PQ AIRPORT ARCHITECTURAL AND ENGINEERING SERVICES

REQUEST FOR PROPOSAL TITLE PAGE
Include This Page as the First Page in Your Proposal Response
Proposal Title: Pre-Qualification for Airport Architectural, Engineering, and Related Services
This is the City of Lynchburg's (City) Request for Proposals (RFP) No. 2026-032, issued April 7, 2026. Direct
inquires for information should be directed to: Will Ruberry, Phone: 434-455-3943 or e-mail at
william.ruberry@lynchburgva.gov. All requests for clarification of or questions regarding this RFP must be made in
writing and be received by 4:00 PM on April 22, 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.
Sealed proposals will be publicly accepted prior to 4:00 PM on April 30, 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's Procurement Division and all Offerors are responsible for obtaining
issued addenda from the City's Procurement website: https://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 sections(s): ______________
See Paragraph B. on page 2 for guidelines on submitting proprietary information.
In compliance with this RFP 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 Proposal. Sign in ink and type or print requested information.
Full Legal Name of Offeror:
Fed ID OR SOC. SEC. NO.: Date:
Address: Phone: ( )
Email:
Signature:
Typed or Printed Name, Title
City Contract Specialist's 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. 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.
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. It is the policy of the City of Lynchburg to maximize participation by minority and women owned
business enterprises in all aspects of City contracting opportunities. The City does not discriminate
against faith-based organizations.
J. 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.
K. By submitting a proposal, the Offeror is certifying that Offeror is not currently debarred by the City, or in
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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 online.
II. BACKGROUND INFORMATION
A. Purpose
The City of Lynchburg is soliciting written Proposals from qualified consulting firms (Consultant)
to perform professional architectural, engineering, planning, electrical/mechanical and related
services on an as-needed basis for airport projects at Lynchburg Regional Airport (LYH).
The intention of this process is to identify qualified firms to provide various professional services
to plan, design and support various airside, terminal, landside, general aviation facilities,
environmental, utilities and FAR Part 139 airfield projects at Lynchburg Regional Airport.
B. Background
Lynchburg Regional Airport (LYH) is a primary, non-hub airport with a 251,000 population
service area comprised of the City of Lynchburg and the four surrounding counties located in
central Virginia. The airport offers two runways, with a primary runway (4-22) of 7,100 feet in
length and a secondary runway of 3,387 feet. The secondary runway only serves general
aviation aircraft.
Lynchburg Regional Airport is currently classified as an Aircraft Rescue and Firefighting "Index A"
airport by the Federal Aviation Administration and is certified under Federal Aviation Regulation
(FAR) Part 139.
The airport is served by the regional affiliates of two major airlines, American Airlines and
United Airlines. American Airlines currently offers five to six daily departures to Charlotte with
dedicated regional jet aircraft service. United Airlines offers two daily departures to Chicago and
Washington DC with regional jet service as of March 2026. The airport offers approximately 400
daily departure seats and 2025 airline passenger traffic totaled 138,592.
Lynchburg Regional Airport also provides one full-service Fixed Base Operator (FBO). The FBO
provides services to the Liberty University School of Aeronautics flight program, aircraft
maintenance, aircraft sales, charter services as well as providing other traditional FBO services.
LYH averages a total of 95,000 aircraft operations. General Aviation accounts for 88,000 of
those operations, while Commercial service operations are 5,000 and Military operations are at
1,100.
The airport's current master plan update was formally approved by the FAA in October 2010.
The airport's most recent Airport Capital Improvement Plan (ACIP) calls for several airside
projects to rehabilitate taxiways, air carrier ramp, and air carrier terminal exit lane renovations.
Additionally, several landside and terminal projects will also be incorporated in the current
planning period.
III. QUALIFICATION OF CONSULTANTS
All prospective Consultants shall have qualified personnel and subcontractors to furnish all necessary
professional, technical, planning services and industry expertise as may be required to plan, program,
design and perform the necessary professional services related to airport architecture, engineering,
electrical, mechanical, structural and related services as described in the section entitled V. SCOPE OF
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WORK. It is the intent of the City of Lynchburg to enter into individual contracts and issue task/purchase
orders to any one of the short-listed consulting firms (with the exception of AIP-funded projects)
depending upon each firm's level of qualifications and expertise in the desired area.
