City of Jacksonville Finance Department

City of Jacksonville Finance Department # 1 Municipal Drive Office Phone: (501) 982-4502 P.O. Box 126 Fax Number: (501) 985-9768 Jacksonville, AR. 72076 E-Mail: rbest@cityofjacksonville.net Cheryl Erkel Finance Director INVITATION TO BID Bid Number: JAX-16-003 Commodity Classification: Date Issued: Bid Opening Date: May 23, 2016 Bid Opening Time: 10:00 a.m. Contact: Contract Period: Becky Best F.O.B Phone: (501)- 982-4502 Bidder s Guaranteed Jacksonville, AR. Fax: (501)- 985-9768 Delivery Date: Item No. Description: Quantity: Unit Cost: Total Pricing: 1. Community Center Roof Repair Alternate #1 Alternate #2 Cash Discount: % EXECUTION OF BID: UPON SIGNING THIS BID, THE BIDDER CERTIFIES THAT THEY HAVE READ AND AGREE TO THE REQUIREMENTS SET FORTH IN THIS BID PROPOSAL INCLUDING SPECIFICATIONS, CONDITIONS AND PERTINENT INFORMATION REGARDING THE ARTICLES BEING BID ON, AND AGREE TO FURNISH THESE ARTICLES BEING BID ON, AND AGREE TO FURNISH THESE ARTICLES AT THE PRICE STATED. {UNSIGNED BIDS AND TERMS & CONDITIONS WILL BE REJECTED.} Name of Firm: Arkansas Use Tax Number: Phone Number: Business Address: City: State: Signature of authorized Person: Title: Date:

INFORMATION FOR BIDDERS 1. RECEIPT AND OPENING OF BIDS The City of Jacksonville (herein called Owner ) invites bids on the form attached hereto, all blanks of which must be appropriately filled in. The Owner will receive bids at the office of the Purchasing Specialist, #1 Municipal Drive, Jacksonville, AR until 10am. Central Standard Time on 05-23-16 at said office publicly opened and read aloud. The envelopes containing bids must be sealed addressed to the City of Jacksonville, Purchasing Agent, #1 Municipal Drive, Jacksonville, AR and designated as bid for Community Center Roof Repair. The owner may consider informal any bid not prepared and submitted in accordance with the provisions hereof and may waive any informalities or reject any and all bids. Any bid may be withdrawn prior to the above scheduled time for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified shall not be considered. No Bidder may withdraw a bid within thirty (30) days after the actual date of the opening thereof. 2. PREPARATION OF BID All blank spaces for bid prices must be filled in, in ink or typewritten, in both words and figures. Each bid must be submitted in a sealed envelope bearing on the outside the name of the Bidder, his address, and the name of the project for which the bid is submitted. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed as specified in the bid form. 3. SUBCONTRACTS The Bidder is specifically advised that any person, firm, or other party to whom it is proposed to award a subcontract under this contract must have certified eligibility in written contracts containing Federal Labor Standards Provisions. Although the Bidder is not required to attach such certifications by proposed subcontractors to his bid, the Bidder is advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards. 4. METHOD OF BIDDING The Owner invites the following bid (s): The City of Jacksonville reserves the right to award items. All or none, or by line(s) Community Center Roof Repair 5. QUALIFICATION OF BIDDER The Owner may make such investigations as he deems necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional bids will not be accepted. 6. LIQUIDATED DAMAGES FOR FAILURE TO ENTER INTO CONTRACT 1

