Durant Roof Replacement City of Alexandria, VA

100 N. Pitt Street, Suite 301

Alexandria, VA 22314

The Seal of the City of Alexandria may not be used on any materials in response to this Soli‐ citation without written permission from the Purchasing Agent, or unless the requirements of this Solicitation specifically call for the Seal to be incorporated in the response.

Sep 16th 2026, 2:00PM EDT - Oct 13th 2026, 2:00PM EDT

City of Alexandria

Invitation to Bid (Construction)

ITB: Durant Roof Replacement

ITB No.: 2036

Table of Contents

Contents Page #

Project Details 6

1. Part A - General Information 8

1.1. Solicitation General Information 8

1.2. Procurement Schedule 8

1.3. Introduction 9

1.4. General Overview 9

1.5. Contracting Officer’s Representative and Contracting Officer’s Technical Representative 9

1.6. Financial Security 10

1.7. Faith–Based Organizations Nondiscrimination 10

1.8. Special Terms and Conditions 10

2. Part B - Construction Scope of Work 11

2.1. General Overview 11

2.2. Performance Period, Location, and Workdays/Hours 11

2.3. Scope of Work 11

2.4. Additional Requirements 16

2.5. BIDDER QUALIFICATIONS 18

3. Part C - Construction Special Terms and Conditions 20

3.1. General Overview 20

3.2. Change Management - Work 20

3.3. Change Management - Contract 21

3.4. Completion and Close-Out 21

3.5. Construction Documents and Interpretation 23

3.6. Contract Administration 24

3.7. Eligibility Requirements 26

3.8. Financial Security 26

3.9. Inspection of Construction 27

3.10. Labor Compliance 28

3.11. Liquidated Damages 28

3.12. Payment Mechanics 29

3.13. Quality and Acceptance of Work 32

3.14. Safety 32

3.15. Schedule of Values 32

3.16. Damage for Delay 33

3.17. Site Conditions and Risk Allocation 33

3.18. Quantity Adjustments 35

4. Part D - General Terms and Conditions 36

4.1. Assignment 36

4.2. Assignment of Risk 36

4.3. Audit and Price Adjustment 36

4.4. Brand Name or Equivalent 36

4.5. Choice of Law; Venue 37

4.6. Claims and Disputes 37

4.7. Claims for Damages 38

4.8. Code Compliance 38

4.9. Commercial Warranties 38

4.10. Compliance with Applicable Law 38

4.11. Compliance with the Bid or Proposal 39

4.12. Compliance with the Immigration Reform and Control Act of 1986 39

4.13. Conditional Bids or Proposals 39

4.14. Contract Term Deviations 39

4.15. Copyright/License for Drawings and Specifications 39

4.16. Drug-Free Workplace 40

4.17. Entire Agreement 40

4.18. Equal Employment Opportunity 40

4.19. Ethics in Public Contracting 42

4.20. Federal Disaster Assistance and FEMA Compliance (When

applicable) 42

4.21. Federal, State, and Local Taxes 42

4.22. Felony Convictions 43

4.23. Force Majeure 43

4.24. Freedom of Information 44

4.25. Indemnification 44

4.26. Independent Pricing 44

4.27. Inspection 44

4.28. Insurance Requirements 46

4.29. Interpretation of Contract: Notice of Ambiguities 47

4.30. Non-Waiver 48

4.31. Notice 48

4.32. Oral Modification 48

4.33. Pre-Bid / Pre-Proposal Conferences 48

4.34. Protests and Appeals 49

4.35. Prompt Payment 49

4.36. Proprietary and Confidential Information 49

4.37. Royalties and Patents 49

4.38. Samples 49

4.39. Severability 50

4.40. Small-, Minority-, and Women-Owned Business Outreach 50

4.41. Specific Environmental Obligations 50

4.42. Successors, Assigns, and Legal Representatives 50

4.43. Survival 50

4.44. Termination 50

4.45. Third-Part Beneficiary 52

4.46. Transportation Costs and Other Fees or Expenses 52

5. Part E - Instructions to Bidders 54

5.1. Questions 54

5.2. Vendor Registration 54

5.3. Bid Submission Information and Instructions 54

5.4. Bid Signature 54

5.5. Acceptance Period 54

5.6. Award 55

5.7. Bid or Proposal Submission and Presentation Costs 55

5.8. Late Bids 55

5.9. No Response Form 55

5.10. Opening of Bids 55

5.11. Mistakes in Bids 55

5.12. Withdrawal of Bids 55

5.13. Bidder Qualifications 56

6. Part F - Evaluation and Method of Award 57

6.1. Evaluation Factors for Award 57

6.2. Reservation of Right 57

6.3. Responsibility Determination 57

7. Part G - Required Forms 58

7.1. Attachment A - Authorized Signatory Statement 58

7.2. Attachment C - Required Information form 58

7.3. Attachment D - Certifications Statement forms 58

7.4. Attachment E - Reference Sheet 58

7.5. Attachment F - Subcontractors List 59

7.6. Attachment G - No Response form 59

7.7. Bid Total Cost 59

8. Part H - Exhibits 60

8.1. Exhibit A - Definitions 60

8.2. Exhibit B - Technical Specifications and Drawings 69

8.3. Exhibit E - Sample Construction Contract 69

8.4. Exhibit F - Sample Posting Compliance form 69

8.5. Exhibit G - Sample Pay Scale Certificate 69

8.6. Exhibit H - Information Technology Terms and Conditions 70

Project Details

Project Durant Roof Replacement

Ref. # 2036

Type ITB

Description The City is issuing this RFP, on behalf of the Department of General Services (DGS), in order to solicit Bids from interested, licensed (to do business in the Commonwealth), and qualified firms to provide a replacement of the roof at the Oswald Durant Center, located at 1605 Cameron St, Alexandria, VA 22314, Open Date Sep 16th 2026, 2:00PM EDT

