HABERSHAM COUNTY SCHOOL DISTRICT REQUEST FOR QUOTE CLARKESVILLE ELEMENTARY, METAL ROOF RESTORATION

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1 HABERSHAM COUNTY BOARD OF EDUCATION P.O. Box 70, Clarkesville, Georgia Ph: Fax: Matthew Cooper, Superintendent Denise Gunn, Facilities and Maintenance Director HABERSHAM COUNTY SCHOOL DISTRICT REQUEST FOR QUOTE CLARKESVILLE ELEMENTARY, METAL ROOF RESTORATION Habersham County Board of Education is now requesting quotes from all interested vendors to restore the metal roofs at Clarkesville Elementary School, using the WEATHERSTAR Roofing System. There will be a Mandatory site visit at Clarkesville Elementary School, 6539 State Hwy 115 West, Clarkesville, GA on Wednesday, May 16, 2018 beginning at 1:00 p.m. for all interested vendors. Site visit sign-in sheets are kept by Facilities & Maintenance Director. Inquiries: Vendors shall have until May 23, 2018, 3:00 p.m. to make any inquiries. All inquiries must be in writing and submitted via to dmgunn@habershamschools.com. Sealed quotes will be received until 2:00 p.m., Friday, June 1, 2018, at the Habersham County Board of Education office, 132 Stanford Mill Road, Clarkesville, GA 30523, for furnishing the Goods/Services described herein and will be Opened in Public. Sealed envelope must be marked with vendor name and labeled Request for Quote Clarkesville Elementary, Metal Roof Restoration Copies of the RFQ Packet can be obtained by visiting Request for Proposals/Quotes. Quote may be delivered (Hand Deliver, Express Mail Services, Etc.) or mailed (by U.S. Mail or Certified Mail) to Habersham County Board of Education, Attn: Denise Gunn, P.O. Box 70, 132 Stanford Mill Road, Clarkesville, GA Habersham County Board of Education looks forward to your response. 1

2 1. PREPARATION OF QUOTE GENERAL TERMS & CONDITIONS To be entitled to consideration, quotes as stipulated shall be made in accordance with the following instructions: a. Quotes must be submitted in a sealed envelope marked, Request for Quote Clarkesville Elementary, Metal Roof Restoration b. Original quote must be received at Habersham County Board of Education Attention: Denise Gunn, P.O. Box 70, 132 Stanford Mill Road, Clarkesville, GA 30523, no later than the date and time set forth in the Request for Quote. Interested vendors are advised to consider that hand delivery assures timely receipt. c. Quotes received after the date and time specified will not be considered. d. Vendors are instructed to carefully read all terms, conditions and specifications as set forth in the Request for Quote. e. Quotes that in any way qualify or vary the terms and conditions and specifications of this RFQ may be considered non-responsive and disqualified from consideration of award. f. All quotes shall be printed in ink or typewritten or as specified. No erasures permitted. Errors may be crossed out and corrections printed in ink or typewritten adjacent to the error. The person signing the proposal documents shall initial corrections in ink. g. Telephone or faxed quotes will not be accepted. h. Interested vendors must include the Vendor Reference Sheet (Attachment A) with their RFQ response. References will be utilized in the evaluation of this proposal. Vendor must include all information requested. Failure to do so will reflect negatively in evaluation and may result in vendor s submission being deemed non-responsive and eliminated from consideration. i. Georgia Security and Immigration Compliance Act (ACGA ) Affidavit (Attachment B) must be completed and submitted along with RFQ. 2. SPECIFICATIONS a. Vendor must have been in business three or more years. b. All vendor employees and agents working on Habersham County Board of Education property must wear proper identification and must comply with all policies and procedures of the school district related to on-campus work. Vendor employees and agents must also sign in and out at the school office each time work is performed on a campus. 2

