Roof Coating Geneva Police Station

City of Geneva
Police Station Barrel Roof Coating
REQUEST FOR PROPOSALS
for
ROOF COATING
at
The City of Geneva's
Police Station's
Barrel Roof Section
Sept 2026

City of Geneva
Police Station Barrel Roof Coating
INDEX
PROJECT OVERVIEW & TERMS .......................................................................................................... 3
DESCRIPTION OF WORK ................................................................................................................... 3
INSTRUCTIONS FOR ROOF INSPECTIONS .................................................................................. 3
INQUIRIES .............................................................................................................................................. 4
SCHEDULE & WORK HOURS ............................................................................................................ 4
INSTRUCTIONS & REQUIREMENTS FOR PROPOSALS ................................................................ 4
PROTECTION TO PERSONS AND PROPERTY (INSURANCE) ................................................. 7
PREVAILING WAGE ........................................................................................................................... 10
GENERAL INFORMATION .................................................................................................................... 11
PROPOSAL FORM .................................................................................................................................. 14
NOTICE TO BIDDERS
The City of Geneva (City) is seeking a qualified proposals for a restorative coating for the City's
Police Station's Barrel Roof section; located at 15 S 1st St in Geneva, IL. Bid Documents are
available for free download from the City's Website.
Time and Place of Opening of Bids
Proposals to be submitted in duplicate, in a sealed envelope with the words "POLICE ROOF"
clearly marked on it, will be received by the City of Geneva, Illinois until 10:00 a.m. on Monday,
September 14th, 2026 at the office of the City Administrator located at 22 South First Street,
Geneva, IL 60134; immediately following, they will be publicly opened and read aloud in the City's
Council Chambers. To attend the public opening, please use the public entrance on the James
Street side (south) of the building.

City of Geneva
Police Station Barrel Roof Coating
PROJECT OVERVIEW & TERMS
DESCRIPTION OF WORK
The City of Geneva is seeking proposals for a restorative coating to be applied to the
approximately 100' x 50' barrel roof that covers the north section of the City's Police Station
located at 15 S 1st Street. The existing roofing system is a modified bitumen membrane that is
past it's life with about 2" of rigid foam insulation over a wood frame deck.
The Scope of work includes supply and installation of a fully restorative roof coating, including
meeting all applicable manufacturer's requirements for surface cleaning, preparation, and
application/installation processes to provide a MINIMUM 10-year manufacturers' warranty for the
product submitted by the bidder. The City is agnostic to a specific product or manufacturer,
however, will be evaluating bids based on the manufacturer and product submitted. The
Evaluation related to the product will primarily be relative to the manufacturer product's proven
record of success and the ease of warranty process (which will be outlined in your submission).
Roof Strainer Caps are to be replaced with new that either fit the existing assembly or the
assembly to secure the cap must also be included & replaced in a manner aligning with the
specifications of the manufacturer/product submitted.
PLANS
The City does not have architectural plans for this roof section. Photographs and notes from the
most recent inspection of this roof performed by a reputable contractor are located at the end of
the document.
PERMITS
Permits are NOT required for this project.
INSTRUCTIONS FOR ROOF INSPECTIONS
The Contractor shall complete a thorough, initial inspection prior to submitting their proposal.
The Police Station is a Public Facing, but SECURE FACILITY. This is a test of your ability
to read and follow instruction, failure to follow may result in bid disqualification.
There is limited space for parking in the area so me must limit the number of visitors at a time.
Notice of planned visits to inspect the roof MUST be emailed to the Facilities Manager (FM)
at padams@geneva.il.us with NO LESS THAN 24 HOURS NOTICE. The email needs to
include the Individuals' name and name of the companies/organization of any who will be on the
roof for the review/inspection.
The Roof will be available for review during business hours (7am to 5 pm) from Monday 8/31 to
Thursday 9/3.
When arriving for the Inspections:
1. 1 member of the party needs to drive to east parking lot (20 Police Plaza) and walk inside the
public entrance (under blue roof) and let someone at the records window know you and your
party are onsite (they should be expecting you if you've followed instructions).
