E_-_26-03-ITB_-_Police_Department_Tile_Roof_Replacement_Addendum_1.pdf

ADDENDUM NO. 1

POSTING DATE: November 10, 2025

26-03-ITB

Police Department Tile Roof Replacement

The original Invitation to Bid shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

SECTION I: CLARIFICATIONS

• REVISED DUE DATE: Please note the due date for this solicitation has changed. Please see below for the revised due date.

SECTION II: QUESTIONS

• Question 1: Just reaching out to see if there are any specifications and/or drawings for this project that are available for review, can you assist me with this? Thanks so much.

Answer: Yes. The specifications have been uploaded to VendorLink. Please visit VendorLink (https://www.myvendorlink.com/external/bids) to download the solicitation and exhibits.

• Question 2: Public Bid Clay tiles to be Spanish “S” tile with color 60% clay, 20% red, and 20% brown. Do you have a manufacturer in mind? Manufacturers we have say "Clay" is not a color option.

Answer: No specific manufacturer is designated in the documents. The manufacturer must supply materials that meet the performance and aesthetic requirements in the bid package. The term "clay" refers to a standard clay tone (typically a light beige or earth tone), not a proprietary color name. If your suppliers lack an exact match, propose the closest equivalent color that matches the clay colored tiles currently on the roof. Samples will be required for Owner review and approval prior to ordering materials.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, October 16, 2025 -

PRE-BID MEETING & SITE VISIT Tuesday, October 28, 2025 10:00 AM Local Time

QUESTION DEADLINE Tuesday, November 4, 2025 2:00 PM Local Time

BID DUE DATE Thursday, November 20, 2025 2:00 PM Local Time

RECOMMENDATION OF AWARD December 2025 6:00 PM Local Time https://www.myvendorlink.com/external/bids

• Question 3: The details shown in the roof consultant report have the bird stop shown as a metal eave, but the existing bird stop is the individual clay pieces. Which one should we quote as the base bid? Metal or individual clay bird stop?

Answer: The base bid should include a clay eave closure in kind with the existing. The material should be approved by the Owner prior to ordering.

• Question 4: Can you make a recommendation on a base bid for the clay tile manufacturer? I've read the specs and don't see where a manufacturer is specified.

Answer: No specific manufacturer is required for the clay tiles. Contractor to select tiles based on availability, ability to match existing aesthetics, and match the requirements of the specifications.

• Question 5: Are we to reuse the existing lightning protection system atop the clay tile? Are we to quote a new lightning protection system? We would need to have an electrical contractor certify the system after we remove it to install the new tile roof.

Answer: The existing lightning protection system is to be carefully removed by the Contractor, protected from damage, and delivered to the Owner for storage. The Owner will be responsible for reinstallation and certification.

• Question 6: It looked as if there were lightning rod cables running underneath the ridge cap tiles. You can see them standing up vertically along the roof from the ground. Is that correct to your knowledge? There will be lightning rod cables to run underneath some of the ridge tiles?

Answer: The existing lightning protection system is to be carefully removed by the

• Question 7: Ridge Installation Method:

On Page 3 of Exhibit F, the diagram shows the use of metal top closures on both sides of the ridge. However, the current installation uses mortar as the closure rather than metal. Could you please clarify which method of installation is preferred or required? Should the contractor follow the diagram with metal closures, or is the mortar closure acceptable?

Answer: The ridge installation should utilize a mortar closure matching the existing installation. Mortar should be match the specifications in Section 073213 – Clay Roof Tiles. Include all labor and materials for the selected closure system in the base bid.

• Question 8: RTU Flashing Repair and Roof Conditions: On Page 6 of Exhibit F, regarding the RTU flashing repair, it states that if conditions prevent the repair, an alternative sealant solution must be proposed. If the sections of roof around the RTU's is in a condition unsuitable to the repair, would a larger-scale roof replacement in order to accomplish this repair be granted? If so, would this be granted at additional cost to the city, or should such considerations be included in our bid?

Answer: The RTU flashing repair details 10 and 11 in the Typical Roofing Details is limited to localized waterproofing repairs at the four (4) identified RTUs on the low-sloped roof sections, as included in Pay Item S-8.

