historic_town_hall_-_request_for_quote_-_roof_gutter_and_downspout_replacement_.pdf

Request for Quote (RFQ)

Roof, Gutter, and Downspout Replacement — City of Talent Historic Town Hall RFQ No.: PW-2026-01F Issue Date: March 9, 2026 Quotes Due: 2pm (PDT) on March 23 2026 Project Location: 206 East Main Street, Talent, Oregon 97540

Project: Re-roof Historic Town Hall. Roof area is ~4,870 sq ft of which ~1,570 sq ft is a flat roof;

the rest is hip roof. Building is a single-story, with basement, wood-framed building.

1) INTRODUCTION & BACKGROUND

The City of Talent (“City”) invites qualified contractors to submit Quotes to repair/re-roof and replace old/install new gutters and downspouts at the Historic Town Hall. The building (constructed 1899; National Register listing NRIS# 12000080) is a single-story, wood-framed structure with a gable-on-hip roof. The City is undertaking phased preservation; this RFQ covers roofing, gutter, downspouts and closely related repairs only.

2) SCOPE OF WORK

Provide all labor, materials, equipment, permits, fees, testing, and incidentals necessary to complete a code-compliant, historically sensitive roof/gutter/downspout replacement, including:

1. Investigation & Protection o Pre-construction roof assessment; document existing conditions (photos + notes).

o Protect building, landscaping, accessible routes, and adjacent public areas during work.

2. Removal & Substrate Repairs o Full tear-off of existing roofing down to sound decking.

o Inspect decking and structural members; replace deteriorated sheathing/rafters in-kind.

o Provide unit prices for sheathing replacement (per sheet) and localized framing repairs.

3. New Roofing System (Class A) o Provide a Class A fire-resistant roof assembly meeting Oregon Residential/Building Code and manufacturer requirements for the building’s roof geometry.

o Assembly to include ice-barrier underlayment at eaves/valleys as required by code/manufacturer; high-temp underlayment where needed; new flashings, boots, and counter-flashings; ridge/hip caps; valley treatment; compatible fasteners; and attic/roof ventilation meeting code.

o Acceptable finish materials: Class A architectural asphalt shingles.

4. Ancillary Work o Replace damaged fascia/trim where discovered (allowance + unit pricing).

o Re-set/replace roof jacks and penetration flashings.

5. Removal of Existing Gutters and Downspouts o Remove and disposal of existing and downspouts.

o Inspect for facia repair/replacement and installation.

6. Installation of New Gutters and Downspouts o Installation of half round gutters and new downspouts matching existing materials to preserve historical character.

o Materials installed must meet fire rating requirements.

7. Historic Sensitivity o Maintain existing roof forms, overhangs, and visible profiles; coordinate any visible changes with the City prior to fabrication to protect historic character.

8. Closeout o Warranty: minimum 2-year labor; pass-through manufacturer’s warranty per system (state length).

o As-built documentation (PDF) and photo log of concealed repairs.

Note on size/reference: The Historic Town Hall footprint is approximately 4,870 sq ft (roof surface area will vary with slope; respondents shall field-verify all dimensions).

3) SUBMITTAL REQUIREMENTS

Provide a single PDF (or one printed original + USB) that includes:

• Cover Letter and firm qualifications for historic/civic roofing.

• Project Approach & Schedule, including site protection, sequencing, and weather plan.

• Roof System Data, product cut sheets, and Class A listing documentation.

• Gutter and Downspout Specifications

• Team & Key Personnel, with roles and relevant certifications.

• Similar Projects (3–5), with references and photos.

• Price Proposal, on the City’s Bid Form.

4) SCHEDULE (ANTICIPATED)

• RFQ issued: March 9, 2026

• Mandatory site visit: 2 pm (PDT) on March 16, 2026, at 206 E. Main St.

• Questions due: 2pm (PDT) on March 19, 2026

• Quotes due: 2pm (PDT) March 23 2026

• Council award (anticipated): April 1, 2026

• Substantial completion: May 15, 2026

• Final completion & closeout: May 22, 2026

5) PROCUREMENT & CONTRACTING

• Prevailing Wage: Oregon BOLI rates apply.

• Licensing: Oregon CCB and all applicable trade licenses required.

• Insurance: GL $2M agg/$1M occ; Auto $1M; Workers’ Comp statutory; City named as additional insured (CG 20 10 & CG 20 37 or equivalent).

• Permits: Contractor to obtain and pay for all required permits/inspections.

• Owner’s Rights: The City may reject any/all Quotes; waive informalities; negotiate scope.

6) EVALUATION CRITERIA

This project is being procured as an “Intermediate Procurement” in accordance with ORS 279C.412 to 279C.414. Best-value selection will be based on the lowest bid from responsible and responsive contractor.

The award of this contract will be made by City of Talent based on the quote which, in CITY OF TALENT’s sole and absolute judgment, will best serve the best interests and needs of CITY OF TALENT. CITY OF TALENT reserves the right to accept or reject any or all the Quotes and waive as an informality any immaterial irregularities in the Quotes received.

There is no protest process for this award.

7) MANDATORY SITE VISIT

Attendance is mandatory unless your company has previously evaluated the projects. The City has retained records of contractors that have already performed a site visit. Prospective respondents shall examine the building, verify access constraints, staging locations, and field-measure roof geometry/quantities. No later claims for differing conditions will be accepted.

8) QUESTIONS

All questions must be submitted via email to: gvigoa@cityoftalent.org Gaoying Vigoa, Public Works Director/City Engineer by the deadline above.

