2026-03-05 - Request for Quotes -Moving Final Draft.pdf

Augusta County, Virginia

Request for Quotes

RFQ # 112101-26-01

Issue Date: March 9th, 2026

Project Title: Augusta County Courthouse Move

Existing Location: District Courts Building – 6 E Johnson Street, Staunton, VA 24401 Circuit Courthouse – 1 E Johnson Street, Staunton, VA 24401

New Location: Augusta County Courthouse – 100 Dick Huff Lane, Verona, VA 24482

Sealed quotes for this project will be received at the location stated below subject to the Conditions cited herein until 2:00 PM local time Thursday, April 2nd, 2026 for a reputable company to furnish all labor and equipment necessary to complete the project known as Augusta County Courthouse Move pursuant to the scope of work and requirements as specified.

Location to Submit Bids: Lacy Stajduhar, VCA Purchasing Assistant Finance Department, Suite 0102 County of Augusta

18 Government Center Lane PO Box 590 Verona, VA 24482

Quotes can also be submitted through the eVA website.

A mandatory Pre-Quote meeting has been scheduled for Tuesday, March 17, 2026 at 9:00 AM, local time beginning at the Augusta County Circuit Courthouse, located at 1 E Johnson Street, Staunton, VA 24401. The Pre-Quote meeting will include viewing the Circuit Courthouse, District Courts Building and new Courthouse.

All requests for additional information should be provided in writing by means of the attached Pre-Quote Question Form. Questions may be received up until 5:00 PM, Friday March 20, 2026.

The Pre-Quote Question Form must be directed to:

Lacy Stajduhar Purchasing Assistant Email: lstajduhar@co.augusta.va.us

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Proposed Schedule of Events

Item Date

Advertise March 9

Mandatory Pre-Quote Meeting March 17 at 9:00 AM

Deadline for Questions March 20 at 5:00 PM

Quote Deadline April 2 at 2:00 PM

Review Quotes April 3 – 10

Notice of Intent to Award April 10

Notice of Award April 23

Secure Contract May 1

Pre-Move Meeting with Stakeholders May 8

Deliver Carts and Boxes May 11 – 15

Move June 8 – 12

Pick Up Carts June 26

OVERVIEW

The County of Augusta, Virginia ("the County") is issuing this Request for Quotes ("RFQ") due to the County's need for moving services in connection with the new courthouse the County has built in Verona, Virginia. The move will occur June 8-12, 2026.

The County seeks quotes from established moving companies (“Contractor”) that have an established workforce. The items to be moved include office equipment, furniture, and a large volume of sensitive governmental records. These items are present in three separate Courts/Clerk's offices and one prosecutor's office. The County prefers that the companies, which provide quotes, have prior experience with such moves.

The County emphasizes that the governmental records to be moved are replete with sensitive information and that improper movement or treatment of the records could lead to serious legal jeopardy for the mover.

The County emphasizes that some governmental records and book bindings are sensitive materials due to age and condition. Proper handling and protection of these materials shall be required in order to prevent further damage.

The County will look with particular interest at a quote that includes the provision of multiple pushcarts, utility carts, and/or file carts which can be loaded with governmental records and books, and then left in place at the destination to be unloaded by County representatives.

The use of "established" as set forth above stems from the fact that both the successful company and its employees will be subject to a background check, including a criminal-history check, before the move commences. In this regard, the County, in its sole discretion, will determine those who are permitted to work on the move. These persons will wear appropriate livery showing their status as an approved mover.

The "responsible bidder" requirements of the Virginia Public Procurement Act apply to this RFQ.

BACKGROUND

Currently, all courts, Commonwealth’s Attorney and associated offices are located in Staunton, Virginia, and within two buildings. All offices are moving to the new courthouse located in Verona, Virginia.

Moving are General District Court and Clerk, Juvenile and Domestic Relations (JD&R) Court and Clerk, JD&R Court Services Unit, Circuit Court and Clerk, Bailiff’s Office, , Commonwealth’s Attorney and Victim Witness.

The existing Circuit Courthouse consists of two floors and a basement. It houses Circuit Court and the Clerk’s Office. The Clerk’s Office includes County records. Some offices and courts are accessed by stairs.

