2526 009 Roofing Architect_Consultant Services.pdf

MESA COUNTY VALLEY SCHOOL DISTRICT 51

330 24th Court

Grand Junction, CO 81501 www.d51schools.org

Request for Proposal (RFP)

ROOFING ARCHITECT/CONSULTING

SERVICES

Request for Proposal No. 2526 009

Submittal Deadline:

October 23, 2025

Not later than 5:00 P.M. (Mountain) http://www.d51schools.org/

INVITATION & PROCUREMENT SCHEDULE October 9, 2025

Mesa County Valley School District 51 (Owner, District) would hereby invite interested firms and/or individuals (Professional Service Providers) to submit a response to this Request for Proposal (RFP) for a roofing architect/consulting services in support of the District’s roof improvement projects.

You are invited to submit a Proposal for the services required in this RFP in accordance with this letter and the following documents which are attached hereto, made a part hereof, and form the Contract Documents which may result from this RFP

A. Project Overview

1. Preliminary Budget

2. Preliminary Scope Summary

a. A2.2 - Additional Scope Considerations – Scope of Work for PV Systems

b. A2.3 - Site Specific PB System Details

3. Preliminary Milestone Schedule B. Facilities

1. Aerial Views C. Contract Documents

1. Standard Form of Contract: AIA B101 – 2017, as modified D. Proposal Forms Attachments

1. Detailed Fee Proposal Form (A)

2. Deviations/Exceptions Form (B)

3. Non-Collusive Affidavit (C)

E. Terms and Conditions

1. Terms and Conditions for Services

Qualifications Submittal Instructions

Proposals must be submitted via electronic submission on BidNet (https://www.bidnetdirect.com/colorado) no later than5:00 PM MT on October 23rd, 2025as specified on the solicitation notice. Please note that candidates must register on BidNet in order to submit proposals electronically. Late proposals will not be accepted. For assistance, contact Bidnet’s Vendor Support Department at 800.835.46.03, Option 2.

No physical copy will be required. Proposals will not be publicly opened.

Questions shall be submitted, in writing via email only, through bidnetdirect.com site for this solicitation no later than12:00 PM MT October 15th, 2025. Responses to all questions shall be issued in the form of an addendum no later than 5:00 PM MST October 21st, 2025.

Candidates should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the RFP during the open solicitation period.

2526 009 Roofing Architect https://www.bidnetdirect.com/colorado

Candidates should not contact any team members, or any individuals associated with the Owner, such contact may disqualify a candidate from this bidding opportunity.

Procurement Schedule(tentative, dates subject to change)

RFP Available October 9, 2025 RFP Clarification Deadline October 15, 2025 by 12:00 PM RFP Clarification Responses October 21, 2025 by 5:00 PM RFP Responses due October 23, 2025 by 5:00 PM Interview Invitations sent (if needed) October 30, 2025 Interviews (if needed) Wk of November 3, 2025 Candidates Notified of Selection (no interviews) Wk of October 27, 2025 Candidates Notified of Selection (interviews) Wk of November 10, 2025

Submission Format A responsive submission includes the following in this order:

1. Cover Letter

2. Firm Information

3. Qualifications of Proposed Team

a. Staff Chart

b. Staff Workload Table

c. Team Resumes

4. Similar Project Experience

5. References

6. Fee Proposal (Attachment A)

a. Reimbursable List

7. Deviations/Exceptions Form

8. Non-Collusive Affidavit Form

Minimum Qualifications In addition to the other requirements of this RFP, the following minimum qualifications must be met by the Consultant in order to submit a Proposal:

a. Have been in business for at least the last 5 consecutive years.

b. Be licensed to perform the required design work in the State of Colorado.

c. Have completed renovation projects of similar size (scope and cost) for at least five

(5)differentK12 clients within the last five (5)years.

d. Have an office with a physical address located in the State of Colorado.

Contract Format The contract format for this project will be a modified AIA B101-2017.

