RFP - Courthouse Annex Elevator Modernization Project

REQUEST FOR PROPOSALS

Upshur County Courthouse:
Courthouse Annex Elevator Modernization Project
Grant Number: 23cycUpshu23CY202649
April 9, 2026

Upshur County Commission

91 West Main Street, Suite 101
Buckhannon, WV 26201
304-472-0535

www.upshurcounty.org
APPROVED

APR 09 2026

TY COMMIS!

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Request for Bids
Selection Schedule----------->

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Description of Project -

Scope of Work ------------------->

Bid Guarantee---------->

Security for Faithful Performance----------->
Non-Discrimination in Contracts------------ >
Mandatory Pre-Bid Site Visit------------ >
Proposal Format------------ >
Submission------~----- >

Evaluation Criteria------------ >

Additional Information------------ >

Bid Pricing Sheet ----------->

Contractor's Representations--

Certificate of Eligibility ----------->
Affidavit of Non-Collusion ----------- >
Drug Free Workplace Conformance Affidavit---------- >

Request for Bids
Upshur County Courthouse Annex: Elevator Modernization Project
Publish: April 15 and April 22, 2026
Project Location: Upshur County Courthouse Annex located at 38 West Main Street
Buckhannon, WV 26201.

The Upshur County Commission is seeking bids for the furnishing of labor, materials and
performance of all work set forth in the Request for Proposals. Bid proposals shall include
materials, labor, equipment, insurance, taxes, bonds, fees, testing and similar construction related
expenses. Work shall adhere to the Secretary of the Interior's Standards for the Treatment of
Historic Properties.

A mandatory pre-bid site visit at the Upshur County Courthouse Annex foyer,
located at 38 W Main Street, Buckhannon, WV 26201, will be held on April 28, 2026 at 1:00
p.m. Only those individuals/contractors whom visit the site for an initial inspection of the area
will be permitted to submit a bid.

The format for submittals and information regarding the scope of work is available from the
Upshur County Administrative Office, 91 West Main Street, Suite 101, Buckhannon, WV 26201, or
online at http://www.upshurcounty.org.

Proposals must be submitted to the Upshur County Administrative Office, 91 West Main

Street, Suite 101, Buckhannon, WV 26201 no later than 4:00 PM on Wednesday, May 6, 2026.

Failure to provide the required information as requested in the RFP for Upshur County's review may
result in disqualification.

Proposals received by this deadline will be opened, reviewed and read aloud by the Upshur
County Commission at 9:15 a.m. on Thursday, May 7, 2026.

All bidders are required to have a valid West Virginia Contractor's License per Section 21-
11-11 of the W.Va. Code. Successful bidder will be required to furnish all documentation listed
before work may commence.

The Upshur County Commission reserves the right to reject any and all bids, in whole or in
part, and waive any informality during the bidding process. This project is being made possible by

generous support of the West Virginia Courthouse Facilities Improvement Authority.

Selection Schedule

April 9, 2026 RFP document available from Owner

April 28, 2026 1:00 p.m. Mandatory Pre-Bid Meeting

May 6, 2026 Proposals received by Owner no later than 4 p.m.

May 7, 2026 Opening of the sealed bids and anticipated award of
contract

Description of Project

The Upshur County Courthouse and Annex are located in the center of downtown
Buckhannon, West Virginia, at the intersection of Main Street and Locust Street. The Upshur
County Courthouse was constructed between 1899-1901. The Courthouse has been listed on the
National Register of Historic Places since December 31, 2009 as part of the Downtown
Buckhannon Historic District. Following a $2.3 million dollar bequeath, the Upshur County
Courthouse Annex was constructed in 1994 adjacent to the main Courthouse.

The Upshur County Courthouse Annex, constructed in 1994, plays a vital role in local
governmental functions and welcomes many employees, citizens and visitors each day. The three-
story building attaches to the main Courthouse structure and houses many important departments
such as; Assessor's Office, Sheriff's Tax Department, Sheriffs Department, Circuit Clerk office,
Addressing and Mapping, Family Court, Magistrate Court, and houses the County Commission
Meeting room, within its walls. The purpose of this project is to upgrade and modernize the
existing Dover Brand elevator located within the Courthouse Annex. This project will include an
overhaul of the mechanical and electrical components that run the machine, an electrical upgrade
to support the modernization and a fire alarm/suppression update.

