Elevator Belt Replacement 2020 Courthouse.pdf

COUNTY OF DAVIDSON, NC

REQUEST FOR PROPOSALS RFP #2607003

TITLE: Belt Replacement at 2020 Courthouse

USING AGENCY: Support Services Office

ISSUE DATE: July 13, 2026

ISSUING AGENCY: Support Services Department

Sealed Proposals subject to the conditions made a part hereof will be received until 1:30 p.m., on July 28, 2026 for furnishing services described herein. In the event the County is closed due to inclement weather, this opening will take place on the next business day.

SEND ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:

DELIVERED BY US POSTAL SERVICE DELIVERED BY ANY OTHER MEANS

RFP #2607003 RFP #2607003

County of Davidson County of Davidson

Support Services Department Support Services Department

PO Box 1067 925 North Main St, suite A Lexington NC 27293 Lexington NC 27292

Note: The County recommends using an over-night service or hand delivering the RFP response.

Note: The period to end questions shall be July 24, 2026 at noon.

IMPORTANT NOTE: Indicate firm name, which is County of Davidson. The RFP number, which is above, on the front of each sealed proposal envelope or package, along with the date for receipt of proposals specified above.

Direct all inquiries concerning this RFP to:

Dwayne Childress Support Services Director (336) 242-2030 or Robert James Purchasing & Contracting (336) 242-2251

NOTE: A MANDATORY PRE-BID CONFERENCE

For all prospective offerors is scheduled for 9:00 a.m. July 22, 2026 at the Support Services Department.

Attendance at this conference is a prerequisite for consideration of an offeror's proposal. Copies of the bid package will be available at the pre-bid conference and are available on the County’s website https://www.co.davidson.nc.us/.

Prospective offerors are encouraged to submit written questions in advance. Address is listed above. In the event the County is closed due to inclement weather, this meeting will take place on the next business day.

It is the offeror's responsibility to assure that all addenda have been reviewed.

https://www.co.davidson.nc.us/

1. Overview:

The Support Services Department is seeking qualified firms to provide belt replacement for three (3) elevators located at the 2020 Courthouse.

The County has three (3) of this type of elevators; electric traction (MRL).

1.1 Important Items:

1.2 No admittance, if late, for the Pre-bid Conference. You will be asked to leave.

1.3 Write the bid number on the outside of the sealed envelope.

1.4 Pre-bid Conference:

Support Services 925A North Main Street Lexington, NC 27292

1.5 Use the NC license number in identifying the elevators.

1.6 The Pre-bid Conference will never start at a jobsite.

DAVIDSON COUNTY INFORMATION

• County Seat: Lexington, NC

• Land Area: 567 sq. miles

• Population: 168,930 (2020 Census)

• Other municipalities: Thomasville, Denton, Midway, Wallburg

2. Terms & Conditions:

Notice: The Contract with the successful offeror will contain the following Contract Terms and Conditions.

Offerors intending to require additional or different language must include such language with their proposal.

Failure to provide offeror’s additional Contract terms may result in rejection of the proposal.

2.1 Procedures

The extent and character of the services to be performed by the Contractor shall be subject to the general control and approval of the Director or his/her authorized representative(s). The Contractor shall not comply with requests and/or orders issued by other than the Director or his/her authorized representative(s) acting within their authority for the County. Any change to the Contract must be approved in writing by the Purchasing Agent and the Contractor.

2.2 Contract Period

The Contract shall cover the period TBD, upon mutual agreement.

2.3 Delays

If delay is foreseen, the Contractor shall give immediate written notice to the Division of Procurement. The Contractor must keep the County advised at all times of the status of the order. Default in promised delivery (without accepted reasons) or failure to meet specifications, authorizes the Division of Procurement to purchase supplies or services elsewhere and charge full increase in cost and handling to defaulting Contractor.

2.4 Delivery Failures

Time is of the essence. Should the Contractor fail to deliver the proper services or item(s) at the time and place(s) specified, or within a reasonable period of time thereafter as determined by the Purchasing Agent, or should the Contractor fail to make a timely replacement of rejected items when so requested, the County may purchase services or items of comparable quality in the open market to replace the rejected or undelivered services or items.

