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Request for Proposals

North Elevator Cab and Sling Replacement

Dubuque County, Iowa | RFP [DCSO-2601] | Issued 11-2-2026

Dubuque County seeks sealed, fixed-price proposals to update the north hydraulic passenger elevator with a new cab, recessed car operating panel, specified fixtures, roller guides, and sling and platform assembly. The elevator previously underwent modernization of its hydraulic power unit, controls, and passenger fixtures. This project updates selected remaining components and recesses the car controls to reduce contact and accidental activation by kitchen carts.

1 Procurement and project information

This solicitation uses the County's formal RFP process under its July 5, 2022 Procurement Policy. Award will be based on the lowest responsive, responsible proposal meeting the published requirements, subject to Board of Supervisors approval. This is a construction solicitation, not a selection of professional consulting services.

Project site: 855 Central Ave, Dubuque, Iowa 52001 Project contact: Jay Gonzales, Technical Operations Superintendent Dubuque County Sheriff's Office

jgonzales@dbqcosheriff.com 563-451-6304

The RFP includes Attachment A, the project technical schedule and design-document register, and Attachment B, the County Bid Form. The separate Notice to Bidders, Form of Construction Agreement and issued addenda also form the solicitation. Obtain documents at [https://www.dubuquecountyiowa.gov/Bids.aspx] or through the project contact. Any scheduled public hearing will be announced separately.

North Elevator Cab and Sling Replacement

2 Instructions to bidders and submittal requirements

Deliver one signed paper original and one PDF copy on a USB drive in a sealed envelope to the Dubuque County Sheriff's Office 770 Iowa Street Dubuque Iowa 52001. Mark the envelope "SEALED RFP – NORTH ELEVATOR CAB AND SLING REPLACEMENT – [DCSO-2601]" and include the bidder's name, address, and contact person. Actual receipt by the stated deadline is required; a postmark is insufficient. Email and fax bids are not accepted. If copies differ, the signed paper original controls. For mailed bids, enclose the sealed bid envelope in an outer mailing envelope addressed to the Auditor. Registered mail is recommended; timely receipt remains the bidder's responsibility.

Include bid security of 5% of the total base bid, payable to Dubuque County, in a separate inner envelope marked BID SECURITY. Acceptable forms are a cashier's check or bid bond from a corporate surety authorized in Iowa and acceptable to the County. The successful bidder must furnish a performance and payment bond for 100% of the contract amount before work begins. Include bond premiums in the price.

Late proposals will be returned unopened. A bidder may withdraw or replace its proposal by signed written notice actually received by the Auditor before the deadline. Replacements must follow the sealed submission requirements. Proposals remain firm for 60 calendar days after opening, extendable only by written agreement. Unapproved conditions, exclusions, substitutions, or supplier terms that alter material requirements may cause rejection.

The Auditor or authorized public officer will publicly open timely proposals and announce bidder names and prices at the listed time and place. The County will document responsiveness and responsibility and present an award recommendation to the Board. The County may reject all proposals and may waive only immaterial irregularities consistent with law. It will not use post-opening negotiations to change the competitive basis of award.

Submittal requirements

• Completed and signed County Bid Form, price breakdown, bid security and acknowledgment of all addenda.
• Product list and technical data demonstrating compliance with every specified component; written addendum approval for any equivalent product.
• Proposed installation approach and schedule, no more than two pages, including delivery lead time, anticipated outage, completion, and warranty. Identify the project manager, availability, service contact, subcontractors, and applicable elevator contractor and mechanic licenses and contractor registration.
• Summary of qualifications and relevant project experience; up to three references on no more than one page. Comparable experience supports responsibility review and does not restrict bidders to a predetermined class. Do not submit confidential financial or proprietary information unless lawfully requested.
• Written commitment to the insurance, bonds, and agreement requirements. Attach requested insurance evidence if available.