3 c. Vendor must submit certificates of coverage for Worker s Compensation and General Liability Insurance as part of the bid package. Insurance must be for a minimum of $1,000, and Worker s Compensation Insurance must be in accordance with Georgia Code. The Habersham County Board of Education assumes no responsibility for accidents occurring while servicing school property. d. Vendor is required to perform a background check on the site supervisor who will be working on school property. A comprehensive criminal history background check to include both GCIC and NCIC is required. Minimum findings that warrant exclusion include: any felony conviction, any drug conviction, any crime against children, and any sex-related conviction. Background check documentation must be submitted to Denise Gunn, Facilities & Maintenance Director, within ten (10) days of contract award date and prior to commencement of work. e. Pricing should reflect labor, equipment and materials needed to perform the services detailed in section number 6, Scope of Work and 7, Scope of Work - Details 3. CONTRACT a. Contract between Habersham County Board of Education and vendor shall be executed upon award by BOE. b. Habersham County Board of Education requires that all quote prices remain unchanged during project period. c. Habersham County Board of Education reserves the right to review and accept or deny request for price changes due to extenuating circumstances in the economy or marketplace. d. If the successful vendor wishes to cancel this contract, a written notice of thirty (30) days in advance will be required. If the Habersham County Board of Education wishes to cancel the contract, a written notice of thirty (30) days in advance will be required. In addition, either party may terminate the contract in the event the other party breaches any of its duties and obligations under this contract and fails to cure such breach with thirty (30) days after receiving notice specifying the breach. Habersham County Board of Education reserves the right to terminate without warning in the event of critical and /or material breach of contract. 4. PURCHASING/INVOICING a. The Habersham County Board of Education Purchasing Policy DJE, Bids and Quotations Policy DJED, and purchasing procedures are incorporated into this Request for Quote. By acceptance of this RFQ, a vendor, potential vendor, or contractor agrees to be bound by said policies and procedures in any issue or action related to this RFQ or subsequent contract resulting from this RFQ. 3

4 b. All invoices and/or financial correspondence should be directed to Accounts Payable, Habersham County Board of Education, P.O. Box 70, Clarkesville, GA c. Invoices will be paid within 30 days of receipt. A completed IRS Form W-9 must be submitted with first invoice. Payment will not be issued until W-9 is received. 5. AWARD a. Habersham County Board of Education may accept or reject any or all quotes, parts of quotes, may waive informalities, technicalities and irregularities. The judgment of Habersham County Board of Education on such matters shall be final. b. Habersham County Board of Education reserves the right to qualify and award any or all of this contract in any manner deemed to be in the best interest of the school district. c. The solicitation (including all addenda), quote, contract notification letter or establishing purchase order, attachments (either attached there or by reference), shall constitute the entire binding contract on the terms set forth and is to be interpreted, construed and given effect in all respects according to the laws of the State of Georgia. d. All correspondence, including Notices of Awards and Purchase Orders will be sent to the address appearing on the vendor s quote. 6. SCOPE OF WORK Complete metal roof restoration using the American WEATHERSTAR Roofing System on all existing metal roofs at Clarkesville Elementary School. 7. SCOPE OF WORK DETAILS Work may begin as early as June 8 th and shall be completed no later than July 31, EXTENT OF WORK Provide all labor, material, tools, equipment, and supervision necessary to complete the installation of the WEATHERSTAR Roofing System in accordance with the manufacturer's specifications and details. SUBMITTALS Prior to starting work, the roofing contractor must submit the following: a. Shop drawings showing layout, details of construction and identification of materials. b. Submit a letter of certification from the manufacturer which certifies the roofing contractor is authorized to install the manufacturer's roofing system. 4

