2026-02 TOWN HALL ROOF (002).docx

REQUEST FOR PROPOSALS

RFP 2026-02

COMMERCIAL ROOF REPLACEMENT

DATE: OCTOBER 30,2025

The Town of West Warwick is issuing a Request for Proposals (RFP) from qualified commercial roof replacement contractors to replace the roof on the Town Hall building located at 1170 Main Street. To be considered for this contract, your business must meet the qualifications and satisfy the requirements set forth in this Request for Proposals.

LOCATION

West Warwick Town Hall “2026-02 Proposal for Commercial Flat Roof Replacement – Town of West Warwick” 1170 Main Street West Warwick RI 02893

SCOPE

The Town is seeking interested and qualified contractors to submit a proposal to replace a portion of the existing flat roof on the Town Hall building, directly over the administrative offices (see Exhibit A). Providers must include all labor, materials, personnel, and equipment needed. Interested parties must demonstrate qualifications, experience, and abilities associated to accomplish and support all aspects of the prescribed scope of work in a cost-effective manner.

INSTRUCTIONS

Proposals will be received until 10:00 A.M. (local time) on October 30, 2025, at the West Warwick Town Hall, 1170 Main Street, West Warwick, RI 02893 at which time and place the bids will be opened. All submittals shall be in a sealed, clearly marked envelope. Envelopes should indicate the name of the bidder and “RFP 2026-02– Commercial Roof Replacement”.

Submittals shall consist of one (1) clearly marked original and one (1) copy of your response which shall be signed and submitted to the Finance Department no later than the time and date specified in this solicitation. Timely submission of the response is the responsibility of the bidder. An electronic PDF version of the entire proposal package must be provided upon request after the submittal deadline.

Bids submitted may not be withdrawn or modified for 60 days following the date on which they are opened by the Town Building Official.

Questions regarding this Request for Proposals shall be directed to Robert Assalone, Building Official, 1170 Main Street, West Warwick, RI 02893; (401)822-9222 (phone); or Rassalone@westwarwickri.org (email).

The Town of West Warwick reserves the right to reject any or all proposals, to negotiate separately with any source whatsoever in any manner necessary to attend to the best interests of the Town, to waive irregularities in any proposal, and to accept a proposal which best meets the needs of the Town irrespective of the bid price.

GENERAL PROPOSAL REQUIREMENTS

The specifications outlined in this RFP will be made a part of any agreement entered into between the Town and the selected individual or firm. All bidders should follow the format specified below. Applicants should base their submittals on the details of this RFP, specifically the detailed information provided in “Services Requested” section, along with any information provided in any addenda that may be issued.

1. Cover Page: The proposal shall include the RFP Title, date of submittal, company name, address, electronic mail, and telephone numbers. This page should also include the main point of contact.

2. Resumes, Qualifications, and Experience: This section contains an overview of the bidder’s background, training, and experience. Provide at least three but not more than five similar projects that you have completed in the last five years.

3. Services Provided: This section contains the information requested as detailed in “Services Requested” section of this RFP.

4. Pricing: The proposal shall include a complete scope of services and all associated costs and an explanation of how fees are calculated. Work performed by authorized subcontractors should be itemized.

The proposer shall provide unit pricing for the roof deck sub-frame in the event damage is discovered during the project, including but not limited to plywood replacement per square foot, blocking replacement per linear foot or per unit as applicable, roof drainage retrofit per unit, and insulation beneath the roof decking per square foot or per inch of thickness. All unit pricing shall be clearly stated in the proposal, and any deviations from the provided unit pricing must be pre-approved in writing by the Town.

5. Certification: The bidder will provide a certification that the statements contained in the proposal are true and correct to the best of their knowledge.

6. Additional Attachments: All other attachments, e.g. required forms, company information, etc. or any additional information to be included with the proposal. Provide any additional information you would like the Town to consider and any value-added goods or services that Town might be interested in.

