FOOD AND BEVERAGE CONCESSIONS AT BWC TRAIL - ED PAGE ENTRANCE

Agency:	City of Lynchburg
State:	Virginia
Type of Government:	State & Local
NAICS Category:	722310 - Food Service Contractors
Posted Date:	Jul 9, 2026
Due Date:	Jul 24, 2026
Solicitation No:	2027-008
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Number:	2027-008
Bid Title:	FOOD AND BEVERAGE CONCESSIONS AT BWC TRAIL - ED PAGE ENTRANCE
Category:	Request for Proposals
Status:	Open

Description:

An optional Pre-Proposal Meeting will be held on-site at 1700 Old Langhorne Rd. Lynchburg, VA 24503, at 1:30 p.m. on July 14, 2026.

You can now submit your IFB or RFP response online. Simply click the button below, fill out the form, and attach your documents.

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Publication Date/Time:

7/9/2026 3:30 PM

Closing Date/Time:

7/24/2026 4:00 PM

Pre-bid Meeting:

07/14/2026 at 1:30 PM

Contact Person:

dana.maule@lynchburgva.gov

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REQUEST FOR PROPOSALS TITLE PAGE

Include this Page as the First Page in the Proposal Response

Proposal Title: Food and Beverage Concessions at BWC Trail – Ed Page Entrance

This is the City of Lynchburg's Request for Proposals (RFP) No. 2027-008, issued July 9, 2026. Direct inquires for information

should be sent to Dana Maule by e-mail: dana.maule@lynchburgva.gov. All requests for clarification of or questions

regarding this RFP must be made in writing and received by 4:00 p.m., July 15, 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.

An optional Pre-Proposal Meeting will be held on-site at 1700 Old Langhorne Rd. Lynchburg, VA 24503, at 1:30 p.m. on July 14,

2026.

Sealed proposals will be publicly accepted prior to 4:00 p.m., July 24, 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 and

will be returned to the Offeror. Submit proposals in a sealed, opaque envelope, and put the RFP number, title, due date

and time on the lower left front or electronically through the City’s Bid Postings website as noted below. Offerors are

responsible for having their proposal stamped by Procurement Division staff before the deadline indicated above and

acknowledge all addenda so issued in the space provided below. Any alteration or changes to this RFP will be made only

by written addendum issued by the Procurement Division, and all Offerors are responsible for obtaining issued addenda

from the City’s Procurement website: http://www.lynchburgva.gov/current-solicitations.

Acknowledge receipt of addenda here: No.

Date:

No.

Date:

Submit Proposals: BY MAIL, GROUND DELIVERY, OR HAND DELIVER TO:

Procurement Division

Third Floor City Hall

900 Church Street

Lynchburg, Virginia 24504

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.:

Date:

Address:

Phone: ( )

E-mail address:

Signature:

Typed or Printed Name, Title

____________________________________

City Procurement Manager’s Signature

Page 1 of 15

SUBMISSION OF PROPOSALS

A. To submit a proposal electronically, 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. 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.

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. 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.

J. 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 procedure in

accordance with Section 18.1-10 of the City’s Procurement Ordinance is available upon request.

Page 2 of 15

II.

BACKGROUND AND PURPOSE

Lynchburg is a city of 50 square miles located near the geographic center of the state, bordered by the eastern

edge of the beautiful Blue Ridge Mountains. It is located approximately 180 miles southwest of the nation's capital,

Washington, D.C. LDPR offers a variety of services and activities to residents and visitors. LDPR maintains 17 parks,

which offer organized and open areas for recreation, enjoying a picnic, fishing, canoeing and kayaking, and

children’s play. Over 40 miles of our trails wind through Lynchburg and are suited for a variety of activities

including walking, mountain biking, hiking, and running. Community residents also enjoy the use of nine recreation

centers, which are utilized for planned group programs, birthdays, baby showers, community meetings, and their

outdoor amenities.

The City of Lynchburg is seeking a Food and Beverage Concessions Vendor to operate the concession stand at the

Ed Page Entrance to the Black Water Creek (BWC) Trail under the purview of the Lynchburg Department of Parks

and Recreation. (LPDR) The concession stand shall have defined hours of operation and be staffed appropriately

to handle fluctuation in customer demand.

III.

SCOPE OF SERVICES

LDPR seeks a qualified Food and Beverage Concessions vendor capable of providing food and beverage service in

a consistent and revenue positive manner at the Ed Page Entrance of the BWC. Each Offeror must clearly identify

their knowledge of permanent and/or seasonal concession operations, food safety practices, proper licensure,

contract relations, adequate staffing levels, and demonstrate financial stability.

IV.

WORK DELIVERABLES AND ASSOCIATED TASKS

LDPR seeks a qualified Food and Beverage Concessions vendor capable of providing food and beverage service in

a consistent and revenue positive manner at the Ed Page Entrance of the BWC. Each Offeror must clearly

identify their knowledge of permanent and/or seasonal concession operations, food safety practices, proper

licensure, contract relations, adequate staffing levels, and demonstrate financial stability.