5 c. Upon completion of the installed work, submit copies of the manufacturer's final inspection prior to the issuance of the manufacturer's warranty. PREPARATION OF SUBSTRATE Examine Substrate to receive new roofing Install WEATHERSTAR Roofing System after all unsatisfactory conditions have been corrected in a manner acceptable to the manufacturer. Preparation of the Roof Substrate The following shall be corrected in preparation for the roof substrate: a. Treatment of excessive gaps between panels b. Installation of sheet metal crickets c. Treatment of ponding water areas d. Repair of dented/damaged panels e. Re-tightening and replacement of fasteners f. Thorough cleaning/removal of existing paints and coatings g. Treatment of residual asphalt h. Treatment of rust areas i. Priming of pre-finished metal panels Treatment of Excessive Gaps All large or excessive gaps existing between roof panels shall be closed or made flush with EverTite self-drilling fasteners. Closed-celled foam strips or polyurethane foam shall be used to pre-fill voids larger than.25 before applying WeatherStar 200 Brush Grade. Foam will be shaped with a utility knife or other method to create a cant strip which will facilitate both WeatherStar flashing adhesion and water drainage, as well as, prevents shearing of the Fabric on metal edges. Sheet-Metal Crickets Sheet-Metal Crickets shall be installed according to manufacturer s specifications (minimum 26 gauge metal heavier required for larger crickets) on the high side of all curb units. Vertical ribs will be cut a minimum of 2 from the cricket to allow both the cricket flanges to mount flush to the metal panel and facilitate water drainage. Cut vertical ribs shall then be treated in the same fashion as a void larger than.25. New crickets shall be sealed by placing a continuous bead of WeatherStar 220 Brush Grade under the flanges before they are mechanically attached to the curb unit and metal roof panel. Then, the cricket flanges shall be stitch-screwed to the curb unit and metal roof panel while the 220 is still wet using EverTie fasteners. Apply this procedure to all new crickets and curbs. Ponding Water Areas Every effort shall be made to mechanically eliminate all ponding water areas on the roof prior to application of WeatherStar products. Repair of Dented/Damaged Panels Dented/Damaged panels shall be repaired. Dents shall be mechanically removed to the maximum extent possible. If ribs are broken they shall be covered with a sheet metal cap or covered with fabric and brush grade. Sheet metal caps shall be sealed to the roof by applying WeatherStar 220 Brush Grade over the entire rib to be capped prior to use of fasteners. If a roof panel is damaged upon repair it shall be removed and replaced prior to 5

6 the application of WeatherStar products. Fasteners All fasteners shall be re-tightened, secured, or replaced as necessary. All stripped fasteners shall be replaced with a larger diameter fastener with an additional fastener added next to it All missing fasteners shall be replaced. Pressure-Washing Substrate shall be pressure washed with water. A minimum pressure of 3,000 psi shall be used to remove all foreign products. Treatment of Residual Asphalt Every effort shall be made to remove all asphaltic roofing elements. This may include but is not limited to pressure-washing, scrapers, wire brush, etc Treatment of Rust Areas All rust areas shall be treated with WeatherStar Rust-Prime 912 to prevent further deterioration of the metal. Prior to applying 912 every effort shall be made to remove all loose, flaking or powdery rust by using a wire brush. All rust shall be completely covered. Rust-Prime 912 is an inhibitor and should only be used on rusted areas. APPLICATION Preliminary work and Flashing Details After completion of substrate preparation, all flashing details, horizontal seams, penetrations and curbs will be flashed with the WeatherStar Brush Grade 220. WeatherStar Brush Grade will be feathered at the edges to allow water to easily flow over the various flashing details. Additonal flashing requirements are as follows: a. All fasteners will be totally encapsulated in WeatherStar Brush Grade 220 or Butter Grade 221. b. All gutter straps to include fasteners that are fastened above roof panels shall be totally encapsulated with WeatherStar Brush Grade 220 or Butter Grade 221. c. All vertical and horizontal seams will be reinforced with WeatherStar Butter Grade 221. d. All cinch straps/panel end laps shall be tightened and encapsulated with WeatherStar Brush Grade 220 or Butter Grade 221. e. All ridge caps shall be flashed with WeatherStar Butter Grade 221. All voids and open areas in the ridge cap will be filled with polyurethane foam prior to application of WeatherStar Butter Grade 221. f. All fixed rake details will be secured and sealed with the WeatherStar Butter Grade 221. If fixed rake metal is fastened to top of roof panel rib and extends back onto the roof, trim off excess metal and follow horizontal seam flashing procedures. All voids and open areas will be filled with polyurethane foam prior to applying WeatherStar Butter Grade 221. g. All curb flashings, including cricket details, will be flashed with the WeatherStar Butter Grade 221, encapsulating all fasteners. h. WeatherStar Butter Grade 221 will be applied around the base of unit extending 4 vertical and 4 on base. 6