There is a small stair lift that can accommodate 450 pounds between floor 1 and 2.

The District Courts Building consists of three floors and a basement. The building includes General District Court and Clerk’s Office, JD&R Court and Clerk’s Office, JD&R Court Services Unit, Commonwealth’s Attorney, and Victim Witness Office. The building is accessed by stairs and passenger elevators.

AWARD AND RESPONSIBLE BIDDER REQUIREMENTS

Per the Virginia Public Procurement Act § 2.2-4302.1, award will be made to the lowest responsible bidder.

Responsible bidder requirements include:

1. Ensure moving can occur within the parameters given.

2. Be an established company with required workforce, and employees conducting the work pass a background check.

3. Provide insurance as required.

4. Provide positive references with consideration to experience with similar projects.

5. Knowledge of how to handle fragile historic record books and the ability and resources to do so.

6. Knowledge of how to handle governmental sensitive documents and the ability and resources to do so.

MOVING PREPARATION AND SCOPE

1. Files, records, books, computers, desktop printers, scanners, limited furniture, and historical items are being moved. With few exceptions, existing office desks and chairs are not being moved. Some server equipment or State courtroom equipment may be included.

2. The majority of items, with the exception of flat books and Hollinger boxes in the Circuit Courthouse basement, will be pre-boxed or placed into carts by County representatives. The Contractor shall provide moving carts and boxes prior to the move for County representatives to pack. Carts and boxes are to be delivered between May 11 and 15 to each department specified. Carts will be packed with files, Hollinger boxes, and/or books. Prior to moving, all open carts must be wrapped by the Contractor, with plastic or appropriate material, to ensure items will remain on the cart during transport. Once moved to the new Courthouse the Contractor will be responsible for unwrapping carts and disposing of wrapping material. Carts will be unpacked by County representatives. The Contractor will pick up carts once notified, or by June 26.

3. An estimated number of carts and/or boxes for each department is listed below, but bidders should conduct their own estimate during the pre-quote meeting/walkthrough:

a. General District Clerk and Judges

i. 70 boxes

ii. 40 carts

b. JD&R Clerk and Judges

i. 30 boxes

ii. 40 carts

c. JD&R Court Services Unit

i. 50 boxes

ii. 10 carts

d. Circuit Court Clerk – main level

i. Box quantity TBD by Contractor

ii. Cart quantity TBD by Contractor

e. Circuit Court Clerk – basement

i. Box quantity TBD by Contractor

ii. Cart quantity TBD by Contractor

f. Circuit Court Judges

i. 15 boxes

ii. 10 carts

g. Commonwealth’s Attorney

i. 30 boxes

ii. 15 carts

h. Victim Witness

i. 20 boxes

ii. 5 carts

i. Bailiff’s Office

i. 15 boxes

ii. No carts

4. During the mandatory pre-quote meeting, potential Contractors will view all items to be moved. It is the sole responsibility of the Contractor to determine the quantity for pricing. The County will not be responsible for determining quantities, nor for potential Contractors underestimating the quantities of items. Provided below is a list of the type of items to be moved for each department. Some estimated quantities are provided for specialized items to give an idea of the magnitude:

a. General District Clerk and Judges

i. All desktop computers

ii. All desktop printers

iii. Large paper shredder

iv. Office supplies

v. Paper files

vi. Books

b. JD&R Clerk and Judges

i. All desktop computers

ii. All desktop printers

iii. Large paper shredder

iv. Office supplies

v. Paper files

vi. Books

c. JD&R Court Services Unit

i. All desktop computers

ii. All desktop printers

iii. Large paper shredder

iv. Office supplies

v. Paper files

d. Circuit Court Clerk – main level

i. All desktop computers (including staff and public counter)

ii. All desktop printers

iii. Office supplies

iv. ~700 Hollinger boxes in various rooms

v. ~65 banker boxes in various rooms

vi. ~1700 large flat books located in the public records room and 153 in the law clerk’s areas of the Circuit Courthouse to be moved. These items will need to be appropriately packed onto carts or other moving equipment for the move.

vii. The following is located in storage at the District Courts Building:

