Purpose
Northern Oklahoma College is requesting bids for a roof replacement on the Foster-Piper Fieldhouse. The project location is at 1220 E. Grand, Tonkawa, OK 74653.
General Information
Bid Policy Notice
Per State of Oklahoma Statutes and Northern Oklahoma College Purchasing Policies, any purchase over $25,000 requires competitive bids.
Project Deadlines
Mandatory Pre-Bid Visit
A mandatory pre-bid walk is required for vendors who wish to be considered for this job. The pre-bid walk will be held on 11/6/2026 starting at 2:00 PM. The initial meeting location will be President's Large Conference Room 106B. Bidders are responsible for taking field measurements of project sites.
Bid Due Date
All bid forms must be notarized and received by the Office of Financial Affairs no later than 2:00 p.m. on 11/16/2026. Bids received by mail or digitally after the deadline will not be accepted. Electronic submissions can be sent via email to harley.morton@noc.edu.
Public Opening
This bid will have a public opening meeting that vendors are invited to attend. The public opening for this bid will be on 11/16/2026 at 3:00 PM. The meeting location will be on the Tonkawa Campus, in the Vineyard Library & Administration building - President's Large Conference Room 106B. Submit your bid packets ahead of time at the Financial Affairs Office or emailing them to harley.morton@noc.edu. The meeting will not choose an awarded vendor and only serves to inform vendor candidates of other companies' rates and offerings so they can better compete in the future.
Notice of Award
Vendors will be chosen during the next Board of Regents meeting. The next meeting will be held on 11/18/2026. The Office of Financial Affairs will notify vendors of the results by email on 11/19/2026.
Project Contacts
Questions or concerns regarding this Request for Proposal shall be directed to Stacy Burns at (580) 628-6281 or email him at stacy.burns@noc.edu. Electronic submissions can be sent via email to the purchasing department at harley.morton@noc.edu. Apart from the contact required for any on-going business at Northern Oklahoma College (NOC), vendors are specifically prohibited from contacting any individual at, or associated with, NOC regarding this project. Vendor communication shall be limited to the college's Purchasing Department and the contact person listed above. A vendor's failure to adhere to this prohibition may, at NOC's sole discretion, disqualify the vendor's proposal.
Submitting Questions
All questions must be submitted in writing to the contact for this project, Stacy Burns, by 11/16/2026. Answers to questions from other vendors may be sent out to all vendors to ensure transparency and equal opportunity to all vendors.
Acceptance Policy Notice
Northern Oklahoma College reserves the right to reject any or all bids, to waive irregularities in the bid or to select other than the lowest bid, as may be in the best interest of the college.
Project Packet Revisions
In the event that it becomes necessary to revise any part of this packet prior to the assigned return date, the revision will be provided by the Purchasing Department, or designee, to all respondents involved in the request for proposal. Changes in the specifications will be provided to all respondents, electronically, via an addendum made through the Purchasing Department email. NOC will be the sole determinant of whether any revisions/addendum should be issued as a result of any questions or other matters, and may extend the proposal deadline, if in NOC's judgment such information significantly amends this solicitation, or makes compliance with the original proposed due date impractical.
College and Project Background
College Background
Approximately 4,000 students pursue degree programs through the three campus locations. NOC has approximately 275 staff and faculty located on its three campuses. More information about NOC is available on the college website.
Project Background
The Foster-Piper Fieldhouse was originally built in 1910. The building has had three additions from 1975-1987. The Fieldhouse roof was completely replaced in 2019. Currently, water leaks into the locker rooms.
Existing Features
The roof has existing decking, shingles, and electronic equipment. Old materials will need to be removed before new installation.
Project Requirements
Equipment Requirements
The vendor will need to possess all the necessary equipment for removal of existing roofing. The vendor will need to possess all the necessary safety equipment for personnel involved in the installation.
Pre-Project Preparation Requirements
The vendor will be required to remove existing material down to the deck.
Peri-Project Requirements
The vendor will be required to clean and prepare deck for new material installation. The vendor will be required to provide & install Carlisle Polyiso insulation 1" or equivalent fully adhered with FlexibleFAST or equivalent, provide & install Carlisle 11 Smil FleeceBACK PVC roofing system fully adhered with FlexibleFAST adhesive or equivalent, provide & install Carlisle 60mil Sure-Flex PVC to all vertical walls fully adhered with PVC or equivalent, CAV- Grip adhesive or equivalent, provide & install all necessary accessories and flashings for complete roofing system per, provide & install custom 24-gauge box-style gutters on all eave edges of roof (color TBD), provide & install custom 24-gauge box-style downspouts (color TBD), provide & install custom 24-gauge coping/fascia metal and clip on perimeter parapet walls (color TBD), 20-Year NDL warranty on roof system with 3" Hail warranty provided by Carlisle SynTec or equivalent, 2-Year Workmanship Warranty Provided by American Roofing and Construction.
Post Project Requirements
The vendor will be required to repair any damaged decking. The vendor will be required to clean and prepare deck for new material installation. The vendor is required to remove all equipment from the premises and for waste materials to be properly disposed of in provided receptacles or transferred off site. The project manager or lead will be required to report in completion to Stacy Burns at (580) 628-6281 or stacy.burns@noc.edu.
Additional Requirements
Insurance
Vendor is required to provide a valid Certificate of Insurance (COI) with bid showing coverage of General Liability, Workers' Comp, Employer Liability, Excess Liability, Owner's & Contractors Protective Liability, Property Insurance, and Auto Liability of employees and vehicles that will be present during the project.
Proof of Prior Experience on Projects of this Type & Scale
Vendor is required to show photos or other documentation showing three projects similar to the one in this packet on commercial properties.
Proof of Warranty
Vendor is required to provide documentation of warranty certification and guidelines.
Invitation, Affidavits, & Bond Requirements
Completed Bid Form, Non-Collusion Affidavit and Business Relationship Affidavit must accompany the proposal of each bidder. Bids for this project over $50,000 must complete a Bid Bond, Irrevocable Letter of Credit, or Cashier's Check and include it in the returned materials per Oklahoma State Statute Title 61. Proof of bond, irrevocable letter of credit, or certified check or cashier's check is required upon submission. All methods must have the Bid Bond Page filled out & notarized.
Notarization of Documents
Do not sign the following documents except in the presence of a notary public. The attached Invitation to Bid, Non-Collusion Affidavit, and Business Relationship Affidavit must be notarized by a licensed Notary Public prior to submission.
Submission of Documents
Documents must either be submitted digitally to harley.morton@noc.edu or through mail to:
Northern Oklahoma College
Office of Financial Affairs
Bid Enclosed
1220 E. Grand Ave.
Tonkawa, OK 74631
Submissions must include signed and notarized Invitation Form, Bond Forms, Affidavits, and itemized cost summaries.
Cost Summary
General Costs
Northern Oklahoma College is a tax-exempt entity and can provide a letter of exemption for tax exemption for the purchase of materials for the project. The vendor is required to provide an itemized system cost summary and include the approximate square footage with a cost per square foot calculation. The bid must include the complete purchase price for the described system including the warranty for the proposed system.
Travel Costs
Pursuant to Oklahoma Statute Title 74: § 85.40. Travel Expenses to be Included in Bid, Proposal, or Quotation. Suppliers that may incur travel expenses pursuant to an acquisition by a state agency from the supplier shall include travel expenses in the total acquisition price in the supplier's bid, proposal, or quotation. A state agency shall not pay any supplier travel expenses in addition to the total price of the acquisition. Travel and lodging costs must be included in the cost of the bid.
Oklahoma Open Records Act Disclosure
Northern Oklahoma College is a public community college subject to the Oklahoma open records laws (Oklahoma Open Records Act 51 O.S. §§ 24A.1 through 24A.30). All official records, correspondence, emails, and materials submitted to or generated by this college are presumed to be public records open to inspection. Pursuant to Oklahoma Open Records Act, 51 O.S. § 24A.10, all information, documents, and materials submitted in response to this solicitation in which disclosure would give an unfair advantage shall remain confidential and protected from public disclosure until after the public opening date and time listed in this packet.
Instructions for Marking Confidential and Proprietary Information
To protect proprietary data, submitters must clearly flag sensitive materials using a strict confidentiality marker statement. Labeling "Confidential" on a cover page is not legally sufficient to prevent your information from being accessed. If your submission contains trade secrets, commercial financial data, or proprietary information that you believe is legally exempt from disclosure, you must strictly adhere to the specified steps in the packet including conspicuous labeling, redaction/segregation, and written justification.
Prior Project Reference Sheet, Submission Checklist, Invitation to Bid, Affidavits, and Bond Forms
The packet includes required reference sheets, notarized affidavits, bid bond forms and instructions for completing and submitting those documents. The submission checklist identifies required items: notarized Invitation to Bid, itemized cost summary, notarized Non-Collusion Affidavit, notarized Business Relationships Affidavit, bid bond/irrevocable letter of credit/check if bid over $50,000, valid Certificate of Insurance, three prior project examples, and proof of warranty if applicable.
