NOTICE TO BIDDERS
The City of Erlanger, 505 Commonwealth Avenue, Erlanger, KY, 41018, hereby solicits and advertises for bids from qualified, licensed, and insured roofing contractors to perform a complete roof replacement at the Public Safety Center East building, located at 4100 Narrows Road, Erlanger, KY, 41018 as described and specified in the bid packet entitled City of Erlanger Public Safety Center East Roof Replacement Bid, copies of which are available at the office of the Erlanger City Clerk, 505 Commonwealth Avenue, Erlanger, KY 41018, 859-727-2525.
All bids and proposals in response to this advertisement and solicitation must be received by the Erlanger City Clerk on or before 10:00 a.m. on September 17, 2026, on a form provided by the Erlanger City Clerk and completed according to the Bid Instructions provided thereby, including all required attachments; and enclosed within a sealed envelope, with the words “City of Erlanger Public Safety Center East Roof Replacement Bid” written, typed or otherwise indicated on the outside of the envelope. Any bids received after 10:00 a.m. on September 17, 2026 will not be considered.
The City of Erlanger reserves the right to not only reject any and all bids and proposals submitted in response to this advertisement and solicitation, for any reason or no reason; but especially those that are not in conformity with either the Bid instructions, guidelines, or the specifications provided by the City, but also to accept bids and proposals submitted in response to this advertisement and solicitation that do not conform to those Bid instructions and specifications.
INSTRUCTIONS TO BIDDERS
1. Read the City of Erlanger Public Safety Center East Roof Replacement Bid Packet, as included and made a part hereof by reference. The items included in this packet describe the specifications related to your bid proposal. Any changes in those specifications may invalidate any bid or proposal that includes those changes.
2. Complete the Bid Form attached hereto and make a part hereof by reference by providing the following information in the blanks for it:
- The amount bid.
- The complete name, address, telephone number and e-mail address of the Contractor.
- The signature of the signatory.
- The printed name of the signatory.
- The date.
3. All Bidders must submit two copies of the completed Bid package.
4. Seal the signed Bid Forms, completed Bid Fees, and any other requested items within an envelope with the words “City of Erlanger Public Safety Center East Roof Replacement Bid” written or otherwise indicated on the outside of the envelope; deliver the sealed envelope to the office of the Erlanger City Clerk, 505 Commonwealth Avenue, Erlanger, Kentucky before 10:00 a.m., prevailing time on or before September 17, 2026.
BID FORM
The undersigned Bidder hereby bids, offers, and proposes to complete the project as specified in the document entitled City of Erlanger Public Safety Center East Roof Replacement Bid, attached hereto and made a part hereof by reference, for the “Bid Fee” indicated.
This bid, offer, and proposal is irrevocable until the expiration of sixty (60) consecutive calendar days after the date of this bid, offer and proposal and may be accepted by the City of Erlanger at any time prior thereto.
The undersigned Bidder hereby authorizes the City to investigate the Bidder and inspect and copy any and all records, books of account, correspondence, or other documents reasonably necessary for the City to determine the responsibility and ability of the Bidder to comply with this project.
Amount Bid See page 6
Complete Name of Bidder ________________________________
Signature of Bidder or Authorized Representative ________________________________
Printed Name of Signatory ________________________________
Complete Address of Bidder _______________________________________________________________
Telephone Number of Bidder ________________________________
E-mail address of Bidder ________________________________
Date ________________________________
GENERAL CONDITIONS
1. Project Overview & Base Scope of Work
The City of Erlanger is requesting formal bids from qualified, licensed, and insured roofing contractors to perform a complete roof replacement at the Public Safety Center East (firehouse), located at 4100 Narrows Rd, Erlanger, KY 41018.
Base Bid: Shingle Roof System
- Teardown & Site Cleanup:
- Complete removal and proper disposal of all existing shingle layers, underlayment felt, and pipe flashings down to the roof deck.
- Protect shrubs, plants, and surrounding property during teardown.
- Perform magnetic sweeps to remove discarded nails from the work area.
- Substrate Inspection & Decking:
- Inspect roof deck post-tear-off.
- Supplement Rate: Damaged/rotted decking will be replaced on a Time & Material basis as an approved contract supplement at $ ______.00 per sheet.
- Underlayment & Leak Barriers:
- Install ice and water barriers along all eaves and valleys.
- Install synthetic underlayment across the main slope areas.
- Install two (2) layers of synthetic underlayment on low-slope sections per manufacturer specifications.
- Flashing & Edge Metal:
- Install aluminum drip edge (rakes) and gutter apron (eaves) along all perimeters.
- Install new W-shaped valley metal.
- Install step flashing at roof-to-side-wall locations, apron flashing at head walls, and counter-flashing at adjoining brick walls.
- Install new standard pipe flashings and route weathered HVAC roof jacks above the roof line.
- Ventilation & Shingles:
- Install shingle-over continuous ridge vents and box vents as required.
- Install 25 year dimensional shingles with algae-resistant protection.
- Warranty:
- Must include the 50-year non-prorated manufacturer defect coverage and 10-year workmanship warranty.
2. Itemized Add-Alternates
Contractors must provide separate, itemized pricing for the following work scopes. The Owner reserves the right to accept or decline any alternate independently of the Base Bid.
Alternate #1: Custom Aluminum Fascia Wrap
- Fabricate and install new custom aluminum fascia wrap over deteriorating rake boards (Approximately 370 linear feet).
- Includes all required fasteners, site labor, trim, and debris disposal.
- Alternate #1 Bid Price: $____________________
Alternate #2: Gutter & Downspout Replacement
- Remove and dispose of existing gutters and downspouts.
- Supply labor and materials to install 505 linear feet of new 6-inch seamless aluminum gutters.
- Install matching 3″ x 4″ oversized downspouts.
- Alternate #2 Bid Price: $____________________
3. Bid Schedule & Pricing Summary Table
Contractors are required to fill out the total pricing schedule below:
| Line Item | Scope Description | Pricing (USD) |
|---|---|---|
| BASE BID | Complete Shingle Roof System + Warranty | $ |
| ALTERNATE #1 | Custom Aluminum Fascia Wrap (~370 LF) | $ |
| ALTERNATE #2 | 6″ Seamless Gutters (~505 LF) & 3″x4″ Downspouts | $ |
| UNIT RATE | Decking Replacement (T&M Supplement) | / sheet |
| TOTAL BID | Base Bid + Alternates #1 & #2 | $ |
4. Submission Requirements
Bidders must include the following with their submitted Bid:
- Valid Contractor License
- Certificate of Insurance – Insurance requirements listed below
- Bid Bond
- Current W-9
- City Occupational License
Insurance Requirements
Prior to and during the Work of the Contractor, the Contractor shall cause to be issued and maintained the following policies of insurance through companies approved by the City in which the coverage of the Contractor is primary and noncontributory in regard to all liability coverage, including, without limitation, excess and umbrella policies:
- Commercial General Liability insurance on ISO form CG00011001 (or a substitute providing equivalent coverage). The limit shall not be less than $1,000,000 per occurrence and $2,000,000 aggregate. The City of Erlanger must be named as an Additional Insured; the certificate shall specify that the coverage afforded is Primary and Noncontributory with respect to any other coverage available to the City of Erlanger.
- Comprehensive owned and non-owned automobile liability insurance with a minimum combined single limit of $1,000,000.
- Workers Compensation Coverage specific to the State of Kentucky.
- Employer’s Liability Coverage with minimum limits of:
- $1,000,000 Each Accident Limit
- $1,000,000 Each Employee for Injury by Disease Limit
- $1,000,000 Aggregate for Injury by Disease Limit
- If you are performing construction services, the additional insured status must be provided by a combination of CG20100707 and CG20370704.
- If you are performing construction services that include any building envelope, fire suppression, mechanical, plumbing, site work, or environmental/abatement/remediation work, you must also provide evidence of Contractor’s Pollution Liability coverage with minimum limits of $1,000,000 each accident and $2,000,000 aggregate.
- If you are performing construction services, the aggregate liability limits shall be endorsed to apply on a per project basis.
- If you are performing construction services, you must continue to carry Completed Operations coverage for all Liability policies for at least seven (7) years following substantial completion of your work, or for the duration of the applicable Statute of Repose, whichever is longer.
- If your services involve pyrotechnics, mechanical amusement devices, inflatable amusement devices, animals of any type (including petting zoo or pony rides) or any other services that the City of Erlanger deems applicable, you must also provide a Commercial Umbrella policy with a minimum limit of $1,000,000.
- If your services include the sale of alcohol, you must also provide evidence of Liquor Liability Coverage with a minimum limit of $1,000,000.
- If your services are professional in nature, such as architectural, engineering, consulting or legal, you must also provide evidence of Professional Liability coverage (also known as Errors and Omissions coverage) with a minimum limit of $1,000,000.
- All of the insurance requirements mentioned must be provided with carriers rated A- or better by A.M. Best.
The Contractor shall not commence any of the Work of the Contractor until the City is satisfied with and has approved all of the insurance policies and endorsements required hereby and has received certificates evidencing that the Contractor is insured thereby.
The Contractor must also provide a current W-9 form and occupational license.
Bond Requirements
The bid packet shall be accompanied by either a cashier’s check or satisfactory bid bond, in an amount not less than five percent (5%) of the aggregate amount of the bid, payable to the City of Erlanger.
Once the bid has been awarded, the Contractor shall and hereby agrees to deliver to the CITY, a performance and payment bond in an amount equal to one hundred percent (100%) of the total cost indicated in the Proposal, with a corporate surety approved by the CITY.
5. Contact Information
All questions regarding this Bid shall be directed to:
- Contact Name: Chris Turner
- Phone: 859-308-9824
- Email: chris.turner@erlangerpw.com
BID AGREEMENT
This Agreement is by and between the CITY OF ERLANGER, a Home Rule city in Kenton County, Kentucky, which shall hereinafter be identified and referred to as the “CITY” and_____________________________________, (PRINTED NAME OF CONTRACTOR the personal representatives, heirs, legatees, devisees, successors and assigns thereof, who shall hereinafter be referred to collectively as the “CONTRACTOR”;
WITNESSETH:
WHEREAS, the City has provided for the making of a public improvement known as the “City of Erlanger Public Safety Center East Roof Replacement Project, hereinafter referred to as the “Project”, described in the plans and specifications; and
WHEREAS, on September 3, 2026, the City advertised in LinkNKY and on the City’s website at www.erlangerky.gov for bids to provide all of the labor, materials, tools, equipment, supplies, and personnel necessary for the Project, a copy of the bid specifications are attached hereto and made a part by reference; and
WHEREAS, on September 17, 2026, the City received the bid from the Contractor attached hereto and made a part hereof by reference; and
WHEREAS, the bid of the Contractor, in the amount of ______________, was approved by the Mayor of the City of Erlanger; and
NOW, THEREFORE, in consideration of the mutual and reciprocal covenants herein, the City and the Contractor hereby agree as follows:
1.0 Contractor’s Work
The Contractor shall and hereby agrees to promptly and efficiently provide, furnish and deliver in the highest and best manner, all labor, material, tools, equipment, supplies, and personnel necessary for the Project, all of which shall hereinafter be identified simply as the “Work of the Contractor” and shall include all items set forth in both the bid specifications and bid submitted by the Contractor; and
2.0 Time of the Work of the Contractor
The Work of the Contractor shall begin, weather permitting, after this Agreement is signed on behalf of the City and a copy thereof provided to the Contractor; and the project must be completed within thirty (30) days of starting, with the completion date no later than June 30, 2027, unless an extension has been agreed upon by both parties in writing. Time is of the essence for this project and in as much, the Contractor shall pay liquidated damages in the amount of $500.00 per day, for each day that extends past June 30, 2027, unless an extension has been agreed upon by both parties in writing.
3.0 Contractor’s Insurance
Prior to and during the Work of the Contractor, the Contractor shall cause to be issued and maintained the following policies of insurance through companies approved by the City in which the coverage of the Contractor is primary and noncontributory in regard to all liability coverage, including, without limitation, excess and umbrella policies:
- Commercial General Liability insurance on ISO form CG00011001 (or a substitute providing equivalent coverage). The limit shall not be less than $1,000,000 per occurrence and $2,000,000 aggregate. The City of Erlanger must be named as an Additional Insured; the certificate shall specify that the coverage afforded is Primary and Noncontributory with respect to any other coverage available to the City of Erlanger.
- Comprehensive owned and non-owned automobile liability insurance with a minimum combined single limit of $1,000,000.
- Workers Compensation Coverage specific to the State of Kentucky.
- Employer’s Liability Coverage with minimum limits of:
- $1,000,000 Each Accident Limit
- $1,000,000 Each Employee for Injury by Disease Limit
- $1,000,000 Aggregate for Injury by Disease Limit
- If you are performing construction services, the additional insured status must be provided by a combination of CG20100707 and CG20370704.
- If you are performing construction services that include any building envelope, fire suppression, mechanical, plumbing, site work, or environmental/abatement/remediation work, you must also provide evidence of Contractor’s Pollution Liability coverage with minimum limits of $1,000,000 each accident and $2,000,000 aggregate.
- If you are performing construction services, the aggregate liability limits shall be endorsed to apply on a per project basis.
- If you are performing construction services, you must continue to carry Completed Operations coverage for all Liability policies for at least seven (7) years following substantial completion of your work, or for the duration of the applicable Statute of Repose, whichever is longer.
- If your services involve pyrotechnics, mechanical amusement devices, inflatable amusement devices, animals of any type (including petting zoo or pony rides) or any other services that the City of Erlanger deems applicable, you must also provide a Commercial Umbrella policy with a minimum limit of $1,000,000.
- If your services include the sale of alcohol, you must also provide evidence of Liquor Liability Coverage with a minimum limit of $1,000,000.
- If your services are professional in nature, such as architectural, engineering, consulting or legal, you must also provide evidence of Professional Liability coverage (also known as Errors and Omissions coverage) with a minimum limit of $1,000,000.
- All of the insurance requirements mentioned must be provided with carriers rated A- or better by A.M. Best.
The Contractor shall not commence any of the Work of the Contractor until the City is satisfied with and has approved all of the insurance policies and endorsements required hereby and has received certificates evidencing that the Contractor is insured thereby.
The Contractor must also provide a current W-9 form and occupational license.
4.0 Quality of Contractor’s Work
The Contractor shall and hereby agrees that all of the Work of the Contractor shall be of superior quality.
5.0 Contractor’s Protection of Work
Until the Work of the Contractor is accepted and paid for by the City, the Contractor shall and hereby agrees to protect the finished and unfinished Work of the Contractor or any tier of subcontractor against any damage, loss or injury; and in the event that any damage, loss or injury occurs to any of the Work of the Contractor for which the Contractor has not been paid, the Contractor shall promptly replace or repair that work, whichever the City determines to be appropriate in the circumstances, in the sole and absolute discretion thereof.
An Installation Floater is required to be provided by the Contractor and each Subcontractor when there is no Builder’s Risk coverage provided or required to be provided for the Project. The Installation Floater shall provide coverage for all material or equipment the Contractor or Subcontractor takes possession of or has delivered to the Project or another location for the purpose of using/installing such material or equipment on the Project. This insurance must provide coverage against all special causes of Loss while the materials or equipment are being stored (on or off the Project site) or transported. The Owner must be included as a Loss Payee and the limit of liability of the Installation Floater shall not be less than the full replacement value of such material or equipment, including where applicable the full cost of the labor to re-install such material or equipment.
6.0 Contractor’s Compliance with Other Laws
In the performance of the Work of the Contractor, the Contractor shall and hereby agrees that it and all of its subcontractors shall comply with all of the regulations and other requirements of the state and federal Agencies and also comply with Chapters 337, 338, 339, 341, 342, and 344 of the Kentucky Revised Statutes; and all the provisions of the Federal Americans with Disabilities Act and the regulations of the Federal Employee Opportunity Commission in regard thereto. In addition, the Contractor shall comply with prevailing wage laws.
7.0 Contractor’s Indemnification of City
The Contractor shall indemnify and hold the City and the officers, agents, employees and volunteers thereof, harmless from each, every, any and all losses, expenses, costs, compensation, and other damages of every kind and nature, and all claims, demands and causes of action for them, both at law and in equity, including, without limitation, liens of mechanics and materialmen, third party actions and actions for contribution and/or indemnification, which are in any way related to the acts or omissions of the Contractor or the officers, agents, employees and volunteers thereof in regard to the Project.