2. After check-in, above individual and rest of party should park west or southwest of the building
on either Rt 31(1st St), or on James Street.
3. The Roof should be accessed via extension ladder off the Southwest corner of the building
taking care to not position the ladder across the pedestrian sidewalk.

City of Geneva
Police Station Barrel Roof Coating
INQUIRIES
Any clarifying questions are to be submitted in writing via email to the Facilities Manager at
padams@geneva.il.us by no later than Thursday September 3rd. Questions received after may
not be answered. Formal responses will be posted to as addenda to the website along the bid
documents by Tuesday September 8th. Only questions answered by formal written addenda will
be binding.
SCHEDULE & WORK HOURS
The City strongly prefers work be completed prior to the winter weather season (and may
prioritize schedule over price). Project execution has a firm deadline of April 30th 2027.
The Bidder shall submit a proposed construction schedule with their bid in conformance with the
projected milestone dates listed below.
Item Date Comment
Facility Inspections Mon 8/31 to Thurs 9/3/2026
Deadline for Inquiries Thurs 9/3/2026
Deadline for Addenda to be Posted Tues 9/8/2026
Bids Due & Opening Mon, Sept 14, 2026 10:00AM @ City Hall
City Council Award Mon Oct 5th, 2026 7:00 pm @ City Hall
Notice of Award Tues, Oct 6th 2026
Preferred Completion 2026
Firm Project Deadline April 30, 2027
Daily work is to be performed during business hours, Monday to Friday from 7:00 am to 5:00 pm.
Weekend work will be permitted; but needs to be coordinated with Facilities Manager to ensure
no conflicts with downtown area festivals or other police activities.
EXECUTION OF THE CONTRACT: The bidder that is awarded the contract shall execute a
contract and submit contract bonds within ten (10) business days after receiving the Notice of
Award; they shall submit a certificate of insurance showing that their company meets the required
minimum coverage listed in the Specifications. Work shall not start, there shall be no mobilization
and no onsite deliveries shall be taken until the required insurance has been submitted and
accepted by the City. This insurance policy shall be maintained during the life of the contract until
final acceptance of the project by the City. Failure on the part of the successful bidder to provide
a certificate of insurance within the time stipulated could void the award with resultant forfeiture
of the Proposal Guaranty.
INSTRUCTIONS & REQUIREMENTS FOR PROPOSALS
By submitting a bid, the Bidder is affirming that they have carefully read and examined all of the
contract documents and has visited the site and is aware of the requirements necessary to
complete the work with their own forces and as listed in this contract. Submission of a proposal
is conclusive assurance and warranty the Bidder and any subcontractors have examined the
materials, visited the site and understood all requirements for the performance of the work. The
Bidder will be responsible for all errors in the proposal resulting from failure or neglect to conduct
an in-depth examination.
The City of Geneva will, not be responsible for any additional cost, expenses, losses or changes
in anticipated profits resulting from such failure or neglect found in the submission. Bidders are to
alert the City of any errors or omissions observed in the specifications prior to submission.

City of Geneva
Police Station Barrel Roof Coating
All Bidders shall submit a five (10%) percent bid bond, and the successful Bidder shall submit a
contract bond for the full amount (100%) of their bid. In both cases the guarantor shall be a surety
company authorized to do business in the State of Illinois. A cashier's check for the amounts as
described above can be submitted in lieu of the bonds.
If any Vendor is in doubt as to the true meaning of any part of the specifications, or other contract
documents, he may submit to the Facilities Manager (FM) a written request for an interpretation.
The FM will give an interpretation of the matter in question by issuing an "Addenda". The FM will
not respond to written requests for interpretation that are received less than 5 business days
before the opening.
The Bidder shall comply with all applicable laws.
The successful Vendor shall submit a copy of his/her insurance policy listing the City of Geneva
as an additional insured.
