AIRCRAFT STORAGE HANGARS AND AERONAUTICAL LAND LEASE

Location:	Virginia
Posted:	Apr 16, 2025
Due:	May 21, 2025
Agency:	City of Lynchburg
Type of Government:	State & Local
Category:	X - Lease or Rental of Facilities
Solicitation No:	2025-046
Publication URL:	To access bid details, please log in.

Bid Number:	2025-046
Bid Title:	AIRCRAFT STORAGE HANGARS AND AERONAUTICAL LAND LEASE
Category:	Request for Proposals
Status:	Open

Description:

OPTIONAL VIRTUAL PRE-PROPOSAL MEETING

You can now submit your IFB or RFP response online. Simply click the button below, fill out the form, and attach your documents.

Submit Online

Publication Date/Time:

4/16/2025 11:50 AM

Closing Date/Time:

5/21/2025 4:00 PM

Pre-bid Meeting:

04/30/2025 @ 2:00 PM

Contact Person:

MATTHEW.MARSTELLER@LYNCHBURGVA.GOV

Attachment Preview

REQUEST FOR PROPOSALS TITLE PAGE

Include This Page as the First Page in Your Proposal Response

City of Lynchburg, Virginia

Procurement Division

Proposal Title: Aircraft Storage Hangars and Aeronautical Land Lease

This is the City of Lynchburg's Request for Proposals (RFP) No. 2025-046, issued April 16, 2025.

Direct inquires for information to: Matt Marsteller; Phone: 434-455-4233 or e-mail at

matthew.marsteller@lynchburgva.gov All requests for clarification of or questions regarding this RFP

must be made in writing and be received by 4:00 p.m. on May 12, 2025. All Addenda shall be issued

no later than 4:00 p.m. on May 14, 2025. All responses to this solicitation shall be in strict accordance

with the requirements set forth in this proposal document and the ensuing contract documents.

Sealed proposals will be publicly accepted prior to 4:00 p.m., May 21, 2025; 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. Submit proposals electronically through the City’s Bid Postings website as

noted below. Acknowledge all addenda so issued in the space provided below. Any alteration or changes

to this Request for Proposals will be made only by written addendum issued by the City of Lynchburg,

Procurement Division.

An Optional Virtual Pre-proposal meeting will take place on Wednesday April 30, 2025 at 2:00 p.m.

via a Microsoft Teams link posted to the City’s website at the address listed below. In-Person site visits

to view the hangars and office space can be scheduled with Matt Marsteller by calling 434-455-4233.

All Offerors are responsible for obtaining issued addenda from the City’s Procurement website:

http://www.lynchburgva.gov/Bids.aspx

Acknowledge receipt of addenda here: No. ________ Date: _______ No. _______ Date: _______ No. _______ Date:

______

Submit Proposals: BY MAIL OR GROUND DELIVERY TO:

Procurement Division

Third Floor City Hall

900 Church Street

Lynchburg, Virginia 24504

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

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

information.

In compliance with this Request for Proposals 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 Signature

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I. SUBMISSION OF PROPOSALS

To submit a proposal, 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. The City 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. The City 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.

E. By submitting a proposal, the Offeror agrees that the proposal will not be withdrawn for a period of 90

days following the due date for proposal responses.

F. By submitting a proposal, 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 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 the City.

G. By submitting a proposal, 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. Nothing herein is intended to exclude any responsible Offeror or in any way restrain or restrict

competition. All responsible Offerors are encouraged to submit proposals.

I. It is the policy of the City of Lynchburg to maximize participation by minority and women owned

business enterprises in all aspects of City contracting opportunities. The City does not discriminate

against faith-based organizations.

J. The City will not be responsible for any expense incurred by any Offeror in preparing and submitting a

proposal. All proposals submitted will become the property of the City.

K. By submitting a proposal, the Offeror is certifying that Offeror is not currently debarred by the City, or in

a procurement involving federal funds, by the Federal Government. A copy of the City debarment

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procedure in accordance with Section 18.1-10 of the City’s Procurement Ordinance is available upon

request.

