2026-07 RFB.pdf

CITY OF GREEN BAY

REQUEST FOR BID (RFB)

RFP: 2026-07

Title: Public Pool(s) Caulking & Sealant Services

City Agency: Parks, Recreation & Forestry

Due Date: April 2, 2026

CC: 63006, 91054

2026-07 PUBLIC POOL(S) CAULKING & SEALING SERVICES

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1 NOTICE TO BIDDERS

1.1 SUMMARY

1.2 IMPORTANT DATES

1.3 FORMAT

1.4 LABELING

1.5 DELIVERY OF BIDS

1.6 APPENDIX A – STANDARD TERMS & CONDITIONS

1.7 APPENDIX B – SAMPLE CONTRACT FOR PURCHASE OF SERVICES

1.8 MULTIPLE BIDS

1.9 CITY OF GREEN BAY CONTACT INFORMATION

1.10 INQUIRIES, CLARIFICATIONS, & EXCEPTIONS

1.11 ADDENDA

1.12 BID DISTRIBUTION NETWORKS

1.13 ORAL PRESENTATIONS/SITE VISIT MEETINGS

1.14 ACCEPTANCE/REJECTION OF BIDS

1.15 WITHDRAWAL OR REVISION OF BIDS

1.16 SUBCONTRACTING OR THIRD-PARTY PAYMENTS

1.17 NON-RESTRICTIVE SPECIFICATIONS AND VENDOR ALTERNATES

1.18 NON-MATERIAL AND MATERIAL VARIANCES

1.19 PUBLIC RECORDS

1.20 CONTRACT QUANTITIES

1.21 USAGE REPORTS

1.22 PARTIAL AWARD

1.23 TAX EXEMPT

1.24 COOPERATIVE PURCHASING

1.25 APPEALS PROCESS

1.26 BIDDERS RESPONSIBILITY

2 DESCRIPTION OF SERVICES

2.1 PROJECT OVERVIEW

2.2 DETAILED SCOPE OF WORK

2.3 OPERATIONAL REQUIREMENTS

2.4 PERFORMANCE REQUIREMENTS

2.5 PROJECT DELIVERABLES

2.6 SPECIAL CONSIDERATIONS

2.7 VENDOR REQUIREMENTS

2.8 INSURANCE & LIABILITY REQUIREMENTS

2.9 CONTRACT TERM(S)

2.10 PRICING STRUCTURE

3 REQUIRED CONTENT FOR SUBMITTAL OF BIDS

3.1 FORM A – SIGNATURE OF AFFIDAVIT

3.2 FORM B – RECEIPT OF FORMS & SUBMITTAL CHECKLIST

3.3 FORM C – VENDOR PROFILE INFORMATION

3.4 FORM D – BID OFFER FORM

3.5 FORM E – REFERENCES

3.6 FORM F – CONFIDENTIAL & PROPRIETARY INFORMATION

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1 NOTICE TO BIDDERS

1.1 Summary

The City of Green Bay Parks, Recreation & Forestry Department (“City”) is soliciting Bids from qualified Contractors for Public Pool(s) Caulking & Sealing Services. Contractors submitting Bids (“Bidders”) are required to read this Request for Bids (“RFB”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Bids no later than the DUE date and time indicated below. The City reserves the right to reject all late Bids:

1.3 Format

The City will not consider illegible Bids.

Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired.

Complete and return Forms A THROUGH F and any mandatory forms to the City of Green Bay Purchasing Department with your submittal.

1.4 Labeling

All Bids must be clearly labeled:

Bidder’s Name and Address Title: Public Pool(s) Caulking & Sealing Services

RFB: 2026-07

All email correspondence must include RFB 2026-07 in the subject line.

RFB Issue Date: 3/3/2026

Pre-Bid/Site Inspection Date: By Request

Questions Due Date: 3/24/2026

Addendum Posted Date 3/26/2026

Due Date: April 2, 2026 by 2:00 PM (CST)

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1.5 Delivery of Bids

Emailed or faxed Bids will NOT be considered.

Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

NOTE: When mailing your response via a third-party delivery service, the outside of the packaging MUST be clearly marked with the RFB name and number. This ensures that the Bid can be delivered to the correct purchasing agent without having to open the Bid.

