- Text
- PROJECT MANUAL
FOR
CITY OF LYNCHBURG
LYNCHBURG FIRE STATION 1 RENOVATION
INVITATION FOR BID # 2027-026
CITY PROJECT NO: BM355
OCTOBER 2026
PROCUREMENT DIVISION
3RD FLOOR CITY HALL
900 CHURCH STREET
LYNCHBURG, VA 24504
TELEPHONE (434) 455-3970
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Table of Contents
Document Page #
Bidding Requirements
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
Corporate Status Form............................................................................................................... 11
Questions To Bidders/Offerors .................................................................................................. 12
Construction Agreement ............................................................................................................ 13
City Of Lynchburg, Virginia Standard Performance Bond ................................................... 15
City Of Lynchburg Standard Labor And Material Payment Bond....................................... 17
Escrow Agreement ...................................................................................................................... 20
Instructions To Bidders .............................................................................................................. 24
General Conditions ..................................................................................................................... 30
Attachments:
Project Manual Supplement dated 9-18-26
Design Drawings dated 9-18-26
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ADVERTISEMENT FOR BIDS
The City of Lynchburg is seeking sealed bids for IFB 2027-026 “Lynchburg Fire Station 1 Renovation” to be received
by the City of Lynchburg, Procurement Division, Third Floor City Hall 900 Church Street, Lynchburg, VA 24504,
until no later than 3:00 p.m., Local Time Prevailing November 17, 2026. Received bids will then be publicly opened
and read aloud in the City Hall First Floor Conference Room. A link to a publicly available video/audio conference
call will be posted on the Bids page of the City’s website prior to the bid opening. All bids received by the posted
deadline will be opened and read aloud on the video/audio conference call.
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.
The project consists of the selective interior demolition and renovation of approximately 12,800 SF of Level 1 within
the existing Lynchburg Fire Station 1, located at 801 Clay Street, Lynchburg, Virginia, with limited renovation and
associated work within ancillary spaces on the Lower Level. The majority of the project's scope is concentrated on
Level 1.
Work includes the reconfiguration and renovation of existing bunk rooms, toilet/shower rooms, kitchen and dayroom
areas, along with associated interior finishes, casework, equipment, and architectural modifications. The project also
includes associated mechanical, electrical, plumbing, and fire protection work, including modifications to existing
building systems and installation of a new fire protection system within the affected areas.
The existing fire station is anticipated to be vacated by the Fire Department prior to commencement of the primary
construction activities. The Fire Department's staff and apparatus are anticipated to relocate from the facility for the
duration of the renovation. The Contractor shall coordinate the construction schedule, site access, temporary
conditions, utility shutdowns, phasing, and other construction activities with the Lynchburg Fire Department and
Buildings & Grounds as required to facilitate the Department's planned move-out and maintain required access to the
facility during the transition.
The above is intended as a general description of the project and is not a complete definition of the work. Refer to the
Contract Drawings and Specifications for the complete scope, extent of work, specific construction requirements, and
coordination requirements.
The Project Manual, Drawings, and related Documents for this project may be viewed and downloaded from the
City’s website: http://www.lynchburgva.gov/Bids.aspx.
An Optional In-Person Pre-Bid Conference & On-Site visit will be held at 10:00 a.m. on October 27, 2026 at Fire
Station 1 located at 801 Clay St. Lynchburg, VA 24504. We will meet at the Clay St. entrance to the building.
All requests for clarification of or questions regarding this Advertisement for Bids or for additional information must
be made in writing to: Matt Marsteller, CPPB, Procurement Division by email to matthew.marsteller@lynchburgva.gov
and received by 3:00 p.m., November 10, 2026. All posted clarifications or addenda must be acknowledged on the
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Bid Form or by physically printing each related addendum, completing them, and returning them with your bid package.
Failure to acknowledge the addenda may deem the bid non-responsive. All addenda associated with this project will
be posted no later than 3:00 p.m. on November 12, 2026.
