Briscoe School roof replacement

Briscoe School roof replacement

roofing

INVITATION TO BID
FOR A PUBLIC WORKS CONSTRUCTION PROJECT

CITY OF ASHLAND, OREGON



PROJECT NAME: Briscoe School Roof Replacement
PROJECT NUMBER: 2019-27
PROJECT TYPE: School Improvement
BIDS DUE BY: 2:00 pm PST, Thursday, December 14, 2023

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INVITATION TO BID

CITY OF ASHLAND, OREGON
DEPARTMENT OF PUBLIC WORKS
Project No. 2019-27: Briscoe School Roof Replacement

Notice is hereby given that the City of Ashland, Oregon, is currently accepting sealed Bids for Project Number
2019-27 Briscoe School Roof Replacement (the “Project”). Sealed bids clearly marked “PROJECT NO.
2019-17: Briscoe School Roof Replacement ” will be received by Jason Strait in the Siskiyou Conference
Room, Ashland Community Development Building, 51 Winburn Way, Ashland, Oregon, (mailing address:
20 E. Main Street, Ashland OR 97520), until 2:00 PM PST (Local Time – Siskiyou Conference Room clock)
on December 14th, 2023. Bids physically received after this time will not be considered. All Bids received
prior to the due date and time and in proper form will be publicly opened and read aloud in the Siskiyou
Conference Room at the time set forth above as the deadline for receipt of Bids, and thereafter Bids shall be
made available for public inspection. If the total amount of the contract to be awarded will exceed $100,000,
the award of the contract must be approved by the Local Contract Review Board. A contract for the w ork
will be awarded or Bids may be rejected, separately or entirely, within thirty (30) days after Bid opening. The
City may cancel this procurement or reject any and all Bids in accordance with ORS 279B.100.

The general character of the work for this Project includes supplying all labor, equipment, and materials
necessary to perform the following major work items at Briscoe School, 265 N Main Street, Ashland, Oregon:

• Acquisition of permits and issuance of all required notifications
• The removal of approximately 30,000 square feet of existing roofing, 760 linear feet of parapet cap
flashing, and appurtenances. A licensed asbestos abatement contractor shall be used for the
removal of asbestos containing material.
• The inspection and repair of damaged wood decking and visible structural wood.
• The inspection and repair of damaged structure underneath parapet flashing
• The installation of a new insulation, coverboard, PVC membrane roof, and appurtenances as well as
the extension of a downspout.
• Replacement of damaged parapet cap flashing on an as-needed basis.

The solicitation documents, including plans and specifications for the Project, are downloadable at
OregonBuys (https://oregonbuys.gov/bso/). The solicitation documents and addenda may be downloaded at
no charge. They will NOT be mailed to prospective Bidders. Bidders should consult the OregonBuys website
regularly until closing to avoid missing any addenda.


TIME AND PLACES OF RECEIVING BIDS (BID CLOSING)

Bid Closing for the work described above will be at 2:00 pm on December 14th, 2023. Bids shall be received
before that date and time by Jason Strait, Project Manager.

For Bids submitted by mail or parcel delivery service, send sealed envelopes to:

City of Ashland
c/o Jason Strait, Project Manager
20 E. Main Street
Ashland, OR 97520

For Bids submitted by hand delivery, obtain a date stamp on the Bid and submit sealed envelopes to:

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City of Ashland
c/o Jason Strait, Project Manager
51 Winburn Way
Ashland, OR 97520

The outside of the transmittal envelope shall bear the following information:

Name of Bidder
Address and telephone number of Bidder
Title of Project
Date of opening
The words “Sealed Bid”

If the sealed bid is forwarded by mail or messenger service, the sealed envelope containing the bid, and
marked as above, must be enclosed in another envelope addressed as noted above. Facsimile and Electronic
Data Interchange bids shall not be accepted. No bid will be received or considered by the City unless the bid
contains all the Required Bid Documents and Certifications.

Bids, Bid modifications, and Bid withdrawals will not be accepted at or after 2:00 pm on the day of Bid
Closing. Bids received late will be time and date stamped at the time of receipt, marked as “Rejected as Late
Bid” and will be returned, unopened to Bidder.

PLACE, TIME, AND DATE OF READING BIDS (BID OPENING)

Bid Opening of properly submitted bids for the work described above will be in the Siskiyou Room of the
Community Development and Engineering Services Building, 51 Winburn Way, Ashland, Oregon, beginning
at 2:00 pm on the day of Bid Closing.

COMPLETION TIME LIMIT

See Special Provisions.

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CHECKLIST FOR BID SUBMITTAL

1. Bid Schedule
Fill in bidder information on first page
Indicate amount of bid bond on paragraph 17
Indicate bidder status on paragraph 25
Indicate number of addenda received on paragraph 33
Fill in bidder information and sign paragraph 36
Fill in unit prices and amounts for all bid items
Fill in total bid amount

2. First Tier Subcontractor Disclosure Form
Fill in this form and include with bid schedule (or within 2 hours of closing).

3. Bid Bond
Provide 10% bid bond on form included in Exhibit D

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CHECKLIST FOR CONTRACT SUBMITTAL

1. Standard Public Improvement Contract
Fill in contractor data and certification portions of the Contract.
Sign the Contract

2. Certifications of Representation
Check all items that apply and sign

3. IRS Form W-9

4. Exhibit C – Certification Statement for Corporation as Independent Contractor. Complete
and Sign

5. Performance Bond
Provide on form provided in Exhibit D

6. Payment Bond
Provide on form provided in Exhibit D

7. Insurance certifications as required by Exhibit B

8. Certificate of Coverage for Worker’s Compensation

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Introduction and Table of Contents

All Contract Documents are listed below. Documents are either attached or bound separately and available
from the Project Manager. All Documents bound separately are incorporated into the Contract Documents and
have the same force and effect as though set forth in full herein.

PART I – BID & CONTRACT DOCUMENTS
BID AND BID SCHEDULE ........................................................................................................................................... 8
FIRST-TIER SUBCONTRACTOR DISCLOSURE FORM ..................................................................................... 15
PUBLIC IMPROVEMENT CONTRACT .................................................................................................................. 17
CONTRACTOR DATA, CERTIFICATION, AND SIGNATURE .......................................................................... 20
CERTIFICATE OF REPRESENTATION ................................................................................................................. 22
EXHIBIT A: STANDARD TERMS AND CONDITIONS FOR PUBLIC IMPROVEMENT
CONTRACTS ....................................................................................................................................... 23
1. Contractor is Independent Contractor ............................................................................................................... 23
2. Subcontracts and Assignment .............................................................................................................................. 23
3. No Third-Party Beneficiaries ............................................................................................................................... 23
4. Successors in Interest ............................................................................................................................................ 23
5. Contract Documents ............................................................................................................................................. 24
6. Contractor’s Representations .............................................................................................................................. 24
7. Drug Testing [ORS 279C.505(2)] ......................................................................................................................... 24
8. Notice to Proceed ................................................................................................................................................... 25
9. Suspension of the Work ........................................................................................................................................ 25
10. Early Termination................................................................................................................................................. 26
11. Payment on Early Termination ........................................................................................................................... 26
12. Remedies ................................................................................................................................................................ 26
13. Access to Records .................................................................................................................................................. 26
14. Ownership of Work .............................................................................................................................................. 27
15. Compliance with Applicable Law ........................................................................................................................ 27
16. Registration with Construction Contractor’s Board ......................................................................................... 28
17. Prevailing Wages/ BOLI Fee ................................................................................................................................ 28
18. Hours of Labor /Overtime limitation [ORS 279C.520] [ORS 279C.540] [ORS 279C.545] ............................. 29
19. Medical Care and Workers Compensation [ORS 279C.530] ............................................................................ 29
20. Retainage ............................................................................................................................................................... 29
21. Progress Payments ................................................................................................................................................ 31
22. Final Estimate and Final Payment ...................................................................................................................... 32
23. Change Orders / Extra Work ............................................................................................................................... 34
25. Inspection and Acceptance ................................................................................................................................... 36
26. Liquidated Damages ............................................................................................................................................. 36
27. Liability, Indemnity and Hold Harmless ............................................................................................................ 36
28. Insurance ............................................................................................................................................................... 37
29. Performance, Payment and Warranty Bonds / Notice of Bond Claims ........................................................... 37
30. One-Year Warranty .............................................................................................................................................. 38
31. Nondiscrimination in Labor ................................................................................................................................. 38
32. Construction Debris and Yard Waste ................................................................................................................. 38
33. Environmental Regulations .................................................................................................................................. 38
34. Waiver. ................................................................................................................................................................... 41
35. Errors……………………………………………………………………………………………………………... 41
36. Severability ............................................................................................................................................................ 41
37. Attorney’s Fees ...................................................................................................................................................... 41
38. Business License .................................................................................................................................................... 41
39. Notices/Bills/Payments .......................................................................................................................................... 42
40. Conflict of Interest ................................................................................................................................................ 42
41. Merger Clause ....................................................................................................................................................... 43
EXHIBIT B: PUBLIC IMPROVEMENT CONTRACT INSURANCE REQUIREMENTS ................................ 44

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EXHIBIT C: CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT
CONTRACTOR ................................................................................................................................... 45
EXHIBIT D: BONDS (BID, PERFORMANCE, PAYMENT) ................................................................................. 47
EXHIBIT E: CERTIFICATE OF SUBSTANTIAL COMPLETION ..................................................................... 52
EXHIBIT F: CERTIFICATE OF COMPLIANCE ................................................................................................... 54
EXHIBIT G: CONTRACTOR’S RELEASE OF LIENS AND CLAIMS ............................................................... 55
EXHIBIT H: CERTIFICATE OF FINAL COMPLETION ..................................................................................... 56
EXHIBIT I: ADDITIONAL INSTRUCTIONS TO BIDDERS ................................................................................ 57
EXHIBIT J: NONDISCRIMINATION AND EQUAL OPPORTUNITY POLICY FOR
CONTRACTORS ................................................................................................................................. 63
EXHIBIT K: RESPONSIBLE BIDDER DETERMINATION FORM .................................................................... 67
PART II - SPECIAL PROVISIONS ............................................................................................................................ 68
BACKGROUND ............................................................................................................................................................ 68
SUMMARY OF WORK ............................................................................................................................................... 68
TERM OF PROJECT ................................................................................................................................................... 71
APPLICABLE SPECIFICATIONS ............................................................................................................................. 72
PART III –ATTACHMENTS ...................................................................................................................................... 76

In the event of a conflict during construction, resolve any discrepancies according to 00150.10(a) Order of
Precedence of the 2021 ODOT Standard Specifications for Construction

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PART I – BID & CONTRACT DOCUMENTS

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BID AND BID SCHEDULE

NAME OF BIDDER ____________________________________

CONTACT ___________________________________________

ADDRESS ____________________________________________

CITY _____________________ STATE __________ZIP_______

TELEPHONE NO.______________________________________

FAX NO. _____________________________________________

EMAIL ADDRESS _____________________________________

To the Honorable Mayor and City Council
City Hall
City of Ashland
20 East Main Street
Ashland, Oregon 97520

In response to the City of Ashland’s Invitation to Bid, this Bid is submitted as an offer by the undersigned to
enter into a contract with the City of Ashland for furnishing all permits, labor, tools, machinery, materials,
transportation, equipment and services of all kinds required for, necessary for, or reasonable incidental to, the
completion of all the work in connection with the Briscoe School Roof Replacement Project No 2019 -27
(hereinafter “Project”) for the City of Ashland, Oregon, as described in the contract documents, including the
general conditions, all applicable special conditions, plans, specifications or any supplemental documents.
This offer is subject to the following declarations as to the acts, intentions and understandings of the
undersigned and the agreement of the City of Ashland to the terms and prices herein submitted.

1. The undersigned has familiarized itself with the nature and extent of the Contract Documents, the project
work, the site, the locality, the general nature of work to be performed by the City or others at the site that
relates to the project work required b y the Contract Documents, local conditions, and federal, state, and
local Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of
the project work.

2. The undersigned has obtained and carefully studied (or assumes responsibility for obtaining and carefully
studying) examinations, investigation, exploration, tests, and studies which pertain to the conditions
(subsurface or physical) at or contiguous to th e site (including without limitation utility interference) or
otherwise and which may affect the cost, progress, performance, or furnishing of the project work as
Contractor deems necessary for the performance and furnishing of the project work at the Contract Price,
within the Contract Times, and in accordance with the other terms and conditions of the Contract
Documents; and no additional or supplementary examinations, investigations, explorations, tests, reports,
or similar information or data are or will be required by Contractor for such purposes.

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3. The undersigned has notified the City of any conflicts, errors, ambiguities or discrepancies discovered in
the Contract Documents.

4. A voluntary pre-bid meeting will be held . The meeting will take place at 10:00 am on November 28,
2023 at Location. All statements made by the Contracting Agency’s representatives shall be non-binding
upon the Contracting Agency unless confirmed by written addendum.

5. It is understood that the City shall investigate and determine the qualifications of the apparent low
responsive bidder prior to awarding the contract. The City shall reject any bid by a nonqualified or
disqualified bidder. The City of Ashland reserves the right to reject for any good cause any or all bids,
waive formalities, or to accept any bid which appears to serve the best interests of the City. The City
reserves the right to reject any bid not in compliance with all prescribed public bidding proced ures and
requirements and may reject all bids for good cause upon a finding that it is in the public interest to do
so. Evaluation of bids will be based on minimum requirements established by the specifications and
compliance with conditions of the Notice to Contractors and Invitation to Bid, and compliance with City
public contracting rules. Additional evaluation criteria are as follows: Demonstrated previous experience
with a similar scope of work.

6. No additional pre-qualification is required. Please see requirements contained within paragraph 5 above.

7. The deadline to file a written protest or request, pursuant to the Instructions to Bidders to change contract
terms, conditions or specifications is not less than ten (10) calendar days prior to bid opening. Bid closing
may be extended by the City to consider a protest or request.

8. All of the contract documents, including all plans, specifications, and drawings have been examined and
an examination of the site of the proposed work, together with such investigations as are necessary to
determine the conditions to be encountered have b een made by the undersigned and the terms and
conditions of the contract and solicitation documents are hereby accepted, and that if this Offer is
accepted, the undersigned will contract with the City of Ashland, Oregon, in a form substantially similar
to the attached Agreement and agree to be bound to the terms and conditions of said contract and
solicitation documents.

9. It is understood that the contract drawings may be supplemented by additional drawings and specifications
in explanation and elaboration thereof and, if they are not in conflict with those referred to in paragraph
1 above, they shall have the same force and effect as though they were attached, and they shall be accepted
as part of the contract when issued.

10. The undersigned agrees that upon written acceptance of this bid s/he will, within ten working days, of
receipt of such notice, execute a formal contract agreement with the City. The undersigned further agrees
that s/he will provide the following in order to execute the contract:

Performance Bond and Corporate Surety Payment Bond, both in the amount equal to 100% of the
awarded contract;
Certificates of Insurance for Liability and property damage coverage;
Certificates of Coverage for Workman Compensation and unemployment insurance;
All other bonds, permits, licenses, information, etc. as required in the contract documents.

11. It is understood that all the work will be performed under a lump sum or unit price basis and that for the
lump sum or unit price all services, materials, labor, equipment, and all work necessary to complete the
project in accordance with the plans and spe cifications shall be furnished for the said lump sum or unit
price named. It is understood that the quantities stated in connection with the price schedule for the
contract are approximate only and payment shall be made at the unit prices named for the actual quantities

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incorporated in the completed work. If there shall be an increase in the amount of work covered by the
lump sum price, it shall be computed on a basis of “extra work” for which an increase in payment will
have been earned and if there be a decrease in the lump sum payment, it shall be made only as a result of
negotiation between the undersigned and the Owner. Furthermore, it is understood that any estimate with
respect to time, materials, equipment, or service which may appear on the plans or in the specifications is
for the sole purpose of assisting the undersigned in checking the undersigned’s own independent
calculations and that at no time shall the undersigned attempt to hold the Owner, the Engineer, or any
other person, firm or corporation responsible for any errors or omissions that may appear in any estimate.

12. The undersigned submits the unit prices as those at which s/he will perform the work involved. The
extensions of the column headed "ITEM TOTAL" are made for the sole purpose of facilitating bid
comparisons and if there are any discrepancies between the unit prices and the total amount shown, the
unit prices shall govern.

13. The undersigned agrees to furnish labor, tools, machinery, materials, transportations, equipment and
services of all kinds required for, necessary for, or reasonably incidental to, construction of this Project
with all appurtenant work as required by the p lans and specifications of this Offer for the unit or lump
sum prices in the "BID SCHEDULE".

14. In stating prices, it is understood that the prices include all materials and work required to complete the
project in accordance with the Contract Documents, the plans and the specifications. If any material,
item, or service required by the plans and specifications has not been mentioned specifically in the "BID
SCHEDULE," the same shall be furnished and placed with the understanding that the full cost to the City
has been merged with the several prices stated in the "BID SCHEDULE."

15. The City reserves the right to cancel this solicitation or to reject any and all bids in whole or in part when
the cancellation or rejection is in the best interests of the City as determined by the City in accordance
with ORS 279B.100

16. The foregoing prices shall include all labor, materials, equipment, overhead, profit, insurance, and all
other incidental expenses to cover the finished work of the several kinds called for.

17. If the proposed bid price will exceed $50,000.00 the undersigned, as bidder, acknowledges that provisions
of ORS 279C.800 to 279C.870 relating to workers on public works to be paid not less than prevailing rate
of wage shall be included in the contract, or in the alternative, if the project is to be funded with federal
funds and is subject to the Davis-Bacon Act (40 U.S.C. §276a) bidder agrees to comply with the Davis -
Bacon Act requirements. “Prevailing Wage Rates for Public Works Contracts in Oregon,” which are
incorporated herein by reference, and can be accessed at:
https://www.oregon.gov/boli/WHD/PWR/Pages/pwr_state.aspx . The undersigned Contractor agrees to
be bound by and will comply with the provisions of ORS 279C.838, 279C.840 or 40 U.S.C. 3141 to 3148.
[OAR 137-049-0200(1)(a)(J)].

18. The undersigned shall furnish bonds required by the specifications and comply with the laws of the
Federal Government, State of Oregon and the City of Ashland which are pertinent to construction
contracts of this nature even though such laws may not have b een quoted or referred to in the
specifications.

19. Accompanying this Offer is a certified check, cashier's check or a bid bond, for the sum of
_____________________, payable to the City of Ashland, Oregon, this being an amount for ten percent
(10%) of the total bid based upon the estimate of quantities at the above price according to the conditions
of the advertisement. If this Offer is accepted by the City and the undersigned fails to execute a
satisfactory contract and bonds as stated in the Advertisement within ten (10) working days from the date

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of notification, then the City may, at its option, determine that the undersigned has abandoned the contract
and there upon this Offer shall be considered null and void, and the bid security accompanying this Offer
shall be forfeited to and become the prop erty of the City of Ashland. If the bid is not accepted, the bid
security accompanying this Offer shall be returned to the undersigned.

20. The undersigned certifies that the undersigned Contractor is not ineligible to receive a contract for a public
work pursuant to ORS 279C.860 as well as the disqualification provisions of ORS 279C.440 and OAR
137-049-0370. Bidder further agrees, if awarded a contract, that every subcontractor will be eligible to
receive a contract for a public work pursuant to ORS 279C.860.

21. The undersigned certifies that the undersigned Contractor has not discriminated against minority, women
or emerging small businesses enterprises in obtaining any required subcontracts. The bidder understands
and acknowledges that it may be disqualified from bidding on this public improvement project as set forth
in OAR 137-049-0370, including but not limited to City discovery a misrepresentation or sham regarding
a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administr ative
rules implementing the Statute.

22. The undersigned agrees that the time of completion shall be defined in the special provisions, and further,
the undersigned agrees to initiate and complete this Project by the date stated below.

• The work shall commence in a timely fashion to meet project completion dates once the Notice to
Proceed is issued.
• The work shall be completed in all respects by September 13th 2024.
• The undersigned agrees that the “Time of Completion” shall be as defined in the special
provisions and that the bidder will complete the work by the date stated for each schedule after
“Notice to Proceed” has been issued by the Owner. Bidder furthermore agrees to pay as
liquidated damages, for each calendar day thereafter, the amounts shown in the Special
Provisions, for each day the project remains incomplete.

23. The undersigned bidder is registered with the Oregon Construction Contractors Board (CCB), the
registration is current and valid, and the bidder's registration number is stated below. [OAR 137 -049-
0230(1)] Bidder understands that failure to have a current CCB license shall result in rejection of this bid.

24. The undersigned bidder is licensed by the State Landscape Contractors Board, if applicable, the license
is current and valid, and the bidder’s registration number is stated below. [OAR 137-049-0200(1)(a)(K)]
Bidder understands that failure to have a current LCB license shall result in rejection of this bid.

25. The undersigned is aware that no person may engage in any business within the City without first
obtaining a City Business License and paying the fee prescribed pursuant to City of Ashland ordinance.
The Contractor and their subcontractors shall obtain a City of Ashland Business License prior to
beginning any work within the City of Ashland.

26. In determining the lowest responsible bidder, City shall, for the purpose of awarding the contract, add a
percent increase on the bid of a non -resident bidder equal to the percent, if any, of the preference given
to that bidder in the state in which the bi dder resides. "Resident bidder" of Oregon means a bidder that
has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately
preceding submission of the bid, has a business address in this state and has stated in the bi d that the
bidder is a "resident bidder" of the State of Oregon. The undersigned represents him/her self in this bid to
be either a Resident or a Nonresident bidder by completing the appropriate blank below.

• The Bidder is ________ or is not _______ a Resident Bidder as defined in ORS 279A.120.

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27. The undersigned hereby represents that no Councilor, Commissioner, officer, agency or employee of the
City of Ashland is personally interested directly or indirectly in this Contract or the compensation to be
paid hereunder and that no representation, stat ement or statements, oral or in writing, of the City, its
Councilors, Commissioners, officers, agents or employees had induced him/her to enter into this Contract,
and the papers made a part of its terms;

28. The undersigned has not directly or indirectly induced or solicited any person to submit a false or sham
bid or refrain from bidding. The undersigned certifies that this bid has been arrived at independently and
submitted without connection with any perso n, firm or corporation making a bid for the same material
and is, in all respects, fair and without collusion or fraud.

29. The undersigned confirms that this firm has a Qualified Drug Testing Program for employees in place
and will demonstrate this prior to award of contract. [OAR 137-049-0200(1)(c)(B)]

30. The undersigned confirms that if this contract involves asbestos abatement or removal, the bidder is
licensed under ORS 468A.710 for asbestos removal.

31. The City of Ashland may waive minor informalities, reject any bid not in compliance with all prescribed
public bidding procedures and requirements, and may reject for good cause any or all bids upon a finding
that it is in the public interest to do so.

32. The undersigned confirms that this offer is not contingent upon City’s acceptance of any terms and
conditions other than those contained in this Solicitation and the Contract Documents.

33. The undersigned, by the act of submitting a bid , affirms that the undersigned has investigated and is
satisfied as to the site subsurface condition to be encountered, as to the character, quality and quantities
of work to be performed and materials to be furnished, and as to the requirements of the Contract.

34. The bidder understands that the City reserves the right to make changes to the Notice to Contractors /
Invitation to Bid and the resulting contract by written addenda, prior to the closing time and date.
Addenda will be posted to the OregonBuys websit e for download. The bidder must check the
OregonBuys website frequently until closing.

The bidder acknowledges that the Addendum(s) listed below have been reviewed online or a copy
obtained and considered as part of the submittal of this Offer and Bid Schedule.

ADDENDUM NUMBER ____ THROUGH ____ HAVE BEEN REVIEWED

35. The bidder understands that the City will be awarding the contract to the Responsible Bidder with the
lowest Responsive Bid per OAR 137 -049-0200(1)(b)(C). Whether a bidder is responsible will be
determined by ORS 279C.375 and the City’s completion of the attached Bidder Responsibility
Determination Form (Exhibit K).

36. Bidder understands that the price provided by Bidder shall be based on the presumption that Contractor
will provide material as described in the Special Provisions. Assumptions regarding the possibility of
post-bid approvals of “or-equal” substitutions are made at Bidders sole risk.

37. Instructions for First-Tier Subcontractors Disclosure.
Bidders are required to disclose information about certain first-tier subcontractors (those subcontractors
contracting directly with the bidder) when the contract price exceeds $ 100,000 (see ORS 279C.370).
Specifically, when the contract amount of a first-tier subcontractor is greater than or equal to : (i) 5% of

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the project bid, but at least $15,000, or (ii) $350,000 regardless of the percentage, bidder must disclose
the following information about that subcontract within two working hours of bid closing:

• The subcontractor’s name and address;
• The subcontractor’s Construction Contractor Board registration number, if one is required,
and;
• The subcontract dollar value.

If you will not be using any subcontractors that are subject to the above disclosure requirements, you are
required to indicate “NONE” on the form.

THE CITY WILL REJECT A BID IF THE BIDDER FAILS TO SUBMIT A PROPERLY
COMPLETED DISCLOSURE FORM WITHIN TWO HOURS OF BID CLOSING.

THIS DOCUMENT SHALL NOT BE FAXED. IT IS THE RESPONSIBILITY OF BIDDERS TO
SUBMIT THIS DISCLOSURE FORM AND ANY ADDITIONAL SHEETS BY THE DEADLINE.

The disclosure should be submitted on the First -Tier Subcontractor Disclosure Form attached to
this Invitation to Bid.

38. Bidder Information and Signature


Firm Name of Bidder Signature of Bidder


Printed Name of Bidder

Official Title


State of Incorporation CCB Number


Dated this day of 20___.
Name of Bidder
Address


Telephone No.

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BID SCHEDULE

No. Description
Bid
Unit Qty
Unit
Price
Line
Total $
1 Remove existing roof system(s) and appurtenances (by a
licensed asbestos abatement contractor for asbestos
containing material)
Lump
Sum
(LS)
1

2 Inspect wood decking and remove and replace as needed Sq Ft 2000
3 Inspect wood frame supporting decking and remove and
replace as needed
Linear
Feet
(LF)
100

4 Inspect and repair structure underneath parapet flashing LF 100
5 Provide and install new PVC roof membrane system and
appurtenances, and extend gym downspout 30 feet
LS 1

6 Replace damaged parapet cap flashing LF 100

Bid Total:



Alternate Bid
Alternate bid amounts, whether a positive or negative number, shall be the difference between what is
specified in the Base Bid and the requested Alternate Bid

No.
Description Bid
Unit Qty
Unit
Price
Line
Total $
1. Replace all parapet cap flashing 760 LF

GRAND BID TOTAL (Base + Alternate)

Name of Authorized Representative Total Written in Dollars
Authorized Representative Signature Date

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FIRST-TIER SUBCONTRACTOR DISCLOSURE FORM
INSTRUCTIONS


Instructions for Submitting Form

Submit the First-Tier Subcontractor Disclosure form in any of the following manners:

• Not later than two working hours after the time set for opening Bids. (For example, before 11:00
a.m. after a 9:00 a.m. Bid Opening.) Submit according to one of the following methods:

• Print the form from the Bid Booklet, fill it in, and:

o Deliver to the following address where it can be time and date stamped

City of Ashland
Community Development and Engineering Services Building
51 Winburn Way
Ashland, OR 97520, or

Instructions for First-Tier Subcontractor Disclosure

The City estimates that this project will exceed $100,000. As such, Bidders are required to disclose
information about first-tier subcontractors that will furnish labor or labor and materials (See ORS 279C.370)
if the contract amount of a first-tier subcontractor is greater than or equal to: 1) 5% of the total bid or
$15,000, whichever is greater or 2) $350,000, regardless of the percentage of the total project Bid.

• The name of the subcontractor
• The category of work that the subcontractor will be performing
• The dollar amount of the subcontract

If the Bidder will not be using any first-tier subcontractors as defined above, the Bidder is still required to
submit the form, with the appropriate box checked or enter "NONE" on the first line.

THE AGENCY MUST REJECT BIDS if the Bidder fails to submit the disclosure form with this
information by the stated deadline.

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FIRST-TIER SUBCONTRACTOR DISCLOSURE FORM

Project Name
Project Number
Bid Opening Date

Name of Bidding Contractor

☐ CHECK THIS BOX IF YOU WILL NOT BE USING ANY FIRST-TIER SUBCONTRACTORS OR IF YOU
ARE NOT SUBJECT TO THE DISCLOSURE REQUIREMENTS (SEE INSTRUCTIONS)

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work

Firm Name Dollar Amount
Category of Work


(Attach additional sheets as necessary)

17



PUBLIC IMPROVEMENT CONTRACT
FOR

Briscoe School Roof Replacement Project

PROJECT NO. 2019-27

This Public Improvement Contract (hereinafter “Contract”) is entered into by and between the CITY OF
ASHLAND, an Oregon municipal corporation (hereinafter “City”), and
(hereinafter “Contractor”).


NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby
acknowledged, the parties mutually covenant and agree as follows:

1. PROJECT MANAGER:

The City’s Project Manager for this Contract is:

Jason Strait, Project Manager

2. WORK:

2.1. The Work under this Contract is for the Briscoe School Roof Replacement Project 2019-17
more fully described in the Contract Documents listed in Section 5 of EXHIBIT A,
STANDARD TERMS AND CONDITIONS FOR PUBLIC IMPROVEMENT CONTRACTS.
Contractor shall complete all Work as specified in the Contract Documents.
2.2. Contractor shall, at its own risk and expense, perform the Work described in the Contract
Documents and furnish all permits, labor, tools, machinery, materials, transportation, equipment
and services of all kinds required for, necessary for, or reasonable incidental to, performance of
the Work, that is, the construction of the Briscoe School Roof Replacement Project 2019-17
Contractor shall secure all municipal, County, State, or Federal Permits or licenses including
payment of permit fees, license fees, and royalties necessary for or incidental to the
performance of the Work. The risk of loss for such Work shall not shift to the City until written
acceptance of the Work by the City.

3. EFFECTIVE DATE AND DURATION:

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This Contract is effective as of the date of execution by the City (the “Effective Date”). All Work
under this Contract shall, unless otherwise terminated or extended, be completed by September 13th
2024.

4. CONSIDERATION

4.1. City agrees to pay Contractor, at the times and in the manner provided in the Contract
Documents, the sum of ________________________________ for performing the Work
required by this Contract, including allowable expenses. This sum cannot be modified except
by Change Order approved in writing by the City. Any progress payments to Contractor shall
be made only in accordance with the schedule and the requirements as set forth in the Standard
Terms and Conditions.
4.2. City certifies that sufficient funds have been appropriated to make payments required by this
Contract during the current fiscal year. Contractor understands and agrees that City’s payment
of amounts under this Contract attributable to Work performed after the last day of the current
fiscal year is contingent upon City appropriations, or other expenditure authority sufficient to
allow City in the exercise of its reasonable discretion, to continue to make payments under this
Contract. In the event City has insufficient appropriations, limitations or other expenditure
authority, City may terminate this Contract without penalty or liability to City, effective upon
the delivery of written notice to Contractor, with no further liability to Contractor.

5. CONTRACTOR’S REPRESENTATIONS

In order to induce City to enter into this Contract, Contractor makes the following representations:

5.1. Contractor has examined and carefully studied the Contract Documents, and any data and
reference items identified in the Contract Documents.
5.2. Contractor has visited the Site, conducted a thorough, alert visual examination of the Site and
adjacent areas, and become familiar with and is satisfied as to the general, local, and Site
conditions that may affect cost, progress, and performance of the Work.
5.3. Contractor is familiar with and is satisfied as to all laws and regulations that may affect cost,
progress, and performance of the Work.
5.4. Contractor has carefully studied all drawings of physical conditions relating to existing surface
or subsurface structures at the Site that have been identified or provided in the project bid
documents especially with respect to Technical Data in such reports and drawings, and reports
and drawings relating to Hazardous Environmental Conditions, if any, at or adjacent to the Site
that have been identified in the project bid documents, especially with respect to Technical Data
in such reports and drawings.
5.5. Contractor has considered the information known to Contractor itself; information commonly
known to contractors doing business in the locality of the Site; information and observations
obtained from visits to the Site; the Contract Documents; and the Site-related reports and
drawings identified in the Contract Documents, with respect to the effect of such information,
observations, and documents on (1) the cost, progress, and performance of the Work; (2) the
means, methods, techniques, sequences, and procedures of construction to be employed by
Contractor; and (3) Contractor’s safety precautions and programs.
5.6. Based on the information and observations referred to in the preceding paragraph, Contractor
agrees that no further examinations, investigations, explorations, tests, studies, or data are

19

necessary for the performance of the Work at the Contract Price, within the Contract Times,
and in accordance with the other terms and conditions of the Contract.
5.7. Contractor is aware of the general nature of work to be performed by City and others at the Site
that relates to the Work as indicated in the Contract Documents.
5.8. Contractor has given City written notice of all conflicts, errors, ambiguities, or discrepancies
that Contractor has discovered in the Contract Documents, and the written resolution thereof by
City is acceptable to Contractor.
5.9. The Contract Documents are generally sufficient to indicate and convey understanding of all
terms and conditions for performance and furnishing of the Work.
5.10. Contractor represents it has the proper asbestos certifications to complete the roof removal part
of the project.

6. Governing Law

The provisions of this Contract shall be construed in accordance with the laws of the State of
Oregon. Any action or suits involving any question arising under this contract must be brought in
the appropriate court in Jackson County, Oregon. If the claim must be brought in a federal forum,
then it shall be brought and conducted in the United States District Court for the District of Oregon.
Contractor, by the signature herein of its authorized representative, hereby consents to the in
persopnam jurisdiction of said courts. In no event shall this section be construed as a waiver of the
City of any form of defense or immunity.

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CONTRACTOR DATA, CERTIFICATION, AND SIGNATURE

Business Name (please print):
Contact Name: Phone: Fax:
Address

Do Not Write Federal and State Tax ID Numbers on this Agreement: One copy of W -9 is to be
submitted with the signed contract to be kept on file in the City of Ashland Finance Department.

Ashland Business License # Construction Contractors Board #
Citizenship: Nonresident alien ______ Yes _____ No

Business Designation (check one): _____ Individual ____ Sole Proprietorship ____
Partnership _____ Corporation ____ Government/Nonprofit

The above information must be provided prior to contract approval. Payment information will be
reported to the Internal Revenue Service (IRS) under the name and taxpayer I.D. number provided
above. (See IRS 1099 for additional instructions regarding taxpa yer ID numbers.) Information not
matching IRS records could subject you to 31 percent backup withholding.

I, the undersigned, understand that the Standard Terms and Conditions For Public Improvement
Contracts (Exhibit A) together with Exhibits B through K together with all other Contract
Documents as described in Standard Terms and Conditions Section 5 below, and the separately bound
Oregon 2021 Standard Specifications for Construction, as amended by the City of Ashland’s most
recent Addenda to the 2021 Standard Specifications are an integral part of this contract and agree to
perform the work described in the Contract Documents, including Exhibit A, in accordance with the
terms and conditions of this contract. I further understand the City is prohibited from entering into a
contract when the contractor has neglected or refused to file any return, pay any tax, or properly
contest a tax, pursuant to ORS 305.385; I hereby certify, under penalty of perjury and false swearing,
that I/my business am/is not in violation of any Oregon tax laws; I further certify that the certification
and representations in Standard Term and Condition # 16 [CCB Registration Requirements] are true
and correct, and further I certify that I am an independent contractor as defined in ORS 670.600.

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CONTRACTOR:


____________________________________________________
Signature/Title


____________________________________________________
Printed name


_____________________________________________________
Date



NOTICE TO CONTRACTOR: This contract does not bind the City of Ashland unless and until it has
been executed by the Public Contracting Officer or designee.

CITY OF ASHLAND SIGNATURE

CITY:


____________________________________
City Manager, City of Ashland


___________________________________
Date



ATTACHMENTS: Certificate of Representation
Standard Terms & Conditions
Bid Schedule
Insurance Requirements

22

CERTIFICATE OF REPRESENTATION
Contractor, under penalty of perjury, certifies that:
(a) The number shown on this form is its correct taxpayer ID (or is waiting for the number to be issued to it;
and
(b) Contractor is not subject to backup withholding because
(i) it is exempt from backup withholding or
(ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup
withholding as a result of a failure to report all interest or dividends, or
(iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further
represents and warrants to City that
(a) it has the power and authority to enter into and perform the work,
(b) the Contract, when executed and delivered, shall be a valid and binding obligation of
Contractor enforceable in accordance with its terms, and
(c) The work under the Contract shall be performed in accordance with the highest professional standards,
and
(d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also
certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a
corporation authorized to act on behalf of the entity designated above and authorized to do business in
Orego