Project Information

Bid Title

LCS CLEANING AND SANITATION SUPPLIES, SYSTEMS, AND TRAINING SERVICES

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Mar 24, 2026

Closing Date

Apr 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-070

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-070
Bid Title:	LCS CLEANING AND SANITATION SUPPLIES, SYSTEMS, AND TRAINING SERVICES
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: 3/24/2026 2:20 PM Closing Date/Time: 4/22/2026 4:00 PM Pre-bid Meeting: 04/01/2026 @ 10:00 A.M. Contact Person: MATTHEW.MARSTELLER@LYNCHBURGVA.GOV Related Documents: 2026-070 LCS CLEANING AND SANITATION SUPPLIES, SYSTEMS, AND TRAINING SERVICES

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: LCS Cleaning and Sanitation Supplies, Systems, and Training Services

This is the City of Lynchburg's Request for Proposals (RFP) No. 2026-070, issued March 24, 2026. 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 April 15, 2026. All Addenda shall be issued no later

than 4:00 p.m. on April 17, 2026. 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., April 22, 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 of Lynchburg,

Procurement Division.

An Optional Virtual Pre-proposal meeting will take place on April 1, 2026 at 10:00 a.m. via a Microsoft

Teams link posted to the City’s website at the address listed below.

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: ______

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.:

Address:

Date:

Phone: ( )

E-mail address:

Signature:

Typed or Printed Name, Title

City Procurement Signature

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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. D. The City/LCS 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/LCS 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. If this is

a cooperative procurement, each entity referenced will award a contract in accordance with

its respective independent procurement policies and procedures and as it deems will best

serve its 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/LCS.

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.

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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/LCS to maximize participation by minority and women owned

business enterprises in all aspects of City/LCS contracting opportunities. The City/LCS does

not discriminate against faith-based organizations.

J. The City/LCS 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/LCS.

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

the City/LCS, or in a procurement involving federal funds, by the Federal Government. A

copy of the City/LCS debarment procedure in accordance with Section 18.1-10 of the City’s

Procurement Ordinance is available upon request.

II.

PURPOSE

The intent of this request is to obtain proposals for Sanitation Supplies, Systems, and Training

Services for the Lynchburg City Schools’ School Nutrition Program.

III.

BACKGROUND INFORMATION

Lynchburg, Virginia

The City of Lynchburg is located near the geographic center of the state, bordered by the eastern

edge of the Blue Ridge Mountains. The historic downtown area sits along the banks of the James

River.

Lynchburg City Schools

Lynchburg City Schools, referred to, from this point forward, as “LCS,” offers meal service at two pre-

schools, ten elementary schools, five secondary schools, one special education site, and one

alternative education location. LCS has been contracted with a vendor for the past five (5) years for

this specific service. A listing of LCS schools is noted on Attachment A of this RFP. Other related LCS

information is available at the official LCS website located at: www.lcsedu.net

IV.

SCOPE OF SERVICES

LCS is soliciting proposals from an Offeror who can provide cleaning and sanitation supplies, systems

for manual ware-washing and training services within the 19 locations noted on Attachment A –

School Locations and Addresses. LCS desires to partner with one vendor to provide all the supplies

and services noted in this RFP document.

LCS may also utilize any contract resulting from this RFP process for consideration of similar services

throughout the duration of the contract.

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This contract will be funded using federal monies, either in whole or in part; therefore, Attachment

B (LCS Federal Requirements Contract Insert & associated Certification Regarding Lobbying Form and

USDA Certification Regarding Debarment Form) is considered a part of this RFP and shall be

incorporated into any resulting contract. Offerors shall abide by the regulations noted in Attachment

B. Please include a completed Certification Regarding Lobbying Form and USDA Certification

Regarding Debarment Form with your proposal. Those pages will not count against your proposal

page count.

Services are to be performed at each listed LCS location from August to May billed monthly for 10

months. LCS is requesting a lump sum price be included in each proposal for the 10 month service

period. Pricing will be negotiated with the contracted vendor for the June and July summer months

based upon the number of locations that will need supplies and services delivered to them.