9) SUBMISSION INSTRUCTIONS

Deliver Quotes to:

City of Talent – Public Works Attn: Gaoying Vigoa, Public Works Director/City Engineer 110 E Main Street, Talent, OR 97540 Or email (single PDF): gvigoa@cityoftalent.org (≤25 MB). Late quotes will not be accepted.

10) SPECIAL CONDITIONS

• Insurance: Insurance requirements are specified in draft contract, including the requirement to provide certificate of insurance listing the City as an additional insured.

• Work must maintain safe public access around the site; coordinate any temporary closures with the City (advance notice required).

• Coordinate with other City preservation efforts and any grant/insurance requirements related to the Historic Town Hall. (The facility is individually listed on the National Register; visible changes must retain historic character.) heritagedata.prd.state.or.us

11) CANCELLATION

City of Talent reserves the right to cancel this invitation or reject all quotes submitted or to waive any minor formalities of this request, if in the judgment that it is in the best interest of CITY OF TALENT. No respondent may withdraw his/her quote after the hour set for the opening thereof, unless the award of contract is delayed for a period exceeding sixty (60) days.

12) LATE QUOTES

https://heritagedata.prd.state.or.us/historic/index.cfm?do=v.dsp_printRecord&resultDisplay=41206&utm_source=chatgpt.com

Quotes received after the scheduled closing time will not be considered.

13) ATTACHMENTS (TO BE PROVIDED BY CITY)

• A. Sample Contract with Exhibits A-E

• B. City’s Bid Form (Base Bid; Add/Alt for gutters; Unit Prices; Allowances as specified).

14) CONFLICT OF INTEREST

A Respondent submitting qualifications thereby certifies that no officer, agent or employee of the Municipality (CITY OF TALENT) who has a pecuniary interest in this RFQ has participated in the contract negotiations on the part of the CITY OF TALENT, that the submission is made in good faith without fraud, collusion or connection of any kind with any other Respondent of the same RFQ, and that the Respondent is competing solely in its own behalf without connection with or obligation to, any undisclosed person or firm.

15) CONFIDENTIALITY

All information submitted by Respondents shall be public record and subject to disclosure pursuant to the Oregon Public Records Act (ORS 192.410 et seq.), except such portions of the submittals for which Respondent requests exception from disclosure consistent with Oregon Law. Any portion of qualifications submission that the Respondent claims constitutes a “trade secret” or is “confidential” must meet the requirements of ORS 192.501, ORS192.502 and/or ORS 646.461 et seq. If the entire submittal is marked as constituting a “trade secret” or being “confidential,” at CITY OF TALENT’s sole discretion, such a quote may be rejected as nonresponsive.

16) DEBARMENT

No contractor or sub-contractor debarred or otherwise prohibited from performing work under federal, state or local law shall be allowed to perform work under the Contract.

17) QUOTE PROCEDURE

EXAMINATION OF SITE AND CONTRACT DOCUMENTS: Respondents shall carefully examine the documents and the construction Site to obtain first-hand knowledge of existing conditions.

Respondents shall submit quote with the understanding that prior to submission of proposal, Respondent has become acquainted with the requirements of the Contract Documents, the Site, and has obtained all information essential for completion of the work on or before the date specified. The Respondent shall not, at any time after the submission of Proposal, set up any claims whatsoever based upon insufficient data or incorrectly assumed conditions. Nor shall Respondent claim any misunderstanding regarding the nature, conditions, or character of Work to be done under the contract and shall assume all risks resulting from any changes in conditions which may occur during the progress of the Work. Contractors will not be given extra payments for conditions which can be determined by examining the Site and Contract Documents.

INTERPRETATION OF DOCUMENTS: Any oral communication provided by the City of Talent or any other entity involved in the Project shall not be part of this solicitation or deemed accurate.

Submit in writing to the City of Talent all questions regarding this solicitation, work and contract documents in writing, see Section 8 “Questions and Addenda” above. Responses will be delivered in the form of Addenda issued to all parties of record and will become a part of the Contract.

CORRECT SIGNATURES: If the Respondent is an individual trading under their own or by a fictitious name, the Quote shall be signed by the Authorized Individual of the Contractor, and the exact mailing address and telephone number shall be given. If someone other than the Authorized Individual signs the Proposal, then a notarized Certificate of Authority signed by the Authorized Individual of the Contractor shall accompany the Proposal. If the Respondent is a firm or partnership trading under an individual or fictitious name, the Quote shall be signed by one or more partners with the exact names and mailing addresses of the firm or partnership members included. If someone other than a partner signs the Proposal, then a notarized Certificate of Authority signed by all the partners shall accompany the Proposal. If the Respondent is a corporation, the Quote shall be signed by the President or Vice-President, or by an individual with a notarized Certificate of Authority shall accompany the Proposal. Names, titles, telephone numbers, and business addresses of the president, secretary, and treasurer shall appear on the Certificate or Authority. The corporate Respondent shall include the name of the state under which it is incorporated. No agreement will be made with a Respondent who is a foreign corporation, or who is operating under a fictitious or assumed name, unless such Respondent has complied or agrees to comply with the proper qualifications and registration under the laws of the State of Oregon, and such compliance or agreement to comply has been communicated to the owner at the time of the quote opening.

18) QUOTE ASSURANCE

The Respondent agrees not to withdraw their Quote for a period of 60 days after the scheduled closing time. If the Quote is accepted, the Respondent shall carry out an agreement with the Owner and deliver the specified performance and payment Bonds.