Scope of Work

The Upshur County Commission is soliciting proposals from qualified and experienced
contractors to furnish labor, materials and performance of all recommendations set forth in the below
scope of work. The project cannot begin before July 1, 2026 and must be completed by October 31,
2026 and shall adhere to the Secretary of the Interior's Standards for the Treatment of Historic
Properties. The Commission has received the below recommendations for the elevator modernization
project:

Part I - Electrical Upgrade Scope of Work

(1) Remove existing elevator disconnect and replace with shunt trip disconnect
(2) Add fused disconnect for cab lighting of the elevator

(3) Run conduit with control wires for shunt disconnect to elevator controller
(4) All wiring must meet requirements for the National Electrical Code

Part I - Fire Suppression System Upgrade Scope of Work

(1) Provide and install all equipment necessary to program and optimize the EST Fire
Alarm System currently existing within the Courthouse Annex

(2) Provide Shop drawings to submit for WV Fire Marshall for review

(3) Test and document final system configuration

Part II - Elevator Upgrade Scope of Work

(1) Upgrade the Controller, Jack, Car, Hoistway, Door Equipment, Car Fixtures and Hall
Fixtures

(2) The cab of the elevator will remain; however, the buttons, directive arrows, cab and
hall features will be replaced

(3) All new features will be ADA compliant for appropriate height standards and contain
braille.

(4) Removal and disposal of debris, trash, and remnants from the project.

Due to the nature of the work potentially being excessively loud or disruptive to the daily
operations and functions of the Courthouse, the removal and/or installation process may need to
be completed after 4pm on weekdays at the discretion of the Upshur County Commission or its
designee. Potential bidders must be able to accommodate an after 4pm weekday work schedule
should it be deemed necessary.

This project is not subject to Prevailing Wage Rates.

This Request for Bids provides site background information and describes required information
to enable qualified contractors to prepare and submit responsive proposals consistent with the
required proposal format. The purpose of this specification is to solicit complete and comprehensive
proposals from qualified and experienced contractors for the provision of the requested scope of
services. Responsive proposals in the required format will enable the Upshur County Commission
the ability to select a contractor to provide the requested services. To be considered responsive,
sealed proposals must be submitted to the Upshur County Commission at the place and time
specified herein and must provide all of the required information relative to content and format
specified herein.

Bid Guarantee

Each bidder shall deposit with the bid, a guarantee for not less than ten percent (10%) of the
aggregate amount of the base bid. In lieu of the Bid Bond, the vendor may provide certified checks,
cashier's checks or irrevocable letters of credit. Any certified check, cashier's check, or irrevocable
letter of credit provided in lieu of a bond must be of the same amount and delivered on the same
schedule as the bond it replaces. Personal or business checks are not acceptable.

Security for Faithful Performance

Simultaneously with the delivery of the executed contract, the Contractor will be required to
furnish a performance bond or bonds as security for faithful performance of the contract and for the
payment of all persons performing labor on the project. The surety on such bond or bonds shall be
from a duly authorized surety company satisfactory to the Owner.

Mandatory Pre-Site Visit

A mandatory pre-bid site visit at the Upshur County Courthouse Annex foyer, located at

38 W Main Street, Buckhannon, WV 26201, will be held on April 28, 2026 at 1:00 p.m.
Only those individuals/contractors whom visit the site for an initial inspection of the area
will be permitted to submit a bid.

Proposal Format
Proposals must be prepared and submitted in the following format:

* A two-envelope system will be used.
Envelope No. 1 must have the following information presented on the front:

Name and address of Bidder
Upshur County Courthouse Annex: Elevator Modernization Project

Envelope No. 2 labeled "Bid Proposal" shall also be placed inside of Envelope #1.

Envelope No. | will be opened first and the Bid Opening Requirement items checked
for compliance. If such documents are found to be in order, Envelope No. 2 "Bid
Proposal", will then be opened and will be publicly read aloud. If the documents
required to be contained in Envelope No.1 are not in order, Envelope No. 2 "Bid
Proposal" will not be opened and the Bid will be considered non-responsive and will be
returned to the Bidder.

The following shall be placed within Envelope No. 1:

. Identification

Name of company, including phone number, fax number, and mailing and electronic
addresses and lead contractor that would be assigned to the project.

. Qualifications and Experience of the Firm

a. A brief summary of the contractor's qualifications and capabilities.

b. Past project experience including summaries of at least three (3) relevant
projects and scopes of work, as well as client contact information.

c. Proposal must identify those work elements to be subcontracted and the
firm/individual subcontractor. All subcontractors shall be included in the
applicant's statement of qualifications.

d. Description of the approach that will be used to complete the tasks described in
this scope of work.

Preliminary Project Schedule
a. Provide a proposed timeline for the commencement, duration and completion of

this project while adhering to the mandatory timeframe outlined as after July 1,

2026 and completion before October 31, 2026.