2526 009 Roofing Architect

SCOPE OF WORK

The following outline sets forth the required Scope of Services for the Roof Architect/Consultant to assess, design, review and inspect the Project to produce a complete Project.

The scope of work consists of the assessment and design for the removal and replacement of approximately 660,761 sf of different roofing systems and solar systems of varying ages/conditions at sixteen (16) buildings throughout the District. The preliminary budget for this work is approximately $7.875 million (contingency is not included).

The Owner desires to complete the roofing removal and replacement scope of work during the summers of 2026, 2027, 2028, 2029 and 2030. New construction and renovation work will be completed over this same time period and the Design and Consulting services for that work are not part of the scope of this RFP.

As it relates to the roofing work, the Roofing Architect/Consultant will be required to coordinate with the Owner’s other vendors and consultants, including Owner’s representatives, architect/engineer, construction manager, contractors, etc. in order to coordinate and integrate with the different portions of the ongoing bond projects. This may include attending meetings and modifying the schedule in order to meet the Owner’s goals and objectives.

All Candidates submitting proposals must be an independent entity with no formal or informal financial relationships to any roofing vendor or manufacturer. The Candidate submitting a proposal must not be a representative of any roofing material manufacturer. A minimum of at least four (4) different manufacturers must be utilized, by name, in order to ensure non-biased, competitive bids. No fees, published or confidential, shall be paid to Roofing Architect/Consultant by any roof manufacturer or contractor for this project.

1. Scope of required Professional Services The terms and conditions of Contract between Owner and Roofing Architect/Consultant shall be substantially based on the attached contract AIA B101-2017, as modified, and be inclusive of all attachments and exhibits as clarified below.

The following is a list of clarifications of the services to be performed. It is intended to assist the Roofing Architect/Consultant in understanding the required tasks to be performed on this project. It does not relieve the Roofing Architect/Consultant’s responsibility to deliver a complete set of construction documents to the Owner.

2. Basic Services (Overview) Basic services shall be defined in the Roofing Architect/Consultant Services Contract, as modified, and as described herein:

a. Review all available plans, specifications, and other information relative to the original and current building construction. Any available information relative to previously accomplished remedial roof work will also be reviewed as well as existing warranty information.

b. Visually examine all designated roof surfaces, all roof flashing systems, including flashing systems at walls and curbs, roofing joint sealants, penetrations, sheet metal accessories, roof drains and scuppers, and roof top equipment and supports, solar systems, as well as interior building areas, in order to assist in evaluating the overall general conditions of the roof systems.

c. Visually examine all designated mansard or sloped roofing/siding systems including metal insulated panel systems on high-bay sections of the buildings.

This includes flashing systems, penetrations and accessories, in order to assist in evaluating the overall general conditions of the roof systems.

d. In order to increase the amount of information fathered on the existing roof systems, sampling of the roof systems will be required. Sampling will include performing test cuts of the existing roofs to assist in identifying the various components of the roof systems, number of roofs existing on any given area as well as determining roof deck types. Test cuts will be made to assist in identifying the condition of the roof membranes, insulation types and thicknesses and to verify the presence of entrapped moisture within the roof assemblies at the sample locations. Information gathered from the roof sampling will then be included within the program manual and the design solution. As a general rule, a minimum of four test cuts will be performed at each building, unless more are deemed necessary by the consultant.

e. Certain facilities include rooftop Solar Photovoltaic (PV) systems owned and operated by a third-party developer under existing Solar Power Purchase Agreements (SPPA). These projects will require the temporary removal, protection, and subsequent reinstallation of the PV systems to facilitate the roofing work. The selected Roofing Architects/Consultants will provide comprehensive professional design and construction-phase services to ensure that the project complies with the SPPA, and that all PV systems are fully restored, interconnected, and operational upon project completion. See Exhibit A2.2 - Additional Scope Considerations – Scope of Work for PV Systems for a detailed outline of services pertaining to the PV systems at each phase of the project.

f. Roofs with solar systems that will need to be removed and reinstalled, visually examine all solid CMU ballast for damage or deterioration. Visually examine conduit, supports, connectors, cross brace, inverters in order to assist in evaluating the overall general conditions of the solar system and roof systems.

g. Provide written summaries of examination findings for each roof including field notes, photographs, field measurements, etc. at each phase of review.

