RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 1 OF 45

REQUEST FOR PROPOSALS

PROPOSAL TITLE: ELEVATOR MAINTENANCE AND REPAIR SERVICE

PROPOSAL NUMBER: RFP #26-0519

PROPOSAL DUE DATE: MAY 19, 2026

PROPOSAL DUE TIME: 3:00:00 P.M. (LOCAL PREVAILING TIME)

Note: A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, May

5, 2026 at the front main entrance to the Clarke County Joint Government Center (located at 101 Chalmers Court, Berryville, VA 22611). Our Maintenance Department Staff will lead a tour of the nine service locations included in this Request for Proposals. Interested vendors will be provided an opportunity to evaluate each of the nine elevators/chair lift included in this RFP.

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TABLE OF CONTENTS

I. REQUEST FOR PROPOSALS PAGE…..3

II. INTRODUCTION PAGE…..4

III. PROPOSAL INQUIRIES AND CORRESPONDENCE PAGE…..5

IV. SUBMITTALS PAGE…..8

V. SCOPE OF WORK PAGE…..14

VI. ATTACHMENT A – PROPOSAL RESPONSE FORM PAGE…..22

VII. ATTACHMENT B- REFERENCE FORM PAGE…27

VIII. ATTACHMENT C - SCC FORM PAGE…..28

IX. ATTACHMENT D: COMPANY CERTIFICATION FORM PAGE…..29

X. ATTACHMENT E-GENERAL TERMS AND CONDITIONS PAGE….30

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 3 OF 45

I. Request for Proposals (as publicly advertised)

PUBLIC NOTICE

REQUEST FOR PROPOSALS

RFP #26-0519

ELEVATOR MAINTENANCE AND REPAIR SERVICES

The Clarke County Purchasing Department, on behalf of the Clarke County Government, Clarke County Public Schools and Clarke County Social Services, is seeking competitively sealed proposals from qualified vendors for Elevator Maintenance and

Repair Services.

Sealed proposals should be clearly marked, “RFP: #26-0519 ELEVATOR

MAINTENANCE AND REPAIR SERVICES” and must be received by the County in at least one of the two ways below:

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, May 19, 2026.

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, May 5, 2026 at the front main entrance to the Clarke County Joint Government Center (located at

101 Chalmers Court, Berryville, VA 22611). Our Maintenance Department Staff will lead a tour of the nine service locations included in this Request for Proposals.

Interested vendors will be provided an opportunity to evaluate each of the nine elevators/chair lift included in this RFP.

Proposal documents are available at the Clarke County Purchasing Office, 129 Ramsburg

Lane, Berryville, VA 22611, phone 540-955-5148. Proposal documents can also be found on-line at www.clarkecounty.gov under business, procurement notifications.

Each offeror must be an Equal Opportunity Employer as defined by Federal and State

Law.

Clarke County reserves the right to reject any and all proposals, to waive informalities, and to negotiate with the successful offeror(s).

Mike Legge

Purchasing Manager

Clarke County Joint Finance Department

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II. INTRODUCTION AND BACKGROUND

A. The Clarke County Purchasing Department, on behalf of the Clarke County

Government, Clarke County Public Schools and Clarke County Social Services, is seeking competitively sealed proposals from qualified contractors for elevator maintenance and repair services for eight elevators and one chair lift.

B. The County has identified eight elevators and one chair lift that need to be covered under a maintenance and repair contract.

The eight elevators are:

1. Joint Government Center 101 Chalmers Court, Berryville, VA

2. Circuit Courthouse 102 North Church Street, Berryville, VA

3. Sheriff’s Office and E-911 100 North Church Street, Berryville, VA

4. General District Court 104 North Church Street, Berryville, VA

5. Social Services 311 East Main Street, Berryville, VA

6. Johnson Williams Middle School 200 Swan Avenue, Berryville, VA

7. Clarke County High School 627 Mosby Blvd, Berryville, VA

8. Clarke County School Admin. 317 West Main Street, Berryville, VA

The chair lift is located at Boyce Elementary School, 119 West Main Street, Boyce, VA.

C. The objective of this Request for Proposals is to establish a firm fixed price contract with one qualified Contractor to provide Elevator Maintenance and Repair Services for eight elevators and one chair lift, in accordance with the terms, conditions, and specifications indicated herein.

D. It shall be understood that, due to possible budget restraints, the County reserves the right to exclude all/some locations described in this RFP. The County also reserves the right to add locations not listed in this RFP, if both parties can come to a mutual agreement on the additional services.

E. Vendors shall include the costs of all fuel, travel, equipment, material, insurance, labor, and administrative resources, etc., needed to successfully fulfill the requirements of this

RFP in their respective proposal submissions.

F. The award(s) shall be based on the bidder(s)' ability to meet all RFP requirements and the right is reserved to make the award to other than the lowest bidder, or to more than one Vendor, when deemed to be in the best interest of Clarke County.