2.5 Payment of Taxes

All Contractors located or owning property in Davidson County shall assure that all real and personal property taxes are paid. The County will verify payment of all real and personal property taxes by the Contractor prior to the award of any Contract or Contract renewal.

2.6 Insurance

A. The Contractor shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the Contract.

B. The Contractor and all subcontractors shall, during the continuance of all work under the Contract provide the following:

1. Workers' compensation and Employer's Liability to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the State of North Carolina.

2. Comprehensive General Liability insurance to protect the Contractor, and the interest of the County, its officers, employees, and agents against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the Contract or in connection with the contracted work. The General Liability insurance shall also include the Broad Form Property Damage endorsement, in addition to coverage for explosion, collapse, and underground hazards, where required.

3. Automobile Liability insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor.

C. The Contractor agrees to provide the above referenced policies with the following limits. Liability insurance limits may be arranged by General Liability and Automobile policies for the full limits required, or by a combination of underlying policies for lesser limits with the remaining limits provided by an Excess or Umbrella Liability policy.

1. Workers’ Compensation:

Coverage A: Statutory

Coverage B: $100,000

2. General Liability:

Per Occurrence: $1,000,000 Personal/Advertising Injury: $1,000,000 General Aggregate: $2,000,000 Products/Completed Operations: $2,000,000 aggregate Fire Damage Legal Liability: $100,000 GL Coverage, excluding Products and Completed Operations, should be on a Per Project Basis

3. Automobile Liability:

Combined Single Limit: $1,000,000 D. The following provisions shall be agreed to by the Contractor:

1. No change, cancellation, or non-renewal shall be made in any insurance coverage without a forty-five (45) day written notice to the County. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished.

2. Liability Insurance "Claims Made" basis:

If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limits of liability and the extensions to be included as described previously in these provisions, remain the same. The Contractor must either:

a. Agree to provide certificates of insurance evidencing the above coverage for a period of two (2) years after final payment for the Contract for General Liability policies. This certificate shall evidence a "retroactive date" no later than the beginning of the Contractor's work under this Contract, or

b. Purchase the extended reporting period endorsement for the policy or policies in force during the term of this Contract and evidence the purchase of this extended reporting period endorsement by means of a certificate of insurance or a copy of the endorsement itself.

3. The Contractor must disclose the amount of deductible/self-insured retention applicable to the General Liability and Automobile Liability. The County reserves the right to request additional information to determine if the Contractor has the financial capacity to meet its obligations under a deductible/self-insured plan. If this provision is utilized, the Contractor will be permitted to provide evidence of its ability to fund the deductible/self-insured retention.

4. The Contractor agrees to provide insurance issued by companies admitted within the State of North Carolina.

5. a. The Contractor will provide an original signed Certificate of Insurance and such endorsements as prescribed herein.

b. The Contractor will provide on request certified copies of all insurance coverage related to the Contract within ten (10) business days of request by the County. These certified copies will be sent to the County from the Contractor's insurance agent or representative.

c. Any certificates provided shall indicate the Contract name and number.

6. The County, shall be named as an "additional insured" on the Automobile and General Liability policies and it shall be stated on the Insurance Certificate with the provision that this coverage "is primary to all other coverage the County may possess." (Use "loss payee" where there is an insurable interest).

7. Compliance by the Contractor with the foregoing requirements as to carrying insurance shall not relieve the Contractor of their liability’s provisions of the Contract.

E. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

F. The Contractor is to comply with the Occupational Safety and Health Act of 1970, Public Law 91 956, as it may apply to this Contract.

G. If an "ACORD" Insurance Certificate form is used by the Contractor's insurance agent, the words "endeavor to" and ". . . but failure to mail such notice shall impose no obligation or liability of any kind upon the company" in the "Cancellation" paragraph of the form shall be deleted.

