Project Information

Bid Title

Elevator Maintenance, Repair, Replacement, and Installation Services, RFQ 674857

Issuing Agency

Loudoun County

Location

Virginia

Published Date

Oct 15, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFQ 674857

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 674857
Bid Title:	Elevator Maintenance, Repair, Replacement, and Installation Services, RFQ 674857
Category:	Procurement
Status:	Open

Description: The County of Loudoun, Virginia (County or Owner) seeks to award one (1) or more, maximum of four (4), Task Order contracts (Contract) to qualified Contractor(s) to provide County-wide Elevator Maintenance, Repair, Replacement and Installation work (Work). The Work will be performed on an as-needed basis at various Loudoun County facilities over a one (1) year Base Term and up to four (4) one (1) year additional optional Renewal Terms. This is a competitive sealed bidding process for firm fixed priced, indefinite quantity contract(s). The Work includes the complete preventive maintenance of elevators (traction, hydraulic), and lifts (wheelchair, commercial, dumbwaiters), repairs when needed, and replacement of or installation of new elevators that cannot be repaired or have reached end of life. Pre-Bid Conference: An optional Pre-Bid Conference will be held virtually using Microsoft Teams on October 22, 2025, starting promptly at 9 a.m. Publication Date/Time: 10/15/2025 10:00 AM Publication Information: Invitation for Bid Closing Date/Time: 11/24/2025 4:00 PM Pre-bid Meeting: October 22, 2025 @ 9:00 a.m. Contact Person: Kristy D. Varda, NIGP-CPP, CPPO, CPPB, CJP Assoc. Please see the attached document RFQ 674857 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 674857 (PDF) Attachment 2 Elevator PM Check List (PDF) Attachment 3 Sample Elevator Project (PDF) Attachment 4 Prevailing Wage Rate - LOUD-25-0015 (PDF) Attachment 5 Maintenance per Location - By Lot Spreadsheet (XLS) View Solicitation Abstract (PDF)

Attachment Preview

Loudoun County, Virginia

INVITATION FOR BID

ELEVATOR MAINTENANCE, REPAIR, REPLACEMENT, AND

INSTALLATION SERVICES

ACCEPTANCE DATE: Prior to 4:00 p.m., November 24, 2025, “Atomic Time”

IFB NUMBER:

RFQ 674857

ACCEPTANCE PLACE:

Loudoun County Government Offices

1 Harrison Street, S.E., 1st Floor,

Drop Box: Procurement Bids and Proposals

Leesburg, Virginia 20175

PLEASE NOTE:

A. Documents related to this solicitation may be downloaded from the County’s

web site: www.loudoun.gov/procurement.

B. An optional Pre-Bid Conference will be held virtually using Microsoft Teams on

October 22, 2025, starting promptly at 9 a.m. See the Microsoft Teams log in

information provided below. To participate in the audio portion of this

conference, please dial the number provided below and follow the prompts as

designated. To participate by computer, connect to the link provided and follow

the prompts as designated. The purpose of the pre-bid conference is to provide

a high level overview of the supplier registration process and online submission

of bids through iSupplier.

• Suppliers must make sure they are registered in iSupplier no less than five (5)

business days prior to the posted Acceptance Date for a solicitation.

• Suppliers should not wait until the day that their response is due to become

familiar with this system. Submissions via iSupplier is at the sole risk of the

supplier.

• Procurement staff do not have access to the bids/proposals received during the

period prior to the Acceptance date/time listed on the solicitation.

• All questions regarding a specific solicitation should be sent directly to the

Procurement staff listed in the solicitation documents.

• Use of “Online Discussions” will not constitute communication to Procurement

staff as this communication will not be used or monitored.