G. The provisions set forth herein are for contractual goods/services rendered to Clarke

County, Virginia, hereinafter to be inclusive of but not limited to Clarke County Joint

Administrative Services, General Government, Sanitary Authority, and School Board, and referred to as Clarke County. All offerors are bound by these provisions. Further, RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 5 OF 45 these conditions and requirements become part of any contract awarded between Clarke

County and the successful vendor(s).

H. Any contract resulting from this solicitation shall be governed in any respects by the laws of Virginia, and any litigation with respect thereto shall be brought in the courts of the Commonwealth of Virginia. The Contract shall comply with all applicable federal, state and local laws and regulations.

I. The County intends to utilize a single firm for the elevator maintenance and repair services that will arise over the term of a contract. However, the County reserves the right to separately procure services for projects when this is deemed to be in the best interest of the County.

J. The County is advertising a RFP instead of an IFB because the pricing is not the only evaluation criteria being used. Vendors are responsible for all costs associated in preparing a proposal submittal. The County will not pay for any costs associated with preparing a proposal.

K. The Contractor shall be presumed to have made a reasonable inspection of the premises before the time of proposal submission and shall be held responsible for all information available through such inspections; and submission of a proposal will be a confirmation that the Contractor did make a site inspection and is aware of all conditions affecting performance and price(s) submitted.

III. PROPOSAL INQUIRIES AND CORRESPONDENCE

A. All questions should be done in writing via email (purchasing@clarkecounty.gov) to

Mr. Mike Legge, Purchasing Manager. Please have all questions emailed by noon on

May 11, 2026 so that all questions can be answered in a timely manner and addendum(s) can be issued if needed. Please put “RFP 26-0519” in the subject line.

B. Questions will either be answered directly by an email or through an addendum.

C. Note that Tom Mayhew or a designated employee will oversee the HVAC maintenance and repair services contract and will be the selected vendor’s main point of contact during the duration of the contract.

D. Should you need to contact someone regarding this document, the following names are listed for your convenience. Please be sure to contact the person best suited to answer your questions or concerns.

mailto:purchasing@clarkecounty.gov

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NAME TITLE VOICE (FAX)

Steve Nucci Director of Joint Administrative Services 540-955-6172

Mike Legge Purchasing Manager 540-955-5148

Tom Mayhew Maintenance Director, Clarke County

Government and Public Schools

540-955-5123

Ruby Miller Maintenance Department Office Manager 540-955-5118

Sarah Shiley Sanitary Authority Senior Billing

Manager Clerk

540-955-5185

E.Tentative Time Frame

RFP ADVERTISED

Tuesday, April 21, 2026

NON-MANDATORY PRE-PROPOSAL

MEETING

A non-mandatory pre-proposal meeting will be held at 10:00 a.m. on Tuesday, May 5, 2026 at the front main entrance to the Clarke County Joint

Government Center (located at 101 Chalmers

Court, Berryville, VA 22611). Our Maintenance

Department Staff will lead a tour of the nine service locations included in this Request for

Proposals. Interested vendors will be provided an opportunity to evaluate each of the nine elevators/chair lift included in this RFP.

PROPOSALS DUE Before 3:00:00 p.m. on Tuesday, May 19, 2026.

AWARD OF CONTRACT Estimated 2 -4 weeks after proposals are received.

START OF WORK The initial contract will be issued for the time period of July 1, 2026 through June 30, 2027.

COMPLETION DATE The initial one-year term will end on June 30, 2027.

After completion of the initial one-year term, Clarke

County reserves the right to issue four additional one-year contract extensions, if both parties agree on the terms and conditions.

Please note that the above dates are simply estimated time frames; Clarke County reserves the right to change dates as deemed necessary in the best interest of its constituents.

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F. Addenda

1. Addenda may occur prior to proposal opening. It is the vendor’s responsibility to check the website (www.clarkecounty.gov) listing frequently to ensure that all solicitation information is complete and accurate. Upon award, this document in its entirety including any forms and addenda shall be referred to as the contract.

2. The County will attempt to notify all vendors that are known to have a complete set of Proposal Documents; however, it is ultimately the responsibility of each company to check the County website (www.clarkecounty.gov, business, and current solicitations) for addendums.

3. Copies of Addenda will be made available for inspection wherever Proposal

Documents are on file for that purpose.

4. No Addenda will be issued later than two (2) days prior to the date of receipt for

Proposals except:

a. any Addendum withdrawing the Request for Proposals

b. any Addendum that includes postponement of the date of receipt for Proposals.

5. Each Vendor should ascertain before submitting a Proposal how many Addenda, if any, were issued.

6. Each Vendor should certify on the Response Form the number of additional addenda received.

G. Inclement weather: In the event that the Clarke County Purchasing Office is closed during the scheduled times for a pre-bid (pre-proposal) conference or bid/proposal opening; the pre-bid (pre-proposal) conference or bid/proposal opening will occur on the next business day that Clarke County Public School Administrative Offices are open at the appropriate times as stated in the IFB/RFP. Please check the

County website, www.clarkecounty.gov, under business, and current solicitations for updates regarding any changes in meeting times and/or due dates.

H. Notice of Award

All Notices of Award and Notices of Intent to Award will be posted on the County website, www.clarkecounty.gov, under business, and current solicitations.

I. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to Clarke County with Proposal Price Response Form.

2. Clarke County reserves the right to reject the Vendor’s selection of Subcontractors.

http://www.clarkecounty.gov/

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IV. SUBMITTALS

Interested vendors should submit the following in their sealed proposals. Note that vendors should submit these documents with their proposal even if the County already has one or more of the documents on file from previous jobs, responses, etc.

A. Attachment A: Proposal Response Form

B. Attachment B: Reference Form

Each vendor should complete and submit the Reference Form with the names of four (4) most recent references, preferably in Virginia, which can be verified as to the quality of service and/or work, provided by the Vendor.

C. Attachment C: SCC Form

Per § 2.2-4311.2 of the Virginia Public Procurement Act, any contractor/vendor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership must be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

Vendors submitting a bid/proposal shall include the identification number that was issued to them by the State Corporation Commission. Any vendor that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under

Title 13.1 or Title 50 or as otherwise required by law shall include in its quote a statement describing why the vendor is not required to be so authorized.

D. Attachment D: Company Certification Form

E. A signed copy of any addendum issued before bid opening date and time.

F. A Virginia Contractor’s License is required. Please attach a copy of your Virginia

Contractor’s License with your proposal.

G. Copies of any required license, (state, local, etc.) for this type of service requested in the scope of work.

H. Insurance Requirements: Please provide a sample copy of your Certificate of Insurance.

Note that the selected vendor will need to provide a Certificate of Insurance that has

“Clarke County, 101 Chalmers Court, Berryville, VA 22611” listed as Certificate Holder and as Additionally Insured before starting any work.

1.) A Certificate of Insurance will be required from the selected vendor; please refer to

General Terms and Conditions for complete instructions. Please include a sample of

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your Certificate of Insurance with your proposal. All vendors shall include the cost of insurance in their proposal pricing.

2.) Worker’s Compensation Coverage is required for employers of three or more employees, to include the employer. Contractors who fail to notify the County of Clarke of increases in the number of employees and subcontractors that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

Vendors (employers of three or more employees) shall include the cost of worker’s compensation insurance in their bid pricing. The selected vendor (if employer of three or more employees) must provide evidence of Worker’s Compensation Insurance coverage before starting any work. All vendors are solely responsible for insuring their workers and themselves when doing work for Clarke County.

A vendor (employers of three or more employees) without Worker’s Compensation insurance can submit a bid; however, the selected vendor must purchase and show evidence of the Worker’s Compensation to the County before receiving the contract or starting any work.

Employers with less than three employees are not required to have Worker’s Compensation

Coverage. Employers with less than three employees that do not have Worker’s

Compensation Coverage agree that by submitting a bid that they are independent contractors and that the vendor and its employees are not employed by the County of

Clarke and are not covered by the County’s worker’s compensation coverage program.

a) Be sure to instruct your insurance carrier as to how the Certificate of Insurance is to be worded.

b) Contractor shall be responsible for requiring any subcontractors to have the same amounts/types of insurance as the Contractor.

c) If you have any questions regarding these limits, please contact the Clarke County

Purchasing Office for clarification and discussion.

d) Note that the selected vendor shall furnish the County with all certificates of insurance, endorsements, declaration pages, and policies affecting coverage. The selected vendor must provide an endorsement letter that verifies that Clarke

County, its officers, officials, employees, volunteers and agents (as their interest may appear)” are additionally insured.

e) Any vendor that is awarded a contract is responsible for ensuring that their employees and any and all subcontractors have insurance coverage and Worker’s

Compensation coverage. The County shall not be responsible for any injury

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(including death) of any vendor or subcontractor that is visiting, inspecting, climbing, or working on the site (s).

f) The selected vendor agrees to accept responsibility for property damage, injury, or death caused by the acts or omissions of its employees or representatives to the fullest extent permitted by law.

I. Bid Bond will not be required.

J. Payment and Performance Bonds will not be required.

K. Use of Subcontractors

1. Vendor should supply a list of all Subcontractors and Subcontractors(s)’ references, to Clarke County with Proposal Price Response Form.

2. Clarke County reserves the right to reject the Vendor’s selection of Subcontractors.

L. One (1) original and two (2) copies of each proposal are requested in the vendor’s respective sealed proposal packet/envelope. The original should be clearly marked

“ORIGINAL” on the front of the proposal. If submitting electronically, only one original (no copies) is needed.

M. Codes, Permits, Fees, Licenses, and Notices

1. It is the responsibility of the Vendor to maintain all required licensing and training for his/her employees to provide the services as stated in this RFP, if applicable.

Costs for these items shall be the responsibility of the Vendor and shall be included in the proposal price(s).

b) It is the responsibility of the selected vendor to obtain and pay for all necessary permits, inspections, licenses, and notices. The selected vendor shall include these costs in the estimate or cost of repairs.

c) The Vendor shall supply copies of all licenses to Clarke County, upon request.

d) The Vendor shall give all notices and comply with all laws, ordinances, rules, regulations, and lawful orders of any public authority bearing on the performance of the Work.

e) Vendors submitting a proposal are not required to have a Clarke

County Business License. However, the selected vendor(s) may be required to have a Clarke County Business License before starting work. Please contact the Clarke County Commissioner of the Revenue

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(540-955-5187) for more information about business licenses. Costs for the business license will be the responsibility of the selected vendor.