1.6 Appendix A – Standard Terms & Conditions

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The City of Green Bay Standard Terms & Conditions are the minimum requirements for the submission of Bids.

1.7 Appendix B – Sample Contract For Purchase of Services

Bidders are responsible for reviewing this attachment prior to submission of their Bids. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFB.

The terms of this template contract shall become contractual obligations following award of the RFB. By submitting a Bid, Bidders affirm their willingness to enter into a contract containing these terms (applicable only to Bids for services).

The City of Green Bay utilizes a web based electronic signature program (DocuSign) for the execution of contracts that do not require notarization. By submitting your Bid, you agree to the use of this program to sign documents should you receive an award. There is no cost to the Bidder associated with this process.

1.8 Multiple Bids

Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.

Bidders may submit alternate pricing schemes without having to submit multiple Bids.

Delivery of Hard Copies via U.S. Mail or Common Carrier – Delivery To:

City of Green Bay Purchasing Department 100 North Jefferson St. – Room 410 Green Bay, WI 54301

Delivery of Electronic Copies To:

eBidding platform on DemandStar (see Section 1.12) or on a commonly used media with hard copies (see Section 1.3).

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1.9 City of Green Bay Contact Information

The City of Green Bay Purchasing Dept. administers the procurement function:

Troy Van Handel City of Green Bay Purchasing Department 100 North Jefferson St. – 410 Green Bay, WI 54301

(920) 448-3049

Contacting City staff outside of the Purchasing Department regarding this RFB without written consent from the Purchasing Department may result in your Bid being rejected.

1.10 Inquiries, Clarifications, & Exceptions

Bidders are to raise any questions they have about the RFB document without delay. Direct all questions, in writing, to the Purchasing Department Buyer listed in Section 1.9.

Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda – see Section 1.11 below. Bidders are strongly encouraged to check for addenda regularly.

Bids should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to Bid terms, conditions, specifications and dates stated within the Bid package.

However, the City of Green Bay reserves the right to disqualify any and all Bids submitted which include exceptions, if deemed not in the City’s best interests.

1.11 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post addenda to its Bids distribution websites – see Section 1.12. It is the Bidders responsibility to regularly monitor the websites for any such postings. Bidders must acknowledge the receipt of any Addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.12 Bid Distribution Networks

The City of Green Bay posts all Request for Bids, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Bidders responsibility to regularly monitor the Bid distribution network for any such postings. Bidders failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Bidders.

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1.13 Oral Presentations/Site Visit Meetings

Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense.

1.14 Acceptance/Rejection of Bids

The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any Bidder responding to this request. The City expressly reserves the right to reject any and all Bids responding to this invitation without indicating any reasons for such rejection(s). Any Bids submitted without all required forms as indicated shall be rejected.

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.15 Withdrawal or Revision of Bids

Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Bidders may modify their Bids at any time prior to opening of Bids.

1.16 Subcontracting or Third-Party Payments

All Subcontractors shall be pre-approved upon award by the City before any work begins.

Subcontractors must abide by all terms and conditions of the Bid. The prime Contractor shall be responsible for all Subcontractor(s) work and payment.

1.17 Non-Restrictive Specifications and Vendor Alternates

Specifications are intended to define the general level of quality and performance of this purchase and not to restrict competition. Vendors may offer one or more alternates with lesser or greater

VendorNet: State of Wisconsin and Local Agencies Bid Network. Registration is free – https://vendornet.wi.gov/

DemandStar:

National Bid Network – Free subscription is available to access Bids from the City of Green Bay and other Wisconsin agencies, participating in the Wisconsin Association of Public Procurement (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

https://network.demandstar.com/ https://vendornet.wi.gov/ https://network.demandstar.com/

Page | 6 features; however, the City reserves the right to make its selection based on the best interest of the City. Vendors offering alternates shall submit, with their quote, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFB prevents you from offering a quote, consideration will be given to a Vendor’s request for change.

1.18 Non-Material and Material Variances

The City reserves the right to waive or permit cure of non-material variances in the offer if in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Bidders are hereby notified that all information submitted in response to this RFB may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret” – defined in State of Wisconsin Statutes – may be held confidential.

Bidders shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

s. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a Bid in its entirety, price Bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Bidders prior to release of any requested record.

