RFP 2024 _ 008 Conference Center Renovations.pdf

REQUEST FOR PROPOSALS

FOR RENOVATION OF

DOUGLASVILLE CONFERENCE CENTER

RFP 2024 – 008

Issue Date: May 31, 2024

Due Date: July 12, 2024

1. INTRODUCTION

The City of Douglasville, Georgia, is inviting qualified contractors to submit proposals for the renovation of the City of Douglasville Conference Center, located at 6700 Church St., Douglasville, GA 30134. This project seeks to revitalize and elevate the facility's infrastructure, ensuring it aligns with contemporary standards while catering to the diverse needs of the community and exceeding the expectations of event organizers and attendees.

2. PROJECT OVERVIEW

The City of Douglasville Conference Center is a vital community asset that hosts a wide range of events, including conferences, seminars, weddings, and cultural gatherings. The multi-functional facility encompasses over 37,000-square-feet of meeting space including a grand ballroom that can be divided into five sections, a business center, two green rooms, a 150-seat auditorium, two pre-function areas, a 15-person boardroom, three meeting rooms, and a gorgeous rear terrace. The facility requires renovations to improve its overall aesthetics, functionality, and accessibility.

Key project goals include:

• Modernizing the interior design to craft a welcoming and contemporary ambiance, achieved through meticulous design and construction efforts.

• Integrating ADA enhancements, prioritizing accessibility, and ensuring inclusivity, all within the framework of comprehensive design and construction endeavors.

3. SCOPE OF SERVICES

The selected contractor will be responsible for providing the following services:

• Architectural and interior design services.

• Structural assessment and repairs as necessary.

• Interior renovations

• Compliance with all relevant building codes and regulations.

4. CONTRACT DURATION

The successful proposer shall complete the project during the period of June 1, 2025, through October 31, 2025, to be able to receive notice to proceed by the city.

Liquated damages shall be assessed at the rate of $300.00 per day for failure to complete the project on time. Liquidated damages shall be a reasonable estimate of the damages incurred due to delay by the selected proposer, actual damages being impossible to estimate, and liquidated damages shall not be considered a penalty.

5. PROCUREMENT PROCESS AND INFORMATION

a. Request for Proposals Documents

All RFP documents are available in electronic format at Bidnet Direct.com at http://www.bidnetdirect.com.

b. Availability of Request for Proposal

The RFP is open to all qualified candidates and is available free of charge.

c. Request for Information

All requests for information and clarifications regarding this project shall be submitted on Bidnet Direct (www.bidnetdirect.com) no later than June 21, 2024 at 4:00PM EDT. Questions and answers will be issued in the form of an addendum to all interested and will be available submitted on Bidnet Direct (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

d. Pre-proposal Meeting

A MANDATORY pre-proposal Conference will be held June 12, 2024, at 10:00 AM EDT, at 6700 Church Street, Douglasville, GA 30134. All firms intending to respond to this Request for Proposal must attend. Late attendees will not be admitted.

e. Communication

From the issue date of this RFP solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this Project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP, or during the pre−proposal conference (if applicable), or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Senior Accounting Specialist at gordona@douglasvillega.gov.

f. RFP Timeline

RFP ESTIMATED TIMELINE

Owner issues public advertisement of RFP May 31, 2024

Mandatory Pre−proposal meeting June 12, 2024, at 10AM EDT

Deadline for written questions/requests for clarification June 21, 2024, at 4:00PM EDT http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov

Publish responses to questions June 28, 2024

Deadline for submission of Proposals July 12, 2024 at 4:00PM EDT

Interviews by Selection Committee (If Required) TBD

Selection recommendation to City Council for approval

TBD

g. Submittal Date and Information

All bids must be submitted electronically in PDF format via BidNet:

(www.bidnetdirect.com), no later than July 12, 2024, at 4:00 PM EDT. Electronic submittals must include a reference to RFP 2024-XXX Requests for Proposals for Renovation of Conference Center. Any Bid received after that time will not be considered for award.

i. It is the sole responsibility of the Proposer to ensure delivery by the specified deadlines to the correct location; the City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

ii. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing.

Prior to beginning any work under a Contract when granted to Proposer, Proposer shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured. Proposer shall be responsible for all injuries or damages of any kind to persons or property in carrying out the Contract.

iii. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final award.

iv. The City of Douglasville reserves the right to waive any and all technicalities, formalities, or irregularities in bids. The City may reject the Bid of any vendor that has previously failed to perform properly or timely contracts of a similar nature with the City of Douglasville, or if the proposer has within the last 5 years:

1. Failed to perform on a similar contract due to defaults caused by the proposer; or

2. Incurred criminal sanctions against company or any current proposer officer.

6. Proposal Submission Requirements

Interested parties must submit their proposals by the deadline mentioned above.

Proposals should include the following documents:

a. Cover Letter: A brief introduction and expression of interest in the project.

b. Company Profile: Provide a detailed overview of your company, including its history, relevant experience, and qualifications.

c. Project Team: Include the names and qualifications of key team members who will be working on this project.

d. Previous Experience: Provide a list of similar projects you have completed, including client references.

e. Technical Approach: Detail your proposed approach to the renovation project, including the timeline, milestones, and any innovative solutions.

f. Budget: Include a detailed cost estimate for the project, broken down by categories such as design, construction, and materials.

g. Insurance and Licensing: Provide proof of insurance and any required licenses to operate in Douglasville, Georgia, including but not limited to business license(s) and general contractor license as applicable.

h. Subcontractors: If applicable, list any subcontractors you intend to work with and their qualifications.

7. Evaluation Criteria Proposals will be evaluated based on the following criteria:

• Qualifications and Experience (30%)

• Technical Approach and Innovation (25%)

• Cost-effectiveness (25%)

• References (20%)

8. Selection Process The City of Douglasville will review all submitted proposals and may request interviews or additional information from shortlisted contractors. The final selection will be based on the proposal's overall quality and alignment with the project's goals.

9. Terms and Conditions The City of Douglasville reserves the right to reject any or all proposals and/or to cancel this RFP.

All costs incurred in the preparation and submission of the proposal shall be the responsibility of the proposer.

The selected contractor must comply with all federal, state, and local laws and regulations.

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization)

By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed)

Date:

(typed or printed)

If Bidder is a corporation, a partnership, an LLC, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature)

Name:

(typed or printed)

Title:

(typed or printed)

Date:

(typed or printed)

Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed)

Title:

(typed or printed)

Phone:

Email:

Address:

Bidder’s Contractor License Number:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency.

Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville. <Insert Response Here>

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the

City of Douglasville, within the prior one-year period. <Insert Response Here>

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville. <Insert Response Here>

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1- .02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY

AND IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration

SUBCONTRACTOR AFFIDAVIT FOR GEORGIA SECURITY AND IMMIGRATION

COMPLIANCE.

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor)| on behalf of the City of Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Subcontractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Subcontractor

Title of Authorized Officer/Agent of Subcontractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S.

Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

CERTIFICATION FORM

I, , being duly sworn, state that I am (title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFP for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFP is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL