Police Department EPMD Roof Inspection_ Repair and Restoration.pdf

POLICE DEPARTMENT

EPDM ROOF INSPECTION,

REPAIR AND RESTORATION

Bid Number: RFP-2026-PS-122

REQUEST FOR PROPOSALS

ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations facilities@chesterfieldtwp.org

SUBMIT BIDS TO: Charter Township of Chesterfield Cindy Berry, Clerk

47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400 mailto:facilities@chesterfieldtwp.org

NOTICE: OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD

POLICE DEPARTMENT EPDM ROOF INSPECTION, REPAIR AND RESTORATION

Bid Number: RFP-2026-PS-122

OVERVIEW

The Charter Township of Chesterfield’s Facilities & Operations Department is soliciting qualified commercial roofing contractors to provide bids for labor, supervision, materials, equipment, safety measures, cleanup, and warranty services necessary to inspect, repair, and restore the existing low-slope EPDM roofing system.

The Contractor shall perform in accordance with all stated intents, specifications and stipulations contained or referenced herein. In addition, the Contractor shall furnish all labor, equipment, supplies, and services required to maintain the property in a safe an attractive condition throughout the contract period.

Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties and fully understand the conditions that may affect the work proposed. Mandatory walk through will occur on Thursday August 27, 2026 at 11:00am on site at: Chesterfield Township Police Department 46525 Continental Drive, Chesterfield Township, MI 48047. Failure to inspect the sites in no way relieves the successful contractor from the necessity of furnishing materials or performing any labor necessary for the satisfactory completion of the work.

Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:

facilities@chesterfieldtwp.org with any questions.

1. SUBMISSION AND RECEIPT OF BIDS

Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:00 a.m. local time Tuesday September 8, 2026. The bids will be publicly opened and read aloud following the 10:00 a.m. deadline.

To receive consideration, bids shall be received prior to the specified deadline time. NO LATE BIDS WILL BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk’s Office. ALL BIDS MUST BE LABELED: CHESTERFIELD TOWNSHIP POLICE DEPARTMENT EPDM ROOF INSPECTION, REPAIR AND RESTORATION Bids must be sealed when submitted. All amounts must be entered into the format on ‘Appendix B’. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Digital copies (i.e. email, thumb drive) will be deemed supplemental to the mailed bid packet.

2. ADDITIONAL BID INFORMATION

Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of mailto:facilities@chesterfieldtwp.org

Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.

The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk’s Office upon request or through the BidNet website. Each change or addendum issued in relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents.

3. SPECIFICATIONS AND SCOPE OF WORK

The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications and scope of work, see Appendix A.

The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested.

4. ALTERNATE BIDS

Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid.

5. PRICING

Prices shall be stated in units of quantity specified in the bid document, Appendix B. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern.

6. QUANTITIES

All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township reserves the right to make future purchases at the unit price submitted for all Township departments, including the Public Safety Department.

7. DELIVERY

Deliveries can be made during business hours of 8:00am – 4:30pm.

8. TAXES, TERMS AND CONDITIONS

The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal Property Tax. The Township’s tax I.D. number is 38-6006891.

9. QUALIFICATIONS AND AWARD

The bidder shall:

• Be regularly engaged in commercial EPDM roofing repair and restoration

• Have documented experience with comparable projects

• Be licensed and insured as required

• Be approved or authorized by the proposed roofing-material manufacturer when required for the specified warranty

• Provide at least three references for comparable EPDM projects

• Identify all subcontractors in the proposal

• Comply with applicable OSHA requirements and provide a site-specific safety plan before starting work

The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent.

10. WITHDRAWALS OF BIDS

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.

11. DEFAULT CONDITIONS

In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions.

12. INFRINGEMENTS AND INDEMNIFICATIONS

The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee.

13. BONDING

Bonding is not required for this contract.

