27-016-P OCCS Roofing RFP 2026.20.10.pdf

REQUEST FOR PROPOSAL NO. 27-016-P

On-Call Contractor Services - Roofing

PRE-PROPOSAL MEETING:

Thursday, November 12, 2026, at 2:30 PM Central

SUBMITTALS ARE DUE PRIOR TO:

Tuesday, December 15, 2026, at 2:00 PM Central

RFP MAY BE SUBMITTED ELECTRONICALLY TO (Registration is free):

ntmwd.bonfirehub.com

NORTH TEXAS MUNICIPAL WATER DISTRICT CONTACT:

Trey Benton tbenton@ntmwd.com

SOLICITATION SUMMARY FOR

REQUEST FOR PROPOSAL 27-016-P (RFP)

1 GENERAL DESCRIPTION

The North Texas Municipal Water District (NTMWD) is seeking proposals from qualified, experienced contractors for the purpose of minor roof construction and repair services.

2 SCHEDULE OF EVENTS

Please find below a tentative schedule of events for this RFP. NTMWD reserves the right, in its sole discretion, to revise the tentative schedule of events if the said revision is in its best interest.

RFP Release Date: October 22, 2026

Pre-Proposal Meeting: November 12, 2026, at 2:30 PM Central

Deadline for Questions: December 4, 2026, at 4:00 PM Central

Proposal Due Date and Time: December 15, 2026, at 2:00 PM Central

Contract Execution: Anticipated in mid-to-late December 2026

The proposal opening will be held via Webex immediately following the Proposal Due Date and Time. To participate in the opening, please utilize the following information:

URL: https://ntmwd.webex.com/join/tbenton

OR

TEL: 1-415-655-0001 or 844-621-3956

Access Code: 2661 330 6951

Only the names of companies who submitted proposals will be read.

3 TERM

The initial term of this agreement shall commence on the date of the last signatory and shall be for a period of one

(1) year. The agreement will automatically renew under the same pricing, terms, and conditions for four (4) additional one-year periods unless NTMWD provides Contractor with written notice of its intent to terminate the agreement at least sixty (60) days prior to the expiration of the current term. If said notice is given by NTMWD, the agreement shall terminate at the conclusion of the current one-year term. In no event shall the entire term of this agreement exceed five (5) years.

Coefficient shall remain firm for the duration of the entire contract period including all future renewals.

NTMWD reserves the option to temporarily extend this service for an additional ninety (90) days from its expiration date for any reason.

4 INSURANCE REQUIREMENTS

Before a contract can be executed, the successful proposer shall provide evidence of insurance coverage in accordance with the “Insurance Provisions” in SPECIAL PROVISIONS contained within this solicitation document. Bidders and their insurance agent, broker or representative must review the insurance provisions to understand its requirements and cost to contract with NTMWD. An insurance affidavit is included in this solicitation to verify the proposer will comply with the insurance provisions if a contract is awarded.

TABLE OF CONTENTS

PROPOSAL INSTRUCTION AND REQUIREMENTS

1 Contact Information 2 Addenda and Clarifications 3 Proposal Preparation 4 Proposal Format Requirements 5 Submittal of Proposals 6 Proposal Receipt / Evaluation of Proposals 7 Proposal Award 8 Determination of Non-Responsible Proposer 9 Determination of Non-Responsive Proposal 10 Rejection of Proposals 11 Withdrawing Proposals

EVALUATION CRITERIA

SCOPE OF WORK

SPECIAL PROVISIONS

1 NTMWD’s Right to Inspect and Audit 2 Term 3 Insurance Provisions

GENERAL TERMS AND CONDITIONS

1 Assignment 2 Changes In Contract 3 Compliance With Laws 4 Confidential or Proprietary Information 5 Federal Fair Labor Standards Act (Federal Minimum Wage) 6 Fiscal Year Funding 7 Force Majeure 8 Indemnification and Hold Harmless 9 Independent Contractor 10 Jurisdiction 11 Non-Compete Agreement or Clauses 12 Notice of Delays 13 Occupational Safety and Health Act of 1970 14 Personal Liability of Public Officials 15 Severability 16 Subletting of Contract 17 Tax Exemption Status 18 Termination of Contract: Default And Remedies 19 Termination of Contract For NTMWD Convenience 20 Terms of Payments 21 Third-Party Beneficiary Clause 22 Liability for Damage to District Property 23 Foreign Terrorist Organization 24 Prohibition on Boycotting Israel 25 Prohibited Use of Certain Social Media Applications and Services on Government Devices 26 Disclosure of Interested Parties 27 Disclosure of Certain Relationships 28 Former NTMWD-Employee Representation

PROPOSAL RESPONSE FORMS

1 Proposal Pricing Format 2 Cooperative Purchasing Provisions 3 Insurance Review Verification

4 Subcontractor Agreement Verification 5 Organizational Summary Information 6 Insurance Affidavit 7 Proposal Endorsement Form 8 Prohibition on Contracts with Companies Boycotting Energy Companies 9 Prohibition on Contracts with Companies that Discriminate Against Firearm & Ammunition Industries

PROPOSAL INSTRUCTIONS & REQUIREMENTS

A Proposal is requested by NTMWD. NTMWD will receive separate sealed Proposals until the Proposal Due Date and Time. This Section provides information on how and where to submit a Proposal and other pertinent information regarding this RFP. Those who submit proposals are required to read and comply with these instructions.