There will be a “Live Bid Opening” link on the City’s website at: www.lynchburgva.gov/Bids.aspx so that the
public can observe the proceedings at 3:00 p.m., November 17, 2026. The bid results will be posted on the City’s
Bids website after award is made.
(remainder of page left intentionally blank)
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BID FORM
Matt Marsteller, CPPB
Senior Contract Specialist
City of Lynchburg
Third Floor, City Hall
900 Church Street
Lynchburg, Virginia 24504
Dear Mr. Marsteller:
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 "Lynchburg Fire Station 1
Renovation" 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, 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.
Add Alternate #1 – Exterior Storage Addition: $_______________________________________
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.
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.
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:
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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 CLASS A CONTRACTOR’S LICENSE/ REGISTRATION NO.:
Respectfully submitted,
CONTRACTOR
DATE
ADDRESS
BY:
(Signature)
(Type/Print)
ITS:
(Title)
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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
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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.
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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.
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STATEMENT OF AVAILABLE RESOURCES
Equipment:
Number of Personnel Currently Employed:
Number of Personnel Available for Project:
Other Pertinent Information:
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CORPORATE STATUS FORM
ALL PROSPECTIVE FIRMS MUST RESPOND TO THE FOLLOWING
If a limited liability company, limited liability partnership or a limited partnership, indicate by
checking one: Limited liability company
Limited liability partnership
Limited partnership
Have you registered with the Virginia State Corporation Commission, to conduct business in Virginia?
Yes No
Name and address of organizer:
List who is authorized to execute contracts:
If conducting business under an assumed (fictitious) business name, fill out the following information:
Names of persons or entities owning business using assumed business name:
Owners’ addresses:
Registration date: Expires:
If conducting business as a sole proprietorship, general partnership, or joint venture, fill out the
following information:
Names of all persons liable for obligations of the business:
Addresses of such persons:
_________________________
_________________________
_________________________
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Questions to Bidders/Offerors
Bidders/Offerors are to respond to the following question: Have any of the individual(s), owner(s),
and/or principal officer(s) of the firm submitting the bid/proposal ever been convicted of (1) a felony, or
(2) a misdemeanor involving moral turpitude?
YES NO
If yes, list individual or officer and title and give details.
NOTE: Answering yes to this question will not necessarily exclude your company from consideration
but will be used to weigh the relationship between the offense and the contract to be performed.
Is your firm currently involved in litigation or a dispute involving arbitration?
YES NO
If yes, for litigation list the litigation by case name, name of court, case number, and jurisdiction, and for
arbitration, list the organization administering, if any, its contact information, any case number assigned,
the arbitrators, and the location of the arbitration. For litigation and arbitration, briefly describe the claims
and status, and give contact information for the opposing party or parties.
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CONSTRUCTION AGREEMENT
This Construction Agreement (the “Contract”) made and entered into on the ___ day of __________, 2026, by
and between ____________________, party of the first part, hereinafter referred to as Contractor, and the City
of Lynchburg, a municipal corporation of the Commonwealth of Virginia, party of the second part, hereinafter
referred to as the Owner or City.
That the Contractor, for the consideration hereinafter fully set out, hereby agrees with the Owner as follows:
1. That the Contractor shall furnish all labor, materials, tools, and equipment and perform all Work
required by the Contract Documents (as defined in the General Conditions hereto) for Lynchburg Fire Station
1 Renovation.
2. That the Contractor shall commence Work within ten (10) days after Notice to Contractor to Proceed
with the Work under Contract (“Notice to Proceed”), and shall substantially complete the Work in no more
than 330 calendar days. Owner and Contractor recognize that time is of the essence of this Contract and
that the Owner will suffer financial loss if the Work is not completed within the times specified in the Notice
to Proceed, plus any extensions thereof. They also recognize the delays, expense and difficulties involved
in providing the actual loss suffered by Owner if the Work is not completed on time. Accordingly, instead of
requiring any such proof, Owner and Contractor agree that as liquidated damages for certain losses Owner
is expected to suffer due to delay (but not as a penalty) Contractor shall pay $750.00 for each day that expires
after the time specified for completion. If the Contractor is subject to liquidated damages, the City has the
right, but not the obligation, to withhold the liquidated damages from the Contractor’s regular payments or
retainage. Rights and obligations relating to these liquidated damages are set out more fully in the General
Conditions.