14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)

• Worker’s Compensations and Related Coverages o State: Statutory o Applicable (e.g. Longshoreman’s): Statutory o Employer’s Liability

▪ Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee

• Contractor’s General Liability o General Aggregate: $1,000,000 o Products – Completed Operations Aggregate: $1,000,000 o Personal and Advertising Injury: $1,000,000 o Each Occurrence (Bodily Injury and Property Damage): $1,000,000 o Property Damage liability insurance will provide Explosion, Collapse, and Underground coverages where applicable o Excess or Umbrella Liability:

▪ General Aggregate: $2,000,000 | Each Occurrence: $2,000,000 o Fire Damage: $50,000 |Medical Payments: $5,000

• Automobile Liability o Combined Single Limit: $1,000,000

• Contractual Liability o Bodily Injury:

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000 o Property Damage

▪ Each Accident: $1,000,000 | Annual Aggregate: $1,000,000

• Owner’s and Contractor’s Protective Liability Insurance Policy shall include as additional insured all persons/entities listed as:

o Charter Township of Chesterfield

• Owner’s and Contractor’s Protective Liability o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000 o Combined Single Limit: $1,000,000

15. GENERAL INFORMATION

All invoices shall be sent to: accountspayable@chesterfieldtwp.org Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047

16. SPECIFICATIONS, PRICING AND VENDOR QUESTIONNAIRE

See Appendix(s) A, B and C at end of document for details and specifications. Appendix D has been included as reference, to detail placement of equipment on the roof.

17. FIRM PRICE GUARANTEE

Price will cover the cost of the scope of the project and will not be subject to increase unless otherwise noted and agreed upon.

18. WARRANTY AND CLOSE OUT

Provide Bidder’s warranty for contractor workmanship covering leaks and defects attributable to the completed work:

Provide manufacturer’s labor-and-material warranty:

At completion, provide:

• Final roof plan showing all repairs

• Before-and-after photographs

• Moisture-survey report and test-cut results

• Material and safety data sheets

• Warranty documents

• Manufacturer inspection or acceptance documentation, if applicable

• Written confirmation that drains and drainage paths were cleaned and left operational

19. REFERENCES (Provide three for comparable EPDM projects) Company Contact Person Phone #

1.

2.

3.

20. CONTRACT TERMINATION

The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of the vendor shall constitute breach of contract and shall nullify any and all contractual obligations between the seller and the purchaser.

21. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS

The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the contract, with the Charter Township of Chesterfield in accordance with the contract documents.

NAME OF BIDDER

BUSINESS ADDRESS OF BIDDER

BUSINESS TELEPHONE NUMBER OF BIDDER

AUTHORIZED SIGNATURE

TITLE OF SIGNER

DATE OF SIGNATURE

EMAIL

Internal Use:

_____ Warranty filled out (#18) Initial

________ References listed (#19) Initial

________ Approval Acceptance and Specifications Completed (#21) Initial

________ Appendix B: Bid Sheet is complete and attached Initial

________ Appendix C: Vendor Questionnaire is complete and attached Initial

________ Insurance Provided Initial

APPENDIX A

EPDM Roof Inspection, Repair, and Restoration Specifications

Existing Roof Information

• Approximate roof area: 41,416 square feet

• Estimated installation year: 2008

• Existing membrane: Firestone 60-mil (0.060-inch) EPDM

• Insulation: Approximately 4-inch polyisocyanurate

• Reported insulation R-value: R-23.6 at the core

• Approximate system thickness: 4 inches at the roof core

• Drainage: PVC roof drains

• Original manufacturer: Firestone Building Products, currently branded as Elevate

• Attachment method: Contractor shall verify during the pre-bid inspection

• Deck construction and condition: Contractor shall verify

Dimensions and existing-system information are approximate. Each bidder shall field-verify roof dimensions, quantities, conditions, access requirements, attachment methods, and existing construction before submitting a proposal.

Scope of Work

The successful contractor shall:

1. Inspect the complete roof system, including membrane field areas, seams, patches, penetrations, curbs, equipment supports, perimeter flashings, walls, corners, expansion joints, drainage components, and sheet-metal terminations.

