1-RFQ 25030 On-Call Carpentry and General Repair Services.pdf

REQUEST FOR QUOTATION

On-Call Carpentry and Related Minor Construction Services

RFQ Number RFQ# —25030

Issued April 24, 2026

Quotes Due May 8, 2026 — 1:00 PM CST

Submit Via Bonf ire — rochesterschools.bonf irehub.com

Anticipated Award May 14, 2026

Work Window July 1st, 2026

Project Contact Jerry Ernst, Facilities Manager – Construction Services Jerry.Ernst@rochesterschools.org | (507) 328-4368

All questions must go through Bonfire. Please do not contact other District staff regarding this RFQ.

mailto:Jerry.Ernst@rochesterschools.org

Rochester Public Schools ISD #535 RFQ #25030 – Vendor Acknowledgement Form

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1. Introduction Rochester Public Schools (ISD #535) is seeking qualified contractors to provide on-call carpentry and minor construction services on a time-and-materials basis.

Work will be assigned through District-issued purchase orders and managed via the District’s work order system.

This is a Request for Quotation (RFQ). Award will be made to the lowest responsive and responsible respondent meeting all requirements.

The District intends to award a single contractor to support consistency in service delivery, scheduling, and coordination.

2. Key Dates and How to Submit

Milestone Date

RFQ Published April 24, 2026

Deadline for Questions May 1, 2026

Answers / Addenda Posted May 4, 2026

Quotations Due May 8, 2026 — 1:00 PM CST

Anticipated Award May 14, 2026

Submission Method:

All quotations must be submitted through the Bonfire e-Procurement Portal:

rochesterschools.bonfirehub.com Important:

• No email, paper, or alternate submissions will be accepted

• Late submissions will not be evaluated

• All communications must occur through Bonfire

3. Scope of Services The Contractor shall furnish all labor, supervision, tools, equipment, and materials necessary to perform general carpentry and related minor construction services in occupied school facilities.

Work is typically non-structural, maintenance, repair, and small-scale improvement in nature.

3.1 General Carpentry and Building Repairs

Includes, but is not limited to:

• Doors, frames, and hardware installation/repair

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• Ceiling tile and grid repair

• Interior trim, finish carpentry, and molding

• Cabinetry, casework, shelving, and countertops

• Non-structural wall framing and patching

• Drywall repair incidental to carpentry work

• Flooring transitions and subfloor patching

• Repair of wood-framed building components (non-structural)

• Classroom and building millwork repairs

3.2 Millwork, Custom Fabrication, and Specialty Installations

• Custom shelving and storage systems

• Built-in casework and classroom installations

• ADA-related millwork modifications

• Stage, riser, and auditorium component repairs

3.3 Emergency, Weather, and Seasonal Work

• Emergency board-up and stabilization

• Storm or weather damage repairs

• Urgent repairs required to maintain safe facility operation

3.4 Clarification of Scope

This scope is representative and not exhaustive. The District may request related carpentry or minor construction services reasonably associated with the work described above. Any specialty work requiring separate licensing or engineering shall be excluded unless expressly authorized by the District.

4. Pricing & Cost Structure Respondents must complete all pricing fields in the Bonfire bid table. All pricing must be submitted exclusively through Bonfire. Pricing submitted outside of Bonfire will not be evaluated.

Rates and markups shall remain firm for the initial contract term. The District may consider adjustments for any renewal periods. Any requested adjustment must be supported by documentation of changes in labor costs (including collectively bargained wage adjustments, if applicable) and is subject to written approval by the District. No adjustments will be effective without prior written authorization.

4.1 Labor Rates: (Required Submission)

Description Straight Time Overtime

Carpenter (Journeyman / Skilled) $ _______ / hr $ _______ / hr

General Laborer $ _______ / hr $ _______ / hr Evaluation Note: Only Straight Time rates will be used for evaluation purposes. Overtime rates are required for contract administration but will not impact award determination.

4.2 Material and Equipment Markup:

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Material and equipment markups shall be applied to verifiable contractor invoice costs. The District reserves the right to request supporting documentation at any time.

Description Markup Over Invoice

Materials _______ %

Large Rental Tools _______ %

4.3 Additional Costs

All costs must be fully represented within the labor rates and markups submitted in the Bonfire pricing table. No additional cost categories will be considered, evaluated, or accepted unless expressly identified in the pricing table.