This Request for Proposals is not an offer of contract. Receipt of a proposal neither commits the Town to award a contract to any party, even if all requirements stated in this proposal are met, nor limits the Town’s right to negotiate in its best interest. The Town reserves the right to contract with a bidder whose proposal is determined to be in its best interests. The Town reserves the right to reject any and all offers received. No proposals will be accepted from anyone who is in arrears for prior expenses or fees owed to the Town. Expenses incurred in the preparation of proposals in response to this Request for Proposals are the bidder’s responsibility. No work performed by the selected contractor that is out of the scope as defined by the contractor’s proposal will be reimbursed unless specifically authorized by the Town in writing. All proposals are subject to the Rhode Island Freedom of Information Act. Once bids are opened, the information contained therein becomes freely accessible by the public.

SERVICES REQUESTED

The Town is seeking a qualified contractor to replace the roof at the Town Hall, Fire Department and Police Station annex building. The Town will rely upon the contractor’s expertise and experience to suggest the best roofing solution suited to the building. This Request for Proposals identifies the requirements that are considered to be the minimum by the Town. Specific details described within this Request for Proposals notwithstanding, it will be the obligation of the selected contractor to adhere to accepted industry standard methods and practices in completing work and to complete a project that is consistent in terms of appearance and quality of materials and workmanship of other areas of Town Hall.

The proposed services must include, but need not be limited to, the following:

Complete Turnkey Project: The contractor shall provide a complete turnkey project to replace the flat roof of the Town Hall building (see Exhibit A) located at 1170 Main Street, West Warwick, RI 02893, as detailed in the specifications below.

Description of work: Roof Replacement Roof #1 Town Hall - Approximately 118’ x 67’ 79 squares

· Removal of existing loose pea stone ballast on original roof deck.

· Existing roof surface to remain and not to expose/disturb asbestos material.

· Remove existing copper flashing over interior parapet walls.

· Remove abandoned I-beam base and remove footings to existing deck.

· Flush cut abandoned 4” copper lines and seal off ends that remain below roof surface.

· Install new 5/4” wooden nailer along outside perimeter to match height of installed insulation.

· Install (1) layer of 1” poly-iso insulation and (1) layer of ½” high density cover board.

· Insulation to be mechanically fastened per Zone 1 specs along outer exposed perimeter.

· Insulation to be installed based on existing roof pitch with CANT termination strips along vertical edges

· Tapered insulation installed around roof penetrations to allow for proper drainage.

· Install fully adhered 60 mil White TPO. All seams to be heat welded

· Parapet walls to adhere to TPO with bonding adhesive over ½” plywood

· Install termination strip with metal flashing per A-503 counterflashing detail.

· Install (12) wind ballast roof vents.

· Roof vents will be self venting to aid in ballast, moisture control, and longevity.

· Install (1) gooseneck line set roof penetration for communication wires. Location TBD.

· Plumbing vent lines will be fitted with one piece boot flange. Stacks to maintain 12” exposed height.

· Existing roof penetrations for HVAC will be flashed with pitch pockets and liquid filled sealant.

· Replace existing skylights and raise curbs as needed to maintain 8” height. Interior finish completed by others.

· Install walkway pads under sleepers for HVAC equipment and in high traffic areas.

· Replace all existing mortar joints on limestone coping along building/roof perimeter and seal joints.

· Install new (2) piece clip metal along rear of building. Color to match existing.

Roof #2 Fire Dept. - Approximately 60’x71’ 40 squares

· Removal of existing EPDM roof membrane to expose existing poly iso insulation.

· Remove and replace existing insulation board exposed to moisture in areas specified by Aerial Insight.

· Install (1) layer of ½” high density cover board over existing insulation.

· Insulation to be mechanically fastened with 7” screws spaced 14 plates per sheet.

· Insulation to be installed based on existing roof pitch with CANT termination strips along vertical edges.

· Install new 5/4” wooden nailer along outside perimeter to match height of installed insulation.

· Tapered insulation installed around roof penetrations to allow for proper drainage.

· Install fully adhered 60 mil White TPO. All seams to be heat welded.

· Parapet walls to adhere to TPO with bonding adhesive over ½” plywood

· Install termination strip with metal flashing per A-503 counterflashing detail.

· Remove existing rooftop access door for vertical wall detail and replace with like kind.

· Replace existing skylights and raise curbs to maintain 8” height. Interior finish completed by others.

· Replace all existing mortar joints on limestone coping along building/roof perimeter and seal joints.

· Install gooseneck line set roof penetrations for communication wires.

· Plumbing vent lines will be fitted with one piece boot flange. Stacks to maintain 12” exposed height.

