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CITY HALL UPPER ROOF RESEALING
EM26-URR01
City of El Mirage
10000 N El Mirage Rd
El Mirage, AZ 85335
Request For Proposal #EM26-URR01
Title: City Hall Upper Roof Resealing
2
City of El Mirage
REQUEST FOR PROPOSAL
City Hall Upper Roof Resealing
I.
PROFESSIONAL SERVICES CONTRACT....................................................
II.
AGREEMENT .........................................................................................
III.
EXHIBIT A ..............................................................................................
Attachments:
A - El_MIrage_City_Hall_High_Roof_Resealing_Proposal (1)
Request For Proposal #EM26-URR01
Title: City Hall Upper Roof Resealing
3
1.
CONTRACT
CITY OF EL MIRAGE
THIS PROFESSIONAL SERVICES CONTRACT, is made and entered into this
day of
, 20
, by and between the City of El Mirage, an Arizona municipal corporation
(“City”), and Northern Arizona Roof Services a(n) Arizona Corporation (“Contractor”).
RECITALS
A. The City of El Mirage is authorized and empowered by provisions of the City Code to
execute contracts for professional services by and through its City Manager;
B. The City desires to contract for Contractor to provide City Hall Upper Roof Resealing (“Services”) as
described in the attached scope of work (Exhibit “A”) in accordance with the
terms of this Contract;
C. Contractor is duly qualified to perform the requested Services.
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2.
AGREEMENT
NOW, THEREFORE, in consideration of the mutual promises and obligations set for herein, the parties
hereto agree as follows:
2.1. DESCRIPTION, ACCEPTANCE, DOCUMENTATION
Contractor shall act under the authority and approval of the Contract Administrator for the City to
provide the Services required by this Contract. The Contract Administrator for the City shall be Marcus
Jonson, (Title) Operations Supervisor , or designee. The Contract Administrator shall oversee the
execution of this Contract, assist the Contractor in accessing the organization, audit billings, and approve
payments. The Contractor shall channel reports and special requests through the Contract
Administrator. City reserves the right to change the Contract Administrator for the City without prior
approval of the Contractor.
2.2. SERVICE DESCRIPTION
Contractor shall provide the Services described in Exhibit “A.” All work will be reviewed, evaluated,
approved, and monitored by the Contract Administrator to determine acceptable completion. Review
and approval by the Contract Administrator shall not relieve Contractor of any liability for improper,
negligent or inadequate services rendered pursuant to this Contract. Contractor shall provide all work
necessary to assure the Services are completed in a timely and efficient manner consistent with service
requirements, including, but not limited to, working in close interaction with, and interfacing with, City
and its designated employees, and working closely with others, including other contractors or
contractors retained by City.
2.3. DOCUMENTATION AND DATA
All documents, including but not limited to, data compilations, studies, and reports which are prepared
in the performance of this Contract are to be, and remain the property of, the City and are to be
delivered to the Contract Administrator before final payment is made to the Contractor.
2.4. FEE SCHEDULE, RECORDS, AUDIT RIGHTS
The fee Contractor shall be paid for all Services provided pursuant to the terms of this Contract,
inclusive of all expenses under this Contract, shall not exceed $39,874.00.
The Contract Administrator reserves the exclusive right to determine the amount of work performed
and payment due the Contractor on a monthly basis. Contractor shall maintain all books, paper
documents, accounting records and other evidence pertaining to such monthly billings and shall make
such materials available at all reasonable times to the Contract Administrator. Monthly billings shall be
accompanied by such documentation as the Contract Administrator may require to make a
determination of work performed and payment due.
Contractor’s records (hard copy, as well as computer readable data) and any other supporting evidence
deemed necessary by the City to substantiate charges and claims related to this Contract shall be open
to inspection and subject to audit and/or reproduction by City’s authorized representative to the extent
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necessary to adequately permit evaluation and verification of cost of the work, and any invoices, change
orders, payments or claims submitted by the Contractor or any of its payees pursuant to the execution
of the Contract. The City’s authorized representative shall be afforded access, at reasonable times and
places, to all of the Contractor’s records and personnel pursuant to the provisions of this article
throughout the term of this contract and for a period of three years after last or final payment.
Contractor shall require all subcontractors, insurance agents, and material suppliers (payees) to comply
with the provisions of this article by insertion of the requirements hereof in a written contract
agreement between Contractor and payee. Such requirements will also apply to any and all
subcontractors.
If any audit in accordance with this article discloses overcharges of any nature by the Contractor to the
City in excess of one percent (1%) of the total contract billings, the actual cost of the City’s audit shall be
reimbursed to the City by the Contractor. Any adjustments and/or payments which must be made as a
result of any such audit or inspection of the Contractor’s invoices and/or records shall be made within a
reasonable amount of time (not to exceed 90 days) from presentation of City’s findings to Contractor.
2.5. ADDITIONAL SERVICES; PRICE ADJUSTMENT
The total Scope of Work to be performed by Contractor in accordance with this Contract is set forth
herein and in Exhibit “A.” Services not included in this Contract, including Exhibit “A,” will be considered
Additional Services. Contractor shall not perform any Additional Services without written authorization
from the City. It shall be presumed that all Services performed/provided by Contractor were included in
the Contract and contemplated by Contractor as being part of the original Scope of Work and the fees
set forth herein, unless such Services have been separately approved by the City, in writing, as
Additional Services. Contractor shall not be paid for any Additional Services that are not authorized by
the City in writing.
2.6. OWNERSHIP
Upon receipt of payment for Services, Contractor grants to City, and shall cause its subcontractors to
grant to City, the exclusive ownership of any and all copyrights, if any, to evaluations, reports, drawings,
specifications, project manuals, surveys, estimates, reviews, minutes, and other intellectual work
product as may be applicable ("Work Product"). This grant is effective whether the Work Product is on
paper (e.g., a "hard copy"), in electronic format, or in some other form. Contractor warrants, and agrees
to indemnify, hold harmless and defend City for, from and against any claim that any Work Product
infringes on third-party proprietary interests. City may reuse the Work Product at its sole discretion. In
the event the Work Product is used for another project without further consultations with Contractor,
the City agrees to indemnify and hold Contractor harmless from any claim arising out of the Work
Product. In such case, City will also remove any title block from the Work Product.
2.7. TERM AND EXTENSION
This Contract shall be in full force and effect only when approved and signed by City’s City Manager as
attested by the City Clerk. This Contract begins on the Effective Date and continues for one (1) year to
05/01/2027, with no options to extend.
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2.8. TERMINATION
1. Termination for Cause
The City has the right to terminate this Contract for cause in the event Contractor materially breaches
any provision of this Contract or portion of the Services and fails to remedy the breach within five (5)
business days of notification of the breach, if the breach is remedial. If Contractor fails to remedy the
breach or if the breach is not remedial, City may terminate this Contract for cause immediately upon
written notice to Contractor. In the event the City terminates this Contract or any part of the Services as
herein provided pursuant to this Section 1, the City shall notify the Contractor in writing, and
immediately upon receipt of such notice, the Contractor shall discontinue all work under this Contract.
Upon termination for cause, Contractor shall immediately deliver to the City all drawings, research,
data, studies, reports, estimates and any and all other documents or work product generated by the
Contractor under the Contract, together with all unused material supplied by the City. Contractor shall
be responsible only for such portion of the work which has been completed and accepted by the City.
Use of incomplete data by the City shall be the City’s sole responsibility.
In the event of termination for cause, Contractor shall only be compensated a portion of the agreed
upon fee for such portion of the work that City agrees, in its sole discretion to accept. City shall have no
obligation to accept any portion of Contractor’s work if the contract is terminated for cause, and shall
have no obligation to pay Contractor for any portion of the work, if any, not accepted by City.
If the Contractor materially fails to fulfill in a timely and proper manner its obligations under this
Contract, of if the Contractor violates any of the covenants, agreements, or stipulations of this Contract,
the City may withhold from payment due to the Contractor such amounts as are necessary to protect
the City’s position for the purpose of set-off until such time as the exact amount of damages can be
determined.
2. Termination for Convenience
The City has the right to terminate this Contract for convenience or to abandon any portion of the work
for which Services have not been performed by the Contractor. In the event the City terminates this
Contract or any part of the Services as herein provided pursuant to this Section 3.2.2, the City shall
notify the Contractor in writing, and immediately upon receipt of such notice, the Contractor shall
discontinue all work under this Contract.
The Contractor shall receive as compensation in full for Services performed to the date of such termination or
abandonment, a fee for the percentage of Services actually completed and accepted by the City. This fee shall be
in an amount to be mutually agreed upon by the Contractor and the City, based upon the scope of work set
forth in Exhibit “A’ and the payment schedule set forth in Article 2, hereof. If mutual agreement cannot be
reached after reasonable negotiation, the Contract Administrator shall determine the percentage of satisfactory
completion of each task set forth in the scope of work contained in Exhibit “A” and the amount of compensation
Contractor is entitled to for such work and the Contract Administrator’s determination in this regard shall be
final. The City shall make such final payment within sixty (60) days after the Contractor has delivered the last of
the partially completed items.
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2.9. ENTIRE AGREEMENT
This Contract constitutes the entire understanding of the parties and supersedes all previous
representations, written or oral, with respect to the Services specified herein. This Contract may not be
modified or amended except by a written document, signed by authorized representatives of each
party.
2.10. ARIZONA LAW
This Contract shall be governed and interpreted according to the laws of the State of Arizona. Any action
brought to interpret or enforce any provision of this Contract that cannot be administratively resolved,
or otherwise related to or arising from this Contract, shall be commenced and maintained in the state or
federal courts of the State of Arizona, Maricopa County, and each of the parties, to the extent permitted
by law, consents to jurisdiction and venue in such courts for such purposes.
2.11. COMPLIANCE WITH LAWS
Contractor shall comply with all existing and subsequently enacted federal, state and local laws,
ordinances, codes, and regulations that are, or become applicable to this Contract. If a subsequently
enacted law imposes substantial additional costs on Contractor, a request for an amendment may be
submitted pursuant to this Contract.
2.12. MODIFICATIONS
Any amendment, modification or variation from the terms of this Contract shall be in writing and shall
be effective only after approval of all parties signing the original Contract.
2.13. ASSIGNMENT
Services covered under this Contract shall not be assigned or sublet in whole or in part without the prior
written consent of the Finance Director and Contract Administrator.
2.14. SUCCESSORS AND ASSIGNS
This Contract shall extend to and be binding upon Contractor, its successors and assigns, including any
individual, company, partnership or other entity with or into which Contractor shall merge, consolidate
or be liquidated, or any person, corporation, partnership or other entity to which Contractor shall sell its
assets.
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2.15. ATTORNEY’S FEES
In the event either party brings any action for any relief, declaratory or otherwise, arising out of this
Contract, or on account of any breach or default hereof, the prevailing party may be entitled to receive
from the other party reasonable attorneys’ fees and reasonable costs and expenses determined by the
court sitting without a jury or arbitration board, which shall be deemed to have accrued on the
commencement of such action and shall be enforceable whether or not such action is prosecuted to
judgment or by arbitration award.
2.16. INDEPENDENT CONTRACTOR
The Services Contractor provides under the terms of this Contract to the City are that of an Independent
Contractor, not an employee or agent of the City. The City will report the value paid for these Services
each year to the Internal Revenue Service (I.R.S.) using Form 1099.
City shall not withhold income tax as a deduction from contractual payments. As a result of this,
Contractor may be subject to I.R.S. provisions for payment of estimated income tax. Contractor is
responsible for consulting the local I.R.S. office for current information on estimated tax requirements.
Contractor will not be entitled to any benefits provided by City to its employees, including, but not
limited to, health benefits, workers’ compensation, unemployment coverage, deferred compensation,
and all other typical employee benefits.
2.17. CONFLICT OF INTEREST
The City may cancel any contract or agreement, without penalty or obligation, if any person significantly
involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the City’s
departments or agencies is, at any time while the contract or any extension of the contract is in effect,
an employee of any other party to the contract in any capacity or a contractor to any other party to the
Contract with respect to the subject matter of the Contract. The cancellation will be effective when
written notice from the City is received by all other parties to the Contract, unless the notice specifies a
later time (A.R.S. §38-511).
2.18. NOTICES
All notices or demands required to be given pursuant to the terms of this Contract shall be given to the
other party in writing, delivered by hand or registered or certified mail, at the addresses set forth below,
or to such other address as the parties may substitute by written notice given in the manner prescribed
in this paragraph.
In the case of Contractor:
Northern Arizona Roof Services
Attn: Zach Klein
2605 E 7th Avenue
Flagstaff, AZ 86004
In the case of City
City of El Mirage
Request For Proposal #EM26-URR01
Title: City Hall Upper Roof Resealing
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Attn: City Manager
10000 North El Mirage Road
El Mirage, Arizona 85335
With a copy to:
City of El Mirage
Attn: City Attorney
10000 North El Mirage Road
El Mirage, Arizona 85335
Notices shall be deemed received on date delivered, if delivered by hand, and on the delivery date
indicated on receipt if delivered by certified or registered mail.
2.19. FORCE MAJEURE
Neither party shall be responsible for delays or failures in performance resulting from acts beyond their
control. Such acts shall include, but not be limited to, acts of God, riots, acts of war, epidemics,
governmental regulations imposed after the fact, fire, communication line failures, power failures, or
earthquakes.
2.20. TAXES
Contractor shall be solely responsible for any and all tax obligations which may result out of the
Contractor’s performance of this Contract. The City shall have no obligation to pay any amounts for
taxes of any type incurred by the Contractor.
2.21. ADVERTISING AND PROMOTION
Contractor shall not publish, release, disclose or announce to any member of the public, press, official
body, or any other third party: (1) any information concerning this Contract, the Services, or any part
thereof; or (2) any documentation or the contents thereof, without the prior written consent of the City,
except as required by law or judicial or regulatory process. The name of any site on which Services are
performed shall not be used in any advertising or other promotional context by Contractor without the
prior written consent of the City.
2.22. COUNTERPARTS
This Contract may be executed in one or more counterparts, and each originally executed duplicate
counterpart of this Contract shall be deemed to possess the full force and effect of the original.
2.23. CAPTIONS
The captions used in this Contract are solely for the convenience of the parties, do not constitute a part
of this Contract and are not to be used to construe or interpret this Contract.
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2.24. SUBCONTRACTORS
During the performance of the Contract, the Contractors may engage such additional subcontractors
as may be required for the timely completion of this Contract. The addition of any subcontractors shall
be subject to the prior approval of the City.
In the event of subcontracting, the sole responsibility for fulfillment of all terms and conditions of this
Contract rests with the Contractor.
2.25. INDEMNIFICATION
The Contractor agrees, to the fullest extent permitted by law, to indemnify and hold harmless the City,
its officers, directors and employees (collectively, City) against all damages, liabilities or costs, including
reasonable attorneys’ fees and defense costs, to the extent caused by the Contractor’s negligent
performance of professional services under this Contract and that of its subcontractors or anyone for
whom the Contractor is legally liable.
The City agrees, to the fullest extent permitted by law, to indemnify and hold harmless the Contractor,
its officers, directors, employees and subcontractors (collectively, Consultant) against all damages,
liabilities or costs, including reasonable attorney’s fees and defense costs, to the extent caused by the
City’s negligent acts in connection with the Services and the acts of its contractors, subcontractors or
consultants or anyone for whom the City is legally liable.
Neither the City nor the Contractor shall be obligated to indemnify the other party in any manner
whatsoever for the other party’s own negligence or for the negligence of others.
2.26. INSURANCE
The Contractor shall secure and maintain at all times that this Contract is in effect, insurance coverage
which shall include statutory workers’ compensation, comprehensive general and automobile liability,
owner’s and Contractor’s protective liability insurance and errors and omissions professional liability.
The comprehensive general and automobile liability limits shall be no less than one million dollars
($1,000,000) combined single limit. The owner’s and Contractor’s protective liability limits shall be no
less than one million dollars ($1,000,000) for each occurrence and one million dollars ($1,000,000) policy
aggregate naming the City as an additional insured. The minimum amounts of coverage for Contractor’s
professional liability shall be one million dollars ($1,000,000). In other than errors and omissions
professional liability, City’s and Contractor’s protective liability and worker’s compensation, the City of El
Mirage shall be named as an additional insured.