Any costs not explicitly identified in the pricing structure shall be deemed fully included in the submitted labor rates and/or approved markups.

No additional charges will be permitted unless pre-approved in writing by the District on a per-work-order basis.

4.4 Pricing Adjustments (Renewals Only)

The Contractor acknowledges that labor rates may be influenced by collectively bargained wage agreements. However, pricing submitted for the initial contract term shall remain firm and fully binding for that period.

For any renewal terms, the Contractor may request an adjustment to labor rates only if supported by documented changes in collectively bargained wage agreements or other verifiable labor cost changes.

Any such adjustment:

• Must be submitted in writing for District review

• Is subject to District approval at its sole discretion

• May be accepted, modified, or rejected in whole or in part

4.5 Evaluation Methodology

Award will be made to the lowest responsive and responsible respondent based on the Total Evaluated Labor Rate, calculated as follows:

Total Evaluated Labor Rate = Carpenter Straight Time Rate + General Laborer Straight Time Rate Because the District anticipates most work will occur during normal operating hours, Straight Time labor rates are the sole basis for evaluation.

Overtime rates, material markups, and equipment markups are not included in the evaluation formula but are subject to compliance requirements.

5. Minimum Qualifications To be considered for this project, you must meet all requirements below. If any requirement is not met, your quote may be rejected.

5.1 Basic Requirements

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You must:

• Hold a valid Minnesota contractor’s license for this type of work

• Carry insurance that meets the District’s requirements (see Section 9)

• Have Workers’ Compensation coverage as required by Minnesota law

• Not be debarred, suspended, or excluded from public contracting at any level

• Follow Minnesota background check requirements for all personnel working on District property

5.2 Experience Requirement

You must have:

• Minimum of three (3) years of commercial or institutional carpentry experience

5.3 Response Time Requirements

You must be able to meet the following:

• Routine work: arrive on site within 5 business days

• Emergency work: arrive on site same day or upon district request.

o Phone, email, or text acknowledgment does not meet this requirement.

The District will determine whether a work order is routine or emergency at the time it is issued.

6. Contract Term The initial term of this agreement shall be one (1) year from the date of execution. The District may renew for up to three (3) additional one-year terms upon mutual agreement, for a maximum total term of four (4) years.

Pricing shall remain firm for each contract year. No escalation adjustments will be permitted unless approved in writing by the District. Either party may terminate the agreement with thirty (30) days’ written notice.

7. Work Authorization and Procedures

7.1 Work Authorization Requirement

No work shall begin without prior written authorization from Rochester Public Schools in the form of a purchase order or approved work order issued by the District.

For non-emergency work, the contractor shall submit a written estimate that includes labor hours, labor classification, and estimated materials. Work may not proceed until written approval is provided by the District.

The District may establish a not-to-exceed (NTE) amount for individual work orders. The Contractor shall not exceed this amount without prior written approval.

7.2 Emergency Work Authorization

Emergency work is defined as work required to address an immediate condition that poses a risk to safety, property, or essential District operations.

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In emergency situations, the contractor may proceed without prior written authorization only when delay would reasonably result in harm or operational disruption. The contractor shall notify the District as soon as practicable and submit documentation and cost breakdown immediately following response.

Emergency work will be reviewed and processed for payment following District verification and approval in accordance with standard payment procedures.

7.3 Work Orders, Tracking, and Completion

The contractor shall utilize the District’s designated web-based work order system as the official system of record for all work performed under this agreement. All work shall be documented and closed out within the system upon completion.

Work Order Documentation Requirements At a minimum, each work order shall include:

• Date and time of arrival and completion

• Labor hours by classification

• Materials used (with sufficient detail for verification)

• Description of work performed

• Any conditions impacting completion or follow-up work

The District reserves the right to request supporting documentation, including photographs or additional detail, for verification or audit purposes.

Completion and Acceptance A work order is considered complete when the requested work has been performed in accordance with the approved scope, the site is left in a safe and clean condition, and required documentation has been entered into the District’s work order system.

District acceptance may be documented through electronic approval within the work order system or written or verbal confirmation by an authorized District representative.