1. CONTACT INFORMATION

It is the Proposer’s responsibility to ask questions and obtain clarification of any information contained herein. Proposers must submit all questions or requests for clarification in writing to NTMWD’s online solicitation portal, Bonfire. Proposer contact with NTMWD personnel, other than the NTMWD Contact, may be cause for Proposal rejection.

2. ADDENDA AND CLARIFICATIONS

NTMWD may, in its sole discretion, elect to issue changes or clarifications to the RFP. NTMWD will issue changes or clarifications in the form of a written addendum. Written addenda shall be the ONLY FORM of amendment to the RFP. Other written information or verbal communications shall not constitute a change to the requirements of the RFP. Addenda, if issued, will be posted to Bonfire and a notification will be sent out, via Bonfire, to all known prospective Proposers prior to the date and time of the Proposal Due Date and Time.

It is the Proposer’s responsibility to ensure receipt of any addenda issued by NTMWD. Failure of any Proposer to receive any such addendum or interpretation shall not relieve the Proposer from any obligations under its Proposal as submitted. The Proposer must sign all addenda and return them with their Proposal. All addenda shall become part of the contract documents.

3. PROPOSAL PREPARATION

A. Submittals: Proposer must submit all Proposal Response Forms, plus all addenda, completed forms, and any requested information and documentation as part of its Proposal. Proposer’s failure to include all submittals may be cause to consider a Proposal non-responsive.

B. Endorsing the Proposal: An authorized officer of the Proposing Firm must sign the Proposal. Signature of the

Proposal will signify agreement and compliance with all requirements set forth in this RFP except where properly noted in the Proposal Response Forms. Proposers that take exception to NTMWD’s General Terms and Conditions, Special Provisions, and/or Scope of Work shall do so at the risk of Proposal rejection.

C. Tax Exempt Status: Purchases by NTMWD are exempt from sales and use tax under Section 151.309 of the

Texas Tax Code (the “Code”). In addition, purchases of tangible personal property and taxable services for the purpose of reselling them to NTMWD may also be exempt from sales and use tax under Code Section

151.302. Where legally permitted, a Contractor shall provide the vendor or supplier with a properly executed resale certificate at the time of purchasing tangible personal property and/or taxable services that are to be resold to NTMWD pursuant to a contract.

D. Acceptance of Specification Requirements: NTMWD will presume that the service offered complies with each requirement of the scope of work unless indicated otherwise. If the service offered is different than specified, Proposer must note the difference on an attached document that details the exception(s) to scope of work.

Failure of the Proposer to make the required acknowledgements may cause the Proposal to be considered non-responsive, in the sole determination of NTMWD. Should any product be delivered or service performed which is not as the Successful Proposer has purported it to be in its Proposal, said Successful Proposer will be required to correct any deficiencies without additional cost to NTMWD.

E. Proposer Requirements: The Proposer must have demonstrated experience of a similar nature and scope in the successful completion of the services to be performed pursuant to the Scope of Work. The Successful Proposer(s) must take prime Contractor responsibility, including the management and performance of all subcontractors and products (goods) provided.

F. Proposer Costs: Any costs that may be incurred to prepare responses, attend meetings, attend site inspections, provide requested follow-up information, make formal and informal presentations, and / or contract negotiations, if applicable, shall be the sole responsibility of the Proposer.

G. Confidential or Proprietary Markings: Any portion of the Proposal that Proposer considers confidential or proprietary information, or to contain trade secrets of Proposing Firm, must be marked accordingly. This marking must be explicit as to the designated information. This designation may not necessarily guarantee the non-release of the information under the Public Information Act or as otherwise required by law but does provide NTMWD with a means to review the issues thoroughly and, if justified, request an opinion by the Attorney General's office prior to releasing any information requested under the Public Information Act.

4. PROPOSAL FORMAT REQUIREMENTS

Overview

To facilitate and expedite the evaluation process, all information in the Proposal should be organized and presented as directed below. A Proposal may be deemed to be non-responsive and may be disqualified, at NTMWD’s discretion, if the Proposal fails to comply with the following instructions.

Proposal Organization

Only electronic submissions to Bonfire shall be accepted.

Proposal text shall be typed in font no smaller than 10 point, on 8.5-inch by 11-inch paper, with one-inch margins.

Proposals shall be single-spaced the entire document and shall be no more than fifteen (15) pages in total length, excluding the Cover Letter, Table of Contents, Disclosure Statements, Addenda, surety letter, and safety documentation required in Section 3. Resumes of key personnel may be included as an appendix, not to exceed one

(1) page per person, and will not count toward the page limit.

All pages within these sections shall be uniquely numbered for purposes of easy reference.

Proposals shall be assembled in accordance with the following format.

Cover Letter (1 Page Limit)

• Include an explicit statement indicating that the Proposer, if successful, will be the Prime Contractor for the Work even if any subcontractors may be used.

• Include a statement that the Proposer has reviewed the Scope of Work and understands that (a) selection to the contractor pool does not guarantee any minimum number of projects, Purchase Orders, or dollar volume, and (b) pricing for individual projects will be developed using the Proposer's coefficient(s) applied to RSmeans 2026 cost data.

• The Cover Letter shall be signed by an individual authorized to bind the Proposer.

