Project Information

Bid Title

RFP #2026-715-04 BREATHING APPARATUS

Issuing Agency

County of Jefferson

Location

West Virginia

Published Date

Apr 7, 2026

Closing Date

Apr 30, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

(2) RFP #2026-715-04 BREATHING APPARATUS

Issue Date: April 2,2026

Due Date: April 30, 2026

Time: 2:00 P.M.

RFP Number: 2026-715-04

Issuing Department:

Emergency Services

419 Sixteenth Avenue

Ranson, WV 25438

Procurement Contact:

Bessie F. Nelson

Finance & Administration Manager 304.728.5627

E-mail: bnelson@jcesa.org

Technical Contact:

Jesse Ruppenthal

FF/EMT III

E-mail: jruppenthal@jcesa.org

Delivery of Bids:

Jefferson County Commission

c/o Emergency Services Attn: Bessie F. Nelson RFP # 2026-715-04

419 Sixteenth Avenue

Ranson, WV 25438

Link to:

Attachment Preview

JEFFERSON COUNTY COMMISSION

124 East Washington Street, P.O. Box 250, Charles Town, WV 25414

Phone: (304) 728-3284 Fax: (304) 725-7916

Web: www.jeffersoncountywv.org

PRESIDENT

Pasha Majdi

VICE PRESIDENT

Mike Mood

COMMISSIONER

Jack Hefestay

COMMISSIONER

Cara Keys

COMMISSIONER

Steve Stolipher

JEFFERSON COUNTY COMMISSION

AWARD LETTER – WEBSITE MODERNIZATION & BRANDING & GRAPHIC

DESIGN RFPS

Date: March 16, 2026

Jefferson County has completed the evaluation and award processes for the following

solicitations:

• Website Modernization & Hosting Platform RFP

• Branding & Graphic Design Materials RFP

Both procurements were conducted in accordance with the County’s established

procedures, including a formal review of all submitted proposals and Commission action

on February 19, 2026.

Following the evaluation process, the Jefferson County Commission awarded both

contracts to:

Vandalia Digital

The contracts for both projects were finalized and fully executed on March 16, 2026.

Copies of the executed agreements are provided here for public transparency and review.

Jefferson County extends its appreciation to all vendors who participated in these

solicitations. The County values the time, effort, and professionalism demonstrated

throughout the process and encourages continued participation in future procurement

opportunities.

Jefferson County Procurement Office

Jefferson County, West Virginia

County Administrator

Edwina Benites-LM

Branding

and Website

Modernization

Agreement

Submitted to:

Jefferson County Commission

vandalia.digital

Submitted: 2/23/2026

Professional Services Agreement

This Professional Services Agreement (“Agreement”) is entered into by and

between Jefferson County Commission (“County”) and Infinity Marketing

Solutions LLC, dba Vandalia Digital (“Contractor”), effective as of the date of last

signature below.

Scope of Work

Contractor shall provide professional branding, graphic design, and website

modernization services as outlined in Exhibit A (Branding & Graphic Design

Scope) and Exhibit B (Website Modernization & Hosting Scope), both

incorporated by reference. Services include discovery, design, development,

accessibility compliance, testing, documentation, training, and launch support.

Deliverables

Branding & Graphic Design Deliverables

• Logo concepts and final approved logo

• Letterhead, business card, banner, and related branded materials

• Vector master files (AI, EPS, SVG)

• Print-ready PDFs and digital exports (PNG, JPG)

• ADA/WCAG accessibility documentation for branding assets

Website Modernization Deliverables

• Custom-designed, ADA-compliant WordPress website

• Migrated content, documents, and media assets

• WCAG 2.1 AA accessibility validation and documentation

• Secure cloud hosting configuration

• Staff training sessions and written documentation

• Final website launch and transition support

All deliverables are further detailed in Exhibits A and B.

Revision Structure

• Branding materials include up to five (5) structured revision rounds per item.

• Website design and development includes iterative review cycles at defined

milestones, including design approval and pre-launch testing.