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To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Bids will be available for review in accordance with such laws.

1.20 Contract Quantities

The estimated annual quantities identified for each item on the Bid Offer Form are for Bid purposes only and are based on historical data. The City does not guarantee to purchase any specific quantity or dollar amount. Bids that state the City must guarantee a specific quantity or dollar amount may be disqualified.

1.21 Usage Reports

Annually, successful Bidders may be asked to furnish the City of Green Bay Purchasing Department with usage reports summarizing the ordering history for each City Departments served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.22 Partial Award

Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the items/services priced.

1.23 Tax Exempt

The City of Green Bay as a municipality is exempt from payment of Federal Excise Taxes and State of Wisconsin Taxes per Wisconsin Statute 77.54(9a). Federal Tax ID #39-6005458. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be requested through the Purchasing Department. Our tax-exempt number is 008-0000428893-07.

1.24 Cooperative Purchasing

Bidders may choose to extend prices offered on Bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis; they are made solely between the Bidders and third-party unit of government.

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1.25 Appeals Process

Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes or City of Green Bay Ordinance Provisions that are alleged to have been violated.

The written notice of protest must be filed with the Procurement Manager: 100 North Jefferson St – Room 410, Green Bay, WI 54301, and received no later than 72 business hours after the Intent to Award notice is issued.

1.26 Bidders Responsibility

Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Bidders to fulfill the requirements of the resulting contract.

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2 DESCRIPTION OF SERVICES

2.1 Project Overview

The City of Green Bay is seeking qualified Contractors to provide professional caulking and sealant services for public swimming pool facilities. This project encompasses the removal of existing deteriorated caulk and sealants, surface preparation, and installation of new caulking materials at designated municipal aquatic facilities. The work shall ensure watertight integrity, safety compliance, and extended service life of pool infrastructure while minimizing disruption to seasonal operations. All work must be completed by May 22, 2026 to ensure facilities are fully operation for the summer season.

2.2 Detailed Scope of Work

Work Locations and Areas

• Joannes Aquatic Center – 1430 E Walnut St, Green Bay, WI 54301

• Resch Aquatic Center – 1058 Reed St, Green Bay, WI 54303

• Astor Wading Pool – 1100 Porlier St, Green Bay, WI 54301

• Marquette Wading Pool – 1061 Hickory Hill Dr, Green Bay, WI 54304

• Mather Heights Wading Pool – 1280 Richardson St, Green Bay, WI 54303

Facility Service Requirements

At each facility, the Contractor shall address the following specific areas:

• Pool deck expansion joints and control joints.

• Perimeter joints between pool coping and deck surfaces.

• Diving board and platform base connections (where applicable).

• Ladder and handrail anchor points.

• Skimmer and return fitting perimeters.

• Tile to concrete transitions.

• Gutter and overflow channel joints.

• Pool shell cold joints and construction joints.

• Underwater light niche seals.

• Water feature and spray pad component connections (where applicable).

Preparation Requirements

• Remove all existing failed caulk, sealants, and backing materials from designated joint locations using appropriate mechanical methods that do not damage adjacent surfaces.

• Clean joint surfaces thoroughly using approved methods including grinding, wire brushing, sandblasting, or pressure washing as appropriate for substrate type.

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• Verify joint dimensions and install appropriate backer rod materials to achieve proper sealant depth-to-width ratios.

• Prime joint surfaces according to manufacturer specifications for specific substrate conditions.

• Ensure all preparation work complies with ASTM C1193 standards for joint preparation.

• Give special attention to wading pool facilities where shallow water depths and interactive play features require meticulous surface preparation to patron or user safety and prevent trip hazards.

• Measure and document all joint and crack widths prior to commencing work at each facility, categorizing joints according to the pricing width classifications established in the contract.

These measurements shall be submitted to City staff for review before material procurement and installation begin.

Material Specifications

For specialized applications where polysulfide may not be suitable, alternative materials may be proposed with written justification and City staff approval. All materials must demonstrate chemical resistance to pool sanitizers, including chlorine, bromine, and salt systems while maintaining flexibility across temperature ranges from -20 degrees Fahrenheit to 120 degrees Fahrenheit.

• Primary sealant selection shall be two-component polysulfide formulations specifically designed for swimming pool applications.