Questions Due Date Sep 29th 2026, 5:00PM EDT

Close Date Oct 13th 2026, 2:00PM EDT

Project Owner Brandon Jackson

Solicitation Meeting Link https://events.gcc.teams.microsoft.com/event/ 7badd492-2f99-454e-b956-7f62def3ef12@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog

Solicitation Opening Meeting Link https://events.gcc.teams.microsoft.com/event/ 31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog

Events

Event Name Duration Description

Open Date Sep 16th 2026, 2:00PM

EDT

Posting date for the Opportunity

ITB 2036 Durant Roof Replacement Pre Bid Conference

Sep 22nd 2026, 2:00PM EDT - Sep 22nd 2026, 3:00PM EDT

The purpose of this meeting is to review the ITB with vendors and the City team.

Questions Due Date Sep 29th 2026, 5:00PM

EDT

Deadline to submit Questions

Event Name Duration Description

ITB 2036 Durant Roof Replacement Bid Opening

Oct 13th 2026, 2:00PM EDT - Oct 13th 2026, 3:00PM EDT

The purpose of this meeting is to unseal the bids received for the

ITB.

Close Date Oct 13th 2026, 2:00PM

EDT

Deadline for Submissions

1. Part A - General Information

1.1 Solicitation General Information

Solicitation General Information

Solicitation Type: Invitation to Bid (Construction)

Number: 2036

Title: Durant Roof Replacement

Point of Contact: Brandon Jackson

Contact Email: brandon.jackson@alexandriava.gov

1.2 Procurement Schedule

Procurement Schedule

Advertisement

Pre-Bid Conference

Type: Optional

Final Date for Vendor

Questions

Question must be sent via Euna Bonfire ONLY

City Issues

Responses to Vendor

Questions via

Amendment

Solicitation

Responses Due

Award

The timeframes listed above apply to events related to the Solicitation and the City’s due diligence process. The activities with specific dates must be completed as indicated unless otherwise changed by the City by issuance of a written Amendment.

The Bid Opening meeting will be virtual. If you would like to attend the bid opening, please go to the

Microsoft Teams Webinar link provided below:

mailto:brandon.jackson@alexandriava.gov mailto:brandon.jackson@alexandriava.gov

The complete web address for the bid opening on Microsoft Teams Webinar is: https:// events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog

1.2.1 Vendor Confirmation that Section Read [Required] [Single Choice]

(Yes) / (No)

1.3 Introduction

The City of Alexandria, Virginia (the “City”) is an urban community of 15.75 square miles with a population of approximately 159,647. With its stable residential neighborhoods, its historic districts, and its proximity to

Washington, D.C., the City continues to attract new residents, tourists, and businesses.

1.4 General Overview

The City of Alexandria, Virginia (the “City”) issues this Invitation to Bid (“ITB”) to obtain sealed Bids from qualified and responsible Bidders for the The City is issuing this RFP, on behalf of the Department of General Services (DGS), in order to solicit Bids from interested, licensed (to do business in the Commonwealth), and qualified firms to provide a replacement of the roof at the Oswald Durant Center, located at 1605 Cameron St, Alexandria, VA 22314, identified in this Solicitation. The successful Bidder must furnish all labor, materials, equipment, supervision, bonds, and insurance necessary to complete the Work in strict accordance with the Contract Documents, including the construction plans and technical specifications issued with this Solicitation.

1.5 Contracting Officer’s Representative and Contracting Officer’s Technical Representative

The Contracting Officer’s Representative (COR) and the Contracting Officer’s Technical Representative (COTR) are responsible for administration and technical coordination, as applicable. Neither the COR nor the COTR has authority to modify the Contract, issue Change Orders, or waive Contract requirements. All contractual changes must be authorized in writing by the Purchasing Agent.

The following individual is appointed as the authorized COR:

Jeremy McPike, Director

Department of General Services

2331Mill Rd, No. 201

Alexandria, VA 22314

The following individual is appointed as the authorized COTR:

Frank Delimba, Project Manager

Department of General Services

2331 Mill Rd, Suite No. 201

Alexandria, Virginia 22314 https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog https://events.gcc.teams.microsoft.com/event/31ba839d-1155-4953-8012-cebdd825e89c@feaa9b31-4375-4aee-adcc-c76ad32a890b?source=copyLinkLegacyShareLinkDialog

The Contractor must contact the COTR to coordinate the schedule and placement of contracted /Work.

1.6 Financial Security

This Solicitation requires the submission of a bid guarantee and the furnishing of performance and payment bonds by the successful Bidder, as more fully described in Part C – Construction Special Terms and Conditions. Failure to comply with applicable financial security requirements may result in rejection of the Bid response or forfeiture of the bid guarantee, as applicable.

