CITY OF

ST. MARYS, GEORGIA

REQUEST FOR PROPOSAL

FOR

NEW CITY HALL ROOF

RECOATING PROJECT

REQUEST FOR PROPOSALS

City of St. Marys, Georgia

The City of St. Marys, Georgia will accept proposals from qualified contractors wishing to provide all labor, materials, equipment, and services necessary to install a remedial roof coating system over an existing elastomeric roof membrane and roofing substrate.

The objective of this project is to restore watertightness, extend roof life, and obtain a manufacturer’s system warranty.

Responses to this RFP must be addressed and delivered to the City of St. Marys Finance Department, 418 Osborne Street, St. Marys, GA 31558 no later than March 26, 2026 at 2:00 PM. The proposals will be opened publicly at this time, and contractors’ names will be read aloud. Proposers must submit five (5) copies in a sealed package clearly labeled with the submitting company’s name and address, as well as the words “New City Hall Roof Recoating Project” on the outside of the envelope. Any proposal not received by the deadline or not properly marked will not be opened for consideration. Neither faxed nor email submissions will be accepted. No proposal may be withdrawn for a period of ninety (90) days after the above opening date.

Questions regarding this project may be directed in writing to Alick Smith at the City of St. Marys Public Works Department, at 418 Osborne Street, St. Marys, Georgia, 31558 or email Asmith@stmarysga.gov.

All required Contract Documents and proof of meeting the City’s Insurance Requirements must be fully completed and executed by the Contractor and his/her Surety and submitted to the Owner on or before the issuance of Notice to Proceed.

The City of St. Marys will select the proposal that, in its sole discretion is the most responsive and responsible to the City. The City is not liable for any cost incurred by vendors in the preparation of this proposal.

Unauthorized contact regarding this RFP with staff or elected officials may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of St. Marys. Contractors should rely only on written statements.

The City of St. Marys, in accordance with Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 23 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin, sex, age, handicap/disabled in consideration for an award.

The Owner reserves the right to reject any or all proposals, to waive informalities, and to re-advertise, pursuant to federal and state law.

CITY OF ST. MARYS, GEORGIA DOCUMENT CHECKLIST

The following documents, when marked, are contained in and made a part of this Bid Package or are required to be submitted with the Bid. It is the responsibility of the Bidder to read, complete and sign, where indicated, and return these documents with his/her bid. FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFYING THE BID.

Company Name :

REQUIRED

COMPLETED

ITEM DESCRIPTION

INSTRUCTIONS TO BIDDERS/VENDORS/PROPOSERS

REQUEST FOR PROPOSAL

BID / QUOTE SUBMITTAL FORM

PERFORMANCE BOND- UPON ACTIVATION OF CONTRACT (FORM PROVIDED BY CITY)

PAYMENT BOND- UPON ACTIVATION OF CONTRACT ( FORM PROVIDED BY CITY)

CERTIFICATE OF INSURANCE

W-9

CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)

SUB-CONTRACTORAFFIDAVIT& AGREEMENT(E-VERIFY)

GEORGIA PROFESSIONAL LICENSE CERTIFICATIONS

LIST OF SUB-CONTRACTORS

ATTACHMENTS

COPY OF LLC CERTIFICATE OF ORGANIZATION AND OPERATING AGREEMENT OR

COPY OF INC. CERTIFICATE OF INCORPORATION AND CORPORATE RESOLUTION DESIGNATING OFFICERS WITH AUTHORITY TO SUBMIT BID AND SIGN CONTRACT

RECEIPT OF ADDENDA IF ANY

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR SUBMITTAL

SECTION I - INSTRUCTIONS TO PROPOSER

1.1 PURPOSE:

The City of St. Marys is seeking proposals from qualified contractors wishing to provide all labor, materials, equipment, and services necessary to install a remedial roof coating system over an existing elastomeric roof membrane and roofing substrate All proposals are governed by the Code of St. Marys, Georgia, and the laws of the State of Georgia. Any contract and/or agreement and any addenda to it that result from this RFP shall be governed by the laws of Georgia.

1.2 HOW TO SUBMIT PROPOSALS:

All proposals shall be:

A) Submitted in sealed opaque package (envelope or box as necessary), plainly marked with “New City Hall Roof Recoating Project”, date, and time of submission, and company name.

B) Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above.