1. ~200 boxes

2. ~550 flat books

e. Circuit Court Clerk – basement

i. ~1205 Hollinger boxes

ii. ~975 large historical flat books

iii. ~246 boxes

iv. ~20 historical records vault boxes

v. ~240 fiduciary files boxes

vi. ~25 marriage licenses boxes

vii. ~86 hallway boxes

viii. Election room boxes

ix. Scanning room boxes

x. ~35 plat room boxes

xi. ~373 scanning room land books

xii. 14 vertical file cabinets as indicated in Appendix B

xiii. 15 Plat cabinets with contents as indicated in Appendix B

xiv. 3 plat scanners

xv. Miscellaneous items in the basement vault

f. Circuit Court Judges

i. All desktop computers

ii. All desktop printers

iii. Chairs

iv. Extra-large round table (will need to be disassembled and reassembled) – Refer to

Appendix B.

v. Law books

vi. Office supplies

vii. Large plant

g. Commonwealth’s Attorney

i. All desktop computers

ii. All desktop printers

iii. Standing desks

iv. Adjustable height desk

v. Couch

vi. Conference table

vii. Existing file boxes

viii. Office supplies

ix. Books

h. Victim Witness

i. All desktop computers

ii. All desktop printers

iii. Existing file boxes

iv. Office supplies

v. Larger children’s toys

i. Bailiff’s Office

i. Mobile inmate restraint chair

ii. Handcuff wall rack

iii. Small safe

iv. All desktop computers

v. All desktop printers

vi. Office supplies

j. Wooden mail shelving unit, labeled 171 General Courts Building and listed in Appendix B. The shelving is to be established in the new courthouse mail room.

k. In addition to other items listed under Circuit Court Clerk, there are several heavy artifacts that will be moved from the Circuit Courthouse. These artifacts include a large limestone cornerstone, plaque, bell, bust, and an antique safe.

8. The Circuit Court Clerk basement is accessed via two different narrow stairways. The items listed above to be moved from this area will likely need to be carried by hand from the basement to the main level prior to being placed into carts or boxes. The Contractor shall be responsible for carrying these items to the main level and packing for transport. The flat books are delicate due to age. They shall be appropriately prepared for the move by the Contractor.

9. Large boxes for computer and related equipment shall be brought on move day by the Contractor.

County or State representatives will pack the boxes to be moved by the Contractor.

10. Sticker coding system:

a. Items to be moved are marked with a sticker coding system. The color of the sticker corresponds to what floor in the new Courthouse items will be located. A room number is included on the sticker to indicate where the item will be placed. Stickers are not intended to be used to estimate quantities during the pre-quote walkthrough, as many items will not have stickers until the week of the move.

b. Appendix A includes the floor plans, color coding system and room numbers. The County has provided stickers to County representatives to mark their items for moving.

11. Moving vehicle location:

a. For the Circuit Courthouse, the location will be Barristers Row and/or Augusta Street.

b. For the District Courts Building, the location will be East Johnson Street and/or Augusta Street.

c. Permission for street closures must be obtained from the City of Staunton. The Contractor shall obtain the permit prior to moving day and is responsible for meeting all requirements.

The Contractor is encouraged to contact the Public Works Department to request closure.

Their phone number is 540-332-3892, or https://www.ci.staunton.va.us/departments/public-works. There is a form online that is required for processing. It is the Contractor's responsibility to pay any fees associated with the closure of streets.

d. The moving vehicle location for the new Courthouse in Verona, VA will be at the main entrance to the building. There is also a loading dock at the rear of the building. It should be noted that the loading dock does not have access to internal double doors, or a freight elevator. A passenger elevator is nearby. Double doors are located at the front entrance with passenger elevators nearby.

GENERAL REQUIREMENTS

1. The Contractor shall provide all material, labor, tools, equipment and supervision to achieve a turn-key service per this RFQ and its requirements.

2. The Contractor will be responsible for loading items at the existing locations, unloading, and placing items in the proper location at the new courthouse.