II. PURPOSE

The City of Lynchburg (City) is soliciting proposals from entities wishing to lease two (2) aircraft storage hangars,

one with an adjoining office and reception area and the other with an adjoining office, classroom, and reception

area from the Lynchburg Regional Airport (LYH). The awarded entity will enter into a Lease Agreement with the

City for the right to occupy and utilize the space. A sample Lease Agreement is noted as Attachment A of this

RFP document.

III. BACKGROUND

LYH, established in 1931, is a primary, non-hub commercial service airport with a 261,000-population service

area comprised of the City of Lynchburg and the four surrounding counties - (Amherst, Appomattox, Bedford and

Campbell), located in the heart of central Virginia. LYH plays a key role in the region’s growth, serving as a

convenient global gateway for the area’s international corporations, manufacturing plants, research and

development firms, and colleges and universities.

The airport is served by one full-service Fixed Base Operator (FBO) providing aircraft maintenance, fuel sales,

flight training, aircraft sales and charter services, that also supports the Liberty University School of Aeronautics

flight program. LYH is currently classified as an Aircraft Rescue and Firefighting "Index A" airport by the Federal

Aviation Administration and is certified under Federal Aviation Regulation (FAR) Part 139.

LYH is served by the regional affiliates of one major airline, American Airlines, with four to five daily departures

to Charlotte most days provided by its regional affiliate Piedmont Airlines. The airport currently offers

approximately 250 daily departure seats and airline passenger traffic. In 2024, it totaled 158,207.

There are four (4) rental car companies located inside the LYH passenger terminal, which include: Avis, Budget,

Dollar/Hertz, and Enterprise/National. Adjacent to the passenger terminal is the rental car pickup and return lots.

There is also an on-site car wash bay area and fueling island.

Public bus transportation is available through the Greater Lynchburg Transit Company (GLTC) Flex on Demand

transportation. Arrangements for taxicab, limousine services, or Transportation Network Company(s) (TNC’s)

must be made in advance or upon arrival at the passenger terminal.

The airport’s current lease agreement for the hangars and related space is with Bon Air Brokerage, LLC. The

lease is set to expire on June 30, 2025. A six (6) month extension is being executed which makes the lease

agreement’s new expiration date December 31, 2025. The new Lease Agreement executed as a result of this RFP

process will be effective January 1, 2026.

IV. GENERAL SCOPE

A. Term of Contract

The initial term of the Contract shall be for five (5) years, with the option to renew for up to five (5) additional

years in one (1) year term increments.

Offeror’s Minimum Experience and Qualifications

The following Offerors' minimum qualifications are required:

1. Five (5) years of experience leasing and/or sub-leasing airport hangars and related space.

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B. General Scope of Services to be Offered by the Awarded Entity

City is seeking a qualified and experienced commercial aeronautical service provider (as defined by FAA

Order 5190.6B, change 3) interested in a commercial lease property at the Lynchburg Regional

Airport. Primary use of the facility shall be for aviation activities. Examples of such include FBO services,

Aircraft Management, A & P repair services, avionics services, flight training, private or corporate hangar

activities, aviation research and development, aviation education/technical training and other aviation

related businesses. These are examples only and not meant to restrict any other appropriate aviation related

activity.

Any selected Respondent must be informed of and meet Airport Minimum Standards as published by the

Lynchburg Regional Airport. Respondents agrees to adhere with any future updates to the Airport’s

Schedule of Minimum Standards for Commercial Aeronautical Activities throughout the duration of their

lease (current version is included in Exhibit III within the lease of property agreement).

