rob-fleming-lodge-roof-replacement-project-c-2026-0527.pdf

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The Woodlands Township Park and Recreation 8203 Millennium Forest Dr.

The Woodlands, TX 77381

Invitation for Bid Rob Fleming Lodge Roof Replacement Project

Contract # C-2026-0527

PURPOSE

Contractors shall provide all labor, materials, equipment, licensing, and supervision necessary for the removal and replacement of the roof at Rob Fleming Lodge outlined in the attached bid documents.

Pre-Bid Meeting Bid at 9:00 a.m. CST August 21, 2026

Deadline for Written Questions at 12:00 noon CST September 14, 2026

Bids Due by 1:00 p.m. CST at 8203 Millennium Forest Dr, The Woodlands, TX 77381

September 23, 2026

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Bidder shall complete every space in the bidder proposal column with either signed initials to indicate the item being bid is exactly as specified or a description to indicate any deviation of item being bid from the specifications. Bidder may submit additional information explaining any proposed deviation.

1 GENERAL Bidders Initials

1.1 Contractors shall provide all labor, materials, equipment, licensing, and supervision necessary for the removal and replacement of the slate roofing at Rob Fleming Lodge outlined in the attached bid documents.

1.2 The Woodlands Township reserves the right to reject any or all bids, including without limitation the rights to reject any or all nonconforming, non-responsive, unbalanced or conditional bids and to reject the bid of any bidder if The Woodlands Township believes that it would not be in the best interest of the project to make an award to that bidder, whether because the bid is not responsive or the bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by The Woodlands Township.

1.3 The Woodlands Township also reserves the right to waive all informalities and defects in the bids and the bidding process not involving price, time of submittal or changes in the work and to negotiate contract terms with the successful bidder. Discrepancies between the multiplication of units of work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum.

Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or lack of clarity in stating the prices in the bid, The Woodlands Township reserves the right to consider the most advantageous bid thereof or to reject the bid.

1.4 Prospective Bidders may obtain a bid package including specifications and bidding documents from The Woodlands Township website, online at www.thewoodlandstownship-tx.gov/bids.

1.5 Bidders should carefully examine the bid documents, specifications and other documents, visit the sites of the work, field verify quantities and fully inform themselves as to all conditions and matters which can in any way affect the work or the cost thereof. Should a bidder find discrepancies in or omissions from specifications, or other documents, or be in doubt as to their meaning, he should at once notify The Township and obtain clarification prior to submitting a bid.

1.6 Addenda to the specifications shall be considered part of the contract documents. Bidder shall acknowledge receipt of addenda on the Bid Proposal Form. Oral and other interpretations or clarifications will be without legal effect.

1.7 Any qualification or exception submitted by the contractor pertaining to the specifications and bid items may be cause for rejection of bid. (A conditional bid may be cause for rejection.)

1.8 The Contractor’s bid shall include unit prices as outlined in the Bid Tabulation Form.

Quantities required and listed are substantially correct, but The Woodlands Township reserves the right to increase and/or decrease the amount of work to be done by any amount at the same unit cost bid.

1.9 There will be no public bid opening; however, bid tabulation will be released once the Board of Directors has reviewed and approved them.

1.10 ANY ALTERATIONS, ADDITIONS OR DELETIONS, TO EITHER THE INSTRUCTIONS TO BIDDERS, OR THE

PROPOSAL FORM SHALL CONSTITUTE THE BID(S) AS UNACCEPTABLE.

1.11 Contractor shall be capable of receiving communication by email, or via phone call/message/app.

1.12 Contractor shall provide all equipment, labor, trucks, and material necessary to perform the required service. No equipment, material or personnel shall be provided by The Township to Contractor unless agreed upon in advance in writing by the Township.

1.13 Contractor shall remove all rubbish, waste and discarded material on a daily basis that is a result of their services provided to the Township. If Contractor fails to comply with this obligation, and the http://www.thewoodlandstownship-tx.gov/bids

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Township is required to remedy, the Contractor agrees to reimburse the Township for all expenses incurred for the remedy.

