Glenside Hall Roof Replacement

Cheltenham Township, Montgomery County, 8230 Old York Road, Elkins Park, PA 19027 (hereinafter “Township”) will receive sealed bids online for Glenside Hall Roof Replacement. Sealed bids are due no later than 10:00 am, prevailing time, on Friday, April 10, 2026, via the OpenGov Procurement Portal:  https://procurement.opengov.com/portal/cheltenhamtownship.

All documents and solicitation details are available online at the OpenGov Procurement Portal at: https://procurement.opengov.com/portal/cheltenhamtownship. All bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. The responding bidder is solely responsible for all costs related to the preparation and submission of the bid. The results will be posted via the OpenGov Procurement Portal.

A non-mandatory pre-bid meeting will be held on Thursday, April 2, 2026 at 2:00 pm at Glenside Hall, located at 185 S. Keswick Avenue, Glenside, PA 19038.  All prospective bidders are encouraged to attend.

Questions must be submitted via OpenGov Procurement Portal no later than 4:30 pm on Tuesday, April 7, 2026.  Submission of a question does not guarantee that such question will be answered. Any responses will be posted via the OpenGov Procurement Portal.

All bids are to be accompanied by a bid bond or certified check in the amount of 10% of the total bid, payable to Cheltenham Township. The successful Bidder must comply with Pennsylvania Prevailing Wage Act.

Background

Glenside Memorial Hall often abbreviated "Glenside Hall" is a historic meeting hall located in the Philadelphia suburb of Glenside, Cheltenham Township, Montgomery County, Pennsylvania. Glenside Memorial Hall was built in 1926, to honor World War I veterans.  Glenside Hall is a 2+1⁄2-story, T-shaped, red-brick Colonial Revival-style building with limestone trim.

Project Details

• Reference ID: 2026-BM-001
• Department: Building Maintenance
• Department Head: Allen Brown (Maintenance Supervisor)

Important Dates

• Questions Due: 2026-04-07T20:30:00.000Z
• Pre-Proposal Meeting: 2026-04-02T18:00:00.000Z — Glenside Hall 185 S. Keswick Avenue, Glenside, PA 19038

Evaluation Criteria

• Project Site —

  The Glenside Hall Roof Replacement project is located at 185 S. Keswick Avenue, Glenside, PA. This facility is actively used for Township events and public functions. The Contractor shall plan work to maintain safe access to building entrances and adjacent areas at all times. Work may be phased or scheduled as necessary to minimize disruption to ongoing activities.

   

  All site safety, pedestrian protection, and temporary barriers shall comply with OSHA standards and local regulations. The Township will coordinate access requirements, but it is the Contractor’s responsibility to ensure the facility remains operational and safe throughout construction.

   

• Contract Award —

  If the contract is to be awarded, the Township reserves the right to select any combination of the Base Bid and/or Alternate Bids to determine the lowest responsible bidder for the selected combination whose bid is in the best interests of the project. If the contract is to be awarded, only one award will be made. Time is of the essence in the award of a contract. Hindrance of the award process due to the extent of a bidder’s proposed modifications may have a negative impact on the Township’s assessment of that bid.

   

• Advertisement of Bid —

  Cheltenham Township, Montgomery County, 8230 Old York Road, Elkins Park, PA 19027 (hereinafter “Township”) will receive sealed bids online for Glenside Hall Roof Replacement. Sealed bids are due no later than 10:00 am, prevailing time, on Friday, April 10, 2026, via the OpenGov Procurement Portal:  https://procurement.opengov.com/portal/cheltenhamtownship.

   

  The project generally consists of removal and disposal of the existing slate roof and installation of a new shingle roof and related components necessary to provide a complete and watertight installation. The full project details are available in the bid documents and plans in the Attachments section.

   

  All documents and solicitation details are available online at the OpenGov Procurement Portal at: https://procurement.opengov.com/portal/cheltenhamtownship. All bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. The responding bidder is solely responsible for all costs related to the preparation and submission of the bid. The results will be posted via the OpenGov Procurement Portal.

   

  A non-mandatory pre-bid meeting will be held on Thursday, April 2, 2026 at 2:00 pm at Glenside Hall, located at 185 S. Keswick Avenue, Glenside, PA 19038.  All prospective bidders are encouraged to attend.

   

  Questions must be submitted via OpenGov Procurement Portal no later than 4:30 pm on Tuesday, April 7, 2026.  Submission of a question does not guarantee that such question will be answered. Any responses will be posted via the OpenGov Procurement Portal.

   

  All bids are to be accompanied by a bid bond or certified check in the amount of 10% of the total bid, payable to Cheltenham Township. The successful Bidder must comply with Pennsylvania Prevailing Wage Act.

   

  The Board of Commissioners of Cheltenham Township reserves the right to waive any minor informalities, irregularities or defects in the bid; or to reject any or all bids, or part thereof; and further reserves the right to make an award on the basis of quotations received for any individual bid item, or on the basis of the aggregate total for all bid items on which quotations are received as deemed to be in the best interest of the Township. Bids may be held by the Township for a period of 60 days from the date of bid opening for the purpose of reviewing bids and investigating qualifications of bidders prior to awarding contract.

   

  By Order of the Board of Commissioners of Cheltenham Township

   
• Contract Provisions —

  A. Contract Content

  The contract(s) resulting from the award of this IFB will consist of this IFB, the bidder’s proposal, and any additional information deemed necessary as a result of the negotiations held with the successful bidder(s).  The bidder shall reference the Bid Package for all contract requirements.

   

  B. Insurance

  The selected Contractor shall maintain insurance coverages in the amounts specified in the Bid Package during the duration of the contract and provide proof to the Township, with the Township listed as an additional insured.

   

  C. No Discrimination

  The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or handicap. The Contractor will take affirmative action to ensure that applicants are employed without regard to race, color, religion, sex, age, handicap, or national origin. The Contractor will take steps to insure employees are treated during employment without regard to race, color, religion, sex, age, handicap, or national origin. Such action shall include but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

   

  D. Failure to Provide Services or Products

  If in the Township’s opinion, Contractor fails to properly or satisfactorily perform the services or provide the product(s) called for under this Contract, or otherwise fails or neglects to comply with the material terms of this Contract, the Township may make arrangements with other providers to obtain substitute services and/or product(s). The Township may, in addition to any other legal remedies available to Township, elect to terminate the contract.

   

  E. Liquidated Damages

  If the Contractor fails to achieve completion within the contract time, the Township shall assess liquidated damages in the amount of $100 per calendar day for each calendar day beyond the contract time until completion is achieved.

   

  F. Contract Termination

  A contract may be cancelled by Cheltenham Township as outlined in the General Conditions of the Bid Package.

   

  G. Indemnification and Hold Harmless

  The Contractor shall indemnify, hold harmless and defend the Township, its officers, employees and agents from and against any and all liability for any loss, damage, claims, suits, judgments, or causes of action brought or claimed against the Township of whatever nature on account of any bodily injuries, death of any person or persons, or property losses or damages received or sustained by any party or parties, by or from the acts of the Contractor or its servants, agents, subcontractors or employees, acts of errors or omissions of the Contractor or of its servants, agents, subcontractors or employees, or on account of or in consequence of the performance of its professional services under this contract, work performed under Change Orders, or any such other work performed for or on behalf of the Township, whether or not due in whole or in part to any act, omission or negligence of the Township. This indemnity shall include reasonable attorneys’ fees, costs and all other expenses incurred in the defense of any claim, liability, action or suit.

   

• Bid Instructions —

  A.  Bid Due Date

  Bids will be accepted until 10:00 am, prevailing time, on Friday, April 10, 2026, through the e-procurement portal at https://procurement.opengov.com/portal/cheltenhamtownship. Bids received after this deadline noted will not be considered.

   

  B.  Amendments to Submitted Bids

  Amendments to or withdrawal of submitted bids can be done through the e-procurement portal, until the submittal due date and time. No amendments or withdrawals will be accepted after the deadline unless such amendments or withdrawals are in response to a Township request.

   

  C.  Required Review of IFB Package

  Prospective bidders shall carefully review this IFB for defects. Any comments concerning defects or questions regarding the project must be made through the e-procurement portal no later than 4:30 pm on Tuesday, April 7, 2026. Telephone calls will not be accepted. Any required addenda to the IFB will be issued through the e-procurement portal.

   

  D.  Receipt of IFB Package

  The Township is the sole authority to provide the IFB package to interested companies or individuals. Bidders who are working from an IFB package obtained from any other source may be working from an incomplete or incorrect set of documents. The Township assumes no responsibility for errors, omissions or misinterpretations in a bid resulting from a Bidder’s use of an incomplete IFB package.

   

  To ensure they have the most up-to-date information about the IFB, Bidders who have received the IFB package from a source other than the Township are advised to visit the Township e-procurement portal and register with the Township. This will ensure that the Bidder will receive all communications or addendums, if any, regarding the IFB.

   

  E.  Preparation Costs

  The Township will not be responsible for any costs associated with the preparation submittal or presentation of any bid.

   

  F.  Disclosure of Bid Contents'

  All bids and other material submitted become the property of the Township and may be returned only at the Township’s option. Information contained in the bids will not be disclosed during the evaluation process.  Under Pennsylvania’s “Right to Know” laws (65 P.L, 390 66, 1, 66.3, 21 June 1957) public records are required to be open to reasonable inspection. All bid information, including detailed price and cost information, will be held in confidence during the evaluation process and prior to the time a Notice of Intent to Award is issued. Thereafter, the winning bid will become public information. Copies of said public records may be requested through the Right to Know Office, www.cheltenhampa.gov/righttoknow.

   

  Trade secrets and other proprietary data contained in bids may be held confidential if a Bidder requests, in writing, that the Township does so, and if the Township agrees, in writing, to do so. Material considered confidential by the Bidder must be clearly identified and the Bidder must include a brief statement that sets out the reasons for confidentiality.

   

  G.  Reservation of Rights

  The Township reserves and may, at its sole discretion, exercise the following rights with respect to this IFB and all bids submitted pursuant to this IFB:

  1. 1. 1. To reject all bids and re-issue the IFB at any time prior to execution of a final contract; to require, in any IFB for similar products and/or services that may be issued subsequent to this IFB, terms and conditions that are substantially different from the terms and conditions set forth in this IFB; or to cancel this IFB with or without issuing another IFB.
        2. To reject any bid in the Township’s sole discretion, if the bid is incomplete, the bid is not responsive to the requirements of this IFB, the Bidder does not meet the qualification requirements set forth in this IFB herein or it is otherwise determined to be in the best interest of the Township to reject the bid.
        3. To supplement, amend, substitute or otherwise modify this IFB at any time prior to the execution of a final contract.
        4. To accept or reject any or all of the items in any bid and award a contract for the whole or only a part of any bid if the Township determines, in its sole discretion that it is in the Township’s best interest to do so.
        5. To reject the bid of any Bidder that, in the Township’s sole judgment, has been delinquent or unfaithful in the performance of any contact with the Township, is financially or technically incapable or is otherwise deemed to not be a responsible Bidder.
        6. To waive any informality, defect, non-responsiveness and/or deviation from this IFB that is not, in the Township’s sole judgment material to the bid.
        7. To permit or reject, at the Township’s sole discretion, amendments (including information inadvertently omitted), modifications, alterations, and/or corrections to bids by one or more of the Bidders following bid submission.
        8. To request that one or more of the Bidders modify their bids or provide additional information.
        9. To request additional or clarifying information from any Bidder at any time, including information inadvertently omitted by a Bidder.
        10. To require that Bidders appear for interviews and/or presentations of their bids at Township offices, if requested.
        11. To require references from Bidders’ previous clients on projects similar in type and scope to the work sought in this IFB.
        12. To conduct such investigations or request additional information as the Township considers appropriate with respect to the qualifications of any Bidder and with respect to the content contained in any bid.

   

• Scope of Work —

  The Contractor shall furnish all labor, materials, equipment, supervision, and incidentals necessary to complete the roof replacement at Glenside Hall. The roof consists of one primary peaked roof and two smaller peaked roofs over entry doorways. The roof area is approximately 4,300 square feet. The Contractor shall field verify all dimensions and existing conditions prior to bidding.

   

  The Contractor shall provide a complete and fully functional roofing system. Any components not specifically listed but required to provide a watertight installation shall be included in the Base Bid.

   

  The project includes, but is not limited to, the following:

   

  Demolition and Removal

  • • Remove and properly dispose of existing slate shingles and associated roofing components.
    • Remove existing underlayment, flashing, ridge materials, fasteners, and related appurtenances.
    • Remove deteriorated or damaged roof decking, as required.
    • Protect adjacent building components, entrances, landscaping, and site features during demolition and construction.
    • Maintain safe access to building entrances where feasible.
    • All removed materials shall be legally disposed of off-site. Dumping on Township property is not permitted.

   

  Roof Decking

  • • Inspect existing decking after slate removal.
    • Replace deteriorated decking as required with 5/8 inch CDX plywood or approved equal.
    • Deteriorated decking shall be defined as soft, delaminated, rotted, or unable to adequately hold fasteners.
    • Include an allowance for replacement of up to ten sheets of plywood in the base bid.
    • Provide a unit price per additional sheet for replacement beyond the allowance.
    • Secure decking in accordance with applicable building codes and manufacturer requirements.
    • No structural framing replacement is anticipated unless authorized by the Township.

   

  Underlayment and Ice Protection

  • • Install self-adhered ice and water barrier membrane at eaves extending a minimum of 24 inches inside the exterior wall line, in valleys, and around penetrations, in accordance with code requirements.
    • Install synthetic underlayment over remaining roof surfaces, by GAF, CertainTeed, Owens Corning, or approved equal.

   

  Shingles and Roofing Components

  • • Install starter course shingles at all eaves and rakes.
    • Install architectural dimensional asphalt shingles with a minimum 25-year limited manufacturer warranty, by GAF, CertainTeed, Owens Corning, or approved equal.
    • Color to be selected by the Township from manufacturer’s standard options.
    • Install matching hip and ridge cap shingles.

   

  Ventilation

  • • Provide ridge ventilation at the main peak and smaller peak roofs only if existing intake ventilation is present and functional.
    • Ridge vent shall be a shingle-over style by manufacturer of shingles or approved equal.
    • Do not install ridge vent without corresponding intake ventilation.
    • If ridge ventilation is not feasible, contractor shall replace existing ventilation in kind.

   

  Flashing and Accessories

  • • Replace step flashing at roof to wall intersections.
    • Replace pipe boots and penetration flashings.
    • Install new aluminum or galvanized steel drip edge at eaves and rakes in accordance with code.
    • Replace valley flashing as required. Valleys shall be installed as open metal valley or closed-cut valley per manufacturer standards.
    • Flashing shall be minimum 26-gauge galvanized steel or .019 aluminum unless otherwise required by manufacturer.

   

  Quality Control

  • • No work during precipitation.
    • No installation over wet decking.
    • Protect exposed roof daily, including use of temporary weather protection as necessary.
    • Final inspection by Township representative.

   

  General Requirements

  • • Contractor shall perform a site visit prior to bidding.
    • All work shall comply with applicable local, state, and building code requirements.
    • Contractor shall obtain all required permits.
    • Maintain a clean and safe work site at all times and remove debris daily.
    • Work hours and sequencing shall be coordinated with the Township to minimize disruption to building operations.
    • Contractor shall be responsible for any damage to the building resulting from construction activities.
    • Completed roof shall be fully watertight and suitable for long term service.

   

• Payment and Performance Bonds —

  The successful bidder will be required to furnish Performance and Payment Bonds, each in the amount of 100% of the contract price. The bidder to whom the award of the contract is made by the Township shall within ten (10) days from the notice of award of contract, enter into a written contract with the Township evidencing the terms and conditions.  Bidder shall furnish payment bond and performance bond in the form attached hereto in the full amount of the contract sum within ten (10) days following notice of award of the contract.

   

  Failure to furnish properly executed bonds in the correct amounts from a surety satisfactory to the Township shall constitute a default and permit the Township to retain the Bidder’s bid security and either award the Contract to the next lowest bidder, rebid the Project, or opt not to proceed with the Project.   

   

• Building Permits —

  This project falls under building improvements to a municipal facility and is subject to all applicable building and safety codes. The contractor shall obtain all necessary permits, licenses, and inspections required by local, county, and state authorities for the execution of the work.

   

  The Township will require a Building Permit for any building improvements and/or associated work. Township permit fees will be waived for this project. The successful bidder can apply online at https://cheltenhamtownship.portal.opengov.com/. Proof of permit approvals shall be provided to the Township prior to the commencement of any field work.

   

• Download Project Documents —

  Please be advised that the Project Document available under the Downloads tab does not contain the required bid forms, and any embedded links within the PDF will not function. All required forms must be downloaded directly from the Vendor Questionnaire section. Failure to submit these forms may result in an incomplete bid.

   

  The Township reserves the right, in its sole discretion, to reject any bid that is incomplete, non-responsive to the requirements of this IFB, submitted by a bidder who does not meet the stated qualification criteria, or for any other reason deemed to be in the best interest of the Township.

   

• Furnishing Bid Items & Quality Assurance Provisions —

  A. Quantities

  This is a one-time purchase and installation project. No minimum or maximum quantities are guaranteed beyond the specified scope of work defined in the Bid Documents.

   

  B. Brand Indication & Submittals

  Bidders shall clearly indicate the manufacturer and product name for all major components proposed. Submittal of manufacturer "cut sheets" or technical data will be required prior to Notice to Proceed. The Township reserves the right to withhold the Notice to Proceed until all such submittals are reviewed and approved. Equivalent models may be considered if they meet or exceed the performance criteria, subject to written approval by the Township.

   

  C. Substitution

  No substitutions shall be permitted after the bid award without prior written approval from the Township Representative. Unauthorized substitutions shall be grounds for bid disqualification, contract cancellation, or mandatory replacement at the Contractor's sole expense.

   

  D. Additions/Deletions

  The Township reserves the right to modify the scope of work, including adding or deleting items, based on budget, site conditions, or other relevant factors. Any such changes shall be documented via a formal Written Change Order.

   

  E. Test, Inspection, and Permitting

  The Contractor shall be responsible for performing all tests and inspections required to ensure compliance with applicable specifications and local building codes. The Contractor shall secure all necessary permits and schedule required inspections with the Township's Code Department.  The Township reserves the right to perform its own independent inspections or request third-party verification at any time.

   

  F. Quality Control

  All materials and workmanship are subject to inspection and approval by the Township. The Township Representative may reject any work or materials that do not conform to specifications. Any discrepancies found during or after installation shall be addressed promptly at the Contractor’s expense.

   

  G. Final Inspection and Acceptance

  Upon completion of the project, the Contractor shall request a final walkthrough with the Township Representative. Any deficiencies noted shall be corrected promptly. Final acceptance is contingent upon completion of all "punch list" items and submission of all final warranty documentation.

   

  H. Warranty

  The Contractor shall provide the manufacturer’s standard limited material warranty.   In addition, the Contractor shall warrant all labor and installation for a minimum period of two (2) years from the date of final acceptance. Warranty work shall be performed at no cost to the Township and includes all labor, materials, and incidentals.  The Contractor must provide, in writing, the procedure for submitting warranty claims and completing any required repairs or replacements.

   

  I. Guarantee

  Materials and labor shall be free of defects in material and workmanship. Any defective component or unsatisfactory installation shall be replaced or corrected by the contractor at no additional cost to the Township within seven (7) working days of notification. Emergency repairs affecting the security or operation of the facility shall be addressed within 24 hours.

   
• Technical Specifications —

  1. General Requirements

  • • Codes and Standards
  • • • • Comply with current International Building Code as adopted locally.
        • Comply with manufacturer installation instructions.
        • Comply with OSHA requirements.
  • • Submittals
  • • • • Manufacturer product data for shingles, underlayment, ice barrier, flashing, and ventilation.
        • Color selection samples.
        • Manufacturer warranty sample.
        • Workmanship warranty statement.
  • • Pre-Construction
  • • • • Mandatory site visit.
        • Field verify dimensions.
        • Protect public access areas and entrances.

   

  2. Demolition

  • • Remove existing slate shingles and fasteners.
    • Remove all underlayment and flashing.
    • Protect building interior from water intrusion.
    • Dispose of debris in accordance with regulations.
    • Daily site cleanup.

   

  3. Roof Deck

  • • Inspect decking after removal.
    • Replace deteriorated decking with 5/8 inch CDX plywood.
    • Secure decking per code fastener schedule.
    • No structural framing modifications unless authorized.

   

  4. Ice Barrier

  • • Self-adhering polymer-modified bitumen membrane.
    • Installed at:
  • • • • Eaves extending minimum 24 inches inside exterior wall line.
        • Valleys.
        • Around penetrations.
  • • Minimum thickness per ASTM D1970.

   

  5. Underlayment

  • • Synthetic underlayment meeting or exceeding ASTM D226 Type II or ASTM D4869 performance requirements.
    • Installed per manufacturer instructions.
    • Lapped and fastened per code.

   

  6. Asphalt Shingles

  • • Type
  • • • • Architectural dimensional asphalt shingles.
        • Minimum 25-year limited manufacturer warranty.
  • • Standards
  • • • • ASTM D3462
        • ASTM D7158 Class H wind rating (or minimum 110 mph wind resistance)
  • • Installation
  • • • • Starter course at eaves and rakes.
        • Minimum four (4) nails per shingle, or as required by manufacturer to achieve specified wind rating.
        • Ice barrier and underlayment beneath.
        • Ridge cap shingles matching field shingles.

   

  7. Flashing

  • • Materials
  • • • • 26-gauge galvanized steel or .019 aluminum minimum.
  • • Locations
  • • • • Step flashing at roof-to-wall.
        • Valley flashing.
        • Pipe boots and penetrations.
        • Drip edge at eaves and rakes.

   

  8. Ventilation

  • • Shingle-over ridge vent compatible with selected shingle manufacturer.
    • Install only where intake ventilation exists.
    • Net free ventilation area to comply with code ratio (typically 1:150 or 1:300).
    • Do not install ridge vent without corresponding intake ventilation.

   

  9. Fasteners

  • • Corrosion-resistant roofing nails.
    • Length sufficient to penetrate decking minimum 3/4 inch or through deck.
    • Installed per manufacturer nailing pattern.

   

  10. Warranty

  • • Provide manufacturer’s standard limited material warranty.
    • Provide minimum two (2) years contractor workmanship warranty.

   

     

• Contractor Responsibilities —

  A. Business Privilege License and Fees

  The successful contractor and any subcontractors shall submit a Business Privilege License Application and receive a License Number prior to issuance of a Notice to Proceed. The contractor will be responsible for any and all license fees and taxes resulting from work completed in the Township. A Business Privilege Application has been included in the Vendor Questionnaire.

   

  B. Contractor Registration

  The successful contractor and any subcontractors performing work in the Cheltenham Township must be registered, even if a permit is not required. Contractors can register online at https://cheltenhamtownship.portal.opengov.com/. The contractor will be responsible for any and all fees associated with the Contractor Registration.

   

  C. Prevailing Wage Compliance

  This project is subject to the Pennsylvania Prevailing Wage Act. The contractor shall comply with all requirements of the Act, including payment of wages not less than those prevailing for each classification as established by the Pennsylvania Department of Labor and Industry. Certified payroll records shall be submitted to the Township upon request and as required by law.

   
  D. W-9 Requirement
  The successful bidder shall be required to submit a completed and signed IRS Form W-9 prior to contract execution and before any payment is issued by the Township. Failure to provide a W-9 may result in a delay in award or payment.  
   
• Manufacturers and Products —

  Bidders shall clearly indicate in their bid submission the manufacturer and product name of all major roofing components proposed for this project, including but not limited to:

   

  • • 5/8 inch CDX plywood roof decking
    • Synthetic underlayment
    • Self-adhering ice and water barrier membrane
    • Architectural dimensional asphalt shingles
    • Ridge vent system
    • Flashing materials and accessories

   

  Architectural dimensional asphalt shingles shall carry a minimum 25-year limited manufacturer warranty.

   

  Acceptable manufacturers for shingles and related accessories include GAF, CertainTeed, Owens Corning, or approved equal. Ridge vent shall be a shingle-over style compatible with the selected shingle manufacturer.

   

  Shingles, ridge vent, and related accessories shall be compatible and recommended by the manufacturer to ensure proper system performance.

   

  Equivalent products may be considered provided they meet or exceed the specified performance requirements and industry standards. Requests for approved equals shall be submitted prior to bid and approved via addendum. Any proposed substitutions must be clearly identified in the bid and supported by product data demonstrating equivalency.

   

  Failure to identify manufacturers and products shall render the bid non-responsive. The Township reserves the sole right to determine the acceptability of any “equal” product.

   

• Invoices and Payments —

  A. Invoicing and Payments

  All notices, correspondence, copies of work products, progress reports, and billing statements and invoices for the Township shall be addressed to:

   

  Allen Brown

  Cheltenham Township

  8230 Old York Road

  Elkins Park, PA 19027-1589

  abrown@cheltehampa.gov

  (215) 887-1000

   
  The Township shall make payments upon satisfactory completion of work and submission of appropriate invoices. Partial payments may be made based on agreed-upon milestones. The Township reserves the right to retain up to 10% of the contract value until final completion and acceptance of the work.
   

  B.  Additional Work and Change Orders

  In the event additional services are requested by the Township, written Township authorization in the form of a Change Order will be required for said additional costs. For any requests for additional work, contractor agrees to provide the Township, in writing, within a reasonable time a proposal listing, as appropriate:

  • • Scope of additional services.
    • Time schedule for completion of additional services.
    • Estimated man-hours.
    • Total additional cost for completion of additional services

   

  C. Taxes

  The Township, is exempt from all Federal excise and transportation taxes and Pennsylvania sales and use tax. No exemption certificates are required and none will be issued. This is not meant to exempt a Vendor from the payment of sales tax or use tax required to be paid with respect to its purchase or use of tangible personal property use in connection with the performance of the Contract.

   

• Pre-Bid Meeting —

  A non-mandatory pre-bid meeting will be held on Thursday, April 2, 2026 at 2:00 pm at the Township’s office, located at Glenside Hall 185 S. Keswick Avenue, Glenside, PA 19038. All prospective Bidders are encouraged to attend.

   

  The purpose of a pre-bid meeting is to review the project area with a Township representative to ensure that the conditions relevant to price and quantity are considered when formulating a bid. No price adjustments will be allowed after bids are submitted.  Answers to questions posed at site visits are unofficial until published in the Questions and Answers tab in the IFB; please take notes and submit your questions to the Q&A page.

   
• Project Timeline —

  All work on this project must be completed by May 22, 2026. If the Contractor fails to achieve completion within the contract time, the Township shall assess liquidated damages in the amount of $100 per calendar day for each calendar day beyond the contract time until completion is achieved.

   

• Contractor Requirements and Qualifications —

  Bids shall only be considered from a qualified contractor licensed, bonded and insured to do business in the Commonwealth of Pennsylvania; being regularly engaged in the business as described in this IFB; having performed work of similar size and scope; having sufficient financial support, manpower, equipment, and organization to ensure the satisfactory execution the project if awarded a contract under the terms and conditions herein stated; and are so situated as to assure prompt service.

   

  In order for the Township to obtain the best quality of work in a reasonable period of time, the Township reserves the right to reject bids from Contractors who are unable to meet the following requirements.

   

  1. 1. Contractor must have been incorporated, organized, and/or established for a period of at least five (5) years.
     2. Demonstrated experience servicing other state and local government clients and clients with union/labor workforce.
     3. Contractor must provide good recommendations from at least three (3) clients similar to the Township.
     4. The Township may conduct such investigations as it deems necessary to assist in the evaluation of any bid and to establish the financial capability of the Contractor and their proposed subcontractors. Prior to award of a contract, the Township reserves the right to request financial information from the Contractor to assist in further review of that Contractor’s qualifications and capabilities and to verify whether the Contractor has adequate financial capacity to meet the requirements of the Invitation to Bid. Financial information provided shall be for the current and previous two (2) years, to include, but not be limited to a financial statement prepared by a Certified Public Accountant (i.e., balance sheet and income and cash flow statements) or a Supplier Qualifier Report prepared by Dun & Bradstreet. 
     5. Firm/Contractor must be able to provide evidence of its ability and legal authorization to conduct business in the jurisdiction in which the project is located.
     6. Have the ability to obtain and match current and ongoing insurance requirements.
     7. Be free from legal and regulatory matters which might prevent the Contractor from fulfilling the obligations of the Agreement.
     8. Exhibit financial stability and company viability sufficient to fulfill the obligations of the Agreement.
     9. Have no conflicts of interest in doing business with the Township.
     10. Willingness to comply with all applicable laws and Township Ordinances while performing duties to the Township in connection with this IFB

   

• IFB Timeline —

  Bid Posted:	March 24, 2026
  Pre-Bid Meeting (Non-Mandatory):	April 2, 2026, 2:00pm Glenside Hall 185 S. Keswick Avenue, Glenside, PA 19038
  Question Submission Deadline:	April 7, 2026, 4:30pm
  Bid Due Date:	April 10, 2026, 10:00am

Submission Requirements

• Bid Proposal Form (required) —

   

  Please download the below documents, complete, and upload Bid Proposal Form and any supporting documents.

   

• Bid Bond (required) —

   

  Each bid shall be accompanied by bid security in an amount not less than ten percent (10%) of the total bid price. Bid security shall be provided in the form of a certified check or bank draft payable to the order of Cheltenham Township, negotiable U.S. Government Bonds (at par value), or a Bid Bond executed by the bidder and a surety authorized to do business in the Commonwealth of Pennsylvania.

   

  Bid security shall be uploaded with the bid submission through the electronic bidding portal. A Bid Bond form is provided in the bid documents for bidder convenience and may be used, or bidders may submit an equivalent form acceptable to the Township.

   

  Failure to submit the required bid security in the proper form and amount may result in rejection of the bid as non-responsive.

• Consent of Surety (required) —

   

  Please download the below documents, complete, and upload.

   

• Bidder's Acknowledgement Form (required) —

   

  Please download the below documents, complete, and upload.

   

• Site Visit (required) —

   

  By checking the box below and submitting this bid, I confirm that the bidder/contractor visited the site of the work and acquainted themselves with conditions affecting the work.

   

• Non-Collusion Affidavit (required) —

   

  Please download the below documents, complete, and upload.

   

• Public Works Employment Verification Form (required) —

   

  Please download the below documents, complete, and upload.

   

• Worker Protection and Investment Certification Form (required) —

   

  Please download the below documents, complete, and upload.

   

• Statement of Bidder's Qualifications (required) —

   

  Please download the below documents, complete, and upload.

   

• Will you be using Subcontractors? (required)
• Subcontractor List (required) —

   

  Please download the below documents, complete, and upload.  

   

  Subcontractors may be used to perform portions of the work on this project. If a bidder intends to use subcontractors, then the bidder must submit, with its Bid, the names of the subcontractors and the portions of the work the subcontractors will perform. A bidder’s failure to provide this information with the Bid may cause the Township to consider the bid non-responsive and reject the bid. The substitution of one subcontractor for another may be made only at the discretion of the Township and with prior written approval of the Township.

   

• Business Privilege License (required) —

   

  Please download the below documents, complete, and upload either a completed Business Privilege License Application or proof of a valid Business Privilege License with Cheltenham Township. 

   

  The successful contractor and any subcontractors are responsible for submitting this document to the Tax Office and receive a License Number prior to issuance of a Notice to Proceed. The contractor will be responsible for any and all license fees and taxes resulting from work completed in the Township. 

   

• Suspension or Debarment Certificate (required) —

   

  Please download the below documents, complete, and upload.  

   

• Stockholder List Certification (required) —

   

  Please download the below documents, complete, and upload.  

   

• Insurance (required) —

   

  Upload a sample certificate of insurance in accordance with the minimum coverages outlined in the Contract Provisions.

   

• Non-Discrimination/Sexual Harassment Clause, Contractor Integrity Provisions, and Contractor Responsibility/Certification Provisions —

   

  Please download the documents below for your review.

   

• Non Discrimination/Sexual Harassment, Contractor Integrity/Responsibility Provisions (required) —

   

  I have read the following documents in this IFB: Non-Discrimination/Sexual Harassment Clause, Contractor Integrity Provisions, and Contractor Responsibility/Certification Provisions and certify that I and the company I represent agree to abide by the tenets of each of these documents if awarded a contract with Cheltenham Township.

   

• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of myself or the company I represent and bind it to a contract. (required) —

   

  By checking the box below and submitting this Bid, I acknowledge that I have inspected the specifications and having full knowledge of the conditions under which the work described herein must be performed, agree that I or my company are capable and willing to perform the required work in accordance with all instructions, terms, conditions, and specifications set forth, in accordance with the schedule outlined in the IFB Project Timeline and dollar amount specified in this bid response. I certify that the costs/prices contained in this Bid have been carefully checked and submitted as correct and final. All unit prices include cost of delivery. 

   

• Will you be using an Electronic Pricing Table or require a Pricing Proposal Upload? (required)
• Did you check that the most current Prevailing Wage Rates Determination or Davis-Bacon Rates are in the bid package? (required) —

  For public works contracts exceeding $25,000, prevailing minimum wages are determined by the Department of Labor of Industry by filling out a Prevailing Wage Rates Determination Request. For any project using federal funds need to use Davis-Bacon Rates.

• Will you be having a Pre-Bid Meeting? (required)
• Will your meeting be Mandatory or Non-Mandatory? (required)

Questions & Answers