Bids and Contracts shall be signed by the Primary Bidder/Contractor, partners in a Partnership,
or the president of the Corporation making the submission. A proxy having Power of Attorney who
can show proof that they are duly authorized to sign on the behalf of the entity making the
submission may also sign the documents on their behalf. In the case of a corporation bids shall
also bear the attested signature of the secretary of the corporation and the impression of the
corporate seal.
After the contract has been awarded by the City Council, the Contractor shall receive a Notice of
Award. After the award, the Contractor shall then have a maximum of 15 business days to submit
the necessary documentation, the Contractor may be required by the City, to work with the FM
formalize and sign the bid documents as a work contract.
A Notice to Proceed will be issued when the Contractor has submitted all the necessary
documentation. No site work shall begin before the Notice to Proceed is issued.
1. Contractors shall submit two (2) complete copies of their bids in a single, sealed envelopes
with the words "PD ROOF" clearly marked on them.
2. The Contractor shall certify that they are not in violation of, nor has been convicted, for a
violation of the Illinois Public Construction Act.
3. QUALIFICATIONS OF VENDORS (REFERENCES): To demonstrate qualifications to
perform the Work, each vendor must prepare to submit no less than three to five (3-5)
customer references for similar work performed; preferably from other government or public
sector organizations. Please include: organization name, contact name & title or role, and
both phone number and email if available. Very helpful if information about what similar work
was performed for the provided reference(s).
4. INTERPRETATIONS AND ADDENDA: All questions about the meaning or intent of the
Contract Documents are to be directed to the Facilities Manager (FM) at
padams@geneva.il.us. Interpretations or clarifications considered necessary by the FM in
response to such questions will be issued by Addenda and posted on the City of Geneva
web site www.Geneva.il.us.

City of Geneva
Police Station Barrel Roof Coating
Questions should be submitted by Thursday September 3rd 2026. Questions received
after may not be answered. Only questions answered by formal written addenda will be
binding. Oral and other interpretations or clarifications will be without legal effect. Addenda
may also be issued to modify the Project Documents as deemed advisable by Owner.
5. SUBSTITUTE OR "OR-EQUAL" ITEMS: Any substitutions from the Vendor's proposal or
documents for consumable products implemented and scope &/or schedule of services are
subject to the approval of the by the City's FM at padams@geneva.il.us.
6. SUBMISSION: All proposals must include the required PROPOSAL form included with the
Project Documents and the required written narrative explanation of the bidder's submission.
All blanks on the Form must be completed using the fillable PDF version, by ink, or typewriter.
The Bidder's proposal shall contain an acknowledgement of receipt of all Addenda (the
numbers of which must be filled in on the Proposal Form).
7. MODIFICATION AND WITHDRAWL OF PROPOSALS: Proposals may be modified or
withdrawn by an appropriate document duly executed (in the manner the proposal must be
executed) and delivered to the place where proposals are to be submitted at any time prior
to the opening of proposals.
If, within twenty-four hours after proposals are opened, any Vendor files a duly signed, written
notice with Owner and promptly thereafter demonstrates to the reasonable satisfaction of
Owner that there was a material and substantial mistake in the preparation of its proposal,
that Vendor may withdraw its proposal and the vendor's security will be returned.
8. All proposals shall remain open for ninety (90) days after the day of the opening of proposals.
9. BID BOND/DEPOSIT: Each Proposal must be accompanied by a Bid Bond or a certified
check issued by a bank that is a member of the Federal Deposit Insurance Corporation,
payable to the order of the City of Geneva, in an amount equal to ten percent (10%) of the
maximum Bid price. Each Bidder agrees, provided its Proposal is one of the three low
Proposals, that, by filing its Proposal together with such Bid Bond or check in consideration
of the Owner's receiving and considering such Proposal, said Proposal shall be firm and
binding upon each such Bidder and such Bid Bond or check shall be held by the Owner until
a Proposal is accepted and a satisfactory Contractor's bond is furnished by the successful
Bidder, or for a period not to exceed sixty (60) days from the date hereinbefore set for the
opening of Proposals, whichever period shall be the shorter. If such Proposal is not one of
the three low Proposals, the Bid Bond or check will be returned in each instance within a
period of ten (10) days to the Bidder furnishing same.
