4H Barn Roof Replacement Stratham Hill Park

TOWN OF STRATHAM
DEPARTMENT OF PUBLIC WORKS
Request for Proposal
RFP # 02-26-01
4H Barn Roof Replacement at Stratham Hill Park
Documents Included
Request for Proposal
Project Details
Key Dates
Submitting Requirements
Evaluation Criteria
References
RFP Receipt Acknowledgement
Proposals Due by April 3rd, 2026

TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
REQUEST FOR PROPOSAL
TOWN OF STRATHAM
DEPARTMENT OF PUBLIC WORKS
4H Barn Roof Replacement at Stratham Hill Park
The Town of Stratham is requesting proposals for the complete replacement of the 4H Barn Roof at
Stratham Hill Park, located at 270 Portsmouth Avenue, Stratham, NH 03885.
The Town reserves the right to request additional information or clarification of any submitted
proposals. Proposals and proposal pricing must remain open for sixty (60) days. This solicitation
will become an addendum to any resultant contract.
The RFP is available on our website at https://www.strathamnh.gov/town-
administration/pages/open-bids.
Proposals will be reviewed in accordance with the Evaluation Criteria stated within this RFP. This
RFP supersedes all other proposals, oral and written, and all negotiations, conversations, or
discussions between the Town and any other entity related to the subject matter. The award of the
contract shall be made to the proposer offering the best overall value to the Town of Stratham, as
determined solely by the Town, and shall not necessarily be awarded to the lowest-priced proposal.
The Town reserves the right to consider all factors it deems pertinent to the Town's interests and to
make an award that, in its judgment, best serves the public good.
Interested firms should submit five (5) paper bound copies of the proposal and one (1) copy of the
sealed bid price with the submission to the following address:
Town of Stratham NH
Attn: Department of Public Works
10 Bunker Hill Avenue
Stratham, NH 03885
They shall also submit an electronic copy of the proposal in PDF format provided via e-mail to
admincoordinator@strathamnh.gov or on a USB jump drive (also known as a thumb drive). The
electronic file name should contain the project name and the submitting firm. The sealed proposal
shall be plainly and clearly marked with the project name and the name of the firm submitting the
proposal. Interested firms are encouraged to submit succinct, well-organized proposals where the
requirements of this RFP can be easily identified. Sealed proposals are due by April 3rd, 2025, by
3:30 PM, either by mail or personal delivery. Proposals received after that due date and time will
not be considered.
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
PROJECT DETAILS
INTRODUCTION:
The Town of Stratham is soliciting proposals from qualified and experienced contractors for the
removal and replacement of the roof on the 4H Barn located at Stratham Hill Park, 270 Portsmouth
Avenue, Stratham, New Hampshire. The intent of this project is to improve the structural integrity,
appearance, and weather resistance of the building through installation of a new, durable, and long-
lasting roofing system.
The selected contractor will be responsible for providing all labor, materials, equipment,
supervision, and coordination required to complete the work in accordance with industry
standards, manufacturer specifications, and applicable codes. Work shall include removal of existing
materials, installation of new metal roofing and trim components, and coordination with the Town
of Stratham Department of Public Works for debris removal and site logistics.
SCOPE OF SERVICES
The scope of work generally includes, but is not limited to, the following tasks:
Demolition and Preparation:
* Remove existing fascia and rake boards.
* Strip the entire roof (approximately 7,500 sq ft) of existing roof material.
* Coordinate with the Town of Stratham Department of Public Works for debris removal and
site cleanup.
Installation:
* Install new 1x8 PVC fascia and rake boards, secured with cortex screws and plugs.
* Furnish and install Everlast Bronze metal roofing (OMNI Series), including all required trim,
flashing, fasteners, and accessories for a complete watertight system.
* Ensure all exposed hardware matches the bronze metal color for a consistent finish.
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
Quality and Compliance:
* Contractor shall verify field conditions prior to commencing work and report any structural
deficiencies to the Town for review.
* Contractor shall maintain a clean, safe work area and complete a final inspection with Town
representatives upon project completion.
OUTLINE OF WORK TO BE COMPLETED:
1. Complete replacement of the barn roof and the associated site work.
2. During the course of the work, note any other problem areas that are found and
provide recommendations for repair action and the cost to the Town. The Town will
evaluate the recommendation and cost and determine whether to provide an
authorization to proceed after evaluation of the firm's recommendations.
3. Provide construction management services as required during the project.
4. Provide close-out warranty documents, and a project punch list.
5. The Town desires all work to be completed in a way that does not interfere with
regular Town Operations. This may mean second or third shift and/or weekend
work. The Town will work with the firm to determine the appropriate timing and
schedule for the work.
Please include any exclusions you've made in your proposal.
KEY DATES
Event or Requirement Date and Time
RFP Posted to Town's Website February 27, 2026
Current site visit By appointment only - please call the DPW
to make arrangements.
Deadline for submissions of questions due via March 13th, 2026
email to admincoordinator@strathamnh.gov
Responses to comments and questions posted March 20th, 2026
to Town's website and distributed to all those
who made inquiries
Proposals Due (via paper or electronically) April 3rd, 2026
Opening of Proposals April 6th, 2026
Contract Execution May 1st, 2026
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
MANDATORY SUBMITTING FIRM REQUIREMENTS
Submitting firms as are required to assume responsibility for all services offered within the firm's
proposal regardless of whether they are produced "in-house" or performed through a sub- contract
arrangement. The submitting firm will provide the name of a project manager who will serve as the
sole point of contact regarding contractual matters, including payment of all contract costs and fees.
PROPOSAL FORMAT / EVALUATION CRITERIA
In order to ensure a uniform review process and obtain maximum degree of compatibility, it is
required that the proposals be organized in the manner specified below.
1. Title page: The submitting firm should identify the RFP subject, the name of the
contractor, local address, telephone number, name and title of contact person and
date of submission.
2. Table of Contents: Provide clear identification of the material by section and by page
number to include the scope of work and material specifications.
3. Company History and Qualifications: Briefly describe your company's history and
any relevant experience for this project.
4. References: List at least three (3) client references for whom similar work has been
completed (see attached reference sheet).
5. Costs: Describe the costs for the services, equipment, materials and installation.
Describe the payment structure for the project, required deposits, progress
payments, etc. that you propose for the project work requested within this RFP.
6. Subcontractors: Provide a list (including name, address, contract information and
principal contract at Subcontractor) of any subcontractors you will use in
performing the work for the Town.
7. Warranty: Provide terms, conditions and length for all warranties on labor and
materials.
SELECTION CRITERIA
A selection committee will score proposals based on the following factors:
1. The proposal's responsiveness to the RFP, including the format of the proposals,
capabilities of the firm, professional and technical approaches, clarity, and demonstrated
ability to lead the project.
2. The ability of the firm to address the project scope and core competencies outlined in this
RFP.
3. Innovation and creativity in the proposal's approach to the project.
4. A proven track record of working with clients to navigate comparable efforts, overcome
impediments, and successfully complete projects on time and within budget.
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
5. The capabilities and experience of the Project Team.
6. Cost Proposal
RESERVATION OF RIGHTS
The Town of Stratham reserves the right to reject any or all proposals or accept the proposal the
Town deems to be in its best interest. The Town of Stratham assumes no responsibility or liability
for costs incurred by consultant teams in responding to this RFP or in responding to any further
request for interviews, additional data or information, or clarification of any items included in the
proposal. The Town reserves the right to request additional data or information or that the firm
provide the Town a presentation in support of written proposals. The Town further reserves the
right to:
* Not award a contract for the requested services;
* Waive any irregularities or informalities in any proposals;
* Accept the proposal deemed to be the most beneficial to the public and the Town;
* Negotiate and accept, without advertising, the proposal of any other respondent in the
event a contract cannot be successfully negotiated with the selected firm; and
* Retain products submitted by respondents for its own use at its sole discretion.
GENERAL INFORMATION
1. Interview: The submitting firm may be required to make a presentation of their
proposal. This will provide an opportunity to clarify or elaborate on the proposal,
but will not, in any way, provide an opportunity to change any cost or fee amount
originally proposed. Should the Town choose to schedule presentations, the
submitting firms will be notified of time and location.
2. Modifications: The Town will allow both submittal modifications and withdrawals
up to the RFP's closing time.
3. Request for Additional Information: The submitting firm will furnish clarifying
information if requested by the Town.
4. Acceptance/Rejection/Modification to Proposals: The Town reserves the right to
negotiate modifications to proposals that it deems acceptable, reject any and all
proposals, and waive minor irregularities in the proposals and/or Town procedures.
OTHER DEFINITIONS, CONTRACT TERMS AND CONDITIONS:
Contract Documents - The contract documents shall consist of the "4H Barn Roof Replacement at
Stratham Hill Park", all documents submitted by the firm in satisfying this request, and a signed
contractual agreement executed in a form approved by the Town.
Default - The Town shall have the right to declare the firm in default if (a) the firm becomes
insolvent; (b) the firm makes an assignment for the benefit of creditors; (c) a voluntary or
involuntary petition of bankruptcy is filed by or against the firm; or (d) the firm is unable to provide
evidence of required insurance coverage as set forth below. Further, the Town may declare the firm
in default if it fails to perform as required by the contract and such failure continues after notice is
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
provided to the firm and it fails to cure the default. If the firm is declared in default or is in breach of
the contract for any reason, the Town shall have the right to terminate the contract.
Firm - Any combination of the firm and its respective sub-contractors that will provide the services
requested. All subcontractors will be required to provide evidence of insurances and name the
Town as an Additional Insured in the same way as the submitting firm.
Indemnification - The firm must agree to defend, hold harmless, and indemnify the Town, their
officers, agents and employees against any and all claims, or injuries to any person or entity, arising
out of the actions of the firm, its officers, agents, or employees arising from or related in any way to
its contract with the Town.
Liability Coverage - The successful Firm will be required to provide certificate(s) of insurance as
follows:
* General Liability in the amount of $1,000,000 per occurrence; $3,000,000 aggregate
* Automobile Liability in the amount of $1,000,000 combined single limit
* Workers' Compensation per State of NH Statutes
* Professional Liability in the amount of $1,000,000
The Town of Stratham is to be named as an additional insured.
Certificates of insurance naming the Town of Stratham as an additionally insured entity must be
filed with the Town Administration Office within two weeks of the award of the contract. The firm
shall provide no less than thirty (30) days prior notice of insurance cancellation, or any material
change in coverage.
Non-Appropriation - Any contract shall include a non-appropriation clause which states, "In the
event that sufficient funds are not appropriated for project completion and other requested services
during the ensuing fiscal year, the Town of Stratham may terminate this agreement by written
notice within thirty (30) days of adoption of the budget for the fiscal year in question, and the
agreement shall be terminated effective immediately."
Non-Transferable - The firm shall not have the right to transfer or assign the contract to any other
person, company or corporation.
Payment Terms - To be determined. If, in the opinion of the Town, the quality of service is
unsatisfactory or if any other non-performance or sub-standard issues arise, payment may be
withheld, and/or the contract may be terminated. The amount and withholding period are at the
discretion of the Town.
Termination for Performance - The contract may be terminated at any time by the Town for
unsatisfactory performance. In such case, the Town will provide written notice to the firm citing the
unsatisfactory performance and giving the firm ten (10) working days to improve its performance
to the satisfaction of the Town. If the firm's performance does not improve to the satisfaction of the
Town, the contract for services may be immediately terminated by the Town.
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
Termination Options - In the event the Contract is terminated, the Town reserves the right to
employ another firm to complete the term of this agreement. The original firm shall be responsible
for any extra or additional expense or damage suffered by the Town. In that event, the firm shall be
required to indemnify the Town of Stratham for any loss that may be sustained.
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
Town of Stratham Request for Proposal
4H Barn Roof Replacement at Stratham Hill Park
LIST OF REFERENCES
IMPORTANT: This form must be returned with the bid proposal form.
1. Name of Client/Company:
Address:
Contact Person/Title:
Telephone Number:
Email Address:
2. Name of Client/Company:
Address:
Contact Person/Title:
Telephone Number:
Email Address:
3. Name of Client/Company:
Address:
Contact Person/Title:
Telephone Number:
Email Address:
Authorized Signature ________________________________________________________ Date__________________________
Printed Name __________________________________________ Title ______________________________________________
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TOWN OF STRATHAM * DEPARTMENT OF PUBLIC WORKS
70 Bunker Hill Avenue * Stratham, NH 03885 * 603-772-5550
RFP # 02-26-01
Town of Stratham Request for Proposal
4H Barn Roof Replacement at Stratham Hill Park
RFP Receipt Acknowledgement
Contractor Name: _____________________________________________________________________________________________
Contractor Address: ___________________________________________________________________________________________
Contact Person: ________________________________________________________________________________________________
Phone Number: ________________________________________________________________________________________________
Contact person's E-mail Address: ____________________________________________________________________________
Date RFP Acquired: ___________________________________________________________________________________________
Signature: ______________________________________________________________________________________________________
Printed Name: _________________________________________________________________________________________________
Title: ____________________________________________________________________________________________________________
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