· Existing roof penetrations for HVAC will be flashed with pitch pockets and liquid filled sealant.

· Roof penetrations for bases of antenna/ communication towers will be flashed with pitch pockets and liquid filled sealant.

· Install new (2) piece clip metal along rear of building. Color to match existing.

Roof #3 Penthouse Roof Elevation - Approximately 12’x26’ 3.25 squares

· Remove existing EPDM membrane, and metal drip edge.

· Install new wooden nailer along outside perimeter to match height of installed insulation.

· Install (1) layer of 1” poly-iso insulation and gang fasten.

· Install tapered insulation to achieve ¼” slope. Roof to be pitched to rear of building.

· Install new (2) piece clip metal along outer perimeter.

· Color to match existing.

· Profile to allow for new roof height.

Notes:

· Entry into the premises is not permitted for workers without authorized access.

· Stairway staging will be required for staff to access roof area during replacement.

· Onsite portable restroom and electrical will need to be supplied by contractor.

· Existing gutters and downspouts to remain.

· Price does not include the removal of hazardous materials and interior precautions.

· All work completed in accordance with manufacturers specifications

· Work to include all disposal, material, staging, equipment, and labor to complete above referenced work.

1. Roofing System Standards: Provide a roofing system in accordance with ANSI/SPRI/UL-90 Wind Design Standards.

2. Protection and Electrical Coordination: The contractor shall protect and manage all necessary electrical disconnections and reconnections for transmitters, appliances, and other equipment located on the roof.

3. Cost Estimate and Payment Schedule: The contractor must provide a total project cost, including draw amounts and projected payment dates.

4. Work Description: The contractor proposal must include a detailed description of the work to be performed.

5. Material Description: The contractor proposal must provide a detailed description of the material(s) to be used, including insulation, roofing membrane, and metal fascia.

6. Warranty Coverage: The contractor proposal must include a detailed description of warranty coverage, specifying both manufacturer and installer warranties, including terms, duration, and any conditions or exclusions.

7. Permits and Inspections: The contractor is responsible for securing all required permits and coordinating inspections. For this municipal project, the contractor must obtain the required building permit; however, the permit fee will be waived. Roof deck, progress, and final inspections will be required as per the Michigan Building Code.

8. On-Site Space Requirements: The contractor must specify on-site space requirements for contractor parking and equipment/material staging. The contractor must not block police or fire apparatus bay doors at any time without securing authorization from the Police Chief and Fire Chief.

9. Temporary Sanitary Facilities: In lieu of the proposer providing temporary sanitary facilities, the Town has public sanitary facilities available for contractor use during normal business hours.

10. Coordination with Project Coordinator: The contractor must collaborate with the on-site project coordinator to establish project timelines. This includes working with local staff for necessary building access during the project.

TIME OF WORK AND COMPLETION

Any electrical work activities requiring power disconnection must be completed within 24 hours. The contractor shall not discontinue work for more than five (5) consecutive calendar days without the prior written approval of the Town Manager or the Building Official. The work to be completed pursuant to this Request for Proposals will be scheduled between the hours of 8:30 am and 4:30 pm, Monday through Friday, unless the contractor obtains written permission from the Town Manager or the Building Official.

MAINTENANCE OF PROJECT SITE

1. The contractor shall not work, store or operate equipment outside designated work areas without the permission of the Town Manager or the Building Official.

2. The contractor’s operations shall not interfere with city operations and/or emergency vehicles.

3. The contractor shall protect all abutting property from injury or loss and shall defend and save the Town harmless from all such damages, injuries and loss occurring because of his/her work.

4. The contractor shall furnish and maintain all passageways, barricades, guard fences, lights and danger signals, and shall provide watchmen and other facilities as required by local conditions, all at no additional cost to the Town.

5. The contractor shall assume full responsibility for loss or damage to the work during the entire construction period resulting from conditions and from all other causes whatsoever not directly due to the acts or neglect of the Town, including fire, vandalism and malicious mischief, and shall complete the work in accordance with this request for proposals within the time provided in this Request for Proposals.

CONTRACTOR REQUIREMENTS

The successful bidder will be required to agree to the below requirements, as well as prepare and provide the following:

1. The selected contractor will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. Further, the Town will consider the selected business to be the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from the contract. 2. The contractor shall be responsible for operating the site in a manner so as to minimize the risks associated with its being a nuisance during times when construction activities have been suspended and the site is not occupied by the contractor or its employees or subcontractors.

