ESBD_484611_1771019915841_Addendum 2 - IFB 2026-B04.pdf

ADDENDUM #2

IFB 2026-B04 Health Department Roof Repair – Hailstorm May 2024

HAYS COUNTY PURCHASING OFFICE

Stephanie Hunt, CPPB - Purchasing Agent

712 S. Stagecoach Trail, Ste. 1012 San Marcos, Texas 78666

512-393-2267 ● purchasing@hayscountytx.gov

February 13, 2026

Please find attached Addendum #2 to IFB 2026-B04 Health Department Roof Repair – Hailstorm May 2024. All questions were answered by Hays County staff.

Included in Addendum 2:

• Questions & Answers

• Attachment A: Updated – IFB 2026-B04 Bid Form

• Attachment C: Satellite Image of Thermon Building

• Attachment D: MBCI PBR Panel Manual (Separate Document)

• Extended Deadline: Monday, February 23, 2026 @ 11:00 AM

Acknowledge receipt of this addendum by signing and returning this page with your proposal.

Signature

Company Name Date mailto:purchasing@hayscountytx.gov

Questions & Answers

Questions:

1. Good Evening- I received ITB on bidnet regarding the above mentioned project. I would like to know if it will require any dust containment services, such as interior temporary dust wall or temporary interior protection, which is installing 6mil FR polyethylene sheets below roof inside facility in case the place will stay occupied during roof replacement?

• The building will be operational during repairs. Vendors will need to provide a safety action plan that would include any proposed protection for all identified repairs.

2. Do you have a copy of the plans and specs for the project?

• All of the quantities/measurements of known damaged areas are listed on Attachment A

– 2026-B04 Bid Form and Attachment B – Insurance Appraisal Report.

3. What color is the roofing?

• The current roofing is MBCI PBR 26-gauge, 36” width smooth texture in Ivy Green.

• The replacement roofing will need to be the exact same paneling as stated above, no substitutions.

4. Is the roofing a R-Panel?

• Yes, the current roof is R-Panel.

• See Question 3.

5. Your scope of work for repairs of Hays County health department building indicate work is needed on gutter/downspout, HVAC, and roofing. Will you be accepting bids for the individual trades or are you only pursuing bids for all of the work combined? We appreciate any additional information you can provide and look forward to hearing from you soon.

• We will only be accepting bids from vendors who can provide completion of the entire project. If your company must use a subcontractor, they must be pre-approved by the County if a contract is awarded to you.

6. We are not a general contractor so we do not do the HVAC. Can we submit a bid excluding the HCAV replacement? Or do we need to get that included in order to have a chance at winning the bid?

• The HVAC replacement has been removed from the bid form. Please see Updated Attachment A: 2026-B04 Bid Form.

7. Also, are you guys accepting bids to remove the R-Panel that is on the building and replace it with Standing Seam? It is a much better roof system and with this being an insurance claim the money provided will absolutely cover the cost to go back with a standing seam upgrade.

• See question 3

8. The insurance appraisal and bid form reference HVAC-related components; however, the IFB scope of work does not clearly define whether HVAC equipment removal, reinstallation, or repair is included as part of this contract. Please confirm the following: Whether HVAC equipment removal, disconnection, or reinstallation is included in the contractor’s scope of work; or Whether HVAC work will be handled separately by the County or another contractor, with roofing contractor coordination only as required for penetrations and flashing.

• See Question 6.

9. Can you please clarify if replacing air-conditioning and heating units needs to be included in the bid?

• See Question 6.

10. What name brands are approved for the synthetic underlayment?

• Use the brand that would be considered industry standard for this type of roof replacement.

• The underlayment must be synthetic.

11. Are gutters to be installed all around the building?

• Yes, the bid is for replacement of all gutters and all downspouts.

• There are 18 downspouts and approximately 23 LF of gutters. The downspouts come in both 10’ and 15’, so they will need to be field cut to match all existing lengths.

• Color must be a Sherwin Williams almond/beige color.

• Samples of all proposed colors must be included in your bid.

12. How many 10' downspouts get installed?

• See Question 11.

