Roofing Repair Services

The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Roofing Repair Services. Bids are due not later than 10:00 am on Thursday, August 13, 2026.

Background

Project Details

• Reference ID: RFB-11EAL-224
• Department: Purchasing Division
• Department Head: David Condon (Administrator)

Important Dates

• Questions Due: 2026-08-04T16:00:00.000Z

Evaluation Criteria

• General Description for Outright Purchase —
  1. Vendors are invited to bid unit prices on the outright purchase for Roofing Repair Services to be furnished and delivered to city-wide agencies and departments in Marion County, IN.  Other departments and agencies of the City may also utilize this contract.
  2. A Pre-bid Conference will be held on NO VALUE at NO VALUE Eastern Time at NO VALUE. Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission. It is highly recommended that vendors attend this conference. 
  3. NOTE:  Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy. Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date. Vendors must acknowledge addenda with their bid.  Failure to acknowledge the addenda may cause a bid to be determined as non- responsive for review purposes.
• Scope of Services —

  Please note all requests in section R. Additional Bid Submittal Information Requirements that are required with your bid submission.

   

  A. Contractor Qualifications

   

  2. 2. 1. Contractor shall be reputable and well established, having two (2) or more years in the roofing business.  Contractor shall be a viable business registered and in good standing with the Indiana Secretary of State’s Office (http://www.state.in.us/sos/) and shall have no outstanding fines and penalties regarding OSHA (Nationally) or IOSHA (Indiana) that are not currently contested.  Contractor shall have practices commensurate with the recommended guidelines for roofing installation issued by The National Roofing Contractors Association (NRCA), The Metal Construction Association (MCA), and various major / nationally known roofing material manufacturers.

   

  3. 1. 2. In order to provide an efficient response to operations, Contractor shall have sufficient facilities, manpower and materials available for roofing repair or replacement covering the Scope of Services (including potential volume) described herein for facilities located within Marion County, IN.

   

  4. 2. 3. Contractor shall be a licensed, bonded, and an insured Roofing Contractor. Contractor shall obtain all necessary permits when required by federal, state, or municipal laws to cover the scope of services to be performed by the Contractor.  (The City shall not be responsible for the costs of any of the above documents.)  Sole proprietors that are DBAs or sole proprietors that do not list their last name in their business name are required to register with the Recorder’s Office of the county in which Contractor’s business originates. New contractors may be required to attend a new contractor orientation hosted by the City of Indianapolis Business and Neighborhood Services sixty (60) days after Contractor’s license is initially issued.  For further information, go to the following City of Indianapolis Business and Neighborhood Services web site:

   

  https://www.indy.gov/activity/contractor-licenses

   

  B. Roofing Classifications

   

  6. 4. 1. In accordance with the National Roofing Contractors Association (NRCA) http://www.nrca.net, roofing services are generally divided into two (2) distinct classifications, Low-Slope Roofing and Steep-Slope Roofing.

   

  7. 1. 2. There are five (5) general classifications of low slope roof membranes or systems.  1) built-up roof (BUR) membranes, 2) Metal panel roof systems for low-slope applications, 3) Polymer-modified bitumen sheet membranes, 4) Single-ply membranes [Thermoplastic membranes (e.g., PVC, TPO) and Thermoset membranes (e.g., EPDM)]  and 5) Spray Polyurethane foam-based (SPF) roof systems.

   

  8. 2. 3. Most low-slope roof membranes have four (4) principal components.  1) Weatherproofing layer or layers — the weatherproofing component is the most important element because it keeps water from entering a roof assembly. 2) Reinforcement — reinforcement adds strength, puncture resistance and dimensional stability to a membrane. 3) Surfacing — surfacing is the component that protects the weatherproofing and reinforcement from sunlight and weather. Some surfaces provide other benefits such as increased fire resistance, improved traffic and hail resistance, and increased solar reflectivity. 4) Insulation - insulating underneath the roofing membrane prevents heat from escaping and water from entering.  Polyisocyanurate (Polyiso) insulation panels should be used as an underlayment.

   

  9. 3. 4. There are six (6) generic classifications of steep-slope roof coverings.  1) Asphalt Shingles, 2) Clay tile and concrete tile, 3) Metal roof systems for steep-slope applications, 4) Slate, 5) Wood shakes and wood shingles and 6) Synthetic.

   

  10. 4. 5. Steep-slope roof systems typically are composed of individual pieces or components installed in shingle fashion.  Steep-slope roof assemblies typically consist of three (3) primary parts.
            1) Roof deck — a roof deck is the structural substrate and usually is a wood-based material such as plywood or oriented strand board (OSB). 
            2) Underlayment — underlayment is a temporary protection until a roof covering is installed providing a secondary weatherproofing barrier.  Sometimes underlayment is referred to as "felt" or "paper." 
            3) Roof covering — the roof covering is the external water-shedding material.

   

  11. 5. 6. Each type of roofing requires special skills for installation and the City may require one type or another dependent upon the roof surface to be repaired or replaced.  It is understood by the City that all materials and methods used by the Contractor shall be in compliance with all applicable sections of the current assembly, material or environmental standards adopted by the following organizations:  National Roofing Contractors Association (NRCA), American Standards for Testing and Materials (ASTM), American National Standards Institute (ANSI), National Fire Protection Association (NFPA), Federal Construction Guide Specifications (FCGS), American Society of Heating, Refrigerating and Air Conditioning Engineers (ASHRAE), International Standards Organization (ISO) and Underwriters Laboratories (UL).

   

  C. Types of Roof Systems

   

  13. 7. 1. Contractor’s duties may include, but shall not be limited to, repairs, replacement, assembly and disassembly, maintenance and/or service to: Glazed Spanish Tile, Coal Tar - Built-up, Manville Asphalt - Build-up, Fiberglass Shingles, Corrugated Metal Panels, Goodyear Versigard EPDM (ethylene propylene diene monomer rubber), Trocal Membrane, Ballasted and Mechanically Fastened, Carlisle Membrane, Ballasted, Firestone Rubbergard Membrane, Ballasted and Mechanically Fastened, U.S.lntec Brai APP and Brai/Flex Membranes, And Other Types of Roof Systems.

   

  14. 1. 2. Contractor shall hold any factory certifications pertaining to the installation or replacement of these roofs.  These certifications may include, but are not limited to, manufacturers such as: Johns Manville, Firestone, Goodyear, Carlisle, Garland, GAF, Tremco and Soprema. 

   

  15. 2. 3. Contractor should make a reasonable effort to offer the latest in technologies regarding “green” (environmentally friendly) materials to any job wherever possible.  Contractor shall also suggest alternatives to provide energy savings and elimination of bio-hazards  when applicable. (Such alternatives should not reflect significant increases in cost or sacrifices in the quality of installation or the materials.)  The City shall maintain sole responsibility for making the decision to use such materials or processes.

   

  D. Required Work

   

  17. 4. 1. For roofing, work may range from small repairs or patchwork to replacement of entire roofs. For guttering and downspouts, work may range from repair / replacement of an individual guttering and downspout section to replacement of all guttering and downspout sections.  At final inspection of all work, verify that all drains, scuppers, and similar items are functioning properly. Ensure that roof drains have adequate strainers.

   

  18. 1. 2. Check and re-secure loose metal coping caps.  Replace any metal wall cap copings when a membrane roof is replaced.  Repair flashings, copings, and other roof-related sheet metal and trim elements.  Reseal joints, replace loose or missing fasteners, and replace components where required to leave in a watertight condition.

   

  19. 2. 3. Contractor shall supply all parts and labor necessary for repair / replacement and general maintenance activities to complete any work order issued under this Agreement.

   

  20. 3. 4. Contractor shall remove all trash, debris, or surplus materials related to the work from City property prior to completion and properly dispose of the same.  (The City will not be responsible for providing for trash or material disposal unless specifically identified herein.)  The Contractor shall otherwise return City property to a state equal to or better than that found at the commencement of the work.

   

  21. 4. 5. The Contractor may assume the use of the City’s basic utilities for the project, including standard electrical outlets, water outlets and drains; to the extent such utilities are available and suitable for the intended use.  (The Contractor should not assume that any special or unusual utilities are available from the facility.)

   

  22. 5. 6. The Contractor shall maintain any current manufacturer installation certifications.  If the Contractor, in the course of the performance of replacement or repair under this agreement, encounters a job requiring manufacturer certification that is not currently held by the Contractor, the Contractor must notify the City during the quote process.  The City reserves the right to quote or bid any replacement or repairs if the Contractor cannot, under this agreement, initiate proper installation or repairs within manufacturer certified standards.   Any emergency or High Priority work commencement shall be at the sole discretion of the City.

   

  E. Scheduling

   

  24. 7. 1. Contractor shall have a twenty-four (24) hour phone or pager service capable of supporting responses to Emergency calls within two (2) hours of notification, High Priority calls within twenty-four (24) hours of notification and Non-Emergency calls (or Scheduled Work) within forty-eight (48) hours of notification.

   

  25. 1. 2. Emergency work shall be defined as work that the Contractor will start within two (2) hours of notice from the City.  A written quote must then be prepared and submitted to the City within three (3) calendar days of work completion.  Once the work has started, Contractor shall commit to a continuing around the clock work schedule until the project is completed inclusive of weekends and official City holidays.  A verbal agreement between an “authorized City manager” and Contractor shall define Emergency work.

   

  26. 2. 3. High Priority work shall be defined as work that the Contractor will start within twenty-four (24) hours of notice from the City.  A written quote must then be prepared and submitted to the City within three (3) calendar days of work completion.  Once the work has started, Contractor shall commit to a continuing schedule of at least forty-hours per week (if necessary) plus overtime, without any holidays or Sundays, until the project is completed.  A verbal agreement between an “authorized City manager” and Contractor shall define High Priority work.

   

  27. 3. 4. Non-Emergency/Scheduled work shall be defined as work determined in advance by the City, with a written quote prepared in advance and agreed to by the Contractor and the City.  Unless a longer timeframe is agreed to by both parties, the Contractor shall begin work within forty-eight (48) hours after the City has agreed to the quote, and shall commit to a normal forty-hour per week work schedule (if necessary) until the work is completed.  No overtime, holiday or weekend work will be allowed unless approved in advance by the City.

   

  28. 4. 5. Time extensions on a job may be granted by the City based upon inclement weather, acts of God, or other events beyond the control of the Contractor.  Such extensions must be in writing and agreed to by both parties.

   

  F. Staffing

   

  30. 6. 1. Contractor shall include a suitable back-up provision for vacations, illnesses, or other situations that arise infrequently, but prevent the Contractor from responding directly to a notification.  Contractor shall be ultimately responsible for ensuring that City’s needs are met at all times.

   

  31. 1. 2. Contractor shall have the capability to perform all enumerated services in-house, or by the use of fully qualified subcontractors.  (Please include a list of subcontractors on the Subcontractor Form.) in section 22.18, Additional Bid Submittal Information Requirements.

   

  32. 2. 3. Contractor shall ensure that staffing levels, labor types and hours worked are reasonable and necessary for any given project.

   

  G. Rates

   

  34. 4. 1. All labor rates stated in bid shall include the following:

   

  1. Hourly Labor Rate(s)
  2. Consumable Items
  3. Overhead, Supervision, and Profits
  4. Common Hand and Power Tools (generally associated with the trade)
  5. Shrinkage Losses
  6. Mileage and Transportation Costs (unless approved by the City prior to work being performed)

   

  35. 1. 2. The company hourly rate(s) as provided by the Contractor shall apply to all work done under the Agreement by the Contractor. The City will pay the Contractor only for those hours actually worked. 

   

   

   

  H. Estimates / Purchase Orders

   

  37. 3. 1. Prior to work being performed, Contractor shall submit a Written Quote (or Estimate) to the City for each job on a time and materials basis, with a not to exceed dollar cost.  The Quote shall include an itemized listing of all labor hours and materials required to complete the specific project.  The cost of any specialized equipment rental shall also be provided for approval by the applicable department / agency. This Quote is for the City’s budgetary purposes only.  After project completion, the City will pay only for those hours actually worked and/or materials actually required. (For “Emergency” and “High Priority” work the written quote must be completed within a three-day period of the completion of the work order.)

   

  38. 1. 2. City will order the services under this Contract by purchase order or other legitimate method as determined by the department/agency.  The order will detail a specific number of hours at the specific dollar amount per hour, and a specific dollar amount for any parts and materials required to complete the work.

   

  I. Invoices / Time Sheets

   

  40. 3. 1. Contractor shall submit time sheets for each project detailing hours worked, original rental sheets of approved equipment rentals, material invoices, and material delivery sheets, to the City representative for review and approval.  Invoices shall show a Nomenclature of the part, Manufacturer, Manufacturers part number and Manufacture’s list price then extended with contractors bid discount.  (Please note that for accounting purposes, all invoices for payment must be sufficiently itemized in terms of individual parts, materials, equipment rental and labor.  “Lump Sum” type invoices are not acceptable.)

   

  41. 1. 2. City will pay the Contractor for only 3 types of charges:

   

  1. Hourly Labor Rates
  2. Parts & Materials
  3. Approved Equipment Rental

   

  42. 2. 3. It is hereby understood by both parties that time is of the essence in this agreement. Failure of the Contractor to perform Roofing, Guttering and Downspout Repair / Replacement as herein provided will result in liquidated damages to the City. It is hereby agreed that City will be damaged in the sum of two hundred ($200.00) liquidated damages per day for each day Contractor is unable, or refuses, to provide the services in the amount and manner herein provided.  Contractor agrees to pay City said damages or, in the alternative, City may withhold monies otherwise due the Contractor. It is expressly understood by the parties hereto that these damages relate to the time of performance and do not limit the City’s other remedies under this agreement, or as provided by applicable law.

   

  43. 3. 4. Upon the submittal of approved claims, City shall compensate the Contractor for all legitimate charges, including labor rates in an amount not to exceed the per unit prices as shown on the “Pricing Form.”

   

  44. 4. 5. The total amount paid to Contractor for work performed on any one project under this agreement may be limited to a quoted total price of up to one hundred forty-nine thousand, nine hundred and ninety nine dollars ($149,999.00)  Any project with a total estimated cost that exceeds $149,999.00 will be bid separately in order to comply with Purchasing Division rules and policies.

   

  45. 5. 6. No minimum or maximum number of service / repair calls to be purchased under this agreement is stated or implied herein.  There is no guaranteed minimum dollar value for this contract, and all service / repair calls will be done on an “as needed” basis.

   

  46. 6. 7. The bid prices stated shall remain in effect for the entire term of this agreement, subject to any adjustments allowed by the Escalator Clause.

   

  J. Accounting Records

   

  48. 8. 1. Contractor shall maintain proper accounting records for the scope of all services under this agreement and provide an accounting for all charges and expenditure as may be necessary for audit purposes.  All such records shall be subject to inspection and examination by City representatives during normal business hours. 

   

  K. Warranty / Guarantees

   

  50. 2. 1. Contractor shall warranty / guarantee replacement projects and repairs for a minimum period of one (1) year from the date of installation or completion.  Contractor shall provide the City with documentation for any manufacturer warranty periods longer than one (1) year, and shall properly inspect and install the components in a manner that does not void any manufacturer’s warranty.  Failure of any portion of the repairs or parts within one (1) year due to improper workmanship, materials of construction, or design may result in a refund to the City of the purchase price of that portion which failed; or, may result in the forfeiture of the Contractor’s Performance Bond, in addition to all other remedies provided by law. (Warranty statements, including those of major roofing manufacturers involved in an installation, shall be provided to the department or agency contact at the time of project completion.)

   

  51. 1. 2. If a manufacturer’s warranty extends beyond the one (1) year period mentioned herein, the City shall take full advantage.

   

  52. 2. 3. City shall be the sole judge of sufficiency of workmanship and quality of materials. Disputes shall be resolved by the Department Director or Agency Head of the affected department and are not subject to arbitration.

   

  L. Safety

   

  54. 4. 1. Contractor shall be solely responsible for initiating, supervising and maintaining all needed safety precautions in connection with the work.  Contractor shall take all necessary precautions for the safety of, and provide for the necessary protection to prevent damage, injury or loss to, employees, bystanders, materials, equipment and property.  In so doing, Contractor shall comply with the applicable rules and regulations of any regulatory body (e.g. OSHA, IOSHA,) having jurisdiction over the safety of persons or property. Contractor shall be liable for any resulting damage arising from its operations. Hard hats and fall protection shall be worn and functional as required by OSHA, IOSHA, and local building ordinances when employees are working on City property.

   

  55. 1. 2. Likewise, the Contractor shall abide by all federal, state and local laws, rules and regulations as relates to the handling, storage, transportation and disposal of hazardous waste on all projects, and shall in no instance improperly store or dispose of a hazardous waste on City property.  Contractor shall comply with all other environmental laws or regulations in effect.

   

  M. New and Replacement Parts

   

  57. 3. 1. The installation of BRAND NEW systems or units, or the performance of modifications that change the “fit, form or function” of existing systems or units is not implied or approved under the terms of this agreement.  Any such work will be subject to Public Works Construction Laws, and bid separately.  Any and all replacements under this agreement will be “like for like” replacements.

   

  58. 1. 2. All replacement parts shall be of the same manufacturer make and model if possible, or shall otherwise be industry standard parts equal in design and quality to those of the original manufacturer.  All parts that have been replaced shall be made available for inspection by the City if required.

   

  59. 2. 3. The City reserves the right to furnish any parts and materials required to complete repairs.

   

  60. 3. 4. The City reserves the right to shop for better pricing on any specialized rental equipment.

   

  N. Quality Assurance and Control of Installation

   

  62. 5. 1. Contractor shall monitor Quality Control over suppliers, manufacturers, products, services, site conditions, and workmanship, to furnish quality work as specified.

   

  63. 1. 2. Contractor shall comply with the manufacturer’s instructions, including each sequential step in installing or applying product.

   

  64. 2. 3. Contractor shall ask for clarification in the event of conflict between manufacturer's instructions and contract documents.

   

  65. 3. 4. Contractor shall comply with specified standards as minimum quality levels except where more stringent parameters on any phase would demand higher levels of quality.

   

  66. 4. 5. All work will be done to the highest level of quality and workmanship per industry standards.  Contractor shall assure that all work is performed only by persons trained and capable of producing the required level of quality.

   

  67. 5. 6. Contractor shall assure that all products being secured are secured positively by devices that withstand stress, vibration, distortion or disfigurement.

   

  O. Tolerances

   

  69. 7. 1. Contractor shall monitor all tolerances of installed equipment / materials and assure that tolerances do not “accumulate” in a detrimental manner.

   

  70. 1. 2. Contractor shall comply with manufacturer tolerances.  In the event of a conflict between the Contract Documents and the manufacturer's tolerances, the Contractor shall request clarification from the Agency/Department before proceeding.

   

  71. 2. 3. Contractor shall establish dimensions within tolerances before securing products permanently. 

   

  P. References

   

  73. 4. 1. Contractor shall use as a reference for workmanship standards; code, association, trade or accepted practices (in that order).

   

  74. 1. 2. Conformance to referenced standards shall be to that standard in effect at the time of the completion of the work.

   

  75. 2. 3. The contractual relationship, duties, and responsibilities of parties under this Contract shall not be changed by any reference Document by mention or inference.

   

  Q. Manufacturer's Field Service and Reports

   

  77. 4. 1. If required, Contractor shall secure the field service or data collection and distribution services of any manufacturer to support quality level of any project under the terms of this Agreement.

   

  78. 1. 2. Contractor shall report to the City Agency or Department, before implementation, of any specific changes originating from such field service visits.

   

  R. Additional Bid Submittal Information Requirements

   

  80. 3. 1. Contractor shall furnish: A copy of the Secretary of State Web Site regarding Contractor proof of registration; OSHA and IOSHA compliance records for the last five (5) years or a signed letter stating that there have been no applicable actions in this area; Membership in any associations and Certifications from allied manufacturers.  Contractor(s) bidding on this agreement shall submit proof of compliance in these areas with the bid response or within three (3) business days of bid opening.  Contractor shall satisfy all requirements of the Request for Bid. Failure to do so may render the bid “non-responsive” and therefore invalid.

   

  81. 1. 2. Contractor shall submit with the bid, or within three (3) business days of bid opening, the name, address, phone number and key contact individual of references for any like service agreements (preferably of similar size / scope) that the company has had in the last three (3) years.  The City may use such references to judge a bidder’s responsibility and ability to complete the work.  The same information should be submitted for known subcontractors so named.

   

  82. 2. 3. Contractor shall also submit a brief statement describing their current customer base, equipment, and staffing resources for completing the types of work described herein. This would include any subcontractor resources to be made available on the Subcontractor Form in the attachments.

   

  83. 3. 4. Contractors shall submit to the City their currently held factory certifications with the bid or within three (3) business days of bid opening.  (Contractors shall have certifications for major, nationally known and reputable roofing manufacturers.)
• Immediate Cause for Rejection of Bids —
  1. Failure to comply with all instructions or to sign all necessary forms listed in the bid submissions.
  2. Failure to submit a bid surety completely and correctly executed at the time of bid submission in the correct amount (if required).
  3. Failure to correctly and completely execute the non-collusion affidavit.
  4. Failure to comply with any other mandatory bid requirements.
• Timeline —

  Release Project Date:	July 24, 2026
  Question Submission Deadline:	August 4, 2026, 12:00pm
  Response Submission Deadline:	August 13, 2026, 10:00am

   

• Bonding Requirements —
  1. Bidders may be required to provide with a bid, at time of submission, a bid surety in either a flat dollar amount or percentage of bid, as specified. Acceptable forms of bid surety are as follows:
     1. Bid Bond secured from a bona fide bid surety firm.
     2. A Certified Check (or equivalent) if issued by a financial institution insured by an agency of the United States.
     3. Other Forms of Bid Surety as specified in a particular bid.
        1. All forms of Bid Surety should be made payable to the City of Indianapolis/Marion County. No cash or personal checks accepted. All bid surety will be held until formal award is made by the appropriate governing body and until awarded contractor complies with all terms of the award.
  2. Awarded bidder may be requested to provide a Performance Bond/Payment Bond in either a flat dollar amount or a percentage of the bid as specified, made payable to the City of Indianapolis/Marion County, within ten days after receipt of award letter. Other forms of performance guarantee may be acceptable as specified in a particular bid.
• General Description for Term Agreement —
  1. Vendors are invited to bid unit prices on a term agreement for Roofing Repair Services to be furnished and delivered to city-wide agencies and departments in Marion County, IN. Other departments and agencies of the City may also utilize this contract.
  2. A Pre-bid Conference will be held on NO VALUE at NO VALUE Eastern Time at NO VALUE. Vendors will be given the opportunity to ask questions, receive clarification, or simply obtain a greater understanding of the bid prior to submission. 
  3. NOTE:  Any related addenda to this bid, including written answers to questions, will be posted on the Procurement Portal at https://procurement.opengov.com/portal/indy. Vendors will be responsible for periodically checking the Procurement Portal for any related addenda up to and including the due date.  Vendors must acknowledge addenda with their bid. Failure to acknowledge the addenda may cause a bid to be determined as non- responsive for review purposes.
• Summary —

  Buyer	Jeff Eichelberger
  Buyer Phone	(317) 327-4976

   

  The City of Indianapolis and Marion County by and through the Purchasing Division Department is seeking Bids for Roofing Repair Services. Bids are due not later than 10:00 am on Thursday, August 13, 2026.

• Term Contract for Supplies —
  1. This request is to establish one or more term contracts. No guaranteed minimum or maximum purchase quantities are either stated or implied.  The quantities listed are estimates only and are based on history or department survey.  The City may purchase more or less than the amounts shown.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.
  2. The term of the initial contract shall be two (2) years , effective from the date of the execution of this Agreement.
• General Conditions / Contractual Clauses —
  1. The City of Indianapolis and Marion County are exempt from Local, State and Federal Taxes and will not be responsible for any taxes levied on contractor as a result of a bid award.
  2. All terms contained in this document will become part of the contract between awarded bidder and the City of Indianapolis/Marion County.
  3. This contract may be renewed under the same terms and conditions subject to the approval in compliance with IC 5-22-17-4. The term of the renewed contract may not be longer than the term of the original contract. Any provision for automatic renewal is void.
  4. The City of Indianapolis/Marion County reserve the right to reject any and all bids and to waive any of the terms and conditions and provisions contained in the Request for Bid (RFB) or other documents, or any informality, irregularity, or omission in any bid, and to award to one or more bidders.
  5. Manufacturer and/or model number of equipment being bid must be stated. It is the contractor’s responsibility to show proof that goods being offered are of equal quality to those that were specified. Any exceptions to the specifications must be clearly set forth in the contractor’s bid.
  6. If not bidding a delivered price to point of destination, shipping price must be listed as a separate price on the RFB form.
  7. Upon delivery and/or inspection of ordered goods or upon performance of services, should the ordering agency determine that goods/services do not meet specifications; same will not be accepted and will be returned at the contractor’s expense.
  8. Formal contracts and/or proof of insurability may be required on applicable bids.
  9. The City of Indianapolis /Marion County reserves the right to deny payment to contractors ordering or delivering goods/services without benefit of a verbal or written purchase order number.
  10. The apparent low bidder must submit or have on file form CC-09 which may be obtained from the Office of Minority and Women Business Development (OMWBD). Failure to do so may cause your bid to be rejected. Information pertaining to the OMWBD Program and/or questions should be directed to the OMWBD located in Suite 1260 of the City-County Building, 200 East Washington Street Indianapolis, IN 46204, Telephone (317) 327-5262.
  11. The Contractor agrees to indemnify and hold harmless Marion County Indiana, City of Indianapolis, its officials, agents, officers, and employees for any and all claims, actions, causes of action, judgments, and liens arising out of any negligent act of omission by the Contractor or any of its officers, agents, employees, or subcontractors or any defect in materials or workmanship or any supply, material or mechanism or other product which it or any of its officers, agents, employees, or subcontractors has supplied to the City/County or has used in connection with this agreement. Such indemnity shall include attorney’s fees, costs and other expenses arising therefrom or incurred in connection therewith and shall not be limited by reason of the enumeration of any insurance coverage required herein.
  12. Notwithstanding any other provision of this Agreement, if funds for the continued fulfillment of this Agreement by the City/County are at any time not forthcoming or are insufficient, through failure of any entity to appropriate funds or otherwise, then the City/County shall have the right to terminate this agreement without penalty by giving prior written notice documenting the lack of funds, in which instance, unless otherwise agreed to by the parties, this Agreement shall terminate and become null and void on the last day of the fiscal period for which appropriations were received. The City/County agrees that it will make its best effort to obtain sufficient funds, including but not limited to including in its budget for each fiscal period during the term hereof a request for sufficient funds to meet its obligations hereunder in full. This contract may be terminated by either party at the City’s option, upon 10 days written notice, unless otherwise specified.   
  13. No portion of this Agreement shall be sublet, assigned or otherwise disposed of by the Contractor except with the written consent of the City/County being first obtained. Consent to sublet, assign or otherwise disposed of any portion of this Agreement shall not be construed to relieve the Contractor of any responsibility for the fulfillment of the Agreement.
  14. Unless otherwise specified within the Agreement, this Agreement shall be governed by the laws of the State of Indiana, and by all Municipal Ordinances and codes of the Consolidated City of Indianapolis, as the same shall be in full force and effect upon the date of this Agreement is executed.
  15. Any goods and services provided under this Agreement shall meet or exceed all applicable Occupational Safety and Health Administration Standards.
  16. This Agreement represents the entire and integrated Agreement between the City/County and the Contractor and supersedes all prior negotiations, representations, and/or contracts, either written or oral. This Agreement may be amended only by written instrument signed by both City/County and Contractor and attached hereto as an addendum.
• Background —
  1. General Description
     1. Contractors are invited to bid unit prices on a term agreement for Roofing Repair Services for city-wide agencies and departments.  This may involve repair or replacement of roofing, guttering and downspouts.  The resulting contract will primarily be used by the Indianapolis Fire Department (IFD), the Indianapolis Department of Parks and Recreation (DPR) and the Department of Public Works (DPW).  However, other departments and agencies of the City of Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions.  Unless otherwise agreed to, all ordering locations will be within Marion County, IN.

   

  2. 2. The City realizes that one Contractor may be unable to fulfill all the qualifications for various types of roofing stated herein.  Therefore, Contractor may choose to have subcontractors willing to partner with the lead Contractor and the City in fulfilling the terms.  Such subcontractors should be listed on the Subcontractor Form found herein.  The awarded Contractor shall be responsible for meeting all terms and conditions of the bid, regardless of the use of subcontractors.
        
        
     3. As the result of a departmental survey of IFD, DPR and DPW, the City is believed to own approximately fifty-four (54) flat roof structures, eighty-two (82) sloped roof structures (shingled), and twenty-six (26) metal type roof structures.  This survey did not take into account the size of these structures or the need for a roof.  These quantities are provided only for assistance in assessing the scope of the City’s potential needs.  
        
        
        

  If Vendor wishes to return a hard copy bid to Purchasing instead of using the new electronic process. Please do the following steps:

  Go to Downloads tab. Select the Project Documents and Attachments. Click Download Selected Items. A zip file containing the selected items will download to your computer.

   

  Delivery by U.S. Mail or In Person:

   

  City County Purchasing Division

  200 E. Washington Street

  Room 1522

  Indianapolis, IN 46204

   

  Hard copy Bids are opened:

  (August 13), 2026, 10:00 a.m. Eastern Time in City County Purchasing Division, Room 1560.

  Bids Only: Bids are to be delivered to room 1522 City/County Building prior to 9:30 a.m. Eastern Time on or before the above due date. However, from 9:31 until 10:00 a.m. Eastern Time, bids will be accepted in room 1560 of the City/County Building.

• Term Contract for Services —
  1. This request is to establish one or more term contracts for Roofing Repair Services.  The resulting contract will primarily be used by the Indianapolis Fire Department (IFD), the Indianapolis Department of Parks and Recreation (DPR) and the Department of Public Works (DPW). However, other departments and agencies of the City of Indianapolis and Marion County may also utilize the resulting contract under the same pricing, terms, and conditions.  Unless otherwise agreed to, all ordering locations will be within Marion County, IN. The City does not guarantee minimum or maximum amount of services to be purchased under this bid. The scope of services listed is estimated based on the City’s potential need or history and the desire for services. The City may purchase more or less services than the amounts indicated in the bid/quote.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.
  2. The term of the initial contract shall be two (2) years , effective from the date of the execution of this Agreement.
• Quantities —

  The quantities listed are estimates only and are based on history or department survey.  The City may purchase more or less than the amounts shown.  All orders shall be on an as needed basis, subject to the availability of funding and budgetary considerations.

• Split Awards —

  The City may award a contract to a vendor who submits the overall lowest, responsive, and responsible bid/quote; or it may split the award between two or more vendors, all to the advantage of the City.  For purposes of evaluation, a split between two or more vendors will not be considered to be to the advantage of the City if increased administrative costs offset any projected cost savings realized by splitting the award. 

• Renewal —

  The contract resulting from this bid/quote may be renewed beyond the expiration date by mutual agreement of the parties.  The term of the renewal may not be longer than the term of the original contract.  A renewal shall be by written notice by either party and written acceptance by the other.  All other terms and conditions of the contract shall remain the same as set forth in the resulting agreement.  Terms and conditions may be amended only by written instrument, signed by both the City, and awarded vendor, and attached to the resulting agreement as an amendment.

• Firm Bids —

  All bids received shall be considered valid for not less than ninety (90) days from the date of bid opening.  Pricing shall be firm for the length of the contract, including any renewals.

• Bonds —

  A performance bond in the amount of Twenty-Five Thousand Dollars ($25,000.00) will be required from the successful Contractor.  The performance bond shall be issued by a bona fide surety and made payable to the City of Indianapolis / Marion County.  Performance bonds shall be delivered to the Purchasing Division within ten (10) business days after receipt of award letter.   

• Specifications —
  1. The specifications are intended to provide a foundation for open competition for the supply of commodities or services to meet City needs.  Minor and immaterial technical deviations may, at the discretion of the City, be deemed in substantial compliance with the specifications.  However, material variances may render the vendor non-responsive and ineligible for award.
  2. The use of brand names, models, etc. serves to establish the design, performance and level of quality needed and not to restrict competition. (Items that are equal in design, performance and quality will be considered.)  The right to evaluate specification compliance and equality is reserved to the City, and the vendor shall have the burden of proof to demonstrate that any proposed substitutes are equal.  Vendor shall note the manufacturer/model # of any substitutes, or the reference brand(s) will be assumed.
  3. Items that are equal in design, performance and quality will be considered unless the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" is indicated. When the description includes the wording "No Substitute"/ "Brand Name Only"/ "No Approved Equals" in addition to the trade name, quotations of price will be accepted only on the trade- named product indicated. All disputes concerning grades and quality of merchandise or work shall be determined by the City.
  4. All exceptions to the specifications and terms shall be noted in detail on the attached Exception Sheet.
• Delivery —

  Unless otherwise agreed to by the requesting location, delivery shall be within 10 calendar days after receipt of a valid order.  All deliveries shall be made Monday through Friday during normal business hours (official holidays excluded) unless other prior arrangements are made.  Vendor shall adhere to any other delivery policies (e.g., notification, etc.) as may be required by the department or agency.  Vendor may not be compensated or reimbursed for goods acquired or services provided prior to the issuance of a valid purchase order.

• Freight Terms —

  The City requests delivered pricing (FOB Destination, Freight Prepaid & Allowed) for this particular contract, and shipping charge should therefore be included in the vendor’s unit price.  Additional charges including, but not limited to, fuel, delivery, residential, Bunker Adjustment Factor (BAF) surcharges will not be allowed.  All items will be shipped and protected in transit per industry standards.

• No Handling Charges —

  If, for any reason, the City rejects items supplied by the vendor, the City shall not be responsible for any shipping and handling, restocking, or similar charges incurred by the vendor.

• Contract Termination —

  The City may terminate the resulting contract for cause or convenience at any time during the term of the contract, without penalty, upon ten (10) calendar day’s written notice to the vendor.  The City shall be the sole judge of the adequacy of the vendor’s performance pursuant to the resulting contract.

• Proof of Insurance —

  At the time of award, vendor may be required to provide proof of insurance showing existing coverage in accordance with the terms and amounts stated in the Sample Agreement, or the terms and amounts of insurance coverage vendor proposes to furnish in lieu of the amounts in the Sample Agreement.  The proof of insurance shall be issued by a financially responsible insurance company authorized to do business in Indiana.

• Debarment and Suspension —
  1. Vendors should be aware that by entering into an agreement with the City, neither they, nor their principals, should be presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from entering into this agreement by any federal agency or by any department, agency, or political subdivision of the State of Indiana.  The term principals, as used in this paragraph, means an officer, director, owner, partner, key employee, or other person with primary management or supervisory responsibilities, or a person who has critical influence on or substantive control over the operations of the vendor’s business.
  2. The awarded vendor shall not have their business name(s) or principal’s name(s) listed on the debarment web site at https://www.sam.gov/SAM/.  A check of this listing will be made by the City.  The City reserves the right to nullify the award of any bid, quote, or request for proposal based on this listing.  It is recommended that vendors check the website listing prior to submitting documents.
  3. Vendor should also be aware of the City’s Policy on Wage Theft and Payroll Fraud.  City will not enter into an agreement with a vendor who, as a result of this policy, has been debarred by the City of Indianapolis.  In addition, any subcontractor who has been listed on the City’s Debarred/Suspended Vendors list will not be allowed to participate in the resultant agreement.  It is the responsibility of each vendor to retain and properly monitor quality subcontractors on City agreements.  Vendor should make an effort to perform reviews of subcontractors through the federal SAM system and through the City’s Debarred/Suspended list.  Both the Wage Theft and Payroll Fraud policy and a list of Debarred/Suspended Vendors may be found at https://www.indy.gov/agency/office-of-finance-and-management-purchasing-division.
• Accessibility —

  Individuals with disabilities or needing special assistance during site visits, scheduled conferences, openings, or any other activities related to a bid, quote or request for proposal should contact the Purchasing Division at (317) 327- 4900 to make arrangements for such assistance.

• Successors and Assigns —

  Vendor binds itself and its partners, successors, executors, administrators and assigns to City and to the partners, successors, executors, administrators and assigns of City, in respect to all covenants of this agreement; except as otherwise provided herein, vendor shall not assign, sublet, or transfer its interest in this agreement without the written consent of City.

• Bid Expenses —

  By submitting a response to this bid/quote, each vendor agrees that all of its related expenses are its sole responsibility, and that the City will not be responsible for any costs whatsoever incurred by the vendor in connection with or resulting from the bid/quote process, including but not limited to costs for preparation/submission of the bid/quote, travel & per diem, attending interviews, providing presentations or product demonstrations.

• Intent to Purchase —

  Although this solicitation and resultant contract may state a specific model or version and an estimated number of items or units to be purchased, it is understood and agreed that the City may purchase additional products and/or services from the contractor including subsequent product releases or replacement products at the original submitted price; provided that these additional items do not materially differ from the original product and represent the same manufacturer and essential functionality.

• Sample Agreement —

  A Sample Agreement, which includes insurance requirements, is available for review at the end of this document. This sample agreement contains the City’s standard terms but may not contain language specific to this purchase.  Any proposed exceptions to this document should be included in detail on the Exception Sheet.

  Insurance Notice

  Please review the insurance requirements carefully. All insurance requirements listed and referenced in this request will be included in the final contract, this includes requirements listed in the sample agreement. A change can be requested during the bidding process, but once the bid is awarded no insurance waivers can be provided. Changes can be requested in the Exceptions Sheet and/or during the question-and-answer portion of the bidding process. A justification for requested changes should be provided, including references to the project scope of work. For construction projects, pleasure ensure you review the insurance requirements in the Article 5 of the City of Indianapolis Standard General Conditions for Construction Contracts.

• Monitoring —

  For management purposes, City agencies or departments may report contract problems to the Purchasing Division by using the City Intranet Contract Monitoring Report.  This program of quality control is to ensure that contractors successfully fulfill their contractual obligations with the City and maintain a positive contractor performance status.

  If requested by the City, a report shall be submitted on all goods and services provided or project milestones. (This may be a one-time, monthly, quarterly or annual report as requested.) The report shall include but not be limited to: The vendor’s name, address, contact information, contract number / description, date and location of services or project details, agency name, purchase order number(s), hours to complete projects and costs associated for services or milestone completed.  These reports should be submitted in a Microsoft Office Program format and mailed to the attention of the Contract Manager at 1522 City-County Building, 200 East Washington Street, Indianapolis, IN  46204.  Reports may also be submitted to the Contract Manager by email to Purchasing@indy.gov.

• E-Verify Program —

  Pursuant to IC 22-5-1.7, all public contracts for services entered into must contain E-Verify provisions.  Any Contractor entering into a service agreement with the City or County shall affirm under penalties of perjury that it is and will remain in compliance with that statute.  This affirmation is part of the digital contract signature process. Additional information can be viewed on the Purchasing Division web site at https://www.indy.gov/activity/find-bid-opportunities.

• Services or Goods Acquisition by the City —
  1. Pursuant to City/County ordinance, contracts not approved by the Office of Corporation Counsel and the City Controller are voidable.  Contractor shall not begin performing services, acquiring, or delivering goods, prior to receipt of a fully executed contract, including the Controller’s signature.
  2. Awarded vendor(s) must have a validly issued purchase order prior to beginning services, acquiring or delivering goods.  The vendor(s) will not be compensated for services rendered or goods secured prior to the issuance, by the Purchasing Division, of a valid purchase order. (Revised Code §141-102)
• Method of Payment —

  Vendor must be willing to accept invoice payments via City/County check, City/County Purchasing Card (Master Card) or Automated Clearing House (ACH) at the City’s sole option and discretion. The City will not be responsible for any card fees or other bank charges incurred by the vendor.

• Current Agreement —

  The City is presently contracted with the following Contractor(s) to provide this service/product.  A scan of the City's written agreement may be viewed online at https://www.indy.gov/activity/city-and-county-contracts and searching for the contract number(s).

  Contract Number	Contractor
  17763	Nu-Tech Roofing Contractors, LLC

• Point of Contact —

  The Contractor shall provide a point of contact assigned to oversee the resulting contract and to be able to keep the City informed of changes, progress, and to be able to answer any questions The Contractor shall provide name, phone number, email address and any other pertinent contact information for the point of contact.

Submission Requirements

• U.S. Manufactured Products Preference Certification (required) —

  Please download the following document, complete, and upload.  Failure to submit the following may render the submitted bid non-responsive.

• Bid Acknowledgement Form (required) —

  Please download the following document, complete, and upload.  Failure to submit the following will render the submitted bid non-responsive.

• Affidavit of Non-Collusion (required) —

  Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• MBE-WBE-VBE-DOBE (required) —

  Please download the following document, complete, and upload. Failure to submit the following will render the submitted bid non-responsive.

• Nepotism (required) —

  Please download the following document, complete, and upload.  Failure to submit the following may render the submitted bid non-responsive.

• Escalator Clause (required) —

  The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement.  Exceptions can be considered only when market conditions dictate a revised escalator for a particular product.  Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments.

  Please indicate if you have read this clause.

• Catalog Discounts (required) —

  Please submit your standard catalog/list pricing and indicate any percentage discounts off list price that will apply to the City.  This pricing may be utilized for any additional items that may be required during the contract.

  Current purchasing laws do not allow the City to enter into a “Cost Plus Percentage of Cost” type contract.  Therefore, the City requests that all parts and materials be provided either at a specified discount from the Manufacturer’s Printed Price List or at actual cost. Proper documentation will be required.

  Percentage Discount off MSRP (list price): _________________%

  Listed in (name of) Manufacturer Catalog: __________________

• Literature (required) —

  Please submit official manufacturer’s literature regarding all items offered with the bid. Failure to submit the following may render the submitted bid non-responsive.

• Warranty (required) —

  Unless otherwise indicated in the specifications, the minimum warranty required by the City for the entire unit is one (1) year from the date of acceptance.  (If the manufacturer offers a full or limited warranty that is in excess of one year, the City shall take full advantage.)  The minimum one-year warranty shall cover all parts and labor for defects in materials and workmanship.  Please attach warranty statement(s). Failure to submit the following may render the submitted bid non-responsive.

• Exception Sheet (required) —

  Please download the following document, complete, and upload. Failure to submit the following may render the submitted bid non-responsive.

• Extended Price Sheet
• If awarded an agreement as a result of the pricing proposed herein, will you extend this pricing to political subdivisions in Indiana (and notify Indianapolis Purchasing division upon initial extension to an additional subdivision)? (required) —

  Political subdivisions include cities, towns, school corporations, and county governments.  If you mark YES, you are agreeing that you are willing to extend your proposed pricing to any of these entities if they wish to purchase from any resulting Agreement.

• Will there be a freight differential required to extend pricing to political subdivisions outside Marion County? (required)
• Will you agree to provide upon request but not more than quarterly, a report to the City of Indianapolis that would include the names of; (required) —
  1. any participating political subdivisions and
  2. item descriptions and quantities purchased per subdivision?
• The City of Indianapolis DOES NOT accept responsibility for purchase orders issued by other political subdivisions. (required)
• Is this for an Outright Purchase or Term Contract? (required)
• Is this for an Outright Purchase without a contract? (required)
• Is this for goods or services? (required)
• Goods or Services to be furnished and delivered to _________. (required) —

  Example: Agency, Department, Location

• Will there be a pre-bid conference? (required)
• Will you be requesting Catalog Discounts? (required)
• The term of the initial contract shall be __________, effective from the date of the execution of this Agreement. (required) —

  Example: _____ (3) years

• The resulting contract will primarily be used by _______________________. (required) —

  Provide agency/department and location

• Unless otherwise agreed to by the requesting location, delivery shall be within ______ calendar days after receipt of a valid order. (required) —

  Example: 30

• Will you be needing the Escalator Clause? (required) —

  "The quoted price in a contract must be firm for the first year of an Agreement, after which an escalator clause can be invoked when market conditions dictate up to a maximum increase in the bid price of 5% over the term of the Agreement.  Exceptions can be considered only when market conditions dictate a revised escalator for a particular product.  Price increases will be adjusted only to the amount of a cost increase to the vendor and must be supported by written documentation indicating new higher cost adjustments have occurred. The City/County reserves the right to accept or reject all such price adjustments."