Contractor shall furnish any and all requested and/or required documentation, including
but not limited to the following:
Business License
* Contractor's License
Certificate of Insurance - at least $1,000,000 liability limit with Upshur County
Commission named as an additional insured
Certificate of Coverage of Workers' Compensation or Approved Waiver
Bid bond in the amount of ten percent (10%) of the proposal. The bond shall be
issued by an insurance company licensed to do business in West Virginia or in the
form of a certified check, cashier's check or irrevocable letter of credit. Upon
award of the contract, the bid bond will be returned and a performance bond must
be obtained and filed with the Upshur County Commission.
e Affidavit of Non-Collusion
e Drug Free Workplace Affidavit
Contractor's Representations
(C) Certificate of Eligibility
e Any Additional Documentation as Required by the Owner

Envelope No. 2 shall contain the following:
Fee Schedule

a. Basis of Bid Pricing Sheet, attached.

b. Include standard billing rates and any unlisted project requirement components.
Must include a written listing of all assumptions used to prepare price quotations.
Identify suggested products to be used: include manufacturer's product name,
make or model number and physical properties, appearance, and other
characteristics of the specified product.

The selected contractor will be required to enter into an agreement with the Upshur County
Commission which will include the requirements of this Request for Bids as well as other
requirements. By submitting a proposal, the bidder agrees to all of the terms in this Request for
Bids.

The selected contractor will ensure that all work is conducted in accordance with federal, state and
local laws and regulations.

Submission

Interested firms shall submit one (1) original and three (3) copies of the completed proposals marked
"Upshur County Courthouse Annex - Elevator Modernization Project" to:

Upshur County Commission
c/o Cindy Hughes
Upshur County Courthouse Annex:
Elevator Modernization Project
91 W Main Street, Suite 101
Buckhannon, WV 26201

Proposals must be received no later than 4:00 p.m. on Wednesday, May 6, 2026.

Submittals that are not received at the designated address on or before the specified deadline will not
be accepted. Neither facsimile nor electronic transmissions will be accepted.

Evaluation Criteria
All proposals which are deemed fully responsive to this Request for Bids will be evaluated.
To be deemed fully responsive, attendance at the pre-bid meeting as specified above, proposals must
be submitted to the Upshur County Commission in the format specified and prior to the deadline at the
address specified above. After receipt, proposals will be reviewed for responsiveness on Thursday,
May 7, 2026 during the regularly scheduled Commission Meeting held in the Commission Meeting
Room located at 38 West Main Street, Room 301, Buckhannon, WV 26201.

The Contract will be awarded to the lowest qualified responsible bidder meeting the required
specifications. If the Bid Pricing Sheet contains alternates/add-ons, the Contract will be awarded based
on the grand total of the base bid and any alternates/add-ons selected.

The Upshur County Commission reserves the right to reject any and all proposals.

Additional Information

This solicitation for proposals is not a contract nor commitment of any kind.

The Upshur County Commission is not liable for costs nor expenses incurred in the preparation of the
bidder's proposal. Notwithstanding any other provision herein, the Upshur County Commission
reserves the right in its sole discretion to waive minor technical deficiencies in the proposals.

No verbal or written information which is obtained other than through this Request for Bids or its
addenda shall be binding on Upshur County Commission.

The Upshur County Commission may request clarification and additional information from any
proposer.

The Commission may require up to 30 days after opening the proposals to award the contract.

Questions regarding this Request for Bids may be directed to Cindy Hughes, Assistant County

7

Administrator at chughes@upshurcounty.org or (304) 472-0535 ext. 3 or Eric Poling, Facilities
Director, at (304) 472-6717.

The Upshur County Commission prohibits the discrimination of any person based upon actual or
perceived race, color, national origin, sex, religion or age. This project is subject to all non-discrimination
requirements under federal and state law.

Bid Pricing Sheet
Bidder will complete work in accordance with the bidding documents for the following bid price:

Item Price ($)

Lump sum price for all material and labor
outlined within the scope of work.

Allowances/Contingencies:

Other:

B&O Taxes (if applicable)

Subtotal

Total

Assumptions, if any, on which the guaranteed maximum price is based:

SELECTION OF ALTERNATES:

Pursuant to W. Va. Code 5-22-1(f), any solicitation of bids shall include no more than five
alternates. Alternates, if accepted, shall be accepted in the order in which they are listed on the bid
form. Any unaccepted alternate contained within a bid shall expire 90 days after the date of the opening
of bids for review. Determination of the lowest qualified responsible bidder shall be based on the sum
of the base bid and any alternates accepted. Alternate selection will be identified in the Contract.

Contractor's Representations

The undersigned bidder certifies that they have:
1. Familiarized themselves with this Request for Bids, acknowledges that guidance should be
obtained from Secretary of the Interior's Standards for the Treatment of Historic Properties,
and agree to provide the required services in accordance with this proposal and all attachments.

2. Visited the site, is familiar with and is satisfied as to the general, local, and site conditions that
may affect cost, progress, and performance of the work.

3. Contractor agrees that compliance with any federal, state, and/or local law and/or regulation is
their sole responsibility and not the responsibility of the Owner.

4. Contractor does not consider that any further examinations, investigations, tests, studies, or
data are necessary for the performance of this work at the stated contract price, within the
contract time period, and in accordance with any other terms and conditions so stated.

Date:

Signature of Person Authorized to Sign

Name of Person Authorized to Sign

Company Name

Company Address and Telephone Number