1.14 Each employee will be identified by a company uniform (shirt, pants or cap) and vehicles will be clean, and all marked with company name.

1.15 Contractor shall behave and operate in an environmentally sound and professional way, as to not create damage or cause exposure by virtue of negligence or omission.

1.16 Equipment must be well maintained and in good condition.

1.18 Transportation of staff and equipment shall be done only in vehicles marked with contractor’s company logo unless agreed in writing by Township staff.

1.19 Work shall be conducted between 7:00 a.m. and 6:00 p.m., Monday through Saturday. The Woodlands Township may direct specific times for certain work to be performed so as to not interfere with lake/pond, park and/or community activities.

1.20 Safety of residents and visitors is of the utmost importance. It will be the contractor’s responsibility to secure areas in and around where the work is taking place. The park will remain open to the public for the duration of the project.

1.21 Each Contractor is responsible for maintaining perimeter safety fencing around work area while project is under construction.

1.22 The Contractor shall limit his use of the premises for work and for storage. The Contractor shall coordinate use of premises under direction of the Township’s representative. The Contractor shall assume full responsibility for the protection and safekeeping of products for this project, stored on the site.

1.23 Contractor shall verify all field conditions and finish elevations with The Woodlands Township.

1.24 Prior to the start of installation, the Contractor shall stake the location of all elements for approval by The Woodlands Township.

1.25 Contractor shall install roof materials per manufacturer’s installation instructions.

1.26 Services can only be requested by authorized personnel who include Township staff having a title of Foreman, Supervisor, Superintendent/Manager, Asst. Director, Director, Chief Officer, or President/Chief Executive Officer.

1.27 Contractors shall understand that one of the main emphases of this community is the preservation of the natural existing environment which includes the trees, bushes, wildflowers and wildlife, and to enhance it by additional landscaping and the development of the lakes and open space. No trees, shrubs or vegetation should be unnecessarily removed or damaged. No trash, lumber, etc. can be dumped in the woods. No vehicles, etc. can be parked except in handicapped spaces or park reserves.

1.28 Any measurements contained herein should only be used as an estimate. Contractor is responsible for accurate measurement of all items. All potential bidders should examine areas included in this bid to ensure accurate measurements and price quotes.

1.29 Contractor is responsible for obtaining such supplies, materials and parts. Such supplies, materials and parts shall be of good quality and the cost of such shall be billed as reflected in the proposal from the Contractor. Installed materials that fail before warranty shall be replaced by the contractor with new material at no cost to the Township other than labor to reinstall.

1.30 Project location is public and extremely sensitive to disruption. Contractor must ensure the general public and user’s safety when performing services in and around all locations.

1.31 Contractor shall not employ any subcontractor to fulfill any of the Contractor’s obligations, in whole or in part, without the prior express written approval of The Woodlands Township and shall fully indemnify and defend the Township for any acts or omissions of any such sub-contractor.

1.32 All work shall be performed by the approved contractor or sub-contractor. A list of sub-contractors shall be submitted with the bid.

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1.33 Contractor is responsible for damage to persons and property caused during the performance of contracted work.

1.34 The Contractor will be held responsible for any damages to trees, plants, shrubs, fences, walls, brick, pavers, glass, etc. that is caused by the Contractors errors or their failure to comply with the requirements of these specifications and will be assessed a fee. Values will be based on The Township’s assessment and/or appraisal in accordance to Council of Tree and Landscape Appraisers or other mutually agreeable source.

1.35 If through inspection and verification, in The Woodlands Township opinion, work as defined by the specifications has been carried out to an insufficient standard, the work shall be carried out again by the Contractor or stopped at the expense of the Contractor.

1.36 **In the event the contractor fails to accomplish any task under this scope of work, The Woodlands Township will provide reasonable notice to take corrective action. If the Contractor does not perform the service, The Woodlands Township may, at its option, cause the non-performed tasks to be accomplished through another source and deduct the cost of such from the amount normally due to the contractor.