3. Incentive: Not used.
4. The Owner hereby agrees to pay the Contractor for the faithful performance of this Contract in accordance
with the Contract Documents, subject to additions and deductions as provided in the Contract Documents,
in lawful money of the United States, as follows:
Dollars
($ )
5. The Owner shall make partial payment on a monthly basis to the Contractor in accordance with the
Contract Documents on the basis of a duly certified and approved estimate of work performed during the
preceding calendar month by the Contractor, less five percent (5%) of the amount of such estimate which
may be retained by the Owner until all Work has been performed strictly in accordance with the Contract
Documents and until such Work has been accepted by the Owner.
6. Within ninety (90) days after submission by the Contractor of evidence satisfactory to the Owner that
all payrolls, material bills and other costs incurred by the Contractor in connection with the construction of
the Work have been paid in full, satisfaction of all the requirements of the Contract Documents, and acceptance
of such Work by the Owner, final payment on account of this Contract shall be made.
7. It is further mutually agreed between the parties hereto that if, at any time after the execution of this
Contract, the performance bond provided for its faithful performance and the payment bond, the Owner shall
deem the surety or sureties upon such bonds or either of them to be unsatisfactory, or if for any reason, such
bonds cease to be adequate to cover the performance of the Work, the Contractor shall, at his own sole
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expense, within five (5) days after the receipt of Notice from the Owner so to do, furnish an additional bond or
bonds in such form and amount, and with such surety or sureties as shall be satisfactory to the Owner. In such
event, no further payment to the Contractor shall be deemed to be due under this Contract until such new
or additional security for the faithful performance of the Work shall be furnished in manner and form
satisfactory to the Owner.
8. Contractor agrees to fulfill all requirements of state, Federal, and municipal laws which may be applicable
to this project.
9. This Contract is subject to the General Conditions accompanying it, and all the documents defined by
the General Conditions to be the Contract Documents are a part of this Contract.
This Contract is executed in two counterparts, each of which shall, without proof or accounting for the other
counterparts, be deemed an original contract.
IN WITNESS WHEREOF, has
caused its name to be subscribed to this Contract by , its
, and its corporate seal to be hereunto affixed and attested by
, its , said officers being duly
authorized therefore; and the City of Lynchburg has caused its name to be hereunto subscribed by Wynter C.
Benda, City Manager, and its corporate seal to be hereunto affixed and attested by Alicia L. Finney-Andrews,
its Clerk of Council, said officers being duly authorized therefore, all as to the day and year first above written.
CONTRACTOR
(SEAL)
BY:
ATTEST:
ITS:_______________________________________
_________________________________
CITY OF LYNCHBURG
(SEAL) BY:
City Manager
ATTEST:
Clerk of Council
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CITY OF LYNCHBURG, VIRGINIA
STANDARD PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS: That
, the Contractor ("Principal"), whose principal
place of business is located at
and
("Surety"), are held and firmly bound unto the City of Lynchburg,
Virginia, the Owner ("Obligee"), in the amount of
Dollars ( $ ) for the payment whereof Principal and Surety bind themselves, their heirs,
executors, administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS,
Principal has, entered into a Construction Agreement with Obligee for certain work on a construction
project known as Lynchburg Fire Station 1 Renovation, which contract (the "Contract") is by reference
expressly made a part hereof;
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if the Principal shall
promptly and faithfully perform said Contract in strict conformity with the plans, specifications and
conditions of the Contract and its Contract Documents, then this obligation shall be null and void;
otherwise it shall remain in full force and effect.
