Project Information

Bid Title

LPD CAMERA MAINTENANCE

Issuing Agency

City of Lynchburg

Location

Virginia

Published Date

Feb 9, 2026

Closing Date

Mar 12, 2026

Government Level

State & Local

Status

Closed

Ref. #

2026-065

Original Source

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Bid Documents

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Project Description

Bid Number:	2026-065
Bid Title:	LPD CAMERA MAINTENANCE
Category:	Invitation for Bids
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 LIVE BID OPENING Publication Date/Time: 2/9/2026 1:15 PM Closing Date/Time: 3/12/2026 3:00 PM Contact Person: denay.adams@lynchburgva.gov Related Documents: 2026-065 LPD CAMERA MAINTENANCE

Attachment Preview

CITY OF LYNCHBURG, PROCUREMENT DIVISION

LYNCHBURG, VA 24504, (434) 455-3970

LPD CAMERA MAINTENANCE

INVITATION FOR BID #2026-065

ISSUED: February 9, 2026

DUE: March 12, 2026 at 3:00 p.m.

Invitation for Bid Prepared By: DeNay Adams

Contract Specialist, JD

www.lynchburgva.gov/Bids.aspx

Table of Contents

GENERAL TERMS AND CONDITIONS .................................................................................... 1

INSTRUCTIONS TO BIDDERS ................................................................................................. 21

SCOPE OF WORK....................................................................................................................... 23

TERMS AND SIGNATURE SHEET .......................................................................................... 33

STATEMENT OF EXPERIENCE ............................................................................................... 34

STATEMENT OF AVAILABLE RESOURCES......................................................................... 35

CORPORATE STATUS FORM .................................................................................................. 36

QUESTIONS TO BIDDERS/OFFERORS................................................................................... 37

ATTACHMENT A: BID FORM.................................................................................................. 38

THE CITY OF LYNCHBURG INVITATION FOR BID

LYNCHBURG, VIRGINIA

GENERAL TERMS AND CONDITIONS

(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.

Page 1 of 38

SPECIFICATIONS

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 DeNay

Adams at 434-455-4228, or by email to denay.adams@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.

Page 2 of 38

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 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.

Page 3 of 38

Commodity Codes

• NAICS 561621Security Systems Services (except Locksmiths)

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