It is the intention of the Lynchburg Regional Airport to select the most qualified Consultants submitting
the best and most advantageous proposals. Each Consultant submitting a proposal will be evaluated in
accordance with the evaluation criteria set forth in section VIII. CRITERIA FOR PROPOSAL EVALUATION.
After receipt of proposals, the City will review and evaluate the responses in accordance with established
criteria, and then select one, two or more firms whose professional qualifications and proposed services
are deemed most meritorious. A panel of representatives of the City may conduct informal interviews
with offerors so selected to allow prospective offerors to elaborate on their qualifications, or clarify
questions in regard to their submittal.
IV. GENERAL TYPES OF AIRPORT SERVICES DESIRED
A. Architectural
B. Civil Engineering
C. Electrical Engineering
D. Mechanical Engineering
E. Structural Engineering
F. Surveying
G. Airport Planning
H. Environmental Services
I. Geotechnical Services
J. Various other airport services and combination of services as required
V. SCOPE OF WORK
The Airport has identified two (2) categories of work to award to the selected Offeror(s); Category I will be for all
federally-funded projects; and Category II will include projects utilizing local and/or state funding. For federally-
funded projects, the Airport may award the sub-categories separately to two different Offerors, or both sub-
categories may be awarded to just one Offeror. However, no one AIP sub-category may be awarded to more
than one Offeror. For local and state funded projects (Category II), the Airport may select one or multiple
qualified Offerors. As appropriate and/or required, the consulting services anticipated during the period for both
categories will include the following projects:
I. Federal (AIP) Funded Projects
a. Airside and Landside Pavement/Marking/Lighting Construction, Repair and Rehabilitation
The selected Offeror shall provide airside and landside engineering services for planning,
preliminary design, design, environmental, grant administration, bidding and construction
administration phases for projects funded by the Federal Aviation Administration, through AIP,
the Virginia Department of Aviation and/or the Airport. Airside projects include, but are not
limited to, runways, taxiways, air carrier apron, GA aprons and service roads. Landside projects
include, but are not limited to, passenger terminal entrance road, airport maintained roads,
sidewalks, parking lots and other AIP eligible infrastructure projects. Services include projects
related to pavement, markings and lighting work on both airside and landside, as well as all
administrative, infrastructure and utility work associated with the projects.
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b. Airport Facility Construction, Repair and Renovation
The selected Offeror shall provide airport facility engineering and architectural services for the
construction, repair and/or renovation of airport facilities. Services shall include planning,
preliminary design, final design, environmental, grant administration, bidding and construction
administration phases for projects funded by the Federal Aviation Administration, through AIP,
the Virginia Department of Aviation and/or the Airport. Airport facilities include, but are not
limited to, the passenger terminal building, the Aircraft Rescue and Fire Fighting (ARFF) facility,
maintenance facilities and hangars, as well as all administrative, infrastructure and utility work
associated with the projects.
II. Local and State Funded Projects (Non-AIP)
a. Project specific A/E services
1. Preliminary Design Services
2. Final Design Phase Services
3. Bidding Phase Services
4. Construction Administration Phase Services
b. General services related to the design, modification, refurbishment, remodeling, etc. of
terminals, buildings, hangars, utilities and related systems
1. HVAC
2. Electrical
3. Security equipment
4. CCTV
5. ADA compliance
6. Fire alarm
7. Fuel storage tanks, oil/water separators, etc.
8. Water lines, sanitary sewer lines, detention basin, etc.
9. Flight information display (FIDS)
10. Other related airport facility components and systems as required
c. Planning and environmental services
1. Aircraft noise studies, plans and/or contours
2. Environmental forms, studies and analyses
3. Development of SWPP, SPCCs, wetlands delineation/studies, and related environmental
compliance documents/plans
4. Assistance, drawings and services related to airfield design standards, marking, signs, lighting,
NAVAIDs, etc.
5. Airport Layout Plan (ALP) revisions and project additions/changes
6. Energy audit services
7. Coordination of land appraisals, land acquisitions or sales, avigation easements, airport
zoning, airport noise projections, etc.