H. The Contractor agrees to waive all rights of subrogation against the County, its officers, employees, and agents.

2.7 Hold Harmless Clause

The Contractor shall, indemnify, defend, and hold harmless the County from loss from all suits, actions, or claims of any kind brought as a consequence of any negligent act or omission by the Contractor. The Contractor agrees that this clause shall include claims involving infringement of patent or copyright. For purposes of this paragraph, “County” and “Contractor” includes their employees, officials, agents, and representatives. “Contractor” also includes subcontractors and suppliers to the Contractor. The word “defend” means to provide legal counsel for the County or to reimburse the County for its attorneys' fees and costs related to the claim. This section shall survive the Contract.

2.8 Safety

All Contractors and subcontractors performing services for the County are required to and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Contract.

2.9 Permits

It shall be the responsibility of the Contractor to comply with County ordinances by securing any necessary permits. The County not shall waive any fees involved in securing County permits. Permits should be included in the cost proposal, if necessary.

2.10 Drug-free Workplace

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 behalf of the Contractor that the Contractor maintains a drug-free workplace; and 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 a controlled substance or marijuana during the performance of the Contract.

Local Government Conflict of Interests Act.

2.11 Employment Discrimination by Contractors Prohibited

During the performance of this Contract, the Contractor agrees as follows:

The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, 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.

2.12 Substitutions

NO substitutions or cancellations are permitted after Contract award without written approval by the Division of Procurement. Where specific employees are proposed by the Contractor for the work, those employees shall perform the work as long as those employees work for the Contractor, either as employees or subcontractors, unless the County agrees to a substitution. Requests for substitutions shall be reviewed and may be approved by the County at its sole discretion and in writing.

2.13 Workmanship and Inspection

All work under this Contract shall be performed in a skillful and workmanlike manner. The Contractor and its employees shall be professional and courteous at all times. The County may, in writing, require the Contractor to remove any employee from work for reasonable cause as determined by the County. Further, the County may, from time to time, make inspections of the work performed under the Contract. Any inspection by the County does not relieve the Contractor from any responsibility in meeting the Contract requirements.

2.14 Exemption from Taxes

Davidson County is not sales tax exempt. All taxes shall be itemized separately on all invoices.

2.15 Invoicing and Payment

Contractor shall submit invoices at the end of each calendar month, such statement to include a detailed breakdown of all charges and shall be based on completion of tasks or deliverables and shall include progress reports.

Invoices shall be submitted to:

Davidson County, NC Support Services Department Attn: Dwayne Childress PO Box 1067 Lexington, NC 27293 All such invoices will be paid within thirty (30) days by the County unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim.

The Contractor shall provide complete cooperation during any such investigation.

2.16 Assignment of Contract

The Contract may not be assigned in whole or in part without the written consent of the Purchasing Agent.

2.17 Termination

Subject to the provisions below, the Contract may be terminated by the County upon thirty (30) days advance written notice to the Contractor; but if any work or service hereunder is in progress, but not completed as of the date of termination, then the Contract may be extended upon written approval of the County until said work or services are completed and accepted.

A. Termination for Convenience The County may terminate this Contract for convenience at any time in which the case the parties shall negotiate reasonable termination costs.

B. Termination for Cause In the event of Termination for Cause, the thirty (30) days advance notice is waived and the Contractor shall not be entitled to termination costs.

C. Termination Due to Unavailability of Funds in Succeeding Fiscal Years If funds are not appropriated or otherwise made available to support continuation of the performance of this Contract in a subsequent fiscal year, then the Contract shall be canceled.

2.18 Severability

In the event that any provision shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

2.19 Applicable Laws/Forum

This Contract shall be governed in all respects by the laws of the State of North Carolina. Any judicial action shall be filed in the State of North Carolina, County of Davidson.

2.20 Notices

All notices and other communications hereunder shall be deemed to have been given when made in writing and either (a) delivered in person, (b) delivered to an agent, such as an overnight or similar delivery service, or (c) deposited in the United States mail, postage prepaid, certified or registered, addressed as noted above.

2.21 Licensure

To the extent required by the State of North Carolina or the County of Davidson, the Contractor shall be duly licensed to sell the goods or perform the services required to be delivered pursuant to this Contract.

