for the premature opening of a bid not properly addressed, received, and identified. Any bid opened

prematurely will be resealed and kept securely until the time of opening. Bids, to include addenda or changes to a

response, shall not be accepted via a FAX machine or by Internet E-mail. Late bids will not be accepted and will be returned

unopened.

8. SIGNATURE: All bids shall be signed on the Terms and Signature Sheet in order to be considered. Bids submitted without a

signature shall be rejected. If the Bidder is a partnership or corporation, the Bidder shall show the title of the individual

signing the bid, and if the individual is not an officer of the partnership or corporation, if requested, the Bidder shall submit

proof that the individual has the authority to bind the partnership or corporation.

9. BID BONDS: Only when specifically requested in the bid documents shall each bid be accompanied by a bid bond with

surety satisfactory to the City or a Cashier's or a Certified Check, made payable to the City of Lynchburg. In the event of

default by the Bidder, the deposit shall be and represent liquidated damages to the City. Bids received without a bid bond,

when specifically requested, shall be rejected.

10. BID MODIFICATION AND WITHDRAWAL: Any bidder may withdraw or modify its bid, in writing containing the original

signature of the bidder, which writing must be received by the City prior to the date and time set for submission of bids.

Withdrawal or modification must be in writing and be delivered by one of the following means: (i) hand delivery by the

bidder itself, a courier, or other delivery service; (ii) by mail (no consideration shall be given to any postmark); or (iii) by

marking(s) on the exterior of the bid submission envelope, but only if the marking is dated and includes the original

signature of the bidder. Written modifications of bids should not reveal the bid price contained in the previously submitted

sealed bid, but should simply provide the desired addition, subtraction or modification, so that the final price or terms of

the bid will not be known to the City until the sealed bids are opened. Modifications shall be on the interior envelope and

sealed prior to submittal. No bid shall be altered or amended after the specified time for opening.

11. BIDDERS PRESENT: At the time fixed for the opening of sealed bids, their contents will be made public for the information of

bidders and other interested parties who may be present either in person or by representative. All bids will be opened at

the time and place specified and read publicly and remain available for inspection in the Procurement Division during

regular City business hours by bidders prior to award (unless a determination is made not to make an award) and by the

general public after an award is made. The City will post all notices of award to the Procurement Website.

12. WITHDRAWAL OF BIDS: A bidder may withdraw its bid from consideration if the price bid was substantially lower than the

other bids due solely to a mistake therein, provided the bid 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 a bid, which can be clearly shown by

objective evidence drawn from inspection of original working papers, documents and materials used in the preparation of

the bid sought to be withdrawn. The following procedure as stated in Section 18.1-11 of the Lynchburg Procurement Code

shall be used to request withdrawal of a bid:

a. To withdraw a bid after bid opening due to error, a bidder must satisfy the substantive requirements of Va. Code §2.2-

4330. In addition, the following procedures shall apply:

1. The bidder shall give notice in writing of his claim of right to withdraw his bid within two business days after the

conclusion of the bid opening procedure and shall submit original work papers with such notice.

2. The mistake may be proved only from the original work papers, documents and materials

delivered as required herein.

b. This section shall be deemed to be incorporated automatically into all invitations to bid issued by the city pursuant to

the Lynchburg public procurement code. Nonetheless, the city manager or his designee(s) should ensure that this

section is set out in all invitations to bid.

If a bid is withdrawn under the authority of this section and the solicitation is not cancelled, the lowest responsive and

responsible remaining bid shall be deemed to be the low bid. No bidder who is permitted to withdraw a bid shall, for

compensation, supply any materials or labor to or perform any contract or other work agreement for the person or firm to

whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which

the withdrawn bid was submitted.

13. ERRORS IN BID: When an error is made in extending the total prices, the unit bid price will govern. Erasures in bids must be

initialed by the bidder. Carelessness in quoting prices or in preparation of the bid otherwise will not relieve the bidder.

Bidders are cautioned to recheck their bids for possible errors. Errors discovered after public opening cannot be corrected,

and the bidder will be required to perform if his bid is accepted, unless the bidder successfully withdraws its bid in

accordance with paragraph 12, Withdrawal of Bids.

14. BIDDERS INTERESTED IN MORE THAN ONE BID: If more than one bid is offered by any one person, by or in the name of their

clerk, partner, firm, or corporation, all such bids may be rejected. A contractor who has quoted prices on work or supplies

to a bidder is not thereby disqualified from quoting prices to other bidders or firms submitting a bid directly for the work,

material or supplies.

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

Bid Number:	2026-054
Bid Title:	LYNCHBURG HILLCATS OUTDOOR FURNITURE AND DRINK RAIL INSTALLATION
Category:	Invitation for Bids
Status:	Open

LYNCHBURG HILLCATS OUTDOOR FURNITURE AND DRINK RAIL INSTALLATION

Attachment Preview

See also