3. Schematic Design Phase

a. Review the general scope of the project, Operations and Maintenance manual and programming information provided by the Owner.

b. Verify and investigate the existing conditions as necessary to produce accurate documents, including invasive measures where needed and coordinate with the Owner.

c. Establish design concepts, code compliance requirements and outline specifications for all required material components.

d. Conduct schematic design review meeting(s) once a week or as required, to ensure that design solutions meet project requirements. Prepare minutes of these meetings.

e. Coordinate with Owner to determine sequencing and phasing plan, verification of budget, determine optimum packaging strategy and develop IFB or RFP for roofing contractors.

f. Provide historical cost and life-cycle cost data to assist in verifying budget and evaluating different roofing systems.

g. In facilities with integrated PV systems, review and interpret SPPA requirements to ensure full compliance throughout the project. Evaluate existing roof assemblies, penetrations, drainage systems, PV modules, racking systems, inverters conditions, and electrical components in order to document current deficiencies, warranty requirements, and areas requiring repair/replacement.

4. Design Development Phase

a. Confirm program requirements with the Owner, refining from existing

Schematic Design documents and information from Operations & Maintenance

b. Further verify and investigate existing conditions where necessary.

c. Prepare design development documents that address roofing systems and code requirements.

d. Conduct design development review meeting(s) once a week or as required, to ensure that design solutions meet project requirements. Prepare minutes of these meetings.

e. Review the differing decking systems that exist within the buildings and develop appropriate replacement details for damage that may occur during the roofing demolition.

f. Provide plans and specifications in sufficient detail that clearly define major roofing and associated building systems and material selections to allow for a comprehensive technical review. Specifications shall describe scope of work, acceptable manufacturers, standards or execution, workmanship and other characteristics pertaining to the project. Specifications should be completed in a “performance” specification manner. Proprietary specifying will not be allowed on this project. A minimum of four (4) manufacturers must be specified.

g. Provide detailed construction cost estimates to validate the Owner’s budget.

h. Include specifications and drawings to allow for alternate bidding of the different roofing systems and/or other roofing components, where required by the Owner to provide budget flexibility.

i. Develop technical specifications for roof replacement projects with PV system integration. Define requirements for permitting, code compliance and approvals prior to PV system removal. Establish requirements for safe removal, labeling, storage, and protection of solar modules, racking, inverters, and electrical components during PV system removal. Include requirements for inspection, testing, and recommissioning protocols to ensure PV functionality upon reinstallation.

5. Construction Documents Phase

a. Construction Documents shall be complete and adequate for issuance of necessary State permits.

b. Construction Documents will be suitable for use in developing and issuing an

IFB or RFP for roofing contractor(s) by the consultant.

c. Provide Design Development (DD) at 50% and 100% Construction

Documents (CD) at 50% and 100%.

d. Conduct review meetings once a week or as required and requested to assure

Construction Documents meet Project and Owner’s requirements. Prepare meeting agendas, minutes and reports to document progress.

e. Coordinate directly with the District, and the solar developer to ensure roles, responsibilities, and schedules are clearly defined. Conduct review of SPPA obligations to ensure planned procedures align with developer requirements for temporary removal, storage, and reinstallation of PV equipment. Establish project goals, sequencing requirements, and communication protocols. Ensure design documents clearly delineate scope between roofing contractor and solar developer (or their subcontractors).

f. Developing and revising (if necessary) a final estimate including value engineering and development of bid alternates, as necessary, to meet the Owner’s budget.

g. Produce full-sized drawings.