On-Site Coordination and Sign-Off The contractor shall make reasonable efforts to obtain confirmation of completion from a District representative prior to leaving the job site when one is available. Lack of on-site availability shall not delay proper documentation or system closeout of completed work.

Completion Notification The contractor shall update and close all work orders in the District system within twenty-four (24) hours of work completion.

7.4 Work Order Dollar Limit

The District reserves the right to obtain competitive quotes for individual projects exceeding $25,000.

Projects above the statutory threshold will be solicited separately per Minnesota Statute §471.345 and §123B.52.

7.5 Change Orders and Scope Adjustments

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Any modification to the original approved scope of work, including changes in labor, materials, schedule, or cost, shall require written approval from Rochester Public Schools prior to execution.

The contractor shall submit a revised estimate that clearly identifies the reason for the change, a detailed labor breakdown by classification and estimated hours, materials required including quantities and cost, any impact to project timeline, and the revised total cost. Work performed without prior written approval may not be eligible for payment.

7.6 Emergency Exception

In situations where immediate action is required to prevent safety hazards, property damage, or operational disruption, the contractor may proceed without prior written approval. The contractor shall notify the District as soon as practicable and submit full documentation and cost breakdown within twenty-four (24) hours. Payment for emergency work is subject to District verification, acceptance, and issuance of written approval following review of submitted documentation.

8. General Requirements

8.1 Materials and Work Standards

All materials shall be new, unused, and of commercial-grade quality unless otherwise approved in writing by the District. Work shall be performed in a professional and workmanlike manner consistent with industry standards for occupied institutional facilities.

8.2 Field Verification and Measurements

The contractor is solely responsible for verifying all field measurements, dimensions, and existing conditions prior to performing work. The District shall not be responsible for costs associated with measurement errors or unverified site conditions.

8.3 Billing and Invoicing

All work shall be billed in accordance with approved work orders and shall include itemized detail for labor by classification and hours worked, materials with supporting documentation, and equipment rentals if applicable and pre-approved.

The following are not billable to the District unless expressly authorized in writing:

• Administrative time

• Preparation of estimates, quotations, or pricing proposals

• Travel time

• Meal or break time

• Mobilization or coordination activities not directly tied to on-site work

Invoices must reference the corresponding District work order number.

The District reserves the right to audit invoices and supporting documentation for compliance with contract pricing.

8.4 Site Conduct and Jobsite Standards

Contractor personnel shall:

• Check in and out with the Facilities Manager or designated District representative at each site

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• Maintain clean, safe, and orderly work areas at all times

• Remove all debris, packaging, and unused materials upon completion of work

• Protect District property, equipment, and instructional environments

• Immediately report any damage to District property or facilities

The contractor is responsible for all costs associated with damage caused by its personnel or subcontractors.

8.5 Permits, Codes, and Inspections

The contractor shall obtain and pay for all required permits necessary to complete the work. All work shall comply with applicable local, state, and federal building codes and regulations. The District reserves the right to inspect work at any time to verify compliance.

8.6 Safety and Occupied Facility Requirements

The contractor shall comply with all applicable OSHA, MNOSHA, and District safety requirements. All work will occur in active school environments. Contractor personnel must exercise heightened safety awareness at all times, maintain separation from students and instructional activities, and follow all District access and safety protocols.

Unsafe work practices may result in immediate removal from the project site.

8.7 Background Check Compliance

All contractor and subcontractor personnel working in District facilities must comply with Minnesota Statute §123B.03 and all District background check requirements. The contractor is responsible for ensuring compliance prior to personnel entering any District facility.

8.8 Prevailing Wage Applicability

Routine repair and maintenance work performed under this contract is not subject to Minnesota prevailing wage requirements.

9. Insurance Requirements The contractor shall procure and maintain, at its own expense, insurance coverage for the duration of this agreement. Coverage shall be placed with insurers authorized to do business in the State of Minnesota and shall be maintained continuously without interruption. Insurance maintained under this agreement shall be primary and non-contributory to any insurance carried by Rochester Public Schools

ISD #535.

Commercial General Liability $1,000,000 each occurrence / $2,000,000 general aggregate / $2,000,000 products and completed operations aggregate. Coverage shall include contractual liability, independent contractors, products and completed operations, and broad form property damage.

Automobile Liability $1,000,000 combined single limit per accident. Coverage shall apply to owned, hired, and non-owned vehicles.

