METAL ROOF REPAIR & COATING MATERIALS

East Mississippi Correctional Facility Authority P.O. Box 1310 Meridian, MS 39302 INVITATION FOR BID # 20210915

BID PACKET

METAL ROOF REPAIR & COATING MATERIALS

PACKET INCLUDES THE FOLLOWING:

• Bid Description • Notice of Pre-Bid Conference • General Bid Information • Preparation of Bid • Materials - Training & Customer Support • Materials - Equipment • Materials – Quality Assurance & Warranty • Materials – Product Specs • Bid Instructions • Criteria of Award • Bid Form Phase I – Prep & Repair(s) • Bid Form Phase II – Materials • Vendor Data Sheet • Aerial Photo

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT OUR OFFICE AS SOON AS POSSIBLE.

BID OPENING: Wednesday, September 15, 2021 at 10:00 A.M.

______________________________________ Company Name of Bidder/Vendor

BID # 20210915

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EAST MISSISSIPPI CORRECTIONAL FACILITY AUTHORITY

I. BID DESCRIPTION

The East Mississippi Correctional Facility Authority (hereafter referred to as the “Authority” or “EMCFA”) is requesting proposals for the repair, training and roof coating materials for an existing metal roof at their 364,000 square foot Adult Corrections Facility, which is a part of the Mississippi Department of Corrections (“MDOC”) system. The scope of work shall include but is not limited to the disposal, any demolition debris, cleaning of roof(s), repair(s) and providing the materials for a silicone roof coating system. This is a turn-key project.

II. NOTICE OF PRE-BID CONFERENCE A pre-bid conference for this project will be held on August 31, 2021 at 10:00 a.m. in the Administration Building conference room located at 10641 HWY 80 W, Meridian, MS 39307. Administrative and technical questions regarding this project will be answered at this time. The pre-bid meeting is for information only. Any answers furnished will not be official until verified in writing by the Authority. Answers that change or substantially clarify the bid will be affirmed in an addendum.

A tour of the jobsite and inspection of the existing roof(s) will occur at the end of the meeting. All bidders are encouraged to attend the meeting as this information may be valuable in submitting a comprehensive and competitive bid.

III. GENERAL BID INFORMATION

This bid consist of three (3) components, but contains two separate bid opportunities. You may submit a bid for either one of your choosing or both, should you qualify. The services required by EMCFA for this bid are as follows:

o Prep work and repair(s) o Training of MTC Maintenance Staff & Inmates on the roof coating application process

from start to finish o Provide roof coating materials, equipment and warranty

The labor for the application of the roof coating shall be performed by MDOC inmate workers.

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The bidder providing the materials is also required to ensure full training by a person certified in the industry, to ensure the manufacturer’s warranty. These specifications are not intentionally written around any one manufacturer and are for the sole purpose of indicating the quality and description of the materials needed. EMCFA reserves the right to approve as an equal, or to reject as not being equal, any item the bidder proposes to furnish which contains minor variations from specification requirements, but may comply substantially therewith. Items exceeding specifications will be considered as meeting specifications. The bidder shall abide by, comply with the true intent of the specifications, and not take advantage of any unintentional error or omission, but shall fully complete every part as the true intent and meaning of the specifications. Changes to the bid specifications are not valid unless authorized in writing by the East Mississippi Correctional Facility Authority. By initialing below, you acknowledge that you understand the scope and requirements of this bid packet.

Initial Acknowledgement: __________________

IV. PREPARATION OF BID

You may bid on one or both portions of this Bid by completing the appropriate Bid Form.

If you are bidding on only one (1) portion of this bid, clearly write/or type “NO BID OFFERED” on the Bid Form you will not compete in and include it with your submitted bid packet.

Bids should be prepared providing a straight-forward, concise description of the Bidder’s ability to meet the requirements of the Bid.

Bids shall be written in blue ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrected and must be initialed and dated in ink by the person signing the Bid.

Bids must be submitted on the "Bid Forms" provided with each blank properly filled in. If forms are not fully completed, it may disqualify the bid.

Each person signing the Bid certifies that he/or she is the person in the Bidder’s firm/organization responsible for the decision as to the fees being offered in the Bid and has not and will not participated in any action contrary to the terms of this provision.


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V. TRAINING AND CUSTOMER SUPPORT – MATERIALS BID

EMCFA requires that the awarded Vendor of the silicone materials provide on-site comprehensive training for the following: MTC Maintenance Staff – Must be fully trained on the installation process from start to finish, as they will be overseeing the labor. It is critical that they have full knowledge of the process in order to supervise the application of materials; to ensure it is done correctly. This training must adhere to the industry and manufacturer specification standards as it relates to warranty requirements. Training manual/or documentation must be provided. MDOC Inmate Workers – Must be thoroughly trained on the operation and use of equipment, as well as the application of the silicon materials process from start to finish; as they will be responsible for the applying the roofing materials on behalf of EMCFA.

This training shall be conducted by an individual who is Industry/or Manufacture Certified. Additionally, the awarded Vendor shall also provide customer support to the MTC Maintenance Director up to a combined total of twenty-four (24) hours via phone, media conferencing or in person; should the need arise. By initialing below, you acknowledge that you understand the scope and requirements of the Materials Bid - Training & Support portion of this packet.


VI. EQUIPMENT – MATERIALS BID

EMCFA requires that the awarded Vendor supply the necessary equipment for performing a job of this size and scope. This should consist of a high-pressured airless sprayer w/a minimum of 3500 PSI at the spray gun head and the pump should have a 3 gallon per minute minimum output rate. The equipment being provided is what the on-site training should be based upon. The Vendor shall provide an Owner/Operation Manual and Warranty for each piece of equipment to the MTC Maintenance Director. The cost shall be included in the bid price and be within industry standards and guidelines. By initialing below, you acknowledge that you understand the scope and requirements of the Materials Bid - Equipment portion of this packet.


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VII. QUALITY ASSURANCE & WARRANTY – MATERIALS BID

EMCFA requires that the awarded Vendor must provide an agent/or qualified representative of the Manufacturer providing the warranty to monitor and periodically inspect the installation. EMCFA requires a ten (10) year Manufacturer Warranty on materials covering leaks due to failure of silicone material. Bid Form should clearly list available extended warranty coverage and lengths for material.

By initialing below, you acknowledge that you understand the scope and requirements of the Materials Bid – Quality Assurance & Warranty portion of this packet.


VIII. SILICONE PRODUCT SPECS – MATERIALS BID

EMCFA is seeking a product for this project that meets the following criteria:

o Material must be able to be used on the existing roof o Solvent Free o One Component o Cures Quickly (within 1-4 hours) o Energy Efficient

An aerial photo of the site has been included for your viewing on Page 14.

[THIS SPACE HAS BEEN LEFT BLANK INTENTIONALLY]

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IX. BID INSTRUCTIONS

It is the intention of the East Mississippi Correctional Facility Authority to make either a single or dual award to the most responsive and responsible bidder providing the lowest pricing meeting the specifications and contract requirements.

1. ALL BIDS SHALL BE ON EAST MISSISSIPPI CORRECTIONAL FACILITY AUTHORITY BID

FORMS AND SUBMITTED IN DUPLICATE.

2. ALL BID PRICING SHALL BE FINAL AND SHALL BE FOB MERIDIAN, MS AND MUST

INCLUDE ANY PRE-DELIVERY CHARGES.

3. PRICES WILL BE CONSIDERED AS NET IF NO CASH DISCOUNT IS SHOWN.

4. MATERIAL VENDORS SHALL INCLUDE IN THE BID PACKAGE THE MANUFACTURER’S

PRODUCT SPECIFICATIONS AND DATA INFORMATION DETAILING ITS COMPONENTS.

5. ALL BIDS SHALL INCLUDE THE COMPANY’S FORM W-9.

6. SUCCESSFUL BIDDERS MUST BE IN GOOD STANDING WITH THE MISSISSIPPI SECRETARY

OF STATE, THE MISSISSIPPI DEPARTMENT OF REVENUE AND MUST NOT BE DEBARRED

OR EXCLUDED FROM FEDERAL WORK.

7. THE AUTHORITY IS A TAX-EXEMPT ORGANIZATION. CERTIFICATES WILL BE FURNISHED

UPON REQUEST.

8. ALL BIDS SHALL BE ADDRESSED TO THE EAST MISSISSIPPI CORRECTIONAL FACILITY

AUTHORITY, P.O. BOX 1310, MERIDIAN, MS, 39302, OR TO EAST MISSISSIPPI

CORRECTIONAL FACILITY AUTHORITY, C/O LEGAL COUNSEL, LEE THAGGARD, BARRY,

THAGGARD & MAY, LLP, 505 CONSTITUTION AVENUE, MERIDIAN, MS 39301 AND

CLEARLY MARKED ON OUTSIDE OF ENVELOPE AS FOLLOWS:

BID NO: 20210915 BID DATE: SEPTEMBER 15, 2021

9. ALL BIDS ARE DUE NO LATER THAN 9:00 A.M. ON WEDNESDAY, SEPTEMBER 15, 2021.

BIDS MAY BE SUBMITTED BY MAIL VIA USPS, COURIER SERVICE/OR FEDEX, OR ELECTRONICALLY VIA CENTRAL BIDDING AT WWW.CENTRALBIDDING.COM

NO LATE BIDS WILL BE ACCEPTED

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IT SHALL BE INCUMBENT UPON EACH BIDDER TO UNDERSTAND THE SPECIFICATIONS AS

LISTED HEREIN AND TO OBTAIN CLARIFICATION WHEN NECESSARY. IT IS NOT THE INTENT OF

THE SPECIFICATIONS TO LIMIT THE BIDDING TO ANY SUPPLIER OR MANUFACTURE OF

MATERIALS, BUT RATHER TO SELECT A PRODUCT TO MEET INDUSTRY STANDARDS. ANY

REFERENCE TO A SPECIFIC NAME-BRAND IS INTENDED TO ESTABLISH STANDARDS ONLY AND

BIDS SUBMITTED IN MATERIALS EQUAL THERETO SHALL BE CONSIDERED.

NO RESPONSIBILITY WILL ATTACH TO ANY PERSON EMPLOYED BY THE AUTHORITY FOR

PREMATURE OPENING OF ANY BID NOT PROPERLY ADDRESSED AND IDENTIFIED AS

STIPULATED ABOVE.


X. CRITERIA OF AWARD

The Bid Form must be completed in its entirety in order for the bidder to be considered for award. Bidders are encouraged to submit additional information that they feel might be useful to the Authority in evaluating bids, however, the Authority reserves the right to reject or accept for consideration, during evaluation of bids, any additional information the bidder submits and may reject or accept minor variations when evaluating bids. The Authority shall make an award based on best value. Best value is defined as a combination of quality, price, and the elements of required services that in total are optimal relative to the Facility’s needs. Bids will be evaluated by but not limited to:

o Bid Completeness o Bid Cost o Compliance with Specifications o Lead Time o Delivery o Recommendation(s) by References o Terms of Warranty


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East Mississippi Correctional Facility Authority P.O. Box 1310 Meridian, MS 39302

BID FORM – PHASE I PREP FOR MEMBRANE AND REPAIR(S)

In compliance with this bid and subject to all conditions thereof, the undersigned offers and agrees to perform the scope of work as described below which includes, but not limited to;

ROOF PREP:

In the Roof Prep portion of this phase, the vendor has the option to perform the labor themselves or use inmate labor provided by MDOC for #1(debris removal/spray washing).

Should you decide to utilize the option of inmate labor, you will be required to provide training on the use of the equipment required to perform the task, as well as the equipment.


Roof prep will consist of the following:

1. Thoroughly clean existing roof(s) by clearing/removing debris and spray washing as may be necessary to ensure that the membrane process being performed will attain the desired watertight status within the facilities.

I would like to utilize the offer of Inmate Labor provided by MDOC for the bid submitted for Phase I. YES _____ (or) NO _____

REPAIR(S):

The Repair(s) portion of this phase are repairs identified by the bidder which are deemed as required/or necessary in their professional opinion after their examining/inspecting of the roof(s) from the pre-bid conference to ensure that the membrane process being performed will attain the desired watertight status within the facilities. This work is to be performed by the vendor.

List Recommended Repairs you are including in this bid: (please print)

1. _________________________________________________________________________

2. _________________________________________________________________________

3. _________________________________________________________________________

4. _________________________________________________________________________

This form is continued on the next page

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BID FORM – PHASE I

PREP FOR MEMBRANE AND REPAIR(S)

Continued Page 2

The bid below contains the total amount to complete this project according to specifications as outlined in Phase I and based upon the answers and information I have provided on the previous page.

The undersigned submits a bid as follows:

EAST MISSISSIPPI CORRECTIONAL FACILITY

ROOF PREP AND REPAIR BASE BID

BUILDING DIVISION LINE ITEM BID AMOUNT

A Housing Building $

B Housing Building $

C Housing Building $

D Housing Building $

ADMIN Central Administration Buildings $

E Housing Building $

F Housing Building $

TOTAL COMPLEX ROOF BID: $

*You have the option to submit each Line Item Bid Amount and the combined total or the amount of the total Complex Roof Bid

ALTERNATE BUILDING BID

MAINT Maintenance Building $


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BID FORM – PHASE I PREP FOR MEMBRANE AND REPAIR(S)

Continued Page 3

TIME OF COMPLETION:

Bidder agrees to commence work on or before a date to be specified and to fully complete the project within Forty-five (45) calendar days.


My signature certifies that the accompanying bid is not the result of or affected by, any act of collusion with another person/or company engaged in the same line of business or commerce, or any act of fraud.

I hereby certify that I am authorized to sign this bid for/or on behalf of the company.

NAME OF COMPANY: ____________________________________________

LEGAL ADDRESS: ________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

PHONE (_____) ________________________ FAX (_____) _______________________

FEDERAL ID #: _________________________________ (Attached W-9)

SIGNATURE: _______________________________________________________

PRINTED NAME: ____________________________________________________

OFFICIAL TITLE: ____________________________________________________

DATE: _______________

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BID FORM – PHASE II PROVIDE SILICONE MATERIALS, TRAINING, EQUIPMENT & MFG WARRANTY

In compliance with this bid and subject to all conditions thereof, the undersigned submits a bid as follows:

QTY / UOM PRODUCT DESCRIPTION UNIT PRICE TOTAL PRICE

$ $

$ $

$ $

TRAINING COST

MTC Maintenance Staff $

MDOC Inmate Workers $

CUSTOMER SUPPORT (Required 24 Hours of Additional Support)

$

EQUIPMENT COST (List Required Equipment Needed)

$ $

$ $

$ $

WARRANTY

10 Year Renewable Material & Labor Warranty $

TOTAL MATERIALS BID: $


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BID FORM – PHASE II PROVIDE SILICONE MATERIALS, TRAINING, EQUIPMENT & MFG WARRANTY

Continued Page 2

1. Does this bid meet the minimum specifications as described under Product Specs portion of the

bid packet? ______ Yes (or) ______ No

If no, explain (briefly): _____________________________________________________

________________________________________________________________________

2. How long will it take for the materials to be delivered once ordered? ________________

3. Do you have an industry/manufacturer certified person in your employment to conduct the required training? ______ Yes (or) ______ No

My signature certifies that the accompanying bid is not the result of or affected by, any act of collusion with another person/or company engaged in the same line of business or commerce, or any act of fraud.

I hereby certify that I am authorized to sign this bid for/or on behalf of the company.

NAME OF COMPANY: ____________________________________________

LEGAL ADDRESS: ________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

PHONE (_____) ________________________ FAX (_____) _______________________

FEDERAL ID #: _________________________________ (Attached W-9)

SIGNATURE: _______________________________________________________

PRINTED NAME: ____________________________________________________

OFFICIAL TITLE: ____________________________________________________

DATE: _______________

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VENDOR DATA/REFERENCE SHEET TO BE COMPLETED AND SUBMITTED WITH BID

QUALIFICATIONS: Firms shall have the capability and capacity in all respects to fulfill the contractual requirements to the satisfaction of the East Mississippi Correctional Facility Authority.

Indicate the length of time you have been in business as a company providing the type of service required for this agreement. Year(s) ________ Month(s) ________ Please provide a minimum of three (3) references, which may substantiate past work performance and experience in the type of work required for this contract. This should include the following: Business Name, Address, Contact Person, Phone Number and their email address. 1. Business Name: _________________________________________________________________

Address: _________________________________________________________________________

Contact Person: ___________________________________________________________________

Phone Number: _______________________________Email: _______________________________

2. Business Name: _________________________________________________________________

Address: _________________________________________________________________________

Contact Person: ___________________________________________________________________


3. Business Name: _________________________________________________________________

Address: _________________________________________________________________________

Contact Person: ___________________________________________________________________


___________________________________________________ Company Name of Bidder/Vendor ____________________________________________________ Signature of Person Completing

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EAST MISSISSIPPI CORRECTIONAL FACILITY

Building A Building B

Administration Buildings Building C Building D

Building E Building F

Maintenance Building

METAL ROOF REPAIR & COATING MATERIALS

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