Project Information

Bid Title

BUILDING CONDITION ASSESSMENTS

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Feb 5, 2026

Closing Date

Mar 5, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-039

Original Source

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Project Description

Bid Number:	2026-039
Bid Title:	BUILDING CONDITION ASSESSMENTS
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: 2/5/2026 10:40 AM Closing Date/Time: 3/5/2026 4:00 PM Contact Person: william.ruberry@lynchburgva.gov Related Documents: 2026-039 BUILDING CONDITION ASSESSMENTS

Attachment Preview

REQUEST FOR PROPOSAL TITLE PAGE

Include This Page as the First Page in Your Proposal Response

Proposal Title: Building Condition Assessments

This is the City of Lynchburg's (City) Request for Proposals (RFP) No. 2026-039, issued February 5, 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 25, 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 March 5, 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.

Full Legal Name of Offeror:

Fed ID OR SOC. SEC. NO.:

Address:

Signature:

Date:

Phone: ( )

Email:

Typed or Printed Name, Title

City Contract Specialist’s Signature:

Page 1 of 12

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

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 online.

II.

Purpose

The intent of this Request for Proposal (RFP) is to solicit sealed proposals from qualified firms to provide

comprehensive facility condition assessments, corrective recommendations, budget estimates for the

recommended work, and a prioritization of projects. There are currently 100 buildings that need inspection

services for the City of Lynchburg. The specific buildings to be included in this facilities assessment are

provided as Attachment A at the end of this document. The City reserves the right to add or remove

buildings from this list.

III. Scope of Services

A. Minimum Qualifications:

A minimum of five years of experience is expected in the following disciplines:

1. Building forensics

2. Structural engineering

3. Mechanical engineering

4. Waterproofing

5. Roofing

6. Exterior façade

7. Estimating

8. Scheduling

9. Experience with similar types of buildings

10. Experience with providing architectural engineering solutions

11. Experience recommending energy efficiency means and methods

B. Assessment Services:

1. Comprehensive facility condition assessments

2. Provide corrective recommendations

3. Provide preventative maintenance recommendations

4. Provide budget estimates for all recommended corrective work and preventative maintenance

work

5. Provide projected schedule for the completion of all recommended corrective work and

preventative maintenance work.

6. Provide anticipated remaining service life for all building systems/components not currently

requiring corrective work.

C. Deliverables: The deliverables shall include an electronic and hard copy report with findings and

deficiencies (including items that are out of compliance with building codes), photographs to document

existing conditions, and cost estimates. All deliverables are to be input into the City’s Lucity – Facility

Maintenance Module to facilitate current and future Asset Management and Tracking.

1. Building Envelope, to include the condition of the outer shell of the building including walls, doors

and windows. Include assessment of the roof. Provide recommendations for additional

Page 3 of 12

lead/asbestos abatement (areas identified as needing immediate attention should be listed as high

priority).

2. Structural integrity, including walls and foundation.

3. Interior walls, ceilings, flooring and signage.

4. Mechanical systems, HVAC, exhaust, ventilation, controls and instrumentation.

5. Electrical systems, both interior and exterior, including distribution and lighting.

6. Plumbing systems, both interior and exterior.

7. Elevator systems.

8. Life Safety.

9. Security.

10. Traffic/Pedestrian Safety.

11. Americans with Disabilities Act (ADA) Accessibility.

12. Preventative maintenance.

D. System Component Identification: All mechanical systems in assessed buildings shall be clearly and

physically identified using a system consistent with information entered into Lucity.

E. Inspection System: The successful Consultant shall provide and maintain an inspection system

acceptable to the City which covers all the services required under this contract. Complete records of all

inspection work performed by the Consultant shall be maintained and made available to the City during

performance and for as long afterwards as the contract requires.

IV. Proposal Preparation

Proposals must address the tasks included in the Scope of Services and the Criteria for Proposal Evaluation.

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

30, one sided, or 15 double sided pages including all other materials, but, excluding the cover sheet.

Failure to do so will result in a lowered evaluation. Incomplete proposals may be determined

nonresponsive. Proposals with extraneous information will receive a lower ranking.

Offerors should organize their proposals using the format described below:

Section 1 - Project Understanding & Methodology

Briefly describe the understanding of the scope of work to be accomplished, and describe the

proposed approach to providing the required services. Explain how the project will be organized, and

steps anticipated. Indicate a timeline for required and optional tasks.

Section 2 - Staff Experience

Indicate the project manager and each individual with a proposed role in the project. For each

individual involved show:

1. The role of the individual on this project,

Page 4 of 12

2. The geographical location of the individual,

3. The corporate affiliation of the individual,

4. The projected availability of the individual over the next 24 months,

5. The proportion of the total project effort to be provided by the individual, and

6. A resume of prior related experience. For each project listed on the individual’s resume

indicate:

• The role of the individual on that project,

• The number of equivalent full-time months worked by the individual on that project,

and

• The recentness of that project.

Resumes of individuals who will not be directly involved with the proposed project should not be

included. Resumes for staff of sub-consultants should be included in the same format as those for the

prime consultant.

Section 3 - Project Team

Show a project team organization chart. For each individual indicate what proportion of total project

staff- hours that individual will provide. Sum of all these proportions should be 100%. This may be

divided into phases with proportions summing to 100% for each phase, if appropriate. Indicate the

extent that individual team members have previously collaborated in terms of full -time months of

collaboration.

Section 4 – Additional Firm Experience

Indicate additional projects performed by the firm by staff outside the project team. Indicate the

character, project size, and recentness of these additional efforts and how such experience would be

beneficial to the project team and the City of Lynchburg.

Section 5 - References

Provide a list of three clients for whom similar services have been provided and dates when the service

was provided. Include project name, types of services performed, client name, individual contact

name, address, telephone number, and e-mail address. Include complete contract information from

those who have personal knowledge of the applicant’s ability to successfully complete this type of

assignment.

V. Proposal Evaluation and Award

The City will review and evaluate each proposal and selection will be made on the basis of the criteria listed

below:

• Demonstrated understanding of the project and scope of services. (20%)

• Proposed approach and methodology. (20%)

• Demonstrated competency and qualifications of individuals assigned to the project, specifically

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Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541350Building Inspection Services

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