Qualifications and evaluation criteria. Responsiveness means timely compliance with the scope, forms, pricing, security, and contract requirements. Responsibility includes lawful licensing, technical capability, staffing, financial ability, relevant performance, and ability to meet the stated schedule. These are qualification checks, not weighted scores. No percentage local preference is applied to this solicitation above $50,000; any legally required nonresident reciprocal preference will be applied.

North Elevator Cab and Sling Replacement

3 Scope of services and equipment specifications

Provide the equipment specified below. Dimensions are estimating information only. The installer must field-verify dimensions, clearances, weights, loads and compatibility before fabrication. References to manufacturers establish the specified basis of design; equivalent products require County approval by written addendum before proposals are due.

North Elevator Cab and Sling Replacement

4 Fixtures and installation requirements

Provide field survey, shop drawings, fabrication, delivery, removal, and lawful disposal of replaced elevator components, installation, adjustment, testing, and inspection coordination for the listed equipment. Replace the damaged stile as part of the new sling assembly. Confirm that the new cab, sling, platform, and guides are suitable for the retained hydraulic system, guide rails, existing structure, and rated operation. Do not reduce rated capacity, speed, accessible clearances or required safety features.

Submit dimensioned shop drawings, equipment and finish data, interface details, loading information, applicable engineering calculations, and installation schedule for County review before production. County review does not transfer design or installation responsibility. Identify the applicable permit requirements and obtain elevator alteration permits and required approvals for the contracted work; include these costs in the base bid.

Comply with all applicable elevator, building, electrical, fire/life-safety and accessibility codes and standards in effect and adopted by the authority having jurisdiction when the alteration is permitted. Obtain all required permits, approvals, inspections, and tests. The County must resolve any known scope changes caused by applicable code requirements before proposals are due.

Retain the previously modernized hydraulic power unit, pump, motor, tank, valves, and piping; controller, leveling and limit equipment; door operator and protective door screen; hall fixtures and traveling cable. Retain the jack/cylinder, landing entrances and building systems. Include protection and integration with the new work. Section 4A governs the new recessed station and optional reuse of existing cab devices. Resolve incompatible interfaces by pre-bid clarification.

North Elevator Cab and Sling Replacement

4A Prior modernization and recessed controls

The County reports completion of the modernization identified as Package ID 1 in the May 2, 2023, proposal included in the signed May 2023 Board packet. The package describes a 3,500-lb, 125-fpm, four-landing elevator. Use this prior scope as existing-equipment information, subject to field verification; it is not authorization to repeat the modernization.

Provide a new recessed car operating station to reduce kitchen-cart contact with buttons and accidental activation. Preserve accessible reach, clearances, legibility, service access and required functions. Flush dome buttons alone do not satisfy the recess requirement. Coordinate panel position and recess with the County's carts and the new cab construction.

Submit dimensioned shop drawings showing the cab-wall face, panel recess depth, button, and trim projections, mounting heights, cart contact envelope, swingout access and mounting of all devices. Obtain County approval before fabrication. County review does not relieve the contractor of design or code-compliance responsibility.

BASE BID PRICING REQUIREMENT: Include the full cost to furnish and install a NEW RECESSED CAR OPERATING STATION, including its new enclosure/panel, flush dome buttons, mounting, wiring and integration. Also include the new car position indicator, Rath phone and car traveling lantern specified in Section 4. Price the new recessed station separately on the County Bid Form. The new recessed station is required under both the base bid and DA-1; reuse of the existing station enclosure/panel is not permitted. Maintain existing two-way visual communication capability and all required emergency functions. Attachment A must define communication equipment and interfaces before release so all bidders price the same base scope. Price new Cab and Roller guides.

Deduct Alternate DA-1: offer a firm net credit to reuse compatible existing phone, display/position indicator, visual communication equipment, lantern, or other identified devices within the new recessed-panel/cab arrangement. Reuse is not assumed feasible. List the exact devices, models, condition, and compatibility evidence; identify anything remaining new. Equipment already required to remain in the base scope generates no credit.