10. AWARD OF CONTRACT: Owner reserves the right to reject any and all Proposals, to waive
any and all informalities and to negotiate contract terms with the Successful Vendor, and the
right to disregard all nonconforming, non-responsive or conditional proposals. Discrepancies
between words and figures will be resolved in favor of words. Discrepancies between the
indicated sum of any column of figures and the correct sum thereof will be resolved in favor
of the correct sum.
11. EVALUATION: Owner shall consider the qualifications of the Vendors, whether or not the
Proposals comply with the prescribed requirements, and alternates and prices requested in
the proposal. Both the ability to complete the project by December 2026 and the reputability

City of Geneva
Police Station Barrel Roof Coating
of the Manufacturer/Product submitted & corresponding ease of warranty process will be
weighted heavily.
Owner may consider the qualifications and experience of Subcontractors and other persons
and organizations (including those who are to furnish the principal items of material or
equipment) proposed for those portions of the Work as to which the identity of Subcontractors
and other persons and organizations must be submitted as provided in the Supplementary
Conditions. Operating costs, maintenance considerations, performance data and guarantee
of materials and equipment may also be considered by Owner.
Owner may conduct such investigations as deemed necessary to assist in the evaluation of
any proposal and to establish the responsibility, qualifications and financial ability of the
Vendors, proposed Subcontractors and other persons and organizations to do the work in
accordance with the Contract Documents to Owner's satisfaction within the prescribed time.
Owner reserves the right to reject the proposal of any Vendor who does not pass any such
evaluation to Owner's satisfaction.
A conditional or qualified proposal will not be accepted.
12. AWARD: If the contract is to be awarded it will be awarded to the low, responsive, responsible
Vendor whose evaluation by Owner indicates that the award will be in the best interests of
the Owner. If the contract is to be awarded, Owner will give the Successful Vendor a Notice
of Award within sixty days after the day of the proposal's opening.
13. SIGNING OF AGREEMENT: When Owner gives a Notice of Award to the Successful Vendor,
at least three unsigned counterparts of the Agreement and all other Contract Documents will
accompany it. Within fifteen days thereafter Contractor shall sign and deliver at least three
counterparts of the Agreement to Owner with all other Contract Documents attached. Within
ten days thereafter Owner will deliver all fully signed counterparts to Contractor.
PROTECTION TO PERSONS AND PROPERTY (INSURANCE): The Contractor shall at all
times take all reasonable precautions for the safety of employees on the work site and of any
persons present, and shall comply with all applicable provisions of Federal, State, and
Municipal safety laws and building and construction codes, as well as the safety rules and
regulations of the Owner.
The following provisions shall not limit the generality of the above requirements:
* The Contractor shall so conduct work over the course of the Project as to cause the least
possible obstruction of daily operations.
* While performing work, the Contractor shall provide and maintain protection for the any City
Employees onsite as may be required by applicable statutes, ordinances and regulations or
by local conditions.
* The Contractor shall do all things necessary or expedient to properly protect any and all City
property from damage while performing work, and in the event that any such property is
damaged in the course of execution of the Project, the Contractor shall at its own expense
restore any or all of such damaged property immediately to as good a state as before such
damage occurred.
* The Contractor shall make good and full repair all injuries and damages to the Project or any
portion thereof under the control of the Contractor by reason of any act of God or other

City of Geneva
Police Station Barrel Roof Coating
casualty or cause whether or not the same shall have occurred by reason of the Contractor's
negligence. The Contractor shall hold the Owner harmless from any and all claims for injuries
to persons or for damage to property happening by reason of any negligence on the part of
the Contractor or any of the Contractor's agents or employees during the control by the
Contractor of the Project or any part thereof.
* Upon violation by the Contractor of any of the provisions of this section, after written notice of
such violation given to the Contractor by the Owner, the Contractor shall immediately correct
such violation. Upon failure of the Contractor so to do the Owner may correct such violation
at the Contractor's expense: Provided, however, that the Owner may, if it deems it necessary
or advisable, correct such violation at the Contractor's expense without such prior notice to
the Contractor.