2 LAWS, REGULATIONS, AND INSURANCE Bidders Initials

2.1 Please be advised that in accordance with State of Texas Local Government Code Chapter 176, Bidder must submit Form CIQ

2.2 In compliance with State of Texas Government Code, Section 2252.908, the successful business entity awarded a contract by the Board of Directors of The Woodlands Township must complete Form 1295 – “Certificate of Interested Parties” – and must provide a signed and notarized printed copy of the form and a separate certification of filing. The form can be found at www.ethics.state.tx.us

2.3 At Contractor's own cost and expense, Contractor shall comply with all laws, ordinances, rules, and regulations of the federal, state and local and OSHA authorities and departments relating to or affecting the work hereunder, and shall secure and obtain any and all permits, licenses and consents as may be necessary in connection therewith.

2.4 Traffic control, where and when needed, must meet the requirements of all state and local laws and regulations shall be included as part of the unit cost.

2.5 All work, repairs, and installations shall be made in compliance with the appropriate Certifications, Laws, and Codes as adopted by the State of Texas.

2.6 Contractor shall provide The Woodlands Township with acceptable proof of insurance and endorsement forms which meet the requirements as identified herein. Proof of Insurance must be provided before any Work is to begin.

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3 INSTRUCTIONS Bidders Initials

3.1 A Pre-Bid Meeting will take place at the Rob Fleming Lodge, 6055 Creekside Forest Drive, The Woodlands, TX, 77389, on August 21, 2026, at 9:00 am CST.

3.2 Contractors should visit the location in their own time in order to best determine scope and expectations: The Woodlands Township strongly encourages all bidders to familiarize themselves with facilities and locations.

3.3 INTERPRETATIONS AND ADDENDA- All questions about the meaning or intent of the Bidding Documents and the Contract Documents shall be submitted in writing to ParkProjects@thewoodlandstownship-tx,gov. Interpretations, questions, or clarifications will be considered by the Township and if necessary be responded to by issuance of an Addendum. All questions are to be received no later than Wednesday, September 23, at 1:00 p.m. CST. Only answers issued by Addenda will be binding. All addendums will be posted on The Woodlands Township website http://www.thewoodlandstownship-tx.gov/bids

3.4 Sealed bids, addressed to The Woodlands Township, 8203 Millennium Forest Drive, The Woodlands, Texas 77381, must be received at the above address no later than Wednesday, September 23, 2026, at 1:00 p.m. CST for furnishing all labor, materials, supplies, equipment, licensing, supervision and performing all work necessary to provide The Woodlands Township based on the bid documents in The Woodlands Township, Montgomery and Harris Counties, Texas. Bids shall be submitted in sealed envelopes using the blank Proposal forms furnished with this bid package.

3.5 Each sealed envelope containing the bid(s) must be clearly marked on the outside BID for Rob Fleming Lodge Roof Replacement Project - Contract # C-2026-0527 and the envelope should bear on the outside the name of the bidder and company their address.

3.6 All companies bidding on this project must include the information outlined in the ITEMS TO BE

INCLUDED IN BID SUBMITTAL such as bid checklist, bid bond, statement of qualifications, list of subcontractors, list of equipment, references, list of proposed equipment, licenses, insurance requirements, and other items requested in this bid document.

3.7 All Bids must be made on the required BID TABULATION FORM. All blank spaces for BID prices must be filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted.

3.8 Bidder is required to submit three (3) references of previous projects of similar or like nature size/value.

3.9 Bid Bond -All bids shall be accompanied by a Bid Bond in the amount of 2% of total project bid, from a Surety Company licensed in the State of Texas, as a guarantee that the bidder will enter into a contract.

3.10 Performance/Payment Bond -Contractor is required to provide The Woodlands Township with a performance/payment bond in the full amount of the contract value prior to the commencement of work, with premiums fully paid in advance by the contractor. The bonds will be on forms and drawn on sureties acceptable to The Woodlands Township and are included in the total project cost (s). See attached for sample of Performance Bond.

4 INVOICING AND PAYMENT Bidders Initials

4.1 Evaluation of bid takes into account the following considerations: price, references, familiarization with The Woodlands, etc.