Include removal, protection, mounting/adapters, reconnection, programming, integration, testing, and inspection in the alternate price. Preserve all required functions and verify emergency communications after installation. Resolve material compatibility questions before the bid deadline. If reuse is not feasible, mark DA-1 not feasible and explain; the complete base bid remains required.

Accepted reuse does not waive workmanship or integration obligations. The one-year workmanship warranty applies to removal, reinstallation, and integration of reused devices; identify any separate warranty offered on existing hardware. Protect retained equipment and correct contractor-caused damage at no additional cost.

North Elevator Cab and Sling Replacement

5 Work by the County and site coordination

The base bid covers the specified elevator work. Related building work below is assigned to the County or its separately procured contractors only to the extent required for this alteration. This allocation preserves the budget proposal's owner-work exclusions; it does not establish that every listed item is needed. The County will confirm applicable work, existing conditions, and interfaces before bid release. Bidders shall promptly request clarification of unresolved conditions before the question deadline.

• Building work: cutting and restoration of walls, floors, and partitions; excavation spoil removal; staging and storage near the hoistway; structural supports and installation of inserts identified on approved drawings; required routing for hydraulic/electrical lines.
• Machine room and hoistway: code-compliant enclosure, size, ventilation, lighting, and heating; temperature maintained at 55-85circF; required loads, pit depth and overhead clearance; hoisting beam, sill supports, jack-hole fill, door-frame infill and sill grout where required; painting of primed hoistway doors and frames.
• Pit and safety provisions: required water extraction, sump pit/pump, permanent site guarding outside the contractor's immediate work zone, and machine-room fire extinguisher. The installer remains responsible for safe access, barricades, lockout and guarding of its own work.
• Electrical and standby power: required building feeders, fused disconnects, shunt trip, separate 110 V AC 15 A circuit, GFI receptacle, guarded light and switch, construction/test power, transfer switches and status contacts, standby/emergency power capacity and regenerative-power provisions if applicable.
• Fire protection and communications: required heat/smoke detection, fire alarm panel work, sprinkler-related power disconnection, and phone/network service to the controller. Provide the connection and backup power required by the approved emergency communication design. The vendor's reference is a dedicated analog line plus internet Ethernet with four-hour backup, or an approved cellular/VoIP arrangement with required backup.
• Conditional noistway lighting: the quote describes permanent 10 foot-candle lighting and three-way switches when replacing a controller. Controller replacement is not in this base scope; determine applicability with the authority having jurisdiction.

No open-ended owner-work allowance or automatic price adjustment is authorized. Where required related work must move into the elevator contract, the County will describe and price it uniformly by pre-bid addendum. Hidden conditions discovered after award must be reported before affected work continues and handled by a written County-approved change order.

The Law Enforcement Center will remain occupied. Coordinate employee access, escorts, material delivery, secure tool storage, noise, shutdowns, and emergency access with the Sheriff's Office. Do not take the elevator out of service until replacement equipment, labor and County-authorized outage arrangements are ready. Protect adjacent finishes and equipment and clean the work area daily. No photography or access outside the work area without authorization.

North Elevator Cab and Sling Replacement

6 Questions completion and commercial terms

Send questions, site-visit requests, and proposed equivalents to the project contact by the stated deadline. All bidders will receive equal site access opportunities and material information. Only written County addenda change this solicitation. Proposed equivalents must document dimensions, materials, finish, performance, safety, serviceability, and compatibility. The County will identify accepted equivalents for all bidders by addendum; silence is not approval. Submit questions by email. Written answers and addenda will be posted on the County bid page and distributed to registered bidders and question submitters by the published answer deadline.

State the manufacturer and model offered for each listed component. DA-1 is the only requested alternate; unapproved alternates will not be evaluated. Award ranking is based on the total base bid; the County may accept the selected bidder's documented DA-1 credit with award. Any change to that basis must be published before bids are due. If an unresolved condition would require a materially different scope, request a pre-bid clarification rather than qualify the proposal. The County may extend the deadline when an addendum materially changes the work. The selected contractor may not subcontract work without prior written County consent.

