Project Information

Bid Title

PQ ARCHITECTURAL AND ENGINEERING SERVICES FOR BUILDINGS GROUNDS AND PARKS

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Jan 14, 2026

Closing Date

Feb 18, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-012

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	2026-012
Bid Title:	PQ ARCHITECTURAL AND ENGINEERING SERVICES FOR BUILDINGS GROUNDS AND PARKS
Category:	Request for Proposals
Status:	Open

Description: 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: 1/14/2026 10:10 AM Closing Date/Time: 2/18/2026 4:00 PM Contact Person: william.ruberry@lynchburgva.gov Related Documents: 2026-012 PQ ARCHITECTURAL AND ENGINEERING SERVICES FOR BUILDINGS GROUNDS AND PARKS

Attachment Preview

REQUEST FOR PROPOSAL TITLE PAGE

Include This Page as the First Page in Your Proposal Response

Proposal Title: Pre-Qualification for Architectural and Engineering Services for Buildings, Grounds, and Parks

This is the City of Lynchburg's (City) Request for Proposals (RFP) No. 2026-012, issued January 14, 2026. Direct

inquires for information should be directed to: Will Ruberry, Phone: 434-455-3943 or e-mail at

william.ruberry@lynchburgva.gov. All requests for clarification of or questions regarding this RFP must be made in

writing and be received by 4:00 PM on February 11, 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.

Sealed proposals will be publicly accepted prior to 4:00 PM on February 18, 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. 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’s 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: __ __

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 Proposal. Sign in ink and type or print requested information.

Group

Yes No

1. Architectural



3. Mechanical, Electrical, Plumbing

(MEP) Engineering



5. Neighborhood and Park

Planning



7. Park and Trail Design Services



Full Legal Name of Offeror:

Fed ID OR SOC. SEC. NO.:

Address:

Signature:

Group

2. Structural Engineering

4. Roofing

6. Landscape Architecture

8. General

Date:

Phone: ( )

Email:

Typed or Printed Name, Title

Yes No









City Contract Specialist’s Signature:

Page 1 of 19

I.

SUBMISSION OF PROPOSALS

A. 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

Page 2 of 19

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

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

II.

DEFINITIONS

As-builts – In accordance with the City’s Design Manual requirements, the Offeror shall be capable to

prepare a set of as-built prints of drawings and electronic files, showing the changes made during the

construction phase of the project. These shall be based on red-line drawings provided by the contractor.

Bid phase services - The Offeror may be required to provide consulting services during the bid phase

of projects. This may include development of bid alternates; facilitation and documentation of pre-bid

conferences; consultation on the acceptability of substitute materials; responding to bidder’s questions;

preparation of addenda; and review, evaluation and negotiation of the lowest responsible bids.

Building Systems Commissioning – The Offeror shall demonstrate the experience of understanding

system design to test its functionality. This is accomplished by simulating multiple scenarios and

confirming that each mechanical, electrical and plumbing system operates as it was designed.

Condition assessment - The Offeror shall demonstrate the capability of providing existing

infrastructure condition assessments.

Construction administration - The Offeror shall demonstrate the ability to provide construction

administration services for facility projects. Work may include facilitation and documentation of the

pre-construction conference; review and approval of shop drawings, tests, and inspections; determine

the acceptability of substitute materials or equipment; make project inspections and document the

findings of work quality; approve or disapprove work completed by the contractor; review the

contractor's schedule throughout the project; respond to requests for information pertaining to the

design and issue instructions to the contractor; prepare and/or review change orders; review and

approve contractor's pay requests; conduct substantial completion inspections and preparation of the

project punch-list; and otherwise act as the representative of the City to the extent authorized during

the construction phase of the project.

Construction inspection - The Offeror shall have available construction inspection services to the

extent required by the City. This may include the use of a full-time project inspector for Quality Control

and or Quality Assurance purposes.

Design document preparation - The Offeror shall have the capacity to produce construction design

documents. This includes: preparation of preliminary architectural/engineering or conceptual design

reports, preparation of Bid Documents (to include drawings, specifications, etc.) in multiple phases to

allow City review and comments, working with City staff in resolving comments, preparation of opinions

of probable construction cost at agreed upon phases of the design project, and working and negotiating

with appropriate government agencies and authorities to achieve project approval.

Design reports, plans and specifications shall be signed and sealed by a Professional Engineer, licensed

in the Commonwealth of Virginia. The City Procurement Division provides front-end documents and

specifications for most bid projects.

HVAC – Heating, ventilation and air conditioning; this is part of the mechanical component of MEP

that regulates the buildings air filtration, humidity control, water cooling/heating and ex haustion

system.

Page 3 of 19

MEP – Mechanical, Electrical and Plumbing Engineering that encompasses the interior aspects of

building design and construction.

Project management – The Offeror shall demonstrate experience with project management for

construction related services. The involvement could include project initiation, conception,

planning, execution, contractor performance management and project closeout.