Provided, that any alterations which may be made in the terms of the Contract, or in the Work to be done
under it, or the giving by the Obligee of any extension of time for the performance of the Contract, or
any other alterations, extensions or forbearance on the part of either or both of the Obligee or the Principal
to the other shall not in any way release the Principal and the Surety, or either of them, their heirs,
executors, administrators, successors or assigns, from their liability hereunder, notice to the Surety of any
such alterations, extensions, or forbearance being hereby waived.
No action shall be brought on this bond unless brought within one year after: (a) completion of the Contract
and all Work thereunder, including expiration of all warranties and guarantees, or (b) discovery of the
defect or breach of warranty or guarantee if the action be for such.
The Surety represents to the Principal and to the Obligee that it is legally authorized to do business in
the Commonwealth of Virginia.
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Signed and sealed this day of , 2026.
______________________________(SEAL)
Contractor/Principal
By:
Witness: Title:
(SEAL)
Surety
By:
Attorney -in-Fact
I, ________________________, the duly appointed Attorney-in-Fact for _______________________,
do hereby certify that my Power of Attorney related thereto has not been revoked nor has it expired. A
true copy of such Power of Attorney is attached to this bond/obligation.
Attorney-in-Fact
AFFIDAVIT AND ACKNOWLEDGEMENT OF ATTORNEY-IN-FACT
COMMONWEALTH OF VIRGINIA
(or, alternatively, Commonwealth or State of )
CITY/COUNTY OF to wit:
I, the undersigned notary public, do certify that personally appeared before me in
the jurisdiction aforesaid and made oath that he is the attorney-in-fact of , the Surety,
that he is duly authorized to execute on its behalf the aforesaid Bond(s) as its act and deed.
Given under my hand this day of 2026.
(SEAL)
Notary Public
My Commission expires:
APPROVED:
City Attorney/Designee Date
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CITY OF LYNCHBURG
STANDARD LABOR AND MATERIAL PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS: That
, the Contractor ("Principal") whose
principal place of business is located at
and
("Surety") are held and firmly bound unto the City of
Lynchburg, Virginia, the Owner ("Obligee") in the amount of
Dollars ( $ ) for the payment whereof Principal and Surety bind
themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, firmly by
these presents.
WHEREAS,
Principal has by written agreement dated entered into a Construction Agreement with
Obligee for Lynchburg Fire Station 1 Renovation, which contract (the “Contract”) is by reference expressly
made a part hereof;
NOW THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if the Principal shall
promptly make payment to all claimants as hereinafter defined, for labor performed and material furnished
in the prosecution of the Work provided for in the Contract and its Contract Documents, then this obligation
shall be void,; otherwise it shall remain in full force and effect, subject, however, to the following
conditions.
The Principal and Surety, jointly and severally, hereby agree with Obligee as follows:
1. A claimant is defined as one having a direct contract with the Principal or with a subcontractor of
the Principal for labor, material, or both for use in the performance of the Contract. A
"subcontractor" of the Principal, for the purposes of this bond only, includes not only those
subcontractors having a direct contractual relationship with the Principal but also any other
contractor who undertakes to participate in the Work which the Principal is to perform under the
aforesaid Contract, whether there are one or more intervening subcontractors contractually
positioned between it and the Principal (for example, a subcontractor). "Labor" and "material"
shall include, but not be limited to, public utility services and reasonable rentals of equipment,
but only for periods when the equipment rented is actually used at the Work site.
2. Subject to the provisions of paragraph 3, any claimant who has performed labor or furnished
material in accordance with the Contract Documents in the prosecution of the Work provided in
the Contract, who has not been paid in full therefore before the expiration of ninety (90) days
after the day on which such claimant performed the last of such labor or furnished the last of
such materials for which he claims payment, may bring an action on this bond to recover any
amount due him for such labor or material, and may prosecute such action to final judgment and
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have execution on the judgment. The Obligee need not be a party to such action and shall not be
liable for the payment of any costs, fees or expenses of any such suit.