6. Bidding and Award Phase

a. Work with the District Purchasing Department to develop an IFB or RFP for roofing contractors including evaluating terms and conditions, alternates, unit pricing, etc.

b. Respond to written requests for information. Issue addenda as required to clarify the construction requirements.

c. Attend and facilitate pre-bid meetings with contractors to review project requirements, field conditions, etc.

d. Attend and participate in a post-bid interview meeting with apparent low roofing contractor(s) to review scope, schedule and pricing.

e. Ensure the District Purchasing Department is included in all communications throughout the bidding process and contract administration phases. Provide copies of all such communications.

7. Construction Administration and Audit Phase – Administration of the Contract

a. Construction Administration

1. Provide field observation to monitor all new work including any necessary demolition, tie-ins, replacement and ancillary work throughout the project(s).

2. Field observers will be responsible for monitoring multiple projects within the District. Field observers must be on-site as appropriate and as much as necessary to maintain the progress of work.A minimumof 10 hours per week (over at least a 2-day period) of observationis required during the construction period each summer or as required to meet the project schedule.

3. Provide detailed daily field observation reports. Site visits must be documented and all pertinent details must be summarized in a detailed written report including photographs, roof plans, notes, activities, concerns, etc. These reports are to be available upon request of the Owner.

4. Provide coordination between the Owner and roofing contractor(s) regarding hidden conditions, unanticipated work scope, scheduling, logistics and other issues as required for completion of the project.

5. All field observation must be by personnel who are either a Registered Roof Consultant (RRC), Registered Roof Observer (RRO), Field Engineer (FE), Professional Engineer (PE) or Registered Architect (RA), and have at least five (5) years roofing industry experience. If necessary, a licensed structural engineer must be made available to review and design solutions to any structural issues encountered in the field.

6. The Roofing Architect/Consultant shall provide architectural and engineering services as required for the project, including assisting the Owner with filing documents required for approval by governmental authorities.

7. Review and submit approved Contractor’s change order request(s) to the District Purchasing Department.

8. Conduct review meetings once a week or as required and requested to assure Construction progress meets Project and Owner’s requirements.

Prepare meeting agendas, minutes and reports to document progress.

b. Punch-list and Closeout

1. Create and review detailed punch-list reports of each project. Monitor completion of punch-lists and contractor closeout activities. Provide verification and sign-off for all punch-list items at the completion of the project.

2. Provide final project reports including all record drawings, daily reports, photographs, punch-lists, contractor closeout documents, etc. to the Owner for review and record purposes. Review all close-out documentation prior to turning over the completeness and contract compliance.

3. Provide fully executed Application and Certification for Payment form(s) for each Contractor’s Application for Payment(s) to the District Purchasing Department.

4. Coordinate and conduct all manufacturer warranty inspections as required with the contractor and roofing manufacturer.

5. Verify that PV systems are fully operational, interconnected, and monitored.

c. Audits

1. At ten (10) monthsfrom substantial completion ofEACH roof, the

Roofing Architect/Consultant will provide a comprehensive review of all roofing system installations and submit a report. All non-conforming areas will be repaired by the installing contractor under the supervision of the Roofing Architect/Consultant, at no additional cost to the Owner.

8. Record Drawings

a. Prepare Record Drawings from prints marked up by the Contractor, including all addenda, bulletins, CCD’s, etc. issued by Roofing Architect/Consultant and construction memorandums, field orders, etc. issued by the Contractor.

b. Provide the Owner with one set of original plots and one set of electronic files in the latest version of AutoCAD or other approved software and PDF format files.

9. Phase Work

a. Bid documents will be prepared and issued in a single or multiple bid package(s) as agreed to by the Owner and Roofing Architect/Consultant.

b. The Owner may wish to start some critical portions earlier. Roofing

Architect/Consultant will endeavor to meet the Owner’s schedule.

10.AutoCAD

a. Drawings shall be prepared using AutoCAD 2010 or later format. For each bid package, provide to the Owner one set of original plots.

b. The Owner to provide copies of AutoCAD drawings (if possible) for use by

Roofing Architect/Consultant on this project.