2.22 Criminal Background Checks

The Contractor shall obtain nation-wide criminal background checks when the county, in its sole discretion, determines it necessary for reasons of security or confidentiality. These background checks, when requested, will be performed at the Contract’s expense.

NOTE: the Contractor will have all employees working at County sites, wear a uniform and have photo identification (frontal face). This identification must be prominently displayed at all times. No one with a felony conviction may be employed under this Contract.

The County reserves the right to require immediate removal of any Contractor employee from County service it deems unfit for service for ANY reason not contrary to law. This right is non-negotiable and the Contractor agrees to this condition by accepting this Contract. The Contractor should have enough qualified people with current background checks so as to be able to provide a replacement within twenty-four (24) hours. Should a replacement take longer than twenty-four (24) hours, this may be cause for termination of the Contract.

2.23 Confidentiality

The Contractor acknowledges and understands that its employees may have access to proprietary, business information, or other confidential information belonging to the County. Therefore, except as required by law, the Contractor agrees that its employees will not:

A. Access or attempt to access data that is unrelated to their job duties or authorizations as related to this Contract.

B. Access or attempt to access information beyond their stated authorization.

C. Disclose to any other person or allow any other person access to any information related to the County or any of its facilities or any other user of this Contract that is proprietary or confidential. Disclosure of information includes, but is not limited to, verbal discussions, FAX transmissions, electronic mail messages, voice mail communication, written documentation, “loaning” computer access codes and/or another transmission or sharing of data.

The Contractor understands that the County, or others may suffer irreparable harm by disclosure of proprietary or confidential information and that the County may seek legal remedies available to it should such disclosure occur. Further, the Contractor understands that violations of this provision may result in Contract termination.

The Contractor further understands that information and data obtained during the performance of this agreement shall be considered confidential, during and following the term of this Contract, and will not be divulged without the Purchasing Agent’s written consent and then only in strict accordance with prevailing laws. The Contractor shall hold all information provided by the County as proprietary and confidential, and shall make no unauthorized reproduction or distribution of such material.

I have read, understand and agree with all Terms & Conditions as presented here:

Sign date

3. Mandatory Requirements:

Scope of Work:

As Amended July 8, 2026

All proposals must be made on the basis of, and either meet or exceed, the requirements contained herein. All offerors must be able to provide:

3.1 Scope Of Work

A. Replacing an Otis GeN2 polyurethane-coated steel belt requires strict hoist-way safety protocols. Belt replacements involve powering down the unit, securing the counterweight/car with a jack or hoist, properly removing the old belt and terminations, installing the new belt, and recalibration of the pulse monitoring system B. All elevators under this Bid shall be maintained in first class operating condition and must comply with all maintenance and other requirements of the latest revised edition of the American National Standard Safety Code for Elevators, Dumbwaiters, Escalators and Moving Walks (ASME A17.1 - 2019).

C. Belts need to be an OEM (Original Equipment Manufacturer) or OEM-approved part. This ensures code compliance, structural integrity, and proper calibration with the elevator's built-in 24/7 Pulse Monitoring System.

D. The GeN2 system relies heavily on a specialized Pulse device that constantly tests the internal steel wires inside the belt for wear, micro-breaks, and "red rouging" (signs of internal wire degradation). Generic or unapproved belts may not register correctly with the proprietary sensor, voiding your safety certifications and potentially causing your controller to lock the elevator out of service.

3.2 Work Hours

A. The Contractor shall perform work during regular business hours 7 am until 5 pm, other scheduled works could be accommodated upon request.

3.3 Checking In & Out & Communications

A. The Contractor's personnel shall report to the Facilities Maintenance Manager prior to commencing work and check out after completing the work.

3.4 Preparation & Safety

A. Deploy safety barricades and isolate the elevator from power.

B. Utilize personal protective equipment (harnesses, helmets, and back support belts) before entering the hoist-way or car top.

C. Secure the car and counterweight using mechanical stops, jacks, or a hoisting winch.

3.5 Installation of New OEM Belts

A. Hoist and thread the new OEM belts through the system, ensuring the installation direction and tension match manufacturer specifications.