8. Other planning and environmental services as required
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VI. PROPOSAL PREPARATION
The proposal response must address the items included in the Scope of Work and the Criteria for Proposal
Evaluation. Proposals should be prepared simply, providing straightforward and concise responses to
requests for information and descriptions of qualifications and capabilities. Responses shall be limited to
no more than thirty (30) double-sided pages; the page count excludes the following: cover sheet, section
dividers and Items A & B below. Failure to do so will result in a lowered evaluation. Incomplete proposals
may be determined nonresponsive. The City reserves the right to request additional information or
clarification if necessary throughout the evaluation process.
A. Title Page & Cover Letter
Each Offeror shall have the Request for Proposal Title Page as the first item in their proposal. This
shall be followed by a cover letter identifying the Offeror and the proposal package being
submitted. The Offeror may include other important general information, which is deemed
significant enough to be highlighted. An authorized representative of the Offeror must sign the
cover letter. The Offeror's representative shall identify name, title, address, and telephone
number and e-mail account.
B. Table of Contents
Each Offeror must include a table of contents identifying the following sections in the proposal:
Section 1: Executive summary
Section 2: Consultant's overall qualifications and experience related to airport projects
Section 3: Consultant's personnel qualifications, related experience and accomplishments, and
organizational chart.
Section 4: Consultant's experience and knowledge of FAA and State process.
Section 5: Use of sub-consultant(s)
Section 6: References and Exhibits
Exhibit 1 - MBE/WBE/OBE Program or Policy
Exhibit 2 - Business Tax Registration Certificate
C. Section 1 - Executive Summary
Proposers shall submit with their proposal an executive summary that highlights important
features, qualifications, and related experience of the proposer. The Executive Summary must
also include a brief statement of how the proposer shall meet the qualification criteria as set forth
in the RFP.
D. Section 2 - Consultant's Overall Qualifications and Experience Related to Airport Projects
Indicate the Consultant's overall qualifications and experience in providing the services described
in Part IV and Part V of the RFP, particularly as related to a certificated Part 139 airport. List and
briefly summarize recent projects that are relevant to the types of projects included in this RFP,
and the level of involvement by the Consultant.
Any areas not described in this RFP, but which the proposer believes to be essential to the
performance and completion of these services should also be addressed in this section.
E. Section 3 - Consultant's Personnel Qualifications, Related Experience and Accomplishments,
and Organizational Chart
Indicate the Consultant's key personnel qualifications, related experience and accomplishments
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as they pertain to airport projects involving the desired services. Also, identify the name of those
personnel who may be designated as Project Manager, with applicable or required Virginia State
licenses or registrations. Indicate the reporting structure and responsibilities of each key staff
member, and include an organizational chart. Include the qualifications of those personnel or
sub-consultant that may be assigned to construction administration and inspection services.
Please identify your firm and each sub-consultant you may utilize by name, primary
representative and title, address, telephone number, fax number, e-mail address, location of
headquarters office and location of any local offices. Indicate whether your firm is a corporation,
joint venture, partnership or sole proprietor. Indicate the name (s) of the owners of your firm.
F. Section 4 - Consultant's experience and knowledge of FAA and State Process
Describe firm's experience and knowledge of FAA administrative process under the AIP program,
Virginia Department of Aviation Airport Program Manual and Airport IQ, grant administration in
general and applicable FAA Airports District Office (ADO) experience.
G. Section 5 - Use of Sub-Consultant(s)
Indicate those professional services disciplines that the firm expects to sub-contract to other
firms. List and identify any sub-consultant(s) by name, and summarize the appropriate experience
of each sub-consultant.
H. Section 6 - References and Exhibits
References: list 3 relevant projects which have been completed within the past 5 years. Include
the name, address, and telephone number of each client's representative responsible for
administering the contract of each project.
Exhibits: Each proposal shall also contain the following exhibits:
Exhibit 1 - MBE/WBE/DBE Program
Exhibit 2 - Business Tax Registration Certificate *
* If listed as a Corporation, the Consultant must submit documentation with their
response/proposal that they are currently registered with the Virginia State Corporation
Commission.
VII. CRITERIA FOR PROPOSAL EVALUATION
The proposals will be evaluated utilizing the following evaluation criteria:
1. Consultant's and any sub-consultant's overall qualifications and prior experience as related to the
professional services covered in this RFP. Relevance of recent projects shown in the Consultant's
proposal to projects to be undertaken at the Lynchburg Regional Airport.