11.Concurrent Work by Owner The Roofing Architect/Consultant will be required to coordinate with the Owner’s other concurrent work including but not limited to that listed below:

a. Construction Projects (including site work, architectural work, etc.)

b. Furniture Fixtures and Equipment Planning

c. Information / Technology Projects (including technology infrastructure for voice, video, data and security)

d. Environmental and abatement work

e. Security Systems

f. Loose furniture and equipment installations

g. Parking Lots and Athletic Field Work

h. Specific school schedules

12.Budget

a. The Owner has established a preliminary budget for the Project(s) Exhibit A1.

This budget may be reallocated, increased or decreased after validation of the Owner’s program.

b. The Owner may pursue additional grant funding. These grants may include BEST, GOCO, DOLA, Colorado Health Foundation, etc. The Candidate will provide assessments, drawings and specifications as required to submit to various grant programs.

13.Schedule

a. The Milestone Schedule that should be used for the basis of the RFP is included in Exhibit A3.

The remainder of this page left blank intentionally

SUBMITTAL REQUIREMENTS

Responses shall respond to each item noted below. Please limit response information to relevant information only.

1. COVERLETTER/LETTEROFINTERESTS

a. Confirmation of review and understanding of all information and data provided in the RFP.

b. Review and provide any comments on the draft contract included with this

RFP.

c. Acknowledgement that the firm is able to provide services within the time parameters shown provided.

2. FIRMINFORMATION

Provide a brief history of the firm including the following information:

- Number of years in business

- Location of office servicing this project and size of staff

- Location of office the Construction Documents will be prepared.

- Information on any claims or lawsuits your firm has had in the past 10 years.

- Confirmation your firm will include all items outlined in the Scope of Work.

- Indicate if your team meets the following Insurance requirements. Please provide an Accord Format Insurance Certificate showing existing limits.

o GeneralLiability

▪ Commercial General Aggregate $ 2,000,000

▪ Products/Completed Operations Aggregate $ 2,000,000

▪ Each Occurrence Limit $ 1,000,000

▪ Personal/Advertising Injury $ 1,000,000 o AutoLiability

▪ $1M Bodily Injury/Property Damage Each Accident Coverage applying to owned, hired and non-owned autos o Workers’Compensation

▪ Per State minimums

Please note, firms will not be disqualified if GL limits are lower than included in this document.

3. QUALIFICATIONSOFPROPOSEDTEAM

a. Provide organizational chart for your proposed team, including subconsultants and, if applicable, associate architects

b. Provide roles and responsibilities for each team member

c. Provide resumes for all key team members including subconsultants and associate architects

d. Include in the table, which office location each team member works, if the firm has multiple offices.

e. Provide solar experience for each key team member with the following:

a. Familiarity with projects involving rooftop solar PV systems and integration with roofing systems.

b. Knowledge of SPPA obligations, utility interconnection, and commissioning of PV systems.

c. Experience with providing comprehensive project management, construction oversight, and closeout services.

d. Solar certification(s), degree(s), training, etc.

f. Please note proposed key team members are expected to be involved throughout the life of the project and may not be changed without written authorization from the Owner

g. Given your current and planned workload - in a simple table - provide current availability and commitment to this project for eacharchitecturalteam member proposed as a percentage of full time (40 hours per week) availability at each stage of design outlined in Scope of Work

h. Include in the table, which office location each team member works, if the firm has multiple offices.

4. SIMILARPROJECTEXPERIENCE

Provide profiles for up to five (5) different K12 and/or D51 projects in progress or completed by your firm.

Please include the following:

a. One (1) profile that involved removal, replacement, utility interconnection and commissioning of a rooftop PV system.

b. Project Description including size, time line and estimated budget

c. Client Contact Information

d. Include and note Projects key team members have worked together.

5. REFERENCES

Provide three (3) references for relevant K12 or D51 roofing projects of similar size and scope to the ones described in the RFP. For each reference, please provide project name and location, reference contact name, reference contact title, phone number and email address.

6. FEEPROPOSAL

Please provide a fee, inclusive of reimbursable expenses, proposal for the following:

1. Utilize the Bid Fee Proposal Form Provided as Attachment A to this RFP

2. Proposals shall include acknowledgement that the Consultant has:

a. Reviewed and understands information and data provided in the RFP.