There will not be a larger scale roof replacement for the low-sloped roof section.

Modifications to the low-sloped roof are only limited to the section around the skirt and flashing. If field conditions at the initial pilot RTU prevent execution of the specified repair, immediately notify the Owner and Engineer in writing with photos. Propose an alternative sealant/flashing solution for approval prior to proceeding. Do not expand the repair area without written authorization. The base bid should contain the scope of work shown in details 10 and 11 in the Typical Roofing Details.

• Question 9: Installation Method Clarification – Clay Tile System: Section 2.2.7 on page 26-03- ITB specifies the use of a foam-adhered clay tile system. However, other sections suggest the possibility of mechanical fastening. Could you confirm whether the installation must be strictly adhered foam, or if mechanical fastening is also acceptable?

Answer: The clay tile system should be installed using foam adhesive per Pay Item S-7.

• Question 10: Material Procurement: Section 2.13 – "Quantities" indicates that some materials may be purchased from the City. During the pre-bid meeting, it was stated that the City will not purchase any materials for this project. Please clarify whether there is material that will be purchased by the city.

Answer: Section 2.13 has been removed from the solicitation. The City will NOT Owner Direct Purchase any materials for this project.

• Question 11: Use of Wood Nailers/Battens with Clay Foam Adhesive: Is the use of wood nailers or battens required when installing clay tiles with a foam adhesive system, or is adhesion alone sufficient?

Answer: The use of wood nailers or battens with a clay tile foam adhesive system is required only if mandated by the selected tile manufacturer's ICC-ESR or Florida Product Approval for the foam-adhered installation method. Adhesion alone is sufficient if the manufacturer's approved system allows direct-to-deck application without battens/nailers and meets all performance criteria.

• Question 12: Price Sheet – Rotten Wood Replacement: For the sections regarding rotten plywood and fascia, the price sheet requests a unit cost and total cost. Should we leave the total cost blank if we are unsure of the amount of wood that is rotten? We want to ensure our bid is complete and compliant.

Answer: For Pay Items S-2 (plywood replacement, EA) and S-3 (fascia replacement, LF), provide the unit cost only in the Quotation Form. Leave the "Cost" column blank for both items. These are unit-price allowances for unforeseen rotten wood discovered after tile removal. The quantities listed (1 EA and 1 LF) are placeholders for bid comparison only;

actual quantities will be paid at the bid unit rates.

• Question 13: Will this project require certified payroll?

Answer: No.

• Question 14:

Action Submittals

(Section 061600 – Sheathing – 1.2.A, Page 18)

For each type of process and factory-fabricated product, is it required to include the corresponding technical data sheets along with the submittals?

Answer: Yes, submit product data sheets for each factory-fabricated product being used for Engineer review prior to construction.

• Question 15:

Informational Submittals

(Section 061600 – Sheathing – 1.3.A, Page 18)

For preservative-treated or fire-retardant-treated plywood, should we provide evaluation reports or certifications with the submittals?

Answer: Yes

• Question 16:

Clay Tile Color Specification

(Section 073213 – Clay Roof Tiles – 2.2.A, Page 22)

The specification lists tile color composition as “60% Clay, 20% Red, 20% Brown.” Please confirm whether this denotes a single blended tile color (all pigments mixed during manufacture to produce a single, blended tile appearance) or three distinct tile colors to be installed separately in specific roof areas.

Answer: The tile color specification requires three distinct tile colors installed separately and blended across the roof in the following proportions: 60% Clay, 20% Red, 20% Brown.

This is not a single pre-blended tile color from the factory. The contractor should field-blend the three colors uniformly during installation to match the existing roof aesthetic.

Submit manufacturer samples for Owner approval prior to ordering material.

• Question 17:

Accessories List

(Section 073213 – Clay Roof Tiles – 2.5, Pages 22–23)

The specification lists several accessories, including asphalt roofing cement, butyl sealant, elastomeric sealant, roofing asphalt, cold-applied adhesive, mortar, foam adhesive, eave closure, wood nailers, and mesh fabric. Please confirm whether all these accessories are required for this project, or if they should be provided only as needed based on field conditions and installation requirements.

Answer: Accessories listed in Section 2.5 of the Clay Roof Tiles specification should be provided only as needed based on field conditions and manufacturer installation requirements. It is likely that not every item will be needed for the project.

• Question 18:

Fasteners

(Section 073213 – Clay Roof Tiles – 2.6, Page 23)

The specification lists several types of fasteners, including roofing nails, wood batten nails, wire ties, twisted-wire-tie systems, single-line wire-tie systems, hook nails, tile locks, and storm clips.

Please confirm whether all listed fasteners are required for this project, or if the fastener type should be selected based on field conditions and roof design.

Answer: Fasteners listed in Section 2.6 of the Clay Roof Tiles specification should be provided only as required by the selected tile manufacturer's approved installation system and field conditions. Not every fastener type is mandatory.

• Question 19:

Underlayment Installation

(Section 073213 – Clay Roof Tiles – 3.1, Pages 24–25)

Multiple underlayment systems are listed as acceptable (single-layer felt, self-adhering sheet, and double-layer/self-adhering combinations). Please clarify which specific system should be used for this project, as material cost may vary depending on the selected system.

Answer: The required underlayment system is one layer of self-adhering (peel-and-stick) underlayment per Pay Item S-4. Include Bid Alternate BA-1 for the installation of a second layer of peel-and-stick underlayment to allow the Owner to select either the single-layer base bid or an enhanced double-layer system.

• Question 20:

Wood Nailers Substitution

(Section 073213 – Clay Roof Tiles – 3.3, Page 25)

Can a metal ridge channel be used in place of the specified wood nailers?

Answer: A metal ridge channel may be substituted for the specified wood nailers, provided the proposed metal ridge channels is part of the selected tile manufacturer's approved ridge installation assembly. Metal ridge channels should have corrosion resistance (minimum G90 galvanized or stainless steel).

• Question 21:

Ridge Vent Clarification

(Sections 3.2 and 3.5, Pages 25–26)

Should we install metal ridge vents, plastic ridge vents, or both, as referenced in Sections 3.2 and 3.5?

Please clarify which ridge vent type is required for this project.

Answer: Metal ridge vents should be included in the base bid.

• Question 22:

Antenna Removal

Should the existing antenna be completely removed, or should it be detached and reinstalled after roof completion?

Answer: The existing antenna is to be carefully removed by the Contractor, protected from damage, and delivered to the Owner for storage. The Owner will be responsible for reinstallation and certification.

• Question 23:

Eave Closure Substitution

Can the clay eave closure (bird stop) be substituted with a metal eave closure, provided that it meets the manufacturers and code requirements?

Answer: The base bid should include a clay eave closure in kind with the existing. The material should be approved by the Owner prior to ordering.

• Question 24:

Lightning Protection System

We noticed that a lightning protection cable may be installed beneath the existing roof tiles.

Should this cable be removed or detached and reset during the roof replacement? Please confirm whether this work is included in our scope.

Answer: The existing lightning protection system is to be carefully removed by the

• Question 25:

Hip End Finishing: For hip and ridge ends, please confirm whether it is acceptable to finish with mortar instead of the specified “hip starter” and “ridge end pieces.” Existing conditions show a mortar finish, and the manufacturer (Westlake) does not produce these specific end pieces for clay tiles. Please clarify the acceptable finish for these areas.

Answer: Hip and ridge ends should be finished using either manufacturer-supplied “hip starter” and “ridge end pieces” (preferred where available) or mortar finish matching the existing conditions, as acceptable alternatives per the Clay Roof Tiles specification.

mortar finish is permitted following the mortar specification requirements in the Clay Roof Tiles specification section 2.5.

• Question 26:

Equipment Access – Lift Usage

Would it be acceptable to operate a lift (Equipter or similar equipment) around the perimeter of the building to transport materials? This would minimize foot traffic and material handling over the TPO section of the roof.

Answer: Yes.

• Question 27:

Dumpster Placement

Is it permissible to place dumpsters around the building perimeter for debris removal and material disposal?

Answer: The City must approve the proposed dumpster location before it is placed. This may necessitate a temporary road closure, which can be accommodated.

• Question 28:

RTU Waterproofing / Flat Roof

Should the existing rooftop units (RTUs) remain in place during waterproofing, or should they be temporarily removed and reset? Are there specific flashing or waterproofing requirements around these units?