13. Are all the facia boards to be replaced?

• No. All fascia boards on the North and West sides of the building are to be replaced with

1x6x12 Hardie Primed Boards in a Sherwin Williams almond/beige color, provide samples of all proposed colors. The color should match the gutter and downspout color.

• Replacements on the South and East sides, and in each courtyard will need to be priced separately per the Updated Attachment A.

• The counts are as follows:

i. North: 10 boards

ii. East: 7 boards

iii. South: 10 boards

iv. West: 7 boards

14. Is the contract time 90 days?

• Repairs are recommended to be completed by May 15, 2026. If your company requires a longer completion time, identify that on the Updated Attachment A: 2026-B04 Bid Form.

15. How many LF of facia are being replaced?

• See Question 13.

16. Is all the facia being painted or just what's being replaced

• See Question 13.

17. Can you provide the model numbers for the HVAC units being replaced and the quantity of each model?

• See Question 6.

18. Please confirm is this is a full tear off for Gutters / Downspout and Fascia

• See Questions 11 and 13.

19. Specs state on the first bulletin to remove Existing Panels / Gutters and damaged fascia board.

If we remove all gutter than all downspouts will need to be removed. This contradicts the SOW on attachment A bid form which states to only remove and replace 23Lft. Please Clarify.

• See Questions 11 and 13.

20. The fascia board is a 2 pcs system. Do you want to go back with both boards or just the 8” fascia board? The gutter will sit flush with fascia instead of bumping out. Photo is attached

• No, we will use the same attachment method for the replacements.

21. The SOW states to remove an replace 785 Lft of Drip Edge. No Drip edge was noted the existing system. Was this meant to say Fascia board? If so this contradict the Specs due to the 10th bulletin stating that all damaged fascia to be replaced. Please Clarify

• Drip edge will need to be installed.

22. Where the existing units enter the exterior wall system. Is this area going to be replaced? This is questionable due to the existing condition and with both the Mechanical scope and Head wall removal and replacement this will most likely be damaged further. Resulting in potential leaks.

• See Question 6.

23. Gutters and downspouts are to match the fascia color. It states we will be matching the exiting fascia color. Please note if we are only replacing partial metal and fascia boards, the color will not match due to weathering of the existing.

• See Questions 11 and 13.

24. Specs state you are requesting a 35/40 yr panel warranty. This is being confirmed with the manufacture. If not possible do you want a submission of what is provided?

• The warranty should, at a minimum, be the same as MBCI as we are only requesting their materials.

25. Was the prebid yesterday mandatory? If it was not could we possibly get an a few day extension to do a site visit and get a bid out?

• The site visit was not mandatory. You may contact Chris, Deichmann chris.deichmann@hayscountytx.gov to schedule a possible appointment for the following:

i. You may walk around the site and fly over with a drone to take pictures after 5 pm.

ii. If you would like to fly a drone during the day, you will need to coordinate that with Chris Deichmann.

iii. Nobody will be permitted to access the roof.

26. Bid Form Identifier Conflict: Attachment A (Bid Form) text references “IFB 2025-B04” even though the solicitation is IFB 2026-B04. Please confirm the correct bid form/identifier to use and whether an updated Attachment A will be issued by addendum.

• The correct solicitation is IFB 2026-B04.

27. Scope Source / Precedence: The IFB states Attachment B is an appraisal for needed repairs.

Please confirm whether bidders are to price strictly to (a) the Bid Form line items, (b) the IFB Scope of Work narrative, or (c) Attachment B appraisal quantities, and which takes precedence if there is a discrepancy.

• The bid form takes precedence; any discrepancies identified after contract execution will be handled through a contract change order.

28. Supplemental Billing / Change Management: Is supplemental billing allowed (unit pricing, T&M, or change order), and what is the required process for approval before performing any additional work?

• See Updated Attachment A

29. Payment Terms: Please confirm the expected payment timeline (net terms)

• You may invoice the County at the frequency you prefer, but we can only release checks on days we have Commissioners’ Court. Payments will be made within 30 days of receipt of invoice.

30. Bonds: Are any bid, performance, or payment bonds required for this solicitation? If yes, please specify form and limits.

• Yes, a 5% bid bond is required per the Updated Submittal Checklist.

• A 100% payment bond and performance bond will be required to be submitted within 15 days of contract execution.