Table of Contents

• Include references to sections and page numbers.

Disclosure Statements

• Proposer's disclosure and description of any outstanding legal issues and claims against it in connection with current Scope of Work or other Scope of Work undertaken in the last five (5) years.

• Proposer shall include in its response a statement affirming that no member of NTMWD, no officer, director, agent, or employee of NTMWD, and no member of any commission, committee, NTMWD or corporation controlled or appointed by NTMWD has already received, in connection with or related in any way to this contract, or has been promised, in the event this contract is awarded to the firm, any commission, finder's fee or other thing of value. In addition, the firm shall furnish a statement that identifies any member of NTMWD and any official or employee of NTMWD who, the firm has reason to believe, would or may be financially affected, whether affirmatively or negatively, and whether personally or through a spouse or other family member, if this contract were awarded to the Proposer. Upon request by NTMWD's Executive Director, or an authorized agent thereof, the Proposer shall respond to any questions relating to the subject of this section.

Addenda

• The acknowledgement page(s) of all addenda issued by NTMWD shall be signed by the Proposer's authorized representative and submitted in this section.

Section 1 – Company Overview

• Name, phone, and email of the person authorized to answer questions about the proposal.

• Legal name of the firm, years in business, and number of employees.

• Office/yard location(s), and whether the firm can serve the entire NTMWD service area. If not, identify the areas the firm can serve.

• Which of the work categories in Section 2.0 of the Scope of Work the firm has performed in the last five (5) years, and the roofing systems the firm installs (e.g., TPO, PVC, EPDM, built-up, modified bitumen, metal, coatings).

• Roofing manufacturer certifications held by the firm (certified, authorized, or approved installer status). For each manufacturer, identify the longest manufacturer warranty the firm is eligible to obtain.

• The firm’s standard workmanship warranty term.

• Work the firm self-performs and work it subcontracts (e.g., sheet metal fabrication, plumbing for roof drains, asbestos abatement).

Section 2 – Team Qualifications

• Key personnel proposed for NTMWD work (project manager, superintendent or foreman, and estimator). For each, provide their role, years of experience, years with the firm, and relevant certifications (e.g., OSHA 30, fall protection competent person, manufacturer installer training, RSMeans or estimating training).

• Confirmation that the key personnel proposed will be the personnel assigned to NTMWD work, and that a supervisor who can communicate effectively with NTMWD staff will be on site whenever work is in progress.

Section 3 – Safety

• Experience Modification Rate (EMR) for each of the last three (3) years, provided on the insurance carrier’s letterhead.

• Total Recordable Incident Rate (TRIR) for each of the last three (3) years.

• Any OSHA citations received in the last three (3) years, with a brief explanation and the corrective action taken.

Specifically identify any citations related to fall protection.

Section 4 – Methodology and Approach

• Describe the firm’s process for responding to an NTMWD request for pricing, including scheduling a site visit, meeting the three (3) business day proposal turnaround, building the RSMeans estimate, and handling items not covered by RSMeans. Provide a sample estimate (one (1) page; does not count toward the page limit).

• Describe how the firm will meet the 24-hour emergency response requirement, including after-hours availability, and how it will prioritize NTMWD requests during a regional hail or wind event when many customers need service at the same time.

• Describe the firm’s approach to working at active water treatment, wastewater treatment, and solid waste facilities, including coordination with plant operations, protecting building interiors and equipment from water intrusion during tear-off, and compliance with site security requirements.

Section 5 – Past Experience

• Describe the firm’s experience with RSMeans or coefficient-based contracts, including the client(s) and approximate number of job orders completed.

• Provide three (3) roofing projects similar in scope and size to this RFP, completed within the past thirty-six (36) months. Public entity projects are preferred. Each project will also serve as a reference. For each, provide:

o Project name, location, and client o Brief description of the work, including the roofing system and manufacturer o Contract value and completion date o Client contact name, phone number, and email address

• List any clients that terminated a contract with the firm early, or declined to renew it, within the past two (2) years, with the reason (if known) and a client contact.

Coefficients (Submit Separately in Bonfire)

• Do not include coefficient or pricing information in any of the sections above. Provide all requested coefficients separately in Bonfire. Submitted coefficients shall be assembled and presented in accordance with the format and instructions of this RFP.

• Provide the following:

o Normal Hours Coefficient: applies to work performed during normal NTMWD business hours, defined as Monday through Friday, 7:00 a.m. to 5:00 p.m., excluding NTMWD holidays.

o Emergency/After-Hours Coefficient: applies to emergency, after-hours, weekend, and holiday work when authorized under an individual Purchase Order.

o Coefficients shall be stated to two (2) decimal places and shall be applied to RSMeans 2026 national average cost data adjusted by the applicable RSMeans City Cost Index.

o Coefficients shall include all overhead, profit, general conditions, supervision, travel, mobilization, insurance, and bond costs. No separate charges will be allowed for these items.

o Markup for non-prepriced items: NTMWD will allow a markup not to exceed ten percent (10%) on the

Contractor's documented actual cost for non-prepriced items.

5. SUBMITTAL OF PROPOSALS

• NTMWD will accept Proposals no later than the Deadline for Proposal Due Date and Time. NTMWD will not consider late proposals. All Proposals submitted in response to this RFP shall become the property of NTMWD and will not be returned to the Proposer.

• Proposals that are uploaded to ntmwd.bonfirehub.com by the specified due date and time will satisfy the bidding requirements. Technical questions regarding how to upload your submission should be directed to Bonfire support. All other questions regarding this solicitation should be submitted on Bonfire by the question due date and time. If Bonfire is unavailable, questions can be directed to tbenton@ntmwd.com.

• Proposer must provide all information requested in this RFP for a Proposal to be considered responsive.

• Non-Compete Agreements or Clauses: By submission of a bid or proposal or the execution of a contract, Bidder/Contractor agrees that NTMWD will not be bound by any non-compete agreements or similar agreements that inhibit NTMWD’s right to award and execute a contract to any company that submits a bid or proposal to NTMWD.

6. PROPOSAL RECEIPT / EVALUATION OF PROPOSALS

Responses to this RFP (Proposals) become the exclusive property of NTMWD. Proposals will be opened by NTMWD so as to avoid disclosure of contents to competing Proposers and kept secret during the process of negotiation.

After Proposals are opened, they will be evaluated on the basis given in the Scope of Work and as described in the “Evaluation Criteria” Section of this RFP. Until final award of a Contract, NTMWD reserves the right to reject any or all Proposals, to waive technicalities, or to proceed with an award for the services otherwise as deemed in NTMWD’s best interest.

• NTMWD reserves the right to require additional information from any or all Proposers and to conduct necessary investigations to determine (a) if the product and/or service offered meets NTMWD’s requirements, (b) the quality and reliability of the Proposer’s performance, and/or (c) to determine the accuracy of the Proposal information. As part of said investigations, NTMWD may interview and/or visit companies or public entities listed as references.

• NTMWD reserves the right to select any/all options that is/are determined to be in its best interests and at the sole discretion of NTMWD.

7. PROPOSAL AWARD

• If a Purchase Order or Contract is awarded as a result of this RFP, it will be made by NTMWD to the Proposer whose Proposal is determined to be the most advantageous to NTMWD, taking into consideration the relative importance of price and other evaluation factors, as identified in the Evaluation Criteria Section of this RFP.

• Proposals shall remain valid during the evaluation process time period including award of the Purchase Order or Contract. This time period is a minimum of 120 days and may be extended through written mutual agreement between Contractor and NTWMD.

• NTMWD reserves the right to make multiple awards if NTMWD believes it is in its best interest to do so. It is the intention of NTWMD to award a pool of no more than five (5) contractors.

• NTMWD and the Contractor agree to perform this Contract in strict accordance with the documents listed below, all of which are made a part of this award, in the order of precedence listed:

• Negotiated Modifications, if applicable

• Addenda, if applicable

• RFP Scope of Work

• Special Provisions

• General Terms and Conditions

• Contractor’s Proposal

• Proposer is required to review all the terms, conditions and contract provisions contained in this RFP to ensure it can comply with and concurs with all requirements.

• Proposer is required to review the payment terms and is advised that, unless other terms are requested and accepted, payment shall be made within 30 days after receipt of a valid invoice or receipt of products / services in accordance with the scope of work, whichever is later.

8. DETERMINATION OF NON-RESPONSIBLE PROPOSER

• NTMWD may disqualify a Proposer as non-responsible and its Proposal shall not be considered for reasons including but not limited to the following:

• Reason for believing collusion exists among the Proposers.

• The Proposer being in arrears on any existing contract or having defaulted on a previous contract.

• Where the Proposer, in the judgment of NTMWD, has failed to perform in a satisfactory manner on a previous contract.

9. DETERMINATION OF NON-RESPONSIVE PROPOSAL

• NTMWD may disqualify a Proposal as non-responsive and it shall not be considered for reasons including but not limited to the following:

• Proposal received after the Proposal Due Date and Time.

• Proposal was not signed.

10. REJECTION OF PROPOSALS

• NTMWD will automatically reject any Proposal that is submitted after the Proposal Due Date and Time and return it unopened.

• Until a Purchase Order is issued, NTMWD reserves the right to reject any or all Proposals, to waive technicalities, to re-solicit, to decline to proceed, or to otherwise proceed with procurement of goods and services herein defined by other method(s) allowed by law and in the best interests of NTMWD.

11. WITHDRAWING PROPOSALS

• Proposer, by submitting a proposal, warrants and guarantees that the proposal has been carefully reviewed and checked and that it is in all things true, accurate and free of mistakes. However, Proposers have a common law right to withdraw a proposal due to material mistake in the proposal.

• Proposer must submit a request to withdraw a proposal in writing to the Procurement Manager. The written request to withdraw a proposal must state the reason for the withdrawal request and, if the request is made after the Proposal Due Date and Time, the details of the material mistake must be included in the request.

A proposal for which withdrawal is properly requested prior to the Proposal Due Date and Time will be returned to the Proposer unopened.

• If the Proposer elects to withdraw its proposal and the withdrawal is accepted by the Procurement Manager or Designee, then the proposal/bid will become null and void. The proposal/bid will not be eligible to be reinstated.

PROPOSAL CHECKLIST

RFP NO. 27-016-P PROPOSER:

A check mark in the space provided indicates these forms, documents, or actions have been completed and are included in the proposal package. All deviations from the scope of work, form submittals, or action items must be documented separately and included in the submission.

Please include a copy of a completed checklist with the proposal response.

Proposal Submittals

Signatures. All forms requiring a signature have been signed.

Proposal Forms. All forms completed, including:

Proposal Pricing Form(s) Organizational Summary Form Proposal Endorsement Form All other forms requested as part of the RFP

Addenda. When applicable, Proposer submits signed addenda issued as part of the RFP. If any addenda included amended proposal pages or attachments, those documents must be used and included with the proposal.

Vendor References. Proposer provided the requested number of references for the Proposer.

Proposer Qualifications. When applicable, Proposer to provide all certifications, licensing, or other requested qualifications verification forms or information necessary to validate qualifications to provide products or services.

Proposal Completion Actions

Read/Confirm Intent to Comply. Proposer has read the Scope of Work, Special Provisions, General Terms and Conditions and confirms that he/she will comply with all requirements as provided.

Proofreading. Proposer has proofread all documents to ensure all information provided by the Proposer is accurate and responsive to the RFP scope of work.

NTMWD is not responsible for errors made by the Proposer.

Proposer has proofread all mathematical and number entries to ensure accuracy and commitment to honor pricing as submitted.

Late Proposals. Please note the time, date and delivery location (or mailing address if submitted by U.S. Postal Service). Late bids or proposals will not be accepted.

END OF PROPOSAL INSTRUCTIONS AND REQUIREMENTS

This checklist is intended to be an aid to reduce the possibility of errors in proposal submission; it is not intended to relieve the Proposing Firm from its obligations to review and comply with the RFP requirements.

EVALUATION CRITERIA

1 The evaluation criteria listed below will be used to determine which proposal response is most advantageous to NTMWD. Said determination will be made by NTMWD based on NTMWD’s best interest, and shall be considered final. Responses received to this RFP will be evaluated based on the criteria and corresponding weight given in each evaluation category listed herein. NTMWD’s evaluation team may consider feedback from references and/or NTMWD’s direct experience with a Proposing Firm as part of their evaluation process and consideration for scoring proposals. NTMWD’s evaluation team reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

2 Discussions may be conducted with finalist firms as determined by the evaluation team for clarifications as needed. Proposers shall be treated fairly and equally with respect to any opportunity for discussions. Inasmuch as NTMWD may not request best and final offers, Proposers are strongly urged to provide competitive pricing since revisions may not be permitted after submissions and before the award of the Contract.

3 The evaluation criteria are listed below:

Criterion Weight

Company Overview, Qualifications and Personnel Experience (Sections 1 - 2) 15 Points

Methodology and Approach (Section 3 - 4) 20 Points

Prior Experience Completing Similar Projects (Section 5) 25 Points

Coefficients 40 Points

END OF EVALUATION CRITERIA

SCOPE OF WORK

1.0 GENERAL

The North Texas Municipal Water District (NTMWD) is soliciting proposals from qualified roofing contractors to establish a pool of up to five (5) contractors to provide roofing construction, repair, restoration, replacement, and related services on an as-needed, project-specific basis at NTMWD facilities and properties.

The purpose of this contract is to establish a qualified pool of roofing contractors that NTMWD may utilize for individual roofing projects throughout the contract term. Contractors selected to the pool may be requested to provide pricing and availability for individual projects, and NTMWD will select the Contractor that provides the best value for the specific project based on factors that may include, but are not limited to, proposed price, availability, schedule, experience, qualifications, project approach, urgency, and NTMWD's operational needs.

Selection to the contractor pool does not guarantee any minimum number of projects, Purchase Orders, or dollar volume to any Contractor.

NTMWD reserves the right to determine which Contractors within the pool are requested to submit pricing for an individual project and is not obligated to request pricing from every Contractor for every project.

The work under this contract is intended to address project-based roofing construction and repair needs and shall not be used for routine, recurring, or preventive roof maintenance services that are otherwise provided under separate NTMWD contracts.

2.0 TYPES OF WORK

The Contractor shall provide all labor, supervision, materials, equipment, tools, transportation, disposal, permits, subcontractors, and other resources necessary to complete authorized roofing work.

Work may include, but is not limited to, the following:

2.1 Roof Damage Assessment and Repair

• Investigation of roof damage associated with an authorized repair project

• Repair of damage caused by hail, wind, rain, storms, falling objects, or other unforeseen events

• Repair of damaged roofing membranes and materials

• Repair or replacement of damaged insulation

• Repair or replacement of damaged roof decking

• Repair of damaged flashing

• Repair of roof penetrations

• Repair or replacement of damaged roof curbs

• Repair or replacement of damaged edge metal

• Temporary weatherproofing and emergency stabilization

• Permanent repairs following emergency or temporary measures

2.2 Roof Replacement

Roof replacement projects may include full or partial removal and replacement of existing roofing systems.

Work may include:

• Removal and disposal of existing roofing materials

• Removal and replacement of insulation

• Removal and replacement of roof decking where authorized

• Installation of new roofing membranes and systems

• Installation of new flashing

• Installation of edge metal and coping

• Replacement or modification of roof penetrations

• Installation or replacement of roof curbs

• Replacement of roof drains and related drainage components

• Installation of manufacturer-required accessories and components

• Repairs to substrates necessary to support the new roofing system

Roofing systems may include various membrane, built-up, modified bitumen, metal, shingle, tile, coating, or other systems existing at NTMWD facilities or specified for a particular project.