1.7 Faith–Based Organizations Nondiscrimination

Pursuant to Virginia Code § 2.2-4343.1, the City of Alexandria does not discriminate against faith-based organizations in the solicitation, evaluation, award, or administration of contracts. A faith-based organization contracting with the City shall not discriminate against any recipient of goods, services, or disbursements on the basis of religion, religious belief, or refusal to actively participate in any religious practice, or on the basis of race, age, color, gender, sexual orientation, gender identity, national origin, or any other status protected by applicable law. If an individual objects to the religious character of a contracted provider, the City shall offer access to equivalent goods or services from an alternative provider.

1.8 Special Terms and Conditions

Construction Special Terms and Conditions are set forth in Part C, and General Terms and Conditions are set forth in Part D, which are incorporated by reference.

2. Part B - Construction Scope of Work

2.1 General Overview

This module describes the general Scope of Work for the Project. Detailed requirements for construction administration, performance, scheduling, and payment are addressed in Part C – Construction Special Terms and

Conditions and Part D – General Terms and Conditions.

Bids shall be submitted strictly in accordance with the requirements of the Solicitation and shall not include narrative proposals unless expressly required.

The successful Bidder shall provide all goods, services, labor, supervision, required bonds, and insurance necessary to replace the roof system. The Bidder shall meet or exceed the Durant Center Roof Replacement Technical

Specifications (Exhibit B - 2 Durant Center Roof Replacement Technical Specifications), construction drawings

(Exhibit B -1 Durant Center Roof Replacement Drawings).

The roof design shall follow the Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines

(CPG) to comply with recovered (recycled) content criteria for insulation materials.

(https://www.epa.gov/smm/comprehensive-procurement-guidelinecpg-program ).

It shall also comply with EPA Energy Star Program’s criteria for roofing membrane albedo.

All work must strictly comply with current applicable codes and regulations, and consider the wind loads relevant to

Alexandria, Virginia.

2.2 Performance Period, Location, and Workdays/Hours

Period of Performance

The Contractor must achieve Substantial Completion within one hundred twenty (120) Calendar Days from the Notice to Proceed as administered in accordance with Part C – Construction Special Terms and

Conditions.

Work Location and Work Days/Hours

Work location: The Oswald Durant Center at 1605 Cameron St, Alexandria, VA 22314 Workdays/hours, except for public holidays established by Federal law: Work hours are from 7 a.m. to 6 p.m., Monday through Friday.

2.3 Scope of Work

Contractor obligations, performance standards, inspection requirements, scheduling, and payment provisions are addressed in Part C – Construction Special Terms and Conditions and Part D – General Terms and Conditions.

The Contractor must provide all goods, services, labor, supervision, bonds, and insurance necessary to provide:

1.

2.

A.

B.

1. Mobilize and General Conditions

Establish a laydown area for material and equipment storage Begin delivery of materials and equipment Erect fencing or barriers, public and project security barriers Spot trash dumpster and roof debris trash chutes

2. Demolition and Trash removal

Remove roofing according to work schedule established in preconstruction meeting Daily walk of surrounding work area and collect any debris and remove.

3. Roof Installation – Asphalt Shingles

Identify area by using attachments Exhibit B - 1 and B - 2 for reference Purchase new materials according to specifications, and general and key notes Upon removal inspect decking / substrate for any repair necessary

Issue RFI and document with report to include photos, description, and pricing Install new asphalt shingle materials using best practices.

4. Roof Installation – Modified Bitumen Asphalt Roof

Identify area by using attachments Exhibit B - 1 and B - 2 for reference Purchase new materials according to specifications, and general and key notes Upon removal inspect decking / substrate for any repair necessary

Issue RFI and document with report to include photos, description, and pricing Install new PVC roofing materials using best practices.

5. Roof Installation – EPDM and Flashing

Identify area by using attachments Exhibit B - 1 and B - 2 for reference Purchase new materials according to specifications, and general and key notes Upon removal inspect decking / substrate for any repair necessary

Issue RFI and document with report to include photos, description, and pricing Install new PVC roofing materials using best practices.

6. Brick and Flashing Work

Identify area of work on the attached Exhibit B - 1 drawings Follow the General notes that describe and specify the work

7. Lightning Suppression System Upgrade

Access current system Repair, replace, or add to the current system to complete Certify the new enhancement of the system

A.

B.

C.

D.

A.

B.

A.

B.

C.

a.

E.

A.

B.

C.

a.

E.

A.

B.

C.

a.

E.

A.

B.

A.

B.

C.

8. Supply and Installation of Roof Drains and Gutters

Identify roof drains and replace with specified new drains Identify gutters and down spouts and supply with new

9. Paint Wood Trim

Repair and prepare existing wood trim Inspect for replacement

Document needed replacement with report containing photos and pricing Report to PM for City approval

Caulk and primer all surfaces Top coat with exterior latex, color to match existing

10. Allowance

The Bid for the Allowance shall include all necessary materials, plus cost for delivery, installation, insurance, equipment, applicable taxes, overhead, and profit.

Payment will only be authorized when reviewed and approved by an authorized agent of the Owner and the project’s Architect of Record prior to work commencing. If work commencement is approved, any funds not utilized at the end of the project for the allowance must be processed as a change order credit back to the Owner.

The authorized agent of the Owner reserves the right to reject Contractor's measurement of work in-place and to have this work measured Quantities listed above are estimates and do not constitute a guarantee to purchase. Quantities may increase or decrease as the project dictates. Any increase in quantities shall require a written change order signed by the Contracting Officer. Any increased quantities will be provided at the Unit Cost, as specified in the “Unit Prices”.