4.2 THIS IS A TAX-EXEMPT CONTRACT. A TAX EXEMPTION CERTIFICATE WILL BE SUPPLIED TO THE CONTRACTOR WHO MAY THEN ISSUE A RESALE CERTIFICATE TO SUPPLIERS AND SUBCONTRACTORS.

4.3 Partial payment will be paid by The Woodlands Township within thirty (30) calendar days after the invoice is received based on the Accounts Payable calendar which will be provided to the successful contractor, less than ten percent (10%) of the amount thereof, which shall be retained until final payment.

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4.4 The Township will remit payment for each invoice to Contractor within 30 days of receipt of an approved Invoice, unless the Township disputes any portion of the Invoice, and the Contractor is not in default under the provisions of this contract.

5 SCOPE OF WORK Bidders Initials

Roof Removal and Synthetic Slate Installation:

5.1 Removal of existing natural slate roofing material down to the wood decking.

5.2 Inspect all roof decking for rot or damage.

5.3 Install high-performance synthetic underlayment across the entire roof surface according to manufacturer specifications for premium synthetic slate

5.4 Install premium grade synthetic slate shingles, according to manufacturer instructions/specifications, to matching existing color pattern from DaVinci.

5.5 Install new copper drip edge along all eaves and rakes.

5.6 Install new copper step flashing and counter-flashing at all wall transitions and chimneys to ensure a watertight seal.

5.7 Install new lead or rubber pipe boots for all plumbing vent penetrations.

5.8 Install ridge vent system to facilitate proper attic ventilation.

5.9 Ensure all fasteners are corrosion-resistant and appropriate for the specific synthetic slate product being installed.

5.10 Fabricate and install roof valleys using copper.

5.11 Fabricate and install chimney saddles and crickets as required to ensure proper water diversion behind masonry structures.

Debris Removal and Site Maintenance:

5.12 Provide labor for the continuous collection of heavy natural slate debris during the tear-off process.

5.13 Supply and manage on-site disposal of natural slate and associated roofing waste.

5.14 Perform daily ground-level cleanup using magnetic sweeps to ensure all nails and metal fragments are removed from the perimeter.

5.15 Haul off all removed materials and dispose of them at an approved recycling or waste facility.

5.16 Protect existing landscaping and walkways from falling debris using plywood or heavy-duty tarps throughout the project duration.

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Bid Tabulation Form Rob Fleming Lodge Roof Replacement Project

Contract # C-2026-0527 ITEM - PER SCOPE Bid Amount Roof Removal and Disposal Roof Material/Product Roof Installation Full Site Cleanup Performance Bond

Total Days to complete work

Bid Certification

I, _________________________________________, certify that this bid, including the listed unit price in the bid tabulation, is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a bid for the same materials, supplies or equipment and is in all respects fair and without collusion of fraud. I agree to honor the unit prices as submitted throughout the term of the

Rob Fleming Lodge Roof Replacement Project Contract # C-2026-0527 and abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.

Date

Signature Name (please print)

Title Company Name

Address Phone Number

E-mail address Cell Phone Number

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Exhibit A - Addendum Acknowledgement

Please acknowledge by signing and dating that you have seen the addenda posted with the bid on http://www.thewoodlandstownship-tx.gov/bids.

Addenda #1 _______________________________________ Date Received ________/_______/ 2026

MM DD

Addenda #2 _______________________________________ Date Received________/_______/ 2026

Addenda #3 _______________________________________ Date Received ________/_______/ 2026

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Exhibit B – Site Visitation Form

A walk-through of the site is required as a condition of this bid. Each contractor is required to submit the Site Visitation Form as part of the bid submittal. Failure to submit the form will result in the bid being deemed unresponsive.

I ___________________________certify that I inspected the site and pavilion at Rob Fleming Lodge located 6055 Creekside Forest Drive, The Woodlands, TX, 77389.