• Polysulfide sealants must demonstrate superior chemical resistance to chlorinated water and pool sanitizing systems.

• Materials must maintain exceptional adhesion to concrete, masonry, and metal substrates common in aquatic facilities.

• Sealants shall exhibit long-term flexibility and durability under constant water exposure.

• All products must be NSF/ANSI Standard 50 Certified for swimming pool applications.

• Color selection shall match existing pool finishes or as directed by City staff.

• Materials shall provide minimum 50% movement capability for dynamic joints.

• Polysulfide formulations must demonstrate resistance to jet fuel, oils, and solvents that may be tracked onto pool decks.

• Material volume calculations and product selection shall account for the full range of joint and crack widths encountered across all the five (5) designated aquatic facilities, ensuring appropriate formulations are specified for each width classification category identified during pre-work assessment.

Installation Procedures

• Install all polysulfide caulking materials in strict accordance with manufacturer instructions and industry best practices.

• Mix two-component polysulfide sealants using precise ratios and apply within specified pot life limitations.

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• Demonstrate proficiency with plural-component dispensing equipment and maintain accurate mix ratio verification throughout the project.

• Monitor and document application temperatures, humidity levels, and cure times, with particular attention to polysulfide working time constraints. Direct environmental concerns to City staff.

• Tool joints to create concave profiles for optimal performance and appearance, completing tooling within the material's skin-over time.

• Include adhesion testing on representative joints and continuous monitoring during application to ensure proper coverage and tooling.

• Apply appropriate installation techniques based on joint width classification, as wider joints and cracks require adjusted backer rod sizing, increased sealant volume, and potentially modified tooling methods to achieve proper depth-to-width ratios and surface profiles consistent with ASTM C1193 requirements.

2.3 Operational Requirements

Critical Completion Date

All work at the the five (5) designated aquatic facilities must be completed by May 22, 2026. This deadline is essential to allow adequate time for final inspections, water testing, and staff preparation before the summer swimming season begins.

Facility Prioritization & Phasing

• Phase 1 (coordinate dates with City staff) – Joannes Aquatic Center and Resch Aquatic Center requiring extensive cure times before water filling.

• Phase 2 (coordinate dates with City staff) – Astor Wading Pool, Mather Heights Wading Pool, and Marquette Wading Pool.

• Phase 3 (coordinate dates with City staff prior to May 22nd) – Final inspections, touch-ups, and documentation completion.

The Contractor shall develop detailed schedules for each facility accounting for:

• Mobilization and site setup requirements.

• Surface preparation duration based on existing conditions.

• Polysulfide mixing and application rates.

• Required cure times before water exposure.

• Weather contingency planning for temperature-sensitive conditions.

• Coordination with the City facility maintenance schedules.

• Additional time requirements for preparing and sealing wider joints and structural cracks that may demand more extensive remediation work prior to sealant application.

Scheduling & Coordination

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The Contractor shall coordinate all work schedules with City staff to ensure completion by May 22nd while minimizing impact on facility preparation activities. Priority scheduling shall accommodate:

• Staff training schedules at the five (5) designated aquatic facilities.

• Pre-season maintenance activities at all wading pools.

Work sequencing shall account for polysulfide temperature requirements, extended cure times, and the need for dry conditions during application. The Contractor must provide detailed project schedules showing mobilization, preparation, installation, and cure time requirements for each of the five (5) designated aquatic facilities.

2.4 Performance Requirements

Service Life Expectations

All installed polysulfide caulking systems shall provide a minimum service life of ten (10) years under normal pool operating conditions, exceeding typical polyurethane performance. Materials and installation methods shall be warranted against adhesive and cohesive failure, excessive hardening, reversion, or degradation from pool chemicals. Service life expectations apply uniformly across all joint and crack width categories, and the Contractor shall select materials and installation methods for each width classification that are capable of meeting this minimum ten-year performance standard.

Safety & Compliance Standards Work shall comply with all applicable codes and regulations including but not limited to:

• Wisconsin Administrative Code for public swimming pools.

• Americans with Disabilities Act requirements for aquatic facilities.

• Local building codes enforced by City of Green Bay.

• OSHA safety standards for construction work.

