On Call Roof Repairs and Preventative Maintenance

The Facilities Management Department is requesting proposals from qualified contractors familiar with repairs, maintenance, and inspections on building roofing systems. The Town is also looking for this contractor to be available for on-call service when emergency repairs arise. The vendor assumes full responsibility for delivery, warranty, maintenance of all materials, hardware, and support services. The work specified in this request for proposal consists of furnishing all labor, machinery, tools, supplies, equipment, and services necessary to perform this work. The awarded contractor must apply and secure all permits associated with this project. The selected contractor shall be responsible for furnishing all labor, materials, tools, equipment, supplies, services, tasks and incidental and customary work necessary to competently perform on call roofing maintenance and repair work at various Town locations including, but limited to, facilities. The roof repairs scope of work may include, but is not limited to, removing and disposing of existing roof materials, felt paper and batts, installing new roof materials as prescribed by roofing manufacturers and warranties shall be in force for their full terms, roof jacks, flashing, fascia gutters, and ridge vent systems. Other work to be performed under this contract will include, but is not limited to, the following repairs: cracks, blisters, drains, gutters, vents, scuppers, roof hatches, sleepers, copings, downspouts, dormers, face, gravel stops, parapet walls, pitch pans/pocket, and expansion joints. The Facilities Management Department is requesting proposals from qualified contractors familiar with repairs, maintenance, and inspections on building roofing systems. The Town is also looking for this contractor to be available for on-call service when emergency repairs arise. Bidders wishing to submit a proposal for this solicitation are requested to respond online through our secure E-Procurement portal, Bonfire. Responses can be submitted at the link under the bid title "On Call Roof Repairs and Preventative Maintenance". Bidders will be required to create a Bonfire profile before submitting their bid. Step-by-step instructions on how to register as a vendor are available at this website: Vendor Registration. Due to the bid collection change to a secure online platform, multiple copies of your bid are no longer required. The Instructions to Bidders, Form of Bid, Scope of Services, and other contract documents may be examined and downloaded from the "Your Government" "RFQ, RFP, and Bid Postings" section of the Town of Mansfield website. The Town of Mansfield hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full opportunity to submit bids in response to this invitation, and they will not be discriminated against on the grounds of race, color, national origin or sex, in consideration for an award. An Affirmative Action/Equal Opportunity Employer. Minority/Women's Business Enterprises are encouraged to apply. If you intend to bid please notify Allen Corson, Director of Facilities Management at (860) 429- 3331 or by email at maintenance@mansfieldct.org so you may receive any and all addendum. To receive consideration bids must be uploaded to the Bonfire platform no later than the day and hour mentioned. The Town of Mansfield reserves the right to accept or reject any or all bids; to waive any informality; or to accept any bid deemed in the best interests of the Town of Mansfield. All bids shall be considered valid for a period of ninety (90) days. The Town shall not reimburse the bidder for the cost of developing, presenting, or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. A walkthrough is suggested to review the project scope, site, and conditions as well as address any questions regarding the project. Please email maintenance@mansfieldct.org or call 860-429-3331 with any questions about the walkthrough. Each bidder is cautioned to examine the specifications, drawings, samples, etc. pertaining to the bid to fully acquaint himself with the exact existing conditions relating to the work and has fully informed himself as to the work involved and the difficulties and restrictions attending the performance of this bid. Failure on the part of the bidder to examine all pertinent documents samples or job areas shall not entitle him to any relief from the conditions imposed in the proposal, the specifications, and the contract. Unsigned bids or bids without an original signature will not be accepted. At the time of the opening of bids each bidder shall be presumed to have inspected the work and to have read and to be thoroughly familiar with all of the Contract Documents (including addenda). The failure or omission of any Bidder to receive or examine any form, instruction or document shall in no way relieve any bidder from any obligation in respect to his/her bid. The various types of roofing that may need on call repair and that any successful bidder must demonstrate at least five (5) years of experience repairing are: o Slate Shingle Roofs o Built-up Roofs o Asphalt Shingle Roofs o EPDM Roofing o PVC Roofing Systems o Metal Roofing Systems The successful bidder must be able to perform an accurate assessment of the current roofing conditions and provide a detailed estimate of work required to remedy any leaks to the Town. The successful bidder must also be able to perform all repairs deemed necessary in the estimate and guarantee work for a minimum of six (6) months. This project also encompasses a major and minor preventative maintenance inspection each year on the roofs listed in the table above. The scope of work for the major preventative maintenance may include, but is not be limited to: a. Complete roof inspections. b. Clean roof of debris (leaves, small branches, dirt, rocks, etc. that have accumulated) including broom cleaning areas where dirt and dust accumulates from ponding water. c. Clean gutters, down spouts, drains and the surrounding areas, and re-secure drain fasteners if necessary. Make certain they allow water to flow off the roof. If drains are blocked below the roof line, Contractor will notify and advise the Town. Provide photos of any major build ups. d. Inspect and repair flashings at all penetrations and curbs, including pipes, walls, etc. e. Inspect seams in the roof field and expansion joints and repair as necessary. f. Repair all gutters and gutter seams as needed. g. Re-secure loose sheet metal items and reseal cracked or missing caulk joints. h. Examine the areas that abut the roof. i. Examine the edges of the roof. j. Examine the walls and seals of the roof for possible leaks. k. Examine any roof top equipment such as air conditioners, evaporate coolers, antennas, etc. Make certain they do not move excessively or cause a roof problem by leaking material onto the roof. l. Check the building exterior for settlement or movement. m. Examine protective coatings, any cracked, flaking, or blistered areas must be recoated. n. Identify any new work by coloring the patch material or sealant with a different color for each year. o. Advise the Town of any repairs exceeding the scope of annual maintenance. p. Prepare a report to include the general roof condition, list of immediate repairs and/or penetrations, identify any larger repairs, as well as rating the condition of each roof. This report shall be documented with photos. The scope of work for the minor preventative maintenance may include, but is not limited to: a. Complete roof inspections. b. Clean roof of debris (leaves, small branches, dirt, rocks, etc. that have accumulated) and inspect and clean drains of debris. c. Clean gutters, down spouts, drains and the surrounding areas, seal all seams in gutter inlets, and re-secure drain fasteners if necessary. Make certain they allow water to flow off the roof. If drains are blocked below the roof line, Contractor will notify and advise the Town. Provide photos of any major build ups. d. Prepare a report of the general roof condition and rate the condition of the roof. Identify any larger repairs documented with photos. The scope of work for the on-call roof maintenance and repair work may include, but is not limited to: a. The Contractor shall provide regular service between the hours of 7:00am and 5:00pm, Monday through Friday. The Contractor shall provide overtime service between the hours of 5:00pm and 7:00am Monday through Friday and Saturdays, Sundays, and Holidays. The Contractor shall supply the Town with a 24-hour contact number for scheduling of routine repairs/new installation and emergency repairs. b. Priority 1 (Emergency) - The Facility Maintenance Department will call for an emergency repair. The Contractor shall be on-site and effecting repairs in one (1) hour or less. c. Provide emergency repair service on an on-call basis. The Contractor shall identify the source of the leak during the rain event, determine a course of action, and make repairs as soon as possible following the event. d. Priority 2 (On-Call Repair) - The Facility Maintenance Department will call for a repair. The Contractor shall be on-site and repairs begun within twenty-four (24) hours of the initial call being placed. e. The Contractor shall maintain a job tracking system that, at a minimum, records: (i) the date and time a request was received by the Contractor; (ii) the date and time a crew was dispatched to the site; (iii) the date and time the crew arrived at the site; (iv) a description of the problem and corrective work required; (v) the amount of time spent on the site by the Contractor's personnel; (vi) the materials and spare parts used by the Contractor; and (vii) the date and time the work or repair was accepted by the Town. f. Priority 3 (Projects) - The Facility Maintenance Department will call the Contractor for a project. The project will begin within ten (10) calendar days of the initial call, unless extended by the Town. This is for repairs that do not require emergency attention. Invoices shall contain details of services performed, number of man hours for each discipline of labor, materials furnished, and rental equipment used. Unit prices for each shall be listed. The Town shall only be responsible for the number of hours approved by the Town's Maintenance Staff. g. The Town reserves the right to furnish parts and equipment when it is in the best interest of the Town and to solicit formal bids for projects with an estimated cost of $10,000. h. Invoices for completed work must be submitted within thirty (30) days. The invoice shall also document if a permit was required or not. Permit fees are the responsibility of the Contractor. If a permit was required, the permit number shall be listed on the invoice. Work will be inspected by Facilities Maintenance personnel and approved by the Town prior to payment.

Division 07 -

Thermal and Moisture Protection, Dampproofing and Waterproofing, Thermal Protection.