PETROLEUM PRODUCTS FOR AVIATION AND RENTAL VEHICLES

Location:	Virginia
Posted:	May 1, 2026
Due:	Jun 10, 2026
Agency:	City of Lynchburg
Type of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles W - Lease or Rental of Equipment
Solicitation No:	2026-085
Publication URL:	To access bid details, please log in.

Bid Number:	2026-085
Bid Title:	PETROLEUM PRODUCTS FOR AVIATION AND RENTAL VEHICLES
Category:	Invitation for Bids
Status:	Open

Description:

LIVE BID OPENING

OPTIONAL VIRTUAL PRE-BID MEETING

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Publication Date/Time:

5/1/2026 12:00 PM

Closing Date/Time:

6/10/2026 3:00 PM

Pre-bid Meeting:

05/15/2026 at 10:30 AM

Contact Person:

dana.maule@lynchburgva.gov

Attachment Preview

CITY OF LYNCHBURG, PROCUREMENT DIVISION

LYNCHBURG, VA 24504, (434) 455-3970

Petroleum Products for Aviation and Rental Vehicles

INVITATION FOR BID #2026-085

ISSUED: May 1, 2026

DUE: June 10, 2026, at 3:00 p.m.

Invitation for Bid Prepared By:

Dana Maule - Buyer

www.lynchburgva.gov

Table of Contents

Title

Page #

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

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

General Provisions and Technical Specifications.………………………………………………………………..…...20

Terms and Signature Sheet………………………………………………………………………..………………………….…24

Statement of Experience……………………………………………………………………………………………………….…25

Statement of Available Resources………………………………………………………….………………………………..26

Corporate Status Form……………………………………………………………………………….……………………………27

Questions to Bidders/Offerors…………………………………………………………………………………………………28

Bid Pricing Sheet.….....………………………………………………………………………………………………..……………29

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 Dana Maule at 434-455-3965, or by email to

dana.maule@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.

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PETROLEUM PRODUCTS FOR AVIATION AND RENTAL VEHICLES

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