* Safety and Health: The contractor shall observe all safety precautions throughout the
performance of this contract. All work shall be in strict accordance with all applicable Federal,
State and local safety and health requirements. Where there is a conflict between applicable
regulations, the most stringent will apply.
* The Contractor shall designate a responsible representative at the site whose duty shall be
the prevention of accidents. This person could be the Contractor's superintendent. Their name
and contact information shall be submitted in writing by the Contractor to the Owner.
* The Contractor shall prepare and maintain on the job site a Construction Site Safety Plan in
accordance with the current Occupational Safety and Health Agency (OSHA) Standards and
Procedures. The safety plan shall be acceptable to OSHA and contain the name of the
individual in the employ of the Contractor responsible for the Construction Site Safety.
* Uniforms and Protective Clothing: The contractor shall determine the need for and provide
any personal protective items required for the safe performance of work. Protective clothing,
equipment and devices shall, as a minimum, conform to U.S. Occupational Safety and Health
Administration (OSHA) standards for the products being used.
* Vehicles: Vehicles used by the contractor shall be properly licensed, registered and insured
to operate in the State of Illinois and Kane County.
INSURANCE
The Contractor shall take out and maintain throughout the construction period insurance in the
following minimum requirements per City code: 8-3-7: - INSURANCE; BOND: | Code of Ordinances |
Geneva, IL | Municode Library
* Workmen's Compensation & Employer's Liability. This insurance shall protect Contractor and
the Company against all claims under applicable state workmen's compensation laws. The
Contractor shall also be protected against all claims for injury, disease, or death of employees
which, for any reason, may not fall within the provisions of a workmen's compensation law.
This policy shall include "All States" endorsement.
The liability limits shall not be less than:
Workmen's Compensation Statutory
Employer's Liability $1,000,000 each employee
* Comprehensive Automobile Liability. This insurance shall be written in comprehensive form
and shall protect the Contractor against all claims for injuries to members of the public and
damage to property of others arising from the use of motor vehicles, and shall cover operation
on or off the site of all motor vehicles licensed for highway use, whether they are owned, non-
owned, or hired.
The General Liability limits shall be not less than:

City of Geneva
Police Station Barrel Roof Coating
Bodily Injury $1 Million (each person)
$1 Million (each occurrence)
Property Damage $1 Million
* Comprehensive General Liability. This insurance shall be written in comprehensive form and
shall protect the Contractor against all claims arising from injuries to persons other than his
employees or damage to property of the Owner or others arising out of any act of omission of
the vendor or his agents, employees, or Sub-Contractors. The policy shall also include
protection against claims insured by usual personal injury liability coverage a "protective
liability" endorsement to insure the Contractual liability assumed by the Contractor, and
"Completed Operations and Products Liability" coverage (to remain in force during the
correction period).
The liability limits shall be not less than:
Bodily Injury $5 Million (each person)
$5 Million (each occurrence)
Property Damage $5 Million (each occurrence)
$5 Million (aggregate)
* Installation Floater. The Contractor shall secure and maintain installation floater insurance
on all materials and equipment installed under the Contract. This insurance shall protect
the Contractor and the Owner from all risks of physical loss or damage to materials and
equipment not otherwise covered under builder's risk insurance, while in warehouse or
storage areas during installation, during testing, and after the work is completed.
Installation floater insurance shall be of the "all risks" type, with coverage designed for the
circumstances that may occur in the particular work included in the Contract. No
exclusions shall be permitted with respect to this policy unless specifically authorized by
the Owner in writing. The coverage shall be for an amount not less than the insurable
value of the work at completion, less the value of the materials and equipment insured
under builder's risk insurance. The value shall include the aggregate value of the Owner-
furnished equipment and materials to be erected or installed by the Contractor not
otherwise insured under builder's risk insurance.
Installation floater insurance shall provide for losses to be payable to the Contractor and
the Owner as their interests may appear. The policy shall contain a provision that in the
event of payment for any loss under the coverage provided, the insurance company shall
have no rights of recovery against the Contractor or the Owner.
