1. General:

The Town of Clifton Forge, Virginia (hereafter referred to as the TOWN) is seeking the services of a firm qualified to complete a roof replacement (hereafter referred to as the FIRM) lawfully engaged in the practice of these services in Virginia, for the following work: removal of existing roof, making necessary structural reinforcements, and installation of a new roofing system that meets local building codes. Scope is listed in Article 16. Interested firms should respond to this request on or before the date due for submission.

This project aims to address structural concerns related to the roof identified in the Structural Condition Survey Report, dated January 22, 2025, ensuring the building’s long-term stability and weather resistance. This report can be requested by emailing: msaxton@cliftonforgeva.gov. The existing roof has been found to exhibit significant issues, as outlined in the structural report, and requires replacement.

2.            Proposal Submission:

In order to be considered responsive, proposals must be submitted to Maria Saxton, Director of Planning & Community Development, Town of Clifton Forge, 547 Main Street, Clifton Forge, Virginia, 24422 or by email: msaxton@cliftonforgeva.gov.

Proposals must be received no later than 4pm on Monday, May 12th to be eligible for consideration by the Town. Each proposal shall be submitted in a sealed envelope, which is clearly marked “Roof Replacement of 608 Main Street”. Alternatively, proposals may be submitted by email with the subject “Roof Replacement of 608 Main Street”.

3.            Guidelines for Prospective FIRM:

It is the policy of the TOWN that contracts are awarded only to responsible FIRMS. In order to qualify as responsible, a prospective FIRM must meet the following standards as they relate to this request:

1. Have the adequate financial resources for performance or have the ability to obtain such resources as required during performance;
   1. Have the necessary experience, organization, technical and professional qualifications, skills and facilities;

• Be able to comply with the proposed or required time of completion or performance schedule;

• Have a satisfactory record of performance.

4.            Timetable:

Site visit to be conducted on Thursday, April 24^th at 10am. This site visit is mandatory. Please coordinate with Maria Saxton to schedule an alternative site visit if necessary.

Proposal: Due 4pm on Monday, May 12^th.

Construction Schedule: As agreed to during award discussions.

5.            Conditions of Request for Proposals:

This Request for Proposals does not commit the TOWN to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or supplies.

The TOWN reserves the right to accept or reject any or all proposals received as a result of this request, or to cancel in part or in its entirety this Request for Proposals, if in the best interest of the TOWN to do so.

Sections 6 through 16 are shown for the information of the FIRMS submitting proposals, and will be part of the terms and conditions governing the contract.

6.            Revisions to the Request for Proposals Prior to RFP Date:

Any questions or inquiries must be submitted in writing and must be received by the TOWN no later than seven (7) calendar days before the RFP date in order to be considered. Any changes to the RFP will be provided to all CONTRACTORS of record.

7.            Contract Award:

Any contract entered into by the TOWN shall be in response to the proposal and subsequent discussions. The award shall be based on adequate financial resources for performance, or ability to obtain such resources; possession of the necessary experience; organization, technical and professional qualifications; skills and facilities; ability to comply with proposed or required time of completion or performance; possession of a satisfactory record of performance and cost. The contract shall be a “not to exceed” price.

8.            Payment Schedule:

Invoices are due in duplicate and payable monthly by the third Friday of the following month. Invoices are to be for the actual dollar value of the services provided.

9.            Ownership of Reports:

All data, materials and documentation pursuant to this contract shall belong exclusively to the TOWN.

10.         Disagreements and Disputes:

All disagreements and disputes, if any, arising under the terms of the agreement, either at law, in equity, or by arbitrations, shall be resolved pursuant to the laws and procedures of the State of Virginia, in which State this agreement shall be deemed to have been executed. No action at law, in equity or by arbitration shall be commenced to resolve any disagreements or disputes under the terms of this agreement, in any jurisdiction whatsoever other than the State of Virginia.

11.         Termination of Contract for Cause:

If, through any cause, the FIRM shall fail to furnish in a timely and proper manner its obligation under this CONTRACT, or if the FIRM shall violate any of the covenants, agreements or stipulations of this CONTRACT, the TOWN shall thereupon have the right to terminate this CONTRACT by giving written notice to the FIRM of such termination and specifying the effective date thereof at least five (5) days before the effective date of such termination. In such event, all finished or unfinished work by the FIRM under this CONTRACT shall, at the option of the TOWN become its property and the FIRM shall be entitled to receive just and equitable compensation for any satisfactory work completed on such work.

12.         Termination for Convenience of the TOWN:

The TOWN may terminate the CONTRACT at any time by giving written notice to the FIRM of such termination and specifying the effective date thereof, at least fifteen

(15) days before the effective date of such termination. In that event, all finished or unfinished work and materials shall, at the option of the TOWN become its property. If the CONTRACT is terminated by the TOWN as provided herein, the FIRM will be paid an amount which bears the same ratio to the total compensation as the services covered by this CONTRACT, less payments of compensation previously made.

13.         Indemnification:

The FIRM agrees to protect, defend, indemnify and hold the Town of Clifton Forge harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character in connection with or arising directly or indirectly out of this agreement and/or the performance hereof. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, death, damage to property, defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or any actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in indemnity hereunder. The Contractor further agrees to investigate, handle, respond to, provide defense for and defend any such expenses related thereto, even if it (claims, etc.) is groundless, false or fraudulent. In any case, the foregoing provisions concerning indemnification shall not be construed to indemnify the Town for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the Town, or its employees.

1. CONTRACT:

The contract between the Town of Clifton Forge and the FIRM shall consist of (1) the request for proposal (RFP) and any amendments thereto, and (2) the FIRM’s proposal submitted in response to the RFP. In the event of a conflict in language between the two documents referenced above, the provisions and requirements set forth and referenced in the request for proposal shall govern. However, the Town of Clifton Forge reserves the right to clarify any contractual relationship in writing with the concurrence of the FIRM, and such written clarification shall govern in case of conflict with the applicable requirements stated in the RFP or the FIRM’S proposal. In all other matters not affected by the written clarification, if any, the request for proposal shall govern. The offerer is cautioned that his proposal shall be subject to acceptance without further clarification.

15.         FIRM’S Experience

The FIRM must submit a list of previous and current projects which are considered identical or similar to the scope discussed herein and shall include the following:

1. Contract duration, including dates.
2. Services performed and fees for services.
3. Name, address, and telephone number of client which may be contacted for verification of all data submitted.
4. Statement as to whether project was completed on time and within budget.

16.         Scope of Services:

The FIRM will provide the services needed for the following:

Complete a mandatory site visit to inspect and evaluate where work is to be accomplished.

Prepare a proposal for the replacement of the roof at 608 Main Street, Clifton Forge, VA, 24422 that includes the firm’s experience, a proposed cost and schedule.

The scope of work includes removing and properly disposing of the existing roofing materials, inspecting and repairing any damaged structural components, installing a new roof system that provides durability and weather protection, ensuring proper drainage and waterproofing, and complying with all local, state, and federal regulations. The contractor will be expected to coordinate with the Town of Clifton Forge throughout the project.

Town Hall of Clifton Forge, Va.
547 Main Street
Clifton Forge, Virginia 24422
Google Map Directions

Office Hours: M-F 8:30am to 5pm

To Douthat State Park: 5.7 miles
To Covington, Virginia: 13 miles
To Humpback Covered Bridge: 16 miles
To Falling Spring Falls: 18 miles
To Lexington, Virginia: 29 miles
To The Omni Homestead Resort, Hot Springs, VA: 35 miles
To The Greenbrier Resort, White Sulphur Springs, WV: 36 miles
To Roanoke, VA: 44 miles
To Blacksburg, VA: 77 miles
To Charlottesville, VA: 95 miles
To Charleston, WV: 150 miles
To Richmond, VA: 166 miles
To Washington, DC: 218 miles

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