MIDTOWN PARKING DECK STAIRWELL REPAIRS AND COATING

PROJECT MANUAL
FOR
CITY OF LYNCHBURG
MIDTOWN PARKING DECK STAIRWELL REPAIRS AND COATING
# 2026-00000064
Due: April 9, 2026, 3:00PM EST
PROCUREMENT DIVISION
3RD FLOOR CITY HALL
900 CHURCH STREET
LYNCHBURG, VA 24504
TELEPHONE (434) 455-3970
FAX (434) 845-0711

Table of Contents
ADVERTISEMENT FOR BIDS ............................................................................................................. 3
BID FORM ........................................................................................................................................ 5
ESCROW ACCOUNT ELECTION ........................................................................................................ 7
EQUAL OPPORTUNITY REPORT STATEMENT .................................................................................. 8
STATEMENT OF EXPERIENCE .......................................................................................................... 9
STATEMENT OF AVAILABLE RESOURCES ...................................................................................... 10
EQUIPMENT: ................................................................................................................................. 10
CORPORATE STATUS FORM .......................................................................................................... 11
QUESTIONS TO BIDDERS/OFFERORS ............................................................................................ 12
CONSTRUCTION AGREEMENT ....................................................................................................... 13
CITY OF LYNCHBURG, STANDARD PERFORMANCE BOND ............................................................ 15
CITY OF LYNCHBURG, STANDARD LABOR AND MATERIAL PAYMENT BOND ............................... 17
ESCROW AGREEMENT .................................................................................................................. 20
INSTRUCTIONS TO BIDDERS .......................................................................................................... 24
GENERAL CONDITIONS .................................................................................................................. 30
ATTACHMENT A: MASTERS ENGINEERS AND DESIGNERS REPORT
ATTACHMENT B: MIDTOWN PARKING DECK STAIRS DRAWINGS
PM - 2

ADVERTISEMENT FOR BIDS
Sealed bids for Midtown Parking Deck Stairwell Repairs and Coating, will be received by the City
of Lynchburg, Procurement Division, 3rd Floor City Hall, 900 Church Street, Lynchburg, VA 24504, until 3
PM, April 9, 2026, and then publicly opened and read aloud in the First Floor Customer Conference Room
located in the City Hall lobby and broadcast via Microsoft Teams video conference. The Teams meeting
link to the bid opening will be posted to the City's Bid webpage: https://www.lynchburgva.gov/Bids.aspx.
The bid results will be posted on the City's Bids website after award is made.
Mailed or Hand Delivered Bids: FedEx, UPS, and the USPS have access to the building to deliver
mail/packages to the Procurement Office. If vendors choose to hand deliver bids, they can do so at the
Citizens First Information Center in the lobby on the First Floor of City Hall at 900 Church St. Monday -
Friday from 8:30 a.m. to 5:00 p.m. A Procurement Office staff member will be contacted by Citizens First
to retrieve the bid and timestamp it at that time. It is the sole responsibility for the Bidder to ensure
their bid is timestamped prior to the deadline for submission. Please allow additional time to ensure this
is done.
Online Bid Submission: To submit a bid online, go to www.lynchburgva.gov/Bids.aspx and click on the
link to open this specific solicitation. Click on the Submit Online button, complete the form, and upload
your bid. Please upload your bid as ONE file. As always, late bids will not be considered.
Project Decription
Repairs will be performed on the Midtown Parking Deck and associated stairwells in accordance with
the report issued by Masters Engineers and Designers dated December 1, 2025 (Attachment A). The
scope of work includes three stairwells, one of which contains an elevator.
As identified in the report, work will include:
* Steel railing repairs
* Concrete repairs
* Structural steel repairs (where applicable)
* Recoating and painting of all walls
* Recoating of all floors
* Repair or replacement of stair treads as needed
Attachment B includes drawings for Stairwells 1 and 2 to assist in evaluating the required structural
repairs. Stairwell 3 does not require any structural work; however, contractor shall complete painting
and application of rust protection as needed.
The parking deck areas remain open to the public during construction. The elevator must maintain
24/7 access throughout the project. At least one stairwell will remain open at all times while work is
completed on the other two. Coordination for stairwell access will be managed through Public Works.
Bid Documents may be viewed and printed directly from the City's website:
https://www.lynchburgva.gov/Bids.aspx.
PM - 3