3. The proposal must include a list of similar roofing projects completed, as well as the name and contact information for that business or individual to use as reference.

4. The Contractor must be able to meet the insurance requirements specified in Appendix A.

5. Contractor, subcontractors and their employees shall be considered independent contractors and shall not be deemed employees of the Town for any reason.

SELECTION PROCESS

The Town will make its selection based on its review of the proposals submitted. The criteria will include qualifications, experience, fee structure, ability to meet the needs of the Town. The Town of West Warwick reserves the right to reject any or all the proposals, and to waive informalities in the proposals or the proposal process. The Town may interview selected bidder(s). The Town further reserves the right to award the contract to other than the lowest bidder if such action is deemed to be in the best interest of the Town. The Town reserves the right to consider other factors not named here in making its decision. This includes timeliness, cost, quality of materials used, and documented experience pertaining to similar roofing projects.

PRE-BID ACCESS TO ROOF

A pre-bid walk-throughs will be available on October 23rd at 10:00 A.M. (local time) at West Warwick Town Hall, 1170 Main Street, West Warwick, RI 02893. This walk-through will provide an opportunity for bidders to familiarize themselves with the project. Bidders are required to supply their own ladder capable of reaching approximately 16 feet. Bidders who do not attend are responsible for requesting any necessary information in writing via email at RAssalone@westwarwickri.org. All inquiries regarding this RFP and the proposed services must be submitted no later than October 24, 2025 at 2:00 P.M. (local time).

FEES

The proposal must include a “not-to-exceed” price to perform the list of requirements itemized. The proposal should also include the total hours estimated to complete the work. Please see attached bid form.

SUBCONTRACTS

Any subcontracted services proposed by the bidder shall be described and information provided as to the nature of the services the subcontractor provides as it relates to this proposal. The bidder shall include the name of the subcontractor, describe prior business relationships with these firms, the experience and qualifications of said entities, and describe methods the contractor will employ to manage the subcontractor. The financial and legal relationship between the bidder and the subcontractor must be described in the proposal and approved by the Town prior to initiation of a contract. Bidders and their subcontractors must comply with all confidentiality laws and will be responsible for standard insurance requirements, which are part of these specifications.

ATTACHMENTS:

1. Exhibit A

2. Bid Form

3. Appendix A – Construction Liability

4. Hold Harmless

5. Vendor Information

6. Non-Collusion Affidavit

EXHIBIT A

BID FORM

RFP 2025-001

Commercial Roof Replacement

Contractor Information

Name: ____________________________________________________ Street Address: _____________________________________________ City: ___________________ State: ________ Zip Code: ___________ Telephone: ___________________ Cell Phone: ___________________ Email: ____________________________________________________

Bid Details

Bid Amount (Not to Exceed Lump Sum): __________________________________ dollars ($___________) Hours (Total Estimated to Complete Project): ____________________________ Alternates - Please Describe (attach additional pages if needed):

Exceptions - Please Describe (attach additional pages if needed):

Acknowledgment I have read and understand the Request for Proposals (RFP 2025-001) dated March 18, 2025.

Authorized Signature: _______________________________ Date: _________________ Name & Title: ______________________________________

APPENDIX A

CONTRACTOR’S LIABILITY INSURANCE

The Contractor shall purchase and maintain such insurance as will protect him from claims as set forth below, which may arise out of or result from the contractor’s operations under the Contract, whether such operations be by himself or any subcontractor or by anyone employed by any of them or anyone for whose acts the Contractor may be liable:

1. claims under workmen’s compensation, disability benefit and other similar employee benefit acts;

2. claims for damages because of bodily injury, occupational sickness or disease, or death of his employees;

3. claims for damages because of bodily injury, sickness or disease, or death of any person other than his employees;

4. claims for damages insured by usual personal injury liability coverage which are sustained (1) by any person as a result of an offense directly or indirectly related to the employment of such person by the Contractor, or (2) by any other person; and

5. claims for damages because of injury to or destruction of tangible property, including loss of use resulting therefrom.