The successful Bidder, upon his failure or refusal to execute and deliver the contract and bonds required within ten (10) days after he has received notice of the acceptance of his bid, shall forfeit to the Owner, as liquidated damages for such failure or refusal, the security deposited with his bid. 7. TIME OF COMPLETION AND LIQUIDATION DAMAGES Bidder must agree to commence work within ten (10) days of acceptance of bid by the Jacksonville City Council and abide by their detailed schedule for implementation and training for the completion of the project. 8. CONDITIONS OF WORK Each Bidder must inform himself fully of the conditions relating to the construction of the project and the employment of labor thereon. Failure to do so will not relieve a successful Bidder of his obligations to furnish all material and labor necessary to carry out the provisions of his contract. In so far as possible, the Vendor in carrying out his work must employ such methods or means as will not cause any interruption of or interference with the work of any other Vendor. 9. ADDENDA AND INTERPRETATIONS No interpretations of the meaning of the Plans, Specifications or other Documents will be made to any Bidder orally. Every request for such interpretation should be in writing addressed to Becky Best, Finance Department, #1 Municipal Drive, Jacksonville, AR, 72076 and to be given consideration must be received at least five (5) days prior to the date fixed for the opening of bids. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the specifications which, if issued, will be mailed certified mail with return receipt requested to all prospective Bidders (at the respective address furnished for such purposes) not later than three (3) days prior to the date fixed for the opening of bids. The addenda will also be posted on our website at www.cityofjacksonville.net. Failure of any Bidder to have received any such addendum or interpretation shall not relieve such Bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents. 10. POWER OF ATTORNEY Attorneys-in fact that sign bid bonds or contract bonds must file with each bond a certified and effectively dated copy of their power of attorney. 11. LAWS AND REGULATIONS The Bidder s attention is directed to the fact that all applicable State Laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over construction of the project shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. 12. METHOD OF AWARD-LOWEST QUALIFIED BIDDER If at the time this contract is to be awarded, the lowest base bid submitted by a responsible Bidder does not exceed the amount of funds then estimated by the Owner as available to finance the contract; the contract will be awarded on the base bid only. If such bid exceeds such amount, the Owner may reject all bids or may award the contract on the base bid combined with such deductible 2

alternate applied in numerical order in which they are listed in the Form of Bid, as produces a net amount which is within the available funds. 13. OBLIGATION OF BIDDERS At the time of the opening of bids, each Bidder will be presumed to have inspected the site and to have read and to be thoroughly familiar with the plans and contract documents (including all addenda). The failure or omission of any Bidder to examine any instrument or document shall in no way relieve any Bidder from any obligation in respect of his bid. 14. ANTITRUST ASSIGNMENT With respect to all work performed under this contract, the Vendor shall: As part of the consideration for entering into any contract pursuant to this invitation for bid, the bidder named on the front of the invitation for bid, acting herein by the authorized individual or its duly authorized agent, hereby assigns, sells and transfers to the City of Jacksonville all rights, title and interest in and to all causes of action it may have under the antitrust laws of the United States or this state for price fixing, which causes of action have accrued prior to the date of the assignment and which relate solely to the particular goods or services purchased or produced by this State pursuant to this Contract. 15. PAYMENT SCHEDULE All invoices received by 5:00 p.m. Central Standard Time, on a MONDAY, will be paid the following week, no later than Friday. Any invoices received after 5:00 p.m. Central Standard Time, on a MONDAY will be paid two weeks later. 16. KEYS The City of Jacksonville will provide the contractor s use in the performance of work under this contract. There will only be one (1) set of keys issued to the contractor. These keys must not be copied. Contractor must return keys immediately to the City of Jacksonville upon termination and/or cancellation of this contract. Contractor shall be responsible for the cost of rekeying if any assigned keys are lost or not accounted for. 17. BACKGROUND CHECK Due to the sensitivity of each location the City of Jacksonville will conduct a comprehensive review of awarding contractor s review of background check through a consumer report. 18. IDENTIFICATION A photo ID badge and/or wearing a professional uniform will provide security for both bidder and owner. 3

TERMS AND STANDARD CONDITIONS PLEASE READ CAREFULLY 1. When submitting an invitation to bid, the bidder warrants that the commodities covered by the bid shall be free from defects in material and workmanship under normal use and service. In addition, bidder must deliver new commodities of the latest design and model, unless otherwise specified in the invitation to bid. 2. Prices quoted are to be net prices, and when an error is made in extending total prices, the City of Jacksonville may accept the bid for the lesser amount whether rejected by extension or by the correct multiple of the unit price. 3. Discounts offered will be taken when the City of Jacksonville qualifies for such. The beginning date for computing discounts will be the date of invoice or the date of delivery and acceptance, whichever is later. 4. When bidding other than the brand and/or model specified in the invitation to bid, the brand and/or model number must be stated by that item in the invitation to bid, and descriptive literature is submitted with bid. 5. The City of Jacksonville reserves the right to reject any and all informalities. 6. The City of Jacksonville reserves the right to award items. All or none, or by line(s) 7. Bid quotes submitted will remain firm for thirty (30) calendar days from bid opening date, however, the prices may remain firm for a longer period of time if mutually agreeable between bidder and the City of Jacksonville. 8. Bidder must submit a completed, signed copy of the front page of the invitation to bid and must submit any other information required in the invitation to bid. 9. In the event a contract is entered into pursuant to the invitation to bid, the bidder shall not discriminate against any qualified employee or qualified applicant for employment because of race, sex, color, creed, national origin or ancestry. The bidder must include in any and all subcontracts a provision similar to the above. 10. Sales or use tax is not to be included in the bid price, but is to be added by the vendor to the invoice billing. Although use tax is not to be included in this bid, vendors are to register and pay tax direct to the Arkansas State Revenue Department. 11. Prices quoted shall be free on board (F.O. B) to destination at designated city location. Charges may not be added after the bid is opened. 12. In the event of two or more identical low bids, the contract may be awarded arbitrarily, or for any reason to any such bidders or split in any proportion between them at the discretion of the city. Discounts could be a factor in determination of selection. 13. Specifications furnished with this invitation are intended to establish a desired quality or performance level. Or other minimum, dimensions and capacities, which will provide the best product available at the lowest possible price. Other than designated brands and/or models approved, as equal to designate products shall receive equal consideration. 14. Samples of items when required must be furnished free, and if not called for within thirty (30) days from date of bid opening, will become property of the City of Jacksonville. 15. Guarantees and warranties must be submitted with the bid, as they may be consideration in making an award. 16. Ambiguity in bid, any ambiguity in any bid as the result of omission, error, lack of clarity or non-compliance by the bidder with specifications, instructions, and all conditions of bidding shall be construed in the light most favorable to the city. 17. The bid number should be stated on the face of the sealed bid envelope. If is not, the envelope will have to be opened to identify. 18. All terms and conditions stated herein shall constitute a complete and integrated document and the covenants contained herein shall not be altered or modified unless such modifying terms, conditions, or covenants are in writing and signed by the vendor and the agent of the city. 19. BIDS RECEIVED AFTER STATED TIME FOR OPENING WILL NOT BE CONSIDERED. I VERIFY BY SIGNING BELOW THAT I HAVE READ AND AGREE WITH ALL TERMS AND CONDITIONS AS OUTLINED. VENDOR DATE

Specifications for Community Center Roof Repair The roof at the Jacksonville Community Center located at 5 Municipal Drive, Jacksonville, Arkansas is a Structural Trapezoidal Standing Seam Metal Panel Roof. This type of roof uses concealed clips built into the seam and very little exposed fastener. The concealed clips hold the panel to steel framing. The roof is the roofing and the roof decking for the building. The panel is 24 wide between standing seams. This building has exposed fasteners at all horizontal panel lap seams, along the ridge line, and round all roof panel penetrations. Each fastener is a possible roof leak point. This does not include roof top curbs, flue stacks and soil pipe flashings which are other possible roof leak locations. There is a new roof over the pool area that will not need repair. To get accurate measurements, you will need to come measure. Restoration Procedures Clean the existing roof of all debris Power-wash the entire roof area of the roof/decking system At horizontal panel laps, install 3 course seal using GAF TOPCOAT Flashing Grade Patching Cement and TOPESTER Polyester Fabric or equivalent At ridge details, install 3 course seal using GAF TOPCOAT Flashing Grade Patching Cement and TOPESTER Polyester Fabric or equivalent At all metal flashing details, curbs, and pipe penetrations, install 3 course seal using GAF TOPCOAT Flashing Grade Patching Cement and TOPESTER Polyester Fabric or equivalent Tighten all the fasteners (nails/screws) replace missing with new oversize replacement screws Install a Hershey s Kiss of GAF TOPCOAT Flashing Grade Patching Cement or equivalent over each screw head Install Seamless GAF TOPCOAT Premium Elastomeric Roof Coating Gray Color or equivalent over this roof area 11-12 mils thick(let set up for 12-24 hours) Install Seamless GAF TOPCOAT Premium Elastomeric Roof Coating Medium Bronze Color over the gray base coat area 11-12 mils thick Provide 10 Year Labor and Materials Warranty Alternate #1: install coating to New Pool Roof Area to match color of new repairs. Alternate #2: List any additional work or materials that would extend warranties.