N. Proposals should be prepared simply and economically, providing a complete and concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

O. Ownership of all data, materials, and documentation originated and prepared for the RFP shall belong exclusively to Clarke County and shall be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by a vendor shall not be subject to public disclosure; however, the vendor must clearly identify the sections by marking “Proprietary” at the top of each applicable page and must explain why the protection is necessary.

P. Sealed proposals should be clearly marked, “RFP: #26-0519 ELEVATOR

• By delivering the sealed proposal in the Clarke County Purchasing Office before

3:00:00 p.m. (local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, May

19, 2026.

R. Contract Method and Terms

1. Upon review and approval by Clarke County, a purchase order or contract will be issued to Contractor. Receipt of purchase order or contract by Contractor shall be considered the "Notice to Proceed" with starting date indicated.

2. Selected vendors may be contacted to discuss potential contracts. A completed Certificate of Insurance with the County of Clarke, VA listed as

Certificate Holder is required to be on file with the County before any work is allowed to begin.

3. The award shall be based on the contractor’s ability to meet all RFP requirements.

4. The Contractor shall submit to Clarke County an itemized application for payment.

5. The selected vendor shall submit an annual invoice upfront for the upcoming one-year term. However, this invoice should have any agreed upon pre-payment discount included (see the proposal response form for more information).

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S. Proposal Evaluation Criteria

1. Pricing, references, experience, experience of staff that will be working on

Clarke County equipment, past performance, and the overall strength of the proposal will be used as evaluation criteria. The County reserves the right to schedule interviews with firms submitting proposals and may use the interview to assist with the evaluation process.

2. The selected vendor must be deemed to be a responsible and responsive bidder. The County will determine if the selected vendor is responsible and responsive.

T. Independent Contractor

The selected vendor will be hired as an independent contractor and thus, agrees and understands that they, the vendor and its employees, are not employed by the

County of the Clarke.

U. Codes, Permits, Fees, License, and Notices

1. None of the terms or provisions of these specifications shall be construed as waiving any other rules, regulations or requirements of authorities.

2. It is the responsibility of the Contractor to obtain and pay for all necessary permits, inspections, licenses and notices.

3. The Contractor shall supply, when requested, copies of permits and licenses to

Clarke County.

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

V. Contractor’s Duties

1. All work performed under this contract shall be performed in accordance with all provisions of these specifications or plans and must be approved in writing by

Clarke County or authorized representative.

2. The Contractor shall immediately upon discovery, bring to the attention of

Clarke County any conflicts that may occur among the various provisions of the specifications and plans.

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3. Failure of the Contractor to bring conflicts or exceptions to the attention of

Clarke County shall allow Clarke County to require any changes deemed necessary before acceptance by Clarke County.

4. Contractor shall be responsible for all property damaged, or persons injured, by the Contractor’s and/or subcontractors’ negligence. This includes, but is not limited to, fences, trees, plants, grass, walks, drives, building surfaces – interior/exterior, visitors, visitors' belongings and vehicles, county equipment, building contents, etc.

W. Material Delivery, Storage and Handling (if applicable)

1. Contractor shall be responsible for (1) the protection of materials from deterioration during delivery, and while stored on site, and (2) all project related deliveries to the site, and materials stored on site.

2. Clarke County is not responsible for any material or equipment that is stored or left on Clarke County property.

3. Materials shall be stored in a neat and safe way as to prevent any type of accident.

X. Procedures for Authority, Workmanship, Inspection and Clean-up

1. Authority.....The extent and character of the services to be performed by the

Contractor shall be subject to the general control and approval of the County authorized representative.

a) The Contractor shall comply with requests and/or orders issued by the authorized representative(s) acting within their authority for Clarke County.

b) The Director of Joint Administrative Services must approve any change to the contract in writing.

2. Workmanship.....All work under the resulting contract shall be performed in a skillful and workmanlike manner.

a) Contractor shall be responsible for conduct and supervision of its personnel.

b) There shall be no smoking or vaping on any School-owned property or in any County Government-owned building.

3. Inspection.....Clarke County may, from time to time, make inspections of the work performed under this contract. Any inspection by Clarke County does not

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relieve the Contractor from any responsibility regarding defects or other failures to meet the contract requirements.

Y. Special Requirements

1. Accident Prevention and Safety - Each Contractor shall:

a) Comply with all applicable laws, ordinances, rules, regulations and orders of governing authorities having jurisdiction for the safety of all persons and property to protect them from damage, injury or loss.

V.SCOPE OF WORK

A. Contractor’s Duties

1. The Contractor shall provide all necessary labor and material, including lubricants, to fully maintain all elevators listed.

2. The Contractor shall provide full service preventative maintenance, including but not limited to examination and lubrication, and shall also provide on-call repair services for Clarke County elevators, as specified herein.

