40 Oaks House Structure Encapsulation

The City of Clarkston, Georgia, is issuing a Request for Quotes (RFQ) for the encapsulation of the 40 Oaks House structure located at 3790 Market Street in Clarkston. The project requires contractors to provide all labor, materials, equipment, and supplies necessary to encapsulate the entire roof of the 1901-built house, including the front porch roof, with a white fire retardant vinyl tarp meeting NFPA-701 standards. The house has a footprint of approximately 1,632 square feet with total roof and porch areas of approximately 1,800 square feet, with approximately 50 percent of the roof area structurally unsound due to long-standing damage. Key dates for this procurement include a non-mandatory pre-bid conference on October 6, 2025, at 9:00 AM on-site; bid submission deadline of October 8, 2025, at 3:00 PM via BidNet Direct; and a question submission deadline of October 8, 2025, at 12:00 PM with responses posted by 5:00 PM the same day. Work must be substantially completed within 30 calendar days after issuance of the Notice to Proceed, with liquidated damages of $250 per day assessed for delays beyond this timeframe, excluding delays caused by city actions, vendor delays due to material shortages, or weather. Evaluation criteria include submission of a bid bond equal to 5 percent of the base bid amount, a 100 percent performance bond required upon contract award, and compliance with insurance requirements including $1,000,000 comprehensive general liability per occurrence with a $2,000,000 umbrella, $1,000,000 comprehensive automobile liability, and workers' compensation as required by Georgia law with $1,000,000 employers' liability limits. The lump sum bid must include all costs for material procurement, installation, repair or re-installation of the tarp for one year commencing when the punch list is approved, plus the cost of the performance bond.

The procurement contains no specific set-aside designations for disadvantaged enterprises or restrictions limiting eligible bidders to particular organization types. Prime contractors must perform a minimum of 75 percent of the total bid amount with their own employees. No incumbent vendors, current contractors, or existing infrastructure requiring integration have been identified in the procurement documents. The project is 100 percent funded by the City of Clarkston through SPLOST II funding, and the award will be made on a lump sum basis to the lowest responsive and qualified bidder. A 10 percent retainage will be held on all pay applications throughout the project. The City reserves the right to reject any or all bids and to cancel the contract with 30 days' written notice.