11. Additional / Alternate work

Work areas are defined in the Exhibit B - 1 Attachment – design drawings Shaded regions on the ADD / ALTERNATE ROOF AREA

Quote for work to be fully burdened with:

Demolition and trash removal All specified typical work and specific keynotes including but not limited to flashing, cap flashing, roof drains, scuppers trim paint, and rehabilitation that would apply to the shaded region.

Refer to Part H Exhibits B for Drawing, Specifications and Technical Documents

2.3.1 BIDDER’S PRICING SCHEDULE [Required]

No Basket

Item Name Quantity Required

Unit Of Measure

(UOM)

Unit Cost

Estimated Calendar Days Duration

Total Cost

Mobilization 1 Lump Sum

(LS)

A.

B.

A.

B.

a.

b.

D.

E.

A.

B.

C.

D.

A.

a.

C.

a.

b.

Item Name Quantity Required

Unit Of Measure

(UOM)

Unit Cost

Estimated Calendar Days Duration

Total Cost

Demolition / Trash

1 LS

Asphalt Shingle Roof Removal / Material Purchase and Installation / Asphalt Shingle

1 LS

Modified Bitumen Roof Removal / material Purchase and Installation / PVC System.

1 LS

EPDM Roof / Flashing removal / Material Purchase and Installation / PVC system

1 LS

Cut out and replace existing brick masonry and remove through-wall flashing

1 LS

Furnishing and Installation of Lightning suppression/ system upgrade

1 LS

Supply and replace roof drains, gutters, and hardware

1 LS

Paint Exterior Wood Trim

1 LS

Allowance for unexpected wood and substrate removal/ repair

1 LS

2.3.2 ADDITIONAL / ALTERNATE WORK [Required]

No Basket

Required

Unit of Measure

(UOM)

Unit Cost

Estimated Calendar Days Duration

Total Cost

Roof replacement at North roof section as shaded on Alternate Roof Key Plan on A101 and identified by keynote 1A. Include all work shown within the shaded limits. 1261

sq. Ft. (13 Sq.

Qty.)

1 LS

Roof replacement at Southwest roof section as shaded on Alternate Roof Key Plan on A101 and identified by keynote 1A. Include all work shown within the shaded limits. 1307

sq. ft. (13sq qty)

1 LS

Roof replacement at Southeast roof section as shaded on Alternate Roof Key Plan on A101 and identified by keynote 1A. Include all work shown within the shaded limits. 1307

sq. ft (13sq.

qty)

1 LS

2.3.3 Unit Prices for Removal and Replacement [Required]

No Basket

Item Name Quantity Required

Unit Of Measure

(UOM)

Unit Price Total Cost

Furnish and Install pressure treated 2 x 4”

1 LF

Required

Unit Of Measure

(UOM)

Unit Price Total Cost

Furnish and Install pressure treated 2 x 6”

1 LF

Furnish and Install pressure treated 2 x 8”

1 LF

Furnish and Install pressure treated 2 x 10”

1 LF

Furnish and Install pressure treated 2 x 12”

1 LF

4 x 8 x ½" exterior deck grade plywood Furnish and Install

1 LF

4 x 8 x ¾" exterior deck grade plywood Furnish and Install

1 LF

Price for 1 qty.

(100 sq. St.)

section of flat roof, demolition, supply materials and installation of Sarnafil PVC roofing system.

Install per roof plan for each specific area.

1 LS

2.4 Additional Requirements

Additional Requirements

The contractor shall coordinate closely with the COTR, recreation center representative, and Jefferson Houston school representatives to ensure minimal impact on center operations.

Work hours are from 7 a.m. to 6 p.m., Monday through Friday. It shall be the contractor’s responsibility to remove all debris from the driveway and open the contractor-provided temporary gates between the hours of 7:30 am- 8:30 am and 2 pm- 3 pm for student drop off and pick up at the adjacent school. The Contractor may request to perform work on Saturday, with 2 weeks' prior approval from the COTR and the Center Representative. It will be the contractor's responsibility to pay and obtain a permit for Saturday work.

Work is prohibited on Sundays and City Holidays.

The contractor shall complete work in distinct phases while the building is occupied. Each phase shall be complete, including punch list items, before initiating the next phase. The building will be occupied and in use during construction. The contractor shall take necessary precautions to minimize disturbances and disruptions to the building and its occupants during the work. The City reserves the right to combine or change the phases.

Code Enforcement: The Contractor shall apply for all required building and trade permits. The Contractor shall submit and pay for all other state and local permits as required. The City permit fees will be waived. Supply, install and maintain overhead protection and barriers, warning lines, and personnel required to segregate the work area(s) from pedestrian traffic, as well as to prevent damage to the building, its occupants, and the surrounding landscaped and paved areas. The Contractor shall observe all applicable OSHA and local code requirements.

Demolition: The Contractor shall remove all banded and existing standpipe and equipment no longer in use down to deck. The contractor at its own expense shall bring a dumpster on site. A dumpster permit is required if set off property, and the Contractor must apply for a permit at the City Hall’s Permit Center located at 4850 Mark Center Drive, Alexandria, VA. A solid waste permit is required and must be issued by the City’s Resource Recovery Division under the Department of Transportation and Environmental Services (T&ES). The Contractor shall allow ten Business Days for

1.