Completion and acceptance

After installation, complete required inspections and tests, correct deficiencies, demonstrate normal and emergency operation and communication functions, and obtain approval for lawful return to service. Provide inspection/permit records, as-built or final shop drawings, operation and maintenance instructions, warranty certificates, keys and necessary operating credentials, and staff familiarization. County acceptance follows satisfactory completion and delivery of these items.

Provide a minimum one-year warranty for new equipment and installation workmanship beginning at County acceptance, in addition to longer manufacturer warranties. Correct covered defects at no additional cost. Identify the service contact and response arrangements. This requirement does not purchase a separate ongoing maintenance agreement.

Proposal terms and milestones for payment

Submit a firm lump-sum base bid with the requested breakdown. Include labor, equipment, supplies, shipping, rigging, disposal, engineering incidental to installation, permits, tests, bonds, insurance, overhead, profit and applicable taxes. Related owner work in Section 5 is excluded unless added by written addendum. The County will confirm its construction sales-tax certificate treatment before release, so every bidder uses the same basis.

Progress payments will be based on approved itemized applications for completed work and approved delivered materials. Advance deposits and charges for off-site storage are not authorized unless the published agreement expressly provides for them. Retainage and final payment shall comply with Iowa Code chapter 573. No escalation, restocking, storage, or extra work charges are payable without prior written County authorization. Commencement requires an executed agreement, approved bond, insurance, and written notice to proceed.

Proposals may be subject to public disclosure. Identify and explain any claimed statutory confidentiality; the County cannot guarantee confidentiality. Contractors must comply with applicable equal employment and nondiscrimination requirements. Minority, women-owned and disadvantaged businesses are encouraged to participate.

North Elevator Cab and Sling Replacement

7 Insurance and indemnity

Section 7 incorporates the County Procurement Policy insurance minimums and the additional Insurance Schedule B requirements below. Elevators are Class A work. Maintain required coverage at the contractor's expense and submit certificates and endorsements to the County Budget Director. These requirements are incorporated into the Form of Construction Agreement.

Name Dubuque County as an additional insured on casualty policies as required by the County policy; obtain County risk-management direction for coverage-specific applicability. Liability policies naming the County as additional insured must include a Governmental Immunities Endorsement. Certificates shall include the policy-required 30-day cancellation notice provision. Any coverage or endorsement conflict must be resolved by County addendum before proposals are due.

The County reserves the right under its policy to require increased liability limits up to $15,000,000 for an elevated hazard as determined by the Board. Any increased requirement for this procurement must be identified to all bidders before the deadline. If the contractor fails to meet insurance obligations, the County may purchase required coverage and assess its cost to the contractor or declare the bid invalid, as provided in the policy.

Hold Harmless Agreement – The Contractor shall indemnify and hold harmless Dubuque County, its agents and employees, from and against all claims, damages, losses and expenses including attorneys' fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense: (a) is attributable to bodily injury, sickness, disease or death, or to the injury to or destruction of tangible property (other than the work itself) including the loss of use resulting therefrom; and (b) is caused in whole or in part by any negligent act or omission of the Contractor and Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any other of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.

Contractor/Permittee/Licensee agrees that for all work done in the county road right of ways, easements, and county property, it shall be solely responsible for work zone safety and shall hold the county harmless and agree to indemnify the county from all claims that arise from its work in the right of way, and further, it agrees that it will adhere to the manual on Uniform Traffic Control Devices during the project.

North Elevator Cab and Sling Replacement

7 Insurance Schedule B continued

Class A applies to elevator work. This schedule supplements the preceding insurance requirements. County review of the remaining coverage selections is required before release; bidders may not select or waive required coverage.

Instructions for insurance submittal

Furnish a signed certificate before commencing work and at the end of the project if the work lasts more than 60 days. Providers presenting annual certificates shall also present a certificate with final billing. Use the current ACORD form approved by the Iowa Department of Insurance or an equivalent. Identify the project number, name, or location on each certificate.