3. Please provide the Fees and Costs for the various components of the project listed, as a lump sum amount as indicated on the Proposal form.

4. Acknowledge by checking the appropriate box that by submitting this Proposal you agree with the contract terms as provided in the reference documents.

a. Any exceptions that your firm takes to the terms and conditions listed must be specifically referenced Attachment B Deviations/Exceptions Form. Provide in Attachment B alternative language that would be acceptable to each provision.

b. The prevalence of these exceptions will be considered in reviewing the Proposal and in the final selection of the Consultant for the project. Proposals that do not acknowledge these Contracts or do not provide specific alternative language may be rejected.

c. Any exceptions to the terms and conditions contained in the Contract, or any other special consideration or conditions listed by the Consultant relative to this RFP or the form Contract will not be binding upon the Owner unless expressly accepted by Owner and incorporated into the final Contract.

SUBMITTALSCORINGMATRIX

SubmittalSection Points

COVER LETTER 5

FIRM INFORMATION 10

QUALIFICATIONS OF PROPOSED TEAM 25

SIMILAR PROJECT EXPERIENCE 15

REFERENCES 15

FEE PROPOSAL (BASE SCOPE) 30

TOTAL 100POINTS

SHORT-LIST AND INTERVIEWS

IF NEEDED, from the scoring results, the selectioncommittee may short list firms to invite to an interview. More detailed interview format information will be provided to the short-listed candidates.

PROVISIONS

ACCEPTANCE AND REJECTION

The Owner reserves the right to request additional information which, in the Owner’s opinion, is necessary to ensure that the Owner has complete information with regard to the Professional Service Provider’s competence, business organization, and financial resources to assist in determining if the Professional Service Provider is qualified.

The Owner reserves the right (a) to terminate the Request for Proposals process at any time; (b) to reject any or all proposals; and (c) to waive formalities and minor irregularities in the proposals received. The Owner reserves the right to reject any and all proposals in response to this Request for Proposal that are deemed not to be in the Owner’s best interests. The Owner further reserves the right to amend this Request for Proposal at any time and will notify all recipients accordingly.

RFP SUBMISSION INFORMATION

Proposals due at the specified date and time must be received in Bidnet by that date and time to receive consideration. Proposals received after the specified date and time are considered late and are not opened. The Owner is not responsible for any late proposals received by mail or any other method of delivery.

The Owner is not responsiblefor the costincurredin preparation of this proposal.

Proposals will not be returned and become the property of the Owner once submitted. By submitting a proposal all Candidates agree to the terms and conditions of this RFP and the RFP will become part of the awarded Candidates contract. The Owner and the Owner’s legal council will review the agreement and negotiate terms prior to commencement of work.

Candidates acknowledge all submissions to this RFP may be subject to the Colorado Open Records Act (CORA).

Addenda may be issued for this RFP. It is assumed by the Owner any candidate providing a submission is responsible for receiving and reviewing all information provided by addenda.

INSURANCE

The Professional Service Provider shall provide insurance coverage for the Project which shall not be less than the amounts listed in the Draft Contract and Request for Proposals;

such insurance coverage shall include professional liability, general liability, automobile liability and workers' compensation. If the Candidate does not meet the insurance requirements, please provide current insurance coverage and the additional fee required to meet the insurance requirements of this procurement.

The consultant and their insurance carrier(s) shall agree to a Waiver of Subrogation. At the time of award, the consultant shall furnish to the Owner a Certificate of Insurance for General Liability naming the Owner and Owner’s Representative as additional insured to provide evidence of insurance compliance. Consultant shall also furnish to Owner a Certificate of Insurance for Professional Liability to provide evidence of insurance compliance.

CONTRACTFEES

If the apparent winner’s fee exceeds the Owner’s budget and if subsequent negotiations with the apparent winner(s) are unsuccessful, the Owner reserves the right to negotiate with the next highest-scoring Candidate.