A.

B.

C.

D.

E.

F.

this process. The dumpster must be removed every Friday, and debris must be removed from the site immediately after the demolition is completed.

Material Storage and Vehicles Parking: Storage for materials is limited. The Contractor must coordinate deliveries such that the accumulation of construction material is avoided, and the building operation is not impeded.

Project Site Access: The Contractor shall maintain a clear entrance into the buildings to allow for access by staff and the vehicles stored in and around the facility.

The Contractor shall provide both a construction parking and staging plan within ten (10) Business Days after receipt of a NTP (Notice To Proceed). The Contractor shall coordinate crane staging and movement with the COTR.

The Contractor shall notify the COTR regarding the Work start date to accommodate coordination with City staff. The Contractor shall submit to the COTR a preliminary detailed construction schedule within ten (10) Business Days after receipt of an NTP. The Contractor shall provide an updated schedule to COTR, each week, during the project to maintain the Contract completion date. Prior written approval from the Contracting Officer is required for changes to the project scope, specifications, or schedule. Schedule and execute Work without exposing the building interior to the effects of inclement weather. Protect the building and its occupants against such risks and repair/replace work-related damage to the Owner's satisfaction.

The restrooms at the facility will not be available. The Contractor shall provide portable restroom(s) for their personnel. Contractor's vehicles parking, dumpster, porta cabin and material storage are limited and must be coordinated in contractors work plan. No areas may be utilized without the Owner's permission.

Conflicts: In the event, the Contractor discovers that any field conditions are different from the construction plans/documents, the Contractor shall immediately notify the COTR.

Requests for Information: The Contractor shall submit, in writing, any requests for information to the COTR. The City shall respond to the Contractor’s written requests for information within seven (7) Calendar Days.

Submittals: The Contractor shall submit all required submittals to the COTR for review and approval within ten (10) Calendar Days from receipt of the NTP. The COTR will review and respond to the Contractor within ten (10) Calendar Days of receipt of submittals.

Substitutions: All workmanship and materials shall be of the best construction practice. Should a conflict arise between the specification requirements and those of the referenced publications, the better quality or more stringent requirement will prevail. Specification requirements that exceed the minimum requirements of the Manufacturer shall be complied with by the Contractor. The Contractor shall request the substitution of materials and equipment specified as preferred by the City in the construction documents with an in-kind/” or equal” product, at the time specified in the Anticipated Timeline of this ITB. The substitution request shall be submitted in writing accompanied by the following information:

The reason for the substitution.

The specifications of the proposed material or equipment; and The cost variance between the specified material or equipment and the proposed substitution.

Substitution requests shall be reviewed by the COTR and may be approved if the proposed product meets the requirements.

Work Area Ethics, and Security: Coordinate the Work in this Section with other Sections, including preparatory Work, building protection, daily clean-up, and protection of building and occupants.

Supply labor, vacuums, tools, and appliances necessary to keep the interior and exterior building and site areas below and around the construction clean, with as little accumulation of dust and debris as possible daily. The Contractor shall be responsible to secure the work area, including any tools and equipment. The City shall not be held liable for any missing materials, tools, equipment, or Contractor’s staff personal effects.

Deliveries: The Contractor shall be present to accept all material and equipment deliveries. The Contractor shall have staff available to immediately take the materials and equipment to the work area upon delivery.

Payment Applications: Monthly payments applications shall be submitted to the COTR for review, shall include back-up documentation, and shall accurately reflect the percentage of work completed for which the application is submitted. The application shall be submitted five (5) Business Days prior to the end of the month.

As-built information: At the completion of the Work, the Contractor shall submit red-line drawings that detail any changes performed in the field that differ from the construction documents. Additionally, the Contractor shall provide an Operation and Maintenance (O&M) manual with flashing details, product literature, and approved submittals. The Contractor shall provide one (1) copy of the O&M manual, and the as-built drawings will be provided in electronic copy.

Warranties and Guarantees: Prior to the last payment application, the Contractor shall provide manufacturers’ written warranties and/or guarantees for products, equipment, systems, and installation. Refer to specific Sections of this Specification for systems and product warranty requirements.

Roof system shall be installed with the manufacturer’s warranty with provisions for future roof-mounted equipment, including photovoltaic (PV) systems. Submit a letter from the roofing manufacturer stating that the proposed roofing system is eligible to maintain its warranty following the future installation of roof-mounted photovoltaic systems, provided such systems are installed in accordance with the manufacturer's published requirements and approved

G.

H.

a.

b.

c.

J.

K.

L.

M.

a.

b.

c.

d.

O.

P.

Q.

R.

S.

a.

attachment details. The letter shall identify any limitations, installer qualifications, attachment methods, flashing requirements, or other conditions necessary to preserve warranty coverage.

Roof system shall be considered “solar ready” for future photovoltaic installation and future photovoltaic installer shall be responsible for any damage to roofing system resulting from their work.

After commencement of the project, mobilization and demobilization charges or similar charges shall not be allowed under the Contract. In emergency circumstances, mobilization and demobilization or similar charges are permitted only with the Contracting Officer’s prior written approval.

The Contractor shall furnish, through its workforce or sub-workforce, all necessary and appropriate insurance, supervision, coordination, labor, tools, equipment, machinery, materials, supplies, transportation, relevant license or patent rights, and other goods and services necessary to fulfill the Contract requirements.