Elevator Maintenance, Repair, Replacement, and Installation Services

IFB RFQ 674857

Page 1 of 69

Join the meeting now

Meeting ID: 225 043 579 682 9

Passcode: 42Mu6XS3

Dial in by phone

+1 757-600-4923,,521626323# United States, Norfolk

Find a local number

Phone conference ID: 521 626 323#

The terms and conditions contained in this Invitation for Bid and in the County-Contractor

Agreement are not negotiable.

Requests for information related to this Invitation should be directed to:

Kristy D. Varda, NIGP-CPP, CPPO, CPPB, CJP Assoc.

Contracting Officer

(571) 627- 7441

(703) 771-5097 (Fax)

Kristy.varda@loudoun.gov

This document can be downloaded from our web site:

www.loudoun.gov/procurement

Issue Date: October 15, 2025

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY

IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS

DIVISION AS SOON AS POSSIBLE

Elevator Maintenance, Repair, Replacement, and Installation Services

IFB RFQ 674857

Page 2 of 69

ELEVATOR MAINTENANCE, REPAIR, REPLACEMENT AND

INSTALLATION SERVICES

SECTION/TITLE

PAGE

1.0 PURPOSE ............................................................................................................ 4

2.0 COMPETITION INTENDED ................................................................................. 4

3.0 PREVAILING WAGE RATES .............................................................................. 4

4.0 OVERVIEW OF THE CONTRACT ....................................................................... 6

5.0 DISCREPANCIES ................................................................................................ 8

6.0 BIDDER’S MINIMUM QUALIFICATIONS ............................................................ 8

7.0 TERMS AND CONDITIONS............................................................................... 10

8.0 INSTRUCTIONS TO BIDDERS.......................................................................... 48

9.0 PRICING PAGE .................................................................................................. 58

Attachments below are incorporated or incorporated by reference into this Invitation for Bid

and Contract Documents:

ATTACHMENT 1:

ATTACHMENT 2

ATTACHMENT 3:

ATTACHMENT 4:

ATTACHMENT 5:

COUNTY – CONTRACTOR AGREEMENT (CONTAINED HEREIN)

ELEVATOR PREVENTATIVE MAINTENANCE CHECKLIST

SAMPLE ELEVATOR PROJECT FOR BIDDING

PREVAILING WAGE RATE – LOUD-25-0015

MAINTENANCE PER LOCATION – BY LOT SPREADSHEET

Authorized By: s/Kristy D. Varda, NIGP-CPP, CPPO, CPPB, CJP Assoc. Date: October 15, 2025

Contracting Officer

Elevator Maintenance, Repair, Replacement, and Installation Services

IFB RFQ 674857

Page 3 of 69

1.0 PURPOSE

1.1 The County of Loudoun, Virginia (County or Owner) seeks to award one (1)

or more, maximum of four (4), Task Order contracts (Contract) to qualified

Contractor(s) to provide County-wide Elevator Maintenance, Repair,

Replacement and Installation work (Work). The Work will be performed on an

as-needed basis at various Loudoun County facilities over a one (1) year Base

Term and up to four (4) one (1) year additional optional Renewal Terms. This

is a competitive sealed bidding process for firm fixed priced, indefinite quantity

contract(s). The Work includes the complete preventive maintenance of

elevators (traction, hydraulic), and lifts (wheelchair, commercial,

dumbwaiters), repairs when needed, and replacement of or installation of new

elevators that cannot be repaired or have reached end of life.

1.2 Work performed will be in accordance with the manufacturer’s

recommendations, Safety Code for Elevators and Escalators American

Society of Mechanical Engineers (ASME) A17.1, service manuals, design

specifications, as well as any applicable federal, Commonwealth of Virginia,

and Loudoun County laws and/or ordinances. Work performed under the

Contracts falls under the definition of Construction in the Virginia Public

Procurement Act. The County makes no guarantee as to the amount of Work

that will be awarded under each of the Contracts.