A. General

The proposed sanitation system is to obtain a comprehensive sanitation and cleaning program

that includes, but is not limited to:

• Standardization of all sanitation and safety processes and procedures in each kitchen facility

• Monthly monitoring

• Monthly verification of food safety systems and due diligence documentation

• Monthly food safety training of School Nutrition employees at each school site

• Cleaning products

• Procedure manuals

• Supporting display signage

• LCS currently has a HACCP plan in place. Successful vendor shall review and consult on the

existing written procedures (SOP’s) pertaining to all steps in the current LCS HACCP plan.

• Safety Data Sheets (SDS)

• Mixing and use posters

• Just-in-time delivery of products

• Service

B. Site Visits

Offerors are responsible for familiarizing themselves with each LCS location and its associated

equipment. There will be no pre-determined site visits scheduled. Any Offeror wishing to view

an LCS location shall contact Ms. Beth Morris, LCS Director of School Nutrition, at 434-515-5062

to set up any desired site visit. Failure to examine LCS locations may result in a failure to

understand the scope of services desired which may have an adverse effect on the dollar amount

Offeror believes the work can be completed for. Any claims for additional compensation

pertaining to the scope of services in this RFP, after a contract is entered into, will be denied.

C. Qualifications

The Offeror and its employees shall be licensed and certified as required by law to perform the

services described in this RFP. Successful Offeror shall obtain and pay for all licenses and permits

from the appropriate governmental agencies or jurisdictional authorities as required by law in

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order to perform the work. The successful Offeror shall have a minimum of five consecutive years

of experience serving schools or commercial accounts of comparable size and scope to this

contract.

D. Schedule & Safety Precautions

Once under contract, the Contractor shall schedule work in a manner to maximize safety and

minimize the distraction of students. The Contractor shall refrain from performing noisy activities

adjacent to buildings while students are in class. Services shall be performed between the hours

of 7:30 a.m. and 2:30 p.m. Training services for the sanitation systems shall be performed

between the hours of 8:30 a.m. – 10:30 a.m. or between 1:00 p.m. – 2:30 p.m. at a time agreed

upon by the LCS Director of School Nutrition. No change in the schedule may be made without

the prior approval of the LCS Director of School Nutrition. A copy of the LCS 2026-2027 school

year is included as Attachment C of this RFP.

Contractor shall take all necessary precautions to protect school children, employees, the public

and the facilities, and meet laws and governmental safety requirements such as OSHA.

Contractor shall take necessary safety precautions to protect facilities during services. Contractor

shall assure that all work areas are kept clean and functional during and upon completion of

work. Contractor shall be responsible for ensuring that Owner’s premises and equipment are not

disturbed or damaged by the work. Leaks of lubricants, etc. from vehicles shall be immediately

contained and cleaned up by the Contractor. In the event of any damage to LCS property as a

result of actions by the Contractor, the restoration of any building, vehicle, or grounds to previous

equivalent condition shall be the sole responsibility of the Contractor.

E. Specific Service Requirements

1. Duties performed during service visits for Sanitation Supplies, Systems, and Training

Monthly service visits will include at a minimum:

• Review of cleaning chemical & supply product inventory

• Stocking of inventory, supplies, and materials to cover until the next re-stocking visit

• Review of all product mixing and storage

• Examination of all labels, posters, charts, and replace them as needed

• Completion of a standardized, automated service report form

• Copy of service report reviewed with on-site LCS kitchen staff

• Monthly service reports e-mailed to the LCS Director of School Nutrition

• Deficiencies corrected and on-the-spot training conducted to address the deficiencies

• Training of all site employees to include such topics as: cleaning techniques, sanitizing

techniques, thermometer calibration, food safety, temperature logs, record keeping, etc.

• Teach perpetual cleaning to minimize the need for mid-year and end of year major

cleaning

• Inspect the processes for OSHA and HACCP compliance

• Address safety concerns

• Confirm proper concentration of sanitizer in sinks, buckets, spray bottles, and

thermometer cups

• LCS does not desire to purchase dish machine chemicals from the contracted vendor

• Sanitizer test strips shall always be in ample supply

• Confirm presence of procedures and reference manual

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Commodity Codes

• NAICS 561720Janitorial Services
• NAICS 611430Professional and Management Development Training

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