31. Permits: Are any permits required, and if so, who is responsible for pulling them (contractor vs.

County), including permit fees and inspections?

• No.

32. Laydown / Staging: Where are approved laydown areas located, and are there preferred staging areas for materials/equipment?

• A staging area will be provided on-site and will be discussed pre-construction meeting following contract award.

33. Parking: Where should contractor vehicles park, and is that area designated/legal for daily construction parking?

• This will be identified during pre-construction meeting.

34. Restrooms: Are restroom facilities available for contractor use? If not, is a portable toilet permitted and where should it be located?

• This will be identified during pre-construction meeting.

35. Work Days/Hours / Noise: What days and hours are acceptable for work (including any restrictions on loud work, deliveries, or crane/hoisting operations)?

• This will be identified during pre-construction meeting.

36. Panel Manufacturer/Spec: IFB calls for 26ga 36" PBR panels “Ivy Green” and specifies rib height and attachment “as existing.” Please confirm acceptable manufacturers/finish (Kynar/Hylar vs SMP), minimum warranty, and whether “Ivy Green” must match a specific manufacturer color code.

• See Question 3.

37. Color Equivalency: Are other shades of green acceptable due to naming differences (e.g., Forest/Hunter/Emerald)? If yes, what is the approval process (submit samples/metal chips for selection)?

• See Question 3.

38. Underlayment: IFB requires “dry in roof with synthetic underlayment.” Please confirm the required type/weight and whether a specific manufacturer is required.

• See Question 10.

39. Ridge Vent: Should ridge vent be included for the metal roof scope? If yes, please specify type (vented ridge cap vs. other) and any required net free area?

• Yes, the roof replacement should have all the features of the current roof.

40. Fasteners / Pattern: Please confirm required fastener type (exposed neoprene washer fasteners

vs. other), corrosion requirements, and whether a specific fastener spacing/pattern is required (or strictly per manufacturer).

• Use the fasteners that are recommended per manufacturer specs.

• Screws must match color of roof.

41. Oil Canning: IFB states oil canning is not a reason for rejection. Please confirm acceptance criteria for finished panels (minor waviness) and any limits/inspection standards.

• We will follow manufacturer specs.

42. Fascia Material Type: What type of fascia and “shingle molding”/trim should be estimated for replacement (cedar, pine, LP SmartSide, etc.)?

• See Question 13.

43. Damage Determination Standard: How should damaged fascia be determined (rot, delamination, hail impacts, existing peeling paint, etc.) and who makes the final determination (County rep vs. contractor)?

• See Question 13.

44. Paint Preference: Is there a paint preference/spec for fascia and trim? If not, would Sherwin-

Williams SuperPaint be acceptable? Please confirm finish (flat/satin/semi-gloss) and color match requirements.

• See Question 13.

45. Courtyard T1-11 Siding Risk: The older T1-11 siding near AC units may break during installation of metal headwall flashing. Should siding replacement/painting be included in base bid, or handled as a supplement if required?

• See Question 6.

46. Replace All vs Partial: Are all gutters and downspouts to be replaced, or only damaged segments?

• See Question 11.

47. Quantity/Scope Conflict (Important): Attachment A line item states “Remove and replace 23 LF of Aluminum Downspouts & Gutters,” while the IFB scope narrative describes removal/replacement of gutters broadly and references perimeter work (“remove existing… gutters”). Please clarify the intended scope and the correct quantity basis for bidding.

• See Question 11.

48. Downspout Count / Drainage Design: Local code/best practice suggests 18–20 downspouts;

currently observed is 14. Should additional downspouts be included in base bid, or treated as an additive alternate/change if requested by County?

• See Question 11.

49. AC Condensing Units: Please specify manufacturer, model/series, and serial numbers for each

AC condensing unit to be replaced (tag info noted on north unit’s north side in west courtyard area).

• See Question 6.

50. HVAC Performance Requirements: For replacement of the (2) three-ton heat pump exterior coil units and refrigerant evac/recharge, please confirm: required refrigerant type (e.g., R-410A/R- 32/etc.), minimum efficiency requirements (SEER/HSPF), electrical requirements/disconnect status, whether start-up/commissioning and warranty registration are required, and whether licensed recovery/disposal documentation is required.

