AZRLS_RFP_DESIGN BUILD SERVICES.pdf

REQUEST FOR PROPOSAL

DESIGN-BUILD SERVICES FOR FACILITY EXPANSION OF

STEVE SCHAEFFER HEADQUARTERS BUILDING

AZALEA REGIONAL LIBRARY SYSTEM

I. Introduction

The Azalea Regional Library System Board of Trustees requests proposals for professional services in the design and construction (design-build) of an expansion to the Steve Schaeffer

Regional Headquarters Building, Azalea Regional Library System, 1121 East Ave., Madison, Georgia, 30650.

The Azalea Regional Library System Headquarters Building expansion project is funded through a State of Georgia Capital grant and local appropriations. Responsibilities will include building design, interior design and site design, as well as construction administration for all aspects of the project. Responsibilities will also include working closely with Azalea Regional Library

System Board of Trustees, Azalea Regional Library System Executive Director, library personnel, and the Georgia Public Library Service construction consultants. There will also be professional communications with City of Madison and Morgan County personnel.

Proposals are to be mailed or hand delivered to Azalea Regional Library System, Attn: Executive

Director, 1121 East Ave., Madison, Georgia, 30650. Written (sealed) proposals are due no later than 3:00 PM, Monday, January 12, 2026. Proposal packages will be evaluated by the Executive

Director, Azalea Regional Library System Board of Trustees Construction Committee, and

Georgia Public Library Service construction consultants. Finalists will be invited to an interview and presentation before the Construction Committee, composed of representatives from the aforementioned parties.

Any respondent interested in visiting the Steve W. Schaefer Regional Headquarters Building may do so during regular 8:00 AM - 4:00 PM business hours. Please arrange the visit in advance with

Executive Director, Stacy Brown by email at sbrown@azalealibraries.org. Any questions regarding the scope of services to be provided, should also be directed to Stacy Brown via email at sbrown@azalealibraries.org. Arranged visits will not be conducted after hours or when the

Regional Headquarters Office is closed for holidays. Visits will only be conducted when the date has been pre-arranged with the Executive Director and the Executive Director is present.

All costs related to the preparation, submittal, or presentations of this proposal are the responsibility of the respondent and will not be assumed in full or in part by the Azalea Regional

Library System Board of Trustees.

Page 1 | 8 mailto:sbrown@azalealibraries.org

The Azalea Regional Library System is a Public Agency. Any information submitted to the Azalea

Regional Library System is subject to release as provided for by the governing authorities. The

Azalea Regional Library System will take reasonable efforts to protect any information marked

“confidential.” It is understood, however, that the Azalea Regional Library System will have no liability for disclosure of such information. Any proprietary or otherwise sensitive information contained in or with any Submittal is subject to potential disclosures.

This solicitation does not commit the Azalea Regional Library System to award a contract, to pay any cost incurred in the preparation of the Proposal, or to procure or contract for goods or services. It is the responsibility of each submitter to see that the Azalea Regional Library System receives all materials on or before the specified closing date and time. No Submittals will be accepted thereafter. The Azalea Regional Library System assumes no responsibility for delivery of proposals that are mailed. The Azalea Regional Library System reserves the right to reject any or all Proposals, to waive any informalities and technicalities, and to accept the Submittal deemed to be in the best interest of the Azalea Regional Library System.

II. Background

The Azalea Regional Library System (AZRLS) has experienced substantial service population growth, necessitating an expansion of regional staff to support its nine member libraries. The current headquarters building is no longer of adequate size to accommodate the eleven-member regional team and provide sufficient space for processing, meetings, training, and daily library operations. The Regional Library Board of Trustees, comprising approximately 60-70 members, is unable to safely convene in the existing facility. Consequently, meetings are held in the Morgan County Library meeting room to ensure adherence to distancing and fire code regulations. This arrangement places a hardship on Morgan County Library staff, as their sole programming and community meeting space is in constant use.

The expansion would allow the Regional Board of Trustees to safely and comfortably meet in the headquarters building and provide the regional staff with more office space and storage. It would also serve as a program overflow or allow the Morgan County Library to host simultaneous programs, especially during the busy summer reading program, and provide a venue for Azalea Regional Library System staff trainings and special programs. This addition could also be used by Morgan County and the City of Madison for meetings and training, or for voting purposes.

Life Safety Requirements:

● Emergency Lighting.

● LED Interior and Exterior Lighting.

● Exit Signs (2 Exit Minimum).

● Fire Alarm.

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● Smoke Detection System.

● Panic Hardware.

● Crosswalk between AZRLS Headquarters Building and Morgan County Library.

Other features have also been considered:

● Meeting space to accommodate 100 occupants.

● Additional parking to meet code requirements.

● Projector/TV capabilities, telephone, and wifi access.

● 1 unisex bathroom with changing table.

● Separate entrance/exit from HQ entrance.

● Access to meeting space from HQ delivery area (locking door from HQ side).

● Small kitchen area - sink, refrigerator, counter space, storage cabinet.

● Storage closets.

● Furniture - one touch tables/stacking chairs.

● Internet and data ports.

● HVAC Systems.

● Irrigation system.

● Laminate flooring or industrial strength, stain resistant carpet (squares).

III. Scope of Work

The architectural contract should incorporate surveys and site design. The project should also include plans for telephone, electric, data communication, and utility service to the building;

design of landscape planting; design of vehicular and pedestrian circulation systems if alterations are deemed necessary; design of exterior security and pedestrian system lighting;

and interior finishes and design services.

Anticipated building design encompasses, but is not limited to, architectural design of the expansion, design of all building electrical, mechanical, and plumbing systems, estimation of project construction costs, and interior design services. The architect shall furnish all drawings, specifications, and bid documents requisite for fulfilling the schematic and design development requirements in adherence to Georgia Public Library Services guidelines, and for the bidding and completion of this project's development and construction. The Architect shall be prepared to present plans and specifications to the Executive Director, Azalea Regional Library System

Board of Trustees Construction Committee, and Georgia Public Library Services construction consultants. The architect shall be briefed by the Executive Director and the Board of Trustees prior to project initiation and shall be expected to prepare minor architectural modifications based upon the inspection of these plans by these aforementioned groups. All architectural plans and the procurement of furniture and equipment for this project shall be contingent upon

Page 3 | 8 approval by the Azalea Regional Library System Board of Trustees Construction Committee and the Executive Director. All communication pertaining to the project will be conducted with the

Executive Director or their designated representative.

Anticipated construction administration services encompass, but are not limited to: the acquisition of building development permits; the development of comprehensive drawings, specifications, and bid documents; attendance at pre-bid conferences as required; facilitation of the opening of all general contractor bids; evaluation and recommendation for contract awards;

conduct of pre-construction conferences as required; acquisition of geotechnical and Title 17 testing services as needed; regular on-site inspections; attendance at construction meetings;

facilitation of change order requests; observation of contractor’s operations and work to ascertain compliance with plans and specifications and quality of workmanship; provision of progress reports to the Owner/building committee at least bi-weekly until final acceptance of work; provision of shop drawings and review of other necessary general contractor’s submissions; processing of payment applications, lien waivers, permit acquisitions, occupancy certificates, and warranty packages; provision of revised plans to address construction issues arising from insufficient information on the construction documents; collaboration with contractors and provision of recommendations to the owner to resolve conflicts and problems that may emerge during the project; evaluation of all requests for changes in the project, exclusive of design services, and if necessary, recommendation of supplemental agreements;

and participation in the punch list and final inspections to ensure compliance with the construction contracts.

IV. Requirements

The project design and/or approval procedures to be utilized for this project shall adhere to the applicable Georgia Public Library Service (GPLS) Construction Project Review Requirements.

V. Submittal Requirements are as follows:

All information requested is required. Submission of a proposal is certification to the factual truth of all information presented:

● A cover letter, signed by an authorized representative of the firm, confirming the firm’s interest in the project and its availability to accomplish the project and to complete the project in a timely manner. The letter shall include:

○ Legal Firm Name.

○ Legal Business Address.

○ Primary Contact Name, Telephone Number, Email Address, and Year Established.

○ Type of Ownership.

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○ Firm’s Insurance Coverage.

○ Individual/s assigned to this project and in what capacity.

○ Individual to serve as the architect of record.

● Narrative and illustrative materials that adequately describe the firm’s relevant project experience, including projects that meet the evaluation criteria along with references.

● List categories in which the firm is legally qualified to do business. Include licenses and registrations where applicable.

● Has the firm defaulted on a contract, failed to complete any work awarded, or been involved in work-related litigation? If yes, please explain.

● Describe and give examples of how the firm supervises and inspects the work on a project to insure quality workmanship and conformity to the contract documents.

● Estimate the number and types of drawings that you will generate in the performance of the project.

● What process and/or procedure does the firm use to keep the owner informed as to the status of the project?

● How does the firm assist the owner in obtaining corrective measures, when necessary, during the warranty period?

VI. Fee Proposal

A flat fee proposal in a sealed envelope, separate from other submitted documents, is required.

This fee shall not be a percentage of construction cost but an inclusive sum covering all expenses, including travel and the interior design package. This comprehensive fee is to encompass the services of the primary architect and all sub-consultants necessary to fulfill the requirements outlined in Section III, Scope of Work. Should the architect anticipate the need for consulting services beyond the Scope of Work, these must be distinctly itemized within the Fee

Proposal. Furthermore, the architect is to provide a complete description of any expected reimbursable expenses, along with applicable rates or per diem fees.

The Regional Library Board of Trustees anticipates a deliverables package comprising a color rendering of the project, three 18” x 30” color photographs of the rendering, the negative or digital file utilized for producing addenda items, an electronic file of the as-built construction documents, three bound sets of all equipment operation manuals and warranties, and an electronic set of stamped and signed original drawings. This package is in addition to any deliverables mandated by State, County, or City agencies. All labor and materials provided by the architect to satisfy the requirements of such reviewing or permitting agencies are to be included in the base fee and will not be eligible for further reimbursement. The architect shall incorporate the provisions of the aforementioned deliverables package into the work fee and will not receive additional reimbursement for these deliverables.

VII. Screening of Respondents to be Qualifications Based Rather than Fee Based

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Each responding firm shall document with submittals the following qualifications:

● A portfolio and references of completed projects that demonstrate applicable qualifications.

● A proven ability to develop creative solutions for square footage utilization that maximizes workflow, storage, and supervision requirements.

● A proven ability to develop aesthetic solutions that reflect the tastes of the Regional

Library Board of Trustees, Regional staff, and Construction Advisory Committee.

● A proven ability to successfully perform all phases of work for library projects of comparable size and scope.

● A proven ability to adhere to program and budget requirements.

● A proven ability to integrate interior design considerations with building schematic and design development solutions.

● A proven track record of integration and follow-through of Owner input and concerns pertaining to details.

Proposals shall be evaluated based on their relative responsiveness to the criteria described above and with the criteria weighted as shown:

25% Firm history of Public Library design and construction projects.

25% Experience of the design team, project managers, and consultants designated to be responsible for design and coordination from conception to project completion.

25% Evaluation of previous design work and references.

25% Additional considerations encompass (but are not limited to) the fee proposal, supplementary expenses, and the firm's reputation regarding budget overruns and change orders for basic services and/or base bid items.

VII. Reservations

The Azalea Regional Library System Board of Trustees reserves the following rights:

● Rejection of any and all proposals.

● Negotiation of changes in the Scope of Work.

● Negotiation of services to be provided and fee proposal.

● Waive any and all technicalities.

IX. Contact Information

If there are any questions or should the respondent require additional information, contact

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Stacy Brown, Executive Director, Azalea Regional Library System, 1121 East Ave., Madison, Georgia, 30650 at 706-342-4974 Fax: 706-342-4510, e-mail: sbrown@azalealibraries.org.

X. Proposed Project Time Line

● Issue RFP for design-build services October 08, 2025

● Questions, Addendum due no later than 4PM January 08, 2026

● Written (sealed) proposals due no later than 3PM January 12, 2026

● Architectural firms selected for interview January 12, 2026

● Presentations (up to 1 hour max in length) January 14, 2026

● Selection Committee makes recommendation January 14, 2026

● Contract negotiation with selected firm January 15-23, 2026

After the firm is selected and contracted, the firm will work with the Owner to establish the remaining timeline.

XI. General Comments

● This is a Request for Proposal and is in no way to be misconstrued as a commitment from Azalea Regional Library System to contract with respondents.

● This Request for Proposal and any addenda are available on the Azalea Regional Library

System website: www.azalealibraries.org., the link which contains the Request for

Proposal information is under the About Us/Regional Administration tab.

● Respondents are reminded that changes to the Request for Proposal, in the form of addenda, are often issued between the issue date and within four (4) days before the closing of the Request for Proposal. Respondents are solely responsible for checking the website to ensure they have the most current information regarding the Request for

Proposal.

● Respondents are requested to refrain from contact with Azalea Regional Library System

Library Board members and Library Staff prior to a selection announcement, except as described in this document.

● Any cost incurred by respondents in preparing or submitting a proposal for the project shall be the respondent’s sole responsibility.

● All responses, inquiries or correspondence relating to this RFP will become the property of the Azalea Regional Library System when received.

● Azalea Regional Library System has sole discretion and reserves the right to reject any and all responses received with respect to this Request for Proposal and to cancel the process at any time prior to entering into a formal agreement.

● The Library System reserves the right to request additional information or clarification of information provided in the response without changing the terms of the Request for

Proposal.

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● In addition to evaluating the Respondent’s proposal as submitted, the Azalea Regional

Library System may make such reasonable investigations and evaluations as deemed proper and necessary to determine the ability/capability of the Respondent to perform the services/furnish the goods.

● Any proposal received after the proposal due date and time as detailed on the first page of this document will not be accepted or considered.

● If the Azalea Regional Library System declares a weather or emergency closing, scheduled receipt of proposals will be extended to the next business day.

● Oral proposals or proposals delivered by electronic means such as fax and email will not be considered.

XII. References

§ 36-91-20. Written contract required; advertising; competitive sealed bidding; timing of addendums; prequalification

§ 36-91-21. Competitive Award Requirements

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