2. Submit a written, photographic condition report identifying:

• Open, loose, or deteriorated seams

• Cuts, punctures, splits, and membrane deterioration

• Failed patches or previous repairs

• Loose or inadequately bonded flashing

• Deteriorated sealants

• Deficient termination bars or counter flashings

• Evidence of trapped moisture, wet insulation, or damaged substrate

• Ponding-water areas and obstructed or deficient drainage

• Defects requiring work beyond the base proposal

3. Perform nondestructive moisture testing by (infrared thermography/electronic testing/nuclear scanning), followed by verification test cuts where necessary. Show confirmed wet areas on a scaled roof plan. Include moisture testing as an alternate price.

4. Remove and replace wet, deteriorated, or damaged insulation, cover board, and membrane where authorized by the Owner. Replacement insulation shall match the existing type and thickness unless otherwise approved. Price this work using stated unit prices.

5. Clean and prepare all repair areas in accordance with the current written requirements of the membrane and repair-material manufacturer.

6. Repair defective EPDM seams using manufacturer-approved primer, seam tape, flashing membrane, and accessories. Do not rely on surface-applied caulk or lap sealant as the sole repair for an open or failed seam.

7. Repair cuts, punctures, splits, blisters, failed patches, and deteriorated membrane with compatible EPDM repair materials extending beyond the damaged area as required by the manufacturer.

8. Repair or replace deficient flashings at pipes, conduits, curbs, walls, corners, supports, drains, scuppers, and other penetrations or transitions.

9. Inspect and service all roof drains. Remove debris; clean drain bowls and strainers; verify secure clamping rings; and replace deteriorated drain seals, flashing, or membrane components.

Confirm that drainage paths are unobstructed.

10. Remove failed sealants and install new compatible sealant at termination bars, counter flashings, penetrations, and other locations where sealant is part of an approved detail. Sealant shall not be used as a substitute for properly installed EPDM flashing.

11. Install walkway pads or other membrane protection at designated access routes and service areas where included in the proposal.

12. If a field-applied coating or restoration membrane is proposed, provide a complete manufacturer-approved system specifically intended and warranted for aged EPDM. The proposal shall identify:

• Manufacturer and exact product system

• Required cleaning and surface preparation

• Primer and reinforcement requirements

• Application rate and minimum finished dry-film thickness

• Treatment of seams, penetrations, drains, flashings, and ponding areas

• Substrate moisture limitations

• Written confirmation of compatibility with the existing EPDM

• Manufacturer’s warranty terms No coating shall be applied over wet insulation, unsound membrane, uncured repair materials, dirt, oil, biological growth, or incompatible materials.

13. Protect the building, occupants, HVAC equipment, landscaping, and adjacent property throughout the work. Maintain the building in a watertight condition during construction.

14. Remove roofing debris and surplus materials daily. Upon completion, clean the roof, drains, gutters, work areas, and surrounding property.

The manufacturer’s current details show specialized treatments for lap splices, drains, penetrations, and wall terminations, supporting the need to specify proper EPDM repair components rather than generic caulk, see Elevate RubberGard EPDM specifications

Elevate’s published system information states that its RubberGard installations are performed by trained, authorized, and licensed contractors; requiring suitable manufacturer credentials is therefore appropriate where a manufacturer-backed system or warranty is requested, see Elevate RubberGard system information https://www.holcimelevate.com/content/dam/elevateemea/documents/en/roofing/rubbergard-epdm/quickspecs/sd-quickspec-fas-pv-roof-rg-en.pdf?utm_source=chatgpt.com https://www.holcimelevate.com/content/dam/elevateemea/documents/en/roofing/rubbergard-epdm/quickspecs/sd-quickspec-rma-rg-en.pdf?utm_source=chatgpt.com https://www.holcimelevate.com/content/dam/elevateemea/documents/en/roofing/rubbergard-epdm/quickspecs/sd-quickspec-rma-rg-en.pdf?utm_source=chatgpt.com