7-IFB 2026-11 - 1400 Randolph Street Roof Replacement.pdf

HARRISBURG HOUSING AUTHORITY | IFB NO. 2026-11

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INVITATION FOR BID

Contract No. 2026-11

1400 RANDOLPH STREET

ROOF REPLACEMENT

Harrisburg Housing Authority 351 Chestnut Street

Harrisburg, PA 17101

(717) 232-6781

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Invitation for Bid

The Harrisburg Housing Authority (HHA) is accepting online bids from qualified roofing contractors for the following project:

IFB No. 2026-11 – 1400 Randolph Street Roof Replacement

The solicitation schedule, pre-bid site visit details, questions deadline, closing date, and pricing fields will be provided separately through HHA's Bonfire e-procurement portal at harrisburgha.bonfirehub.com.

A pre-bid site visit will be held so bidders may inspect the roof and existing conditions before submitting a bid. Bidders are responsible for considering observable conditions when preparing their bids.

HHA reserves the right to reject any or all bids, waive minor informalities, or cancel the solicitation when it is in HHA's best interest. No bidder may withdraw its bid for 60 days after the bid closing date.

HARRISBURG HOUSING AUTHORITY

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Scope of Work

The selected contractor shall provide all labor, supervision, materials, equipment, permits, disposal, cleanup, and warranties necessary to complete the roof replacement, including:

• Remove and dispose of the existing EPDM (rubber) roof system and up to three underlying roof layers down to the plywood roof deck. The contractor must notify HHA and obtain written approval before removing any additional concealed roofing layers.

• Inspect the exposed deck and framing. Photograph and report rot, water damage, deterioration, or unsafe conditions before performing extra work.

• Install tapered insulation providing a minimum slope of 1/4 inch per foot and positive drainage.

Install a 1/2-inch high-density (HD) insulation cover board above the tapered insulation and below the TPO membrane. The cover board must be compatible with and approved by the roofing system manufacturer.

• Install a fully adhered, white, 60-mil TPO roofing system to replace the existing EPDM roof, including heat-welded seams and all manufacturer-required flashing and accessories. The system must be installed by a contractor authorized or approved by the roofing system manufacturer.

• Replace required edge metal, fascia, coping, drip edge, flashing, scuppers, conductor heads, and drainage accessories.

• Keep the building watertight, maintain a safe work area, protect occupants and property, obtain all required permits and inspections, and complete final cleanup. Before final payment, provide HHA with final inspection approvals, warranty documents, and roofing system product information.

Environmental and Concealed Conditions Before roof removal or demolition begins, the awarded contractor shall obtain the necessary roof core sample or samples and arrange for asbestos testing by qualified personnel. The contractor shall also perform lead testing of painted materials that will be disturbed. Testing costs must be included in the base bid, and all test results must be provided to HHA before removal work begins. Any required abatement, remediation, or concealed repairs are excluded from the base bid and require HHA’s prior written authorization.

Contract Term and Completion The contractor must complete all work within 30 calendar days from the written Notice to Proceed. HHA may approve a written extension for documented weather-related delays or other circumstances beyond the contractor’s control. All extensions require HHA’s prior written approval.

Warranty

• Minimum five-year contractor workmanship warranty.

• Minimum 20-year manufacturer’s roofing system warranty covering materials and installation labor, beginning on the date of HHA’s final acceptance.

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Bid Submission and Award Bidders shall complete all required Bonfire submission fields and provide:

• Description of the proposed white, fully adhered, 60-mil TPO roofing system, manufacturer, tapered insulation, and 1/2-inch high-density cover board.

• Proposed start time and construction duration demonstrating completion within 60 calendar days after the Notice to Proceed.

• A unit price per 4-foot by 8-foot sheet for replacement of rotten or deteriorated plywood roof decking, submitted through the applicable Bonfire pricing field. Unknown plywood replacement quantities are excluded from the base bid.

• Completed and signed Bidder Information and Certification form.

• Acknowledgment of all addenda, if any.

Award is intended for the lowest responsive and responsible bidder based on the total base bid and is subject to required HHA approvals. HHA may reject a bid containing a plywood unit price that HHA determines is unreasonable.

Deteriorated Roof Decking and Plywood Replacement The bidder shall provide a unit price per 4-foot by 8-foot sheet of plywood. The unit price must include all labor, materials, fasteners, removal, disposal, and installation required to replace damaged or deteriorated roof decking. Replacement plywood must match the existing deck thickness and type unless HHA approves otherwise in writing.

The quantity of decking requiring replacement is unknown and is excluded from the base bid. The actual quantity will be determined after removal of the existing roofing system. Upon discovering damaged decking, the contractor must notify HHA, provide photographs, and allow HHA to inspect the affected areas.

The contractor shall not replace any decking without HHA’s prior written authorization. Payment will be based on the number of sheets authorized and installed, multiplied by the unit price submitted with the bid.

The contractor must document the location and quantity of all replaced decking. No additional markup or charges beyond the approved unit price will be permitted without HHA’s prior written approval.

Insurance and Required Documents Before contract execution or the Notice to Proceed, the apparent successful bidder must provide:

• Workers' compensation insurance as required by Pennsylvania law.

• Commercial general liability insurance of at least $1,000,000 per occurrence and $2,000,000 aggregate, naming HHA as an additional insured.

• Automobile liability insurance of at least $1,000,000 combined single limit.

• Completed W-9 and current City of Harrisburg Business Privilege and Mercantile License.

• Applicable permits, licenses, or contractor registrations.

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Payment Approved invoices are payable net 30. Final payment is subject to HHA's acceptance of the work, correction of deficiencies, and receipt of required permits, inspection approvals, warranties, and final lien releases if requested. Extra work will not be paid unless HHA authorizes it in writing before the work is performed.

Bidder Information and Certification Pricing sheet will be entered separately in Bonfire and is intentionally not included in this form.

Bidder Legal Name: ___________________________________________________________________________

Address: ____________________________________________________________________________________

Contact Person: ______________________________________________________________________________

Telephone / Email: ____________________________________________________________________________

Registration or License, if applicable: ______________________________________________________________

Proposed Schedule and Roofing System

Days to begin after Notice to Proceed: ______________________________________ calendar days

Construction duration: ___________________________________________________ calendar days

TPO manufacturer/system: _____________________________________________________________

Addenda acknowledged: No. ______________ No. ________________ No. ________________

Certification By signing below, the bidder confirms that it has reviewed the solicitation, considered observable site conditions, and agrees to comply with the contract requirements if selected.

Authorized Signature: ___________________________ Date: ______________________________

Printed Name: _________________________________ Title: _______________________________

Email: ________________________________________ Telephone __________________________

Company Name: ________________________________ Federal EIN: __________________________