Residential Roof Repair for Eleven (11) Houses

Macon-Bibb County, Georgia
INVITATION FOR BIDS
FOR
Residential Roof Repair
For
Eleven (11) Houses
910-66
914-73
BID NUMBER: 27-008-LH
ISSUED: July 31, 2026
BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, September 3, 2026
Macon-Bibb County Procurement Department
700 Poplar Street
Suite 308
Macon City Hall
Macon, Georgia 31201

Residential Roof Repair for Eleven (11) Houses
I. GENERAL
A. Invitation
Notice is hereby given that the Macon-Bibb County Board of Commissioners will receive
sealed bids (1) original and (1) flash drive in the Procurement Department, Suite 308, Macon-
Bibb Government Center, 700 Poplar Street Suite 308, Macon, Georgia 31201, until
12:00 o'clock NOON at the time legally prevailing in Macon, Georgia on Thursday,
September 3, 2026, for Residential Roof Repair for Eleven (11) Houses for the Macon-Bibb
Economic and Community Development County, Georgia.
1. NO BIDS WILL BE ACCEPTED AFTER THIS DESIGNATED TIME.
2. Bids will be publicly opened in the Macon-Bibb County Commissioners Chamber, City Hall,
Thursday, September 3, 2026 @ 2:00 pm.
3. Minority Women Owned and other Disadvantaged Business Enterprises are encouraged to
participate in the solicitation process. Additionally, respondents are encouraged to use
M/W/DBE subcontractors where possible. Small and other disadvantaged businesses requiring
assistance with the competitive process can contact Charise Stephens, Small Business Affairs at
(478) 300-2297 or cstephens2@maconbibb.us
4. The last day for submitting questions regarding the bid is Friday August 21, 2026 @
3:00 pm.
B. Bid Documents
1. Bid documents may be examined and obtained at the Macon-Bibb County Procurement
Department, Suite 308, Macon Bibb Procurement Department, 700 Poplar Street Suite 308,
Macon, Georgia 31201, by calling (478) 803-0550, or may be viewed and downloaded from the
Macon-Bibb County Procurement Page
www.maconbibb.us/purchasing
Georgia Procurement Registry website
http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100
Macon-Bibb County Procurement Page www.maconbibb.us/procurement
C. Pre-Bid
A pre-submittal mandatory conference is scheduled for Wednesday, August 19, 2026 @
10:00 am 700 Poplar Street, Macon-Bibb County Commissioners Chamber, City Hall. This
conference is mandatory; contractor must be present to submit a bid.
D. Sealed Bids
Envelopes shall be identified on the outside as
"Bid # 27-008-LH Residential Roof Repair for Eleven (11) Houses"
And delivered by hand or mailed to:
Macon-Bibb County Procurement Department
700 Poplar Street Suite 308
Macon, Georgia 31201
lhardwick@maconbibb.us
Mark the outside of the envelope "Bid # 27-008-LH, "Residential Roof Repair for
Eleven (11) Houses"

E. Validity
1. No bid may be withdrawn for a period of sixty (60) days after time has been called on date
of bid opening.
F. Contract Award
1. Each of the Eleven (11) roof bids will be treated as an individual bid and graded separately.
The contract, if awarded, will be based on an individual basis or whichever award serves the
best interest of Macon-Bibb County or the funding source. Each roof awarded will be a
separate contract.
2. Guidelines in the award of this contract will be Section 36-10-2.2 Official Code of Georgia
Annotated.
3. Upon award of the Contract, a pre-construction meeting will be held to discuss the project
and to establish a schedule of work.
G. Local Preference
1. Macon-Bibb County Reserves the right to award bids to County businesses and merchants
whose bid is within 5% (five percent) of the lowest responsive and responsible bid which
conforms to the Invitation to Bid.
H. Excise Taxes
1. Any material that is to be incorporated into the work of this project may be consigned to
Macon-Bibb County in care of the contractor. If the shipping papers show clearly that any such
materials are consigned, the shipment shall be exempt from the tax on transportation of property
under the provisions of Section 3478(b) of the Internal Revenue Code, as amended by Public
Law 180-78th Congress.
2. The Contractor shall pay all transportation charges.
3. Each bidder shall take this exemption into account in calculating his bid.
II. INSTRUCTIONS TO BIDDERS
Definitions
Wherever the term "Owner", "County", or "Macon-Bibb County" occur in these specifications, it shall mean
Macon-Bibb County, a political subdivision of the State of Georgia acting through the Macon-Bibb County
Board of Commissioners.
Wherever the term "work" occurs in these specifications, it shall mean the work as defined herein, including,
all labor, materials, equipment, transportation, and supervision necessary to complete the contract.

A. Bidder's Representation
1. Each bidder, by making his bid, represents that he has:
a) Read and understand the bidding documents; and,
b) Visited the site and became familiar with the local conditions under which the work is
to be performed.
(1) Bidders shall examine the areas wherein work of this project is to be carried
out and shall take into consideration all conditions that might affect his work.
(a) Failure of the bidder to inspect firsthand the areas affected by work
in this project shall not relieve him of the obligation to comply fully
with the scope of the work as defined herein.
(b) No consideration will be given any claim based on lack of
knowledge of existing conditions, except where the Contract
Documents make definite provisions for adjustment of cost or
extension of time due to existing conditions that cannot be readily
ascertained.
B. Document Discrepancies
1. Should the bidder find discrepancies in, or omissions from the documents, he shall at once
notify the Macon-Bibb County Procurement Department.
2. Requests for Interpretations of Specifications shall be made in writing to the Macon-Bibb
County Procurement Department not later than August 21, 2026, at 3:00 pm. Forward questions
to lhardwick@maconbibb.us.
3. Any subsequent instructions to bidders will be issued in the form of addenda to the
specifications and sent to the bidder. All addenda shall be enumerated in the Bid Form.
4. All definitions set forth in the specifications are applicable to this Instruction to Bidders, the Bid
Form and the proposed Contract Documents including, but not limited to, drawings, project
manual, and any addenda issued prior to receipt of bids.
a) Addenda are written or graphic instruments issued prior to the execution of the
Contract that may modify or interpret the bidding documents by deletion, additions,
clarifications, or corrections.
b) Addenda will become part of the Contract Documents when the Contract is executed.
C. Submittals
1. In order for bids to be considered, the complete bid document package should be submitted
including each of the following completed Required Submittal Documents as
Attachment "A".
a) Bid Qualification Form
b) List of Sub-Contractors
c) Bidder Minority Participation Goal
d) Financial & Legal Stability Statement
e) Insurability Statement
h) Certification Regarding Debarment, Suspension, Ineligibility, and
Voluntary Exclusion
i) Non-Collusion Affidavit

D. Forms
1. The attached Macon-Bibb County bid form shall be used. Use of other bid documents may
deem the bid to be non-responsive.
2. Any questions related to this Invitation to Bid shall be directed to the following contact
person lhardwick@maconbibb.us. No contact is to be made to anyone other than the contact
listed. Such contact may result in disqualification from the proposal process.
E. Reservations
1. The bidder acknowledges that Macon-Bibb County reserves full freedom (in addition to the
right to reject any and all bids) in awarding bids to consider all available factors including, but
not limited to, price, the provision of needed and unneeded features, usefulness to the using
department and prior County experience. In addition, the bidder recognizes the right of the
Owner to reject a bid if the bidder failed to furnish any required submittals on the date required
by the bidding documents, or if the bid is in any way incomplete or irregular. Hence the County
may award bids to other than the lowest bidder if in the judgment of the Board of
Commissioners the interest of the County will be best served by award to another.
III. SPECIAL CONDITIONS
A. General
1. All work to be performed as part of this specification shall comply with all codes, ordinances,
and regulations applicable to the contract, including, but not limited to:
a) International Building Code
b) State and Local Building Code
c) Georgia Department of Transportation (D.O.T.)
d) Occupational Safety and Health Administration (OSHA)
e) Other Federal, State, or Local Codes
B. Layout of Work
1. The Contractor shall verify all existing conditions and contiguous work and lay out his work
there from, providing for himself all other necessary measurements, lines and levels, and shall
assume the responsibility for the correctness of the layout of the work.
C. Work Area
1. The Contractor shall confine his operations to as small an area as possible, using only the areas
designated for on-site storage.
2. The Contractor shall protect all surrounding adjoining private and public property, taking every
precaution to prevent damage or injury to trees, shrubs, curbs, sidewalks, driveways and fences
along or adjacent to the work. Should damage occur, the Contractor shall restore, at his
expense, any such property damage or injuries by his operations to a condition equal to that
existing before such damage or injury was done, by repairing, rebuilding or otherwise restoring
as may be directed by, and to the satisfaction of the Owner.

3. In case of failure on the part of the Contractor to restore such property, or make good such
damages or injury, the Owner may, after forty-eight (48) hours written notice, proceed to repair,
rebuild, or otherwise restore such property as may be deemed necessary, and the cost thereof
shall be deducted from any monies due, or which may become due the contractor under this
contract.
D. Vandalism
1. The Contractor shall take every precaution not to leave equipment and materials where they can
be reached and used for defacing new or existing work at any time.
E. Extension of Time
1. In the event the work under this project is delayed by neglect, delay, or default of any other
Contractor or the Owner, or by any damage which is the result of an Act of God, or by a general
strike of the employees, the Contractor shall have reason to claim for delay and request an
extension of time to complete the contract.
F. Inspection
1. Inspectors may be appointed to inspect all materials used and all work performed. Such
inspection may extend to all or any part of the work and to the preparation of manufacture of the
materials to be used. The inspectors will not be authorized to revoke, alter, enlarge or relax the
provisions of this specification, nor will they be authorized to approve or accept any portion of
the completed work or to issue instruction contrary to the plans and specifications. The
inspector shall have authority to reject defective material and to suspend work that is being
improperly done, subject to the final decision of the Inspector.
2. It is mutually agreed between the parties to the contract that to prevent all disputes and
misunderstandings between them in relation to any of the provisions contained in these
specifications, or their performance by either of said parties, the Owner shall serve as the referee
to decide all matters of construction of the specifications and of the terms of the contract, and as
to all matters arising or growing out of said contract and his decision shall be final and binding
upon both parties.
3. The Owner and his inspectors shall have free access to all parts of the work, and to all material
intended for use in the work. The work will be inspected as it progresses, but failure to reject or
condemn defective work at the time it is done will in no way prevent its rejection whenever it is
discovered before the work is finally accepted and approved, nor will final acceptance and
approval constitute waiver by the County of any right of action for defective work or the failure
to perform the contract according to its terms.
IV. EXECUTION
A. General
1. It is the intent of this specification to provide for the Residential Roof Repairs, for the Macon-
Bibb County Government, Macon, Georgia.
B. Specifications
1. The Contractor shall provide all services as outlined in Attachment "B"- Specifications,
attached hereto and incorporated herein.