8.0 Payments to Contractor
For the Work of the Contractor that has been approved and accepted by the City, the City shall and hereby agrees to pay the Contractor in the following manner according to the Bid of the Contractor attached hereto and incorporated herein by reference:
8.1 Upon the completion of the Work of the Contractor, the Contractor shall submit to the City mechanics lien affidavits or canceled checks establishing that the labor and material of the employees of the Contractor and others for the Work of the Contractor has been paid by the Contractor.
8.2. Upon receipt of the documents indicated in subparagraph 8.1, the City shall, within fourteen (14) days after the receipt thereof, pay the Contractor according to the attached Bid of the Contractor for the Work of the Contractor that has been approved and accepted by the City.
9.0 Contractor’s Bond
Simultaneously with the execution of this Agreement, the Contractor shall and hereby agree to deliver to the CITY, a performance and payment bond in an amount equal to one hundred percent (100%) of the total cost indicated in the Proposal, with a corporate surety approved by the CITY.
10.0 Contractor’s Responsibility
10.1 Extra cost incurred during construction operations due to inclement weather conditions are at the contractor’s expense.
10.2 It shall be the Contractor’s responsibility to notify all appropriate governing agencies for inspection. The amount of advance notice should be coordinated with each agency.
11.0 Interference with Traffic and Private and Public Property
11.1 The Contractor at all times shall dispose his plant and conduct the work in such manner as to cause as little interference as possible with private business or with private property and public travel on the public highway. All damage (other than resulting from normal wear and tear) to existing roads or pavements shall be repaired to as good condition as they were prior to the beginning of the work and to the satisfaction of the Engineer.
11.2 The Contractor shall wherever necessary or required provide and maintain proper barricades, fences, danger signals, signs, and light, provide a sufficient number of watchmen, and take such other precautions as may be necessary to protect life, property, adjacent buildings, and structures.
The Contractor shall be liable for and hold the Owner free and harmless from all damages caused in any way by his act or neglect or that of his agents, employees, or workmen.
11.3 Where the Contractor finds it necessary to remove excavated material to some other location, care should be taken not to overload trucks which would in turn spill material out upon highways. Any such material supplied on highways shall be immediately cleaned up from the location and disposed of.
11.4 Where it is necessary and is agreeable with the public and private property owners, excavated materials may be temporarily piled in the streets or roadways; however, one lane of traffic must be maintained at all times.
11.5 The Contractor shall comply with any regulations requested by State or Federal Highway Officials when construction is within their rights of way. After excavated materials have been removed, all hard surface streets or roadways shall be thoroughly cleaned and left free of dirt and dust. Streets or roadways which do not have surfaces must be restored to their original condition at the expense of the Contractor. By no means will the Contractor be permitted to store excavated materials in streets or roadways overnight. Whether excavated materials are stored in the street or not, the Contractor shall at his own expense keep all streets or roadways free of all dirt and dust.
12.0 Miscellaneous Provisions
12.1 Governing Law
This Agreement shall be interpreted, construed and governed by Kentucky law.
12.2 Severability
If any provision of this Agreement shall be determined by a Court of competent jurisdiction to be invalid and enforceable, such determination shall not affect the validity or enforceability of the remaining provisions of this Agreement, all of which shall remain in full force and effect.
12.3 Assignability
This Agreement may not be assigned by the BIDDER without the written consent of the City.
12.4 Amendment
This Agreement may be amended only by a written agreement signed by the City and the BIDDER
12.5 Prior Agreements
This Agreement constitutes the entire agreement and understanding between the BIDDER and the City in regard to the subject matter thereof; and it supersedes all prior agreements, representations and understandings between them, written or oral.
12.6 Headings
Headings of the paragraphs and subparagraphs of this Agreement have been inserted for convenience of reference only, and shall in no way affect the interpretation of, restrict or otherwise modify any of the terms and provisions hereof.
12.7 Waiver
No consent to or waiver by either Erlanger or Recipient of any breach or default of any provision of this agreement by the other, whether expressed or implied, shall constitute or be interpreted as a consent, waiver or excuse for any other subsequent breach or default of the same or any other provision of this Agreement.
12.8 Notices
All notices required by the provisions of this agreement shall be in writing and mailed by certified mail, return receipt requested, as follows, unless otherwise provided by any signatory to this agreement to all other signatories.