Hand Delivery and Mailing Address:

City of St. Marys Purchasing Agent 418 Osborne Street St. Marys, GA 31558

C) Please check the City’s website www.stmarysga.gov prior to submission for any addendum to the RFP.

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR CONSIDERED.

1.3 EXPLANATION TO RESPONDER:

Any explanation regarding the meaning or interpretation of the contract, project manual, specifications, or any other contract documents must be requested in writing, with sufficient allowance of time for receipt of reply before the time of the proposal opening. Any such explanations or interpretations shall be made in the form of addenda to the documents and shall be furnished to all responders, who shall acknowledge receipt of all addenda with their proposal. Oral explanations and interpretations made prior to the proposal opening shall not be binding. Deadline for questions is March 12, 2026.

1.4 HOW TO SUBMIT AN OBJECTION:

Objections from Vendors to this request for proposal and/or these specifications should be brought to the attention of the City Purchasing Agent either verbally, or in writing with sufficient allowance of time for receipt of reply before the time of the proposal opening. The objections contemplated may pertain to form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.5 ERRORS IN PROPOSALS:

Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Vendor’s own risk.

1.6 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:

The City reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the City. The City reserves the right to reject the offer of a Vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or an offer from a Vendor whom investigation shows is not in a position to perform the contract.

1.7 CONTRACTOR:

Whenever the term "contractor" is used it shall encompass the "person," "business," "firm," or other party submitting a proposal to the City in such capacity before a contract has been entered into between such party and the City. At times throughout this request for proposal the term “contractor” may be used interchangeably with the terms “vendor”, “proposer” and “bidder.

1.8 CITY:

Whenever the term "City" or "Owner" is used it is to refer to the City of St. Marys, Georgia.

1.9 COMPLIANCE WITH LAWS:

The Contractor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or City statute, ordinances and rules during the performance of any contract between the Vendor and the City. Any such requirement specifically set forth in any contract document between the Vendor and the City shall be supplementary to this section and not in substitution thereof.

1.10 DEBARRED FIRMS AND PENDING LITIGATION:

Any contract resulting from this RFP is a covered transaction for purposes of 2 C.F.R. Part 180 and 2 C.F.R. Part 3000. As such, the vendor must verify that none of its principals (defined in 2 C.F.R. § 180.995) or affiliates (defined in 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).

The contractor must comply with 2 C.F.R. Part 180, Subpart C and 2 C.F.R. Part 3000, Subpart C, and must include a requirement to comply with these regulations in any lower-tier covered transaction it enters into.

The bidder or proposer agrees to comply with the requirements of 2 C.F.R. Part 180, subpart C and 2 C.F.R. Part 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower-tier covered transactions.

Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Vendors shall disclose any record of pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Proposals will not be accepted from any company, firm, person, party or parent subsidiary, against which the City has an outstanding claim, or financial dispute relating to prior contract performance. If the City, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further. Any Vendor/firm previously defaulting or terminating a contract with the City will not be considered.

Vendor acknowledges that in performing contract work for the City, Vendor shall not utilize any firms that have been a party to any of the above actions. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with the firm with respect to City contract.

** All Vendors are to read and complete the Vendors certification regarding debarment, suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility - Attachment D to be returned with response. Failure to do so may result in your proposal being rejected as non-responsive.

1.11 IMMIGRATION:

On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All employers, contractors and subcontractors entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System (Attachment E). E-Verify is a no-cost federal employment verification system to insure employment eligibility. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Vendors are to read, complete and must submit with their proposal the completed and executed “Immigration and Security Form” and the “Affidavit Verifying Status for City Public Benefit Application”. (Forms include in the RFP Package). Failure to do so may result in your solicitation response being rejected as non-responsive.

1.12 PROTECTION OF RESIDENT WORKERS:

The City actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment

SECTION II:

GENERAL CONDITIONS

2.1 SPECIFICATIONS:

Any obvious error or omission in the specifications shall not inure to the benefit of the Contractor, but shall put the Contractor on notice to inquire of or identify the same to the City

2.2 GEORGIA OPEN RECORDS ACT:

The responses will become part of the City's official files without any obligation on the City's part. Ownership of all data, materials, and documentation prepared for and submitted to the City in response to a solicitation, regardless of type, shall belong exclusively to the City and will be considered a record prepared, maintained or received in the course of operations of public office or agency and is subject to public inspection in accordance with the Georgia Open Records Act. Official Code of Georgia Annotated, Section 50-18-070, et.Seq. unless otherwise provided by law. The Georgia Open Records Act is applicable to the records of all contractors and subcontractors under contract with the City. This applies to those specific contracts currently in effect and those which have been completed or closed up to three (3) years following completion.