• Revisions outside the defined scope or exceeding included rounds require

written approval and may be billed separately.

Project Schedule & Milestones

The project will be invoiced and reviewed based on the following milestones:

1. Project Start / Kickoff

2. Branding & Homepage Approval

3. Final Launch & Delivery

Detailed phase timelines are outlined in Exhibits A and B and may be adjusted by

mutual written agreement.

Pricing & Payment Schedule

Branding & Graphic Design

Total Fixed Cost: $5,250*

*30% off the original $7,500 proposed for combined conditional cost savings.

Website Modernization & Development

Total Fixed Cost: $34,000

Hosting, Security & Ongoing Support (Optional, Post-Launch)

Annual Cost: $11,000, billed quarterly, subject to separate renewal. This time frame

will begin 60 days after launch.

Payment Milestones

Invoices shall be issued and payable within 30 days of receipt, split as follows:

• 33.33% ($13,083.33) at Project Start

• 33.33% ($13,083.33) upon Branding & Homepage Approval

• 33.34% ($13,083.34) upon Final Launch

ADA / WCAG Compliance Commitment

Contractor commits to designing and developing all deliverables in alignment

with WCAG 2.1 AA standards and applicable ADA requirements. Compliance

measures include:

• Color contrast and typography validation

• Semantic structure and keyboard navigation

• Accessibility testing and remediation

• Written accessibility documentation provided at project completion

While full compliance is implemented and validated at launch, ongoing

compliance may be affected by future content changes made by County staff

outside Contractor control.

Ownership & Intellectual Property

Upon final payment, all final deliverables and associated intellectual property

rights shall become the sole property of Jefferson County, without restriction.

Contractor retains the right to display non-confidential work samples for portfolio

purposes.

County Responsibilities

County agrees to:

• Provide timely feedback and approvals

• Designate a primary project contact

• Supply content, documents, and access as required

• Review and approve deliverables within agreed timelines

Delays in County feedback may impact project schedule.

Change Management

Any material changes to scope, deliverables, or timeline must be documented in

writing through a mutually approved change order or addendum.

Hosting & Support Expectations

Vandalia Digital will provide managed cloud hosting and ongoing support

services as described in the Proposal and this Agreement. Hosting services are

designed to provide a reliable, secure, and resilient environment suitable for a

public-facing government website.

The hosting environment includes a redundant server configuration designed to

automatically assume operation in the event of an outage affecting the primary

server, helping to minimize downtime and service disruption.

Support requests will be acknowledged within one (1) business day, and often

sooner. Requests will be addressed in a timely manner based on the nature and

scope of the issue, with clear communication provided regarding expected

timing and resolution.

Automated backups of the website will be performed on a regular basis, with

backups retained for a rolling period of thirty (30) days. A longer retention period

may be available upon request.

In the event of a critical system issue or security-related incident, Vandalia

Digital will notify the County as quickly as practicable and will communicate with

transparency regarding the nature of the issue, steps taken to mitigate impact,

and any recommended follow-up actions.

Termination

Either party may terminate this Agreement with thirty (30) days’ written notice.

In the event of termination, the County shall pay Vandalia Digital for all work

completed and approved through the effective date of termination.

Upon termination and receipt of all amounts due, Vandalia Digital shall provide

the County with all work completed to date and will reasonably cooperate in

transferring website files, assets, and administrative credentials necessary for the

County or its designee to assume control of the website.

Nothing in this Agreement shall restrict or prevent the County from transitioning

the website to another hosting provider or engaging another vendor following

termination. Vandalia Digital shall not knowingly implement technical measures

that would materially impede such a transition.

Any transition assistance requested beyond the delivery and transfer obligations

described above may be provided subject to mutually agreed-upon scope and

rates.

Deliverable Access and Credentials

All final deliverables produced under this Agreement shall be the property of the

County, as provided elsewhere in this Agreement.

Commodity Codes

• NAICS 339113Surgical Appliance and Supplies Manufacturing

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