The Contractor shall provide, on COTR determined schedule, any and all reports, including but not limited to reports on field conditions, incident, accident, and progress required by the City.

The Contractor shall maintain clear and open communication with the City. The Contractor shall promptly respond to any and all City inquiries within two (2) Business Days of being issued.

The Contractor shall work with the COTR to avoid problems or, when that is not possible, to resolve problems promptly and at the lowest possible level.

The Contractor shall create project records of expenditures, deliverables, and progress.

The Contractor shall adhere to all Occupational Safety and Health Administration (OSHA) safety regulations and requirements, to include all lock-out/tag-out procedures.

The building shall remain watertight. Any damage caused by leaks, water, pitch materials, or any other intrusion in the building shall be returned to new condition immediately after damage has occurred. Leaks shall be responded to within four (4) hours of being reported. The leak shall be stopped, or the water contained in such a way to cause minimum damage to the facility. If water enters the building it shall be gathered by plastic sheeting and dumped into a receptacle to be collected and emptied outside of the building. This work will be done by the Contractor’s crews.

The Contractor shall restore all the damages to the site, including damage to the landscaping.

FINAL COMPLETION

PRELIMINARY PROCEDURES

Before requesting final inspection for determining date of Final Completion, complete the following:

Submit a final Application for Payment.

Submit a certified copy of the Architect's Substantial Completion inspection list of items to be completed or corrected (punch list), endorsed and dated by the Architect.

The certified copy of the list shall state that each item has been completed or otherwise resolved for acceptance.

Inspection: Submit a written request for final inspection for acceptance. On receipt of request, COTR will either proceed with inspection or notify Contractor of unfulfilled requirements. Architect will prepare a final Certificate for Payment after inspection or will notify Contractor of construction that must be completed or corrected before certificate will be issued.

Reinspection: Request reinspection when the Work identified in previous inspections as incomplete is completed or corrected.

LIST OF INCOMPLETE ITEMS (PUNCH LIST)

Preparation: Submit three copies of list to COTR. Include name and identification of each space and area affected by construction operations for incomplete items and items needing correction including, if necessary, areas disturbed by Contractor that are outside the limits of construction.

WARRANTIES

A. Submittal Time: Submit manufacturer's warranties and contractor's guarantees on request of COTR for designated portions of the Work where commencement of warranties other than date of Substantial Completion is indicated.

PROJECT CLOSEOUT SUBMITTALS

When both the Owner or Owner's Representative COTR and roof material Manufacturer's Representative agree that the Contractor has performed according to the Specifications and has installed the materials to the satisfaction of the Manufacturer, submit the following:

1. Specified Contractor's and Manufacturer's Warranties and Guarantees.

2. Lien Releases from Contractor, subcontractor, and suppliers (AIA Forms G706, G706A).

3. Consent of Surety to Final Payment (AIA Form G707).

2.5 BIDDER QUALIFICATIONS

Bidder must be a responsible bidder and must satisfactorily prove to the City that they have adequate facilities, manpower and financial capacity to perform all requirements. The City reserves the right to consider past performance in making its determination. Bidder shall demonstrate and warrant to the satisfaction of the CO and COR that the Bidder and/or the Bidder’s subcontractors have the technical expertise, relevant Project experience, and ability to complete the various elements of the Contract and scope of work.

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Contractor shall incorporate all specifications, terms, and conditions in every subcontract issued pursuant to or under this Contract and shall require the same reference or inclusion be contained in every subcontract entered into by any subcontractor.

All Bidders must submit three (3) references. References in Attachment J-5, “Bidder’s Reference Sheet,” must include month and year of project start and completion dates, role of the Firm and responsibilities, and professional contacts. The referenced projects shall be roof projects similar in construction elements and size. Receipt of references will determine responsiveness. Prior to the award, all references will be verified to determine responsibility.

Contractor shall have at least five (5) years of experience in the trades involved in this project scope.

Services requested in this ITB include all the planning, materials, labor, required insurance and bonds, overhead and profit, mobilization/demobilization, and any permits required in performance of the Work to bring the project to completion within the project schedule. Work shall be completed consistent with current applicable codes and City requirements. The successful Bidder shall be a manufacturer-authorized roofing installer for the roofing system offered for installation. Proof of this authorization is required with the Bidder’s response to the ITB.

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3. Part C - Construction Special Terms and Conditions

3.1 General Overview

This section covers the Special Terms and Conditions for this Solicitation. Bidders are encouraged to thoroughly review all Solicitation Documents to ensure a responsible and responsive Bid is submitted. These Construction

Special Terms and Conditions apply only to construction contracts and supplement the City’s Part D - General Terms and Conditions. In the event of a conflict or inconsistency, Part C - Construction Special Terms and Conditions governs all construction-related inspection, testing, acceptance, and correction of the Work.

3.2 Change Management - Work

Change Orders

The City may order changes in the Work consisting of additions, deletions, or modifications, the Contract Sum and the Contract Period being adjusted accordingly. Such changes in the Work shall be authorized only by written Change Order signed by the Contracting Officer. The Contract Sum and the Contract Period shall be changed only by Change Order signed by the Contracting Officer.