2.3 GEORGIA TRADE SECRET ACT OF 1990:

In the event that a Contractor submits secret information to the City, the information must be clearly labeled as a "Trade Secret". The City will maintain the confidentiality of such trade secrets to the extent provided by law.

2.4 OFFERS TO BE FIRM:

The Contractor warrants that terms and conditions quoted in his/her offer will be firm for acceptance for a period of ninety (90) days from the date of proposal submittal. Fees quoted must also be firm for a ninety (90) day period.

2.5 COMPLETENESS:

All information required by the request for proposal must be completed and submitted to constitute a proper proposal. The City shall have sole discretion in evaluating qualifications and responses of Contractors. Contractor acknowledges that in performing a contract for the City, Contractor shall not use any firms that have been parties to any of the actions listed in paragraph 1.10. If Contractor has engaged any firm to work on this contract or project that is later debarred, Contractor shall sever its relationship with that firm with respect to the contract.

2.6 MULTIPLE PROPOSALS:

No Contractor will be allowed to submit more than one offer. Any alternate proposals must be brought to the Purchasing Agent's attention during the Pre-proposal Conference if one is scheduled, or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.7 PATENT INDEMNITY:

Except as otherwise provided, the successful Contractor agrees to indemnify the City and its officers, agents and employees against liability.

2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):

A responsible Contractor is defined as one who meets all requirements of the RFP. The City has the right to require any or all Contractors to submit documentation of their ability to perform, provide or carry out the service as requested herein and to disqualify the proposal of any Contractor as being unresponsive or un-responsible whenever such Contractor cannot.

2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By submission of this proposal, the Contractor certifies, and in the case of a joint proposal each party thereto as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Contractor or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Contractor and will not knowingly be disclosed by the Contractor prior to opening, directly or indirectly to any other competitor.

C. No attempt has been made or will be made by the Contractor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

2.10 AWARD OF CONTRACT:

The contract, if awarded, will be awarded to the responsible Contractor whose proposal will be most advantageous to the City, price and other factors considered. The St. Marys City Council will make the determination as to which proposal best serves the interests of the City. Appeal of an award can only be made after the City Council awards a contract.

2.11

INSURANCE PROVISIONS:

The selected Contractor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the Contractor's fee proposal. Contract work will not proceed unless the City has a current Certificate of Insurance in its possession.

General Information that shall appear on a Certificate of Insurance:

A. Name of Producer (contractor's insurance Broker/Agent).

B. Companies affording coverage (there may be several).

C. Name and address of the Insured.

D. A Summary of all current insurance for the insured (includes effective dates of coverage).

E. A brief description of the operations to be performed, the specific job to be performed, or contract number.

F. Certificate Holder (This is to always include the City).

2.12 LIMITS OF INSURANCE:

Effective coverage shall have the following limits:

A) Commercial General Liability: Provides protection against bodily injury, including death and property damage claims arising from operations of a contractor or tenant. Minimum limits: $1,000,000 bodily injury, including death and property damage each occurrence and $2,000,000 Property Damage, in the aggregate.

B) Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the contractor while performing within the scope of duties. Minimum limits: $500,000 for each accident, disease policy limit, and disease each employee and Statutory Worker’s Compensation limit.

C) Business Automobile Liability: Coverage insures against liability claims arising out of the contractor’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury, property damage, and should be written on an “Any Auto” basis.

D) Umbrella Policy: $2,000,000

2.13 INDEMNIFICATION:

The CONTRACTOR agrees to protect, defend, indemnify, and hold harmless the City of St. Marys, Georgia, its mayor, councilmen, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONTRACTOR or its subcontractors. The CONTRACTOR'S obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONTRACTOR further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless City of St. Marys, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONTRACTOR or his subcontractors or anyone directly or indirectly employed by any of them. The CONTRACTOR'S obligation to indemnify the City under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONTRACTOR.

2.14 INTERPRETING SPECIFICATION:

The specifications or project scope contained herein are intended to be descriptive rather than restrictive. The City is soliciting a proposal to provide a complete product or package which meets all requirements. Changes in the scope, specifications, or terms and conditions if the RFP will be made in writing by the City prior to the proposal opening or due date. Results of informal meetings between a potential Contractor and a City official or employee may not be used as a basis for deviations from the requirements contained in this solicitation.