3. All work shall be in accordance with local codes and ordinances.

4. The Contractor will receive, unload, hoist and protect, etc. the work of this RFQ.

5. The Contractor shall be responsible for damage to existing properties including, but not limited to pavements, sidewalks and buildings (and their interiors) caused by their employees’ vehicles or delivery materials. Repairs of damaged paving, parking blocks, landscaping, structures, interior walls, door frames and other elements, furniture, equipment, or any other items shall be paid for by the responsible Contractor. Any complaints for damage to properties shall be resolved within ten (10) calendar days of the final day of moving.

6. The Contractor’s moving manager shall be on site during moving and direct employees accordingly.

7. All employees shall be visibly marked to represent the company at all times. This may be through uniforms with company insignia and/or visible vests.

8. Each employee of the Contractor will at all times wear and display an emblem or other device mutually agreed upon by the parties to show that the employee has passed the background screening described above. This requirement is separate from the livery requirement described in item 7 immediately above.

9. The Contractor shall comply with all requirements of local, State and Federal authorities regarding loading of trucks, covering of transported materials and cleaning of adjacent public ways.

10. No offsite debris will be allowed to be brought onto the site during the execution of the work.

11. The Contractor shall survey and evaluate all areas, furniture, files and equipment and confirm that the scope and limits of work are in accordance with the RFQ documents and walk through during the mandatory pre-quote meeting.

12. The County will not be held liable for the Contractor’s techniques, methods or equipment used to complete the work.

13. The Contractor shall provide all temporary protection as needed to cover and protect the items involved in this move.

14. The Contractor shall dispose of all waste in a responsible and legal manner off site.

15. The Contractor shall provide for protection of work including safety tools and equipment including all required personal protective equipment; flagmen and traffic control for delivery of materials and execution of the work. Safety of personnel and employees is the responsibility of the Contractor.

16. The Contractor will coordinate parking, storage and laydown needs with the Assistant County Administrator.

17. Vehicles and equipment used by the Contractor shall not be left on site more than 24 hours after completion of activities, unless approved by the Assistant County Administrator. The County will not be responsible for equipment left unattended.

https://www.ci.staunton.va.us/departments/public-works https://www.ci.staunton.va.us/departments/public-works

18. The Contractor’s moving manager must provide a phone number where he/she can be reached in case of an emergency.

19. The Contractor will provide sufficient numbers of pallet jacks, fork lifts, ramps, etc. to ensure that moving activities are readily facilitated.

20. At the pre-quote mandatory meeting, only two company individuals will be allowed, as there is limited space.

CONTRACTING REQUIREMENTS

1. There will be confidential files to move. The Contractor must allow a County representative to travel with the confidential files. This can be accomplished by the representative traveling behind the moving vehicle.

3. Contractors are required to maintain the following insurance. The County will require a Certificate of Insurance to be submitted within 10 days after the Contractor has been notified that they are to be awarded the project. Insurance amounts are as follows:

a. COMMERCIAL GENERAL LIABILITY INSURANCE (CGL) with a limit of not less than $1,000,000 each occurrence, $2,000,000 general aggregate. CGL will cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and liability assumed under insured contract.

b. WORKER'S COMPENSATION INSURANCE providing coverage as required by applicable Federal and, or, States’ statutes, and Employer's Liability Insurance. The limits of such polices will be at least $500,000 per accident/disease, and policy limit of $500,000.

c. AUTOMOBILE/MOTOR VEHICLE LIABILITY INSURANCE with a limit of not less than $2 million combined single limit; or, Bodily Injury $1,000,000 each person, $2,000,000 accident, and Property Damage $100,000 each accident. Such insurance must cover liability arising from any motor vehicle as defined by Commonwealth of Virginia laws and must include coverage for owned, hired and non-owned motor vehicles, as well as uninsured and underinsured motorists.

4. Within ten days of notification to the Contractor that it has been awarded the project, the Contractor shall submit a W-9 to the Assistant County Administrator.

5. The County will issue a Purchase Order to the Contractor.

REQUEST FOR QUOTATION - CONDITIONS AND INSTRUCTIONS

1. All informal price quotations must be submitted on and in accordance with this form. If more space is required to furnish a description of the services offered, unit prices, or performance terms, the bidder may attach a letter hereto which will be made a part of the quotation.