* Additional Named Insured. The Owner and its employees, agents, and representatives shall
be named additional insured on all insurance certificates.
* The Contractor shall furnish a certificate evidencing compliance with the foregoing
requirements.
* Cancellation Notice. The standard ACCORD will not be accepted as proof of insurance unless
the cancellation provisions have been altered to assure the Owner a minimum ten (10) days'
notice of cancellation.
* INDEMNIFICATION: To the fullest extent permitted by laws and regulations, the Contractor shall
defend, indemnify, and hold harmless the Owner and their officers, directors, partners,
consultants, agents, and employees from and against all claims, damages, losses, and
expenses direct, indirect, or consequential (including but not limited to fees and charges of

City of Geneva
Police Station Barrel Roof Coating
engineers, architects, attorneys, and other professionals and court and arbitration costs)
arising out of or resulting from the performance of the work by the Contractor, any Sub-
Contractor, any person or organization directly or indirectly employed by any of them to
perform or furnish any of the work or anyone for whose acts any of them may be liable.
In any and all claims against the Owner or any of their officers, directors, partners, consultants,
agents, or employees by any employee of the Contractor, any Sub-Contractor, any person or
organization directly or indirectly employed by any of them to perform or furnish any of the
work by anyone for whose acts any of them may be liable, this indemnification obligation shall
not be limited in any way by any limitation on the amount or type of damages, compensation,
or benefits payable by or for the Contractor or any such Sub-Contractor or other person or
organization under workers or workmen's compensation acts, disability benefit acts, or other
employee benefit acts, nor shall this indemnification obligation be limited in any way by any
limitation on the amount or type of insurance coverage provided by the Owner, the Contractor,
or any of his Sub-Contractors.
* RELEASE OF LIABILITY: Acceptance by the Contractor of the last payment shall be a release
to the Owner and every officer and agent thereof from all claims and liability hereunder for
anything done or furnished for or relating to the work, or for any act or neglect of the Owner
or of any person relating to or affecting the work.
PREVAILING WAGE: This contract calls for the construction of a "public work," within the
meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. ("the Act"). The Act
requires contractors and subcontractors to pay laborers, workers and mechanics performing
services on public works projects no less than the "prevailing rate of wages" (hourly cash
wages plus fringe benefits) in the county where the work is performed. For information
regarding current prevailing wage rates, please refer to the Illinois Department of Labor's
website at: http://www.state.il.us/agency/idol/rates/rates.HTM. All contractors and
subcontractors rendering services under this contract must comply with all requirements of
the Act, including but not limited to, all wage, notice and record keeping duties.
* Contractor or his Sub-Contractor shall pay all mechanics and laborers employed directly
upon the site of the work, unconditionally and not less often than once a week, and without
subsequent deduction or rebate on any account, the full amount accrued at the time of
payment, computed at wage rates not less than those stated in the advertised
Specifications, regardless of any contractual relationship which may be alleged to exist
between the Contractor or Sub-Contractor and such laborers and mechanics;
* The scale of wages to be paid shall be posted by the Contractor in a prominent and easily
accessible place at the site of the work; and
* There may be withheld from the Contractor so much of accrued payment as may be
considered necessary by the city controller to pay to laborers and mechanics employed
by the Contractor or any Sub-Contractor on the work for the difference between the rates
of wages required by such laborers and mechanics except those amounts properly
deducted or refunded pursuant to the terms of the Davis-Bacon Act (USC, Title 40, Sec.
276a) and interpretations thereof.
* The overtime pay to which a laborer or mechanic working on the contract is entitled shall
be that overtime pay to which he is entitled by any agreement he may have made with the
Contractor or Sub-Contractor, or by any applicable provision of law, but in no such event
shall such amount be less than the prevailing wage for such overtime.
* The minimum wages to be paid to the various laborers and mechanics, have been
determined to be prevailing for the corresponding classes of laborers and mechanics
employed on projects of a character similar to the Contract work in the vicinity.