2026_001 Municipal Auditorium Design.pdf

REQUEST FOR PROPOSALS

RFP DESCRIPTION: PROFESSIONAL SERVICES FOR

CITY OF THOMASVILLE, GA | THOMASVILLE MUNICIPAL AUDITORIUM |

CAPITAL IMPROVEMENTS – RFP #2026-001

SUBMISSION DEADLINE: TUESDAY, JANUARY 20, 2026 @ 2:00 P.M. EST

TABLE OF CONTENTS

SECTION I – GENERAL INFORMATION ------------------------------------------------------------- 3 A. INTRODUCTION ------------------------------------------------------------------------------------- 3

B. MUNICIPIAL AUDITORIUM & BUILDING BACKGROUND ------------------------- 3-4

SECTION II – PROJECT INFORMATION ------------------------------------------------------------ 5 A. PROJECT DESCRIPTION ------------------------------------------------------------------------- 5 B. SCOPE OF SERVICES ------------------------------------------------------------------------------- 6 C. TEAM STRUCTURE & CONSULTANTS ---------------------------------------------------- 6-7 D. ANTICIPATED SCHEDULE ----------------------------------------------------------------------- 7 E. BUDGET ESTIMATE -------------------------------------------------------------------------------- 7 F. COMMUNICATIONS & SUBMISSION DETAILS ----------------------------------------- 7-8 G. SUBMISSION CONFIDENTIALITY ------------------------------------------------------------ 8

SECTION III – PROPOSAL REQUIREMENTS ------------------------------------------------------ 9

A. SUBMITTAL INSTRUCTIONS & REQUIREMENTS ---------------------------------- 9-10

B. PROPOSED FEE ------------------------------------------------------------------------------------- 10 C. SUBMITTAL GUIDELINES & TIMELINE ----------------------------------------------- 10-11 D. EVALUATION CRITERIA ------------------------------------------------------------------------ 11

E. WARRANTIES, LIABILITIES, INDEMNIFICATION, SAFETY, INSURANCE,

BONDS & HAZARDOUS MATERIALS ------------------------------------------------------- 12-14 F. BILLING ------------------------------------------------------------------------------------------------ 14 G. TERMS & CONDITIONS ---------------------------------------------------------------------- 14-18 H. MANDATORY PROPOSAL FORMS ------------------------------------------------------- 18-23 o CONTRACTOR AFFIDAVIT & AGREEMENT FORM o SUBCONTRACTOR AFFIDAVIT & AGREEMENT FORM o CERTIFICATE OF NON-COLLUSION o VENDOR APPLICATION o ADDENDA ACKNOWLEDGEMENT FORM

P . O . B o x 1 5 4 0 • T h o m a s v i l l e , G A 3 1 7 9 9 • 2 2 9 - 2 2 7 - 3 2 5 9 • F A X 2 2 9 - 2 2 7 - 3 2 4 3 • w w w . t h o m a s v i l l e . o r g

INVITATION TO SUBMIT REQUEST FOR PROPOSAL FOR

PROFESSIONAL SERVICES FOR THOMASVILLE MUNICIPAL BUILDING

CAPITAL IMPROVEMENTS – RFP #2026-001

Dear Proposer:

The City of Thomasville is inviting all qualified vendors to submit a proposal to initiate the selection of an architectural design partner and requests interested and qualified firms to submit proposals for professional architectural and engineering services, including programming verification, design, permitting, and construction administration for the Thomasville Municipal Auditorium Capital Improvements Project. The City of Thomasville reserves the right to award the system to any one (1) offeror or a combination of offerors.

The City of Thomasville reserves the right to reject any and all proposals, to waive minor irregularities, to consider minor variations of specifications that are clearly detailed, and to accept the most favorable proposal that appears to be in the best interest of the City of Thomasville.

All proposers responding to this RFP are subject to the instructions contained herein and any additional terms and conditions stated in this document. Please structure your proposal in accordance with the requirements and specifications outlined in this Request for Proposal. Your proposal should address the issues and requirements in order as outlined on the following pages. Any deviations, additions, or deletions should be so noted.

Proposals shall be sealed and plainly marked “RFP #2026-001 THOMASVILLE MUNICIPAL BUILDING – CAPITAL IMPROVEMENTS” and be received by the City Purchasing Office on or before Tuesday, January 20, 2026 @ 2:00 PM. Proposers shall submit one (1) signed original copy WITHOUT pricing, one (1) USB Flash drive with a copy of the proposal WITHOUT pricing, and one (1) separately sealed paper copy of the Proposal Project’s pricing/cost. Please submit your response in a sealed envelope, addressed as follows:

City of Thomasville RFP #2026-001 | Thomasville Municipal Building – Capital Improvements

Attn: Purchasing Administrator, Lori McCardle Mailing address: P.O. Box 1540, Thomasville, GA 31799 or Physical address: 111 Victoria Place, Thomasville, GA 31792

Bids and all Addendums are available on the internet at www.thomasville.org. Click the WORK link and under the heading labeled “Doing Business with the City” click the link labeled “Bid Opportunities”.

If you have any questions concerning this RFP, please email Lori McCardle, at lori.mccardle@thomasville.org.

Contact with City of Thomasville personnel regarding this solicitation, other than inquiries to the specific Procurement Agent noted above may be grounds for elimination from the selection process.

http://www.thomasville.org/ mailto:lori.mccardle@thomasville.org

SECTION I – GENERAL INFORMATION

A. Introduction

The City of Thomasville (City) has committed to revitalizing the historic Thomasville Municipal Building and Auditorium. Built in 1938, the Building has served as a cultural and civic hub for generations. Years of deferred maintenance and aging infrastructure have created serious safety and accessibility issues that limit its use and threaten its future. It is currently operating at a limited capacity and will close in Winter 2026 until renovations can be completed for a safe re-opening.

In 2025, Turner & Townsend Heery and Theatre Projects assessed the facility and developed a phased renovation plan to preserve the Building’s historic character while modernizing its systems and improving community access. Phase 1 (2026 – 2027) will address critical life safety and deferred maintenance needs. Phase 2 (timing TBD) will enhance functionality, expand programming, and support long-term sustainability.

The City has engaged Turner & Townsend Heery as the project’s external project manager. The information contained in this RFP will introduce the Building, its vision/goals, the established details of this project, and the guidelines for submitting a successful proposal. The City seeks an architectural partner to work collaboratively to design solutions that meet code requirements, respect historic integrity, and advance strategic goals:

• Safety

• Historic preservation

• Community benefit & access

• Tourism

• Youth & Education

This project will restore the Building as a vibrant cultural asset for generations to come.

B. Thomasville Municipal Auditorium and Building Background

The Thomasville Municipal Auditorium is part of the historic Municipal Building at 144 East Jackson Street.

For the purposes of this RFP, “Building” refers to the entire facility. Connected to the Thomasville Fire Department, the Building houses a two-level 1,172-seat proscenium auditorium, City Council Chambers, Fire Department offices, meeting rooms, and the Visitor Center. For more than 80 years, it has served as a central downtown location for civic life, hosting performances, graduations, community celebrations, and public meetings. Its role as both a cultural venue and a municipal hub makes it essential to Thomasville’s identity.

The Building now faces serious challenges. Aging infrastructure and deferred maintenance have created safety and accessibility issues that restrict its use. To address these concerns and secure its future, the City of Thomasville will close the building in Winter 2026 for the Phase 1 life safety renovation and must reopen by late Summer 2027. This timeline ensures that the South Georgia Ballet’s annual Nutcracker production returns to the Building after only one missed season.

Market & Programming Vision: A market analysis conducted by Theatre Projects in 2025 identified strong demand for community-focused events and accessible touring entertainment within Thomasville and the broader South Georgia/Northern Florida region. Once reopened, the Building will host a mix of programming that includes local performances, dance, musical theater, comedy, and family-friendly shows. A structured rental program will serve schools, civic organizations, and private events, while a curated presenting series will introduce regional and national artists to the community. This balanced approach will expand cultural offerings, attract visitors, and create economic impact while maintaining affordability and inclusivity for the community.

Why Now: Comprehensive Plan Findings: The 2025 Comprehensive Facility Plan revealed critical life safety deficiencies, including the absence of a fire suppression system, outdated electrical systems, and a rigging system that poses significant hazards. Environmental concerns such as water intrusion and mold, along with ADA non-compliance, further limit the Building’s usability. Immediate action is necessary to protect public safety, preserve the building’s historic integrity, and position the Building for long-term sustainability.

The phased renovation strategy addresses these urgent needs while creating a foundation for future enhancements that will elevate the visitor experience and strengthen Thomasville’s cultural and economic vitality.

Project background documents available include:

• Market Study & Operational Analysis Executive Summary (Theatre Projects, 2025)

• Facility Conditions Assessment (Turner & Townsend, 2025)

• Production Systems Assessment (Theatre Projects, 2025)

• Comprehensive Facility Plan (Theatre Projects/Turner & Townsend Heery, 2025)

• Auditorium Seating Plans (current)

• 2022 Historic Preservation Plan

SECTION II – PROGRAM INFORMATION

A. Project Description

The City has adopted a phased renovation strategy to address urgent life safety concerns and position the Building for long-term success. This approach ensures the building reopens safely and on schedule while creating a foundation for future enhancements that elevate the visitor experience and expand programming opportunities.

The project will be delivered in two phases, with the expectation that a design package is developed for the combined program through the end of design development documentation.

Phase 1: Life Safety and Deferred Maintenance Focus: Immediate safety and operational needs to allow safe reopening.

• Exterior:

o Exterior façade repairs, including remediation of water intrusion points o Repair and restore windows, complete masonry restoration o Repair exterior structural concerns (egress stairs, elevated slabs, cornice) o Enhance exterior signage and branding for stronger community presence, in coordination with rebranding and marketing enhancements

• Life Safety:

o Design full facility fire suppression system and install system in Auditorium and adjacent front-of-house and back-of-house spaces o Design and replace outdated fire alarm system throughout Building o Address ADA compliance issues in restrooms and egress routes o Complete MEP repairs and code-compliant electrical upgrades o Replace HVAC system and improve environmental control

• Auditorium:

o Repair and/or replace Auditorium ceiling, improve room acoustics, and remediate water intrusion and mold o Upgrade architectural lighting and ceiling production lighting access o Add aisle lights for safe egress (orchestra & balcony levels) o Complete phase 2 of rigging system replacement (work in progress via PointWright Rigging and

Theatre Projects), and enlarge stage-left door o Replace critical production equipment at end-of-life and address necessary technical production positions o Improve entry sequence (carpet, paint) and refresh lobby finishes o Coordinate rebranding and marketing enhancements (interior signage)

Phase 2: Facility Enhancements Focus: Visitor experience, functionality, and long-term sustainability

• Renovate and reconfigure street-level spaces for flexible uses - office space, support areas, and public areas

• Permanently relocate street-level Visitor Center and adapt Council Chambers into multi-purpose arts and cultural space

• Enhance lobby areas, add permanent concessions points of sale and lounges, add restrooms and lounges

• Expand production equipment inventory for rider-friendly capabilities

• Improve street-level loading access

• Implement modern box office, guest services, and security infrastructure

B. Scope of Services

Professional Services from an architectural design firm (Firm) are required to lead and manage all disciplines required to plan, design, permit, and administer construction. Note: Programming verification, design, permitting, and construction administration services are being requested for Phase 1 only, with programming verification and design only through 100% DD for Phase 2.

For the purposes of this RFP, the two separate phases should be proposed as follows:

Phase 1: Life Safety & Deferred Maintenance

• Programming Verification

• Schematic Design

• Design Development

• Construction Documents

• Construction Management / General Contractor Bidding

• Construction Administration

• Standards & Compliance: BIM collaboration at a minimum of LOD 300 and adherence to City of

Thomasville policies, bylaws, and design standards

Phase 2: Facility Enhancements

• Programming Verification

• Schematic Design

• Renderings

• Two (2) interior renderings and a conceptual site plan suitable for marketing/fundraising collateral.

• Design Development

• Standards & Compliance: BIM collaboration at a minimum of LOD 300 and adherence to City of

Thomasville policies, bylaws, and design standards

Excluded services (owner provided): Cost Estimation, Community Engagement, Commissioning, Marketing/Brand

This project involves a complex mix of historic preservation, life safety upgrades, and performance venue modernization, which requires collaboration across multiple specialties, and the ability to design based on the findings and recommendations of the previous work.

C. Team Structure and Consultants

The Firm should collaborate with third parties in the development of documents, where expertise from additional sub-consultants or design partners may include, but is not limited to:

• Architecture/Engineering: Architecture, Historic Preservation, Structural, Civil, MEP, Building Envelope

• Specialty Disciplines: Production equipment & infrastructure (lighting, AV, rigging), Acoustics, Landscape (optional), IT/Network/Security, Accessibility, Fire Suppression & Safety, Architectural Lighting Design

• Additional Services: Code, ADA

Based on their previously completed and in-progress rigging system work, it is recommended that the Firm collaborates with Theatre Projects (Jim Niesel, Principal) and LSTN for theatre consulting and acoustical design services.

In your response, please include any/all additional consultants or design partners to be included on your project team and their associated fees.

The Firm may only submit as part of one proposed team; however, additional consultants and design partners may participate on multiple teams.

D. Anticipated Schedule

Activity Duration/Date

(all EST unless otherwise noted) Project Schedule Highlights

Anticipated Commencement of Work Week of February 2, 2026 Program Verification & Schematic Design February – May 2026 Anticipated Selection of General Contractor Early July 2026 Design Development and Construction Documents Summer 2026 Exterior Construction August 2026 – Spring 2027 Interior Construction Late Fall 2026 – Early Summer 2027 Project Substantial Completion Phase 1 Summer 2027 Grand Opening Events (no later than) Early Fall 2027

E. Budget Estimate

The current estimated construction costs are:

• Phase 1: Life Safety – approximately $4,200,000

• Phase 2: Facility Enhancements – approximately $6,700,000

It is imperative that the Firm can provide a design that aligns to the budget and timeline.

F. Communications and Submission

All questions or requests for clarification regarding this RFP must be submitted via email to the City of Thomasville’s Purchasing Administrator, Lori McCardle, at lori.mccardle@thomasville.org. Do not contact Turner & Townsend Heery or any City representatives directly. Communication with anyone other than the assigned point of contact may result in disqualification from the procurement process.

Proposers shall submit one (1) signed original copy WITHOUT pricing, one (1) USB Flash drive with a copy of the proposal WITHOUT pricing, and one (1) separately sealed paper copy of the Proposal Project’s pricing/cost. Please submit your response in a sealed envelope, addressed as follows:

City of Thomasville RFP #2026-001 | Thomasville Municipal Building – Capital Improvements

Attn: Purchasing Administrator, Lori McCardle Mailing address: P.O. Box 1540, Thomasville, GA 31799 or Physical address: 111 Victoria Place, Thomasville, GA 31792 mailto:lori.mccardle@thomasville.org

It is the sole responsibility of the Firm to ensure that submissions are successfully delivered before the submission deadline. The City of Thomasville and Turner & Townsend Heery assume no responsibility for proposals that are not received due to mail delivery issues, file size limitations, or transmission errors. Firms are strongly encouraged to:

• Request a delivery receipt when submitting.

• Submit early to avoid last-minute delivery problems.

Late or undelivered submissions will not be considered.

G. Submission Confidentiality

All documents submitted to the City of Thomasville are subject to the Georgia Open Records Act (O.C.G.A. § 50‑18‑70 et seq.). The Act provides the public with a right of access to records in the City’s custody or control. It also restricts the City from disclosing personal or business information where disclosure would harm the Firm’s business interests or constitute an unreasonable invasion of personal privacy as defined by law.

• Firms should clearly identify any portions of their submission that are confidential and describe the harm that could result from disclosure.

• The City will make reasonable efforts to protect such information; however, it cannot guarantee confidentiality if disclosure is required under the Open Records Act or by court order.

• Proposals may be shared on a confidential basis with advisers retained by the City to assist with the procurement process, including evaluation of submissions.

• The City may publish a public notice that includes:

o The name and address of the successful Firm o The value of the awarded contract

SECTION III – PROPOSAL REQUIREMENTS

A. Submittal Instructions and Requirements

Submissions should not exceed 50 single-sided or 25 double-sided (8.5x11 vertically oriented) pages, excluding appendices, etc. Please organize your submission using the following sequence:

1. Cover letter (from project leadership)

2. Basic firm information:

a) Firm locations

b) Headquarters location

c) Location of office proposed to serve this project

3. Brief description of firm

4. Similar Project Experience – Brief Description (limited to 2 pages per project) of up to five (5) recent historic renovation projects of similar type, size, and scope noting the following:

a) Project details including scope, size, budget, owner/operator, and use types

b) Client (owner or operator) reference (name, position, address, telephone number and email);

Construction manager reference (name, position, address, telephone number and email)

c) Completion date and/or status of the project

d) Project size (number of square feet, new construction, or renovation).

e) Construction cost

f) Proposed team members from your firm and other key personnel involved in the project

g) Project relevance facts (similar scope, budget, scale, challenges, etc.)

5. Reference letters from at least one venue owner or operator, and one general contractor or construction manager.

6. List of assigned key professional staff/team members, identifying their project role and responsibilities, years at the firm, and provide resumes/qualifications stating experience with relevant projects – particularly historic performing arts and/or renovation projects.

7. Provide a Team Commitment Matrix as a summary chart identifying all key team members’ (firm and sub-consultants) current project commitments (as of Feb 1, 2026), expected role and anticipated hours per project phase, and primary office location.

8. Proposed Team Organization – Include information on all consulting firms per the requirements of this RFP, and include for assigned key professional staff/team members:

a) Their project role, and relevant qualifications

b) Current project load as of February 1, 2026 (project name, location, phase, and role)

c) List of projects where the Firm has collaborated with the individuals on past or current projects

9. Prepare an overview of key schedule milestones, including design workshops and design deliverables, based on the current draft schedule. Indicate where on-site activities will occur.

10. Provide responses to the questions and prompts below, and include any additional concepts or qualities that differentiate your firm’s approach to this project:

a) How will your team ensure the design aligns with the established operational goals, project budget, and schedule?

b) Describe your approach to working with an external project manager, City leadership, and community stakeholders.

c) How will you incorporate findings from the Comprehensive Facility Plan and Market Study into your design, and what steps will you take to validate or update prior assessments without duplicating effort?

d) How will you balance historic preservation requirements with modernization and operational goals?

e) Describe your experience delivering high-profile, publicly funded projects under community scrutiny.

f) How will your team take a creative and strategic approach to maximize the impact of Phase 1 improvements while planning for Phase 2 enhancements, ensuring that design decisions support long-term goals without exceeding the Phase 1 budget?

11. Appendices: Legal & Business Documents (not included in page count)

a) Legal Actions – Identify all current and pending litigation with which your firm is engaged in the past (10) years.

b) Business Documents – Demonstrate the legal eligibility to provide these services in the State of Georgia, including proof of Georgia architectural license, name and agent of your Georgia-based registered agent.

c) Proof of Insurance

d) Bonds

e) Mandatory Proposal Forms (see below)

B. Proposed Fee

• One a single page (not included in page count) marked as “confidential proposed fee,” please provide:

o Proposed total lump sum fee broken down into the phases/subphases as identified in Section B –

Scope of Services.

o Hourly rates chart for each of the proposed team members/roles for additional services that may be required.

o Comprehensive list of anticipated reimbursable expenses. Note that reimbursable expenses are to be billed at actual or direct cost without markup.

C. Submittal Guidelines and Timeline

Activity Duration/Date

(all EST unless otherwise noted) Procurement Plan 2026

Release of RFP Documents Wednesday, December 31, 2025 Optional Pre-Proposal Meeting (virtual - Zoom) Monday, January 5 (11:00am) Optional Pre-Bid Site Meeting (in-person) Limited to 2 people per firm

Wednesday, January 7 (11:00am-12:30pm)

Deadline to Submit Questions (Lori.McCardle@thomasville.org)

Friday, January 9 (5:00pm)

Last Day for Issuing Addenda Wednesday, January 14 (2:00pm) Closing Date and Time Physical copy required

Tuesday, January 20 (2:00pm)

Anticipated Short List Announcement Friday, January 23 (4:00pm) Anticipated Short List Interviews (virtual) Limited to 5 people per team

Thursday, January 29 (afternoon TBC)

Anticipated Notification of Award Monday, February 2 (4:00pm)

• Virtual link for the January 5, 2026 meeting is as follows:

o Zoom Meeting link:

o https://us02web.zoom.us/j/89774726287?pwd=zyKiSElcaAahJAGPXMNhyRY9NCnap6.1 o Meeting ID: 897 7472 6287 o Passcode: 391803 o One tap mobile:

o +19292056099,,89774726287#,,,,*391803# US (New York) o +13017158592,,89774726287#,,,,*391803# US (Washington DC) https://us02web.zoom.us/j/89774726287?pwd=zyKiSElcaAahJAGPXMNhyRY9NCnap6.1

• Shortlisted firms must plan to make themselves available for a virtual interview, with key team members (including sub-consultants) present on Thursday, January 29th (morning EST). Exact time slots will be provided once shortlist is confirmed.

• Specific interview times and details regarding the interview format will be forthcoming to the shortlisted firms.

D. Evaluation Criteria

The City’s evaluation and selection of a firm will be based upon the quality, commitment, relevant professional experience of the proposed team, and the proposed fee. The Owner reserves the right to reject proposed consultants and/or design partners.

Weighted Criteria Weight Capabilities & Availability of Team & Proposed Leadership 25% Approach to Project (questions answered) 25% References 15% Design and Technical Skills 15% Knowledge of Historic Preservation & Renovation 10%

Non-Fee Subtotal 90% Proposed Fee 10%

INITIAL PROPOSAL EVALUATION SCORE 100%

A score of 0-3 will be assigned to each category at the sole discretion of Evaluation Committee members, based on a scale of:

3 – Excellent Fully meets or exceeds all requirements. Comprehensive, clear, and well-informed response demonstrating strong qualifications.

2 - Acceptable Meets most requirements with minor gaps. Adequate response demonstrating reasonable understanding or qualifications.

1 - Poor Meets some requirements but significant weaknesses exist. Limited understanding or incomplete response.

0 - Unacceptable Does not meet requirements. Major gaps or missing critical information.

The City of Thomasville will receive competitive proposals from firms having specific experience and qualifications in the areas identified in this solicitation. Under competitive negotiation procedures, the terms of the service contract, the price of the services, the method of service delivery, and the conditions of performance are all negotiable. A negotiated contract will be awarded to the agency that best meets the proposed needs at a reasonable price, not necessarily at the lowest price.

For consideration, the proposals must contain descriptions of the agency’s experience and abilities to perform according to the City of Thomasville requirements. Unless otherwise stated, all proposals shall address each criterion identified in this RFP.

E. Warranties, Liabilities, Indemnification, Safety, Insurance, Bonds & Hazardous Materials

WARRANTIES

Contractor warrants that work performed and all goods delivered under this Service Agreement shall be free from any defects in workmanship and material and shall conform strictly to these specifications. Contractor further warrants that all work shall be performed using Contractor’s best efforts and shall be in conformance with industry standards for workmanship.

By executing this Service Agreement, the Contractor represents that he has examined carefully, all the contract documents acquainted with the premises where the work is to be performed and all conditions relevant to the work and has made all evaluations and investigations necessary to a full understanding of any difficulties which may be encountered in performing the work. The Contractor acknowledges that the contract documents are sufficient for the proper and complete execution of the work.

LIABILITIES

It is the responsibility of the Contractor to notify the Owner, in writing, of any conditions beyond the control of the Contractor or scope of work.

INDEMNIFICATION

Contractor will indemnify and hold harmless the Owner and their agents and employees from and against all claims, damages, losses and expenses including attorney's fees arising out of or resulting from the performance of the work, provided that any such claims, damages, loss or expense is attributable to bodily injury, sickness, disease or loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Contractor, and anyone directly or indirectly employed by the Contractor for whose acts any of them may be liable.

In any and all claims against the Owner, or any of their agents or employees, by an employee of the Contractor or anyone directly or indirectly employed by the Contractor for whose acts any of them may be liable, the Indemnification obligation shall not be limited in any way by any limitation on the amount of type of damages, compensation or benefits payable by or for the Contractor under Worker's Compensation Acts, Disability Benefit Acts or other Employee Benefits Acts.

SAFETY

Contractor shall maintain an adequate safety program to ensure the safety of Contractor's employees and any other individuals working under this agreement. Contractors shall comply with all applicable OSHA standards.

Contractor shall always take every precaution for the protection of all people and property affected by Contractor's work under this agreement.

INSURANCE

The successful Contractor shall not commence work under this contract until all insurance requirements described below have been obtained and such insurance has been approved by the Owner.

The City of Thomasville requires that The City of Thomasville, Georgia be listed on each of the insurance policies as "additional insureds". This inclusion must appear on the certificates that are provided to the Owner. The insurance certificate shall include the following statement:

The City of Thomasville, Georgia is included as additional insured with respect to any claim, demand, suit or action brought against the City of Thomasville and arising from or related to the performance of the contract to which this certificate is attached.

No change or cancellation of insurance shall be made without thirty (30) days' written notice to the Owner.

Insurance coverage required in these specifications shall be in force throughout the contract term. Should any contractor fail to provide acceptable evidence of current insurance within five (5) days of receipt of written notice at any time during the contract term, the Owner shall have the right to consider the contract breached and justify the termination thereof.

a. Comprehensive General Liability – The Contractor shall procure and shall maintain during the life of the Contract Agreement, such Comprehensive General Liability insurance as shall protect the Owner, Contractor and any Subcontractors or others working on the premises of the Owner in connection with this project, or performing work covered by this contract from claims for damages for bodily injury, including accidental death, as well as from claims for property damages, which may arise from operations under the Contract Agreement, whether such operations are by himself or by anyone directly or indirectly employed or contract with, by him.

The amount of insurance shall not be less than the following:

• $1,000,000 Bodily injury, including death, each occurrence

• $ 500,000 Property Damage, each occurrence

• $1,000,000 Property Damage, in the aggregate

b. Vehicle Liability – The Contractor shall procure and shall maintain during the life of the

Contract Agreement, Comprehensive Automobile (Motor Vehicle) Liability insurance in amounts not less than the following:

• $ 500,000 Bodily injury or death to any one (1) person

• $1,000,000 Bodily injury, each occurrence

• $ 300,000 Property damage, each occurrence

The insurance shall be the greater of the above shown figures or that as required by the State of Georgia. The insurance shall include coverage for owned, leased, and rented vehicles, as well as equipment, trailers, etc.

c. Worker’s Compensation – The Contractor shall procure and shall maintain during the life of the Contract Agreement, Worker’s Compensation insurance for all employees to be engaged in work on the project under this Contract. This insurance should be for the amount required by the State of Georgia.

PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BOND

The successful Bidder will be required to furnish a performance and labor and material payment bond issued by an approved surety company satisfactory to the Owner in the amount of one hundred percent (100%) of the contract price. The bonds must be submitted within ten (10) calendar days after the award of contract. The cost of said bonds must be included in the Proposal price.

BID BOND

In conjunction with the submittal of all proposals, Bidder must provide a bid bond or a certified cashiers’ check made out to the City of Thomasville in the amount of five percent (5%) of the base bid proposal. Bid bonds or certified cashiers’ checks will be returned to the unsuccessful Bidders within ten (10) days. The bid bond or certified cashiers check will be returned to the successful Bidder upon signing of the Contract.

HAZARDOUS MATERIALS

Contractor shall comply with all federal and state laws, rules, and regulations pertaining to the storage, handling, and disposal of hazardous materials. The service company is responsible for the safe disposal and maintaining the appropriate records indicating the proper disposal of all hazardous materials. The Contractor must make every effort to relieve the owner of any liability pertaining to the storage, handling, and disposal of hazardous materials.

F. Billing

A purchase order number will be awarded upon contract approval. Payment for the work performed shall be made upon receipt of an approved invoice. The invoice shall detail services rendered and include the purchase order number. All original invoices shall be e-mailed to AP@thomasville.org or mailed to City of Thomasville Accounts Payable, P.O. Box 1540, Thomasville, Georgia 31799.

Failure to comply with this provision may result in delayed payments for services rendered.

a. A proper invoice shall include the items listed below:

i. Name and address of the vendor

ii. Invoice date and invoice number. (The vendor should date invoices as close as possible to the date of the mailing or transmission.)

iii. Purchase order number issued for the contract.

iv. Description, quantity, unit of measure, unit price, and extended price of services performed.

v. Payment terms (e.g., discount for prompt payment terms).

vi. Name and address to whom payment is to be sent.

vii. Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

viii. Any other information or documentation required by the contract.

G. Terms and Conditions

1) One (1) signed original copy WITHOUT pricing, one (1) USG Flash drive with a copy of the Proposal WITHOUT pricing, and one (1) separately sealed paper copy of the Proposal Project’s pricing/cost must be enclosed in a sealed plain envelope with RFP #2026-001 Thomasville Municipal Building

– Capital Improvements written on the outside and must be filed with the Purchasing Administrator of the City of Thomasville, located at 111 Victoria Place, Thomasville, Georgia 31792. In the event you choose to mail your proposal, it should be mailed to Purchasing Administrator, Lori McCardle, P.O. Box 1540, Thomasville, Georgia 31799. Proposals submitted must be binding for no less than ninety (90) days after the date received.

2) No proposer will be allowed to withdraw his proposal for any reason whatsoever after the RFPs have been opened.

3) The specifications and scope of work following represent the minimum general size, weight, capacity, and performance characteristics desired in the equipment or services to be purchased. These requirements are not intended to prevent obtaining fair prices or to eliminate competition, but to ensure, if possible, that all proposals submitted shall not be subject to correction or alteration after the RFP has been filed, opened, and publicly read. In view of an unusual wide disparity in details of design and manufacture, complete descriptive literature and manufacturer specifications must be submitted on each type of equipment offered. The City of Thomasville reserves the right to evaluate any or all RFP’s, particularly where there is a range in specifications. Special consideration will be given to the ready availability of repair parts and service.

mailto:AP@thomasville.org

4) Federal or State taxes are not applicable to Georgia Municipalities under the United States Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

5) It is expressly understood by the proposer that written notice of the award or purchase order from the Purchasing Office of the City of Thomasville will constitute an agreement and consummate the transaction and will serve together with the proposal, the advertisement, these instructions and the detailed specifications, as the entire form of contract between the parties.

6) The proposer agrees that the City of Thomasville reserves the right to reject any or all proposals or to accept the part of the RFP considered or to resolicit proposers if no proposal is accepted, being in the best interest of the City.

7) Specifications and the scope of work referred to are minimal. Therefore, unless otherwise indicated by the proposer, the City will assume proposals meet or exceed all specifications.

8) The names of a certain brand, make, or definite specifications are to denote quality standard of the article desired but do not restrict proposers to the specific brand, make, or manufacturer named. It is to set forth and convey to prospective proposers the general style, type, character, and quality of the article desired.

9) The City of Thomasville reserves the right to reject all RFPs as it appears in its own best interest and to waive technicalities.

10) Award of Contract – The final award of the proposal or contract will be made by the City Council, which is the governing body of the City of Thomasville. The award will be granted to the vendor whose proposal meets the terms of the request for proposals and offers the greatest benefit to the City, taking into account all factors (criteria) outlined in this RFP.

11) Contract – In addition to the completed proposal, a resulting contract may be required by the City of Thomasville, including but not limited to, written correspondence between the City of Thomasville and the vendor subsequent to the proposal submission, facsimiles, and product literature.

12) Confidentiality of Documents – Proposals shall be opened to avoid disclosure of contents to competing offerors and kept secret during the process of negotiation. However, all proposals that have been submitted shall be open for public inspection after contract award. Trade secrets and confidential information, as specified by the vendor, contained in the proposals shall not be open for public inspection.

13) Contact with City of Thomasville Employees – In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only to the Purchasing Administrator (Lori McCardle). Contact with any other City of Thomasville employee, except at the vendor pre-bid meeting, (if conducted), is expressly prohibited without prior consent of the Purchasing Administrator.

Vendors directly contacting other City of Thomasville employees will risk elimination of their proposal from further consideration.

14) Non-Collusion Affidavit – By submitting a proposal, the vendor represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the vendor has not directly or indirectly induced or solicited any other vendor to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor.

15) By submitting a proposal, the vendor represents and warrants that no official or employee of the City of Thomasville has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

16) Georgia Security and Immigration Compliance Act Affidavit – By submitting a proposal and executing the attached Affidavits, the vendor verifies its compliance with O.C.G.A. §13-10-91. The Vendor further agrees to maintain records of subcontractor compliance and shall provide compliance verification to the City at the time a subcontractor is retained to perform services.

17) Cost Incurred by Vendors – All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith shall be borne by the vendor. No payment will be made for any responses received or for any other effort required of or made by the firm prior to the commencement of work as defined by an approved contract.

18) Equal opportunity policy statement – It is the policy of the City of Thomasville that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

19) Hold Harmless and Indemnification – The vendor agrees, insofar as it legally may, to indemnify and hold harmless the City, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by vendor, its officers, employees, and agents under any of the terms of this contract.

20) Multiple Awards – The City reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the City of Thomasville. If the City of Thomasville determines that an aggregate award to one vendor is not in the City’s best interest, "all or none" offers shall be rejected.

21) Qualification of Vendors – The City may undertake reasonable investigations as deemed proper and necessary to determine the ability of a vendor to perform the work specified in the RFP. The vendor shall furnish with the City all information requested. The City reserves the right to reject any proposal if the submitted evidence or investigation of the vendor fails to satisfy the City of the vendor’s qualification to perform the contract requirements.

22) Firms physically located in the City of Thomasville shall have an active Occupation Tax Certificate (business license) or have an active Occupation Tax Certificate if located in another local Georgia jurisdiction. If the firm is not a Georgia corporation, the firm shall submit an active registration with the Georgia Secretary of State. If the firm holds a professional certification which is licensed by the state of Georgia or other US state, then proposer shall submit a copy of the active professional license. Any license submitted in response to this requirement shall remain active for the duration of the contract.

23) Proposals will not be accepted from a firm in default on the payment of any taxes, license fees, or other monies due to the City.

24) Alternate Proposals – Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Vendors shall not insert in their proposal any written statement which will have the effect of making any material changes or changes in the Scope of Services or in any contract between the parties covering the subject matter thereof.

25) Open Records O.C.G.A. SECTION 50-18-72 (A) (34) – An entity submitting records containing trade secrets that wish to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Georgia law under Article 27 of Chapter 1 of Title 10. If such an entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not, in fact, constitute a trade secret, it shall notify the entity by submitting the affidavit of its intent to disclose the information within ten (10) days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in a superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such an action shall serve the requester with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in a superior court to obtain an order that the requested records are not traded secrets and are subject to disclosure.

26) Each agency receiving a copy of this shall acknowledge receipt of any amendment to this RFP by signing and returning the amendment with the complete proposal. The acknowledgement must be received by the City of Thomasville at the time and place specified for receipt of proposals.

27) The contract awarded shall be governed in all respect by the laws of the State of Georgia, and any litigation with respect thereto shall be brought in the courts of the State of Georgia, Thomas County Superior Court. The company awarded the contract shall comply with applicable Federal, State, and local laws and regulations.

28) The City of Thomasville may materially change the objectives. Such changes may include additions, deletions, or other revisions within the general scope of RFP requirements. No changes or adjustments shall be made without a written amendment to this RFP, signed by the Purchasing Administrator.

29) There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Materials submitted by respondents are subject to public inspection under the Georgia Public Records Act (City Code Sec.

6250 et seq.), unless exempt. Any language purporting to render the entire proposal confidential or proprietary will be ineffective and will be disregarded.

30) Any proposal received at the place designated in this RFP after the time specified for receipt will not be accepted or considered.

31) Any proposal that includes terms and conditions that do not conform to the terms and conditions in this RFP is subject to rejection as non-responsive. The City of Thomasville reserves the right to permit the respondent to withdraw non-conforming terms and conditions from its proposal prior to action by the City Council to award a contract.

32) The City reserves the right to retain all proposals submitted and to use any ideas in any proposals submitted, regardless of whether or not that proposal is accepted. Submission of a proposal indicates acceptance by the person submitting the proposal of the terms, conditions and specifications contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in a subsequent contract between the City and the contractor selected.

33) Any contractor performing services under this agreement exceeding $2,499.99 must enroll in and use

E-Verify to confirm the employment eligibility of all new hires. Failure to provide proof of enrollment or a valid affidavit will result in disqualification. Attach a printed copy of your company's E-Verify Company Profile page as proof of enrollment.

H. Mandatory Proposal Forms

Vendor must complete, execute and include with the proposal the following mandatory documents:

A. Contractor Affidavit & Agreement Form B. Subcontractor Affidavit & Agreement Form C. Certificate of Non-Collusion D. Vendor Application E. Addenda Acknowledgement Form

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(l)

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. § 13-10-91(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A.