Area/Site map

Signature Company

Name (please print)

Date of Visit

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Exhibit C - Conflict of Interest Questionnaire

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Exhibit D -References

Please provide information from three (3) references of similar work scope, representing experience within the past five (5) years:

1. Agency/Company:

Contact Name:

Contact Phone:

Products delivered:

2. Agency/Company:

3. Agency/Company:

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Exhibit E –Statement of Qualifications

DATE SUBMITTED _____________

All questions must be answered, and the data given must be clear and comprehensive. This statement must be notarized. If necessary, questions may be answered on separate attached sheets. The Firm may submit any additional information that is pertinent.

1. Name of Firm - ________________________________________________________

2. Permanent main office address - __________________________________________

3. If a corporation, where incorporated - ______________________________________

4. How many years have you been engaged in the roofing business? Under what firm or trade names and how long under each?

5. Contracts on hand (show gross dollar amount of each contract and the anticipated date of completion):

6. Are you licensed as Contractor in the State of Texas?

Yes_____ No_____ If “Yes”, please provide Contractor numbers?

7. General character of work performed by your firm - ___________________________

8. Has your firm ever failed to complete any work awarded to you?

Yes____ No____ If “Yes”, where and why?

9. Has your firm ever defaulted on a contract?

Yes____ No____ If “Yes”, where and why?

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10. List 5 projects of similar size and scope:

Firm Name Contract Value Contact Information

1.____________________________________________________________________

2.____________________________________________________________________

3.____________________________________________________________________

4.____________________________________________________________________

5.____________________________________________________________________

11. Are any lawsuits pending against you or your firm at this time?

Yes____ No____ If “Yes”, PROVIDE DETAILS.

12. Have any charges been filed against you or your firm or the bidding entity with the Texas Office of Contract Compliance, the Equal Opportunity Commission, the State of Texas Civil Rights Commission, or any other similarly constituted entity charges by any state or local government with the enforcement of anti-discrimination legislation or regulations?

Yes____ No____ If “Yes”, PROVIDE DETAILS.

13. The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by the Associations in verification of the recitals compromising this Statement of Bidder’s Qualifications.

DATED AT ______________on this _____ day of 20___.

(SEAL) _______________________________________

(Name of Bidder)

By _________________________________________

(Signature)

Title _______________________________________

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Exhibit F – Subcontractors

LIST OF SUBCONTRACTORS (Required with Bid Submittal)

Please list all subcontractors to be used and work that they will perform as part of this bid. Bidder certifies that all Subcontractors listed are eligible and legally able to perform the Work.

Subcontractor's Name Subcontractor’s Type of Work

If no Subcontractors are to be used, please make this page with the word NO SUBCONTRACTORS

WILL BE USED

The Contractor whose Bid is accepted shall not substitute for a Subcontractor who is named herein, without written approval from The Woodlands Township.

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Exhibit G - Insurance Requirements

Contractor agrees to procure and maintain at all times, at Contractor’s sole cost and expense, during the performance of the Work and for so long as this Contract remains in effect, policies of insurance with carriers reasonably acceptable to the Township in the minimum amounts outlined below:

a. Worker’s compensation and employer’s liability coverage complying with the applicable laws of the State of Texas, covering all employees, agents and representatives of Contractor and all Subcontractors engaged in any manner in performance of the Work.

Employer’s liability coverage shall have a minimum limit of $1,000,000 for liability arising out of any accident related to the Work.

b. Comprehensive general liability insurance, including Contractor’s protective liability, in Contractor’s name, with combined bodily injury and property damage of not less than $1,000,000 per occurrence, and will include, without limitation, the following coverages:

(1) XCU Coverage,

(2) Contractual Liability Coverage,

(3) Completed Operations and/or Products Liability Coverage, commencing with issuance of Final Certificate for Payment, and extending for at least two (2) years from that date, and

(4) (X), (C) and (U) exclusions shall be removed.

c. Comprehensive Automobile Liability Insurance, with combined single limit bodily injury and property damage of not less than $1,000,000 per occurrence. Such coverage shall include owned, hired and non-owned vehicles of Contractor or Contractor’s employees, agents, representatives or Subcontractors.