All carriers must be authorized to do business in Iowa, acceptable to the County, and rated A or better in the current A.M. Best Rating Guide. Submit certificates and all required endorsements to the County Budget Director. Do not permit required coverage to lapse.

Subcontractors and lower-tier subcontractors shall provide certificates appropriate to their work classification. The County may request their certificates from the prime contractor. Failure to obtain or maintain coverage is a material breach; failure to furnish evidence does not waive the requirements.

Use the current edition of referenced ISO forms. Carry at least the specified limits or greater limits required by law or another legal agreement. If the provider's liability limit exceeds the required minimum, the provider's higher limit becomes the required limit under this agreement.

Commercial general liability

Coverage shall be on an occurrence form, not claims made, in accordance with ISO CG 00 01 or business owners form BP 00 02. Clearly identify deviations from the standard forms. Include CG 25 04 (designated locations) or CG 25 03 (designated construction project), as appropriate; primary and noncontributory coverage; preservation of governmental immunity; and an endorsement deleting any fellow employee exclusion.

Additional insureds: Dubuque County, including its elected and appointed officials, employees and volunteers, boards, commissions and authorities, and their board members, employees and volunteers. Include ISO CG 2010 for ongoing operations and ISO CG 2037 for completed operations during the project and for two years after completion.

North Elevator Cab and Sling Replacement

7 Insurance Schedule B continued

Automobile workers compensation and umbrella

Automobile liability: $1,000,000 combined single limit. Workers' compensation: Iowa statutory benefits under chapter 85. Employers liability: $100,000 each accident, $100,000 each employee for disease and $500,000 policy limit for disease, or greater limits required by the umbrella carrier. Include a waiver of subrogation in favor of Dubuque County.

Umbrella liability must be at least following form over the required underlying policies. Class A limits are $1,000,000 for contracts below $500,000; $3,000,000 for contracts from $500,000 through $10,000,000; and $10,000,000 for contracts above $10,000,000.

Conditional coverages

Pollution liability — County selection before release: [REQUIRED / NOT REQUIRED]. Required where the project involves pollution exposures, including abatement of lead, asbestos, PCBs or other hazardous/contaminated material. If required, provide $2,000,000 each occurrence and $4,000,000 aggregate, including premises, transportation, products and completed operations, the additional insureds identified above, and preservation of governmental immunity.

Railroad protective liability — County selection before release: [REQUIRED / NOT REQUIRED]. Applies to construction or demolition within 50 feet of railroad tracks affecting railroad facilities where a railroad easement, license or indemnification is required. If applicable, set limits before release: [EACH OCCURRENCE] /[AGGREGATE], or attach an equivalent ISO CG 24 17 endorsement to commercial general liability. No railroad exposure is established by the supplied elevator scope.

Preservation of Governmental Immunities Endorsement

Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and including Dubuque County, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the Dubuque County, Iowa under Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time.

Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy.

Assertion of Government Immunity. Dubuque County, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier.

Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the Dubuque County, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the Dubuque County, Iowa.

No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.

North Elevator Cab and Sling Replacement

Attachment A Project technical schedule

The completed technical schedule and listed design documents form part of this RFP. Requirements in this attachment supplement Sections 3 and 4, including Section 4A.

Design documents issued with this RFP

List document title, preparer, date, and revision below; attach the listed documents to the issued package. If no separate design documents are required, record the County's confirmed determination. [DOCUMENT REGISTER]

The equipment schedule in Sections 3 and 4 remains part of the scope. Changes to that scope must be identified expressly. Provide the same completed attachment and drawings to all bidders.

North Elevator Cab and Sling Replacement

Attachment B County Bid Form

North Elevator Cab and Sling Replacement | RFP [NUMBER]

Submit this completed form with the required attachments and bid security. Prices are firm for 60 calendar days after opening. Fill every price line; use zero where included elsewhere and explain the allocation. Do not count the same cost twice.