2.15 SIGNED RESPONSE CONSIDERED AN OFFER:

The signed Response shall be considered an offer on the part of the Contractor, which offer shall be deemed accepted upon approval by the St. Marys City Council, or their designee. In case of a default on the part of the Contractor after such acceptance, the City may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.16 PAYMENT TO CONTRACTORS:

The contractor must submit an invoice at regular intervals, for no more than a 30-day period, to the City’s Finance Department.

A) Contractors will be paid the agreed upon compensation upon satisfactory progress or upon completion of the work as more fully described in the contract document.

B) All invoices received from contractor pursuant to this contract will be reviewed and approved by a city designated representative. Contractor acknowledges that all invoices properly submitted to City will be paid within 45 calendar days of said submission for eligible work under this contract.

C) Upon completion of the work, the Contractor will provide the City with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the City have been paid in full.

D) Contractor shall clearly include the words "final invoice" on contractor's final billing to the City of St. Marys. This statement by contractor shall constitute contractor's certification that all services have been properly and completely performed by contractor and all charges and costs have been properly invoiced to the City. Since this account will thereupon be closed, any and all further charges if not properly included on this final invoice shall be deemed waived by contractor.

E) The City is a tax-exempt entity. Every contractor, vendor, business, or person under contract with the City is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to the City by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

F) Questions regarding payment may be directed to the City’s Finance Department at (912) 510-4040.

Contractor shall furnish and pay the cost of all the necessary materials and shall furnish and pay for all the superintendents, labor, tools, equipment, transportation and perform all other work required for the removal of all disaster debris, as defined herein, in strict accordance with this proposal, and any amendments thereto and such supplemental plans and specifications which may hereafter be approved.

Any contract amendment, change order, or other change or modification must be made in writing and executed by both parties. Such change must be allowable, allocable, within the scope of the grant or cooperative agreement, and must be reasonable for the completion of the project scope.

2.17 CONE OF SILENCE:

Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

In order to conduct this procurement transaction in manner that provides full and open competition and meet the Federal Uniform Guidance Requirements to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statement of work, or invitation for bids or request for proposal must be excluded from competing for this contract.

2.18 CONTRACTOR DEFAULT:

In the event that the contractor or a subcontractor should violate or breach contract terms or conditions, upon discovery of such violation or breach the city will notify the contractor in writing. The contractor or subcontractor shall be entitled to cure the breach within ten (10) days and provide evidence of such cure. If the contractor fails to cure the violation or breach within the ten-day time, the City shall be entitled to all available remedies, including termination of the contract, or the requirement that a subcontractor be dismissed from performing work under the contract. The City of St. Marys shall be entitled to any and all damages permissible by law and the City reserves the right to procure services from other sources.

2.19 BYRD ANTI-LOBBYING AMENDMENT:

Proposer understands that they are required to sign an anti-lobbying certification letter (Attachment H) to comply with the Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). This certification applies to contractors’ subcontractors based on a tiered system. The requires that each tier certifies to the tier above that, it will not and has not used Federal appropriated funds to pay any person or organization for influencing, or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures must be forwarded from tier to tier, up to the City.

2.20 HEALTH AND SAFETY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 40 U.S.C. § 3702.

B) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 29 C.F.R. Part 5.

C) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with the Clean Air Act 42 U.S.C. § 7401, et seq.

2.21 ENERGY AND RESOURCE EFFICIENCY:

A) The proposer understands and acknowledges that the performance of the contract and related agreements resulting from this RFP must comply with 42 U.S.C. § 6201.

B) In performing the contract resulting from the RFP, the proposer must comply with C.F.R. Part 200, Appendix II, 1JK; 2 C.F.R.§ 200.322; Chapter V,1J7 and make maximum use of products containing recovered materials designated by the United States Environmental Protection Agency (EPA) unless the product cannot be acquired:

i. Competitively within a timeframe providing for compliance with the contract performance schedule;

ii. Meeting contract performance requirements; or

iii. At a reasonable price.

C) EPA has comprehensive guidelines on this provision found at www.epa.gov/cpg. A list of EPA-designated items can be found at www.epa.gov/cpg/products.htm.