3. The County reserves the right to add any other elevators constructed during the initial term or additional one-year renewal terms (if applicable) to this contract if both parties are agreeable to the terms. The County also reserves the right to remove any elevators from the contract at any time, if necessary. The County also reserves the right to add or remove specific service specifications, if deemed necessary. Any and all changes to the service specifications will be notified, in writing, to the selected vendor and any necessary pricing changes will be negotiated with the selected vendor, if needed.

4. Contractor should provide a sample copy of its contract with the returned proposal.

5. Contractor shall be responsible for conduct and supervision of its personnel.

a) There shall be no drinking of alcoholic beverages or use of any controlled substance by Contractor personnel. There shall be NO

SMOKING or VAPING in any Clarke County buildings or on any Clarke

County School owned property.

b) All personnel assigned by the Contractor should be its' employees and the Contractor shall pay all salaries, expenses and applicable taxes for its employees. Note that the selected vendor may use a subcontractor; however, RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 15 OF 45 the County reserves the right to reject a selected vendor’s choice of subcontractor, if deemed in the best interest of the County.

6. Contractor shall be considered for all purposes hereunder as an independent

Contractor and will not at any time act as an agent or employee of Clarke County or make any commitments or incur any liabilities on behalf of Clarke County.

B. Elevator Maintenance Standards

1. The Contractor shall perform all work in accordance with the standards listed below and the most recent revisions thereto, which are incorporated into any resulting contract in their entirety:

a) Virginia Statewide Building Code

b) American National Standards Institute/American Society of

Mechanical Engineers (ANSI/ASME) Standards A17.1.

c) Local regulations governing elevator operations.

d) Elevator manufacturer’s recommended procedures, if available.

e) Any other Federal, State and Local laws, ordinances, and codes relevant to elevator and chair lift performance and maintenance.

2. Schematics

a) The Contractor shall maintain a complete set of current, legible schematic wiring diagrams for each elevator in its machine room.

b) If any of the required schematic wiring diagrams are not available at the time the contract is awarded, it shall be the Contractor’s responsibility to notify Clarke County, who will obtain them within thirty days of notification if at all possible.

c) At the end of the contract term, any schematic wiring diagram provided in this manner shall remain the property of Clarke County.

d) The Contractor shall clearly mark any and all circuit changes by the

Contractor on each applicable wiring diagram.

e) Clarke County will provide all elevator certificates, elevator data cards, and applications to install elevator equipment for the Contractor’s use to fulfill the requirements as specified in this document.

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3. Maintenance Specifications and Requirements

a) It is the intent of this specification that the elevator equipment be maintained as originally specified, designed, manufactured, installed and adjusted.

b) Should Clarke County through its own investigation or that of its representative find that these standards are not being maintained, the

Contractor shall be given ten (10) calendar days notice to restore the performance to the required level.

c) Failure by the Contractor to do so within this time limit may constitute sufficient cause for termination of the contract by reason of default, at

Clarke County’s option.

d) All services provided as specified herein shall be included in the fixed monthly fee for maintenance.

e) The following performance levels shall be maintained at all times:

(1) Contact speed and brake-to-brake flight time shall be maintained as originally installed and adjusted.

(2) Leveling accuracy shall be maintained at all times.

(3) Opening and closing times, door close torque of all cars, and hoistway doors shall at all times be maintained within the limits of

ANSI A17.1 Code with a minimum of stand open time consistent with traffic.

(4) Door reversal on all elevators equipped with mechanical safety shoes shall always be initiated with the stroke of the shoe.

(5) Variable car and hall door open times shall be maintained in accordance with original field adjustments. Deviation from this will not be permitted unless due to changes in building usage or other reasons or change is requested and approved by Clarke

County Joint Maintenance Director.

f) Parts, Cleaning, Lubrication, Repairs and Adjustments:

The Contractor shall furnish all labor and supplies, parts and materials necessary to regularly and systematically clean, examine, adjust, lubricate as required, and if conditions warrant, repair or replace on a monthly basis:

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(1) Machine, worm gear, thrust bearings, drive sheave, drive sheave bearings, brake pulley, brake coil, brake contact, brake linings and component parts.

(2) Machine motor, motor generator, motor windings, rotating elements, commutator brushes, brush holders and bearing.

(3) Controller, selector and dispatching equipment, all relays, solid state components, resistors, condensers, transformers, contacts, fuses, leads, dashpots, timing devices, computer devices, selector tape or wire and mechanical and electrical driving equipment.

(4) Governor, governor sheave and shaft assembly, bearings, contacts and governor jaws.

(5) Hoistway door interlocks, Hoistway door handers, bottom door guides and auxiliary door closing devices.

(6) Automatic power operated door operator, car door hanger, car door contact, door protective device(s), load weighing equipment, car frame, car safety mechanism, platform, wood platform flooring, car guide shoe including gibs or rollers.

(7) Examine all safety devices and governors (monthly) and conduct an annual no load safety test. The car balance shall be checked and the governor set. If required, the governor will be recalibrated and sealed for proper tripping speed.