Pre-Bid Meeting
An Optional Pre-Bid Meeting will be held at Midtown Parking Deck (910 Main Street Lynchburg,
VA 24504) on March 18, 2026 from 10:00AM - 11:00AM, EST.
Questions and Clarifications
All requests for clarification of or questions regarding this Advertisement for Bids or for
additional information must be made in writing to DeNay Adams at denay.adams@lynchburgva.gov and
received by 2:00 PM, April 1, 2026. All addenda should be signed and accompany any bid submitted.
Questions will be answered in addenda within five (5) days of the bid opening.
PM - 4

BID FORM
DeNay Adams
Contract Specialist - Procurement Division
City of Lynchburg
Third Floor, City Hall
900 Church Street
Lynchburg, Virginia 24504
Dear DeNay Adams,
The undersigned, as bidder, hereby declares that the only persons interested in this bid as principal, or principals,
is or are named herein and that no person other than herein mentioned has any interest in this bid or in the
Construction Agreement to be entered into; that this bid is made without connection with any other person,
company, or parties making a bid; and that it is in all respects fair and in good faith, without collusion or fraud.
The undersigned, having visited and examined the site and having carefully studied all the Contract Documents,
including without limitation, all drawings and specifications pertaining to Midtown Parking Deck Stairwell
Repairs and Coating for the City of Lynchburg, Virginia, hereby proposes to furnish all labor, equipment,
materials, and services and to perform all operations necessary to execute and complete the Work required for
the project, in strict accordance with the Contract Documents, The City of Lynchburg Manual of Specifications and
Standard Details, latest edition, and , together with Addenda numbered through ______ issued during
bidding period and hereby acknowledged, subject to the terms and conditions of the Construction Agreement for
the sum of
DOLLARS
($ ), which shall be referred to hereinafter as the Base Bid.
It is understood and agreed that the Owner, in protecting its best interests, reserves the right to reject any or all
bids or waive any defects. Any changes, erasures, modifications, deletions in the bid form, or alternate proposals
not specified in the Advertisement for Bids may make the bid irregular and subject to rejection.
Contractors will indicate a unit price for each item listed below. If the Construction Agreement is for a lump sum
price, unless clearly and specifically indicated otherwise in the Contract Documents, all unit prices only apply to
changes in the Work. The listed bid items are to contain all necessary costs required for completion of the Work
in accordance with the Contract Documents.
If the Construction Agreement is for unit prices and not for a lump sum price, it is understood that all quantities
listed on the following pages are estimated quantities, and the Owner reserves the right to raise, lower, or
eliminate any quantity or item, and in any case, the unit prices shall be used in determining partial and final
payment. It is further understood that costs to cover all components of the Work as described in the Contract
Documents are included in this bid, even in cases where specific line items are not identified.
We are properly equipped to execute all work of the character and extent required by the Contract Documents,
and we will enter into the Construction Agreement for the execution and completion of the Work in accordance
with the Contract Documents; and we further agree that, if awarded the Construction Agreement, we will
commence the Work on the date stated in the "Notice to Proceed" and will maintain a work force large enough
to execute the Work and all obligations no later than the completion date stated in the Contract Documents.
PM - 5

