Project Information

Bid Title

TACTICAL RIFLES AND RELATED ACCESSORIES FOR THE LPD

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Nov 10, 2025

Closing Date

Nov 25, 2025

Government Level

State & Local

Status

Closed

Ref. #

2026-043

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	2026-043
Bid Title:	TACTICAL RIFLES AND RELATED ACCESSORIES FOR THE LPD
Category:	Invitation for Bids
Status:	Open

Description: OPTIONAL VIRTUAL PRE-BID MEETING (click here) LIVE PUBLIC BID OPENING (click here) 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: 11/10/2025 11:15 AM Closing Date/Time: 11/25/2025 3:00 PM Pre-bid Meeting: 11/17/2025 @ 10:00 A.M. Contact Person: MATTHEW.MARSTELLER@LYNCHBURGVA.GOV Related Documents: 2026-043 TACTICAL RIFLES AND RELATED ACCESSORIES

Attachment Preview

CITY OF LYNCHBURG, PROCUREMENT DIVISION

LYNCHBURG, VA 24504, (434) 455-3970

TACTICAL RIFLES AND RELATED ACCESSORIES

FOR THE LYNCHBURG POLICE DEPARTMENT

INVITATION FOR BID #2026-043

ISSUED: November 10, 2025

DUE: November 25, 2025 at 3:00 p.m.

Invitation for Bid Prepared By:

Matt Marsteller

Senior Contract Specialist, CPPB

www.lynchburgva.gov/Bids.aspx

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Table of Contents

Title

Page #

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

Instructions to Bidders…………………………………………………………………………………………………………...21

Scope of Needs..………………………………………………………………………………………………..…………………...22

Terms and Signature Sheet…………………………………………………………………………….…………………….…23

Statement of Experience…………………………………………………………………………………..………………….…24

Statement of Available Resources…………………………………………………………………………………………..25

Corporate Status Form……………………………………………………………………………………………………………26

Questions to Bidders/Offerors…………………………………………………………………………………………..……27

Attachment A (Bid Form)

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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

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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 Matt Marsteller at 434-

455-4233, or by email to matthew.marsteller@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

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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:

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Commodity Codes

• NAICS 332994Small Arms, Ordnance, and Ordnance Accessories Manufacturing
• NAICS 423910Sporting and Recreational Goods and Supplies Merchant Wholesalers

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