RFP-Fiske Free Library Roof Replacement Project

Request for Proposal

Fiske Free Library Roof Replacement Project

GENERAL

The City of Claremont, NH (hereafter referred to as the “CITY”) invites qualified firms (hereafter referred to as the “CONTRACTOR”) to submit proposals for the Fiske Free Library Roof Replacement Project. Details of the project will be covered in the scope of work section of this document. Fiske Free Library is a historical building; therefore, all work must comply with the preservation standards and applicable local, state, and federal regulations.

INSTRUCTIONS

Proposals must be submitted in a sealed envelope no later than 1:00 P.M. EST on Monday, December 8, 2025, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont NH 03743. Envelope must be clearly marked “Fiske Free Library Roof Replacement Project” Proposals will be opened publicly at that time. Unsealed, late, emailed, or faxed proposals will not be accepted.

CONTRACTORS submitting proposals are responsible for familiarizing themselves with the City of Claremont and conducting a full assessment of the requested project.

The contact person for this project is:

Annie Steed, Director, Department of Planning and Development

14 North St, Claremont, NH 03743

Phone: (603) 504-0340

Email: asteed@claremontnh.com

GUIDELINES

All Proposals become the property of the CITY and will therefore be considered a public document which will be open to public viewing, after the bid opening. This Proposal, if accepted, will become a legally binding addendum to the eventual contractual agreement with the CITY. This request for Proposal in no way commits the CITY to make an award or reimburse any CONTRACTOR for any expense incurred in responding to this request.

The successful CONTRACTOR will be required to provide proof of General Liability, Motor Vehicle, Worker’s Compensation, and Excess Liability (an “umbrella” policy) insurance, identifying the CITY as an additional insured, and must be submitted to the CITY upon signing of a contract for services. The policy must be issued by a carrier that is duly licensed to do business in the State of New Hampshire. Any subcontractors will be subject to the same insurance requirements (which will be detailed as a part of the SCOPE OF WORK).

EVALUATION CRITERIA

All proposals received in response to this RFP will be evaluated to determine if they are complete and meet the requirements specified in this RFP. The vendor will be chosen based on who will provide the “best value” taking into consideration the most beneficial combination of qualifications, services and cost and who has met the requirements of this RFP. Only proposals judged to be responsive to the submission requirements set forth in this RFP will be evaluated.

The CITY will review, analyze and evaluate all proposals and score them in accordance with the criteria below. Additional information may be requested from one or more CONTRACTORS.

The CITY reserves the right to:

• Accept or reject any or all bids in whole or in part and to accept other than the lowest price proposal;
• Waive any technical defect, qualification, omission, informality, or irregularity in any proposal received;
• Amend, modify, or withdraw this RFP;
• Require supplemental statements or information from a CONTRACTOR;
• Extend the deadline for responses to this RFP;
• Waive or correct any irregularities in proposals received;

The CITY may award a contract based upon the proposals received without discussion of such proposals with proposers. Each proposal should therefore be submitted with the most favorable terms the proposer can make to the CITY.

The RFP documents and Notice of Award shall be the agreement between the CITY and successful proposer with respect to the matters dealt with herein, and such shall supersede all other oral and written proposals, representations, understandings, and agreements previously made or existing with respect to any such matter.

REQUIRED QUALIFICATIONS

Each CONTRACTOR must demonstrate the capacity and ability to successfully complete the work described in this solicitation. At a minimum, proposals must include:

1. Licensing and Insurance: Proof of appropriate licensing, bonding, and insurance to perform construction work in New Hampshire, including compliance with all applicable state and municipal requirements.
2. Project Experience: Three (3) references for historical or municipal roof restoration projects completed within the past five (5) years, including project name, completion date, scope summary, and owner contact information.
3. Specialized Expertise: At least five (5) years of experience in historic building restoration, specifically with slate or other historic roofing systems, and identification of key personnel with relevant preservation experience and certifications.
4. Capacity and Schedule: Statement of current workload and ability to complete the project within the proposed schedule, including potential factors affecting timing and resources.
5. Work Plan: Concise description of technical approach, materials, equipment, safety measures, and anticipated milestones consistent with historic preservation standards.
6. Financial Stability: Statement of financial stability and proof of insurance meeting or exceeding City and State requirements.
7. Conflicts and Exceptions: Disclosure of any actual or potential conflicts of interest. Any deviations or exceptions to the RFP should be on a separate page titled “Exceptions.”

The CITY reserves the right to verify qualifications through reference checks, prior contract review, and inspection of facilities or equipment. Failure to provide requested information may result in disqualification.

PROPOSAL EVALUATION

This Award will not be based solely on cost. The CITY will evaluate proposals on qualifications, experience, value, and other factors to determine the most advantageous proposal. Evaluation criteria include:

• Reputation and References: Reliability and performance on comparable projects, including past municipal work.
• Quality of Past Work: Completeness and craftsmanship on prior projects, verified through references or inspections.
• Financial Stability: Adequate resources to complete the project successfully.
• Schedule Compliance: Ability to meet the CITY’s required schedule and respond to coordination or inspection needs.
• Experience and Capability: Demonstrated technical qualifications, personnel, equipment, and organizational capacity.
• Cost Proposal: Reasonableness and competitiveness in relation to scope and market conditions.

SCOPE OF WORK

Project: Fiske Free Library Roof Replacement (Approximately 5,800 SF)

Overview:

Constructed in 1903 under an Andrew Carnegie grant, the Fiske Free Library in Claremont, New Hampshire, is a distinguished example of Classical Revival architecture designed by H.M. Francis & Sons of Fitchburg, Massachusetts. Built of masonry with refined classical detailing, the structure features a hipped roof characteristic of early Carnegie libraries, originally designed to complement the building’s symmetrical form and durable masonry construction. As a contributing resource within Claremont’s Downtown Historic District, any roof repair or replacement must preserve the library’s historic appearance and utilize materials and methods compatible with its early twentieth-century architectural character.

The Fiske Free Library is an important historic building serving the community. The existing roof, composed of slate and asphalt shingle, has reached the end of its service life. Deterioration of the roofing materials has increased maintenance needs and the risk of water infiltration, threatening the building’s structure and interior.

To protect the library’s architectural integrity and ensure long-term performance, the roof will be replaced using like-kind materials that remain true to the building’s historic character. To ensure the CITY receives the best long-term value and maintains the historic integrity of the Fiske Free Library, this project shall use a defined base proposal with allowance for optional contractor-submitted bid-alternates (see section 5) to encourage innovation, cost efficiency, and professional recommendations while maintaining a consistent basis for comparison. All work shall comply with applicable historic preservation requirements, including the Secretary of the Interior’s Standards for the Treatment of Historic Properties and any conditions established by the local Historic District Commission.

All work shall be done in accordance with state and federal statutes [New Hampshire RSA 227C:9 and Section 106 of the National Historic Preservation Act (16 U.S.C. 470)] and with federal Advisory Council on Historic Preservation regulations, Protection of Historic Properties (36 CFR Part 800). The New Hampshire Division of Historical Resources/State Historic Preservation Office (NHSHPO) will review information regarding the project to ensure that it will not alter any of the characteristics of the historical property that qualify it for inclusion in the National Register of Historic Places in a manner that would diminish integrity thus qualifying it to be an Adverse Effect under 36 CFR Part 800.5(a)(1)

All proposals should include the following:

• Cover Letter
• Company Profile and Qualification
• Project Understanding and Approach
• Detailed Work Plan and Schedule
• List of Key Personnel
• Relevant Project Experience and References
• Itemized Cost Proposal

1. SUGGESTED COURSE OF WORK:

1. Assessment and Documentation

The Contractor shall: 1) Conduct a pre-construction assessment of existing roof conditions; 2) Document existing materials, features, and roof structure prior to removal.

1. Site and Building Protection

The Contractor shall: 1) Provide full protection of library interior and exterior features during construction; 2) Cover landscaping, gutters, windows, interior spaces from debris and water infiltration; 3) Provide temporary weatherproofing in the event of precipitation during construction; and 4) Implement dust and noise control measures to ensure public and staff safety in this active facility.

1. Removal and Disposal

The Contractor shall: 1) Carefully remove existing roof materials, flashing, and insulation as necessary; 2) Dispose of materials in compliance with environmental regulations; 3) Verify the condition of the roof decking; notify the City if deteriorated decking is found.

1. Preparation of the Decking, Chimney, and Skylight

The Contractor shall: 1) Inspect the existing roof decking, flashing, gutters, chimney, and skylight to determine their condition prior to roof replacement; 2) Repair or replace deteriorated or damaged decking, flashing, and gutters as necessary to ensure proper installation and long-term performance of the new roof system; and 3) Protect special elements throughout the project.

For example:

• All copper decorative elements shall be carefully removed, preserved, and reinstalled following completion of roofing work.
• The Contractor shall protect special elements throughout the project and coordinate with the Owner and/or Historic Preservation Consultant regarding handling, conservation, and reinstallation methods. This includes special features such as the anthemion finial over the main entrance, the two finials at the ends of the main roof ridge, and the decorative copper ridge elements along the roof crest should be preserved throughout the process.
• The chimney and skylight require special attention to ensure proper integration with the new roofing system, including new flashing, counterflashing, and sealants, all executed in a manner that prevents water infiltration while maintaining the historic character of the building.
• The skylight includes a metal wire or mesh netting, possibly original or early, serving as a protective and structural element. The Contractor shall document, protect, and reinstall this feature during roof work. Any deterioration or damage shall be repaired in-kind with materials matching the existing pattern, gauge, and finish. The Contractor may also propose the removal of the skylight if such removal is warranted for functional, preservation, or safety reasons. Any proposed removal must include detailed justification, proposed treatment of the roof opening, and proposed replacement of proper lighting in the storage space under the skylight.

All proposed approaches must comply with applicable New Hampshire State Historic Preservation Office (NH SHPO) requirements and the Secretary of the Interior’s Standards for the Treatment of Historic Properties and will be submitted to the board prior to installation.

1. Roof Replacement – Base and Bid Alternates

Base

The Contractor shall: 1) Install natural Vermont Black slate (or approved equivalent) on the street-facing planes, maintaining the building’s historic character; 2) Install architectural asphalt shingles of comparable color and profile on rear, less visible roof planes; 3) Include all associated underlayment, flashing, valleys, ridges, and accessories compatible with both roofing systems; 4) Use non-corrosive flashing materials (e.g. copper or approved equivalent) on slate sections to ensure long-term performance.

This configuration represents the CITY’s baseline for pricing and evaluation. All proposals must include a complete bid for this configuration.

In addition to the base proposal, CONTRACTORS are encouraged to submit optional alternates that may improve cost effectiveness, performance, maintenance, or aesthetic value.

Each proposed alternate must include the following:

1. A clear description of materials, manufacturers, and system type.
2. Expected service life, maintenance requirements, and warranty information.
3. Detailed pricing, separate from the base proposal.
4. Explanation of advantages or disadvantages compared to the base configuration.
5. Any deviations from the Scope of Work clearly identified on the “Exceptions” page.

Evaluation and Selection:

• The Base Proposal (Hybrid Slate + Shingles) will be used as the primary basis for comparison of all bids.
• The CITY reserves the right to accept, reject, or negotiate any contractor-submitted alternate in whole or in part.
• Alternates will be evaluated on:
  • Overall cost and value
  • Durability and maintenance needs
  • Compatibility with historic appearance
  • Quality of materials and installation
  • Contractor experience with similar systems

The CITY may elect to award the project based on the base proposal or select one or more alternates depending on budget, preservation considerations, and long-term performance objectives.

All alternates must meet or exceed performance and preservation standards appropriate for a historic public building and be installed in accordance with manufacturer specifications and applicable building codes.

All proposed roofing systems must be fully watertight, code-compliant, and appropriate for the New England Climate.

• Materials and methods shall align with the Secretary of the Interior’s Standards for the Treatment of Historic Properties.
• CONTRACTORS shall submit manufacturer data sheets or product literature for all proposed materials.
• Any proposed alternates that differ from the base proposal must be clearly described with sufficient detail for evaluation.
• The CITY reserves the right to request clarification, additional data, or product samples during review.

Bidders shall provide separate line-item pricing for:

1. Base Proposal – Hybrid Slate and Shingle Roof
2. Option Alternate 1 (Contractor-Submitted)
3. Optional Alternate 2 (Contractor-Submitted)
4. Additional alternates as proposed by the CONTRACTOR

1. Safety and Site Management

The Contractor shall: 1) Implement safety measures in accordance with OSHA standards; 2) Maintain a clean and secure work area at all times.

1. Inspections and Documentation

The Contractor shall: 1) Coordinate with the City’s Historic Preservation Officer for review and approval at key milestones; 2) Provide photographic documentation before, during, and after construction.

2. DELIVERABLES

• Replacement of roof with historically appropriate roofing materials consistent with Historical District Commission recommendations.
• Detailed project plan from mobilization through completion, including proposed sequencing and estimated duration.
• Complete materials list identifying manufacturer, product type, and submittals for review prior to installation.
• Warranty documentation including:
• Manufacturer/material warranty: not less than 30 years;
• Workmanship/installation warranty: not less than 5 years. (All warranties shall be fully transferrable to the City.)
• As-built documentation and maintenance recommendation upon project completion.
• Documentation of all required inspections and approvals.

3. STANDARDS AND COMPLIANCE

• The Contractor shall always maintain a clean and organized work area and remove waste and debris daily and coordinate all necessary permits, inspections, and historic approvals prior to the start of work.
• All work shall comply with the Secretary of the Interior’s Standards for historic preservation where applicable.

The Contractor shall always follow OSHA safety requirements.

The CONTRACTOR must supply the CITY with material/manufacturer warranties and workmanship/installation warranties.

Comprehensive General Liability, including Completed Operations Coverage - $1,000,000 per occurrence/ $2,000,000 Aggregate – CITY must be named as an additional insured.

Motor Vehicle Liability - $1,000,000 combined single limit – CITY must be named as an additional insured. Coverage must include all owned, non-owned and hired vehicles.

Worker’s Compensation on all workers providing services under this Agreement; Employer’s Liability with limits in an amount no less than statutory limits.

All Subcontractors, as agents of CONTRACTOR under this Agreement, are subject to the same insurance requirements as the CONTRACTOR.

Excess Liability in the minimum amount of $3,000,000 each occurrence – CITY must be named as an additional insured.

Proposals will be accepted that deviate from the Scope of Work, but all such submissions must specifically state exceptions to the Scope of Work on their own page labeled “Exceptions.”

4. REVISIONS

Any questions or inquiries must be submitted in writing and received by 1:00 P.M. on Friday December 1, 2025, no later than 7 calendar days prior to the proposal due date. Answers to all questions or information given to a CONTRACTOR in response to a formal request of a substantive nature will be posted on the CITY’s Procurement Opportunities page on the City of Claremont, NH website (https://www.claremontnh.com/procurement) no later than five (5) days prior to the due date.

Only such amendments, when issued by the CITY, will be considered as being binding on the CITY. Verbal explanations or instructions given by a CITY employee to a CONTRACTOR regarding this solicitation shall not be binding on the CITY and shall be considered informal unless confirmed in writing by the CITY. CONTRACTORS should note that all clarifications and exceptions, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a proposal.

5. CONTRACT

The final contract will involve, to a minimum, the terms and conditions set forth in this Request for Proposal including the general conditions and may include those reflected in the specific proposal submitted. The content shall be the exclusive source of the CONTRACTOR’S rights and remedies and shall supersede any and all prior writings, negotiations or agreements of any kind.

The CITY is exempt from all taxes.

All CONTRACTORS must comply with all applicable Equal Employment Opportunity laws and regulations.

6. DEADLINES

Copies of your proposal can be delivered or mailed in and must be received by the CITY by no later than 1:00 P.M. EST on Monday, December 8, 2025. Proposals received after this deadline will not be eligible for consideration.

Proposals should be delivered to:

Claremont City Manager

RE: Re-Roofing Fiske Free Library Project

58 Opera House Square

Claremont, NH 03743

(603)542-7002

Submission Deadline: December 08, 2025

Documents

• RFP Fiske Free Library

Contact Information

Planning and Development
Annie Steed, Director, Department of Planning and Development | asteed@claremontnh.com

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