2.22 ACCESS TO INFORMATION AND WORK SITES:

A) In addition to complying with the Georgia Open Records Act, the contractor agrees to provide the City of St. Marys or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

B) The contractor shall retain all records pertaining to the contract for three years after the City of St. Marys makes final payments to the contractor, and all other pending matters are closed.

The undersigned Vendor certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this request for proposal package, and that any exception taken thereto may disqualify his/her proposal.

This is to certify that I, the undersigned Vendor, have read the instructions to Vendor and the General Conditions, and agree to be bound by the provisions of the same.

This day of

BY:

SIGNATURE

PRINTED NAME AND TITLE

COMPANY

ADDRESS

PHONE NO.

SECTION III

REQUEST FOR PROPOSAL

3.1 DESCRIPTION AND OBJECTIVES:

The City of St. Marys is soliciting proposals from qualified contractors to provide all labor, materials, equipment, and services necessary to remove and replace the Vestibule Roof section and install a remedial roof coating system over the entire existing elastomeric roof membrane and roofing substrate. The goal is to restore watertightness, extend roof life, and obtain a manufacturer’s system warranty.

3.2 PROJECT OVERVIEW:

Project Name: New City Hall Roof Replacement Location: 1603 Osborne Rd, St. Marys, GA 31558 Existing Roof System: Coated Built-Up Roof (BUR)

SQFT: 90,440

Build: Steel Deck, insulation, two layers of BUR, coating # of Layers: 2 Scope of Work Summary: Moisture survey, adhesion testing, cleaning, repairs, reinforcement, coating application, and warranty issuance.

3.3 SCOPE OF WORK:

Refer to Attachment A – Detailed Scope of Work for full specifications, including surface preparation, detailing, coating application, QA/QC, and warranty requirements.

3.4 PROPOSAL REQUIREMENTS:

Interested contractors should submit a proposal that includes the following:

· Company Information: Name, address, contact details of the company, years in operation and company structure.

· Experience: A summary of relevant experience, including similar projects completed within the last five years.

· Project Plan: A detailed project plan outlining the approach, safety plan with fall protection measures, anticipated timeline, and key milestones.

· Budget: A detailed budget breakdown, including all costs associated with the project.

· References: Contact information for at least three references from similar projects.

· Licenses and Insurance: Proof of relevant licenses and insurance coverage.

· Required Forms: Insurance and Bond(s), Debarment / Suspension Affidavit, Immigration and Security Forms, Non-Collusion Affidavit, Addenda Acknowledgement, the Byrd Anti-Lobbying Affidavit, and the Public Benefit Form.

3.5

EVALUATION CRITERIA:

Proposals will be evaluated using the following criteria and corresponding weight percentages:

· Experience and Qualifications of the Contractor – 25% Demonstrated expertise in similar projects, including qualifications of key personnel and a history of successful related construction work.

· Cost-Effectiveness of the Proposal – 25% Overall value offered, including breakdown of costs, clarity of pricing, and alignment with project budget constraints.

· Anticipated Timeframe, Quality, and Feasibility of the Project Plan – 25% Realism and detail of the proposed timeline, project approach, quality control measures, and ability to meet the City’s scheduling and performance expectations.

· Compliance with Proposal Requirements – 15% Completeness and clarity of the submitted proposal, adherence to submission guidelines, and responsiveness to all requested elements.

· References and Past Performance – 10% Feedback from previous clients, success on past projects, and the contractor’s reliability in meeting project goals and timelines.

3.6 SUBMISSION DETAILS:

· RFP Release Date: February 23, 2026

· Submission Deadline: March 26, 2026, 2:00 PM

· Submission Method: Sealed Proposal

· Anticipated Award Date: April 8, 2026

· Proposals must include:

· Cover Letter

· Detailed Response to Scope of Work

· Cost Proposal (including breakdown by task/labor/materials)

· Project Schedule

· Qualifications and References

· Required Forms

· All proposals must be mailed or hand-delivered with 1 - Original Proposal, 4 - Copies, and 1 - Jump Drive with the Files in electronic format to the contact listed below.

· Contact Information: Sarah Lee, Email - slee@stmarysga.gov, Office - 912.510.4045

The response to the request for proposal must be received by the City Purchasing Office no later than 2:00 pm EST, March 26, 2026. Any proposal received after the time and date stipulated will be rejected and returned to the Vendor. The City may, for good and sufficient reason, extend the response deadline, in which case all potential Vendors will receive an addendum setting forth the new date.