B. Properly torque and secure the belt terminations.

3.6 Tensioning, Calibration & Testing

A. Tension all belts uniformly so they do not slip or put undue stress on the sheaves.

B. Reconnect and calibrate the pulse monitoring system, which measures electrical continuity and resistance across the steel cords inside the polyurethane to prevent future failures.

C. Run the elevator on Inspection Mode without passengers to ensure smooth, noise-free operation and perfect floor leveling.

3.7 Order of Work

A. At no point, will more than one elevator be down for this project, scheduling is key.

3.8 Miscellaneous

A. All work should be completed commensurate with the manufacturer’s requirements.

B. If there is a State required inspection for this work, it should be combined with the permit cost in Section 6.

4. Scored Mandatory Requirements:

4.1 Submission of Proposals

Before submitting a proposal, read the ENTIRE solicitation including the Contract Terms and Conditions.

Failure to read any part shall not relieve the Contractor of its contractual obligations. Technical and Price proposals must be submitted at the same time. The Price proposal shall be submitted on the Request for Proposal pricing forms if provided. Include other information as requested or required. Proposals must be received by the Division of Procurement PRIOR to the specified date and time on the acceptance requirements.

4.2 Questions and Inquiries

Questions and inquiries, both verbal and written, will be accepted from any and all offerors. The Division of Procurement is the sole point of contact for this solicitation unless otherwise instructed herein. Unauthorized contact with other County staff regarding the RFP may result in the disqualification of the offeror. Inquiries pertaining to the Request for Proposal must give the RFP number, title, and acceptance date. Material questions will be answered in writing with an Addendum. It is the responsibility of all offerors to ensure that they have received all addendums. Addendums can be downloaded from www.co.davidson.nc.us

4.3 Completion

Proposal must show number of calendar days required to complete the project or services under normal conditions. Failure to state completion time obligates offeror to complete the project according to the County's schedule. Unrealistically short or long completion promised may cause proposal to be disregarded.

4.4 Firm Pricing for County Acceptance

Proposal pricing must be firm for County acceptance for a minimum of ninety (90) days from proposal receipt date. “Discount from list” proposals are not acceptable unless requested.

4.5 Unit Price

Quote unit price on quantity specified and extend and show total. In case of errors in extension, unit prices shall govern.

4.6 Quotations to be F.O.B. Destination - Freight Prepaid and Allowed Any goods to be delivered to a County location shall be coordinated with the Contract Administrator prior to delivery. Such goods shall be delivered F.O.B. Destination, freight prepaid, and allowed. COD deliveries shall be denied. The cost of freight, insurance, and all other delivery related costs shall be included in the cost of performing the work proposed in the price proposal.

4.7 Proprietary Information

Trade secrets or proprietary information submitted by an offeror in connection with this solicitation shall not be subject to disclosure under the North Carolina Freedom of Information Act. However, pursuant to North Carolina § 132-1.2 Confidential Information, the offeror must invoke the protections of this section prior to or upon submission of the data or other materials, and must clearly identify the data or other materials to be protected and state the reasons why protection is necessary. Failure to abide by this procedure may result in disclosure of the offeror’s information. Offerors shall not mark sections of their proposal as proprietary if they are to be part of the award of the contract and are of a "Material" nature.

4.8 Authority to Bind Firm in Contract

Proposals MUST give full firm name and address of offeror. Failure to manually sign proposal may disqualify

it. Person signing proposal will show TITLE or AUTHORITY TO BIND THE FIRM IN A CONTRACT.

Firm name and authorized signature must appear on proposal in the space provided on the pricing page. Those authorized to sign are as follows:

a. If a sole proprietorship, the owner may sign.

b. If a general partnership, any general partner may sign.

c. If a limited partnership, a general partner must sign.

d. If a limited liability company, a “member” may sign or “manager” must sign if so specified by the articles or organization.

e. If a regular corporation, the CEO, President or Vice-President must sign.

f. Others may be granted authority to sign but the County requires that a corporate document authorizing him/her to sign be submitted with proposal.

http://www.co.davidson.nc.us

4.9 Preparation and Submission of Proposals

A. All proposals shall be signed in ink by the individual or authorized principals of the firm.

B. All attachments to the Request for Proposal requiring execution by the firm are to be returned with the proposals.

C. Any technical and price proposals are to be returned and submitted in same sealed container. The face of the container shall indicate the RFP number, time and date of public acceptance, and the title of the proposal, found on this cover sheet.

D. Requests for extensions of this time and date will not be granted, unless deemed to be in the County's best interest. Offerors mailing their proposals shall allow for sufficient mail time to ensure receipt of their proposals by the Division of Procurement by the time and date fixed for acceptance of the proposals. Proposals or unsolicited amendments to proposals received by the County after the acceptance date and time will not be considered. Proposals will be publicly accepted and logged in at the time and date specified above.

E. Each firm shall submit one (1) original and two (2) copies, both marked as such, of their proposal to the County's Division of Procurement as indicated on the cover sheet of this Request for Proposal. The original proposal shall be clearly marked.

4.10 Withdrawal of Proposals

A. All proposals submitted shall be valid for a minimum period of ninety (90) calendar days following the date established for acceptance.

B. Proposals may be withdrawn on written request from the offeror at the address shown in the solicitation prior to the time of acceptance.

C. Negligence on the part of the offeror in preparing the proposal confers no right of withdrawal after the time fixed for the acceptance of the proposals.

4.11 County Furnished Support/Items

The estimated level of support required from County personnel for the completion of each task shall be itemized by position and man days. This requirement from the offeror must be outlined in the response to the RFP, titled as County responsibilities.

4.12 Subcontractors

Offerors may include a list of all subcontractors with their proposal. Proposals shall also include a statement of the subcontractors' qualifications. The County reserves the right to reject the successful offeror’s selection of subcontractors for good cause. If a subcontractor is rejected the offeror may replace that subcontractor with another subcontractor subject to the approval of the County. Any such replacement shall be at no additional expense to the County nor shall it result in an extension of time without the County’s approval.

4.13 References

All offerors should include with their proposals, a list of at least three (3) current references for whom comparable work has been performed. This list shall include company name, person to contact, address, telephone number, e-mail address, and the nature of the work performed. Failure to include references may be cause for rejection of proposal as non-responsive. Offeror hereby releases listed references from all claims and liability for damages that may result from the information provided by the reference.

4.14 Late Proposals

LATE proposals will be returned to offeror UNOPENED, if RFP number, acceptance date and offeror's return address is shown on the container.

4.15 Rights of County

The County reserves the right to accept or reject all or any part of any proposal, waive informalities, and award the contract to best serve the interest of the County.

4.16 Prohibition as Subcontractors

No offeror who is permitted to withdraw a proposal shall, for compensation, supply any material or labor to or perform any subcontract or other work agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn proposal was submitted.

4.17 Proposed Changes to Scope of Services

If there is any deviation from that prescribed in the Scope of Services, the appropriate line in the scope of services shall be ruled out and the substitution clearly indicated. The County reserves the right to accept or reject any proposed change to the scope.

During the project or work, if there is a need for a change in the scope of work this shall be controlled by a scope change authorization form, this is attached.

4.18 Miscellaneous Requirements

A. The County will not be responsible for any expenses incurred by an offeror in preparing and submitting a proposal. All proposals shall provide a straight forward, concise delineation of the offeror's capabilities to satisfy the requirements of this request. Emphasis should be on completeness and clarity of content.

B. Offerors who submit a proposal in response to this RFP may be required to make an oral presentation of their proposal. The Division of Procurement will schedule the time and location for this presentation.

C. Selected contents of the proposal submitted by the successful offeror and this RFP will become part of any contract awarded as a result of the Scope of Services contained herein. The successful offeror will be expected to sign a contract with the County.

D. The County reserves the right to reject any and all proposals received by reason of this request, or to negotiate separately in any manner necessary to serve the best interests of the County. Offerors whose proposals are not accepted will be notified in writing.

4.19 Notice of Award

A Notice of Award will be posted on the County's web site (www.co.davidson.nc.us).