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Workers’ Compensation and Employers’ Liability Workers’ Compensation at statutory limits (Minnesota). Employers’ Liability: $100,000 each accident / $100,000 each employee by disease / $500,000 policy limit by disease.

Certificates and Additional Insured Certificates of Insurance naming Rochester Public Schools ISD #535 as Additional Insured shall be filed with the District prior to commencement of work. Certificates shall provide a minimum of fifteen

(15) days’ written notice of cancellation or material change in coverage. No work shall commence and no purchase order shall be issued until the District has received acceptable insurance documentation.

Subcontractor Insurance The contractor shall ensure all subcontractors maintain insurance coverage consistent with this section and shall not permit subcontractor access to District facilities without prior approval and confirmation of required insurance and background checks.

Coverage Continuity The contractor shall maintain continuous insurance coverage throughout the term of this agreement.

Failure to maintain required coverage shall constitute grounds for immediate suspension of work or termination of the agreement.

10. Additional Terms

10.1 Indemnification

The contractor shall defend, indemnify, and hold harmless Rochester Public Schools ISD #535, its Board of Education, officers, employees, and agents from and against all claims, liabilities, damages, losses, and expenses, including reasonable attorney fees, arising out of or resulting from the performance of work under this agreement, except to the extent such claims are caused by the sole negligence or willful misconduct of the District.

10.2 Warranty

The contractor warrants that all work performed and materials furnished under this agreement shall be free from defects in workmanship and materials for a period of one (1) year from the date of final acceptance of each work order. Any defective work discovered within the warranty period shall be repaired or replaced by the contractor at no additional cost to the District, unless otherwise expressly agreed in writing at the time of the original work order.

10.3 Subcontracting

The contractor shall not subcontract any portion of the work without prior written approval from the District. All approved subcontractors shall be subject to the same requirements as the contractor, including insurance coverage, licensing requirements, and background check compliance. The contractor shall remain fully responsible for all work performed by subcontractors.

10.4 Taxes

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The District is exempt from Minnesota sales tax on purchases made directly by the District. The contractor shall be responsible for all applicable taxes incurred in the performance of the work. No Minnesota sales tax shall be separately billed to the District unless expressly required by law or approved in advance by the District.

10.5 Non-Discrimination

The contractor shall comply with all applicable federal, state, and local non-discrimination laws, including the Minnesota Human Rights Act. The contractor shall not discriminate against any employee, applicant, or subcontractor on the basis of race, color, creed, religion, national origin, sex, marital status, disability, age, sexual orientation, or any other protected class under applicable law.

10.6 Data Practices

The contractor shall comply with the Minnesota Government Data Practices Act (Minnesota Statutes Chapter 13) as it applies to all data created, collected, received, stored, used, or maintained in connection with this agreement. This obligation shall survive termination or expiration of the agreement.

10.7 Governing Law

This agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. Any legal proceedings arising out of or relating to this agreement shall be venued in a court of competent jurisdiction in Olmsted County, Minnesota.

11. Payment The District shall make payment within thirty-five (35) days after satisfactory completion of work, final acceptance by the District, and receipt of a complete and accurate invoice.

All invoices must reference the applicable District work order number and include itemized charges for labor (by classification and hours), materials, and equipment. Incomplete or non-compliant invoices may be returned for correction, and the payment timeline will restart upon receipt of a corrected invoice.

The contractor shall pay subcontractors within ten (10) calendar days of receipt of payment from the District. Failure to comply may result in interest penalties at a rate of one and one-half percent (1.5%) per month or the maximum rate permitted by law, whichever is less.

No payment shall be made for work performed without proper authorization or outside the scope of an approved work order.

12. District’s Rights The District reserves the right to accept or reject any or all quotations, to waive informalities or minor irregularities, and to cancel or reissue this RFQ when determined to be in the best interest of the District.

The District shall not be responsible for any costs incurred by respondents in preparing or submitting a quotation, attending meetings, or participating in any part of the procurement process.

All quotations submitted in response to this RFQ shall become the property of Rochester Public Schools and will be subject to disclosure in accordance with the Minnesota Government Data Practices Act.

Quotations will be awarded to the lowest responsive and responsible respondent meeting all requirements of this RFQ.