(8) Keep car emergency light units in an operable condition at all times, test special emergency (fireman’s) service and emergency power circuits, where provided in accordance with contract requirements. Clarke County will replace fluorescent lamps in the cab, only. The Contractor shall maintain the electrical circuits and equipment serving the cab lights.

(9) Re-lamp elevator signal lights as necessary to include all hall call buttons and floor indicator lights both in the elevator car and in the hallway outside elevator entrances.

g) Contractor shall, on a quarterly basis, clean Hoistway including all equipment located in or moving through the Hoistway, car top, car sling, safeties, appliances, pits, sills, door tracks and hangers.

h) Contractor shall monthly analyze the elevator for quality of ride and general condition. The Contractor, at no additional expense to Clarke

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County, shall perform any repairs or adjustments necessary to complete a test.

i) Contractor shall be responsible for scheduling and attending semi-annual and annual inspections with Clarke County’s inspection service

Contractor. The cost for this service shall be included in the proposal price.

j) The Contractor shall also conduct a full rated speed and load test not less than once every five years.

4. Contractor will not be responsible for car enclosure which include removable panels, door panels, plenum chambers, hung ceilings, car light tubes and bulbs, ballast’s, hoistway gates, hoistway doors, frames, sills, plunger, cylinder and buried piping on hydraulic elevators. Any damage, including damage to finished surfaces, resulting from the performance of any resulting contract shall be repaired to Clarke County’s satisfaction at the Contractor’s expense.

5. For the purpose of clarification, any item not specifically excluded shall be considered the Contractor’s responsibility.

6. Other Repairs

a) Contractor shall calculate any repairs or services not covered in the scope of work on a time and materials basis.

b) Contractor shall furnish the Director of Joint Maintenance a written description of the scope of work to be provided, ensuring mutual understanding and agreement of the scope of work to be performed between the Contractor and Clarke County.

c) The written scope of work shall specify each major step or phase of the work to be performed and include a written detailed estimate of the costs to complete the project, including labor, materials and a forecast date of completion, expressed as either a definite date or the number of days after notification to proceed with the work.

d) Clarke County reserves the right to make or obtain other repair estimates prior to authorizing the Contractor to proceed.

e) If the cost or man-hours estimate is considered not to be reasonable, the Contractor will be asked to review his/her estimate and resubmit.

f) If the revised estimate is still considered to be unreasonable, Clarke

County reserves the right to obtain the repairs from another source.

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 19 OF 45

7. Work Hours and Emergency Repairs

a) The Contractor shall perform work during regular Clarke County working hours, 7:30 a.m. through 5:00 p.m., Monday through Friday, excluding Clarke County observed holidays.

b) In the event of an elevator failure or malfunction, the Contractor shall provide on-call repair service within two (2) hours of receiving the call.

c) Failure or malfunction of an elevator (stuck between floors with people on board) shall constitute an emergency, and the Contractor shall respond within one (1) hour of receiving the call.

8. Contractor’s General Procedures

a) The Contractor and their employees shall comply with the following procedures, on a monthly basis:

(1) The Contractor shall schedule work the Director of Joint

Maintenance. A representative of the Joint Maintenance

Department will accompany the Contractor to each site to provide access to all areas.

(2) Contractor shall check in and out at each facility, so that building administrators are aware of their presence.

(3) The Contractor’s representatives shall wear clothing (jackets or shirts) that identify the Contractor’s company name.

(4) The Contractor’s representatives shall also wear an identification badge, with the Contractor company name, employee name or a number identifying that employee, at all times while on

Clarke County premises. This identification shall be provided by the Contractor, at no cost to Clarke County.

(5) If an elevator must be taken out of service to perform any work, the Contractor shall provide the building administrator information as to how long the elevator is anticipated to be out of service and the nature of the service or repairs to be performed.

(6) Upon completion of the work and prior to departure, the

Contractor shall provide a copy of the service ticket for each site, clearly stating work that was performed, materials used and the charges for both, if applicable.

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 20 OF 45

(7) The Contractor shall also log on sheets provided by the

Contract Administrator the date and type of service and/or repairs performed, in the machine room of each elevator location.

(8) Hours for work performed on a time and materials basis under this contract shall be paid only for productive time on the job site.

(9) Time spent for transportation of workers to/from or between sites, material acquisition, handling and delivery of Contractor owned or rental equipment and breaks for lunch or other time the employees are away from the job site are not chargeable.

(10) The Contractor shall immediately report any condition found affecting the immediate safety of the passengers or elevator equipment to the Director of Joint Maintenance.

(11) The Contractor shall submit within twenty-four (24) hours, a written report clearly listing the defects found and the action recommended, to the Director of Joint Maintenance.

