Renovation of a fire / police facility in Ithaca, New York. Completed plans call for the renovation of a fire / police facility.

The Village of Cayuga Heights is seeking a roofing contractor to replace the roof and reline gutters at the Cayuga Heights Fire Department, 194 Pleasant Grove Road, Ithaca NY 14850 Successful bidders will at a minimum perform the following work (collectively, the "Work"), as applicable in accordance with the manufacturer's recommendations: 1. Remove existing roofing material down to original decking on entire roof. All material must be removed from property and properly disposed of in accordance with applicable environmental law and regulation. 2. Install synthetic underlayment to meet NYS building code. 3. Install 6' ice and water shield 4.Install appropriate 30-year shingles as approved by the Village 5. Install rubber roofing on all areas where there is existing rubber roofing 6. Install ODE edges on all eaves and rakes 7. Install ridge ventilation 8. Replace all pipe flanges and wall flashing 9. Reline all existing gutters with rubber roofing material 10. All other required work considered standard procedure to complete the successful installation of roof and gutters that is not mentioned above should be factored in and noted in the proposal (i.e. any need for wood replacement, etc). General Conditions: The following are the general conditions for the work to be performed. 1. Scope of Work It is understood that except as otherwise specifically stated in the contract, the Contractor ("Contractor") shall provide and pay for all materials, labor, tools, equipment, and transportation of every nature and all other services and facilities of every nature whatsoever, necessary to execute, complete and deliver the Work within the specified time. Permits and licenses necessary for the execution of the Work shall be secured by the Contractor, but no fees will be charged by the Village to the Contractor. All supplies and material shall be new. Any work necessary to be performed after regular working hours, such as work performed on Sundays or legal holidays, shall be performed without additional expense to the Village. Contractor expressly acknowledges and agrees that the site is a working fire station, and that Contractor must ensure that access to the fire station be maintained, and the apparatus bays are not obstructed at any time without prior notice to the Fire Chief. Contractor will include in the bid a quote for covering the entire roof with ice/water shield prior to placing shingles as an optional addition. 2. Existing Conditions/Site Visit The Contractor, by executing this document, and in undertaking the Work under this contract, verifies that the Contractor has visited the site and has taken into consideration all conditions which might affect the Work. No consideration will be given to any claims based on lack of knowledge of existing conditions. The Village of Cayuga Heights can provide a copy of an Eagle View Report obtained on 10/25/2022 on request of the Contractor. 3. Insurance Prior to the commencement of the Work, the Contractor shall furnish to the Village a Certificate of Insurance showing compliance with the following limitations. The Contractor agrees to comply with the provisions of Worker's Compensation laws of the State of New York. The Contractor shall maintain such other insurance (with limits as shown below) as shall protect the Contractor and the Village from any claims for property damage or personal injury, including death, which may arise out of operations under this contract, and the Contractor shall furnish the Village with certificates and policies of such insurance as shown below. The Contractor shall maintain all required Insurance coverages until the Work has been completed by the Contractor. Listed below are the requirements for the Contractor's insurance coverages, all of which must be procured by the Contractor at the Contractor's expense. a. Proof of current worker's compensation coverage b. The Contractor 's public liability insurance, personal injury, including death- $250,000.00 for each person and $500,000.00 for each accident. c. Property damage- limits of $500,000.00 for each accident and $1,000,000.00 for the aggregate. d. Certificate of Insurance with the Village of Cayuga Heights (836 Hanshaw Road, Ithaca NY 14850) listed as additional insured must be delivered to the Village prior to commencement of the Work. e. Insurance must be written by a company licensed to do business in the State of New York. 4. Taxes The Village is a tax-exempt organization. A copy of the Village's tax-exempt form will be furnished. 5. Award of Contract Award of contract will be made to the most responsive/responsible bidder meeting the requirements of the Village within 30 days of the bid opening date. This solicitation does not commit the Village to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for goods or services listed herein. The Village may accept any proposal offered on an all, partial, or none basis, or within funds available, whichever is in the best interest of the Village. 6. Contract Form Upon contract award, the Village and the Contractor will have a signed contract prior to any of the Work being started. 7. Change in Contract The Village will not be responsible for any change in the Work involving extra cost unless approval in writing is furnished and approved by the Village before such Work is begun. 8. Indemnification The Contractor agrees to hold the Village harmless from and to indemnify the Village for every expense, liability, cost, damage, claim or payment arising out of or through injury (including death) to any person or persons or damage to property of any place at which any of the Work is performed or arising out of or suffered through any act or omission of the Contractor or of any subcontractor and either of their employees or agents. 9. Installation The Village anticipates issuing a notice to proceed any time after June 1, 2023. The successful bidder shall complete installation within 60 calendar days from the date the Work commences. If the anticipated job starts and completion dates cannot meet the Village's expectations, an expected start and finish date must be listed on the proposal and will be taken into consideration when selecting the Contractor. If not indicated, it is assumed that the Contractor can meet the expected timeline above. 10. Weather The building shall never be opened to the elements at any time. All openings must be covered in a manner to withstand any weather condition and must be secured to avoid anyone entering the building through any roof openings. 11. Clean Up Site All outside and inside areas of the building and the grounds shall remain clean and free of any construction debris and tools. An allotted area will be identified by the Village for material storage. 12. Payments A single payment will be made to the vendor when all aspects of the contract have been completed to the Village's satisfaction. The Village will consider a partial payment if the work performed takes longer than 30 days should the contractor request. 14. Deviations Any deviations from the scope of work indicated herein must be submitted in writing, clearly noted, and explained in detail on a separate form, and attached to the submitted proposal; otherwise, it will be considered that items/services offered are in strict compliance with these specifications and the successful bidder shall be held responsible thereto. Any deviations within a submitted proposal between prices quoted and restated in the summation sheet shall be resolved by the Village as being the lower price unless the bidder requested in writing a correction or withdrawal of the proposal prior to the date and time set for opening. Any proposal withdrawal or modification received after the established due date at the place designated for receipt of proposal is late. No late proposal, late modification, or late withdrawal will be considered and shall be returned to the bidder unopened. The Village reserves the right to reject any or all proposals. It further reserves the right to waive technicalities and formalities in the proposals, as well as to accept in whole or in part such proposal(s) if the Village deems it advisable in protection of the best interest of the Village. The Village will be the sole judge as to whether proposals submitted meet all requirements contained in the RFP. 15. Affidavits Before acceptance of the proposal by the Village, the Contractor will be required to furnish affidavits on the enclosed forms. 16. Withdrawal of Proposal A proposal cannot be withdrawn after it is filed, unless (a) the Contractor makes a request in writing to the Village prior to the time set for opening of proposals, or (b) the Village fails to accept a bid within thirty (30) days after bid opening date. 17. Warranty The Contractor shall provide a 30-year non-pro-rated warranty covering materials, labor, tear-off and disposal, and a minimum 10-year workmanship warranty. 18. Prevailing Wage The Village shall pay for all labor at the New York State Department of Labor prevailing wage rate. The Village will provide an electronic copy of the prevailing wage rate on request. (Include Proposal Submittal Form [page 6] as a cover sheet to your proposal) Due Date: March 1, 2023 Submitted in sealed envelope to Village of Cayuga Heights 836 Hanshaw Road Ithaca, NY 14850 Proposal should include description of all work to be performed along with a grand total of all costs and expenses to be paid by the Village for the completion of the Work. Be sure to include a description of the following (attach a document): Job Setup Roof Preparation Work to be performed. Indicate an understanding of the work to be performed by addressing all items listed on page 1 and the manufacturer's recommendations as well as any additional required work specific to the building. List product descriptions (brand of shingles, rubber roofing, etc.) Cleanup Warranty Start & Completion Dates Prices for any additional work (Plywood/OSB needed, etc.) *Include this submittal form as a cover sheet to your proposal.* Contractor Name (Company): ___________________________ Address: ________________________________ Phone: Email: _ Submitted by (Name): (Title) Having carefully examined the proposal requirements including the General Conditions, and the Request for Proposal for the Village of Cayuga Heights Fire Department Roof and Gutter Relining, any addenda, and conditions affecting the work, the undersigned proposes to provide the required materials, services, warranties, and delivery as specified in the attached proposal for the total sum not to exceed *There would have to be a physical inspection of the property. There are no plans or documents available.*