2. Overall qualifications, experience and accomplishments of key personnel, including project
manager availability and specific professional disciplines listed in the RFP.
3. Consultant's experience and knowledge of FAA AIP, DOAV Programs, and administrative and grant
support.
4. Prior related airport project experience at Lynchburg Regional Airport.
5. Prior project references and inclusion of exhibits.
6. Clear concise presentation.
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VIII. METHOD OF AWARD
Following evaluation of the written proposals, as based on the "Criteria for Proposal Evaluation", the
Airport shall select firms for Category I and II. Category I will be for all federally-funded projects; and
Category II will include projects utilizing local and/or state funding. For federally-funded projects, the
Airport may award the sub-categories separately to two different Offerors, or both sub-categories may be
awarded to just one Offeror. However, no one AIP sub-category may be awarded to more than one
Offeror. For local and state funded projects (Category II), the Airport may select one or multiple qualified
Offerors. Offerors may be required to give an oral presentation to clarify and/or elaborate on their
proposal.
For Category II, the Airport reserves the right to select a firm based on their qualifications, quickness of
response, proximity to the City and project team availability when issuing a Task Order. It shall be the sole
decision of Airport regarding which Architect/Engineer the assignment is awarded to. Pre-qualification
does not guarantee any future contract.
IX. CONTRACT AND RENEWAL TERM
Contract Term
The term of the resulting contract shall be for a period of one year effective the day notice of pre-qualification
is posted (anticipated July 1, 2026).
At the time of contract expiration, the engineer shall complete, at the discretion of the City, any assignment
undertaken, but not yet completed. The engineer will be compensated for all such work undertaken and
completed to the satisfaction of the City.
Renewal of Contract
The resulting contract may be automatically renewed by the City for three successive one year periods under
the terms and conditions of the original contract except as stated below. Price increases may be negotiated
only at the time of renewal.
If during any subsequent renewal periods, the City elects to exercise the option to renew the contract, the
contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous
renewal period unless agreed upon by the City.
X. GENERAL TERMS AND CONDITIONS
The Contract for Services ("Contract" or "Agreement") with the successful Offeror will contain the following
Terms and Conditions. Offerors taking exception to these terms and conditions or intending to propose
additional or alternative language must (a) identify with specificity the City Terms and Conditions to which
they take exception or seek to amend or replace; and (b) include any additional or different language with
their proposal. Failure to both identify with specificity those terms and conditions Offeror takes exception to
or seeks to amend or replace as well as to provide Offeror's additional or alternate Contract terms may result
in rejection of the proposal.
A. Subcontracting and Assignment of Work
The Service Provider shall not subcontract or assign portions of the work, other than those specifically
defined in the contract, without the express written consent of the City. A description of any work the
Offeror proposes to subcontract shall be submitted to the City for review and approval along with the name
and address of the individual, firm, or corporation that is the proposed subcontracting firm. This submittal
shall also include a list of the key personnel that the subcontractor will assign to the project. All work
performed by any subcontractor shall be coordinated by the Service Provider who shall be responsible to the
City for all work performed by any subcontractor or special Service Provider.
B. Independent Successful Firm
The Service Provider is an independent firm and nothing contained in a subsequent contract shall constitute or
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designate such firm or any of its agents or employees as employees of the City.
C. Notification
Any notice required by the contract shall be effective if given by registered mail, return receipt requested, to
the Service Provider in the name and at the address given in its proposal submission; provided that change of
address shall be effective if given in accordance with this paragraph. Unless otherwise specified, any notice to
the City shall be given to the City of Lynchburg, Procurement Manager, 900 Church Street, Lynchburg, VA
24504. The Service Provider agrees to notify the City immediately of any change of legal status or of
address. Any notice provided in accordance with this paragraph shall be deemed to have been completed
five calendar days after the date of mailing.
D. Notice of Cure
A cure letter is used when a contractor has failed to perform or deliver in accordance with the provisions of
contract. Such notice provides the Contractor a period of time to correct or "cure" the deficiency and places
Contractor on notice as to the consequences for failure to take the required corrective action. Such notice may
be given orally or in writing. Notice of Cure informs the Contractor that non-conformance is a breach of
contract and if the deficiency is not corrected within a stated number of days, the Public Body will terminate
the contract for default and hold the Contractor liable for any excess costs.
