Project Information

Bid Title

HERITAGE ELEMENTARY SCHOOL KOLPAK WALK IN COOLER

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Jun 11, 2026

Closing Date

Jun 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-089

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-089
Bid Title:	HERITAGE ELEMENTARY SCHOOL KOLPAK WALK IN COOLER
Category:	Invitation for Bids
Status:	Open

Description: LIVE PUBLIC BID OPENING 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: 6/11/2026 12:02 PM Closing Date/Time: 6/25/2026 3:00 PM Pre-bid Meeting: 06/17/2026 @ 11:00 A.M. Contact Person: MATTHEW.MARSTELLER@LYNCHBURGVA.GOV Related Documents: 2026-089 HERITAGE ELEMENTARY SCHOOL KOLPAK WALK-IN COOLER

Attachment Preview

CITY OF LYNCHBURG, PROCUREMENT DIVISION LYNCHBURG, VA 24504, (434) 455-3970

Heritage Elementary School

Kolpak Walk-In Cooler

INVITATION FOR BID #2026-089

BID DUE: 3:00 PM June 25, 2026

Issued on: June 11, 2026

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……………………………………………………………………………………………….…….…....20

Special Terms and Conditions and Specific Requirements.………………………………….………….……....22

Scope of Work & Installation………………………………………………………………………………………….……….24

Terms and Signature Sheet………………………………………………………………………………………….……...….25

Statement of Experience…………………………………………………………………………………………….………..…27

Statement of Available Resources……………………………………………………………………………….…….…...28

Corporate Status Form………………………………………………………………………………………………………..….29

Questions to Bidders/Offerors…………………………………………………………………….………………………….30

Attachment A – Heritage Elementary School Kolpak Walk-In Cooler Bid Form

Attachment B – New Replacement Walk-In Cooler Plan dated 6-9-2026

Attachment C – KPC50AMZOP-3S Air Cooled Condensing Unit Specification Sheet

Attachment D – KAM16-081-1EC-PR-A Evaporator Detail

2

LYNCHBURG CITY SCHOOLS

LYNCHBURG, VIRGINIA

GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

(Bidder: The general rules and conditions that follow apply to all purchases by Lynchburg City Schools,

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. LCS: Lynchburg City Schools, Lynchburg, Virginia

g. NON-PROFESSIONAL SERVICES: Any services not specifically identified as professional services in the

definition of professional services

h. PROCUREMENT MANAGER: The Procurement Manager employed by the City.

i. 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.

j. STATE: Commonwealth of Virginia.

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SPECIFICATIONS

2. QUESTIONS OR COMMENTS: For LCS solicitations done through the Procurement Division, all contact

between bidders or prospective bidders and LCS shall be only with the Procurement Division. Any

questions which may arise as a result of this solicitation may be addressed to Matt Marsteller, Contract

Specialist, at 434-455-4233, or by email to matthew.marsteller@lynchburgva.gov Inquiries must be

received at least 7 calendar days prior to the due date in order to be considered. In this case, prior to

June 18, 2026 by 3:00 p.m. Contact initiated by a bidder concerning this solicitation with any other

City/LCS 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 LCS/City or any

member of the School Board or 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

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. 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. All addenda will be issued at least 5 calendar days prior

to the bid due date. In this case, all addenda will be issued no later than June 19, 2026 by 3:00 p.m.

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 LCS, 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.

4

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/LCS or a Cashier's or a Certified Check, made payable to

Lynchburg City Schools. In the event of default by the Bidder, the deposit shall be and represent

liquidated damages to LCS. 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/LCS 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

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Commodity Codes

• NAICS 333415Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing
• NAICS 423740Refrigeration Equipment and Supplies Merchant Wholesalers

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