Senior Center Roofing Replacement

SECTION 00 21 13 - INSTRUCTIONS OFFERORS
Project: City of Portland - Senior Center Roofing Replacement
Receipt and Opening of Proposals:
The City invites proposals on the form indicated in Section 00 41 13 for the above referenced project.
The City may consider informal any proposal not prepared and submitted in accordance with the
provisions hereof and may waive any informalities or reject any and all proposals. Any proposal may be
withdrawn prior to the scheduled time for the opening of the proposals or authorized postponement
thereof. Any proposal received after the time and date specified shall not be considered. No offeror may
withdraw a proposal within thirty (30) days after the actual date of the opening thereof.
1. Preparation of Proposal: Each proposal must be submitted on the prescribed form. All blank spaces
for proposal prices must be filled in, in ink or typewritten, in both words and figures. Proposer shall
submit (2) copies of the completed Base Proposal Form and Proposals must be submitted with one (1)
original and three (3) copies and include references addressing selection/grading criteria addressed to:
City of Portland
Attn: City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
The proposal and all required documentation must be submitted in one sealed envelope or package
bearing the title "SEALED PROPOSAL - RFP No. 7076 Senior Center Roofing Replacement" on the
outside of the package as well as the proposers name, address, and contact information. Failure of
these guidelines will cause proposal to be rejected and considered non responsive. If forwarded by
mail, the envelopes containing the Proposal must be enclosed in another envelope addressed to the
City at the designated location for opening the proposals.
2. Method of Bidding: The City invites the following proposal(s):
a. BASE PROPOSAL, ITEM #1: Senior Center Roofing Replacement
3. Qualifications of Offeror: The City may make such investigations as he deems necessary to determine
the ability of the offeror to perform the work, and the offeror shall furnish to the City all such
information and data for this purpose as the City may request. The City reserves the right to reject any
proposal if the evidence submitted by, or investigation of, such offeror fails to satisfy the City that
such offeror is properly qualified to carry out the obligations of the Contract and to complete the work
contemplated therein.
4. Time of Completion: Time of completion of this Contract is of importance to the City and may be
considered in the award of the Contract. The Contractor shall state on his proposal the number of
calendar days he will require to complete the project in its entirety. Payments on the Contract will be
made as provided by the Contract. No payment will be made on the Contract within 30 days prior to
the completion date set by the Contractor, unless there is an extended unforeseen delay, over which
the Contractor has no control, such as severe or unseasonable weather, it shall be the Contractor's
responsibility to request any extensions in time within the above time limit shall void any possible
extension of the Contract time of completion. The City will be the judge as to whether a time
extension is to be granted and so notify the Contractor.
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JULY 30, 2026 INSTRUCTIONS OFFERORS