Enclosed herewith is the following Security, offered as assurance that the undersigned will enter into the
Construction Agreement for the execution and completion of the Work in accordance with the Contract
Documents: Bidder's Certified Check issued by (name of bank)
in the amount of: $ (5% of Base Bid amount) or
Bidder's Bid Bond for 5% of Base Bid Amount Issued by (name
of surety authorized to do business in Virginia).
The undersigned hereby agrees, if awarded the Construction Agreement, to execute and deliver to the City within
ten (10) days after his receipt of the Notice of Award, a performance bond and a payment bond, in forms
satisfactory to the City, from sureties authorized to do business in Virginia satisfactory to the City, in the amount
of one hundred (100) percent of the Base Bid.
The undersigned further agrees that, in case of failure on his part to execute the said Construction Agreement
within the ten (10) days after written notice being given on the award of the Construction Agreement or the failure
to deliver the required performance and payment bonds within the ten (10) days, the monies payable by the
Security accompanying this bid shall be paid to the City of Lynchburg, Virginia, as liquidated damages for such
failure; otherwise the Security accompanying this Bid shall be returned to the undersigned.
Attached herewith are completed Statement of Experience and Statement of Resources forms which include the
information requested.
The undersigned further certifies that this bid is not the result of, or affected by, any act of collusion with another
person engaged in the same line of business, or any act punishable under the Virginia Governmental Frauds Act,
or other law. This bid remains valid and may not be withdrawn for a period of 60 days from this date.
CURRENT VIRGINIA CONTRACTOR'S LICENSE/ REGISTRATION NO.:
Respectfully submitted,
CONTRACTOR
DATE
ADDRESS
Email
BY:
(Signature)
(Type/Print)
ITS:
(Title)
PM - 6

ELECTION OF ESCROW ACCOUNT PROCEDURE FOR RETAINAGE
If determined to be the successful low bidder(s), the above signed elects to use the Escrow Account
Procedure for retainage.
Write "Yes" or "No" on above line
If the successful bidder elects to use the Escrow Account Procedure for Retainage, the "Escrow
Agreement" form shall be executed and submitted to the City of Lynchburg Engineering Division within
fifteen (15) calendar days after notification. If the "Escrow Agreement" form is not submitted within
the fifteen (15) day period, the Contractor shall forfeit his rights to the use of the Escrow Account
Procedure.
Company
Authorized Signature
PM - 7

EQUAL OPPORTUNITY REPORT STATEMENT
The Bidder shall complete the following statement by checking the appropriate blank as follows.
The Bidder has has not participated in a previous
contract subject to the nondiscrimination clause prescribed by Executive Order 10925, dated March 6,
1961, or Executive Order 11114 dated June 22, 1963.
In conjunction with the City of Lynchburg's policy to utilize Minority and Disadvantaged Business
Enterprises ("DBE") wherever possible, the Bidder has solicited quotations for labor, material and/or
services from the following Minority and Disadvantaged Business Enterprises:
NAME OF FIRM PERSON(S) CONTACTED DATE
Of those listed above, we intend, at this time, to utilize the following in the completion of the Work
required by this Construction Agreement:
"This firm assures that it will give its best efforts to utilize Minority and Disadvantaged Business
Enterprises whenever possible."
CERTIFIED BY: (Signature)
(Typed/Printed name & Title)
BIDDER'S NAME:
TAXPAYER IDENTIFICATION NUMBER:
This firm will perform all construction with its own employees and, therefore, is not required to
solicit quotations from DBEs.
FAILURE TO DOCUMENT AND REPORT DBE CONTACTS ON THIS FORM MAY BE A BASIS FOR REJECTION
OF THE BID AS NONCONFORMING.
PM - 8

STATEMENT OF EXPERIENCE
Proposer:
How Long In Business: At Current Address:
Principals: Title:
Title:
Title:
Type of Work Normally Performed:
Projects of this type previously completed:
1.
Amount $
2.
Amount $
3.
Amount $
Reference (for Projects listed above):
1.
Tel.No.
2.
Tel.No.
3.
Tel No.
PM - 9

STATEMENT OF AVAILABLE RESOURCES
Equipment:
Number of Personnel Currently Employed:
Number of Personnel Available for Project:
Other Pertinent Information:
PM - 10