4.20 W-9 Form Required

Each offeror shall submit a completed W-9 form with their proposal. In the event of contract award, this information is required in order to issue purchase orders and payments to your firm. A blank copy of this form can be downloaded from http://www.irs.gov/pub/irs-pdf/fw9.pdf.

4.21 E-Verify Affidavit

Each offeror shall submit a completed E-Verify Affidavit form with their proposal. This form must be notarized to be accepted, failure to submit this form shall be cause for rejection of proposal as non-responsive.

4.22 Adding Buildings

It is necessary to add buildings, during a contract. These additional costs will be calculated using a same sized building. There will be no negotiations, if so then the building will be bid using this same document.

I have read, understand and agree with all Scored Mandatory Requirements as presented here:

sign date http://www.co.davidson.nc.us http://www.irs.gov/pub/irs-pdf/fw9.pdf

5. Desirables:

As Amended July 8, 2026

5.1. How long has your firm been in business?

5.2. How many of these belt replacements have you completed?

5.3. May we have references from those you have completed of this same type of work?

5.4. Please, detail your payment requirements?

a. Please keep in mind that our terms are Net 30-days on all accepted invoices.

6. Pricing:

Note: Mobilization & Demobilization Costs can be no more than 3% per each of total.

Three (3) Elevators 110 West Center Street Lexington, NC

Car #1- NC #33957, 3500 lbs. Capacity, Manufacturer: Otis, Installed 4/22/2020

1. Permit Cost $________________

2. Mobilization Cost $________________

3. Belt Replacement (all materials & supplies) $________________

4. Labor $________________

5. Belt Disposal: $________________

6. Demobilization Cost: $________________

7. Total Cost: $__________________________________

8. Proposed Sales Tax: $___________________________________

9. Date proposed to start (after September 8, 2026):

10. Number of days to complete this project:

The undersigned certifies that their service being bid will meet or exceed the minimum specifications as presented in the attached bid package.

Upon the determination of the lowest responsive/responsible bidder, the County will ask for SDS sheets will be submitted, if needed or required.

The Davidson County Board of Commissioners reserves the right to reject any and all Bids and Proposals, and further reserves the right to make the award and/or awards in the best interest of Davidson County.

Company Name Telephone Number

Company Address Date

NC General Contractors’ License #

Officer Signature

Officer Print/Title

Car #2- NC #33958, 3500 lbs. Capacity, Manufacturer: Otis, Installed 4/22/2020

1. Permit Cost $________________

2. Mobilization Cost $________________

3. Belt Replacement (all materials & supplies) $________________

4. Labor $________________

5. Belt Disposal: $________________

6. Demobilization Cost: $________________

7. Total Cost: $__________________________________

8. Proposed Sales Tax: $___________________________________

9. Date proposed to start (after September 8, 2026):

10. Number of days to complete this project:

The undersigned certifies that their service being bid will meet or exceed the minimum specifications as presented in the attached bid package.

Upon the determination of the lowest responsive/responsible bidder, the County will ask for SDS sheets will be submitted, if needed or required.

The Davidson County Board of Commissioners reserves the right to reject any and all Bids and Proposals, and further reserves the right to make the award and/or awards in the best interest of Davidson County.

Company Name Telephone Number

Company Address Date

NC General Contractors’ License #

Car #3- NC #33959, 3500 lbs. Capacity, Manufacturer: Otis, Installed 4/22/2020

1. Permit Cost $________________

2. Mobilization Cost $________________

3. Belt Replacement (all materials & supplies) $________________

4. Labor $________________

5. Belt Disposal: $________________

6. Demobilization Cost: $________________

7. Total Cost: $__________________________________

8. Proposed Sales Tax: $___________________________________

9. Date proposed to start (after September 8, 2026):

10. Number of days to complete this project:

The undersigned certifies that their service being bid will meet or exceed the minimum specifications as presented in the attached bid package.

Upon the determination of the lowest responsive/responsible bidder, the County will ask for SDS sheets will be submitted, if needed or required.