Concessions Site Location:

1. Black Water Creek Trail/Bikeway (Ed Page Entrance) – Across from the Cancer Awareness Garden

• Address: 1700 Old Langhorne Rd. Lynchburg, VA 24503

• Building available: Permanent concession facility available; 15’x7’ space (105 square feet)

• Description: Major trail entrance, Cancer Awareness Garden, parking area, restroom facilities

• Park operation hours: Sunrise – Sunset; Sunday – Saturday

• Desired business hours of operation: Consistent with normal park operating hours, seven (7)

days a week from the second Monday in March to the second Monday in November – days and

hours are negotiable – it is understood that inclement weather and unseasonably cold or hot

days may limit the availability of the concessions. Vendor shall furnish LDPR with a quarterly

schedule of operating hours and the expectation from LDPR is that the schedule will be

followed.

• Utilities Available: 7 two plug outlets – 110V (three 20 amp circuits); hot and cold water

available.

Page 3 of 15

***Vendor for the Black Water Creek Trail/Bikeway Concessions shall submit a quarterly report to

LDPR outlining the current concessions menu they are utilizing (including pricing)***

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All

Offerors shall submit a proposal demonstrating their capability for rendering the following prescribed tasks:

Conditions:

1. Both for-profit and not-for-profit entities are encouraged to submit proposals for the requested service.

2. While the successful Offeror will have exclusive rights to operate the concession stand at BWC -Ed

Page, LDPR reserves the right to offer vending opportunities outside of this award. Other vendors may

be contracted for services during various special events such as organized trail runs or trail races.

3. Vending at City special events such as organized trail runs or trail races must be approved by the LDPR

staff. Requests to provide this service must be made to LDPR staff at least 30 days prior to the special

event. The LDPR will provide a list of all known special events prior to the summer season so the

vendor may request this approval within the deadline. (PLEASE NOTE: On the days selected for the

Cancer Awareness Garden brick dedication ceremonies held in late Spring and Fall and the annual

Lighting of the Garden event in the Winter, the concession stand SHALL be closed. While LDPR

understands those events are highly attended and could generate revenue, the City must respect the

importance of those three events and will not permit the stand to be open on those days.

4. Periodic reviews will be conducted by the LDPR staff as deemed necessary by the Department or upon

request by the vendor to review the operational performance of the vendor. In the event there is an

operational and/or performance issue, the LDPR with the assistance of the vendor, will determine the

best resolution for the situation at that time. If a satisfactory resolution cannot be reached between

the vendor and the LDPR, the City of Lynchburg reserves the right to determine if the vendor can be

released from the existing contract at no obligation on the vendor’s part. This process shall take no

longer than ten (10) business days to complete.

5. The vendor will be responsible for obtaining all necessary permits and approvals to operate the

concession stand and will comply with all applicable laws, codes, ordinances, rules, regulations, orders

and requirements for permits and approvals.

6. All employees working for the vendor will be strictly considered employees of that vendor and have no

contractual employment relationship whatsoever as an employee of the City of Lynchburg.

7. The vendor is allowed and encouraged to promote their operation to the general public at will through

the use of signage and other media outlets. All signage shall be approved by LDPR staff prior to it being

posted.

8. Vendor may use LDPR concession equipment as listed below. The vendor is responsible for all

maintenance including repairs and replacement of any equipment damaged while in use by the vendor.

Page 4 of 15

Any damages to the concession stand will be the responsibility of the vendor. This does not include

damages that are the result of normal wear and tear to City-owned property and equipment or are the

result of actions of those frequenting a park location (not through the actions of the concession stand

vendor or its employees or volunteers).

Blackwater Creek Trail:

No equipment present

9. The Blackwater Creek Trail concession stand may be closed for a minimal number of specified events

throughout the year related to the Cancer Awareness Garden as noted above in number 3. (Possibly on

weekdays and weekends) LDPR shall provide vendor with notification of such events at least 15 days in

advance to ensure compliance.

10. The sale of alcoholic beverages from the BWC – Ed Page concession stand will be strictly prohibited.

Any violation of this stipulation may result in immediate termination of the Contract.

11. The City of Lynchburg will be responsible for the cost of utilities, but the vendor will be responsible for

turning off all lights, electrical appliances and water faucets and making sure the heat is set to the

lowest possible setting when the stand is not in use. The exception to this would be refrigeration units

or continuously running equipment should the successful Offeror choose to put them in the concession

stand.

12. The vendor is not permitted to assign its rights to operate the concession stand without written

permission of LDPR.

13. As noted above, vendor shall submit to LDPR a quarterly list of the menu items being sold at BWC – Ed

Page. (including pricing) Vendor shall also submit a quarterly schedule of operating hours to LDPR and

the vendor shall conform to the scheduled hours of operation.

General Requirements:

1. The successful vendor and their employees will be expected to abide by all laws of the Commonwealth

of Virginia, City of Lynchburg Ordinances, park rules, business licensing, and Virginia Public health food

service requirements.

2. The successful vendor is to provide its employees T-shirts or polo-style shirts that identify the workers as

employees of the vendor. When working at a City of Lynchburg location, the vendor’s employees must

comply with the City of Lynchburg Dress Code as outlined below from the City of Lynchburg’s

Employment Policies and Procedures Manual Revised October 2016:

Page 5 of 15

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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FOOD AND BEVERAGE CONCESSIONS AT BWC TRAIL - ED PAGE ENTRANCE

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