5. Conditions of Work: Each offeror must inform himself fully of the condition relating to the
construction of the project and the employment of labor thereon. Failure to do so will not relieve a
successful offeror of his obligation to furnish all material and labor necessary to carry out the
provisions of his contract.
6. Requests for Clarification: Any Bidder requiring further clarification of the RFP procedures should
submit a Request for Clarification in writing in the form of questions and or inquiries to the
Purchasing Officer, Sandra Rodriguez, at sandra.rodriguez@portlandtx.gov . The proposer should
request confirmation via email that the request for clarification was received or follow up with a
phone call, if necessary, to confirm receipt. The Purchasing Officer can be reached at (361) 777-4576.
All Bidders' Requests for Clarification (questions & inquires) and the City's response(s) can be found
on the City's website in the form of an addendum on the specified date.
7. Addenda and Interpretations: No interpretation of the meaning of the plans, specifications or other pre
proposal documents will be made to any offeror orally. Any and all such interpretations and any
supplemental instruction will be in the form of written addenda to the specifications which, if issued,
will be provided to all prospective offerors not later than three days prior to the date fixed for the
opening of proposals. All requests for clarification (questions & inquiries) along with responses can
be found on the City's website in the form of an addendum on the specified date. Failure of any
offeror to receive any such addendum or interpretation shall not relieve such offeror from any
obligation under his proposal as submitted. All addenda so issued shall become part of the contract
documents. All request for clarifications must be submitted no later than, August 10, 2026 at 10:00
am.
8. Laws and Regulations: The offeror's attention is directed to the fact that all applicable Federal Laws,
State Laws, Municipal Ordinances, and the rules and regulations of all authorities that have
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.
9. Method of Evaluation: The monetary basis used for evaluating the proposals will be the lowest total,
including the proposal item chosen by the City, or proposal items that the City might elect to choose.
Time of completion of this project, contractor's references, and previous experience with the City
may be considered in the award of this contract.
The successful bidder will be selected on the following criteria and any other relevant factor
specifically listed in the request for bids or proposals
* Project Cost 50%
* Reputation of the vendor and vendor's related experience 35%
* Estimated Time of Completion 15%
All bidders must submit references that address the above criteria. Lowest price may not necessarily
be the primary criteria of selection. The City reserves the right to accept or reject any and/or all
proposals, to waive any and/or all formalities, and to award a Contract for all or any portions of the
requirements proposed by reasons of this request, if deemed to be in the best interests of the City.
10. Obligation of Offeror: At the time of the opening of proposals each offeror will be presumed to have
inspected the site and to have read and be thoroughly familiar with the Contract Documents
(including all addenda). The failure or omission of any offeror to examine any form, instrument or
document shall in no way relieve the offeror from any obligation in respect of this proposal.
11. Failure of Timely Order: The contractor is responsible for assuring the timely order of all materials
specified. If a specified material or color of material cannot be delivered by the contract completion
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JULY 30, 2026 INSTRUCTIONS OFFERORS

date, due to failure to order the material in a timely manner, the contractor will be responsible for
supplying an equal or better material. The City will be the sole determinant of the approved substitute
material. The contractor will also be charged an amount equal to 5% of the value of the specified
material. This amount will be credited to the City through a change order to the contract. The word
"material", as used in this section, includes all items specified in the specifications or shown on the
drawings.
12. Sub-proposal Time Limit: So that Contractors may have adequate opportunity to evaluate sub-
proposals, it is recommended that the "Time Limit Plan" be honored; sub and material proposals must
have been submitted to Contractors four (4) hours prior to the time set for proposal opening.
13. Pre-Proposal Conference: A mandatory pre-proposal conference will be held on August 6th, 2026
10:00 am. The pre-bid conference will be held in the Council Chambers located in the City Hall
Building, located at 1900 Billy G. Webb Dr., Portland, TX 78374. At that time the Facilities
Superintendent will be available to escort bidders to the site locations for inspection.
14. Access to building:
a. During bidding the site will be available by appointment with the City's Representative
only.
b. During construction special care should be taken as the building will be in operation during
construction.
15. Partial Payment for Materials: Ninety percent (90%) of cost of materials delivered to the site will be
paid if the materials are in good condition and properly stored and protected. Payment will be made
only if a notarized copy of actual materials invoice is submitted with the Contractor's payment
request.
16. Hazardous Materials: Do not proposal or provide or install hazardous materials or products containing
asbestos, polychlorinated biphenyl (PCB), lead in water piping, etc.
17. Pre-Construction Conference: A pre-construction conference will be held two weeks (14 days) prior
to the beginning any work on this project. After full execution of the contract and insurance
certificate, the Contractor shall contact the City and set up a date, time and place to meet on site with
the Contractor, his major subcontractors, City and Manufacturer. The purpose of this meeting will be
to discuss schedules, procedures, special considerations, and any other pertinent items related to this
project.
18. Buildings in Use: All areas to be reroofed will be in use during construction. Particular care for the
safety of the occupants of the building shall be taken while working on site and in the vicinity of the
building. Coordinate the work process with the City to avoid conflicts and potential hazards.
19. Form 1295 "Certificate of Interested Parties": (Only submit if chosen to be recommended for award)
Upon notification Proposer has been selected to be recommended to Council for award, Proposer
must comply with Government Code Section 2252.908 and submit Form 1295 "Certificate of
Interested Parties." Form 1295 requires disclosure of "interested parties" with respect to entities that
enter into contracts with cities. An interested party is: a person who has a controlling interest in a
business or an intermediary. The 1295 form must be electronically filed with the Texas Ethics
Commission at https://www.ethics.state.tx.us/filinginfo/1295/ then printed, signed, notarized and filed
with the City. The completed form must be submitted to the City before the contract is presented to
City Council for award. For more information on Government Code Section 2252.908, please go to
https://www.ethics.state.tx.us/statutes/Gov-Code-2252.908-12-19-17.php.
END OF SECTION 00 21 13
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JULY 30, 2026 INSTRUCTIONS OFFERORS

SECTION 00 41 13 - BASE PROPOSAL FORM
PROJECT: RFP No. 7076 - Senior Center Roofing Replacement
PLACE: Portland City Senior Center
601 Wildcat Dr.
Portland, TX 78374
DATE: August 13, 2026, 3:00 p.m.
TO: Elisa Silva - City Secretary
City of Portland, City Hall
1900 Billy G. Webb Dr.
Portland, TX 78374
1. Pursuant to and in compliance with the Invitation to Proposal and the proposed Contract Documents
dated July 30, 2026, relating to the above referenced project, the undersigned, hereby proposes and
agrees to fully perform the work within the time stated and in strict accordance with the proposed
Contract Documents, and Addenda thereto, for the following sum of money:
a. BASE PROPOSAL, ITEM #1 (SENIOR CENTER ROOFING REPLACEMENT):
All labor, materials, services, and equipment necessary for completion of the work shown on the
drawings and in the Specifications as Proposal Item #1.
________________________________________DOLLARS($___________)
(Amount in Words Governs)
2. The Offeror attests to and affirms that he and his subcontractors are skilled and experienced in the use
and interpretation of plans, specifications, addenda and related Proposal Documents and, that he has
carefully reviewed the plans, specifications, addenda and related Proposal Documents for this project
and has found them to be free of conflicts and/or ambiguities and sufficient for bidding and
construction purposes. Further, he has carefully examined the soils reports and the site of the work,
and, through his own person observations, has satisfied himself as to the nature, location and
requirements of the work; the character, quality and quantity of materials required; the difficulties
likely to be encountered; the other items and/or conditions which may affect the satisfactory
performance of the work. He has based his proposal solely on these documents, and personal
observations, and has not relied in any way on any explanation or interpretation, oral or written, from
any source other than whose written and issued by the City.
3. UNIT PRICES: The undersigned agrees, in case of variation of quantities from those shown or
specified, the following unit prices will be used in adjusting the Contract price. If additional
quantities are authorized in advance by the City. The following amount will be added to the Contract:
a. Cost per 100 sq ft metal deck repair $______________
b. Cost per board foot wood nailer $______________
4. If awarded this Contract the undersigned will execute a satisfactory Construction Contract and proof
of insurance coverage, with the City for the entire work as per the Contract Documents within 10 days
after notice of award. It is agreed that this proposal is subject to the City's acceptance for a period of
thirty (30) days from the above date.
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JULY 30, 2026 BASE BID FORM

5. The undersigned agrees to the following:
a. To furnish all labor and materials as shown and specified.
b. To complete Proposal Item #1 in ________ calendar days.
c. To work ________ working days per week.
d. To begin work ________ days after notice of award of contract.
e. Proposal is submitted utilizing the ________________ Purchasing Cooperative.
Offeror's Contract # ________________.
6. Receipt is acknowledged of the following addenda:
No. ________ Dated ________
No. ________ Dated ________
No. ________ Dated ________
No. ________ Dated ________
7. The Offeror attests to and affirms that he and his subcontractors are skilled and experienced
in the use and interpretation of plans, specifications, addenda and related Proposal
Documents and, that he has carefully reviewed the plans, specifications, addenda and related
Proposal Documents for this project and has found them to be free of conflicts and/or
ambiguities and sufficient for bidding and construction purposes. Further, he has carefully
examined the soils reports and the site of the work, and, through his own person
observations, has satisfied himself as to the nature, location and requirements of the work;
the character, quality and quantity of materials required; the difficulties likely to be
encountered; the other items and/or conditions which may affect the satisfactory performance
of the work. He has based his proposal solely on these documents, and personal observations,
and has not relied in any way on any explanation or interpretation, oral or written, from any
source other than whose written and issued by the City.
8. The City reserves the right to reject any or all proposals, waive informalities and minor
irregularities, and award a contract to the responsive and responsible Offeror whose proposal
is determined to provide the best value to the City. In determining best value, the City may
consider factors including price, the bidder's experience, past performance, quality of
materials, ability to meet the project schedule, and any other criteria identified in this
solicitation.
Respectfully Submitted,
By: _____________________________ Date ___________, 20 _____
(Signature)
_____________________________
(Printed Name)
_____________________________
(Title)
_____________________________
(Company)
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JULY 30, 2026 BASE BID FORM

APPROVED APPLICATOR LETTER
TO: The City of Portland
RE: RFP No. 7076 - SENIOR CENTER ROOFING REPLACEMENT
This letter of approval is to certify that ______________________________Roofing Contractor, is
currently an approved applicator of________________________________ Roofing & Waterproofing
Systems, and is authorized to install our Roofing System on the City of Portland Senior Center Roof
Replacement.
MANUFACTURER: ___________________________________________
BY: _____________________________________________________
SIGNATURE _______________________________________________
TITLE: __________________________________________________
DATE: ___________________________________________________
THIS FORM MUST BE ATTACHED TO BID PROPOSAL WHEN SUBMITTED.
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JULY 30, 2026 BASE BID FORM

SECTION 00 52 13 - AGREEMENT FORM
Agreement (Stipulated Price)
The Agreement will be executed on form as provided by The City of Portland.
See Attachment A: "SERVICE AGREEMENT"
END OF SECTION 00 52 13
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JULY 30, 2026 AGREEMENT FORM

SECTION 00 61 13 - BONDS AND CERTIFICATES
The Contractor shall furnish the following Bonds and Certificates to be delivered simultaneously with the
executed Contract:
PART 1 - Performance Bond
PART 2 - Labor and Materials Payment Bond
PART 3 - Certificate of Insurance (Provide on AIA Doc. G-612 or an approved format)
The Performance, Labor and Material Bond shall be provided on Bonds which comply with current civil
statutes of the State of Texas.
The Contractor shall furnish a Performance Bond in an amount equal to one hundred percent (100%) of
the Contract Sum as security for the faithful performance of this Contract and also a one hundred percent
(100%) Labor and Materials Payment Bond, as security for the payment of all persons performing labor
on the Project under this Contract and furnishing materials in connection with this Contract. The
Performance Bond and Labor and Material Bond may be in one or in separate instruments in accordance
with local law and shall be delivered to the City not later than the date of execution of the Contract.
Surety companies executing Bonds must appear on the U.S. Treasury Department's most current list
showing their established maximum risk and be authorized to transact business in the state where the
Project is located. Surplus lines carriers are not acceptable. Must be rated A or better by A.M. Best
insurance guide.
Cost of above stated bonds and insurance are to be included in the bid.
Attorneys-in-Fact who sign bonds must file each bond a certified and effective dated copy of their Power
of Attorney.
The Performance Bond shall guarantee the repair and maintenance of all defects due to faulty materials and
workmanship that appear within one year from date of substantial completion.
END OF SECTION 00 61 13
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JULY 30, 2026 BONDS AND CERTIFICATES