The Davidson County Board of Commissioners reserves the right to reject any and all Bids and Proposals, and further reserves the right to make the award and/or awards in the best interest of Davidson County.

Company Name Telephone Number

Company Address Date

NC General Contractors’ License #

7. Evaluation:

The criteria set forth below will be used in the receipt of proposals and selection of the successful offeror.

The County Proposal Analysis Group (PAG) will review and evaluate each proposal and selection will be made on the basis of the criteria listed below. The offerors submitting proposals shall include with that proposal statements on the following:

A. Compliance with terms & conditions: 20% *Submit 2, 4, 6, E-verify

B. Cost of completed services: 30%

C. Schedule & time to complete project 30%

D. Section 5 Completed: 20% 100%

*Failure to return 2, 4, 6, E-verify (completed) will result in your response being deemed non-responsive and rejected.

The PAG will collectively develop a composite preliminary rating which indicates the group's collective ranking of the highest rated proposals in a descending order. The PAG may then conduct interviews with only the top ranked offerors, usually the top two (2) or three (3) depending upon the number and quality of the proposals received.

The Davidson County Board of Commissioners reserves the right to reject any and all Bids and Proposals, and further reserves the right to make the award and/or awards in the best interest of Davidson County.

SCOPE CHANGE AUTHORIZATION

Project: Project Manager:

Project #: Date Prepared:

Page: Date Revised:

1. The following changes in the scope of the work are hereby authorized.

2. The effect of these changes in scope is as follows:

a.) Cost – b.) Schedule – c.) Function – d.) Other –

3. The reason for these changes in the scope of the work is as follows:

4. Revised project budget $____

5. Revised project completion date:

6. Project manager’s comments:

This extra work is subject to the terms and conditions of the contract executed for this project date:

This work will not be initialed until this form has been signed and returned by the owner.

Distribution:

Recommended Date:

Owner ( ) Contractor ( )

Principal-in-charge ( ) File ( ) Approved Date:Project Manager ( ) ( )

E-Verify Affidavit to be executed by Contractor and incorporated by reference within the agreement.

STATE OF NORTH CAROLINA )

) AFFIDAVIT

COUNTY OF DAVIDSON )

I, __________________________ (the individual attesting below), being duly authorized by and on behalf of _______________________, (hereinafter "Contractor") after first being duly sworn hereby swears or affirms as follows:

1. Contractor understands that E-Verify is the federal E-Verify program operated by the United States

Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-25(5).

2. Contractor understands that employers must use E-Verify. Each employer, after hiring an employee to work in the United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS §64-26(a).

3. The Contractor certifies that it currently complies with the requirements of Article 2 of Chapter 64 of the

North Carolina General Statutes, and that at all times during the term of this Contract, it will continue to comply with these requirements. The Contractor also certifies that it will require that all of its subcontractors that perform any work pursuant to this Contract to comply with the requirements of Article

2 of Chapter 64 of the North Carolina General Statutes. Violation of this section shall be deemed a material breach of this Contract.

4. Contractor is a business entity or other organization that transacts business in this State and that

(does/does not) [Must circle one] employs 25 or more employees in this State.

5. Contractor’s subcontractors must comply with E-Verify, and Contractor will ensure compliance with E-

Verify by any subcontractors subsequently hired by Contractor.

This the ___ day of _______________, 20__.

Signature of Affiant

Signed and sworn to before me, this the ___ day of _______________, 20__.

Notary Public

My commission expires: _____________________

Failure to return E-verify, (completed) will result in your response being deemed non-responsive and rejected.

REFERENCES

The bidder must list four (4) references, listing firm name, address, telephone number and contact person to whom they have provided similar equipment, material or services for a period of not less than six (6) months.

Additional references may be required. If bidder is a new business, provide references that will enable the County to determine if bidder is responsible.

COMPANY NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE NUMBER:

COMPANY NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE NUMBER:

COMPANY NAME:

ADDRESS:

CONTACT PERSON:

TELEPHONE NUMBER:

STATE THE NUMBER OF YEARS

IN BUSINESS:

STATE THE CURRENT NUMBER

OF PERSONNEL ON STAFF: