Police Department EPDM Roof Inspection, Repair, and Restoration

POLICE DEPARTMENT
EPDM ROOF INSPECTION,
REPAIR AND RESTORATION
Bid Number: RFP-2026-PS-122
REQUEST FOR PROPOSALS
ISSUED BY: Josh Sonnenberg, Director of Facilities and Operations
facilities@chesterfieldtwp.org
SUBMIT BIDS TO: Charter Township of Chesterfield
Cindy Berry, Clerk
47275 Sugarbush Chesterfield, Mi 48047 (586) 949-0400

NOTICE: OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD
POLICE DEPARTMENT EPDM ROOF INSPECTION, REPAIR AND RESTORATION
Bid Number: RFP-2026-PS-122
OVERVIEW
The Charter Township of Chesterfield's Facilities & Operations Department is soliciting qualified
commercial roofing contractors to provide bids for labor, supervision, materials, equipment, safety
measures, cleanup, and warranty services necessary to inspect, repair, and restore the existing low-slope
EPDM roofing system.
The Contractor shall perform in accordance with all stated intents, specifications and stipulations
contained or referenced herein. In addition, the Contractor shall furnish all labor, equipment, supplies,
and services required to maintain the property in a safe an attractive condition throughout the contract
period.
Before submitting a bid, each bidder shall have the opportunity to thoroughly examine the properties
and fully understand the conditions that may affect the work proposed. Mandatory walk through will
occur on Thursday August 27, 2026 at 11:00am on site at: Chesterfield Township Police Department
46525 Continental Drive, Chesterfield Township, MI 48047. Failure to inspect the sites in no way relieves
the successful contractor from the necessity of furnishing materials or performing any labor necessary
for the satisfactory completion of the work.
Please contact Josh Sonnenberg, Director of Facilities and Operations, via email:
facilities@chesterfieldtwp.org with any questions.
1. SUBMISSION AND RECEIPT OF BIDS
Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk,
47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:00 a.m. local time Tuesday September 8,
2026. The bids will be publicly opened and read aloud following the 10:00 a.m. deadline.
To receive consideration, bids shall be received prior to the specified deadline time. NO LATE BIDS WILL
BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk's
Office. ALL BIDS MUST BE LABELED: CHESTERFIELD TOWNSHIP POLICE DEPARTMENT EPDM ROOF
INSPECTION, REPAIR AND RESTORATION Bids must be sealed when submitted. All amounts must be
entered into the format on 'Appendix B'. Bids must be typewritten or printed in ink and legibly
prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by
bidder. Digital copies (i.e. email, thumb drive) will be deemed supplemental to the mailed bid packet.
2. ADDITIONAL BID INFORMATION
Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may
submit on any item or group of items, provided however, that the unit prices are shown as required. It is
the vendor's responsibility to acquire knowledge of any change, modifications or additions to the bid
documents. Any vendor who submits a bid and later claims it had no knowledge of any change,
modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall
be bound by the bid, including any changes, modifications or additions made by the Charter Township of

Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter
Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor.
The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk's
Office upon request or through the BidNet website. Each change or addendum issued in relation to this
bid will be on file in the Township Clerk's Office. It shall be the bidder's responsibility to make inquiry as
to the changes or addenda issued, unless the addendum is contained in the original bid documents.
3. SPECIFICATIONS AND SCOPE OF WORK
The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the
specifications and scope of work, see Appendix A.
The Charter Township of Chesterfield reserves the right to determine if equipment/product or service
being bid is equal to the specified equipment/product or service requested.
4. ALTERNATE BIDS
Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes,
insertions, or omissions to the terms and conditions, specifications, or any other requirements of this
bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the
bid.
5. PRICING
Prices shall be stated in units of quantity specified in the bid document, Appendix B. In case of a
discrepancy in computing the amount of the bid, the unit price bid will govern.
6. QUANTITIES
All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to
increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township
reserves the right to make future purchases at the unit price submitted for all Township departments,
including the Public Safety Department.
7. DELIVERY
Deliveries can be made during business hours of 8:00am - 4:30pm.
8. TAXES, TERMS AND CONDITIONS
The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal
Property Tax. The Township's tax I.D. number is 38-6006891.
9. QUALIFICATIONS AND AWARD
The bidder shall:
* Be regularly engaged in commercial EPDM roofing repair and restoration
* Have documented experience with comparable projects
* Be licensed and insured as required
* Be approved or authorized by the proposed roofing-material manufacturer when required for
the specified warranty

* Provide at least three references for comparable EPDM projects
* Identify all subcontractors in the proposal
* Comply with applicable OSHA requirements and provide a site-specific safety plan before
starting work
The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation,
will be most advantageous to the Township, with price and other factors considered. The Charter
Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive
irregularities in any bid in the best interest of the Township. Bidders may submit bids on any item or
groups of items provided unit prices are clearly shown and a notation is made on the bid document
clearly indicating bidder's intent.
10. WITHDRAWALS OF BIDS
Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is
made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid
deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder
in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by
the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.
11. DEFAULT CONDITIONS
In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or
services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In
case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of
a written explanation by the bidder substantiating the error, reject the Contract and award to the next
qualified bidder. Such error may be subject to default conditions.
12. INFRINGEMENTS AND INDEMNIFICATIONS
The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its
officials, employees, departments, and agents, harmless against; any demand for payment for the use of
any patented material, process, or device that may enter into the manufacture, construction, or from a
part of the work covered by either order or contract; and from suits or a charge of every nature and
description brought against it for, or on account of, any injuries or damages received or sustained by the
parties by or from any of the facts of the contractor, the contractor's employees, or agents; from all
liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part,
by the acts or omissions of the bidder, contractor, agents or employee.
13. BONDING
Bonding is not required for this contract.
14. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES)
* Worker's Compensations and Related Coverages
o State: Statutory
o Applicable (e.g. Longshoreman's): Statutory
o Employer's Liability
Max Limit Each Accident \Max Limit Policy Limit \Max Limit Each Employee

* Contractor's General Liability
o General Aggregate: $1,000,000
o Products - Completed Operations Aggregate: $1,000,000
o Personal and Advertising Injury: $1,000,000
o Each Occurrence (Bodily Injury and Property Damage): $1,000,000
o Property Damage liability insurance will provide Explosion, Collapse, and Underground
coverages where applicable
o Excess or Umbrella Liability:
General Aggregate: $2,000,000 | Each Occurrence: $2,000,000
o Fire Damage: $50,000 |Medical Payments: $5,000
* Automobile Liability
o Combined Single Limit: $1,000,000
* Contractual Liability
o Bodily Injury:
Each Accident: $1,000,000 | Annual Aggregate: $1,000,000
o Property Damage
Each Accident: $1,000,000 | Annual Aggregate: $1,000,000
* Owner's and Contractor's Protective Liability Insurance Policy shall include as additional insured
all persons/entities listed as:
o Charter Township of Chesterfield
* Owner's and Contractor's Protective Liability
o General Aggregate: $2,000,000 | Each Occurrence: $1,000,000
o Combined Single Limit: $1,000,000
15. GENERAL INFORMATION
All invoices shall be sent to: accountspayable@chesterfieldtwp.org
Chesterfield Township | Attn: Accounts Payable | 47275 Sugarbush Road | Chesterfield, MI 48047
16. SPECIFICATIONS, PRICING AND VENDOR QUESTIONNAIRE
See Appendix(s) A, B and C at end of document for details and specifications. Appendix D has been
included as reference, to detail placement of equipment on the roof.
17. FIRM PRICE GUARANTEE
Price will cover the cost of the scope of the project and will not be subject to increase unless otherwise
noted and agreed upon.

18. WARRANTY AND CLOSE OUT
Provide Bidder's warranty for contractor workmanship covering leaks and defects attributable to the
completed work:
Provide manufacturer's labor-and-material warranty:
At completion, provide:
* Final roof plan showing all repairs
* Before-and-after photographs
* Moisture-survey report and test-cut results
* Material and safety data sheets
* Warranty documents
* Manufacturer inspection or acceptance documentation, if applicable
* Written confirmation that drains and drainage paths were cleaned and left operational
19. REFERENCES (Provide three for comparable EPDM projects)
Company Contact Person Phone #
1.
2.
3.
20. CONTRACT TERMINATION
The Township reserves the right, upon thirty (30) days written notice, to terminate this contract for
failure of vendor to comply with terms and conditions set forth herein. Nonperformance on the part of
the vendor shall constitute breach of contract and shall nullify any and all contractual obligations
between the seller and the purchaser.

21. APPROVAL ACCEPTANCE/ACCEPTANCE OF SPECIFICATIONS
The undersigned herein submits this proposal and agrees to enter into an agreement, if awarded the
contract, with the Charter Township of Chesterfield in accordance with the contract documents.
NAME OF BIDDER
BUSINESS ADDRESS OF BIDDER
BUSINESS TELEPHONE NUMBER OF BIDDER
AUTHORIZED SIGNATURE
TITLE OF SIGNER
DATE OF SIGNATURE
EMAIL
Internal Use:
_____ Warranty filled out (#18)
Initial
________ References listed (#19)
Initial
________ Approval Acceptance and Specifications Completed (#21)
Initial
________ Appendix B: Bid Sheet is complete and attached
Initial
________ Appendix C: Vendor Questionnaire is complete and attached
Initial
________ Insurance Provided
Initial

APPENDIX A
EPDM Roof Inspection, Repair, and Restoration Specifications
Existing Roof Information
* Approximate roof area: 41,416 square feet
* Estimated installation year: 2008
* Existing membrane: Firestone 60-mil (0.060-inch) EPDM
* Insulation: Approximately 4-inch polyisocyanurate
* Reported insulation R-value: R-23.6 at the core
* Approximate system thickness: 4 inches at the roof core
* Drainage: PVC roof drains
* Original manufacturer: Firestone Building Products, currently branded as Elevate
* Attachment method: Contractor shall verify during the pre-bid inspection
* Deck construction and condition: Contractor shall verify
Dimensions and existing-system information are approximate. Each bidder shall field-verify roof
dimensions, quantities, conditions, access requirements, attachment methods, and existing construction
before submitting a proposal.
Scope of Work
The successful contractor shall:
1. Inspect the complete roof system, including membrane field areas, seams, patches,
penetrations, curbs, equipment supports, perimeter flashings, walls, corners, expansion joints,
drainage components, and sheet-metal terminations.
2. Submit a written, photographic condition report identifying:
* Open, loose, or deteriorated seams
* Cuts, punctures, splits, and membrane deterioration
* Failed patches or previous repairs
* Loose or inadequately bonded flashing
* Deteriorated sealants
* Deficient termination bars or counter flashings
* Evidence of trapped moisture, wet insulation, or damaged substrate
* Ponding-water areas and obstructed or deficient drainage
* Defects requiring work beyond the base proposal
3. Perform nondestructive moisture testing by (infrared thermography/electronic testing/nuclear
scanning), followed by verification test cuts where necessary. Show confirmed wet areas on a
scaled roof plan. Include moisture testing as an alternate price.
4. Remove and replace wet, deteriorated, or damaged insulation, cover board, and membrane
where authorized by the Owner. Replacement insulation shall match the existing type and
thickness unless otherwise approved. Price this work using stated unit prices.
5. Clean and prepare all repair areas in accordance with the current written requirements of the
membrane and repair-material manufacturer.

6. Repair defective EPDM seams using manufacturer-approved primer, seam tape, flashing
membrane, and accessories. Do not rely on surface-applied caulk or lap sealant as the sole repair
for an open or failed seam.
7. Repair cuts, punctures, splits, blisters, failed patches, and deteriorated membrane with
compatible EPDM repair materials extending beyond the damaged area as required by the
manufacturer.
8. Repair or replace deficient flashings at pipes, conduits, curbs, walls, corners, supports, drains,
scuppers, and other penetrations or transitions.
9. Inspect and service all roof drains. Remove debris; clean drain bowls and strainers; verify secure
clamping rings; and replace deteriorated drain seals, flashing, or membrane components.
Confirm that drainage paths are unobstructed.
10. Remove failed sealants and install new compatible sealant at termination bars, counter
flashings, penetrations, and other locations where sealant is part of an approved detail. Sealant
shall not be used as a substitute for properly installed EPDM flashing.
11. Install walkway pads or other membrane protection at designated access routes and service
areas where included in the proposal.
12. If a field-applied coating or restoration membrane is proposed, provide a complete
manufacturer-approved system specifically intended and warranted for aged EPDM. The
proposal shall identify:
* Manufacturer and exact product system
* Required cleaning and surface preparation
* Primer and reinforcement requirements
* Application rate and minimum finished dry-film thickness
* Treatment of seams, penetrations, drains, flashings, and ponding areas
* Substrate moisture limitations
* Written confirmation of compatibility with the existing EPDM
* Manufacturer's warranty terms
No coating shall be applied over wet insulation, unsound membrane, uncured repair
materials, dirt, oil, biological growth, or incompatible materials.
13. Protect the building, occupants, HVAC equipment, landscaping, and adjacent property
throughout the work. Maintain the building in a watertight condition during construction.
14. Remove roofing debris and surplus materials daily. Upon completion, clean the roof, drains,
gutters, work areas, and surrounding property.
The manufacturer's current details show specialized treatments for lap splices, drains, penetrations, and
wall terminations, supporting the need to specify proper EPDM repair components rather than generic
caulk, see Elevate RubberGard EPDM specifications
Elevate's published system information states that its RubberGard installations are performed by
trained, authorized, and licensed contractors; requiring suitable manufacturer credentials is therefore
appropriate where a manufacturer-backed system or warranty is requested, see Elevate RubberGard
system information