C. Airport Property to be Leased

1. The City’s intention is to lease the following buildings and related office space at the Lynchburg

Regional Airport (the dimensions and size are approximate) as shown on Exhibit 1 within the lease of

property agreement.

a. An aircraft storage hangar consisting of 10,000 square feet (known as Hangar #1, AP 204), and an

adjoining office and reception area consisting of 1,600 square feet;

b. An aircraft storage hangar consisting of 6,000 square feet (known as Hangar #3, AP 205), and an

adjoining office, classroom and reception area consisting of 1,800 square feet.

c. The contracted entity shall be permitted the non-exclusive use of the public vehicle parking areas that

serve the adjacent hangars (#1 and #3) within the areas marked in yellow in Exhibit I within the lease

of property agreement.

d. The contracted entity will not have the authority to use any other Airport premises or facilities without

the prior approval of the City, other than those outlined in the executed Lease Agreement.

e. Monthly rent for the leasing of the hangars and space shall be paid to LYH. Entities submitting

proposals shall indicate the amount of monthly rent they are willing to pay in the Monthly Rental Fee

section of their proposal. Rent will increase annually as negotiated between the City and Lessee prior

to final lease agreement execution. The annual increase currently noted in the Sample Lease Agreement

is 3%.

V. PROPOSAL PREPARATION

Proposals must clearly outline the Offeror’s intention for the use of the hangars and related leased space.

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 15 double-sided

pages or 30 single-sided pages; excluding the cover, section tabs, any issued addenda and the 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. Proposals with extraneous information will receive a lower

ranking and incomplete proposals may be determined nonresponsive.

Offerors should organize their proposals using the format described below:

Title page

Furnish the REQUEST FOR PROPOSALS TITLE PAGE and include it as the first page of the proposal. The

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name stated on the Title Sheet must be the full legal name of the Offeror and the address must be that of the office

which will have the responsibility for the services provided.

Offerors should acknowledge receipt of any addenda issued in the section provided and include signed copies

behind the Title Page. Specify any sections that contain proprietary information on the line provided, refer to

Paragraph B on Page 2 for guidelines. Failure to complete the Title Page may result in the proposal being deemed

non-responsive.

Executive Summary

Provide a brief narrative summarizing the Offeror’s approach to the use of the hangars and related leased space

noted above.

Please include the following after the narrative:

For proposals to be considered the following must be included in your submittal:

1. The names and number of years the firm has been in business under current or previous names or

additional assumed business names.

2. The name and title of the person authorized to execute a contract on behalf of the firm.

3. Cover Letter - Proposer’s name, address, telephone number, email address, and any general

information the Proposer desires to emphasize.

4. Business and Operations Plan

a. Include the specific type of business the Proposer intends to operate.

b. Describe how the business will be organized and day-to-day operations managed at the

Lynchburg Regional Airport.

5. Experience

a. Length of time in business, and other matters relating to relevant experience.

6. Business References with which the Proposer has conducted business operations during the past three

(3) years.

a. References must include company name, contact person, title, address, telephone number,

email address, and a brief statement of the business association.

7. Any additional services or procedures of benefit to the City not specifically required by this Request

for Proposal, which the Contractor offers to provide.

8. Complete pricing for all services in the proposal.

9. The caption, case number, Court, Counsel, and general summary of any litigation pending or

judgment rendered within the past three (3) years involving the proposer.

Hangar Usage Plan

Please provide a detailed plan on the use of the hangars and their related space. This shall include any proposed

improvements the Lessee intends to make to the leased space.

Monthly Rental Fee

The minimum allowable rent shall be no less than $6,000.00 per month, with no proposed improvements made,

but is negotiable based on proposed improvements. Proposals may include a rent higher than the minimum, which

will be taken into consideration during the proposal review process.

Additionally, there will be an annual percentage rental adjustment as noted in the lease agreement on the first day

of July each year thereafter. Final percentage increase to be negotiated prior to lease agreement execution.

VI. PROPOSAL EVALUATION CRITERIA & METHOD OF AWARD

All proposals that adequately address the information requested in this RFP will be evaluated on the basis of

professional experience, qualifications, the hangar usage plan, and specifically, the criteria listed below. The

City reserves the right to reject all proposals submitted if it is in the City’s best interest.

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

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AIRCRAFT STORAGE HANGARS AND AERONAUTICAL LAND LEASE

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