Certificates of Insurance acceptable to the Town shall be filed with the Town prior to commencement of the work. The Town must be named and included as an additional insured under the Contractor’s general liability insurance. Proof that the Town has been named as an additional insured on the Contractor’s general liability insurance must be provided in the form of an additional insured rider to said policy, or by other proof acceptable to the Town Attorney.

· General Liability: $1,000,000 per occurrence with an annual aggregate limit of $2,000,000

· The Town of West Warwick listed as an additional insured

· The Town of West Warwick to be list on the contractor’s policy with a waiver of subrogation

· The contractor insurance is to include ongoing and completed operations and is to be primary and noncontributory to any other insurance.

· Commercial Automobile coverage if to be written on an “Any Auto” basis, or the equivalent, with a combined single limit of $1,000,000.

· The Town of West Warwick listed as Additional Insured

· Auto coverage is to include sudden and accidental pollution liability

· Contractor Pollution Liability in the amount of $1,000,000

· Workers Compensation is to be written in accordance with the State of Rhode Island Workers’ Compensation statute.

· Employers Liability limits of:

· Bodily injury by accident, $1,000,00 each accident

· Bodily injury by Disease, $1,000,00 policy limit

· Bodily injury by Disease, $1,000,00 each employee

· Commercial Umbrella or Excess Liability policy with a $5,000,000 limit. Coverage is to be following form to all underlying coverage.

· The Town of West Warwick to be listed as an Additional Insured

· The Town of West Warwick to be listed on the contractor’s policy with a waiver of subrogation

The above insurance is not, and shall not be construed as, a limitation upon Contractor’s obligation to indemnify the Town. Should the contractor carry increased limits than the minimum required, The Town of West Warwick will be entitled to those limits.

Property Damage shall be on the broad form and shall include coverage for explosion, collapse and underground damages.

The Town reserves its right to subrogate against the Contractor.

HOLD HARMLESS

The Contractor shall, to the fullest extent permitted by law, indemnify and hold harmless the Town of West Warwick from and against any and all claims, demands, actions, or causes of action, including associated costs, litigation expenses, attorney fees, and liabilities arising therefrom, resulting from injury to or death of any person or damage to any property, to the extent caused in whole or in part, directly or indirectly, by the negligent acts or omissions of the Contractor, its employees, or anyone for whom the Contractor is responsible, while performing work under this agreement.

The Contractor is required to indemnify, hold harmless, and defend the Town of West Warwick.

This clause shall not be construed to limit or otherwise impair any other rights or obligations of indemnity available to the Town under law or equity.

IN WITNESS WHEREOF, the CONTRACTOR has executed this agreement on this ___ day of __________, _______.

SIGNATURE: ______________________________________

NAME & TITLE: __________________________________

VENDOR INFORMATION FOR THE TOWN OF WEST WARWICK

Please complete the following information for the Town of West Warwick to track vendor applicant information and for the Town’s purchasing process.

Business Name: _____________________________________________________________________ Address: ____________________________________________________________________________ Business Type (Sole Proprietorship, Corporation, LLC, etc.) _____________________________ Is your business a Disadvantaged Business Enterprise (DBE)? Yes _____ No _____ Is your business a Minority and Women-Owned Business Enterprise (MWBE)? Yes _____ No _____ Does your business have a small business status? Yes _____ No _____ Any other business status, please provide information: _________________________________ Provide the name of the Certifying Entity (ties): _________________________________________ Have you conducted business with the Town before? Yes _____ No _____ If the answer to the above question is NO, please provide your Federal ID Number and attach a copy of your W-9 Form. FEIN # : _______________________________________________ How did you discover this Bid opportunity? ____________________________________________

Completing the above information does not change your chances of being awarded a contract. The information collected will NOT be sold and will not be used to contact you. The Town of West Warwick is an equal opportunity provider.

NON-COLLUSION AFFIDAVIT

The undersigned bidder or agent being duly sworn on oath says that he has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or Agreement with any person relative to the price to be bid by anyone at such letting, nor to prevent any person from bidding nor to induce anyone to refrain from bidding and that this bid is made without reference to any other bid and without any Agreement, understanding or combination with any other person in reference to such bidding in any way or manner whatever.

Subscribed and sown to before me this ______ day of ________, 2025.

STATE OF (______________________)

COUNTY OF( __________________)