7 INSPECTION Preliminary work and flashing details will be inspected to include gaps, cracks, fish mouths, air pockets, etc WeatherStar Warranty Department will be notified upon completion. COATING APPLICATIONS Base Coat of WeatherStar 211 base shall be spray applied at a rate of 1 gallon per 100 sq ft Twenty four hours of curing time shall be allowed prior to preliminary roof inspection. Finish Coat of WeatherStar 211 finish shall be spray applied at a rate of 1 gallon per 100 sq ft. Twenty four hours of curing time shall be allowed prior to final roof inspection. WeatherStar Warranty Department will be notified upon completion. TEMPORARY FACILITIES AND CONTROLS a. Sanitary facilities will not be available at the job site. The roofing contractor shall be responsible for the provision and maintenance of portable toilets or their equal. b. The roofing contractor shall use reasonable care and responsibility to protect the building and site against damages. The contractor shall be responsible for the correction of any damage incurred as a result of the performance of the contract. c. The roofing contractor shall remove all debris from the job site in a timely and acceptable manner. JOB SITE PROTECTION a. The roofing contractor shall adequately protect building, paved areas, service drives, lawn, shrubs, trees, etc. from damage while performing the required work. Provide canvas, boards and sheet metal (properly secured) as necessary for protection and remove protection material at completion. The contractor shall repair or be responsible for costs to repair all property damaged during the roofing application. b. During the roofing contractor's performance of the work, the building owner will continue to occupy the existing building. The contractor shall take precautions to prevent the spread of dust and debris, particularly where such material may sift into the building. The roofing contractor shall provide labor and materials to construct, maintain and remove necessary temporary enclosures to prevent dust or debris in the construction area(s) from entering the remainder of the building. SAFETY The roofing contractor shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety related. WORKMANSHIP a. All work shall be of highest quality and in strict accordance with the manufacturer's published specifications and to the building owner's satisfaction. b. There shall be a supervisor on the job site at all times while work is in progress. 7

8 WARRANTY Provide manufacturer s 10 year Total System Warranty covering both labor and material with no dollar limitation. 8

9 HABERSHAM COUNTY SCHOOL DISTRICT REQUEST FOR QUOTE CLARKESVILLE ELEMENTARY, METAL ROOF RESTORATION Scope of work Quote American WEATHERSTAR Roofing System, 10 Year Warranty American WEATHERSTAR Roofing System, 12 Year Warranty American WEATHERSTAR Roofing System, 15 Year Warranty The prices above must reflect all of the requirements in Section 6. Scope of Work and 7. Scope of Work - Details I, the undersigned, acknowledge that I have read the Request for Quote in its entirety and agree to conform to its every requirement. I further acknowledge that failure to prepare, submit or execute this bid in the exact manner requested will be just cause to reject any or all of my bid. Company Name Address City, State, Zip Authorized Representative Signature Contact Number Address 9

10 (Attachment A) VENDOR REFERENCE SHEET Company: Contact: Address: City, State and Zip: Telephone: Company: Contact: Address: City, State and Zip: Telephone: Company: Contact: Address: City, State and Zip: Telephone: 10

11 (Attachment B) E-Verify Affidavit Georgia Security and Immigration Compliance Act: E- Verify and SAVE Program Overview [OCGA ] Pursuant to the Georgia Security and Immigration Compliance Act, Habersham County Board of Education is required to have all of its contractors register and participate in the federal work authorization program to verify information of all new employees. Contractors or subcontractors cannot enter a contract with the Board of Education for the physical performance of services unless the contractors or subcontractors register and participate in the federal work authorization program to verify information of all new employees. O.C.G.A Each contractor is urged to complete the attached Affidavit. Affirmative language will be included in contracts for the performance of services regarding the above requirement. The Board of Education will require an affidavit from a contractor showing its compliance with the requirements of O.C.G.A at the time a contract for the performance of physical services is executed. The contract shall include language referencing this obligation and providing that failure to supply an affidavit evidencing such compliance (or to continue to meet the statutory obligation during the life of the contract) shall constitute a material breach of the contract. To register for the E-Verify Program, visit bid will not be accepted without this E-Verify number. 11

12 CONTRACTOR AFFIDAVIT AND AGREEMENT By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm, or corporation which is contracting with Habersham County Board of Education, has registered with and is participating in a federal work authorization program [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 ], in accordance with the applicability provisions and deadlines established in O.C.G.A 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 Habersham County Board of Education, contractor will secure from such subcontractor(s) similar verification of compliance with OCGA on the Subcontractor Affidavit provided in Rule or a substantially similar form. Contractor further agrees to maintain records of such compliance and to provide a copy of each such verification to the Habersham County Board of Education at the time subcontractor(s) is retained to perform such services. EEV/Basic Pilot Program User Identification Number BY: Authorized Office or Agent (Contractor 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 Public My Commission Expires: Date 12