2. Sealed quotations received by the County after the date and time specified for the opening will not be considered. It will be the responsibility of the bidder to see that his quotation is in this office by the specified time and date. There will be no exceptions. Date of postmark will not be considered.

Quotes are required to be sealed. Quotes will be accepted through the eVA website, if desired.

3. Where appropriate, prices should be stated in units of specific tasks to be performed.

4. All quotations must include the company name and signed by a responsible officer or employee.

Obligations assumed by such signature must be fulfilled.

5. The successful bidder must be properly licensed to perform the required services in Augusta County.

6. Laws and regulations.

a. The Contractor shall comply with all laws, ordinances, rules, regulations and lawful orders of any public authority bearing on the performance of the Work and shall give all notices required thereby.

b. The Contractor shall assure that all tradesmen who perform Work on the project are properly licensed by the Department of Professional and Occupational Regulation as required by the Code of Virginia and applicable regulations.

c. If the Contractor violates laws or regulations that govern the Project, the Contractor shall indemnify and hold the County harmless against any fines and/or penalties that result from such violation. To the extent that such violation is the result of negligence or other actionable conduct of the Contractor, the Contractor shall indemnify and hold the County harmless against any third-party claims, suits, awards, actions, causes of action or judgments, including but not limited to attorney's fees and costs incurred thereunder, that result from such violation.

7. Non-discrimination. During the performance of this Contract, the Contractor agrees as follows:

a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. The Contractor will include the provisions of the foregoing paragraphs in every purchase order of over ten thousand dollars ($10,000), so that the provisions will be binding upon each vendor.

e. Where applicable, laws protecting the rights of the disabled, including the Virginians with Disabilities Act and the federal Americans with Disabilities Act, shall apply.

8. Prohibition of Alcohol and other Drugs.

a. During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every purchase order of over $10,000, so that the provisions will be binding upon each vendor.

For the purposes of this section, "drug-free workplace" means a site for the performance of work done in connection with a specific contract awarded to a Contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

b. The Contractor shall also establish, maintain and enforce policies which prohibit the following acts by all Contractor and supplier personnel on County premises: (1) the manufacture, distribution, dispensation, possession, or use of alcohol, marijuana or other drugs, except possession and medically prescribed use of prescription drugs; and (2) the impairment of judgment or physical abilities due to the use of alcohol, marijuana or other drugs, including impairment from prescription drugs.

9. Nondiscrimination against Faith-Based Organizations:

It is the policy of the County not to (i) discriminate against a faith-based organization on the basis of the organization’s religious character or (ii) impose conditions that (a) restrict the religious character of the faith-based organization, except for sectarian worship, instruction, or proselytizing; however this prohibition shall not apply to expenditures pursuant to contracts, if any, for the service of chaplains, or (b) impair, diminish, or discourage the exercise of religious freedom by the recipients of such goods, services, or disbursement.

10. Cancellation of Contract:

The County reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon sixty (60) days written notice to the Contractor.

Augusta County, Virginia Pre-Bid Question Form

Project Title: Augusta County Courthouse Move

RFQ #: 112101-26-01

The undersigned potential Bidder would like to request a written clarification, interpretation, or explanation to the following question or question(s):

Please note that all questions should be directed to the Bid Officer designated on the Request for Quote and should be received by March 20, 2026 at 5:00 PM to allow for sufficient time for an addendum to reach all Bidders.

The County will endeavor to respond to all inquiries in the most timely manner possible. However, if in their discretion they determine the inquiry to be inappropriate for any reason, the County may refuse to respond. Multiple inquiries of substantially the same question may be answered in one addendum.

Firm Name and Address:

____________________________________ Telephone (____) ______________

____________________________________ Fax (____) ___________________

Signature: ____________________________ Date: ________________________

Title: ________________________________ Email: _______________________

Augusta County Courthouse Move

RFQ #112101-26-01

Due Thursday, April 2nd, 2026 at 2:00 PM

Written Total Quote Amount:

Written Numerical Total Quote Amount: $

REFERENCES:

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Services Provided:

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Company Providing Quote:

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Official Signature: Date:

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