9. Material and Workmanship

a) The Contractor shall use materials and genuine parts of the same material and chemical composition, and manufactured by the company which furnished the elevators, or appliances.

b) No substitutions will be permitted.

c) The Contractor shall have available at all times a sufficient supply of materials and parts, to be used when needed for replacement of any part of the equipment.

d) If the Contractor fails to make an emergency repair within the timeframe stated, Clarke County has the right to call another vendor to make an emergency repair and the Contractor will be liable to Clarke

County for any excess cost.

e) If the County feels that the selected contract has had an opportunity to make a repair and has not done so in a timely or satisfactory manner, the

County reserves the right to call another vendor to do the work.

f) All parts and materials provided under this contract shall be installed by properly trained and competent personnel and shall be performed in a

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 21 OF 45

good workmanlike manner in accordance with the codes and standards incorporated herein.

g) The Contractor’s mechanics shall have experience in the service and repair of elevators of the type listed in this document and shall be responsible at all times for the actions and work of assistants and helpers.

Evidence of stated experience shall be made available to Clarke County upon request.

h) The Contractor’s personnel shall observe all regulations of Clarke

County. Failure to adhere to such regulations shall be grounds for removal of Contractor’s personnel from Clarke County premises, and

Clarke County shall require the Contractor to provide an alternative representative to service the account for the contract term.

C. Contract Administration

1. The successful administration of this contract will require close coordination with the Contract Administrator. Therefore, the Procurement Division has designated the Director of Joint Maintenance as the Contract Administrator.

2. The Director of Joint Maintenance will interpret the conditions of the contract and the judge of its performance. They will use all powers under the contract to enforce its faithful performance.

3. The Contract Administrator will determine the amount, quality, acceptability, and fitness in all aspects of the work and shall decide all other questions in connection with the work.

4. Any modifications made must be authorized by the Director of Joint

Administration Services and issued as a written amendment to the Contract.

5. The Contractor shall work closely with the Contract Administrator during this contract to ensure that goods are provided in accordance with the contract.

END OF SCOPE OF WORK

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 22 OF 45

REQUEST FOR PROPOSAL

CLARKE COUNTY, VIRGINIA

RFP # 26-0519

ELEVATOR MAINTENANCE AND REPAIR SERVICES

ATTACHMENT A – PROPOSAL RESPONSE FORM

Complete and return the following price information in your proposal. By your signature, you are confirming the understanding of and your agreement to perform within the terms and conditions stated in this RFP.

Note: Sealed proposals should be clearly marked, “RFP: #26-0519 ELEVATOR

• By delivering the sealed proposal in the Clarke County Purchasing Office before 3:00:00 p.m. (local prevailing time), Tuesday, May 19, 2026.

• By posting electronically on eVA before the deadline of 3:00:00 on Tuesday, May 19, 2026.

The official time will be determined by the clock in the Purchasing Office.

1. NAME AND ADDRESS OF FIRM/BIDDER

SIGNATURE

BY (print name)

TITLE

DATE

COMPANY NAME

STREET ADDRESS

CITY, STATE, ZIP

TELEPHONE

FAX E-MAIL

SOCIAL SECURITY OR FEDERAL TAX I.D. #

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 23 OF 45

CLARKE COUNTY BUSINESS LICENSE #

VIRGINIA CONTRACTOR'S LICENSE #

EXPIRATION DATE CLASS

SCC IDENTIFICATION NUMBER (IF APPLICABLE)

NAME OF INSURANCE CARRIER, BROKER OR AGENCY

Pursuant to and in accordance with "REQUEST FOR PROPOSALS # 26-0519", the undersigned agrees to perform elevator maintenance and repair services, as defined in this RFP, per pricing as follows:

1. ELEVATOR MAINTENANCE AND REPAIR SERVICES

LOCATION CONTRACT

TERM

PRICE PER

MONTH

ANNUAL

COST

(12

MONTHS)

DISCOUNT

FOR ANNUAL

PREPAYMENT

Clarke County Joint

Government Center

101 Chalmers Court

Berryville, VA 22611

7/1/2026-

6/30/2027

Clarke County Circuit Court

102 North Church Street

Clarke County Sheriff’s

Department/E-911 Center

100 North Church Street

Berryville, VA 22611

Clarke County General

District Court

104 N. Church Street

Berryville, VA 22611

Clarke County Social Services

311 E. Main Street

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 24 OF 45

Johnson-Williams Middle

School

200 Swan Avenue

Clarke County High School

627 Mosby Blvd., Berryville, VA 22611

Clarke County School

Administration Building

317 West Main Street

Berryville, VA 22611

Chair Lift

Boyce Elementary School

119 West Main Street

Boyce, VA 22611

2. RATES FOR OTHER REPAIRS

Firm, hourly rates for the provision of services outside the scope of monthly preventative maintenance, during regular hours, Monday through Friday, 7:30 a.m. thru 5:00 p.m.

Elevator Mechanic

Price Per Hour $

Assistant/Helper Mechanic

Crew Rate

Overtime: Hours during times other than those listed above, worked only at the request of

Clarke County.

Elevator Mechanic

Assistant/Helper Mechanic

Crew Rate

Percentage Discount off Manufacturer’s List price, for repair parts needed for other repairs

Discount Percentage________________________________%

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 25 OF 45

Name of inspection company ______________________________________________________

Other pricing information (service call rate, travel, etc).

3.EXPERIENCE.