• Environmental regulations for material disposal and VOC emissions.

• Specific safety protocols for wading pool areas.

2.5 Project Deliverables

Documentation Requirements

Upon project completion, the Contractor shall provide City staff with comprehensive documentation including:

• As-built drawings showing all caulked joint locations at each of the five (5) designated aquatic facilities, with joint and crack widths recorded and categorized by pricing classification at each location.

• Material data sheets and safety data sheets for all polysulfide products used.

• Warranty documentation from manufacturers and Contractors specific to polysulfide installations.

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• Maintenance recommendations and re-caulking intervals for each facility.

• Digital photographs of completed work areas at Joannes Aquatic Center, Resch Aquatic Center, and all three wading pools.

• Quality control test results and inspection reports.

• Polysulfide batch numbers and mix ratio verification logs.

• Facility-specific maintenance schedules based on usage patterns.

• A comprehensive joint measurement summary for each facility that documents total linear footage completed within each joint width classification category, supporting reconciliation of final invoices against unit prices.

Training & Knowledge Transfer

The Contractor shall provide on-site training for City staff covering:

• Identification of polysulfide sealant failure indicators.

• Routine inspection procedures specific to each facility type.

• Minor repair techniques for polysulfide materials.

• Proper cleaning methods to extend polysulfide sealant life.

• Documentation of warranty conditions and limitations.

• Special considerations for wading pool shallow water applications.

• Guidance on identifying joint and crack width conditions that may require professional re-caulking versus routine maintenance repair.

2.6 Special Considerations

Environmental Factors

All work must account for regional climate conditions including freeze-thaw cycles, temperature extremes, and seasonal humidity variations. Polysulfide material selection provides superior performance under these conditions, but installation timing shall consider optimal temperature windows for proper cure. Spring weather variability must be factored into the schedule.

Site Assessments

The awarded Contractor shall conduct thorough site assessments at all five (5) locations to identify facility-specific challenges such as structural movement, unusual joint configurations, previous repair attempts, or unique architectural features that may affect polysulfide installations. Site assessments shall include a systematic survey and measurement of all joint and crack widths present, generating a complete inventory that informs pricing reconciliation and material procurement for each facility.

2.7 Vendor Requirements

Contractor must be in the business of Pool Caulking & Sealing or similar application for the past five

(5) years.

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Contractors must supply references from three (3) firms to which similar products/services have been provided during the past five (5) years to a comparable-sized institution or company. If contacted, all of those references must verify that a high level of satisfaction was provided. Use Form E to list references.

2.8 Insurance & Liability Requirements

The Vendor shall maintain adequate insurance coverage throughout the duration of the contract, including the base term and each exercised optional extension term. Required coverage shall include general liability insurance and any additional coverage types required by the City of Green Bay. Certificates of Insurance naming the City of Green Bay as an additional insured shall be provided prior to contract execution and shall be maintained current throughout the entire active term of the agreement, including all exercised extensions.

The Vendor shall provide updated Certificates of Insurance to the City of Green Bay at the commencement of each optional extension term and at any time a policy is renewed, modified, or replaced. The vendor shall assume full responsibility for any damage to City of Green Bay, WI property caused by the vendor's equipment, personnel, or operations during any phase of the contract.

2.9 Contract Term(s)

Contract Term(s)

The City of Green Bay will award this contract under a one (1)-year base term with four (4) one (1)-year extension options. The structure of this arrangement is as follows:

Base Term

The contract shall commence upon execution and remain in effect for one (1) year. During the base term, the Contractor shall be obligated to perform all caulking services at the five (5) designated aquatic facilities in accordance with the full scope of work described herein, including all preparation, installation, documentation, and training requirements.

Extension Options

Following the conclusion of the base term, the City reserves the exclusive right to extend the contract for up to four (4) additional one (1)-year periods. Each extension option shall be exercised at the sole discretion of the City of Green Bay and shall not obligate the City to exercise any or all of the available extensions. The total contract period, inclusive of the base term and all exercised extension options, shall not exceed five (5) years.

Extension Option Administration

Written notice of intent to exercise each extension option shall be provided by the City to the Contractor no later than 60 days prior to the expiration of the then-current term. The Contractor shall acknowledge receipt of such notice in writing within ten business days. Failure by the City to provide timely notice shall not automatically extend the contract, and the Contractor shall continue performance only upon receipt of written authorization from City staff.