3.7 WITHDRAWAL OF PROPOSAL:

Your proposal may be withdrawn by written REQUEST received by the City before the time fixed for receipt of proposals

3.8 ADDITIONAL INFORMATION:

· Site visits can be arranged upon request.

· Questions regarding the RFP must be submitted in writing to Sarah Lee by March 12, 2026, NLT 5 PM (Eastern time).

3.9 TERMS AND CONDITIONS:

· The City of St. Marys reserves the right to reject any or all proposals.

· All submitted proposals become the property of the City of St. Marys.

· Final award is subject to City Council approval.

· The selected contractor will be required to enter a formal contract with the City of St. Marys.

· The selected contractor must comply with all applicable codes, regulations, and safety standards.

· Addenda must be acknowledged on Attachment E.

Each proposal must be submitted in one (1) original and four (4) copies bound to:

City of St. Marys Purchasing Department 418 Osborne Street St. Marys, GA 31558

3.10 COST TO PREPARE RESPONSES:

The City assumes no responsibility or obligation to the Vendors and will make no payment for any costs associated with the preparation or submission of the proposal.

ATTACHMENT A – DETAILED SCOPE OF WORK

Project Summary & Intent: Provide all labor, materials, equipment, supervision, and incidentals necessary to remove and replace the Vestibule Roof and install a remedial roof coating system over the entire existing elastomeric roof membrane and roofing substrate. The intent is to extend service life, restore watertightness, and achieve a manufacturer’s 20-yr system warranty.

References: ASTM C1153, ASTM D4541/D7234/D3359, ASTM D6083, ASTM D6694, SSPC-SP standards, NRCA guidelines.

Existing Conditions Assessment: Perform moisture survey, adhesion testing, and document roof conditions.

Submittals: Product data, manufacturer system letter, adhesion test results, work plan, QC plan, warranty samples, maintenance plan.

Quality Assurance: Pre-installation conference, mock-up, and inspections.

Warranty Details: Manufacturer’s non-prorated system warranty for 20 years covering watertightness and material defects; Contractor’s two-year workmanship warranty; activation contingent on manufacturer inspection and documentation.

Products: Manufacturer-approved coating system (silicone, acrylic, or urethane), primers, reinforcement fabrics, sealants.

Execution: Cleaning, repairs, priming, detailing, reinforcement, coating application to required Wet Film Thickness (WFT) / Dry Film Thickness (DFT), QA/QC checks, closeout deliverables including warranty certificates and maintenance manual.

Payment: Lump sum with allowances for moisture repairs and tear-out of unsuitable materials, and walking pads.

ATTACHMENT B – INSURANCE AND BONDING REQUIREMENTS

Contractor shall provide certificates of insurance meeting minimum coverage limits: General Liability $1,000,000 per occurrence, $2,000,000 aggregate; Workers’ Compensation per state law; Automobile Liability $1,000,000 combined single limit; Umbrella/Excess Liability $2,000,000. Performance and Payment Bonds equal to 100% of contract price. Include endorsements naming Owner as additional insured.

ATTACHMENT C – PROPOSAL FORM

Complete all sections and submit with proposal.

Mobilization

First remove heavy deposits of dirt, leaves and other debris from the roof using a stiff broom or air broom, then inspect the entire roof surface and flashings for any open seams, tears, cuts, etc. Repair these defects using “like” materials recommended by the coating manufacturer so water does not enter the coated roofing system during the cleaning process. Pressure wash the roof with water and allow it to dry completely. After cleaning and rinsing the roof, ensure no dirt or debris remain.

BIOLOGICAL CONTROL:

Treat areas of algae, mildew or fungus on the roof membrane or the existing coating with a solution of 1-part household bleach and 3-parts water, followed by a power washer rinse using clear water.

DRYING:

Allow surfaces to dry thoroughly to prevent blistering of the Roof Coating. Examine the roof to ensure that residual water has, in fact dried before applying Roof Coating.

Coating System Application (20-yr warranty) Supply and install an elastomeric silicone coating with a twenty (20) year material and labor warranty by product manufacturer.

Alternates:

Silicone System

Acrylic System

Authorized Signature: ____________________________________ Date: ________________

ATTACHMENT D

CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

AND OTHER RESPONSIBILITY MATTERS

This certification complies with 2 C.F.R. Part 180, Subpart C and 2 C.F.R. Part 180, Part 3000, Subpart C.

