RFP Belt Replacement at 2020 Courthouse

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.

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.