Please identify the number of years of experience that your firm has been in the elevator repair industry ________________________________________________________________

4. EXPERIENCE OF INDIVIDUALS LIKELY TO BE ASSIGNED TO CLARKE COUNTY

Please list the name of each individual that will likely be assigned to work on Clarke County equipment, if your firm is awarded the contract. Please describe each respective individual’s qualification s, certifications, and experience in elevator maintenance.

Name: ___________________________________________________________

Qualifications, Certifications, and Experience: __________________________________

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 26 OF 45

5. SUBCONTRACTORS

The following Subcontractors are proposed for the item(s) of work listed. Trade contractors are subject to review per the General Conditions. List only firms that will supply any labor at this site. Submit a reference form for each Subcontractor listed.

ITEM OF WORK SUBCONTRACTOR

6. RECEIPT OF CORRESPONDENCE

The undersigned acknowledges receipt and inclusion of the following into the proposal: (If none, write "NONE".)

A. Addendum No. __________ Dated: ____________________

B. Addendum No. __________ Dated: ____________________

7. PROPOSAL PRESENTATION

A. The Vendor having carefully examined the Proposal Documents and all other related documents, fully reviewed the existing site conditions, and having become familiar with all conditions affecting the proposed work, including the availability of labor, materials and equipment, agrees to perform all Work required by the

Proposal Documents at the prices noted above.

B. The Vendor, if awarded a Contract, agrees to commence the work on the date(s) specified in the Notice(s) to Proceed; to carry the work forward expeditiously with adequate forces; and subject to authorized adjustments, to achieve completion in accordance with the dates or periods of performance set forth in the

Contract Documents.

8. VENDOR’S ORGANIZATION (strike out all conditions that do not apply)

A. An individual or sole proprietorship

B. A partnership

C. A joint venture

D. A corporation organized under the laws of the State of _______________

9. SIGNATURE

Signed this ___________________________day of __________________, 20_____

VENDOR - SIGNATURE: ________________________________________________

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 27 OF 45

ATTACHMENT B: REFERENCE FORM

This form should be completed and returned as part of your bid. Contractors should provide the following references for four (4) most recent and similar projects.

1. FIRM NAME

CONTACT PERSON

STREET ADDRESS, CITY, STATE, ZIP

FAX

SPECIFIC INFORMATION

2. FIRM NAME

3. FIRM NAME

4. FIRM NAME

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 28 OF 45

ATTACHMENT C:

CLARKE COUNTY

DEPARTMENT OF JOINT ADMINISTRATIVE SERVICES

PURCHASING DEPARTMENT

129 Ramsburg Lane Berryville, VA 22611

Phone (540) 955-5185 Fax (540) 955-0456

Compliance with Virginia Law for Transacting Business in Virginia.

The undersigned hereby agrees, if this Bid/Proposal is accepted by Clarke County, for such services and/or items that the undersigned has met the requirements of the Virginia Code Section 2.2-4311.2

Please complete the following by checking the appropriate line that applies and providing the requested information:

A._____ Bidder/offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is_______________________.

B._____ Bidder/offer is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/offeror’s Identification Number issued to it by the SCC is

C.______ Bidder/offeror does not have an Identification Number issued to it by the SCC and such bidder/offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s):

Please attach additional sheets of paper if you need to explain why such bidder/offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as listed on W-9)

Legal Name of Bidder/Offeror

Date

Authorized Signature

Print or Type Name and Title

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 29 OF 45

CLARKE COUNTY, VIRGINIA

RFP #26-0519

ELEVATOR REPAIR AND MAINTENANCE SERVICES

ATTACHMENT D - COMPANY CERTIFICATION

The undersigned, on behalf of _____________________________________________________

(insert company name) hereby certifies to the Clarke County School Board and Clarke County Public Schools that any employee of the company who will have direct contact with students on school property during regular school hours or during school-sponsored activities while providing services called for in the contract:

A. have not been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child.

This certification is provided in accordance with the provisions of § 22.1 - 296.1 of the Code of Virginia.

Certification is also made in accordance with § 2.2 - 4311.1 that:

A. the contractor does not, and shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986.

Signature:________________________________ Date:________________________________

Printed Name and Title of Person Making Certification

Address: _________________________________ Phone: ______________________________

________________________________________ Fax: _______________________________

Service(s) Provided: ____________________________________________________________

Dr. Rick Bolling Superintendent

Dr. Cathy Seal Assistant Superintendent

Dr. Jessica Nail Director of Curriculum and Instruction

Andre Kidrick Director of Operations

Clarke County Public Schools

309 West Main Street

Berryville, Virginia 22611

Phone: (540) 955-6100 www.clarke.k12.va.us FAX: (540) 955-6109 http://www.clarke.k12.va.us/

RFP #26-0519 ELEVATOR MAINTENANCE AND REPAIR SERVICES PAGE 30 OF 45

ATTACHMENT E:

COUNTY OF CLARKE GENERAL TERMS AND CONDITIONS

These General Terms and Conditions are required for all sealed and unsealed written solicitations issued by the County of

Clarke. The County of Clarke includes the…