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Price Stability During Base Term & Price Adjustment Provisions

Unit prices submitted by the Contractor in response to this solicitation shall remain firm and fixed throughout the entire one (1)-year base term. No price escalation, adjustment, or renegotiation of any kind shall be permitted during the base term regardless of changes in material costs, labor rates, fuel prices, or any other cost factor. Contractors shall carefully account for all anticipated cost considerations when establishing base term unit prices, as those prices will govern all work performed during the initial contract year without exception.

Upon the conclusion of the base term, and as a condition of exercising any available extension option, the City of Green Bay recognizes that market conditions, material costs, and labor rates may change over time. Accordingly, price shall be subject to adjustment, upward or downward, to reflect documented changes in cost of materials/labor at the start of each exercised extension option period.

Once adjusted unit prices are agreed upon and confirmed in writing for an extension option period, those prices shall remain firm and fixed for the entire duration of that extension year. No mid-term adjustments within any single contract period, whether the base term or any extension year, shall be permitted under any circumstances.

Scope Consistency Across Extension Periods

During each exercised extension option year, the Contractor shall perform recurring caulking maintenance and repair services at the five (5) designated aquatic facilities consistent with the scope described herein. The City may direct the Contractor to prioritize specific facilities, joint categories, or repair conditions in any given extension year based on observed deterioration and facility inspection findings. All work performed during extension periods shall follow the same material specifications, preparation requirements, installation procedures, safety standards, and documentation requirements established for the base term.

2.10 Pricing Structure

Pricing Classifications

To ensure accurate and transparent cost accounting across the varied joint and crack conditions present at the five (5) designated aquatic facilities, Contractors shall submit unit pricing on a per-linear-foot basis for each of the following joint and crack width categories. Pricing shall reflect all associated labor, materials, backer rod, primer, and equipment required to complete the work within each classification. Unit prices shall remain firm and fixed throughout the entire one (1)-year base term. Use Form D to list pricing.

Width Category 1

Joints and cracks measuring up to ¼” in width

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This category includes fine control joints, hairline cracks, and narrow sealant replacement areas where minimal material volume is required. Preparation typically involves light mechanical cleaning and insertion of appropriately sized backer rod for shallow application depth control.

Width Category 2

Joints and cracks measuring greater than ¼” up to ½” in width

This category covers standard expansion joints and moderate control joints common throughout pool deck areas. Backer rod installation at this width classification must achieve proper depth-to-width ratios as required by ASTM C1193, and material application shall account for the increased cross-sectional volume relative to Category 1 work.

Width Category 3

Joints and cracks measuring greater than ½” up to ¾” in width

This category addresses wider deck joints, structural interfaces, and areas subject to greater movement. Enhanced preparation procedures including grinding or routing of irregular edges may be required to achieve uniform joint geometry before sealant application. Pricing shall reflect the increased labor and material requirements at this width range.

Width Category 4

Joints and cracks measuring greater than ¾” up to 1” in width

Joints and cracks within this classification represent significant movement joints and areas of advanced deterioration requiring thorough substrate remediation. Multiple-pass application or staged filling techniques may be necessary to achieve complete joint fill without void formation.

Unit pricing shall incorporate the additional material volume and extended labor time associated with this width range.

Width Category 5

Joints and cracks measuring greater than 1” in width

This category applies to oversized structural joints, severely deteriorated crack conditions, and unusual joint configurations identified during site assessment. Work in this classification may require specialized equipment, modified sealant formulations, or supplemental structural repair measures prior to polysulfide application. Contractors shall provide unit pricing per linear foot for this category and may include a narrative description of the installation approach employed for wide-joint conditions at City facilities.

Pricing Submission Requirements for Width Categories

Contractors shall organize their cost proposals to present unit pricing in a clearly formatted schedule that lists each width category individually for all applicable work areas across the five (5) facilities. The pricing schedule shall address the following requirements:

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• Unit prices shall be submitted per linear foot for each of the width categories described above.

• Separate unit prices shall be provided for above-water and below-water applications within each width category, as underwater installations involve additional coordination, extended cure time management, and potentially different sealant formulations.