2.3 Roof Restoration and Reconstruction

Authorized work may include restoration or reconstruction of existing roofing systems when full replacement is not required.

Such work may include:

• Partial removal and replacement of roofing systems

• Membrane restoration

• Roof coating systems

• Insulation replacement

• Flashing replacement

• Sheet-metal work

• Edge treatment replacement

• Repairs to roof penetrations

• Repairs associated with roof-mounted equipment

• Other restoration work necessary to return the roofing system to the required condition

2.4 Roof Drainage and Associated Components

Work may include construction or replacement of components directly associated with roof drainage, including:

• Roof drains

• Drain strainers

• Scuppers

• Gutters

• Downspouts

• Overflow drainage components

• Drainage-related flashing and seals

Work involving building plumbing systems beyond the roofing scope may be performed by appropriately licensed subcontractors when authorized by NTMWD.

2.5 Sheet Metal and Flashing

Work may include fabrication, installation, modification, and replacement of roofing-related sheet-metal components, including:

• Coping

• Counterflashing

• Base flashing

• Metal edging

• Gravel stops

• Drip edges

• Expansion joint covers

• Equipment curbs

• Penetration flashings

• Gutters and downspouts

• Other roofing-related sheet-metal components

2.6 Roof Penetrations and Equipment

The Contractor may be required to construct, modify, repair, or replace roofing components associated with roof-mounted equipment and penetrations.

This may include work associated with HVAC equipment, vents, exhaust systems, piping, conduit, supports, access hatches, skylights, and similar penetrations or equipment.

The Contractor shall coordinate with NTMWD and other authorized contractors when roofing work affects existing or planned equipment.

2.7 Emergency Roofing Services

NTMWD may request expedited roofing services when unforeseen damage creates an immediate risk of water intrusion, damage to facilities, or interruption of NTMWD operations.

Emergency services may include:

• Temporary weatherproofing

• Emergency leak mitigation associated with storm or other unforeseen damage

• Temporary roof covering

• Removal of hazardous or damaged roofing materials

• Temporary protection of building interiors and equipment

• Permanent repair or replacement following an emergency condition

Emergency work shall only be performed when specifically authorized by NTMWD in writing.

3.0 CONTRACTOR POOL AND PROJECT SELECTION

NTMWD intends to award contracts to no more than five (5) qualified Roofing Contractors.

Contractors selected to the pool will be eligible to compete for individual roofing projects throughout the contract term.

For each project, NTMWD may issue a request for a pricing proposal to one or more Contractors within the pool. The project-specific request may identify the scope of work, site location, required schedule, anticipated project duration, pricing requirements, and other applicable requirements.

NTMWD will evaluate responses and may award the individual project to the Contractor determined to provide the best value to NTMWD.

Best value may be determined based on factors including, but not limited to:

• Total proposed project cost

• Contractor availability

• Required project completion schedule

• Ability to meet an urgent or expedited schedule

• Relevant roofing experience

• Qualifications and certifications

• Proposed approach to the work

• Past performance with NTMWD

• Safety performance

• Availability of qualified personnel and equipment

• Ability to coordinate with NTMWD operations

• Proposed warranty

• Other factors determined by NTMWD to be relevant to the specific project

The lowest price may not necessarily result in an award of a project.

NTMWD reserves the right to award projects without requesting pricing from every Contractor in the pool when circumstances warrant, including emergency conditions, limited project scope, specialized roofing requirements, schedule constraints, or other operational considerations.

NTMWD may also determine that a project is more appropriately procured through another procurement method and may elect not to utilize the Contractor pool.

4.0 PURCHASE ORDERS

Individual roofing projects awarded under the Contract shall be authorized through written Purchase Orders issued by

NTMWD.

Each Purchase Order may identify, as applicable:

• Description and location of the work

• Existing roofing system

• Scope of work

• Required materials or roofing system

• Required schedule

• Drawings, specifications, or technical requirements

• Project-specific safety requirements

• Not-to-exceed amount or other authorized compensation

• Required bonds and insurance

• Submittal requirements

• Warranty requirements

• Completion requirements

Following issuance of a Purchase Order, the Contractor shall mobilize and begin work within the timeframe specified in the Purchase Order. For emergency work authorized under Section 2.7, the Contractor shall respond within 24 hours of notification unless otherwise agreed in writing.

Prior to submitting a pricing proposal, the Contractor shall, upon NTMWD's request, conduct a site visit to verify existing conditions. Pricing proposals shall reflect actual field-verified conditions rather than assumed conditions where a site visit was made available.

The Contractor shall not begin work without written authorization from NTMWD, except where NTMWD specifically authorizes immediate action due to an emergency condition.

Individual Purchase Orders issued under this Contract shall not exceed a maximum of $500,000.00. NTMWD reserves the right to issue Purchase Orders outside this range at its discretion. Projects exceeding the maximum Purchase Order value may be procured through a separate procurement process at NTMWD's election.

5.0 PRICING AND RSMeans

Pricing for individual projects shall be developed using the Contractor's proposed coefficient applied to the applicable RSMeans construction cost data, as established in the RFP and Contract Documents.

For each project, the Contractor shall provide a detailed estimate identifying the applicable RSMeans cost items, quantities, units, applicable RSMeans costs, and Contractor's coefficient.

