Westerly Middle School Roof Replacement

TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
Invitation to Bid
Westerly Middle School Roof Replacement
ITB Number: 27-02
March 19, 2026
The Town of Westerly (Town), Westerly, RI, acting through its Purchasing Agent, is hereby soliciting
sealed bids for the above referenced ITB and you are hereby invited to submit a Lump Sum Proposal for
the Scope of Work described in this Invitation to Bid, in strict accordance with the Bid Documents.
TERMS AND CONDITIONS
Bids shall be based on the Terms and Conditions as referenced in this Invitation to Bid.
BID DUE DATE/SUBMITTING INSTRUCTIONS
BIDS ARE DUE and MUST BE SUBMITTED on the attached BID FORM, Attachments B, NO LATER
THAN 2:00 p.m., April 16, 2026. A Bid submitted on other than the attached BID BREAKDOWN FORM
may be rejected. Envelopes containing bids must be sealed and addressed to the undersigned, at the
Purchasing Department, 2nd Floor office, Westerly Town Hall, 45 Broad St., Westerly, RI 02891 and must
be clearly marked with the Name and Address of Bidder, Bid Due Date and Time, and ITB Number and
Title. Bidders must include one hard copies and a Digital copy on a Flash Drive) of the Bid as defined in
the Instruction to Bidders.
BIDDER'S QUESTIONS
Questions regarding this solicitation must be emailed and received by the Purchasing Agent at
ecardillo@westerlyri.gov and copied to the Owner's Project Manager at
dreading@downesco.com no later than no later than 12:00 p.m. on 4/8/26, in a Microsoft Word
attachment with the corresponding solicitation number. Questions, if any, and responses will be
posted on the Town of Westerly website at www.westerlyri.gov as an addendum to this
solicitation.
PRE-BID MEETING
A non-mandatory pre-bid meeting is scheduled for 3:30 p.m. on March 26, 2026, for a general
project overview and tour of the existing facility located at 10 Sandy Hill Road, Westerly, RI 02891.
Attendance is non-mandatory but encouraged as this will be the bidders' only opportunity to visit
and familiarize themselves with the facility where they will be providing services, so that they may
respond accurately to this ITB.
SPECIAL INSTRUCTIONS TO BIDDERS
1. Bidder shall base the Proposal on providing all materials and equipment, FOB jobsite.
2. Bid Price which exceed $50,000 must include a 5% Bid Bond and cost of Payment and
Performance Bonds. The successful Bidder will be required to post a 100% Payment and
Performance Bond.
3. Bidders shall note that their bid is based on Prevailing Wage (RIGL Sec 37-13-1 et seq.). The
successful bidder and its subcontractors must pay their workers at the applicable prevailing
wage rates (adjusted every July 1) for the various trades on a weekly basis and submit
certified weekly payroll as described in the Instructions to Bidders. Prevailing wage rate
schedules are available at the Rhode Island Department of Labor and Training website at
www.dlt.ri.gov.
4. Bidder's prices shall include all Permits/Fees.
5. Quotes must be firm for a minimum of 120 days from date of submission.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
6. Bid Completeness - Pricing submitted on this project must be an all-inclusive price. The
intent of an all-inclusive Price is such that no Adds or Change Orders will be necessary.
7. If the Bidder submits a supporting/additional document with their bid, that document must
include page numbers.
8. This project is Tax exempt for Rhode Island Sales Tax and Federal Excise Taxes.
9. The Successful Bidder MUST be able to have a response time that will allow an assigned
project to be completed when requested by the Town/School.
BID DOCUMENTS
Attachment A Scope of Work/ Project Schedule, Page 7
Attachment B Bid Form Pages 8-10
Attachment C Instruction to Bidders Pages 11-16
APPENDIX A Bidder Certification Pages 17-21
BIDDER CERTIFICATION and DISCLOSURE FORM: Bidders must include, complete, sign
and submit a Bidder Certification Form with each bid proposal. See APPENDIX A.
This solicitation is available at www.westerlyri.gov.
The Town of Westerly/Westerly Schools reserves the right to reject any/all bids, waive any informalities in
the bids received and to accept and award the bid to the lowest qualified bid deemed most favorable to
the interest of the Town/School.
The Town/School does not discriminate based on age, color, gender, national origin, race, religion, sexual
orientation, or disability in accordance with applicable laws and regulations.
Regards,
Eileen Cardillo
Purchasing/Risk Manager
Town of Westerly/ Westerly Public Schools
45 Broad Street
Westerly, RI 02891
Tel: (401) 348-2599
Email: ecardillo@westerlyri.gov
www.WesterlyRI.gov
CC: file
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
INVITATION TO BID
PROJECT: Town of Westerly ITB #27-02
Westerly Middle School Roof Replacement
10 Sandy Hill Road, Westerly, RI 02891
OWNER: Westerly Public Schools
23 Highland Avenue
Westerly, RI 02891
ARCHITECT: DBVW Architects, Inc.
111 Chestnut Street
Providence, Rhode Island 02903
1. Bid Invitation: General Contractors are invited to submit an offer under seal to the Town of
Westerly for construction of the above project. Bids shall be submitted in accordance with the
Solicitation.
a. This invitation to bid is for the work as described in the Contract Documents.
b. The Documents will be made available electronically.
2. Pre-Bid Conference: A non-mandatory pre-bid conference will be held on March 26, 2026 at
3:30 pm local time for a general project overview and a tour of the existing facility.
a. Attendance is highly recommended.
3. Request for Information: Requests during the Bid Period will be accepted until April 8, 2026 at
12:00 noon local time.
a. Requests for information or clarification must be made electronically and sent to the attention
of Eileen Cardillo at the Town of Westerly, email: ecardillo@westerlyri.gov
4. Addenda: Addenda will be issued electronically. Faxes and hardcopies will not be provided.
a. It is the responsibility of the prospective bidders to monitor the Town/Citty/State website for
any subsequent bid addendum.
b. No addenda will be issued or posted within forty-eight (48) hours of the bid submission
deadline.
5. Interpretations: No oral interpretations will be made to any bidder regarding the meaning of the
Drawings and Specifications. Every request for interpretation will be made in writing, via email,
by the Bidder to the Purchaser. Every interpretation will be issued in the form of a written
addendum. All addenda will become part of the Contract Documents. Failure of any bidder to
receive such interpretation shall not relieve the firm from any obligation required by addenda.
6. Submission Deadline: Bids are due on April 16, 2026 at 2:00 pm local time.
a. Late submittals will not be considered.
b. Provide two (2) complete, original hardcopies of all bid documents plus one (1) thumb drive or
disk with a copy of all bid documents provided in PDF file format.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
c. Proposals must be mailed or hand-delivered in a sealed envelope marked as follows:
Marked as: Town of Westerly ITB #27-02
Westerly Public Schools
Westerly Middle School Roof Replacement
Sent to: Eileen Cardillo
Purchasing/Risk Manager
Town of Westerly/ Westerly Public Schools
45 Broad Street
Westerly, RI 02891
Tel: (401) 348-2599
Email: ecardillo@westerlyri.gov
www.WesterlyRI.gov
7. Project Description: Roof Replacement at an Westerly Middle School in the Westerly School
District in Westerly, RI.
Westerly Middle School
Work includes recovering the existing EPDM roofing with new cover board and a SBS modified
built-up roof system, removal of existing damaged roof insulation in select areas previously
exposed to moisture, raising select existing roof mounted HVAC equipment. New work includes
wood blocking, additional roof insulation and tapered insulation where shown, SBS modified built-
up roofing, new perimeter roof edge systems, and select MEP modifications to existing systems.
a. The Work will be executed in multiple phases over several years under separate contracts.
b. These bid documents are only for Phase I - Summer 2026.
i. The intent is to occupy the existing building and site until June 24, 2026 and partially
vacate the existing building and site for construction during summer break.
ii. There are construction activities by others scheduled to be occurring simultaneously on
site. Coordinate roof access, lay down, parking, and deliveries with the other contractors
and the phasing plans included in the bid documents.
iii. The Contractor shall provide a detailed construction schedule, to be submitted to the Owner
and Architect for review and approval.
c. The entire project shall reach Substantial Completion no later than August 28, 2026
d. Final Completion shall within sixty (60) calendar days after Substantial Completion.
e. All parking, storage and logistic items for construction will be confined to the existing site.
8. Discrepancies: The Drawings and Specifications have been designed to be supportive of each
other. Should any discrepancies be discovered, the Purchaser shall be notified, and clarification
requested in writing upon discovery of said discrepancy. Should timing be a factor, then the
higher cost and/or better-quality product in the discrepancy shall prevail.
9. The Contractor shall meet all the requirements prescribed by the State Labor Laws and
regulation, issued by the Rhode Island Department of Labor, pertaining to Public Works projects
General Laws of Rhode Island. These laws include, but are not limited to:
a. Weekly payment of employees,
b. Provisions applicable to Public Works Contracts,
c. Payment of Prevailing Wages,
d. Posting of Prevailing Wage Rates, and
e. Overtime Compensation.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
Bid Bond: Bidders are required to provide a bid surety in the form of a bid bond payable to the Town of
Westerly in an amount not less than five percent (5%) of the bid price. Certified checks will not be
accepted in lieu of a Bid Bond.
Performance and Payment Bond:
1. The successful bidder shall furnish a Performance Bond and a Labor and Material/Payment Bond in
the amount of one hundred percent (100%) of the Contract price.
2. The cost of such bonds shall be included in the Bid.
3. The surety on such bonds shall be a duly authorized surety company satisfactory to the Owner and
authorized to do business in the State of Rhode Island.
4. A commitment letter must be furnished with the sealed Bid.
5. The Contractor shall submit the required bonds to the Owner simultaneously with the delivery of the
executed contract.
State Sales Tax Exemption: The project is tax exempt. Bidders, subcontractors, and material suppliers
shall not include in their Bids any state sales taxes relative to the performance of the Work.
Permits: A building permit and all other applicable permits are required for this project. The General
Contractor shall file for a permit with the Town Building Department and Fire Marshal. Plan review fees
have been waived for this Project.
Prevailing Wages: Work under this Contract will be subject to Prevailing Wage Rates as identified in
specification Section 000330 "Prevailing Wage Rates."
Insurance: The Contractor shall carry and continuously maintain until completion of the Contract,
insurance in such form as shall protect him performing work covered by this Contract, or the Owner,
Design Agent, its employees, agents, and officials, from all claims and liability for damages for bodily
injury, including accidental death, and for property damage, which may arise from operations under this
Contract. The Contractor covenants and agrees to hold the above parties and its employees, agents,
and officials harmless from loss or damage due to claims for personal injury and/or property damage
arising from, or in connection with operations under this Contract.
WBE/MBE Participation: Pursuant to RI General Law 37-14.1-6, minority business enterprises shall be
included in all procurements and construction projects under this chapter and shall be awarded a
minimum of fifteen percent (15%) of the dollar value of the entire procurement or project. Of that fifteen
percent (15%), minority business enterprises owned and controlled by a minority owner, as defined in
37-14.1-3, shall be awarded a minimum of seven and one-half percent (7.5%), and minority business
enterprises owned and controlled by a woman shall be awarded a minimum of seven- and one-half
percent (7.5%)
Miscellaneous: The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase. Submission of a bid in response to this solicitation is
acknowledgement and acceptance of these Rules and Regulations and General Terms and Conditions of
Purchase. The Owner reserves the right to award based on cost alone, accept or reject any or all bids,
and to act in its best interest. Proposals found to be technically or substantially non-responsive at any
point in the evaluation process will be rejected and not considered further.
1. It is the bidder's responsibility to examine all Drawings, Specifications, and conditions thoroughly and
comply fully with Contract Documents and all attached terms and conditions. Bidders must comply
with all Federal, State, and Town laws, ordinances, and regulations, and meet any and all registration
requirements where required for contractors as set forth by the State of Rhode Island. Failure to make
a complete submission as described herein may result in a rejection of the proposal.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
2. All costs associated with developing or submitting a proposal in response to this Request, or to provide
oral or written clarification of its content shall be borne by the bidder.
3. Proposals are irrevocable for a period of not less than one hundred twenty (120) calendar days
following the opening date, and may not be withdrawn, except with the express written permission of
the Purchasing Agent. Should any bidder object to this condition, the bidder must provide objection
through a question and/or complaint to the Purchasing Agent prior to the proposal deadline.
4. All pricing submitted will be firm and fixed unless otherwise indicated herein.
5. The bidder has full responsibility to ensure that the proposal arrives at the stated bid location prior to
the deadline set out herein. The Owner assumes no responsibility for delays caused by the U.S. Postal
Service or any other delivery service. Postmarking by the due date will not substitute for actual receipt
of response by the due date. Proposals arriving after the deadline shall be returned, unopened, to the
bidder.
6. It is intended that an award pursuant to this Request will be made to a prime contractor, who will
assume responsibility for all aspects of the work.
7. Bidders are advised that all materials submitted to the Owner for consideration in response to this
Request for Proposals shall be considered to be public records as defined in Title 38 Chapter 2 of the
Rhode Island General Laws, without exception, and may be released for inspection immediately upon
request once an award has been made.
8. Bidders are responsible for errors and omissions in their proposals. No such error or omission shall
diminish the bidder's obligations to the Owner.
9. The Owner reserves the right to reject any or all proposals, or portions thereof, at any time, with no
penalty. The Owner also has the right to waive immaterial defects, minor irregularities, and formalities
in any submitted proposal at its sole discretion. All material submitted in response to this RFP shall
become the property of the Owner upon delivery to the stated bid submission location.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "A"
WESTERLY MIDDLE SCHOOL ROOF REPLACMENT - PHASE 1
General Contractors are invited to submit an offer under seal to the Town of Westerly for construction of
the above project. Bids shall be submitted in accordance with the Solicitation.
Scope of Work
Work includes but is not limited to the following for recovering the existing EPDM roofing with new cover
board and a SBS modified built-up roof system B: selective demolition, rough carpentry, insulation, built-
up roofing, sheet metal flashing and trim, roof accessories, joint sealants, painting, plumbing, HVAC, and
electrical, as it applies to:
* removal of existing damaged roof insulation in select areas previously exposed to
moisture
* raising select existing roof mounted HVAC equipment
* wood blocking
* additional roof insulation
* tapered insulation where shown
* SBS modified built-up roofing
* new perimeter roof edge systems
* select MEP modifications to existing systems.
Project Schedule
The work must be executed to allow for the following anticipated sequence:
a. Start of work: after school is vacated on July 1, 2026
b. Substantial completion: August 28, 2026
c. Final completion: within 60 days of substantial completion
Bid Documents
Attachment A Drawings & Specifications
Attachment B Bid Form
Attachment C Instruction to Bidders
Appendix A Bidder Certification
BID DOCUMENTS AVAILABLE AT:
https://downesconstruction.sharefile.com/d-s3ec8eeb532864af0bf8e12cce87dccc7
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
ATTACHMENT "B"
Bid Form
"THIS FORM MUST BE COMPLETED AND SUBMITTED WITH BID"
ITB NUMBER: 27-02
ITB NAME: Westerly Middle School Roof Replacement - Phase 1
1. BASE BID PRICE
The Bidder submits this bid proposal to perform all of the work (including labor and materials) as
described in the solicitation for this Base Bid Price, (including the costs for all Bonds, and Addenda).
$ .
(Base Bid Price in figures printed electronically, typed, or handwritten legibly in ink)
.
(Base Bid Price in words printed electronically, typed, or handwritten legibly in ink)
A. BONDS
The Base Bid Price includes the costs for all Bid and Payment and Performance Bonds required
by the solicitation.
B. ADDENDA
The Bidder has examined the entire solicitation (including the following Addenda), and the Base
Bid Price includes the costs of any modifications required by the Addenda.
All Addenda must be acknowledged.
Addendum No. 1, dated: .
Addendum No. 2, dated: .
Addendum No. 3, dated: .
Addendum No. 4, dated: .
C. CONTRACT TIME
If this Bid(s) is accepted, the Bidder will perform work in accordance with the following timeline:
* Anticipated Site Mobilization July 1, 2026
* Anticipated Substantial Completion August 28, 2026
The Bidder shall include all premium time or additional staffing required to accommodate this
schedule.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
D. PRODUCT SUBSTITUTIONS
No substitutions or exceptions will be considered that impact product warranties. In addition, all
substitutions or exceptions require approval of the Owner and Architect during the Bid Period, and
must be approved in written addendum. The Owner/Awarding Authority reserves the right to reject
any or all proposals or parts thereof; to waive any formality in same, or accept any proposal
deemed to be in the best interest of the Town.
BID FORM SIGNATURE(S)
This bid proposal is irrevocable for one hundred twenty (120) calendar days from the bid proposal
submission deadline.
If the Bidder is determined to be the successful bidder pursuant to this solicitation, the bidder will
promptly: (i) comply with each of the requirements of the Tentative Letter of Award; and (ii)
commence and diligently pursue the work upon issuance and receipt of the purchase order and
authorization from the Owner/Awarding Authority.
The person signing below certifies that he or she has been duly authorized to execute and submit
this bid proposal on behalf of the Bidder.
Date: ______________________ BIDDER
Name of Bidder
Signature in ink
Printed name and title of person signing on behalf of Bidder
Did you deviate from the specifications in any way: YES____ NO ____?
(If yes, you must explain below and submit a detailed description of all deviations so that your product or
service can be properly evaluated.)
____________________________________________________________________________________________
____________________________________________________________________________________________
_____________________________________________________________________________
This Invitation to Bid, together with all documents, specifications, and documents/attachments/Addendums,
are included and constitute the entire proposal from the bidder. There are no terms, conditions, or
provisions, either oral or written, between the parties hereto, other than those contained herein. The
Invitation to Bid supersedes all written representation, inducements, or understandings of any kind or nature
between the parties hereto, relating to the project involved herein. Payment Terms are net 30 days, for this
scope of work.
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TOWN OF WESTERLY / WESTERLY PUBLIC SCHOOLS
The lump sum bid price above, excludes applicable sales and or use taxes; includes all insurance
premiums; and includes all shipping/transportation costs, if applicable.
The submitted pricing for this scope of work shall remain firm for 120 days from date of submission.
The below stated Supplier agrees to provide all materials, equipment, supervision and all activities
required to provide a complete scope of work as defined in this Invitation to Bid, including, but not limited
to, agree to all terms and conditions, all as shown or by reference, unless as excluded below:
EXCLUSIONS:
______________________________________________________________________________________
Did you complete and submit Appendix A: YES______ NO ______?
Start: _____________ calendar days after receipt of order.
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