3. Any claimant who has a direct contractual relationship with any subcontractor of the Principal
from whom the Principal has not required a subcontractor payment bond, but who has no
contractual relationship, express or implied, with the Principal, may bring an action on this bond
only if he has given written notice to the Principal within one hundred eighty (180) days from the
day on which the claimant performed the last of the labor or furnished the last of the materials
for which he claims payment, stating with substantial accuracy the amount claimed and the name
of the person for whom the Work was performed or to whom the material was furnished. Notice
to the Principal shall be served by registered or certified mail, postage prepaid, in an envelope
addressed to the Principal at any place where his office is regularly maintained for the
transaction of business. Claims for sums withheld as retainages with respect to labor performed or
materials furnished shall not be subject to the time limitations stated in this paragraph 3.
4. No suit or action shall be commenced hereunder by any claimant.
a. Unless brought within one year after the day on which the person bringing such action
last performed labor or last furnished or supplied materials, it being understood, however,
that if any limitation embodied in this bond is prohibited by any law controlling the
construction hereof, the limitation embodied within this bond shall be deemed to be
amended so as to be equal to the minimum period of limitation permitted by such law.
b. Other than in a Virginia court of competent jurisdiction, with venue as provided by
statute, or in the United States District Court for the district in which the project, or any part
thereof is situated.
5. The amount of this bond shall be reduced by and to the extent of any payment or payments made
in good faith hereunder.
6. This bond is intended to comply with the requirements and to afford all the benefits of a payment
bond consistent with the requirements of Virginia Code § 2-2-4337 and § 2-2-4341. To the
extent that those sections as they are in effect as of the date of issuance of this bond confer any
requirements on Principal or Surety, or confer any additional benefits on any claimant (as the
term “claimant” is used within either the meaning of those sections or this bond), those
requirements and benefits shall be deemed to be incorporated into and be part of this bond.
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Signed and sealed this day of ______________________________, 2026.
_____________________________(SEAL)
Contractor/ Principal
By:
Witness: Title:
(SEAL)
Surety
By:
Attorney-in-Fact
Typed Name:
I, ________________________, the duly appointed Attorney-in-Fact for ________________________, do
hereby certify that my Power of Attorney related thereto has not been revoked nor has it expired. A true
copy of such Power of Attorney is attached to this bond/obligation.
Attorney-in-Fact
AFFIDAVIT AND ACKNOWLEDGEMENT OF ATTORNEY-IN-FACT
COMMONWEALTH OF VIRGINIA (or, alternatively, Commonwealth or State of )
CITY / COUNTY OF
I, the undersigned notary public, do certify that personally appeared
before me in the jurisdiction aforesaid and made oath that he is the attorney-in-fact of
, the Surety, that he is duly authorized to execute on its
behalf the foregoing bond pursuant to the Power of Attorney noted above, and on behalf of said Surety,
acknowledged the aforesaid bond(s) as its act and deed.
Given under my hand this day of , 2026.
(SEAL)
Notary Public
My Commission expires:
APPROVED:
City Attorney/Designee Date
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ESCROW AGREEMENT
THIS AGREEMENT ("Agreement"), made and entered into this
by,
day of , 2026
between and among the City of Lynchburg ("City"), ("Contractor"), and
(Name of Bank)
(Address of Bank)
a trust company, bank, or savings and loan institution with its principal office located in the
Commonwealth of Virginia (hereinafter referred to as "Bank" or "Escrow Agent"), and
("Surety") provides:
I.
The City and the Contractor have entered into the Construction Agreement (“Contract”) with respect to
City Project Lynchburg Fire Station 1 Renovation: ("the Contract"). This Agreement is pursuant to,
but in no way amends or modifies, the Contract. Payments made hereunder or the release of funds from
escrow shall not be deemed approval or acceptance by the City of performance by the Contractor or Surety.
II.
In order to assure full and satisfactory performance by the Contractor of its obligations under the Contract,
the City may, pursuant to the Contract Documents, retain certain amounts otherwise due the Contractor.