Structural engineering – The Offeror shall demonstrate experience with structural engineering, to

include create drawings and specifications, perform calculations, write reports and evaluations and

designing buildings to withstand a variety of load conditions (wind, snow, earthquakes).

III. INTRODUCTION

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified architectural and

engineering firms (Offeror) that can become pre-qualified consultants for various Buildings, Grounds, and

Parks related professional services. This service has been previously solicited as separate Facilities and Parks

& Recreation professional services contracts. It is the City’s intent to create one contract for professional

services to be provided on an “as needed” or “on-call” basis. When the need for services arises in

connection with a specific project, the City will issue a Task Order to the Consultant for the professional

services.

Pre-qualification does not guarantee any future contract. Per Virginia Code 2.2-4303.1, the sum of all

projects performed in a one-year contract term shall not exceed $10 million and the fee for any single

project shall not exceed $2.5 million. It is understood that projects may not be completed during the

contract term; however, all terms and conditions of this contract shall survive until work is completed.

The City reserves the right to award to multiple firms and pre-qualify firms based on their specific areas of

expertise. Individual work assignments will be negotiated for each specific project on an as needed basis. It

shall be the sole decision of the City regarding which firm the assignment is awarded to, if contracts are

awarded to multiple firms. The City reserves the right to perform work in-house or to award large projects

through a separate procurement action.

The selected Consultant and City will mutually define the project specific scope of services on a per project

basis. The Consultant shall be responsible for performing all professional services as defined in each

approved Task Order, on a per project basis. Development of plans and specifications for projects should

be in conformance with industry standards and current building code as adopted by the City.

Funding for capital and maintenance projects is appropriated by the City’s Capital Improvement Program

(CIP) which is financed by local, state, and federal funds. The City is part of the First Cities Initiative and

receives Community Development Block Grant (CDBG) funds and/or HOME Investment Partnerships

Program (HOME) funds, as well as funding through various federal and state grant awards.

IV. GENERAL INFORMATION

The City of Lynchburg’s Public Works, Parks & Recreation, and Community Development Departments play

a critical role in maintaining and preserving the City's infrastructure, including 113 buildings that range in

size from 775 to 84,900 square feet, 17 parks, and over 40 miles of trails. These facilities require continuous

inspection, monitoring, stabilization, rehabilitation, and reconstruction, both in emergency and non-

emergency situations, to ensure safety and functionality. The City also owns 16 elementary, middle, and

Page 4 of 19

high schools, along with various school administrative buildings, and works with Lynchburg City Schools in

maintaining these buildings. The designs for school buildings will be included with this contract.

The firms selected through this RFP will provide professional services at various stages from pre -

design to post-construction. Services will include: planning, designing, bidding and construction

phases of various buildings and grounds related projects. The level of service requested will vary based

on the scope of any given project. The selected firms shall provide Architectural and Engineering

services meeting all applicable local, state and federal standards, laws, rules and regulations.

V. SCOPE OF SERVICES

This RFP will pre-qualify architectural and engineering firms as consultants that are licensed to perform

services in the Commonwealth of Virginia. The expected services have been broken down into eight (8)

groups, as detailed on the bottom of the Title Page. Offerors may elect to qualify for selection in one or

more groups, dependent on their capabilities. Non-qualification in one group shall not eliminate the Offeror

for inclusion in other groups.

Offerors should describe their ability to provide one or more specific services listed in the eight groups.

Proposals should be detailed with respect to the services that the Offeror has expertise in, under “Section

2- Offeror Experience” in their proposal. Offerors can submit proposals as a prime consultant under one

group and as a sub-consultant under another group. Please note there is no DBE or SWaM goals for this

RFP.

The facility categories are defined as follows:

1. Architectural

2. Structural Engineering

3. Mechanical, Electrical & Plumbing (MEP) Engineering

4. Roofing

5. Neighborhood and Park Planning

6. Landscape Architecture

7. Park and Trail Design Services

8. General

GROUP 1- ARCHITECTURAL

This group will focus on the overall architecture to include: aesthetic, functional and spatial design of the

buildings. This will include designing and construction planning for both new construction and

modernization of existing City facilities. This section should also address the firm’s experience with

historically designated structures and historical tax credits.

GROUP 2- STRUCTURAL ENGINEERING

This group will focus on the structure of the buildings to withstand a variety of load conditions. Services

to include: creating drawings, specifications, perform calculations, assess site conditions and provide

solutions to bring City facilities up to code. Geotechnical Services should also be included in this group.

GROUP 3- MECHANICAL, ELECTRICAL & PLUMBING (MEP) ENGINEERING

This group will focus on the interior aspects of facilities, to include: mechanical, lighting, electrical,

plumbing, HVAC, elevators and escalators. Services to include: cost estimating, building maintenance

recommendations, drawings, water/storm/sanitary sewer plumbing and possible arch flash studies.

Page 5 of 19

Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.