The Contractor's proposed coefficient shall apply to work performed during normal NTMWD business hours. A separate coefficient for emergency, after-hours, weekend, or holiday work, as proposed by the Contractor and accepted by NTMWD, shall apply when such conditions are authorized under an individual Purchase Order. Where a project involves both normal and emergency/after-hours work, each portion shall be priced using the applicable coefficient.

NTMWD may request supporting documentation sufficient to demonstrate how the proposed project price was developed.

Where a required item of work is not addressed by an applicable RSMeans cost line, the Contractor shall propose a non-prepriced item consisting of the Contractor's actual cost for labor, material, and equipment, plus a markup not to exceed the percentage established in the RFP and Contract Documents. The Contractor shall provide supporting documentation (quotes, invoices, or other verifiable cost records) for any non-prepriced item upon NTMWD's request.

Non-prepriced items shall not be used where a comparable RSMeans line item reasonably applies.

Pricing shall be based on the RSMeans 2026 edition and Contract Documents for the initial contract term. NTMWD reserves the right, at its sole discretion, to adopt a subsequent RSMeans edition for any renewal term. Any change in RSMeans edition shall not, by itself, entitle the Contractor to a change in the accepted coefficient(s).

Unless a shorter timeframe is specified due to project urgency or emergency conditions, the Contractor shall submit a pricing proposal, including the RSMeans-based pricing breakdown required under Section 5.0, within 3 business days of NTMWD's request for pricing and any applicable site visits. Failure to timely respond may result in NTMWD requesting pricing from another Contractor within the pool for that project.

If NTMWD disagrees with the RSMeans items, quantities, or units proposed in a Job Order proposal, NTMWD shall notify the Contractor of the specific items in question. The Contractor shall revise and resubmit the proposal accordingly. If the parties are unable to reach agreement on pricing for a specific project, NTMWD may decline to issue a Purchase Order for that project and may request pricing from another Contractor within the pool.

The Contractor shall not be entitled to compensation for work that has not been authorized by NTMWD.

6.0 BONDS AND INSURANCE

Payment and Performance Bonds shall be required on an individual Purchase Order basis when required by NTMWD.

The Contractor shall furnish the required bonds in the form and amount specified by NTMWD and applicable law prior to commencing the applicable Purchase Order.

Certificates of Insurance meeting the requirements of the Contract Documents shall be provided prior to commencement of each applicable Purchase Order.

7.0 ROOFING SYSTEMS AND MATERIALS

The Contractor shall use roofing materials and systems appropriate for the existing conditions and as specified by NTMWD for each Purchase Order.

Materials shall be new, commercially manufactured, and installed in accordance with the manufacturer's written requirements and applicable industry standards.

Where a specific roofing manufacturer, system, material, or warranty is identified by NTMWD, the Contractor shall comply with those requirements.

8.0 PERMITS, CODES, AND INSPECTIONS

The Contractor shall obtain and maintain all permits, licenses, inspections, approvals, and other authorizations required for the performance of each Purchase Order, unless otherwise specified by NTMWD.

All work shall comply with applicable federal, state, and local laws, codes, ordinances, regulations, manufacturer's requirements, and applicable NTMWD standards.

9.0 SUBCONTRACTORS

The Contractor may utilize qualified subcontractors when necessary to perform specialized portions of the work.

The Contractor shall remain fully responsible for the performance, coordination, quality, and compliance of all subcontracted work.

Any subcontractor performing work requiring a specific license or certification shall possess and maintain the required license or certification.

10.0 SITE PROTECTION AND CLEANUP

The Contractor shall protect existing buildings, equipment, roofing systems, landscaping, vehicles, utilities, and other NTMWD property from damage resulting from the work.

The Contractor shall take appropriate measures to prevent water intrusion and protect occupied or operational areas during construction.

Upon completion of each Purchase Order, the Contractor shall remove debris, unused materials, equipment, temporary protection, and other construction-related materials and shall leave the work area in a clean and orderly condition.

11.0 EXCLUSIONS

The Contractor shall not interpret the broad nature of this Scope of Work as authorization to perform routine or preventive maintenance services.

SPECIAL PROVISIONS

1 NTMWD’S RIGHT TO INSPECT AND AUDIT

1.1 The Contractor (and Contractor’s suppliers, vendors, subcontractors, insurance agents and other agents) shall maintain and NTMWD shall have the right to examine records, documents, books, accounting procedures and practice and any other supporting evidence deemed necessary by NTMWD to substantiate compliance with the terms of this Contract, including Change Orders. Such right of examinations shall include reasonable access to and cooperation by all Contractor personnel who have worked on or have knowledge related to the performance of this Contract. The Contractor shall provide all records and retrieval requested, within seven (7) calendar days.

2 TERM

2.1 The initial term of this agreement shall commence on the date of the last signatory and shall be for a period of one (1) year. The agreement will automatically renew under the same pricing, terms, and conditions for four (4) additional one-year periods unless NTMWD provides Contractor with written notice of its intent to terminate the agreement at least sixty (60) days prior to the expiration of the current term. If said notice is given by NTMWD, the agreement shall terminate at the conclusion of the current one-year term. In no event shall the entire term of this agreement exceed five (5) years.

2.2 Prices shall remain firm for the duration of the initial contract period. Thereafter, price changes are subject to the price adjustment provisions of this Contract.

