Douglas Coffee County Library RFP Post2026.docx

Request for Proposal:

Douglas-Coffee County Library Renovation

Overview

The Satilla Regional Library System (SRLS) headquarters library is the Douglas-Coffee County Library is a 20,000 sq ft building, that is in need of a renovation. We are only looking to renovate the public areas, not the staff areas. The public areas are approximately 75% of the library, so the following painting and replacing flooring is for approximately 15,000 sq ft.

Scope of Work

SRLS seeks bids to conduct a $1 million renovation of the public access parts of the Douglas-Coffee County Library.

· Demolition: Complete removal of the existing flooring in the main library, genealogy area, children’s area, lobby, bathrooms, and conference room. The main restrooms need to have tiles on the walls and floors removed.

· Preparation: Prepare the sub-floor to be ready for new flooring, and prepare walls to be painted. Painting will be interior, public access areas, and exterior. The main restrooms will need the walls and floors prepared to install new tiles.

· Installation:Install new flooring in the main library, genealogy area, children’s area, lobby, bathrooms, and conference room. The Coffee County Library Board has approved the primary and accent colors, as well as the flooring to be placed in the library. For paint we want at least Sherwin Williams or better, and for flooring we want commercial grade LVP, tiles, and carpet. The main restrooms need new tiles on the floor, and walls, as well as new fixtures all commercial grade.

· Replace: The exterior mechanical room double doors need to be replaced.

Renovation Coordination:

As this will be a large project, it will need to be broken into at least 4 or more phases. To minimize the impact to the community, the library will coordinate with the contractor to minimize the time it is closed to the public.

· Phase One: The library will take over the conference room, and the doors from the lobby into the main library will be secured. The contractor will have full access to the public access areas, main library, genealogy area, children’s area, meeting room to remove the old flooring, prep the sub floor, and prep the walls for painting. The contractor can then move forward with replacing the flooring, and painting the walls.

· Phase Two: The library will move out of the conference room, and the contractor will be able to work in the conference room to remove the flooring, prep the sub floor, and replace the flooring. The contractor can prep the walls, and paint the walls.

· Phase Three: The library will have to close to the public, as the contractor is working on removing, prepping, and replacing the flooring in the lobby, and restrooms. The contractor can then also prep the walls, and paint the walls in the lobby and restrooms.

· Phase Four: The contractor will work on the exterior of the building to prep the exterior, and paint the exterior, and replace the two mechanical room doors. Additionally, we would like to have a solar pergola installed with solar panels in the fenced area between the HVAC units on the side of the building.

· Permits: Contractors are responsible with handling and pulling any required permits.

· Cleanliness: Cotractors are responsible for maintaining site safety. Also, contractors need to leave the work areas as clean and dust free as possible.

· Payments: At each agreed upon completed phase, the contractor will submit an invoice, and the library will get the invoice processed for payment. We want the bids to contain realistic timeframes that the contractor can complete the work.

Timeline & Submission:

· Deadline for Questions: 06/08/2026, and questions will be posted to a webpage with answers for everyone to view. The URL is: https://srlsys.org/douglas-coffee-county-library-rfp-and-q-a/

· Send questions to Rodney McElveen, Library Director (912) 384-4667, mcelveenr@srlsys.org

· Bid Submission Due Date: 06/16/2026 at 10:15AM.

· Sealed bids will be opened and acknowledged at 10:15AM on June 16th in the conference room in the Douglas-Coffee County Library at 200 S. Madison Ave., Suite D., Douglas, GA 31533.

Evaluation:

SRLS will select the most cost-effective contractor. However, demonstrable quality of work with other library systems or county governments will be factored in as well.