• See Question 6.

51. Access/Hoisting for HVAC: Is there a County-preferred access route for moving/setting HVAC equipment (crane, forklift, lift), and are there any restrictions on lifting operations during clinic hours? (If not addressed, please advise.)

• See Question 6.

52. Insurance Limit Interpretation: The IFB insurance section lists CGL BI and PD at $2,000,000

(wording appears to require $2M per occurrence), but many standard contractor programs provide $1M per occurrence with $2M aggregate. Please confirm the County’s minimum required CGL each-occurrence limit for compliance.

• The insurance requirements stated in the solicitation stand. You do not need to currently carry the minimums we require, but if you are the lowest bidder and we are awarding your company the contract, you will need to begin carrying the County’s minimums to execute a contract.

53. Umbrella/Excess Requirement: The IFB states an Umbrella/Excess requirement. Please confirm whether the absence of Umbrella/Excess coverage is a responsiveness disqualifier, or whether equivalent limits via primary policies would be accepted.

• See Question 52.

54. Alternate Insurance Structure: Would the County accept the following insurance limits (if not, please specify required minimums by line item): CGL: $1,000,000 each occurrence; $2,000,000 general aggregate; $2,000,000 products completed ops, Auto: $500,000 CSL, WC/Employers Liability: $1,000,000 / $1,000,000 / $1,000,000

• See Question 52.

55. Timeline / Completion Date: Please confirm the required substantial completion date and whether any liquidated damages or other remedies apply if the May 15, 2026 deadline is missed.

• See Question 14.

56. Anything Not in the IFB: Is there anything else DOH/Hays County believes bidders should know that is not explicitly stated in the IFB package?

• All the information you will need will be in the solicitation documents, attachments, and the addenda.

57. Are any specific government certifications required for this project beyond the forms included in the bid package (e.g., SAM registration, affidavits, and certifications)?

• See Section D. Qualifications.

58. Does Hays County require the prime contractor to hold a General Contractor license for this scope of work, or is compliance satisfied as long as any licensed trades (such as HVAC and refrigerant work) are performed by appropriately licensed subcontractors or personnel?

• No, also see Question 5.

59. Is there any requirement for bidders to be on a preferred vendor list with Hays County or to be registered or approved through FEMA in order to be considered for award?

• Hays County does not have a preferred vendor list.

• See Question 57.

60. The bid documents reference “pre-qualified bidders” in relation to accessing plans and specifications. Could you please clarify whether this project requires any formal pre-qualification process prior to bidding?

• No, that is standard verbiage in all of the County’s solicitations.

61. Are any bid bonds, performance bonds, or payment bonds required for this project—either at the time of bid submission or prior to contract execution?

• See Question 30.

62. Lastly, can you confirm whether the award will be based strictly on the lowest responsive bid, or whether additional factors such as experience, qualifications, past performance, and ability to meet the project schedule will be considered as part of the evaluation?

• Invitations for Bid (IFB) are based off lowest responsive bid. Once bids are opened, Hays County will do their due diligence to ensure the lowest bidder is qualified to do the work.

If it is determined that the lowest bidder is not qualified, Hays County is required to move to the next lowest bidder.

63. Could we provide a standing seam metal roof instead of pbr-panel roof?

• See Question 5.

64. What would be the process to submit alternate materials for review and approval?

• We are not accepting alternate material submissions for roof paneling and fascia boards.

• For roof paneling information, see Question 3.

• For fascia board information, see Question 13.

65. Do we need to submit bid bond?

• See Question 30.

66. Are there any architectural plans or engineering plans available for review?

• We have the original architectural and engineering plans of the building, but the current roof is not the original roof.

67. Can you provide specifications for the Three-ton, heat pump-exterior coil units the county would like for replacement? Also, can you provide the manufacturer and model numbers of the units onsite?

• See Question 6.

68. On Attachment A, is the total 23 or 12 LF of downspouts/gutters

• See Question 11.

69. Are you wanting to stick with MBCI PBR panel or can we use our own manufacturer if they have the same profile?

• See Question 3.

70. Once the existing roof is removed and the damaged deck board is identified, will there be concessions?

• See Question 28.

