26_002_LH Grand Opera House Renovation IFB.pdf

INVITATION FOR BID

FOR

Grand Opera House Renovation

BID NUMBER: 26-002-LH

15505 90921 90924 90931

MACON-BIBB COUNTY, GEORGIA

ISSUED: Enter JULY 22, 2025

BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, AUGUST 14, 2025

Macon-Bibb County Procurement Department 700 Poplar Street

Suite 308 Macon-Bibb County City Hall

Macon, Georgia 31201

I. General

A. Invitation

1. Notice is hereby given that Macon-Bibb County will receive sealed bids (original and (1)

Flash drive) in the Macon-Bibb County Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia 31201, until 12:00 noon on August 14, 2025, for Grand Opera House Renovation 26-002-LH for the Macon-Bibb County Government.

NO BIDS WILL BE ACCEPTED AFTER THE ABOVE TIME.

2. Bids will be publicly opened and read in the Procurement Department Conference Room on August 14, 2025, starting at 2:00 p.m.

3. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE subcontractors where possible. Small and other disadvantaged businesses requiring assistance with the competitive process can contact Charise Stephens, Small Business Affairs at (478) 300-2297 or cstephens@maconbibb.us .

B. Bid Documents

1. Bid documents may be examined and obtained on Macon-Bibb County website to be viewed and downloaded from one of the links included below:

Georgia Procurement Registry website http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 Macon-Bibb County Procurement Page www.maconbibb.us/purchasing Sealed Bids

C. Pre-Bid

A pre-bid mandatory conference is scheduled for 11:00 a.m., Wednesday, July 30, 2025, at Grand Opera House Lobby 651 Mulberry Street, Macon, GA 31201. This pre-bid is mandatory; contractor must be present in order to submit a response. Deadline for submitting questions is Friday, August 1, 2025, by 3:00 pm Questions to be submitted via email to Lhardwick@maconbibb.us

SEALED Bids shall be delivered or mailed to:

Macon-Bibb County Procurement Department Attn; Laura Hardwick

700 Poplar Street Suite 308

Macon, GA 31201 478-803-0550 lhardwick@maconbibb.us

Mark the outside of the envelope 26-002-LH Grand Opera House Renovation mailto:cstephens@maconbibb.us http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 http://www.maconbibb.us/purchasing mailto:Lhardwick@maconbibb.us mailto:lhardwick@maconbibb.us

D. Validity

1. No bid may be withdrawn for a period of sixty (60) days after time has been called on date of bid opening.

2. All prices shall be Delivered prices, FOB Destination, after deducting all non–applicable taxes, delivered to each requesting department or office. Vehicles shall be ready to use.

E. Forms

1. The enclosed Macon-Bibb County bid form shall be used; use of other documents may deem the bid non-responsive. Additionally, all submission documents should be completed and included with the bid; failure to include completed, signed, and notarized forms (as applicable) may deem the bid non-responsive.

F. Local Preference

1. Macon-Bibb County reserves the right to award bids to County businesses and merchants whose bid is within 5% (five percent) of the lowest responsive and responsible bid which conforms to the Invitation to Bid. INSTRUCTIONS TO BIDDERS

i. No consideration will be given any claim based on lack of knowledge of existing conditions, except where the Contract Documents make definite provisions for adjustment of cost or extension of time due to existing conditions that cannot be readily ascertained.

2. Document Discrepancies

i. Should the bidder find discrepancies in, or omissions from the documents, he shall at once notify the Macon-Bibb County Procurement Department.

ii. Requests for Interpretations of Drawings and Specifications shall be made in writing to the Macon-Bibb County Procurement Department not later than seven

(7) days prior to receipt of bids, email preferred to Laura Hardwick lhardwick@maconbibb.us.

iii. Any subsequent instructions to bidders will be issued in the form of addenda to the specifications and sent to the bidder. All addenda shall be enumerated in the Bid Form.

iv. All definitions set forth in the specifications are applicable to this Instruction to Bidders, the Bid Form and the proposed Contract Documents including, but not limited to, drawings, project manual, and any addenda issued prior to receipt of bids.

v. Addenda are written or graphic instruments issued prior to the execution of the Contract that may modify or interpret the bidding documents by deletion, additions, clarifications, or corrections.

vi. Addenda will become part of the Contract Documents when the Contract is executed.

3. Submittals

1. In order for bids to be considered, the complete bid document package should be submitted including each of the following completed documents.

1. Bid Form

2. Bidder’s Qualification Form

3. List of Sub-Contractors

4. Minority Participation Goal

5. Financial & Legal Stability Statement

6. Bid Bond in amount of 5% of the total base bid.

7. E-Verify Affidavit

8. Non-Collusion Affidavit

4. Instructions To Bidders

1. Definitions

i. Wherever the term “Owner”, “County”, or “Macon-Bibb County” occur in these specifications, it shall mean Macon-Bibb County, a political subdivision of the State of Georgia acting through the Macon-Bibb County Board of Commissioners.

ii. Wherever the term “work” occurs in these specifications, it shall mean the work as defined herein, including, all labor, materials, equipment, transportation, and supervision necessary to complete the contract.

2. Related Documents

1. Specifications (Attachment “A”)

2. Bid Form

3. Bidder’s Qualification Form

4. Bidder MBE Plan Form

5. List of Sub-contractors

6. Financial & Legal Stability Statement

7. Bond Forms

8. E-Verify Affidavit

3. Bidder’s Representation

i. Each bidder, by making his bid, represents that he has:

1. Read and understand the bidding documents; and,

2. Visited the site and became familiar with the local conditions under which the work is to be performed.

a. Bidders should examine the areas wherein work of this project is to be carried out and shall take into consideration all conditions that might affect his work.

b. The failure of the bidder to inspect firsthand the areas affected by work in this project shall not relieve him of the obligation to comply fully with the scope of the work as defined herein.

G. Reservations

1. Macon-Bibb County reserves full freedom (in addition to the right to reject any and all bids) in awarding bids to consider all available factors including, but not limited to, price, the provision of needed and unneeded features, usefulness to the using department and prior Macon-Bibb County experience. Hence, Macon-Bibb County may award bids to other than the lowest bidder if in the judgment of the Board of Commissioners the interest of the County will be best served by award to another. Any required information not submitted with bids shall deem bid nonresponsive.

2. Unless otherwise specified, manufacturer’s names, trade names, brand names, information and/or catalog numbers listed herein are intended only to identify the quality level desired. They are not intending to limit competition. The bidder may offer any equivalent product that meets or exceeds the specification. If bids are based on equivalent products, the bidder shall indicate on the bid form the alternate manufacturer’s name and catalog number and shall include complete descriptive literature and/or specifications along with proof that the proposed equivalent either meets or exceeds this specification. The County reserves the right to be the sole judge of what is equal and acceptable. If a bidder fails to name a substitute, he shall furnish goods identical to the bid specifications.

II. Scope of Work

1. To remodel all stage level dressing rooms to include electrical, plumbing fixtures, flooring, paint and cabinetry and fixtures.

2. To remodel below stage dressing rooms and Green Room to include electrical, plumbing fixtures, flooring, paint and cabinetry and fixtures.

3. To repair/replace all original doors and frames along the exterior of the building

4. This may include additional items to be identified at a later date

III. Confidentiality and Open Records

In order to ensure compliance with Georgia’s Open Records Act, the following language must be included in all Macon-Bibb County contracts and will be a required term for any contract entered into as a result of this solicitation.

The Parties acknowledge that both Vendor and County are required to comply with the Georgia Open Records Act, O.C.G.A. § 50-18-70, et seq. See, Milliron v. Antonakakis, 905 S.E.2d 657 (Ga. 2024). As a result, Vendor acknowledges and agrees that County may make such disclosures as are authorized or required under the Georgia Open Records Act, notwithstanding any claims of confidentiality asserted by Vendor as to any records or data in the County’s possession.

Upon execution of this Agreement, Vendor shall designate in writing that one or more of its officers shall be the open records officer for Vendor in accordance with the Open Records Act. In the event that Vendor receives a request for records under the Open Records Act, Vendor shall notify County within two business days by sending an email, return receipt requested, to OpenRecordsNotices@maconbibb.onmicrosoft.com. The vendor shall provide County with copies of all records proposed for production prior to responding to such request. The vendor shall assert all exemptions and exceptions available to the fullest extent of the law and shall not produce any records which are subject to withholding under the Open Records Act or any other state or federal law. Vendor shall have a duty to consult with independent legal counsel concerning which records are or are not subject to production prior to making any production, and shall certify to County at the time the proposed production is provided to County that the records contained therein have been reviewed by counsel for responsiveness and that all information that is protected or protectable from release under the law has been redacted therefrom. Vendor shall be responsible for calculating response costs and billing requestors for all requests sent in accordance with the Open Records Act, and Vendor’s complete compliance with the provisions of this section shall be performed at no cost to County.

Vendor assumes all civil and criminal liability for its own compliance with the Open Records Act.

In the event that Vendor produces material records that are subject to withholding under the Open Records Act, and it would be impossible or very difficult to accurately estimate the damage and harm caused to County by such production, then Vendor shall pay County the sum of $10,000.00 per request as liquidated damages. The Parties intend that these liquidated damages shall constitute compensation, and not a penalty, and that the liquidated damages are a reasonable estimate of the anticipated or actual harm that might arise from a breach by Vendor. Where actual damages are calculable, then the County shall reserve the right to seek actual damages for the harm caused by such production instead of liquidated damages. Nothing herein shall be construed as limiting in any way the County’s right to seek injunctive, declaratory, or other relief to prevent the release of protected information prior to any such production being made.

mailto:OpenRecordsNotices@maconbibb.onmicrosoft.com

V. Subcontractor Reporting Requirements

1. Contractor shall submit a “Subcontractor/Supplier Participation Report” on this contract quarterly to the Macon-Bibb County Office of Small Business Affairs which shall include the following:

1. The name of each subcontractor or supplier participating in the contract.

2. A description of the work to be performed, materials, supplies, and services provided by each subcontractor or supplier.

3. Whether each subcontractor or supplier is a minority owned, woman owned, LGBTQIA+ owned, veteran owned, disabled person owned, Certified Disadvantaged Business Entity, non-profit, or local business.

4. Whether each subcontractor is a supplier, subcontractor, or other.

5. The dollar value of each subcontract or supply agreement.

6. The actual payment to date of each subcontractor or supplier participating in the contract.

2. The report shall be updated during the applicable quarter by the Contractor whenever any of the approved subcontractors or suppliers have completed the portion of the work they were contracted to perform. Copies of this report should be transmitted promptly to the Macon- Bibb County Office of Small Business Affairs.

3. The County may withhold any payment due to the Contractor on any project for failure to submit the Subcontractor/Supplier Report within thirty (30) days following the end of the calendar quarter or for the failure to submit updates to the quarterly report within thirty (30) days of any subcontractor or supplier having completed the portion of work they were contracted to perform.

4. The County may withhold any payment due to the Contractor on any project for failure to submit the Subcontractor/Supplier Report within thirty (30) days following the end of the calendar quarter or for the failure to submit updates to the quarterly report within thirty (30) days of any subcontractor or supplier having completed the portion of work they were contracted to perform.

ADDENDUM ACKNOWLEDGEMENT

Macon-Bibb County Board of Commissioners Laura Hardwick, Director of Procurement Macon-Bibb County, Procurement Dept.

700 Poplar Street Suite 308 Macon, Georgia 31201

DATE: ___________________________________

Re: Grand Opera Room Renovation

Macon-Bibb County Bibb County, Georgia

Dear Laura Hardwick,

1. We have examined the Specifications, related documents, and the site of the proposed Work, and are familiar with all the conditions surrounding this project, including the availability of materials and labor, and hereby bid to furnish all materials and labor, and to complete the project in accordance with the Contract Documents, within the time set forth herein, and at the prices stated below. These prices are to cover all expenses incurred in performing the Work required under these Specifications, of which this bid is part.

2. ADDENDUM RECEIPT:

a. We acknowledge our responsibility to ensure that all addenda have been received prior to the submission of a bid.

b. Bidder acknowledges receipt of the following addenda:

Addendum No. Dated _________________________

Addendum No. Dated__________________________

Addendum No. Dated__________________________

3. We agree to commence actual physical work on site, with adequate force and equipment within the timeframe presented in the specifications and to complete fully all work within the stated timeframe following notice to proceed.

4. We agree that this bid may not be revoked or withdrawn after the time set for the opening of the bids and shall remain open for acceptance for a period of sixty (60) days following such time.

5. In case of written notification by mail, telegraph, or delivery of the acceptance of this bid within sixty (60) days after the time set for the opening of bids, the undersigned agrees to execute within ten (10) days a Contract for the Work for the below stated compensation and at the same time to furnish and deliver to the Owner a Performance Bond and a Payment Bond, both in an amount equal to one-hundred-percent (100%) of the Contract Sum.

6. Enclosed herewith is a Bid Bond in the amount of five percent (5%) of the total base bid. We agree that the above stated amount is the proper measure of liquidated damages that the Owner will sustain by the failure of the undersigned to execute the Contract and to furnish the Performance Bond and the Payment Bond.

7. If this bid is accepted within sixty (60) days after the date set for the opening of bids and we fail to execute the Contract within ten (10) days after written notice of such acceptance or if we fail to furnish both a Performance Bond and a Payment Bond, the obligation of the bond will remain in full force and affect and the money payable thereon shall be paid into the funds of the Owner as liquidated damages for such failure; otherwise, the obligation of the bond will be null and void.

8. We hereby certify that we have not, nor have any member of the firm(s) or corporation(s), either directly or indirectly, entered into any agreement, participated in any collusion, nor otherwise taken any action in restraint of free competitive bid in connection with this submitted bid.

9. We understand the total bid price listed below to be inclusive of all materials, labor, equipment, and other provisions necessary to provide the services in accordance with the associated specification.

Respectfully Submitted, Authorized Signature: ________________________________________ Dated: ________________________________________

Name:

Title: _________________________________________

Bid Price Form For

Grand Opera House

Renovation

Total Bid Price: $______________________________________

I certify that my bid meets these minimum specifications. This bid shall be valid and may not be withdrawn for a period of ninety (90) calendar days after the scheduled closing time for receiving bids.

Printed Name: ___________________________________________ Signature: ______________________________________________ Date: __________________________________________________