As the duly authorized representative of the applicant, I certify, to the best of my knowledge and belief, that neither the applicant nor its principals:

· Is presently excluded or disqualified;

· Has been convicted within the preceding three years of any of the offenses listed in 2 CFR § 180.800(a) or had a civil judgment rendered against it for one of those offenses within that time period;

· Is presently indicted for, or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with, commission or any of the offenses listed in 2 CFR § 180.800(a); or

· Has had one or more public transactions (federal, state, or local) terminated within the preceding three years for cause or default.

Company/Organization Name

Name and Title of Authorized Representative

Signature Date

Unique Entity Identifier (UEI) Number

Other Notes and Instructions:

This certification is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that you knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.

You shall provide immediate written notice to the person to whom this proposal is submitted if at any time the applicant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

ATTACHMENT E

IMMIGRATION AND SECURITY FORM

(GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT)

Contractor’s Name:

State Solicitation/Contract # :

CONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Contractor identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the State Entity, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. § 13-10-91 on the attached Subcontractor Affidavit. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the State Entity at the time the subcontractor(s) is retained to perform such service.

EEV / E-VerifyTM Company Identification Number

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

_____ DAY OF ______________________, 20__

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires:

*Any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

Contractor’s Name:

Entity’s Name:

City of St. Marys

Solicitation Name or Contract # :

ADDITIONAL INSTRUCTIONS TO CONTRACTOR: Identify all subcontractors used to perform under the state contract. In addition, you must attach a signed and notarized affidavit (third page of this form) from each of the subcontractors listed below. The contractor is responsible for providing a signed and notarized affidavit to the State Entity within five (5) days of the addition of any new subcontractor used to perform under the identified state contract.

Contractor’s Name:

Subcontractors:

Contractor’s Name:

Subcontractor’s (Your) Name:

Solicitation Name or Contract # :

SUBCONTRACTOR AFFIDAVIT

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the Subcontractor which is engaged in the physical performance of services under a contract with the Contractor identified above on behalf of the State Entity identified above has registered with and is participating in a federal work authorization program*, in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

EEV / E-VerifyTM Company Identification Number

(Subcontractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

_____ DAY OF ______________________, 20__

________________________________________ [NOTARY SEAL]

Notary Public

My Commission Expires:

*any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603

ATTACHMENT F

NON-COLLUSION AFFIDAVIT

I certify under penalty of perjury that this proposal is genuine and not a sham or collusive, and that no person or entity other than the undersigned has any interest in this proposal.

Firm Name: _____________________________________________________________

Authorized Signature: ______________________________________________________

Printed Name & Title: __________________________________________________

Date: __________

ATTACHMENT G

F

ADDENDA ACKNOWLEDGMENT

The undersigned acknowledges receipt of the following addenda: Addendum No. ___ Date: ___; Addendum No. ___ Date: ___

Firm Name: ___________________________________________________________________

Authorized Signature: ___________________________________________________________

Date: __________

ATTACHMENT H

BYRD ANTI-LOBBYING CERTIFICATION

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Respondent listed below certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Respondent understands and agrees that the provisions of 31 U.S.C. Ch. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Solicitation Name:

Respondent Name:

Physical Address (Address, City, State, Zip Code):

Signature of Respondent’s Authorized Official:

Name and Title of Respondent’s Authorized Official:

Date:

SIGN AND RETURN THIS FORM WITH YOUR SUBMISSION

City of St. Marys Affidavit Verifying Status For City Public Benefit Application By executing this affidavit under oath, as an application for a City of St. Marys, Georgia Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. Section 50-36-1, I am stating the following with respect to my application for:

Please check one

Name:

Name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity

OR

qualified alien or non-immigrant under the Federal Immigration and Nationality

Act 18 years of age or older and lawfully present in the United States. *

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of the Code Section 16-10-20 of the Official Code of Georgia.

SUBCRIBED AND SWORN

BEFORE ME ON THIS THE

Printed Name

DAY OF

,20

Alien Registration number for non-citizens

Notary Public

My Commission Expires:

*Note: O.C.G.A. § 50-36-1 (e)(2) requires that aliens under the Federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provided their alien registration number. Because legal permanent residents are included in the federal definition of “alien,” legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below:

NEW CITY HALL ROOF RECOATING PROJECT

KNOW ALL MEN BY THESE PRESENTS: