Town of Waynesville-Request For Proposals To Install Roofing Membrane to Standing Seam Metal Roof

Town of Waynesville
Request For Proposals
To Install Roofing Membrane to Standing Seam Metal Roof
Location: 550 Vance Street, Waynesville, NC 28786
Contact Information: Luke Kinsland, Recreation Director
Email: lkinsland@waynesvillenc.gov 828-456-2030
Cell: 828-335-6482

The Town of Waynesville is seeking a licensed North Carolina contractor to provide all labor,
materials, and services required for the installation of a roofing system to be installed over
an existing membrane roof at the Recreation Center, located at 550 Vance Street,
Waynesville, NC 28786. The roof is approximately 46,000 square feet in size, 26 years old,
and located approximately 40 feet above ground level.
The scope of this work includes the installation of a roofing system as outlined below,
ensuring a watertight and durable roof surface.
Project Overview:
The Town of Waynesville intends to procure a contractor to install a roofing system that will:
* Maintain the structural integrity of the existing roof
* Ensure durability and weather resistance for a minimum of 20 years
* Provide an aesthetically pleasing finish, with color choices for metal trim
* Be capable of bearing a Solar array system weighted with ballasts.
The project must be completed in compliance with all applicable safety, building, and local
code standards.
Scope of Work: Roof Overlay Installation
The scope of this project includes the installation of a new roofing system over an existing
25-year-old membrane roof mounted on a base of metal decking (standing seam metal roof
system). The new system must be designed and installed to meet the following performance
and installation requirements:
1. Wind Resistance
* The installed roofing system shall be capable of withstanding wind speeds up to 120
mph, in compliance with applicable building codes and wind uplift requirements.
2. Membrane Specifications (should this system is quoted)

* Membrane systems such as those provided by Carlisle, Johns Manville or equal.
Bidders shall specify the type of material, method of attachment to existing surface,
rigid insulation board, vapor barrier (if necessary) and trim details
3. DensDeck / Cover Board (Add Alternate):
* Bidders shall provide an add alternate price for the installation of a high-density
cover board (such as DensDeck or approved equal) in conjunction with removal of
the existing TPO membrane system where applicable. Install a minimum of 12-inch
rigid insulation board.
* Pricing shall be provided on a per square foot basis and clearly identified as an add-
on to the base bid.
* This add alternate is considered best practice for enhanced durability and
performance but is not required to meet base warranty requirements.
* Contractor shall include details on installation method, substrate preparation, and
compatibility with proposed roofing system.
4. Installation Requirements
* Provide complete flute fill over the existing metal deck to create a smooth substrate.
* Install a minimum of 12-inch rigid insulation board.
* Ensure all materials and installation methods comply with applicable fire, wind, and
building code requirements.
5. Modifications & Coordination
* Skylights: Cover and reinforce all existing skylights to meet code requirements for
live roof loads.
* Curtain Wall: Modify or raise curtain wall as necessary to ensure proper drainage and
material termination.
6. Metal Trim and Aesthetics
* Metal Trim: Install metal trim around the roof perimeter and other areas, in a color to
be chosen by the Town of Waynesville.
7. Waste Removal: Remove all construction debris, including waste generated from roof
demolition, installation, and any other project-related activity.
* Site Cleanup: Perform a thorough cleanup of the site, leaving it free from any debris
or project-related waste.
8. Deliverables

* Completed roof installation, as specified, including all necessary flashing, trim, and
supports.
* Project site cleared of all debris and waste.
* Final inspection and approval from the Town of Waynesville.
9. Timeline and Schedule
The contractor will submit a detailed project schedule including start date, progress
milestones, and expected completion date. The contractor is expected to commence work
as soon as possible after contract award.
10. Contractor Qualifications
* The contractor must be a licensed contractor in the state of North Carolina with
experience in roofing installation, specifically with the installation of membrane
roofing systems.
* The contractor must provide proof of valid insurance, workers' compensation, and
bonding.
* The contractor should provide references from at least two previous projects of
similar size and scope.
* The contractor should demonstrate the ability to meet deadlines and execute the
project efficiently.
* Contractor is responsible for field verifying all existing conditions prior to installation.
* Work shall include all necessary accessories, flashings, and terminations to provide
a complete watertight system.
11. Warranty
* The installed roof membrane and all associated work shall be warranted for a period
of at least 20 years.
* The warranty shall cover both material defects and installation workmanship, and any
repairs needed within this period will be covered under this warranty.
Evaluation:
* Town will weigh the bids according to: Price, 60%, Materials,15%; Schedule, 15%
and Warranty 10%.

Town of Waynesville intends to award the most responsive, responsible bidder that
meets specifications set forth herein and most advantageous to the Town and therefore
reserves the right to accept or reject any or all Proposal or Proposals and to award in
the best interest of the Town. Contractor's ability to execute the contract as quickly as
possible is an essential consideration to award the contract.
**PLEASE READ THIS ENTIRE DOCUMENT CAREFULLY. PROPOSALS NOT COMPLIANT
WITH THE REQUIREMENTS SET FORTH IN THIS DOCUMENT WILL BE REJECTED**
PROPOSAL PROCESS: This is a formal proposal process, subject to the conditions
made a part hereof. Proposals will be received at this office through and by Thursday,
July 2, 2026, 2:00pm. At that time, all bids will be opened. Proposals may be submitted
by mail or other delivery method.
SUBMISSIONS and CONTRACT: This solicitation, in its entirety, when signed by the
Contractor constitutes firm offer and when accepted and signed by the Purchasing
Agent constitutes the entire contract for this project. Therefore, Proposals will be
rejected unless signed and submitted on this form and attached to this Proposal
solicitation in its entirety. Contractors shall clearly identify base bid, and any add
alternates as separate line items.
EXECUTION: In compliance with this Request for Proposals, and subject to all the
conditions herein, the undersigned offers and agrees to furnish and deliver any or all
items upon which prices are requested, at the prices set opposite each item within the
time specified herein. By supplying this Proposal, I certify that this Proposal is submitted
competitively and without collusion, that none of our officers, directors, or owners of an
unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of
1934, and that we are not an ineligible vendor as set forth in OS. 143-59.1. False
certification is a Class I felony. FAILURE TO SIGN PROPOSAL PRIOR TO
SUBMISSION SHALL RENDER THE PROPOSAL INVALID.

Company Name
STREET ADDRESS: P.O. BOX: ZIP:
TOWN & STATE & ZIP: TEL NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO SUPPLIERS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer to remain valid for 60 days from date of Proposal opening.
ACCEPTANCE OF PROPOSAL
If any or all parts of this Proposal are accepted, Purchasing Supervisor shall affix their
signature hereto and this document and the provisions of the Instructions to
Suppliers, special terms and conditions specific to this Request for Proposals, the
specifications, and the Town of Waynesville General Contract Terms and Conditions
shall then constitute the entire, written contract agreement between the parties. A
copy of this acceptance will be forwarded to the Supplier after award.
MAILING INSTRUCTIONS
1. Supplier to submit a complete, fully executed Proposal document.
2. Please address and mark your Proposal as shown below.
Town of Waynesville
Attn: Sebrina Love: Purchasing Supervisor
129 Legion Drive
Waynesville, NC 28786
PROPOSALS FOR INSTALLING ROOF ON RECREATION CENTER BUILDING
3. If forwarded other than by mail, delivery must be made directly to:
Town of Waynesville
Attn: Sebrina Love: Purchasing Supervisor
129 Legion Drive
Waynesville, NC 28786
Phone 828-456-3706
Proposals will be received: Through and by July 2, 2026, at 2:00pm.

NOTE: IF MAIL OR DELIVERY BY ANY OTHER MEANS IS DELAYED BEYOND THE DATE
AND HOUR SET FOR PROPOSAL OPENING, PROPOSAL THUS DELAYED WILL NOT BE
CONSIDERED.
SPECIAL TERMS AND CONDITIONS
1. DETAILED SPECIFICATIONS:
Proposals to be submitted in accordance with the attached specifications and these
Special Terms and Conditions, both of which require doing all that is necessary, proper,
or incidental to the furnishing of the equipment identified herein. All things not expressly
stated in the attached specifications or Special Terms and Conditions but involved in
carrying them out must be included in Supplier's proposal as though they were
specifically stated.
It is up to the sole discretion of the Town of Waynesville to allow or reject any
alternatives or appeals to modify the specifications. Approved alternatives will be
published to prospective Suppliers at least 5 days prior to Proposal opening.
Changes to specifications will be made by written addendum. Prospective Contractors
may make appointments to discuss these specifications. This, however, does not
relieve prospective Contractors from the requirement for a written request for
clarification or change to the specifications. Contractor's failure to request exceptions to
specifications or approved equals as stated above will be interpreted as the
Contractor's intent to comply fully with the requirements as written. Conditional or
qualified Proposals shall be subject to rejection in whole or in part.
The Town of Waynesville reserves the right to postpone the Proposal opening for its
own convenience.
2. NONCONFORMING TERMS AND CONDITIONS:
A Proposal response that includes terms and conditions that do not conform to the
terms and conditions in this Proposal document is subject to rejection as
nonresponsive. The Town of Waynesville reserves the right to permit the
Contractor/vendor to withdraw nonconforming terms and conditions from its proposal
response prior to a determination by the Town of Waynesville of non-responsiveness.
3. SUPPLIERS SUBMITTALS:
Contractors must furnish all information requested herein including descriptive literature
and/or complete specifications covering the products offered. Reference to literature
submitted with a previous Proposal will not satisfy this provision. Proposals which do
not comply with these requirements will be subject to rejection. All documents submitted
should bear the name of the Supplier.
4. EXPENSES INCURRED IN PREPARING PROPOSAL:
The Town of Waynesville accepts no responsibility for any expense incurred by the
Contractor in the preparation and presentation of a Proposal. Such expenses shall be
borne exclusively by the Contractor.
5. CONTRACT/AWARD:
Pursuant to the laws governing public contracts in North Carolina, the successful
Contractor/vendor's response to this Request for Proposals and Proposals and any

addenda thereto, plus the Town's issuance of a Town of Waynesville Purchase Order
for the proposed goods and/or services shall constitute a binding contract.
6. CONTRACT TERM/OPTION TO PURCHASE ADDITIONAL REQUIREMENTS:
The Town reserves the option to purchase additional roofing services as specified
herein at the price awarded in this Request for Proposal for up to 12 months after
issuance of a Town of Waynesville Purchase Order. This Proposal may also be utilized
by other entities per NC GS 143-129(g) to piggyback at the sole discretion of the
vendor.
7. INDEMNIFICATION:
The Contractor/vendor covenants to save, defend, keep harmless, and indemnify the
Town of Waynesville and all of its officers, departments, agencies, agents, and
employees from and against all claims, loss, damage, injury, fines, penalties and cost -
including court costs and attorney's fees, charges, liability, and exposure, however,
caused - resulting from, arising out of, or in any way connected with the Contractor's
/vendor's negligent performance or nonperformance of the terms of the contract.
8. ASSIGNMENT:
During the performance of the contract, the Contractor/vendor shall not assign, transfer,
convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or
interest therein, without the prior written consent of the Town of Waynesville.
9. WARRANTY:
Supplier to include the warranty provisions as outlined in Proposal specifications.
10. TAX EXEMPTIONS:
The Town of Waynesville is exempt from Federal Excise Tax but not State and Local
Sales Tax. Sales tax should not be included in Proposal prices but may be added as
separate items.
11. SUBMITTALS:
Contractor to submit one (1) original Proposal package.
12. CONSTRUCTION SCHEDULE:
Contractor shall specify the date and construction schedule as part of the proposal.
Time is of the essence in providing this service and weight will be given to contractors
that can commence the work as soon as possible. Contractor shall detail the number
and proposed location of any desired staging area(s). These will be subject to Town
approval prior to award of the contract.
13.EVALUATION AND SELECTION OF PROPOSALS:
The evaluation of Proposals shall center on the meeting or exceeding the stated
specifications, construction schedule and consideration of past performance, quality of
proposed products and record for supporting warranty services. The statutory
provisions controlling purchasing by local governments in N. C. (GS 143) include
selection standards for use in making of awards. The Town of Waynesville reserves the
right to accept or reject any or all Proposals and proposals and further specifically

reserves the right to make the award or awards in the best interest of the Town of
Waynesville.
14.DURATION:
All Proposals shall be made firm for no less than sixty (60) days.
15. NON-APPROPRIATIONS:
Notwithstanding any other provisions of this Agreement, if the Town does not receive
said funding for this Agreement from the Town Council for any fiscal year applicable to
this Agreement, then the Town shall have the right to terminate this Agreement without
penalty by giving not less than thirty (30) days' written notice documenting the lack of
funding.
16. INSURANCE
Supplier shall obtain and maintain during the life of the Contract, with an insurance
company rated not less than A by A.M. Best, authorized to do business in the State of
North Carolina the following insurance. This applies to the assembly and distribution
portion of the purchase.
Automobile Liability
Bodily injury and property damage liability covering all owned, non-owned and
hired automobiles for limits of not less than $1,000,000 bodily injury each person,
each accident and $1,000,000 property damage, or $1,000,000 combined single
limit - bodily injury and property damage.
Commercial General Liability
Bodily injury and property damage liability as shall protect the Town of
Waynesville and any subcontractor performing work under the Contract, from
claims of bodily injury or property damage which arise from operation of the
Contract, whether such operations are performed by the Town of Waynesville,
any subcontractor, or anyone directly or indirectly employed by either. The
amounts of such insurance shall not be less than $1,000,000 bodily injury each
occurrence with $3,000,000 aggregate and $1,000,000 property damage each
occurrence with $3,000,000 aggregate. Supplier must also carry a $5,000,000
excess liability policy. This insurance shall include coverage for
products/completed operations, personal injury liability and contractual liability,
assumed under the indemnity provision of the Contract.
Worker's Compensation and Employers Liability
Supplier shall meet the statutory requirements of the State of North Carolina,
$100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease
each employee limit.

GENERAL INFORMATION FOR SUBMITTING PROPOSALS
I) EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All
responses shall be controlled by such terms and conditions, and the submission of other
terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's
response will be waived and have no effect either on this Request for Proposals or on any
contract that may be awarded resulting from this solicitation. The offeror agrees explicitly
to the conditions set forth in the above paragraph by signing the proposal.
2) CERTIFICATION: By executing the proposal, the signer certifies that this
proposal is submitted competitively and without collusion (G.S. 143-54), that
none of our officers, directors, or owners of an unincorporated business entity
has been convicted of any violations of Chapter 78A of the General Statutes,
the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-
59.2), and that we are not an ineligible vendor as set forth in
G.S. 143-59.1. False certification is a Class I felony.
3) ORAL EXPLANATIONS: The Town of Waynesville shall not be bound by oral
explanations or instructions given at any time during the competitive process or after
the award.
4) COST OF PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or
submitting offers are the offerors' sole responsibility; the Town of Waynesville le will
not reimburse any offeror for any costs incurred.
5) TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer that may be
accepted within a period of 45 days. Although the contract is expected to be awarded
prior to that time, the 45-day period is requested to allow for unforeseen delay.
6) HISTORICALLY UNDERUTILIZED BUSINESSES: The Town of Waynesville invites and
encourages participation in this procurement process by businesses owned by
minorities, women, disabled, disabled business enterprises, and non-profit work
centers for the blind and severely disabled.