Answer: The existing rooftop units (RTUs) should remain in place during the waterproofing repairs. Temporary removal and resetting of the RTUs is not included in the scope. Waterproofing should be done in accordance with Typical Roofing Details 10 and 11. The intention is to replace RTU flashing while leaving the RTU in place. See response to Question 8 for additional information.

• Question 29:

Gutters and Downspouts

Will the existing gutters and downspouts be detached and reset, or removed and replaced as part of this project?

Answer: The existing gutters and downspouts should be removed and replaced with new materials per Pay Item S-6 in the Quotation Form.

• Question 30:

Flat Roof Material Verification

Will workers need to go through a background check before starting work on site?

Answer: No. However, some areas will have limited access. The contractor shall include in their schedule when access to restricted locations is needed, so a Police Department Volunteer can escort them as required.

SECTION III: REVISIONS TO THE SCOPE OF WORK

• Page 2, Section 1.2.1, shall be amended to read:

1.2.1 Electronic bid security shall be submitted by the bidder and made payable to the City of Sebastian in an amount not less than five percent (5%) of the total bid price WITH ALTERNATES. In lieu of an electronic submission, a bidder may submit an alternative form of security in the form of cash, money order, certified check, cashier’s check, or a domestic corporate bond, note, or debenture as authorized under Section 625.317, Florida Statutes. All bid securities must be issued by a company with a registered agent in the State of Florida. Personal or business checks will not be accepted.

• Page 4, Section 1.1.2, shall be amended to read:

1.1.2 The bid opening will be held virtually. Bids will be opened at 2:05 p.m. local time. The company name and the lump sum bid amount of all companies that submitted a response to this Invitation to Bid will be read aloud.

• Page 12, Section 2.13, has been removed.

2.12 QUANTITIES

Any quantities identified in this bid are estimates only and in no way obligate the City to purchase these amounts. The City reserves the right to re-negotiate prices if, during the agreement term, the City purchases more than the estimated quantities in this bid.

SECTION IV: ATTACHMENTS

• 26-03-ITB - EXHIBIT A - Electronic Price Sheet - Addendum 1 – Uploaded to VendorLink

• Updated Contact Information Sheet – Included in Addendum 1

Sincerely, Jessica Graham, CPPB Procurement Manager

26-03-ITB

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 19 of 33

CONTACT INFORMATION SHEET

DUE DATE: November 20, 2025 Bids due on or before 2:00 PM LOCAL TIME

Proposals must be submitted electronically via VendorLink

Check the Addenda for any revised opening dates before submitting your bid. Bid(s) received after the date and time stated above will not be opened.

CONTACT:

Jessica Graham, CPPB

Procurement/Contracts Manager

(772) 388-8231 jessgraham@cityofsebastian.org

ITB TITLE: Police Department Tile Roof Replacement

ITB NO.: 26-03-ITB

Bidder Name and “Doing Business As”, if applicable:

Federal Tax Identification Number:

Unique Entity ID (SAM.GOV):

Address:

City: State: Zip Code:

Telephone No:

E-Mail Address of Authorized Representative:

I certify that I have carefully examined the ITB document and associated documents, including the Addenda, accompanying or made a part of this solicitation. I further certify that all information contained in this bid is truthful to the best of my knowledge and belief, and that I am duly authorized to submit this bid on behalf of the bidder named above, and that the bidder is ready, willing, and able to perform if awarded.

In compliance with this solicitation, and subject to all conditions herein, I hereby propose and agree to furnish the goods and /or services specified in the ITB at the prices or rates in my bid, and prices will remain for a period of ninety (90) days to allow the City adequate time to evaluate the bid.

Signature of Authorized Representative (Manual)

Name of Authorized Representative (Typed or Printed)

Title Date

Each bid submittal must include the signature of an officer or employee with the authority to bind the contractor in the space(s) provided. If the individual is not listed on Sunbiz.org, a Corporate Resolution shall be provided. The bid submittal shall be marked non-responsive if a Corporate Resolution cannot be provided.

The City reserves the right to reject any and all bids or to accept any bid or portion deemed to be in the City's best interest and waive any non-substantial irregularities.

mailto:jessgraham@cityofsebastian.org