Metal Roof Replacement at Cherokee Run Golf Course Clubhouse

1. INTRODUCTION:
a. Purpose
The City of Conyers, herein referred to as the City, is seeking Proposals from qualified contractors
interested in providing all labor, materials, and equipment for a Metal Roof Replacement at the
Cherokee Run Golf Course Clubhouse, located at 1595 Centennial Olympic Parkway,
Conyers, GA 30012. The Scope of Work is provided below. All respondents to this solicitation
are subject to instructions communicated in this document, and are cautioned to completely
review the entire document and follow instructions carefully. The City reserves the right to modify
existing provisions, include additional provisions which are not addressed herein, and reject any
or all proposals.
There will be a Mandatory Pre-Proposal Meeting held on May 18, 2026 at 10:00 AM at the
following location:
Cherokee Run Golf Course Clubhouse
1595 Centennial Olympic Parkway
Conyers, GA 30012
Please bring a copy of the solicitation documents to the pre-proposal meeting as copies
will not be provided to you.
Any questions and/or misunderstandings that may arise from this RFP must be submitted in
writing according to instructions in paragraph 2(a.) below. Answers to questions that materially
change the conditions and specifications of this RFP will be issued in an addendum and posted
to the City's website at www.conyersga.com. Any discussions and/or documents will be
considered non-binding unless incorporated and issued in an addendum. It is the proposer's
responsibility to check the City of Conyers website for any addenda that may be issued, prior to
submitting a proposal for this RFP.
b. Award Process
The City intends to make a single award to the lowest, responsive, and responsible qualified
respondent meeting all requirements identified herein. Proposers are to submit at least three (3)
references from projects with similar materials, process, cost, and experience. See Exhibit E for
Contractor Questionnaire.
c. Schedule of Events
The following Schedule of Events represents the City's best estimate of the schedule that will be
followed. All times indicated are Eastern Standard Time. The City reserves the right to adjust
the schedule as deemed necessary.
Mandatory Pre-Proposal Meeting May 18, 2026 @ 10:00 AM EST
Written Questions Due May 21, 2026 by 5:00 PM EST
Response to Written Questions May 22, 2026
Bid Due Date and Time May 28, 2026 @ 3:00 PM EST
Notice of Award (NOA) (on or about) June 18, 2026
Substantial Completion Date (6)-Six Weeks from Notice to Proceed Date
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2. GENERAL INSTRUCTIONS:
a. Submittal of Questions and Requests for Clarification
It is the responsibility of each respondent to examine the entire solicitation document, seek
clarification in writing, and review its submittals for accuracy before submitting. Questions about
any aspect of the RFP, or the service, shall be submitted in writing (via e-mail) to:
Brian Frix, P.E., Email: brian.frix@conyersga.gov
All relevant and significant questions will be answered in writing and issued in an addendum. All
addenda, if issued, will be posted to the City's website at
http://www.conyersga.com/businesses/bid-opportunities
b. Insurance Requirements
Bidder must provide evidence of their ability to supply a current Contractor's Public Liability
Insurance Policy, and must be insurable in the following amounts for these services. A statement
from the supplier's insurance carrier must be submitted as Exhibit J - Evidence of Insurability.
Statement shall list the City of Conyers as an additional insured.
Coverages: Limits of Liability:
Workers' Compensation Statutory
Employers' Liability $1,000,000.00
Bodily Injury Liability $1,000,000.00 each occurrence
except Automobile $1,000,000.00 aggregate
Property Damage Liability $1,000,000.00 each occurrence
except Automobile $1,000,000.00 aggregate
Personal & Advertising Injury Limit $1,000,000.00
Products / Completed Ops. $2,000,000.00 aggregate
Automobile Bodily Injury $1,000,000.00 each person
Liability $1,000,000.00 each occurrence
Automobile Property Damage $1,000,000.00 each occurrence
Liability
Professional Liability/General Liability $1,000,000.00
All insurance shall be provided by an insurer(s) acceptable to the City, and shall provide for
thirty (30) days prior notice of cancellation to the City. Upon contract award, Contractor shall
deliver to the City a certificate or policy of insurance evidencing Contractor's compliance with
this paragraph. Contractor shall abide by all terms and conditions of the insurance and shall do
nothing to impair or invalidate the coverage.
The City of Conyers, GA shall be named as Additional Insured under any General Liability,
Business Auto and Umbrella Policies.
c. Statement of Agreement
With submission of a Proposal, the Bidder agrees that he/she has carefully examined the
solicitation, and the Bidder agrees that it is the Bidder's responsibility to request clarification on
any issues in any section of the solicitation with which the Bidder disagrees or needs clarified.
The Bidder also understands that failure to mention these items in the Bid will be interpreted to
mean that the Bidder is in full agreement with the terms, conditions, specifications and
requirements in the therein. With submission of a Bid, the Bidder hereby certifies: (a) that this Bid
is genuine and is not made in the interest or on behalf of any undisclosed person, firm, or
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corporation; (b) that Bidder has not directly or indirectly included or solicited any other Bidder to
put in a false or insincere Bid; (c) that Bidder has not solicited or induced any person, firm, or
corporation to refrain from sending a Bid.
d. Open Records Act and Trade Secrets
All Proposers should obtain and thoroughly familiarize themselves with the Georgia Open
Records Act (O.C.G.A. 50-18-70, et seq.) and the Georgia Open Meetings Act (O.C.G.A. 50-
14-1, et seq.) (collectively, the "Open Government Laws") applicable to the issues of
confidentiality and public information. The City will not advise a Proposer as to the nature or
content of documents entitled to protection from disclosure under the Open Government Laws,
as to whether or to what extent documents submitted with their Proposal are or may be exempt
from the Open Government Laws, as to the interpretation of such laws, or as to the definition of
"proprietary". Each Proposer shall be solely responsible for determining the application and
requirements of Open Government Laws. All written correspondence, exhibits, photographs,
reports, printed material, tapes, electronic discs, and other graphic and visual aids submitted to
the City during this procurement process are the property of the City, may not be returned to the
submitting parties, and are subject to the Open Government Laws.
Georgia law also recognizes a protection from public disclosure for information which is
determined to be a "trade secret". Each Proposer shall be responsible for complying with
O.C.G.A. 50-18-72(a)(34) regarding "trade secrets," and/or determining which is otherwise
exempt from disclosure under O.C.G.A. 50-18-72 or any other applicable law. IN addition, and
as it relates to "trade secrets," any Proposer submitting and wishing to keep records containing
trade secrets confidential shall submit and attach to all such records an affidavit affirmatively
declaring that specific information in the records constitute trade secrets pursuant to Article 27
of Chapter 1 of Title 10 of the Code. Proposers are advised that the designation of "proprietary"
or "trade secret" with respect to any documents or other information submitted shall not be
binding on the City or determinative of any issue relating to confidentiality. Further, blanket
"proprietary" or "trade secret" designations by a Proposer shall be considered non-responsive.
In no event shall the City or any of its agents, elected officials, representatives, consultants,
directors, officers or employees be liable to a Proposer or Proposer team member for the
disclosure of all or a portion of a Proposal response submitted under this RFP.
If the City receives a request for public disclosure of all or any portion of the materials identified
as confidential (that is, materials which are proprietary or include an asserted trade secret) in a
Proposal, the City will endeavor to notify the applicable Proposer of the request; but in all cases,
the City will follow the requirements placed upon it under the Open Government Laws and any
other applicable local, state, or federal law. The Proposer may seek, at its own cost and
expense, a protective order, injunction or other appropriate remedy. If the City determines in
good faith that the materials identified as "proprietary" or as a "trade secret" are not exempt from
the Open Government Laws, unless otherwise ordered by a court of competent jurisdiction, the
City will release the requested information. By submitting documents to the City, each Proposer
agrees and affirms that the City shall have the unqualified right to make the final determination
regarding whether the requested information is to be disclosed or withheld.
It should be noted that, other than private financial information and the Acquisition Price
Proposal, submission contents will not be deemed proprietary information or trade secret
protected.
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The City accepts no financial responsibility for costs incurred by any Proposer in responding to
this RFP. By responding to this RFP, the Proposer agrees to hold the City harmless in
connection with the release of any information contained in its Proposal.
e. Bid Submission & Instructions
To be considered, all Proposals must be submitted in the manner set forth in this solicitation. It is
the Bidder's responsibility to ensure that Bids arrive on or before the specified time. No Bids will
be accepted after the time set for receipt. Bids submitted via facsimile or e-mail will be
rejected. The City reserves the right to reject any and all submittals, and to cancel the solicitation
in its entirety and possibly reissue a revised solicitation for any reason.
Two (2) Bid packages (one original and one copy) must be submitted in a sealed envelope. The
outside of the envelope shall be labeled as follows:
"SEALED PROPOSAL"
RFP: Cherokee Run Golf Course Clubhouse Metal Roof Replacement
Name of Firm
Address of Firm
Proposals must be physically received by the City prior to the deadline indicated in Section 1c. -
Schedule of Events at the exact address listed below via Hand Delivery or postal carrier. Emailed
or faxed bids will not be accepted.
City of Conyers
901 O'Kelly Street
Conyers, GA 30012
PROPOSAL EXHIBITS:
a. Proposal Response Documents:
The following list of Exhibits apply to this solicitation and must be returned with Proposal
package, with the exception of Exhibits A & B. Failure to complete and submit the required
Exhibits with Proposal will result in disqualification of Proposal response:
Exhibit A Scope of Work & Technical Details
Exhibit B Bid Schedule
Exhibit C Bid Proposal
Exhibit D Bid Bond
Exhibit E Contractor Questionnaire
Exhibit F Subcontractors Notification List
Exhibit G Contractor E-Verify Affidavit under O.C.G.A. 13-10-91(b)(1)
Exhibit H Affidavit Verifying Benefit for City Public Benefit Application
Exhibit I Business License (provided by Contractor)
Exhibit J Evidence of Insurability (provided by Contractor)
Exhibit K Tax Compliance Form (W-9 provided by Contractor)
Exhibit L Contract Agreement
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EXHIBIT A
SCOPE OF WORK & TECHNICAL DETAILS
1. Overview:
The City seeks to enter into a turnkey contract with a qualified contractor to provide all labor,
materials, equipment, supervision, and incidentals necessary to complete metal roof replacement
and associated exterior repairs at the Cherokee Run Golf Course, located at 1595 Centennial
Olympic Parkway, Conyers, GA 30012.
2. Scope of Work:
The intent of this project is to provide a complete, watertight, long-lasting standing seam metal
roofing system. Project is an active golf course facility; contractor must coordinate work to
minimize disruption.
* Contractor shall be responsible for:
Protecting building interiors
o
Protecting landscaping, sidewalks, and adjacent structures
o
Daily cleanup of work area
o
Coordination of work with City and Golf Course staff
o
The Contractor shall provide a complete turnkey installation, including but not limited to the
following:
Roof Removal & Disposal
* Remove existing metal roofing panels, fasteners, flashing, trim, and accessories
* Remove and dispose of existing underlayment and any deteriorated substrate
* Dispose of all materials in accordance with applicable regulations
Decking & Insulation
* Inspect roof decking after removal
* Replace any damaged, rotted, or compromised decking in kind
Provide unit pricing per square foot for decking replacement
o
* Replace any damaged or compromised insulation in kind
Provide unit pricing per square foot for insulation replacement
o
* Ensure substrate is clean, dry, and suitable for installation
Underlayment System
* Install high-temperature synthetic underlayment (minimum 30 lb. equivalent or better)
* Install ice and water shield at:
Eaves
o
Valleys
o
Roof penetrations
o
Transitions and other critical areas
o
Standing Seam Metal Roofing System
Provide and install a standing seam metal roofing system meeting the following minimum
requirements:
* Panel type: Mechanically seamed or snap-lock standing seam
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* Panel width: 12"-18"
* Seam height: Minimum 1.5"
* Panel length: Field-measured to eliminate end laps where feasible
* Metal gauge: Minimum 24-gauge steel (or approved equivalent)
* Finish: Kynar 500(R) / PVDF coating
* Color: As selected by the City
All panels shall be installed in strict accordance with manufacturer specifications to ensure
full warranty compliance.
Flashing & Trim
Provide and install all required flashing and trim, including but not limited to:
* Ridge caps
* Eave trim
* Gable trim
* Valley flashing
* Counter flashing
* Pipe boots and penetration flashings
* All flashing components shall match the roofing material and finish.
Fasteners, Clips & Sealants
* Utilize manufacturer-approved concealed clips and fastening systems
* Fasteners shall be corrosion-resistant and compatible with roofing materials
* Provide all sealants necessary to achieve a watertight installation
* Sealants shall be compatible with roofing system components
Accessories & Drainage
* Remove and replace:
Gutters and downspouts (color selected by the City)
o
Roof vents and penetrations
o
* Ensure all penetrations are properly flashed and sealed
Dormers, Siding & Trim
* Remove and replace all damaged, rotted, or compromised siding and trim at dormers, in kind
* Paint repaired areas to match existing finishes
Warranty Requirements
Description Warranty Term, years
Contractor's Warranty 5
Metal Roof Manufacturer Watertightness Warranty 20
Metal Roof Manufacturer Finish Warranty 20
Metal Roof Installer's Warranty 5
Sheet Metal Manufacturer Finish Warranty 30
Sealant Manufacturer 10
* Contractor must be an authorized or certified installer of the proposed roofing system
manufacturer to ensure warranty eligibility.
Safety Requirements
* Contractor shall comply with all OSHA regulations.
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* Provide a site specific safety plan, including fall protection.
* Secure work area to prevent public access to hazardous zones.
Schedule Requirements
* Contractor shall provide a detailed project schedule including:
Mobilization date
o
Duration of work
o
Substantial completion date
o
* Work hours shall be coordinated with the City to minimize operational disruptions.
Contractor Responsibility
* While every effort has been made to ensure the accuracy and completeness of this Request
for Proposals (RFP), the City recognizes that not all conditions or work items may be
explicitly identified.
* It is the responsibility of the Contractor to:
Verify existing conditions
o
Include all necessary labor, materials, and work required to meet the intent of the
o
project
Provide a complete and fully functional roofing system
o
* Failure to include necessary components shall not relieve the Contractor of responsibility for
delivering a complete project.
3. Quantities:
The Bid Schedule is included as Exhibit B. Contractor shall provide a Base Bid to complete the
scope of work listed above using supplies, materials, and equipment generally accepted for use
in commercial metal roofing replacements. Contractor will be required to provide samples, cut
sheets, material flyers, and/or brochures for the City to select from.
Contractor shall also submit unit pricing as specified on the Bid Schedule. Contractor will be
required to provide photographic documentation for items to be paid at unit pricing to include,
replacement of damaged, rotted, or compromised decking and/or insulation. Failure to provide
photographic documentation may be grounds for denial of payment.
4. Schedule:
Substantial completion shall be achieved (6) weeks from notice to proceed.
5. Liquidated Damages
Time is an essential element of the Contract, and any delay in the prosecution of the work may
inconvenience the public or interfere with business. For this reason, it is important that the work
be pressed vigorously to completion. Should the Contractor or, in case of default, the Surety fail
to complete the work within the time stipulated in the Contract or within such extra time that may
be allowed, charges shall be assessed as liquidated damages against any money due or that
may become due the Contractor in the amount of $1,000.00 per calendar day.
For each calendar day, as specified, that any work shall remain uncompleted after the contract
time specified for the completion of the work required by the Contract, the sum specified in the
Contract will be deducted from any money due the Contractor, not as a penalty, but as liquidated
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damages; provided however, that due account shall be taken of any adjustment of the contract
time for completion of the work granted under by the City.
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EXHIBIT B
BID SCHEDULE
CHEROKEE RUN GOLF COURSE CLUBHOUSE METAL ROOF REPLACEMENT
CITY OF CONYERS, GEORGIA
Contract The work consists of supplying the necessary materials, labor, and equipment for the
Scope: Metal Roof Replacement at the Cherokee Run Golf Course as shown and described in
Exhibit A.
Vendor:
Signature:
Base Bid $
10% CONTINGENCY $
BID TOTAL $
Unit Pricing
***Replace damaged, rotted
or compromised decking, in kind (per SF) $
***Replace damaged or compromised
insulation, in kind (per SF) $
*** Contractor will be required to provide photographic documentation for items to be paid
at unit pricing to include, replacement of damaged, rotted, or compromised decking and/or
insulation. Failure to provide photographic documentation may be grounds for denial of
payment.
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