V. WARRANTY
A. The Contractor shall guarantee all labor and workmanship for minimum of one (1) year from date of
completion.
VI. INSURANCE REQUIREMENTS
A. Builders Risk Insurance. Contractor shall provide a Builder's Risk Policy to be made payable to the
Owner and contractor, as their interests may appear. The policy amount should be equal to 100% of
the Contract Sum, written on a Builder's Risk "All Risk", or its equivalent. The policy shall be
endorsed as follows:
The following may occur without diminishing, changing, altering, or otherwise affecting that coverage
and protection afforded by the insured under this policy:
(ii) Partial or complete occupancy by Owner; and
(iii) Performance of work in connection with construction operations ensured by the
Owner, by agents or lessees or other Contractors of the Owner or Using Agency.
VII. CONFIDENTIALITY AND OPEN RECORDS
In order to ensure compliance with Georgia's Open Records Act, the following language must be included in
all Macon-Bibb County contracts and will be a required term for any contract entered into as a result of this
solicitation.
The Parties acknowledge that both Vendor and County are required to comply with the Georgia Open Records
Act, O.C.G.A. 50-18-70, et seq. See, Milliron v. Antonakakis, 905 S.E.2d 657 (Ga. 2024). As a result,
Vendor acknowledges and agrees that County may make such disclosures as are authorized or required under
the Georgia Open Records Act, notwithstanding any claims of confidentiality asserted by Vendor as to any
records or data in the County's possession.
Upon execution of this Agreement, Vendor shall designate in writing that one or more of its officers shall be
the open records officer for Vendor in accordance with the Open Records Act. In the event that Vendor
receives a request for records under the Open Records Act, Vendor shall notify County within two business
days by sending an email, return receipt requested, to OpenRecordsNotices@maconbibb.onmicrosoft.com.
The vendor shall provide the County with copies of all records proposed for production prior to responding to
such requests. The vendor shall assert all exemptions and exceptions available to the fullest extent of the law
and shall not produce any records which are subject to withholding under the Open Records Act or any other
state or federal law. Vendor shall have a duty to consult with independent legal counsel concerning which
records are or are not subject to production prior to making any production, and shall certify to County at the
time the proposed production is provided to County that the records contained therein have been reviewed by
counsel for responsiveness and that all information that is protected or protectable from release under the law
has been redacted therefrom. Vendor shall be responsible for calculating response costs and billing requestors
for all requests sent in accordance with the Open Records Act, and Vendor's complete compliance with the
provisions of this section shall be performed at no cost to County.
Vendor assumes all civil and criminal liability for its own compliance with the Open Records Act. In the
event that Vendor produces material records that are subject to withholding under the Open Records Act, and
it would be impossible or very difficult to accurately estimate the damage and harm caused to County by such
production, then Vendor shall pay County the sum of $10,000.00 per request as liquidated damages. The
Parties intend that these liquidated damages shall constitute compensation, and not a penalty, and that
the liquidated damages are a reasonable estimate of the anticipated or actual harm that might arise from a
breach by Vendor. Where actual damages are calculable, then the County shall reserve the right to seek actual
damages for the harm caused by such production instead of liquidated damages. Nothing herein shall be
construed as limiting in any way the County's right to seek injunctive, declaratory, or other relief to prevent
the release of protected information prior to any such production being made.

BID FORM
Macon-Bibb County Board of Commissioners
Laura Hardwick, Procurement Director
Macon-Bibb County, Procurement Dept.
700 Poplar Street Suite 308
Macon, Georgia 31201
DATE: ___________________________________
Re: Bid# 27-008-LH, Residential Roof Repair for Eleven (11) Houses
Macon-Bibb County
Macon, Georgia
Dear Mrs. Hardwick:
1. We have examined the Specifications, related documents, and the site of the proposed Work, and are familiar with
all the conditions surrounding this project, including the availability of materials and labor, and hereby bid to
furnish all materials and labor, and to complete the project in accordance with the Contract Documents, within the
time set forth herein, and at the prices stated below. These prices are to cover all expenses incurred in performing
the Work required under these Specifications, of which this bid is part.
2. ADDENDUM RECEIPT:
a. We acknowledge our responsibility to ensure that all addenda have been received prior to the submission
of a bid.
b. Bidder acknowledges receipt of the following addenda:
Addendum No. Dated ____________
Addendum No. Dated ___________
3. We agree to commence actual physical work on site, with adequate force and equipment within the timeframe
presented in the specifications and to complete fully all work within the stated timeframe following notice to
proceed.
4. We agree that this bid may not be revoked or withdrawn after the time set for the opening of bids and shall remain
open for acceptance for a period of sixty (60) days following such time.
5. In case of written notification by mail, telegraph, or delivery of the acceptance of this bid within sixty (60) days
after the time set for the opening of bids, the undersigned agrees to execute within ten (10) days a Contract for the
Work for the below stated compensation.
7. We hereby certify that we have not, nor have any member of the firm(s) or corporation(s), either directly or
indirectly, entered into any agreement, participated in any collusion, nor otherwise taken any action in restraint of
free competitive bid in connection with this submitted bid.
8. We understand the total bid price listed below to be inclusive of all materials, labor, equipment, and other
provisions necessary to provide the services in accordance with the associated specification.