2.3 NTMWD reserves the option to temporarily extend this service for an additional ninety (90) days from its expiration date for any reason.

3 INSURANCE PROVISIONS

3.1 DEFINITIONS FOR INSURANCE PROVISIONS

• “We”, “us”, or “our” means the North Texas Municipal Water District.

• “You” or “your” means the vendor, contractor, tenant, Contractor, engineer, architect, and their agents, servants, employees, or other party to a contract with us.

• “Contract” means the contract, purchase order, Invitation for Bid, or similar memorandum or agreement.

• For purpose of defining Additional Insured and Waiver of Subrogation, the term “North Texas Municipal

Water District (the District) shall also mean the elected officials, Board, officers, employees, agents and representatives of the District and the Cities.

3.2 GENERAL REQUIREMENTS

• You shall, at your own expense, maintain in effect not less than the following coverages and limits of insurance. If your coverage fails to comply with these requirements, you agree to amend, supplement or endorse the existing coverage to comply, at no additional cost to us, and to maintain such insurance through the end of the contract, warranty period, or other specified time period, whichever is longer. ANY deviation from the requirements outlined below requires the prior written approval of the District.

• All required policies must be written through a company approved to transact that class of insurance in the State of Texas, with a minimum rating of ‘A -‘,and ‘VII’ by A. M. Best Company. If the rating of any insurer should fall below this standard, you shall cause the policy to be replaced promptly by an acceptable insurer.

• All required policies, except policies for workers’ compensation and professional liability, shall designate the below mentioned parties as “Additional Insureds.”

“North Texas Municipal Water District”

• All required policies shall waive the insurer’s right of recovery or subrogation against the District.

• If any policy is in excess of self-insured retention (SIR), the amount of such SIR must be clearly identified. We reserve the right to reject any SIR exceeding $100,000.

• All required policies must be primary with respect to coverage provided for the District.

• All required policies must be non-contributory with other coverage or self-insurance available to the

District.

• All required Liability policies, except Professional, must be written on an “Occurrence Form.” Neither “Modified Occurrence” nor “Claims-Made” policies are acceptable, and the Contractor will be in contractual default if your insurance is “Modified Occurrence” or “Claims Made.” If the Professional Liability policy is Claims- Made, the Retroactive Date must be on or before the contract date or the date of the Contractor’s first professional service to the District related to our contract.

• All required liability policies must cover cross-suits between insureds.

• All required liability policies must contain a “severability of interests” provision.

3.3 REQUIRED COVERAGE AND LIMITS

Workers’ Compensation ............................................................................... Texas Statutory Coverage Employer’s Liability Insurance ........................................................................ $500,000 Each Accident Each Disease, Each Employee…………………………………...$500,000 Each Disease Policy Limit…………………………………………$500,000

• All employees, leased or co-employees, independent contractors, and employees of subcontractors and vendors, occupants of the building as tenants, sub-tenants or sub sub-tenants, performing work for the District, or entering upon the District’s premises, must be covered by Texas Workers’ Compensation.

• If Contractor is a sole proprietorship without employees and which will not be using any subcontractor(s) in the performance of the Contract Work, it may substitute the following for workers compensation insurance: The Contractor must provide the District with a Hold Harmless and Indemnification Agreement in the form attached in the “Proposal Response Forms” section.

Commercial General Liability (CGL)

Limit Any One Occurrence .................................................................................................... $1,000,000 Damage to Rented Premises .................................................................................................... $100,000 Personal and Advertising Injury ........................................................................................... $1,000,000 Policy Aggregate .................................................................................................................... $2,000,000 Products and Completed Operations Aggregate ................................................................ $2,000,000

• Aggregate limits of General Contractors or construction contracts General Liability policies shall be

“per project” or “per location,” as appropriate. If any aggregate limit is reduced by 25% or more by reserved and/or paid claims, the contractor must notify the District and promptly reinstate the required aggregates.

Business Automobile Liability

Combined Single Limit for Each Accident… ........................................................................... $500,000

• Coverage must apply to all vehicles (owned, non-owned, or hired) operating on our site/location, or transporting our people or property off our site, except vehicles operated by you or your employee(s) commuting in personal vehicles to our parking facilities, in which case you must only carry Employer’s Non-Ownership coverage, (same limit), and ensure that such vehicle(s) are personally insured.

3.4 ADDITIONAL REQUIREMENTS

• Should this Contract require the use of Subcontractors, it will be the sole responsibility of the General

Contractor to either endeavor to require Subcontractors to provide and maintain the insurance limits and coverages required herein or provide said insurance coverage for the subcontractor by designating the Subcontractor as an additional insured either by a blanket additional insured endorsement, or by specific endorsement.

• The General Contractor shall verify that such Subcontractors are in compliance with all contractual insurance requirements.

• The General Contractor shall assume all liability for those Subcontractors who do not meet the insurance requirements.

3.5 CERTIFICATE OF INSURANCE

Upon execution of the contract or prior to commencement of work, whichever is first, you shall provide the Procurement Manager with a current insurance certificate by emailing your certificate to tbenton@ntmwd.com with your contract number and business name in the subject line. Please copy the Procurement Manager on email submissions. You shall cause your insurance data to be kept current with the District for the period of time you are liable for your product or work, but not less than through the warranty period of our contract.

You further agree, upon our oral or written request, to furnish copies of…