The Contractor has, with the approval of the City, elected to have these retained amounts held in escrow
by the Bank. This Agreement sets forth the terms of the escrow. The Bank shall not be deemed a party
to, bound by, or required to inquire into the terms of, the Contract or any other instrument or
agreement between the City and the Contractor.
III.
The City may from time to time pursuant to this Agreement pay to the Bank amounts retained by the
City under the Contract. Except as to amounts actually withdrawn from escrow by the City, the Contractor
shall look solely to the Bank for payment of funds retained under the Contract and paid by the City to
the Bank.
The risk of loss by diminution of the principal of any funds invested under the terms of this Agreement
shall be solely upon the Contractor.
Funds and securities held by the Bank pursuant to this Agreement shall not be subject to levy, garnishment,
attachment, lien, or other process whatsoever. Contractor agrees not to assign, pledge, discount, sell or
otherwise transfer or dispose of his interest in the escrow account or any part thereof, except to the Surety.
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IV.
Upon receipt of checks or warrants drawn by the City's Director of Finance and made payable to it as
escrow agent, the Bank shall promptly notify the Contractor, negotiate the same and deposit or invest
and reinvest the proceeds in "Approved Securities" within the meaning of this Agreement in accordance
with the written instruction of the Contractor. In no event shall the Bank invest the escrowed funds in
any security that is not an "Approved Security."
V.
The following securities, and none other, are Approved Securities for all purposes of this Agreement:
(1) United States Treasury Bonds, United States Treasury Notes, United States Treasury Certificates
of Indebtedness or United States Treasury Bills,
(2) Bonds, notes and other evidences of indebtedness unconditionally guaranteed as to the payment
of principal and interest by the United States,
(3) Bonds or notes of the City,
(4) Bonds of any political subdivision of the City, if such bonds carried, at the time of purchase by
the Bank or deposit by the Contractor, a Standard and Poor's or Moody's Investors Service rating
of at least "A", and
(5) Certificates of deposit issued by commercial Banks located within the Commonwealth,
including, but not limited to, those insured by the Bank and its affiliates,
(6) Any bonds, notes, or other evidences of indebtedness listed in Section (1) through (3) may be
purchased pursuant to a repurchase agreement with a Bank, within or without the City, having a
combined capital, surplus and undivided profit of not less than $25,000,000 provided the obligation
of the Bank to repurchase is within the time limitations established for investments as set forth
herein. The repurchase agreement shall be considered a purchase of such securities even if
title, and/or possession of such securities is not transferred to the Escrow Agent, so long as the
repurchase obligation of the Bank is collaterized by the securities themselves, and the securities
have on the date of the repurchase agreement a fair market value equal to at least 100 percent of
the amount of the repurchase obligation of the Bank, and the securities are held by a third party,
and segregated from other securities owned by the Bank.
No security is an Approved Security hereunder if it matures more than five years after the date of its
purchase by the Bank or deposit by the Contractor.
VI.
The Contractor may from time to time withdraw the whole or any portion of the escrowed funds by
depositing with the Bank Approved Securities in an amount equal to, or in excess of, the amount so
withdrawn. Any securities so deposited or withdrawn shall be valued at such time of deposit or withdrawal
at the lower of par or market value, the latter as determined by the Bank. Any securities so deposited shall
thereupon become a part of the escrowed fund.
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Upon receipt of a direction signed by the City's Director of Public Works or the City Engineer, the Director
of Finance or the City Accountant shall authorize the Bank to pay the principal of the fund, or any specified
amount thereof, to the account of the City of Lynchburg. Such payment shall be made in cash as soon as
is practicable after receipt of the direction.
Upon receipt of a direction signed by the City's Director of Public Works or the City Engineer, the Director
of Finance or the City Accountant shall authorize the Bank to pay and deliver the principal of the fund,
or any specified amount thereof, to the Contractor, in cash or in kind, as may be specified by the
Contractor. Such payment and delivery shall be made as soon as is practicable after receipt of the
direction.