Legal bidder name: ___

Address: ___

Contact / title: ___

Phone / email: ___

lowa contractor registration / elevator contractor license: ___

Base bid breakdown Amount

New cab package, doors, finishes, ventilation, and lighting $___

NEW RECESSED CAR OPERATING STATION: enclosure/panel, buttons, mounting, $___

wiring and integration

New car position indicator, phone, and lantern $___

New sling/platform, guides, sill, toe guard and data plate $___

Survey, submittals, removal, installation, and adjustment $___

Permits, testing, inspection, and closeout $___

Bonds, insurance, shipping, overhead and all other base costs $___

TOTAL BASE BID — sum of all lines $___

Total base bid in words: ___

Bid security enclosed: $_____ (5% of total base bid).

Form: [] Cashier's check [] Corporate surety bid bond

Surety / issuer: ___

Deduct Alternate DA-1: Complete the attached alternate pricing sheet for reuse of compatible existing devices. The recessed car operating panel remains new under both the base bid and DA-1.

Addenda acknowledged by number and date: ___

___

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Schedule and product confirmation

Field survey and shop drawings: _____ calendar days after notice to proceed.

Equipment delivery: ___ weeks after approved submittals.

Installation and testing: ___ calendar days.

Maximum continuous elevator outage: ___ calendar days.

Proposed start: ___ Final completion: ___

Meets County required completion date: [ ] Yes [ ] No

Warranty period: ___ Service phone: ___

Attach detailed technical data for all components, including items not individually listed above. For an approved equivalent, identify the approving addendum: ___

Certifications and signature

The undersigned is authorized to bind the bidder and offers to perform the complete base scope for the stated price, or that scope as modified by County acceptance of the submitted DA-1 credit. The bidder acknowledges the published owner-work allocation and all addenda, has had an opportunity to inspect the site, and has included required costs without unapproved exclusions or conditions. The bidder will execute the published agreement and provide required insurance and a 100% performance and payment bond if awarded the work. This proposal was independently prepared without collusion.

Authorized signature: ___ Date: ___

Printed name / title: ___

Bidder state of residence: ___

If nonresident, attach applicable resident-preference information required by Iowa law.

Attachment check: [ ] Technical data [ ] Schedule / approach [ ] Licenses / registration

[] Experience / references [] Subcontractors [] Insurance commitment [] Bid security

North Elevator Cab and Sling Replacement

Deduct Alternate DA-1 | Existing device reuse

BASE BID: Price a NEW RECESSED CAR OPERATING STATION on its separate base-bid line. DA-1 offers a firm net credit only for reuse of identified compatible devices. Do not deduct this credit from the total base bid. The new station enclosure/panel and required recess remain included under both options.

DA-1 status: [ ] Offered [ ] Not feasible (attach explanation).

Net deduct credit: $___

Total base bid less DA-1 credit: $___

Schedule / outage change: _____ (enter none if unchanged).

Attach the exact reuse inventory and supporting compatibility information, including mounting, wiring, controller interfaces, emergency communication functions and condition. Identify any devices that will remain new; their cost remains included. A device not expressly identified for reuse remains as specified in the base bid. Do not count the same device or credit twice.

The net credit includes all effects of reuse: careful removal, protection, storage, mounting/adapters, reinstallation, reconnection, programming, testing, and inspection. No later added integration charge is permitted for the offered reuse scope. Unresolved compatibility must be raised before bids are due; do not submit a credit contingent on later investigation.

Award ranking is based on the total base bid. The County may accept DA-1 with the award to the selected responsive, responsible bidder if the documented reuse scope meets the requirements. DA-1 is not a separately negotiated post-award credit. If not accepted, the full base scope applies. Any change to this evaluation basis must be issued to all bidders before the deadline.

Authorized signature: ___ Date: ___

Printed name / title: ___

North Elevator Cab and Sling Replacement