E. Termination
Subject to the provisions below, the contract may be terminated by the City upon thirty (30) days advance
written notice to the Service Provider; but if any work or service hereunder is in progress, but not completed
as of the date of termination, then the contract may be extended upon written approval of the City until said
work or services are completed and accepted. All information and materials gathered and/or prepared by
or for it under the terms of the contract shall be delivered to, become and remain the property of the City.
The City shall have the right to use and reproduce the data and reports submitted hereunder, without
additional compensation to the Service Provider.
Termination for Convenience:
The City may terminate this contract for convenience at any time in which the case the parties shall negotiate
reasonable termination costs.
Termination for Cause:
In the event of Termination for Cause, the thirty (30) days advance notice is waived and the Service Provider
shall not be entitled to termination costs.
Termination Due to Unavailability of Funds in Succeeding Fiscal Years:
If funds are not appropriated or otherwise made available to support continuation of the performance of this
Contract in a subsequent fiscal year, then the Contract shall be canceled and, to the extent permitted by law,
the Service Provider shall be reimbursed for the reasonable value of any non-recurring costs incurred but not
amortized in the price of the supplies or services delivered under the Contract.
F. Laws and Regulations
Where applicable, this Contract shall be subject to the requirements of Sections 2.2-4311, 2.2-4311.1, 2.2-
4311.2, 2.2-4311.3, 2.2-4311.4, 2.2-4312, and 2.2-4354 of the Code of Virginia (1950) as amended, and the
prohibitions described under Sections 2.2-4367 through 2.2-4377 of the Code of Virginia (1950) as
amended are fully understood.
The Successful firm shall abide by all Federal, State and Local laws and regulations governing the
provision of the services called for in the contract. The Successful firm shall give notice and comply with all
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laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of
the work.
By entering this Contract, the Service Provider certifies that it does not and will not during the performance of
this Contract violate the provisions of the Federal Immigration Reform and Control Act of 1986, which
prohibits employment of illegal aliens.
This contract shall be governed and construed in all respects by its terms and by the laws of the
Commonwealth of Virginia. Any legal proceedings arising out of or related to this contract shall be filed by
the parties in the City of Lynchburg General District Court or the Lynchburg Circuit Court.
G. Severability
Each paragraph and provision of the resultant contract will be severable from the entire contract and if any
provision is declared invalid, the remaining provisions shall remain in effect.
H. Licenses and Permits
The successful firm shall secure all permits and licenses necessary for the proper execution and completion
of the work which are legally required prior to and during the work.
I. Payments to Successful Firms
Payments to the Service Provider shall be made within 45 days after receipt of an approved invoice for
services provided in the previous month. Backup documentation for each invoice shall be provided in detail
satisfactory to the City. The Service Provider's records and documentation supporting such invoices shall be
made available to the City upon reasonable request. The Service Provider agrees to retain all records,
documents and support materials relevant to the contract for a period of five years following final payment.
Invoices must be prepared in formats as required by funding agencies. Payment for the contract will be either
lump sum or specific rates of compensation. Invoices shall be emailed to the Project Manager of Record and
the City Engineer and Principal Engineer should also be copied, for approval and processing.
In accordance with Virginia Code Section 2.2-4354 the Service Provider agrees that:
1. Should any contractor be employed by the Service Provider for the provision of any goods or services
under this Contract, the Service Provider agrees to the following:
(a) The Service Provider shall, within seven days after receipt of any payments from the City
pursuant to this Contract, either:
(1) Pay the subcontractor for the proportionate share of the total payment received from
the City attributable to the goods or services provided by the subcontractor; or
(2) Notify the City, as applicable, and the subcontractor, in writing, of the intention to
withhold all or a part of the subcontractor's payment with the reason for nonpayment.
Written notice to the City shall be given to: City of Lynchburg Procurement Manager,
900 Church Street, Lynchburg, VA 24504.
(b) The Service Provider shall pay interest to the subcontractors, at the rate of one percent per
month on all amounts owed to the subcontractor that remain unpaid after seven days
following receipt of payment from the City for goods or services provided under this Contract,
except for amounts withheld under subparagraph (a)(2) above.
(c) The Service Provider shall include in each of its subcontracts a provision requiring each
subcontractor to include or otherwise be subject to the same payment and interest
requirements with respect to each lower-tier subcontractors firm.
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