• Unit prices shall remain firm and apply consistently across all five (5) designated pool facilities regardless of facility type or location and shall remain firm and fixed throughout the entire one (1)-year base term.

• The Contractor shall include estimated quantities in linear feet for each width category based on site assessment findings, which will serve as the basis for the total cost proposal but shall be subject to field measurement verification.

• Final invoicing shall be reconciled against actual measured quantities installed within each width category, supported by the joint measurement documentation submitted as part of project deliverables.

• Any joints or cracks encountered during construction that fall outside the defined width categories shall be brought immediately to the attention of City staff for direction, and pricing for such conditions shall be negotiated prior to proceeding with installation.

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3 REQUIRED CONTENT FOR SUBMITTAL OF BIDS

3.1 FORM A – Signature of Affidavit

3.2 FORM B – Receipt of Forms & Submittal Checklist

3.3 FORM C – Vendor Profile Information

3.4 FORM D – Bid Offer Form

3.5 FORM E – References

3.6 FORM F – Confidential & Proprietary Information

Form A – Signature of Affidavit

RFB 2026-07 PUBLIC POOL(S) CAULKING & SEALANT SERVICES

This form must be returned with your response.

In signing Bids/Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Bids/Proposals, that Bids/Proposals have been independently arrived at, without collusion with any other Bidders/Proposers, competitor or potential competitor; that Bids/Proposals have not been knowingly disclosed prior to the opening of Bids/Proposals to any other Bidders/Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting Bids/Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Bids/Proposals, declares that the attached Bids/Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Bidders/Proposers shall provide the information requested below. Include the legal name of the Bidders/Proposers and signature of the person(s) legally authorized to bind the Bidders/Proposers to a contract.

Has your company ever been debarred?

NO

YES (please explain below):

COMPANY NAME:

SIGNATURE:

PRINT NAME: DATE:

Form B – Receipt of Forms & Submittal Checklist

This form must be returned with your response.

Bidders/Proposers hereby acknowledge the receipt and/or submittal of the following forms:

FORMS

Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

FORM A: Signature of Affidavit N/A

FORM B: Receipt of Forms & Submittal Checklist N/A

FORM C: Vendor Profile Information N/A

FORM D: Bid Offer Form N/A

FORM E: References N/A

FORM F: Confidential & Proprietary Information N/A

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Statement of Qualifications (SOQ) – If Required N/A N/A

Addendum #

Addendum #

Addendum #

Addendum #

COMPANY NAME:

Form C – Vendor Profile Information

This form must be returned with your response.

The City of Green Bay has implemented a Procurement Card (P-Card) Program. Bidders/Proposers must have the capability to accept credit cards for payments or must be willing to take the necessary steps in order to accept credit card payments by the City prior to the implementation of this agreement as the City may opt to use the P-Card as its method of payment.

While acceptance of credit cards for payments may be mandatory, this shall not be the City’s exclusive method of payment. Bidders/Proposers shall not charge a surcharge, convenience fee or any other fees associated with the acceptance of payment by the City’s P-Card.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name):

FEIN (If FEIN is not applicable, SSN collected upon award):

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

ORDERS/BILLING CONTACT

CONTACT NAME: TITLE:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

ADDRESS: CITY: STATE: ZIP:

PROCUREMENT CARD (P-CARD)

COMPANY ACCEPTS PAYMENT BY CREDIT CARD:

YES or NO NOTE: The City does not pay service charges.

Form D – Bid Offer Form

This form must be returned with your response.

See Section 2.10 – Pricing Structure (For Full Pricing Agreement)

• Contractors shall organize their cost proposals to present unit pricing in a clearly formatted schedule that lists each width category individually for all applicable work areas across the five (5) designated aquatic facilities.

• Pricing shall include but not limited to all associated labor, materials, backer rod, primer, and equipment required to complete the work within each classification.

• Unit prices shall be submitted per linear foot for each of the width categories (Width Category 1 through

5) described above (see Section 2.10 – Pricing Considerations).

• Unit prices shall remain firm and shall remain unchanged for the duration of the base term.

• Separate unit prices shall be provided for above-water and below-water applications within each width category.