2.0 COMPETITION INTENDED

It is the County's intent that this Invitation for Bid (IFB) permits competition. It shall

be the Bidder's responsibility to advise the Purchasing Agent in writing if any

language, requirement, specification, etc., or any combination thereof, inadvertently

restricts or limits the requirements stated in this IFB to a single source. Such

notification must be received by the Purchasing Agent not later than fifteen (15) days

prior to the date set for bids to close.

3.0 PREVAILING WAGE RATES

Remuneration to any individual performing work under the Contracts resulting from

this IFB shall be at a rate equal to or greater than to the prevailing wage rate

identified in Attachment 4 to this IFB.

3.1 The Contractor awarded a Contract as a result of this IFB, and any sub-

contractors hired by the Contractor to perform Work on the County

Construction Contract, shall pay wages, salaries, benefits, and other

remuneration to any mechanic, laborer, or worker employed, retained, or

otherwise hired to perform Work in connection with the County Construction

Contract at or greater than the prevailing wage rate identified in this IFB.

3.2 Any Contractor or any subcontractor who employs any mechanic, laborer,

or worker to perform Work under the Contract resulting from this IFB, at a

rate that is less than the prevailing wage rate identified in this IFB (i) shall

be liable to such individuals for the payment of all wages due, plus interest

Elevator Maintenance, Repair, Replacement, and Installation Services

IFB RFQ 674857

Page 4 of 69

at an annual rate of eight percent accruing from the date the wages were

due; and (ii) shall be disqualified from bidding on public contracts with any

public body until the Contractor or subcontractor has made full restitution of

the amount described in clause (i) owed to such individuals. A Contractor

or subcontractor who willfully violates this section is guilty of a Class I

misdemeanor.

3.3 After award of the Contract, the Contractor shall certify under oath to the

Commissioner of Labor and Industry, the pay scale for each craft or trade

employed on the project to be used by such contractor and any of the

contractor’s subcontractors for work to be performed under such public

contract. This certification shall, for each craft or trade employed on the

project, specify the total hourly amount to be paid to employees, including

wages and applicable fringe benefits, provide an itemization of the amount

paid in wages and each applicable benefit, and list the names and

addresses of any third-party fund, plan or program to which benefit

payments will be made on behalf of employees. The certification shall be

sent to the Commissioner of Labor and Industry each pay period for the

duration of the Contract.

3.4 The Contractor awarded a Contract as a result of this IFB, shall keep,

maintain, and preserve (i) records relating to the wages paid to and hours

worked by each individual performing the work of any mechanic, laborer, or

worker and (ii) a schedule of the occupation or work classification at which

each individual performing the work of any mechanic, laborer, or worker on

the public works project is employed during each workday and week. The

employer shall preserve these records for a minimum of six (6) years and

make such records available to the Department of Labor and Industry within

ten (10) days of a request and shall certify that records reflect the actual

hours worked and the amount paid to its workers for whatever time period

they request.

3.5 No later than ten (10) days after the date of the Notice to Proceed, the

Contractor awarded a Contract as a result of this IFB and subcontractors

performing under a Contract shall post the prevailing wage rate for each

craft and classification involved, as determined by the Commissioner of

Labor and Industry, including the effective date of any changes thereof, in

prominent and easily accessible places at the site of the work or at any such

places as are used by the contractor or subcontractors to pay workers their

wages. Within ten (10) days of such posting, the Contractor or subcontractor

shall certify to the Commissioner of Labor and Industry its compliance with

this subsection.

3.6 The Contractor awarded a Contract as a result of this IFB shall include the

requirement in all subcontracts issued and require the same requirement to

be inserted by all lower tier subcontractors in their subcontracts to pay

wages, salaries, benefits, and other remuneration to any mechanic, laborer,

or worker employed, retained, or otherwise hired to perform Work in

Elevator Maintenance, Repair, Replacement, and Installation Services

IFB RFQ 674857

Page 5 of 69

Commodity Codes

• NAICS 238290Other Building Equipment Contractors
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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