VII.
For its services, hereunder the Bank shall be entitled to a reasonable fee in accordance with its published
schedule of fees or as may be agreed upon by the Bank and the Contractor. Such fee and any other costs
of administration of this Agreement shall be paid from the income earned upon the escrowed fund, and,
if such income is not sufficient to pay the same, by the Contractor.
VIII.
The net income earned and received upon the principal of the escrowed fund shall first be paid or
applied to pay the Bank's fee and any other costs of administration and such income shall be deemed a part
of the principal of the fund. After all of the Bank’s fees and other costs of administration have been paid
from such income, the net income earned thereafter may then be paid over to Contractor in installments.
IX.
The Surety undertakes no obligation hereby but joins in this Agreement for the sole purpose of
acknowledging that its obligations as surety for the Contractor's performance of the Contract are not
affected hereby.
WITNESS the following signatures, all as of the day and year first above written.
CITY OF LYNCHBURG CONTRACTOR:
BY: BY:
City Manager Officer, Partner, or Owner (Seal)
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SURETY:
By:
Its:_______________________ __________ (Seal)
ATTEST:
Secretary
By:
Attorney-in-Fact
AFFIDAVIT AND ACKNOWLEDGEMENT OF ATTORNEY-IN-FACT
COMMONWEALTH OF VIRGINIA
(or, alternatively, Commonwealth or State of )
CITY / COUNTY OF
I, the undersigned notary public, do certify that personally appeared
before me in the jurisdiction aforesaid and made oath that he is the attorney-in-fact of
, the Surety, that he is duly authorized to execute on its
behalf the foregoing bond pursuant to the Power of Attorney noted above, and on behalf of said Surety,
acknowledged the aforesaid bond(s) as its act and deed.
Given under my hand this day of .
(SEAL)
Notary Public
My Commission expires:
APPROVED:
City Attorney/Designee Date
PM- 24
INSTRUCTIONS TO BIDDERS
DESCRIPTION OF WORK
The Work included under this Contract shall consist of all labor, materials, equipment, and the performance of all
work necessary to complete the project known as Lynchburg Fire Station 1 Renovation as described in the
Contract Documents.
This Work shall be performed in accordance with the Contract Documents.
1. General: Subject to Owner's right to waive informalities, to be valid for consideration, bids must be
completed and submitted in accordance with these instructions to bidders.
2. Plans and Specifications: The Contract Documents for the Lynchburg Fire Station 1 Renovation may be
viewed and downloaded from the City’s website: http://www.lynchburgva.gov/Bids.aspx. The Manual of
Specifications and Standard Details, for the City of Lynchburg may be viewed and downloaded from the
City’s website: https://www.lynchburgva.gov/452/Manual-of-Specifications.
The successful bidder shall be issued, without charge, five sets of sets of plans and specifications.
Bidding documents will be provided as indicated in the Advertisement for Bids.
3. Qualification of Bidders: Each bidder must be prepared to submit within
- Email
- matthew.marsteller@lynchburgva.gov
- Pages
- 585
- Phone
- (434) 455-3970
- Excerpt
- PROJECT MANUAL
FOR
CITY OF LYNCHBURG
LYNCHBURG FIRE STATION 1 RENOVATION
INVITATION FOR BID # 2027-026
CITY PROJECT NO: BM355
OCTOBER 2026
PROCUREMENT DIVISION
3RD FLOOR CITY HALL
900 CHURCH STREET
LYNCHBURG, VA 24504
TELEPHONE (434) 455-3970
PM- 2
Table of Contents
Document Page #
Bidding Requirements
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
Corporate Status Form............................................................................................................... 11
Questions To Bidders/Offerors .................................................................................................. 12
Construction Agreement ............................................................................................................ 13
City Of Lynchburg, Virginia Standard Performance Bond ................................................... 15
City Of Lynchburg Standard Labor And Material Payment Bond.......................................