71. When replacing the fascia, is the color supposed to match all fascia boards or just the damaged ones being replaced?

• See Question 13.

72. Is FEMA determining what is being replaced?

• No, it’s per the insurance assessment following the hailstorm.

73. Can you confirm how many downspouts need replacement?

• See Question 11.

74. For gutter pricing, do you want us to quote for a full replacement or just partial replacement?

• See Question 11.

75. Can we go in the courtyard during today’s site walk?

• Yes, we will tour both courtyards

76. When will the addendum be posted?

• We will try to have it posted by Friday, February 6, 2026. If not, then Monday, February

9, 2026, it will depend on the questions that come in and how long it takes us to get them answered.

77. What color should the fascia board and roof paneling be?

• See Question 3 and 13.

78. Who deems if a gutter/downspout is damaged?

• See Question 11.

79. If there is fascia board that is damaged, but the gutter is not, what is the process?

• See questions 11 & 13

80. What color is the roof?

• See Question 3.

81. Do you have the model number/pictures of the HVAC units?

• See Question 6.

82. Are we allowed to fly drones over the building?

• See Question 25.

83. Can you clarify if there are 3 or 2 HVAC units?

• See Question 6.

84. Do you have the total perimeter of the fascia board?

• See Question 13.

85. How is the attic insulated?

• Blown insulation on top of rolled mat insulation.

86. Is there currently/do you want roof decking radiant barrier installed?

• Roof Decking: Contractor will only replace damaged roof decking boards.

• Radiant Barrier: see question 10

87. Is there a staging area on-site?

• See Question 32.

88. What is the safety plan for the building during repairs?

• This will be identified during pre-construction meeting.

89. Can we use standing seam or do you want to continue to use your current panels?

• See Question 7.

90. Are all required forms in the solicitation packet?

• Yes.

Bid Number Bid Item

B04.1 Gutters/Downspouts (Full Replacement) Remove and replace 23 LF of Gutters and 18 Aluminum Downspouts B04.2 Roofing (Full Replacement)

Remove and replace 785 LF of Drip Edge Remove and replace 60 LF of End Wall Flashing for Metal Roofing -26 Gauge Remove and replace 398 LF of Valley "W" Flashing for Metal Roofing Remove and replace 628 LF of Hip/Ridge Cap-Metal Roofing Remove and replace 11 each of Neoprene Pipe Jack Flashing for Metal Roofing Remove and replace 72 LF of Steel Rake/Gable Trim-Color Finish

B04.3 Fascia Boards (North & West Sides) Replace with 1x6x12 Hardie Primed Boards North (10 Boards), West (7 Boards), including paint

Price:

B04.4 Fascia Board (South & East Sides) Replace w/ 1x6x12 Hardie Primed Boards South (10), East (7) - Including paint $

B04.5 Fascia Board Individual $

B04.6 Roof Decking Board Individual $

B04.7 Underlayment Replacement (entire roof) $

Company Name

Signature of person authorized to sign bid

Printed name and title of signer Date

Alternate Bids include all equipment, labor, supplies, and materials to complete the work

IFB 2025-B04 Health Department Roof Repair - Hailstorm May 2024 Updated: Attachment A - Bid Form

Description

Total All-Inclusive Bid Amount

Base Bid (Full Roof, Gutter & Downspout Replacement, including North & West Side Fascia Boards)

Alternate Bids

Respondent shall determine a firm fixed flat rate fee for the all repairs listed below. All costs associated with supplies, environmental/disposal fees, incidental cost, overhead charges, travel, payroll expenses, equipment acquisition and maintenance, fuel and risk management or any other expense shall be included in the bid price. Hays County is exempt from Federal Excise & State Sales Tax; taxes MUST not be included in your bid.

The undersigned by his/her signature, represents that he/she is authorized to bind the bidder to fully comply with the terms and conditions of the attached Invitation for Bid, specifications and the amount(s) shown on the accompanying bid sheet(s). By signing below, you have read the entire document and agree to the terms herein.

Remove and replace 16,816 SF of Metal Roofing Ribbed, 26 Gauge

Removal, Replacement, and Paint - Per Board

Removal and Replacement of all underlayment

Removal and Replacement Per Board

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