All insurance coverage shall be written through a carrier licensed in Arizona, or an approved non-
admitted list of carriers published by the Arizona Department of Insurance, and possessing an A.M. Best
rating of at least A- or above with policies and forms satisfactory to the City.
The Contractor shall submit to the City a certificate of insurance evidencing the coverage and limits
stated in the foregoing paragraph within ten (10) days of award of this Contract. City shall not issue a
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“Notice to Proceed” until after Contractor has submitted the certificate of insurance to City. Insurance
evidenced by the certificate shall not expire or be canceled or materially changed without thirty (30)
days prior written notice to the City, and a statement to that effect must appear on the face of the
certificate and the certificate shall be signed by a person authorized to bind the insurer.
The insurance policies, except Workers’ Compensation required by this Contract, shall name the City, its
agents, representatives, officers, directors, officials and employees as Additional Insureds.
2.27. COOPERATIVE PURCHASING
While this Contract is for the City of El Mirage, other public agencies and political subdivisions may
express interest in utilizing the Contract. In addition to the City of El Mirage, and with approval of the
Contractor, this Contract may be extended for use by other eligible public agencies (i.e. municipalities,
school districts, nonprofit educational institutions, public health institutions, community facilities
districts, and government agencies of the State). Eligible public agencies may elect to utilize the contract
through cooperative purchasing (or piggybacking) on the contract and do so at their discretion. No
volume is implied or guaranteed, and the Contractor must be in agreement with the cooperative
transaction. The Strategic Alliance for Volume Expenditures (SAVE), a group of school districts and other
public agencies, have signed an intergovernmental cooperative purchase agreement to obtain
economies of scale. As a member of SAVE, the City of El Mirage will act as the lead agency. Any such
usage by other participating public agencies must be in accordance with the ordinance, charter and/or
procurement rules and regulations of the respective public agency. Potential participating public
agencies (i.e. municipalities, school districts, nonprofit educational institutions, public health
institutions, community facilities districts, and government agencies of the State) recognize potential
equipment, logistical and capacity limitations by the Contractor may limit the Contractor's ability to
extend use of this Contract. Any orders placed to the Contractor will be placed by the specific public
agency participating in this purchase, and payment for purchases made under this Contract will be the
sole responsibility of each participating public agency. The City of El Mirage shall not be responsible for
any disputes arising out of transactions made by others.
2.28. FEDERAL AND STATE EMPLOYMENT IMMIGRATION LAWS
To the extent applicable under A.R.S. § 41-4401, Contractor warrants its and its subcontractors’
compliance with all federal immigration laws and regulations that relate to their compliance with the E-
verify requirements under A.R.S. § 23-214(A). Contractor’s or its subcontractors’ breach of the above-
mentioned warranty shall be deemed a material breach of the Contract and may result in the
termination of the Contract by the City. The City retains the legal right to randomly inspect the papers
and records of Contractor and its subcontractors to ensure that the Contractor and its subcontractors
are complying with the above-mentioned warranty.
The Contractor warrants to keep the papers and records open for random inspection during normal
business hours by the City. The Contractor shall cooperate with the City’s random inspections including
granting the City entry rights to Contractor’s property to perform the random inspections and waiving
its right to keep such papers and records confidential. The failure of Contractor to comply with this
warranty regarding the keeping of papers and records and cooperating with City’s random inspections
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shall constitute a material breach of the Contract and the City will have the right to immediately
terminate the Contract.
2.29. SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and effect and
such term or provision shall be deemed to be deleted.
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3.
EXHIBIT A
3.1. Scope of Work
Upper Roof Resealing – Silicone Coating
The contractor shall provide all labor, materials, equipment, and supervision necessary to reseal the
upper roof area with a silicone coating system.
Project Area:
•
Approximate roof area: 11,180 square feet
Scope of Services Includes:
1. Surface Preparation
o Inspect the existing roof surface prior to work.
o Clean the roof thoroughly to remove dirt, debris, dust, biological growth, and any loose or
deteriorated material.
o Power wash the roof surface as required to ensure proper adhesion of the silicone coating.
o Allow roof surface to dry completely before coating application.
2. Repairs and Detailing
o Identify and address minor cracks, seams, penetrations, flashing, and other areas as needed
to ensure watertight integrity.
o Seal penetrations, seams, and transitions per manufacturer’s recommendations prior to full
coating application.
3. Silicone Coating Application
o Furnish and apply two (2) coats of silicone roof coating over the prepared roof surface.
o Apply coatings at the manufacturer’s specified coverage rates to achieve proper thickness
and performance.
o Ensure even and uniform application across the entire roof area.
o Coating materials shall be compatible with the existing roof system.
4. Quality and Compliance
o All work shall be performed in accordance with manufacturer specifications, industry
standards, and applicable safety regulations.
o Contractor shall ensure proper weather conditions for coating application.
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5. Cleanup and Closeout
o Remove all debris, unused materials, and equipment from the site upon completion.
o Leave the work area clean and free of hazards.
o Provide documentation of materials used and warranty information, if applicable.
SEVERABILITY
If any term or provision of this Contract shall be found to be illegal or unenforceable, then
notwithstanding such illegality or unenforceability, this Contract shall remain in full force and effect and
such term or provision shall be deemed to be deleted.
SIGNATURE
SIGNATURE
J. Crystal Dyches
FULL NAME
FULL NAME
DATE SIGNED
City Manager
TITLE
DATE SIGNED
Contractor
TITLE
SIGNATURE
SIGNATURE
FULL NAME
Jill A. Boltz
FULL NAME
DATE SIGNED
City Attorney
TITLE
DATE SIGNED
City Clerk
TITLE
Exhibits List
A - El_MIrage_City_Hall_High_Roof_Resealing_Proposal (1)
Exhibit A
El_Mirage_City_Hall_High_Roof_Resealing_Proposal (1)
Licensed. Bonded. Insured.
March 15, 2026
Roofing Proposal Prepared for
City of El Mirage
10000 N. El Mirage Road
El Miraged, AZ 85335
Project Name: City Hall Upper Roof Resealing, RFP: EM26-URR01
PROJECT SUMMARY
Thoroughly clean and power-wash roof. Inspect entire roof for damage to existing foam & Coating roof system,
identify damaged areas and potential leaks. Repair as necessary. Install new silicone coating system on existing
roof per specifications and as follows.
1)
Provide daily supervision and management/administrative services to ensure project scope of work
is completed properly.
2)
Thoroughly power-wash and clean roof with manufacturer’s approved silicone cleaner.
3)
Inspect entire roof system for damages by animals, environmental causes, other trades, and
wear/tear and identify and clear mark repairs needed.
4)
Perform repairs using “3-course” method, installing silicone patching compound, reinforcing fabric
and additional silicone on top surface on all holes, punctures and large cracks.
5)
Repair areas around roof top equipment penetrations with silicone patching compound.
6)
Lift support bracket, apply coating system to roof deck underneath, allow to cure and reset bracket
in original place.
7)
Install new silicone primer to existing surface at the rate of 1.5 gallon per 100 square feet
8)
Install new Silicone Coating System to entire existing roof assembly at a rate of 2 gallons per 100
square feet.
9)
Provide traffic control as necessary, Clean and remove all project debris, ladders, safety, hoisting,
trash removal, labor & material for work stated herein.
10)
Provide 10 Year Manufacturer’s Material Warranty & 5 Year NARS “No Leak” Guarantee.
Acknowledgements & General Conditions:
•
2.8 Amendment of proposal all solicitation addendums acknowledged.
•
6.37 Supplier: QXO Roofing Supply, Glendale, AZ
Proposal Excludes: Any and all other work or materials not specifically specified or stated herein.
•
Proposed start date: Within 2 weeks of notice to proceed
•
Proposed completion: Approximately 10 business days.
•
Additional Inclusions: Tax, Bid & Performance Bond, specified warranties and equipment
Pricing Summary: $39,874.00
Offered BY: Onnie Diaz
Owner, COO
201 E. Birch Ave., Ste. 16 | Flagstaff, AZ 86001
Office 928 366-3504 | Cell 602 725-7949
sales@northernarizonaroofservices.com | www.northernarizonaroofservices.com
ROC CR-42 349278