d. Cyber Risk Insurance (including professional oversight liability) covering acts, errors, and omissions arising out of operations or services with minimum limits of $1,000,000 per occurrence, $2,000,000 annual aggregate.

e. All insurance policies required by this Paragraph 7 shall contain a clause waiving any right of subrogation against The Woodlands Township. Insurance policies under (b), and (c), shall include The Woodlands Township as an additional insured.

f. With reference to the foregoing insurance requirement, Contractor shall specifically endorse applicable insurance policies as follows:

(1). The Woodlands Township shall be named as an additional insured with respect to General Liability and Automobile Liability.

(2). Additional insured for The Woodlands Township should be on a primary and non-contributory basis.

(3). All liability policies shall contain no cross-liability exclusions or insured versus insured restrictions.

(4). A waiver of subrogation in favor of The Woodlands Township shall be contained in the Workers Compensation and all liability policies.

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(5). All insurance policies shall be endorsed to require the insurer to immediately notify The Woodlands Township of any material change in the insurance coverage.

(6). All insurance policies shall be endorsed to the effect that The Woodlands Township will receive at least thirty- (30) days' notice prior to cancellation or non-renewal of the insurance.

(7). All insurance policies, which name The Woodlands Township as an additional insured, must be endorsed to read as primary coverage regardless of the application of other insurance.

(8). Required limits may be satisfied by any combination of primary and umbrella liability insurances.

(9). Contractor may maintain reasonable and customary deductibles, subject to approval by The Woodlands Township.

(10). Insurance must be purchased from insurers that are financially acceptable to The Woodlands Township.

(11). Transmittal of proof of insurance should reference the Woodlands Township contract number (as listed in the footer below).

All insurance must be written on forms filed with and approved by the Texas Department of Insurance.

Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent and shall contain provisions representing and warranting the following:

a. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

b. Shall specifically set forth the notice-of-cancellation or termination provisions to The Woodlands Township.

c. All contractors and Subcontractors must be meeting minimum OSHA safety requirements as applicable to their operations.

Contractor shall, before the Contract is signed, and at any time following execution thereof at the request of the Township, furnish the Township with a certificate and proof of such additional endorsements or other documentary evidence that the aforementioned insurance policies have been procured with such additional endorsements, that premiums have been paid and that such policies remain in place. Such certificate or other evidence shall bear an agreement that the Township will be given thirty (30) days prior written notice by the Insurance Company furnishing the certificate before the insurance is cancelled or changed in any manner or for any reason during the period of coverage as stated on the certificate.

The Township reserves the right to change the type of insurance required, limits required, and/or endorsements required as the Township sees fit.

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Exhibit H -Bid Submission Checklist

Only items marked with YES are applicable to this bid If additional information is needed, please contact the project coordinator identified in this document

Vendor must initial each required task as it is completed.

Vendor must include this form as the cover page to the bid submittal.

Vendor Name:

Individual submitting:

Contract Number

Required Item Bidder has included in Submitted

Packet (Initial)

Required Item Bidder has included in Submitted

Packet (Initial) YES General Specifications and

Acknowledgement YES References

YES Bid Tabulation Form YES Notarized Statement of Bidders Qualifications

YES Bid Certification YES Bid Bond-2% of value of bid YES Addendum Acknowledgment YES Sub-Contractor List

YES Equipment List YES Signed Conflict of Interest Questionnaire (CIQ)

After awarded the following documents must be provided- Initial if you are prepared to provide these after awarded, as required

Required Acknowledged Required Acknowledged YES Form 1295 – “Certificate of

Interested Parties” YES Payment Bond

This applies to bids that exceed $25,000

YES Performance Bond Requirements.

This applies to bids that exceed $25,000

YES Insurance Check if you are prepared to provide this after award, inclusive of endorsement forms, as required

It is the vendor’s responsibility to be thoroughly familiar with all bid requirements and specifications

Staff Initial ___________________ Staff Initial_____________________

Date & Time _________________ Date & Time _____________________

Exhibit G - Insurance Requirements