Proposed Change Orders

A Proposed Change Order (PCO) is a written request from the Contractor to the Owner requesting a change in the Contract Sum and/or Contract Time, in response to a Request for Proposal, a Field Order, or Architect’s

Supplemental Instructions, a Request for Information, a Construction Change Directive, or any other reason for a change to the Contract Sum and/or Contract Time. A PCO must be submitted within twenty (20) calendar days, or within such other longer period as the Owner may agree in writing to allow. If the City determines that the Contractor's PCO is acceptable, the City Shall prepare and issue, or cause to be prepared and issued, a Change Order which will authorize the Contractor to proceed with the Change in the Work for the cost and time stated in the Proposed Change Order, or as otherwise may be agreed upon by the parties. The amounts stated in the Change Order for the cost and time to perform the Change in the Work shall be binding on the parties.

Construction Change Directive

A Construction Change Directive (CCD) is a written order prepared and signed by the City directing a change in the Work prior to issuance of a Change Order, and issued for one of the following reasons:

If the parties are unable to agree as to the reasonable cost and Change in the Work, the City shall make a unilateral determination of the reasonable cost and time to perform the Change in the Work, based upon his own estimates, the Contractor's submission or a combination thereof. A Construction Change Directive shall be issued for the amounts of cost and time determined by the City and shall become binding upon the Contractor unless the Contractor submits its protest in writing to the City within thirty (30) days of the issuance of the Change Directive.

If the work required in the Change Order is sufficiently urgent due to safety or other reasons as to not allow time to negotiate cost and time, a CCD may be issued in writing by the City to the contractor, for which the Contractor shall immediately initiate the work, and complete promptly and expeditiously.

Final agreement on cost of the CCD shall be negotiated and agreed to by both parties by the earliest possible date. (Template attached)

Change Order Overhead and Profit:

The percentages for overhead, profit, and commission to be allowed for net increases in the Contractor's cost caused by Change Order Work must, in no case, be allowed to exceed the following:

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Overhead Profit Commission

To the Contractor for Work performed by its own forces

10% Plus 5% _ _

To the Contractor for Work performed by other than its own forces

_ _ _ _ 10%

To the Subcontractor for Work performed by other than its own forces

_ _ Plus 5% _ _

Itemization:

In submitting its Change Order request, the Contractor must provide a complete cost breakdown that lists and substantiates each item of Work and each item of cost.

3.3 Change Management - Contract

Contract Modifications:

The Contract may be modified only by a written Contract Modification executed by the Purchasing Agent or other authorized City representative. No oral statement, course of conduct, or written communication not executed as a Contract Modification shall be binding on the City.

A Contract Modification may add to, delete from, or otherwise revise the scope, quantity, price, delivery requirements, or other terms of the Contract, as authorized by the City. The Contractor shall not proceed with any modified or additional work or services unless and until a written Contract Modification has been issued by the City.

When requested by the City, the Contractor shall submit information reasonably necessary to support the proposed modification. The City may accept, reject, or negotiate any proposed modification in its sole discretion.

3.4 Completion and Close-Out

Closeout Deliverables

The Contractor must furnish all closeout deliverables required by the Contract Documents, including, but not limited to, record drawings (as-builts), operation and maintenance manuals, warranties, certifications, training documentation (if applicable), and other required closeout materials. All closeout deliverables must be submitted in the form, quantity, and format required by the City.

Record Drawings (As-Builts)

The Contractor must maintain a complete and accurate set of record drawings that reflect the Work as actually constructed. Record drawings must be updated as the Work progresses and must clearly identify all changes from the Contract Documents, including revisions to dimensions, locations, materials, equipment, and installed systems. Final record drawings must be submitted to the City prior to Final Acceptance unless otherwise approved in writing.

Operation and Maintenance Manuals

The Contractor must submit operation and maintenance manuals for all systems, equipment, and components requiring ongoing operation or maintenance. Manuals must include manufacturer data, operating instructions, maintenance requirements, recommended spare parts, warranty information, and emergency

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procedures, as applicable. Operation and maintenance manuals must be submitted and accepted by the City prior to Final Acceptance.

Warranties and Guarantees

The Contractor must submit all required warranties, guarantees, and certifications in writing, properly executed by the Contractor and applicable manufacturers or suppliers. Unless otherwise stated in the

Contract Documents, warranty periods commence upon Final Acceptance.

Training Documentation

Where training is required by the Scope of Work, the Contractor must complete all required training and submit applicable training materials, certifications, and attendance records prior to Final Acceptance.

Additional Closeout Documentation

The Contractor must provide all additional documentation required for project closeout, which may include, but is not limited to:

final inspection and testing reports;

commissioning documentation (if applicable);

lien waivers, releases, or affidavits consent of surety to final payment

Substantial Completion

When the Contractor considers that the Work, or such portion of the Work, which the City agrees, in writing, to accept separately, is substantially complete, the Contractor must give the COTR written notice of such fact, together with a list of any items acknowledged to be incomplete or not in accordance with the Contract Documents. The Contractor must also give notice to Code Enforcement and obtain any necessary inspections and correct any deficiencies as a condition for Substantial Completion.