• Any joints or cracks encountered during construction that fall outside the defined width categories shall be brought immediately to the attention of City staff for direction, and pricing for such conditions shall be negotiated prior to proceeding with installation.

ITEM DESCRIPTION OF ITEMS

UNIT COST – PER LF

(above water)

UNIT COST – PER LF

(below water)

1. Width Category 1 - up to ¼” in width $ $

2. Width Category 2 - greater than ¼” up to ½” in width $ $

3. Width Category 3 - greater than ½” up to ¾” in width $ $

4. Width Category 4 - greater than ¾” up to 1” in width $ $

5. Width Category 5 - greater than 1” in width $ $

List Any Additional Costs or Considerations Not Covered Above:

LEAD TIME (UPON RECEIPT OF ORDER):

PAYMENT TERMS (NET 30):

YES / NO / OTHER

EARLY PAYMENT DISCOUNT (SPECIAL TERMS):

Form E – References

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

CONTRACT PERIOD: YEAR COMPLETED: TOTAL COST:

DESCRPTION OF WORK PERFORMED:

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME: CONTANCT NAME:

ADDRESS: CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

Form F – Confidential & Proprietary Information

This form must be returned with your response.

Material submitted in response to the City of Green Bay’s (“City”) Bid/Proposal includes at least one formula, pattern, compilation, program, device, method, technique or process that derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use and is the subject of reasonable efforts to maintain its secrecy. Such information qualifies as a trade secret, as provided in Wis. Stat. § 19.36(5). As such, the Bidder/Proposer asks that the trade secrets contained on certain pages of this Bid/Proposal, as indicated below, be treated as confidential material and not be released to the public. I am providing the following information with the understanding that it is being submitted to the City under a pledge of confidentiality. I would not have submitted this information had the City not pledged to keep it confidential* and request that the following pages not be released:

NOTE: Bidders/Proposers are cautioned that the entire Bid/Proposal may not fall withing the confines of the pledge of confidentiality. The about designation(s) of confidentiality in now way guarantees that designated information will be kept confidential. Under the provision of the Public Records Law, Bidder/Proposer is not entitled to notification prior to release of information and is not entitled to go to court to block disclosure of any portion of the Bid/Proposal.

If the City agrees with Bidders/Proposers designation of trade secret or confidentiality and the designation is challenged, the undersigned hereby agrees to provide legal counsel or other necessary assistance to defend the designation of trade secret or confidentiality.

Failure to include this designation in the Bid/Proposal response may mean that all information provided as part of the Bid/Proposal response will be open to examination and copying.

NOTE: The City as custodian of these public records has the obligation, pursuant to Public Record Laws, to determine whether the above information can be kept confidential.

SECTION PAGE TOPIC

COMPANY NAME: TITLE:

PROPRIETARY INFORMATION: A Bidder/Proposer responding to this Bid/Proposal should not include any proprietary information or protected trade secret(s) as part of its Bid/Proposal unless the Bidder/Proposer

1) designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and 2) identifies the specific information when it occurs within the proposal.

The City’s preference is for the proposer to segregate all information designated as confidential into one section of the RFB/RFP and/or a separate document for easier removal to maintain its confidential status.

The response to the Bid/Proposal should indicate which portion of the requested information is confidential and where this information is located within the response, i.e. under separate cover, in confidential Section No. ______, etc. Data contained in the Bid/Proposal and all documentation become property of the City.

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Appendix A

City of Green Bay Standard Terms & Conditions

(STC-Form: 10/21/2025)

1. General. Throughout this document, "City of Green Bay," "City" and "Purchasing" shall be synonymous and mean the City of Green Bay. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer," “vendor,” and "contractor." The phrases "request for proposal," "request for bids," “request for quotes,” “quote,” "request," "invitation," and "solicitation" shall also be synonymous. As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFB/RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall along with these Standard Terms and Conditions, the City’s request for proposals/bids, the version of the vendor’s response/bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute the entire agreement (“Contract”) and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals/bids, the version of the vendor’s response/bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

3. Bid Selection. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

The City reserves the right to accept or reject any or all bids submitted, in whole or in part, and to waive any informalities or technicalities which at the City’s discretion are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror responding to this request. The City expressly reserves the right to reject any and all bids responding to this invitation without indicating any reasons for such rejections(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to fully complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price.