Upon receipt of the Contractor’s notice, the City will make an inspection to determine whether the Work or such designated portion, is substantially complete. If the City’s inspection discloses any items, whether or not included on the Contractor’s list, that are incomplete or not in accordance with the Contract Documents and that prevent Substantial Completion, the Contractor shall, upon notification by the City, complete or correct such items before the City issues the Certificate of Substantial Completion. The Contractor must then submit a request for another inspection by the City to determine Substantial Completion. At the time of the issuance of the Certificate of Substantial Completion, the City must provide the Contractor with a comprehensive Punch List of items to be completed and/or corrected. The Contractor must proceed promptly to complete and correct items on the Punch List. Failure to include an item on the Punch List does not alter the responsibility of the Contractor to complete all Work in accordance with the Contract Documents.

When the Work, or such designated portion of the Work, is substantially complete, the City must prepare and issue a Certificate of Substantial Completion (in the form of AIA Document G704), which must establish the date of Substantial Completion, the applicable responsibilities of the City and the Contractor for security, maintenance, utilities, damage to the Work, insurance, and other related matters, and must fix the time within which the Contractor must finish all items on the list accompanying the Certificate of Substantial Completion. The Certificate of Substantial Completion must be submitted to the Contractor for written acceptance of the responsibilities assigned, and a fully executed copy must be retained by the City.

Upon Substantial Completion of the Work, or such designated portion of the Work, and upon application by the Contractor and issuance of a Certificate of Substantial Completion, the City must make payment, less retainage, for such Work or such portion of the Work as provided in the Contract Documents.

Issuance of a Certificate of Substantial Completion establishes the date the Work is sufficiently complete for its intended use and does not constitute final acceptance of the Work or a waiver of any rights or remedies under the Contract.

Final Completion and Payment

Upon written notification by the Contractor that the Work has reached final completion, and upon the

Contractor’s submission of a final application for payment, the City will conduct a final inspection of the Work.

When the City determines that the Work has been satisfactorily completed and the Contract Documents have

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been fully performed (including the Contractor's and Subcontractor’s releases of liens and submission and acceptance of all required closeout deliverables), the City must promptly prepare and issue a final Certificate for Payment.

3.5 Construction Documents and Interpretation

Variance Between Plans and Specifications

If there is any discrepancy, inconsistency, or variance between the plans and specifications and the Solicitation Documents with respect to any item, note, or requirement, the Contractor must promptly notify the City and request a written interpretation or direction. The Solicitation Documents govern and form the basis for the preparation of the plans and specifications. Any deviation from the requirements of the Solicitation Documents requires prior written authorization from the Purchasing Agent. Work, materials, or operations that are reasonably necessary to produce a complete and functional Project, and that are customary for the type of Work involved, are deemed included even if not expressly shown or specified, unless such items are of an unusual or extraordinary nature.

If any discrepancies, ambiguities, omissions, or conflicts exist within the drawings or specifications, or between the drawings and specifications, that affect pricing, the Contractor and its Subcontractors are deemed to have based their pricing on the more costly method, material, or requirement necessary to perform the Work in accordance with the Contract Documents, unless the City provides written direction to the contrary.

Specification Interpretation

The Contractor is responsible for reviewing and coordinating all drawings, specifications, and Contract

Documents and must promptly notify the City of any discrepancies, ambiguities, or conflicts. The City’s interpretation of the Contract Documents is final and binding unless otherwise provided in the Contract.

Specifications and Drawings for Construction

The Contractor must keep on the Work site a copy of the drawings and specifications and must at all times give the COTR access to them. Anything mentioned in the specifications and not shown on the drawings, and not mentioned in the specifications, must be of like effect as if shown or mentioned in both. In case of a difference between drawings and specifications, the specifications must govern. In the event of a discrepancy between the figures in the drawings and the specifications, the specifications must govern. In case of a discrepancy in the figures in the drawings or in the specifications, the matter must be submitted promptly to the COTR who must make a prompt decision in writing. Any adjustment by the Contractor without such a determination must be at its own risk and expense.

Whenever the words “directed,” “required,” “ordered,” “designated,” “prescribed,” or similar terms are used in the drawings or specifications, such terms mean the direction, requirement, order, designation, or prescription of the City’s Contracting Officer’s Technical Representative (COTR), unless expressly stated otherwise. Likewise, the words “approved,” “acceptable,” “satisfactory,” or words of similar meaning mean satisfactory to the COTR, unless expressly stated otherwise.

Where the phrases “as shown,” “as indicated,” “as detailed,” or words of similar meaning are used, the reference is to the drawings forming part of the Contract Documents, unless expressly stated otherwise. The term “provide,” as used in the Contract Documents, means furnish and install complete and in place.

Shop Drawings: Drawings and other submittals prepared and submitted to the City by the Contractor, Subcontractor, or any lower-tier Subcontractor pursuant to the Contract, showing in detail:

The proposed fabrication and assembly of structural or other components; and The installation, including form, fit, and attachment details, of materials or equipment required for the Work.

The term Shop Drawings includes drawings, diagrams, layouts, schematics, descriptive literature, illustrations, schedules, performance data, test data, and similar materials furnished to explain in detail specific portions of the Work required by the Contract.

If this Contract requires Shop Drawings, the Contractor must coordinate all such drawings and review them for accuracy, completeness, and compliance with contract requirements and must indicate its approval thereon as evidence of such coordination and review. Shop drawings submitted to the

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COTR without evidence of the Contractor's approval must be returned for resubmission. The COTR will indicate approval or disapproval of the shop drawings and, if not approved as submitted, must state the City's reasons for disapproval. Any Work done before such approval must be at the Contractor's risk.